Article I. Name
The name of this organization shall be “The Camargo Elementary School Parent/Teacher Organization”, (PTO) Camargo Elementary School, 4007 Camargo Rd., Mt Sterling, KY 40353.
Article II. Purpose Statement
Our purpose is to provide support for the educational and recreational needs of every child and promote open communication between the administration, teachers, and parents of Camargo Elementary School. Through fundraising, family and student activities we will promote positive relationships that enhance the educational environment of our children.
Article III. Membership and Dues
Section 1. Membership in the PTO shall be made available without regard to race, color, creed, or national origin to any individual who subscribes to the basic policies of the PTO.
Section 2. Membership is open to any parent/guardian(or relative in place of a parent)with a child enrolled in and attending Camargo Elementary School, and to any faculty and staff of Camargo Elementary.
Section 3. The principal or designee shall be considered as a sitting advisor and/or consultant and is excluded from holding office.
Section 4. Dues of $1.00 will be required for membership.
Article IV. Duties of Officers
Section 1. Each officer shall be a member of the P.T.O.
1. Preside at all meetings of the organization and of the PTO Board.
2. Perform such other duties as assigned by the organization.
3. Serve as an authorized signatory of the PTO checks.
4. At the April PTO meeting, appoint two (2) PTO members to audit the treasurer’s records.
1. Attend all PTO meetings.
2. In the event the President is unable to attend meetings, the Vice President will preside.
3. Should the President be unable to complete his/her term, the Vice President will assume the office of President.
4. Serve as an authorized signatory of the PTO checks.
a.Attend all PTO meetings and record official minutes.
1. In the event the President and Vice President are unable to attend a meeting, the Secretary will preside.
2. Keep a copy of the By-Laws.
3. Maintain attendance records from all PTO meetings.
4. Serve as an authorized signatory of the PTO Checks.
a. Attend all PTO meetings.
b. Have custody of all funds of the organization.
c. Keep a full and accurate account of receipts and expenditures.
d. Submit a copy of the adopted budget for the school year to the school principal no later than 30 days following the beginning of the school year (per Montgomery County Central Office Policy).
1. Make disbursements as authorized by the President and/or PTO Board in accordance with the budget adopted by the PTO.
2. Serve as an authorized signatory on all PTO accounts, having checks signed by two (2) persons, either the Treasurer, secretary, Vice President, or President.
3. Present a financial statement at each PTO meeting and when requested by the PTO Board.
4. At the end of the current school year, the Treasurer will prepare and present an approved written annual financial report to the incoming Board and the school principal. (Written report must be submitted to the school principal at the end of term per Montgomery County Central Office Policy).
e. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.
Section 3. Officers shall assume their official duties July 1st and shall serve for a term of one year or until their successors are elected. The term begins July 1st and ends June 30th.
Section 4: A person may be elected to the same or other office for more than one term.
Section 5. A person may only hold one office at a time.
Article V. Meetings
Section 1. The regular meeting of the organization shall meet at a time and place determined by the executive board one time each month to discuss and conduct business.
Section 2. Special Meetings. Special meetings may be called by the president, and two members of the executive board, or five general members submitting a written request to the secretary. Previous
notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by flyer, phone calls, or the website.
Section 3. Any person making a request of the P.T.O. must be in attendance at a regular meeting with written documentation of their request.
Section 4. Nomination will be accepted for the month of April. All officers and two parent representatives of the Camargo SBDM council shall be elected by the majority vote of the voting membership, by ballot, at the PTO meeting in the month of May. However, if there is but one nominee for any office election for that office may be by acclamation.
Section 5. The voting membership shall consist of those members who have paid their dues and have attended at least three regular meetings throughout the year. The voting members have the right to vote on the election of officers.
Section 6. All nominees seeking office must have cleared a criminal background check within the current school year.
Section 7. Eligibility- Members are eligible for office if they are in good standing at least 14 calendar days before nominations take place.
Section 8. Vacancies: A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the PTO Board, notice of such election having been given. In the case a vacancy occurs in the office of President, the Vice President shall serve as President, giving notice of the election, and a new Vice President elected.
Article XI. Basic Policies
Section 1. This organization shall neither seek to direct the administrative activities of the school nor to control its policies.
Section 2. This organization may make suggestions to the administration concerning activities of the school, if such suggestion is made toward the betterment of conditions for all concerned (i.e. students, teachers, administrators, and parents.)
Section 3. This organization shall not enter into memberships with other organizations. The PTO may cooperate with other organizations concerned with child welfare, but PTO representatives shall make no commitments that bind the group they represent.
Section 4. No part of the net earnings of the organizations shall insure to the benefit of, or be distributable to its member, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered. No loans shall be made or go to the members.
Section 5. Upon dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to Camargo Elementary School for educational purpose only. The P.T.O. may be dissolved provided prior notice given to the P.T.O. membership, a vote is taken at the next scheduled regular PTO meeting (with a quorum being met) and the request is approved by a majority vote of those present.
Section 6. The name of the P.T.O and the names of any of its members in their capacities shall not be used in any connection with a commercial concern or political interest or for any purpose not appropriately related to the mission of the P.T.O.
Section 7. The P.T.O. may cooperate with other P.T.O.’s within the same school district that have similar goals and interests but shall not interfere with the administration of these schools or seek to control its policies.
Section 8. Quorum: At least 2 members and 2 executive officers excluding the president constitute a quorum. A quorum must be met in order for any vote to take place and the president has the final vote if a tie should arise.
Section 9. All expenditures over $100.00 must be voted upon by the members of the PTO.
Section 10. . All monies taken in by the organization shall be counted by no less than two (2) persons together, with no less than one of those persons being an officer of the PTO Board.
Section 11. The sum of $1000.00 shall be required to be carried over into the budget for the following school year.
Article VII-Parliamentary Authority
Robert’s Rules of order shall govern meetings when they are not in conflict with the organizations bylaws.
Article VIII Organization Bank Account
Section 1. Two (2) authorized signatures shall be required on all checks, the Treasurer’s, President’s, Vice President’s, or secretary.
Section 2. The account shall be carried in the name, Camargo PTO.
Section 3. Income All funds raised for the PTO must be documented and submitted to the PTO treasurer within 10 days of receipt. All funds received by the treasurer must be deposited into the PTO bank account within 4 days of receipt by the treasurer. Separate deposit receipts should be maintained for funds received from each unique fundraising event. A sum of $100 may be kept as petty cash.
Section 4. Expenses Reimbursement for all expenses shall be made only after receipts for the expenditures have been audited, documented, and approved by the PTO treasurer. Reimbursement request should be submitted to the PTO treasurer within 30 days of the incurred expense or by three weeks prior to the end of the fiscal year, whichever comes first, and must be accompanied by a receipt.
Article IX. Conflict of Interest Policy
Section 1. Purpose. 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 but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Section 2. Definitions.
a. Interested 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
b. Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
i. An ownership or investment interest in any entity with which the organization has a transaction or arrangement;
ii. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or
iii.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 Section 3b, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
Section 3. Procedures.
a. 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 who are considering the proposed transaction or arrangement.
b. Determining 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.
i. An 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.
ii. The 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.
iii. After 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.
iv. If 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 arrangement.
d. Violations of the Conflict of Interest Policy.
i. If 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.
ii. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines that the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Section 4. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; the nature of the financial interest; any action taken to determine whether a conflict of interest was present; and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement; the content of the discussion; including any alternatives to the proposed transaction or arrangement; and a record of any votes taken in connection with the proceedings.
Section 5. Compensation.
a. A voting member of the governing board who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.
b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.
c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.
Section 6. Annual Statements.
Each director, principal officer, and member of a committee with governing board-delegated powers shall annually sign a statement which affirms that such person:
• Has received a copy of the conflict of interest policy;
• Has read and understood the policy;
• Has agreed to comply with the policy; and
• Understands that the organization is charitable and that in
order to maintain its federal tax exempt status it must engage
primarily in activities which accomplish one or more of its tax exempt
Section 7. Periodic Reviews.
To ensure that the organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, are based on competent survey information, and are the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement, impermissible private benefit, or an excess benefit transaction.
Section 8. Use of Outside Experts.
When conducting the periodic reviews as provided for in Section 7, the organization may, but need not, use outside advisers. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring that periodic reviews are conducted.
Article X. Amendments
Section 1. These by-laws may be amended at any regular meeting of the organization by a majority vote of the attending members provided that the notice of the proposed amendment shall have been given at least two (2) weeks prior to the meeting at which the amendment is voted upon.
Section 2. A committee may be appointed to submit a revised set of by-laws as a substitute for the existing by-laws only by a majority vote at a meeting of the PTO. The requirements for adoption of a revised set of by-laws shall be the same as in the case of an amendment.
Adopted on 15th day of May, 2012