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Article I – Name
The name of the organization shall be the Farms
Intermediate School P. T. O.
,
Inc
Article II – Purpose
The corporation is organized for the purpose of providing a variety
of supports for the education of children at Farms Intermediate School of
the Hartland Consolidated School District located in Livingston County
Michigan, USA, by fostering relationships between the parents
,
school and community.
Article III –
Members
Section 1
Any parent, guardian, resident community member
,
or other adult standing in loco parentis for a student at the school may
be a member and shall have voting rights. The principal and any person
employed at the school may be a member and have voting rights.
Section 2
Dues
,
if any
,
will be established by the executive board. If dues are charged
,
a member must have paid his or her dues at least 14 calendar days before
the meeting to be considered a member in good standing with voting rights.
Article IV –
Officers and Elections
Section 1
Officers: The officers
shall be a president, vice president, secretary, and treasurer.
a. President. The president shall preside over meetings of the
organization and executive board, serve as the primary contact for the
principal
,
represent the organization at meetings outside the organization, serve as
an ex officio member of all committees except the nominating committee
,
and coordinate the work of all the officers and committees so that the
purpose of the organization is served.
b. Vice President. The vice president shall assist the president and
carry out the president’s duties in his or her absence or inability to
serve.
c. Secretary. 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 minute’s book, bylaws, rules,
membership list, and any other necessary supplies, and brings them to
meetings.
d. Treasurer. The treasurer shall receive all funds of the
organization, keep an accurate record of receipts and expenditures
,
and pay out funds in accordance with the approval of the executive board.
He or she will present a financial statement at every meeting and at other
times of the year when requested by the executive board
,
and make a full report at the end of the year.
Section 2
Nominations and Elections: Elections will be held at the first meeting
of the school year. At that meeting, nominations will be made from the
floor. Voting shall be by voice vote if a slate is presented.
Section 3
Eligibility: Members are eligible for office if they are members in
good standing as defined in Article III Section1 of this document.
Section 4
Terms of Office: Officers
are elected for one year and may serve no more than two (2) consecutive
terms in the same office. Each person elected shall hold only one office
at a time.
Section 5
Vacancies: If there is a
vacancy in the office of president, the vice president will become the
president. At the next regularly scheduled meeting, a new vice president
will be elected. If there is a vacancy in any other office
,
members will fill the vacancy through an election at the next regular
meeting.
Section 6
Removal from Office: Officers can be removed from office with or
without cause by a two-thirds vote of those present at a regular meeting
where previous notice has been given.
Article
V – Meetings
Section 1
Regular Meetings: The
regular meeting of the organization shall be on the second Tuesday of each
month during the school year at 7 p.m., or at a time and place determined
by the executive board at least one month before the meeting. Meeting
dates and times shall be publicized on the school calendar available
online at http://hartlandschools.us/calendars.htm
Section 2
Special Meetings: Special meetings may be called by the president
,
any two members of the executive board, or five general members submitting
a written request to the secretary. Previous notice of the special meeting
shall be sent to the members at least10 days prior to the meeting
,
by flyer
,
email
,
or telephone calls.
Section 3
Quorum: A quorum shall exist if the principal or assistant principal,
and three of the four officers are present.
Article
VI – Executive Board
Section 1
Membership: The Executive Board shall consist of the officers,
principal and standing committee chairs.
Section 2
Duties: The duties of the Executive Board shall be to transact
business between meetings in preparation for the general meeting
,
create standing rules and policies
,
create standing and temporary committees
,
prepare and submit a budget to the membership, approve routine bills
,
and prepare reports and recommendations to the membership.
Section 3
Meetings: Regular meetings shall be held monthly
,
on the same day and at the same time each month
,
to be determined by the board. Special meetings may be called by any two
board members
,
with 24 hours notice.
Section 4
Quorum: A quorum shall exist if the principal or assistant principal
,
and three of the four officers are present.
Article
VII – Committees
Section 1
Membership: Committees may consist of members
,
non-members and board members
,
with the president acting as an ex officio member of all committees.
Section 2
Standing Committees: The
following committees shall be held by the organization:
Fundraising, and Communications
Section 3
Additional Committees: The
board may appoint additional committees as needed.
Article
VIII – Finances
Section 1:
A tentative budget shall be drafted in the fall for each school year and
approved by a majority vote of the members present.
Section 2:
The treasurer shall keep accurate records of any disbursements, income
,
and bank account information.
Section 3:
The board shall approve all expenses of the organization.
Section 4:
Two authorized signatures shall be required on each check .Authorized
signers shall be the treasurer
,
and either the principal or the president.
Section 5:
The treasurer shall prepare a financial statement to be presented at the
last meeting of the school year.
Section 6:
Upon the dissolution of the organization
,
any remaining funds should be used to pay any outstanding bills and
,
with the membership’s approval
,
spent for the benefit of the school.
Section 7:
IRS Form 1023 and copies of
the organization’s annual information returns (IRS Form 990 or 990EZ)
for the most recent three years be available for public review when
requested.
Article
IX – Standing Rules
Standing rules may be approved by the Executive Board
,
and the secretary shall keep a record of the standing rules for future
reference.
Article
X – Dissolution
The organization may be dissolved with previous notice (14
calendar days) and a two-thirds vote of those present at the meeting.
Article
XI – Amendments
These bylaws may be amended at any regular or special meeting,
providing that previous notice was given in writing at the prior meeting
and then sent to all members of the organization by the secretary.
Notice may be given by postal mail, e-mail, or fax.
Amendments will be approved by a two-thirds vote of those present,
assuming a quorum. |