Rose Hill Parent-Teacher Club
By-Laws & Constitution
Last Revised: September 11, 2007
Article I - Name
The name of the organization shall be the Rose Hill Parent Teacher Club, hereafter referred to as PTC. Rose Hill PTC is not affiliated with nor contributes to any national Parent Teacher Organization or Association.
Article II - Purpose
The PTC shall strive to:
1. Provide a vehicle for communication among students, teachers, administrators, parents, and the community for the purpose of supporting and improving the educational environment in the Rose Hill Primary School, Rose Hill Intermediate School, and Rose Hill Middle School.
2. Provide opportunities for educational and informational programs.
Article III - Membership
Membership in PTC will be voluntary. Dues to join the PTC will be $1.00 per person, paid annually at the start of the school year. Only dues-paying members will have voting privileges.
Article IV - Elections
1. The officers (executive board) shall consist of a president and a vice president, a secretary, and a treasurer. These offices may also be served as co-presidents, co-vice presidents, co-secretaries, and co-treasurers.
2. Nominations for officers will be accepted at the March and April general meetings of the election year.
3. The election of officers shall be held at the April general meeting of the election year and shall be by secret ballot.
4. Absentee ballots will be made available to those requesting them for the purpose of electing officers and must be submitted prior to the call to order for the election.
5. The candidates will be elected by a majority vote.
6. Officers will serve for a period of one year.
7. Officers will assume their duties after the Old Business during the general meeting in May.
8. A vacancy in office shall be filled by vote at the next general meeting.
9. The executive board will determine if a vacancy exists.
Article V – Duties of Officers
President/Co-Presidents: The president/co-presidents shall establish meeting agendas, preside at meetings, appoint committee chairpersons, communicate with the district and community, assist with filling committees, as well as represent the Rose Hill PTC at school and community events.
Vice-President/Co-Vice Presidents: The vice president/co-presidents shall perform the functions of the president in the president’s absence or at the president’s request.
Secretary/Co-Secretaries: The secretary/co-secretaries shall take and preserve minutes of all regular and special meetings of the PTC and perform all correspondence.
Treasurer/Co-Treasurers: The treasurer/co-treasurers shall receive and deposit all monies, keep all financial records pertinent to the activities of the PTC, make monthly reports at the regularly scheduled meetings and make the books and records available for audit at the end of the term.
Article VI – Representatives/Chairpersons
Representatives and chairpersons of PTC will be appointed. The president can add or delete from appointments as needed. Former PTC officers may serve as Executive Advisors. Other committees for which a representative or chairperson is needed include:
Primary Liaison
Intermediate Liaison
Middle School Liaison
Home Room Parent
Teacher Appreciation Week Coordinator
Holiday Gift Shop
Spirit Wear
Spring Carnival
Yum-Yum Wednesday
Yearbook
Bingo
Enrollment Packs
National Education Week
General Mills Box Tops & Tyson, Campbell’s, and Best Choice Labels
Various other chairpersons as needed
Article VII – Meetings
General PTC Meetings - General PTC meetings will be held monthly, beginning in August of each year, specific dates and times to be announced before the August meeting. The meetings will be held in the Elementary lunchroom unless otherwise noted. A majority vote of the members present at any PTC meeting shall be required for an action to be approved.
Executive Board Meetings - Executive Board meetings will be held prior to the monthly meeting as needed.
Special meetings - The president may call Special meetings at such times as deemed necessary.
Article VIII – Maintenance of Records
Minutes - Minutes will be recorded at each meeting and read at the next meeting. The secretary/co-secretaries shall keep a copy on file for a period of five years.
Financial Statement - The treasurer/co-treasurers should maintain copy of the financial statement on file for a period of seven years.
Article IX – Budget
1. A committee comprised of the incoming president/co-presidents and treasurer/co-treasurer shall develop an annual budget for the upcoming year prior to the August regular meeting. The outgoing president/co-presidents or treasurer/co-treasurers may serve as advisors to this committee.
2. The annual budget of expenditures shall be presented and approved at the regular August meeting of the Rose Hill PTC.
3. Any expenditure of funds that has not been included in the approved budget must be presented and approved at any regular meeting by a majority of voting members in attendance.
Article X – Finances
1. The treasurer/co-treasurers will be responsible for all monies derived from charitable projects.
2. A charitable activity will be defined as any event generating funds. Profits from these activities will be used for the financial support of recreational needs, educational needs, and/or operating expenses. Records will be maintained as to where the money from the charitable activity was allocated.
a. Recreational: Recreational will be defined as items such as outdoor equipment
b. Educational: Educational will be defined as those activities needing books, library materials, visual/learning aids, computer hard/software, etc.
c. Operational Expenses – Operational expenses will be defined as those expenses used in the administration of PTC.
3. The treasurer/co-treasurers will furnish and leave a copy of the financial statement each month. She will also maintain a copy of the monthly financial activities and report on them at the general and executive board meetings.
4. The treasurer/co-treasurers and one other elected officer will be required to sign all checks exceeding $200 written on the PTC account. One executive board member may sign checks for amounts under $200.
5. The executive board may authorize expenditures not to exceed $200.00 per request without membership approval.
6. All profits from PTC sponsored activities will be deposited in the PTC checking account to be thereafter distributed as determined by the PTC membership.
7. If an individual member obligates the PTC such obligation should be for the sole use and benefit of the PTC. If such benefit is solely for the use of the individual member, the member will be held liable to the organization with which such obligation was made.
8. An operating allowance may be given to a chairperson to be used for the purchase of items prior to the PTC sponsored activity. Each chairperson will turn in receipts, monies not used, and a detailed financial report to the treasurer at the conclusion of the activity. An operating allowance in excess of that established in the annual budget must be approved at a regular meeting.
9. At the monthly general meetings, membership may vote to spend money not already approved in the annual budget. A majority vote of membership present will rule. Requests for expenditures may be presented and voted on at any general meeting. Officers have the discretion of tabling any motion until the next meeting.
10. The chairperson of a PTC sponsored event is responsible for presenting a detailed financial report, including receipts, for all funds associated with the event. This report should be available to the PTC treasurer prior to the PTC meeting that follows the conclusion of the event.
Article XI – Audit
The president/co-presidents shall appoint an auditor or auditing committee before May 31 to audit the financial records and accounts. The results of the audit shall be presented to the Rose Hill PTC at the September regular meeting.
Article XII – Amendments
An amendment to this constitution will be proposed in writing or presented to an Executive Board member prior to their regular monthly meeting. The amendment will then be presented at the following general meeting and voted on by the members present. Constitution and By-Laws should be reviewed once a year and amended if necessary.
Article XIII – Parliamentary Authority
Meetings will be held in accordance with general Robert’s Rules of Order, upon discretion of board members.
Article XIV – Exemption
Said Corporation/organization is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Article XV – Purpose of Funds or Limitations of Organization’s Funds
No part of the net earnings of the corporation/organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation/organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of section 501 (c)(3) purposes. No substantial part of the activities of the corporation/organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation/organization shall not participate in, or intervene in (including publishing or distribution of statements) any political campaign on behalf of in opposition to any candidate for public office.
Article XVI – Purposes of Organizations
Notwithstanding any other provision of these articles, the corporation/organization shall not carry on any other activities not permitted to be carried on (a) by a corporation/organization exempt from Federal income tax under section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax coed, or (b) by a corporation/organization, contributions to which are deductible under section 170 (c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
Article XVII – Dissolution
Upon the dissolution of this corporation/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 the 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.
However, if the named recipient is not then in existence or no longer a qualified distribute or unwilling or unable to accept the distribution, then the assets of this corporation/organization shall be distributed to a fund, foundation or corporation organized and operated exclusively for the purposes specified in section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.