PTO Board and By-Laws - San Marcos High School PTO

2009-10 SMHS PTO Board:

    Donnette Lowe, Co-President donnette@smhspto.com
    Maxine Sarjeant, CoPresident
    Nancy Deal, Activities Co-VP
    Janice Lotwin, Activities Co-VP           pilatesbyj@hotmail.com
    Karen Taylor, Fundraising Co-VP      karen@smhspto.com
    TBD,Fundraising Co-VP
    Julie Puentes, Treasurer                     treasurer@smhspto.com
Ann Peters, Co-Secretary
    Cheryl Wright, Co-Secretary
    Volunteer Coordinator volunteer@smhspto.com

San Marcos High School
Parent Teacher Organization
By-Laws of the
San Marcos High School Parent Teacher Organization

Article I: Name

The name of this organization shall be called San Marcos High School Parent Teacher Organization. For publicity purposes, it may hereby be referred to as SMHS PTO.

Article II: Mission

To enhance the academic and social experience of students and staff at San Marcos High School.

Article III: Membership and Dues

The membership shall consist of any SMHS parent, guardian, community member, teacher and administrator who is interested in supporting the activities and upholding the mission of the organization. Interested persons are welcome to participate in the general monthly meetings. There are no membership fees or dues. We accept donations as sponsorships at any level.

Article IV: Meetings

General Membership meetings will be scheduled at the discretion of the Executive Board. Board Meetings are open to all interested parties, and will be held at a time determined by the current board each year, in conjunction with school administration. The SHMS PTO calendar shall follow the same time frame as SMHS school calendar. The President or the Executive Board may call special meetings.

Article V: Officers

The elected officers of this organization shall be President, Vice President of Fundraising, Vice President of Activities, Secretary, and Treasurer. The Executive Board shall consist of these elected officers.

Article VI: Duties of the Officers

A: PRESIDENT:

The President shall preside at all meeting of the SMHS PTO. He/She shall, with the approval of the Executive Board, appoint the Volunteer Coordinator and chairpersons to committees. The President shall oversee all committees. The President will prepare a monthly agenda for the SMHS PTO meetings.

B: VICE PRESIDENT OF FUNDRAISING:

He/She is first in line of succession to the office of President, both in temporary and permanent standing. The Vice President is in charge of SMHS PTO-related fundraising.

C: VICE PRESIDENT OF ACTIVITIES:

He/She is second in line of succession to the office of President, both in temporary and permanent standing. The Vice President is in charge of SMHS PTO-related activities.

D: SECRETARY:

He/She shall keep an accurate record of the proceedings of all SMHS PTO meetings. The Secretary is to be prepared to refer to the minutes of the previous meetings. The Secretary shall conduct all necessary correspondence of the SMHS PTO and any other notices requested by the President.

E: TREASURER:

He/She shall receive, deposit and pay out all money, subject to the order of the SMHS PTO Board. He/She shall keep an accurate account of all money received and expended and shall render a report, in writing and orally at all monthly meetings. He/She shall submit a yearly budget at the first meeting of the School Year. He/She shall close the books on the last day of June. He/She shall arrange to have a General Member audit the books before the first meeting of the following school year.

Article VII: Non-Elected Positions

The non-elected positions of this organization shall be the SMHS Principal or his/her designee, the SMHS PTO Past President, and the Volunteer Coordinator.

Article VIII: Duties of the Non-Elected Positions

A: SMHS PRINCIPAL

The SMHS Principal or his/her designee shall provide information and advice to the SMHP PTO Executive Board on school and district-related matters.

B: SMHS PTO PAST PRESIDENT

He/She shall draw upon his/her experience to provide advice to, and be a resource for, the current SMHS PTO Executive Board.

C: VOLUNTEER COORDINATOR:

He/She shall arrange volunteers for the various functions of SMHS PTO and shall keep an accurate phone number and e-mail database for current year volunteers.

Article IX: Election of Officers

A: Each elected officer must be a member of the SMHS PTO during his or her year in office.

B: Nominations shall be made and voted upon at the May meeting by those in attendance. Notice of this election shall be published in the SMHS Roundtable Newsletter prior to the May meeting and/or PTO website.

C: The approved slate of officers shall be presented at the Back-To-School Night the following semester.

D: Any vacancy that occurs during the school year shall be filled by presidential appointment with the approval of the Executive Board.

E: Officers shall be eligible to the same office for as many years as elected and approved by the general membership.

F: The officers-elect shall assume their duties on July 1 of the current school year.

Article X: Executive Board

A: The Executive Board shall consist of the President, Vice President of Fundraising, Vice President of Activities, Secretary, and Treasurer.

B: The President may call special meetings of the Executive Board; there must be at leastthree(3)memberspresent.

C: Phone or electronic-mail votes may be required in special circumstances and are acceptable. Phone or electronic-mail votes require at least Fifty Percent (50%) approval by the Executive Board.

D: Shall plan all fundraisers.

Article XI: Committees

A: Shall be created by the President, with the approval of the Executive Board, as may be required to carry on the mission of the SMHS PTO. The committee and their representatives are subject to change each school year.

B: The Chairperson of each committee shall report to the President.

C: The term of office for Committee Chairperson/s shall be one (1) year or until their successor/s are appointed. There is no term limit as long as approved by the Executive Board.

Article XII: Disbursements

The Treasurer must present all expenses to the Executive Board at the monthly meetings for approval. The Treasurer may not authorize the payment of bills, but shall obtain one signatory between either the President or the VP of Activities

Article XIII: Amendments

These By-Laws may be amended at any regular general membership meeting of the SMHS PTO by a majority vote of active members.

Article XIV: Parliamentary Authority

Standard parliamentary procedure shall be used as a format for all official meetings. Please note the following:

A: When a quorum is present, a simple majority vote is sufficient for the adoption of any motion.

B: In the case of a tie vote, the President may vote to break the tie.

C: The President may vote with the minority in order to produce a tie and thus causing the motion to fail.

D: While it is the duty of every member present to cast a vote, he/she cannot be compelled to do so. He/She may abstain from voting though he/she understands the effect is the same as voting with the majority.

E: The parliamentary authority for SMHS PTO will be the “Robert’s Rules of Order.”

Article XV: Dissolution

If ever the SMHS PTO should dissolve, all assets are to be donated to SMHS in San Marcos, San Diego County, CA, to be used for educational purposes. However, if SMHS should dissolve or it is no longer a qualified recipient, then all assets of SMHS PTO shall be donated to a fund, foundation or corporation organized and operated exclusively specified in Section 501(c)(3) of the Internal Revenue Code. The property of the SMHS PTO is irrevocably dedicated to charitable purposes and no part of the income or assets of this organization shall not benefit any director, officer or member thereof or to the benefit of any private person.

Revised March 2009