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Hillview PTO contributions are tax-deductible.   Tax ID #20-1194928.

BYLAWS

BYLAWS
of the

HILLVIEW MIDDLE SCHOOL

PARENT TEACHER ORGANIZATION

I. NAME​.

The name of the organization shall be the Hillview Middle School Parent Teacher Organization (“Hillview PTO”).

II. PURPOSE​.
A. The purpose of the organization shall be to promote and support the education and welfare of the students at Hillview Middle School and to facilitate communication and encourage cooperation among parents, teachers, administrators, the School Board and the community.

B. The organization is organized exclusively for charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding Section of any future Federal tax code (hereafter “Internal Revenue Code”).

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​III. POLICIES.

A. The organization shall be non-commercial, non-sectarian, and nonpartisan.

B. Neither the name of the organization nor the names of any members in theirofficial capacities shall be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the objectives of the organization.

C​. The organization shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, candidates for public office, or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.

D. The organization shall work with the school district to support the education and welfare of all students and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the School Board.

E. The organization shall collaborate with the Menlo Park-Atherton Education Foundation (MPAEF) to further the initiatives of the Menlo Park School District, including supporting the MPAEF’s efforts to raise funds for the school district, and will use its best efforts to plan the organization’s fundraising and communication activities so that they do not conflict with district fundraising and communication activities conducted by MPAEF.

F. The organization may cooperate with other organizations and agencies in the fulfillment of its purpose, but persons representing the organization in such matters shall make no commitments that bind the organization.

G. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, directors, officers or other private persons, except that the organization shall be authorized to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II.

H. Notwithstanding any other provision of these bylaws, the organization shall not engage in any activities prohibited (i) by an organization exempt from federal income tax under Section 501(c) (3) of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170(c) (2) of the Internal Revenue Code.

I. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more non-profit funds, foundations, or organizations which have established their tax exempt status under Section 501(c) (3) of the Internal Revenue Code.

IV. MEMBERSHIP.

A. Regular Membership. ​All parents and/or legal guardians of students who currently attend Hillview Middle School and all current faculty and staff of Hillview Middle School shall be eligible for membership in the organization. Regular Members shall have the right to attend and participate in all meetings and activities of the organization, but shall not have the right to vote or to hold office.

B. Voting Membership. ​All Regular Members who are current in the payment of annual dues, as established pursuant to Section XI herein, shall be designated as Voting Members. Voting Members shall have the right to vote on all issues before the membership, to elect officers, and to hold office.

C. Honorary Membership. ​All parents and/or legal guardians of former students and former faculty or staff of Hillview Middle School shall have the right to participate in the organization as Honorary Members. Honorary Membership may also be extended to other persons by a vote of the membership. Honorary Members shall have the same rights as Regular Members.

V. MEETINGS.

A. Regular Meetings.​ At least two General Membership Meetings of the organization shall be held during each school year. The time and place of the meetings shall be announced at least fourteen (14) calendar days prior to the meeting.

B. Special Meetings.​ Additional meetings of the organization may be called, either by vote of the Executive Board or by petition of a minimum of twelve (12) Voting Members. The time and place of all Special Meetings shall be announced at least seven (7) calendar days prior to the meeting.

C. Quorum. ​Those persons present at a properly called General Membership or Special Meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

D. Voting. ​A majority vote of the Voting Members present at any meeting shall be required for all action to be taken by the organization.

VI. OFFICERS.

A. Positions.​ The officers of the organization shall consist of two (2) Presidents, two (2) Vice-Presidents, Recording Secretary, Treasurer,​ Vice-Treasurer,​ Financial Secretary, Auditor, Volunteer Coordinator, After School ​Programs ​Coordinator, and Parliamentarian. Where two persons are elected to fill the same position, both of the persons shall be given all of the rights and responsibilities of the office as enumerated herein. The officers shall be elected annually, with the exception of the Parliamentarian, who shall be appointed by the Presidents subject to the approval of the Executive Board, and the Presidents and Treasurer which positions shall be automatically filled by the duly elected Vice-Presidents and Vice-Treasurer from the preceding year. The Presidents, Treasurer, Financial Secretary and Auditor during any year shall not be related by blood or marriage or reside in the same household.

B. Presidents.​ The Presidents shall be the principal executive officers of the organization and, subject to the control of the Executive Board and the direction of the membership, shall in general supervise and control all of the activities of the organization. The Presidents shall be members of the Executive Board and, when present, shall preside at all meetings of the Executive Board and all meetings of the membership. The Presidents shall represent the organization as members of the Menlo Park City School District ‘District Council’. The Presidents shall select and appoint the Parliamentarian and the chairpersons and members of all Standing and Special Committees, and shall be ex-officio members of all committees of the organization. The Presidents shall perform such other duties as may be prescribed in these Bylaws or assigned by the organization.

C. Vice-Presidents.​ The Vice-Presidents shall be members of the Executive Board and, in the absence of the Presidents, shall perform the duties of the Presidents. The Vice-Presidents shall represent the organization as members of the Menlo Park City School District ‘District Council’. They will be in close contact with the PTO committees and will work with the Volunteer Coordinator to give timely updates of committee work and/or invite members of the committee to PTO Executive Board Meetings to give reports. The Vice-Presidents shall perform such other duties as are assigned by the Presidents or the Executive Board. The Vice-Presidents, after having served for one year, shall automatically become the Presidents of the organization.

D. Recording Secretary.​ The Recording Secretary shall be a member of the Executive Board. The Recording Secretary shall keep the minutes of the proceedings of the membership and the Executive Board, shall keep current copies of all organizational documents and records,, shall conduct all necessary correspondence of the organization upon authorization of the Presidents, Executive Board or organization, shall see that all notices are duly given in accordance with these Bylaws and, in general, except as otherwise provided in these Bylaws, perform all duties incident to the office of Secretary and such other duties as may be assigned by the Presidents or the Executive Board.

E. Treasurer and Vice Treasurer.​ The Treasurer and Vice Treasurer shall be members of the Executive Board. The Treasurer shall have charge of and be responsible for all funds of the organization. The Treasurer shall prepare all authorizations for payment as authorized by the Executive Board and forward such to the Presidents for signature as authorized in these Bylaws. The Treasurer shall keep an accurate record of all receipts and authorizations for payment and for filing with the financial records of the organization.​ ​The Treasurer shall make disbursements as authorized by the Presidents, Executive Board, or membership in accordance with the budget adopted by the membership. The Treasurer shall receive from the Financial Secretary bank deposit receipts, receipts of online account transactions, and related paperwork. ​.​The Treasurer shall chair the budget committee and prepare the budget for adoption by the membership. The Treasurer shall present a written financial report at each General Membership Meeting of the membership and at other times as requested by the Executive Board and shall make an annual report of expenditures to the membership. The Treasurer shall be responsible for ensuring that the organization has obtained appropriate insurance coverage as determined by the Executive Board. The Treasurer shall be responsible for compiling and submitting tax information to a professional tax preparer and any other forms required by government agencies. The Treasurer and Vice Treasurer will work as a team to oversee the finances of the Hillview PTO. The Vice Treasurer will become the Treasurer the following year.

F. Financial Secretary. ​The Financial Secretary shall be a member of the Executive Board, shall issue receipts as requested for all monies received for the organization, shall remit such funds at once to the Treasurer, or shall deposit such funds at once in such banks or other organizations as are selected by the Executive Board and provide a copy of the deposit information to the Treasurer. The Financial Secretary will also be responsible for handling documentation pertaining to matching gift funds. The Financial Secretary may also be responsible for transferring and recording funds from electronic payment processing institutions to the primary bank account and shall perform such other duties as may be assigned by the Presidents or the Executive Board.

G. Auditor. ​The Auditor shall be a member of the Executive Board, shall audit the books and records of the organization as of February and August, shall prepare and present to the Executive Board reports of such audits, and shall audit the books and records upon resignation of the Treasurer or Financial Secretary or at any other time deemed advisable by the Executive Board.

H. Communications Chair. ​The Communications Chair shall be a member of the Executive Board. The Communications Chair shall oversee written and electronic PTO communications to members and staff to ensure the consistency and timeliness of messages. This will include overseeing the editorial process of the weekly school newsletter, and school communications on an as-needed basis, assisting with PTO membership drive communications and ensuring that the PTO website and PTO calendar are kept up-to-date.

I. Volunteer Coordinator. ​The Volunteer Coordinator shall be a member of the Executive Board, be responsible for oversight, communication, and direction of volunteers in regard to school and PTO activities and initiatives, communicate ongoing short and long-term volunteer opportunities via newsletter and/or announcements, create and maintain database of interested volunteers, and act as liaison between parent volunteers and committee chairs/school administrators.

J. After School Activities Coordinator. ​The After School Activities Coordinator shall be a member of the Executive Board, shall administer after school programs such as After School Classes​ ​along with a volunteer team​.​ The Coordinator will get approval for vendor requests to run new programs from PTO Co-Presidents, PTO Executive Board and/or Principal. The Coordinator will make sure vendors procure all paperwork with the district​ ​and the PTO, and​ ​will also work with the Assistant Principal to assign a location for each activity. The Coordinator will guide vendors on how to publicize/promote their activities on campus, in the newsletter and on the Hillview website, and prepare monthly reports when necessary to be presented at the PTO Executive Board meetings.

K. After School Sports Coordinator. ​The After School Sports Coordinator shall be a member of the Executive Board, shall administer After School Sports along with a volunteer team​.​ The Coordinator will get approval for vendor requests to run new programs from PTO Co-Presidents, PTO Executive Board and/or Principal. The Coordinator will work with the Hillview Athletic Director to publish tryout dates and information about each sport in the newsletter and on the Hillview website, and prepare monthly reports when necessary to be presented at the PTO Executive Board meetings.

L. Parliamentarian. ​The Parliamentarian shall be a member of the Executive Board, attend all meetings of the Executive Board and the membership and give necessary advice in parliamentary procedure when requested, call the first meeting of the Nominating Committee, appoint the chair of the Nominating Committee, be available to the Nominating Committee in an advisory capacity, conduct the election of the officers, and chair the bylaws committee and review the bylaws annually.

VII. ELECTIONS.

A. Procedure. ​ The election of officers shall take place during the last General Membership Meeting each year. All Voting Members of the organization may participate in the election. The Nominating Committee shall present a slate of officers for election at least fourteen (14) days prior to the last General Membership Meeting each year, and the Nominating Committee will call for further nominations from the floor. The election of the slate, if non-contested, may be by voice vote. Any contested election shall be by written ballot.

B. Term of Office.​ The term of each office shall be one year, beginning on August 1 and ending on July 31 of each year. With the exception of the offices of Presidents and Vice-Presidents, Treasurer and Vice-Treasurer, a person may be elected to the same or other office for more than one term. There shall be no election for the office of Presidents, as the Vice-Presidents shall automatically assume the position of Presidents at the completion of their Vice-Presidential terms. There shall be no election for the office of Treasurer, as the Vice-Treasurer shall automatically assume the position of Treasurer at the completion of their Vice-Treasurer term. Prior to the start of their terms as Presidents, the Vice Presidents may call meetings as necessary of the officers-elect and the principal of the school, or a representative appointed by the principal, to ratify the appointments of committee chairpersons and to make plans for their Presidential terms of office.

C. Nominating Committee​. The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve. The committee shall insure that all nominees are eligible to serve in the office. Every effort shall be made each year to ensure that one Vice-President shall reside in the Encinal School/Laurel School boundary area and that the other Vice-President shall reside in the Oak Knoll School boundary area.

D. 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.

E. Vacancies.​ Any vacancy in office because of death, resignation or inability to serve shall be filled by the Executive Board for the unexpired portion of the term. However, should a vacancy occur in the office of the President, a Vice-President shall immediately assume the office. Should the Vice-Presidents be unable to agree on which of them should assume a vacancy in the office of the President, an election between them for such ascension shall be conducted at a meeting of the membership. Should a vacancy occur in the office of Vice-President for any reason, the vacancy shall be filled by election at the next regular meeting of the membership, consistent with the procedures established herein.

VIII. EXECUTIVE BOARD.

A. General Powers.​ The affairs, activities and operation of the organization shall be managed by the Executive Board. The Executive Board shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these Bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, present reports and recommendations at the meetings of the membership, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the organization.

B. Membership. ​The membership of the Executive Board shall consist of the Officers of the organization, a representative elected by the faculty of the school, and the principal of the school, or a representative of the principal. The chairpersons of all Standing Committees shall serve as ex-officio members and shall be entitled to vote.

C. Meetings​. Regular meetings of the Executive Board shall be held during the year, the dates and times to be established at the first meeting of the year. Special meetings may be called by a President or by a majority of the Executive Board. Adequate notice of all meetings shall be given to all members of the Executive Board and, in the absence of an emergency, at least fourteen (14) days in advance. When possible, notice of the meetings should be announced to all Regular Members of the organization. Any Regular, Voting, or Honorary Member may attend a meeting of the Executive Board, but shall not be entitled to vote on matters before the body.

D. Quorum.​ A majority of the regular members of the Executive Board shall constitute a quorum for the transaction of business.

E. Voting.​ The act of the majority of the regular and ex-officio members of the Executive Board present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Board.

F. Action Without Meeting. ​Any action required or permitted by the Executive Board may be taken without a meeting, if all members of the Board individually or collectively consent in writing, including by email, to such action. Written consent or consents shall be filed with the minutes of the proceedings of the Executive Board. Action by written consent shall have the same force and effect as a unanimous vote of the Executive Board at a duly authorized meeting.

G. Removal. ​When an officer fails to attend three consecutive meetings, or four meetings total during the course of a year, without adequate excuse, or when an officer is not fulfilling the responsibilities of the office as prescribed in the bylaws or standing rules, or engages in conduct which the Executive Board determines to be injurious to the organization or its purposes, the Executive Board may, by a two-thirds (2/3) affirmative vote, take action as it determines appropriate, which may include: (1) asking for the resignation of the officer; and/or (2) making a formal recommendation that the officer be removed from office.

IX. STANDING AND SPECIAL COMMITTEES

A. Nominating Committee​. The Nominating Committee shall be composed of five (5) persons, recruited by the Parliamentarian, with suggestions from the Executive Board. In addition, the Principal of the school, or a faculty member appointed by the Principal, shall serve in an advisory capacity. Every effort shall be made each year to ensure that the Nominating Committee shall have at least two members who reside in the Encinal School/Laurel School boundary area and at least two members who reside in the Oak Knoll School boundary area. The committee shall carry out its responsibilities as specified in Section VI.

B. Other Standing Committees.​ The Executive Board may establish such other Standing Committees as it deems necessary and advisable. The Presidents shall appoint the chairpersons of all Standing Committees, who shall serve as ex-officio members of the Executive Board. Only Voting Members may serve as chairpersons. The chairperson of each committee shall recruit the members for his or her committee. Any Regular, Voting or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Board, which must approve all such reports.

C. Special Committees.​ The Presidents and/or the Executive Board may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or on the last day of instruction, whichever occurs first. The Presidents shall appoint the chairpersons of all Special Committees. Only Voting Members may serve as chairpersons. Any Regular or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Board, which must approve all such reports.

X. MENLO PARK CITY SCHOOL DISTRICT, DISTRICT COUNCIL

The Presidents, Vice-Presidents and Principal of the school shall represent the organization in meetings of the Menlo Park City School District, District Council.

XI. FINANCES

A. Fiscal Year. ​The fiscal year of the organization shall begin August 1st and end July 31s​ t​ of each year.

B. Budget. ​The Executive Board shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Board during the year. Any substantial deviation from the budget must be approved in advance by the membership.

C. Obligations.​ The Executive Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization. The officers shall not have the authority, however, to enter into such agreements on behalf of Hillview Middle School or the Menlo Park City School District, nor should they hold themselves out as having such authority.

D. Loans.​ No loans shall be made by the organization to its officers or members.

E. Commercial Paper​. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by at least two of the following officers of the organization: the Treasurer, the Vice-Treasurer, a President or a Vice-President, or by any other person as authorized in writing by the Executive Board.

F. Deposits and Disbursements. ​The Financial Secretary shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Board may select. All deposits shall be made, and deposit information along with supporting details reported to the Treasurer within a maximum of thirty (30) days from the receipt of the funds. The Treasurer shall make such disbursements as authorized by the Executive Board in accordance with the budget adopted by the membership. All disbursements shall be made within a maximum of thirty (30) days from orders of payment.

G. Financial Report. ​The Treasurer shall present a financial report at each General Membership Meeting of the organization and shall prepare a final report at the close of the year. The Executive Board shall have the report and the accounts examined in February and August of each year, and upon resignation of the Treasurer or Financial Secretary or at any other time deemed advisable by the Executive Board, by the Auditor, who, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.

H. Bank Account Authorized Signatures. ​In addition to the Co-Presidents, the Treasurer and Vice Treasurer shall have signature authority on the organization bank accounts and electronic payment processing institutions. The parties with signature authority may not be related by blood or marriage. The Treasurer followed by either of the Co-Presidents, in the absence of the Treasurer, is responsible for transitioning new signers to the bank accounts. The following line of succession defines who may become or act on behalf of the organization for the purpose of the bank accounts, upon the incapacity, death, resignation or removal from office of the sitting Co-Presidents or Treasurer. The Co-Vice Presidents shall take the place of either of the Co-Presidents and the Vice Treasurer shall take the place of the Treasurer. A letter on official organization letterhead, signed by the Recording Secretary shall be presented to the bank upon the incapacity, death, resignation, or removal from office of the sitting Co-Presidents or Treasurer.

XII. MEMBERSHIP DUES.

A. Amount.​ The organization shall authorize and collect membership dues to be used for the operation of the organization. Any change in the amount of the dues shall be approved by a vote of the Voting Members acting in the manner prescribed in Section IV.

B. Financial Hardship.​ No Regular Member shall be denied the right to participate in the activities of the organization or to become a Voting Member due to financial hardship. The Executive Board shall establish a procedure for alternative payments or waivers to insure compliance with this policy.

XIII. AMENDMENTS.

These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Voting Members at any Regular or Special Meeting.

XIV. STANDING RULES.

Standing Rules for operation of the organization that are not in conflict with these Bylaws may be approved by the Executive Board, and the Recording Secretary shall keep a record of the Standing Rules for reference.

XV. DISSOLUTION.

The organization may be dissolved with previous notice of at least fourteen (14) calendar days and a two-thirds vote of those present at any Regular or Special Meeting. Upon the dissolution of the organization, its assets remaining after payment, or provision for payment, of all debts and liabilities of the organization shall be distributed to a nonprofit fund, foundation or corporation which is organized and operated exclusively for charitable purposes and which has established its tax exempt status under Section 501(c)(3) of the Internal Revenue Code.

XVI. PARLIAMENTARY AUTHORITY.

“Robert’s Rules of Order” shall govern meetings when they are not in conflict with these Bylaws.

XVII. AUTHORITY.

If any part of these Bylaws shall conflict with the decisions, policies or procedures adopted by the Menlo Park City School Board, they shall be deemed null and void and the decision of the School Board shall, in all cases, control.

These Bylaws were adopted by the Organization with a majority vote during a meeting properly called on 10/2017 and shall take effect immediately.

Hillview Middle School
Parent Teacher Organization Recording Secretary

STANDING RULES

STANDING RULES
of the
HILLVIEW MIDDLE SCHOOL PARENT TEACHER ORGANIZATION

Standing Rules are intended for use in conjunction with the PTO Bylaws for Hillview Middle School. Standing Rules govern the detailed operations of the PTO organization but are secondary to and may not contradict the PTO Bylaws.

Standing Rules may be changed or revised at any time, but require a majority vote of the Hillview Middle School Executive Board.

Rule 1 – Dues

Membership Drive Dues and Donations
Each member of the organization shall pay annual dues of $10.00 per member. These dues will be collected during the annual membership drive in September.

Rule 2 – Meetings

General Membership Meeting
At least two General Membership Meetings of the organization shall be held during each school year. The first one shall be held in September or October and the second one shall be held in April or May unless otherwise agreed upon by the Executive Board. As stated in the bylaws, the time and place of the meetings shall be announced at least fourteen (14) calendar days prior to the meeting.
The April or May general membership meeting shall be the annual election meeting at which time officers shall be elected. Notice of the election and slate of officers should be given at least 14 days in advance.

Executive Board Meetings
The Executive Board of the Hillview Middle School PTO organization shall meet each month that school is in session. These meetings will take place on the first Thursday of every month unless otherwise agreed upon. The first meeting shall take place in September and the last in June. Special meetings of the Board may be called by the President, or by three members of the Executive Board. Executive Board members must be notified of these meetings at least 7 days in advance.

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Quorum
A quorum will consist of a majority of members of the Executive Board.

Rule 3 – Responsibilities of Officers

Co-Presidents-

  • Will preside at all meetings of the membership and Executive Board.
  • Shall in general, supervise and control all of the activities of the organization.
  • Appoint the parliamentarians, traditionally the outgoing presidents. Appoint
    chairpersons of committees
  • Work with Treasurer and Principal to create and manage the annual PTO
    budget. Approve minor revisions to the budget. Ensure that substantial revisions to the budget are approved by the Executive Board. A substantial revision is 10% of a primary budget category (e.g. academic enrichment) that also exceeds $1000.
  • Approve all authorizations for payment as appropriate.
  • Be the official representative of the organization at the district PTO Council
    meetings
  • Oversee the layout and content of the weekly newsletter as well as handling the
    approval of all electronic flyers posted to the website
  • Monitor PTO insurance policies to assure they provide comprehensive and
    appropriate coverage. Verify with Treasurer that all insurance payments are kept
    up to date.
  • Perform other duties as assigned by the organization

Co-Vice-Presidents –

  • Shall act as aide to the President and shall perform the duties of the President in the absence of that officer
  • Represent the organization at the district PTO council meetings
  • Identify topics and speakers for the two general meetings of the
    membership. Advertise the meetings to the membership and host and coordinate
    all meeting logistics.
  • Be in close contact with PTO committees and work with the Volunteer
    Coordinator to give timely updates of committee work and/or invite members of
    the committee to PTO Executive Board meetings to give reports.
  • Agree to serve as Co-President the following year. Work during the year to learn
    the role of President and to prepare the organization to function the following
    year
  • Attend executive board meetings, general meetings, speaker programs
    sponsored by the Hillview PTO, and special meetings called by the
    Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or
    school project groups

Treasurer / Vice Treasurer –

  • Treasurer (T) and Vice Treasurer (VT) will work as a team to oversee the finances of the Hillview PTO. This is a two-year term where the incoming Vice-Treasurer will be the Treasurer the following year. A recommended breakdown of duties is outlined below and in the Treasurer binders. However, the Treasurer and Vice-Treasurer may divide duties as they see fit.
  • The Treasurers will safeguard all account numbers, passwords and other confidential information.
  • Keep records of all PTO accounts and financial reports in accordance with IRS guidelines and recommended PTO record retention rules in order to establish income and expenses, and in the event of an external audit. Maintain accounts on PTO’s software accounting system (e.g. Quickbooks, Bill.com, Paypal). (T)
  • Receipts and disbursements shall be accounted for (VT).
  • All financial records shall be retained for seven years. Other records as specified in the Treasurer’s notebook must be retained indefinitely. (T)
  • Chair the budget committee and prepare the budget for adoption. Present the Financials and Budget recommendations at the Spring and Fall General
    Meetings (T and VT).
  • Pay all bills and reimbursements as authorized by a Co-President, the school Principal or a committee chair in accordance with the budget. Any expenses exceeding $1000 must have an additional approval from one of the Co-Presidents. This approval can be in the form of a signature on a check or an email. The Treasurer/Vice-Treasurer can directly authorize expenses under $1000 that fall under the PTO Operating Expenses category. Disbursements may be made in the form of checks or electronically; however, the approval protocol above applies to either method. (T)
  • Manage accounts used to accept electronic payments (e.g. PayPal). Provide detail to Committees and Board as needed. (T)
  • Provide reconciled bank and electronic payment processing institution statements to the Auditor for approval by the 20th of the following month. Provide reconciled banks statements and general ledger accounts to the Auditor on a timely basis for the semi-annual audits. (T)
  • Present a treasurer’s report (Year to Date Financials vs Budget and Cash Positions) at every meeting of the organization and executive board. A Fiscal Year-End financials shall be produced and other reports produced as appropriate. (T)
  • Ensure that the organization has obtained appropriate insurance coverage as determined by the Executive Board. This includes, but is not limited to, general liability insurance, liability insurance for after school sports and other insurance policies as appropriate. (T and VT)
  • Be responsible for filing all tax returns as required by government agencies and working with the external accountant to prepare the returns. (T)
  • Handle non-profit filings/ registrations, including but not limited to (T):
    • Registry of charitable trusts for RRF-1 (Dec. 15)
    • Domestic Non-Profit Form SI-100 (May)
  • Renewal of PTO Today Plus Annual Membership
  • Handle all 1099 Distribution/W-9 Collection (VT)
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the Co-Presidents, Principal of the school or Superintendent of the district. (T and VT).

Financial Secretary –

  • The Financial Secretary shall receive any cash and check based monies due and payable to the organization from all sources and shall promptly deposit such funds in such banks or other organizations as selected by the PTO executive board. The financial secretary shall retain a copy of the deposit slip and forward the bank’s deposit receipt and related paperwork to the Vice-Treasurer.
  • Follow up on NSF (non-sufficient funds) checks.
  • Handle documentation pertaining to matching gift funds.
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the
    Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

Recording Secretary –

  • Keep an accurate record of the proceedings of all meetings of the organization and the executive board in a bound book which is the legal record of this PTO
  • Keep current copies of all organizational documents and records
  • Record all expenditures in the minutes
  • Keep a current list of all paid members of the organization provided by the membership chairman
  • Conduct all necessary correspondence of the organization upon authorization of the president, executive board or organization
  • Write notes of appreciation on behalf of the board to committee chairmen and other significant volunteers and school community participants as needed throughout the year.
  • Notify officers of their election
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the
    Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

Communications Chair –

  • Shall oversee written and electronic PTO communications to members and staff to ensure the consistency and timeliness of messages, including overseeing the editorial process of the weekly school newsletter, assisting with PTO membership drive communications and overseeing that the PTO website, PTO calendar and school media (Facebook, Twitter, etc.) are kept up-to-date.
  • Shall oversee publicity to the community at large regarding PTO events under the direction of the Executive Board and the District Office
  • Shall ensure the maintenance of all school publications distributed throughout the year for archival reference to ensure that future administrations have access to the official history of the organization and annual records of all of the activities of the organization
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

Auditor –

  • Audit the books and financial records of the organization as of February and August each year
  • Review and approve the monthly bank and electronic payment processing reconciliation reports provided by the Treasurer.
  • Prepare and present a written report of such audit to the PTO executive board at the April and October board meetings.
  • Prepare an audit of the books and records upon resignation of the Treasurer or at any other time deemed advisable by the Executive Board
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by President, act as liaison to committee chairs, committees or school project groups

Volunteer Coordinator –

  • Attend all meeting of the organization and executive board and give advice in parliamentary procedure as necessary​.
  • Be responsible for oversight, communication, and direction of volunteers in regard to school and PTO activities and initiatives.
  • Communicate ongoing short and long term volunteer opportunities via newsletter and/or announcements.
  • Create and maintain database of interested volunteers.
  • Act as liaison between parent volunteers and committee chairs/school administrators.
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

After School Sports Coordinator –

  • Attend all meeting of the organization and executive board and give advice in parliamentary procedure as necessary
  • Shall administer After School Sports along with a volunteer team.
  • Work with Assistant Principal to assign location for each sport.
  • Prepare monthly reports, when necessary, to be presented at the PTO Executive Board meetings.
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

After School Activites Coordinator –

  • Attend all meeting of the organization and executive board and give advice in parliamentary procedure as necessary
  • Shall administer After School Activities along with a volunteer team.
  • Get approval for vendor requests to run new programs from PTO Co-Presidents, PTO Executive Board and/or Principal.
  • Work with Assistant Principal to assign location for each activity.
  • Make sure vendors procure all paperwork with the district and the PTO.
  • Guide vendors on how to publicize/promote their activities on campus, in the newsletter and on the Hillview website.
  • Prepare monthly reports, when necessary, to be presented at the PTO Executive Board meetings.
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

Co-Parliamentarian –

  • Attend all meeting of the organization and executive board and give advice in parliamentary procedure as necessary
  • Chair the bylaws committee and review bylaws and standing rules annually
  • Recruit members to a nominating committee in January and submit names to the executive board for approval at the February board meeting. Call the first meeting of the nominating committee by February, appoint the chair of the committee and give instruction on procedure.
  • Be available to the nominating committee in an advisory capacity and report the activities of the committee as requested by the executive board.
  • Conduct the election of the new officers at the general meeting of the membership.​
  • Attend executive board meetings, general meetings, speaker programs sponsored by the Hillview PTO, and special meetings called by the Co-Presidents, Principal of the school or Superintendent of the district
  • As specified by Co-Presidents, act as liaison to committee chairs, committees or school project groups

Teacher Representative –

  • Attend PTO executive board and general meetings
  • Prepare an oral report for executive board meetings including teacher perspectives and concerns to facilitate communication between the PTO and staff
  • Act as liaison between PTO and staff
  • Be entitled to all rights and voting privileges of membership including the right to make motions, debate and vote

Principal –

  • Attend PTO executive board and general meetings
  • Prepare an oral report for executive board meetings communicating relevant information to the PTO.
  • Be entitled to all rights and voting privileges of membership including the right to make motions, debate and vote

Vice-Principal –

  • Attend PTO executive board and general meetings
  • Prepare an oral report for executive board meetings communicating relevant
    information to the PTO.
  • Be entitled to all rights and voting privileges of membership including the right to
    make motions, debate and vote

Rule 4 – Role of Executive Board

Responsibilities
The executive board has responsibilities that include but are not limited to the following:

Consists of officers listed above
Is subject to the orders of the organization
Authorize bills within limits of budget
Create committees
Present a report at meetings of the organization
Receive a financial report from treasurer at each meeting Must be voting members of the PTO in good standing

Term of Office
Term of office shall commence August 1s​ t​ and end July 31s​ t​.

Transitional Period
Transitional Period – Between the election and end of current terms, the new Board shall begin planning and meeting for purposes of preparing for the following year. The vice president shall conduct business as authorized by the current president. The term of office commences on August 1s​ t​ for the purpose of matching the fiscal year, but for all intents and purposes, the new board can conduct business as authorized by the current board.

Rule 5 – Committees

Role of Committees and Members
Committees will be established to carry on the work of the organization.

Chairman shall be members of the PTO.

During the prior spring, Co-Vice Presidents shall appoint Chairmen of committees for the school year commencing in the fall. If additional Chairmen are needed during the school year, the Co-Presidents shall appoint them.

Responsibilities of Committee Chairman
A chairman of a committee has responsibilities that include but are not limited to the following:

  • Must turn over all funds related to that committee’s operations
  • Must turn over written documents used to operate the committee at the end of their term
  • Communicate all plans of work to the co-presidents for approval. No work that is significantly different from previous years shall be undertaken without the approval of the co-presidents.
  • Shall report to their assigned executive board liaison when called upon
  • Shall complete a chairman’s report that shall be compiled annually and filed in a procedure book for that committee and filed with the president
  • Will serve on committees for one year or until a successor has been appointed.

Resignation of chairman
A chairman of a committee may be asked to resign when engaged in conduct that would be injurious to the organization or when not fulfilling the responsibilities of that committee. A vote of the majority of the executive board shall make that determination.

Rule 6 – Fiscal Guidelines

Fiscal Year
The fiscal year will begin August 1s​ t​ and end July 31s​ t​. Because taxes are filed on a calendar year basis, the Auditor’s term will begin Jan 1s​ t​ and end December 31s​ t, ​they will continue their responsibilities associated with the prior fiscal year, even after their term has expired.

Check Limits
The Executive Board, with a two-thirds majority vote, must authorize payment of organizational bills of any amount exceeding $10,000.

Rule 7 – Nominating
The nominating committee shall be composed of 5 members with 1 alternate, all of whom shall be members of the organization. Effort should be made to ensure that two committee members reside in the Laurel-Encinal school boundary area and two committee members reside in the Oak Knoll school boundary area.

The nominating committee shall be recruited by the Co-Parliamentarians in January and elected by the current Executive Board in February or at least two months prior to the annual election meeting in April or May. The committee shall serve until the annual election meeting. The Co-Parliamentarians shall instruct the nominating committee regarding procedures for recruiting board members and shall serve in an advisory capacity to the nominating committee as needed. The Co-Presidents shall not serve ex-officio or be elected to the nominating committee. The Principal and Vice Principal of the school and the Co-Vice Presidents shall review the proposed slate of officers prior to election and serve in an advisory capacity. The nominating committee will inform the current board of the proposed slate prior to announcement to the general membership for informational purposes only.

The alternate should attend meetings and would become a voting member if an elected member were not present. In the event that an elected member cannot fulfill the duties, the alternate becomes the permanent member, replacing the elected member, with full voting rights until such time as the committee is discharged of its duties (at the time of election).

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The Nominating Committee shall advertise and solicit nominations for the Executive Board to the school community via the school newsletter and by personal contact as needed. In order to condense the work into an efficient and early timeframe and maximize chances of securing strong board members before they have committed to other activities, the Co-Parliamentarians should consider writing and submitting newsletter announcements for all school newsletters in the district before the board has approved the nominating committee. All members of the PTO who are nominated either by themselves or others must be contacted personally by a committee member prior to the selection of an executive board. The committee shall ascertain the interest level and qualifications of all parties nominated for each position and select the best candidates in an unbiased and impartial way. The committee shall hold all names and information regarding nominees as confidential. Members of the proposed slate will remain confidential until announcement to the general membership. Nominees who are not placed on the slate by the nominating committee must be informed personally prior to announcement of the slate.

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