BYLAWS
of
Dilley Parent-Teacher Organization
[Adopted March 10, 2015]
 

ARTICLE I – NAME, DESCRIPTION & PURPOSE

 

Section 1.  NAME.  The name of the organization shall be the Dilley Parent-Teacher Organization, hereinafter referred to as the “PTO”.   The PTO is located at Dilley Elementary School, 4115 SW Dilley Road, Forest Grove, OR, 97116.
 
Section 2.  DESCRIPTION.  The PTO is a non-profit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
 
Section 3.  PURPOSE.  The purpose of the PTO is to enhance and support the educational experience at Dilley Elementary School, to develop a closer connection between school and home by encouraging parental involvement, and to improve the environment at Dilley Elementary School through volunteer and financial support.
 
 
ARTICLE II – MEMBERSHIP
 
Membership shall be automatically granted to all parents and guardians of Dilley Elementary School, plus all staff at Dilley Elementary.  There are no membership dues.  Members have voting privileges, one vote per household.
 
ARTICLE III – OFFICERS
 
Section 1. EXECUTIVE BOARD. The Executive Board [hereinafter referred to as “the board”, shall consist of the following officers: President, Vice President, Secretary, Treasurer, PTO Volunteer Coordinator, Director of Communication, and Grant Writer/ Fundraising Coordinator. The school principal is a member of the board but holds no board voting rights.  Officer positions may only be held by one individual, and officers may not hold more than one board position at a time.
 
Section 2.  TERM OF OFFICE.  The term of office for all officers is one year, elections being held in May, with the term of office for newly-elected officers beginning at the conclusion of the current school year.
 
Section 3.  QUALIFICATIONS.  Any PTO member in good standing may become an officer of the PTO.
 
Section 4:  DUTIES.
a.  Executive Board – Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, approve by majority vote of the Board unbudgeted expenditures of no more than $100.00, and address news media inquiries.
 
b. President – Preside at General PTO meetings and Executive Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO.  Prepare agendas with the Principal for Official PTO meetings.
 
c.  Vice President – Assist the President, and chair meetings in the absence of the President.  Serve as board liaison to committee, program and event chairs. Facilitate regular communication between chairs and board regarding committee, event and program activities.  Act as peer mentor to chairs to help clarify expectations of the role of the chair, committee, program and event guidelines, policy and procedure, and to connect chairs to appropriate resources.
 
d.  Secretary - Record minutes of all Executive Board meetings and all General PTO meetings, [submit for board review all drafts of minutes.  Hold historical records for the PTO. Oversee collection and distribution of PTO mail.
 
e.  Treasurer – Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, and hold all financial records.  Serve as board liaison to designated PTO accountant.
 
f. PTO Volunteer Coordinator.   Oversee the PTO volunteer program.  Recruit and coordinate volunteers for PTO activities.  Report on volunteer activities and opportunities.  Partner with school volunteer coordinator, and attend school district volunteer coordinator meetings.  Solicit and track volunteering interests of PTO members, and make this information available to PTO program/event chairs.  Assist each program/event chair with the provision of volunteers and scheduling of volunteer shifts, to the extent that the event chair desires.
 
g. Director of Communication.  Oversee PTO communications and marketing, including but not limited to, PTO newsletters, flyers, email broadcasts, website, bulletin boards, member directory and online presence.  Refer to the full board any inquiries from news media.
 
h. Grant Writer/ Fundraising Coordinator.  Researches grants and funding opportunities for PTO events and programs.  Prepares grant proposals for submission.  Oversees annual plan for PTO fundraising.
 
Section 5:  BOARD MEETINGS – The Executive Board shall meet monthly during the school year, or at the discretion of the President.
 
Section 6:  REMOVAL – A Board member may be removed from office for his/her failure to meet his/her responsibilities as described in the bylaws, or for otherwise acting in a manner detrimental to the interests of the PTO.  Such removal shall require a two-thirds affirmative vote of the Board following a fact-finding hearing before the Board.
 
Section 7:  VACANCY – If a vacancy occurs on the Executive Board, the President shall appoint a PTO member to fill the vacancy, for the remainder of the officer’s term.
 
ARTICLE IV – MEETINGS
 
Section 1:  GENERAL PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO.  Meetings shall be held monthly during the school year or at the discretion of the Executive Board.
 
Section 2: VOTING –
a.       Each member in attendance at a PTO meeting is eligible to vote, one vote per household.  Absentee or proxy votes are not allowed, with the exception of the officer election process defined in paragraph
b.  Votes at general meetings will be conducted by ballot or token, with the exception of the approval of the previous meeting’s Minutes.
c.  Officer Elections:
                             1.            The membership will approve an elections committee at a March membership meeting and advertising for office elections shall commence.
                             2.            Nominees received by the April membership meeting will be given an opportunity to speak to the membership during the meeting.
                             3.            Ballots shall be distributed to membership households no later than one week following the April meeting.  Elections will be held by a written ballot which may be presented in either electronic or paper format.   Ballots will be designed to be anonymous and one vote per household.  Ballots will include a write-in option.
                             4.            A two-week election period shall be established ending two school days prior to the May membership meeting, during which time ballots may be submitted.  Ballots will not be accepted after the election period closes.  There will be no in-person voting at the membership meeting.
                             5.            The elections committee shall announce the winners of the election at the May membership meeting.
 
Section 3 – QUORUM –
a.  A quorum of four (4) board members present is required for a board vote.
b. Eight (8) members of the PTO present and voting constitute quorum for the purpose of voting.
 
ARTICLE V – FINANCIAL POLICIES 
 
Section 1: FISCAL YEAR - The fiscal year of the PTO begins August 1 and ends July 31 of the following year.
 
Section 2: BANKING - All funds shall be kept in a checking account in the name of Dilley Parent Teacher Organization and held at a local financial institution.  Checks shall required two signatures.  The school secretary and school principal shall have check signing authority, but only in conjunction with a signature from a PTO board member.   Three PTO board members shall be designated as check signers at the beginning of each term, to include the President, the Treasurer, and one other board member.
 
Section 3: REPORTING - All financial activity shall be recorded in a manual or computer-based accounting system.  The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly.  The PTO shall arrange an independent review of its financial records each year.
 
Section 4: ENDING BALANCE - The organization shall leave a minimum of $2,000.00 in the treasury at the end of each fiscal year.
 
Section 5: CONTRACTS - Contract signing authority is limited to the President or the President’s designee.
Section 6: MOTIONS FOR EXPENDITURES  - If any member makes a motion at a general meeting for a PTO expenditure greater than $200, that motion must be preceded by a completed copy of the Dilley PTO Funding Request Form, submitted to the PTO Treasurer at least 24 hours in advance.  Voting will be delayed until the next month’s regularly scheduled general meeting.
 
ARTICLE VI – BYLAW AMENDMENTS
 
Amendments to the bylaws may be proposed by any PTO member.  Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting.  2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.
 
ARTICLE VII - PARLIAMENTARY AUTHORITY
 
The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”                      
 
ARTICLE VIII – DISSOLUTION
 
The purpose or purposes for which the corporation is organized are as follows:Said organization is organized exclusively for charitable, religious, educational, and scientific purpose, including, for such purposes, the making o distributions to organizations that quality as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof.  No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.  Notwithstanding any other provision of the document, the organization shall not carry on any other activities not permitted to be carried on (a) by any organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, corresponding section of any future federal tax code, or (b) by an organization contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future tax code. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 510(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for the public purpose.  Any such assets not dispose of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for the purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.