Carlisle Parent teacher organization Bylaws
BYLAWS
CARLISLE Parent Teacher Organization
(Amended 6/4/2015)
ARTICLE I
NAME AND ORGANIZATION
CARLISLE Parent Teacher Organization
(Amended 6/4/2015)
ARTICLE I
NAME AND ORGANIZATION
The name of this organization shall be the Carlisle Parent Teacher Organization (PTO).
The Carlisle PTO shall be non-profit, and shall be organized and operated in accordance with Section501(c)(3) of the Internal Revenue Code as it applies to organizations carrying out charitable, scientific, literary or educational purposes. The organization shall be noncommercial, non-sectarian, and non-partisan. The name of the organization shall not be used to endorse or promote commercial enterprises or political candidates, nor shall it be used for any purpose not appropriately related to promotion of the objectives of the organization.
The Carlisle PTO shall be non-profit, and shall be organized and operated in accordance with Section501(c)(3) of the Internal Revenue Code as it applies to organizations carrying out charitable, scientific, literary or educational purposes. The organization shall be noncommercial, non-sectarian, and non-partisan. The name of the organization shall not be used to endorse or promote commercial enterprises or political candidates, nor shall it be used for any purpose not appropriately related to promotion of the objectives of the organization.
ARTICLE II
OBJECTIVES
The objectives of the PTO shall be:
- To work with the Carlisle Public Schools to provide quality education and to help raise the educational standards of the Carlisle Public Schools to their highest possible level
- To act as a liaison between the school, parents and the community, by encouraging communication and an exchange of ideas and information
- To support the school and staff in ways that will benefit the education of its students
- To encourage appropriate parental and community involvement, and to organize events that foster a sense of community
- To organize and sponsor fundraisers, as well as conduct additional means of fundraising, to raise money for PTO-sponsored grants, gifts, donations, and other support towards activities at the Carlisle Public Schools
- These objectives may be promoted through programs, newspaper articles, study committees, grants, cultural enrichment programs, gifts, and other special projects as determined by the Board of Directors
ARTICLE III
MEMBERS
MEMBERS
Section 1, Membership Eligibility
Any Carlisle family or individual, with or without children in the Carlisle Public Schools, or members of the school staff, shall be eligible for membership. Membership will commence upon payment of full annual dues, regardless of when paid during the CSA Fiscal Year.
Section 2, Dues
Annual dues are payable at the beginning of each Fiscal Year. Dues shall be recommended by the Board of Directors and voted upon at Annual Meeting by a majority of members voting. Proposed changes in the dues shall be published to the membership prior to the Annual Meeting.
Section 3, Annual Meeting
The Annual Meeting of the members shall be held during the fourth quarter of the PTO Fiscal Year. The time and place shall be determined by the Board of Directors. The purposes of the Annual Meeting are to elect the Board of Directors, if necessary to amend the bylaws and change dues, and to conduct any other business as specified by the President, by the Board of Directors, or by five or more members who are entitled to vote at the meeting.
Section 4, Special Membership Meetings
The frequency and dates of other membership meetings (i.e., meetings of the full membership held in addition to the Annual Meeting) shall be determined by the Board of Directors.
Section 5, Notice of Membership Meetings
A written notice of the place, date and hour of all meetings of the membership stating the purposes of the meeting shall be publicized at least five days prior to the meeting.
Section 6, Quorum
A minimum of fifteen members present at a duly noticed Annual Meeting or Special Membership Meeting shall constitute a quorum.
Section 7, Action at Meetings of the Membership
The action of the membership on any matter properly brought before such meeting, including elections, shall be decided by the majority present and voting, except where a different vote is required by law or these bylaws.
Section 8, General Membership Access to PTO Meetings and Records
As a nonprofit organization, it is PTO’s goal to operate in the best interests of the children and families in the Carlisle Public Schools. As such, PTO’s Board meetings are open to PTO members. In addition, PTO meeting minutes and financial books and records are open to inspection by members at mutually convenient locations and times.
However, meeting minutes from Special Board Meetings and/or Executive Sessions as authorized in Article IV, Section 6, may be kept confidential as authorized by law.
Any Carlisle family or individual, with or without children in the Carlisle Public Schools, or members of the school staff, shall be eligible for membership. Membership will commence upon payment of full annual dues, regardless of when paid during the CSA Fiscal Year.
Section 2, Dues
Annual dues are payable at the beginning of each Fiscal Year. Dues shall be recommended by the Board of Directors and voted upon at Annual Meeting by a majority of members voting. Proposed changes in the dues shall be published to the membership prior to the Annual Meeting.
Section 3, Annual Meeting
The Annual Meeting of the members shall be held during the fourth quarter of the PTO Fiscal Year. The time and place shall be determined by the Board of Directors. The purposes of the Annual Meeting are to elect the Board of Directors, if necessary to amend the bylaws and change dues, and to conduct any other business as specified by the President, by the Board of Directors, or by five or more members who are entitled to vote at the meeting.
Section 4, Special Membership Meetings
The frequency and dates of other membership meetings (i.e., meetings of the full membership held in addition to the Annual Meeting) shall be determined by the Board of Directors.
Section 5, Notice of Membership Meetings
A written notice of the place, date and hour of all meetings of the membership stating the purposes of the meeting shall be publicized at least five days prior to the meeting.
Section 6, Quorum
A minimum of fifteen members present at a duly noticed Annual Meeting or Special Membership Meeting shall constitute a quorum.
Section 7, Action at Meetings of the Membership
The action of the membership on any matter properly brought before such meeting, including elections, shall be decided by the majority present and voting, except where a different vote is required by law or these bylaws.
Section 8, General Membership Access to PTO Meetings and Records
As a nonprofit organization, it is PTO’s goal to operate in the best interests of the children and families in the Carlisle Public Schools. As such, PTO’s Board meetings are open to PTO members. In addition, PTO meeting minutes and financial books and records are open to inspection by members at mutually convenient locations and times.
However, meeting minutes from Special Board Meetings and/or Executive Sessions as authorized in Article IV, Section 6, may be kept confidential as authorized by law.
ARTICLE IV
BOARD OF DIRECTORS
Section 1, Composition
The Board of Directors shall consist of the four elected Officers of PTO and and between three and seven additional elected Directors, the number of which will be determined by the Board of Directors with input from the Nominating Committee. No person shall be elected or shall continue to serve as a member of the Board of Directors unless that person is a voting member of PTO.
Section 2, Election and Term of Office
The Board Directors shall serve a term of one year beginning June 1st, or immediately after adjournment of the Annual Meeting if the Annual Meeting occurs after June 1st. Members of the Board of Directors are to be elected at the Annual Meeting by the general membership. The following election procedures shall be followed. The report of the Nominating Committee of its nominations for the Board shall be publicized prior to the date of the election. The slate of nominations shall be presented by the Nominating Committee to the membership at Annual Meeting. Further nominations may be made from the floor by any voting member of PTO, provided the consent of the nominee shall have been secured. The election shall be by ballot when there is more than one candidate; when there is but one nominee for any board position, the secretary maybe instructed to cast the ballot for the nominee. A majority vote of the members qualified to vote and voting shall constitute an election. Absentee or proxy voting shall not be permitted.
Section 3, Vacancies
Any vacancy occurring in the Board of Directors may be filled for the remainingunexpired term by a majority vote of the Board of Directors.
Section 4, Duties
The Board of Directors shall manage the business and affairs of the PTO, including establishing a budget and appropriating funds, and establishing Committees and Coordinators to carry out the work of PTO. The Board of Directors shall exercise all powers of the PTO not expressly reserved by the members. The PTO Board shall also have charge of the property and funds belonging to PTO, with full power and authority to manage and appropriate the same.
Section 5, Board Meetings
There shall be at least four meetings of the Board of Directors annually. The President may call additional meetings and shall call a meeting upon the written request of five members of PTO. Meetings of the Board shall be open to all members (unless as limited by Section 6 of this Article).
Section 6, Special Board Meetings and Executive Sessions
In special, limited situations where closed Board meetings are determined to be necessary, the President or three members of the Board of Directors may call a special Board meeting open only to Board members. In addition, parts of regular Board meetings where special situations will be discussed can be held in Executive Session and closed to the general membership. Criteria for closed meetings include matters involving potential litigation, sensitive personnel matters, tactical negotiation sessions, and other matters deemed too sensitive to be discussed in an open meeting. Minutes are required to be maintained of these closed meetings and maintained by PTO in non-public files.
Section 7, Notice of Meetings
Board of Directors shall receive notification of time, location and purpose of regular Board meetings at least two days prior to the meeting and at least 24 hours prior to special Board meetings.
Section 8, Quorum and Action at Meetings
A majority of the members of the Board of Directors shall constitute a quorum and a majority of the Board members in attendance at any Board meeting shall, in the presence of a quorum, decide its action.
The Board of Directors shall consist of the four elected Officers of PTO and and between three and seven additional elected Directors, the number of which will be determined by the Board of Directors with input from the Nominating Committee. No person shall be elected or shall continue to serve as a member of the Board of Directors unless that person is a voting member of PTO.
Section 2, Election and Term of Office
The Board Directors shall serve a term of one year beginning June 1st, or immediately after adjournment of the Annual Meeting if the Annual Meeting occurs after June 1st. Members of the Board of Directors are to be elected at the Annual Meeting by the general membership. The following election procedures shall be followed. The report of the Nominating Committee of its nominations for the Board shall be publicized prior to the date of the election. The slate of nominations shall be presented by the Nominating Committee to the membership at Annual Meeting. Further nominations may be made from the floor by any voting member of PTO, provided the consent of the nominee shall have been secured. The election shall be by ballot when there is more than one candidate; when there is but one nominee for any board position, the secretary maybe instructed to cast the ballot for the nominee. A majority vote of the members qualified to vote and voting shall constitute an election. Absentee or proxy voting shall not be permitted.
Section 3, Vacancies
Any vacancy occurring in the Board of Directors may be filled for the remainingunexpired term by a majority vote of the Board of Directors.
Section 4, Duties
The Board of Directors shall manage the business and affairs of the PTO, including establishing a budget and appropriating funds, and establishing Committees and Coordinators to carry out the work of PTO. The Board of Directors shall exercise all powers of the PTO not expressly reserved by the members. The PTO Board shall also have charge of the property and funds belonging to PTO, with full power and authority to manage and appropriate the same.
Section 5, Board Meetings
There shall be at least four meetings of the Board of Directors annually. The President may call additional meetings and shall call a meeting upon the written request of five members of PTO. Meetings of the Board shall be open to all members (unless as limited by Section 6 of this Article).
Section 6, Special Board Meetings and Executive Sessions
In special, limited situations where closed Board meetings are determined to be necessary, the President or three members of the Board of Directors may call a special Board meeting open only to Board members. In addition, parts of regular Board meetings where special situations will be discussed can be held in Executive Session and closed to the general membership. Criteria for closed meetings include matters involving potential litigation, sensitive personnel matters, tactical negotiation sessions, and other matters deemed too sensitive to be discussed in an open meeting. Minutes are required to be maintained of these closed meetings and maintained by PTO in non-public files.
Section 7, Notice of Meetings
Board of Directors shall receive notification of time, location and purpose of regular Board meetings at least two days prior to the meeting and at least 24 hours prior to special Board meetings.
Section 8, Quorum and Action at Meetings
A majority of the members of the Board of Directors shall constitute a quorum and a majority of the Board members in attendance at any Board meeting shall, in the presence of a quorum, decide its action.
ARTICLE V
OFFICERS
Section 1, Enumeration
The Officers in order of rank are President, Executive Vice President, Treasurer and Secretary. No person shall be elected or shall continue to serve as an Officer unless that person is a voting member of PTO.
Section 2, Duties of the President
The President shall preside at all meetings of PTO and of the Board of Directors, shall be a member ex-officio of all committees except the Nominating Committee, and shall perform all other duties usually pertaining to the office. In the absence or disability of the Treasurer, the President shall sign or endorse checks, drafts, and notes.
Section 3, Duties of the Executive Vice-President
The Executive Vice-President shall act as aide to the President and perform the duties of the President in his/her absence. Generally, the Executive Vice-President succeeds to the Office of the President in the following Fiscal Year, provided that the nominee is successfully voted in by the membership in accordance with the procedures for nominating and voting for Board members as identified in Article IV, Section 2.
Section 4, Duties of the Treasurer
The Treasurer shall receive all monies of PTO, shall keep an accurate record of receipts and expenditures and shall disperse funds only in such manner as authorized by the Board. The Treasurer shall present a statement of account at every Board meeting, at Annual Meeting and at other times when requested by the Board.
Section 5, Duties of the Secretary
The Secretary shall keep a record of all the meetings of PTO and of the Board of Directors, act as custodian of records and other materials of PTO, maintain a current membership list, and notify members of membership meeting dates.
The Officers in order of rank are President, Executive Vice President, Treasurer and Secretary. No person shall be elected or shall continue to serve as an Officer unless that person is a voting member of PTO.
Section 2, Duties of the President
The President shall preside at all meetings of PTO and of the Board of Directors, shall be a member ex-officio of all committees except the Nominating Committee, and shall perform all other duties usually pertaining to the office. In the absence or disability of the Treasurer, the President shall sign or endorse checks, drafts, and notes.
Section 3, Duties of the Executive Vice-President
The Executive Vice-President shall act as aide to the President and perform the duties of the President in his/her absence. Generally, the Executive Vice-President succeeds to the Office of the President in the following Fiscal Year, provided that the nominee is successfully voted in by the membership in accordance with the procedures for nominating and voting for Board members as identified in Article IV, Section 2.
Section 4, Duties of the Treasurer
The Treasurer shall receive all monies of PTO, shall keep an accurate record of receipts and expenditures and shall disperse funds only in such manner as authorized by the Board. The Treasurer shall present a statement of account at every Board meeting, at Annual Meeting and at other times when requested by the Board.
Section 5, Duties of the Secretary
The Secretary shall keep a record of all the meetings of PTO and of the Board of Directors, act as custodian of records and other materials of PTO, maintain a current membership list, and notify members of membership meeting dates.
ARTICLE VI
COMMITTEES AND COORDINATORS
Section 1, Committee Purposes and Establishment
The Board of Directors shall appoint Committee Chairs or activity Coordinators as deemed necessary to carry out the work of the PTO. When a Committee or Coordinator is identified as needed in advance of an Annual Meeting, the Nominating Committee shall make recommendations to the Board for the positions of Committee Chairs or Coordinators, with votes on the positions taken at the Annual Meeting. Votes for Committee Chairs and Coordinators can be taken as a single slate vote. When the need for a Committee or Coordinator arises during the Fiscal Year and outside of the normal CSA voting cycle, the Board may appoint, based on a majority vote of the Board, a Committee Chair or Coordinator mid-year. Committee Chairs and Coordinators serve for the Fiscal Year for which the they are elected or appointed.
Section 2, Committee Membership or Coordinator Teams
Committee Chairs may establish Committee membership based on available volunteers,whether obtained through recruitment, volunteers, or otherwise. Coordinators may establish teams to conduct their activities, also through recruitment, volunteers, or otherwise.
Section 3, Committee Meetings
The meetings of Committees and Coordinators shall be at the call of the Committee Chair or Coordinator. Committee Chairs and Coordinators must report on the status of Committee and other activities to the Board on an ongoing basis.
Section 4, Authority
No Committee or Coordinator has the authority to make any commitments on behalf of PTO unless specifically authorized by the Board of Directors. Committee Chairs and Coordinators are authorized to obligate up to $250 of PTO funds provided that the obligations are in accordance with the Committee or Coordinator’s charter or charge. Expenditures above $250 require discussion with the Treasurer or Board of Directors prior to being authorized, unless specifically authorized in advance. Any Committee or Coordinator expenditures are subject to the availability of funds to pay for the activity.
The Board of Directors shall appoint Committee Chairs or activity Coordinators as deemed necessary to carry out the work of the PTO. When a Committee or Coordinator is identified as needed in advance of an Annual Meeting, the Nominating Committee shall make recommendations to the Board for the positions of Committee Chairs or Coordinators, with votes on the positions taken at the Annual Meeting. Votes for Committee Chairs and Coordinators can be taken as a single slate vote. When the need for a Committee or Coordinator arises during the Fiscal Year and outside of the normal CSA voting cycle, the Board may appoint, based on a majority vote of the Board, a Committee Chair or Coordinator mid-year. Committee Chairs and Coordinators serve for the Fiscal Year for which the they are elected or appointed.
Section 2, Committee Membership or Coordinator Teams
Committee Chairs may establish Committee membership based on available volunteers,whether obtained through recruitment, volunteers, or otherwise. Coordinators may establish teams to conduct their activities, also through recruitment, volunteers, or otherwise.
Section 3, Committee Meetings
The meetings of Committees and Coordinators shall be at the call of the Committee Chair or Coordinator. Committee Chairs and Coordinators must report on the status of Committee and other activities to the Board on an ongoing basis.
Section 4, Authority
No Committee or Coordinator has the authority to make any commitments on behalf of PTO unless specifically authorized by the Board of Directors. Committee Chairs and Coordinators are authorized to obligate up to $250 of PTO funds provided that the obligations are in accordance with the Committee or Coordinator’s charter or charge. Expenditures above $250 require discussion with the Treasurer or Board of Directors prior to being authorized, unless specifically authorized in advance. Any Committee or Coordinator expenditures are subject to the availability of funds to pay for the activity.
ARTICLE VII
NOMINATING COMMITTEE
Section 1, Enumeration and Term of Office
The Nominating Committee shall serve a one-year term and consist of at least five members. Two members, who shall not be members of the Board of Directors, shall be elected by the membership at Annual Meeting. One member shall be the Executive Vice-President. One member shall be appointed by the Board of Directors and shall be a member of the Board. One member shall be the Immediate Past President of PTO. Additional members may be appointed by the Board of Directors as they see fit.
Section 2, Vacancies
Vacancies occurring in the Nominating Committee shall be filled by the Board of Directors.
Section 3, Duties
The duties of the Nominating Committee are to present to the members at Annual Meeting a slate of nominations for Officers and Board of Directors, and to recommend Committee Chairs and Coordinators that are identified in advance of the Annual Meeting.
The Nominating Committee shall serve a one-year term and consist of at least five members. Two members, who shall not be members of the Board of Directors, shall be elected by the membership at Annual Meeting. One member shall be the Executive Vice-President. One member shall be appointed by the Board of Directors and shall be a member of the Board. One member shall be the Immediate Past President of PTO. Additional members may be appointed by the Board of Directors as they see fit.
Section 2, Vacancies
Vacancies occurring in the Nominating Committee shall be filled by the Board of Directors.
Section 3, Duties
The duties of the Nominating Committee are to present to the members at Annual Meeting a slate of nominations for Officers and Board of Directors, and to recommend Committee Chairs and Coordinators that are identified in advance of the Annual Meeting.
ARTICLE VIII
FISCAL YEAR
The fiscal year of Carlisle PTO shall in each year begin on July 1 and end on June 30.
ARTICLE IX
PARLIAMENTARY AUTHORITY
The rules contained in Roberts Rules of Order Newly Revised shall govern Carlisle PTO in all cases to which they are applicable and in which they are not inconsistent with these bylaws.
ARTICLE X
DISSOLUTION OF Carlisle PTO
In the event of dissolution of Carlisle PTO the assets of the organization remaining after paying or adequately providing for the debts and obligations of the organization shall be distributed for one or more of the exempt purposes specified in Section 501(c)(3) of the Internal Revenue Code of 1954 as from time to time amended.
ARTICLE XI
AMENDMENTS
These bylaws may be amended by a two-thirds vote of the voting members present at Annual Meeting, provided the amendments are published and made available to the membership in advance of the meeting.
Amended 5/6/86
Amended 5/6/86
ARTICLE XII
INDEMNIFICATION
Carlisle PTO and any person who is or was a party or has been threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative or investigative by reason of the fact that he or she is or was serving on the Board of Directors or a Committee or as a Coordinator of Carlisle PTO, or as Carlisle PTO staff, shall be indemnified by Carlisle PTO against expenses (including attorneys’ fees), judgments, fines and amounts paid in settlement actually and reasonable incurred by him or her in connection with such acts, suit or proceeding if he or she acted in good faith and in a manner reasonably believed to be in, or not opposed to, the best interests of Carlisle PTO.
ARTICLE XIII
Carlisle PTO OBLIGATIONS
Carlisle PTO shall hold the Carlisle Public Schools harmless and free from responsibility for any financial obligations of Carlisle PTO.
ARTICLE XIV
OPERATING PROCEDURES
The Board of Directors may develop mission statements and/or procedural guidelines, which may be revised from time to time and include matters such as frequency of meetings, reports, budgets and other items deemed relevant.
ARTICLE XV
SEVERABILITY
In the event that any of the provisions, or portions thereof, of these Bylaws are held to be unenforceable or invalid by any court or administrative body, the validity and enforceability of the remaining provisions or portions thereof shall not be affected thereby.