BYLAWS OF MCLANE ELEMENTARY PARENT TEACHER STUDENT ORGANIZATION
Revised: August 2021
Approved: September 2, 2021
ARTICLE I – NAME
The name of this organization shall be McLane Elementary Parent Teacher Student Organization, commonly known as McLane PTSO, and is incorporated under the laws of the State of Washington.
ARTICLE II – PURPOSE
McLane Elementary parents, teachers and students have come together as an organization dedicated to enhancing the learning experiences for all students, in addition to building a strong and supportive community for all McLane Families. The McLane PTSO seeks to positively impact its students, teachers, and families through:
- Promoting Communication among parents, teachers and students
- Providing equitable enrichment opportunities through artistic, social, sports and academic events and activities
- Strengthening the relationship between our surrounding community and the school
We will meet our organization’s objectives by encouraging voluntarism, organizing, and promoting positive family events and activities, sponsoring school wide curricular programs, and providing financial support for PTSO sponsored activities and/or related classroom needs.
Said 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 corresponding section of any future federal tax code.
ARTICLE III – OFFICES
Registered Office and Registered Agent
The registered office of the organization shall be located in the State of Washington at McLane School, 200 Delphi Road, Olympia, WA 98502. The registered agent shall be the current McLane School principal, and have a business office identical with such registered office.
ARTICLE IV – MEMBERSHIP
Membership shall be open to all parents/guardians of students at McLane Elementary School, all staff, and all community members in the McLane Elementary School service area as defined by the Olympia School District.
ARTICLE V – BOARD OF DIRECTORS AND ELECTIONS
5.1 Board of Directors. The Board of Directors, or “officers,” shall consist of a: president, vice-president, treasurer, recording secretary, communications coordinator and volunteer coordinator. The number of directors may at any time be increased or decreased by amendment of these Bylaws, but no decrease shall have the effect of shortening the term of any incumbent director. All officers shall be elected for terms of one year by the PTSO Membership. Such officers shall hold office until their successors are elected and qualified. The Board of Directors may appoint an interim officer if needed.
- President. The President shall preside at all meetings of the Board of Directors. Serve as leader and key contact for the PTSO; preside at all PTSO meetings; shall have general supervision of the affairs of the organization and shall perform such other duties as are incident to the office or are properly required of the President by the Board of Directors.
- Vice- President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. Shall have such powers and discharge such duties as may be assigned to him or her from time to time by the Board of Directors.
- Treasurer. The treasurer shall receive all funds of the organization, keep an 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 make a full report at the end of the year. File and maintain articles of incorporation, file tax returns, maintain all tax records, and maintain insurance policy. The treasurer will help plan and then present the yearly budget.
- Secretary. The recording secretary shall take and record the minutes of all general meetings and meetings of the Board of Directors. Prepare and distribute the Agenda and previous month’s Minutes at all the general meetings. Maintain the calendar of events and list of committee chairs. Update and post approved minutes, calendar of events and committee chairs on the PTSO google drive. Prepare forms for election of officers and committee chair volunteers for the end of year meeting. Maintain paper documents handed out during meetings in the PTSO Secretary notebook.
- Communications Director. Maintain all forms of external communication and PTSO social media sites, write & distribute timely updates as needed; help develop marketing materials for events and fundraising solicitations as needed.
- Volunteer Director. Coordinate volunteers for PTSO events and school activities. Collect list of general volunteers at beginning of year and for special events. Assure that volunteer data is recorded and available to both the Board and teachers. Work with teachers, staff, and leaders of committees to assure volunteers are recruited for programs & events.
5.2 Voting Members. 11 voting members are the McLane Board of Directors, the Principal or his/her designee, the Teacher representative, the Community Connections Chairperson and the 3 members at large appointed each year. The management of all the affairs, property, and interests of the organization shall be vested in the voting members consisting of no fewer than seven (7) and no more than fifteen (15) persons. Voting members shall be parents, teacher representatives, and or student representatives elected by the general membership. The school principal shall be installed annually as a voting member of the organization.
- Members at Large. Appointed Members at Large typically also serve as committee chairs or general members, and act as organization representatives. They are entitled to voting privileges and are expected to attend the regularly scheduled monthly meetings.
5.3 Nominations and Elections. Elections will be held at the June meeting. A nominating committee shall select a candidate for each office and present the slate at the May meeting. During the June meeting nominations may also be made from the floor. Voting shall be a voice vote after the slate is presented unless more than one person is running for an office, then a ballot vote shall be taken.
5.4 Terms of Office. Elected and appointed officers serve for one (1) year and may serve no more than three (3) consecutive terms in the same office. Office terms begin at annual summer retreat and end in June or July after elections. Each person elected shall hold only one office at a time.
5.5 Vacancies. If there is a vacancy in the office of the president, the vice president will become the president. At the next regular 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 regular meeting.
5.6 Removal from Office. Officers can be removed from office with or without cause by two-thirds vote at a regular meeting where previous notice has been given.
5.7 Transitioning. Outgoing officers shall turn over all documents and reports pertaining to their position to the incoming officers at the summer retreat meeting unless other arrangements have already been made.
ARTICLE VI – MEETINGS
6.1 General Membership Meetings. McLane’s general membership will meet monthly during the school year. The selected day and time will be communicated to the membership at large. A meeting agenda will be made available to the Board of Directors prior to the meeting. Meetings are to be held at McLane School or via an agreed upon online virtual platform.
Recommended meeting agenda format is as follows:
- Call to Order/Welcome/Introductions
- Reading of minutes and approval
- Treasurer’s report
- Principal’s Report
- Teacher/Staff Report
- Reports of standing and special committees
- New Business/Announcements
6.2 Decision Making. McLane PTSO decisions require a majority vote of the voting members. Minority positions should be heard, respected, and explored. Minority positions, after having been heard and understood, should stand aside if the majority remains un-swayed. No member to include members of the Board of Directors has the authority to obligate the PTSO to support an event or expenditure. All requests for PTSO help whether it is for volunteers or resources have to be brought to the Board of Directors for prior approval. If a voting member is unable to attend a scheduled meeting, an email vote may be submitted and annotated by the Secretary ahead of the scheduled vote.
6.3 Quorum. A quorum is 1/2 of the voting members. (Reference Article 5.2)
6.4 Special Meetings. Special meetings of the Board of Directors may be called at any time by the President or upon written request by any two directors. Such meetings shall be held at McLane School, via Zoom or at such other place or places as the directors may from time to time designate.
6.5 Parliamentary Authority. The McLane PTSO shall follow Roberts’ Rules of Order for the presentation and second of motions to be voted upon by the voting members of the PTSO.
ARTICLE VII – COMMITTEES
7.1 Appointing Committees. The Board of Directors may appoint standing or temporary committees consisting of no fewer than two persons. Each committee chair will be given a packet for their event. The packet will contain information on their event, important dates, the event’s budget, financial forms, and past information on the event.
7.2 Responsibilities. Committee chairpersons shall keep a written record of their activities, events, expenditures and revenue and be prepared to report on this record at monthly meetings. Committee chairpersons will prepare a final report at the end of the year and turn the report into the Secretary to become a permanent record of the organization. This will be done for any event where money is received.
7.3 Committee Finances. It is up to the committee chair to keep track of all expenditures and make sure the event stays within its budget. If additional funds are required for an event a request for additional funds needs to be made to the Board of Directors before any more money is spent. Failure to obtain prior approval may result in the committee chair being responsible for paying for overage.
ARTICLE VIII – FINANCES
8.1 Deposits and Payments. The monies of the organization shall be deposited in the name of the organization in such bank or banks or trust company or trust companies, as the Board of Directors shall designate, and shall be drawn from such accounts only by check or other order for payment of money signed by such persons, and in such manner, as may be determined by resolution of the Board of Directors.
8.2 Budget planning. Officers or an ad hoc budget committee shall prepare a tentative budget by the June meeting for the following school year. A final budget will be approved by a majority vote no later than in the fall at the first meeting.
8.4 Forms. Anytime PTSO money is counted from a cash box after an event, two (2) members must be present and a Deposit form will be completed and turned into the Treasurer along with the money. Requests for reimbursement require a Reimbursement Request Form with original receipts attached put in Treasurer’s box in the office. If there is a request for funding complete the Fund Request Form and turn into the President at least 2 weeks before the meeting. If requests are brought up at the meeting, the president will decide (based on availability) if said business will be discussed at that meeting. Requests for reimbursement may also be submitted digitally with digital copies of the receipts.
8.5 Fiscal Year. The McLane fiscal year is from July 1st through June 30th. The treasurer shall prepare a financial statement to present to the board at the end of the school year. The treasurer each year shall file organizations tax return in April-June prior to the end of the school year and the turnover of board members.
8.6 Reserve. The Board will keep no less than $25000 in reserve as carryover for the next school year. The organization will maintain a checking and savings account. Authorized signers of accounts shall be the president, treasurer, and one other voting member.
8.7 Corporation Report. The treasurer shall keep detailed accurate records of any disbursements, income, and bank account information. The treasurer shall file each year the McLane’s Corporation Report with the Washington Secretary of State by the end of September.
8.8 Unbudgeted Spending: The President may authorize expenditures of under $200 that will be disclosed and accounted for during regularly scheduled meeting.
8.9 Renumeration. No salary shall be paid directors as such, for their service.
ARTICLE X – INDEMNIFICATION
The organization shall indemnity its officers, directors, employees, and agents to the greatest extent permitted by law. The organization shall have power to purchase and maintain insurance on behalf of any person who is or was a director, officer, employee, or agent of the organization or who is or was serving at the request of the organization against any liability asserted against such person and incurred by such person in any such capacity or arising out of any status as such, whether or not the organization would have the power to indemnity such person against such liability under the provisions of this Article.
ARTICLE XII – DISSOLUTION OF CORPORATION
In the event of the dissolution of McLane PTSO, three (3) directors shall be elected by the membership to serve as liquidating directors. They shall terminate the affairs of this corporation, evaluate and liquidate its assets, pay debts, fulfill outstanding obligations and distribute any assets to other 501(c)3 charitable organizations as defined in the Internal Revenue Code. No member of McLane PTSO shall receive anything of value from said dissolution.
Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes with the meaning of section 501 (c) (3) of the Internal Revenue Code, or 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 disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE XIII – AMENDMENTS
The Board of Directors shall have power to make, alter, amend, and repeal the Bylaws of this organization; provided that the Board will not approve any such alteration, amendment, or repeal that would adversely impact the rights of any class of members unless such alteration, amendment, or repeal shall first have received the approval of two-thirds (2/3) of the members of such class.
Adopted by resolution of the organization’s Board of Directors on:
September 2, 2021