K-Beach Elementary PTO Bylaws – 2022-2023
Article I: Name of Organization
The name of the organization shall be the K-Beach Elementary Parent Teacher Organization, herein referred to as the K-Beach Elementary PTO.
Article II: Mission and Purposes
Section 1: Our mission is to foster positive work relationships that strengthen communication and involvement between school staff, district staff, families, and community to enhance student educational and extra-curricular opportunities, to enhance the learning process, and to provide an enjoyable experience for all K-Beach students.
Section 2. The organization is organized exclusively for educational purposes to promote involvement in school activities.
Article III: The following are the basic policies of K-Beach Elementary PTO:
a. The organization shall be noncommercial, nonsectarian, and nonpartisan.
b. The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern.
c. The organization shall not directly or indirectly participate in any political campaign on behalf of or in opposition to any candidate for public office.
d. The organization shall work with the school to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the board of education.
e. No part of the net earnings of the organization shall inure to the benefit of or be distributed to its members, directors’ officers of other private persons except the PTO shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments.
f. Notwithstanding any other provision of these articles, the PTO shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal income tax.
Article IV: Membership
Any parent, foster parent, guardian, or the adult standing in loco parentis for a student at K-Beach Elementary may be a member and shall be able to vote for board members and provide input at general membership meetings. The principal and any staff member employed at the school may be a member and have the same rights. Individuals must complete a membership form and be an approved member to vote. Board will approve membership applications at each meeting.
Section 1. Any individual who agrees with the bylaws of the K-Beach Elementary PTO and desires to be a member of K-Beach Elementary PTO may do so.
Section 2. Membership in K-Beach Elementary PTO shall be made available without regard to national origin, ancestry, race, color, creed, sex, age, disability, physical appearance, sexual orientation, religion, pregnancy, marital or parental status, or political affiliation.
Section 3. The K-Beach Elementary PTO shall conduct an annual enrollment of members but may admit person to membership at any time.
Section 4. There are no annual dues to be a member in PTO.
Section 5. The privilege of voting, holding office, and introducing motions shall be limited to members of the PTO.
Section 6. Each individual member of PTO shall have one (1) vote. Voting may take place in person, being present either in the room or by Zoom, by voice or, upon request, by written ballot.
Article V: Executive Board Officers
Section 1. The PTO shall be governed by an Executive Board, which shall consist of the following officers: president, vice president, secretary, treasurer, school administrator and one alternate.
Section 2. Terms of office: Officers are elected as needed. Each person elected shall hold only one office at a time. Ideally, elections could be staggered so that the board consists of both experienced and new members.
Section 3. Nominations for subsequent year’s PTO board will be open to all eligible members in the spring of each school year. Elections will be held during the final PTO meeting of the year. If more than one person is running for an office, a secret ballot vote shall be taken. The candidate with the most votes wins. An Executive Board year is defined as beginning on July 1 of one year and ending on June 30 of the following year.
Section 4. Eligibility: Anyone running for office on the PTO board must have a student attending K-Beach Elementary.
Section 5: The term of Executive Board officers shall be up to three (3) years.
Section 6. Vacancies: If the president is unable to fulfill his or her duties, the vice-president will assume that position. At the next meeting, a new vice-president will be elected. An unexpected vacancy occurring for any other Executive Board office shall be announced to the members of the PTO at the next regular meeting. Those persons interested in filling the vacancy should contact the Executive Board. After consideration of the candidates, the Executive Board shall vote to fill the vacancy.
Section 7. Removal from office: Officers can be removed from office with legitimate cause by a two-thirds vote of those present at a regular meeting where previous notice has been given.
Article VI: Officer Duties
a. President: The president has duties both as a presiding officer and as an administrative officer. The president or in the president’s absence, the vice president, is the presiding officer over all PTO meetings. The presiding officer calls the meetings to order at the specified time and, if a quorum is present, proceeds with business. The president is referred to as “the chair.”
The president shall serve as leader and key contact for the PTO and the primary contact for the principal, represent the organization at meetings outside the organization, serve as ex-officio member of all committees, appoint chairpersons for special committees, and coordinate the work of all the officers and committees so that the PTO’s objectives can be met.
b. Vice-President: The vice-president shall act as an aide to the president, perform the duties of the president in the absence or inability of that officer to serve, assume other responsibilities as assigned by the Executive Board, coordinate the general activities of any Special Committee created by the Executive Board.
c. Secretary: The secretary shall be the custodian of all PTO records, take and record minutes, handle correspondence, send notices of meetings, and coordinate with the K-Beach Website personnel to keep the K-Beach Elementary PTO web page current. The secretary is responsible for the minutes book containing all minutes, an approved copy of the bylaws, rules, a current membership list, a copy of the projected programs and projects for the year, and any other supplies needed at meetings.
d. Treasurer: The position of treasurer shall be held by the K-Beach Elementary Head Secretary. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, give a written receipt for the funds, and pay out funds in accordance with the approval of the PTO board. He or she will present a financial statement at every meeting, at each general membership meeting, and at other times of the year when requested by the board and make a full report at the beginning and end of the school year.
e. Administrator of the school (Principal or designee): The school administrator position may be filled by either the principal or assistant principal at any meeting.
f. Alternate board member: The alternate will become a voting member should any board member not be present at a meeting.
PTO Officers are given authority to go over an approved amount not to exceed $100.
Article VII: Meetings
Section 1. Regular meetings: General PTO meetings shall be held a minimum of every other month during the school year. The PTO board members will meet monthly. Meeting dates will be scheduled and announced by the PTO board and principal at least two weeks prior to each meeting.
Section 2. Additional meetings: Additional meetings may be called by the president, any two members of the executive board, or five members submitting a written request to the secretary. Notice of the additional meeting will be sent to board members at least 10 days prior to the meeting.
Article VIII: PTO Board (Board comprised of officers) and Duties
Section 1. Duties. The duties of the PTO Board shall be to prepare for general meetings, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to PTO members, approve expenditures, and prepare reports.
Section 2. PTO Board Meetings will be held monthly. Committee chairpersons are invited to PTO board meetings when needed. Additional meetings may be called by any two board members with 48 hours notice.
Section 3. Quorum: A minimum of three PTO board officers must be present at all meetings.
Section 4. Removal and vacancies: See Article IV, Sections 4 and 5.
Article IX: Committees
Section 1. Membership: Committees may consist of members and board members, with the president acting as an ex-officio member of all committees.
Section 2. Standing committees: The following committees may be held by the organization: Fundraising, Teacher Appreciation, Family Events.
Section 3. The board may appoint additional committees as needed.
Article X: Finances
Section 1. In the spring of each school year, an initial budget shall be drafted by the PTO board members with input from K-Beach Elementary PTO staff and families for the upcoming year. This budget will be approved at the May general meeting by a majority vote of the board members present. This budget will then be in place for the upcoming school year. The budget will include a non-allocated portion of $500 minimum.
Section 2: PTO funds shall be used for programs, events/activities, and items that directly benefit the students of the school; with the exceptions of special events such as Teacher Appreciation Week.
Section 3. The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 4.The board shall approve, by majority vote, all expenses and income of the organization. Expenses less than $500.00 may be taken from the non-allocated portion of the budget if funds are available. Expenses in excess of $500 must be reviewed for approval by the board at general membership meetings after input is taken.
Section 5. All accounting and purchases will be processed by the treasurer utilizing the KPBSD Accounting Department and procedures.
Section 6. The treasurer shall prepare a financial statement at the end of the year to be reviewed by the new PTO board prior to the last day of school.
Section 7. Unless other arrangements have been made with the board, all approved receipts for the current school year must be turned in within 30 days of purchase date in order to be guaranteed reimbursement. This gives the PTO board an appropriate amount of time to prepare an accurate budget for the following year. This budget will be presented and approved at the May general meeting.
Section 8. Grants for teachers: Teachers may submit a grant application for school appropriate activities or supplies for students. The application must be submitted to the Principal no later than one week prior to the board meeting, and if approved, it will be forwarded to the PTO board. If the application is for an amount less than $500 the board may approve without input from the general membership. If the application is for an amount that exceeds $500 the board must present it to the general membership for a vote. Grant applications could take up to 2 months for final approval & funding.
Section 9.The fiscal year begins July 1 and ends June 30.
Section 10. Upon the dissolution of the PTO, current board members will pay all outstanding bills. Any remaining funds will be reallocated to K-Beach Elementary.
Article XI: Parliamentary Procedures
At the start of each academic year, the PTO will discuss rules of procedures for its meetings and decide whether strict adherence to Robert’s Rules of Order is desirable. Robert’s Rules shall govern the PTO in all cases in which they are not inconsistent with the procedures agreed upon by the PTO.
Article XII: Rules
Standing rules may be approved by the PTO Board, and the secretary shall keep a record of the standing rules for future reference.
Article XIII: Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at a meeting.
Article XIV: Bylaws and Amendments
These bylaws may be rewritten at the discretion of the current PTO board. Amendments must be approved by a two thirds vote of the board.
ADOPTION and AMMENDMENTS OF BYLAWS: Adopted bylaws by the general PTO on November 17, 2022. Amended on 8.24.23