SLMS PTG By-Laws

Last Updated: 4/9/2019 8:33 PM

Rose Tree Media School District

Springton Lake Middle School

Parent Teacher Group 

Bylaws 

 

Bylaws: Final Revision Feb. 2015

Submitted for Approval: March General Membership Meeting

Article I: Name

 

The name of the organization shall be the Springton Lake Middle School Parent Teacher Group (thereafter referred to as “PTG”).

 

Article II: Purpose

 

The purpose of this organization is to provide a liaison among the parents, teachers, administrators and the community, working towards the goal of enhancing the social, cultural and instructional opportunities for all of the students.

 

Article III: Policies 

 

  1. The organization shall be voluntary, non-commercial, non-sectarian, and non-partisan, and shall not endorse any commercial enterprises or any political candidate.
  2. The organization shall provide a forum for the expression and exchange of ideas and concerns that are necessary to the enrichment of the school policies.

 

Article IV: Membership

 

         1.  Membership is open to all parents or legal guardians of students attending the school, teachers and administrators (thereafter referred to as “Members”). All Members are entitled to participate in the programs and projects of the PTG. All Members shall have voting rights and can serve in any of the elected or appointed positions of the PTG.

 

      2.  An annual donation shall be requested from each Member of the PTG.  The amount requested shall be established annually by the Executive Board as part of the preliminary budget process.

 

 

Article V:  General Membership Meetings

 

There will be at least four (4) General Membership meetings of the PTG during the school year, scheduled by the Executive Board.  The Executive Board may call additional meetings.  Members in attendance shall constitute a quorum for the transaction of business at any meeting.  Minutes shall be taken at each General Membership and Executive Board meeting.

 

Article VI: The Election Process 

 

   1.  All nominees must be PTG Members as defined in Article IV, Section 1.

 

   2.  The President shall appoint the Nominating Committee chairperson. The Nominating Committee shall consist of three (3) PTG Members at large. The Nominating Committee shall strive to include a parent from each grade.   No Member of the Nominating Committee may be a candidate for office.

 

   3.  The Nominating Committee shall be in charge of the election process.  The election shall be held at a General Membership meeting in the spring.  If there is an unopposed slate for any office, it shall be in order to move that the Secretary cast the elective ballot for the nominees.  

 

   4.  No Officer shall be permitted to serve more than two consecutive terms in the same position. If there is no one to fill a position and the current Officer, who has served two consecutive terms, is willing to serve another term, that Officer may serve another term.

 

   5.  During the President’s term, if there is a vacancy in that office, then the Vice President will become the President.  At the next General Membership meeting, a new Vice President will be elected.  If there is a vacancy in any other office, Members will fill the vacancy through an election at the next General Membership meeting.

 

   6.  Officers can be removed from office by a two-thirds vote of those present at a General PTG meeting when the PTG General Membership has been given a minimum of seven (7) days notice.

 

 

Article VII: Elected Officers & Their Duties

 

The Officers shall begin their transition of duties by June 30th.  Officers shall assume their duties at the beginning of the next fiscal year August 1st   and continue through July 31st.  All Officers shall deliver to their successors all materials by the end of the 

current fiscal year. The Treasurer shall deliver all official materials no more than 30 days after the close of the fiscal year. 

 

   1.  PRESIDENT

  • Shall serve a one (1) year term, with a two (2) term limit as defined in Article VI, Section 4.
  • Shall enforce the PTG Bylaws and perform all other duties pertaining to the efficient operation of the PTG. 
  • Shall coordinate the work of all the Officers and Committees in order to serve the organization’s purpose. The President shall coordinate the annual PTG calendar of events with the school calendar of events. 
  • Shall preside at meetings of the PTG and the Executive Board. The President shall be a member ex-officio of all Committees, except the Nominating Committee, and shall perform all other duties usually pertaining to such office. 
  • Shall, after discussion with the Executive Board, appoint all Committee Chairpersons. 
  • Shall serve on the Principal’s Advisory Board or assign a designee from the Executive Board.
  • Shall work with the Treasurer to prepare a budget to be submitted to the PTG for approval.
  • Shall review and initial the monthly bank account statement(s).
  • Shall be a co-signor with the Treasurer for the PTG bank accounts or assign a designee from the Executive Board.


    2.  VICE PRESIDENT:

  • Shall serve a one (1) year term, with a two (2) term limit as defined in Article VI, Section 4.
  • Shall act as an aide to the President and shall perform the duties of the President in absence or inability. 
  • Shall perform designated duties as delegated by the President.

 

3.  SECRETARY:  

  • Shall serve a one (1) year term, with a two (2) term limit as defined in Article VI, Section 4.
  • Shall be responsible for all official correspondence, as well as the recording and publication of all minutes of the General Membership meetings and the Executive Board meetings.  The Secretary or assigned designee will also maintain the PTG website.

 

4.   TREASURER:

  • Shall serve a one (1) year term, with a two (2) term limit as defined in Article VI, Section 4.
  • Shall receive all funds of the PTG and shall deposit the same in the PTG bank accounts.  The Treasurer shall keep an accurate record of receipts and expenditures and shall make disbursement of funds per the budget or as authorized by the Executive Board.  
  • Shall present a financial statement at the General Membership meeting and as requested by the Executive Board.  A full report will be presented at the end of the fiscal year.
  • Shall have all records examined annually by an auditor or President-appointed Finance Committee.  The Finance Committee will consist of the President, the outgoing and the incoming Treasurers, an individual with financial review experience and a parent from the General Membership.  If satisfied that the Treasurer’s year-end report is correct, those performing the review shall sign a statement of that fact at the end of the report.
  • Shall see that all financial reviews are completed no later than thirty (30) days after the close of the fiscal year.
  • Shall see that the books are given to the successor no later than thirty (30) days after the close of the fiscal year.
  • Shall, with input from the Executive Board & Committee Chairs, prepare a preliminary budget for the following fiscal year, in the spring of the current fiscal year.  The budget will be approved by the incoming Executive Board prior to the start of the next school year. 
  • Shall present the Executive Board approved budget for approval at the first PTG General Membership meeting.
  • Shall maintain a minimum closing balance of $3,000 at end of the fiscal year. 
  • Shall with the President be authorized to sign checks.

 

Article VIII: Executive Board & Fiscal Responsibility

 

   1.  The Executive Board shall consist of the elected Officers. 

 

   2.  The duties of the Executive Board shall be to transact all necessary business of the PTG. The Board shall create special and standing Committees and approve the work of such Committees. 

 

   3.  The Executive Board shall review and approve all non-budgeted expenditures up to $1000 per occurrence, up to an annual amount of $4,000.  Any amount over $1000 (one time) or $4000 (annually) must be approved by the General Membership. If surplus funds exist in the budget, the Executive Board and the General Membership must approve any additional non-budgeted expenditure requests over the annual limit of $4,000.

 

   4.  The PTG Executive Board must approve any budgeted expense with an overage up to one hundred dollars ($100.00). A budgeted expense with an overage greater than one hundred dollars ($100.00) must be presented at a General Membership meeting for vote and approval.  

 

   5.  The Executive Board shall meet prior to the General Membership meetings.  A simple majority of the Executive Board will be considered a quorum. The Secretary will take minutes regarding any decisions made by the Board. 

 

Article IX: Committees & Advisory Boards 

 

   1.  Committees may consist of Members and Executive Board Members, with the President acting as an ex-officio member of all Committees, excluding the Nominating Committee. 

 

   2.  After soliciting volunteers and discussion with the Executive Board, the President of the PTG shall appoint Committee Chairpersons.   See Article VII Section 1. 

 

   3.  Committee Chairpersons shall report their activities to the PTG at least one month prior to and one month after the scheduled event. If the Chairperson is unable to attend the General Membership meeting, a written report shall be submitted to the President three (3) days prior to the General Membership meeting.

 

   4.  Committee Chairpersons are required to maintain a written record of procedures and any committee related documents. Committee Chairpersons must pass on this information to their successors, if known, at the end of the school year. 

 

   5.  Committees shall consult with the Treasurer prior to any function involving PTG funds. Requests for reimbursement must be completed on the appropriate form.  A final written financial report shall be submitted to the Treasurer.

 

   6.  A designated Advisory Board Member shall report at the next General Membership meeting the outcome of the recent Advisory Board meeting. If the designated Advisory Board Member is unable to attend the General Membership meeting, a written report shall be submitted to the President three (3) days prior to the General Membership meeting. Advisory Board Members include the representatives for the Principal’s Advisory Board (PAB), the Superintendent’s Advisory Board (SAB) and the School Board meeting representative

 

   7.  The PTG Committees & Advisory Board Members and their duties shall be determined yearly by the PTG Executive Board and published on the school website and other means as necessary.

 

Article X: Parliamentary Authority

 

Robert’s Rules of Order Revised shall govern the PTG and Executive Board in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.

 

Article XI: Fiscal Year

 

The fiscal year of the PTG shall be August 1st to the following July 31st.

 

Article XII: Dissolution of the PTG 

 

Upon the dissolution of the PTG, assets shall be distributed to the Springton Lake Middle School to benefit the students.

 

Article XIII: Amendments

 

1. These Bylaws may be amended at any PTG General Membership meeting by a 

   two-thirds vote of the Members present and voting, provided notice of the proposed amendment shall have been given at least two weeks prior to the meeting and provided that the proposed amendment has been approved by the Executive Board.

 

2. After approval of a two-thirds vote of the General Membership, a revised set of Bylaws shall be made available to the Membership. A copy of the current Bylaws shall be posted on the PTG website, kept on file with the PTG secretary, kept on file with the School and made available to any Members of the PTG for their perusal. 

 

       3.  The Bylaws shall be reviewed at least every five (5) years. The Bylaws Committee Chairperson shall be appointed by the President. The Committee shall consist of at least two Members of the PTG Executive Board and at least one Member of the PTG General Membership.  

 

 

Article XIV: Conflict of Interest 

 

No part of the net earnings of the corporation shall inure to the benefit of, or be distributable, to its Members, trustees, officers, or other private persons.  No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation  shall not participate in, or intervene in (including the publishing or distribution of  statements), any political campaign on behalf of, or in opposition to, any candidate for public office.  Not with standing any other provision of these articles, this corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this corporation.

 

 

This document must be reviewed and revised as needed by May, 2020.

 

Proposed Revision for March, 2015 General Membership Meeting

 

Revised November,2006/ General Membership Meeting

Revised May, 2004/ General Membership Meeting  

Revised May, 2000/ General Membership Meeting 

Revised May, 1990/ General Membership Meeting

Revised January, 1989 / General Membership Meeting

Revised May, 1984 / General Membership Meeting

Revised May, 1980 / General Membership Meeting