Clyde A. Erwin Middle School Parent-Teacher Organization Bylaws
Amended and approved; November 2010
ARTICLE I: Name
The name of this organization is the Clyde A. Erwin Middle School Parent-Teacher Organization of Buncombe County, North Carolina. It is a local PTO unit.
ARTICLE II: Articles of Organization
The organization exists as an unincorporated organization of its members. They by laws shall be deemed its governing instrument.
ARTICLE III: Objectives
Section 1. The objectives of the organization are:
a. To promote the welfare of children in home, school and the community.
b. To raise the standards of home life.
c. To create a closer relationship between home and school so that parents and teachers may cooperate intelligently in the education of children.
ARTICLE IV: Basic Policies
The following are basic policies of this organization:
a. The organization shall be noncommercial, nonsectarian and nonpartisan.
b. The name of the organization or the names of any members in their official capacity shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the objective of the organization.
c. This organization shall not, directly or indirectly, participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation.
d. This organization shall work with the school to provide quality education for all children and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education.
e. This organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing this organization in such matters shall make no commitments that bind the organization.
f. In the event of the dissolution of the organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more non-profit funds, foundations, or organizations which have established their tax exempt status under Section 501(c)(3) of the Internal Revenue code
g. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article III hereof.
ARTICLE V: MEMBERSHIP AND DUES
Section I. Any Clyde A. Erwin Middle School parent/guardian, teacher or staff member who subscribes to the Objectives and Basic Policies of this organization automatically is a member of this organization subject only to compliance with the provisions of the by laws. Membership in this organization shall be available without regard to race, creed or national origin.
Section II. The organization shall conduct an annual collection of email and database information from members.
Section III. Only members in good standing of the organization shall be eligible to participate in its business meeting or to serve in any of its elective or appointive positions. Only members in good standing on March 15th of each year shall be eligible to vote in the election of officers for the coming year.
Section IV. The membership year of the Clyde A. Erwin Middle School PTO shall begin July 1st and end of the following June 30th.
ARTICLE VI: OFFICERS AND THEIR ELECTION
Section I. The officers of this organization shall be a President, Treasurer, Secretary, Hospitality Chair, Volunteer Coordinator, Fundraiser coordinator, communications coordinator, special projects coordinator, and a member at large.
a. Officers shall be elected annually in the month of May.
b. Officers shall assume their duties following the close of the regular school year. All officers shall serve a term of two years or until the election and qualification of their successors.
Section II. Nominations of officers shall be made by a nominating committee consisting of the members of the voting body of the general membership.
a. The committee shall be elected at the March PTO meeting. One staff member shall be appointed by the Principal and nominations for three committee members shall be made from the floor.
b. The nominating committee shall present a list of nominees at the May meeting of the Board and the general membership. The consent of each candidate must be obtained before his or her name is placed in nomination. Additional nominations may be made from the floor, provided the consent of each candidate has been obtained before his or her name is placed in nomination.
Section III. Vacancies: A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Board, notice of such election having been given. In case a vacancy occurs in the office of president, the Secretary shall serve notice of the election.
Section IV. Reasons to remove: By a 2/3 vote of the Board, an officer or chairperson may be removed from office for failure to perform duties.
ARTICLE VII: DUTIES OF OFFICERS
Section I. The President shall preside at all meetings of the general membership and its’ Board or Executive Committee Board at which he or she is present; shall sign all orders on the treasury of the PTO; shall coordinate the work of the officers and committees in order that the objectives may be promoted; and shall call a meeting within thirty days after the annual meeting as prescribed in Article VIII, Section III.
Section II. The President-Elect shall serve as an aide to the President in preparation for fulfilling the position as president when so elected and shall perform the duties of the president in the absence or inability of that officer to act.
Section III. The Volunteer Coordinator shall be in charge of securing volunteers for various activities and projects undertaken by the committees of the organization or at the direction of the Board in order to accomplish the objectives of the organization and school. A co-Vice President may also serve if elected by the general membership.
Section IV. The Treasurer shall have custody of the funds of the organization; shall keep a full and accurate account of receipts and expenditures; and in accordance with the provisions in the annual budget adopted by the organization, shall make disbursements as authorized by the president, Board or the unit membership. The Treasurer shall present a financial statement at each meeting of the organization and at any other time when requested by the Board, and shall make full report at the meeting at which new officers officially assume their duties. The Treasurer shall be responsible for the maintenance of such books of account and records.
The Treasurer's accounts shall be examined annually by an auditor or auditing committee of three members, who, then satisfied that the annual report is correct, shall sign a statement to that effect at the end of the report. The auditing committee shall be selected by the at least two weeks before the meeting at which the new officers assume duties.
Section V. The Secretary shall record the minutes of all meetings; shall notify each committee chairpersons of their appointment; and shall conduct correspondence delegated to him or her. The Secretary shall also keep a roster of the names and addresses of local PTO officers and the name of the members of the Board.
Section VI. The Member-At-Large position shall assist other board members and research special projects as requested by the President. The position helps to channel information and needs in the appropriate direction and reports to the board on any issues that may involve the PTO.
Section VII. All officers shall:
a. perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws and those assigned from time to time.
b. Deliver to their successors all official materials and supplies no later than ten days following the election of their successors.
ARTICLE VIII: MEETINGS
Section I. Regular meetings of the general membership shall be held monthly during the school year unless otherwise provided by the general membership Board. These dates shall be established by the Board in collaboration with the Principal. Every effort should be made to avoid conflicts with other scheduled dates in the School District.
Section II. The Board shall meet immediately prior to each general membership meeting, or as it otherwise shall designate.
Section III. The regular meeting held in May shall be known as the Annual Meeting and shall be for the purposes of electing officers, receiving reports from the officers and committees and for any other business that may arise.
Section IV. Special meetings of the organization may be called by the President and shall be called upon request of a majority of the membership. At least five days notice of such a meeting shall be given.
Section V. Twenty (20) members shall constitute a quorum for the transaction of business in any general meeting of this organization.
ARTICLE IX: BOARD/ EXECUTIVE COMMITTEE
Section I. The Board shall consist of the officers of the PTO Board; the Principal; a representative of the teaching staff designated to serve on the board; and chairpersons of the standing committees, when appropriate. The Executive Committee of the Board shall consist of the President, Secretary and Treasurer.
Section II. The duties of the Board shall transact such business as may be necessary in the intervals between organization meetings and such other business as may be referred to it by the membership; shall act in emergencies between meetings of the general membership; shall fill vacancies in officers; shall create standing committees; shall approve plans of work of standing committees; prepare and submit for adoption a budget for the fiscal year; approve routine bills within the limits of the budget; and shall report at the regular meetings of the membership.
Section III. Regular meetings of the Board shall be held each month as outlined in Article VIII, Section II above. Special meetings of the Board or Executive Committee may be called by the President, or may be called upon request of a majority of the members of the Board or Executive Committee.
Section IV. A majority of the Board members shall constitute a quorum.
ARTICLE X: COMMITTEES
Section I. Such standing committees shall be created by the Board as may be deemed necessary to promote the objectives and carry on the work of the membership.
Section II. The chairperson of each standing committee shall present a plan of work to the assigned Vice President who will forward to the Board for approval. No committee work shall be undertaken without prior consent of the Board.
Section III. Chairpersons of all standing committees shall be members in good standing of the Clyde A. Erwin Middle School PTO membership. The chairperson will provide progress reports on its work to its respective Vice President.
Section IV. Special committees may be appointed by the President when such committees are deemed necessary by the Board of the general membership.
Section V. The quorum of any committee shall be a majority of its’ members.
Section VI. The President shall be a member ex officio of all committees except the nominating committee.
ARTICLE XI: FISCAL YEAR
Section I. The fiscal year of the Clyde A. Erwin Middle School PTO shall begin July 1st and end on the following June 30th.
ARTICLE XII: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern this organization in all cases in which they are applicable and consistent with these bylaws.
ARTICLE XIII: AMENDMENTS
These bylaws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided notice of the proposed amendment shall have been given at the previous meeting or by posting on the CAEMS Web site 30 days prior to the meeting at which the amendment is voted upon. A committee may be appointed to submit a revised set of bylaws to substitute for existing bylaws when such committee is appointed by a majority of the general membership voting at a regular meeting, or by a two-thirds vote of the Board.