PATRIOT OAKS ACADEMY PTO (PARENT-TEACHER ORGANIZATION) BY-LAWS
ARTICLE I - NAME
The name of this organization shall be Patriot Oaks Academy PTO (Parent Teacher Organization), commonly known as POA PTO. The organization was originally formed in April, 2014. The mailing address for the corporation is 475 Longleaf Pine Parkway, Saint Johns, FL 32259.
ARTICLE II – PURPOSE
The purpose of the POA PTO shall be to encourage and enhance the educational experience of our children, teachers, and administration. In doing so, we will foster a sense of support, pride, and enthusiasm through the creation of family activities, volunteer based programs that support our teachers, children and parents.
ARTICLE III - MEMBERSHIP AND DUES
Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The employees of Patriot Oaks Academy and the SJCSD Board Member for area ***** may be a member and have voting rights.
Section 2. Enrollment of Members. The organization shall conduct an annual enrollment of members, but new members may be admitted to the organization’s membership at any time.
Section 3. Dues, if any, will be established by the executive board. If dues are charged, a member must have paid his or her dues before the meeting to be considered a member in good standing with voting rights.
Section 4. Members in Good Standing. Only members in good standing of the organization shall be eligible to vote in its general membership meetings or to serve in any of its elective or appointive positions. Good standing of membership means the member is current only if any applicable dues are paid according to their level.
Section 5. Privacy. Use of personal information (email, phone number, address) shall be limited to requests for volunteer activities and distributing PTO information. At no time shall parent email be used by the POA PTO for monetary solicitation. Parent email addresses may only be used by PTO with permission, as granted on the membership form or other written form. The directory is intended for the personal use of students, staff and parents of Patriot Oaks
Article IV – EXECUTIVE BOARD – ELECTION AND TERMS
Section 1. Executive Board
a. The Executive Board members of this organization shall be President, Co-Vice Presidents (of Membership and Fundraising), Corresponding Secretary, Recording
Secretary, Treasurer, and Business Partnership. Each executive board member holds
f. It is recommended that both elementary school and middle school parents be represented on the executive board.
Section 2. Nominations and Elections.
There shall be a nominating committee composed of at least two members, one chosen from the executive board and one from the general membership, to be elected by the organization at the January general PTO meeting.
The nominating committee shall advertise upcoming elections for PTO Board, nominate eligible persons and report its nominees at the general meeting in March, at which time additional nominations from the floor may be made. Election of these nominees shall take place prior to April 15th. Installation of the new officers shall be completed at the General PTO meeting in May. The outgoing and incoming executive board will work as one until the end of the school year.
Only those persons who have signified their consent to serve if elected shall be nominated or elected to such office.
Section 3. Appointments. A person appointed by the president and approved by the executive board members shall fill a vacancy occurring in any office for the unexpired term. If there is a vacancy in the office of president, the remaining PTO Board Members will vote to elect one of the Co-Vice Presidents to fill the vacancy.
Section 4. Vacancies. A vacancy shall be declared to exist in an office should its holder miss three consecutive board meetings without good reason or approved by the executive board.
Section 5. Removal from Office. Any elected executive board member who fails to perform his/her duties may be asked to resign. Should he/she refuse, he/she may be removed by a majority vote at the next Board meeting.
ARTICLE V - DUTIES OF EXECUTIVE BOARD MEMBERS
Section 1. The Executive Board Members of this organization shall be President, Co-Vice Presidents (of Membership and Fundraising), Corresponding Secretary, Recording Secretary, Treasurer, and Business Partnership.
All Officers shall:
a. Attend all board and general meetings. Absence will occur with good reason only on a limited basis.
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Section 2. Duties of the President:
Preside over general PTO meetings and board meetings.
Serve as the official representative of the PTO at meetings outside of the organization.
Perform all duties required to effectively plan for, operate, delegate, measure, develop
and achieve the goals and objectives of the POA PTO.
Delegate appropriate duties to the elected officers.
Coordinate the work of the officers and committees so the objectives of the PTO for the
year may be accomplished.
Recruit, place and organize committee chairpersons.
Be a member ex officio of all committees except the nominating committee.
Exercise contract-signing authority for the POA PTO.
Co-sign or initial all POA PTO checks with treasurer.
Be the primary contact for the principal and/or the administration.
Ensure a smooth transition of power to newly elected board officers.
Review files and all information to be passed to newly elected officers.
Review and renew the POA PTO insurance policy annually.
Certify Appendix A (Conflict of Interest) of these bylaws
If co-presidents are elected, responsibilities of section 2 will be split among co-
presidents as they deem fit.
Section 3. Duties of the Co-Vice-Presidents (of Fundraising & Membership)
a. Identify fundraisers that maximize profits for school.
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Create and maintain a master PTO membership log and report information to PTO President and Board as required.
Create and keep current all non-electronic membership applications and information.
Coordinate Annual membership drive for the school.
Collect all dues and report to PTO president and Treasurer as required.
Provide PTO membership information to welcome committee for all new families.
Develop and create PTO membership levels and present to PTO board for approval.
Work with business partnership coordinator to add incentives to the different
membership levels and have these approved by the PTO executive board.
Consult with treasurer the financial plan of all membership dues.
Responsibilities of section 2 will be split among co vice-presidents as they deem fit.
Section 5. Duties of the Corresponding Secretary.
Prepare and issue ballots.
Keeps a calendar of events for the PTO and provides calendar to Webmaster.
Insures that members are communicated with. Common methods include:
Bulletin boards. Keep in contact with the bulletin board chair to make sure
these are kept current.
PTO newsletter. Coordinate with Newsletter chair and administration
School newsletter. Make sure PTO news items—such as meeting reminders,
thank-yous, and fundraising results—are included in a school newsletter.
Local media. Build a relationship with the reporters who handle local news in our area. Provide public relations articles for media sources. Write articles as
needed for school publicity.
Correspondence. Prepare notes of thanks, sympathy, inquiry, etc. as needed on
behalf of the PTO board and with approval of the board.
Order custom letterhead, thank-you notes, etc. as approved by the board.
Create a directory of the board
Post roadside signs and use the school marquee (*if approved) to get the word out about
PTO meetings and PTO events.
Create folders for all new committee chairs
Keeps the PTO’s public relation Composition Guidelines up to date
Update any pages of the PTO website as necessary if the PTO Webmaster is unavailable
Section 6. Duties of the Recording Secretary.
Maintain a complete file of all approved minutes, agendas, and materials distributed at the general PTO meetings; by-laws; Articles of Incorporation; Standing Rules; Appendix A, Conflict of Interest; Membership Lists; and any other necessary supplies and brings them to meetings.
Keep Robert’s Rules of Order, the instructions about the content and format of an
agenda and minutes, as well as helping to guide meetings run under Robert’s Rules of
c. Keeps various supplies stocked and organized for the PTO office.
Take minutes at board meetings, type them up, and distribute them to the other board
members in a timely fashion, either by paper or electronically.
Tally all votes and ballots.
Type up the agenda for the general PTO meeting, as developed by the board. Send to
president for approval. Then photocopy or send to Webmaster to be posted on PTO website.
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Take minutes at all PTO general meetings and forward to Webmaster for electronic posting.
Prepare the sign-in sheet and set out nametags at general meetings.
Create and distribute nametags for volunteers at events.
Reserve space and arrange the room for the general meetings.
Certify Appendix A (Conflict of Interest) of these bylaws.
Section 7. Duties of the Treasurer.
Post all financial transactions to our financial system as they occur throughout the
Create monthly PTO Treasurer reports.
Reconcile the checkbook.
Write checks as needed (two signatures and proper paperwork required).
Make deposits in a timely fashion, as needed.
Keep financial transaction forms available for all volunteers.
Provide information to Webmaster related to financial performance of PTO and/or
budget related summaries for insertion into monthly PTO newsletter.
Contact individuals who have written “Non-sufficient funds” checks and collect reimbursement monies including any fees imposed by any financial institution.
Be present at all functions of the organization or designate an individual to be present where funds are to be accepted and shall further be responsible for counting, balancing and depositing at the bank of said funds in a timely manner. Two people are required to count cash money.
Lead the annual budget development process during the summer executive board
Present the budget for approval at the first general POA PTO Membership Meeting of
the school year.
File Form 990/990EZ, the annual IRS return required for 501(c)(3) groups.
Renew our incorporation with the state.
Authorize an outside CPA (Not related by blood or marriage to any member of the
executive board) to perform an annual evaluation of the books. This must be
accomplished prior to August 1st.
Create & recommend bad check policies for approval by board.
Create & recommend requirements for reimbursement of funds to other PTO
Create specific forms required by board for reimbursement for an expense. Will
obtain appropriate marketing/logo/branding from Corresponding Secretary.
Prepare a year-end financial report by fiscal year end
a. Provide leadership for the program through recruitment of partnerships/sponsorships from local businesses using the established sponsorship package.
Deliver to the successor in office, all records in his/her possession by fiscal year end. The fiscal year of this organization shall begin on July 1st and end on June
30th of the following year.
All funds shall be kept in a checking account in the name of Patriot Oaks Academy PTO, requiring two signatures of the Executive Board and held at a local financial institution.
Section 8. Duties of the Business Partner Coordinator.
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Maintain a professional relationship with all businesses (send correspondence of upcoming events, thank you notes, contract copies, confirmation of sponsorship agreement, follow up calls).
Hold a meeting for our partners at school as a thank you for their support.
Hold a high standard of ethics with regard confidentiality of business partners and our
Attend the county training course for business partner leaders.
Remain as the sole PTO contact to business partners.
Up hold all basic responsibilities that are promised to each partner within their
Must consult with treasurer the financial plan of all business partnerships.
ARTICLE VI - MEETINGS
Section 1. Executive Officer Meetings. There shall be at least four (4) executive board meetings
of this organization during the year. There will be at least one (1) officer meeting for each committee chair conducted by the executive board member sponsor.
Section 2. There will be at least three (3) general membership meetings per school year. One week’s public notice including an agenda shall be given before a general membership meeting.
Section 3. Special Meetings. The executive officers may call special meetings with five days’ notice given to the general membership.
Section 4. Quorum. In any meeting of the organization, a majority vote by members in attendance shall constitute a quorum for the transaction of business. A minimum of four (4) of the organization’s executive board members must be present.
Section 5. Membership Privileges. The privilege of holding office, introducing motions, debating, and voting shall be limited to the organization’s members who are members in good standing.
ARTICLE VII – COMMITTEES
Section 1. Membership. Committees may consist of members and board members with the president acting as an ex-officio member of all committees.
Section 2. Committees. Committees will be created by the executive board as needed to promote the purpose and interest of the organization. The following committee categories shall be held by the organization: Fundraising, Hospitality, Membership, Communications and Family Events.
Section 3. Additional Committees. The executive board shall appoint additional committees as
Section 4. Each committee chair will be appointed for one year at a time. Each chairperson will be vested with a specific responsibility. Any chair or co-chair who fails to perform his/her duties may be asked to resign.
Section 5. Committee Chairs shall:
a. Be a PTO Member.
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b. Attend as many general board meetings as possible, specifically when your committee has upcoming events and updates.
c. Attend all functions and workdays associated with their given committee.
regarding budget. All spending must be approved by board sponsor and receipts are
required in order to receive reimbursement.
ARTICLE VIII – FINANCES
Section 1. Budgeting. A tentative budget shall be drafted in the spring for the following school year and approved by a majority vote of the general members present at the First General POA PTO Membership Meeting of the School Year.
Section 2. Reporting. The treasurer shall keep accurate records of any disbursements, income, and bank account information in a timely manner.
Section 3. Expense Approval. The executive board shall enforce all expenses of the organization as stated in the approved budget. Any items not included in the approved budget, over $750 will be submitted to the general membership for approval via private ballot. The corresponding secretary will issue this ballot and the recording secretary will be responsible for collecting and tallying ballots with a general member and a POA executive board member.
Section 4. Appropriations All appropriation requests must be submitted to the executive board with a completed application.
Section 5. Signature Authorization. Two authorized signatures are required on all checks.
These signatures must be inclusive of the treasurer and president or co-vice presidents.
Section 6. Dissolution. Dissolution of POA PTO must be approved by a 2/3 vote of the entire general membership. Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of the Section 501 © (3) of the Internal Revenue Code, or corresponding section of any future Federal Tax Code, or shall be distributed to the Federal government, or to a state or local government, for a public purpose.
ARTICLE IX - PARLIAMENTARY AUTHORITY
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Robert’s Rules of Order, Revised, shall govern this organization in all cases in which they are applicable and in which they are not in conflict with these by-laws.
ARTICLE X – STANDING RULES
The officers may approve standing rules and the recording secretary shall keep a record of the standing rules for future reference.
ARTICLE XI – CONFLICTS OF INTEREST
Section 1. The Executive board shall adopt a conflict of interest policy as shall be necessary to ensure this organization remains in compliance with all law and regulation for the governance of tax-exempt and charitable organizations including compliance with the requirements for
organizations under section 501©(3) of the Internal Revenue Code.
Section 2. The initial Conflict of Interest Policy (and any subsequent as shall be adopted) shall be maintained with these bylaws as Appendix A
ARTICLE XII – DISSOLUTION
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of the entire general membership.
ARTICLE XIII – AMENDMENTS
These by-laws may be amended at any general or special meeting, providing that previous notice was given at the prior meeting in writing and then sent to all members of the organization by the executive board. Notice may be given by postal mail, e-mail. Amendments will be approved by a two-thirds vote of those present at the meeting. The recording secretary will document the bylaw changes to the minutes and the president will ensure the bylaws are updated in a timely manner.
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