Maine Consolidated School PTO Bylaws

Revision Date: September 6, 2022

Article I – Name

   The name of the organization shall be Maine Consolidated School PTO.

Article II – Purpose

   The organization is for the purpose of supporting the education of the children at Maine Consolidated School by fostering relationships among the school, parents and teachers. 

Article III – Members

   Section 1. Any community member, parent or guardian of a child/children enrolled at MCS may be a member and shall be eligible to have voting rights. The principal and any teacher employed at the school may be a member and shall be eligible to have voting rights. 

   Section 2. Dues, if any, will be established by the Board. If dues are charged, a member must have paid their dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights. 

   Section 3. Dues, when not charged, as determined by the board, automatically makes community members, teachers, and parents/guardians enrolled in MCS members of the Maine Consolidated School PTO.

Article IV – Officers and Elections

   Section 1. Officers. The officers shall be a president, vice president, secretary, treasurer, and member at large.

1. President. The president shall preside over meetings of the organization and the executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex-officio member of all committees, except the nominating committee, and coordinate the work of all the officers and committees in order that the purpose of the organization be served. The agenda is prepared by the president. 
2. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence, inability to serve, or resignation. The vice president shall assume any officer’s position, if the officer is unable to perform their duties for any reason. 
3. Secretary. The secretary shall keep all records of the organization, take and record minutes, handle correspondence and send notices of meetings to membership. The secretary’s communication methods with members and the community may include, but are not limited to: one call now, text message, email, flyers, social media, the school website and the marquee. The secretary shall also keep a copy of the minutes book, bylaws, rules, insurance documents, membership list, and any other necessary supplies and bring these to the meetings. A duplicate copy of all items listed in Article IV-c, will be kept current and up-to-date in the MCS office. 
4. Treasurer. The treasurer and president shall draft the budget for the year. The treasurer shall receive all funds of the organization, keep accurate record of receipts and expenditures and pay out funds in accordance with the approval of the Board. He or she will present a written financial statement at every meeting and at other times of the year when requested by the Board and make a full report at the end of the year. 
5. Member at Large. The member at large position shall be reserved for a teacher or staff member. He or she will serve as a liaison between MCS PTO and school personnel. 

   Section 2. Attendance. Regular attendance at monthly meetings is expected from members of the Board. 

   Section 3. Nominations and Elections. Elections will be held at the April meeting. The nominating committee shall select a candidate for each office at the March meeting; nominations may also be made from the floor at that time. Voting shall be by voice if a slate is presented. If more than one person is running for an office, a ballot shall be taken. In order to be eligible to vote in the election, a member must have attended at least two meetings prior to the election and/or actively participated in one PTO event during the current school year. 

   Section 4. Eligibility. All members are eligible for office if they actively participate in PTO meetings and events, express interest in being an officer,  and are in good standing before the nominating committee presents its slate. 

   Section 5. Terms of office. Officers are elected for a 1 (one) year term. The term shall begin the last day of the school year in which they were elected and end the last day of the following school year. Current office-holders agree to assist new officers during the transition period from April to the end of the school year. 

   Section 6. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, the vice president will fill the vacancy until the next meeting, except for the member at large position, which must be filled by a teacher or staff member. Members may fill any vacancy through an election at the next regular meeting. 

   Section 7. Removal from office. Officers can be removed from office for failure to perform his or her duties by a two-thirds vote of those present, assuming a quorum, at the next regular meeting where previous notice has been given to members. 

Article V – Meetings

   Section 1. Regular meetings. The regular meetings of the organization shall be on the first Tuesday of each month during the school year. The place and time shall be determined by the Board. The Annual meeting is to be held at the April regular meeting. The Annual meeting is for receiving reports, electing officers, and conducting other business that shall arise. The secretary will notify members of the meetings at least one week prior. 

   Section 2. Special meetings. Special meetings may be called by the president, any two members of the Board, or five members of PTO, by submitting a written request to the secretary. Previous notice of a special meeting shall be sent to members 10 days prior to the meeting. 

   Section 3. Quorum. The quorum shall be three members of the organization, one of whom must be a Board member. 

Article VI: Committees

   Section 1. Membership. Committees may consist of members and Board members with the president acting as ex-officio member of all committees. 

   Section 2. The Board may appoint committees as needed for any purpose (for example: sports boosters, bake sales, fundraisers, family events, nominating and auditing, etc.). 

Article VII – Finances

   Section 1. A tentative budget shall be drafted for each school year by the treasurer and president and approved by a majority vote of the members present at the May meeting, assuming a quorum. 

   Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.

   Section 3. Members present at the monthly meeting will approve the expenses of the organization, assuming a quorum is present.  

   Section 4. Two authorized signatures shall be required on each check. Authorized signers shall be the treasurer and president. 

   Section 5. The treasurer shall prepare a financial statement at the end of the school year to be reviewed by an audit committee. 

   Section 6.  Upon dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with membership’s approval, spent for the benefit of the school. 

   Section 7. The fiscal year shall coordinate with the school’s fiscal year. 

Article VIII – Standing Rules

   Standing rules may be approved by the Board and the secretary shall keep a record of the standing rules for future reference. 

Article IX – Amendments

   These bylaws may be amended at any regular meeting or special meeting, provided that previous notice was given at the prior meeting and notice was given to all members. Amendments must be approved by a two-thirds vote of those present, assuming a quorum. 

Article X – Dissolution

   The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at a meeting, assuming a quorum.