SOUTH SCHOOL PARENT TEACHER COUNCIL BYLAWS
AS AMENDED MAY 2003, APRIL 2006, DECEMBER 2007, MARCH 2011, FEBRUARY 2013, MARCH 2016, DECEMBER 2017, MARCH 2018, APRIL 2022
ARTICLE I. NAME
The name of this organization shall be the South School Parent Teacher Council (PTC).
ARTICLE II. OBJECTIVES
To promote a strong working relationship between parents, faculty, staff, and school administrators so that all may contribute effectively to the education and development of the students. To keep parents informed of the programs and policies of the school. To provide a forum for a continuing exchange of ideas between the parents and the school, and to provide support for the educational and enrichment programs in the school, in accordance with the South School administration.
ARTICLE III. POLICIES
Section 1. The PTC shall be noncommercial, nonsectarian, and politically nonpartisan.
Section 2. The name of the PTC, its officers or its membership lists shall not be used in any political, commercial or partisan interest.
Section 3. Notwithstanding any other provisions of these articles, the organization is organized exclusively for one or more 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 4. 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, director or officer of the organization or any private individual shall be entitled to share the distribution of any of the organization’s assets on dissolution of the organization.
Section 5. In 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 governments for public purpose, subject to the approval of a Justice of the Supreme court of the State of Connecticut.
ARTICLE IV. MEMBERSHIP AND DUES
Section 1. All South School parents, guardians, administrators, faculty, and staff are eligible for membership.
Section 2. Eligible individuals/families may join the PTC upon payment of annual dues.
Section 3. All members have the privilege of voting at PTC general meetings or when otherwise requested either in person, or by written or electronic proxy. Family memberships are entitled to one vote.
Section 4. Dues shall be payable annually during the fall membership drive. After this drive, membership is open to new members upon payment of dues.
Section 5. The amount of the dues shall be determined by a PTC membership vote, based upon recommendations from the Executive Board and consideration of the operating expenses of the PTC.
ARTICLE V. MEETINGS
Section 1. PTC general meetings shall be scheduled at a minimum of four times throughout the school year.
Section 2. The Executive Board, and/or President, has the discretion to omit, or change any meeting date.
Section 3. The June meeting shall be designated as the Annual Meeting of the PTC. The outgoing Board members shall preside at the first half of the meeting and present an overview of the past year. The incoming Board members shall preside at the second half of the meeting and present proposals for the coming year.
Section 4. The Executive Board may call special general PTC meetings on no less than three days’ notice. Any ten members of the PTC may, by written petition, require the Executive Board to call a special meeting. For the transaction of business at any special PTC meeting, 20 members shall constitute a quorum. A simple majority shall determine the outcome of the vote.
Section 5. Ten members shall constitute a quorum for the transaction of business at any general meeting of the PTC. A simple majority shall determine the outcome of the vote.
ARTICLE VI. OFFICERS
Section 1. The elected officers of the PTC shall be: (Number in the “()” refers to how many individuals may be elected into this office)
i. President (1-2)
ii. Vice President, Ways and Means (1-2)
iii. Vice President, Programs (1-2)
iv. Vice President, Social and Hospitality (1-2)
v. Vice President, Board of Education Liaison (1-2)
vi. Secretary (1)
vii. Treasurer (1-2, expected to be an Assistant Treasurer)
viii. Communications Director (1)
viiii. Teacher Liaison
Section 2. Officers will serve for a term of two years commencing at the Annual PTC meeting.
Section 3. An officer shall not be eligible to serve more than two years in the same office, unless approved by the Executive Board. They may also not hold more than one position at a time.
Section 4. An officer shall not be eligible to serve on the Executive Board for more than five consecutive years, unless approved by the Executive Board.
Section 5. Ideally, a candidate for President shall have served as a member of the Executive Board prior to taking office.
Section 6. No Executive Board Member shall hold a political office. Once they formally declare or register themselves as a candidate for a political office, they must resign their Board position immediately.
Section 7. If at any point during their two year term, a member of the Executive Board is not able to complete their full term, that officer will ask the Presidents to be relieved of their duties. Alternatively, if a member of the Executive Board is not fulfilling their duties, the Presidents can ask that officer for a voluntary resignation. If the officer does not voluntarily resign, a majority vote of the Executive Board will constitute their removal from the Executive Board. In either case, the Presidents, along with the Executive Board, can propose a replacement officer, to be approved with a majority vote of the Executive Board.
Section 8. The President(s) Shall:
Be chairman of the Executive Board. The President shall preside at all meetings of the PTC and the Executive Board(s), appoint all committee chairs on the Communication and Information Committees, support the work of the officers and committees, attend all PTC/PFA meetings, serve as the liaison between the PTC and the Principal and school administrators, have custody of PTC funds, if necessary, in the absence or incapacity of the Treasurer, and be the back-up signature on checks. The President cannot take action in matters relating to policy and finance without a majority vote of the Executive Board. The President shall be an ex-officio member of all standing committees.
Section 9. The Vice President(s) Ways and Means Shall:
Have all the powers and perform all of the duties of the President in his/her absence or incapacity. Appoint all committee chairs on the Ways and Means Committees. Present to the Executive Board, and the PTC membership, a program of fundraising projects for the school year. Oversee fundraising projects and committees of each fundraising event through the year. In the event of a vacancy of any activity chairperson, the Vice President Ways and Means, will assume this role.Oversee/implement distribution of funds raised, with the Board approval. Obtain from the chairman, prior to each fundraising project, a proposed budget for Executive Board approval.
Section 10. The Vice President(s), Programs Shall:
Appoint all committee chairs on the Programs and Parent Services Committees. Present to the Executive Board, and the PTC membership, a list of proposed programs for the school year. Oversee the implementation and conduct of all Programs and Parent Services through the year. In the event of a vacancy of any activity chairperson, the Vice President Programs, will assume this role.
Section 11. The Vice President(s) Social and Hospitality Shall:
Present to the Executive Board and the PTC membership a program of not-for-profit socials and services for the year. The Vice President Socials and Hospitality shall also oversee not-for-profit revenue generating socials and services throughout the year. In addition, the Vice President(s) Socials and Hospitality will appoint individual social and hospitality chairperson(s) for each respective activity designated by the Executive Board. In the event of a vacancy of any activity chairperson, the Vice President(s) Socials and Hospitality, will assume this role.
Section 12. The Vice President(s), Board of Education Shall:
Represent the South School PTC at all Board of Education meetings, and report the pertinent information from these meetings to the Executive Board and the PTC membership.
Section 13. The Teacher Liaison Shall:
Be a faculty member of South School who represents the faculty and staff at all Executive Board meetings, General PTC meetings as necessary, and report all pertinent information from these meetings to the faculty and staff. Additionally, the Teacher Liaison shall solicit input from faculty and staff as needed. One alternate shall be chosen by the faculty to perform the duties of the Teacher Liaison in his/her absence.
Section 14. The Secretary Shall:
Record, post and preserve the agendas and the minutes of all meetings of the General PTC and the Executive Board. Provide drafts for approval of the minutes to all Executive Board members within one week of said meetings. The Executive Board will have one week to advise changes/corrections to the minutes and then the minutes will be finalized and distributed to the Executive Board. A copy of the most recent General meeting minutes will be posted within one week of the meeting. Submit all suggested proposals requiring a vote by the membership to the Paw Post or in a separate flyer, for publication prior to the membership meeting in which said vote shall occur. Submit the results of all votes taken at the general membership meeting to the Paw Post for publication following the meeting in which said vote occurred. Together with the Communications Director shall be responsible for all PTC correspondence and facilitate Sunshine tasks. Supervise and administrate the written proxy process.
Section 15. The Assistant Treasurer, or if only 1 person in the office then the Treasurer shall:
Formulate, based on input from the President, Vice Presidents, Ways and Means, Programs and Parent services, and Social and Hospitality, and Teacher Liaison, and present for approval to the PTC membership in June, a proposed budget for the next fiscal year. Have custody of all PTC funds, keep accurate records of receipts and disbursements, and deposit all funds into accounts approved by the Executive Board. Disburse funds in accordance with the approved PTC budget. All non-budgeted requests must be approved by vote of the Executive Board, and when necessary, the General Membership. The Assistant Treasurer, or if only 1 person in the office, then the Treasurer, shall receive approved requests. The requests will be presented to the Executive Board and to the PTC membership if required. Present a monthly financial statement at each PTC meeting, submit an annual financial report at the June meeting, and manage the PTC’s online payment platform with the appropriate Vice Presidents.
If there are 2 people in the office of Treasurer, then the Treasurer shall:
Act as an advisor to the Assistant Treasurer with respect to performing all the duties cited above. The Treasurer will also oversee the treasury function of all fundraisers.
Section 16. The Communications Director shall:
Summarize and communicate PTC events, school and community news to the South School community using an electronic newsletter titled The Paw Post. The said newsletter will be created and shared based on the school calendars originally planned full weeks. The Communications Director shall also update and maintain the PTC website and create electronic email to inform the parent community about event specifics. Together with the Secretary, shall be responsible for all PTC correspondence.
Section 17. The General Responsibilities of Each Officer Shall Be:
To attend all Executive Board and General PTC Meetings. To notify the President and to provide a written report and/or make alternate arrangements in case of absence from duties. Obtain an update of PTC matters in case of absence from meetings. To maintain records of his/her office, including correspondence, accounts and records of actions taken by him/her and transmit such records to his/her successor prior to the annual meeting, and to provide a written report to the President or Treasurer at the end of the year and upon request. To perform other duties as may be assigned by the President, Executive Board, or General PTC.
Article VII. CONFLICTS OF INTEREST
Section 1. Disclosure: Whenever an officer has a financial or personal interest in any matter coming before the Executive Board, the affected officer shall fully disclose the existence and nature of the interest to the Executive Board.
Section 2. Recusal: Any officer for whom there may exist a conflict of interest shall refrain from discussion or vote on any such matter, and shall not be physically present in the room at the time any vote is taken thereon.
Section 3. “Conflict of Interest.” The term “conflict of interest” includes, without limitation, the reasonable possibility that the matter involves an arrangement to provide compensation or any financial or tangible benefit or payment, directly or indirectly, to an officer or any person or entity related to or controlled by the officer. In the event that there is a question as to whether a conflict exists, the issue shall be determined by majority vote of the Executive Board other than the affected officer.
Article VIII. THE EXECUTIVE BOARD
Section 1. The Executive Board shall consist of the elected officers of the PTC and the Principal of the school.
Section 2. The Executive Board shall conduct the business of the PTC subject to the provisions of the by-laws.
Section 3. The Executive Board shall have the authority to transact necessary PTC business in the intervals between PTC meetings.
Section 4. Regular meetings of the Executive Board shall be held monthly during the school year. For voting purposes, each individual in an office shall constitute one vote regardless of how many individuals share the office. A simple majority of votes shall constitute a quorum for the transaction of business and determine the outcome of the vote. Special meetings of the Executive Board may be called by the President or by a majority of the Board on three days’ notice.
Section 5. The June Executive board Meeting shall be a joint meeting of outgoing and incoming board members. The outgoing Board shall preside at the first half of the meeting and present a brief overview of the year. The incoming board shall preside at the second half of the meeting and present proposals for the upcoming year. The upcoming year’s preliminary budget should also be presented for approval at this time.
Section 6. The Executive Board shall approve all disbursements outside the approved budget. Any gifts exceeding $100 shall be voted on by the Executive Board.
ARTICLE IX. NOMINATIONS AND ELECTIONS
Section 1. The nominating committee chairman (appointed by the President) shall form a seven (7) member nominating committee by the end of the calendar year. The committee shall consist of the chairperson of the nominating committee, a non-returning PTC board member and four (4) members from the PTC general membership, each of the four from different grade levels. Both the non-returning and returning Presidents will also sit on the Nominating Committee.
Section 2. No member of the nominating committee shall be nominated for an office or appointed to the Executive Board for the year in question, unless the individuals recuse themselves from conversations related to the position(s) in question.
Section 3. The nominating committee shall provide nominating ballots to the general membership no later than the January General PTC meeting. Any current PTC member can nominate himself or herself, or any other current PTC members for any office. The nominating committee shall prepare a slate of officers from the nominating ballots. Only those who have consented in writing to serve if elected shall be eligible for nomination. The nominating committee shall present the proposed slate to the PTC membership by the March PTC General Meeting. The general election meeting will be held no later than the May PTC General Meeting.
Section 4. Candidates not included on the slate are invited to run for election if they have previously been nominated and reviewed by the nominating committee within the year in question. To be on the ballot at the general election, the candidates must deliver in person to the chairman of the nominating committee or to the PTC secretary at least ten (10) days prior to the general election, written notice of their intent. The committee will present these candidates to the PTC membership by written notice, along with the slate, at least five (5) days prior to the general election.
Section 5. Two individuals may be co-nominated, elected and serve in the office of President, Ways and Means, Programs, Social and Hospitality and Board of Education. The office of Secretary, Communications, and Teacher Liaison are typically to be filled with a single individual. The office of Treasurer can have two individuals elected, one an Assistant Treasurer, the other Treasurer per the duties outlined in Article VI, Section 13.
Section 6. Absentee ballots will be available from the nominating committee, and must be submitted sealed, to the PTC secretary, prior to or at the PTC general election meeting.
Section 7. Elections will take place by the PTC general membership no later than May. The election will be by a signed ballot. The slate of officers shall be approved when it receives a majority vote. Should the slate contain a challenge to a particular office, that office will be voted separately and determined by a majority vote.
Section 8. Vacancies occurring in offices shall be filled by appointment by the Executive Board subject to approval by the majority of the Executive Board.
Section 9. No officer shall be eligible to succeed himself or herself in a position that they have held for two consecutive years. An individual may serve up to five consecutive years in various offices, unless voted on by the Executive Board.
Section 10. The Teacher Liaison position will be nominated by the faculty.
ARTICLE X. STANDING AND SPECIAL COMMITTEES
Section 1. Standing committees shall be created by the Executive Board to promote the objectives and carry on the work of the PTC.
Section 2. Each officer on the Executive Board shall appoint the chairpersons of the committees she or he oversees.
Section 3. The term of a chairman’s office is for one year. Each year, the chairman may be re-appointed for another year, or the position may be made available to other interested PTC members.
Section 4. Each chairman shall appoint a committee whose work shall proceed under the general guidance of the President or VP to whom they report.
Section 5. The Executive Board shall have the power to form special committees.
Section 6. Each chairman shall submit a written report to the Executive Board member or President to whom they report following the completion of the committee’s tasks or upon request.
ARTICLE XI. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order Revised shall govern the PTC in all cases where they are applicable and in which they are not inconsistent with these bylaws.
ARTICLE XII. AMENDMENT
These bylaws may be amended by a two-thirds vote of those members present and voting at any PTC meeting, providing notice of the proposed amendments is given at least ten days in advance of the meeting. The bylaws should be reviewed annually by a subcommittee of the Executive Board, and amended as needed.
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