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Members List:
THE PTO STORE
President:
Dana Montalto
Vice President:
Kim Lotito
Treasurer:
Mike Lutsky
Secretary:
Bea Pieterse
THE PTO STORE
PTO Bylaws and Charter
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>BYLAWS
PARENT TEACHER ORGANIZATION (PTO)
ARTICLE I: NAME
The name of this organization is Ocean Bay Middle School Parent Teacher Organization (PTO).
ARTICLE II: PURPOSE
The purpose of the organization is to aid the students of Ocean Bay Middle School in achieving their fullest potential by providing educational and personal enrichment, and by encouraging the cooperative interaction of parents, teachers, and the community.
ARTICLE III: NON PROFIT TAX EXEMPT STATUS
In pursuance of these purposes, it shall do all things necessary, proper, and consistent with maintaining tax exempt status under section 501(c)(3).
ARTICLE IV : SCOPE
In providing educational and personal enrichment to the students of Ocean Bay Middle School, this organization shall support the students by engaging in fundraising projects, supporting the various student enrichment activities, providing a forum for parent, teacher, and student interaction through community events, and promoting open communication between parents, teachers, Ocean Bay Middle School, and the community. The Ocean Bay Middle School Parent Teacher Organization (PTO) is an equal opportunity, non-profit organization.
ARTICLE V: PTO YEAR
The PTO year shall coincide with the calendar created by the Horry County School Board. The Treasurer is the exception for financially closing the year.
ARTICLE VI: MEMBERSHIP AND VOTING ELIGIBILITY
Section 1. All parents, step parents and legal guardians of students currently enrolled and teachers, administrative staff, and support staff of Ocean Bay Middle School shall be voting members of the PTO.
The PTO will not discriminate in membership or treatment on the basis of race, color, religion, sex, national origin, age, sexual orientation or disability.
Section 2. A quorum of the membership shall consist of those members present at any regular or special membership meeting of this organization.
Section 3. Members shall be notified of all upcoming meetings through either the Ocean Bay Middle School Newsletter, which is published quarterly or via the Ocean Bay Middle School web site.
Section 4. No dues shall be collected.
ARTICLE VII: OFFICERS AND BOARD
Section 1. The Ocean Bay Middle School PTO Officers shall consist of the President, Vice President, Past President, Secretary, and Treasurer, who together shall comprise the Board. At minimum, the Board must have a President, Secretary, and Treasurer. The Board may also include the Principal, Teacher Representatives, Committee Chairs, and including without limitation any such other committee chairs that the Board may from time to time designate to serve on a temporary or permanent basis. The Board may also designate up to two Outside Advisors to serve on the Board.
The Board is the policy-making body and may exercise all the powers and authority granted to the organization by law. The Board shall comply with all applicable regulations, laws, and procedures to maintain tax exempt status for the organization.
Section 2. The voting members of the organization shall elect the President, Vice President, Secretary, and Treasurer. Nominations will be accepted in the month of April. Officers shall be elected by the Board, Principal, Teacher Representatives, Committee Chairs, PTO members attending the PTO meeting in May.
A majority of the votes cast by the voting members shall be necessary for election. No officer shall be eligible to serve in the same office for more than two consecutive terms. An officer may continue in their position for one year after their first year term expires if a replacement cannot be found. In the event of lack of interest and/or participation Board positions may be solicited and filled for the upcoming year by the current Board, Principal, Teacher Representatives, Committee Chairs, PTO members during attendance of the PTO meeting in May. Any vacancy occurring during the year shall be filled at the discretion of the Board.
Section 3. The Board shall approve and schedule all PTO activities and programs. Committees shall be created by the Board as needed to promote the goals and objectives and plan of the activities of the PTO.
The Board shall manage the affairs of the Ocean Bay Middle School PTO between regular PTO meetings.
Section 4. The Board shall review the Bylaws annually and ensure the adherence of the organization to the Bylaws.
Section 5. Duties of the President
a. Fulfills leadership role for PTO activities.
b. Ensures appointments of Committee Chairs for the PTO committees.
c. Develops agendas for Board, and membership meetings in consultation with Principal, Teacher Representative, Board members, and Committee Chairs.
d. Presides over Board and Membership meetings.
e. Keeps parents, teachers, principal, and community apprised of PTO activities and progress and acts as liaison between them.
f. Shall cast the deciding vote in case of a tie at Board and membership meetings.
g. Publicity and communications shall be cleared by the PTO President.
Section 6. Duties of Vice President
a. Collaborates with President on agendas for Board and Membership meetings.
b. Coordinates volunteers with the Committee Chairs.
c. Can act as liaison between Committee Chairs and Board.
d. Shall also perform such other duties as assigned by the President and/or Board.
e. Fulfills duties of President in his/her absence.
Section 7. Duties of Past President
a. Collaborates with President on agendas for Board and Membership meetings.
b. Provides backup to President and Vice President as needed.
Section 8. Duties of Secretary
a. Keeps accurate written record of all meetings of the organization and of the Board meetings and distributes them to all Officers within ten (10) days of each meeting.
b. Prepares agendas for Board and PTO Meetings.
c. Conducts all the correspondence delegated.
d. Is a custodian of all communications, documents and papers belonging to the organization.
e. Keeps a current list of all volunteers.
f. Keeps an updated copy of the PTO Bylaws and Articles of Incorporation.
g. Provides and reads the minutes of the previous meeting for approval at each PTO Meeting.
h. Shall be responsible for communication to the members.
i. Shall ensure that all notices are given in accordance with these Bylaws.
Section 9. Duties of Treasurer
a. Keeps records of all receipts and disbursements of monies.
b. Coordinates with all Committees and Board Members to make deposits, and pays bills and reimbursements as needed.
c. Shall present a statement of account or current financial status at every meeting.
d. Maintains all financial records, prepares financial reports on a monthly basis with a final financial report at the close of the school year, and makes financial reports available to PTO.
e. Assists Committees with budget reports as needed.
f. Shall comply with all applicable regulations, laws, and procedures to maintain tax exempt status for the organization.
g. Shall prepare all necessary tax returns and documentation.
h. Shall be responsible for coordination with any outside accountant, auditor, or governmental entity for any audit or review if necessary.
i. The Board shall have an opportunity to review and approve these documents before submittal.
j. Confirm that the prior year books have been audited.
k. Acquire signatures of board officers who are authorized to sign checks and file signature cards with the bank.
l. Maintain liability insurance.
m. Maintain PTO Funds Handling Procedure Form #2009A.
Section 10. Duties of Committee Chair
a. Committee Chairs shall document and describe all committee related activities, responsibilities, and expenses.
b. Committee meetings shall be called by the Committee Chair and shall meet as often as is necessary to carry out their functions.
c. The Committee Chair shall provide the PTO President or Vice President with periodic status reports.
d. A financial summary shall be prepared by the Committee Chair and presented to the Treasurer after each event.
Section 11. The Parliamentarian shall be familiar with the Bylaws of the PTO and make sure that parliamentary procedures govern all meetings when applicable.
Section 12. All members shall adhere to the bylaws of the organization.
ARTICLE VIII: MEETINGS
Section 1. All meetings shall be open to all interested parties. Parents, teachers, and community members are encouraged to attend and contribute ideas, make motions, and debate issues.
Section 2. The Board shall meet at the discretion of the President.
Section 3. A quorum necessary for the transaction of business of the Board, or other committees shall consist of a majority of the members of the Board, or other committee in office present at the meeting.
Section 4. A majority vote of the voting members present at any PTO meeting shall be required for action to be taken by the organization.
Section 5. Members shall be notified of all upcoming general or special meetings through either the Ocean Bay Middle School Newsletter, which is published quarterly or via the Ocean Bay Middle School web site.
ARTICLE IX: FINANCES AND CONTRACTS
Section 1. A school year a budget of anticipated revenue and expenses for the year shall be prepared. The budget shall be used to guide the activities of the PTO during the year. Any substantial deviation from the budget must be approved in advance by the Board.
Section 2. The Board is authorized to enter into contracts or agreements for the purchase of materials or services on behalf of the organization as long as the contracts and agreements comply with applicable regulations, laws, and procedures to maintain exempt status for the organization. The Board may authorize any officer or officers to enter into said contracts or agreements.
Section 3. Any expenditures, emergency expenditures, or expenditures involving legal or attorney matters concerning the organization shall be at the discretion of the Board. Administrative expenditures shall be at the discretion of the Board.
Section 4. All PTO checks over $250.00 must be signed by the Treasurer and the President. Any check written to someone authorized to sign on PTO’s account must have a second signature regardless of amount.
Section 5. The Board shall conduct an external review and shall have the final Treasurer’s report and the accounts examined annually by a non-member accounting specialist who, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.
Section 6. The Fiscal Year shall correspond with the Horry County School Calendar.
ARTICLE X: CONFLICTS OF INTEREST
Section 1. If an Officer, Board Member, Committee Chair, or member of the organization has a financial interest conflicting with the interest of the organization, the individual must bring the potential conflict to the attention of the other Officers, Committee, or Membership and refrain from deliberating or voting on any decision with respect to the matter.
Section 2. No parent, Board member, or Committee members shall make a personal profit from any fundraiser for Ocean Bay Middle School PTO. No Officer or member shall receive any profits or payments from the proceeds of any fund raising activity, except for reimbursement.
ARTICLE XI: BYLAWS AMENDMENTS
These Bylaws may be amended by a majority vote of the voting members present at a Board or PTO meeting.
These Bylaws were adopted by the membership by a majority vote during a meeting properly called on October 17, 2006 and are effective immediately.
Bylaws amended by the Board with a majority vote on December 9, 2008.
Charter for
PARENT TEACHER ORGANIZATION (PTO)
I. NAME
The name of this organization shall be the Ocean Bay Middle School Parent Teacher Organization (Ocean Bay Middle School PTO).
The Ocean Bay Middle School PTO shall operate in the City of Myrtle Beach, in the County of Horry, in the State of South Carolina.
II. PURPOSE
The purpose of the organization is to aid the students of Ocean Bay Middle School in achieving their fullest potential by providing educational and personal enrichment, and by encouraging the cooperative interaction of parents, teachers, and the community.
In pursuance of these purposes, it shall do all things necessary, proper, and consistent with maintaining tax exempt status under Section 501(c)(3).
The Ocean Bay Middle School PTO is organized exclusively for education purposes such as those organizations that qualify as exempt under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
The Ocean Bay Middle School PTO shall not participate in nor fund propaganda, nor otherwise attempt to influence legislation. The Ocean Bay Middle School PTO shall not participate in, nor intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. At PTO meetings, issues directly related to the educational experience of the children of the Ocean Bay Middle School may be discussed, however, the Ocean Bay Middle School PTO shall not take any official position or encourage any specific action on the part of its members.
Notwithstanding any other provision of this Charter, the Ocean Bay Middle School PTO 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 organization.
III. MEMBERSHIP
Members
All parents, step parents and legal guardians of students currently enrolled and all current paid employees of Ocean Bay Middle School i.e., teachers, administrative staff, and support staff shall be voting members. Members have the right to attend and participate in any and all public meetings and activities of the Ocean Bay Middle School PTO.
Every member in attendance at Ocean Bay Middle School PTO meetings shall be eligible to vote. No dues shall be collected from members.
IV. MEETINGS
PTO Meetings
PTO Meetings shall be held approximately once per month, the day and time will be established by the PTO President and the Principal at the beginning of each school year. There shall be a minimum of 3 PTO Meetings per year. The schedule of the PTO Meetings shall be published on the school’s website as soon as it is determined. At PTO Meetings, normal business of the Ocean Bay Middle School PTO shall be conducted.
Board Meetings
Board Meetings shall be called as needed by the Board to vote on PTO business or take other action that cannot wait until a PTO Meeting. Board Meetings shall be authorized to be conducted via electronic means, with the Secretary keeping a hard-copy record of any votes taken. Only the Officers of the Board shall be eligible to vote at Board Meetings. Regardless of the number of Board Members in attendance or participating at a Board Meeting, the vote of at least three Board Members shall be required to take action on behalf of the Ocean Bay Middle School PTO. As necessary, results of Board meetings shall be reported at the next PTO Meeting.
Quorum
The members of the Ocean Bay Middle School PTO present at a PTO Meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.
Voting
Unless otherwise dictated in this Charter, a simple majority vote of the members present at any meeting shall be required for all action to be taken by the organization.
V. BOARD
Officers
The Officer Positions of the Ocean Bay Middle School PTO shall consist of a President, Past President, Vice President, Treasurer, and Secretary. The Board of the Ocean Bay Middle School PTO shall consist solely of the Officer Positions listed above.
Responsibilities
Duties of the President: Fulfills leadership role for PTO activities; Ensures appointments of Committee Chairs for the PTO committees; Develops agendas for Board, and PTO meetings in consultation with Principal, Teacher Representative, Board members, and Committee Chairs; Presides over Board and PTO meetings; Keeps parents, teachers, principal, and community apprised of PTO activities and progress and acts as liaison between them; Shall cast the deciding vote in case of a tie at Board and membership meetings; Publicity and communications shall be cleared by the PTO President.
Duties of Vice President: Collaborates with President on agendas for Board and Membership meetings; Coordinates volunteers with the Committee Chairs; Can act as liaison between Committee Chairs and Board; Shall also perform such other duties as assigned by the President and/or Board; Fulfills duties of President in his/her absence.
Duties of Past President: Collaborates with President on agendas for Board and Membership meetings; Provides backup to President and Vice President as needed.
Duties of Secretary: Keeps accurate written record of all meetings of the organization and of the Board meetings and distributes them to all Officers within ten (10) days of each meeting; Prepares agendas for Board and PTO Meetings; Conducts all the correspondence delegated; Is a custodian of all communications, documents and papers belonging to the organization; Keeps a current list of all volunteers; Keeps an updated copy of the PTO Bylaws and Articles of Incorporation; Provides and reads the minutes of the previous meeting for approval at each PTO Meeting; Shall be responsible for communication to the members; Shall ensure that all notices are given in accordance with these Bylaws.
Duties of Treasurer: Keeps accurate records of all receipts and disbursements of monies; Coordinates with all Committees and Board Members to make deposits; Pays bills and reimbursements as needed; Shall present a statement of account or current financial status at every meeting; Maintains all financial records, prepares financial reports on a monthly basis with a final financial report at the close of the school year, and makes financial reports available to PTO; Assists Committees with budget reports as needed; Shall comply with all applicable regulations, laws, and procedures to maintain exempt status for organization; Shall prepare all necessary tax returns and documentation; Shall be responsible for coordination with any outside accountant, auditor, or governmental entity for any audit or review if necessary; The Board shall have an opportunity to review and approve these documents before submittal; Confirm that prior year books have been audited; Acquire signatures of board officers who are authorized to sign checks and file signature cards with the bank; Maintain liability insurance; Maintain PTO Funds Handling Procedure Form #2009A.
Obligations
Upon majority vote or consensus, all Officers of the Board shall have authority to enter into contracts, agreements or obligations for the purchase of materials or services on behalf of the Ocean Bay Middle School PTO for planned events and activities of the PTO. No PTO Member shall have the authority to enter into any contracts, agreements or obligations on behalf of the Ocean Bay Middle School PTO, nor shall they present themselves as having such authority.
VI. ELECTIONS
Procedure
The Nominating Committee (which is a Standing Committee) or current Board shall begin accepting nominations for all positions from members in the month of February. Each nomination must be accepted by the candidate before it is listed for election. The election of all positions shall take place as the last Agenda Item during the next to last PTO Meeting which is normally held in April. All members of the organization shall be eligible to participate in the election. Only those members in attendance, or who have completed a ballot prior to the meeting shall be allowed to vote. The election for each office, if non-contested, shall be by voice vote and prior ballet count. Any contested election shall then be by written ballot.
Terms of Office
The term of each office shall be one year. The officers who are elected at the next-to-last PTO meeting of the year shall officially assume control at the conclusion of the final PTO meeting of that year. This is typically scheduled in May. The exact timing of the nomination process, election, and new board control may be adjusted slightly due to any scheduling issues at the end of the year. A person shall serve in any office for a maximum of two consecutive terms. Said person shall immediately be eligible to serve in a different office. A person who has served in an office for two consecutive terms shall be ineligible to serve in that office for a period of one year.
Nominating Committee (NC)
The Nominating Committee shall be chaired by any existing member of the PTO and shall include a minimum of two and a maximum of four other members of the organization. The NC shall be formed in February to begin forming potential candidates for election for the following PTO school year. The NC is responsible for receiving and reviewing all suggestions for persons to serve as potential officers. The NC is responsible for confirming the acceptance of the position for each candidate nominated. The NC shall prepare a list of recommended eligible candidates for each Office to present for election by the membership by the end of March. Each list shall contain at least one, and possibly more, people who are eligible and willing to take office. All persons who are willing to serve should contact the NC.
Eligibility
Eligibility for serving as an Officer of the Board shall be limited to residents of Horry County and Members who are parents or legal guardians of students currently attending or will be attending at the beginning of the new school year at Ocean Bay Middle School.
Selection
A majority of the votes cast by the voting members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held.
Termination
With the advice and consent of the Board, Principal, and designated teacher representative an elected officer may be terminated prior to the end of the term by a majority vote of the Board.
Vacancies
The Board shall temporarily fill any vacancy in office because of death, resignation, inability to serve, termination or for any other reason. An election to fill the unexpired term portion of the term vacancy shall be held at the next PTO Meeting consistent with the procedures established herein. For purposes of eligibility, a person who is filling a vacancy shall be considered to have served the full term only if more than half of the term of office remains at the time they fill the position.
VII. COMMITTEES
Definitions
Standing Committees
Standing Committees are those committees that the PTO supports every year. The President recruits Chair people for each of the following Standing Committees: Teacher Meetings Committee, Coupon Book Fundraiser Committee, Junior Idol Fundraiser Committee, Halloween Boo Grams Committee, American Education Week Committee, Alpha Beta Luncheons Committee, Holiday Fundraiser Committee, Rays Tutoring Snack Committee, PACT Snack Committee, Valentine Love Notes Committee, and Teacher Appreciation Committee.
Special Committees
Special Committees shall be established by the Board or President for a special specific purpose, goal or timeframe. The Board shall appoint the Chairpersons of all Special Committees. In all other ways, the Special Committees shall operate in an identical manner as Standing Committees. Once the purpose, goal or timeframe of the Special Committee is met, it shall be automatically disbanded.
The Chairperson of each committee shall recruit the members for their committee as needed. The length of service for a Chairperson is normally one year, but may vary as determined by the Board. Committees that have specific events associated with them, the period of service will typically be from 11 months prior to 1 month after the date of that event. The Board will determine and/or review the operating budget submitted by Chairpersons for each Continuing Committee every 12 months or more often as needed or specified. Chairpersons may purchase items or services within the maximum amount specified for budget items as specified, tracking all expenses and submitting receipts for reimbursements to the Treasurer.
The Board shall review all financial transactions and obligations that will exceed the approved budget for the committee. The committee Chairperson shall not execute any financial transaction or obligation that exceeds the approved budget without the approval of the Board. If monies are required in advance, the Chairperson may contact and request the needs to the Treasurer describing details of the purchase, submit a funds request, and use that money in the nature described. The Chairperson shall be responsible for obtaining a final receipt, invoice or similar of the monies spent and returning all unspent money to the Treasurer.
The Board and the Principal shall approve all school flyers and public information notices prior to distribution of the material.
The Chairperson shall ensure that copies of all written requests for donations from individuals, groups or businesses are submitted to the Secretary. The Chairperson shall regularly report the plans and activities of the committee to the Board, and to the PTO Membership at PTO Meetings.
Obligations
The Board may delegate authority to enter into contracts or agreements for the purchase of materials or services on behalf of the organization to the Chairperson of a committee and/or to any member of the committee. Any person, to whom this authority is delegated, shall only be authorized to exercise this authority within the stated purpose of the committee and only within the budget of the committee.
VIII. FINANCES
Financial Prohibitions
As a volunteer organization, the Ocean Bay Middle School PTO shall not pay or provide any remuneration to the Officers of the Board, Committee Chairpersons, Committee Members or any other member of the organization for their volunteer service to the organization. There shall be no commingling of Ocean Bay Middle School PTO funds with the personal, professional, or business accounts of any individuals, groups or businesses. This shall include a prohibition against providing Ocean Bay Middle School PTO funds as a loan to anyone for any purpose.
Financial Institution
The financial institution used by the Ocean Bay Middle School PTO shall be a Federal or State Chartered Bank or Credit Union approved by the Board. The authorized signatures of the account shall be the President, Vice President and the Treasurer. Any one of these individuals, and only these individuals, are authorized to withdraw funds, write checks, drafts, or other expenditures for the payment of money on behalf of the organization. An authorized disbursement to any of the authorized signatories to the account requires the consent and action of another signatory. For example, the Treasurer cannot write a check made out to the Treasurer – either one of the President or Vice President must sign the check. The Treasurer is responsible for ensuring all monies of the Ocean Bay Middle School PTO are deposited in a timely manner into the account.
Annual Budget
The Fiscal Year shall correspond with the Horry County School Calendar. At the last scheduled PTO meeting of the year, the Treasurer shall prepare and present a proposed budget for the following year. At a minimum, the Budget shall include:
- Current Balance as of the date of the meeting.
- Expected and reasonable expenditures through the remainder of the fiscal year.
- Reasonable estimates for fundraising activities during the first four months of the new fiscal year. If funds allow, the Treasurer may assume zero fundraising during this period for planning purposes.
- A listing of non-discretionary and discretionary funds committed to the next fiscal.
- The proposed budget must be in balance, meaning the Projected Balance is nonnegative.
The PTO may discuss the proposed budget as needed. Changes to the proposed budget may be made as determined by the discussion. The Board shall not allow a vote on a proposed Budget that is not in balance. Approval of the budget is by majority vote. The PTO must vote to approve a Budget at this meeting.
Changing the Approved Budget
The Treasurer shall keep track of actual expenditures vs. budget items. The Treasurer shall not reimburse an expense that exceeds the Approved Budget for that budget item. A proposal to modify the Approved Budget may be made by any PTO member (including the Treasurer) at any PTO Meeting. If the majority of the eligible PTO membership votes to accept the proposed change, the Treasurer will update the Approved Budget prior to the next report. By majority vote, the Board may, at any time, vote to modify the Approved Budget. This vote shall be included in the Recording Secretary’s Report at the next PTO Meeting.
Reporting
The Treasurer shall keep track of all actual deposits and expenditures. At every PTO Meeting, the Treasurer shall provide a written financial report that the Secretary keeps with the minutes of the meeting. At a minimum, the report shall contain: The Closing Balance from the previous Treasurers Report, all income received and deposited since the previous Treasurers Report, organized by item, and all expenditures made since the previous Treasurers Report, report the remaining fundraisers minus all estimated expenditures, and the current Closing Balance.
The Treasurer shall complete an End-Of-Year report of all financial activities within 31 days of the end of the Fiscal Year. Copies of the report shall be distributed to the Principal of the school, other Board members, and the future Board. The Treasurer shall be responsible for the timely completion and submittal of any other financial or tax records, reports or forms. The Board shall review and vote to approve these items prior to submittal.
Oversight
The Board is responsible for organizing an independent review of the Ocean Bay Middle School PTO finances at least once a year. The Board shall appoint a qualified person or persons to conduct and provide written documentation of the review. The Secretary shall keep a copy of this documentation.
Dissolution
Should the Ocean Bay Middle School PTO be dissolved for any reason, the following shall dictate how remaining assets shall be disbursed. The Treasurer shall be responsible for ensuring all outstanding debts are paid off and adequate time to clear has passed. The Treasurer shall present an inventory of all remaining assets to the Board. The Board shall determine how to distribute these assets 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. Any such assets not so disposed of, shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the Ocean Bay Middle School PTO is then located, exclusively for such purposes or to such organization or organizations, as a court shall determine, which are organized and operated exclusively for such purposes.
IX. AMENDMENTS.
Definition
An Amendment is any change, addition or subtraction to the wording of any section or subsection of this Charter.
Procedure
Any PTO Member may submit a proposed Amendment to this Charter. This submittal shall be in writing and submitted to the Board at least 5 business days prior to a scheduled PTO Meeting. The President shall be required to bring the proposed Amendment forward at the next scheduled PTO meeting. At this meeting a full reading of the proposed Amendment shall occur. Discussion of the proposed Amendment is encouraged at this first reading; however no vote will be taken. At the discretion of the President, a second reading of the proposed Amendment and a vote shall be taken at the next scheduled PTO Meeting. At the second meeting, a full reading and discussion of the proposed Amendment shall occur. This discussion is specifically to include a comment by an appointed Board member (typically the Treasurer) on how any outside organizations with review authority over the Charter may view the proposed Amendment. When the President decides discussion has completed, a vote shall be taken. The vote will be taken by show of hands of all Members in attendance, including the Board may vote. The proposed Amendment will be passed and accepted if met by majority.
Approved Amendment
If the proposed Amendment passes, the Secretary shall ensure the change is incorporated into the Charter at the earliest opportunity. The Treasurer shall send approved copies of the new Charter to outside organizations for review as needed, within 30 days of the vote.
Defeated Amendment
If the proposed Amendment is defeated, it or any similar proposed Amendment shall be ineligible to be brought to a PTO meeting for at least one year from the date of the defeating vote. The definition of a similar proposed Amendment shall be at the discretion of the Board.
Exemption to the Amendment Procedure
As a special exemption to the procedure specified elsewhere in this Section, if the proposed Amendment is brought to the Board prior to the next-to-last or last scheduled PTO meeting of the year, the Presidents may, at their own discretion, table the proposed Amendment until the first scheduled PTO meeting of the next year. This is intended to ensure that both readings and the vote occur within a reasonably short period of time, and within the same year.
This Charter may be amended by a majority vote of the voting members present at a Board or PTO meeting.
This Charter was adopted by the membership by a majority vote during a meeting properly called on October 17, 2006 and is effective immediately.
This Charter was amended by the membership by a majority vote during a meeting properly called on February 10, 2009 and is effective immediately.
