Signed Adams PTO Bylaws (Revised 2015)

Paul Adams Elementary PTO By-Laws

Article I—Name

The name of the Organization shall be the Paul Adams Elementary Parent Teacher Organization (PTO), Inc. (“the Organization”).

Article II—Objective

The objective of the Paul Adams Elementary PTO shall be to enrich and enhance the education of the students; to strengthen communication between parents and staff; to promote school spirit; and to host activities of Paul Adams Elementary School (“the school”).

Article III—Members

Section 1.  The membership of the Organization shall consist of parents and guardians of students attending Paul Adams School, school staff.

Section 2.  Dues will be established by the executive board.

Section 3.  Each member shall have voting rights.

Article IV—Officers and Elections

Section 1.  Officers.  The officers shall be a president, president-elect, vice president, secretary, treasurer, and treasurer-elect.  When the membership deems it prudent, individuals may be elected to serve as co-officers.  Officers shall not be compensated, but may be reimbursed for organizational expenses they incur.

  1. President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the Organization at meetings and outside the Organization, and coordinate the work of all the officers and committees so that the purpose of the Organization is served.


  1. President-Elect. The president-elect shall assist the president, learn and prepare to serve as president, assist other officers in the performance of their duties as required, and perform such other duties as may be assigned by the president and/or executive board. 


  1. 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.


  1. Secretary. The secretary shall keep all records of the Organization, take and record minutes, distribute the agenda, handle correspondence.  The secretary also keeps a copy of the minute book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.


  1. 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.


  1. Treasurer-Elect. The treasurer-elect shall assist the treasurer, learn and prepare to serve as treasurer, assist other officers in the performance of their duties as required, and perform such other duties as may be assigned by the president and/or executive board.


Section 2.  Nominations and Elections.  Elections will be held at the last meeting of the school year.  The nominating committee shall select a candidate for each office and present the slate at the meeting.  At that 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 office, a ballot vote shall be taken.

Section 3.  Eligibility.  Members are eligible for office.

Section 4.  Terms of Office.  All officers other than the president-elect and treasurer-elect are elected for one school year and may be re-elected to serve consecutive terms in the same office.  President-elect and treasurer-elect shall serve two consecutive terms in office, one as the officer-elect and one in the actual 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.  At the next regularly scheduled meeting, a new vice president will be elected.  If there is a vacancy in the office of treasurer, the treasurer-elect will become the treasurer.  At the next regularly scheduled meeting, a new treasurer-elect will be elected.  If there is a vacancy in any other office, members will fill the vacancy through an election at the next meeting.

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 or special meeting where previous notice has been given.

Article V—Meetings

Section 1.  Regular Meetings.  The regular meeting of the Organization shall be on the first Tuesday of each month during the school year at 7 p.m., or at a time and place determined by the executive board at least five calendar days before the meeting.

Section 2.  Special Meetings.  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 five days prior to the meeting by flyer, email, or postal mail.

Section 3.  Quorum.  The Quorum shall be 5 members of the Organization.

Article VI—Executive Board

Section 1.  Membership.  The executive board shall consist of the officers, principal, and assistant principal and one member at large who shall be elected by the membership at the time officer elections.

Section 2.  Duties.  The duties of the executive board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, approve routine bills, prepare reports and recommendations to the membership, and create standing and temporary committees.

Section 3.  Meetings.  Regular meetings of the executive board shall be held monthly on a date and time to be determined by the board.

Section 4.  Quorum.  Half the number of executive board members plus one constitutes a quorum.

Article VIII—Finances

Section 1.  A tentative budget shall be approved in the fall for each school year and approved by a majority vote of the members present.

Section 2.  The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3.  The executive board shall approve expenses of the Organization, prior to the expenditure.

Section 4.  Two authorized signatures shall be required on each check.  Authorized signers may be the president, president-elect, vice president, treasurer, co-treasurer, and secretary.  At least one board member must not have check signing privileges, so that he/she may conduct the monthly bank statement/check reviews.  The Organization is expressly prohibited from using debit and/or credit cards in any manner other than for accepting payment and./or donations.

Section 5.  The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the executive board.

Section 6.  Upon the dissolution of the Organization, any remaining funds shall be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school or donated to the school’s general fund.

Section 7.  The fiscal year shall coordinate with the school year.

Section 8.  The membership and/or the executive board may authorize any officer(s) or agent(s) to enter into any contract and such authority may be general or confined to specific instances.  Unless so authorized, no officer, agent or any other person shall have any power or authority to bind the Organization by any contract or engagement, or to pledge its credit or render it liable pecuniary for any purpose or for any amount.

Section 9.  No loans shall be contracted on behalf of the Organization and no evidence of indebtedness shall be issued in its name unless authorized by a specific resolution approved by the membership at a meeting where a quorum is present.  Without such authority no officer, agent or other person shall have the power or authority to bind the Organization to any such indebtedness or render the Organization liable for the repayment of the same.

Section 10.  All funds of the Organization not otherwise employed, shall be deposited within 48 hours of their receipt to the credit of the Organization in such banks, trust companies or other depositories as the executive board may select.

Article IX—Standing Rules

Standing rules may be approved by the executive board, and the secretary shall keep a record of the standing rules for future reference.

Article X—Dissolution

The Organization may be dissolved with previous notice (sent via flyer, postal mail or email to the membership at least 14 calendar days) and a two-thirds vote on those present at the meeting.

Article XI—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.  Notice may be given by flyer, postal mail or email. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.


The undersigned certifies that the above and foregoing by-laws were approved by a majority vote of the Organization on the         day of             , 2015, as reflected by the minutes of said meeting.



President of the Organization



Secretary of the Organization