We invite you to read the bylaws of our organization that were adopted by the Executive Committee by a majority vote at a meeting held on August 2, 2004, and and were amended on September 12, 2006.
I. Name:
The name of the organization shall be the Fountain Hills PTO.
II. Purpose:
The Fountain Hills PTO was organized to aid the students in grades K-8 at McDowell Mountain Elementary School, Four Peaks Elementary School, and Fountain Hills Middle School by providing support for their educational needs and to promote open communication between the administration, teachers, parents and community
III. Membership:
This organization is open to all staff and parents/guardians of children enrolled at McDowell Mountain Elementary School, Four Peaks Elementary School, and Fountain Hills Middle School. All parents/guardians of children who are enrolled in these schools who are current in the payment of annual dues as established in Section IX herein, shall have the right to vote on all issues before the membership at Regular Meetings, to elect officers, and to hold office. Members of the community are invited to participate as non-voting members.
IV. Meetings:
A. Regular Meetings: At least two General Membership Meetings of the organization shall be held during each school year. The time and place of the meetings shall be announced at least seven (7) days prior to the meeting via postings within the school buildings, emails to members, and on the PTO website.
B. Executive Committee Meetings: Additional meetings consisting of the elected officers will be held throughout the year as deemed necessary. Adequate notice of all meetings shall be given to all members of the Executive Committee. Any PTO member may submit written questions, comments and concerns to be reviewed by the Executive Committee. A written response will be provided.
C. Quorum: Those persons present at a properly called Regular or Executive Committee meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization. A minimum quorum for a Board meeting will be set at 5, which reflects 50% of the Executive Committee plus one. Attendance of an Executive Committee member will be mandatory at 70% of the schedule meetings.
D. Voting: A majority vote of the Voting members present at any meeting shall be required for all action to be taken by the organization.
V. Officers:
A. Positions: The officers of the organization, known as the Executive Committee, shall consist of a President, 4 Vice Presidents (one representing each school), Secretary, Treasurer. Two persons may be elected to fill any single position except for President and Treasurer. In this instance, both of the persons shall be given all rights and responsibilities of the office as enumerated herein. All members of the Executive Committee must be current in the payment of annual dues as established in Section IX herein.
B. President: The President shall be the principal executive officer of the organization and, subject to the control of the Executive Committee and the direction of the membership, shall in general supervise and control all of the activities of the organization. The President shall be an ex-officio member of all committees of the organization. The President shall plan and coordinate all meetings held throughout the school year. The President shall prepare an agenda for each meeting.
C. Vice President: Each of the three schools will have a Vice President whose responsibilities will be the same as the President except at the individual school level. Vice President’s will be responsible for collecting and depositing all funds received from their specific school.
D. Secretary: The Secretary shall keep the minutes of all meetings. The Secretary shall see that all notices are duly given in accordance with these Bylaws, and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Committee.
E. Treasurer: The Treasurer shall have charge of and be responsible for all funds of the organization and shall receive all monies due to the organization and shall deposit such funds in accounts selected by the Executive Committee. The Treasurer shall make disbursements as authorized by the Executive Committee. All disbursements shall require 2 signatures, the Treasurer and President. In the absence of the President, the President Elect will provide their signature. The Treasurer shall present a written financial report at each meeting and at year-end as well as at other times as requested by the Executive Committee.
VI. Elections:
A. Procedure: The election of officers shall take place during the final General Membership Meeting or solicited mid-year via the newsletter or meeting each year. All Voting members of the organization may participate in the election. The Executive Committee shall be responsible for receiving all suggestions for persons to serve as officers. The Executive Committee shall contact all persons who are nominated to confirm their willingness to serve. The committee shall insure that all nominees are Voting Members and otherwise eligible to serve in the office. A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two persons who received the largest number of votes shall immediately be held.
B. Term of Office: The term of each officer shall be one year beginning June 1 and ending on May 31 of each year with a voluntary rotation of two-year terms to promote continuity in governance. The exception will be the President who serves two years. Should there be no candidate for President after two years, then the incumbent can hold a third year. The President Elect must have two years Board service prior to assuming office. A person may be elected to the same or other office for more than one term.
C. Vacancies: Any vacancy in office during the year shall be filled by the Executive Committee for the unexpired portion of the term or the Executive Committee may opt to leave this position vacant for the remainder of the term.
VII. Committees:
The President and/ or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed. The President and/ or Executive Committee shall appoint the chairperson(s) for each committee. The chairperson shall report the plans and activities of the committee to the Executive Committee.
VIII. FINANCES:
A. Loans: No loans shall be made by the organization.
B. Commercial Paper: All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer and President or President Elect.
C. Dissolution: Upon Dissolution of this organization, after paying or adequately providing for the debts and obligations of this PTO, the remaining assets shall be distributed evenly to the three schools (McDowell Mountain Elementary, Four Peaks Elementary, Fountain Hills Middle School). If these three schools cease to exist, remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of section 501C (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose.
IX. MEMBERSHIP DUES
A. Amount: The organization shall authorize and collect membership dues to be used for the operation of the organization. Any change in the amount of the dues shall be approved by a vote of the Executive Committee.
X. AMENDMENTS:
These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Executive Committee at any Executive Committee meeting.
