By-laws of the Chatham Parent Teacher Organization, Inc.
Article I – Name
The name of the organization shall be the Chatham Parent Teacher Organization, Inc.
Article II – Purpose
The corporation is organized for the purpose of supporting the education of children at Chatham Elementary School, Middle School and High School by fostering relationships among the schools, parents, and teachers.
Article III – Members
Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principals and any teacher employed at the schools may be a member and have voting rights.
Section 2. Dues, if any, will be established by the Executive Committee. If dues are charged, a member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights.
Article IV – Officers and Elections
Section 1. Officers. The officers shall be a president, vice president, treasurer and secretary.
a. President. The president shall preside over meetings of the organization and Executive Committee, serve as the primary contact for the school principals, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.
b. 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.
c. 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 Committee. He or she will present a financial statement at every meeting and at other times of the year when requested by the Executive Committee, and make a full report at the end of the year. He or she will work in conjunction with the Certified Public Accountant chosen by the Officers to ensure timely reporting and tax filings.
d. Secretary. The Secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.
Section 2. Nominations and Elections. Annual elections will be held at the Corporation’s Annual Meeting each May. The nominating committee shall select a candidate for each office and present the slate of candidates at the monthly meeting held one month prior to the Annual Meeting; nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented; if more than one person is running for an office, a ballot vote shall be taken. Winners will be determined by majority vote.
Section 3. Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate.
Section 4. Terms of Office. Officers are elected for one-two (2) year term and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time.
Section 5. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. If there is a vacancy in any office other than the President, the Nominating Committee shall be activated, and it shall present its recommendation for the filling of such vacancy to the membership at the next regularly scheduled meeting. An election shall be held at such meeting in the manner prescribed in Article III, Section 2, above.
Section 6. Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Article V – Meetings
Section 1. Regular and Annual Meetings. Regular meetings of the organization shall be held on a monthly basis and notice of the same shall be given by the Secretary at least two (2) weeks prior to the scheduled meeting by (a) email to the email address provided by the member to the organization; (b) website posting, or (c) notice in the Chatham School Bulletin. The annual meeting will be held at the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise.
Section 2. Special Meetings. Special meetings may be called by the president, any two members of the Executive Committee, or ten (10) general members submitting a written request to the secretary. Notice of the special meeting shall be sent to the members by the Secretary in the same manner as for regular meetings, at least ten (10) days prior to the meeting.
Section 3. Quorum. The quorum shall be ten (10) members of the organization.
Article VI – Executive COMMITTEE
Section 1. Membership. The Executive Committee shall consist of the officers.
Section 2. Duties. The duties of the Executive Committee shall be to transact business between meetings, prepare 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 special funding requests, and prepare reports and recommendations to the membership.
Section 3. Meetings. Regular meetings shall be held monthly to be determined by the Executive Committee. Special meetings may be called by any two (2) Executive Committee members, with 24-hours notice.
Section 4. Quorum. Half the number of Executive Committee members plus one constitutes a quorum.
Article VII – Committees AND REPRESENTATIVES
Section 1. Membership. Committees may consist of members and Executive Committee members, with the president or vice president acting as an ex officio member of all committees.
Section 2. Nominating Committee. At the beginning of each fiscal year, the Executive Committee shall appoint three (3) members to serve on the Nominating Committee for that fiscal year.
Section 3. Representatives. At the beginning of each fiscal year, the Executive Committee shall appoint one (1) member to serve as representative for each school, for a total of three (3) members. To be a Representative, the member must be a parent, guardian, or other adult standing in loco parentis for a student at the particular school, or be the principal or a teacher at the particular school, that the member will represent. The Representatives shall represent the interests of that particular school at the general meetings, and to the Executive Committee. The Representative shall also serve as the liaison for activities, fundraisers, projects and events at their respective school.
Section 4. Additional Committees. The Executive Committee may appoint additional committees as needed.
Article VIII – Finances
Section 1. A tentative budget shall be drafted in the spring for each upcoming school year and approved by a majority vote of the members present at the May annual meeting.
Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 3. The Executive Committee shall approve all expenses of the organization. Any contracts, agreements or proposals signed or entered into on behalf of the organization without the express written approval of the Executive Committee shall become the personal liability of the person entering into the contract, not that of the organization, and such person shall thereafter indemnify and hold harmless the Executive Committee and the organization from any and all costs, obligations and liability associated with such contract, agreement or proposal, including all costs and attorney’s fees.
Section 4. Two (2) authorized signatures shall be required on each check over the amount of $500.00. Authorized signers shall be the president, vice president and treasurer.
Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Executive Committee, or by such other committee as the Executive Committee may appoint for this purpose, and by the Certified Public Accountant chosen by the officers.
Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, assigned to the succeeding organization, if any, or spent for the benefit of the school.
Section 7. The fiscal year shall coordinate with the school year (i.e., July 1 through June 30).
Article IX – Dissolution
The organization may be dissolved at any regular or special meeting, providing that notice of said meeting and purpose thereof has been given at least fourteen (14) calendar days prior to said meeting, said notice being given in the manner provided under Article V, Section 1, a quorum being present at said meeting, and a two-thirds vote of those present at the meeting called for said purpose.
Article XII – Amendments
These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary in the manner provided in Article V, Section 1. Amendments will be approved by a two-thirds vote of those present at such a meeting, assuming a quorum being present.