BY-LAWS

CHISAGO LAKES PARENT TEACHER ORGANIZATION

ARTICLE I
NAME

The name of his organization is the Chisago Lakes Parent Teacher Organization located in Chisago City, Chisago County, and the State of Minnesota, hereinafter referred to as the Chisago Lakes PTO, CLPTO, or this organization.

ARTICLE II
ARTICLES OF ORGANIZATION

The Chisago Lakes PTO is governed by the By-laws and is reviewed on even numbered years or as deemed necessary.

ARTICLE III
MISSION

The mission of the Chisago Lakes PTO is to foster a sense of support, pride and enthusiasm for the Chisago Lakes Primary and Lakeside schools; to provide support for student’s educational and recreational needs; and to promote open communication between the administration, teachers and parents. Through fund raising and family activities, we will promote positive school/community relationships that enhance our children’s educational environment.

ARTICLE IV

POLICIES

Section A – This organization supports the Chisago Lakes Primary and Lakeside Elementary schools in the Chisago Lakes School District and is non-profit, noncommercial, nonsectarian, nonpartisan and nondiscriminatory, in accordance with Federal, State and Local law and within the guidelines of the Internal Revenue Code 501 (C) (3).

Section B – Bank Statements shall be sent to the Post Office Box. The Treasurer shall then be responsible to check for reasonableness, and present the findings to the Board at the next general membership meeting or as needed.

Section C - The purpose of this organization shall be educational and shall be implemented through committees, projects, and events.

Section D - This organization shall be non-commercial, non-sectarian. No commercial enterprise shall be endorsed by it. Neither the name of the organization nor the names of its officers in their official capacities shall be used in any connection with a commercial concern or for any purpose other than the regular work of the organization.

Section E- This organization shall not seek to direct the administrative activities of the school, or to control its policies.

Section F – This organization may cooperate with other organizations and agencies active in child welfare, provided they make no financial nor manpower commitments, which bind their members.

Section G – All funds shall be kept in a bank account in the name of Chisago Lakes Parent Teacher Organization.

Section H – The organization shall leave approximately of $10,000.00 in the general fund at the time of the fundraiser allocation.

Section I – Reimbursement requests must be made within 60 days of the expenditure, otherwise the request will be denied.

Section J – Contract signing authority is limited to the President or the President’s designee and Vice-President.

Section K – These By-Laws shall be posted on the CLPTO Website. The CLPTO Secretary shall ensure any amendments be posted within 30 days of approval.

ARTICLE V
MEMBERSHIP

Membership is open to:

1. All parents and legal guardians of students currently enrolled at Chisago Lakes Primary and Lakeside Elementary Schools and who are interested in promoting the objectives of the Chisago Lakes PTO and willing to uphold its policies and subscribe to its bylaws.

2. All members of the teaching and administrative staff of Chisago Lakes Primary or Lakeside Elementary who are interested in promoting the objectives of the CLPTO and willing to uphold its policies and subscribe to its bylaws

3. Each individual member carries the privileges of making motions, debating, and voting.

4. All memberships shall be made available without regard to race, color, creed, national origin, disability, age, sex, or sexual orientation.

5. The membership year of the Chisago Lakes PTO shall begin and end with the concurrent academic year.

ARTICLE VI
OFFICERS

The officers of the Chisago Lakes PTO shall be the President, Vice President, Secretary, and Treasurer.

1. Qualifications: All officers shall be members of the Chisago Lakes PTO and have a child within the Chisago Lakes Primary and/or Lakeside Elementary schools.

2. Term of office: Elective officer shall serve a term of two years. No officer shall serve for more that two consecutive terms in the same office.

3. The President and Secretary elections shall be held upon even numbered years and the Vice President and Treasurer elections shall be held upon odd numbered years. The terms of office shall be a 2-year term with a staggered turnover to provide continuity in the governance of the CLPTO.

4. Officers and their election:

a) Officers shall be elected by ballot in the month of May. However, if there is but one nominee for any office, election for that office may be a voice vote.

b) Officers shall assume their official duties following the close of the meeting in May and shall serve for a term of two years or until their successors are elected.

c) Any member of the CLPTO may nominate an eligible person for any office to be filled. Said nominations may be made in writing, and submitted to an officer of the CLPTO prior to the May meeting, or may be made from the floor at the May meeting.

d) Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such office.

e) A vacancy occurring in any office shall be filled for the remaining term of the predecessor in office by a person elected by majority vote of the general membership present.

5. Limitations: Officers shall not use the name of the Chisago Lakes PTO in connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the purposes of this organization. Officers should clearly separate their affiliation with the Chisago Lakes PTO from any partisan political activity. Officers of the Chisago Lakes PTO seeking election to public office shall take a leave of absence pending the outcome of the election.

6. Resignation: Any officer may resign by submitting that resignation in writing to the Executive Board.

7. Removal: Any elected officer may be removed for cause by a majority vote of all board members.

ARTICLE VII
DUTIES OF OFFICERS

President

By-laws: “The President shall serve as head of the board of directors. The president shall have the authority to attend to the daily activities of the organization and carry out the instructions of the board.”

Prepares agenda for monthly PTO meeting.
Provide leadership and guidance for PTO officers and scheduled projects.
Communicate on a weekly basis with the Administration.
Meet with Principal prior to monthly PTO meeting to discuss agenda.
If President is unable to attend the PTO meeting, he/she will delegate that responsibility to the Vice President or Treasurer.
Schedule a meeting with officers and room parents early in the year to discuss upcoming events and expectations.
Schedule a meeting with officers during the summer to prepare for upcoming school year.
Oversee Fundraising operations.
Provide input to quarterly District Newsletter

Vice President

By-laws: “The Vice President shall serve as second in charge of the board of directors. The vice president shall have the authority to attend to the daily activities of the organization and carry out the instructions of the president.”

The Vice-President will attend the monthly PTO meetings, and be prepared to run the meeting if the President is not able to attend.
Oversees Committee Chairpersons.
Assists the President as needed.
Oversees collectable operations.
Assist with the duties of the other officers as needed.
Organizes child care for monthly PTO meetings.
Supervise facilities coordination for monthly PTO meetings and all PTO related activities.
Supervises annual audit.

Secretary

By-laws: “The Secretary shall preserve the records of the organization, maintaining a file of all minutes and written materials produced by and for the organization.”

The Secretary will attend the monthly PTO meetings, and prepare written minutes for approval no more than 7 days after the meeting.
Post approved minutes and update current By-Laws on the school website.
Maintain copies of all written communications prepared by any officer of the Board.
Maintain the By-Laws of the Chisago Lakes Parent Teacher Organization.

Treasurer

By-laws: “The Treasurer shall maintain the financial books of the organization, compiling all the income and expenses for review by the board.”

The Treasurer will attend the monthly PTO meetings, present the current financial report for review, and answer any questions.
Record financial contributions and moneys collected through fundraising efforts and events, and prepare them for deposit.
Maintain electronically all financial records, reports, and all related supporting docuements.
Complete annual tax form 990 with the Internal Revenue Service.

ARTICLE VIII
DUTIES OF Chairman

Communications Chairman

Responsible for disseminating information to the school and local community regarding activities, opportunities and responsibilities associated with the PTO.

Be responsible for taking and processing photographs of PTO functions for the PTO

history.

Communicating to the membership via mail, e-mail, telephone, flyers, memos sent home with students.

Publishing, copying and distributing materials as needed

Submitting information to be published on PTO website

School CLPTO Chairman

By-laws: “The School CLPTO Chairman shall serve as the team leader for each individual school. The Primary and Lakeside School CLPTO Chairman shall have the authority and responsibility to act on behalf and in accordance with the direction of the CLPTO Board.”

Coordinates and shall be responsible for all school functions and programs while acting as the direct liaison between the teachers, administration, parents and the CLPTO board.
Liaison with the principal
Review mail for any immediate action items
Initiate newsletters and event flyers as necessary
Attend monthly PTO meetings as necessary
Support/Coordinate fundraising activities with the CLPTO Board

Responsible for assisting the school staff and event coordinators with identifying

volunteers throughout the year

Oversees the Classroom Parent Program for each individual school and works directly with the Classroom Parent Chairman on the most effective means to manage the program.

Volunteer Chairperson

Organizes and collates data and make a list of volunteers.
Distributes Volunteer List to appropriate committee chairpersons and Executive Board Members.
Responsible for assisting the school staff and event coordinators with identifying volunteers throughout the year.
Recruits and schedules volunteers for PTO initiatives such as Fall Fundraiser, Spring Carnival, Craft Fair, etc.
Provide verbal reports at meetings when necessary

Collectable Program Coordinators

Maximize on existing corporate relationships such as General Mills Boxtops for

Education, Kemps and Land O’Lakes, and Campbell’s, etc.

Present verbal reports regarding Corporate Programs status at PTO meetings when necessary
Track payments from fundraising projects by sending submitted program voucher forms to Treasurer to ensure payments are received.
Advertise programs successes in flyers and bulletin boards
Ensure monthly pickup of collectables at schools. (Do not let collection bins overflow)

Fundraising Chairperson

Responsible for managing fundraiser events by, but not limited too: coordinating with vendor, distributing sales materials, collecting and processing orders, distributing goods involving the school principal where necessary
In charge of advertising and promotion of fundraiser
Plan and execute sales awards to students who met quota
Coordinates volunteers to assist with project through the Volunteer Coordinator
Review existing fundraisers and evaluate alternative vendors to plan for the next

school year.

Delegates responsibility for all PTO fundraising events and assures these events are organized and handled effectively;

Hospitality Coordinator

Supervises and organizes hosting and food preparation for all Chisago Lakes Primary and Lakeside Elementary Schools/PTO functions as needed.
Attains volunteers through the Volunteer Coordinator for individual events and assures these events are hosted effectively

ARTICLE IX

EXECUTIVE BOARD

Section A – Composition

The Executive Board shall consist of the officers of the organization, the Principals (or representative to act on his/her behalf) of Chisago Lakes Primary and Lakeside Elementary, and a representative from the teaching staff from Chisago Lakes Primary and Lakeside Elementary. The Executive Board shall also include the immediate past President for a one-year term; the position will help continuity of PTO leadership in a mentoring capacity.

Section B – Responsibility

The Executive Board shall be subject to the orders of the organization and none of its acts shall conflict with the By-Laws of the organization.

Section C - Duties of the Executive Board shall be:

It is the intent that the Executive Board shall have the power to act in emergencies between meetings of this organization.

The Executive Board shall transact any such business as prescribed in these bylaws or that may be referred to it by this organization.

To transact necessary business in the intervals between general membership meetings.

To approve the plans of the project committees.

To present a report at the general membership meeting of any action taken by the Executive Board.

To facilitate an annual audit of the treasurer’s records after fiscal year end, and before the first fall general membership meeting. The accounts shall be audited annually by an audit committee of three members appointed by the Vice President or an outside auditor.

To prepare an annual budget for membership approval.

To approve routine bills within the limits of the budget.

To fill vacancies of elected positions.

To oversee fundraising activities and events of the school year.

Section D – Special meetings may be called by the President or by two or more of the members of the board with a five days advanced notice. In time critical situations, the five day advanced notice may be waived with the approval by the majority of the board.

Section E – The Executive Board shall meet as needed prior to meetings of the Chisago Lakes PTO.

Section F – A simple majority of the Officers shall constitute a quorum and when duly assembled is legally competent to transact business of the organization.

Section G – Voting on an issue shall be conducted after discussion is complete and a motion to vote has been made. Voting can be conducted in person, by conference call, or electronically. In person and conference call votes will immediately follow the discussion.

ARTICLE X

COMMITTEES

Committees shall be created by the Executive Board as needed to promote the purpose and interests of the organization. The need for specific committees will be reviewed annually.

Section A – The chairpersons of each committee shall present their plans to the membership and a yearly report to their successors. No committee work shall be undertaken without the approval of the Executive Board. The chairpersons shall report on committee activities to the Vice President monthly and at the general membership meetings as necessary.

Section B – Ad hoc or temporary Committees may be established to achieve goals and implement objectives at the recommendation of the President and with the approval of the Board of Directors. These committees should have specific missions.

Section C- addition to the above Committees, the President may establish other special task forces and assign advisors deemed necessary to accomplish the CLPTO mission, with a specified term of office

ARTICLE XI

MEETINGS

Section A – Regular meetings of the Chisago Lakes PTO will be held monthly from August until May, the time and dates to be determined by the General Membership. The annual meeting for the purposes of election of officers shall be in May.

Section B – All meetings of the Chisago Lakes PTO shall be open to all members as defined in Article 5 as well as any member of the general public.

ARTICLE XII

BUDGET

Section A-General

1. The responsibility for the budget of the CLPTO shall lie with the Executive Board and shall be executed by the Treasurer. A yearly budget shall be developed and approved by the CLPTO membership by two-thirds of the members present at the first meeting of the academic year.

2. The budget shall itemize current assets, projected income, and planned expenditures for the coming year. Planned expenditures shall be reasonable and consistent with the goals and objectives of the CLPTO.

3. The fiscal year of the Chisago Lakes PTO ends on June 30^th.

Section B-Treasurer Responsibilities

1. The Treasurer shall receive all moneys of the CLPTO and shall keep an accurate account of the same. The Treasurer shall pay all budgeted debts. Those debts exceeding their budgeted line item by more than $75.00 shall require approval by the CLPTO at the next regular meeting, or if immediate in nature, by approval of the Executive Board.

2. The Treasurer shall sign all of the CLPTO’s checks. In the absence of the Treasurer, the President shall sign the Organization’s checks. All checks shall require the co-signature of a second approved signee.

3. The Treasurer shall keep a monthly account of income and expenditures. The Treasurer will submit a financial report consisting of bank reconciliation and income and expenditures report to the General Membership at each regular meeting or when deemed necessary by the Executive Board.

4. All account documentation will be given to the newly elected Treasurer no later than 01 June.

ARTICLE XIII
PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the organization in all cases to which they are applicable an in which they are not inconsistent with these bylaws and any special rules of order the organization may adopt.

ARTICLE XIV
AMENDMENTS

Section A – These bylaws may be repealed or amended in whole or in part, or provisions added by a majority vote of the members present and voting at any regular or special meeting of this organization, provided notice of the proposal has been given at a previous meeting. Any action relative to a change in these bylaws shall be effective upon adoption, unless otherwise specified in the proposed change.

Section B – The bylaws shall be reviewed and endorsed in May in every year ending in an even number.

ARTICLE XV
DISSOLUTION

The Chisago Lakes PTO shall use its funds to accomplish the Purpose and Mission stated in these bylaws. Upon dissolution on the Chisago Lakes PTO, all funds remaining shall be distributed to the Chisago Lakes Primary and Lakeside Elementary Schools according to the amount in their respective accounts. The General Fund shall be distributed evenly between Chisago Lakes Primary and Lakeside Elementary Schools.

Approved by vote of the Board of Directors on 12 August 2008.

_______________________________________

Chip Cravaack, CLPTO President

_______________________________________

Kris Erickson, CLPTO Secretary

And approved by a majority vote of the Chisago Lakes Parent Teacher Organization, attending a regularly scheduled meeting at which it was previously announced that a vote would be taken on such matter, on this 16th day of September, 2008.

Signed: _______________________________

Kris Erickson, CLPTO Secretary

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