Meeting Minutes:
September '08
coming soon
Birch Hill School
Parents and Teachers Organization
Established September 1, 1980
Amended on May 14, 1997
Amended on June 8, 2005
Constitution and Bylaws
Article I -Name
Section 1: Title name of this organization shall be the Birch Hill Parents and Teachers Organization (PTO).
Article II -Purpose
The purpose of this organization is to serve as a forum for parents to work with teachers and staff to assist in serving the total school community toward the betterment of the educational process within and relative to the school.
Article III -Membership
Section 1: Any parent or guardian who has a child attending Birch Hill School or is a member of the faculty or staff shall be a member of this organization.
Section 2: Any member who is a city official or the spouse of a city official whose position directly relates to Nashua school policy shall be deemed ineligible to serve in an elected position in this organization.
Article IV –Officers
Section 1: The officers of this organization shall be a President or Co-Presidents, Vice President or Co-Vice Presidents, a Secretary, a Treasurer, the Principal and up to two Teacher Representatives.
Section 2: The officers of the organization shall constitute the Executive Committee.
Section 3: The Executive Committee shall be responsible for the execution and administration of the policies of the organization.
Section 4: The Executive Committee shall have general supervision of the affairs of the organization between its meetings; fix the day, hour and place of meetings; draw up a proposed budget for the organization for approval at the September meeting; make recommendations to the organization; formulate an agenda for the general meeting and shall perform such other duties as prescribed by the parliamentary authority adopted by the organization. The Committee shall be subject to the orders of the organization and none of its acts shall conflict with action taken by the organization. The Committee shall, at the first general meeting, appoint an Auditor to serve a one year term commencing immediately and terminating at the close of the June meeting.
Section 5: The Executive Committee shall have authority to spend up to $100.00 per item that is not otherwise accounted for in the current budget. Monies to be spent in excess of $100.00 for items not budgeted must be brought before the membership at the general meeting for discussion and a vote.
Section 6: President
The duties of the President shall include, but are not limited to:
1. Presiding over meetings of the organization.
2. Putting together agendas for meetings.
3. Being responsible, along with the Principal, for the affairs of the organization.
4. Representing the Birch Hill PTO at any applicable meetings. (i.e. PTO Presidents meetings, Nashua School Board meetings, etc.)
5. With the assistance of the Executive Committee, executing and administering such other duties applicable to the office as prescribed by the parliamentary authority adopted by the organization.
Section 7: Vice-President
The duties of the Vice-President shall include, but are not limited to:
1. Oversight of all of the standing Committees and presenting an oral report regarding the status of these committees to the Executive Committee at each of its monthly meetings.
2. Performing such duties as the Executive Committee and the President shall prescribe.
3. Presiding over meetings in the absence of the President.
4. Executing and administering such other duties applicable to the office as prescribed by the parliamentary authority adopted by the organization.
5. Putting together agendas for meetings.
Section 8: Secretary
The duties of the Secretary shall include, but are not limited to:
1. Recording the minutes of the organization’s meetings and making them available within a week to PTO officers, committee chairpersons and the general membership.
2. Having on hand for reference, post and distribute the minutes of previous meetings, a list of all committees and chairpersons, the organizations by-laws.
3. Maintaining an accurate contact list for all officers and committee chairpersons.
4. Coordinating the PTO and school events calendar and making it available on a monthly basis to the organization.
5. Carrying on the correspondence of the organization.
6. Performing such other duties applicable to the office as prescribed by the President, Executive Committee and the parliamentary authority adopted by the organization.
Section 9: Treasurer
The duties of the Treasurer shall include, but are not limited to:
1. Keeping proper financial records for the organization including all receipts for expenditures, and being responsible for disbursements of funds as directed by the Executive Committee.
2. Collecting funds as directed by the Executive Committee and depositing all funds received with a bank designated by the Executive Committee.
3. Preparing a financial statement for the Executive Committee and general meetings.
4. Where authorized, endorsing all checks payable to the organization.
5. Preparing the year end report and surrendering all financial records of the organization for inspection by the Auditor prior to the close of the school year or upon request at any time by the Auditor.
6. Performing such other duties applicable to the office as prescribed by the President, Executive Committee and the parliamentary authority adopted by the organization.
Section 10: Teacher Representative(s)
The Teacher Representative(s) duties shall include, but not be limited to:
1. Serving as the official liaison between the Birch Hill School staff and the PTO organization.
2. Assuring faculty representation at PTO meetings.
3. Performing such other duties applicable to the office as prescribed by the parliamentary authority adopted by the organization.
Article V -Nominations and Elections
Section 1: The Nominating Committee shall be elected and will consist of up to three (3) members with one member elected as chairman. No member of the current Executive Committee may serve on the Nominating Committee. The Nominating Committee shall nominate eligible candidates for each office to be filled and shall present a slate of candidates for consideration during the April meeting. The Nominating Committee shall also nominate eligible candidates for vacancies, which may occur during the year in any elected office. All nominees must be willing to serve if elected.
Section 2: Nominations from the floor will be accepted after the Nominating Committee's report.
Section 3: Elections shall be by ballot at the May meeting for the following positions: President, Vice- President, Secretary, Treasurer, Teacher Representatives (up to two), Chairperson of each of the Standing Committees and the additional two members of the Nominating Committee. A majority of votes cast shall elect.
Section 4: All elected members shall take office at the close of the June meeting.
Section 5: The out-going Treasurer will be available to answer questions from the Auditor through the completion of the audit process.
Section 6: The Fiscal Year for the organization shall be from September 1 through August 31st.
Section 7: All elected members shall serve in office for a term of one (1) year.
Section 8: All out-going PTO elected officials will use the time between the May election meeting and the June end-of-term meeting to transfer information and help train the in-coming officers or committee chairpersons.
Section 9: All elected members shall be limited to serving two (2) full consecutive terms in the same position.
Section 10: Any elected member who is absent from three (3) consecutive meetings without a reasonable excuse shall forfeit his/her elected position.
Article VI –Meetings
Section 1: There shall be a minimum of ten (10) general meetings per year held on a monthly basis on a day and time set forth by the presiding Executive Committee.
a. Special meetings of the general membership may be called for any appropriate purpose by the President, Executive Committee, Principal or by the written request of (10) members of the general membership. Notice and purpose of said meeting shall be given at least twenty-four (24) hours prior to said meeting.
b. All members present at any general meeting of the organization shall constitute a quorum for transaction of business.
Section 2: There shall be a minimum of ten (10) Executive Committee meetings per year held on a monthly basis at least twenty-four (24) hours prior to the scheduled start time of the general meeting,
a. Special meetings of the Executive Committee may be called by the President with written request of three (3) members of the committee.
b. The attendance of four (4) members at any Executive meeting shall constitute a quorum for transaction of business.
Section 3: Notices
a. A notice of the day and time for all scheduled meetings for the remainder of the school year will be distributed at the September meeting.
b. A reminder notice of the monthly meeting will be sent home to all Birch Hill families.
c. Notice of the Annual meeting, which will include the proposed candidates for office, shall be distributed to each member at least five (5) school days prior to said meeting,
Section 4: The agenda for the September general meeting shall include, but is not limited to, the approval of the proposed budget and the setting of goals for the coming year.
Section 5: The May meeting shall be known as the Annual meeting.
Section 6: The agenda for the June general meeting shall include, but is not limited to, determining the distribution of any unused budgetary funds at the end of the school year.
Article VII -Committees
Section 1: This organization shall have nine (9) Standing Committees: (1) Programs, (2) Volunteers, (3) Publicity, (4) Activities, (5) Ways and Means, (6) Hospitality, (7) School Store, (8) Playground, and (9) Nominating.
Section 2: All committees have an elected chairperson position. It is the responsibility of the chairperson to recruit and coordinate volunteers to serve on their committee.
Section 3: It is the responsibility of each committee chairperson to keep working notes of plans made and actions taken in the execution of their duties. These notes are to be turned over to the newly elected chairperson of that committee as the incumbent leaves office.
Section 4: The chairperson of each committee is responsible for submitting income and expense reports to the treasurer for events or activities held by that committee.
Section 5: Special Committees shall be appointed by the President as the organization or the Executive Committee shall deem necessary to carry on the work of the organization.
Section 6: The President and Vice-President shall be an ex-officio member of all committees except the Nominating Committee.
Section 7: Programs
The duties of the Programs committee shall include, but are not limited to:
1. Soliciting staff for desired programs and/or curriculum subjects.
2. Seeking out potential enrichment program offerings.
3. Organizing student enrichment programs throughout the school year.
Section 8: Volunteers
The duties of the Programs committee shall include, but are not limited to:
1. Soliciting staff for volunteer needs.
2. Recruiting, assigning and training school volunteers.
3. Recording and collecting data for the Blue Ribbon Report.
Section 9: Publicity
The duties of the Publicity committee shall include, but are not limited to:
1. Preparing and distributing monthly newsletter.
2. Maintaining the PTO web-site.
3. Advertising meetings.
4. Maintaining and making available the PTO informational pamphlet.
Section 10: Activities
The duties of the Activities committee shall include, but are not limited to:
1. Organizing and executing social events for our school community, serving both students and their families.
Section 11: Ways and Means
The duties of the Way sand Means committee shall include, but are not limited to:
1. Organizing and executing fundraising events to meet the organizations annual budgetary needs.
Section 12: Hospitality
The duties of the Hospitality committee shall include, but are not limited to:
1. Making PTO meetings welcoming and enjoyable for all participants (adults as well as children).
2. Organizing events as desired to welcome parents to our school community.
Section 13: School Store
The duties of the School Store committee shall include, but are not limited to:
1. Maintaining school store, including inventory, ordering, and record keeping.
2. Seeking and maintaining volunteers to operate the school store.
Section 14: Playground
The duties of the Playground committee shall include, but are not limited to:
1. Maintaining playground by responding to safety issues and upgrades as needed.
2. Organizing cleanup efforts.
3. Maintaining a supply of loose equipment (i.e. balls, jump ropes and chalk).
Section 15: Nominating
The duties of the Nominating committee shall include, but are not limited to:
1. Preparing the slate of officers and committee chairpersons for the April Nominations process and May elections.
2. Conducting the May elections.
3. Soliciting nominee(s) for any vacated position that occurs throughout the year.
Article VIII -Dissolution and Tax Exempt status
Section 1: Notwithstanding any other provisions of these articles, the organization is organized exclusively. for one or more of the purposes as specified in Section 501 (c) (3) of the Internal Revenue Code of 1986 and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under IRC 501 (c)(3) or corresponding provisions of any subsequent tax laws.
Section 2: No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, officer of the organization or any private individual shall be entitled to share in the distribution of any of the organization's assets on dissolution of the organization.
Section 3: No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by IRC 501 (h) or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of or in opposition to any candidates for public office.
Section 4: III the event of dissolution, all of the remaining assets and property of the organization shall after payment of necessary expenses thereof be distributed to such organizations as shall qualify under section 501 (c)(3) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent Federal tax laws, or to the Federal government or State or local government for a public purpose, subject the approval of a Justice the Supreme Court the State of New Hampshire.
Section 5: In any taxable year in which the organization is a private foundation as described in IRC 509(a), the organization shall distribute its income for said period' at such time and manner as not to subject it to tax under IRC 4942, and the organization shall not (a) engage in any act of se1f-dealing as defined in IRC 494l(d), (b) retain any excess business holdings as defined in IRC 4943 (c), (c) make any investments in such a manner as to subject the organization to tax under IRC 4944, or (d) make any taxable expenditures as defined in IRC 4945(d) or corresponding provisions of all subsequent Federal tax laws.
Section 6: Any possible conflict of interest on the part of any Officer of the organization shall be disclosed in writing to the PTO general membership and made a matter of record. This includes situations when the interest involves a specific issue or transaction before the Executive Committee or general membership. Where the transaction involving an Officer exceeds five hundred dollars ($500.00) but is less than five thousand dollars ($5,000.00) in a fiscal year, a two-thirds vote of the general membership approving the transaction is required. Where the transaction involved exceeds five thousand dollars ($5,000.00) in a fiscal year, then a two-thirds vote of the general membership approving the transaction and publication of a legal notice in the local newspaper is required, together with written notice to the Director of Charitable Trust, New Hampshire Attorney General's Office. The minutes of the meeting shall reflect that a disclosure was made; that the Officer and any other members with a pecuniary transaction with the organization during the fiscal year were absent during both the discussion and the voting on the transaction; and the actual vote itself. Every newly elected Officer of the organization will be advised of this policy upon entering the duties of his or her office, and shall sign a statement acknowledging, understanding of and agreement to this policy.
Section 7: The organization will comply with all requirements of New Hampshire laws dealing witl1 pecuniary benefit transactions (RSA 7:19, II and 292:6-a) and all such laws are incorporated in full into and made a part of these bylaws. These requirements include, but are not limited to: (1) absolute prohibition on any loans to any Officer of the organization; and (2) prohibition of any sale or lease (for a term greater than five years) or conveyance of real estate from or to an Officer without the prior approval of the probate court. . These requirements extend to both direct and indirect financial interests, as defined by the statutes identified as "Addendum A” and attached to these bylaws.
Article IX -Parliamentary Authority
Section 1: The rules contained in the current edition of Robert’s Rules of Order - Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.
Article X -Amendment of Bylaws
Section 1: These bylaws may be amended at any general meeting of the organization by a two-thirds majority of the votes cast, provided that written notice of the intent to amend has been sent home to each family and staff member at least ten (10) days prior to the date of such meeting.
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Shauna O’Neil, PTO President 2004-2005 |
| John Richard, Birch Hill School Principal |
