SPPS Capitol Hill -- PTO Bylaws

To promote the mission of Capitol Hill Magnet School
To advocate for the students and members of the Capitol Hill School
To communicate among the members of the PTO and between the PTO and other organizations within and outside Capitol Hill School; and
To support the students and members of the Capitol Hill School community through organization and fund-raising for Capitol Hill School.

ARTICLE II PTO MEMBERS & VOTING

Members

Members may consist of:

· Parents/guardians of current Capitol Hill School students

· Capitol Hill School Teachers

· Capitol Hill School Staff

Voting Rights

Voting at PTO meetings is limited to Officers, and should Room Representatives be in place, one representative per grade may vote. No member has more than one vote, even if serving in more than one capacity.

ARTICLE III OFFICERS

A. Offices

All offices may be shared between more than one person (i.e., co-chairs); co-officers shall mutually decide and inform the PTO as the how duties will be shared. Officers must be parent or guardians of a Capitol Hill student.

1. Chair

The duties of the Chair are to

a) attend and chair monthly PTO meetings;

b) compile agenda items for meetings

c) chair the PTO’s Planning and Budget efforts

d) co-sign all PTO checks with Treasurer

e) represent the PTO to the Site Council or designate a representative; and

f) represent the PTO to organizations within and outside the Capitol Hill School community.

Chair-elect

The duties of the chair-elect are to

a) accept nomination with intent to serve as chair the following year subject to vote

b) accept responsibility for one standing committee

c) preside over meetings if Chair is unable to attend

d) commit to learning the scope of and the responsibilities of the Chair and fully participating in the activities of the PTO; and

e) attend no fewer than 7 of 10 PTO meetings.

Secretary

The duties of the secretary are to

a) record minutes of monthly meetings and submit at following meeting for approval. Once approved, arrange for minutes to be posted on website.

b) maintain bylaws and other documents

c) conduct correspondence on behalf of the PTO

d) Promote time and location of meetings; and

e) attend no fewer than 7 of 10 PTO meetings.

Treasurer

The duties of the Treasurer are to

a) collect and account for funds on monthly basis

b) deposit and disburse funds as directed by the PTO, with the Chair as co-signer on all checks

c) arrange for approved budget to be posted on website

d) attend PTO meetings regularly.

Volunteer Coordinator

The duties of the Volunteer Coordinator are to

a) anticipate volunteer needs of PTO and recruit volunteers to fill needs

b) assist in compiling “volunteer interest form” at beginning of year

c) arrange for volunteer forms and needs to be posted on website

d) update volunteer database as needed throughout the year; and

e) attend PTO meetings regularly.

B. Officer Nominations and Elections

There shall be a nominating committee composed of up to three members who shall be appointed by the Chair. Only those persons who have signified their consent to serve if elected shall be nominated or elected to an office. Nominations from the general membership and self-nominations will be accepted up until the time of the election. The slate of officers shall be proposed at the second to last meeting of the year. Elections shall be held the last meeting of the year for officers for the coming year. In the event that there is more than one nominee for any office that office shall be separated from the slate and voting for that office shall be conducted by written ballot. The chair shall appoint two tellers to oversee the written ballot.

All nominees are required to pass a criminal background check prior to the beginning of the new school year or their election is void. Background checks are to be administered by the Principal.

Terms of Office

The Chair, Chair-elect and Volunteer Coordinator shall be elected to one-year terms. The Secretary and Treasurer will serve two-year terms.

Officers may succeed themselves in office for as many terms as they are members and are elected.

Resignations/Removal

Officers may resign by submitting written notice to the Secretary. In the case of the Secretary, resignation should be submitted to the Chair. If possible, a month’s notice should be given. An officer may be removed for failure to fulfill their duties, acting adverse to the PTO’s interests or for other cause, by 2/3 of the vote at a meeting at which no fewer than 3 votes are cast. Written notice of the motion for removal must be given to the members at least seven (7) days prior to the day of the meeting at which all officers are to vote on the motion for removal.

ARTICLE IV MEETINGS

The PTO shall meet monthly during the school year, to accomplish business and hear reports.

Speakers and other programs may be presented at some PTO meetings or at meetings called for the special purpose of presenting speaker or addressing issues.

A quorum shall consist of three Officers present and voting during monthly PTO meeting.

Robert’s Rules of Order will be referred to where needed and appropriate for parliamentary procedure, as determined by the meeting chair or by majority vote of the members present.

ARTICLE V COMMITTEES

A. Membership

Any member of the PTO may serve on any committee. Appointment of representatives of Site Council and Staff/Teachers to PTO committees will be encouraged. Committees shall elect their chairs from the membership.

B. Ad Hoc Committees

The PTO may appoint ad hoc committees as appropriate, which shall terminate with the school year, to accomplish specified tasks.

C. Standing Committees

The following committees may be appointed for the stated purpose each year.

1. Planning and Budget Committee

Membership: Chair(s), secretary (s) and any other member of the PTO who wishes to serve. Purpose: to prepare budget and plans for the PTO’s activities for the year and serve as an executive committee for the PTO.

2. Fund-raising Committee

Purpose: to raise funds for the PTO’s activities and the school, both general funds and designated funding appeals, through direct solicitation, and through other fund-raising efforts.

3. Communications Committee

Purpose: to publish a newsletter and a student directory, and to maintain the website and bulletin board.

ARTICLE V AMENDMENT PROCESS

Proposed changes to these bylaws shall be posted on the website, in the newsletter or a flyer, and in or near the school office at least seven (7) days prior to the PTO meeting at which amendments will be voted upon.

Two-thirds of the voting officers at a PTO meeting must vote to approve any bylaws change, with a minimum of 3 votes cast.

Technical/legal amendments can be voted on without advance notice and adopted by a simple majority of voting officers present at a PTO meeting.

Adopted June 2, 2008