1. NAME
a. The name of this organization is the B. Gale Wilson Parent Teacher Organization (hereafter called BGW PTO), a non-profit, public benefit corporation organized and acting under the laws of the State of California.
2. PURPOSE
a. The purposes of the PTO are:
i. To promote the welfare of BGW students in home, school and community.
ii. Bring closer the relationship between home, BGW and parents/guardian and staff members so they may cooperate intelligently in the preparation of our children/students to be productive workers, lifelong learners and responsible citizens.
3. GENERAL POLICIES
a. The PTO shall be non-commercial, non-sectarian and non-partisan.
b. The name of the PTO and/or the name(s) of any officer, executive board (hereafter defined) member and/or member in their official capacity shall not be used in connection with any commercial concern or with any partisan interest or for any purpose not appropriately related to the purpose of the PTO.
c. The PTO fiscal and operational year (hereafter-called fiscal year) shall be July 1st to the following June 30th.
d. The Executive Board is the governing body of the PTO and shall have approval authority for all PTO actions.
e. The bylaws may only be amended by a majority vote at a General meeting (hereafter defined).
f. The PTO’s fiscal year budget (hereafter called budget) may only be approved by a vote at a general meeting. Once approved, the executive board shall manage the budget, including any changes it may make.
4. MEMBERSHIP
a. PTO membership, upon payment of annual dues, is open to any parent/guardian of a student attending BGW or any BGW staff member. For parents/guardians of BGW students, memberships are “household” in nature, conferring upon each parent/guardian in the household all the rights privileges of membership. Membership is on a fiscal year basis and may be obtained at anytime during the fiscal year.
b. The executive board shall establish annual membership dues no later than the September general meeting. The executive board may reduce or waive annual dues when the payment of such is a financial hardship for a prospective member.
c. A copy of the bylaws and any standing rules shall be made available to any member upon request.
5. GENERAL MEETINGS
a. There shall be a minimum of six (6) general meetings during the fiscal year. All PTO members, prospective members and other interested persons may, and are encouraged to, attend. Notices of all general meetings shall be posted at BGW not less than two days prior to any general meeting.
b. Eight members shall constitute a quorum at a general meeting. Unless otherwise required herein, a simple majority vote at a general meeting shall be required to transact business.
c. All general meetings will be conducted in accordance with the bylaws, any standing rules and Robert’s Rules of Order.
6. OFFICERS DUTIES, FUNCTIONS AND RESPONSBILITIES
a. The PTO officers shall be President, Vice President, Treasurer, Asst. Treasurer, Secretary, Membership Coordinator, Assembly Coordinator, Special Events Coordinator, Parent Coordinator, and Spirit Coordinator. Unless provided for herein or otherwise approved by the Executive Board, the duties, functions and responsibilities of any PTO officer may not be delegated. The respective duties, functions and responsibilities of the officers are:
i. PRESIDENT
1. Provide overall direction, leadership and management of and to the PTO.
2. Coordinate the work of other officers and any committee chairs.
3. Preside at all general meetings and executive board meetings.
4. In the event of the temporary unavailability of the Secretary, appoint another PTO officer to temporarily perform the duties of Secretary.
5. Ensure that the actions of the PTO, its officers and any committees are consistent with bylaws, any standing rules, policies and resolutions.
6. Subject to executive board confirmation, appoint all committee chairs.
7. Except for general correspondence of the Secretary, review and approve all PTO materials (newsletters, flyers, signs, correspondence, etc.) prior to publication and distribution.
8. Prepare and present at the June general meeting a report on the PTO’s activities and accomplishments during the fiscal year.
ii. VICE PRESIDENT
1. In the absence of the President, perform those duties.
2. Make or otherwise arrange for all deposits.
iii. TREASURER
1. Keep and maintain all financial records.
2. Develop, maintain and report information for family and teacher accounts.
3. Liaison with school staff/parent coordinators for trips/events using family account funds.
4. Manage the PTO’s banking/financial accounts.
5. Make or otherwise arrange for all withdrawals and disbursements.
6. Present current financial information at all general meetings and executive board meetings.
7. Present an end of fiscal year report at the June general meeting.
8. Direct the preparation and filing of all tax returns and other forms required by government agencies.
9. Maintain the necessary insurance, bonding required for the prudent operation of the PTO.
10. In the absence of the President and Vice President, perform the duties of President.
iv. ASST. TREASURER
1. Assist the Escript program in organizing, managing and reporting on the Escript program.
2. In the absence of the Treasurer, perform those duties.
v. SECRETARY
1. Keep an accurate record of the proceedings of all general meetings and executive board meetings.
2. Give meeting minutes within one week after any meeting, requiring minutes.
3. Perform the duties set forth below in Election of Officers.
4. Conduct all necessary correspondence of and for the PTO.
5. Assemble, preserve and be custodian of the pertinent records and archive materials of the PTO.
6. Post all upcoming events on the word board, and glass box.
7. Make and post all signs for upcoming meetings.
vi. MEMBERSHIP COORDINATOR
1. Organize and manage programs to develop and maintain an active membership in the PTO.
2. Keep a current membership list.
vii. ASSEMBLY COORDINATOR
1. Develop, organize and manage PTO sponsored assemblies.
viii. SPECIAL EVENTS COORDINATOR
1. Develop, organize and manage all PTO sponsored special events and fund raisers, such as book fair, carnival, etc.
2. Oversee committee chairs.
ix. PARENT COORDINATOR
1. Obtain list of all room parents for all classes and keep updated.
2. Ensure all fliers for special events and functions are placed in the teacher boxes.
3. Assist in chairing special events.
x. SPIRIT COORDINATOR
1. Processes all requests and payment for spirit clothing.
2. Keeps inventory of all spirit items to be given to the President for reordering.
3. Staff and runs student store.
4. Distributes all spirit clothing.
7. ELECTION OF OFFICERS
a. The PTO encourages the active participation of its members in the leadership of the organization. Any PTO member may be a candidate for office. The term of the office coincides with the fiscal year. No one may hold more than one office at a time. Only one person shall hold an office at a time. All, and only, PTO members are eligible to vote and to hold office.
b. The election of officers shall take place during the May general meeting. No later than one week prior to the May general meeting, the Secretary shall post a notice of election at BGW. Persons shall declare their candidacy for office at the May general meeting. Any person not able to attend the May general meeting shall, prior to the May general meeting, advise the Secretary of his/her candidacy. Any candidate for office that has held that same office for two (2) or more consecutive fiscal years must so state prior to the voting. Voting shall be conducted by ballot. Ballot should be counted by a person, or persons not currently a board member, or person running for the board. At the discretion of the Secretary, officers may be elected as a slate or individually. A majority vote shall be required for the election of any officer.
c. In the event any office becomes vacant during the fiscal year, the secretary shall post at BGW, for not less than one week, a notice of such vacancy. The executive board shall fill by appointment any vacancy occurring in any office for the remaining unexpired term.
d. Any officer may be recalled from office at any time. The recall process shall be initiated by the filing of a recall petition with the Secretary signed by not less than twenty current PTO members. Upon receipt of and determination that a recall petition is valid; a recall vote shall be conducted at the next general meeting. A majority vote shall affect the recall, which shall be effective immediately. The vacancy shall then be filled as set forth above.
8. EXECUTIVE BOARD
a. The executive board shall consist of all PTO officers and BGW Principal (or other BGW staff member acting on behalf of the BGW Principal). The executive board shall be the governing body of the BGW PTO. Any six executive board members shall constitute a quorum. Unless otherwise stated herein, the executive board, with a simple majority vote, shall have approval authority for all actions of the PTO and to act on behalf of the PTO.
b. The executive board shall meet regularly but not less than six (6) times during the fiscal year. Regular executive board meetings shall be open to all PTO members. Notices of such regular meetings shall be posted at BGW not less than two days prior to such meeting.
c. Any executive board member may call an emergency meeting of the executive board at any time. No prior notice of such meeting must be given. The meeting minutes of any emergency meeting shall clearly reflect the nature and reason for such meeting.
d. All executive board meetings will be conducted in accordance with the bylaws, any standing rules and Robert’s Rules of Order.
9. STANDING RULES
a. At times, and from time to time, the executive board may adopt standing rules to aid and assist in the governance and operation of the PTO. Any standing rule may be adopted, modified, amended or revoked at any time by a vote of the executive board. All such standing rules shall be consistent with the bylaws. The standing rules shall not confer any authorities not specifically set forth in the bylaws.
10. COMMITTEES
a. At times, and from time to time, the executive board may establish committees to aid and assist in the governance and operation of the PTO. The executive board shall have the right to establish and dissolve committees. All committee meetings shall be conducted in accordance with the bylaws, any standing rules and Robert’s Rules of Order and shall be open to all PTO members.
May 18, 2002 (amended)
June 16, 2005 (amended)
June 14, 2006 (amended)
May 14, 2008 (amended)