Budgets and Bylaws

Poplar Creek PTO is a non-profit organization of the parents and teachers working together to enhance educational opportunities for the children of Poplar Creek School (the School).
 
ARICLE I – NAME

The name of the organization shall be the Poplar Creek Parent Teacher Organization, here after referred to as the PTO.
 
ARTICLE II – PURPOSE

The PTO is organized exclusively for the educational purposes within the meaning of section 501(c)(3) of the Internal Revenue Code.
 
ARTICLE III – GOALS

The goals of the PTO shall be to aid the students of the School by providing support for their educational and recreational needs and to promote open communication between the administration, teachers, and parents.
 
ARTICLE IV – MEMBERSHIP
A. Members. All parents and/or legal guardians of students who currently attend the School and all current faculty and staff of the School shall be eligible for membership in the PTO.

B. Rights. Members shall have the right to vote on all issues before the membership, to elect officers, and to hold office.

C. Dues. No dues will be collected in this PTO, nor will membership drive be conducted.

D. Affiliations. The PTO is a local organization with no membership affiliation with the National PTO.
 
ARTICLE V – MEETINGS
A. General Membership Meetings. At least three General Membership Meetings of the PTO shall be held during each school year. The time and place of the meetings shall be announced at least seven (7) days prior to the meeting.

B. Special Meetings. Additional meetings of the PTO may be called, either by vote of the Executive Board or by petition of a majority of the Members. The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting.

C. Quorum. Those persons present at a properly called General Membership Meeting shall be designated as a quorum and shall be entitled to take action on behalf of the PTO.

D. Action. A majority vote of the Members present at any meeting shall be required for all action to be taken by the PTO. This shall not preclude the officers or their designees from carrying out the administrative duties of the PTO on a day-to-day basis to the best of their ability.

ARTICLE VI – OFFICERS
A. Positions. The officers of the PTO shall consist of a President, Vice President, Secretary, and Treasurer. Two persons may be nominated and elected to fill any single position. In this instance, both of the persons shall be given all the rights and responsibilities of the office as enumerated herein. Each officer shall be entitled to vote as Members of the PTO.

B. President. The President (or Co-Presidents) shall be the principle executive officer(s) of the PTO and subject to the control of the Executive Board and the direction of the membership. Shall in general supervise and control all activities of the PTO. The President(s) shall be member(s) of the Executive Board and when present, shall preside at all meetings of the Executive Board and all meetings of the membership.

C. Vice President. The Vice President(s), in the absence of the President(s), shall perform the duties of the President. The Vice President(s) shall perform such other duties as are assigned by the President(s) or the Executive Board. The Vice President(s) shall be a member(s) of the Executive Board.

D. Secretary. The Secretary(s) shall be a member(s) of the Executive Board. The Secretary shall keep the minutes of the proceedings of the membership and the Executive Board, shall see that all notices are duly given in accordance with these Bylaws, and, in general, perform all duties incident to the office of the Secretary and such other duties as may be assigned by the President(s) and the Executive Board.

E. Treasurer. The Treasurer(s) shall be a member of the Executive Board. The Treasurer shall have charge of and be responsible for all funds of the PTO and shall receive and give receipts for monies due and payable to the PTO from all sources and shall deposit such funds in such banks or other organizations as are selected by the Executive Board. The Treasurer(s) shall make disbursements as authorized by the President(s), Executive Board, or membership in accordance with the budget adopted by the membership.
 
ARTICLE VII – ELECTIONS
A. Officer Elections. Election of Officers shall be made by the Members present during a General Membership Meeting held in the month of May. A majority of the votes cast by the Members present shall be necessary for election. If there is but one nominee for any office, election for that office will be by voice vote. If there is more than one person nominated for any one office the vote will be by secret ballot. If there is a tie vote between two (2) persons who received the largest number of votes, and they do not desire to be co-officers of the position, a run-off between the two (2) persons shall be immediately held.

B. Commencement. Officers shall assume their official duties at the close of the annual changeover meeting, which shall be held in the month of May and shall serve for term of one (1) year.

C. Terms. An individual shall not be eligible to serve more than two consecutive terms in the same office. If there is no eligible candidate, this provision can be waived by a motion of the Members.

D. Vacancies. Any vacancy in office because of death, resignation or inability to serve shall be filled by the Executive Board for the un-expired portion of the term. However, should the vacancy occur in the office of the President, the Co-President shall immediately assume the office. If there does not exist a Co-President, the Vice President(s) shall immediately assume the office.

ARTICLE VIII – OFFICER NOMINATIONS
A. Nominations. Nominations shall be made from the floor; nominees must be present and accept their nomination. The voting to take place as described in Article VII.

B. Consent. Only those who have consented to serve if elected shall be eligible for nomination.

ARTICLE IX – EXECUTIVE BOARD
A. General Powers. The affairs, activities and operation of the PTO shall be managed by the Executive Board. The Executive Board shall conduct necessary business during intervals between the General Membership Meetings and such other business as may be referred to it by the Members or these Bylaws. It may create Special Committees, approve the plans and work of special committees, present reports and recommendations at the meetings of the membership, prepare and submit a budget to the Members for approval, and in general, conduct the business and activities of the PTO.

B. Membership. The membership of the Executive Board shall consist of the President(s), Vice President(s), Secretary(s), and Treasurer(s). The President may invite the principal of the School.

C. Meetings. Regular meetings of the Executive Board shall be held during the year. Adequate notice of the meetings shall be given to all Members of the Executive Board and, in absence of an emergency, at least seven (7) days in advance.

D. Quorum. A majority of the Members of the Executive Board shall constitute a quorum for the transaction of business.

E. Voting. The act of the majority of the Members of the Executive Board present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Board; this shall not preclude the Executive Board from acting to meet any obligation to which they are entrusted.

ARTICLE X – SPECIAL COMMITTEES
The President(s) and/or Executive Board 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, or on June 30 of each year, whichever occurs first. The President shall appoint the chairpersons of all Special Committees. Only Members may serve as chairpersons. Only Members may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Board.
 
ARTICLE XI – FINANCES
A. Budget. The Executive Board shall present at the first General Membership 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 Board during the year. The Members must approve any substantial deviation from the budget in advance.

B. Obligations. The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the PTO. The Officers shall not have authority, however, to enter into such agreement on behalf of the School, the New Berlin School District, nor should they hold themselves out as having such authority.

C. Loans. The PTO shall make no loans to its Officers or Members.

D. Commercial Paper. The Treasurer shall sign all checks, drafts, or other orders for the payment of money on behalf of the PTO. Additionally, for amounts in excess of $150.00, all checks, drafts, or other orders for the payment of money on behalf of the PTO shall be approved in advance by the Treasurer and by another person as authorized in writing by the Executive Board.

E. Treasurer(s). The Treasurer shall deposit all funds of the PTO to the credit of the PTO in such banks, trust companies or other depositories as the Executive Board may select and shall make such disbursements as authorized by the Executive Board in accordance with the budget adopted by the Members. All reasonable efforts will be made to make all deposits and/or disbursements within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.

F. Statement of Account. The Treasurer shall present a statement of account at each General Membership Meeting, at each regular meeting of the Executive Board and shall prepare a full report at the close of the year. The Executive Board shall have the full report reviewed by an informal audit committee, who if satisfied that the Treasurer’s annual report is correct, shall sign a statement of the fact at the end of the report, if requested. The auditing committee shall be appointed at least two weeks before the final meeting of the school year. The audit must be completed no later than June 30th, if requested.
 
ARTICLE XII – DISBANDING
Upon dissolution of this PTO, after paying or adequately providing for the debts and obligations of this PTO, the remaining assets shall be distributed to the School. If the School ceases to exist, the remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
 
ARTICLE XIII – PARLIAMENTARY AUTHORITY
“Robert’s Rule of Order” shall govern the PTO in all cases in which they are applicable and in which they are not in conflict with these Bylaws.
 
ARTICLE XIV – AMENDMENTS
A. Amendments. These Bylaws may be amended at any meeting of the Members by a two-thirds vote of the Members present and voting. Any proposed amendment changes will be provided to the Members at least seven (7) days prior to the vote on the amendment change, to provide sufficient notice to the Members.

B. Substitutes. A Special Committee may be appointed to submit a revised set of Bylaws as a substitute for the existing Bylaws only by a majority vote at a meeting of the Members or by a majority vote of the Executive Board. The requirement for adoption of a revised set of Bylaws shall be the same as in the case of an amendment.
 
AMENDMENT 1
This Amendment nullifies Article XI, Section D, line 2. Article XI, Section D, line 2 shall be replaced with “Additionally, for amounts in excess of $500.00, all checks, drafts, or other orders for the payment of money on behalf of the PTO shall be approved in advance by the Treasurer and by another person as authorized in writing by the Executive Board.”

AMENDMENT 2
Budget requests for expenditures over $500 require discussion and tabling until the next regularly scheduled meeting and should be included in meeting advertising to parents and staff.

AMENDMENT 3
Budget requests for expenditures over $500 shall be voted upon by secret ballot.

AMENDMENT 4
Executive board members are subject to a background check.

AMENDMENT 5
The executive board will have co-chairs with overlapping two-year terms.