Red Hawk Elementary PTO, Inc.
Parent and Teacher Organization Bylaws
Approved with changes on August 24, 2015
Article I. Name
The name of the Parent and Teacher Organization shall be the “Red Hawk Elementary PTO, Inc.” and may also do business as the “Red Hawk PTO”.
Article II. Description
The Red Hawk PTO is a non-profit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Article III. Purpose
The purpose of the Red Hawk PTO shall be to seek and implement resources, both personal and financial, to assist and improve the areas of communication, academic achievement, volunteerism, and the unity of school and community for the benefit of every child at Red Hawk Elementary School.
Article IV. Members
Section 4.01 Regular Membership
All parents and/or legal guardians of students who are currently enrolled at Red Hawk Elementary and all current faculty and staff of Red Hawk Elementary shall be eligible for membership in the Red Hawk PTO. Regular members shall have the right to attend and participate in all meeting and activities of the Red Hawk PTO. Regular members have the right to vote and hold office.
Section 4.02 Honorary Membership
All parents and/or legal guardians of former students, former faculty, former staff, and members of the community shall have the right to participate in the Red Hawk PTO as honorary members. Honorary membership may also be extended to other persons by a vote of the membership. Honorary members shall not have the right to vote or hold office.
Section 4.03 Dues
Dues, if any, will be established by the Board of Directors. If dues are charged, a member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights.
Article V. Meetings
Section 5.01 Regular Meetings
Regular Meetings shall be held to conduct the business of the Red Hawk PTO. Regular Meetings shall be held at least every other month during the school year or at the discretion of the Board of Directors at a time and place determined by the Board of Directors. Notice of a cancellation or change to the Regular Meeting time and place due to holiday, school closure or other reason shall be sent to Regular Members at least 7 days in advance.
Section 5.02 Special Meetings
Special Meetings may be called by the President, by any two members of the Board of Directors, or five Regular Members submitting a request to the Recording Secretary. Notice of a Special Meeting shall be sent to Regular Members at least seven (7) days in advance.
Section 5.03 Quorum
Eight members of the Red Hawk PTO present and voting constitutes a quorum for the purpose of voting at a Regular Meeting or Special Meeting.
Section 5.04 Voting
Each Regular Member in attendance at a Red Hawk PTO meeting is eligible to vote, one vote per member. Absentee or proxy votes are not allowed.
Article VI. Board of Directors
Section 6.01 General Powers and Duties
The affairs, activities and operation of the Red Hawk PTO shall be managed by the Board of Directors. The Board of Directors shall transact necessary business during intervals between the Regular Meetings of the Red Hawk PTO, and any other business may be referred to it by the membership or these bylaws. Further, the Board of Directors is responsible to develop the Red Hawk PTO’s annual budget, establish and oversee committees to conduct the work of the Red Hawk PTO, establish fundraising programs, approve by majority vote of the Board of Directors unbudgeted expenditures of more than $100.00. All members of the Board of Directors are expected to be actively involved in the day-to-day operations of the Red Hawk PTO, and to respond to Red Hawk PTO-related emails and other communications in a timely manner.
Section 6.02 Membership
The Board of Directors shall consist of the following officers: President, Vice President, Recording Secretary, Corresponding Secretary, Treasurer, Fundraising Coordinator and Volunteer Coordinator. Each person elected shall hold only one office at a time.
Section 6.03 Term of Office
The term of each officer shall be one (1) year, beginning on July 1 and ending on June 30 of each year. Officers are elected for one (1) year and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time.
Section 6.04 Meetings
The Board of Directors shall meet monthly during the school year, or at the discretion of the President.
Section 6.05 Quorum
Five members of the Board of Directors present and voting constitutes a quorum for the purpose of voting at a Board of Directors meeting.
Section 6.06 Voting
Approval of the majority of Board of Directors members present at a meeting at which a quorum is present shall be required for all actions to be taken by the Board of Directors.
Section 6.07 Conflict of Interest
The Board of Directors may not at any time include two or more Officers who are members of the same family or household.
Section 6.08 Duties of Officers
A. President – Preside at all Regular Meetings, Special Meetings and Board of Directors Meetings, serve as the official representative of the Red Hawk PTO.
B. Vice President- Act as Committee Chair for the Nomination Committee, assist the President and preside at all Regular Meetings, Special Meetings and Board of Directors Meetings in the absence of the President.
C. Recording Secretary – Record and distribute minutes of all Regular Meetings and Board Meetings, prepare agendas for Regular Meetings and Board Meetings, hold historical records for Red Hawk PTO and retain all official records of the Red Hawk PTO.
D. Corresponding Secretary – Give all notices as required by these bylaws, manage communications and marketing for the Red Hawk PTO including but not limited to newsletters, email broadcasts, website, Facebook page, bulletin boards, etc.
E. Treasurer- Serve as custodian of Red Hawk PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit and hold all financial records.
F. Fundraising Coordinator – Manage the coordination of Red Hawk PTO’s fund raising events and activities, facilitate communication with Standing and Special Committees established to assist with fundraising efforts.
G. Volunteer Coordinator – Coordinate volunteers for Red Hawk PTO events and school activities, collect list of volunteers at beginning of year and for special events, ensure that volunteer data is recorded and available to both the Board of Directors and the Principal of the school, work with the Principal, teachers, staff, and Committee Chairs to ensure volunteers are recruited for events and activities, facilitate on-going dialog with classroom representatives as to school, Red Hawk PTO and grade activities.
Section 6.09 Removal
An Officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a 2/3 vote of the Regular Membership which is in attendance at a Regular Meeting.
Article VII. Committees
Section 7.01 Committee Chairs
A. Committee Chairs present reports and recommendations at Regular Meetings or Special Meetings.
B. Selection – Committee Chairs shall be appointed positions. The Board of Directors shall appoint the Committee Chairs.
C. Term of Position – Committee Chair positions shall be for a one (1) year term, beginning on July 1 and ending on June 30 of each year. Any Regular Member in good standing may serve as a Committee Chair. Only one person shall serve in each appointed position unless otherwise decided by the Board of Directors. Each person appointed shall hold only one position at a time unless otherwise decided by the Board of Directors. Committee Chairs are members of all
Standing and Special Committees which they have been appointed to oversee.
Section 7.02 Standing and Special Committees
A. Nominating Committee- the Nominating Committee shall be composed of three (3) persons who shall be selected by the Board of Directors. The Vice President shall be the Committee Chair. The Nominating Committee shall carry out its responsibilities, as specified in Article VIII.
B. Other Standing Committees- the Board of Directors may establish such other Standing Committees as it deems necessary and advisable. The Board of Directors shall appoint the Committee Chairs of all Standing Committees. The Committee Chair of each Standing Committee shall recruit, with the assistance of the Volunteer Coordinator, the members for his or her Standing Committee. Any Regular Member in good standing may serve as a Committee Chair or member. The Committee Chair shall report the plans and activities of the Standing Committee to the Board of Directors, which must approve all such reports.
C. Special Committees- the Board of Directors 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 comes first. Any Regular Member in good standing may serve as a Committee Chair or member. The Committee Chair shall report the plans and activities of the Special Committee to the Board of Directors, which must approve all such reports.
Article VIII. Election
Section 8.01 Procedure
The election of officers shall take place during the April Regular Meeting of the Regular Members each school year. All Regular Members of the Red Hawk PTO may participate in the election. The Nominating Committee shall present a slate of candidates for election. Further nominations may be received from the
floor. The election of the slate, if non-contested, may be by voice vote or written ballot. Any contested election shall be by written ballot.
Section 8.02 Nominating Committee
The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as Officers. The Nominating Committee shall prepare a slate of Officers to present for election by the Regular Members. The Nominating Committee shall contact all persons who will be nominated to confirm their willingness to serve.
Section 8.03 Selection
A majority of the votes cast by Regular Members, excluding Officers, in attendance at the April Regular Meeting 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 be immediately held. Should
no person receive a majority of the votes cast at the run-off, the Officers shall exercise voting rights.
Section 8.04 Vacancies
Any vacancy in office because of death, resignation or inability to serve shall be filled by the Board of Directors 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. Should a vacancy occur in the office of
Vice President for any reason, including assuming the office of President, the vacancy shall be filled by the Board of Directors for the unexpired portion of the term.
Article IX. Finances
Section 9.01 Budget
The Board of Directors shall present to the membership at the first Regular Meeting during the school year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Red Hawk PTO during the year. Any substantial deviation from the budget must be approved in advance by a majority vote of the Regular Members present at a Regular or Special Meeting.
Section 9.02 Obligations
The Board of Directors may authorize any Officer or Officers to enter into contracts or agreements for the purchase of materials or services on behalf of the Red Hawk PTO. The Officers shall not have the authority, however, to enter into such agreements on behalf of Red Hawk Elementary or the St. Vrain Valley School District, nor should they hold themselves out as having such authority.
Section 9.03 Loans
No loans shall be made by the Red Hawk PTO to its officers or members.
Section 9.04 Commercial Paper
A. All checks, drafts, or other orders for the payment of money on behalf of the Red Hawk PTO shall be signed by two Officers. Any expense over $100.00 must be approved by the Board of Directors prior to payment. If proper paperwork and signatures are not acquired, the person in request of funds will be held responsible for said expense.
B. All funds of the Red Hawk PTO shall be deposited to the credit of the Red Hawk PTO in such banks, trust companies or other depositories as the Board of Directors may select and shall make such disbursements as authorized by the Board of Directors in accordance with the budget adopted by the Regular Members. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.
Section 9.05 Financial Report
The Treasurer shall present a financial report at each Regular Meeting of the Red Hawk PTO, and shall prepare a final report at the close of the fiscal year, which commences July 1. The Board of Directors shall have the report and the accounts examined annually by an auditor or an informal audit committee, who, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.
Section 9.06 Compliance
The Treasurer, or other Officer authorized by the Board of Directors, shall maintain compliance with all reporting and licensing requirements as set forth by federal, state and local governments as well as the District’s Financial Services Department. These reporting and licensing requirements include, but are not limited to maintaining the Red Hawk PTO’s 501(c)(3) status, local and state tax licensing, general liability insurance, annual financial reporting, external financial assessment, and annual training.
Section 9.07 Amendments
The financial policy can be amended by the Board of Directors as they deem necessary.
Article X. Amendments
These bylaws may be altered, amended or repealed and new bylaws may be adopted by a 2/3 majority vote of the Regular Members present at any Regular or Special Meeting.
Article XI. Authority
If any part of these bylaws shall conflict with the decisions, policies or procedures adopted by the St. Vrain Valley School Board, they shall be deemed null and void and the decision of the St. Vrain Valley School Board shall, in all cases, control.