Bylaws Of The Sexton Mountain Parent Teacher Club

Article 1: Purpose

 

The primary purposes of the Sexton Mountain Parent Teacher Club (PTC) are:
  1. To provide educational materials, supplies, and equipment for the education and enrichment of children attending Sexton Mountain Elementary School (SME) in Beaverton, Oregon; and,
  2. To supply parental and educational support and to enhance school spirit by sponsoring extracurricular activities; and,
  3. To serve the Sexton Mountain Elementary School community through the organized efforts of its parents, students, teachers, staff, and friends. 

Article 2: Membership

Section 1. Qualifications

Membership of the PTC is open to all parents/guardians of SME students as well as all SME teachers and staff. A person becomes a member of the PTC by indicating intent to do so in accordance with policies set by the Board of Directors. All members must uphold the bylaws and policies of the PTC.

Section 2. Voting

All members are voting members. Each member is entitled to vote to elect Directors and to approve the annual budget. Voting for Directors and yearly budget approval will occur at the annual membership meeting in May. Members will vote on any proposed budget amendments greater than $1,000 at regularly scheduled meetings or at special meetings called for that purpose.

Section 3. Duration of Membership

Membership terms run from September to August. All interested persons must re-affirm their desire to be members each school year.

Section 4. Member Meetings

   A. Meeting Dates
The annual membership meeting of the PTC will be held in May at a location set by the Board. The Board will set additional member meetings throughout the year as deemed necessary. 
   B. Notice of Meetings
Notice of all member meetings will be given at least seven days prior via the PTC newsletter and the PTC social media pages.
   C. Attendance
Meetings of the PTC are open to all members and persons interested in the activities of the PTC. The President, or in the absence of the President, the presiding officer at the PTC meeting, shall have the power to order the removal of any person who is disrupting the orderly conduct of business of the meeting. In addition, the officers shall be entitled to go into executive session to consider any matter the officers believe to be of a sensitive nature.

Section 5. Quorum 

The number of members at a member meeting constitutes a quorum. A majority vote of the members voting is the act of the members, unless these Bylaws or the law provide otherwise. Voting by proxy is prohibited.

Article 3: The Board of Directors

Section 1: Composition

The Board of Directors (Board) consists of the following positions: President, Treasurer, Secretary, Fundraising Coordinator, Communications Coordinator, Committees Coordinator, Volunteer Coordinator, Spirit Coordinator, and Member at Large. The members may create additional Board positions as deemed necessary.

Section 2: Election

Directors are elected by a majority vote of the members present at the election meeting. Election of Directors will occur at the annual membership meeting in May. The election will occur by secret written ballot unless, by unanimous consent of the members present, the president dispenses with written ballots and does a hand count.

Section 3: Term

Directors, with the exception of the Treasurer, assume their official duties at the close of the May meeting at which they are elected. The Treasurer assumes his or her duties on July 1. Terms are two years. No Director may serve more than two consecutive terms in the same position. The President, Secretary, Volunteer Coordinator, and Committees Coordinator are elected in odd years; the Treasurer, Fundraising Coordinator, Communication Coordinator, Spirit Coordinator, and Member at Large are elected in even years. 

Section 4: Removal

Any Director may be removed, with or without cause, by a two-thirds vote of the members present at a membership meeting. Notice of the proposed removal must be given to all members of the organization at least 48 hours prior to the meeting.

Section 5: Vacancies

Mid-term vacancies on the Board and newly created Board positions shall be filled by a majority vote of the Directors then on the Board. 

Section 6: Duties

A. Board Action

 

The Board will manage the affairs of the PTC. The Board will transact necessary business, including: develop the calendar of PTC events; appoint committee heads; coordinate communication about PTC events and actions with all levels of the SME community; review the proposed annual budget prior to its presentation to the membership; and consider and approve/reject monetary requests within $1,000 of yearly budget allowances. All directors shall pledge to uphold the interests of the PTC, maintain confidentiality of sensitive information, and generally act with a duty of care.

B. The President shall:
a. Be the principal executive officer of the PTC and shall, in general, supervise and control its business and affairs; 
b. Be the main liaison between the PTC and the school principal and administration.
c. Prepare and distribute the agenda for, and preside at, all meetings of the organization and the Board; 
d. Be a non-voting member of all committees, except the Nominating and Auditing Committees and when needed to break a tie; and,
Perform other duties as assigned by the Board.
C. The Treasurer Shall: 
​        a. Receive all monies of the PTC;
b. Keep accurate records of all disbursements, receipts, and expenditures;
c. Pay out funds in accordance with the approved budget as authorized by the Board, with the provision that all disbursements must be approved by another member of the executive committee;
d. Present a financial statement at the Board Meetings and at membership meetings during the school year;
e. Make accessible digital copies of bank statements when requested by a member; 
f. Ensure that all organization funds are maintained in a bank or savings and loan association insured deposit account as directed by the Board; 
g. Provide all necessary information to the CPA retained by the PTC and ensure the retained CPA files necessary tax documentation and performs a yearly audit;
h. Chair the Budget Committee to create the next school year’s budget;
i. Maintain financial records dating back a minimum of 7 years and make them open to examination by the members at all reasonable times; 
j. Relinquish the books to the new treasurer; and,
k. Perform other duties as assigned by the President or the Board.
D. The Secretary shall:
a. Keep the minutes and records of all the meetings of the PTC, including a list of members in attendance; 
b. Have on hand for reference at each meeting a copy of the Bylaws, Articles of Incorporation, the Agenda prepared for such meeting, the minutes of the previous meetings, and a list of all standing committees, fundraising committees, ad hoc committees and their chairpersons;
c. Prepare a summary of each PTC meeting for distribution to the membership;
d. Keep the minutes for a minimum of 5 years and make them open to examination by the membership at all reasonable times; 
e. Sit on the Audit Committee at the end of each fiscal year to audit the Treasurer’s books; and,
f. Perform other duties as assigned by the President or the Board.
E. The Fundraising Coordinator shall:
a. Supervise and coordinate all activities of the Fundraising Committee; and,
b. Perform other duties as assigned by the President or the Board.
F. The Communications Coordinator shall:
a. Supervise and coordinate all activities related to all PTC communications; and, 
b. Perform other duties as assigned by the President or the Board.
G. The Committees Coordinator shall:
a. Supervise and coordinate all activities of the standing committees and ad hoc committees; and,
b. Perform other duties as assigned by the President or the Board.
H. The Volunteer Coordinator shall:
a. Maintain the SME myImpactPage database of volunteers;
b. Enter all volunteer shifts in myImpactPage as requested by  Committees or SME staff;
c. Send weekly volunteer updates to all volunteers, detailing volunteer opportunities and other necessary information; 
d. Communicate with the BSD volunteer coordinator when necessary;and,
e. Perform other duties as assigned by the President or the Board.
I. The Spirit Coordinator shall:
a. Coordinate school spirit activities, including: ice cream social; staff conference meals; staff appreciation week; and tie-dye day; 
b. Coordinate sale of school spirit apparel; and,
c. Perform other duties as assigned by the President or the Board.
J. The Member at Large shall:
a. Perform duties as assigned by the President or the Board.

Section 7: Quorum and Voting

A quorum at a Board meeting is a majority of the number of Directors in office. Once quorum is established, action is taken by a majority vote of the Directors present. 

Section 8: Board Meetings

A. Regular Meetings
Regular meetings of the Board shall be held at the time and place to be determined by the Board. No other notice is required. 
B. Special Meetings
Special meetings of the Board shall be held at the time and place to be determined by the Board. Notice of such meetings, including the time, date, place, and purpose of the meeting, must be provided personally to each Director at least two days prior. Email notification is permitted.

Section 9: Action by Consent

Any action permitted to be taken at a meeting of the Board may be taken without a meeting if all Directors given written consent.

Article 4: Committees

The Board may establish (and dissolve) committees as it deems necessary. 
 
No committee may: authorize payment of a dividend or any part of the income or profit of the corporation to its Directors; approve dissolution, merger, or the sale, pledge, or transfer of all or substantially all of the corporation’s assets; elect, appoint, or remove Directors or fill vacancies on the Board or on any of its committees; or, adopt, amend, or repeal the Articles, Bylaws, or any resolution by the Board.

Article 5: Changes to the Bylaws

These Bylaws may be amended or repealed by the members at any regular meeting or at any special meeting called for that purpose, provided that the notice of any such meeting shall state that the purpose or one of the purposes of such meeting is to consider a proposed amendment to these Bylaws, and include a copy or summary of the proposed amendment. 

Article 6: Severability and Dissolution

If any provision of these Bylaws is found, in any action, suit or proceeding, to be invalid or ineffective, the validity and effect of the remaining provisions shall not be affected. In the event that the PTC is dissolved, all of its assets shall be distributed in accordance with the decisions or plan made by the previous year’s Executive Committee and consistent with the provisions in the Articles of Incorporation.



 

These Bylaws were amended and restated by the members of the Sexton Mountain Parent Teacher Club on September 29, 2020.