NORWOOD PUBLIC SCHOOL PARENT TEACHER ORGANIZATION

BYLAWS DATED JUNE 8, 2005

ARTICLE I - NAME

 

The name of this Organization is the Norwood Public School Parent Teacher Organization (PTO),

herein referred to as “the Organization” or “the PTO.”

 

ARTICLE II - ARTICLE OF ORGANIZATION

 

The Organization is a not-for-profit corporation organized under the laws of the state of New Jersey and adhering to the provisions of section 501(c)3 of the Internal Revenue Code. Its “articles of organization” comprise the Certificate of Incorporation and these Bylaws as from time to time amended.

 

ARTICLE III - GOALS AND OBJECTIVES

 

The objectives of the PTO shall be:

1. To provide a structure to allow Parents, Teachers, and Administrators to offer the

best possible education to the students of Norwood Public School.

2. To aid the students of Norwood Public School in achieving their fullest potential by providing educational and personal enrichment, and by encouraging the cooperative interaction of parents, teachers, and the community
3. To increase the effectiveness of Parents, Teachers and Administrators by enriching the students’ activities.
4. To promote unity, school spirit and common interest between Parents, Teachers and

Administrators for the general benefit of the students.

5. To provide a forum for, and promote communication among, Parents, Teachers, Administrators, and Students.
6. To provide an opportunity for Parents, Teachers and Administrators to engage in fun, social interaction.
7. To foster greater cooperation between Parents, Teachers and Administrators in the education of the students.
8. To promote the school’s educational programs and educational atmosphere by means of manpower and financial support.

 

ARTICLE IV - BASIC POLICIES

 

The following are the basic policies of this Organization:

1. The Organization shall be noncommercial, nonsectarian, and nonpartisan.
2. The name of the Organization or members in their official capacities shall not be used in any connection with a commercial concern, or with any partisan interest or for any purpose that is not appropriately related to promotion of the Goals and Objectives of the Organization.
3. The Organization shall not directly or indirectly participate or intervene in any way, including but not limited to the publishing or distributing of statements, in any political campaign on behalf of or in opposition to a candidate for public office.
4. The Organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the Organization in such matters shall make no commitments that bind the Organization without its authorization.
5. In the event of the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more non-profit funds, foundations or organizations which have established their tax exempt status under Section 501(c)(3) of the Internal Revenue Code as from time to time amended. No member shall be entitled to any distribution or division of its remaining property or its proceeds.

 

ARTICLE V - MEMBERSHIP AND DUES

 

Section 1. Membership in this Organization shall be available without regard to race, color,

creed, or national origin to the parent(s) or guardian(s) of students currently enrolled in the Norwood Public School and the Teachers, Faculty and Administrators employed by the Norwood Board of Education.

 

Section 2. The Organization shall conduct an annual membership enrollment. However, individuals may be admitted to membership at any time.

 

Section 3. Members shall pay annual dues, which shall be set by the Executive Committee and

announced annually at the first regular meeting of the Board of Directors

 

Section 4. The membership year of the Organization shall begin on September 1st and shall end

on the following August 31st.

 

Section 5. Only members in good standing of the Organization shall be eligible to participate

in its meetings, or to serve in any of its elected or appointed positions. A member in good standing is in compliance with Section 1 and Section 3 of Article V: Membership and Dues.

 

ARTICLE VI - EXECUTIVE COMMITTEE

 

Section 1. The PTO Executive Committee shall consist of the President, Vice-President/Programming, Vice-President/Fundraising, Vice-President/Community Affairs, Recording Secretary, Corresponding Secretary, Treasurer, Immediate Past President and Parliamentarian/Bylaws Chair, who together shall comprise the Executive Committee. At minimum, the Executive Committee must have a President, Secretary, and Treasurer.

 

Section 2. The voting members of the organization shall elect the President, Vice Presidents,

Recording Secretary, Corresponding Secretary and Treasurer. Elections shall be held in the month of May for a two-year term. A majority of the votes cast by the voting members present at the May meeting shall be necessary for election. No officer shall be eligible to serve in the same office for more than two consecutive terms. Any vacancy occurring during the year shall be filled by the majority vote of the members of the Executive Committee at a regular or special meeting, except that the office of President shall be filled in the following order of succession:

 

Vice-President/Fundraising

Vice-President/Programming

Vice-President/Community Affairs

Recording Secretary

Corresponding Secretary

Treasurer

 

Section 3. The President of the PTO shall appoint the Parliamentarian/Bylaws Chair with the advice and consent of the other elected Officers.

 

Section 4. The Executive Committee shall manage the affairs of the PTO between general

membership meetings.

 

Section 5. Duties of the President

1. Fulfill the leadership role for PTO activities, and coordinate the work of the Executive Committee and Standing and Special committees of the organization in order that the Objectives may be promoted;
2. Confirm that a quorum is present before conducting any business at any meeting of the organization;
3. Develop the Calendar of Events for the PTO;
4. Develop agendas for and preside over all meetings of the Organization, with the exception of the Nominating Committee;
5. Appoint chairperson(s) of Standing and Special Committees subject to approval of the Executive Committee;
6. Be authorized to sign on bank accounts. Two of three authorized signatures shall be required on all checks;
7. Call a meeting of the Executive Committee for the purpose of selecting Standing Committee chairperson(s);
8. Be a member ex-officio of all committees except the Nominating Committee;
9. Cast the deciding vote in the event of a tie vote at any meetings;
10. Perform such other duties as may be prescribed in these bylaws or assigned by the organization; and
11. Present copies of the bylaws to each newly elected or appointed member of the Executive Committee at their first meeting in the presence of the outgoing Executive Committee.

 

Section 5. Duties of Vice President/Fundraising

1. Act as an aide to the President;
2. Preside in the absence of the President;
3. Supervise the Fundraising activities of the organization; and
4. Be authorized to sign on bank accounts. Two of three authorized signatures shall be required on all checks; and
5. Perform other duties as assigned by the President or organization.

 

Section 6. Duties of Vice President/Programming

1. Act as an aide to the President;
2. Preside in the absence of the President and Vice President/Fundraising;
3. Supervise the programming activities of the Organization; and
4. Perform other duties as assigned by the President or Organization.

 

Section 7. Duties of Vice President/Community Affairs

1. Act as an aide to the President;
2. Preside in the absence of the President and Vice President/Fundraising and Vice President/Programming;
3. Supervise the activities of the Organization that relate to Community Members and liaison with other organizations; and
4. Coordinate the election challenger process; and
5. Perform other duties as assigned by the President or Organization.

 

Section 8. Duties of Recording Secretary

1. Keep written record and present minutes of all meetings of the PTO, the Executive Committee, and the Board;
2. Keep a record of attendance at all General Membership Meetings and Executive Committee meetings;
3. Keep an updated copy of the PTO Bylaws and Articles of Incorporation.
4. Keep a current list of dues paying members;
5. Provide the President with a copy of the minutes of each meeting; and
6. Perform other duties as assigned by the President or Organization.

 

Section 9. Duties of Corresponding Secretary

1. Conduct, collect and file all correspondence of the organization or as required by the President;
2. Be responsible for organization and oversight of the PTO’s annual elections;
3. Be responsible for communication to the members;
4. Ensure that all notices are given in accordance with the Bylaws;
5. Perform the duties of the Recording Secretary in his/her absence; and
6. Perform other duties as assigned by the President or Organization.

 

Section 10. Duties of Treasurer

1. Keep records of all receipts and disbursements of monies;
2. Coordinate with all Committees and Board Members to make deposits, and pays bills and reimbursements as needed;
3. Be authorized to sign on bank accounts. Two of three authorized signatures shall be required on all checks;
4. Maintain all financial records, prepares financial reports on a monthly basis with a final financial report at the close of the school year, and makes financial reports available to PTO;
5. Develop, with the President and Vice President/Fundraising, an annual budget for the Organization, and Assist Committees with budget reports as needed; 
6. Ensure that the Organization complies with all applicable regulations, laws, and procedures to maintain tax exempt status for organization;
7. Prepare all necessary tax returns and documentation;
8. Be responsible for coordination with any outside accountant, auditor, or governmental entity for any audit or review; and
9. Perform other duties as assigned by the President or Organization.

 

Section 11. Duties of the Parliamentarian/Bylaws Chair

1. Be familiar with Parliamentary Procedure and the Bylaws of this Organization;
2. Advise on matters of Parliamentary Procedure and Interpret the Bylaws when requested;
3. Chair the Bylaws committee and report on any proposed amendments to the Bylaws; and
4. Perform other duties as assigned by the President or Organization.

 

ARTICLE VII - EXECUTIVE BOARD

 

Section 1. The Executive Board is the policy-making body and may exercise all the powers and authority granted to the Organization by law. The Board shall comply with all applicable regulations, laws, and procedures to maintain tax exempt status for organization.

 

Section 2. The Executive Board shall consist of the members of the Executive Committee of the

PTO and the Standing Committee Chairpersons and such other committee chairs that the Board may from time to time designate to serve on a temporary or permanent basis. The Board may also designate up to two Outside Advisors to serve on the Board.

 

Section 3. Each Committee Chairperson shall serve for a term of one (1) year. Vacancies before

the expiration of a Director’s term shall be appointed by the President with advise from the Executive Committee. A director appointed to fill a vacancy shall be serve for the unexpired term of that director's predecessor in office.

 

Section 4. There is no limit to the number of terms a Committee Chairperson may serve.

 

ARTICLE VIII - COMMITTEES

 

Section 1. Only members in good standing of the Organization shall be eligible to serve in any elected or appointed position.

 

Section 2. The Executive Committee may create such standing and special committees as it may deem necessary to promote the Objectives and carry on the work of the organization.

 

Section 3. The newly elected President shall call a meeting of the Executive Committee for the purpose of appointing standing and special committee chairpersons.

 

Section 4. The President shall have the power to appoint Special Committees subject to the approval of the Executive Board. Special Committees shall be dissolved upon

completion of the assigned task.

 

Section 5. The President shall be a member ex-officio of all committees, except the Nominating Committee.

 

Section 6. The Standing Committees of the Norwood PTO may include: Membership, Ways and Means, Publicity, Directory, Cultural Arts, Publicity, Hospitality, Class Parents, Health and Safety and Special Projects.

 

Section 7. The Chairperson of each Standing and Special Committee shall call meetings of the Committee members for the purpose of carrying on the work of the committee.

 

Section 8. Each Committee according to its function will report to a Vice President, who shall have supervisory responsibility for that committee. In the event that the function is unclear, the Executive Committee shall determine which Committee reports to which Vice President.

 

Section 9. The Chairperson of each Committee shall advise the appropriate supervisory Vice President of his or her committee’s plans of work, and no committee work (defined as new projects or programs) shall be undertaken without the prior approval of the Vice President in consultation with the Executive Committee. Where it deems it appropriate, the Executive Committee may seek approval from the general membership before new projects or programs are undertaken.

 

ARTICLE IX - ELECTION OF OFFICERS

 

Section 1. There shall be a Nominating Committee composed of three members. The Immediate Past President shall serve as the Chairperson of the Nominating Committee. The other two members of the nominating committee shall be selected by a majority of the Executive Committee.

 

Section 2. The Nominating Committee shall nominate one eligible member in good standing for each office to be filled and report its nominees at the regular Organization meeting in February.

 

Section 3. At the March membership meeting an opportunity will be given to the general membership to make nominations from the floor. For a nomination to be placed on

the ballot it must be seconded.

 

Section 4. Officers shall be elected by ballot annually in the month of April. However, if there is but one nominee for any office, it shall be in order to move that the Secretary cast the elective ballot of the Organization for the nominee. A majority of members present at the May meeting shall elect the officers.

 

Section 5. All officers, upon vacating their office, shall deliver to the President all official material and all materials owned by the Organization in her/his possession by May 30th.

 

Section 6. New officers shall assume their duties on June 1.

 

Section 7. An officer may be removed from office for cause at a special meeting of the general

membership of the Organization called for that purpose. Cause is defined as: (A) Engaging in illegal or other wrongful conduct detrimental to the business or reputation of the Organization. (B) Willful neglect in performing his or her duties as an Executive Board member of the Organization. A special meeting called for the removal of an officer shall require a quorum of 20 members. A vote of two-thirds of the members in attendance at the special meeting is required for an officer to be removed from office.

 

ARTICLE X - MEETINGS

 

Section 1. The annual meeting of the PTO shall be held during June, at which time the newly

elected officers shall be installed. The PTO shall hold at least six (6) membership meetings per year.

 

Section 2. Regular membership meetings of the Organization shall be held the second Wednesday of each month, except July and August, unless otherwise ordered by the Executive Committee. No business may be conducted during a membership meeting unless a quorum is present. Five (5) members shall constitute a quorum for a regular membership meeting.

 

Section 3. Special meetings may be called by a President or the Executive Committee and will

be called by the President on written request of ten members. All PTO members shall be given five (5) days notice of the time, date and location of all special meetings. Notice may be sent by either regular mail or school mail. Twenty (20) members shall constitute a quorum for a special membership meeting.

 

Section 4. There shall be no proxy voting.

 

Section 5. The order of business of all meetings includes:

 

Call to order

Read and approve the minutes of the last meeting

Report of the President

Report of Treasurer

Report of Corresponding Secretary

Reports of Standing and Special Committees

Old Business

New Business

Announcements

Adjournment

 

Section 6. The Executive Board shall meet at least six (6) times during the school year. The

Executive Board may hold its meeting during a general membership meeting.

 

Section 7. A majority of the Executive Board shall constitute a quorum.

 

Section 8. Special meetings of the Executive Board may be called by the President or by the

majority of the Executive Committee.

 

ARTICLE XI - FINANCES AND CONTRACTS  (Amended  April 2024; Section1-3)
 
Section 1. The Budget Committee, consisting of the Treasurer, President and Vice President/Fundraising, shall present to the membership at the first regular meeting of the school year a budget of anticipated revenue and expenses for the year. The budget shall be used to guide the activities of the PTO during the year. Any substantial deviation from the budget must be approved in advance by the membership.
 
Section 2. The Executive Committee is authorized to enter into contracts or agreements for the
purchase of materials or services on behalf of the organization as long as the contracts and agreements comply with applicable regulations, laws, and procedures to maintain exempt status for the organization.
The Executive Committee may authorize any officer or officers to enter into said contracts or agreements. 
 
Section 3. All extrabudgetary expenditures more than $500 and less than $2000 shall be authorized by a majority vote of the voting members present at a general, or special PTO meeting, or online voting. All
extrabudgetary expenditures > $2000 shall be authorized by a majority vote of the voting members present at a general or special PTO meeting. Expenditures less than $500 but more than $200 shall be at the discretion of a majority of the Executive Board. All other expenditures shall be at the discretion of a majority of the Executive Committee. For the purpose of clarity, all PTO memberships allow for one (1) voting member per household/membership.

 

 

Section 4. The fiscal year of the PTO shall begin on September 1st, and end on the following

August 31st.

 

ARTICLE XII - BANK ACCOUNTS

 

Section 1. All monies of the PTO shall be deposited by the Treasurer in a Federal or State

chartered bank or credit union approved by the Executive Committee.

 

Section 2. The authorized signatures of the account shall be the President, Treasurer and Vice

President/Fundraising. Two (2) authorized signatures shall be required on all checks.

 

Section 3. The account shall be carried in the name of Norwood Public School PTO and bear

its tax exempt number.

 

ARTICLE XIII - CONFLICTS OF INTEREST

 

Section 1. If an Officer, Committee Chairperson, or member of the organization has a financial

interest conflicting with the interest of the organization, the individual must bring the potential conflict to the attention of the other Officers, Committee Chairpersons, or Membership and refrain from deliberating or voting on any decision with respect to the matter.

 

Section 2. No parent, Board member, or Committee member shall make a personal profit from

any PTO fund-raisers. Nothing herein shall prevent a parent, Board Member or Committee Member from winning prizes, raffles or games of chance sponsored by the PTO.

 

ARTICLE XIV - PARLIAMENTARY AUTHORITY

 

Robert's Rules of Order Newly Revised shall govern all meetings of the Organization in all cases in which they are applicable and in which they are not in conflict with these Bylaws.

 

ARTICLE XV –– AMENDMENTS

 

Section 1. Proposed amendments to these Bylaws shall be forwarded to the Bylaws Committee.

The Committee must report any and all actions taken on such proposals.

 

Section 2. Notice of proposed changes to the Bylaws must be given in writing to all members

at least thirty days prior to the meeting at which the vote will be taken.

 

Section 3. Amendments to these Bylaws must be ratified by a two-thirds (2/3) vote of the

membership in attendance.

 

Section 4. Automatic, grammatical, punctuation, and correlation corrections in these Bylaws,

which in no way alter the intent of the respective Bylaws, shall be effected by the Bylaws Committee, subject to approval by the Executive Committee.

 

ARTICLE XVI - RATIFICATION

 

Upon ratification by a two thirds vote of the membership present during a regularly scheduled

general membership meeting of the PTO these bylaws shall become binding and shall  subsequently be signed and dated by the President, Vice President/Programming, Vice President/Fundraising, Vice President/Community Affairs, Recording Secretary, Corresponding Secretary and Treasurer of the PTO elected following the ratification of this bylaws.

 

Norwood PTO By Laws