Bylaws

Green Pines Elementary Parent Teacher Organization Bylaws

Adopted by vote of Green Pines Elementary School PTO on November 2017
Amendments: March 2019, November 2020

INDEX

ARTICLE I. NAME (page 3)
ARTICLE II. ARTICLES OF ORGANIZATION (page 3)
ARTICLE III. PURPOSE/OBJECTIVES (page 3)
ARTICLE IV. POLICIES (page 3)
ARTICLE V. MEMBERSHIP AND DUES (page 5)
ARTICLE VI. EXECUTIVE BOARD (page 6)
ARTICLE VII. OFFICERS AND THEIR ELECTION (page 7)
ARTICLE VIII. DUTIES OF OFFICERS (page 8)
ARTICLE IX. STANDING COMMITTEES (page 11)
ARTICLE X. FISCAL POLICY (page 11)
ARTICLE XI. MEETINGS/VOTING (page 12)
ARTICLE XII. PARLIAMENTARY PROCEDURE (page 12)
ARTICLE XIII. AMENDMENTS (page 12)
ARTICLE XIV. STANDING RULES (page 13)

ARTICLE I. NAME

The name of this organization is the Green Pines Elementary Parent Teacher Organization of the
Rockwood School District (hereinafter “Green Pines PTO” or “Organization”). It is a local
independent unit created by the parents and staff of Green Pines Elementary School, having no
affiliation with any other association, be it state or national in origin.

ARTICLE II. ARTICLES OF ORGANIZATION

The Organization exists as an unincorporated association of its members. The Organization’s
Articles of Organization consist of these Bylaws, as amended from time to time, and its Articles
of Association, if any. In the absence of separate articles of association, the Bylaws shall be
deemed to be the Articles of Association. In the event of any conflict between these Bylaws and
the Articles of Association, these Bylaws shall govern.

ARTICLE III. PURPOSE/OBJECTIVES

This Organization is organized exclusively for the following charitable, educational, or scientific
purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code:
● To promote the welfare and education of children and youth eligible to attend the
Rockwood School District and the Green Pines Elementary School in the home, school,
and community.
● To support the school in improving education in ways that will adhere to administrative
policy and the Rockwood School District’s mission, goals, and beliefs.
● To raise funds for programs and equipment to further the education of children and youth.
● To bring about a closer relationship between the home and the school, that parents and
teachers may work cooperatively in the education of children and youth.
● To foster communication, cooperation, support, information, and education within the
Rockwood School District, including District staff, parents, and the general community.

ARTICLE IV. POLICIES

Section 1. No substantial part of the activities of the Organization shall be the carrying on of
propaganda or otherwise attempting to influence legislation and the Organization shall not
participate in or intervene (including the publishing or distribution of statements) in any political
campaign on behalf of any candidate for public office.
Section 2. This Organization shall be non-commercial, non-sectarian, and non-partisan. No
commercial enterprise or candidate shall be endorsed by it. The name of the Organization and 3
names of its officers in their official capacities shall not be used in connection with a commercial
concern or with any partisan interest for any other purpose than the regular work of the
Organization.
Section 3. This Organization shall not seek to direct the administrative activities of the school or
to control its policies, but can serve as a liaison between parents and administration when
concerns arise.
Section 4. The Organization shall be supportive of school educational efforts and student needs.
The policies of the Organization shall be developed cooperatively by parents and teachers. The
Organization shall conduct all operations in such a way as to reflect positively upon the school
and the Rockwood School District.
Section 5. In no way shall one member, officer, or committee chairperson make policy, program,
or expenditure decisions, or bind the Organization in any way, absent the consent of at least the
Executive Board. When representing the Organization, any member, officer, or committee
chairperson shall be aware of the authority extended by the Organization and shall not exceed
such authority.
Section 6. This Organization may cooperate with other organizations and agencies active in child
welfare, such as conference groups or coordinating councils, provided they make no
commitments that bind the Organization absent the consent of at least the Executive Board.
Section 7. The Organization shall act in accordance with all Rockwood School District Board of
Education Policies and Regulations, which are incorporated herein by reference, including but
not limited to Policies 2950 and 3370 and Regulations 2950 pertaining to fund-raising activities.
No fund-raising activity of the Organization shall financially benefit a PTO member, faculty
member, student or parent without prior Executive Board approval.
Section 8. No part of the net earnings of this 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. Services provided by members and officers are voluntary and will not be compensated,
unless specifically authorized by the Executive Board prior to completion of such services.
Section 9. Any notice required or permitted to be given to members may be given by written
notice (including distribution of flyers and posting notices through the school), by telephone, by
facsimile, by electronic mail, by social media or by any combination thereof, or by any other
method reasonably designed to reach the members. 4
Section 10. 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 of 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 170(c)(2) of the Internal
Revenue Code of 1954 (or the corresponding provision of any future United States Internal
Revenue Law).
Section 11. 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 by distributing the same to the Principal of Green Pines Elementary School. Said
Principal shall, upon the advice of the Green Pines Elementary School teachers and
administration, supervise the expenditure of said assets for essential educational materials and
equipment. In the event that this is not possible, said assets shall be distributed to organizations
as shall at the time qualify under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the
corresponding provision of any future United States Internal Revenue Law), as the
Organization’s Executive Board shall determine, with preference to be given to educational
programs of the Rockwood School District. Any assets not so disposed of shall be disposed of by
the Court in the county of the principal office of the Organization.

ARTICLE V. MEMBERSHIP AND DUES

Section 1. Any parent or guardian of a student of Green Pines Elementary School and any staff
member interested in the objectives of the Organization and willing to uphold its policies and
subscribe to its Bylaws may become a member. Any certified staff member of the School may be
a non-voting member of the Organization. Membership in the Organization shall be available
without regard to race, color, creed, or national origin.
Section 2. The Executive Board shall determine the amount, time, and manner of payment of the
membership dues, if any, from time to time. If assessed, each member shall pay the annual
membership dues; however, no household shall be assessed for more than one annual payment of
membership dues.
Section 3. The Organization shall conduct an annual enrollment of its members, but persons may
be admitted to membership at any time during the year as defined above.
Section 4. The privileges of membership shall be the right to hold office or appointed position,
make motions, chair a committee, and vote. Only those members current in payment of
membership dues, if any, are eligible to vote or to serve as an officer or representative of the
Organization. Non-members are welcome to attend meetings and may ask questions and 5
participate in discussions as recognized by the President.

ARTICLE VI. EXECUTIVE BOARD

Section 1. The Executive Board shall consist of the officers of the Organization, the Principal of
the School or his or her designated representative, and a member of the faculty. The faculty
representative shall be selected annually by the Principal or by the faculty in whatever manner
the faculty deems appropriate. Chairpersons of the standing committees and of then active
special committees may be invited to attend Executive Board Meetings that pertain to their
committee.
Section 2. The Executive Board shall have general charge and control of the affairs, funds, and
properties of the Organization and shall maintain records of such in a central location, including
current and prior budgets, check registers, governmental forms, committee reports, contracts and
correspondence. Records should be maintained for a minimum of five years.
Section 3. The duties of the Executive Board shall be as follows: to transact necessary business
in the intervals between Organization meetings; to approve chairpersons of standing committees
and approve the plans of the standing committees; to interpret the bylaws, policies, and standing
rules of the Organization; to present a report at the general membership (open) meetings of the
Organization; to prepare a budget for the upcoming fiscal year; to approve routine bills within
the limits of the budget; to appoint the nominating committee; to appoint a committee to review
Bylaws as needed; to appoint a committee of not less than two members, or an independent
auditor or CPA, at least two weeks before the Annual Meeting to audit the treasurer’s accounts;
and to make budget adjustments as necessary, provided they do not individually exceed $750.00.
Any individual budget adjustment over $750.00 requires the approval of the general
membership.
Section 4. Every elected officer of the Executive Board shall be entitled to one vote.
Section 5. Each standing committee chairperson shall present the committee’s plans to the
Executive Board prior to execution of the same. Any expenditure for such plans should be
presented to the Executive Board for advance approval.
Section 6. Regular meetings of the Executive Board shall be held during the school year, as
stated in the Standing Rules. The time, place and regularity of such meetings are to be fixed by
the Executive Board at its first meeting of the year.
Section 7. Special meetings of the Executive Board may be called by the President, the Principal,
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or by a majority of the members of the Executive Board upon at least two days’ notice.
Section 8. All officers are expected to attend all scheduled Organization meetings and a majority
of Organization-sponsored events.
Section 9. On or before the first board meeting of the year, each officer shall be assigned to serve
as a liaison and shall provide assistance to the identified standing or special committee chairs.
Section 10. A majority of the members of the Executive Board must be present at the Executive
Board meeting in order to conduct business. Unless otherwise provided herein, a simple majority
of those present and voting shall be required for the passage of any motion, resolution, or other
vote.

ARTICLE VII. OFFICERS AND THEIR ELECTION

Section 1. The officers of this Organization shall include, at a minimum, a President, a VicePresident, a Secretary, and a Treasurer. Any office may be held by two persons so designated by
the prefix “co-”. These officers shall be elected annually by ballot at the regularly scheduled
Spring general membership meeting by a majority vote of the membership present at that
meeting. If the Executive Board includes a President-Elect, the office of President shall be filled
by the prior President-Elect. Ballots should be counted by the Principal and/or Assistant
Principal. If there is but one candidate for any office, the election for such office(s) may be by
voice, show of hands or slate approval. Officer elections may be conducted electronically.
Section 2. Officers shall assume their official duties at the final meeting and shall serve for a
term of one year or until their successors are elected and installed. No person shall serve more
than two consecutive terms in the same office, or three consecutive years unless determined by
vote and majority approval of the Executive Board and General PTO population. Additional
officers will be chosen according to the needs of the Organization and upon the approval of the
Executive Board.
Section 3. Nomination of officers shall be made by any board member. The board shall place in
nomination at least one name for each office and present this slate via publication issued to the
entire general membership at least four weeks prior to the spring election meeting. Independent
nominations, with the consent of the nominee, must be received at least two weeks prior to the
spring election meeting. The membership must be notified of the amended slate at least one week
prior to the spring election meeting. There shall be no nominations from the floor.
Section 4. Spouses may be elected and hold any of the offices as a couple provided that such
spouses were nominated and elected as a couple.
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Section 5. A vacancy occurring in an office shall be filled by a majority vote of the elected
officers on the Executive Board at their next regular meeting.
Section 6. Any officer absent from three consecutive meetings, i.e. Executive Board and
Organization meetings, shall be deemed inactive unless absences are due to extenuating
circumstances and the Executive Board receives notification of such. Any office having an
inactive officer shall be declared vacant and shall be filled as provided herein. In addition, an
officer failing to adequately participate or fulfill duties of the office may be subject to removal
from office by decision of two-thirds of the Executive Board. Such officer is entitled to a written
notification from the President or the Principal at least two weeks prior to the vote regarding
removal.

ARTICLE VIII. DUTIES OF OFFICERS

Section 1. The President (or Co-Presidents) shall:
● preside at all meetings of the Organization and of the Executive Board
● be a member ex officio of all committees except the Nominating Committee
● be authorized to appoint any special committee necessary to conduct the work
required for the annual report
● maintain the right to table discussions or voting, at his/her discretion, for such
reasons as new agenda items, time constraints, or items that require additional
information
● work with the Secretary to prepare the agenda for each meeting
● be an authorized cosignatory for all accounts of the Organization
● be the only one (or his/her designee, who must be an elected officer) allowed to sign
contracts
● work with the principal on designated duties and tasks
● attend Districtwide meetings, such as the Presidents’ Forum
● attend the Rockwood Presidents’ Forum Leadership Conference
● delegate the duties of any position that remains vacant
● perform all other duties usually pertaining to the office
Section 2. The President-Elect, if any, shall:
● attend District-wide meetings, such as the Presidents’ Forum
● be an authorized cosignatory for all accounts of the Organization
● attend Rockwood Presidents’ Forum Leadership Conference
● perform other duties as may be assigned to him/her by the Organization or
Executive Board
● assist the President and perform such duties that the President may delegate
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● perform the duties of the President in the President’s absence
Section 3. The Vice-President(s) shall:
● aide the President(s) and President-Elect
● perform the duties of the President and President-Elect in the absence of both
officers
● oversee and serve as a resource for specific committees (to be determined at the
Executive Board meeting immediately preceding the beginning of the school year)
● perform the duties of the Secretary or Secretaries in their absence
Section 4. The Secretary (or Secretaries)
shall:
● record the minutes of all meetings of the Organization and of the Executive Board
● be responsible for all incoming and outgoing correspondence for the Organization
● report on all relevant correspondence at each Executive Board meeting
● aid the President(s) in preparing the agenda for all meetings
● make the minutes of the prior meeting available to all members of the Executive
Board before each meeting
● maintain a current copy of the Bylaws and Standing Rules, if any, as well as the
records of all meeting minutes, written records of all voting results, a list of all
committees and their members, and a list of the current members of the
Organization
Section 5. The Treasurer(s) shall:
● receive all monies of the Organization
● keep an accurate record of receipts and expenditures and disburse funds as
budgeted or approved by the Executive Board
● be responsible for the maintenance of the bank account and records of the
Organization
● be responsible for the filing of any necessary financial and tax forms with the
appropriate governmental authorities
● be responsible for the maintenance of all financial records of the Organization
● comply with the statutory requirements and Rockwood School District Board of
Education Policies and Regulations, including those provided in the Student
Activity Funds Procedures Manual established by the Rockwood School District
Board of Education
● turn the financial books of the Organization over to an Audit Committee of not
less than two members or an independent auditor appointed by the Executive
Board at the end of the school year for examination
● present a statement of account at every meeting of the Organization and any other
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times as requested by the Executive Board
● maintain a record of the budget reports presented at Organization meetings
Section 6. The Treasurer’s accounts shall be examined annually by an Audit Committee of not
less than two members or an independent auditor appointed by the Executive Board no later than
July 10 of every year. When the Audit Committee or auditor is satisfied that the Treasurer’s final
report is correct, they shall sign a statement of that fact at the end of the report.
Section 7. All checks written must contain two authorized signatures to be considered valid.
Section 8. The Treasurer and President shall be bonded annually.
Section 9. All officers shall perform the duties outlined in these Bylaws and those assigned from
time to time. Failure to assume these responsibilities may result in removal as provided herein.
Section 10. Upon the removal or resignation of any officer, such officer shall turn over to the
President or Executive Board, without delay, all records, books, and other materials pertaining to
the office, and shall return to the Treasurer or the Executive Board, without delay, all funds
pertaining to the office. Furthermore, upon expiration of their terms, all officers shall deliver all
official materials related to their office to their successors.

ARTICLE IX. STANDING COMMITTEES

Section 1. Standing committees are committees with on-going functions that continue throughout
the year. The chairperson of each committee shall serve for a one-year term. The incoming
President, with the approval of the incoming Executive Board, shall appoint chairpersons of the
standing committees after the spring election.
Section 2. The chairpersons of all standing committees shall mutually plan activities with the
Executive Board, and no committee work shall be undertaken without the approval of the
Executive Board.
Section 3. The Executive Board may create special committees as needed to promote the
purposes and interests of the Organization. Special committees are directly responsible to the
Executive Board. Special committees shall be automatically dissolved upon completion of its
assignment or upon decision by the Executive Board.
Section 4. An individual may serve unlimited terms as a committee chairperson, if appointed
year to year.

ARTICLE X. FISCAL POLICY

Section 1. The Executive Board shall see that a budget shall be presented for approval at the first
general membership (open) meeting of the academic year. At that time, additional funds from the
previous year are also allocated. The Board has authority to make budget adjustments during the
year, provided they do not individually exceed $750.00; the Board shall have no power to make
the Organization liable for any debt(s) in an amount exceeding the cash assets of the
Organization which have not been otherwise appropriated.
Section 2. Each committee chairperson has access to the budgeted funds for his/her committee
during the current school year only. These funds will be disbursed by the Treasurer provided the
expense falls within the committee’s budget and is substantiated by a purchase order or receipt.
Section 3: The proposed budget may be presented and voted upon electronically.
Section 4. Any expenditure that requires carry-over or any anticipated expenditure occurring
before the next year’s budget is approved may be approved at the last meeting of the year.

ARTICLE XI. MEETINGS/VOTING

Section 1. There shall be regular general membership (open) meetings of the Organization,
scheduled prior to the beginning of the school year. A regular meeting schedule may be
established in the Standing Rules of the Organization. Special meetings of the general
membership may be called by the President, Principal or by a majority vote of the Executive
Board, five days’ notice having been given. Members shall be notified no later than five days in
advance of the date of any rescheduled general membership meeting. If meeting in person is not
possible, meetings may be held electronically.
Section 2. Voting shall be determined by a simple majority of members present, except when
changing or amending the Organization’s Bylaws, when a two-thirds majority vote of members
present must prevail. Voting may be conducted electronically.

ARTICLE XII. PARLIAMENTARY PROCEDURE

Section 1. Robert’s Rules of Order (current edition) shall govern this Organization in all cases to
which they are applicable and not in conflict with these Bylaws.

ARTICLE XIII. AMENDMENTS 11

Section 1. These Bylaws may be amended at any membership meeting of the Organization by
two-thirds vote of the members present and voting, provided that notice of the proposed
amendment shall be given at the previous general membership meeting.
Section 2. A committee may be appointed to review the Bylaws, as revised and amended, every
two year(s). The committee shall draft any proposed amendments for presentation to the
membership as provided for in Section 1 of this Article.

ARTICLE XIV. STANDING RULES

The Executive Board may maintain a list of Standing Rules to serve as a further operating guide
for the Organization. These Standing Rules should be revised yearly to reflect the procedures of
the current Executive Board.