Article I – NAME  

 The name of this organization is the Nelson Elementary School PTO (Parent-Teacher Organization). It is a local organization, unincorporated, non-for profit, and governed by its members.

Article II – OBJECTIVES

 The objectives of the PTO shall be to:

 1.      Promote the welfare of Nelson Students;

 2.      Facilitate communication and understanding among parents, teachers, administrators, staff, and community;

 3.      Coordinate parent volunteers;

 4.      Enhance and augment the basic curriculum through volunteerism and student enrichment programs;

 5.      Organize fundraisers.

Article III – MEMBERSHIP

 1.      All due paying parents, guardians, teachers, and staff associated with the School are and shall be members of the PTO (individually, a “member” and collectively, the “members”) and shall have full rights of membership.

 2.      Only those members who have paid up-to-date membership fee with this organization on the date of that meeting shall be entitled to vote.

3.       Member Code of Conduct:  Members are expected to treat one another with respect and consideration.  A member who is disruptive may be asked to leave the PTO meeting.

Article IV – BASIC POLICIES

 The policies of the PTO shall be as follows:

 1.     The PTO shall be noncommercial, nonsectarian, nondiscriminatory, and nonpartisan.
         Neither the name of the PTO nor the name of any of its members, officers, or others in  
         their official capacity shall be used in connection with any commercial concern or with
         any partisan interest, or for any purpose other than the regular work of the PTO.

2.     The Nelson School PTO is organized exclusively for the education purposes with the meaning of section 501(c)(3) of the Internal Revenue Code, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under sections 501(c)(3) of the Internal Revenue Code or corresponding section of any future United States Internal Revenue Law.

3.     The Nelson School PTO shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax code or (b) by a corporation, contributions to corresponding section of any future tax code.

4.     The Nelson PTO shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.

 5.     No monies or other assets of the Nelson School PTO shall be distributed to its members, officers, administrative advisors, or other private persons except as reimbursement of expenses incurred or as approved by the Nelson School PTO. (Exception: Article VIII, Line 12).

6.     All monies collected by the Nelson School PTO shall be used to benefit:

        6A.  Nelson School students, current and future.

        6B.  Nelson School teachers, administration, and staff.

        6C.  Any charitable organization designated and approved by a majority vote of the membership on behalf of the Nelson School PTO.

7.     The Nelson School PTO shall not seek to direct the administrative or educational activities of the School.

8.     The Nelson School PTO may cooperate with other organizations and agencies active in child welfare, such as coordinating councils, provided that no commitment shall bind the PTO beyond the current school year.  This must be approved by a majority vote at a regularly scheduled meeting.

  9.      In the event of the dissolution of the Nelson School PTO, all of its monies and assets
          shall revert to Viola H. Nelson School. In the event Nelson School closes, all monies
          and assets revert to East Maine School District 63 with a majority vote for
          disbursement.

 10.     The East Maine School District 63 Administrative staff and members of the Board of Education are excluded from holding Executive Committee Officer positions. These people serve as advisors to the Nelson School PTO.

11.     The Nelson School PTO may contract outside sources for services that benefit Nelson School and its students, provided that no commitment shall bind the PTO beyond the current school year.  The Treasurer will receive a copy of all contracts.

 12.    Requests for use/donations of funds by Nelson teachers, administration, or staff, from the Nelson School PTO must be presented in person, at a regular meeting. Requests must contain a detailed and outlined proposal for use of those funds. Requests must be submitted to the Executive Committee Officers for review, prior to presentation at a regular meeting. A copy of the proposal is to be distributed to each member present. Depending on available funds, a yearly, adjustable cap, not to exceed $3000, will be accessible for requests by Nelson teachers, administration, or staff. However, requests exceeding this amount may be submitted. A written ballot vote will be taken on requests presented by Nelson School PTO members. A closed door vote will be taken, if the requestor is not a Nelson School PTO member. Only those members present at the meeting shall be eligible to vote, subject to Article III, Line 2 of these Bylaws. A majority vote is needed to honor any request. (See Article XII, Line 1)

 13.   Requests for additional funds, above a Committee’s proposed budget, must be made by the Committee Chair, at a regular meeting. Only those members present at the meeting shall be eligible to vote, subject to Article III, Line 2 of these Bylaws. A majority vote is needed to honor any request.(See Article XII, Line 1)

 1.     All Executive Committee Officers must be members of the Nelson School PTO,
         subject to Article III, Line 1 of these Bylaws.

 2.     The officers of the Nelson School PTO shall consist of a President/Co-President, Vice President of Fundraising, Vice President of Membership, Secretary, and Treasurer. No one person shall hold more than one office at a time with the exception of a vacant position (only to be held while the Executive Committee actively searches for a replacement for that position).

 3.     The officers shall be elected at the annual election meeting of members in May of each year, and shall be encouraged to serve a term of two years. Newly elected officers will assume their official duties August 1^st following the end of the current school year.

4.        The “Ladder of Succession”, while encouraged, is not final and is open to the nomination and acceptance of each individual concerned. It should not be assumed to be final until each candidate has accepted the nomination and been elected.  It is as follows: 

4A.   The Vice President of Ways and Means is considered the First Co-Vice President. The First Co-Vice President will be first consderation for the office of President. 

4B.  The Vice President of Membership is considered the second Co-Vice President. The second Co-Vice President will be first consideration for the office of President if the position is declined by the First Co-Vice President.

4C.   The offices of Secretary and Treasurer will be first considerations for the office of President if the position is declined by both the First and Second Co-Vice Presidents.

4D.   Committee Chairs will be first considerations for the office of President if the position is declined by ALL Executive Committee Officers.

4E.   Any and All Nelson School PTO members may be nominated for the office of President if the position is declined by ALL Executive Committee Officers and ALL Committee Chairs.

4F.   All Executive Committee Officers have a limited term of office. That term shall not exceed two consecutive years unless the position cannot be filled.  In this instance, the current Officer may retain the position for an additional year if elected by a majority vote at PTO meeting.

5.  The Executive Committee is responsible for facilitating the bylaw review process every two years or as needed.

Article VI - NOMINATIONS AND ELECTIONS

NOMINATIONS:

 1.     A Nominating Committee shall meet, and make nominations for all Executive Committee Officers  who have vacated their positions; by either term or choice. The Nominating Committee shall consist of at least three Nelson School PTO members. The President(s) shall solicit volunteers to be members of the Nominating Committee no later than April 1^st of each year.  If there are no volunteers for a nomination committee the Executive Committee will assume the role.

2.      The Nominating Committee shall first seek candidates for each of the four Executive Committee Officer positions described in Article V, Line 2 of these Bylaws.

3.      The Nominating Committee shall use all reasonable means to solicit the names of persons willing to serve, including, but not limited to, newsletters, the School Buzz Book, and member suggestions.

4.      Only those persons who are members of the Nelson School PTO may be nominated for Executive Committee Officer positions. Additional nominations may be made at the meeting, provided the nominee is contacted and has indicated willingness to serve, except as noted in Article IV, Line 8 of these Bylaws.

ELECTIONS:

1.      Elections shall be held each school year at the regular May meeting. Only those
         members present at the meeting shall be eligible to vote as outlined in Article III, Line 2
        of these Bylaws.

2.      A majority vote (see Article XII, Line 1) at a regular meeting shall be sufficient to fill a vacancy occurring in an Executive Committee Office.

3.      An election by written ballot shall take place for any Executive Committee Office for which there are two or more candidates.  Votes will be tallied by the Secretary and Vice President of Membership.

Article VII – GENERAL DUTIES OF EXECUTIVE COMMITTEE OFFICERS

1.      The President(s) shall be responsible for:

1A.    Presiding at all meetings of the Nelson School PTO, coordinate the work of the officers, and perform other duties as prescribed by these Bylaws;

1B.   Providing input for the written agenda of each meeting, giving notice of meetings, and publishing the agenda by the Friday before the next meeting:

1C.   Allowing an opportunity for each Committee Chair to present updates of their activities at the general meetings;

1D.   Checking and sorting mail and other contents of the mailbox addressed to “PTO” which is located in the Nelson School Main Office on a weekly basis and prior to each meeting;

1E.   Respecting and maintaining confidentiality in any and all circumstances involving confidential matters;

1F.   Acting as an official representative of the Nelson School PTO, and shall act on behalf of the PTO in connection with the Administration of the School;

1G.   Contacting Committee Chairs in March to see if position will be retained or vacated.  Appoint new Committee Chairs as necessary;

1H.   Performing other duties as may be necessary and proper for the operation and well being of the Nelson School PTO and the School.

2.      The First Co-Vice President shall be responsible for:

2A.   Assisting the President(s) as needed;  Vice President may hold meeting if President(s) are unable.

2B.   Overseeing major fundraising efforts of the Nelson School PTO;

2C.  Completing other tasks and duties as needed. 

3.      The Second Co- Vice President of Membership shall be responsible for:

3A.   Assisting the President(s) in the absence or inability of the 1^st Vice President to do so.

3B.   Overseeing all membership efforts of the PTO.

3C.   Generating a  current list of paid members for use at each meeting.

3D.   Assisting the Secretary to tally votes as necessary.

3E.  Completing other tasks and duties as needed.

4.      The Treasurer shall be responsible for:

4A.    Receiving all monies of the PTO.

4B   Keeping accurate record of the PTO receipts and expenditures.

4C   Paying out funds in accordance with the approved budget as authorized by the PTO.

4D   Presenting a current financial statement at every PTO meeting to all members present.

4E.  Ensuring the filing of the annual reports to the Internal Revenue Service and other governmental bodies, as required by law, if applicable.  Filing must be completed no later than five months and fifteen days from the end of the fiscal year.

4F.  Updating the checking/savings account signature card with the bank as needed.

4G.  Completing other tasks and duties as needed (see Article VIII).

4H.  Maintaining copies of all current contracts entered into by Nelson PTO with outside sources.

5.      The Secretary shall be responsible for:

5A.  Keeping accurate minutes of all meetings.

5B   Presenting minutes from the preceding meeting to each member present and retaining copies of current school year minutes for use at meetings.

5C.  Maintaining appropriate correspondence as needed.

5D.  Recording all PTO meetings and saving PTO records for seven years.

5E.  Respecting and maintaining confidentiality in any and all circumstances involving matters of the minutes and said records.

5F.  Working with V.P. of Membership to tally votes as necessary.

5G. Completing other tasks and duties as needed.

5H.  Maintaining copies of all current committee chairs descriptions of duties.

5I.  Forwarding approved meeting minutes to Nelson School Webmaster within one week of approval to be posted on the Nelson School website.

Article VIII - BUDGET AND TREASURY

1.      The President(s) and Treasurer shall discuss and outline a preliminary budget in accordance with Article X section 8.

2.      Using information from these preliminary budget discussions, the Treasurer shall prepare a proposed budget.

3.      The Executive Board shall review and approve the proposed budget prior to the first meeting of the school year.

4.      The final budget shall be presented to the members and voted upon at the first meeting of the new school year.

5.      The Treasurer shall maintain all funds of the PTO in an insured deposit account in a bank or savings and loan institution.

6.     All checks drawn on the PTO account shall be signed by the President(s) and Treasurer. President(s) and Treasurer, along with a third Executive committee Officer if necessary, will be authorized to sign on the PTO accounts.

7.     Any non-budgeted expenditure OVER $99.99 must be approved in advance at a meeting of the members of the PTO as outlined in Article IV, Lines 10 and 11 of these Bylaws. 

8.     The accounts of the PTO may be examined at any time but shall be examined at the
         end of each school year but prior to the first meeting of the new school year by the vacating and incoming Presidents and Treasurers.

9.   Satisfied that the Treasurer’s report is correct, the President(s) shall sign a statement to that effect prior to August 1^st following the end of the current school year. The report will become part of the PTO records.

10.  A minimum of $1000.00 shall remain in the treasury each year as a contingency fund to be passed to the new PTO in order to provide operating funds to begin the PTO’s activities for the next school year.

11.   A fiscal year is considered August 1 through July 31.

12.  The following are the amounts given as gifts for various situations.  These amounts and occasions are subject to change based on the organizations financial situation.