CENTER VALLEY

PARENT TEACHER

ORGANIZATION

ARTICLES OF ORGANIZATION

AND BY-LAWS

ORIGINAL 08.10.1993

1ST REVISION 03.12.1998

2ND REVISION 10.01.12

3RD REVISION 04.05.2013

4TH REVISION

09.06.2024

Index

ARTICLE I Name

ARTICLE II Articles of Organization

ARTICLE III Purpose

ARTICLE IV Basic Policies

ARTICLE V Membership and Dues

ARTICLE VI Officers and Their Elections

ARTICLE VII Executive Committee/Board

ARTICLE VIII Duties of Officers of the Executive Board

ARTICLE IX Meetings

ARTICLE X Committees

ARTICLE X Duties of Committee Chairs

ARTICLE XII Fiscal Year

ARTICLE XIII Parliamentary Authority

ARTICLE XIV Amendments

This is the fourth revision of our By-Laws. This was submitted by Committee members Brooklyn Newton, Peyton Reinhart, Paige Frealy, Jeremy Ward, Heather Strasner and Megan Strain for approval on September 6, 2024. This revision reflects changes that have been made in the structure of our organization since the original By-Laws were established in 1993. The third revision was submitted by Committee members for approval April 5, 2013. The second revision was submitted by committee members October 5, 2012. The first revision was submitted March 12, 1998 by Terri McCraw, Dana Washam, Melanie White, and Barbara Mabry. The original By- Laws were submitted for approval August 10, 1993 by committee members Rhonda Rodgers, Terrey Sutterfield, Trina Story, and Pam Bregar.)

ARTICLE I: Name

The name of this organization is the Center Valley Parent-Teacher Organization (PTO). It is a local PTO unit organized under the authority of the parents and teachers of Center Valley Elementary School, Russellville, Arkansas.

ARTICLE II: Articles of Organization

The article of organization of a local PTO includes the By-Laws of such organization.

ARTICLE III: Purposes

The objectives of the organization are:

To promote the welfare of children and youth in the home, school, community, and place of worship.

To secure adequate laws for the care and protection of children and youth.

To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.

To develop between educators and the general public such united efforts as well secure for all children and youth the highest advantage in physical, mental, social, and spiritual education.

ARTICLE IV: Basic Policies

The following are basic policies of this organization:

The organization shall be non-commercial, non-sectarian, and non-partisan.

The name of the organization or the names of the members in their official capacities shall not be used in any connection with commercial concern, with any partisan interests, or for any purpose not appropriately related to promotions for the Objects of the organization.

The organization 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.

The organization shall not devote more than an insubstantial part of its activities to attempt to influence legislation by propaganda or otherwise.

The organization shall work with schools to provide equal education for all children and youth, and shall seek to participate in the decision making process establishing school policy.

The organization shall recognize that the legal responsibility to make that the legal responsibility to make decision has been delegated by the people to the boards of education

The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments the bind the organization

In the event of the dissolution of the organization, its assets shall be distributed for one or more of the exempt purposes specified in the Section 501c3 of the Internal Revenue Code.

ARTICLE V: Membership and Dues

Section 1. Any parent or guardian of an enrolled student, or an approved person of contact of enrolled student, or a current faculty or staff member who subscribes to the purpose of this PTO may become a member of this PTO upon payment of annual dues. Every individual who is a member of this PTO is, by virtue of the fact, entitled to all benefits of such membership. Membership in the PTO shall be available without regards to race, color, creed, or national origin, under such rules and regulation.

Section 2. The organization shall conduct an annual enrollment of members, but persons may be admitted to membership at any time

Section 3. Each member of the organization shall pay annual dues in the amount of $5.00 per person or $8.00 per couple per school year. Membership annual dues may be changed by a majority of the general membership at the last meeting of each school year.

Section 4. Only members of this organization shall be eligible to vote in the business meeting or to serve in any of its elective appointed positions.

ARTICLE VI: Officers and Their Elections

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

Section 2. Officers and their elections:

The officers of this organization shall consist of offices chosen by the nominating committee for each school term.

Officers shall be elected by majority vote by the month of May, with the exception of the President who will be elected in April. If there is but one nominee for any office, election for that office may be voted by voice vote.

Officers, with the exception of the President, assume their duties following the close of the school year and shall serve for a term of one year or until their successors are elected. The President assumes his/her position at the last meeting of the school year, presiding over the last part of this last general meeting.

A person shall not be eligible to serve more than two consecutive terms unless voted on by a majority vote in the general PTO meeting.

Section 3. Nominating Committee

There shall be a nominating committee who shall be elected at least one month prior to the election of officers.

The nominating committee shall nominate an eligible person for each office to be filled and report its nominees to the Executive board prior to the second to last meeting of the school year. At this general meeting, nominees will be presented at which time additional nominations may be made from the floor. At this time a vote must take place. The slate of officers must be approved by a majority of the general membership present at the meeting.

Only those persons, who have signified their consent to serve are elected, shall be nominated for or elected to such office. The nominating committee members are responsible for obtaining the consents.

Section 4. Vacancies

The office of any officer who is absent from two consecutive Executive Board Meetings, without an excuse acceptable to the Executive Board, shall be declared vacant by the Board and this office shall be filled at the regular meeting of the organization. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by majority vote of the Executive Board, notice of such election has been given. In case action must be approved by majority vote at the general meeting.

ARTICLE VII: Executive Board

Section 1. The Executive Board shall consist of the officers of organization, designated by the Nominating Committee for that school term, and the principal of the school or a representative appointed by him/her.

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

To transact necessary business in the intervals between organization meetings and such other business as may be referred to by the organization.

To create standing and special committees (in conjunction with Nominating Committee decisions).

To approve the plans of work of the standing committees.

To present a report of the organization at regular meetings

To present individual committee reports. Report(s) shall be given by the Executive Board member who oversees that particular committee or someone delegated in his/her place.

To select an auditor or an auditing committee to audit the Treasurer’s accounts.

To prepare and submit to the organization for adoption a budget for the year based on recommendations from the Budget Committee.

To approve routine bills within the limits of the budget.

Section 3. Regular meetings of the Executive Board shall be held during the year, the time to be fixed by the Board by the last meeting of the school year for the following year.

Section 4. Recommendation for Executive Board Positions

President

Parliamentarian

Secretary

Treasurer

Fundraising Coordinator

Teacher Representative

Principal

These are recommendations only and should be modified as needed according to the needs of the organization at the current time.

ARTICLE VIII: Duties of Executive Board Officers

Section 1. The President

The President shall preside at all meetings of the organization and of the Executive Boards, shall be a member of all committees, and shall coordinate the work of the officers and committees of the organization. In order that the objectives of the organization may be promoted. The President is responsible for establishing agendas and constructing the organizational meetings within the guideline of the By-Laws.

The position of President may be co-chaired. Present and Co-Chair must be voted into the positions at the elective meeting stated on Page 7, Article IX, section 3.

Section 2. The Parliamentarian

The Parliamentarian shall advise the presiding officer on parliamentary law and matters of procedure as needed. He/She shall act as an aid to the President, and shall, in his/her designated order, perform the duties of the President in his absence or inability of that officer to act.

The Parliamentarian position must be filled by a CVE PTO Board Member with at least 2 years or more of service or a CVE PTO member with at least 3 or more years of service.

Section 3. The Secretary

The Secretary shall record the minutes of all meetings of the organization and Executive Board, shall have available a current copy of the By-Laws, shall maintain an attendance list as needed, and shall perform such other duties as may be delegated to him/her.

Section 4. The Treasurer

The Treasurer shall have custody of all the funds of the organization and shall keep a full and accurate account of any receipts and expenditures. In accordance with the budget adopted by the organization or expenditures voted on by a majority vote at a meeting, the Treasurer shall make disbursements as authorized by the president, Executive board, or the organization. Two persons, the Treasurer and one other person, either the President, or Parliamentarian, upon the absence of the President, shall sign checks or vouchers. Monies not to exceed one hundred dollars can be distributed as needed by the Treasurer, with the approval of the President.

With the exception of Fourth Grade Promotion and field trips taken after April 1st, all teacher receipts for reimbursement are due to the Treasure by April 15th of the current school year.

A financial statement shall be presented at every meeting of the organization and at other times when requested by the Executive Board. The Treasurer shall make a full report at the meeting at which new officers assume their duties. At the end of the fiscal year, the Treasurer’s accounts shall be examined by an auditor or by an auditing committee of not less than three members of the Executive Board. The auditor(s) satisfied that the Treasurer’s annual report is correct, shall sign a statement of fact at the end of the report.

Section 5. Fundraising Chairperson

The Fundraising Chairperson shall be responsible for overseeing all fundraisers held during his/her term of office. These fundraisers may include, but not limited to, any brochure sales, and the Cougar Fall Fest. All major fundraisers activities shall be presented to the Executive board for consideration. Then must be voted on and approved by majority vote at a general organization meeting. A report for each fundraising activity shall be prepared and submitted to the Treasurer and the President, including all revenue as well as itemized expenses.

Section 6. Teacher Representative

The teacher Representative shall act as a liaison between the organization and the teachers. All requests from teachers will come through the Teacher Representative.

Section 7. Principal

The Principal shall also act as a liaison, between the organization, teachers, and staff, to help promote the objects of the organization.

All the officers of the organization shall perform the duties outlined in these By-Laws and those assigned to them from time to time. Upon the expiration of the term of office or in case of resignation, the officer shall turn over to the President, without delay, all records and other materials pertaining to the officer, and shall return to the Treasurer, without delay, all funds pertaining to the office. For information pertaining to individual committee responsibilities, refer to the Center Valley Elementary Executive Board Committee Position Descriptions.

ARTICLE IX: Meetings

Section 1. Meeting times will be determined by majority vote of the general membership by the last meeting of the school year for the following year. The president may change these times, with one week’s notice, with approval from a majority vote of the Executive Board and/or the Principal, if unforeseen conflicts arise.

Section 2. A special meeting of the association may be called by the President or by a majority or the Executive Board, one day’s notice having been given.

Section 3. The election meeting for members of the Executive Board shall be held no later than the May meeting with the exception of the President whom will be elected in April.

Section 4. A majority of members present and voting shall constitute a quorum for the transaction of business in any meeting of this organization.

Section 5. Special Voting: Voting as to purchase of an item with a value of $1,000 or greater may be voted on at a general PTO meeting by members present and via absentee vote. All absentee votes must be turned in within 24 hours of the PTO meeting. Only members of the PTO may vote. Member's names and vote should be written on paper, placed in an envelope, and the envelope placed in the PTO box in the CVE office.

ARTICLE X: Committees

Section 1. Only members of the organization shall be eligible to serve in any elective or appointive positions.

Section 2. The Executive Board may create such standing committees as it deems necessary to promote the Objects of and carry on the work of the organization.

Section 3. The chairman of each standing committee shall present a plan of work to the Executive Board for approval. Expenditures shall be planned according to the approved budget amount for the particular committee. Any additional expenditures outside the allotted budget amount shall be brought before the Executive Board and/or general membership for consideration and approval. All receipts should be kept and promptly turned over to the Treasurer.

Section 4. The power to form special committees, or to re-organize any existing committee(s) and appoint members, rests with the Nominating committee and/or Executive Board.

Section 5. Recommendation for Committee Chair Positions

Tshirt Coordinator

Room Parent Coordinator

Volunteer Coordinator

Hospitality Chair

Seasonal Decor Chair

These are recommendations only and should be modified as needed according to the needs of the organization at the current time.

ARTICLE XI: Duties of Committee Chairs

Section 1. T-Shirt Coordinator

The T-Shirt Coordinator shall be responsible for overseeing and coordinating the t-shirt fundraiser in conjunction with the Treasurer and Fundraiser Chairperson.

Section 2. Room-Parent Coordinator

The Room-Parent Coordinator shall be responsible for organizing and coordinating all room parents in all grades. He/She shall be responsible for overseeing all events coordinated by the room parents, including but not limited to Christmas parties, Valentine parties, and classroom activities.

Section 3. Volunteer Coordinator

The Volunteer Coordinator shall oversee the recruiting and scheduling of needed volunteers for the miscellaneous events at Center Valley School, events such as Kindergarten Screening, Vision/Hearing Screening, Field Day, etc. The Volunteer Coordinated shall also oversee the Membership drive, and at the end of this drive provide a list of members to the President and Secretary for the school term.

Section 4. Hospitality Chair

The Hospitality Chairperson shall be responsible for overseeing and coordinating all events arranged by the Hospitality Committee. These events all involve the serving of refreshments, and/or food, and may include, but not be limited to Kindergarten Registration, Grandparents’ Tea.

Section 5. Seasonal Decor Chair

The Seasonal Decor Chair shall be responsible for decorating the school lobby and front door outdoor area for the various holidays/seasons as follows, Fall( in conjunction with Cougar Carnival), Christmas, Valentines Day and Teacher Appreciation Week.

ARTICLE XII: Fiscal Year

The fiscal year of this organization shall begin June 1st and ends May 31st

ARTICLE XIII: Parliamentary Authority

Robert’s Rules of Order, Newly Revised, shall govern the organization in all cases in which they are applicable and in which they are not in conflict with these By-Laws

ARTICLE XIV: Amendments

Section 1. These By-Laws may be amended at any regular meeting of the organization provided that notice of the proposed amendment shall have been given at least thirty days prior to the meeting at which the amendment is voted upon; that a quorum has been established. By-Laws amendments require a two-third vote of the members present and voting.

Section 2. A Committee may be appointed to submit a revised set of By-Laws as a substitute for the existing By-Laws only by a majority vote at a meeting of the organization, or by a two-thirds of the Executive Board. The requirements for adoption of a revised set of By-Laws shall be the same as in the case of an amendment.

Section 3. The organization is organized exclusively for charitable, religious, educational, and/or scientific purpose under section 501c3 of the Internal Revenue Code.

We, the governing body of the Center Valley PTO, adopted the following amendment…

… into our organizing document on ___________________________________.

Attested by:

_______________________________

President

_______________________________

Treasurer

______________________________

Date