Lewis County P.T.O. Mission Statement and By-Laws
Lewis County P.T.O.
| Home | Fundraising | T-Shirt Fundraiser | T-Shirt Order Form | Recent P.T.O. Events | PTO Spotlight | P.T.O. Executive Board Members 2006-2007 | Calendar of Upcoming P.T.O. Events and Activities | Lewis County School Calendar for 2006-2007 | Lewis County P.T.O. Mission Statement and By-Laws | Links

ARTICLE I: NAME

This organization shall be known as the Parent-Teacher Organization of the Lewis County Public School System.

ARTICLE II: MISSION STATEMENT

The mission of the Lewis County Public School System P.T.O. is to promote a quality education and a safe environment for the children, educators and staff and to implement and sponsor activities that will encourage participation by children, parents, teachers and staff.

ARTICLE III:  NON-COMMERCIAL NATURE

SECTION A:  This organization shall be non-sectarian, non-commercial and nonpartisan.  No commercial enterprise and no candidate shall be endorsed by it.  The name of the organization or the names of its officers in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest, or for any other purpose than the regular work of the organization.
 
SECTION B:  No profits shall proceed to any officer or member of the organization.

ARTICLE IV:  ADVISTORY NATURE

This organization shall not seek to direct the administrative activities of the school or to control it's policies.

ARTICLE V:  COOPERATIVE NATURE

This organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils.

ARTICLE VI: MEMBERSHIP QUALIFICATIONS

SECTION A: Parents or Guardians with a child or children in the Lewis County Public School System, regardless of the child's grade level, are automatically granted membership in this organization.

SECTION B: The school system's faculty (teachers) and staff (administrative, aides, etc.) are automatically granted membership in this organization.
 
SECTION C:  All P.T.O. members, while volunteering their time or services at any Lewis County school or at any Lewis County school-sponsored event, must be in compliance with the same rules and regulations that govern all Lewis County school system personnel.

ARTICLE VII: DUES

There are no dues or fees collected in order for affiliation with this organization. The Treasurer may accept donations from members or outside sources at the discretion of the Executive Board.

ARTICLE VIII: OFFICERS

SECTION A: The elected officers of this organization shall be the President, Vice Pres. Elect, Elementary School Coordinator, Intermediate School Coordinator, Middle/High School Coordinator, Treasurer, Secretary and Corresponding Secretary. A person shall serve more than two consecutive terms in any one office with the approval of the Executive Board.

SECTION B: The term of office is from July 1st to June 30th.

SECTION C: Officers may be elected as a husband and wife team with one filling in for the other for meeting purposes. However, if both are in attendance, only one vote may be cast, that of the duly elected officer.
 
SECTION D: Individuals nominated for executive officers must have attended at least two PTO meetings during the current school year prior to the election.

SECTION IX: DUTIES OF THE OFFICERS:

SECTION A: The President shall organize and preside over all P.T.O. and Executive Board meetings. He/She shall also be the P.T.O.'s executive head and have general supervision over all affairs of the organization and responsibility for co-signing checks for the organization.

SECTION B: In the absence of the President, the duties and responsibilities shall fall to the Vice Pres.Elect. 

SECTION C: The School Coordinators shall serve as the liaison between their respective schools and the P.T.O. Their duties will include representing their schools in all meetings and maintaining communication between the P.T.O. and the schools. The School Coordinators may also have additional duties and responsibilities as assigned by the President and/or the Executive Board.

SECTION D: The Secretary shall prepare the minutes of all Executive Board and P.T.O. meetings, provide all necessary correspondence, maintain a record of all past meetings for a minimum of two years and have responsibility for co-signing orgainizational checks. The Secretary may also have addisional duties and responsibilites as assigned by the President and/or the Executive Board.

SECTION E: The Treasurer of the P.T.O. shall be the custodian of all monies of the organization and shall keep ledgers correct and up-to-date and available for audits and public viewing. He/She shall disburse funds in accordance with the by-laws of this organization as stated in Article IV, Section A. The Treasurer shall keep the funds in a finanacial institution in the name of the Lewis County Public School System P.T.O. and subject to withdrawal by check in such a manner as is outlined in Article IX, Section B of these by-laws.

SECTION F: The Corresponding Secretary shall be responsible for ensuring that all P.T.O. meetings and activities receive the appropriate publicity. He/She may also have additional duties and responsibilities as assigned by the President and/or the Executive Board.

ARTICLE X: ELECTIONS

SECTION A: At the general membership meeting in June, nominations may be submitted from the floor or from the Executive Board as long as the individual making the nomination has been to at least two PTO meetings during the current school year prior to the election. If there is more than one (1) candidate for an office, a vote will be taken by written ballot. If there is only one (1) candidate for an office, an oral vote can be taken.

SECTION B: Inductions shall take place at this meeting with terms beginning as stated in Article VIII, Section B.

ARTICLE XI: VACANCIES

In the event of a vacancy in any office, the Executive Board shall appoint a member to fill in the unfinished term.

ARTICLE XII: EXECUTIVE BOARD

SECTION A: The Executive Board shall consist of the eight (8) elected officers. In order to conduct business, a quorum of five (5) members is required.

SECTION B: The Executive Board shall approve all business policies, be responsible for all the business affairs of the organization and approve and/or submit funds for approval for all organizational activities.

SECTION C: The Executive Board may meet monthly or as deemed necessary.

ARTICLE XIII:  DISCIPLINE

SECTION A: Charges of professional dishonesty, working against the principles of the organization and/or injuring the professional standing of another member, may be filed in a written statement, signed by five members in good standing and submitted to the Executive Board.
 
SECTION B:  The accused member shall be notified in writing of all allegations, and shall have the privilege of being present at a special or regular meeting of the Executive Board, at which time the charges will be considered.
 
SECTION C:  A member may be suspended from the organization by a two-thirds vote of the Executive Board, subsequent to the execution of the procedures set forth in Sections A and B of this Article.

ARTICLE XIV: APPROVAL OF FUNDS

SECTION A: The Executive Board must approve any expenditures exceeding $200.00 per school for any one month.

SECTION B: All checks must be co-signed by the two authorized officers of the P.T.O., the President and the Secretary. If one of these officers is not available, the Vice President Electmay co-sign in their absence.
 
SECTION C: No loans shall be made by the organization to it's officers or members.
 
SECTION D: Members of the board shall not be held individually or collectively liable for the debts or actions of the Organization, or for the actions of individual members of the Organization, except as mandated by law.

ARTICLE XV: COMMITTEES

The Executive Board will appoint committees as deemed necessary.

ARTICLE XVI: AUDITS

The Executive Board can provide for an annual audit of the ledgers (books) and accounts of the P.T.O. by the appointment of one (1) or more auditor(s) from the membership. The audit of the organization shall be completed by July 31st and the report submitted at the next general membership meeting.

ARTICLE XVII: MEETINGS

SECTION A: The Executive Board will meet at least monthly, at the date, time and location agreed upon at the previous meeting.

SECTION B: The general membership meeting will be help at least quarterly, on a date, time and location designated by the Executive Board.

SECTION C: Members of the organization may petition for a meeting by submitting to the Executive Board a written request signed by a minimun of fifteen (15) members at least ten (10) days prior to the proposed meeting.

SECTION D: The agenda for the general membership meeting is as follows:

- Meeting is called to order
- Reading/approval of minutes of prior meeting
- Treasurer's report (bills, balances, etc.)
- Secretary's report (correspondence, etc.)
- School Coordinators' reports
- School reports
- President's report
- Old business
- New business

ARTICLE XVIII: CONFLICT OF INTEREST POLICY
The 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 buy not replace any applicable state and federal laws govering conflict of interest applicable to nonprofit and charitable organizations. 
 
ARTICLE XIX: DEFINITIONS
1. INTERESTED PERSON
Any director, principle officer, or member of a committee with governing board delegated powers,who has a direct or indirect financial interest, as definied below, is an interested person. 
 
2.FINANCIAL 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,
   b. A compensation arrangement with the Organization or with any entity or individual with which the transaction or arrangement, or
   c. A 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 insubstantial.
 
A financial interest is not necessarily a conflict of interest. Under Article XX, Section 2, a person who has a financial interest may have a conflict of interest only if the appropiate governing board or committee decides that a conflict of interest exists.
 
 
ARTICLE XX: PROCEDURES  
   1.Duty 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 considering the proposed transaction or arrangement.
 
   2.Determining Whether a Conflict of Interest Exists
After discosure of the financial interest and all the 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 oe committee members shall decide if a conflict of interest exists.
 
   3.Procedures for Addressing the Conflict of Interest
   a. An interested person may make a presentation at the govering 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.
 
   b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction aor arrangement.
 
   c. After exercising due diligence, the governing board or committee shall determine wheter the Organization can obtain with reasonable efforts a more advantageous tansaction or arrangement from a person or entity that would not give rise to a conflict of interest.
 
   d.If a more advantageous transaction or arrangement is not possible under circumstances not producing a conflict of interest, the govering 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 arrangement.
 
    4. Violations of the Conflict of Interest Policy
   a. If the governing board or committee has a 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.
 
   b. If, after hearing the member's response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possibe conflict of interest, it shall take appropriate disciplinary and corrective action. 
  

ARTICLE XXI: AMENDMENTS TO THE BY-LAWS

The by-laws of the Lewis County Public School System Parent-Teacher Organization may be amended as conditions arise by a majority of affirmative votes of the organization's members that are present at the general membership meeting. Members must submit suggested changes at the prior general membership meeting before being voted on. The Secretary shall make available copies of the proposed changes upon request.

ARTICLE XXll:  DISSOLUTION OF ORGANIZATION

Upon dissolution of this organization, after paying or adequately providing for the debts and obligations of this P.T.O., the remaining assets shall be distributed to the Lewis County School System.  If the Lewis County School System ceases to exist, remaining P.T.O. 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.