Stephen Decatur Elementary School

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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.

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Stephen Decatur Elementary School - SDES PTO

By-Laws