Bylaws of the Parent Teacher Organization of Horace Mann Dual Language Magnet School

 Article I. Name

The name of this organization is The Parent Teacher Organization of Horace Mann Dual Language Magnet School, address of 1243 N. Market, Wichita, Kansas 67214.  References herein shall refer to  “PTO” or “the organization”. 

Article II. Objectives

The objectives of this organization are:

1.      To promote the welfare of the students of our school.

2.      To make available the tools and environment necessary to foster learning by our students.

3.      To promote the active participation by parents in all aspects of their children’s education and welfare.

4.      To work to foster an environment in which the children of our diverse student body will grow into responsible citizens.

5.      To promote open communication between the administrations, teachers, staff, and parents.

Article III. Basic Policies

The following are the basic policies of this organization:

1.  The program of this organization shall be educational and shall be developed by members through meetings, committees, projects, and programs.

2.  The organization shall be noncommercial, nonsectarian, and nonpartisan.

3.  The organization or members in their official capacities shall not endorse a commercial entity or engage in activities not related to promoting the Objectives of the organization.

4.  In keeping with Horace Mann’s bilingual focus (English and Spanish); the organization shall attempt to provide all communication in both languages.

5.  In the event of the dissolution of this organization, its assets shall be distributed for educational purposes of the students of Horace Mann.

Article IV. Membership

Section 1 Eligibility

Membership in the organization is open to parents or legal guardians of students currently attending Horace Mann, current administration, teachers, and staff of Horace Mann.

Section 2 Enrollment

All eligible persons who wish to become members of the organization shall be required to complete an enrollment form.  Enrollment forms shall be distributed at the first meeting of each school year and will be available at every subsequent regular meeting.  All eligible persons may enroll at any time during the school year and their membership is in effect until the beginning of the next school year.

Section 3 Voting Privileges

Each eligible person who has submitted an enrollment form shall be entitled to one (1) vote each. Persons submitting an enrollment form are not eligible to vote until the subsequent regular meeting.

Section 4 Dues

Membership in the organization shall not be contingent on the payment of any dues.

Article VI. Officers and Their Duties

Section 1 Titles

The elected officers of the organization shall make up the Executive Board and be comprised exclusively of PTO members.  These officers shall include: Co-Presidents, Vice-President, Secretary, Secretaria, and Treasurer.  The Horace Mann principal or designated school representative shall serve as an ex-officio member of the executive board.

Section 2 Terms of Office

·    Elected officers shall assume their official duties on the last day of the current school year, and shall serve for a term of one year or until their successors are elected.

·    No officer shall serve in the same office for more than four consecutive terms.  One who has served more than one-half of a term shall be credited with having served that term.

·    One person may not serve in more than one office at the same time.

Section 3 Duties of Officers

(1) Co – Presidents

In the attempt to fairly reflect and represent the diversity of families that comprise our school, our organization shall have two presidents:  one president shall come from a primarily English-speaking home, and the other from a primarily Spanish-speaking home.  These presidents shall share responsibilities as mutually agreed upon.

The Presidents shall preside at all meetings of the organization and of the executive board, be member ex-officio of all committees except the nominating committee, perform such other duties as may be prescribed in these bylaws or assigned by the organization or by the executive board, shall coordinate the work of the officers and committees, and shall have signature rights to the PTO bank account. It is this officer that shall compose the monthly agenda and make it available in both languages.

(2) Vice president

The Vice-President shall act as aide to the Presidents and perform the duties of the President in the President’s absence or inability to serve.  Additionally, the Vice-President will serve as chairperson of the fundraising committee.

(3) Treasurer

The Treasurer shall have custody of all the funds of the organization; shall keep a full and accurate account of receipts and expenditures; and shall make disbursements in accordance with the approved budget and executive committee.  Checks shall be drawn upon signature of the treasure or the president.  The treasurer shall present a statement of account at every meeting of the organization, or in the event of their planned absence from a meeting; a written statement of account shall be made available to the secretary in advance of the meeting.  The treasurer shall make a full annual report at the last membership meeting of the school year.

The treasurer’s account shall be examined annually by an auditor or an auditing committee of not less than three members, who, satisfied that the treasurer’s annual report is correct, shall sign a statement of this fact at the end of the treasurer’s annual report.  The auditor or auditing committee shall be appointed by the executive committee at least two weeks before the last membership meeting of the school year. 

(4) Secretary and Secretaria

The Secretary shall be from a primarily English-speaking household, and the Secretaria from a primarily Spanish-speaking household.  Responsibilities of this office shall be divided between the two as mutually agreed upon so as to maximize communication in the language and culture in which each officer is most fluent.  Responsibilities include recording the minutes of all meetings of the organization and of the executive board, handling all correspondence, maintaining records, making minutes available, maintaining sign-in sheets and making membership enrollment forms available at every meeting and upon request, maintaining a list of members and their contact information, and performing such other duties as may be delegated by the executive board.

Section 4 Nominating Procedures

·    A nominating committee shall be appointed by the executive committee at least two months prior to the election of officers.  The committee shall be composed of at least three members.

·    The nominating committee shall nominate eligible candidates for the offices to be filled and report its nominees at a regular membership meeting at least one month prior to the election of officers, at which time additional nominations may be made from the floor.

·    Only those persons who have consented to serve if elected shall be eligible for nomination, either by the committee or from the floor.  Nominations for office shall be accepted until two weeks before the scheduled election of officers.

·    The Nominating Committee shall also be responsible for conducting the election process.

Section 5 Elections and Voting

·    The annual election of officers shall take place during the May regular membership meeting. 

·    Each member of the organization is entitled to one vote in the election. 

·    If any position is contested, then voting shall be by written ballot.

·    Ballots shall be printed with instructions in English and Spanish.

·    Ballots shall be counted immediately and in the presence of the members.

·    Election shall be by the greatest number of votes received for that office.  In case of a tie, a new vote will be held under the direction of the Nominating Committee, preferably at that same regular meeting.

·    If no positions are contested for any office, then the Secretary shall be asked to cast one vote for all nominees, and they shall be considered elected.

·    When the final tally of votes is complete, the chairperson of the Nominating Committee shall announce the results of the election to the membership.

·    A meeting including outgoing and incoming officers shall take place within thirty (30) days following the election, at which all information records and data must be transferred to the incoming Executive Board. 

Section 6 Vacancies

A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the executive board, notice of such and election having been given.  In case a vacancy occurs in the office of President, the Vice-President shall assume the office. 

Section 7 Disciplinary Action

An officer who fails to attend three (3) consecutive Executive Board meetings or General Membership Meetings without good cause, following written notice from the Executive Board shall be removed from office by 1.) recommendation of the Executive Board or 2.) motion from a member and majority vote of the membership present at the subsequent General Membership Meeting.

In the case of accused misconduct or neglect of duty of an officer, the officer may agree to resign from office.  If the officer does not agree to resign, he/she may be removed only after:

1.A motion is presented by any member during any meeting to appoint a review committee.  The motion must be approved by vote of the general membership.

2.The majority of the review committee must be composed from the general membership.  Executive Board members against whom charges are being contemplated may not serve on the review committee.

3.The review committee must investigate the charge of misconduct and present its findings and recommendations during a General Membership Meeting within a period not to exceed sixty (60) calendar days from the date of the establishment of the review committee. The general membership shall then vote to remove or absolve the officer(s).

Article VII. Executive Board

Section 1 Composition

The Executive Board shall consist of the elected officers, the immediate past-president of the PTO; the Principal of the school or the Principal’s appointed representative, and a school faculty member.

Section 2 Powers and Duties

The duties of the Executive Board shall be:

1.   to create standing committees

2.   to approve the plans of work of the committees

3.   to present a report at the regular membership meetings

4.   to appoint an auditor or auditing committee at least two weeks prior to the last regular membership meeting to audit the treasurer’s accounts.

5. to compose a standing yearly budget prior to the first general meeting to be voted upon and approved at that meeting

6.  to approve expenditures

Section 3 Meetings

Regular meetings of the Executive Board shall be held monthly unless otherwise designated by the Executive Board.  

Article VIII. Committees

Section 1 Standing Committees

·    At the last general membership meeting of the year, the President shall request the names of persons interested in serving as chair or co- chairs of a committee and shall appoint (and may remove) committee chairpersons with the approval of a majority vote of the Executive Board.  Volunteers for these committees may be solicited at this time or anytime thereafter by the committee chairperson(s).

·    It shall be the responsibility of the committee chairpersons to: schedule meetings as necessary; keep an accurate record of names and contact information of all committee members; notify committee members of the committee activities; schedule, organize and manage the required activities, income and expenses of the committee, approve the expenses of the committee with the executive board prior to any expenditures made, and to ensure that their committee is represented at each general membership meeting.

·    There shall be the following standing committees:

 (1) Fundraising Committee

         This committee shall organize and operate all fundraising activities for the organization.  Close cooperation with the Treasurer is required to ensure all funds are properly accounted for.  At no time shall only one person be solely responsible for the accounting of any monies made. Two committee members will be present and account for the totals and transfer to the treasurer at time of the deposit. ( The PTO Vice President is the chair of this committeed.)

 (2) Parents in the Classroom Committee

       This committee shall coordinate, actively solicit, and encourage involvement of parents in the classroom and school.  Members of this committee shall ideally include all “room parents”.  This committee shall be responsible for compiling a class list for each classroom consisting of the names of all classmates, their parent(s) or guardian(s) names, contact information (with family consent), and preferred home language.  This class list will be distributed to each child to take home, and the list shall be kept by the committee for the duration of the school year and updated and made available as necessary. 

 (3) Facilities Committee

       This committee shall meet regularly to assess facilities and needs (such as playground, grounds and maintenance, recreational equipment, cafeteria, computer room, etc.) and provide feedback and suggestions for plans of action to the membership.

 (4) Library Committee

       This committee shall assist Librarian in organizing annual book fairs and recruiting volunteers to staff the fairs.  The committee is free to organize other activities geared toward encouraging literacy and love of reading, for example by encouraging all students and families to obtain their Wichita Public Library Card.

 (5) Cinco de Mayo Committee

       This committee’s primary responsibility shall be planning and coordinating the annual “Cinco de Mayo” festival.

  (6) Teacher/Staff Appreciation Committee

       This committee shall coordinate/plan the dinner(s) hosted by the PTO for the teachers and staff during parent-teacher conferences, shall be responsible for buying any appreciation gifts for teachers/staff throughout the year, and for bringing teachers/staff to the attention of the PTO when recognition is appropriate and to thereby suggest and enact a means of congratulations or recognition. 

  (7) Volunteer Committee

         This committee is responsible for the tracking and maintaining the volunteer sign in sheets that are collected during enrollment. It is the committee’s duty to man the PTO table during the  enrollment week. All sign in sheets are to be made available to the specific committees they pertain to and master copies of those lists are to be kept by the committee chairperson.

Section 2 Ad Hoc Committees

·    Where an issue or situation arises that necessitates the establishment of a committee, an ad hoc committee may be formed by the Executive Board to meet the need, and dissolved when the need no longer exists or turned into a standing committee, by majority vote of the Executive Board.

·    The President shall appoint (and may remove) committee chairpersons with the approval of a majority vote of the Executive Board.

·    Upon the formation of such ad hoc committees and, if necessary, at any time thereafter, the President and the committee chairpersons shall recruit and solicit volunteers to serve on this committee and shall provide continuing opportunities for members to join such committees.

·    It shall be the responsibility of the ad hoc committee chairpersons to: schedule meetings as necessary; keep an accurate record of names, addresses and phone numbers of all committee members; notify committee members of the committee activities; schedule, organize and manage the required activities, incoming and expenses of the committee.

Article IX. Membership Meetings

Section 1 Regular Membership Meetings

·    Regular membership shall be held on the second Monday of each month from September through May at 5:30pm unless otherwise designated. 

·    A schedule of proposed meetings shall be prepared by the Executive Board for distribution at the first regular membership meeting of the school year.  

·    Written notice of each membership meeting shall be distributed at least one week prior to the scheduled meeting date. The agenda for that meeting shall be posted in the main office also one week prior to that meeting. Both available in English and Spanish.

·    All members of the organization may attend and participate in the meetings.  All other persons may attend as observers and may speak and otherwise participate at the discretion of the chair.

·    Every attempt will be made to have a USD 259 English/Spanish translator at every regular membership meeting.

Section 2 Special Membership Meetings

Special membership meetings may be called by the President or upon receipt by the President of a written request from ten (10) members of the organization to deal with a matter or matters of importance which cannot wait until the next Regular Membership Meeting, with a minimum of forty-eight (48) hours written notice to the members stating precisely what the topic of the special meeting will be.

Section 4 Order of Business

Except where changed by majority of the Executive Board, the order of business observed at all meetings shall be as follows:

1. Call to Order

2. Reading and Approval of Minutes

3. President’s Report

4. Treasurer’s Report

5. Principal’s Report

6. Old Business

7. New Business

8. Open Business

9. Adjournment

In the interest in brevity and concise communication in a bilingual environment, lengthy debate and discussion will be actively discouraged during general membership meetings.  Issues requiring lengthy examination, discussion, and debate will be referred to committee for later presentation at general membership meeting. 

Article X. Parliamentary and Other Authority

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the organization in all applicable cases that do not conflict with these bylaws or overriding school regulations or laws.

Article XI. Amendments to These Bylaws

Section 1 Amendments

These bylaws may be amended at any regular meeting of the organization by a two-thirds vote of those members present and voting, provided that notification of the proposed amendments have been provided to the membership in writing at least 25 days prior to the meeting.  Amendments are effective immediately unless otherwise stated in the motion.

Section 2 Bylaws Review

A thorough review of these bylaws shall be conducted every three years.  Copies of the bylaws shall be distributed to all members of the organization and shall be available upon request from the Secretary.

Section 3 Current Status

The above bylaws were adopted by the membership on May 12, 2008 and it is due for review in August, 2011.

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