BY-LAWS
OF
WEST FARGO AURORA ELEMENTARY PTO – AURORA PTO
A NOT-FOR-PROFIT CORPORATION
ARTICLE I.
ORGANIZATION
1.1 Name of Organization. The name of the organization shall be West Fargo
Aurora Elementary PTO – Aurora PTO.
1.2. Name Change. The organization may at its pleasure by a vote of the
membership body change its name.
ARTICLE II.
PURPOSES AND OBJECTIVES
2.1 Purposes of the Organization. The purpose of the corporation is exclusively for
charitable, educational and scientific purposes, including, for such purposes, the making of
distributions to organizations that qualify as exempt organizations under section 501 (c)(3)
of the Internal Revenue Code, or the corresponding section of any future federal tax code.
It shall also be to continually promote and provide assistance for a quality educational
program at Aurora Elementary.
2.2 Objectives of the Organization.
a. To promote the educational welfare of the children in the home, school,
and community.
b. Provide the teachers, staff and students with programs, events, and
materials that enhance the curriculum and encourage school spirit.
c. Provide financial assistance for activities and services beyond that
provided by the school district, in accordance with current accepted school
policy.
d. Foster communication among parents/guardians, children, teachers,
school officials and the community
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ARTICLE III.
MEMBERSHIP
3.1 Membership. Membership in this organization shall be open to all who:
a. Ascribe to the purposes and vision of this corporation or partner with it in
support of the growth and vision of the corporation.
3.2 Dues. Membership dues shall be determined for the next school year at the
Annual Meeting, by recommendation of the Board or Directors and with membership
approval.
ARTICLE IV.
MEETINGS
4.1 Annual Meetings. The annual membership meeting of this organization shall be
the last general membership meeting of the school year, every year. The Secretary will
notify all members in the most efficient and least expensive manner, not less than seven
days before the date of the meeting. Election of officers shall take place at the annual
meeting.
4.2. Regular Meetings. Regular meetings of this organization shall be held at Aurora
Elementary School, 3420 9th Street West, West Fargo, North Dakota, 58078. Meetings
shall be held monthly, during the school year. The President may suspend meetings
in the event there is no business to conduct. The most convenient time and day for
meetings shall be determined at the beginning of each school year. The PTO
meeting dates will be published in the school newsletter.
4.3 Agenda. The President will prepare the agenda for the general meeting.
Anyone wishing to be on the agenda should contact the President.
4.4. Quorum. The presence of not less than seven members, three of which must
be Executive officers, shall be considered a quorum and shall be necessary to conduct the
business of this organization;
4.5 Special Meetings. Special meetings of this organization may be called by the
president when he deems it for the best interest of the organization.
4.6 Notices. Notices of such meeting shall be given in the most efficient and least
expensive manner to all members at least ten (10) days before the scheduled date set for
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such special meeting. Such notice shall state the reasons that such meeting has been
called, the business to be transacted at such meeting and by whom it was called.
4.7 Request by Members. At the request of Sixty-six and two-thirds (66 2/3%)
percent of the members of the Board of Directors or Sixty-six and two-thirds (66 2/3%)
percent of the members of the organization, the president shall cause a special meeting to
be called but such request must be made in writing at least ten (10) days before the
requested scheduled date. No other business but that specified in the notice may be
transacted at such special meeting without the unanimous consent of all present at such
meeting.
ARTICLE V.
VOTING
5. Voting. At all meetings, except for the election of officers and directors, all votes
shall be by voice or other clearly indicated manner.. For election of officers, ballots shall be
provided and there shall not appear any place on such ballot that might tend to indicate the
person who cast such ballot. At any regular or special meeting, if a majority so requires,
any question may be voted upon in the manner and style provided for election of officers
and directors. At all votes by ballot the chairman of such meeting shall, prior to the
commencement of balloting, appoint a committee of three who shall act as "Inspectors of
Election" and who shall, at the conclusion of such balloting, certify in writing to the
Chairman the results and the certified copy shall be physically affixed in the minute book to
the minutes of that meeting. No inspector of election shall be a candidate for office or shall
be personally interested in the question voted upon.
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ARTICLE VI.
ORDER OF BUSINESS
6. Order of Business. The order of business at the regular meeting and, to the
extent appropriate, at all other meetings of the members will, unless modified by the
presiding officer, be:
a. Roll Call.
b. Reading of the Minutes of the preceding meeting.
c. Reports of Committees.
d. Reports of Officers.
e. Old and Unfinished Business.
f. New Business.
g. Open Forum
h. Adjournments.
ARTICLE VII.
BOARD OF DIRECTORS
7.1. Number, Term and Qualifications. The business of this organization shall be
managed by a Board of Directors consisting of the school principal or another member of
the school staff, together with the president, president-elect, treasurer and secretary this
organization. At least one of the directors shall be a resident of the State of North Dakota
and a citizen of the United States.
7.2. General Powers. The Board of Directors shall have the control and
management of the affairs and business of this organization. Such Board of Directors shall
only act in the name of the organization when it shall be regularly convened by its chairman
after due notice to all the directors of such meeting. Sixty-six and two-thirds (66 2/3%)
percent of the members of the Board of Directors shall constitute a quorum and the
meetings of the Board of Directors shall be held regularly at the last regular membership
meeting of the school year. Each director shall have one vote and such voting may not be
done by proxy. The Board of Directors may make such rules and regulations covering its
meetings as it may in its discretion determine necessary.
7.3. Vacancies. The President of the organization by virtue of his office shall be
Chairman of the Board of Directors. The Secretary of the organization shall also be the
secretary of the Board of Directors. A director may be removed when sufficient cause
exists for such removal. The Board of Directors may entertain charges against any
director. A director may be represented by counsel upon any removal hearing. The Board
of Directors shall adopt such rules for this hearing as it may in its discretion consider
necessary for the best interests of the organization.
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ARTICLE VIII.
OFFICERS
8.1. Qualifications for Officers.
a. An officer must be a member of the Aurora PTO
b. An Officer must have a child currently enrolled at Aurora Elementary
c. No officer may hold more than one board position at a time
8.2 Number and Designation. The initial officers of the organization shall be as
follows:
President: Lynne Olien
President-Elect: Valerie Fiske
Treasurer: Traci Ketterling
Secretary: Heather Sand
8.3. The President. The President shall preside at all membership meetings. He will
prepare the agenda for the general meeting. He shall by virtue of his office be Chairman of
the Board of Directors. He shall present at each annual meeting of the organization an
annual report of the work of the organization. He shall appoint all committees, temporary or
permanent. He shall see all books, reports and certificates required by law are properly
kept or filed. He shall be one of the officers who may sign the checks or drafts of the
organization. He shall have such powers as may be reasonably construed as belonging to
the chief executive of any organization.
8.4 The President-Elect. The President-Elect shall assist the President, perform
Presidential duties in the President’s absence, and perform duties assigned by the
President. He will review the monthly bank statement with the treasurer. He will maintain
membership data. After having served for one year, the President-Elect shall automatically
become the President.
8.5. The Secretary. The Secretary shall keep the minutes and records of the
organization in appropriate books. Minutes shall be submitted electronically to the
President for future approval, as well as possible publication in the school newsletter and
website. He shall assist the President in handling any necessary correspondence.
8.6. The Treasurer. The Treasurer shall have the care and custody of all monies
belonging to the organization and shall be solely responsible for such monies or securities
of the organization. He shall cause to be deposited in a regular business bank or trust
company a sum not exceeding $10,000.00 and the balance of the funds of the organization
shall be deposited in a savings bank except that the Board of Directors may cause such
funds to be invested in such investments as shall be legal for a non-profit corporation in this
state. He must be one of the officers who shall sign checks or drafts of the organization.
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No special fund may be set aside that shall make it unnecessary for the Treasurer to sign
the checks issued upon it.. He shall present a written financial report at each membership
meeting and as requested.
8.7. Officers and Members. Officers shall by virtue of their office be members of the
Board of Directors.
8.8. Compensation. No officer shall for reason of his office be entitled to receive any
salary or compensation, but nothing herein shall be construed to prevent an officer or
director for receiving any compensation from the organization for duties other than as a
director or officer.
8.9 Terms. The officers shall be elected for a one-year term at the last general
membership meeting of the school year, to take office in June. Co-officers may be selected
if deemed necessary.
8.10 Vacancies. A vacancy in any office because of death, resignation, removal,
disqualification or otherwise may be filled by a Majority vote of the members for the
unexpired portion of the term of his predecessor, except in the case of the President, where
the position will automatically be filled by the President-Elect.
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ARTICLE IX.
COMMITTEES
9. Appointment of Committees. The Aurora PTO shall be comprised of any number
of committees as deemed necessary by the Officers. Each committee chairperson shall be
appointed by the Officers. These committees shall make initial decisions relating to their
function; however no decision shall be acted upon without approved from the Officers or
the general membership.
ARTICLE X.
NOMINATIONS AND ELECTIONS
10.1 Nominating Committee. Nominations for officers shall be made by a
Nominating Committee of three members, appointed by the Officers in March. The
Nominating Committee shall seek nominations for a President-Elect, a Treasurer, and a
Secretary. The Nominating committee shall present the nominations at the April PTO
meeting, with elections taking place at the May meeting, which is also the Annual meeting.
The consent of all nominees must be obtained.
10.2 Elections. Elections shall be held at the annual meeting and shall follow the
procedure outlines in Article 5 of these bylaws.
ARTICLE XI.
FINANCES
11.1 Budget. A tentative budget shall be drafted in the spring, with a final budget
discussed and voted on at the second general membership meeting of the school year.
11.2 Fiscal year. The Aurora PTO fiscal year shall end on July 31. The PTO shall
end the fiscal year with a minimum of 5 percent and a maximum of 10 percent of the total
income for the year, unless a specific long-term goal has been approved, then additional
funds may be carried over to the next school year.
11.3 Reimbursements. Reimbursements for approved and budgeted expense will
be made only after receipts and the “expense reimbursement” form has been submitted to
the Treasurer. These forms should be submitted to the treasurer within 30 days. Requests
made without receipts will not be processed for reimbursed.
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11.4 Fundraisers. All fundraisers expected to generate over $5000 in income shall
be approved by the general membership.
11.5 Allowed purchases. The officers of the PTO may make a single purchase for
up to $25 without Board approval. Any expenditure that has not been approved in the
budget must be brought before the Officers for approval.
ARTICLE XII.
AMENDMENTS AND REVIEWS
12.1 Amendments These bylaws may be amended at any general meeting of the
organization by a majority vote of the members present, provided notice of the proposed
amendment(s: was given at a previous meeting, or thirty days written notice has been given
to the general membership.
12.2 Reviews These bylaws shall e reviewed by the PTO Board every two (2) years
to ensure the adherence of the organization to the bylaws and, if necessary, to make
reviews.
OF
WEST FARGO AURORA ELEMENTARY PTO – AURORA PTO
A NOT-FOR-PROFIT CORPORATION
ARTICLE I.
ORGANIZATION
1.1 Name of Organization. The name of the organization shall be West Fargo
Aurora Elementary PTO – Aurora PTO.
1.2. Name Change. The organization may at its pleasure by a vote of the
membership body change its name.
ARTICLE II.
PURPOSES AND OBJECTIVES
2.1 Purposes of the Organization. The purpose of the corporation is exclusively for
charitable, educational and scientific purposes, including, for such purposes, the making of
distributions to organizations that qualify as exempt organizations under section 501 (c)(3)
of the Internal Revenue Code, or the corresponding section of any future federal tax code.
It shall also be to continually promote and provide assistance for a quality educational
program at Aurora Elementary.
2.2 Objectives of the Organization.
a. To promote the educational welfare of the children in the home, school,
and community.
b. Provide the teachers, staff and students with programs, events, and
materials that enhance the curriculum and encourage school spirit.
c. Provide financial assistance for activities and services beyond that
provided by the school district, in accordance with current accepted school
policy.
d. Foster communication among parents/guardians, children, teachers,
school officials and the community
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ARTICLE III.
MEMBERSHIP
3.1 Membership. Membership in this organization shall be open to all who:
a. Ascribe to the purposes and vision of this corporation or partner with it in
support of the growth and vision of the corporation.
3.2 Dues. Membership dues shall be determined for the next school year at the
Annual Meeting, by recommendation of the Board or Directors and with membership
approval.
ARTICLE IV.
MEETINGS
4.1 Annual Meetings. The annual membership meeting of this organization shall be
the last general membership meeting of the school year, every year. The Secretary will
notify all members in the most efficient and least expensive manner, not less than seven
days before the date of the meeting. Election of officers shall take place at the annual
meeting.
4.2. Regular Meetings. Regular meetings of this organization shall be held at Aurora
Elementary School, 3420 9th Street West, West Fargo, North Dakota, 58078. Meetings
shall be held monthly, during the school year. The President may suspend meetings
in the event there is no business to conduct. The most convenient time and day for
meetings shall be determined at the beginning of each school year. The PTO
meeting dates will be published in the school newsletter.
4.3 Agenda. The President will prepare the agenda for the general meeting.
Anyone wishing to be on the agenda should contact the President.
4.4. Quorum. The presence of not less than seven members, three of which must
be Executive officers, shall be considered a quorum and shall be necessary to conduct the
business of this organization;
4.5 Special Meetings. Special meetings of this organization may be called by the
president when he deems it for the best interest of the organization.
4.6 Notices. Notices of such meeting shall be given in the most efficient and least
expensive manner to all members at least ten (10) days before the scheduled date set for
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such special meeting. Such notice shall state the reasons that such meeting has been
called, the business to be transacted at such meeting and by whom it was called.
4.7 Request by Members. At the request of Sixty-six and two-thirds (66 2/3%)
percent of the members of the Board of Directors or Sixty-six and two-thirds (66 2/3%)
percent of the members of the organization, the president shall cause a special meeting to
be called but such request must be made in writing at least ten (10) days before the
requested scheduled date. No other business but that specified in the notice may be
transacted at such special meeting without the unanimous consent of all present at such
meeting.
ARTICLE V.
VOTING
5. Voting. At all meetings, except for the election of officers and directors, all votes
shall be by voice or other clearly indicated manner.. For election of officers, ballots shall be
provided and there shall not appear any place on such ballot that might tend to indicate the
person who cast such ballot. At any regular or special meeting, if a majority so requires,
any question may be voted upon in the manner and style provided for election of officers
and directors. At all votes by ballot the chairman of such meeting shall, prior to the
commencement of balloting, appoint a committee of three who shall act as "Inspectors of
Election" and who shall, at the conclusion of such balloting, certify in writing to the
Chairman the results and the certified copy shall be physically affixed in the minute book to
the minutes of that meeting. No inspector of election shall be a candidate for office or shall
be personally interested in the question voted upon.
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ARTICLE VI.
ORDER OF BUSINESS
6. Order of Business. The order of business at the regular meeting and, to the
extent appropriate, at all other meetings of the members will, unless modified by the
presiding officer, be:
a. Roll Call.
b. Reading of the Minutes of the preceding meeting.
c. Reports of Committees.
d. Reports of Officers.
e. Old and Unfinished Business.
f. New Business.
g. Open Forum
h. Adjournments.
ARTICLE VII.
BOARD OF DIRECTORS
7.1. Number, Term and Qualifications. The business of this organization shall be
managed by a Board of Directors consisting of the school principal or another member of
the school staff, together with the president, president-elect, treasurer and secretary this
organization. At least one of the directors shall be a resident of the State of North Dakota
and a citizen of the United States.
7.2. General Powers. The Board of Directors shall have the control and
management of the affairs and business of this organization. Such Board of Directors shall
only act in the name of the organization when it shall be regularly convened by its chairman
after due notice to all the directors of such meeting. Sixty-six and two-thirds (66 2/3%)
percent of the members of the Board of Directors shall constitute a quorum and the
meetings of the Board of Directors shall be held regularly at the last regular membership
meeting of the school year. Each director shall have one vote and such voting may not be
done by proxy. The Board of Directors may make such rules and regulations covering its
meetings as it may in its discretion determine necessary.
7.3. Vacancies. The President of the organization by virtue of his office shall be
Chairman of the Board of Directors. The Secretary of the organization shall also be the
secretary of the Board of Directors. A director may be removed when sufficient cause
exists for such removal. The Board of Directors may entertain charges against any
director. A director may be represented by counsel upon any removal hearing. The Board
of Directors shall adopt such rules for this hearing as it may in its discretion consider
necessary for the best interests of the organization.
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ARTICLE VIII.
OFFICERS
8.1. Qualifications for Officers.
a. An officer must be a member of the Aurora PTO
b. An Officer must have a child currently enrolled at Aurora Elementary
c. No officer may hold more than one board position at a time
8.2 Number and Designation. The initial officers of the organization shall be as
follows:
President: Lynne Olien
President-Elect: Valerie Fiske
Treasurer: Traci Ketterling
Secretary: Heather Sand
8.3. The President. The President shall preside at all membership meetings. He will
prepare the agenda for the general meeting. He shall by virtue of his office be Chairman of
the Board of Directors. He shall present at each annual meeting of the organization an
annual report of the work of the organization. He shall appoint all committees, temporary or
permanent. He shall see all books, reports and certificates required by law are properly
kept or filed. He shall be one of the officers who may sign the checks or drafts of the
organization. He shall have such powers as may be reasonably construed as belonging to
the chief executive of any organization.
8.4 The President-Elect. The President-Elect shall assist the President, perform
Presidential duties in the President’s absence, and perform duties assigned by the
President. He will review the monthly bank statement with the treasurer. He will maintain
membership data. After having served for one year, the President-Elect shall automatically
become the President.
8.5. The Secretary. The Secretary shall keep the minutes and records of the
organization in appropriate books. Minutes shall be submitted electronically to the
President for future approval, as well as possible publication in the school newsletter and
website. He shall assist the President in handling any necessary correspondence.
8.6. The Treasurer. The Treasurer shall have the care and custody of all monies
belonging to the organization and shall be solely responsible for such monies or securities
of the organization. He shall cause to be deposited in a regular business bank or trust
company a sum not exceeding $10,000.00 and the balance of the funds of the organization
shall be deposited in a savings bank except that the Board of Directors may cause such
funds to be invested in such investments as shall be legal for a non-profit corporation in this
state. He must be one of the officers who shall sign checks or drafts of the organization.
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No special fund may be set aside that shall make it unnecessary for the Treasurer to sign
the checks issued upon it.. He shall present a written financial report at each membership
meeting and as requested.
8.7. Officers and Members. Officers shall by virtue of their office be members of the
Board of Directors.
8.8. Compensation. No officer shall for reason of his office be entitled to receive any
salary or compensation, but nothing herein shall be construed to prevent an officer or
director for receiving any compensation from the organization for duties other than as a
director or officer.
8.9 Terms. The officers shall be elected for a one-year term at the last general
membership meeting of the school year, to take office in June. Co-officers may be selected
if deemed necessary.
8.10 Vacancies. A vacancy in any office because of death, resignation, removal,
disqualification or otherwise may be filled by a Majority vote of the members for the
unexpired portion of the term of his predecessor, except in the case of the President, where
the position will automatically be filled by the President-Elect.
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ARTICLE IX.
COMMITTEES
9. Appointment of Committees. The Aurora PTO shall be comprised of any number
of committees as deemed necessary by the Officers. Each committee chairperson shall be
appointed by the Officers. These committees shall make initial decisions relating to their
function; however no decision shall be acted upon without approved from the Officers or
the general membership.
ARTICLE X.
NOMINATIONS AND ELECTIONS
10.1 Nominating Committee. Nominations for officers shall be made by a
Nominating Committee of three members, appointed by the Officers in March. The
Nominating Committee shall seek nominations for a President-Elect, a Treasurer, and a
Secretary. The Nominating committee shall present the nominations at the April PTO
meeting, with elections taking place at the May meeting, which is also the Annual meeting.
The consent of all nominees must be obtained.
10.2 Elections. Elections shall be held at the annual meeting and shall follow the
procedure outlines in Article 5 of these bylaws.
ARTICLE XI.
FINANCES
11.1 Budget. A tentative budget shall be drafted in the spring, with a final budget
discussed and voted on at the second general membership meeting of the school year.
11.2 Fiscal year. The Aurora PTO fiscal year shall end on July 31. The PTO shall
end the fiscal year with a minimum of 5 percent and a maximum of 10 percent of the total
income for the year, unless a specific long-term goal has been approved, then additional
funds may be carried over to the next school year.
11.3 Reimbursements. Reimbursements for approved and budgeted expense will
be made only after receipts and the “expense reimbursement” form has been submitted to
the Treasurer. These forms should be submitted to the treasurer within 30 days. Requests
made without receipts will not be processed for reimbursed.
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11.4 Fundraisers. All fundraisers expected to generate over $5000 in income shall
be approved by the general membership.
11.5 Allowed purchases. The officers of the PTO may make a single purchase for
up to $25 without Board approval. Any expenditure that has not been approved in the
budget must be brought before the Officers for approval.
ARTICLE XII.
AMENDMENTS AND REVIEWS
12.1 Amendments These bylaws may be amended at any general meeting of the
organization by a majority vote of the members present, provided notice of the proposed
amendment(s: was given at a previous meeting, or thirty days written notice has been given
to the general membership.
12.2 Reviews These bylaws shall e reviewed by the PTO Board every two (2) years
to ensure the adherence of the organization to the bylaws and, if necessary, to make
reviews.
