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BY-LAWS OF THE BRUNSWICK ELEMENTARY SCHOOL PARENT-TEACHER ORGANIZATION
400 Central Avenue
Brunswick, Maryland 21716
May 2005
Article I
NAME
This organization shall be called the Brunswick Elementary School Parent-Teacher
Organization, Brunswick, Maryland. It is a local Parent-Teacher unit.
Article II
MISSION STATEMENT
Section 1. The Organization shall be charged to:
(a) To promote the welfare of children and youth in home, school, church, and
community.
(b) Encourage involvement of parents and community members with school to gain
cooperation, collaboration and communication of all parties to ensure our children
have the greatest opportunities for physical, mental, social and spiritual educational
enrichment.
Section 2. The mission of this association is promoted through educational programs
directed toward parents, teachers, and the general public; is developed through
conferences, committees, projects, and programs; and are governed and qualified
by the basic policies set forth in Article III.
Section 3. The organization is organized exclusively for the charitable, scientific,
literacy, or educational purposes within the meaning of Section 501(c)(3) of
the Internal Revenue Code or corresponding section of any future federal tax
code (hereafter “Internal Revenue Code”).
Article III
BASIC POLICES
Section 1. The following are basic policies of this association:
(a) This Organization shall be non-commercial, non-sectarian, and non-partisan;
(b) The name of this organization or the names of any members in their official
capacities shall not be used in any connection with a commercial concern of
with any partisan Interest or for any purpose not appropriately related to promotion
of the mission of this organization;
(c) The organization shall not directly or indirectly participate or intervene
in any way (including the publishing or distributing of statements) in any political
campaign on behalf of or in opposition to any candidate for public office, and
shall not devote more than an insubstantial part of its activities or attempting
to influence legislation by propaganda or otherwise;
(d) The organization shall work with the schools to provide quality education
for all children and youth, and shall seek to participate in the decision-making
process establishing school policy, recognizing that the legal responsibility
to make decisions has been delegated by the people to boards of education;
(e) The organization may cooperate with other organizations and agencies concerned
with child welfare, but; persons representing the organization in such matters
shall make no commitments that bind the organization;
(f) In the event of the dissolution of the organization, its assets shall be
distributed for one or more of the exempt purposes specified in Section 501(c)(3)
of the Internal Revenue Code of 1964, as from time to time amended;
(g) This organization is organized and shall be operated exclusively for charitable
and education purposes within the meaning of Section 501(c)(3) of the Internal
Revenue Code; and
(h) No part of the net earnings of the organization shall inure to the benefit
of, or be distributable to its members, directors, trustees, officers, or other
private individuals 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 for in Article II hereof;
(i) Notwithstanding any other provision of these articles, the organization
shall not carry on any other activities not permitted to be carried on (i) by
an organization exempt from federal income tax under Section 501(c)(3) of the
Internal Revenue Code or (ii) by an organization contribution to which are deductible
under Section 170(c)(2) of the Internal Revenue Code.
(j) Any memberships to discount clubs for the benefit of reduced price purchases
shall be acquired in the name of Brunswick Elementary School-PTO. These memberships
will be used to purchase bulk items for the school or the PTO and the PTO will
benefit from any rewards or payback incentives, which will be used by the PTO
to benefit the school. Private memberships will not be used for the PTO/school
behalf unless rewards and incentives are given back to the school.
Article IV
ARTICLES OF ORGANIZATION
The organization exists as an unincorporated association of its members. Its
“articles of organization” comprise these bylaws, as from time to
time amended, and its articles of association, if any. In the absence of separate
articles of association, the bylaws shall be deemed to be the articles of association.
In the event of any conflict between these bylaws and articles of association,
these bylaws shall govern.
Section 1. Bylaws of this local PTO shall include and article on amendments.
Section 2. Bylaws of this local PTO shall include a provision establishing a
quorum.
Section 3. Each officer or board member of this local PTO must be a member of
this local PTO.
Section 4. Bylaws of this local PTO shall prohibit general voting by proxy,
(unless Proxy voting is specified by applicable state law). Voting for election
of officers may be by proxy. Proxy votes will be given a specific deadline and
will require a signature of the proxy voter.
Section 5. A PTO member shall not serve as a voting member of this local PTO’s
board while serving as a paid employee if, or under contract to, this local
PTO.
Section 6. Only members of this local PTO may participate in the business of
this local PTO.
Section 7. This local PTO shall collect dues from its members as provided in
Article V hereof.
Section 8. The membership of the nominating committee for officers of this local
PTO shall be elected by the general membership, board of directors/managers,
executive board or executive committee.
Section 9. This local PTO shall keep such permanent books of account and records
as shall be sufficient to establish the items of gross income, receipts and
disbursements of the organization, including, specifically, the number of its
members and the dues collected from its members. Such books of account and records
shall at all reasonable times be open to inspection.
Article V
MEMBERSHIP AND DUES
Section I. Membership in this PTO shall be made available to any individual
who subscribes to the objects and basic policies of this organization without
regard to race, color, creed, or national origin, under such rules and regulations
not to conflict with these bylaws.
Section 2. Only members of the organization shall be eligible to participate
in the business meetings or to serve in any of its elective or appointive positions.
Section 3. Every individual who is a member of this PTO is entitled to all benefits
of such membership.
Section 4. The organization shall conduct an annual enrollment of members, but
persons can be admitted to membership at any time.
Section 5. Each member of this organization shall pay annual dues to the organization.
The executive board will determine the appropriate amount of dues for membership.
Article VI
OFFICERS AND THEIR ELECTION
Section 1. Each officer shall be a member of this local PTO.
Section 2. Officers and their election:
(a) The officers of this organization shall consist of a president, a vice president-fundraising,
a vice president-volunteer coordinator, a secretary, and a treasurer.
(b) Officers shall be elected by ballot annually in the month of May.
(c) Officers shall assume their official duties following the close of the regular
meeting in June and shall serve for a term of one year or until the election
and qualification of their successor.
(d) A person shall not be eligible to serve more than two consecutive terms
in the same office.
Section 3. Vacancies
A vacancy occurring in any office shall be filled for the unexpired term of
a person elected by a majority vote of the remaining members of the executive
committee, notice of such election having been given. In case a vacancy occurs
in the office of president, vice president shall serve notice of the election.
Article VII
DUTIES OF OFFICERS
Section 1. President. The president shall be the Chief Executive Officer of
the Organization and shall preside at all meetings of the Organization. The
president shall be a member ex-officio of all committees. The president may
appoint ad hoc committees and liaison persons throughout the year when necessary
and shall perform all other duties pertaining to the office. The president shall
serve as liaison of the Organization to the principal; to the community and
to any Joint Feeder Council.
Section 2. Vice President(s). The Vice Presidents shall act as aides to the
president and shall (in the event of the president’s designated order)
perform the duties of the president in the absence of inability of that officer
to act.
Vice President – Fundraising. The vice-president of fundraising shall
act as an assistant to president as well as to oversee and coordinate all fundraising
activities of the PTO. This vice president will plan strategies to run fundraising
activities concurrently to maximum income yet not overwhelm the parents, community
or school with varied activity dates. The vice president shall also work closely
with the treasurer to review requests for additional expenditures for fundraising
projects.
Vice President – Volunteer Coordinator. The vice-president –volunteer
coordinator shall act as an assistant to president, executive committee and
school staff to maximize and encourage parent volunteers. He/She will maintain
a database, or other system, to quickly and efficiently provide information
regarding the allocation of parent volunteer resources. This vice president
will provide an orientation class for all parent volunteers to cover school
policies, health concerns and general information as it pertains to volunteering
at Brunswick Elementary school. This position also takes inventory of supplies
for PTO use in the Volunteer room.
Section 3. Treasurer. The treasurer shall be the chief fiscal officer of the
Organization and shall:
(a) Receive all funds of this local PTO verifying income/expenses with designated
chairpersons;
(b) Keep a full and accurate account of receipts and expenditures;
(c) Make disbursements as authorized by the president, executive board, or this
local PTO in accordance with the budget adopted by this local PTO;
(d) Make all bank deposits on behalf of the various committees, executive board,
or this local PTO;
(e) Present a written financial statement at every meeting of the executive
board and of the general membership and at other times when requested by the
executive board;
(f) Make a full financial report before the newly elected officers officially
assume their duties;
(g) Be responsible for the maintenance of such books of account and records
as conform to the requirements of Article IV, Section 9 of these bylaws;
(h) Be responsible for preparing and filing all necessary tax forms; shall have
the accounts examined at the close of the fiscal year and upon change of treasurer
by an auditor or an auditing committee of not less than three persons, who,
satisfied that the treasurers annual report is correct, shall sign a statement
of that fact at the end of the report. An auditor or an auditing committee shall
be selected by the executive board at least thirty (30) days before the new
officers assume their duties.
Section 4. Secretary. The secretary shall cause to be kept a true record of
all meetings of the Organization. The notes of the meeting shall be presented/coordinated
with those members present at the meeting at least one week prior to the next
monthly meeting. The approved notes of each meeting shall be provided to the
members, to the school office and posted on the school’s website. The
secretary shall also handle all correspondence of the Organization and assist
other officers with communications, and perform all other duties usually pertaining
to this office.
Section 5. All officers shall:
(a) Perform the duties prescribed in the Parliamentary authority in addition
to those outlined in these bylaws and those assigned from time to time; and
(b) Deliver to their successors all official material no later than ten days
following the election of their successors.
Section 6. Term. The officers shall hold office for one year. The officers and
committee chairs shall assume office on July 1 and may not hold the same office
for more than three consecutive years.
Section 7. Joint Tenure of Offices of Treasurer and Secretary. Two people may
be jointly elected to be treasurer or secretary (if the executive board decides)
and shall thereafter be known as co-holders of the respective office.
Article VIII
EXECUTIVE COMMTTEE
Section 1. Each board member shall be a member of this local PTO.
Section 2. The executive committee shall consist of the officers of this organization,
the chairpersons of standing committees, and the principal of the school or
a representative appointed by him/her. The chairpersons of the standing committees
shall be selected by the officers of the organization and the principal of the
school or his/her representative. The members of the executive committee shall
serve until the selection and qualification of their successors.
Section 3. A PTO member shall not serve as a voting member of this local PTO’s
executive board while serving as a paid employee of, or under contract to, this
local PTO.
Section 4. The duties of the executive committee shall be:
(a) To transact necessary business in the intervals between organization meetings
and such other business as may be referred to it by the organization;
(b) To create standing committees;
(c) To approve the plans of work of the standing committees;
(d) To present a report at the regular meetings of the organization;
(e) To appoint an auditor or an auditing committee at least two weeks before
the annual meeting to audit the treasurer’s accounts;
(f) To prepare and submit to the organization for approval a budget for the
fiscal year; and
(g) To approve routine bills within the limits of the budget.
Section 5. Regular meetings of the executive committee shall be held monthly
during the school year, the time to be fixed by the committee at its first meeting
of the year. A majority of the executive committee members shall constitute
a quorum. Special meetings of the executive committee may be called by the president
or by a majority of the members of the committee.
Section 6. If any member of the executive board shall at any time cease to meet
the qualifications or fulfill the duties of the position, that person may be
removed from the board by resolution adopted by the executive board.
Article IX
MEETINGS
Section 1. Regular meetings of the organization shall be held at such times
as will be decided at the beginning of each school year. Five days notice shall
be given of change of date.
Section 2. The executive committee may call special meetings. Five days notice
having been given.
Section 3. A 2/3 vote of the present members shall be needed for the transaction
of business in any meeting of this organization.
Section 4. The annual general membership meeting (election meeting) shall be
the last month of the school year.
Section 5. Only members of this local PTO may participate in the business of
this local PTO.
Article X
STANDING AND SPECIAL COMMTTEES
Section 1. Only members of this local PTO shall be eligible to serve in any
elective or appointive positions.
Section 2. Regular meetings of the organization shall be held at such times
as will be decided at the beginning of each school year. Five days notice will
be given of change of date.
Section 3. The executive committee may call special meetings. Five days notice
will be given.
Section 4. A 2/3 vote of the present members shall be needed for the transaction
of business in any meeting of this association.
Section 5. Types. The Standing Committees of the Organization shall be a Hospitality
Committee, a Public Relations Committee and a Nominating Committee.
Section 6. Hospitality Committee. The Hospitality Committee of the Organization
shall consist of members who will organize and provide volunteer assistance
for any project that deals with providing food or refreshments. This committee
may also be called to provide information to new school families or send various
cards on behalf of our PTO or school.
Section 7. Public Relations Committee. This committee shall form an open line
of communication in the community to provide community support for our school
and any related projects. This committee will be responsible to provide any
needed articles and photos to local papers on behalf of the PTO. This committee
will be responsible for coordinating the posting of PTO information onto the
school website.
Section 8. Nominating Committee. The Nominating Committee shall be:
(a) Composed of three members, one of whom shall be selected by the executive
committee from its body, and two of whom shall be selected by the organization
at a regular meeting at lest one month prior to the election. The presiding
officer shall appoint the chairperson of the committee.
(b) The nominating committee shall nominate one eligible person for each office
to be filled and reports its nominees at the regular meeting in April, as which
time additional nominations may be made from the floor.
(c) Only those persons who have signified their consent to serve if elected
shall be nominated for or elected such office.
(d) In organizing the new PTO, the officers elected for the new term by the
non-dissolved PTO shall serve.
Article XI
BOOKS AND RECORDS
The organization shall keep such permanent books of account and records as shall
be sufficient to establish the item of gross income, receipts, and disbursement
of the organization, including specifically the number of its members and dues
collected from its members. Such books of amount and records shall at all reasonable
times be open to inspection by any member of the organization.
Article XII
FISCAL YEAR
The fiscal year of the organization shall begin on July 1st and end on June
30th of the following year.
Article XIII
PARLIAMENTARY AUTHORITY
Robert's Rules of Order Newly Revised shall govern this organization in all
cases in which they are applicable and in which they are not in conflict with
these bylaws.
Article XIV
AMENDMENTS
These bylaws may be amended at any regular meeting of the organization by a
two-thirds vote of the members present and voting, provided that notice of the
proposed amendment shall have been given at least thirty (30) days prior to
the meeting at which the amendment is voted upon.
A committee may be appointed to submit a revised set of bylaws as a substitute
for the existing bylaws only by a majority vote at a meeting of the organization
or by a two-thirds vote of the executive committee. The requirements for adoption
of a revised set of bylaws shall be the same as in the case of an amendment.
These bylaws are submitted by the executive committee and were voted on and approved at a meeting of the Brunswick Elementary Parent-Teacher Organization on May 9, 2005.
______________________________
Meredith Miller
2004-2005 PTO Secretary
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