Download - ARTICLE II – PURPOSE ARTICLE III – VISION STATEMENT...ARTICLE II – PURPOSE The PHE PTO is organized for the purpose of establishing and sustaining a close relationship between

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POINTHIGGINSELEMENTARYPTOBYLAWS

BYLAWSOFTHEPOINTHIGGINSELEMENTARYPTO

ARTICLEI–NAME

ThenameoftheorganizationshallbethePointHigginsElementaryPTO,hereinafterreferredtoasPHEPTO.

ARTICLEII–PURPOSE

ThePHEPTOisorganizedforthepurposeofestablishingandsustainingacloserelationshipbetweentheparents,teachers,administrationandstudentsbyfosteringopportunitieswithinthehome,school,andcommunity.

ARTICLEIII–VISIONSTATEMENT

ThePHEPTOwillprovideassistancetoteacherswithintheclassroomsettings,raisefundsforeducationalmaterialsandexperiences,advocateschoolandfamilysocialinteraction,andprovideanunbiasedforumforsharinginformationonissuesthatimpactourchildren.ItisourbeliefthattheteameffortofthePHEPTOwillofferthebestpossiblelearningenvironmentforourchildren.

ARTICLEIV–GOALSANDOBJECTIVES

ThegoalsandobjectivesofPHEPTOareasfollows:

• Promotecommunicationbetweenstudents,faculty,andparents.• Fosterandenhancetheeducationalenvironment.• Recruitvolunteersandcoordinatevolunteereffortsforprogramsandprojectsthatsupportand

enrichthecurriculumandeducationalgoalsforPointHigginsElementary.• CreateandcultivateasenseofcommunityamongstPointHigginsElementary.

ARTICLEV–MEMBERSHIPDUES

Section1.Anyparent,guardian,orotheradultservinginlocoparentisforastudentattheschoolmaybeamemberandshallhavevotingrights.Theprincipalandanyteacheremployedattheschoolmaybeamemberandhavevotingrights.Membershaveonevoteperhousehold.

Section2.Dues,ifany,willbeestablishedbytheexecutiveboard.Ifduesarecharged,amembermusthavepaidhisorherduesatleast14calendardaysbeforethemeetingtobeconsideredamemberingoodstandingwithvotingrights.

ARTICLEVI–OFFICERS&ELECTIONS

Section1.Officers.Theofficersshallbeapresident,vicepresident,secretary,andtreasurer.Inaddition,tothedutieslistedbelow,eachofficerwillalsoperformothersuchdutiesasapplicabletotheofficeasprescribedbytheparliamentaryauthorityoftheorganization.Atleastoneboardmemberisrequiredtorepresenttheorganizationatallcommitteemeetings.

a. President.ThePresidentshallpresideovermeetingsoftheorganizationandexecutiveboard,serveastheprimarycontactfortheprincipal,andshapetheworkofalltheofficersandcommitteessothatthepurposeoftheorganizationisserved.



b. VicePresident.Thevicepresidentshallassistthepresidentandcarryoutthepresident’sdutiesinhisorherabsenceorinabilitytoserve.

c. Secretary.Thesecretaryshallkeepallrecordsoftheorganization,takeandrecordminutes,preparetheagendasincoordinationwiththepresident,andsendnoticesofmeetingstothemembership.Thesecretaryalsokeepsacopyoftheoftheminutesbook,bylaws,rules,membershiplist,andanyothernecessarysupplies,andbringsthemtomeetings.

d. Treasurer.Thetreasurershallreceiveallfundsoftheorganization,keepanaccuraterecordofreceiptsandexpenditures,andpayoutfundsinaccordancewiththeapprovaloftheexecutiveboard.Heorshewillpresentafinancialstatementateverymeetingandatothertimesoftheyearwhenrequestedbytheexecutiveboardandmakeafullreportattheendoftheyear.Thetreasurerwillalsoberesponsibleforensuringtimelyfillingofalltaxandgamingreports.

e. MembersAtLarge.TheBoardwillconsistoftheabovementionedofficersandupto4membersatlarge.Membersatlargearesuggestedtobethefollowingcommitteechairs;fundraisingchair,communicationschair,hospitalitychair,and/oroutreachchair.

Section2.Eligibility.Membersareeligibleforofficeiftheyaremembersingoodstandingatleast14daysbeforethenominatingcommitteepresentsitsslate.

Section3.Nominations&Elections.Electionswillbeheldatthesecondtolastmeetingoftheschoolyear.Thenominatingcommitteeshallselectacandidateforeachofficerandpresenttheslateatameetingheldonemonthpriortotheelection.Atthatmeetings,nominationsmayalsobemadefromthefloor.Votingshallbebyvoicevoteifaslateispresented.Ifmorethanonepersonisrunningforandoffice,aballotvoteshallbetaken.

Section4.TermsofOffice.Officersareelectedforoneyearandmayservenomorethantwo(2)consecutivetermsinthesameofficeunlessuncontended.TheTreasurerpositionmustchangeeverytwo(2)consecutivetermstokeepqualitycontrols.

Section5.RemovalFromOffice.Officerscanberemovedfromofficewithorwithoutcausebyatwo-thirdsvoteofthosepresent(assumingaquorum)ataregularmeetingwherepreviousnoticehasbeengiven.

Section6.Vacancies.Ifthereisavacancyintheofficeofthepresident,thevicepresidentwillbecomethepresident.Atthenextregularlyscheduledmeetinganewvicepresidentwillbeelected.Ifthereisavacancyinanyotheroffice,memberswilldillthevacancythroughanelectionatthenextregularmeeting.

ARTICLEVII–MEETINGS

Section1.RegularBoardMeetings.TheregularmeetingoftheBoardshallbeonthesamedayandatthesametimeeachmonth,tobedeterminedbytheexecutiveboard.

Section2.GeneralMemberMeetings.GeneralmeetingswillbeheldatthediscretionoftheBoardwithanannualmeetinginAprilofeveryyear.

Section3.SpecialMeetings.Specialmeetingsmaybecalledbythepresident,anytwomembersoftheexecutiveboard,orfivegeneralmemberssubmittingawrittenrequesttothesecretary.Previousnotice



ofthespecialmeetingshallbesenttothemembersatleast10dayspriortothemeeting,viaemailandphonecalls.

Section4.AnnualMeeting.TheannualmeetingwillbeheldattheAprilregularmeeting.Theannualmeetingisforreceivingreports,electingofficers,andconductingotherbusinessthatshouldarise.

Section5.Quorum.Halfthenumberoftheboardmembersplusoneconstitutesaquorum.

Section6.NotificationofMeetings.Thesecretarywillnotifythemembersofthemeetingsviaemailatleastoneweekpriortothemeeting.

ARTICLEVIII–EXECUTIVEBOARD

Section1.Membership.TheExecutiveBoardshallconsistoftheofficers,principal,andstandingcommitteechairs.

Section2.Duties.ThedutiesoftheExecutiveBoardshallbetotransactbusinessbetweenmeetingsinpreparationforthegeneralmeeting,createsstandingrulesandpolicies,createstandingandtemporarycommittees,preparedandsubmitabudgettothemembership,approveroutinebills,andpreparereportsandrecommendationstothemembership.

Section3.Meetings.Regularmeetingsshallbeheldmonthly,onthesamedayandatthesametimeeachmonth,tobedeterminedbytheboard.Specialmeetingsmaybecalledbyanytwoboardmembers,with24hoursnotice.

Section4.Quorum.Halfthenumberofboardmembersplusoneconstitutesaquorum.

ARTICLEIX–COMMITEES

Section1.Membership.Committeesmayconsistofgeneralmembersandatleastone(1)boardmember.

Section2.StandingCommittees.Thefollowingcommitteesshallbeheldbytheorganization:Fundraising&Events,Nominating,Audit,Communications,andHospitality.

Section3.AdditionalCommittees.Theboardmayappointadditionalcommitteesasneeded.

ARTICLEX–FINANCES

Section1.Atentativebudgetshallbedraftedinthespringforthefollowingschoolyearandapprovedatafallmeetingbyamajorityvoteofthememberspresent.

Section2.Thetreasurershallkeepaccuraterecordsofanydisbursements,income,andbankaccountinformation.

Section3.Theboardshallapproveallexpensesoftheorganization.

Section4.Twoauthorizedsignaturesshallberequiredoneachcheckovertheamountof$200.Authorizedsignersshallbethepresident,treasurer,andprincipal.

Section5.Thetreasurershallprepareafinancialstatementattheendoftheyear,tobereviewedbytheAuditCommittee.



Section6.Thefiscalyearshallcoordinatewiththeschoolyear.

Section7.Uponthedissolutionoftheorganization,anyremainingfundsshouldbeusedtopayanyoutstandingbillsand,withthemembership’sapproval,spentforthebenefitoftheschool.

ARTICLEXI–PARLIAMENTARYAUTHORITY

Robert’sRulesofOrdershallgovernmeetingswhenthearenotinconflictwiththeorganization’sbylawsoranyotherspecialstandingrules.

ARTICLEXII–STANDINGRULES

StandingrulesmaybeapprovedbytheExecutiveBoard,andthesecretaryshallkeeparecordofthestandingrulesforfuturereference.

ARTICLEXIII–DISSOLUTION

Theorganizationmaybedissolvedwithpreviousnotice(14calendardays)andatwo-thirdsvoteofthepresentatthemeeting.

ARTICLEXIV–AMENDMENTS

Thesebylawsmaybeamendedatanyregularorspecialmeeting,providingthatpreviousnoticewasgiveninwritingatthepriormeetingandthensenttoallmembersoftheorganizationbythesecretary.Noticemaybegivenbypostalmail,email,hardcopy,orfax.Amendmentswillbeapprovedbyatwo-thirdsvoteofthosepresent,assumingaquorum.

ARTICLEXV–CONFLICTOFINTEREST

Section1.Purpose.Thepurposeofthisconflictofinterestpolicyistoprotectthistax-exemptorganization’sinterestwhenitiscontemplatingenteringintoatransactionorarrangementthatmightbenefittheprivateinterestofanofficerordirectoroftheorganizationormightresultinapossibleexcessbenefittransaction.Thepolicyisintendedtosupplementbutnotreplaceanyapplicablestateandfederallawsgoverningconflictofinterestapplicabletononprofitandcharitableorganizations.

Section2.Definitions.

a. InterestedParties.Anydirector,principalofficer,ormemberofacommitteewithgoverningboard-delegatedpowerswhohasadirectorindirectfinancialinterest,asdefinedbelow,isaninterestedperson.

b. FinancialInterest.Apersonhasafinancialinterestiftheperson,has,directlyorindirectly,throughbusiness,investmentorfamily:

i. Anownershiporinvestmentinterestinanyentitywithwhichtheorganizationhasatransactionorarrangement;

ii. Acompensationarrangementwiththeorganizationorwithanyentityorindividualwithwhichtheorganizationhasatransactionorarrangement;or

iii. Apotentialownershiporinvestmentinterestin,orcompensationarrangementswith,anyentityorindividualswithwhichtheorganizationisnegotiatingatransactionor



arrangement.“Compensation”includesdirectandindirectrenumerationaswellasgiftsorfavorsthatarenotinsubstantial.

Afinancialinterestisnotnecessarilyaconflictofinterest.UnderSection3b,apersonwhohasafinancialinterestmayhaveaconflictofinterestonlyiftheappropriategoverningboardorcommitteedecidesthataconflictofinterestexists.

Section3.Procedures.

a. DutytoDisclose.Inconnectionwithanyactualorpossibleconflictofinterest,aninterestedpersonmustdisclosetheexistenceofthefinancialinterestandbegiventheopportunitytodiscloseallmaterialfactstothedirectorsandmembersofcommitteeswithgoverningboard-delegatedpowerswhoareconsideringtheproposedtransactionorarrangement.

b. DeterminingWhetheraConflictofInterestExists.Afterdisclosureofthefinancialinterestandallmaterialfacts,andafteranydiscussionwiththeinterestedperson,he/sheshallleavethegoverningboardorcommitteemeetingwhilethedeterminationofaconflictofinterestisdiscussedandvotedupon.Theremainingboardorcommitteemembersshalldecidewhetheraconflictofinterestexists.

c. ProceduresforAddressingtheConflictofInterest.i. Aninterestedpersonmaymakeapresentationatthegoverningboardorcommittee

meeting,butafterthepresentation,he/sheshallleavethemeetingduringthediscussionof,andthevoteon,thetransactionorarrangementinvolvingthepossibleconflictofinterest.

ii. Thechairpersonofthegoverningboardorcommitteeshall,ifappropriate,appointadisinterestedpersonorcommitteetoinvestigatealternativestotheproposedtransactionorarrangement.

iii. Afterexercisingduediligence,thegoverningboardorcommitteeshalldeterminewhethertheorganizationcanobtain,withreasonableefforts,moreadvantageoustransactionoragreementfromapersonorentitythatwouldnotgiverisetoaconflictofinterest.

iv. Ifamoreadvantageoustransactionorarrangementisnotreasonablypossibleundercircumstancesnotproducingaconflictofinterest,thegoverningboardorcommitteeshalldeterminebyamajorityvoteofthedisinteresteddirectorswhetherthetransactionorarrangementisintheorganization’sbestinterest,foritsownbenefit,andwhetheritisfairandreasonable.Inconformitywiththeabovedetermination,itshallmakeitsdecisionastowhethertoenterintothetransactionorarrangement.

d. ViolationsoftheConflictofInterestPolicy.i. Ifthegoverningboardorcommitteehasreasonablecausetobelieveamemberhas

failedtodiscloseactualorpossibleconflictsofinterest,itshallinformthememberofthebasisforsuchbeliefandaffordthememberanopportunitytoexplaintheallegedfailuretodisclose.

ii. If,afterhearingthemember’sresponseandaftermakingfurtherinvestigationaswarrantedbythecircumstances,thegoverningboardorcommitteedeterminesthatthe



memberhasfailedtodiscloseanactualorpossibleconflictofinterest,itshalltakeappropriatedisciplinaryandcorrectiveaction.

Section4.RecordsofProceedings.

Theminutesofthegoverningboardandallcommitteeswithboarddelegatedpowersshallcontain:

a. Thenamesofthepersonswhodisclosedorotherwisewerefoundtohaveafinancialinterestinconnectionwithanactualorpossibleconflictofinterestinconnectionwithanactualorpossibleconflictofinterest;thenatureofthefinancialinterest;anyactiontakentodeterminewhetheraconflictofinterestwaspresent;andthegoverningboard’sorcommittee’sdecisionastowhetheraconflictofinterestinfactexisted.

b. Thenamesofthepersonswhowerepresentfordiscussionsandvotesrelatingtothetransactionorarrangement;thecontentofthediscussion;includinganyalternativestotheproposedtransactionorarrangement;andarecordofanyvotestakeninconnectionwiththeproceedings.

Section5.Compensation.

a. Avotingmemberofthegoverningboardwhoreceivescompensation,directlyorindirectly,fromtheorganizationforservicesisprecludedfromvotingonmatterspertainingtothatmember’scompensation.

b. Avotingmemberofanycommitteewhosejurisdictionincludescompensationmattersandwhoreceivescompensation,directlyorindirectly,fromtheorganizationforservicesisprecludedfromvotingonmatterspertainingtothatmember’scompensation

c. Novotingmemberofthegoverningboardoranycommitteewhosejurisdictionincludescompensationmattersandwhoreceivescompensation,directlyorindirectly,formtheorganization,eitherindividuallyorcollectively,isprohibitedfromprovidinginformationtoanycommitteeregardingcompensation.

Section6.AnnualStatements.

Eachdirector,principalofficer,andmemberofacommitteewithgoverningboard-delegatedpowersshallannuallysignastatementwhichaffirmsthatsuchperson:

• Hasreceivedacopyoftheconflictofinterestpolicy;• Hasreadandunderstoodthepolicy;• Hasagreedtocomplywiththepolicy;and• Understandsthattheorganizationischaritableandthatinordertomaintainitsfederal

tax-exemptstatusitmustengageprimarilyinactivitieswhichaccomplishoneormoreofitstax-exemptpurposes.

Section7.PeriodicReview.

Toensurethattheorganizationoperatesinamannerconsistentwithcharitablepurposesanddoesnotengageinactivitiesthatcouldjeopardizeitstax-exemptstatus,periodicreviewsshallbeconducted.Theperiodicreviewshall,ataminimum,includethefollowingsubjects:



a. Whethercompensationarrangementsandbenefitsarereasonable,arebasedoncompetentsurveyinformation,andaretheresultofarm’slengthbargaining;

b. Whetherpartnerships,jointventures,andarrangementswithmanagementorganizationsconformtotheorganization’swrittenpolicies,areproperlyrecorded,reflectreasonableinvestmentorpaymentsforgoodsandservices,furthercharitablepurposes,anddonotresultininurement,impermissibleprivatebenefit,oranexcessbenefittransaction.

Section8.UseofOutsideExperts.

WhenconductingtheperiodicreviewsasprovidedforinSection7,theorganizationmay,butneednot,useoutsideadvisers.Ifoutsideexpertsareused,theiruseshallnotrelievethegoverningboardofitsresponsibilityforensuringthatperiodicreviewsareconducted.

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