CENTENNIAL PARENT TEACHER COUNCIL

BYLAWS

Revised: 8/19/2008

 

 

ARTICLE I: NAME

 

The name of this organization is the Centennial Parent Teacher Council (PTC), located at Kyrene Centennial Middle School, 13808 South 36th Street, Phoenix, Arizona 85044.

 

 

ARTICLE II: OBJECTIVES

 

The council is organized exclusively for charitable, scientific, literary or educational purposes within the meaning of section 501 (C) (3) of the Internal Revenue Code, or corresponding section of any future Federal Tax Code ( presently known as “Internal Revenue Code”). The objectives of the Centennial Parent Teacher Council are:

 

A.      To provide support for the students and staff at Centennial Middle School for the advancement of education.

 

B.      To promote parent and public involvement in our schools and community.

 

 

ARTICLE III: BASIC POLICIES

 

The following are basic policies of the Centennial Parent Teacher Council:

 

A.      The organization shall be noncommercial, nonsectarian and nonpartisan.

 

B.      The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or any partisan interest for any purpose not appropriately related to the promotion of the objectives of this organization.

 

C.      The organization shall not—directly or indirectly—participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of activities to attempting to influence legislation by propaganda or otherwise.

 

D.      The organization shall work with the schools to provide quality education for all children, and shall seek to participate in the decision-making process establishing school policy. This task will be followed through by Parent representation on Centennial Middle School’s Site Based Collaborative Team and Parent representation on the Kyrene District Parent Superintendent Council, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.

 

E.      The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing this organization in such matters shall make no commitments that bind this organization.

 

F.      In the event of the dissolution of this organization, after paying or adequately providing for the debts and obligations of the PTC, the remaining assets shall be distributed to one or more of the exempt purposes specified in section 501 (C) (3) of the Internal Revenue Code.

 

G.     Any subcommittee meetings held outside the monthly business / general meeting of the Parent Teacher Council, shall report to the Executive Board to ensure communications and continuity in achieving goals and implementing programs.

 

 

ARTICLE IV: MEMBERSHIP

 

Section 1.

 

Membership to the Centennial Parent Teacher Council shall be made available to any individual who subscribes to the objects and basic policies without regard to race, color, creed and national origin, under such rules and regulations not in conflict with the provisions of these bylaws.

 

Section 2.

 

All members of this organization shall be eligible to participate in the business / general meetings or to serve in any elective or appointive positions.

 

Section 3.

 

Membership is made available to all members of the Kyrene Centennial Middle School Community with no membership dues required.

 

Section 4.

 

The membership year for the Centennial Parent Teacher Council shall be from July 1 to June 30.

 

 

ARTICLE V: OFFICERS AND THEIR ELECTIONS

 

Section 1.

 

Each officer shall be a member of this PTC.

 

Section 2.

 

A.      The officers of this organization shall consist of :

 

                                                   i.      President (or) Co –  President

                                                 ii.      Vice President (or) Co – President

                                                iii.      Secretary

                                                iv.      Treasurer

                                                  v.      Principal of school (or) representative appointed by the Principal.

 

B.      Officers for the next fiscal year shall be elected by ballot in the month of May (or) the last General PTC Meeting of the fiscal year.

 

C.      Officers shall assume their official duties following the close of the business / general board meeting in May and shall serve for a term of one year.

 

D.      A person shall not be eligible to serve more than two consecutive terms in the same office.

 

 

Section 3.

 

Nominating Committee :

 

A.      There shall be a Nominating Committee composed of the immediate past President, as Chairman, or his/her designate, and not less than two additional members from the body of the organization.

 

B.      The Nominating Committee shall handle ballots for all elections.

 

Section 4.

 

A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board, notice of such election haven’t been given.  In case a vacancy occurs in the office of the President (or) Co – President, the Vice President (or) Co –President shall serve notice of election.

 

 

ARTICLE VI: DUTIES OF OFFICERS

 

Section 1.

 

The President (or) Co – President shall:

 

A.      Preside at all Business, General and Executive Board meetings, and coordinate preparation of the agenda for meetings with the Secretary.

 

B.      Be a member, ex officio, of all committees.

 

C.      Coordinate the work of officers and committees of the PTC in order that the purpose of this organization may be promoted.

 

D.      Compile all information necessary for the school calendar with the principal.

 

E.      Be the official representative of the organization at council and district meetings, or appoint a representative.

 

F.      Perform such other duties as may be prescribed in these bylaws or assigned to him / her by the organization.

 

G.     Work with the Vice President (or) Co-President to schedule guest speakers and/or events for the business and/or general meetings

 

H.      Work with the Vice President (or) Co-President in filling Chairperson positions.

 

I.          Periodically audit books with the Treasurer. Co-sign all checks over $500.

 

 

Section 2.

 

The Vice President (or) Co – President shall :

 

A.    Act as an aide to the President.

 

B.    Perform the duties of the President in the absence or inability of that officer to act.

 

C.    Attend all Business, General, and Executive Board meetings.

 

E.        Work with the President (or) Co – President to schedule guest speakers and / or events for the business and / or general meetings.

 

F.        Work with the Vice President (or) Co-President in filling Chairperson positions.

 

 

Section 3.

 

The Secretary shall :

 

A.      Attend all Business, General and Executive Board meeting.

 

B.      Prepare minutes taken from said meeting and distribute.

 

C.      Be responsible for sending “Thank You” notes to any and all necessary correspondence.

 

D.      Keep a copy of the current Parent Teacher Council Bylaws available for reference at each meeting.

 

E.      Keep current records including minutes, budgets, treasurer’s reports and subcommittee reports, and any correspondence in a bound record book for the year, available for public viewing.

 

F.      Write school newsletter, flyers and / or notices regarding the organization.  Be responsible for the approval of such newsletter, flyers and / or notices by the school principal prior to printing.

 

G.     Receive all incoming PTC related correspondence, including all subcommittee information.  Forward information to the appropriate chairpersons and/or board members.

 

H.      Compile PTC e-mail distribution list and distribute information to PTC members as needed.

 

Section 4.

 

The Treasurer shall :

 

A.      Have custody of all funds for this Parent Teacher Council (PTC).

 

B.      Keep a full and accurate account of all receipts and expenditures.

 

C.      Make disbursements as authorized by the president (s), Board, or organization in accordance with the budget adopted by this organization.

 

D.      Present a current financial statement at every monthly scheduled meeting of this organization and at other times as may be requested by the executive board.

 

E.      Make a full report at the meeting at which new officers officially assume duties (May meeting).

 

F.      Be responsible for filling out and filing all Tax return information as required by the state of Arizona and the Federal Government. Ensure all tax documents are made available for public viewing as required by the IRS.

 

G.     In the event of the dissolution of this organization, it will be the treasurer’s responsibility to make sure all receipts and expenditures have been made accurately and timely.  The treasurer will also be responsible for filing the “FINAL” tax return information of this PTC.

 

H.      Prepare a budget proposal for approval by the Executive Board.

 

 

Section 5.

 

When an officer fails to attend three consecutive schedule monthly meetings, or is not fulfilling the responsibilities of the office prescribed in these bylaws or standing rules, or engages in conduct injurious to this organization or it’s purposes, the executive board will request the resignation of that officer and declare the office vacant.

 

Section 6.

 

All officers shall perform the duties prescribed in the current revised edition of ROBERT’S RULES OF ORDER NEWLY REVISED in addition to those outlined in these bylaws and those assigned from time to time.  Upon the expiration of the term of office or in case of resignation or termination, each officer shall turn over to the president, without delay, all records, books, and other material pertaining to the office and shall return to the treasurer, without delay, all funds belonging to this organization.

 

 

ARTICLE VII: EXECUTIVE BOARD

Section 1.

 

A.      The Executive Board shall consist of the officers of the organization, the principal of the school  (or) a representative appointed by the principal, and a Teacher/Staff representative.

 

B.      The President may appoint a parliamentarian, subject to the approval of the Executive Board.

 

Section 2.

 

The duties of the Executive Board shall be:

 

A.      To transact necessary business meetings of this organization and such other business as may be referred to it by the organization.

 

B.      To create special committees and select the chairperson for these committees as are deemed necessary to promote the Objectives of this organization.

 

C.      To approve the plans and work of said committees.

 

D.      To fill all vacancies of office, including that of president.

 

E.      To present and furnish reports at the regular scheduled meetings of this organization.

 

F.      To review and approve the proposed yearly budget prepared by the treasurer for submission to the organization for approval.

 

G.     To approve routine expenditures within the limits of the budget and any items over the approved budget limit.

 

H.      To approve non budgeted expenditures for payment.

 

I.         To receive and furnish the organization with a financial report from the treasurer at each regularly scheduled meeting.

 

Section 3.

 

Regular meetings of the Executive Board of this organization shall be held during the year as needed.  A majority of the Executive Board members constitutes a quorum.

 

Special meetings of the Executive Board may be called by the President or by three members of the board, three (3) days notice having been given.

 

 

ARTICLE VIII: GENERAL MEETINGS

 

Section 1.

 

General meetings of this organization shall be held monthly during the school year, unless otherwise decided by the executive board.  Dates and times of these meeting will be decided by the executive board at its first meeting of the year.  Five (5) days notice must be given of a change meeting date or time.

 

Section 2.

 

Special meeting of this organization may be called by the president or by a majority of the executive board, three (3) days notice having been given.

 

Section 3.

 

Approval of annual budget and elections of officers will be conducted at general meetings.

 

Section 4.

 

The last general meeting of the fiscal year shall be the annual election meeting at which time officers are elected.

 

Section 5.

 

Members present shall constitute a quorum for the transaction of business at any meetings of this organization.

 

 

ARTICLE IX: COMMITTEES

 

Section 1.

 

There shall be such committees created by the executive board as may be required to carry on the work of this organization and school community.

 

Section 2.

 

The chairperson of each committee shall coordinate their plan of work with the President or his/her appointed representative.

 

Section 3.

 

The power to form a special committee and appoint their members rests with the executive board as outlined in these bylaws.

 

Section 4.

 

When a chairperson fails to fulfill his/her responsibilities as prescribed in these bylaws or standing rules or engages in conduct injurious to this organization or its purpose, the executive board will declare the chairmanship vacant.

 

Section 5.

 

The president shall be a member ex officio of all committees.

 

Section 6.

 

Upon the expiration of the term of office, or in case of resignation or termination, each chairperson shall turn over to the president, without delay, all records, books and other material pertaining to the chairmanship, and shall return to the treasurer, without delay, all funds belonging to this organization.

 

 

ARTICLE X: DISSOLUTION

 

The Parent Teacher Council (PTC) may dissolve and finalize its affairs in the following manner :

 

A.      The Executive Board shall adopt a resolution recommending the PTC be dissolved and direct that the question of such dissolution be submitted to a vote at a special meeting of its members having voting rights.  Written or printed notice stating that the purpose of such meeting is to consider the advisability of dissolving this PTC shall be given to each member entitled to vote at such meeting at least thirty (30) days prior to date of such meeting.

 

B.      Only those persons who were members of this PTC on the date of adoption of the resolution and who continue to be members on the date of the special meeting shall be entitled to vote on the question of dissolution.

 

C.      Approval of dissolution of this PTC shall require the affirmative vote of at least two-thirds of the members present and entitled to vote at the special meeting.

 

ARTICLE XI: FISCAL YEAR

 

The fiscal year of this organization shall begin July 1, and end June 30.

 

 

ARTICLE XII: AMENDMENTS

 

Section 1.

 

A.      The Bylaws of this organization known as “Parent Teacher Council” PTC, may be amended at any general meeting of this organization by a two-thirds vote of the members present, provided that notice of the amendment has been given at the previous general meeting.

 

B.      A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws by a majority vote by the members present a general meetings of this organization.  The requirements for adoption of a revised set of bylaws shall be the same in the case of amendment.

 

 

ARTICLE XIII: PARLIAMENTARY PROCEDURES

 

ROBERT’S RULES OF ORDER NEWLY REVISED EDITION shall govern this organization in all cases in which they are applicable and in which they are not in conflict with these bylaws.

 

 

 

 

ARTICLE XIV: STANDING RULES

 

A.      At the beginning of his / her term of office, each member of the Executive Board shall be given a copy of these bylaws and shall be responsible for making a thorough study of them.  A copy of these bylaws shall be made available to any member of this organization upon request.

 

B.      When a recommendation for an item of business or an announcement that has not had prior consideration by the executive board is brought to the general meeting, it shall be referred to a committee and/or the executive board for study.

 

C.      Any non PTC material to be distributed at a general meeting must be approved by the executive board prior to the meeting.

 

D.      The nominating committee shall attempt to recruit more than one candidate per office.

 

E.      Any non budgeted item over $100 must be submitted to the organization at a general or board meeting for approval by a majority vote of the members present.  Any non budgeted item under $100 must be approved by the President.

 

F.      All committee chairpersons shall leave copies of any student correspondence in the principal’s office for reference.

 

G.     Copies of the written financial statement by the treasurer shall be available at the general meetings.

 

 

H.      All checks of $500 or more must be signed by BOTH the Treasurer and President.

 

 

NOTE : Standing rules may be adopted by a majority vote at any general meeting of this organization.  Amendments to standing rules requires a two thirds vote without previous notice of the members present at said meeting.  Standing rules should be procedural rather than parliamentary and may not conflict with these bylaws.