Proposed By-Laws of the
PTG
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CROSS KEYS MIDDLE SCHOOL ARTICLE I: NAME The name of this organization shall be the Cross Keys Parent-Teacher Group (PTG). ARTICLE II: ARTICLES OF ORGANIZATION This group consists of an unincorporated association of its members. Its "Articles of Organization" include these by-laws as revised from time-to-time as deemed necessary by a vote of the group. ARTICLE III: PURPOSE Primarily, the purpose of this organization is to promote
communication and cooperative relationships among the parents,
administrators and staff of Cross Keys Middle School and our
community such that the education, training and welfare of our
students is enhanced. ARTICLE IV: POLICIES Section I. The program of the association shall be educational, directed towards parents teachers and the general public, and shall be achieved through conferences, committees, projects and social functions. Section 2. This association shall be noncommercial, nonsectarian, and nonpartisan. No commercial enterprise and no candidate shall be endorsed by it. The name of the association or the names of its officers and their official capacities shall not be used in connection with a commercial concern or with any partisan interest or for any purpose other than the regular work of the association. Section 3. This Association will not seek to direct the administrative activities of the school, or to control its policies. But may advise or recommend changes through the proper administrative channels. Section 4. This association may cooperate with other organizations and agencies to provide programs and events for our members, such as conference groups and coordinating councils, provided they make no commitments for us set by their member groups, and so long as the activities are in accordance with our purpose, policies and deemed beneficial to our members, with their consent. Section 5. In the event of the dissolution of the association, after payment of remaining debts and obligations, its assets shall be distributed for one or more of the exempt purposes specified in Section 501 (c) (3) of the Internal Revenue Code of 1954 as from time to time amended. ARTICLE V: MEMBERSHIP AND DUES Section 1. Any person interested in the objectives of the organization from among the Cross Keys Middle School staff members, parents/guardians, and interested students and other interested family members are members of this organization and are entitled to participate in all activities of the organization. Voting will be limited to one vote per family unit. Section 2. The amount, if any, of the annual dues shall be decided each year by the executive committee at the first meeting, to be held in August, annually, on or before the day of student registration. Section 3. Payment of Dues is voluntary, and not a cause for exclusion from the group's membership
Section 1. (a.) The officers of the association shall be a
president, a vice-president, a secretary, and a treasurer and
a director of fundraising. (c.) Nominees shall meet the following criterion: a current PTG member; are encouraged to be a participant in at least one PTG committee; A person who will be associated with Cross Keys School with the stated criterion for membership throughout their term. Section 2. (b.) Present officers shall remain in office until the end of their elected term. The newly elected officers authority and responsibility shall be to the preparation of the activities of the new school year. (c.) A person shall not be eligible to serve more than two consecutive full terms in the same office. Section 3. (a.) There shall be a nominating committee consisting of five (5) members, two selected by the executive committee from its body, and three (3) selected by the president of the organization from the general at-large PTG membership. The committee will select one of the five (5) to serve as the chair of the committee. Formation of this committee shall be initiated at the February executive board meeting. (b.) The nominating committee shall: solicit nominations in writing from the general membership (using a form they devise given to all members) beginning in January; review those nominations for eligibility and consent to serve, only; submit nominations for the record at the executive board meeting prior to the April general meeting at which the elections are scheduled; provide the general membership with information about each nominee no less than two (2) weeks prior to the scheduled election; Space will be provided for the purpose of write-in votes on ballots, but write-in candidates must agree to serve, or those votes will be invalid. Section 4. (a.) A vacancy occurring in the offices, other than that of the presidency, shall be filled by a vote of the executive committee until an election may be held of the general membership. No person shall be appointed against his or her wishes. At the completion of the appointee's term, they may have their name placed in nomination again to complete two full terms of elected office, and, if elected may hold the same office during a third term. (b.) A vacancy occurring in the office of the president shall automatically be filled by the vice-president, and a new vice-president shall then be sought and elected to complete the vacated vice-president's term by the executive committee until an election may be held of the general membership. At the completion of the appointee's term, they may have their name placed in nomination again to complete two full elected term of the same office, and, if elected for a second term, may hold the same office during a third term. Section 5. A vacancy in any Committee Chairperson's office other than the executive committee may be filled by a vote of the executive board, by verbal vote. ARTICLE VII: DUTIES OF THE OFFICERS Section 1. The president shall preside at all PTG general meetings and the executive committee setting an agenda, of which those present will be provided a copy and to which agenda they may add; shall be a member ex officio of all committees except the nominating committee; shall be a designated co-signer on all PTG accounts with the treasurer, (a third officer signatory may be designated as an alternate to facilitate the work of the group); shall perform such duties assigned by the organization and such as may be described in these by-laws; or assigned by the association of the executive committee; shall coordinate the work of the officers and committees for the benefit of the members, consistent with the purposes of the organization. Shall call for the votes of the members as required in the by-laws; shall call for a vote to accept the minutes and other reports, and corrections to those reports, preside over votes for proposals that properly come before the meeting and call for seconds to all motions, moderate discussions of such motions, calling for the vote at the conclusion of discussion, call to adjourn at the conclusion of each meeting for which they preside. Section 2. The vice-president shall act as an aide to the president and shall perform the duties of the president in the absence of that officer, in their designated order; shall be responsible for the staffing of the various supportive committees, which may include, but not limited to, nominating committee, fundraising, beautification, newsletter, 8th grade representative/8th grade celebration, teacher appreciation, district-wide parent committee-member designations from time to time, 7th grade representative, teacher representative, special event committees, teacher appreciation, programming committee, membership, sports and spirit wear sales, by-laws committee, audit committee, publicity, hospitality, student achievement advisory committee, and other special convening bodies or conferences organized by the members, for which they will serve as a volunteer coordinator. They may seek the assistance of other members to form a committee or may do the work of such staffing committee entirely. Section 3. (a.) The secretary shall: keep an accurate record of all meetings of the association and of the executive committee by attending executive and general meetings and by recording committee reports at executive and general meetings; prepare ballots for the election of officers based on information provided by the nominating committee; oversee the election process to assure one vote per family and oversee with assistance the counting of the ballots; prepare notification of the election results for presentation at the May general meeting at the latest; perform such duties as may be delegated to the secretary; the secretary will have a current copy of the by-laws at each meeting; serve as parliamentarian as required under the by-laws; maintain a list of parent volunteers as supplied by the membership committee; and record the results of the elections and other votes of the executive committee and general meetings; Provide minutes to the Executive Board via E-mail (if available) or through other means, one week prior to the next regularly scheduled Executive Board Meeting (b.) During voting for the office of Secretary the Vice-President shall preside over the election process. In the event it may be determined that there are any other conflicts of interest during an election process the executive board members will determine that and appoint a neutral person to preside for that portion of the process. Section 4. (a.) The Treasurer shall receive all monies of the association. The Treasurer shall deposit all revenue from group events to the association's account. The Treasurer will be given the opportunity to collect those funds in a timely manner, so as to facilitate the clearing of checks prior to the receipt of goods. This is especially important in the case of major fundraiser sales essential to our annual budget requirements. The Treasurer will thereby ensure the presence of sufficient funds to cover our expenses. (b.) The Treasurer may make exceptions, to the preferred pre-payment method, upon consultation with the Executive Board. (Example: Sports and spirit wear should be pre-paid because of the extent of the expenses involved, which requires a substantial investment by the group). Concerning event tickets, or other short-term projects of the group for which funds are collected, a committee head for the committee affected, upon consultation with the Treasurer and Executive Board, may exempt an event from advance payment, but payment must be made as the service or products are received in those cases. c.) The Treasurer will make an accurate record of all the receipts and expenditures; make disbursements as authorized by the executive board in accordance with the budget; propose a budget for approval by the executive board to include: overall expenses projected for each committee, event, and function which the group undertakes each year and sufficient miscellaneous to cover contingencies; and present a financial statement at every meeting of the executive board, and at other times to facilitate the work of the committees, and shall make a full report at the annual meeting. It is the committee chairperson's responsibility to communicate with the treasurer when they need funds, in a timely manner. It is the Treasurer's responsibility to provide funds deposited in the petty cash box, housed in the school's vault for security, for the use of committee chairpersons for compensation of pre-budgeted committee related expenditures, provided they give reasonable notice of the need for re-payment, or prior payments provided they submit receipts; the treasurer will design and provide copies of an expense request form for use by the various committees; the treasurer will record and deposit the voluntary dues, as set by the association. ARTICLE VIII: MEETINGS Section 1. General meetings shall be held periodically during the school year. The date and time of each meeting will be scheduled by the Executive Board at the final May Executive Meeting of each school year, subject to revision as events occur which may properly effect the schedule; set a consistent meeting night and time relative to the weeks of each month school is in regular session, which will be adhered to unless official school events or national holidays take precedence. Additional events and activities of the group may be added to the schedule to serve the purposes of committees and of the organization as a whole. Official notification of the membership will be by mail. Use may be made of the auto-dialer unit, school sign, and press releases to other publicly available systems of communication, such as through radio, web sites, newspapers and television cable channels, as secondary means of communication, when appropriate. Section 2. Special meetings may be called with the cooperation of the President at the request of the members. Notification of general membership is required, unless it is a committee meeting which will then report the results to the membership at the next general meeting for their approval if required. Section 3. Committees may exercise discretion in regard to expenditures and planning events, within the limits of their approved budgets and scope of assignments given them by the executive committee, without calling for a general vote. Additional expenditures, beyond the limits set in these by-laws, beyond approved budgets, require a vote of the membership, and may be proposed by any member of the executive committee or by a general member. Section 4. A minimum of 5 members must be present and voting to constitute a quorum for the transaction of business in any regular meeting of this association. In special meetings, those members present and voting shall constitute a quorum, providing there has been written notification through the students, or ten days publicity of such meeting. Section 5. Roberts Rules of Order shall be used to resolve points of order, if required. The secretary will act as parliamentarian, unless a conflict of interest exists. A copy of Roberts Rules of Order will be kept by the secretary and passed along through that office. ARTICLE IX: EXECUTIVE BOARD COMMITTEE Section 1. The Executive Board committee shall consist of the officers of the association, the chairperson of standing committees, the principal of the school, as well as the past PTG president, as a non-voting advisory member. The members of the executive committee shall serve until the end of the school year for which they were elected or appointed. Section 2. The duties of the executive committee shall be
to: (b.) To approve the plans of work of the standing committees; (c.) To present reports to the regular meetings of the association; (d.) To prepare and submit for approval the budget of the association for each fiscal year; (e.) To approve the proposed budgets of the committees and miscellaneous expenditures not to exceed Two-hundred dollars ($200) without a vote of the general membership; (f.) To appoint such temporary committees as it deems necessary; (g.) To appoint an auditing committee at least two weeks prior to the close of the school year to audit the treasurers report at the close of each fiscal year and report to the general membership at the first regularly scheduled meeting of the succeeding school year or as deemed necessary by the executive committee. Section 3. The meeting of the executive committee shall usually be held prior to the meetings of the PTG scheduled during the school year (August-June), the time to be fixed by the committee at the final May Executive Meeting. A majority shall constitute a quorum. Special meetings of the Executive committee may be called by the president, or by a majority of the members of the committee. Special executive meetings should be open to general members to attend. Section 4. Upon the expiration of the term of office, or in the case of resignation, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office. And shall return to the treasurer, without delay all receipts and funds pertaining to the office, remaining in their possession. ARTICLE X: AMENDMENTS: Section 1. These by-laws may be revised or amended at any regular meeting by a 2/3 majority vote of the members present and voting, provided that proper notification of the proposed revision and/or amendments shall have been given. Sufficient discussion will be allowed for consideration of the consequences of such revisions as may be proposed, prior to voting. Section 2. The amended or revised by-laws shall be effective
immediately. Members will be notified and a motion made to adopt these By-laws at the April 21, 2003 Meeting. We will then notify the general membership in writing that copies of the By-laws are available in the office and on Cross Keys Middle School's district web site. A vote to adopt these by-laws shall be called for at the May 2003 meeting. |
