Bylaws
Article I – Name
The name of the organization shall be Mangum Elementary School PTO, Inc.
It shall meet at Mangum Elementary School, 9008 Quail Roost Road, Bahama, NC 27503.
Article II – Purpose
Section 1: Support Children's Education
The corporation is organized for the purpose of supporting the education of children at Mangum Elementary School by:
Partnering with school administrators, faculty, and parents to provide a safe, positive learning experience for the children.
Promoting programs that result in excellence and achievement at both the individual and school level.
Promoting parent involvement by providing opportunities to volunteer in the school.
Raising funds to provide for the above.
Fostering goodwill and support for the school in the community.
Promoting and Encouraging communication among families, parents, teachers and administration.
Section 2: Programming
The objectives of the Mangum PTO shall be promoted through programs directed toward parents, students, teachers, staff, and the general public; developed through committees, projects and programs; and governed and qualified by the basic policies set forth in the articles below.
Section 3: Nonprofit
The association is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).
Article III - Policies
Section 1: Neutral and Nonprofit
The Mangum PTO shall be noncommercial, nonsectarian, nonpartisan, and nonprofit.
Section 2: 501(c)(3)
The Mangum PTO shall operate exclusively for charitable, educational, scientific and literary purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code.
Section 3: Non-interference
The Mangum PTO shall cooperate with the school to support the improvement of education in ways that will not interfere with the administration of the school, and shall not seek to control the administrative policies of the school.
Section 4: Noncommercial and nonpartisan
The name of the Mangum PTO and the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the objectives of the Mangum PTO.
Section 5: Nonpolitical
The Mangum PTO shall not directly or indirectly participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office, nor devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
Article IV – Members and Dues
Section 1: Eligibility
Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member. Teachers and staff employed at the school may be a member and have voting rights. Membership shall be available without regard to race, creed, religion or national origin. Paid members have voting rights.
Section 2: Establishment
Dues will be established by the executive board.
Section 3: Enrollment
This PTO shall conduct an annual enrollment of members, but may admit individuals to membership at any time.
Section 4: Dues
Annual dues for membership shall be established by majority vote of the Mangum Elementary School PTO Executive Board at the start of the fiscal year (July 1st).
Section 5: Member Privileges
The privileges of membership shall be the right to hold office or appointed position, make motions, chair a committee, and vote. Only those members current in payment of membership dues, if any, are eligible to vote or to serve as an officer or representative of the Organization. Non-members are welcome to attend meetings and may ask questions and participate in discussions as recognized by the President.
Section 6: Good Standing
Member in good standing:
Have paid their dues to the Mangum PTO for the year.
Adhere to and promote the Mission, values, and basic policies of the Mangum PTO.
Members who wish to run for office, must be up to date on their membership dues, and should show commitment to the school by having volunteered in 2-3 PTO functions during the previous 12 months, and be a DPS approved volunteer.
Article V - Officers
Section 1: Positions
The officers shall be a president, vice president, secretary, treasurer and parliamentarian.
Section 2: President
The President shall preside over meetings of the organization and board of directors and provide the agenda or designate another board member to prepare the agenda, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of the grade parent committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.
Section 3: 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. The vice president shall serve as an ex officio member of all committees, except the nominating committee, to coordinate the work of committees so that the purpose of the organization is served.
Section 4: Secretary
The secretary shall take and record minutes, prepare the agenda if instructed by the President, handle correspondence, and send notices of meetings to the membership as needed.
Section 5: 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 6: Parliamentarian
The parliamentarian shall be responsible for ensuring accountability and integrity of all Officers and PTO members by making sure that Robert's Rules of Order, and the bylaws of this organization are followed during all meetings of this PTO. The parliamentarian will be knowledgeable of these bylaws and Robert's Rules of Order. Review the bylaws annually and suggest revisions to the executive board; serve as Chair of the Nominations Committee; and make updates to bylaws and standing rules as approved by the general membership.
Section 7: Vacancies
A vacancy occurring in any office shall be filled for the unexpired term by a person elected by the Executive Board, unless:
A vacancy should occur in the office of the President, the Vice President shall fill that vacancy; or
A vacancy occurs in any Executive Board office, in which case the remaining Executive Board members shall elect a replacement to serve the remainder of the current year’s term. Should that vacancy occur 6 calendar months or less before the term ends, the President shall temporarily fill the position.
Section 8: Filling Vacancies
If there is a vacancy in the office of president, the vice president will become president and assume the duties of that office accordingly for the balance of the term. In filling the vacancy, the vice president shall be entitled to continue in the presidency for the following term (year), provided that they have not fulfilled more than one full term. At the next regularly scheduled general 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 general meeting. Notice of filling such vacancy must be given no less than 30 days prior to the next scheduled meeting.
A vacancy occurring in any other office shall be filled by a majority vote of all the remaining Executive Board members. If the office of the President becomes vacant, a Vice President shall assume the duties as Interim President as long as less than one half of the calendar year has passed. If less than one half of the calendar year has passed when the Presidency becomes vacant then the Vice President will assume the President’s position and carry out the remainder of the President’s current term.
Accepting resignations will require a vote by the remaining Executive Board members and a quorum must be met. Once a resignation is accepted by the remaining Executive Board members then the general membership must be notified of the position change within one calendar week either by a flyer sent home, phone call, email, post on the PTO website, or Facebook post.
Article VI - Executive Board
Section 1: Executive Board Membership
The Executive Board shall consist of the officers of the Organization, the Principal, Assistant Principal of the School or his or her designated representative, and a teacher/staff liaison. The faculty representative shall be selected annually by the Principal or by the faculty in whatever manner the faculty deems appropriate. Chairpersons of the standing committees and of then active special committees may be invited to attend Executive Board Meetings that pertain to their committee.
A. Teacher Liaison - Appointed by the Principal or may be voluntary. This is not an elected position and is not considered an officer. He/she act as liaison between Mangum PTO Board and the staff, and shall assist the principal in the presentation of funding requests on behalf of the staff. In the absence of the Principal, he/she will present funding requests and shall report PTO activities at Staff meetings. The teacher liaison is a voting member as part of the Executive Board. There shall be a max of two (2) liaisons.
B. Principal - Acts as an advisor and representative of Mangum Elementary and DPS. Presents funding requests at meetings for consideration. The Principal retains final approval or veto power of any function, if said function will interfere with procedures, policy and/or the best interest of Mangum Elementary. The Principal can NOT be an authorized signatory on Mangum PTO checks. He/she is a voting member as part of the Executive Board.
Section 2: Officer Duties
The duties of the Officers 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: Auditing
The Executive Board will select an auditor or an auditing committee to audit the PTO accounts, at the end of each fiscal year, before the books are passed to the next elected Treasurer.
Section 4: Officer Notebooks
All officers shall maintain a notebook with information pertinent to the office and deliver to their successor this notebook and any other pertinent materials within 15 days following the date upon which their successor assumes the duties.
Section 5: Attendance
All officers shall make their best efforts to attend all regular and special meetings of the Executive Board and the PTO; All officers shall perform the duties in these bylaws and those assigned from time to time; Officers shall assume their official duties July 1 after the election and serve for a term of one year ending the following June 30; and no officer shall serve in the same position for more than two consecutive one year terms in the same position. Officers are limited to a maximum of two one-year terms, unless no other candidates are willing to run for that office. In that case, the incumbent may seek an additional one-year term.
Section 6: Meetings
Regular meetings shall be held monthly, on the same day and time, to be determined by the board.
Section 7: Special Meetings
Special meetings may be called by the president, or when requested by a board member.
Section 8: Quorum
Half the number of board members plus one constitutes a quorum.
Article VII - Nominations and Elections
Section 1: Nominations
Thirty days prior to the date of the last general meeting, members may send nominations for positions via letter, or email. Members should nominate candidates who have particular skills, abilities or expertise needed by Mangum Elementary PTO and/or who have demonstrated a willingness to contribute time and effort on behalf of Mangum PTO.
Eligible Candidates are described as those who have a child attending Mangum and are currently paid members of the PTO.
Any officer or committee chair that did not fulfill their entire term/ obligations will not be considered / allowed to run for the same position the following school year
Section 2: Eligibility and Voting
Members are eligible for office if they are members in good standing and are a DPS approved volunteer. The vote shall be conducted by written or email ballot prior to the last meeting. Should there be a tie, the Nominating Committee will cast the deciding vote as long as a nominee is not part of the Nominating Committee. If a nominee is part of the Nominating Committee then the Executive Board will cast the deciding vote by majority.
Section 3: Notice of Candidates
The Parliamentarian shall post the list of candidates in a bulletin, newsletter, email or other communication distributed through the students no later than ten days before the date of the annual meeting. The list may include a brief statement of the qualifications of each candidate.
Section 4: Opportunity to Speak
Each candidate will submit a bio as an opportunity prior to voting.
Section 5: Voting
The PTO does not allow absentee voting during the annual election. Voting will take place by online ballot. Dues are paid to be a Member, only PTO members may vote. This includes all staff and faculty.
Section 6: Term Limits
Officers are elected for two consecutive one year terms and may serve no more than two(2) consecutive one year terms in the same office. A term is defined as one year. Each person elected shall hold only one office at a time. Officers are limited to a maximum of two one-year terms, unless no other candidates are willing to run for that office. In that case, the incumbent may seek an additional one-year term.
Article VIII – Meetings
Section 1: Executive Board Meetings
The regular meeting of the organization shall be at a time and a place determined by the executive board at least one month before the meeting.
Section 2: General Meetings
Dates of general meetings will be determined by the PTO Executive Board and announced via the school calendar and flyers going home with students, email, phone calls or social media. The board will schedule one fall and one spring general meeting and others as necessary.
Section 3: Annual Meetings
The Annual meeting will be held in May at the last general meeting of the PTO. The Annual meeting is for receiving reports, electing officers and conducting other business that should arise. Notice of this meeting will be given via the school calendar and flyers going home with students.
Section 4: Special Meeting
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 least 5 days prior to the meeting, by flyer and phone calls, social media, or email.
Section 5: Quorum
The quorum of the general membership shall be 10 members of the organization.
Article IX – Committees
Section 1: Committee Membership
Committees may consist of members and board members, with the vice president acting as an ex officio member of all committees.
Section 2: Nominating Committee
This committee shall be comprised of the following:
The Parliamentarian (who shall serve as the chair of the Committee),
A staff liaison
One other board member excluding President or Principal.
The nominating committee's job is to:
promote the upcoming election,
explain the requirements for the elected positions,
reach out to potential candidates,
accept nominations,
manage the actual election process.
The nominating committee must be unbiased throughout its work and must be kept confidential.
Section 3: Audit Committee
Consisting of no more than three (3) members shall be appointed by the Executive Board at the end of the year. The audit committee shall review the books and records of the PTO and report to the PTO at a meeting at the beginning of the next school year. The President, Principal nor Treasurer may be a member of this committee.
Section 4: Duties of Committee Chairs
Chairpersons shall:
Attend monthly meetings.
Present a plan of work to the Board of Directors for any committee that raises and/or expends funds for the organization. No committee work in the name of the organization may be undertaken without the consent of the Board of Directors.
Submit oral reports, when needed, at regular organizational meetings.
Deposit with the Treasurer all monies collected in the name of the organization, preferably at the end of the project but no later than five days following the closing of any fundraising project or event. Upon deposit the chairperson should request a receipt.
Present to the Executive Board a final written report at the monthly meeting following the completion of a project or event. Projects and committees extending in excess of one month shall submit monthly financial and progress reports.
Section 5: Additional Committees
The board may appoint additional committees as needed.
Article X – Finances
Section 1: Budget
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: Accounts
The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 3: Expenses
The board shall approve all expenses of the organization.
Section 4: Authorized Signatures
Two authorized signatures shall be required on each check over the amount of $200.
Authorized signers shall be the president and treasurer.
The vice-president or secretary can also be an authorized signature on the account in the case of emergency situations where one of the others cannot sign.
The Principal can not be an authorized signature.
Section 5: Financial Reporting
A financial report shall be provided at each meeting which includes:
budgeted and actual figures.
the period that the report covers,
what funds have been provided to the PTO
and any fundraising activities have taken place during that period,
as well as any purchases.
List all Receipts in detail and the total $ amount,
as well as all disbursements paid out
and the total $ amount.
The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Audit Committee.
Section 6: Fiscal Year
The fiscal year shall coordinate with the school year.
Section 7: Donations
Any donation received and not designated for a specific purpose, shall go to the general operating fund.
Section 8: Personal Benefit
Funds raised shall not be used for personal benefit of PTO Officers and chairs.
Section 9: Fiscal Standards
The Executive Board shall endeavor to follow the generally accepted standards of fiscal management as written in the Durham Public Schools Fundraising Groups Booklet, revised by DPS Financial Services, January 2017.
Section 10: Membership
When money is collected for a person for membership dues a receipt will be issued stating the person's name with a membership voting card.
Section 11: Public Review
Federal Law requires that a nonprofit tax-exempt organization's IRS Form 1023 and copies of the organization's annual information returns (IRS Form 990 or 990EZ) for the most recent three(3) years be available for public review when requested.
Article XI- Resignation and Removal From Office
Section 1: Resignation
A. An Executive Board Officer may resign from office if the resignation is presented in writing and delivered to the entire Executive Board.
B. Executive board accepts resignation
C. In the event the President chooses to resign, the President must deliver the resignation to the entire Executive Board who will relay the information to the paid membership.
D. In the event of the resignation of the Treasurer notice must be delivered to the entire Executive Board. If this occurs prior to the end of their term, the Treasurer must prepare a final financial report and return all records, books, Mangum PTO money and other materials pertaining to the committee.
E. A Committee Chairperson may resign from office if the resignation is presented in writing and delivered to the President along with all records, books, Mangum PTO money and other materials pertaining to the committee.
Section 2: Removal From Office
A. Any Executive Board Officer or Committee Chairperson may be removed from office when the Executive Board determines by a majority vote if the person:
Fails to fulfill the responsibilities of the position
Knowingly violates one or more of the Mangum PTO policies and/or procedures.
B. The following steps for removal from office shall be taken (as applicable):
Two or more Executive Board Members challenge the fitness of Committee Chairperson or other Executive Board Officer to continue to serve and bring the issue to the President or Vice President with supporting evidence.
The Executive board officers notifies the person in question and all other Executive Board Members within two (2) days of becoming aware of the request for removal.
The President or Vice President calls a special meeting with the person in question and Executive Board Members. If the person in question does not agree to a meeting within seven (7) days, the Executive Board will vote to remove them by quorum from their position.
C. All Executive Board members must vote by secret ballot on the grounds for removal of the person in question. A quorum (½ the Executive board plus 1) is required for removal from office. The Parliamentarian shall count the votes.
D. The President or Vice President, if applicable, shall notify the person in question of the vote.
E. Such proceedings shall be kept confidential and be closed to the general membership. After removal, general membership will be notified, but reasons will be kept confidential.
Article XII - Parliamentary Authority
Robert's Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws. The Bylaws supersede Robert Rules of Order.
Article XIII - Standing Rules
Standing Rules may be approved by the Executive Board, and the secretary and the parliamentarian shall keep a record of the standing rules for future reference.
Article XIV: Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting. 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.
Article XV - Amendments
These bylaws may be amended at any regular or special meeting or via email and then sent to all members of the organization.
Notice may be given by postal mail, email, fax or by a phone call.