a)      The Organization shall be noncommercial, non-sectarian, and nonpartisan.

b)      The name of the Organization or 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 promotion of the Purposes of the Organization.

c)     The Organization shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distribution of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities towards attempting to influence legislation by propaganda or otherwise.

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 legal responsibility to make decisions has been delegated by the people to the Board of Education.

e)      No part of its net earnings will inure to the benefit of private shareholders or individuals.

f)       This Organization will undertake no lobbying activities, which will affect its tax-free status under IRS Regulation 501(c) (3).

f)    This organization will keep permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization, including, specifically, the number of its members, and the dues collected from its members.  Such books shall at all reasonable times be open to inspection by any member of the Organization.

 ARTICLE IV       GOVERNING BODIES

Section 1.                The Executive Board shall consist of the Executive Officers of the Organization.

Section 2.    The General Board shall consist of the Executive Officers of the Organization, the Chairpersons of the Standing Committees, and the faculty representatives.  The principal shall serve as a non-voting ex-officio member.

Section 3.               The General Membership shall consist of the Executive Board, the General Board and all persons who subscribe to the Purposes and Basic Policies of this Organization, providing said persons have paid all fees pertaining to membership.  Faculty may be active members in the Organization and are exempt from all fees pertaining to membership.

ARTICILE V        MEMBERSHIP AND DUES

 

Section 1.                Membership in this PTO shall be made available to any individual who subscribes to the Purposes and basic policies of the Organization, without regard to race, color, creed, or national origin, under such rules and regulations not in conflict with the provisions of these Bylaws.

Section 2.                Only members of the Organization shall be eligible to participate in the business meetings, or to serve in any of its elective or appointive positions.

  

Section 3.                Every individual who is a member of this PTO is entitled to all benefits of such membership.

Section 4.                The Organization shall conduct an annual enrollment of members, but persons may be admitted to membership at any time.

Section 5.                Each Member of the Organization, excluding faculty, shall pay annual dues.

 

Section 6.                Membership in the Organization shall be extended free of charge to all faculty.

Section 7.                The amount of the annual dues shall be recommended by the Executive Board and submitted to the Organization for approval at the final meeting of the school year.

Section 8.                No person shall be denied the right to participate in the activities of the Organization due to financial hardship.  The Executive Committee shall establish a procedure for alternative payments or waivers to insure compliance with this policy.

ARTICLE VI        OFFICERS AND THEIR ELECTION

Section 1.                Each officer of this PTO shall be a member of this PTO. 

Section 2.                Officers and their election:              

a)      The officers of this Organization shall consist of a President, Vice President, a Secretary, and a Treasurer.

b)   A husband and wife team may hold the office of President and/or Vice-President, with the understanding that each office represents one vote.

c)   Officers shall be elected by majority vote at the final meeting of the school year.

d)   Officers shall serve a term of one (l) year, beginning at the spring election meeting and shall remain in office until their successors are elected at the following spring election meeting.

d)      No officer shall be eligible to serve in the same office for more than two (2) consecutive terms

e)      Executive Officers shall serve as the Budget and Finance Committee.

Section 3.                Nominating Committee:       

a)      A Nominating Committee shall make nominations for Officers.  This committee shall be composed of five (5) members of the organization, as appointed by the Executive Board, at least one (1) month prior to the election of officers.  The principal of the school shall be an ex-officio member of the said committee.

b)      The Nominating Committee shall report at the election meeting the name of one candidate for each office to be filled.  At this time additional nominations may be made from the floor, providing said nominee(s) are present or have consented in writing their desire to serve in said office.  Voting shall not be limited to the nominees suggested by the Nominating Committee.

c)      Only those persons who have signified their consent (either in person or in writing) to serve if elected shall be nominated for or elected to such office.

Section 4.                Vacancies

Any vacancy in office because of death, resignation or inability to serve shall be filled by a majority vote of the Executive Committee for the unexpired portion of the term.  However, should a vacancy occur in the office of the President, the Vice President shall immediately assume the office.

Section 5.                More than six months shall be considered a full term.

ARTICILE VII     DUTIES OF OFFICERS

Section 1.                The President shall be the chief executive officer of the organization.  Subject to the powers vested in the Executive Board, the President shall have general charge and supervision of the business and affairs of the organization and shall perform the duties usually incident to the office of president of a not-for-profit corporation organized under the laws of the state of Tennessee.

                              The President shall

a)      preside at all meetings of the Organization and the Executive Board;

b)      enforce the laws and regulations of the Organization;

c)      coordinate the work of the officers;

d)      coordinate the work of the standing committees of the organization;

e)      appoint special committees;

f)       be responsible for updating and maintaining the permanent file; and

g)      perform all other duties usually pertaining to the office.

The President may select a parliamentarian who shall serve with and be a member of the Executive Committee, but shall not be a voting member. 

Section 2.                The Vice President shall

a)      perform such duties in the absence of or inability of the President to discharge his duties,

b)      assist all standing committees as needed;

c)      be responsible for coordinating and working with the Committee Chairperson for Grade Representatives;

d)      arrange for Standing Committees to provide special programs at regular meetings; and

e)      perform all other duties usually pertaining to the office

Section 3                 The Secretary shall

a)      keep and provide to each member of the Executive Board a correct record of all votes and meeting minutes of the Organization, including Executive Board meetings;

b)      the Secretary will be responsible for coordinating and working with the Communications Chairperson;

c)      notify members of Organization meetings; and

d)      perform all other duties usually pertaining to the office.

Section 4.                The Treasurer shall

a)      have custody of all funds of the Organization;

b)      keep an accurate record of receipts and expenditures in books belonging to the Organization;

c)      deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership.  All deposits and/ or disbursements shall be made daily.

d)      disburse the funds according to the approved annual budget or as authorized by the Executive Board;

e)      render to the Executive Board at regular meetings of the Executive Board, or whenever they may require it, an account of all transactions and of the financial condition of the organization;

f)       furnish to the Organization fidelity bonds in amounts determined by the Executive Board.  These bonds shall include all other persons authorized to handle funds and securities of the organization.  The expense of such bonds shall be borne by the Organization;

g)      chair the Budget and Finance Committee;

h)      require two (2) authorized signatures from the Treasurer, Vice President or President for any amount.

i)        leave no less than $500.00 start-up monies in the account for successor; and

j)        perform all other duties usually pertaining to the office.

Section 5.                All officers shall deliver to their successors all official material not later than ten (10) days following the meeting at which new officers assume their duties.

ARTICLE VIII     EXECUTIVE BOARD

Section 1.                The Executive Board shall consist of the President, Vice-President, Secretary and Treasurer of the Organization.

Section 2.                The duties of the Executive Board shall be:

a)      to transact necessary business in intervals between organization meetings and such
other business as may be referred to it by the Organization;

b)      to approve the plans of work of the standing committees;

c)      to present a report at the regular meetings of the Organization;

d)      to select an auditor or independent inspector to audit the accounts of the organization by the end of the fiscal year;

e)      to file a report of the audit/inspection of the financial accounts of the Organization in the permanent records of the Organization

f)       to approve and submit a budget for the year to the General Board for approval to be submitted before the General Membership for adoption;

g)      to approve expenditures; and

h)      to determine the amount of, and authorize payment of fidelity bonds by the treasurer and other persons authorized to handle the funds of the Organization, when applicable.

ARTICLE IX      

BUDGET AND FINANCE COMMITTEE

Section 1.                There shall be a Budget and Finance Committee composed of the Executive Officers of said organization as well as principal and appointed faculty member of the PTO General Board. The Treasurer shall serve as Chairman of the Budget and Finance Committee.

Section 2.                The Budget and Finance Committee shall present to the membership, for approval, at the first general meeting of the year, a budget of anticipated revenue and expenses for the year.  This budget shall be used to guide the activities of the Executive Committee during the year.  Any substantial deviation from the budget must be approved in advance by the membership.

ARTICLE X         FUNDS

Section 1.                All fundraising activities shall be subject to approval through a cooperative written agreement between the PTO Executive Board and the principal of the school.  The disbursements of the proceeds shall be according to the budget as approved by the general membership.

Section 2.                Allotted funds must be disbursed by the end of the current fiscal year.  If funds are not disbursed by fiscal year-end, the funds shall revert to the general account for discretionary use by the incoming Executive Board and new general membership.

ARTICLE XI       

STANDING COMMITTEES/GENERAL BOARD

                              The General Board is made up of the Executive Officers, the Standing Committee Chairpersons and the appointed faculty member with the principal acting as a non-voting ex-officio member.  Meetings of the Executive and General Boards shall be held during the school year, the time to be fixed by the Executive Board at its first meeting of the year.   

Section 1.                The duties of the General Board shall be to:

a)      develop and submit to the Executive Board an overall program for the Organization to be executed by the Standing Committees;

b)      approve the budget submitted by the Executive Board for presentation and approval by the general membership; and

c)      provide guidance as requested by the Executive Board.

Section 2.                Standing committees shall be:

a)      Grade Representatives

b)      Publicity

c)      Hospitality

d)      Fund Raising

e)      Room Parent Coordinator

f)       Newsletter

g)      Teacher Appreciation

h)      Campus/Grounds

i)        Volunteer Coordinator

Section 3.                The chairpersons of all standing committees shall present plans of work to the Executive Board, and no committee work shall be undertaken without approval of the Executive Board.

Section 4.                The chairpersons of all standing committees shall be appointed by a majority vote or removed by a 2/3 majority vote of the elected Executive Officers.

Section 5.                The chairpersons of all standing committees shall have the responsibility to appoint a minimum of two (2) members to their committee.

Section 6.                Committee meetings shall be called at the discretion of the chairperson.  A properly called meeting is defined as a meeting where serious efforts were made to contact all members of the committee and the President by telephone and by email.

Section 7.               Special activities chairs, other than the Nominating Committee, may be appointed or dissolved by the President, as required to promote the interests of the Organization.

Section 8.              

Each Standing Committee Chairperson represents one vote. 

ARTICLE XII      MEETINGS

Section 1.                There shall be five (5) General membership meetings of this Organization.  Five (5) days written notice shall be given of change of date.  If Nannie Berry Elementary is cancelled for any reason on the day of a general PTO meeting, the meeting shall be canceled and/or rescheduled.

Section 2.                Special meetings may be called by the president or by a majority of the Executive Board, five (5) days written notice having been given.

Section 3.                The final meeting of the school year shall be the annual meeting at which time officers shall be elected and installed, dues for the forthcoming school year shall be approved, and written committee reports shall be submitted to the President.

Section 4.                The privilege of holding office, making motions, debating and voting shall be limited to (a) members of the Organization whose dues have been paid and (b) faculty.

Section 5.                Special meetings of the Executive Board and General Board, not defined in Article VII, Section 3, shall be called at the discretion of the President.  A properly called meeting is defined as a meeting where serious efforts were made to contact all members of said Boards by telephone and by email.

Section 6.                A simple majority of the Executive Board shall be designated as a quorum at a properly called Executive Board meeting and shall be entitled to take action on behalf of the Executive Board.

Section 7.                A simple majority of the General Board shall be designated as a quorum at a properly called General Board meeting and shall be entitled to take action on behalf of the General Board.

Section 8.                Those members present at a properly called meeting of the General Membership shall be designated as a quorum and shall be entitled to take action on behalf of the Organization.