Troy CCSD 30-C P.T.O. Constition By-Laws
(Revised 4/05)
Article I
Name: The name of this organization shall be the Troy Community Consolidated School District 30-C Parent-Teacher Organization.
Article II
Parliamentary Authority: Roberts Rules of Order Revised shall govern the meeting of this organization.
Article III
The organization is organized exclusively for charitable, educational, or scientific purposes within the meaning of section 501(C)(3) of the Internal Revenue Code.
Article IV
Objectives: To promote the welfare of the children and youth in school and community. To raise the standards of home life. To bring into closer relationship the home and school, that parent and teacher may cooperate intelligently in the training of the child. To develop between educator and the general public such united efforts as will secure for every child the highest advantages in physical, mental, social, and spiritual education.
Article V
Membership and Dues:
Section I. Annual individual and family memberships shall cost $5.00. Dues shall be paid by November 1st. Families moving into the district after November 1 are eligible to join the Troy P.T.O. and pay membership dues at that time. Active support is encouraged by all administrators, staff, teachers and parents.
Section II. Only members who have paid dues for the current membership may participate in the business of the organization.
Section III. The privilege of making motions, voting and debating shall be limited to members of this organization whose dues are not in arrears.
Section IV. Only a dues paying member of this P.T.O. may be eligible for the election, appointment to office or to chair a committee.
Article VI
Inurement of Income: 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.
Article VII
Officers and Executive Board:
Section I. The officers of the organization shall be Co-Presidents, Secretary, and Treasurer.
Section II. Officer requirements are as follows: Nominee is a member of the Troy P.T.O., must have chaired a committee(s) for at least two school years, must be familiar with the operations of the Troy P.T.O. and Troy School Policies.
Section III. The executive board shall consist of the officers of the organization, the building representatives and committee chairperson(s).
Section IV. Building Representative and Committee Chairperson(s) requirements are as follows: Nominee is a member of the Troy P.T.O., must be familiar with the duties of the committee, and must be familiar with the operations of the Troy P.T.O. and Troy School Policies.
Article VIII
The election of Officers, Building Representatives and Committee Chairperson(s):
Section I. The officers elected will serve a two-year term. Co-Presidents will serve alternating years during tenure. An officer may serve a second term, if elected, but no more than two consecutive terms in the same office. In the event that no qualified nominee can be found to fill an existing officer’s expiring term, the current officer may continue to perform their duties for another term, if the members of the organization agree to an exception of Section I.
Section II. The building representatives will serve a two-year term. The committee chairperson(s) will serve a one-year term. Building representatives and committee chairperson(s) may serve consecutive terms if elected.
Section III. Nominations shall be made by a nominating committee of at least three people at the February meeting. Following the report of the nominating committee, nominations may be made from the floor, provided the consent of the nominee has been secured.
Section IV. Elections shall be held, by ballot, at the April meeting, bi-annually for officers and building representatives and annually for committee chairperson(s). If there is only one candidate for a position, upon a motion from the floor, the election for that position may be made by a show of hands.
Section V. Vacancies shall be filled by a vote for any unexpired term.
Article IX
Duties of Officers:
Section I. The Co-Presidents shall:
A.) Preside at all meeting of the organization and of the executive board.
B.) Be a member ex-officio of all committees except the nominating committee.
C.) Register annually with the Attorney General’s Office.
D.) Reserve the room for monthly meetings.
E.) Perform other duties usually pertaining to office.
Section II. The Secretary shall:
A.) Keep an accurate and permanent record of all meetings of the organization and executive board and take attendance at each meeting.
B.) Maintain a current membership list.
C.) Issue copies of the By-Laws to all paid members.
D.) Write and distribute a monthly newsletter.
E.) Conduct correspondence of the organization as directed.
F.) Perform such other duties as may be delegated.
Section III. The Treasurer shall:
A.) Receive all monies of the organization.
B.) Keep accurate record of all receipts and expenditures and pay out local finds only in such a manner as authorized by the organization and at other times requested by the executive board.
C.) Keep record of teacher monies and building monies.
D.) Keep checkbooks and ledger books up to date and available to be reviewed by the P.T.O. members at monthly meetings, if so requested.
E.) Count monies dispersed and collected for an event with the chairperson(s). Verification of monies shall be by signed receipt with signature of treasurer and committee chairperson(s).
F.) Deposit all monies in designated bank accounts within seven days upon receipt.
G.) Save all receipts for three years and financial reports indefinitely.
H.) Have books audited, at least once a year, by a professional outside source after the May meeting. These books shall be audited and turned over to the new treasurer by August 1st.
I.) Make a full report at the May meeting.
J.) Perform such other duties as may be delegated.
Section IV. All officers shall possess and adhere to the current copy of the Troy P.T.O. Constitution/By-Laws.
Section V. An officer can chair a committee only if any P.T.O. member cannot fill it. An officer cannot chair a committee that has any involvement with the exchange of monies.
Section VI. Officers shall, in their designated order, perform the duties of the president in the absence or inability of that officer to serve.
Section VII. Removal of officers can occur when:
A.) Officers are absent from three consecutive meetings.
B.) Officer does not consistently perform duties as outlined in these by-laws.
C.) Officer blatantly abuses power of position.
An affirmative vote of two-thirds of the members present shall be necessary for removal of an officer, prior notice having been given.
Section VIII. Officers shall deliver all official paperwork to their successors within ten days following the meeting at which their successor takes office.
Section IX. The immediate past officers shall be responsible for assisting the new officers and advising the board in matters continuing from their term in office.
Duties of Building Representatives and Committee Chairperson(s):
Section I. The building representative shall:
A.) Represent the school, which they are elected to.
B.) Keep in contact with the- principal as to the events taking place at that building.
C.) Be responsible for obtaining volunteers for the sub-committees, such as, Kindergarten Registration and Round up, Picture Day, and Vision & Hearing.
D.) Remain in contact with the P.T and make general reports at the monthly meetings.
E.) Perform other duties as may be delegated.
Section II. Committee Chairperson(s) shall:
A.) Present a verbal or written plan of action to the organization for approval and no work shall be undertaken without the approval of the organization.
B.) Oversee the event by acquiring volunteers, setting up media coverage, and work with the treasurer on monies exchanged.
C.) Provide a written report of the event to the secretary by the May meeting.
D.) Perform such other duties as may be delegated.
Article XI
Meetings:
Section I. Regular meetings of the organization shall be held during the 2nd week of each month. Regular monthly meetings are scheduled for Sept., Oct., Nov., Jan., Feb., March, April and May. If there is a conflict with a scheduled meeting date there may be a date change, by vote, one month in advance. Meeting date will be reviewed annually at the May meeting.
Section II. Ten members, including at least two officers, shall constitute a quorum for the transaction of business of this organization at a regular monthly meeting. Section III. A majority of the quorum shall be necessary to approve motion or elect officers.
Section IV. No business, with regard to making motions or voting, shall take place after the May meeting until the September meeting.
Section V. Special meetings of the executive board may be called provided that three days notice is given.
Section VI. A special executive board meeting may be called in August for organizational purposes only.
Section VII. A holiday gathering is held in December in lieu of a meeting. The February meeting agenda shall include the nominations for the April elections. April shall be the election meeting for officers and committee chairperson(s). The May meeting will always be the annual meeting at which time the new officers will be installed. At this time all committee chairperson(s) shall present their annual reports to the secretary of the P.T.O.
Standing Committees: There shall be such standing committees created by the P.T.O. as may be required to promote the objectives and interest of the organization.
Article XIII
Legislative or Political Activities: No substantial part of the activities of the Association shall be the carrying on of propaganda or otherwise attempting to influence legislation and the Association shall not participate in or intervene (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
Article XIV
Operational Limitations: Notwithstanding any other provisions of these articles, the Organization shall not carry on any other activities not permitted to be carried on:
(A) by an Association exempt from Federal Income Tax under section 501(C)(3) of the Internal Revenue Code 1954 (or the corresponding provision of any future United States Internal Revenue Law) or
(B) by an Association, contributions to which are deductible under section 1 70(C)(2) of the Internal Revenue Code 1954 (or the corresponding provision of any future United States Internal Revenue Law).
Article XV
By-Laws and Amendments:
Section I. A committee may be appointed to submit a revised set of by-laws as a substitute to these by-laws. The revised set of by-laws must be presented to the organization one month prior to voting.
Section II. These by-laws may be amended at any regular meeting of the organization by a two-thirds vote of quorum, provided notice of the proposed amendments shall be given at the previous meeting. All amendments shall become effective after approval at a regular meeting.
Article XVI
Policies of the P.T.O.:
Section I. Any new fundraising must be approved by the Superintendent before the event may take place.
Section II. The organization will dispense its funds, with the exception of a designated carry-over, by the end of the fiscal year.
Article XVII
Dissolution Clause: Upon dissolution of the Organization, the Organization shall, after paying or making provisions for the payment of all the liabilities of the Organization, dispose of all the assets of the Organization exclusively for the purposes of the Organization. in such a manner, or such organization(s) organized and operated exclusively for charitable, educational, religious, or scientific purposes as shall at the time qualify as an exempt organization(s) under section 501(3)(C) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law), as the Board of Trustees shall determine. Any such assets not so disposed of by the Court of Common Pleas of the country in which the principle office of the organization is then located, exclusively for such purposes or to such organization(s) as said court shall determine, which are organized exclusively for such purposes.
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