PTO ByLaws


BYLAWS OF THE JOHN JAY MIDDLE SCHOOL
PARENT TEACHER ORGANIZATION
CROSS RIVER, NEW YORK 10518
KATONAH LEWISBORO U.F.S.D.
  • ARTICLE I: NAME
  • The name of this organization is the John Jay Middle School Parent Teacher Organization (JJMS PTO) of Cross River, New York.
  • ARTICLE II: ARTICLES OF ORGANIZATION
  • The organization exists as an unincorporated organization of its members. Its “Articles of Organization” comprise these bylaws.
  • ARTICLE III: OBJECTIVES
  • Section 1.
  • The objectives of the organization are:
  • a. To promote welfare of JJMS children in school, home and community.
  • b. To increase the communication between the home and school so that parents and teachers any work cooperatively toward enhancing the education of JJMS children.
  • c. To conduct fundraising events and programs for the benefit of JJMS students.
  • Section 2.
  • These objectives shall be developed through conferences, committees, projects and programs, and are governed by these bylaws.
  • ARICLE IV: BASIC POLICIES
  • The following are basic policies of the organization:
  • Section1.
  • The JJMS PTO shall be a not-for-profit, tax exempt, non-sectarian, non-partisan organization in accordance with New York State law. No substantial part of the activities of the organization shall be carrying on propaganda or otherwise attempting to influence legislation, nor shall the organization participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office, except to the extent that such activities may be authorized of tax exempt organizations by the Internal Revenue Code.
  • Section 2.
  • Notwithstanding any other provision of these articles, the organization is organized exclusively for one or more of the following purposes: religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition (but only if no part of its activities involve the provision of the athletic facilities or equipment), or for the prevention of cruelty of children and animals, as specified in section 501 © (3) of the Internal Revenue Code of 1986, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under section 501 © (3) or corresponding provisions of any subsequent Federal tax laws.
  • Section 3.
  • The name of the organization, the names of any members in their official capacities, any funds and any publications of the organization shall not be used for any purpose not appropriately related to promotion of the objectives of the organization.
  • Section 4.
  • The organization shall work cooperatively with the school to enhance the quality of education and the physical environment, for all JMS children, recognizing that final decisions are made by the Principal of the school and ultimately by the Board of Education.
  • Section 5.
  • The organization may cooperate with other organizations and agencies concerned with child welfare or with community affairs affecting children, but persons representing the organization in such matters shall make no commitments that bind the organization without the prior consent of the Executive Board.
  • Section 6.
  • No part of the income of the organization shall benefit any member or officer or any other individual and no member or officer shall be entitled to the distribution of any assets of the organization upon dissolution.
  • Section 7.
  • JJMS PTO membership meetings, exclusive of special meetings, will be posted in the District Calendar: the JJMS Newsletter and the JJMS PTO website, subject to changes.
  • Section 8.
  • Where notices are required, written notices sent home through students are deemed notice on date distributed by the PTO.
  • ARTICLE V: MEMBERSHIP AND VOTING
  • Section 1.
  • Parents or guardians of children enrolled at JJMS, school staff and administration, are members of this organization and shall comply with the provisions of the bylaws.
  • Section 2.
  • All members are eligible to vote at membership meetings and may serve in any elective or appointive positions.
  • ARTICLE VI: NOMINATION AND ELECTION OF OFFICERS
  • Section 1.
  • a. The Executive Board of this organization shall include the offices of President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. All board positions may be shared with a co-officer. In addition, the Executive Board may include a teacher representative position.
  • b. All board members will be elected for a one year term.
  • c. If prior to an election, a vacancy occurs by reason of resignation or removal from office, the Executive Board, by a majority vote of the remaining members, may fill a vacancy by appointment for the remainder of the unexpired term, after notice to membership is given.
  • d. Any Executive Board member may be re-elected, but cannot exceed two consecutive years of service in the same office, nor can they exceed four consecutive years of service on the board. Board members may occupy only one position at a time.
  • e. Only one member per household may serve on the Executive Board.
  • Section 2.
  • Nominating Committee
  • a. The 1st Vice President shall activate a Nominating Committee consisting of at least 3 members:
  • · One shall be elected by the Executive Board and its body, exclusive of the President(s).
  • · The remaining members shall be elected from the general membership.
  • · From this elected group, the chairperson of the group will be elected.
  • b. The nominating committee shall nominate eligible candidates for each office to be filled and reports its nominations to the Executive Board at least ten school days prior to the May/June meeting.
  • c. The Executive Board will provide written notice to the general membership of these nominations at least five school days prior to the May/June meeting.
  • d. Nominations from the floor will be accepted at the May/June meeting.
  • e. Only those persons who are members of the JJMS PTO and have given their consent to serve if elected shall be nominated for or elected to an office.
  • Section 3.
  • Election of Officers
  • a. The Executive Board shall be responsible to notify the general membership of any open board positions for the upcoming school year.
  • b. Officers shall be elected by a majority of the members who are present at the May/June meeting. The period between the May/June meeting and the September meeting shall be considered a time of transition. The outgoing Board shall be responsible for completing all old business. The new Board shall assume official duties on July 1.
  • ARTICLE VII: EXECUTIVE BOARD
  • Section 1.
  • The Executive Board of this organization shall include the offices of President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. In addition the Executive Board may include a teacher representative position.
  • Section 2.
  • Meetings:
  • a. Regular meetings of the Executive Board shall be held monthly or at the discretion of the Board during the school year. A majority of the Executive Board shall constitute a quorum for the purposes of conducting business. A quorum is defined as a simple majority.
  • b. At Executive Board meetings each officer shall be entitled to one vote. A simple majority will decide a motion.
  • Section 3.
  • Duties:
  • a. To facilitate initial orientation between outgoing and incoming committee chairpersons and Executive Board members.
  • b. To approve the work plan of the committees. The work plan must include an estimated budget.
  • c. To establish an agenda for each general meting and submit it to the membership of the organization, by written notice, not less than five days prior to the meeting.
  • d. To approve routine bills for budgeted items. Any non-budgeted items $500 or less must be approved by the Executive Board.
  • e. To present any non-budgeted item exceeding $500 to the general membership for approval. Such business to be announced in the agenda.
  • f. To establish an audit committee to perform an annual financial review of the Treasurer’s accounts. The committee will comprise the following appointees: one Executive Board member without check signing privileges and two individuals from the general membership. In the event an audit committee c not be formed, then the Executive Board may hire and independent auditor.
  • g. To prepare and submit to the membership, not less than five days prior to September meeting, a proposed budget for the fiscal year. In the event the budget is not approved, programs and or expenses requiring contracts in excess of $500 must have membership approval.
  • h. To transact necessary business in the intervals between general meetings and such other business as may be refereed to it by the membership.
  • ARTICLE VIII: DUTIES OF OFFICERS
  • Section 1.
  • The Office of the President shall:
  • a. Preside at all general membership meetings of the organization.
  • b. Coordinate the work of the officers and committees of the organization.
  • c. Perform such other duties as may be prescribed in these bylaws or assigned to her/him by the membership or by the Executive Board.
  • d. Be available to meet monthly with the Principal or her/his representative.
  • e. Serve as or appoint a representative to the Parent Council of the Katonah-Lewisboro School District.
  • Section 2.
  • The 1st Vice President shall:
  • a. Assume the duties of the President in absence or disability of the officer, thereby succeeding her/him should a vacancy exist.
  • b. Assume responsibility for aspects of programming and fundraising.
  • c. Be the chairperson of the Bylaws Committee and in this capacity is responsible for maintaining current copies of the Bylaws of the organization; and convene the Bylaws Committee to review them every three years or as required (see Article XIII, Section 3).
  • d. Activate the formation of the Nominating Committee (see Article VI, Section 2).
  • e. Perform such duties as delegated by the President.
  • Section 3.
  • The 2nd Vice President shall:
  • a. Serve as liaison to the Team Parent Organization.
  • b. Coordinate the work of the Team Parent Organization.
  • c. May choose to be one of the Team Parent Coordinators.
  • d. Perform such duties as delegated by the President.
  • Section 4.
  • The Secretary shall:
  • a. Record the minutes of the meeting of the organization.
  • b. Maintain records for a minimum of seven years.
  • c. Send the names of the elected officials together with their addresses to the District Office immediately following their election.
  • d. Conduct all correspondence for the organization under the direction of the President and keep a file of all such correspondence.
  • e. Send notice and agenda of all general meetings to the membership.
  • f. Perform such duties as delegated by the President.
  • Section 5.
  • The Treasurer shall:
  • a. Have custody of the current year’s financial records of the organization.
  • b. Keep a full and accurate account of receipts and expenditures.
  • c. Make the organization’s financial records available for an annual audit.
  • d. Present a written financial statement at every meeting for the organization.
  • e. Responsible for having a line item budget for the Executive Board by September of the school calendar year.
  • f. Submit a complete written financial report including a line item budget, at the September meeting.
  • g. Obtain President’s signature on all checks exceeding $750.
  • h. Obtain membership approval for non-budgeted items exceeding $500.
  • i. Perform such duties as delegated by the President.
  • ARTICLE IX: MEETINGS
  • Section 1.
  • General meetings of the organization shall be held at least 5 times during the school year. Meeting times and dates will be set by the Executive Board. Notice shall be published in the District Calendar, JJHS Newsletter and PTO Website.
  • Section 2.
  • The first general membership of the new Board shall be held in September. The treasurer’s report shall be given and the budget presented to the membership for approval.
  • Section 3.
  • Special meetings may be called by the Executive Board or be called by the President upon the written request of 50 members.
  • Section 4.
  • The President shall preside at all meetings. In the event of her/his absence the Vice President shall preside.
  • Section 5.
  • Issues and/or motions presented from the Board or from the floor may be decided by a simple majority vote of the JJMS PTO members present, unless otherwise stated by these bylaws. A minimum of 10 general members not including the Executive Board and Administration are required for the transaction of business.
  • ARTICLE X: COMMITTEES AND REPRESENTATIVES
  • Section 1.
  • The Executive Board may create such committees, appoint representatives or raise funds as it may deem necessary to promote the objectives of the organization and carry on its work.
  • Section 2.
  • a. The term of each committee chairperson or representative shall be no more than 2 years in the same office unless the consent of the Executive Board is obtained.
  • b. Each committee chairperson or representative shall present a plan of work and budget to the Executive Board for approval. No committee work shall be undertaken without the consent of the Executive Board.
  • c. Each committee chairperson or representative is required to file a year end report with the Secretary outlining the committee’s activities and/or expenses for the year. Reports may be filed at year end or at the conclusion of the committee’s work.
  • Section 3.
  • The committee chairpersons, as well as the Executive Board, may appoint their members to help with any work related to their committee.
  • Section 4.
  • The President shall be an official member of all committees except the nominating committee.
  • ARTICLE XI: PARENT COUNCIL
  • Section 1.
  • a. The organization shall be represented in the meetings of the Parent Council of the Katonah-Lewisboro School District by the President and the immediate Past President or the appointed representatives.
  • b. Delegates shall have the responsibility of reporting relevant information from Parent Council meetings to the JJMS PTO members at meetings.
  • ARTICLE XII: FISCAL YEAR
  • The fiscal year of the organization shall begin on September 1 and end on August 31.
  • ARTICLE XIII: AMENDMENTS
  • Section 1.
  • These bylaws may be revised or amended at any general meeting of the organization (at which at least 20 members are present) by a two-thirds vote of the members present at such meeting. Notice of proposed amendments will accompany the agenda.
  • Section 2.
  • a. Every three years the bylaws shall be reviewed by a committee chaired by the Vice President. This committee shall consist of at least two members from the general membership.
  • b. The committee or its representatives shall present its report, first at a meeting of the Executive Board and then at a general membership meeting. If the committee recommends amendment of the bylaws, the committee or members may move for the amendment of the bylaws, in which case Section1 of this Article XIII shall control.
  • Section 3.
  • Any member of the general memberships hall have the right to petition for revision or amendment of the bylaws at any time, by submission to the Executive Board of a petition, signed by not less than 50 members. At the next general membership meeting after submission of such petition, the Vice President shall refer such proposed revisions or amendments to the Bylaws Committee to review and make recommendations.
  • If necessary, the Vice President will convene a Bylaws Committee consisting of the Vice President and at least two members of the general membership. For voting purposes the Bylaws Committee shall consist of an odd number of members. The Bylaws Committee shall then report its recommendations at the next general membership meeting. After such report, any member of the general membership may move for such revision or amendment, in which case Section 1 of Article XIII shall control.
  • ARTICLE XIV: DISSOLUTION OF THE PTO
  • The Executive Board shall submit the question of dissolution to a vote at a special meeting of the membership.
  • Section 1.
  • If dissolution of the organization is considered because the school is closing, the Executive Board shall call a special meeting, for the purpose of dissolution.
  • Section 2.
  • For the purpose of dissolution other than school closing, the following steps must be taken:
  • · A petition recommending dissolution of the organization must be signed (including addresses) by 25 percent of the total membership of the JJMS PTO organization. The signed petition shall than be submitted to the Executive Board.
  • · Upon receipt of the signed petition and verification thereof, the Executive Board shall call a special meeting of the JJMS PTO membership to present the petition for discussion. At this meeting the Executive Board shall schedule another special meeting, no sooner than 30 days hence, at which time the JJMS PTO membership will vote on the proposed dissolution of the organization.
  • · Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations, the remaining assets shall be distributed to one of the non-profit funds, foundations or organizations which have established their tax exempt status under Section 501 © (3) of the Internal Revenue Code.