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BY-LAWS OF
THE J.J. HILL MONTESSORI MAGNET
PARENT TEACHER ORGANIZATION
Last amended:
May 12, 2003
General Meeting of the PTO
TABLE OF CONTENTS
PREAMBLE
OBJECTIVES
ARTICLE 1 MEMBERSHIP
SECTION 1. Membership
SECTION 2. Voting
ARTICLE II STEERING COMMITTEE OFFICERS AND THEIR ELECTION
SECTION 1. Officers
SECTION 2. Election of Officers
SECTION 3. Eligibility for Office
SECTION 3. Terms of Office
SECTION 4. Resignations and Vacancies
ARTICLE III POWERS AND DUTIES OF OFFICERS AND COMMITTEES
SECTION 1. Steering Committee
SECTION 2. Chairperson
SECTION 3. Vice-Chairperson
SECTION 4. Treasurer
SECTION 5. Secretary
SECTION 6. Volunteer Coordinator
SECTION 7. Standing Committees and Representatives
ARTICLE IV MEETINGS OF THE PARENT TEACHER ORGANIZATION (PTO)
SECTION 1. Meetings of the PTO
SECTION 2. Extra Meetings of the PTO
SECTION 3. Quorum of the Meetings of the PTO
SECTION 4. Notice of the PTO Meetings
SECTION 5. Place of PTO Meetings
ARTICLE V STEERING COMMITTEE MEETINGS
SECTION 1. Schedule of Steering Committee Meetings
SECTION 2. Steering Committee Extra Meetings
SECTION 3. Quorum of Steering Committee Meetings
SECTION 4. Notice of Steering Committee Meetings
SECTION 5. Place of Meetings
ARTICLE VI CONDUCT OF PTO AND STEERING COMMITTEE MEETINGS
ARTICLE VII INSPECTION OF DOCUMENTS
SECTION 1. Access to Organization Documents
SECTION 2. Authorization for Signing Instruments
SECTION 3. Fiscal Reporting
ARTICLE VIII AMENDMENTS TO THE BY-LAWS
PREAMBLE
The major purpose of the J.J. Hill PTO is to promote the welfare of children and youth in the Montessori program by providing parents, teachers, and administrators with a collaborative organizational environment to further the interests, goals and needs of Montessori education in the St. Paul Public Schools.
OBJECTIVES
1. To encourage the broad participation, collaboration, and cooperation of parents guardians, teachers, administrators, and interested community residents in promoting the welfare of children and youth in home, school, and community.
- The Steering Committee of the PTO shall dedicate itself to include parents/guardians of students of color in the functions of the Steering Committee by recruiting officers and other members who are representative of the student population of the school.
2. To provide a forum for addressing concerns and problems affecting Montessori education.
3. To help plan, support, and implement the Montessori program in an advisory capacity.
4. To advise the Principal and the St. Paul Board of Education, and to fully participate in vital matters affecting the Montessori program.
5. To develop resources to address school needs within context of J.J. Hill School vision, school improvement plans, site-based operational parameters, and other overarching school policies.
ARTICLE I MEMBERSHIP
SECTION 1. MEMBERSHIP
Membership of the PTO shall include J.J. Hill Montessori parents/guardians, teachers, administrators, and any community residents who have demonstrated interest and support for Montessori education in the St. Paul Schools.
SECTION 2. VOTING
A. Voting at PTO Meetings. The right to vote at PTO meetings is universal to all adult members amending. No one shall be denied membership or the right to vote or any other participation or consideration due to race, gender, religion, national origin, or any other impermissible basis of discrimination.
B. Voting at Steering Committee Meetings. The right to vote at Steering Committee meetings is universal to all members of Steering Committee present.
C. Method of Voting. Voting shall normally occur as a voice vote or show of hands. Except as otherwise stated in these by-laws, a simple majority vote will carry. Voting may be held as a secret written ballot if approved by a majority of those in attendance.
D. Proxy, Absentee Voting and Ballots. Proxy or absentee voting shall not be permitted at any organizational meeting. However, at the direction of the Steering Committee, the Secretary may conduct a formal mailed balloting of the membership. Such balloting must include clearly stated resolutions for which members are asked to vote.
ARTICLE II STEERING COMMITTEE OFFICERS AND THEIR ELECTION
SECTION 1. OFFICERS
The officers of the organization shall be a Chairperson, Vice-Chairperson, Past-Chairperson, Treasurer, Secretary, Volunteer Coordinator, three Standing Committee Chairpersons, four teachers, one from each level, the school Principal, and representatives from other active school-wide organizations as described in Article III, Section 2 and 7. These officers shall serve as the organization’s Steering Committee. The Steering Committee may also include, if elected, an Assistant Secretary, an Assistant Volunteer Coordinator, and Vice-chairs of the three Standing Committees.
SECTION 2. ELECTIONS OF OFFICERS
A. The election of officers shall be held each year at the Spring PTO Meeting, with the exception of Article II, Section 2.C.
B. Members shall vote for a Chairperson, Vice-Chairperson, Treasurer, Secretary, Volunteer Coordinator, and Chairpersons of the Fundraising, Program, and Public Affairs Committee. When possible, Assistants or Vice-Chairs will be elected to the Secretary, Volunteer Coordinator, and the three Standing Committee positions. All Chairs are encouraged to set up their own committees with meeting times and a record of activity.
C. A representative from each active school organization, such as the Hmong Parents Committee, Parents of African American Children, Hispanic/Latino Committee, School Site Council and/or other active school-wide group shall be selected by the members of the respective committees at the time the committee is formed and, thereafter, by the Spring PTO meeting. A representative teacher will be selected from each of four levels. The membership of the PTO shall be given notice of the selection of these representatives using the same procedures as provided in Article IV, Section 4.A (1) and 4.A (3). Once designated, each representative of the above-mentioned committees, and of the teachers, will attend the PTO as an elected member of the Steering Committee with all privileges, rights, and obligations involved.
D. In the event that any of the Standing Committee Chair positions or other office positions are unable to be filled at the elections at the Spring PTO meetings, the Steering Committee shall not be obligated to fill the positions. The Steering Committee may elect to fill the positions at the later time, as provided to Article II, Section 5.B. and 5.C.
SECTION 3. ELIGIBILITY FOR OFFICE
Eligibility for office shall be limited to membership of the PTO. Individuals meeting eligibility criteria to hold office may stand for election as often as they wish.
SECTION 4. TERMS OF OFFICE
Terms of office shall begin June 1 of each year. Terms of office shall be one year with this exception: Chairperson shall automatically succeed as the Past-Chairperson the following year.
SECTION 5. RESIGNATIONS AND VACANCIES
A. Any officer may resign by filing with the Chairperson or Secretary a written resignation which shall take effect on being so filed or at such other time as may be therein specified.
B. A vacancy at any time existing on the Steering Committee, with the exception of those covered by Article II, Section 5.C., may be filled by the Committee at any regular or extra meeting. Persons so appointed shall serve until the next election of officers.
C. A vacancy at any time existing of representatives of the teachers and of the Hmong Parents Committee, Parents of African American Children, Hispanic/Latino Committee, Site Council, or other active school organization, shall be filled in the same manner as provided in Article II, Section 2.C. Persons so appointed shall serve until the next election of officers.
ARTICLE III POWERS AND DUTIES OF OFFICERS AND COMMITTEES
SECTION 1. STEERING COMMITTEE
A. Powers of the Steering Committee. The Steering Committee shall have the entire charge, control, and management of the organization, its property, and business and may exercise all or any of its powers. Among other things the Committee may: (1) appoint and at its discretion remove or suspend such subordinate officers, agents, and employees as it thinks fit and determine their duties and fix and change their compensations, in any; (2) delegate any of the powers of the Committee to any standing committee, officer, or agent; or (3) appoint any person or persons to accept and hold in trust for the organization any property belonging to it or in which it has interest.
B. Duties of the Steering Committee. The Steering Committee in addition shall be responsible for guiding the organization, its committees, and its membership by creating an annual plan or action agenda; by delegating specific issues or duties and determining the jurisdiction of standing committees; by designing special joint working groups of standing committees where needed; and shall report on its activities at regular organization meetings.
C. Annual Budget. In March of each year a Budget Sub-Committee consisting of the Vice-Chairperson, Treasurer, Principal, Fundraising Chair, and Program Chair will draft a proposed budget for the next school year. A proposed budget shall be adopted by the Steering Committee and presented for approval at the Spring PTO meeting.
(1) A minimum of 25% of projected income will remain unallocated in the proposed budget.
(2) Unallocated money may be spent at any time during the school year by a vote of the Steering Committee, acting on a written proposal from parents, students, or staff.
SECTION 2. CHAIRPERSON
Duties. The Chairperson, when present, shall preside at all meetings of the members and of the Steering Committee. The Chairperson shall have the duty and power to see that all orders and resolutions of the Committee are carried out. The Chairperson, as soon as reasonably possible after the close of each fiscal year shall submit to the Committee and make available to the membership a report of the operations of the organization for such year and a statement of its affairs. The Chairperson shall also from time to time report to the Committee all known matters which the interests of the organization may require to be brought to its notice and shall regularly consult with the Principal. The Chairperson shall perform such duties and have such powers additional to the foregoing, as the Steering Committee shall designate.
SECTION 3. VICE-CHAIRPERSON
Duties. In the absence or disability of the Chairperson, the Vice-Chairperson shall exercise the powers and duties of the Chairperson and shall have such other powers and duties as the Steering Committee shall designate.
SECTION 4. TREASURER
Duties. The Treasurer shall keep full and accurate accounts of receipts and disbursements in books belonging to the corporation and shall deposit all monies and other valuable effects in the name and to the credit of the corporation in such depositories as shall be designated by the Steering Committee. In the absence of such designation, the Treasurer shall exercise reasonable discretion in establishing depositories consistent with the interests of the organization. The Treasurer shall disburse the funds of the organization as shall be ordered by the Steering Committee and shall promptly render such statements of transactions and accounts as the Chairperson or the Steering Committee may from time to time require. If required by the Steering Committee, the Treasurer shall give bond in such amount, with such security and in such form as the Committee shall determine. The Treasurer shall perform such duties and have such powers additional to the foregoing as the Steering Committee may designate.
SECTION 5. SECRETARY
Duties. The Secretary shall record all votes and proceedings of the meetings of the PTO and of the Steering Committee and keep such records as required. The Secretary will assemble and maintain a written record of the J.J. Hill Montessori Program. The Secretary shall also perform such duties and have such powers, as the Steering Committee shall designate.
SECTION 6. VOLUNTEER COORDINATOR
Duties. The Volunteer Coordinator shall meet with the Principal to determine the volunteer needs for the program and then recruit volunteers as needed. The Volunteer Coordinator will organize and categorize information about volunteers and maintain files for reference as needed.
SECTION 7. STANDING COMMITTEES AND REPRESENTATIVES
A. Names of Standing Committees. In addition to the Steering Committee, there shall be three standing committees, each chaired by one of the elected Standing Committee Chairs.
B. General Authority and Duties of the Standing Committees. The duties of the Standing Committee Chairpersons shall be to serve on the Steering Committee, to chair committee meetings, and to report to the Steering Committee and the membership all relevant activities, issues, and business. Standing Committees shall be free to establish as many task-specific work groups, or subcommittees as they decide, but these shall not be official standing units. Committee Chairpersons shall also be free to designate Vice-Chairs to serve in their absence; or chairs of working groups or subcommittees. In addition, the Chairpersons shall also perform such duties and have such powers, as the Steering Committee shall designate.
C. Duties of the Standing Committees and Representatives. The duties of the Standing Committees and Representatives shall be as follows:
(1) Program Committee. The Program Committee shall advise and assist in the planning, development and implementation of the Montessori program. This may consist of facilitation of the education of parents about the Montessori method (orientation); and advising and assisting with enrollment and other programmatic issues (e.g. transportation, recruitment, etc.) Or other issues as the Steering Committee and school needs may require. The Chairperson of the Committee shall regularly consult with the Montessori Program Coordinator.
(2) Fundraising Committee. The Fundraising Committee shall identify, plan and implement fundraising projects throughout the year to benefit the Hill Montessori Program.
(3) Public Affairs Committee. The Public Affairs Committee shall monitor public issues that affect the environment within which the Montessori program operates, propose strategies dealing with such issues, and report its considerations to the Steering Committee and the membership as required. As such, the committee will monitor activities of the St. Paul School Board, Board staff and other public and private agencies with a relevant impact on education in general and the Montessori program in particular. The Committee will provide a platform for parents/guardians, teachers, and staff to participate in the larger political arena where necessary to fulfilling the mission of the School and as designated by the Steering Committee.
(4) Representatives of Other Groups. Representatives of teachers, and of active school-wide groups represented on the Steering Committee, shall address concerns specific to their communities and facilitate communication between their communities, teachers, administrators, PTO and Steering Committee.
ARTICLE IV MEETINGS OF THE PTO
SECTION 1. MEETINGS OF THE PTO
A. There shall be no less that three meetings of the PTO each school year in the Fall, Winter, and Spring (specific dates to be determined in advance by the Steering Committee.
(1) The Fall meeting shall concentrate on orientation of parents, guardians to the Montessori program; major issues facing the School; the functions and roles of the PTO including recruitment to Standing Committees; and other agenda items as the Steering Committee may require;
(2) The Winter meeting shall consist of Steering Committee and Standing Committee and activity and progress reports; and other agenda items as the Steering Committee may require;
(3) The Spring meeting shall consists and final reports on Steering Committee and Standing Committee activity and progress reports; the election of officers for the following year; and other agenda items as the Steering Committee may require.
SECTION 2. EXTRA MEETINGS OF THE PTO
The Steering Committee may call extra meetings of the PTO as required.
SECTION 3. QUORUM OF THE MEETINGS OF THE PTO
A quorum for the transaction of business including elections of officers shall consist of the membership present at the current Call to Order. Each participant shall sign an attendance roster sheet to verify attendance, which list shall be kept by the Secretary. With the exception of the election of officers, less than such a quorum shall have the power to conduct other business.
SECTION 4. NOTICE OF THE PTO MEETINGS
A. Every effort will be made to publish meetings notices. Notice of all PTO meetings shall be given as follows:
(1) A meeting notice, stating the place, day and hour of the meeting shall be given by the Secretary at least seven (7) calendar days prior to the meeting.
(2) Notices for extra meetings shall be given at least three (3) days before such meetings. Members present at an extra meeting to consider a matter, which cannot be delayed, may waive the three-day notice requirement by a unanimous consent.
(3) Notice shall be in person, by mail to the member’s address of record, by note sent home with the member’s child, or through distribution at school.
SECTION 5. PLACE OF PTO MEETINGS
All PTO meetings shall be held at the J.J. Hill School.
ARTICLE V STEERING COMMITTEE MEETINGS
SECTION 1. SCHEDULE OF STEERING COMMITTEE MEETINGS
A. There shall be no fewer than seven (7) regularly scheduled meetings of the Steering Committee each school year.
B. The regularly scheduled meetings of the PTO will be established in advance of the school year by the Chairperson and Principal after consulting the school calendar and the membership of the Steering Committee.
SECTION 2. STEERING COMMITTEE EXTRA MEETINGS
Extra Steering Committee meetings may be established by vote at a regular Steering Committee meeting. The Chairperson may establish an extra meeting of the Steering Committee after having contacted all members of the Steering Committee, and determined that a majority of the membership can attend.
SECTION 3. QUORUM AT STEERING COMMITTEE MEETINGS
A quorum is two thirds (2/3) of positions, which, at the start of a meeting, are currently filled.
SECTION 4. NOTICE OF STEERING COMMITTEE MEETINGS
A. Regular Meetings
(1) After the regular meeting schedule for the year is established, the schedule will be conveyed to the membership of the Steering Committee and to the entire PTO. This will represent the official call to Steering Committee meetings.
(2) The Steering Committee will cancel or change a meeting date only in the event that the school is closed; or by resolution at a duly called meeting of the Steering Committee.
B. Extra Meetings
(1) Notices for extra meetings shall be given at least three (3) days before such meetings. Members present at an extra meeting to consider a matter, which cannot be delayed, may waive the three-day notice requirement by unanimous consent.
(2) Notice shall be in person, by email or mail to the member’s address of record, by note sent home with the member’s child, or through distribution at school.
SECTION 5. Place of Meetings
The regularly scheduled business meetings of the Steering Committee take place at J.J. Hill School. In rare and special circumstances applicable to special meetings (such as a planning retreat), an off-site location convenient to the Steering Committee membership may be selected with the approval of the Steering Committee and principal.
ARTICLE VI CONDUCT OF THE PTO AND STEERING COMMITTEE MEETINGS
All meetings are open to the public. Meetings shall be conducted according to parliamentary procedure, the source of which may be designated by the Steering Committee. The purpose of parliamentary procedure is to assure that the organization’s business is completed efficiently but permits maximum member participation.
ARTICLE VII INSPECTION OF DOCUMENTS
SECTION 1. ACCESS TO ORGANIZATION DOCUMENTS
Books, accounts, documents, and records of the organization shall be open to inspection by any member of the Steering Committee at all times during the usual hours of business. The Steering Committee may from time to time make reasonable regulations as to the time, place, and manner of the inspection of books, accounts, documents, and records of the organization by other members.
SECTION 2. AUTHORIZATION OF SIGNING INSTRUMENTS
Checks, notes, drafts, and other instruments for the payment of money drawn in the name of the organization, may be signed by any officer of officers, person or persons authorized by the Steering Committee. No officer or person shall sign any such instrument unless specifically authorized to do so by the Steering Committee.
SECTION 3. FISCAL REPORTING
The Treasurer shall make fiscal reports to the Steering Committee as requested during the regular year and shall report to membership at each PTO meeting. The organization’s fiscal year shall end on the 31st day of August each year.
ARTICLE VIII AMENDMENTS TO THE BY-LAWS
These by-laws may be amended by a two-thirds (2/3) majority vote of the members in attendance at the PTO meeting in the notice of which it is stated that a by-law amendment will be proposed.
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