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WES PTO Bylaws 2024-2025
Article I- Name
WES PTO
Article II- Purpose
The organization aims to support the education of students at WES through; fostering relationships among school, parents, and teachers in addition to providing classroom supplies and enriching experiences.
Article III- Membership and Dues
Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights. Members have one vote per household.
Section 2. No member shall pay dues.
Article IV- Officers and Elections
Section 1. Officers. shall be a president, vice president, secretary, and treasurer.
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President- The president shall preside over meetings of the organization and create the agenda, serve as the primary contact for the principal, represent the organization at the meetings outside the organization, and coordinate the work of all the officers and committees so the purpose of the organization is served.
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Vice President- The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president shall also oversee the committees of this organization.
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Secretary- The secretary shall keep all records of the organization, take and record minutes, handle correspondence, and send notices of meetings to the members. The secretary also keeps a copy of the minutes books, bylaws, membership list, and brings them to the meetings.
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Treasurer- The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board (pay outs are handled through school administrative assistant). He or she will ensure that funds are given to the school administrative assistant and maintain regular communication with the administrative assistant (at a minimum, monthly balance checks). He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year.
Section 2. Eligibility
Members are eligible for office.
Section 3. Nominations and Elections
Elections will be held at the second to last meeting of the school year. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.
Section 4. Terms of Office
Officers are elected for two years and may serve no more than two consecutive terms in the same office.
Section 5. Removal from Office
Officers can be removed from office with or without cause by a two-thirds vote of the present (assuming quorum) at a regular meeting where previous notice has been given.
Section 6. Vacancies
If there is a vacancy in the office of president, the vice president will become president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.
Article V- Meetings
Section 1. Regular Meetings
Regular meetings shall be held monthly, on the same day and at the same time each month, to be determined by the board. The regular meeting of the organization shall be on the first Tuesday of each month during the school year from 6:00pm to 7:00pm.
Section 2. Special meetings
Special meetings may be called by the president, any two members of the executive board, or five general members submitting an email to the secretary. Notice of the special meeting should be sent to the members prior to the meeting.
Section 4. Quorum
The quorum shall be 5 members of the organization.
Section 5. Notification of Meetings
The President or the secretary will notify the members of the meetings via email at least one week prior to the meeting.
Article Vl- Finances
A tentative budget shall be drafted in spring for the following school year and approved at a fall meeting by majority vote of the members present.
Section 1. The board shall approve all expenses of the organization.
Section 2.
The treasurer shall prepare a financial statement at the end of the year to be reviewed.
Section 3.
Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school.
Article VII- Parliamentary Authority
Robert’s Rules of Order shall govern meetings.
Article VIII-Dissolution
The organization may be dissolved with previous notice (14 calendar days) and approval votes of the two-thirds of the general members along with the Principal.
Article IX-Amendments
These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Amendments will be approved by at least 5 members present, assuming a quorum.
Article X- Conflict of Interest Policy
A transaction or arrangement between an officer and the organization cannot benefit an officer or result in a possible excess benefit transaction. For example, if an officer is making something for the organization, they can get paid for the amount of the supplies to make the item, but not charge extra in means of making a profit off of the items.
Section 1. Compensation
A voting member of the governing board who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member's compensation.
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