1. Name

  1. The name of this organization shall be the Coleman Elementary School PTO (PTO).

 

2. Purpose

  1. To promote the development of the children in the school and the community.

  2. To promote a closer relationship between home and school by working toward mutual goals to benefit the children.

  3. The PTO shall be non-commercial, non-sectarian and non-partisan. No candidate may be endorsed by it and commercial enterprises or ballot proposals may only be endorsed when such enterprises or ballot proposals directly contribute, with no personal gain, to educational programs and opportunities for the children.

 

3. Membership, Dues, and Contributions

  1. All parents of current Coleman Elementary School students, guardians of current Coleman Elementary School students, current Coleman Elementary School teachers, and current Coleman Elementary School staff members shall be voting members of this PTO. No other persons shall be PTO voting members.

  2. Dues are not a prerequisite to PTO membership, and dues are not presently charged.

  3. Contributions made to the PTO do not convey PTO membership status in any way.

  4. The membership year will run from July 1 through June 30 of each year. 

 

4. Officers

4.1.    Officers have positions of executive level responsibility for the PTO. The officers of this PTO shall be President, Vice President, Communications Vice President, Fundraising Vice President, Secretary, and Treasurer.

4.2.    PTO officer candidates shall be identified as the result of the Executive Board’s polling the general PTO membership at the March or April general membership meeting, via email, and/or via written communication. The Executive Board subsequently shall present a recommended slate of officers at the May or June general meeting. Following the Executive Board’s presentation of its recommended slate, an opportunity shall be given for nominations from the floor at this same May or June meeting. The consent of each candidate must be obtained before his or her name is placed in nomination.

4.3.    Officer elections shall be held by ballot or voice vote at the May or June general meeting.

4.4.    Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. Exceptions will be given if an officer wishes to continue with Board approval.  Each person elected shall hold only one office at a time. Officers shall assume their duties on June 30, but should be available to begin planning the next school year as early as May 1st.

4.5.    Officers may be removed by a two-thirds vote of members present at any general membership meeting, provided notice of the proposed removal has been given to the membership by either the Executive Board or another PTO member at least two weeks prior to the vote.

4.6.    Vacancies in office – whether caused by resignation or removal – may be filled by the Executive Board.

 

5. Officer Duties

5.1.    The President shall preside at all PTO general meetings and Executive Board meetings, and shall be a member ex-officio of all committees. The President shall set meeting agendas, shall invite meeting guests, and shall solicit feedback from attendees at all meetings. The President shall act as the operations chair (including the formal management of PTO employees).[1] The President shall be considered the equivalent of the Chief Executive Officer for purposes of certain organizational filing statements (e.g., for the California Secretary of State).

5.2.    The Vice President shall act as an aide to the President, and in his/her absence shall perform the duties of the President.  The Vice President shall assist the President as needed on policy and service delivery issues. The Vice President will act as the events chair.

5.3.    The Communications Vice President shall act as an aide to the President, and in the absence of the President and the Vice President, shall perform the duties of the President. The Communications Vice President shall oversee all PTO Communications.

5.4     The Fundraising Vice President shall act as an aide to the President, and in the absence of the President and the Vice President, shall perform the duties of the President. The Fundraising Vice President shall oversee all PTO Fundraisers.

5.4     The Secretary shall keep an accurate record of the proceedings of all PTO general and Executive Board meetings, shall be prepared to refer to minutes of previous meetings, shall provide a copy of each meeting’s minutes to the Executive Board members in advance of the next meeting, and shall handle all other relevant official correspondence for the PTO.

5.5.    The Treasurer shall receive all money for the PTO, and shall deposit it in the name of the PTO in a bank account(s) approved by the Executive Board. Payment of sums under $250 may be paid by check signed by the Treasurer only, the President only, or an alternative person designated by both the President and the Treasurer. Payment of sums of $250 or more must be paid by check signed by both the Treasurer and the President, or said alternative person.  The Treasurer shall give an accurate accounting of the books/financial records at every general meeting of the Coleman Elementary School PTO, and at other times when requested by the Executive Board. The Treasurer shall work regularly with the Auditor, per the requirements of Section 7.7. The Treasurer shall act as the budgeting chair. The Treasurer shall be considered the equivalent of the Chief Financial Officer for purposes of certain organizational filing statements (e.g., for the California Secretary of State).

 

6. Managers

6.1.    Managers have more specific position responsibilities for the PTO than officers, but nonetheless have significant PTO governance and oversight roles. The manager positions for this PTO shall be Teacher Representative, Grade Level Representatives, School Site Council Representative, SELAC Representative, Fathers Group Representative, Green Team Representative and Auditor. All managers shall act as aides to the President.

6.2.    PTO manager candidates will be identified as the result of the Executive Board’s polling the general PTO membership at the March or April general membership meeting. The Executive Board subsequently will present a recommended slate of managers at the May or June general meeting. Following the Executive Board’s presentation of its recommended slate, an opportunity shall be given for nominations from the floor at this same May or June meeting. The consent of each candidate must be obtained before his or her name is placed in nomination.

6.3.    Manager election shall be held by ballot or voice vote at the May or June general meeting.

6.4.    Managers shall serve for a term of one year. No manager shall be eligible for the same position for more than three consecutive terms without board approval. Managers shall assume their duties in August.

6.5.    Managers may be removed by a two-thirds vote of members present at any general membership meeting, provided notice of the proposed removal has been given to the membership by either the Executive Board or another PTO member at least two weeks prior to the vote.

6.6.    Vacancies in office – whether caused by resignation or removal – may be filled by the Executive Board.

 

7. Manager Duties – See attached for more detailed descriptions.

7.1.    Grade Level Representatives shall coordinate delivery of designated PTO services and communications within grade level specific and classroom level-specific channels. There will be one Grade Level Representative position for each grade level.

7.2.    Teacher Representative shall coordinate delivery of designated PTO services and communications to all Coleman Elementary School teachers and staff.

7.3.    School Site Council Representative shall coordinate delivery of designated PTO services and communications to all members of the School Site Council.

7.4.    SELAC Representative shall coordinate delivery of designated PTO services and communications to all SELAC members.

7.5.    Fathers Group Representative shall coordinate delivery of designated PTO services and communications to all members of the Fathers Group.

7.6.    Green Team Representative shall coordinate delivery of designated PTO services and communications to all members of the Green Team.

7.7.    The Auditor shall audit the books/financial records maintained by the Treasurer on an annual basis, and shall prepare a report for the Executive Committee regarding the results of the annual audit no later than 90 days after the close of the budget year. This position may be hired out, in which case the Auditor would not be considered a manager or a member of the Coleman Elementary School PTO.

 

8. General Membership Meetings

8.1.    All general meetings shall be open to the general membership, and shall be held at least quarterly during the school year at times selected by the Executive Board. Additional meetings may be called by the Executive Board or by a majority of the membership. 

8.2.    All general meetings shall be held at Coleman Elementary School unless otherwise designated by the Executive Board.

8.3.    The privileges of holding office, making motions, and voting shall be limited to members of the PTO.

8.4.    A quorum shall consist of a minimum of three Officers and five non-officer PTO members.

8.5.    All voting shall be done in-person. Vote results will be based on the simple majority of members present.

 

9. Executive Board

9.1.    The Executive Board shall consist of the President, Vice President, Communications Vice President, Fundraising Vice President, Secretary, and Treasurer and the Coleman Elementary School Principal. Although the Principal is not a PTO elected officer, the Principal shall be a permanent member of the Executive Board.

9.2.    The Executive Board shall transact necessary business between PTO meetings, and such business referred by the PTO. The Executive Board also shall create and maintain committees as necessary to carry on PTO work.

9.3.    The Executive Board is subject to the PTO general membership, and none of its acts shall conflict with generally approved PTO wishes.

9.4.    All Executive Board meetings shall be held at Coleman Elementary School unless otherwise designated by the President.

9.5.    Executive Board meetings shall be held monthly. Additional meetings may be called by the President or by a majority of the Executive Board.  

9.7.    All voting shall be done in-person. Vote results will be based on the simple majority of Executive Board members present. In the event of a tie, the Principal will act as tiebreaker.

 

10. Finance

10.1.  The PTO shall raise funds as necessary to carry out its objectives, with all such money to be deposited in a general fund, a general reserve fund, or a capital reserve fund (as appropriate).

10.2.  An annual budget will be developed by the Budget Committee by the end of May, based in part on expenditure requests from administrators, teachers, and parents of Coleman Elementary School. The annual budget shall be submitted in writing by the Executive Board to the general membership at the September general meeting, and shall be approved or amended at the general meeting by a simple majority of members present.

10.3.  Budgeted money may be expended with the authorization of the Executive Board.

10.4.  Any amendments to or deviations greater than $2,500 from the budget must be reported at the next general membership meeting.

10.5.  The budget year shall be July 1 to June 30. On June 30, all money allocated but not expended shall revert to the general or reserve fund with the exception of money designated to a specific fund (e.g., a specific capital improvement project).

10.6.  Upon the winding up and dissolution of the PTO, after paying or adequately providing for the debts and obligations of the PTO, the remaining assets shall be distributed to a non-profit fund which has established its tax exempt status under Section 501C(3) of the Internal Revenue Code.

 

11. Rules of Order

11.1.  The rules contained in Robert’s Rules of Order Newly Revised, shall govern this PTO in all cases where they are applicable and not inconsistent with these bylaws.

 

12. Amendments

12.1.  These Bylaws may be amended by a two-thirds vote of members present at any general membership meeting, provided notice of the proposed change has been given to the membership by either the Executive Board or another PTO member at least two weeks prior to the vote.

 

13. Standing Rules

13.1.  A copy of these by laws shall be given to members of the Executive Board at the beginning of their terms in office. A copy of these bylaws shall be made generally available to every member of the PTO.

13.3.  Should a motion be made at a general membership meeting affecting policy, the President must table the motion. If a simple majority of members’ present favors a review, the President shall appoint either an existing committee or an ad hoc committee to review the merits of the motion and report its findings at the next general membership meeting.

 

 

 

 

 

[1] PTO employee reviews will include feedback from the Coleman Elementary School Principal and designated Coleman Elementary School teaching staff.

Coleman Elementary School

Parent-Teacher Organization Bylaws

Coleman Elementary School

800 Belle Avenue, San Rafael, CA  94901

Phone: 415.485.2420      Fax: 415.485.2494

colemanschoolpto@gmail.com