Quest Elementary School Parent Teacher Organization BYLAWS Article | Name ‘The name of the organization shall be Quest Elementary School Parent Teacher Organization. Hereafter referred to as the PTO. Article il - Purpose The association is organized for the charitable and educational purposes within the meaning of section 501(c)(3) of the IRS code of 1986 or the corresponding provision of any future IRS law. Specifically, it is organized for the purpose of supporting the education of children at Quest Elementary School by fostering relationships between the school, parents, and teachers. In pursuance of these purposes, it shall have the powers to carry on any business or other activity which may be lawfully conducted by an association organized under Florida law, whether or not related to. the foregoing purposes, and to do all thinks necessary, proper and consistent with maintaining tax exempt status under section 501(c(3). Articte Hit Members Section 1: Qualification Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and has voting rights. Any teacher or administrator employed at the school may be a member and has voting rights. Section 2: Dues Dues, if any, have paid them at least 7 calendar days before a meeting to be considered a member in good standing with voting rights. Any member in good standing may be present and vote on motions, serve on committees and otherwise participate fully in the activities of the PTO. be established by the executive board. If dues are charged, a member must Article 1V ~ Officers and Elections Section 1: Officers The officers of the executive board shall be a president, 1* vice president of operations, 2" vice president of fundraising, secretary, and treasurer. Any other officers such that the executive board may designate must be voted in by majority vote of the membership and the Bylaws must be amended. 1of7 Updated on May 26, 2015,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, coordinate the work of all the. executive board officers and committees in order that the purpose of the organization be served, and shall perform such other duties as on occasion shall be assigned by the executive board. 1 Vice President of Operations - The 1* vice president of operations shall assist the president and carry out the president's duties in his/her absence or inability to serve, manage the daily operations of the organization as detailed in the Quest Elementary School PTO Standing Rules document, hereafter referred to as the Standing Rules document. The 1st vice president of operations will also maintain an inventory of PTO property and supplies and shall perform such other duties as on occasion shall be assigned by the executive board. 2 Vice President of Fundraising - The 2" vice president of fundraising shall assist the president, manage the fundraising strategies of the organization as detailed in the Standing Rules document, and shall perform such other duties as on occasion shall be assigned by the executive board. Secretary - The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence and give notice of ‘meetings to the membership. The secretary also keeps a copy of the minutes’ book, bylaws, standing rules, membership list, inventory, and any other necessary supplies. S/he brings these records and/or supplies to meetings and shall perform such other duties as on occasion shall be assigned by the executive board. ‘Treasurer ~The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance h the approval of the executive board. S/he will present a financial report at every meeting and at other times of the year when requested by the executive board. S/he compiles the full fiscal year financial report and it is presented at the first General Meeting of the following school year. The treasurer shall chair the budget review committee Parliamentarian ~The parliamentarian shall provide advice on conducting meetings according to the rules and advise the president in responding to parliamentary procedures and inquiries. This position is appointed by the president, but serves on the executive board in an advisory capacity. As the Parliamentarian is an appointed position, s/he shall not vote as a member of the Executive Board, but retains his/her member voting rights in General or Special meetings. The parliamentarian shall also chair the bylaws review committee. 2of7 Updated on May 26, 2015Section 2: Nominations and Elections Elections shall be held at a spring General meeting prior to the end of the school year. The nominating committee shall select a candidate for each office and present the slate at a General Meeting held not less than one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice count when the slate is presented. If more than one person is running for the same office, a ballot vote shall be taken. Section 3: Etigibility le for office if they are a PTO member in good standing at the time the slate is presented. Section 4: Terms of Office Officers are elected for one fiscal year and may serve no more than two consecutive terms in the same office unless approved by general membership vote. Each person elected shall hold only one office at the same time. Section 5: Vacancies If there is a vacancy in the office of president, the vice president will become the president. If there are multiple vice presidents, the 1* vice president will become the president. If there is a vacancy in any other office of the executive board, a special election will be held to fill the vacancy. Section 6: Removal from Office Any officer of the executive board may be removed from office with documented cause by a two-thirds majority vote of the quorum at a General or Special Meeting. Article V- Meetings Section 1: General Meetings The General meetings of the organization shall be held monthly during the school year. The time and place of these General meetings will be determined within the Standing Rules document. The secretary will announce the General meetings no less than one week in advance as outlined in the Standing Rules document. The General meetings are for recei reports, electing the executive board, appointing committee chairs, and conducting other business that shall arise. 3 of 7 Updated on May 26, 2015,Section 2: Special Meetings Special meetings may be called by the president, any two members of the executive board, or five members submitting a written request to the secretary. Previous notice of a special meeting shall be announced to the members no less than five days prior to the meeting, as outlined in the Stanaing Rules document. ive Board Section 1: Membership The executive board shail consist ot the elected officers and the parliamentarian. Section 2: Duties The duties of the executive board shall be to transact business between meetings in preparation for the General meetings, create standing rules and policies, create standing ‘temporary committees, approve routine expenses, and prepare reports and make recommendations to the membership. Section 3: Meetings Executive board meetings shall be held monthly during the school year, at a time and date as. outlined in the Standing Rules document. At the discretion of the president, committee chairs and other guests may be invited to attend executive board meetings. Special executive board \gs may be called by any two executive board members with 24 hours’ notice. Section 4: Quorum ‘A majority of the executive board currently in office, attending in person, shall constitute a quorum. All decisions will be majority vote of those present at any meeting at which a quorum is present. The presiding officer or chair - our president, in most cases — votes only when either: a) the vote is by ballot, in which case the chair votes along with and at the same time as all other members, or b) the chait’s vote will change the result of the vote, as ina tiebreaker. Section 5: Compensation All PTO members shall serve without compensation with the exception of expenses incurred in furtherance of the organization's business are allowed to be reimbursed with documentation and prior approval. le Vil Committees Section 1: Membership Committees may consist of members and executive board members, with the president a as an ex-officio member of all committees except the nominating committee. 4of7 Updated on May 26, 2015Section 2; Standing Committees The following standing committees shall be held by the organization: fundraising, volunteers, nominating, auditing, and bylaws review. Additional committees are formed as outlined in the Standing Rules document. Section 3: Committee Chairs Each committee shall have a chair and/or co-chairs appointed by the executive board. Section 4: Other Committees The executive board may create other committees as needed and as outlined in the Standing Rules document. Article Vill — Financial and Legal Section 1: Annual Budget The annual budget shall be drafted in the spring of each school year. The draft budget will be Presented and approved by members’ vote at the first General meeting of the following school year. Section 2: Records The treasurer shall keep accurate records of any disbursements, income and bank account information as outlined in the Standing Rules document. The treasurer will comply with all 501(c)(3) reporting requirements. The PTO’s Internal Revenue Service issued Employer Identification Number (EIN) is: 74-3129644, Section 3: Expenses All reimbursements of expenses will be requested by submission of PTO reimbursement forms. Prior approval by the executive board shall be required as outlined in the Standing Rules document. Section 4: Authorized Signatures ‘Two authorized signatures shall be required on each check. Authorized signers shall be the president, 1* vice president and treasurer. Section 5: Financial Report The treasurer shall prepare a full fiscal year financial statement at the conclusion of each fiscal year to be submitted to and reviewed by the audit committee. Sof7 Updated on May 26, 2015Section 6: Dissolution ‘The organization may be dissolved with previous notice and two-thirds vote of those present at @ General or Special meeting. Upon the dissolution of the organization, the executive board shall, after paying or making provisions for the payment of all debts and liabilities of the organization, dispose of the remaining assets of the organization exclusively to an organization whose purpose is similar to those of this organization and that have an internal Revenue Service detert n of tax exemption under Section 501(c)(3) of the Internal Revenue Service Code. Section 7: Fiscal Year ‘The PTO’s fiscal year runs from July 1* and ends on June 30" of each year. Section 8: Accountability A full account of the activities and transactions of the organization shall be kept and are subject to review and audit. The audit committee's Annual Audited Financial Statement shall be completed within 30 days of the end of the fiscal year. Organization records shall include a minutes’ book which shall contain 2 copy of these bylaws, the Standing Rules document, and minutes of all executive board, special, and general meetings. All records required of the ‘organization shall be made available to both the organization’s members and the general public. Article IX— Parliamentary Authority At all meetings of this organization, the rules contained in the current edition of Robert’s Rules of Order shall govern, providing they are not in conflict with these Bylaws and any standing rule or order this organization may adopt. Article X — Standing Rules Standing Rules will be reviewed and approved annually by the executive board, and the secretary shall keep @ record of the Standing Rules document for reference. After executive board approval, the Standing Rules document shall be brought to a vote at the next General meeting annually. Article XI Bylaws Review The Bylaws shall be reviewed and amended as necessary by the bylaws review committee no less than every 3 years from the signed date herein, 6of7 Updated on May 26, 2015Article x! Amendments These Bylaws may be amended by a two-thirds vote of membership present at any General meeting, provided that the amendment has been submitted in writing at the previous General meeting. Bylaws approved by General members voteon _ Mio Mau |S D. ate Signed: jate oP vk Via Ainsley Gottrich Ho bent Ze Date Parliamentarian, Bylaws Review Committee Chair AM Courtney Charles 5 2b PTO President D * END OF DOCUMENT * 70f7 Updated on May 26, 2015