South Vienna Parent Teacher Organization ByLaws
Revised/adopted April 8, 2019
Article I NAME The name of and location of this organization shall be South Vienna
Teacher Organization (PTO), South Vienna School, 140 W Main St, South Vienna,
Article II PURPOSE STATEMENT We, the officers, of the Parent Teacher
Organization of South Vienna School, along
with the members of the
organization, hold that the purpose of the
organization is to aid the students and staff of
South Vienna School by providing support for
educational and recreational
Needs and to promote open communication
between the administration, teachers and
parents and encourage school spirit and pride. Through fundraising and family activities, we will promote positive school and community relationships that enhance our children’s educational environment.
Article III POLICIES The policies of the PTO shall be
developed through meetings and
committees and shall not direct or control the
administrative activities of the school.
Article IV Membership
SECTION I. MEMBERSHIP The members shall be parents or guardians of students,
and staff South Vienna School and attend PTO meetings. There
be no membership dues. All PTO members are expected to help out at school
Article V OFFICERS:
I. Executive Board The PTO Executive Board shall consist of the following elected
officers: President, Vice President,
Secretary, Treasurer, and Reporter
The PTO Board has the authority to reassign
job duties as required. No
positions may be shared.
SECTION II. Term of Office The term of office for all officers is one year
June 1st and ending May 31st of the following year.
SECTION III. Qualifications Any PTO member in good standing may become
an officer of the PTO except as noted:
1. President Must have served on SV PTO for at least one year prior
2. Treasurer Must have served on SV PTO for at least one year prior
Executive Board: Develop the PTO’s annual budget, establish and
oversee committees to conduct the work of the
PTO, establish fundraising
programs, and approve by majority vote of the Board unbudgeted expenditures
of no more than $500. Pre-approve expenditures greater than $500 before coming to a
vote before the PTO membership.
1. Preside at all meetings of the organization
and of the executive committee. If
President if unavailable, he/she will make arrangements with the Vice
2. Perform such other duties as assigned by
3. Member ex-officio of all committees.
4. Coordinate the work of the officers and
committees of the organization in
order that the objectives may be accomplished.
5. President responsible for all incoming
money from fundraisers. This money and
report will be turned over to the Treasurer.
6. Serve as an authorized signatory of all PTO
7. Direct liaison between the PTO and the
principal, the teachers and the
8. Approve all other relevant PTO
1. Attend all PTO meetings. In the event the
President is unable to attend
meetings, the Vice President will preside.
2. Should the President be unable to complete
his/her term, the Vice President
would assume the office of President.
3. Oversee the Committee system for PTO
Fundraisers and other PTO
4. Perform such other duties as assigned by
1. Attend all the PTO meetings and record the
2. Distribute a summary of the meeting minutes
via email and PTO website.
3. In the event the President and Vice President
and are unable to attend a meeting, the
Secretary will preside.
4. Maintains a record of activity reports.
5. Maintains a record of PTO guidelines as
they are approved, adopted, and/or
1. Attend all PTO meetings and provides
financial update at each
2. Serve as an authorized signatory on all PTO
3. Maintains a record of activity reports.
4. At the end of the current school year, The
treasurer will prepare and
present a written annual financial report to the incoming board.
5. Responsible for processing fundraising funds for school events.
Attend all PTO meetings.
Responsible for the publicity of all events. i.e. Facebook, website
in promotion of all events via flyer creation and distribution, website and
Keep the official history of the PTO
SECTION V Coordinators/Committees The President or the President’s designee
shall appoint South Vienna PTO members, or parent volunteers, as
Coordinators of PTO events or to Committees. All such appointments shall be
approved by the PTO Board before serving. Coordinators will not have voting
privileges on the PTO Board. Coordinators and Committee members serve at the
pleasure of the PTO Board under such rules and regulations as the PTO Board may
approve. Coordinators may be but not limited to: Staff Appreciation Luncheon,
Mother-Son Event, Daddy-Daughter Dance. The coordinators shall be responsible
for reporting to the PTO plans and activities of the committee to the PTO
officers, which may approve all such reports.
VI. BOARD MEETINGS Meetings of the PTO Board will be held
monthly shortly before the monthly General
Meetings or as needed as designated by
President. A two-thirds majority of Board members shall be present to transact
SECTION VII. REMOVAL OF OFFICERS Any
officer may be removed from
office by the affirmative vote of two thirds
of all remaining board members at
any regular or special meeting called for that
purpose, for conduct detrimental
to the interests of the organization or
refusal to render reasonable assistance
in carrying out its purpose. Any officer
proposed to be removed shall be entitled
to five days notice in writing prior to the
meeting at which such removal is to be
SECTION VIII. VACANCY Vacancies on the board occurring during the
year may be filled by a PTO member approved by
a majority vote of the
remaining members of the PTO Executive board.
VI. NOMINATION, ELECTION AND INSTALLATION OF OFFICERS.
1. Nominations for PTO Officers will be
accepted at the April General PTO
2. The Executive Board will bring forth the
nominations for the General Elections
the May General PTO Meeting.
a. These nominations
will be brought forth and made known to South Vienna Parents,
guardians, teachers and staff at least five
days prior to election.
b. Nominations can be
made from the floor at the May General PTO
1. All members of the PTO are eligible to vote
in the General Election.
2. Officers will be elected at the May General
PTO Meeting via voice vote if an
officer position is unopposed or by ballot if more than one person is
an officer position..
a. Ballots will be
counted by PTO Board Members, exclusive of those running for office.
b. A majority of the
votes is required. Should no person receive a majority of the vote, a
run-off between the two (2) persons who
received the largest number of votes shall be
SECTION III. INSTALLATION
1.Installation of new executive board members
will occur at the last General
Meeting in May after the General Elections.
2.The newly elected officers will assume their
duties on June 1st of the year of
3.The new officers will meet with the outgoing
officers within 2 weeks of the new
officers assuming their duties. The outgoing officers will surrender all
information to the new officers.
Article VII General Meetings
SECTION I. REGULAR MEETINGS Monthly meetings will be held during each
year. The time and place will be determined at the first Executive Board
meeting each new year. Any member is welcome to attend and provide input to the
II. VOTING PRIVILEGES Each member in attendance will have one
vote. A majority vote of those present at any
meeting shall be required for all action
taken by the organization. Proxy, absentee,
mail, and/or email ballots will not be
allowed for voting.
III. QUORUM A majority of the regular members of the PTO Officers shall constitute a quorum for the transaction of business.
VIII. Financial Policies
SECTION I MONETARY POLICY
a. Monetary requests will require pre-approval by the PTO
b. All monetary
requests will be submitted to the Executive Board
and approved by the Executive Board before
a membership vote.
obligations will not be made without sufficient funds to cover
commitments and without receipt(s) of
d. A monetary amount
of $1000.00 must be carried forward to the
upcoming school year.
SECTION II Banking All moneys of the South Vienna PTO shall be deposited by the
Treasurer in a Federal or State chartered bank
or credit union approved by the Board.
a. The authorized
signatures of the account shall by President and Treasurer.
b. The account shall be carried in
the name of South Vienna PTO and bear the tax
ID . 26-313-8607
III. Fiscal Year The fiscal year of the PTO begins on June 1st and
on May 31st of the following year.
IV. Contracts Authority to sign contracts is limited to the President or the
SECTION V Compensation of Executive Board Members Members of the PTO
executive board will receive no monetary
compensation in the form of salaries, health
benefits, investments, stipends, pensions, retirement
accounts or other forms of
compensation for PTO related services. Members
of the PTO Executive Board may at
times receive reimbursement for expenses
directly related to the promotion and/or
running of PTO sponsored events. per Article VIII Section I.
Article IX. AMENDMENTS TO THE BYLAWS
I. Bylaws may be amended at any General Membership Meeting by a vote of two thirds of the members present. Notice shall be given at least two (2) weeks
prior to the meeting.
II. These bylaws may be reviewed and /or revised by the Board as necessary to meet changing needs and/or conditions in the school and community and brought to a vote of the General Membership.
ARTICLE X. DISSOLUTION
PTO may be dissolved at any time provided prior notice is given to the PTO
Membership, a vote is taken at the next scheduled regular PTO meeting (a quorum
must be met), and the request is approved by a majority vote of those present.
the event that there is not enough participation to form a PTO board of at
least 5 or if only employees of South Vienna School are available to fill PTO
board positions, the PTO will dissolve and any remaining funds will be
distributed as outlined in Article X Section I.
SECTION I. In the event of
dissolution of the PTO without a successor organization, any funds remaining
shall first be used to pay off any outstanding bills or debts and the remaining
funds be donated to and divided equally between South Vienna Elementary and
South Vienna Middle Schools, 140 W Main St, South Vienna, OH 45369.
SECTION II. Dissolution due to
school consolidation into one campus K-12. In order to fairly service all
students, the PTO may vote to dissolve and become a part of the Northeastern
Boosters. Upon approval of vote, all remaining funds will be surrendered to
booster treasurer and thereby absorbed into their general funds.
ARTICLE XI PARLIAMENTARY AUTHORITY The authority for this organization
shall be Robert’s Rules of Order Newly Revised.
ARTICLE XII – Conflict of Interest Policy
I. Purpose. The purpose of the conflict of interest
policy is to protect
this tax exempt organization’s interest when it is contemplating entering into a
transaction or arrangement that might benefit
the private interest of an officer or
director of the organization or might result
in a possible excess benefit
transaction. This policy is intended to
supplement but not replace any applicable
state and federal laws governing conflict of
interest applicable to nonprofit and
a. Interested Person.
Any director, principal officer, or member of a
committee with governing board delegated powers who has a direct or
indirect financial interest, as defined
below, is an interested person.
Interest. A person has a financial interest if the person has,
directly or indirectly, through business,
investment, or family:
An ownership or investment interest in any entity with which
the organization has a transaction or
A compensation arrangement with the organization or with
any entity or individual with which the
organization has a
transaction or arrangement; or
A potential ownership or investment interest in, or
compensation arrangement with, any entity or
which the organization is negotiating a
arrangement. “Compensation” includes direct and indirect
remuneration as well as gifts or favors that
are not insubstantial.
A financial interest is not necessarily a
conflict of interest. Under
Section 3b, a person who has a financial
interest may have a
conflict of interest only if the appropriate
governing board or
committee decides that a conflict of
a. Duty To Disclose.
In connection with any actual or possible conflict of
interest, an interested person must disclose
the existence of the
financial interest to the PTO Executive
Board and be given the
opportunity to disclose all material facts
to the the PTO Executive Board
who are considering the proposed transaction
Whether a Conflict of Interest Exists. After disclosure of
the financial interest and all material
facts, and after any discussion with
the interested person, he/she shall leave
the PTO Executive Board while
the determination of a conflict of interest
is discussed and voted upon.
The PTO Executive Board shall decide whether
a conflict of interest
c. Procedures for
Addressing the Conflict of Interest.
An interested person may make a presentation at the PTO
Executive Board meeting, but after the
presentation, he/she shall
leave the meeting during the discussion of,
and the vote on, the
transaction or arrangement involving the
possible conflict of
The President of the PTO Executive Board shall, if
appropriate, appoint a disinterested person
or committee to
investigate alternatives to the proposed
After exercising due diligence, the PTO Executive Board shall
determine whether the organization can
obtain, with reasonable
efforts, a more advantageous transaction or
arrangement from a
person or entity that would not give rise
to a conflict of interest.
If a more advantageous transaction or arrangement is not
reasonably possible under circumstances not
conflict of interest, the PTO Executive
Board shall determine by
a majority vote of the disinterested
directors whether the
transaction or arrangement is in the organization’s best interest,
for its own benefit, and whether it is fair
and reasonable. In
the above determination, it shall make its
decision as to whether to enter into
the transaction or arrangement.
d. Violations of the
Conflict of Interest Policy
believe a member has failed to disclose
actual or possible
conflicts of interest, it shall inform the
member of the basis for
such belief and afford the member an
opportunity to explain the
alleged failure to disclose.
ii. If, after hearing the member’s response and after making
further investigation as warranted by the
PTO Executive Board determines that the
member has failed to
disclose an actual or possible conflict of
interest, it shall take
appropriate disciplinary and corrective
IV. Records of Proceedings. The minutes of the PTO
Board shall contain:
a. The names of the
persons who disclosed or otherwise were found to
have a financial interest in connection
with an actual or possible conflict
of interest; the nature of the financial
interest; any action taken to
determine whether a conflict of interest
was present; and the PTO
Executive Board’s decision as to whether a conflict of interest in fact
b. The names of the
persons who were present for discussions and
votes relating to the transaction or arrangement; the content of
discussion; including any alternatives to
the proposed transaction or
arrangement; and a record of any votes
taken in connection with the
a. A voting member of
the PTO Executive Board who receives
compensation, directly or indirectly, from
the organization for services is
precluded from voting on matters pertaining to that member’s
b. No voting member
of the PTO Executive Board whose jurisdiction
includes compensation matters and who
directly or indirectly, from the
organization, either individually or
collectively, is prohibited from providing
information to any committee
VI. Annual Statements. Each director and principal
committee member with governing board powers
shall annually sign a
statement which affirms that such person:
• Has received a copy of the conflict of interest policy;
• Has read and understood the policy;
• Has agreed to comply with the policy; and
• Understands that the organization is charitable and that in order to
maintain its federal tax exempt status it must
engage primarily in
activities which accomplish one or more of its
tax exempt purposes.
VII. Periodic Reviews. To ensure that the organization
a manner consistent with charitable purposes
and does not engage in activities
that could jeopardize its tax exempt status, periodic reviews shall be
conducted. The periodic reviews shall, at a
minimum, include the following
compensation arrangements and benefits are reasonable,
are based on competent survey information, and are the result of arm’s
partnerships, joint ventures, and arrangements with
management organizations conform to the organization’s written
policies, are properly recorded, reflect
reasonable investment or
payments for goods and services, further
charitable purposes, and do
not result in inurement, impermissible
private benefit, or an excess
VIII. Use of Outside Experts. When conducting the
reviews as provided for in Section 7, the
organization may, but need not, use
outside advisers. If outside experts are used,
their use shall not relieve the
governing board of its responsibility for
ensuring that periodic reviews are
These bylaws adopted on: April 8, 2019