BYLAWS for The Ronald C. Wornick Jewish Day School Parent Teacher Organization
ARTICLE I: NAME AND PURPOSE
Section 1: Name
The name of this organization is The Ronald C. Wornick Jewish Day School Parent Teacher Organization (“PTO”).
Section 2: Purpose
The purposes of the PTO shall be:
- To enrich the educational experience and learning environment for all students at The Ronald C. Wornick Jewish Day School (“RCWJDS”).
- To build community among students, parents and faculty of RCWJDS.
- To promote the welfare of RCWJDS.
- To provide support and show appreciation for the teachers and staff of the RCWJDS.
- To provide an open forum for the exchange of issues and concerns involving the RCWJDS community.
- To sponsor fundraising activities to financially support PTO and other RCWJDS projects.
Section 3: General Policies
- The PTO shall not engage in any activities that are counter to the policies or procedures of RCWJDS nor shall it seek to control the policies or activities of RCWJDS.
- All actions by the PTO, including but not limited to the nomination and election of PTO officers, are subject to veto by either the RCWJDS Head of School or the RCWJDS Board of Trustees (“Board”).
- The PTO shall encourage the involvement of all parents and guardians of RCWJDS students and all RCWJDS faculty in PTO activities.
- Neither the name of the PTO nor the names of any of its members in their official capacities shall be used in conjunction with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the purpose of the PTO.
- No part of the net earnings of the PTO shall be used for the benefit of, or be distributable to, its members or officers or other private persons, except that the PTO shall be authorized and empowered to pay for services rendered and to make payments and distributions for properly approved PTO activities.
ARTICLE II: MEMBERSHIP AND DUES
Section 1: Membership
All parents and/or guardians of children enrolled in the RCWJDS and all RCWJDS faculty are members of the PTO.
Section 2: Dues
PTO dues for parent/guardian members shall be set annually by the PTO Executive Committee. RCWJDS faculty are not required to pay PTO dues.
ARTICLE III: MEETINGS
Section 1: General Meetings
- At least six (6) general meetings of the PTO shall be held during each school year.
- General meetings are open to all PTO members.
- Notice shall be given to the PTO membership at least five (5) days prior to each general meeting.
- PTO members present at a general meeting shall constitute a quorum.
- Each PTO member is entitled to vote at all general meetings of the PTO at which s/he is present, except the PTO President(s) who shall vote only to break a tie. No votes will be accepted by proxy or via absentee ballot.
- Current proposals for PTO commitments and action shall be presented and discussed at general meetings.
Section 2: Executive Committee Meetings
- The PTO Executive Committee shall meet at least five (5) times during the year and when deemed necessary by the President(s) or a majority of the Executive Committee members.
- Notice shall be given to all members of the PTO Executive Committee at least three (3) days prior to each Executive Committee meeting. PTO Executive Committee meetings may be held without notice to the membership.
- PTO Executive Committee meetings may, at the President’s discretion, be restricted to Executive Committee members and the Head of School.
- A majority of the Executive Committee present at an Executive Committee meeting shall constitute a quorum. Any action by the majority of the quorum constitutes the action of the Executive Committee.
Section 3: Special Meetings
- Special meetings of the PTO membership may be called by the PTO Executive Committee or by written request of ten (10) PTO members.
- Notice shall be given to the PTO membership at least three (3) days prior to any special meeting. Such notice shall include the issue(s) to be discussed at the special meeting.
Section 4: Governing Rules
- The President shall set the agenda for and preside over all PTO meetings. The agenda shall include all items noted in any special meeting request as described in the previous section. If the President is unavailable, a Vice President chosen by a majority vote of the Executive Committee shall set the agenda for and preside over all such meetings.
- The President may conduct all PTO meetings informally. Should it become impracticable to conduct PTO business on this basis, the rules contained in the current edition of Robert’s Rules of Order Revised Edition shall govern meeting protocol where they are applicable and when they are not inconsistent with these Bylaws or any special rules of order the PTO may adopt.
ARTICLE IV: EXECUTIVE COMMITTEE AND OFFICERS
Section 1: Composition
1. The PTO Executive Committee shall be composed of
the President, Vice-President, Secretary and Treasurer. Each of these offices may be held jointly by two people, and there may be more than one Vice President, each with different duties; however, the total number of Executive Committee members shall not exceed 8 (eight).
- Parent and/or guardian members of the PTO shall hold all PTO offices.
- No person shall hold more than one position on the PTO Executive Committee at one time.
Section 2: Powers
The activities and affairs of the PTO shall be conducted by, and all powers of the PTO shall be exercised by or under, the Executive Committee. No individual may bind the PTO, unless such authority has been given by the Executive Committee.
Section 3: Term of Office
Each officer shall hold office for one (1) calendar year commencing on July 1st and continuing through June 30th of the following year. An individual may not hold the same office for more than two consecutive full terms (2 years).
Section 4: Duties
It shall be the duty of the PTO Executive Committee to:
a) Supervise all PTO activities, and all officers, agents and volunteers of the PTO to ensure that their duties are properly performed.
b) Schedule and attend PTO general meetings and Executive Committee meetings.
c) Prepare the annual PTO budget and submit to the PTO membership for adoption.
d) Recruit and supervise chairpersons for all PTO Committees.
e) Review the work plans of all PTO Committees.
f) Keep reasonable records detailing PTO events, activities and working details to be turned over to his/her successor at the first meeting run by the successor PTO Executive Committee.
g) Approve by majority vote any PTO expenditure that is not on the approved budget. Any such expenditure over $500 shall also require the approval of a majority of PTO members at a general meeting, and shall require the signatures of: (1) the Treasurer, and (2) either the President or the longest-serving Executive Committee member other than the President.
h) Oversee the Volunteer Hour Requirement for RCWJDS families, as set forth in Article VII of these Bylaws, and ensure that appropriate notice and forms required for recording such volunteer hours are provided to RCWJDS families in a timely manner.
Section 5: Vacancies
Any vacancy on the Executive Committee shall be filled by majority vote of the remaining PTO officers. Persons filling a vacant position shall serve until the end of the term of the officer that s/he replaces.
Section 6: Removal for Cause
Any Executive Committee member may be removed for good cause, including but not limited to absence without prior excuse from three PTO meetings, by a majority vote of the Executive Committee.
ARTICLE V: OFFICERS
Each Officer shall carefully review these Bylaws at the start of her/his term.
Section 1: President
The duties of the PTO President (or Co-Presidents) shall be to:
a) Oversee the running of the PTO.
b) Set the agenda for and preside over all PTO general and Executive Committee meetings.
c) Report regularly to the Head of School and the RCWJDS Board on the activities of the PTO.
d) Meet regularly with the Head of School to discuss school issues and concerns voiced by the PTO membership.
e) Ensure that the PTO Executive Committee fulfills its duties in a timely manner.
f) Co-sign PTO disbursement requests over $500, and sign PTO disbursement requests under $500 in the absence of the Treasurer for disbursements within the approved PTO budget.
g) Serve as an ex-officio member of the school’s Board and attend Board meetings.
Section 2: Vice President
The duties of the PTO Vice President(s) shall be to:
a) Assist in all President duties and perform the duties of the President when the President is unavailable.
b) Attend all PTO general, special and Executive Committee meetings.
c) Coordinate the work of PTO committees.
d) Perform the duties of the specific VP position held, and other duties as assigned through the Executive Committee.
Section 3: Secretary
The duties of the PTO Secretary(s) shall be to:
a) Attend all PTO general, special and Executive Committee meetings.
b) Record the minutes of all PTO general and special meetings, keep records of attendance for each meeting, and Post all such information in a place accessible to all members (for example, on a website maintained by PTO).
c) Perform other duties as assigned through the Executive Committee.
Section 4: Treasurer
The duties of the PTO Treasurer shall be to:
a) Attend all PTO general, special and Executive Committee meetings.
b) Manage all financial accounts and funds of the PTO, in cooperation with Business Office staff.
c) Oversee collection of funds from all PTO events and other revenue sources.
d) Sign PTO disbursement requests under $500, and co-sign requests over $500, to the extent authorized by the PTO budget using her/his best judgment with respect to the full year’s expected revenue and expense.
e) Provide a detailed written report of the financial condition of the PTO at each of two general meetings, near the start of each school semester.
f) Respond to reasonable requests for information about PTO’s financial condition from any parent/guardian PTO member, or the Head of School, in cooperation with Business Office staff.
g) Ensure the collection of any documents and information concerning PTO revenue and expenditures, which are necessary for the Business Office’s preparation of required state and federal filings.
h) Perform other duties as assigned through the Executive Committee.
ARTICLE VI: COMMITTEES
The Executive Committee shall establish PTO Committees deemed necessary to implement the programs of the PTO, subject to approval by the Head of School. The Executive Committee shall publicize the formation of any such Committee to all PTO members, in a manner encouraging all to participate.
ARTICLE VII: VOLUNTEER HOURS
Section 1: Volunteer Requirement
Each RCWJDS family is required to donate a minimum of eighteen (18) hours of time during the school year in order to assist the PTO in executing its purposes as stated in Article I.
Section 2: Reporting Requirement
Each RCWJDS family is required to submit a record of its volunteer hours during the school year. The PTO Executive Committee or its designee shall provide notice and forms to each RCWJDS family for submitting such records and shall set a deadline for the submission of such records.
Section 3: Donation in Lieu of Volunteer Requirement
Families who do not wish to fulfill the volunteer hours may substitute a donation of $18 per volunteer hour not completed, and will be asked to do so near the end of each school year. In the event that a family is unable to fulfill its volunteer hours due to extenuating circumstances, that family will have the opportunity to fulfill the requirement in a manner designated by the Head of School.
ARTICLE VIII: NOMINATIONS AND ELECTIONS
Section 1: Nominating Committee
1. A Nominating Committee shall be formed no later
than March 15th of each year to assist in the election process for PTO officers for the following year.
- The Nominating Committee shall consist of at least two (2) and no more than four (4) parent/guardian members of the PTO, at least one of whom is currently serving as a PTO officer.
- The Nominating Committee members shall be appointed by the Executive Committee.
Section 2: Nominating Committee Duties
The duties of the Nominating Committee shall be to:
- Oversee, with the assistance of the current PTO Executive Committee and the Head of School, all aspects of PTO officer elections for the following school year.
- Present to the PTO membership a detailed description of each officer position and a means for parent/guardian members of the PTO to indicate interest in a particular office. This information shall be presented to the PTO membership no later than April 15th of each year and at least 30 days prior to the scheduled election.
- Ensure that there are candidates for each office and recruit candidates to share offices and fill vacant offices as necessary.
- Meet with the Head of School to review applications of those interested in running for PTO offices.
- Provide notice to the PTO membership of the date of the election for PTO officers no later than April 30th and at least fourteen days prior to the scheduled election.
- Prepare a ballot listing the candidates for all offices.
- Manage the election of PTO officers at the general meeting, including distributing and collecting ballots from the membership.
Section 3: Requirements for Candidates
- All candidates for PTO offices are expected to be active members of the PTO during the current school year to be eligible for nomination.
- All candidates for PTO offices are subject to veto by either the Head of School or the school Board.
Section 4: Election Procedures
- Officers shall be elected at a general meeting no later than May 31st of each school year. Election shall be by simple majority vote of the members present during that general meeting.
- Election for contested offices shall be by secret, written ballot. If there is an uncontested candidate (or co-candidates) running for any office, election for that office shall be held by a show of hands, unless a secret ballot is requested by any PTO member.
ARTICLE IX: AMENDMENT OF BYLAWS
Section 1: Review of Bylaws
The PTO Executive Committee shall review these Bylaws annually.
Section 2: Amendment of Bylaws
Any member of the PTO, including any PTO officer, may propose changes to these Bylaws to the Executive Committee.
Section 3: Procedure for Amending Bylaws
1. Written notice to the entire PTO membership of any
proposed amendments to these Bylaws must be given at least 28 days prior to the vote. During the 28 day period between the notice and the vote, the proposed Bylaw
amendments shall be made available to the entire PTO membership by the PTO Executive Committee.
- Proposed amendments to these Bylaws must be approved by a 2/3 majority vote at a PTO general or special meeting.
- The PTO Executive Committee is responsible for ensuring that these Bylaws are updated to reflect any such amendments.
This is to certify that the foregoing is a true and correct copy of the Bylaws of the PTO of RCWJDS, as amended (Art. IX, Sec. 3), and that such Bylaws were duly adopted by the PTO membership at their meeting in April 2014.
Date: April____, 2014
Signed: _____________________________, Secretary