Cicely L. Tyson School of Performing and Fine Arts PTO
ARTICLE I – NAME, DESCRIPTION & PURPOSE
Section 1: NAME – The name of the organization shall be (The Cicely L. Tyson School of Performing and Fine Arts PTO). The PTO is located at (35 Winans Avenue, East Orange, New Jersey 07017).
Section 2: DESCRIPTION – The PTO is a non-profit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section of the Internal Revenue Code.
Section 3: PURPOSE – The PTO is exclusively for charitable and educational purposes under section 501© (3) of the Internal Revenue Code. Actions are taken for the relief of poor/underprivileged and advancement of their education.
ARTICLE II – MEMBERSHIP
Section 1: Membership shall be only voted in by the Ex. Board to all parents and guardians of (Cicely L. Tyson School) students, plus all staff at (Cicely L. Tyson). There will be $5.00 annual membership fee. Members have voting privileges, one vote per person.
ARTICLE III – OFFICERS
Section 1: EXECUTIVE BOARD–The Executive Board shall consist of the following officers: (1) President, (1) Vice Presidents, (1) Recording Secretary, and (1) Treasurer. Officer positions can be shared only stated by the president when the board needs someone to step in those officers positions. The School Principal has no voting rights but can be an active member and allowed to make recommendations to the Executive Board.
Section 2: TERM OF OFFICE – The term of office for all officers is two year, beginning immediately upon election, and ending upon officer election the following school year.
Section 3: QUALIFICATIONS – Any PTO member in good standing may become an officer of the PTO once there is a position is open. They can served even if their child do not attend Cicely L. Tyson.
Section 4: DUTIES –Executive Board –Will develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, approve by majority vote of the Board expenditures of no more than $200.00 and must have receipts. The PTO Box which will have the check book and or petty cash will be in a safe location at the school. Mange communications and marketing for the PTO including, but not limited to the PTO newsletters, email broadcasts, website, bulletin boards, etc.
President – Preside at General PTO meetings and Executive Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO.
Vice President – Oversee the committee system of the PTO, assist the President and chair meetings in the absence of the President.
Recording Secretary – Record and distribute minutes once the president has looked them over and get an approval from the vice president of all Executive Board. The president and secretary will also do meetings and all General PTO meetings, prepare agendas for official PTO meetings, and hold historical records for the PTO.
Treasurer – Serve as custodian along with the president of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, and with the president will hold all financial records.
Section 5: BOARD MEETINGS – The Executive Board shall meet every other month during the school year, or at the discretion of the President.
Section 6: REMOVAL –Once an officer misses three meetings and do not follow the procedures of the Ex. Board that person or persons can be removed from office for failure to fulfill his/her duties, after reasonable notice. This could be by verbal and written letter. The majority votes of the Executive Board determine that an Ex. Board Member shall have that right to remove that officer!
Section 7: VACANCY – If a vacancy occurs on the Executive Board, the President will call a special meeting to fill the vacancy for the remainder of the officer’s term.
ARTICLE IV – MEETINGS
Section 1: GENERAL PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held every other month .Also, if the president feels the need to have an emergency meeting during the school year or at the discretion of the Executive Board.
Section 2: VOTING – Active member in good standings at a PTO meeting is eligible to vote. Absentee, proxy or telephone conference votes are allowed and the Ex. Board only can do these three times out of the year.
Section 3: QUORUM – Four (4) members of the PTO present and voting constitute quorum for the purpose of voting and hold meetings.
ARTICLE V – FINANCIAL POLICIES
Section 1: FISCAL YEAR - The fiscal year of the PTO begins the third week of August and ends June 30th of the following year.
Section 2: BANKING - All funds shall be kept in a checking account in the name of (Cicely L. Tyson School PTO Parent Account), requiring two signatures of the Executive Board and held at a local financial institution.
Section 3: REPORTING - All financial activity shall be recorded in a manual or computer-based accounting system. The Treasurer responsibility is to reconcile the account(s) monthly and report all financial activity monthly to the president.
Section 3: ENDING BALANCE –All ending balance shall be reconciled by the treasurer and president at the end of each fiscal year. This will include all financial activities in a manual or computer-based account system.
Section 4: CONTRACTS - Contract signing authority is limited to the President or the Vice Presidents designee.
Section 5: Acknowledgement- The president will have the power to also recognize the officers of their outstanding work with the funds in some small way when it permits! This will also include training on being a better Board Member for workshops that may come up throughout the year!
ARTICLE VI – BYLAW AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. 2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.
ARTICLE VII - DISSOLUTION
In the event of dissolution of the PTO, any funds/assets remaining shall be donated to the entity known as ”Cicely L. Tyson Community School of Performing and Fine Arts” as long as it is exempt under IRS code section 501©3 at the time of the PTO dissolution. If said entity is not exempt under IRS section 501©3 at the time of the PTO’s dissolution then said funds/assets will be distributed to another entity which is exempt under IRS code section 501©(3) at the time of the PTO”s dissolution.
ARTICLE VIII - PARLIAMENTARY AUTHORITY
The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”
Deborah Reynolds, President Date
Tabitha Yates Vice President, Middle/High School Date
Doraine Boyington, Treasurer Date
Jacqueline Bourne, Secretary Date
These bylaws were adopted and revised on September 13th, 2015,
By all of the Executive Board!