Glen Arden Elementary School
Parent Teacher Organization By-Laws
Approved June 2012
Article I – Name of Organization
The name of this organization shall be the Glen Arden Parent Teacher Organization, also known as, GAPTO.
Article II – Purpose
PTO is organized for the purpose of supporting the education of
children at Glen Arden Elementary School, by fostering relationships
among the school, parents, and teachers.
Article III – Goals of Glen Arden PTO
goals of GAPTO are to complement the school’s curriculum with
additional opportunities for parent, teacher, and students to learn,
communicate and grow.
Article IV – Policies
organization is organized exclusively for the 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 (hereinafter "Internal Revenue Code").
b. The organization shall be noncommercial, nonsectarian, and nonpartisan.
name of the organization or the names of any members in their official
capacities shall not be used to endorse or promote a commercial concern
or in connection with any partisan interest or for any purpose not
appropriately related to the promotion of the objectives of 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 its activities in attempting to influence legislation by
propaganda or otherwise.
organization shall work with the schools to provide quality education
for all children and youth and shall seek to participate in the
decision-making process establishing school policy, recognizing that the
legal responsibility to make decisions has been delegated by the people
to boards of education, state education authorities, and local
part of the net earnings of the organization shall inure to the benefit
of, or be distributable to its members, directors, trustees, officers,
or other private individuals except that the organization shall be
authorized and empowered to pay reasonable compensation for services
rendered and to make payments and distributions in furtherance of the
purposes set forth in Article II hereof.
any other provision of these articles, the organization shall not carry
on any other activities not permitted to be carried on (i) by an
organization exempt from federal income tax under Section 501(c) (3) of
the Internal Revenue Code or (ii) by an organization, contributions to
which are deductible under Section 170(c) (2) of the Internal Revenue
Article V – Membership
parent or guardian of a student currently enrolled in Glen Arden
Elementary School, as well as current Glen Arden Elementary School
teachers and staff, may become a PTO member.
PTO shall conduct an annual enrollment of members, but may admit
individuals to the membership at any time.
c. Each member shall pay annual membership dues, which shall be established by the PTO.
members who have paid the annual dues and are in good standing shall be
eligible to vote. Each member shall have the right to one vote.
e. The membership year of the PTO shall begin July 1 and end the following June 30.
Article VI – Executive Board and Their Election
Section 1 – Executive Board
officers of the Executive Board shall consist of a President,
Vice-President, Secretary Treasurer, Fundraising Coordinator, School
Relationship Coordinator and Volunteer Coordinator.
b. Non-elected positions of the Executive Board shall include the Principal/Assistant Principal and Teacher Representative.
Section 2 – Terms of Office
a. Officers are elected for one year and may be serve no more than (3) consecutive years as elected officers.
person shall not be eligible to serve more than (2) consecutive years
in the same office. Should a person want to serve a 2nd year in their
office they shall be slated without going through the nomination
c. Newly elected PTO board members shall assume the responsibilities of their office July 1 of that year.
d. A person may only hold (1) voting position at a time.
e. A board member may chair a special committee.
Section 3 – Eligibility
Only PTO members shall be eligible to serve in any board position and only PTO members are eligible for nomination.
Section 4 – Nominations/Elections
a. There shall be a nominating committee composed of the President, Vice-President and four (4) non-Executive Board members.
members who have paid the annual dues and are in good standing shall be
considered for the nominating committee. Exception – One exiting board
member may be considered for the nominating committee. The PTO Board
shall elect this committee in March, prior to the election of officers
PTO shall send out a nomination notice to all parents whose children
attend GAES no later than April 15 to give them the opportunity to
nominate someone or themselves for the PTO position. Again, only PTO
members will be eligible for nomination.
d. Current board members can nominate others.
nominating committee shall select an eligible person for each board
position by April 30th and present the slate at the May general
f. No person shall be elected to office without his or her consent.
Section 5 – Voting
Voting shall be by voice vote when the slate is presented at the May general membership meeting for the seven board positions.
Section 6 – Vacancies
person(s) elected by a simple majority vote of the executive board
shall fill any vacancy occurring in the office, for the remainder of the
term. Exception – if the Vice President position is vacated the
Executive Board forms a nominating committee and the election process is
the event any current officer no longer has a child enrolled at GAES,
for any reason, the said officer will be considered to have resigned,
and the executive position will be considered vacant and can be filled
according to the provision listed above.
there is a vacancy in the office of President, the Vice-President will
become President. At that time the Vice-President position will be
filled according to provision (a) listed above.
person may serve only two consecutive years in the same office except
when a person obtains the office due to a mid-term vacancy and is
elected by the Executive Board.
Section 7 – Removal from Office
board member could be subject to removal at any such time that he or
she fails to perform assigned duties, is corrupt, or any act/behavior
that brings dishonor to, or negates the purpose and/or goals of this
Article VII – Duties of Each Executive Board Position
Section 1 – President
The President shall:
a. Preside over all meetings of the PTO.
b. Be a member, ex officio of all committees.
c. Coordinate the work of all the officers and committees so that the purpose of the organization is served.
d. Represent the PTO at meetings outside the organization.
e. Sign checks, notes, etc., along with the treasurer.
f. Serve as primary contact for the principal.
g. Work with teachers to assess their needs.
h. Appoint special committees as needed.
i. Prepare, along with the Executive Board, the yearly budget for the new school year.
j. Present by-laws with the Executive Board at the first board meeting.
Section 2 – Vice-President
The Vice-President shall:
a. Assist the President as needed.
b. Carry out the duties of the President in his or her absence.
c. Act as chairperson of PTO membership.
d. Maintain the membership list.
e. Assume role of President the following school year.
the end of school year, is responsible of removing any board members
name front the PTO bank account and sign on current board members to the
g. Replace all online passwords related to PTO funds and information.
Section 3 – Secretary
The Secretary shall:
a. Record minutes of the Executive Board meeting and general membership meetings.
b. Forward copies to each Executive Board member within two (2) consecutive weeks of meeting.
c. Publish the minutes from the preceding PTO meeting at each monthly PTO meeting.
to the official correspondence of the PTO, including the monthly
newsletter as well as gestures of appreciation and sympathy on behalf of
e. Act as liaison with the school appointed website coordinator.
work with the school administrator in maintaining current information
that is to be published in the web-based newsletter and social media
Section 4 – Treasurer
The Treasurer shall:
a. Receive and deposit all funds of the organization in a timely manner.
b. Keep an accurate record of receipts and expenditures.
c. Pay out funds in accordance with the approved budget or as authorized by the Executive Board.
d. Present a financial statement to the Executive Board at every meeting.
e. Prepare, along with the Executive Board, the yearly budget for the new school year.
the complete and timely filing of all federal and state tax returns as
well as financial reports pertaining to the PTO’s 501 (c) (3) status.
g. Publish an updated financial statement to each PTO member monthly.
Section 5 – Fundraising Coordinator
The Fundraising Coordinator shall:
a. Oversee all fundraising activities.
b. Oversee and solicit donations, etc.
c. Work closely with board members and volunteers to ensure event success.
Section 6 – School Relationship Coordinator
The School Relationship Coordinator shall:
a. Coordinate and recruit classroom volunteers.
b. Organize and solicit volunteers for Teacher Appreciation Events.
c. Plan and oversee teacher appreciation events throughout the year.
Section 7 – Volunteer Coordinator
The Volunteer Coordinator shall:
a. Recruit and organize volunteers for school activities.
b. Recruit committee chairs for school activities.
c. Recruit volunteers from the community.
d. Recruit volunteers as needed for the Principal.
Article VIII – Responsibilities and Duties of the Executive Board Members
Section 1 – Executive Board Responsibilities
Executive Board shall manage the affairs of the GAES PTO in the
intervals between the general membership meetings. The Executive Board
has the power to act in an emergency without the consent of the PTO
general membership. Majority of the Executive Board, being half plus
one, shall constitute a quorum for the transaction of business.
Section 2 – Duties
The duties of the Executive Board shall be:
a. To attend meetings once a month and three (3) general memberships meeting throughout the school year.
b. To transact business between meetings in preparation for the general meetings.
c. To create standing rules and policies.
d. To create special committees.
e. To approve plans from these committees.
f. To prepare and submit a budget for approval by the PTO general members.
g. Upon completion of term, turn over all relevant documents and information to the incoming board members.
officer shall secure any contract in the name of the PTO without the
approval to do so by the Executive Board. Any approved purchases must
be made within the budgetary restrictions.
Section 3 – Principal’s Role
Principal acts as the liaison between the school and the PTO, and
ensures that all PTO activities are in accordance with school policies
and procedures. The Principal will provide a secure location for PTO
records for the past seven (7) years.
Article IX – Committees
Section 1 – Special Committees
Executive Board of the PTO may form special committees, as necessary,
to carry on the work of the PTO organization. They must be members of
the PTO. Special committees are created and appointed for a specific
purpose; they automatically go out of existence when the work is done
and the final report is received. Their duties are:
a. The chairman of each committee shall present a plan of work to the Executive Board for approval.
b. No committee work shall be undertaken without the consent of the Executive Board.
c. The President shall be a member ex officio of all committees except the nominating committee.
d. All correspondence shall be copied to the President and Vice-President.
e. Report progress at PTO Executive Board meetings.
f. Work with the standing committee coordinators.
g. Submit reports to the Executive Board upon completion of the project/event.
Article X – General Membership Meetings
Section 1 – Policy
least two (2) general membership meetings shall be held during the
current school year. The PTO Executive Board will determine the dates.
General members shall be notified of the meetings at least seven (7)
days prior. The Executive Board may call additional meetings if
Section 2 – Voting
business shall be satisfied by either: A majority vote of the general
members present during a general membership meeting with a quorum of no
less than twenty (20) members of the PTO in attendance, not including
the Executive Board; electronic majority vote of the votes received
whereby detailed voting instructions and a motion is distributed and/or
made available to all known general members through electronic or other
reasonable means no less than seven (7) days prior to the vote
Article XI – Funds
tentative budget shall be drafted prior to each school year and
approved by a majority vote of the members present at the first general
membership meeting. The budget will be made available at least seven
(7) days prior to the meeting.
Treasurer shall keep accurate records of any disbursements, income, and
bank account information. The Executive Board will appoint a
The Executive Board shall approve any expenses outside of the approved budget of the organization.
The Executive Board retains the power to amend the approved budget up to a total of $1000 per fiscal year, by a unanimous vote.
authorized signatures shall be required on each check over $100.
Authorized signatures shall be the President, Treasurer and
for all expenses shall be made only after the PTO treasurer receives
receipts attached to a signed check request form. Final reimbursements
to be paid to a person(s) requesting reimbursements for a school year
may be accepted until the last work day in June. After June, persons
forfeit the right to be reimbursed unless Executive Board unanimously
approves to reimburse said receipt.
PTO is authorized to carry over funds for the following school year as
recommended by the Executive Board and stated in the budget. The annual
carry-over amount shall not be less than $7,500.
Vice President, Treasurer, Bookkeeper are to have access to all online
accounts that are related to the the PTO funds.
Article XII – Audits
financial review committee, appointed by the President and approved by
the Executive Board, shall review the PTO books annually before the
books are turned over to the new board. The committee should consist of
at least one outgoing or current board member and one incoming board
member, along with at least one other current member of good standing.
This committee may not include either the outgoing or incoming
committee will review receipts and verify them with the request
paperwork. The committee's report will be submitted to the Executive
Board at the first general meeting of the new school year.
c. An audit form shall be completed and submitted to the Executive Board for the treasurer’s file.
Article XIII – By-Laws
Section 1 – Confirmation
The PTO by-laws shall be confirmed every three (3) years during the first general membership meeting.
Section 2 – Amendments
By-law amendments shall:
amended at any general or special PTO membership meeting by a quorum
vote. A copy of the By-laws and a notice of this meeting shall be given
at least seven (7) days prior.
b. The amendment shall be effective immediately upon voting.
Article XIV – Conflict of Interest Policy
Section 1 – Purpose
purpose of the conflict of interest policy is to protect this
tax-exempt organization’s interest when it is contemplating entering
into a transaction or arrangement that might benefit the private
interest of an officer or director of the organization or might result
in a possible excess benefit transaction. This policy is intended to
supplement but not replace any applicable state and federal laws
governing conflict of interest applicable to nonprofit and charitable
Section 2 – Definitions
Person. Any director, principal officer, or member of a committee
with governing board-delegated powers who has a direct or indirect
financial interest, as defined below, is an interested person.
Interest. A person has a financial interest if the person has, directly
or indirectly, through business, investment, or family:
a. An ownership or investment interest in any entity with which the organization has a transaction or arrangement.
compensation arrangement with the organization or with any entity or
individual with which the organization has a transaction or arrangement;
potential ownership or investment interest in, or compensation
arrangement with, any entity or individual with which the organization
is negotiating a transaction or arrangement. “Compensation” includes
direct and indirect remuneration as well as gifts or favors that are not
financial interest is not necessarily a conflict of interest. Under
Procedures – Section 3b, a person who has a financial interest may have a
conflict of interest only if the appropriate governing Executive Board
or committee decides that a conflict of interest exists.
Section 3 – Procedures
To Disclose. In connection with any actual or possible conflict of
interest, an interested person must disclose the existence of the
financial interest and be given the opportunity to disclose all material
facts to the directors and members of committees with governing
board-delegated powers who are considering the proposed transaction or
Whether a Conflict of Interest Exists. After disclosure of the
financial interest and all material facts, and after any discussion with
the interested person, he/she shall leave the governing board or
committee meeting while the determination of a conflict of interest is
discussed and voted upon. The remaining board or committee members shall
decide whether a conflict of interest exists.
c. Procedures for Addressing the Conflict of Interest.
interested person may make a presentation at the governing board or
committee meeting, but after the presentation, he/she shall leave the
meeting during the discussion of, and the vote on, the transaction or
arrangement involving the possible conflict of interest.
chairperson of the governing board or committee shall, if appropriate,
appoint a disinterested person or committee to investigate alternatives
to the proposed transaction or arrangement.
exercising due diligence, the governing board or committee shall
determine whether the organization can obtain, with reasonable efforts, a
more advantageous transaction or arrangement from a person or entity
that would not give rise to a conflict of interest.
a more advantageous transaction or arrangement is not reasonably
possible under circumstances not producing a conflict of interest, the
governing board or committee shall determine by a majority vote of the
disinterested directors whether the transaction or arrangement is in the
organization’s best interest, for its own benefit, and whether it is
fair and reasonable. In conformity with the above determination, it
shall make its decision as to whether to enter into the transaction or
d. Violations of the Conflict of Interest Policy.
the governing board or committee has reasonable cause to believe a
member has failed to disclose actual or possible conflicts of interest,
it shall inform the member of the basis for such belief and afford the
member an opportunity to explain the alleged failure to disclose.
a. If, after hearing the member’s response and after making further.
Article XV – Dissolution
Section 1 – Procedure
PTO may be dissolved when a vote is taken at the next scheduled PTO
general membership meeting and the request is approved by a quorum vote.
Section 2 – Remaining Funds
Upon a vote to dissolve the PTO, the remaining PTO funds shall first be used to pay any outstanding PTO debt and then either:
a. A vote shall be taken by the PTO membership to spend the remaining funds on an item or items that benefit the students; or
b. The remaining funds may be donated to another 501 (c) (3) charity; or
the remaining funds are not spent the disposal of funds will follow the
procedure stated in the North Carolina Department of The Secretary of
State – Articles of Incorporation #8.
the school ceases to exist, remaining PTO 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.
GLEN ARDEN PTO BYLAWS
Date approved ____June 30, 2011_____________________
President’s Signature ___Kelley Waller _________________
Amended Date _______May 2012__________________
President’s Signature ____Amy Wamsley________________
Amended Date ______May 21, 2013____________________
President’s Signature ____Twyla Ryan__________________