Stephen Decatur Elementary School
Parent Teacher Organization
BY-LAWS
2009-2010
ARTICLE I: NAME
The name of this organization shall be the Stephen Decatur Elementary School
Parent Teacher Organization. It can be referred to as Stephen Decatur
Elementary School PTO, SDES PTO or PTO.
ARTICLE II: PURPOSE
The purpose of the organization shall be to aid the students who currently
attend Stephen Decatur Elementary School by providing support for their
educational and recreational needs and to promote open communication between
the administration, teachers and parents.
ARTICLE III: MEMBERSHIP AND DUES
A. Eligible Members. All parents and/or legal guardians of students
who currently attend Stephen Decatur Elementary School and all current
faculty and staff of Stephen Decatur Elementary School shall be eligible for
membership in the organization. No person because of race, color, creed,
sex, age, disability, or national origin, shall be unlawfully denied
membership, unlawfully excluded in participation, or otherwise subjected to
unlawful discrimination by the PTO.
B. PTO Members. Members who are current in the payment of annual dues,
as established by the organization, shall have the right to vote on all
issues before the membership, to elect officers, and to hold office.
C. Amount of Dues. The organization shall authorize and collect annual
membership dues to be used for the operation of the organization. The
amount of the dues shall be $10.00 per family or $10.00 per teacher per year.
D. Insurance. The SDES PTO has Commercial Liability Insurance through
the NAS Sigonella MWR department. This policy will have a limit of
$1,000,000.00 for each private organization. The United States Government,
the U.S. Navy, and NAS Sigonella will be listed as additional insured on the
policy. Per the Department of Defense Instruction Number 1000.15, section
6.3.3; All members will be briefed and understand that they may be
personally liable if the association’s assets are insufficient to discharge
all liabilities.
ARTICLE IV: MEETINGS
A. General Meetings. General Meetings shall be held twice each
semester during the school year, and not less than once each semester. The
meetings shall be conducted outside of school hours. The time and place of
the meetings shall be announced at least five (5) days prior to the
meeting. General Meetings of the organization are open to the public.
B. Special Meetings. Additional meetings of the organization may be
called, either by vote of the Executive Committee or by petition of a
majority of the PTO Members. The time and place of all Special meetings
shall be announced at least five (5) days prior to the meeting.
C. Quorum. Those PTO members present and in good standing at a
properly called General Meeting or Special meeting shall be designated as a
quorum and shall be entitled to take action on behalf of the organization.
D. Voting. A majority vote of the PTO Members present at any meeting
shall be required for all action to be taken by the organization. There
shall be no absentee or proxy voting.
ARTICLE V: OFFICERS
A. Positions. The officers of this organization shall consist of a
President, Vice President, Treasurer and Secretary. Two persons may be
nominated and elected to fill any single position. In this instance, both
of the persons shall be given all of the rights and responsibilities of the
office as defined herein.
B. President.
1. The President shall be the principal executive officer of the
organization and, subject to the control of the Executive Committee and the
direction of the membership, shall in general supervise and control all of
the activities of the organization.
2. The President shall be a member of the Executive Committee and, when
present, shall preside at all meetings of the Executive Committee and all
meetings of the membership.
3. The President shall select and appoint the chairpersons of all
Standing and Special Committees and shall be an ex-officio member of all
committees of the organization.
4. The President shall, with the approval of the Executive Committee,
obtain such insurance coverage as required by the Base Commanding Officer.
5. The President shall cause these By-Laws to be reviewed at least once
each year and submitted to the authority for continued permission to operate
on a military installation.
C. Vice President.
1. The Vice President shall be a member of the Executive Committee and,
in the absence of the President, shall perform the duties of the President.
2. The Vice President shall perform such other duties as are assigned
by the President or the Executive Committee.
3. The Vice President shall be an ex-officio member of all committees
except the Nominating Committee.
D. Treasurer.
1. The Treasurer shall be a member of the Executive Committee.
2. The Treasurer shall have charge of and be responsible for all funds
of the organization and shall receive and give receipts for monies due and
payable to the organization from all sources and shall deposit such funds in
such banks or other organizations as are selected by the Executive Committee.
3. The Treasurer shall make disbursements as authorized by the
President, Executive Committee, or membership in accordance with the budget
adopted by the membership.
4. The Treasurer shall sign all checks, drafts, or other orders for the
payment of money on behalf of the organization along with one other person,
as authorized in writing by the Executive Committee.
5. The Treasurer shall collect all membership dues as are established
by the organization and shall certify to the Secretary an accurate list of
the PTO Members of the organization.
6. The Treasurer shall make all deposits and/or disbursements within a
maximum of thirty (30) days from the receipt of the funds and/or orders of
payment.
7. The Treasurer shall present a written financial report at each
General Meeting of the membership and at other times as requested by the
Executive Committee.
8. The Treasurer shall be responsible for filing the Annual Financial
Statement and Annual Balance Sheet as required by NASSIG INSTRUCTION 5420.1.
9. The Treasurer shall have the accounts examined annually or upon
change of officer by the Command Evaluation and Review Office or by
qualified auditors not holding an office or position in the organization.
E. Secretary.
1. The Secretary shall be a member of the Executive Committee.
2. The Secretary shall keep the minutes of the proceedings of the
membership and the Executive Committee.
3. The Secretary shall receive from the Treasurer the list of members
in good standing in the payment of dues and prepare the office list of PTO
Members.
4. The Secretary shall keep a current copy of the By-laws and update
the By-laws when amended.
5. The Secretary shall provide a report to PTO Members detailing issues
that have come before the Executive Committee at regular or special
Executive Committee meetings. This report will include any resolutions or
disbursements that were made.
6. The Secretary shall perform all duties incident to the office of
Secretary and such other duties as may be assigned by the President or
Executive Committee.
ARTICLE VI: ELECTIONS
A. Procedure. The election of officers shall take place during one of
the last three General Membership Meetings each year. PTO Members of the
organization may participate in the election. The Nominating Committee
shall present a slate of officers for election. Further nominations may be
received from the floor. The election of the slate, if non-contested, may
be by voice vote. Any contested election shall be by written ballot.
B. Term of Office. The term of each officer shall be 9 to 15 months,
beginning one month following the elections and ending one month after the
next year’s elections. A person may be elected to the same or other office
for more than one term.
C. Nominating Committee. The Nominating Committee shall be responsible
for receiving all suggestions for persons to serve as officers. The
committee shall prepare a slate of officers to present for election by the
membership. The committee shall contact all persons who will be nominated
to confirm their willingness to serve. The committee shall insure that all
nominees are PTO Members and otherwise eligible to serve in the office.
D. Selection. A majority of the votes cast by the PTO Members shall be
necessary for election. Should no person receive a majority of the votes
cast, a run-off between the two (2) persons who received the largest number
of votes shall immediately be held. There shall be no absentee or proxy
voting.
E. Vacancies. The Executive Committee shall fill any vacancy in office
because of death, resignation, or inability to serve for the unexpired
portion of the term. However, should a vacancy occur in the office of the
President, the Vice President shall immediately assume the office.
ARTICLE VII: EXECUTIVE COMMITTEE
A. General Powers. The Executive Committee shall manage the affairs,
activities and operation of the organization. The Executive Committee shall
transact necessary business during the intervals between the meetings of the
membership and such other business as may be referred to it by the
membership or these By-laws. It may create Standing and Special Committees,
approve the plans and work of standing and special committees, present
reports and recommendations at the meetings of the membership, prepare and
submit a budget to the membership for approval, and, in general, conduct the
business and activities of the organization.
B. Membership. The membership of the Executive Committee shall consist
of the President, Vice President, Treasurer, Secretary, and two (2) faculty
representatives selected by the faculty. The chairpersons of all Standing
Committees shall serve as voting ex-officio members of the Executive
Committee. The Principal shall be a non-voting ex-officio member of the
Executive committee.
C. Meetings. Regular meetings of the Executive Committee shall be held
during the year, with the time to be established at the first meeting of the
year. Special meetings may be called by the President or by a majority of
the Executive committee. Adequate notice of all meetings shall be given to
all members of the Executive Committee and, in the absence of an emergency,
at least five (5) days in advance. When possible, notice of the meeting
should be announced to all PTO Members of the organization. Any PTO Members
may attend a meeting of the Executive Committee, but shall not be entitled
to vote on matters before the body.
D. Quorum. A majority of the regular members of the Executive
Committee shall constitute a quorum for the transaction of business.
E. Budget. The Executive Committee shall present to the membership at
the first Regular Meeting of the year a budget of anticipated revenue and
expenses for the year. This budget shall be used to guide the activities of
the Executive Committee during the year. Any substantial deviation from the
budget must be approved in advance by the PTO membership.
F. Obligation. The Executive Committee may authorize any officer or
member of the Executive Committee to enter into contracts or agreements for
the purchase of materials or services on behalf of the organization.
ARTICLE VIII: STANDING AND SPECIAL COMMITTEES
A. Nominating Committee. The Nominating Committee shall be composed of
three (3) persons who shall be selected by the Executive Committee at the
beginning of each year. In addition, the President shall be an ex-officio
member of the committee. The committee shall carry out its
responsibilities, as specified in Section VI.
B. Other Standing Committees. The Executive Committee may establish
such other Standing Committees as it deems necessary and advisable. The
President shall appoint the chairpersons of all Standing Committees, who
shall serve as ex-officio members of the Executive Committee. The
chairperson of each committee shall recruit the members for his/her
committee. The chairperson shall report the plans and activities of the
committee to the Executive Committee, which must approve all such reports.
C. Special Committees. The President and/or Executive Committee may
create Special Committees. Special Committees shall be created for a
specific time and/or task and shall cease to exist when that time or task
has been completed. The President shall appoint the chairpersons of all
Special Committees. The chairpersons shall report the plans and activities
of the committee to the Executive Committee, which must approve all such
reports.
ARTICLE IX: PARLIMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly
Revised (www.constitution.org/rror/rror-01.htm) shall govern this
organization in all cases to which they are applicable and consistent with
By-laws and NAS Sigonella Instructions governing private organizations.
ARTICLE X: AMENDMENTS
These By-laws may be altered, amended or repealed, and new By-Laws may be
adopted by the PTO Members at any General or Special Meeting, after review
by the appropriate authority of this military installation.
ARTICLE XI: DISSOLUTION CLAUSE
Upon the dissolution of this organization, after paying or adequately
providing for the debts and obligations of the organization, the remaining
assets shall be distributed to one or more non-profit funds, foundations, or
organizations which have established their tax exempt status under Section
501(c)(3) of the Internal Revenue Code.