Fair Grove PTO Charter & Bylaws Amended March 8, 2011
Fair Grove, Missouri
Parent Teacher Organization
Charter & Bylaws
ARTICLE I: NAME
The name of this organization is the Fair Grove Parent Teacher Organization (PTO). It is a local organization formed in September 1997 by the community.
ARTICLE II: PURPOSE
Our mission is to act as an advocate for the parents, students and teachers of the Fair Grove School system. We will strive to promote cooperation and communication between the community, administration and the school board.
The objectives of the Fair Grove PTO are:
Section 1: To strive to enhance the environment of the school for the children.
Section 2: To promote good relationships between teachers, parents, administration and school board.
Section 3: To promote good relationships between home and school.
Section 4: To show no discrimination to anyone because of race, sex, religion, place of birth, or financial status.
ARTICLE III: MEMBERSHIP
Section 1: Anyone who is over 18 years of age or a person has a child attending Fair Grove Schools, may join this organization anytime.
Section 2: Dues shall be set for the following school year in the July Executive Meeting.
Section 3: Memberships are effective from August 1st – July 31st of the following year.
ARTICLE IV: POLICIES
The basic policies of this organization are:
Section 1: Elected officers must be residents of the school district and members of the PTO.
Section 2: Chairpersons of standing committees must be members of PTO and shall be appointed by the President upon approval of the Executive Board.
Section 3: The Executive Board may approve expenditures at any regular meeting, executive meeting, or by voice if necessary. Records must be kept of expenditures and a report made to members at regular meetings. A quorum (half of the elected officers plus 1) must be contacted for votes on expenditures.
Section 4: Any vacant position on the executive board shall be filled as quickly as possible following the procedures in the bylaws.
Section 5: Major fundraisers must be approved in the following order:
A) Executive Board
B) Building Administrators
Section 6: Any item proposed for purchase as an addition or changes the school structure or property must be submitted and approved according to district standards.
Section 7: The organization is organized exclusively for charitable, educational, or scientific purposes with the meaning of Section 501(c) (3) of the IRS Tax Exempt Code.
Section 8: This organization’s meetings will be conducted with Robert’s Rules of Order and followed as closely as possible.
Section 9: No part of the earnings of the organization shall be distributed to its members, trustees, officers, or other private persons except to pay reasonable compensation for services rendered or to reimburse authorized expenditures.
ARTICLE V: EXECUTIVE BOARD
The Executive Board shall transact necessary business between the organizations general meetings, creating standing or special committees, approve the plans of committees, present reports at general meetings, select an auditor to audit the Treasurer’s records, prepare and submit a budget to the organization for the year and approve the routine bills within the limits of the budget.
The Executive Board Officers for the organization shall consist of:
b) First Vice-President
c) Second Vice-President (This position must be held by a current teacher)
ARTICLE VI: MEETINGS
Section 1: The PTO will hold monthly meetings of the general assembly the Second (2nd) Tuesday of each month with the exception of January.
Section 2: The Executive Board may call special meetings prior to the general assembly meetings to discuss and prepare business to be handled at that meeting. This meeting may be conducted in person or by voice if necessary.
ARTICLE VII: ELECTIONS
Section 1: The President and Executive Board shall appoint a nominating committee of 3 or more (must be an uneven number) members of the PTO (Executive Board members may serve). This nominating committee shall nominate eligible, consenting persons for the offices of President, First Vice-President, Second Vice-President, Secretary, Treasurer and Historian. They shall present the slate of officers at the March general meeting. Nominations from the floor may be addressed at this time.
Section 2: Elections shall be held at the regular PTO Meeting in April. If there is only 1 nominee for each office, elections may be by voice vote. Otherwise voting shall be by ballot. Officers may not hold the same office for more than two full consecutive years (the office of 2nd Vice-President is exempt from this). Installation of officers will be at the regular May PTO meeting. The newly elected President may make decisions that will affect the year in which they will preside.
Section 3: Any vacant office or committee chair may be filled by appointment from the Executive Board for the duration of the term EXCEPT the President, which shall be filled by the 1st Vice-President. Any Executive Board member not fulfilling their duties may be asked by the Executive Board to resign.
ARTICLE VIII: FISCAL YEAR
The fiscal year shall be from July 1st through August 31st of the following year.
ARTICLE IX: DISSOLUTION OR DISBANDMENT CLAUSE
Upon the dissolution or disbandment of the Fair Grove PTO, after paying or making provisions for payment of all PTO liabilities, any assets shall be held for two years from the last PTO meeting. If two years lapse with no activity, all monies will be turned over to the Fair Grove School District to be used for materials for the students or teachers, NOT BUILDING PROJECTS.
ARTICLE X: DUTIES OF OFFICERS
Section 1: President – The President shall preside at each meeting and be responsible for the coordination of the officers and committees so that the basic objectives of the PTO are promoted.
Section 2: First Vice-President – The First Vice-President (1st VP) shall assist the President and preside at meetings in the absence of the President.
Section 3: Second Vice-President – The Second Vice-President (2nd VP) shall act as an aide to the above officers.
Section 4: Secretary – The Secretary shall record and post the minutes of all meetings, notify members of Executive Board Meetings, and be responsible for having on file at all times a copy of the Charter, Bylaws and a list of current PTO Members.
Section 5: Treasurer – The Treasurer shall be responsible for all PTO funds. The Treasurer shall disburse funds as authorized by the President, Executive Board, or organization in accordance with the budget adopted by the PTO. Checks or vouchers must be signed by two of the following:
b) First Vice-President
The financial statement must be presented at EVERY General Meeting and when requested by the Executive Board. A full report must be made at the annual budgeting meeting (usually in May when new officers assume their duties). This includes expenditures from the previous year. Accounts should be examined annually, or upon a change in the office of Treasurer, by an auditor or an auditing committee consisting of 3 or more PTO members, who once satisfied with the accounts, sign a statement to that fact at the end of the report. This shall be done before the books are turned over to a new Treasurer.
Section 6: Historian – The Historian keeps an accurate account of PTO activities during the year.
ARTICLE XI: OTHER COMMITTEES
All chairpersons are responsible for making reports to the Executive Board and at the General Meetings as necessary. Possible committee chairs may consist of, but not limited to:
c) Volunteer Coordinator
g) Fundraiser Coordinator
h) Mother/ Son Olympics
i) Father/Daughter Dance
ARTICLE XII: AMENDMENTS
The Charter and Bylaws may be amended throughout the year with amendments being presented to the PTO body for a vote of the Executive Board and any PTO members present at any General Assembly meeting. The President may only vote to break a tie.
ARTICLE XIII: QUORUM
One-half plus one (1/2 + 1) of the elected officers to the Executive Board shall constitute a quorum for the purpose of conducting business.