Bylaws of Melrose Elementary Math/Science/Technology Magnet
Parent Teacher Organization (PTO), a California nonprofit public benefit 501 (c)(3) group adopted August 2009 and modified October 14, 2009, upon the finalization of our Board of Directors in our first year of operation.
Name - The name of this group is MELROSE ELEMENTARY - PARENT TEACHER ORGANIZATION – (ME - PTO)
Purposes and Restrictions
A. The purposes and objectives of ME - PTO shall be focused on providing resources and services to Melrose Elementary.
B. The business and activities of ME - PTO shall be subject to all requirements and restrictions set forth in this document and are expected to be revised as needed. In addition to such requirements and restrictions, the following requirements and restrictions shall apply to all enrichment programs or courses of study designed, funded and/or operated by ME - PTO:
All money raised to provide ME - PTO with resources as needed such as enrichment
programs or courses of study, and each of them, shall be made available on an equal basis to every student enrolled in Melrose Elementary School (the “School”) in the grade or grades for which such program or course of study is designed.
No such program or course of study shall discriminate on the basis of race, religion, sex, or nation of origin among students of the School.
No such program or course of study shall reflect the religious, social or political beliefs or doctrines of any outside institution, sect or denomination, party or organization.
The content and curriculum of all such resources, programs or courses of study, and each of them, shall be subject to the approval of the School.
Principal of the School
Nothing in this Section shall preclude the exclusion of a student from any or all such programs or courses of study if such exclusion is based solely upon disciplinary considerations.
C. This section shall not be subject to amendment.
A. Two Classes of Members. ME - PTO shall have two classes of members, and each type shall have equal voting and other rights. One is in name only and the other is Participating Member.
B. Membership Dues. Each person who makes a contribution of not less than ten dollars ($10.00) to PTO – MAE in the current fiscal year shall be a member of ME - PTO. This fee may be waived and kept confidential if any member can not afford to pay it. The request must be made in writing and approved by the Board.
C. Membership Volunteer Pledge. All ME - PTO Members pledge to volunteer no less than 12 hours a school year either by, but not limited to, helping the School and/or with ME - PTO in any capacity. If volunteering during normal School hours more than 10 hours a week, LAUSD volunteer enrollment requirements must be fulfilled.
D. Membership List. Each eligible person who wishes to be a member of ME – PTO shall give his or her name, address, email and telephone number to the ME – PTO Secretary or to such other person as the Board may direct. The Secretary shall keep a membership list, in writing, showing the name, address, email and telephone number(s) of each member; this membership list shall be available for the inspection of members as provided by law. Permission is given to use his/her child and parent/guardian’s image strictly for the purpose of marketing materials.
E. No Additional Dues. There shall be no additional dues, fees or assessments of members, except as they may be occasionally solicited for donations. All donations collected are on a “strictly volunteer” basis.
F. Duration of Membership. Membership is for the fiscal year in which the donation is made, and expires June 30th each year. * ME – PTO’S first fiscal year shall begin August, 2009, expiring June 30, 2010.
G. No Member Liability. No member of ME - PTO shall be personally or otherwise liable for any of the debts, liabilities and/or obligations of ME - PTO.
Meetings of Members
A. Regular and Special Members.
Annual Meeting - There shall be an annual meeting of members, held at least once every twelve months, on a date to be set by the Board, for the purpose of electing the Directors, informing members about the activities of ME – PTO and eliciting members’ participation, and for transacting such other business as may come before the meeting.
Regular Meetings - There shall be a regular meeting of members held at least once every three months on a date to be set by the Board for the purpose of informing members about the activities of ME - PTO and eliciting members’ participation, and for transacting such other business as may come before the meeting.
Special Meetings - A special meeting of members may be called at any time by the Board, the President, or any ten members for any lawful purpose, but the scope of a special meeting is limited to matters and general nature of which is stated in the notice of the meeting.
When a special meeting is called by members pursuant to this Section, the Secretary of ME - PTO shall, within ten days of any such request, set a date for such meeting, which shall be no less than ten and no more than 90 days from the date such request is made. Place of meeting will always be near Melrose Elementary and may also be held in the morning and the evening.
B. Notice, Quorum, Voting, Place of Meeting.
Notice of Meetings - Notice of meetings of members shall be given at least ten days before the date of the meeting by posting such notice in a bulletin, newsletter or other communication distributed through the students of the School, via email, a “phone tree” recorded announcement, on the bulletin board at the entrance to the School, other School yard entrances, and/or by first class mail. Such notice shall state the date, time and place of the meeting and the general nature of the business to be transacted.
* ME – PTOS’ first year of regular meetings will be held every 3rd Wednesday of the month, 8:15 AM in Room 5 (Parent Center), with the exception of May and June, which will be held the first Tuesday of those months. Thereafter, ME - PTO meetings shall have a standing meeting the first Wednesday of every month, 8:15 AM or 5:00 PM. (TBD).
Waiver of Notice - Any member may elect, in writing, to waive his or her right to receive notice as provided in the preceding paragraph. Any such waiver shall remain in force until revoked by the member.
Date of Record - The date of record for determining a member entitled to receive notice and to vote at any meeting shall be 30 days prior to the date set for the meeting.
Quorum - A quorum for the transaction of business at a meeting of members shall be constituted by the presence of five members entitled to vote at that meeting.
Action by Members - Except as otherwise provided by law or by these Bylaws, the decision of a majority of members present and voting at a duly held meeting at which a quorum is present is the decision of the membership. At any meeting at which a quorum was initially present business may continue to be transacted after the loss of a quorum, provided that any action taken is approved by at least a majority of the number which constitutes the quorum.
Place of Meetings - All meetings of members shall take place at such location near Melrose Elementary as is stated in the notice of meeting, morning or evening.
C. Open Meetings. All meetings of members shall be open to any parent, guardian, faculty member or other interested person, but only members are entitled to vote.
Directors and Functions
Director Meeting Attendance Requirement - If any ME - PTO Director fails to attend three consecutive meetings, then he/she will be required to resign and the Board shall appoint a replacement with the exception of President; Vice-President shall resume President’s position until the end of the fiscal school year. In addition, if any Director fails to perform its duties (see Amendment A for Director Positions and details) as determined by the majority of the Board, the reasons will be stated in writing for the record (kept by the Secretary), and that person must step down and resign. The Officers will appoint a replacement for the duration of his or her term. This ensures the successful operation of our organization.
Nomination of Directors
A. Nominations. Thirty days prior to the date of the annual meeting, members may send nominations for Directors (including self-nominations) to the Secretary via letter, email and/or by first-class mail. Members should nominate candidates who have particular skills, abilities or expertise needed by ME - PTO and/or who have demonstrated a willingness to contribute time and effort on behalf of ME – PTO.
* ME – PTO’s first year, Directors shall be nominated/elected October 14, 2009 and shall hold position until the end of the fiscal year, June 30, 2010.
B. Notice of Candidates. The Secretary shall post the list of candidates in a bulletin, newsletter, email or other communication distributed through the students of the School or on the bulletin board at the entrance to the School and other School yard entrances, no later than ten days before the date of the annual meeting. The list may include a brief statement of the qualifications of each candidate. ***For ME – PTO’s first year, posted documentation may be waived, dependent upon participation and interest.
C. Opportunity to Speak. At the annual meeting, an opportunity shall be provided for additional nominations (including self-nominations) from the floor, and each candidate shall be afforded the opportunity to make a brief statement to solicit support for his or her candidacy. (Based on an “as needed basis”)
Election of Directors
Directors are elected at the last PTO meeting of the school year in June. Holding multiple sole Director Positions are prohibited (this excludes co-Directors). However, any PTO Officer may be a Director if elected.
Directors and Officers will be elected/appointed in September to alleviate downtime in Melrose Elementary Math/Science/Technology Magnet’s first year (2009-2010).
A. Eligibility. Any member of ME - PTO may be a Director. Directors shall be elected by the members at the annual meeting for a one-year term commencing the first day of July following the annual meeting. No Director may serve more than two consecutive terms.
B. Voting. In voting for Directors, each member shall cast as many votes as there are Directors to be elected, but may not vote more than once for each candidate. In the event there are more candidates for Director than there are Directors to be elected, voting shall be by written ballot, by such procedures as the Board may direct. The candidates receiving the highest number of votes, up to the number to be elected, shall be those elected.
C. No Compensation. Directors of ME - PTO shall serve without compensation.
Powers of Directors
A. General Powers. The Board shall have the management of the business of ME - PTO, and subject to the restrictions imposed by law, LAUSD, or by these Bylaws, may exercise all of the powers of ME - PTO.
B. Specific Powers. Without prejudice to such general powers, the Directors shall have the following specific powers:
To determine the means by which ME - PTO will raise funds to conduct its programs, and to appoint persons and/or committees to carry out such fundraising activities.
To plan and implement specific educational enrichment programs for the students of the School, and to enter into contracts with individuals or organizations for the provision of educational services or materials, and to oversee and fix the terms and conditions of such contracts.
To designate individuals or appoint committees to administer particular educational enrichment programs, working in alignment with goals of the School. To appoint and remove Officers, to prescribe and assist in assigning duties.
To make, amend, and change such rules and regulations for the conduct of the business of ME - PTO as are not inconsistent with these Bylaws.
Meetings of Directors
A. Calls of Meetings. Meetings of the Board of Directors shall be called from time to time whenever necessary or desirable for the transaction of the business of ME - PTO. A meeting of the Board may be called by the President, any Vice-President, the Secretary, or any two Directors.
B. Place of Meetings. Meetings of the Board shall take place at such location near Melrose Elementary in the morning or evening as is stated in the notice of the meeting.
C. Notice. A notice stating the time, date and place of the meeting and the general nature of the business to be transacted therein shall be given to each Director in person, email or by telephone at least 48 hours prior to the time of the meeting, or by first-class mail at least four days prior the date of the meeting.
D. Waiver of Notice. Notice of any meeting of Directors may be waived by any Director prior to or subsequent to the time of the meeting. Attendance at any meeting shall constitute waiver of notice.
E. Quorum. A majority of the authorized number of Directors shall constitute a quorum.
F. Transaction of Business. Except as otherwise provided, the act or decision of a majority of the Directors present at a duly held meeting at which a quorum is present is the act of the Board. At any meeting at which a quorum is initially present, business may continue to be transacted notwithstanding the loss of a quorum, if any action taken is approved by at least a majority of the number of Directors constituting a quorum (or such greater number as may be required by law or by these Bylaws).
G. Action by Unanimous Written Consent. Any action required or permitted to be taken by the Board may be taken without a meeting, if all Directors individually or collectively consent in writing to such action. Such written consent or consents shall have the same force and effect as the unanimous vote of the Directors.
Resignation and Vacancies
A. Resignation. A Director may resign at any time by submitting his or her written resignation to the President or Secretary of ME - PTO.
B. Declaration of Vacancy. If a Director becomes ineligible to fulfill membership in ME - PTO during his or her term, the Board shall declare a vacancy on the Board.
C. Filling Vacancies. Should a vacancy occur on the Board, at the next regularly scheduled meeting of members, the members shall elect a Director to serve for the unexpired term. A Director appointed or elected pursuant to this Section shall remain eligible for election to two consecutive terms if the unexpired term is less than six months.
Officer Meeting Attendance Requirement - If any ME - PTO Officer fails to attend three consecutive meetings, then he/she will be required to resign and the Board shall appoint a replacement with the exception of President; Vice-President shall resume the President position until the end of the fiscal school year.
The ME - PTO Officers shall be a President, Vice-President, Secretary, Treasurer, Public Relations, and such additional Board Officers may from time to time designate. All Officers shall be appointed by the Board of Directors for one-year terms (with the exception of President which has a two-year term) and are also considered Board Members. Officers may be appointed for successive terms; however, President shall not hold more than two consecutive terms. * ME – PTO’s 2009 first year, Officers are self-appointed by Parents setting up ME- PTO. Thereafter, Board shall appoint officers at the first annual meeting in June 2010.
A. President. The President shall be the Chief Executive Officer of ME – PTO. He/she shall preside over all Board member meetings, and shall have such other powers and perform such other duties as are stated elsewhere in the Bylaws or as the Board may direct. The President shall be appointed from, and be a member of, the Board.
B. Vice-President. The Vice-President of ME - PTO will support President as needed. He/she shall attend all Board member meetings in the absence of the President, and shall have such other powers and perform such other duties as are stated elsewhere in the Bylaws or as the Board may direct. The Vice-President shall be appointed from, and be a member of, the Board. The Vice-President shall preside over all Board members meetings when President is not available. He or she will assume position of President if there is a vacancy during a term. The Board may appoint a Vice-President replacement if needed.
C. Secretary. The Secretary shall keep a public record of all Board proceedings and record all member meetings. Per a Board or member request, copies of meeting records will be available. He/she shall keep a binder containing copies of PTO Rules and Regulations, Bylaws and any amendments thereto. The Secretary shall serve all notices required by law or by the Bylaws. He/she may, but need not be a Board member, but in any event shall attend all meetings of the Board.
D. Treasurer. The Treasurer shall keep the financial books and records of ME-PTO, which shall show all receipts and disbursements, the amount of cash on hand, the amount of money owed by ME-PTO or owing to it, and all other financial records required by law or by the Board. The Treasurer shall prepare such reports and statements as may be required by law or by the Board, and shall disseminate such reports and statements as directed by the Board. Financials shall be public record, posted in a public are as well as our web site once it launches.
E. Public Relations. The Public Relations of ME – PTO will build upon current business and community relationships as it relates to ME-PTO’s marketing materials, literature, public relations and newsletter paid sponsors. He/she will work with the Marketing Director to solicit new business and community opportunities. This person will also be responsible for following up on leads as well as working with the External Communications Director with any “thank you” letters that need to be generated and sent.
A. Records and Accounts. ME - PTO will keep adequate and correct written account and minute record of the proceedings of its members and the Board.
B. Fiscal Year. The fiscal year of ME - PTO shall run from July 1st through June 30th. * ME – PTO’s first fiscal year shall begin at the first annual meeting, October 7, 2009 and shall run through June 30, 2010.
C. Donations. ME - PTO may accept gifts, legacies, donations and/or contributions in any amount and in any form, upon such terms and conditions as may be decided from time to time by the Board.
D. Checks, Drafts and Notes. All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of ME - PTO for all debts of ME - PTO shall be signed by such Officers as shall be determined by the Board.
E. Expenses and Reimbursements. All expenses required for ME – PTO business purposes (fundraisers, community events, etc) must first be approved by the Board. Once approved, reimbursements shall be given within 30 business days upon receiving all receipts. ***If ME - PTO expenses are not approved beforehand and/or receipts are not delivered, reimbursements will NOT be given. You will be responsible for that expense.
A. No Officer or Director Liability. No Director or Officer of ME - PTO shall be personally or otherwise liable for the debts, liabilities and/or obligations of ME - PTO.
B. Principal Office. The principal office of ME - PTO shall be established by the Board at a place near Melrose Elementary, Los Angeles, Los Angeles County, California.
C. Amendment of Bylaws. Except as otherwise provided, these Bylaws may be amended by the Board, except that no provision of these Bylaws granting a right or privilege to members of ME - PTO may be amended except by a vote of the members.