Marek PTO Bylaws

Revised 07/24/2017

ARTICLE I Name

Section 1.01 The name of this organization is the Marek Elementary Parent Teacher Organization, hereinafter referred to as the PTO. Mary Burks Marek Elementary School, hereinafter referred to as Marek School, is in the Alvin Independent School District, Shadow Creek Ranch, Pearland, Texas.

ARTICLE II. Definition and Purpose

Section 2.01 The PTO is a volunteer organization of parents/guardians and teachers and is organized exclusively for charitable and educational purposes under Section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code. In addition to being not for profit, the organization shall be noncommercial and nonpartisan. The purpose of the PTO is to assist with and enhance school activities by providing volunteers, raising monies and organizing approved extracurricular activities and events.

ARTICLE III. Policies

Section 3.01 The purpose of this organization is educational and shall be developed through general and executive board meetings, committees, and projects. The PTO shall in no way attempt to direct the administrative work of the school.

Section 3.02 The name of this organization and/or the names of any members in their official capacities shall not be used in any connection with a commercial concern, with any partisan interest, or with any charitable organization for any purpose not related to promotions of the objectives for this PTO.

Section 3.03 This organization shall not contribute financially to any other organization without the approval of the Executive Board.

Section 3.04 Upon the dissolution of this organization, assets shall be distributed directly to Marek School, as long as it is exempt under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or, in the event Marek School is not exempt at the time of the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.

Section 3.05 The Executive Board shall adopt a conflict of interest policy to protect the organization’s interests. This conflict of interest policy will be signed annually by each elected officer and shall be subject to periodic review.

ARTICLE IV. Membership and Voting Rights

Section 4.01: The membership of this organization is open to any parent/guardian of a child or

children enrolled at Mary Burks Marek Elementary School. Membership also includes any teacher of Mary Burks Marek Elementary School along with the Principal, Vice Principal or administrator of Mary Burks Marek Elementary School. Honorary Membership may be conferred upon any person the organization desires to so honor.

Section 4.02: Each member present shall be entitled to one vote on each matter submitted to a vote of the membership, if present at the meeting at which such vote is taken. Votes may also be taken on each matter submitted to a vote via email to all current members of the PTO.

ARTICLE V. Meetings

Section 5.01 Meetings of general membership of the organization shall be held at least four times annually – Fall, Winter, Spring, and End-of Year — for the transaction of business. The exact date of such meetings shall be specified by the Executive Board. The End-of-Year general meeting shall be known as an Annual meeting.

Written notice of all meetings shall be issued to the staff of Marek Burks Marek Elementary School and to all students to be delivered to their parents/guardians via flyers sent home with the students and/or electronically.

Section 5.02 Special meetings of the membership may be called by the President, the Principal, and/or the Executive Board or by not less than one-tenth of the membership when a written request is presented to the Executive Board. No official PTO business can be transacted at special meetings except that for which the meeting was called.

Section 5.03 Executive Board (elected officers) meetings shall be held at best efforts once monthly to conduct business pertaining to the general operation of the PTO. All officers present at the meetings have one vote per person on issues brought before the Board. Actions shall be agreed upon by a majority vote of the Board members present. Board members unable to, attend meetings may submit a proxy vote through the President or Vice President which shall be executed on their behalf. Any member not present and not submitting a proxy vote will be on record as abstaining from the vote. In the event of a tie vote, the President will have the tie-breaking vote. Any action or program involving the school must have approval of the Principal. Any major activity, program, or large expenditure of greater than $1000 must be presented to the general membership for approval.

ARTICLE VI. Officers and their Election

Section 6.01: The officers of the organization shall be elected annually from the membership, shall serve without compensation, and shall consist of two (2) Co-Presidents, three (3) Vice Presidents of Hospitality, two (2) Vice Presidents of Events, three (3) Vice Presidents of Fall Festival, one (1) Vice President of International Festival, two (2) Vice President of Volunteers, one (1) Vice President of Membership, two (2) Vice Presidents of Yearbook, Treasurer, and Secretary. The Principal shall also serve as an officer. The officers shall be the Executive Board-and shall be members of the organization in good standing.

  1. Officers shall assume their official duties July 1 and shall serve for a term of one year and/or until their successors are installed.
  2. No officer shall serve in the same capacity for more than two (2) consecutive terms. Vacancies during the year shall be filled by special elections at the next general meeting.

Section 6.02 The President shall appoint a Nominating Committee of three (3) from the Board’s committee chairpersons. The Nominating Committee send home notices that will contain contact information for the Nominating Committee.

Section 6.02: The President shall appoint a Nominating Committee of three (3) from the Board’s Vice Presidents. The Nominating Committee will send home notices that will contain contact information for the Nominating Committee.

Section 6.03: PTO Members interested in one of the officer positions will be required to contact one of the three (3) Nominating Committee members to place their name on the voting ballot. Nominations from the floor will be accepted as a write in on the ballot. If there is only one candidate for any office, the election for that office may be by voice. A majority vote of the members present constitutes an election to that position. Newly elected officers shall be installed at the End-of-Year meeting. Term of Office shall be for one (1) year commencing July 1 and ending June 30 of the following year.

Section 6.04: The Board may approve any member in good standing to any special committee

created, or may fill any vacancy by appointment during the calendar year.

ARTICLE VII. Duties of Officers

Section 7.01: Duties of the PTO Co-Presidents are as follows:

Preside at all meetings of the PTO and Executive Board.

Appoint chairpersons of the standing and special committees as well as act as ex-officio member of all said committees with the exception of the Nominating Committee.

Act as official spokesperson for the PTO.

Both co-sign PTO checks or with the Treasurer. Two signatures required on each check.

 

Section 7.02: Duties of the PTO Vice-President of Hospitality/Teacher Appreciation are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as Hospitality Chair

Organize food and volunteers for various PTO and school-sponsored functions. (e.g. author night, movie night, etc.)

Organize teacher appreciation efforts. (e.g. luncheons, birthday cards, etc.)

 

Section 7.03: Duties of the PTO Vice-President of Events are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as Fundraising/Event Committee Chair. Duties include:

Help organize and conduct major fundraisers/events.

Send notices home regarding fundraisers/events.

All financial duties will be handled by the Treasurer.

 

 

Section 7.04: Duties of the PTO Vice-President of Fall Festival are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as Fall Festival Committee Chair. Duties include:

Help organize and conduct event.

Coordinate food vendors, carnival games, attractions, ticket sales, etc.

Advertise event.

All financial duties will be handled by the Treasurer.

Section 7.05: Duties of the PTO Vice-President of International Festival are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as International Festival Committee Chair

Invite Marek families to display a booth and/or performance reflecting a culture.

Coordinate and organize event.

Section 7.06: Duties of the PTO Vice-President of Volunteers are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as Volunteer Committee Chair. Duties include:

Coordinate volunteer sign-up sheets.

Collect and compile information for all volunteers.

Find and organize volunteers for the various committees and events.

Communicate to room parents.

Section 7.07: Duties of the PTO Vice-President of Membership are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as membership/welcome committee chair

Organize and maintain a “packet of information that is helpful to families new to the school/area.

Contact the school Registrar on a regular basis (no less frequently than monthly) for names and addresses of new families. Committee members should be willing to provide their name and contact information to the office to supply to the new families.

Contact new families to welcome them to the school, inform them of the PTO, and Answer any questions they may have.

Committee Chairperson shall serve as members of the Welcome Committee. In the event that no volunteer offers to take the position of chairperson of said committee, two (2) Committee Chairpersons shall serve as co-chairpersons during their tenure.

Section 7.08: Duties of the PTO Vice-President of Yearbook are as follows:

Assist the President in the discharge of his/her duties.

Perform all duties of the President in the event that the President is absent, unable or unwilling to execute such duties.

Serve as yearbook committee chair

Coordinate volunteers to gather and organize class pictures, event photos, dedications, etc.

Organize sale and delivery of yearbook.

Work with publisher to compile yearbook for publishing.

Section 7.09:  Duties of the Recording Secretary are as follows:

Keep an accurate record of all proceedings of the organization.

Provide copies of the minutes to the PTO President, Board, and Principal and file with PTO records.

Read minutes at each meeting.

Conduct all correspondence of the organization as directed by the President.

Issue notices of all meetings of the organization.

Maintain PTO Facebook account and PTO website.

Issue notices that contain contact information for the Nominating Committee.

Oversee publicity for the PTO

Contact local media sources to spread the word about the great things Mary Marek PTO is doing.

Prepare flyers, etc. to advertise school activities and events.

 

 

Section 7.10: Duties of the Treasurer are as follows:

Keep accurate records of the organization funds. Books must be of audit quality in order to pass an annual audit by the school district or the IRS.

Process and co-sign, with the President, checks for all of the organization’s purchases. Two signatures are required for all checks.

Report at quarterly PTO meetings and prepare preliminary annual balance sheet and year-to-date income statement for submission at the End-of-Year meeting.

File annual State Sales Tax reports as well as Income Tax Reports to the IRS.

Supply the President with monthly balance sheets on the organization’s funds.

Prepare and file quarterly and annual State and Federal Tax reports.

Section 7.11: Audit Committee Chairperson

At the end of August, meet to review and approve Treasurer’s end of year financial reports.

The committee may request necessary changes be made and must approve them as well.

Section 7.12:

School Store Committee Chairperson

Maintain supply of store treats for students.

Organize volunteers to work in the store each Friday.

Section 7.13: Vacancies

If the President is unable to fulfill the term of office to which he/she has been elected, an appointed Vice President will assume the duties of that office.

Vacancies created in any other office shall be filled for the unexpired term by an appointment of the Executive Board.

ARTICLE VIII. Parliamentary Authority

Section 8.01 All meetings of the PTO shall be governed by the parliamentary rules contained in the then current edition of Robert’s Rules of Orders Revised except when they are in conflict with these by-laws.

ARTICLE IX DISCTRICT ACCESS TO FINANCIAL ACCOUNTS AND RECORDS

Section 9.01: Access to the financial records and books of the organization are granted to the Superintendent, Deputy Superintendent and Director of Finance of Alvin Independent School District.

Section 9.02: Access to the bank account information and bank account records of the organization are granted to the Superintendent, Deputy Superintendent and Director of Finance of Alvin Independent School District.

Section 9.03: The Superintendent, Deputy Superintendent, and Director of Finance of Alvin Independent School District can temporarily suspend all bank account activity pending any investigation into the organization with reasonable prior written notice to the PTO.

ARTICLE X. Amendment of By-laws

Section 10.01: These by-laws shall become effective as of the date they are adopted by two-thirds (2/3) vote of the members present.

Section 10.02: Any member of the organization may submit, in writing to the Executive Board, a proposed amendment to the by-laws. A copy of the proposed amendments shall be available for review at the school office by any member of the PTO.

 

Section 10.03: These by-laws may be amended in whole or part at any general meeting by a two thirds (2/3) vote of the members present.

Original by-laws adopted by vote of members at the general meeting of Mary Marek Elementary School PTO on August 25, 2005. 

Amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members at a special meeting of Mary Marek Elementary School PTO on March 9, 2006.

Additional amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members at a special meeting of Mark Marek Elementary School PTO on May 22, 2008.

Additional amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members at a general meeting of Mark Marek Elementary School PTO on May 21, 2009.

Article X “District Access to the Financial Accounts and Records” amendment to the bylaws adopted and included in this full version of the by-laws by vote of the members at a general meeting of Mary Marek Elementary School PTO on February 5, 2010.

Article IX Section 9.03 amendment to the by-laws adopted and included in this full version of the bylaws per request of Alvin Independent School District on March 3, 2010.

Additional amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members at a general meeting of Mary Marek Elementary PTO on March 9, 2015.

Additional amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members at general meeting of Mary Marek Elementary PTO on May 16, 2017.

Additional amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members online from July 6-16, 2017.

Additional amendments to the by-laws adopted and included in this full version of the by-laws by vote of the members via email and GroupMe from July 23-24, 2017

The following officers attest that these by-laws are a true and factual copy and set forth the desire of the general membership of the Mary Marek Elementary PTO as adopted on the dates listed above.

The following officers attest that these by-laws are a true and factual copy and set forth the desire of the general membership of the Mary Marek Elementary PTO as adopted on the dates listed above.

Andrene Allen, PTO Co-President

Katie Chandler, PTO Co-President

Regina Lacy, PTO Treasurer