The PARENT TEACHER ORGANIZATION of Nolensville Elementary

 

ARTICLE I: Name 

 

The name of this organization shall be the Parent Teacher Organization of Nolensville Elementary (hereinafter the “PTO”) and its principal place of business shall be Nolensville Elementary School, 2338 Rocky Fork Road, Nolensville, Tennessee 37135.

 

ARTICLE II: Purpose 

 

The purpose of this PTO is to enhance and support the educational experience and environment at Nolensville Elementary School by building strong, working relationships among parents, teachers, and school staff in support of our students. 

 

ARTICLE III: Description 

 

This PTO shall not seek to direct the administrative activities of the school or to control its policies.  The PTO agrees to adhere to Williamson County School board policy 4.503.

 

The PTO is organized exclusively for charitable, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. This shall be a nonprofit, nonsectarian, nonpartisan, and nondiscriminatory organization.  No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, 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 purpose clause hereof. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other purposes not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

 

ARTICLE IV: Membership 

 

Section 1: Membership

 

Any parent or guardian of an enrolled Nolensville Elementary   student, or a current Nolensville Elementary faculty or staff member who subscribes to the purpose of this PTO is a member of this PTO. Each household shall be recognized as one (1) voting member and each shall be entitled to one (1)  vote. Membership in this PTO shall be available without regard to race, color, creed, or national origin.

 

Section 2:  General Membership Meetings

  • General Membership meetings shall be held at a minimum of twice per school year, or as called by the Executive Board and/or the President. Meetings may be rescheduled for due cause at the discretion of the President. The first General Membership meeting of each school year shall be held no later than September 30 and shall include approval of the PTO’s current year budget. Another General Membership meeting shall be held in the spring of each school year and shall include the election of the Executive Board and the ratification of the Standing Committee Chairs for the upcoming school year.

  • General Membership meetings shall be open to any interested persons; however, the privilege of making motions and voting shall be limited to

  • The General Membership shall be notified of the time and place of each regularly scheduled General Membership meeting by direct mail, electronic media, circular, message, or telephone at least seven (7) days in advance of such meetings. Special meetings of the General Membership must be announced with 48 hours notice by any of the methods mentioned above; and may be called by the President, any two (2) Executive Board members or five (5) general members submitting a written request to the Secretary.

  • The quorum at any General Membership meeting shall consist of no less than seven (7) voting members.

  • All meetings shall be conducted within the framework of accepted parliamentary procedure and Robert’s Rules of Order shall be the definitive authority for questions of procedure, which cannot be satisfactorily resolved by the presiding

 

ARTICLE V:  Executive Board 

 

The Executive Board shall consist of the Officers, Standing Committee Chairs, Principal and/or designated Assistant Principal, and Principal-appointed faculty member.

 

The duties of the Executive Board shall be to transact business of the PTO, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve expenditures, and prepare reports and recommendations to the General Membership.

 

Section 1:  Officers

 

The Officers of the PTO shall consist of the following: President, President-Elect, Treasurer, Treasurer- Elect and Secretary.

 

  • The President shall preside over meetings of the PTO and Executive Board, serve as the primary contact for the Principal, represent the PTO in the community, and coordinate the work of all the officers so that the purpose of the PTO is served. The President can serve as an ex-officio member of the Executive Board for one (1) term after his/her term as President expires.

  • The President-Elect shall assist the President and carry out the President’s duties in his/her absence or inability to serve. After serving one (1) term as President-Elect, he/ she will serve as President during the subsequent school

  • The Treasurer shall receive all monies collected by the PTO, keep an accurate record of receipts and expenditures, pay out funds only as authorized by the PTO, present a financial report for approval at each monthly meeting and inform the Executive Board of special financial problems and budget considerations. The Treasurer shall be responsible for preparation and submission of all Federal and State compliance filings. The Treasurer shall not be an employee of Williamson County Schools.

  • Treasurer-Elect shall assist the Treasurer and carry out the Treasurer’s duties in his/her absence or inability to After serving one (1) term as Treasurer-Elect, he/she will serve as Treasurer during the subsequent school year. The Treasurer-Elect shall not be an employee of Williamson County Schools.

  • The Secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. 

 

Section 2:  Standing Committees

 

Standing committees of the PTO shall include:  Events, Fundraising, Teacher Appreciation, Room Parent, Welcoming, Volunteer, Communications, and Merchandising. The Executive Board may create additional standing committees as needed by a two-thirds (2/3) majority vote of a quorum of the Executive Board. Either one (1) or two (2) chairpersons shall manage each standing committee. In the case of two (2), they shall only be entitled to one (1) voting right

 

Section 3:  Nominations, Elections and Ratifications

 

The Secretary shall present at least one (1) eligible candidate for each executive office and present the slate at a March Executive Board meeting. Elections will be held at the subsequent General Membership meeting. At that General Membership meeting, nominations may also be made from the floor. Voting shall be by voice vote on the slate presented. If more than one person is running for a position, a ballot vote shall be taken.

 

The Secretary shall also present nominations for Standing Committee Chairs to Executive Officers

 prior to the spring General Membership meeting.  Executive Officers will then appoint Standing

Committee Chair positions which shall then be ratified at the spring General Membership meeting.     

 

Section 4: Eligibility

 

A parent, guardian or other adult standing in loco parentis for a student at the school is eligible to serve in any position on the Executive Board.  Those eligible must be PTO members in good standing and may not be faculty or staff of Nolensville Elementary, hold a management position with the school district, or be a member of the Williamson County School Board.   

 

All members of the Executive Board must be TIER III volunteers and have a proper background check conducted in accordance with the terms and processes set forth by Williamson County Schools. In the event that a candidate in not TIER III certified upon nomination for an executive position, he/she must obtain a TIER III clearance prior to the beginning of the new term in order to serve in any executive position. In the event that a TIER III clearance is not obtained prior to the new term, the position will be considered vacant and will be filled in accordance with ARTICLE V Section 6.

 

Section 5:  Terms of Office

 

Executive Officers shall serve for one (1) year commencing July 1. Chairpersons of Standing Committees shall serve for up to two (2) years.  No Executive Board member may serve for more than two (2) consecutive terms in the same position, unless no other candidates are willing to run for that office.  In that case, the incumbent may seek an additional one-year term. Each Executive Board member shall hold only one (1) elected position at a time.

 

Section 6: Vacancies

 

If there is a mid-year vacancy in the office of President, the President-Elect will become the President. If there is a vacancy in the office of Treasurer, the Treasurer-Elect will become the Treasurer. If there is a vacancy in any other Executive Board position, the general membership shall fill the vacancy through an election or ratification at the next meeting.

 

Section 7:  Removal from Executive Board

 

If an Executive Board member has missed three (3) consecutive Executive Board meetings, or has not fulfilled the duties of his/her position, the Executive Board may remove the individual from his/her position by a simple (51%) majority vote of a quorum of the Executive Board at a regular meeting where previous notice has been given.

 

Section 8:  Executive Board Meetings

 

The Executive Board shall meet once per month from June through May. The subsequent meeting will be scheduled by the close of each current meeting.

 

Section 9:  Special Executive Board Meetings

 

The President or any two (2) members of the Executive Board may call special meetings. Notice of the special meeting shall be sent to the Executive Board members at least 24 hours prior to the meeting.

 

Section 10: Quorum

 

Quorum will consist of two-thirds (2/3) of voting Executive Board positions.

 

Section 11:  Voting

 

The privilege of making motions and voting is limited to the Executive Board. Simple (51%) majority is needed for a vote to pass.

 

Section 12: Remuneration

 

No member of the Executive Board shall receive any compensation for his/her services. No member of the Executive Board shall profit financially from any of the PTO’s activities.

 

Section 13:  Policies and Procedures

 

Daily operation of the PTO will be in accordance with established Policies and Procedures.   The Officers of the PTO shall review the current Policies and Procedures at the beginning of each fiscal year. Any recommendations for changes to the Policies and Procedures shall be presented to the Executive Board for ratification prior to the first General Membership meeting of the school year.

 

 

ARTICLE VI: Finances 

 

Section 1:  Fiscal Year

 

The fiscal year of the PTO shall begin on July 1 and end on June 30. 

 

Section 2: Budget

 

A tentative budget of the PTO shall be drafted by the Treasurer by July 15 and approved by the Executive Board by August 30. Any modifications to the budget must be approved at an Executive Board meeting.

 

Section 3: Records

 

The Treasurer shall keep accurate records of any receipts, disbursements, and bank account information of the PTO. The bank account(s) shall be reconciled monthly and reviewed by the Treasurer-Elect.

 

Section 4:  Restricted Funds

 

Restricted funds received by the PTO for specific purposes (e.g. library, choir, etc.) will be accounted for separately by the Treasurer.

 

Section 5: Disbursements

 

Disbursements by the PTO require an approved check request form. Check request forms for Executive Officers shall be approved by the Treasurer and Treasurer-Elect. Check request forms for standing committees must be approved by the committee chair and submitted to the PTO Treasurer. The principal of Nolensville Elementary shall approve faculty requests. One (1) authorized signature shall be required on each check if amount is $100.00 or less. Two (2) authorized signatures shall be required on each check if the amount is over $100.00. Authorized signers shall be the President, President-Elect, Treasurer and Treasurer-Elect.

 

Section 6: Reporting

 

The Treasurer shall prepare a monthly financial report of the PTO for review and approval by the Executive Board.

 

On an annual basis, the Treasurer shall prepare a consolidated End of Year financial report of the PTO for review and approval by the Executive Board.

 

Section 7: Commitments

 

  • No contract or commitment binding the PTO shall extend beyond the current school No contract or commitment shall be made which places the PTO in a deficit position. No loans may be executed by the PTO, the Executive Board or general membership of the PTO.

  • All contracts or binding commitments of the PTO must be approved by the Executive Board. Approved contracts must be signed by two (2) members of the Executive

  • All contracts entered into must be in the name of the PTO and not under Nolensville Elementary.

  • Any individual signing a contract on behalf of the PTO without the approval of the Executive Board will be held personally liable and responsible for any and all expenses incurred from any breach of the contract.

  • All contracts or binding commitments entered into must be reported at the next monthly Executive Board

 

ARTICLE VII: Amendments 

 

These by-laws may be amended at any General Membership meeting of the PTO by a two-thirds (2/3) vote of the members present, provided that notice of the proposed amendment shall have been given at least ten (10) days before the General Membership meeting.

 

 

ARTICLE VIII: Parliamentary Authority 

 

Robert’s Rules of Order shall govern meetings of this PTO when they are not in conflict with the PTO’s by-laws.

 

 

ARTICLE IX: Dissolution 

 

The PTO may be dissolved at any General Membership meeting by a two-thirds (2/3) vote of the members present, provided that notice of the proposed dissolution shall have been given at least ten (10) days before the General Membership meeting. In the event of a dissolution, all remaining assets of the PTO shall be forwarded to Nolensville Elementary immediately after payment of all outstanding debts of the organization.

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