Article I: Name
The name of this organization is the Somers Parent-Teacher Organization (PTO), Somers CT PTO.
Article II: Purpose
Section 1: The purposes of the PTO are
Section 2: The purposes of the PTO are promoted through an advocacy and educational program directed towards parents, teachers, and the general public; developed through conferences, committees, projects and programs; and governed and qualified by the basic policies set forth in Article III.
Section 3: The organization is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).
Article III: Basic Policies
The following are basic policies of the Somers PTO:
Article V: Membership and Dues
Section 1: All adult members of the Somers Elementary School & Mabelle B. Avery Middle School community (defined as parents/ guardians, teachers and staff) have a vote in regards to the work of the Somers CT PTO.
Section 2: Financial support may be requested by way of dues in support of this PTO. Dues may be solicited once a year, but shall be accepted at any time during the school year without regard to race religion, sexual orientation, color, creed or national origin. Payment of dues does not confer any obligations or responsibilities by the payor.
Section 3: Each member of the Somers Elementary School & Mabelle B. Avery community is welcome to attend all board meetings. Those attending in the general meetings will have one vote on matters placed before the community.
Article VI: Executive Officers
Section 1: The executive officers of Somers PTO shall be a president or co-presidents, a vice president, a secretary, and a treasurer.
Section 2: Executive officers shall be elected in the month of May.
Section 3: The vote shall be conducted by ballot and a majority vote shall elect. When there is only one candidate for any office that election may be held by voice vote.
Section 4: The following provisions shall govern the eligibility of individuals to be officers of the Somers PTO:
Section 5: Officers shall assume their official duties at the beginning of the fiscal year in which they are elected and shall serve for a term of one year or until their successors are elected.
Section 6: A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the vice president. The executive officers shall fill any vacancy in the office other than president.
Section 7: There shall be one or more nominations from the floor of regular general membership meeting at least one month prior to the election of officers.
Article VII: Duties of Executive Officer
Section 1: The president shall:
Section 2: The vice president shall:
Section 3: The secretary shall:
Section 4: The treasurer shall
Section 5: All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in the case of resignation, each officer shall turn over to the president, without delay, all records, books, and other material pertaining to the office, and shall return to the treasurer, without delay, all funds pertaining to the office.
Article VIII: Executive Board
Section 1: The executive board of Somers PTO shall be a president or co-presidents, a vice president, a secretary, and a treasurer.
Section 2: Duties of the executive board shall be to:
Section 3: If any member of the executive board shall at any time cease to meet the qualifications or fulfill the duties of the position, that person may be removed from the board by resolution adopted by the executive board.
Section 4: Regular meetings of the executive board shall be held with the site and time to be fixed by the board at its first meeting of the year.
Section 5: Special meeting of the board may be called by the president or when requested by a majority of the members upon three days written notice to each member of the board.
Section 6: At all meetings of the board, a majority of the members of the board shall constitute a quorum for the transaction of business.
Section 7: Upon the expiration of the term of office or when individuals cease to hold the position that entitles them to be a member of the board, they shall automatically cease to be a member of the board and shall be relieved of all duties and responsibilities incident to such membership. All records, books and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within 14 days.
Article IX: General Membership Meetings
Section 1: Regular meetings of the organization shall be held with the date and time to be fixed by the board, unless otherwise provided by the organization or by the executive board, seven days’ notice having been given to a change of date.
Section 2: Special meetings of the organization may be called by the president or by majority of the executive board, three days’ notice having been given
Section 3: The annual meeting shall be held in September.
Section 4: Three (3) members shall constitute a quorum for the transaction of business in any meeting of this organization.
Article X: Committees
Section 1: Only current members of Somers PTO shall be eligible to serve in any elected or appointed position.
Section 2: The executive officers may create such standing committees as it may deem necessary to promote the objectives 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. No committee work shall be undertaken without the consent of the executive board.
Section 4: The executive officers may create such special committees as it may deem necessary to promote the purposes of the PTO and carry on the work of Somers PTO.
Section 5: The president shall be a member of ex-officio of all committees except nominating committee.
Section 6: All committee duties must be performed prior to the end of the fiscal year including submissions of receipts to the treasurer. Any outstanding commitment to be held over to the next fiscal year must be presented at the last meeting of the fiscal year.
Section 7: Only those who have consented to serve shall be nominated or appointed.
Section 8: Diversity, PTO knowledge, and professional expertise shall be guiding principles when making nominations or appointments.
Article XI: Fiscal Year
The fiscal year of this PTO shall begin on July 1 and end on the following June 30
Article XII: Parliamentary Authority
The rules contained in the current edition of Roberts Rules of Order, Newly revised shall govern the Somers PTO in all cases in which they are applicable and in which they are not in conflict with these bylaws.
Article XIII: Amendments
Section 1: These bylaws may be amended at any regular general membership meeting of the Somers PTO by a two-thirds vote of those present and voting, provided that notice of the amendment has been given at the previous regular..
Section 2: A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws by a majority vote at a meeting of the association, or by two-thirds vote of the executive board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment.
Section 3: Those failing to meet to the qualifications or to fulfill the responsibilities of their positions shall be removed according to the policies of Robert’s Rules
Article XV: Money Handling Procedures
Section 1: Only current members of the Somers PTO may handle PTO money at a PTO function/event.
Section 2: Two members shall be present in the room where the event is being held and where the cash box is located.
Section 3: At the closing of the event, one executive board members and one member in good standing must count, date and sign a PTO deposit receipt showing the correct amount of the deposit.
Section 4: If a deposit receipt is not available, the executive officer may create a deposit slip.
Section 5: If the money being counted is not an event, (i.e. fundraiser money), then at least one executive board member and one member in good standing should be present to count and sign deposit receipt.
Section 6: All monies should be deposited by a member who has signed the deposit slip within 3 (three) business days.
Section 7: General Mills Box Tops must follow the money handling procedures with the exception that Box Tops must be submitted within month from day they were counted.
Article XVI- Conflict of Interest Policy
Section 1: Purpose
The purpose of the conflict of interest policy is to protect the interests of this tax-exempt organization, (the “Organization), when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Section 2: Definitions
Section 3: Procedures
The name of this organization is the Somers Parent-Teacher Organization (PTO), Somers CT PTO.
Article II: Purpose
Section 1: The purposes of the PTO are
- To promote the welfare of children and youth in home, school and community.
- To raise the standards of home life.
- To secure adequate laws for the care and protection of children and youth.
- To bring into closer relation the home and 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 will secure for all children and youth the highest advantages in physical, mental, social and spiritual education.
Section 2: The purposes of the PTO are promoted through an advocacy and educational program directed towards parents, teachers, and the general public; developed through conferences, committees, projects and programs; and governed and qualified by the basic policies set forth in Article III.
Section 3: The organization is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).
Article III: Basic Policies
The following are basic policies of the Somers PTO:
- The organization shall be noncommercial, nonsectarian and nonpartisan.
- The organization shall work with the schools and community to provide quality education for all children and youth and shall seek to participate in the decision making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities and local education authorities.
- The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools and the community at large.
- No part of the net earnings of the organization shall insure the benefit of, or be distributed to, it members, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
- Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (I) by an organization exempt from federal income tax under Section 501 (c)(3) of the internal Revenue Code of (ii) by an organization, contributions to which are deductible under Section 170 (c)(2) of the Internal Revenue Code.
- Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations or organizations that have established their tax-exempt status under Section (c)(3)..
- The organization or members in their official capacities 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, and candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
Article V: Membership and Dues
Section 1: All adult members of the Somers Elementary School & Mabelle B. Avery Middle School community (defined as parents/ guardians, teachers and staff) have a vote in regards to the work of the Somers CT PTO.
Section 2: Financial support may be requested by way of dues in support of this PTO. Dues may be solicited once a year, but shall be accepted at any time during the school year without regard to race religion, sexual orientation, color, creed or national origin. Payment of dues does not confer any obligations or responsibilities by the payor.
Section 3: Each member of the Somers Elementary School & Mabelle B. Avery community is welcome to attend all board meetings. Those attending in the general meetings will have one vote on matters placed before the community.
Article VI: Executive Officers
Section 1: The executive officers of Somers PTO shall be a president or co-presidents, a vice president, a secretary, and a treasurer.
Section 2: Executive officers shall be elected in the month of May.
Section 3: The vote shall be conducted by ballot and a majority vote shall elect. When there is only one candidate for any office that election may be held by voice vote.
Section 4: The following provisions shall govern the eligibility of individuals to be officers of the Somers PTO:
- Each executive officer shall be a member of Somers PTO.
- No executive officer may be eligible to serve more than three consecutive terms in the same office unless no nominations have been made.
- A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.
Section 5: Officers shall assume their official duties at the beginning of the fiscal year in which they are elected and shall serve for a term of one year or until their successors are elected.
Section 6: A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the vice president. The executive officers shall fill any vacancy in the office other than president.
Section 7: There shall be one or more nominations from the floor of regular general membership meeting at least one month prior to the election of officers.
- Only those individuals who are current members of Somers PTO and who have signified their consent to serve if elected shall be nominated for, or elected to, such office.
- Only those individuals who have been members of the Somers PTO before March 1st is eligible to vote and be nominated in current election.
Article VII: Duties of Executive Officer
Section 1: The president shall:
- Preside at all meetings of Somers PTO;
- Serve as an ex officio member of all committees except nomination;
- Sign all contracts.
- Coordinate the work of the officers and committees of Somers PTO in order that the purposes are achieved according to the best interest of the Somers PTO, the Bylaws and Standing Policies;
- Perform such other duties as may be provided for by these bylaws, prescribed by the parliamentary authority, or directed by the executive officers.
Section 2: The vice president shall:
- Act as an aide to the president;
- Perform the duties of the president in the president’s absence or inability to serve;
Section 3: The secretary shall:
- Record the minutes of all meetings of the Somers PTO;
- Be prepared to read the records of any previous meeting;
- File all records;
- Have a current copy of the bylaws;
- Have a current copy of the membership list;
- Perform other delegated duties assigned.
Section 4: The treasurer shall
- Have custody of the funds of Somers PTO;
- Maintain a full account of the funds of Somers PTO;
- Make disbursements as authorized by the president, executive board, or Somers PTO in accordance with the budget adopted by Somers PTO;
- Have vouchers signed by two people; the treasurer and another executive officer;
- Maintain a full and accurate account of the receipts and disbursements in the books belonging to the Somers PTO;
- Provide a written financial statement to the general membership at every meeting of the organization and at other times when requested by the executive board;
- Present an annual report for the financial condition of the organization;
- Submit the books annually for an audit by an auditing committee selected by the executive board at least one month before the meeting at which new officers assume their duties.
- Report findings of the annual audit to the executive board..
- File all appropriate IRS forms on time..
Section 5: All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in the case of resignation, each officer shall turn over to the president, without delay, all records, books, and other material pertaining to the office, and shall return to the treasurer, without delay, all funds pertaining to the office.
Article VIII: Executive Board
Section 1: The executive board of Somers PTO shall be a president or co-presidents, a vice president, a secretary, and a treasurer.
Section 2: Duties of the executive board shall be to:
- Carry out necessary business in the intervals between organization meetings and other such business as may be referred to by the organization;
- To create standing and special committees and select chairperson of such committees;
- To approve the plans of work for the standing committees;
- To present a report at the regular meeting of the organization;
- To select an auditor or an auditing committee to audit the treasurer’s accounts;
- To prepare and submit an annual budget to the general membership for adoption;
- To be allowed to spend up to $200 that has not been budgeted if an emergency occurs where there is not enough time to bring it the membership.
Section 3: If any member of the executive board shall at any time cease to meet the qualifications or fulfill the duties of the position, that person may be removed from the board by resolution adopted by the executive board.
Section 4: Regular meetings of the executive board shall be held with the site and time to be fixed by the board at its first meeting of the year.
Section 5: Special meeting of the board may be called by the president or when requested by a majority of the members upon three days written notice to each member of the board.
Section 6: At all meetings of the board, a majority of the members of the board shall constitute a quorum for the transaction of business.
Section 7: Upon the expiration of the term of office or when individuals cease to hold the position that entitles them to be a member of the board, they shall automatically cease to be a member of the board and shall be relieved of all duties and responsibilities incident to such membership. All records, books and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within 14 days.
Article IX: General Membership Meetings
Section 1: Regular meetings of the organization shall be held with the date and time to be fixed by the board, unless otherwise provided by the organization or by the executive board, seven days’ notice having been given to a change of date.
Section 2: Special meetings of the organization may be called by the president or by majority of the executive board, three days’ notice having been given
Section 3: The annual meeting shall be held in September.
Section 4: Three (3) members shall constitute a quorum for the transaction of business in any meeting of this organization.
Article X: Committees
Section 1: Only current members of Somers PTO shall be eligible to serve in any elected or appointed position.
Section 2: The executive officers may create such standing committees as it may deem necessary to promote the objectives 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. No committee work shall be undertaken without the consent of the executive board.
Section 4: The executive officers may create such special committees as it may deem necessary to promote the purposes of the PTO and carry on the work of Somers PTO.
Section 5: The president shall be a member of ex-officio of all committees except nominating committee.
Section 6: All committee duties must be performed prior to the end of the fiscal year including submissions of receipts to the treasurer. Any outstanding commitment to be held over to the next fiscal year must be presented at the last meeting of the fiscal year.
Section 7: Only those who have consented to serve shall be nominated or appointed.
Section 8: Diversity, PTO knowledge, and professional expertise shall be guiding principles when making nominations or appointments.
Article XI: Fiscal Year
The fiscal year of this PTO shall begin on July 1 and end on the following June 30
Article XII: Parliamentary Authority
The rules contained in the current edition of Roberts Rules of Order, Newly revised shall govern the Somers PTO in all cases in which they are applicable and in which they are not in conflict with these bylaws.
Article XIII: Amendments
Section 1: These bylaws may be amended at any regular general membership meeting of the Somers PTO by a two-thirds vote of those present and voting, provided that notice of the amendment has been given at the previous regular..
Section 2: A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws by a majority vote at a meeting of the association, or by two-thirds vote of the executive board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment.
Section 3: Those failing to meet to the qualifications or to fulfill the responsibilities of their positions shall be removed according to the policies of Robert’s Rules
Article XV: Money Handling Procedures
Section 1: Only current members of the Somers PTO may handle PTO money at a PTO function/event.
Section 2: Two members shall be present in the room where the event is being held and where the cash box is located.
Section 3: At the closing of the event, one executive board members and one member in good standing must count, date and sign a PTO deposit receipt showing the correct amount of the deposit.
Section 4: If a deposit receipt is not available, the executive officer may create a deposit slip.
Section 5: If the money being counted is not an event, (i.e. fundraiser money), then at least one executive board member and one member in good standing should be present to count and sign deposit receipt.
Section 6: All monies should be deposited by a member who has signed the deposit slip within 3 (three) business days.
Section 7: General Mills Box Tops must follow the money handling procedures with the exception that Box Tops must be submitted within month from day they were counted.
Article XVI- Conflict of Interest Policy
Section 1: Purpose
The purpose of the conflict of interest policy is to protect the interests of this tax-exempt organization, (the “Organization), when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Section 2: Definitions
- Interested Person
- Financial Interest
- An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,
- A compensation arrangement with any entity with which the Organization has a transaction or arrangement, or
- A proposal ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
Section 3: Procedures
- In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.
- The remaining board or committee members shall decide if a conflict of interest exists.
- After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon.
- An interested person may make a presentation at the governing board or committee meeting, but after presentation, he/she shall leave the meeting during the discussion of, and vote on, the transaction or arrangement involving the possible conflict of interest.