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Lansing PTSO By-Laws

Lansing Parent Teacher Student Organization By-Laws
 
Article I - Name
The name of this organization shall be the Lansing Parent Teacher Student Organization.
 
Article II - Purpose
The objectives of the organization are:

  1. To promote the welfare of children and youth in homes, school and community.
  2. To bring into closer relation the home and school, that parents and teachers may cooperate intelligently in the education of children and youth.
  3. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental and social education.
 
Article III - Membership and Dues
Section 1: Any individual who subscribes to the objectives of this organization may become a member of this organization. Membership in this association shall be available without regard to race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation or military status.
 
Section 2: The organization shall conduct an annual enrollment of members. Additional members may be accepted at any time and membership may begin on the date of enrollment and dues paid.
 
Section 3: There shall be membership dues. Dues must be paid in order for membership to be valid. Membership options are 1 year, 5 year and lifetime. Membership status runs September 1 – August 15 of the following year.
 
Section 4: Membership in the organization grants an individual voting rights at all regular meetings of the organization.
 
Article IV - Meetings
Section 1: Regular Meetings: Regular meetings of the organization shall be held during the school year, the dates and times to be designated by the officers. At the first general meeting an annual budget will be presented. At the last general meeting, newly elected officers will be installed. Minutes will be taken at all regular meetings.
 
Section 2: Quorum: The quorum shall be ten (10) members of the organization. No voting may take place without a quorum.
 
Section 3: Meetings of the Officers: The officers shall meet prior to the start of the school year (July or August) and may call additional meetings as deemed necessary.
 
Article V – Board of Officers
Section 1: Membership: The board of officers (herein referred to as officers) shall consist of the officers of the organization. Current membership in the PTSO is a requirement of all officers.
 
Section 2: Duties: The duties of the officers shall be to transact business between meetings in preparation for regular meetings, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills and prepare reports and recommendations to the membership. In addition, at least one (1) officer shall attend each Board of Education meeting and report back to the board of officers.
 
Section 3: Meetings: The officers will conduct the majority of its business via email but will meet 30 minutes prior to regularly scheduled meetings of the organization as needed to vote/pass decisions.
 
Section 4: Quorum: Half the number of officers plus one constitute a quorum at officer meetings.
 
Article VI – Officers – Duties, Nominations, Elections.
The officers shall be a president; three (3) vice presidents; a secretary; a treasurer; a membership coordinator, three (3) webmaster/newsletter communication coordinators and one (1) special needs representative. Positions may be added or removed as necessary by way of a majority vote at a regular meeting.
 
Section 1: Officers and Duties:
  1. The president shall:
    1. preside at all meetings of the organization and of the executive committee.
    2. be ex-officio member(s) of all committees.
    3. coordinate the work of the officers and the committees of the organization.
    4. perform such duties as may be assigned by the officers.
  2. The vice presidents shall:
    1. act as aides to the president and shall perform the duties of the president in his/her absence or disability.
    2. oversee events/fundraisers in their respective school buildings.
    3. act as a liaison between the organization and their respective building principals.
  3. The secretary shall:
    1. record the minutes of all meetings.
    2. keep a file of all student volunteers who assist with PTSO events and fundraisers.
  4. The treasurer shall:
    1. have custody of all funds of the organization.
    2. keep a full and accurate account of receipts and expenditures.
    3. make disbursements in accordance with the approved budget.
    4. present a financial statement at every meeting and at other times of the year when requested by the executive board.
    5. make a full report at the end of the year.
    6. construct a budget for review at the first meeting of the year.
    7. submit the appropriate paperwork to the organization’s accountant so that annual taxes are completed and filed on time.
  5. The membership coordinator shall:
    1. maintain a membership database of current and past members.
    2. report on membership status (number of members and dues received) at every regular meeting.
    3. promote membership in the organization at events as agreed upon by the officers.
  6. The webmaster/newsletter communication coordinators shall:
    1. maintain the organization website, including the calendar.
    2. construct and edit a weekly e-newsletter.
    3. promote events/fundraisers via the Lansing School District electronic sign board.
  7. The special needs representative shall:
    1. facilitate communication so that students with special needs and their families are included within the PTSO.
    2. adapt PTSO activities and events as needed to make them inclusive for all students and families.
 
Section 2: Nominations and Elections: Open positions shall be announced at the April meeting. At the May meeting, interested candidates should state intent to run for open positions. Officers shall be elected annually at the last general meeting (June) or as needed should an officer position become vacant during the school year. Voting shall be by voice vote if an uncontested slate of officers is presented at the June meeting. If more than one person is running for an officer position, a ballot vote shall be taken.
 
Section 3: Eligibility: Members are eligible for office if they are members in good standing at least 14 calendar days before the May meeting.
 
Section 4: Terms of Office: Officers shall assume their official duties at the first officer meeting of the school year. Officers agree to a full term of service (1 year). Officers may serve additional terms; however, the following term limits are in place:
  • President: shall serve a maximum of four (4) consecutive terms.
  • Vice Presidents: shall serve a maximum of three (3) consecutive terms.
  • Secretary: shall serve a maximum of two (2) consecutive terms.
  • Treasurer: shall serve a maximum of two (2) consecutive terms.
  • Membership Coordinator: shall serve a maximum of two (2) consecutive terms.
  • Webmaster/Newsletter Communication Coordinators: shall serve a maximum of two (2) consecutive terms.
  • Special Needs Representative: shall serve a maximum of two (2) consecutive terms.
Should an officer be appointed to a partial term that is less than one half (1/2) the normal term, s/he shall be permitted to serve the maximum number of consecutive terms in addition to serving this partial term.
 
Section 5: Vacancies: If there is a vacancy in the office of president, one of the vice presidents will become the 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.
 
Section 6: Removal From Office: Officers can be removed from office by a two-thirds vote of those present at a regular meeting where previous notice has been given.
 
Article VII – Committees
Section 1: Membership: Committees may consist of members and officers, with the president acting as an ex officio member of all committees.
 
Section 2: Standing Committee: The following committee shall be held by the organization:
  • The scholarship committee will select senior scholarship recipients. This committee consists of the president and two (2) additional officers. No officer whose child/guardian is being considered for a scholarship may participate in the selection process.

 
Section 3: Additional Committees: The officers may appoint additional committees as needed.
 
Article VIII – Finances
Section 1: A tentative budget shall be drafted and presented at the first regular meeting of the school year. A final budget will be voted on at the following meeting.
 
Section 2: The treasurer shall keep accurate records of any disbursements, income, and bank account information.
 
Section 3: The officers shall approve all operating expenses of the organization.
 
Section 4: The treasurer shall prepare a financial statement at the end of the fiscal year (August 31), to be reviewed by the officers.
 
Section 5: 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 schools.
 
Article IX – Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s by-laws.
 
Article X – Revisions
The PTSO By-Laws can be revised with a majority vote at a regular meeting.
 
Article XI – Conflict of Interest Policy
No member shall derive any personal gain, directly or indirectly, by reason of his or her participation in the PTSO. Each individual shall disclose to the officers any personal interest that s/he may have.
 
REVISED – June 2015