Articles of Operation
ARTICLES OF OPERATION
COOPER MOUNTAIN ELEMENTARY SCHOOL
PARENT/TEACHER ORGANIZATION, INC.
Review proposed Addendums to Articles 5 & 6. Please submit recommended changes to firstname.lastname@example.org
ARTICLE 1 – NAME
The name of this organization shall be the Cooper Mountain Elementary School Parent/Teacher Organization, Inc., also known as the Cooper Mountain Elementary PTO (hereinafter referred to as “Organization”).
ARTICLE 2- OBJECTIVES
The objectives of the Cooper Mountain Elementary PTO shall be:
A. Establish and maintain a working relationship among parents, school and community;
- Support school improvement teams and promote the finest education possible for the students;
- Expand technology and supplement equipment and supplies;
- Develop programs and projects that will support or enrich the curriculum;
- Enhance the quality of education by raising funds for school supplies or programs that fall outside of the school budget.
ARTICLE 3 – POLICIES
- The Organization shall be noncommercial, nonsectarian and nonpartisan. Neither the name of the Organization nor the name of any of its members or officers in their official capacity shall be used in connection with any commercial concern, or with any partisan interest, or for any purpose other than the regular work of the Organization.
- The Organization shall not seek either to direct the administrative activities of Cooper Mountain Elementary School or to control its policies.
- The programs of the Organization shall include but not be limited to: educational, fundraising, social and community activities.
- The Organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, provided that no commitment shall bind the Organization beyond the current school year.
- No substantial part of the activities of the Organization will include electioneering in connection with ballot measures and under no circumstances shall the Organization engage in political activity either for or against any candidate for public office or ballot measure.
ARTICLE 4 – MEMBERSHIP
All parents/guardians of children enrolled at the School and all professional, educational and classified staff at the School are automatic members of the Organization. The voting right of any member or Board member who is also an employee of the Beaverton School District (“District”) shall be subject to District policy.
ARTICLE 5 – ELECTION OF BOARD MEMBERS
- All elected Board Members must be members of the Organization.
- The officers of the Organization shall consist of a President, President-Elect, Secretary(s), Treasurer and two Volunteer Coordinators.
- Nominees for board positions will be accepted by the board until the date of the April Organization meeting. Names shall be submitted to the PTO newsletter prior to the election. Only those persons who have consented to serve shall be eligible.
- The election of new Board members for the coming school year shall be held at the April Organization meeting. Board members shall be elected for a term of one year, except for the position of President-Elect, which is a two-year term (serving the second year as president).
Newly elected Board Members shall assume their official duties in the month of May in tandem with old board members, for training purposes. The new Board shall assume its duties at the beginning of the May General meeting, which they will run. Prior to this meeting all out-going officers shall
Deliver all files and records, including any required reports, and a job description to their successors.
The treasurer will turn over the files in July after the year’s finances have been closed out and reviewed.
Board members shall be ineligible for more than two consecutive terms in the same position. The volunteer positions responsible to these Board members may be filled in the spring and in the fall through the use of a volunteer round up.
ADDENDUM: FOR THE 2015-2016 SCHOOL YEAR ONLY. Board members, may serve one additional term on the PTO board in the event that there are no volunteers for the position. This addendum only applies to the 2015-2016 school year, and becomes invalid at the completion of the 2015-2016 school year.
- All votes cast must be made by Organization members who must be present at the Organization’s April meeting and will be voted on by a secret ballot. A majority vote is required to confirm nominations.
- A vacancy occurring in any office shall be filled for the unexpired term by a person nominated by the President of the Organization’s Board and confirmed by a majority vote of the remaining members of the Organization’s Board. In the case of a vacancy occurring in the office of the President, the President-Elect shall assume the duties of President for the remaining period of the
unexpired term and a new President-Elect shall be nominated by the Board and elected by a majority vote at the next regular PTO meeting.
ARTICLE 6 – DUTIES OF ELECTED BOARD MEMBERS
- The Board President shall preside at all meetings of the Organization and at all Organization Board meetings. The President shall be a member ex-officio of all committees. The President shall also coordinate the work of the officers and committees and shall perform other duties, as may be necessary and proper for the operation and well being of the Organization and the school.
- The President-Elect shall assist the President, perform the duties of the President in his/her absence and handle proposals for expenditures if additional funds are raised. The President-Elect shall also handle any special project or program that may occur during the year that is delegated to him/her by the President. Finally, the President-Elect can convene an Audit Committee but neither chair nor be a member of that same committee.
- The Secretary(s) shall keep an accurate record of all business transacted at each Organization meeting and Board meeting and be responsible for most of the Organization’s correspondence. The Secretary shall have on hand for reference at each meeting a copy of the Articles of Operation and the minutes of the previous meeting. The Secretary shall also perform such other duties as may from time to time be delegated to him/her by the President. The Secretary will create a newsletter and compile information submitted from committee chairs, Principal, staff, and other Organization members on a bi-weekly basis. The final draft is submitted to the Principal for approval and distribution. The secretary will maintain the Organization website with information provided by the Beaverton School District, Committee Chairs, Organization community and Cooper Mountain staff. This position can be held by more than one person (such as Recording Secretary and Media Secretary) as determined by the current Board of the Organization. The Event Volunteer Coordinator will review monthly statements prior to each Organization meeting and sign off that all income and expenses are allocated to the correct budget sub-category.. This person will not be a designated signer on the PTO’s checks.
- The Treasurer shall receive all monies of the Organization following guidelines stated in Organization Cash Handling Procedures, keep an accurate record of Organization receipts and expenditures and pay out funds in accordance with the approved budget as authorized by the Organization. The Treasurer shall present a financial statement at every Organization Board meeting and general meeting.
All funds of the Organization shall be maintained in an insured deposit account in a bank or savings and loan institution as directed by the Organization’s Board President. All checks drawn on the Organization account shall be signed by two of the three following Board Members the Treasurer, the President and/ or the President-Elect. There will be no debit card assigned to this account.
- The Volunteer Coordinators shall serve as liaisons between school staff and school volunteers in order to maintain a well-coordinated school volunteer program. The coordinators’ will, but are not limited to, recruit room volunteer coordinators, party coordinator and event chairs, solicit event volunteers, manage chair information files to keep accurate records of the school’s volunteer programs, assist chairs with Organization newsletter articles and maintain volunteer database.
Event Volunteer Coordinator: The Event Volunteer Coordinator is the primary contact for volunteer placement and responsibilities, sharing duties as needed with the Classroom Volunteer Coordinator. This will be a one-year term with the option to continue for a second year.
Classroom Volunteer Coordinator: This position will also be a one-year term with the option to continue for a second year. The Classroom Volunteer Coordinator will communicate cash handling procedures to all volunteers In addition to the above responsibilities, the Classroom Volunteer Coordinator shall review and sign monthly bank statements prior to each Organization meetings to verify financial propriety as this position will not be a signer on any Organization financial account.
F. All officers shall:
1. Perform the duties described in the Articles of Operation and any additional duties, which may be delegated, to them from time to time.
- At the final meeting of the school year, deliver to their successors all papers, files and records pertaining to their duties and responsibilities.
ARTICLE 7 – BUDGET AND TREASURY
- The proposed budget shall be presented and voted upon in the fall of each school year at the first Organization general meeting of the year.
- Any non-budgeted expenditures over $250 must be approved in advance by the PTO Board.
- The budget committee, members of which shall consist of both the incoming and outgoing Board members meet each year before the May Board meeting to review the past year’s budget and to prepare a proposed budget for the coming year to be presented at the May Organization meeting. This budget, with any changes or amendments adopted at the May meeting, shall be presented to the Organization’s membership at large at the next September General Organization meeting.
- The allocation of any funds remaining in the treasury at the end of a school year shall be determined by the Organization Board at the last Board meeting of the school year prior to turning the meeting over to the Board’s successors.
- Notwithstanding, the above, a minimum of $8,000.00 shall remain in the treasury each year as a contingency fund to be passed to the new Organization Board in order to provide operating funds to begin the Organization’s activities for the next school year.
ARTICLE 8 – ORGANIZATION CASH HANDLING PROCEDURES
All funds received on behalf of PTO should be turned over to the Treasurer for deposit at the close of the event or activity and must be deposited to the bank within two business days. The Treasurer will verify money submitted for deposit and if there is a discrepancy, he/she will contact the submitting party to reconcile as needed. any exceptions must be approved by the Treasurer. Funds must be delivered to the Treasurer directly or locked in the PTO cabinet/lockbox in the volunteer room. If the Treasurer is not present for an event with large money collected, any two Board Members can make the deposit (with prior approval and notification to the Treasurer). If possible, an Armored Car can be contacted for these large deposits. All PTO checks must have two approved signers on them and if a PTO Board Member is receiving a reimbursement check, he/she cannot sign that particular check.
All funds received from an Organization sponsored event/activity are to be counted by two people from the event/activity on school premises on the day of the event or the next business day. If two committee members are not available an Organization Board member may be asked to count. A completed PTO deposit form and the collected funds shall be placed in the lockbox or the Organization’s locked cabinet. In the event that monies are collected in increments, the monies shall be tallied, as per the above mentioned procedure, deposit slips created and monies placed in the secured lockbox on an as needed basis until the close of the event.
ARTICLE 9 – GENERAL MEETING
- The regular date for Organization Board meetings shall be set by the elected officers of the Organization. Special meetings of the members of the Board may be called by the President or by a majority of the members of the Board on not less than ten days notice to the Organization membership.
- Organization Board meetings shall consist of members of the Organization Board.
- A majority of the Organization Board shall constitute a quorum.
- The rules of procedure for Organization Board meeting and general membership meetings, as to matters not expressly governed by these Articles of Operation, shall be those prescribed in Robert’s Rules of Order, Revised.
- General Meetings shall be held monthly; beginning in the first month school is in session. (General Meetings will not be held in December and June).
- Childcare will be provided to children of those who are attending the General Meetings in the evening.
ARTICLE 10 – STANDING AND SPECIAL COMMITTEES
- Standing committees may be created or dissolved from time to time by the PTO membership as necessary with a general meeting vote.
- Special committees may be created from time to time to satisfy a specific short-term objective at the direction of the Organization Board, or the Organization membership at a Board meeting or general business meeting.
- All committee chairpersons are required to submit reimbursement requests to the Organization Treasurer at the close of their event or activity. Exceptions must be approved in advance by the Organization President and Treasurer. The last date for reimbursement requests will be the last day of school.
- When requested by the Board, the chairperson of each standing committee shall present a plan to the Organization Board for approval. No committee work shall be undertaken without the prior approval of the Organization Board.
- Each committee chairperson shall deliver to the Volunteer Coordinator the files and records, including a report of his/her activities during the school year and a job description, within ten days after the termination of his/her duties.
- The Organization’s committees may include, but are not limited to, the following:
- Room Parents, consisting of a Room Party Coordinator and Room Volunteer Coordinator, shall coordinate activities for volunteers in the classroom. These coordinators shall be recruited in the fall of the school year; Room Party Coordinators will organize three parties (Winter, Valentine, End of Year) for their classroom. Room Volunteer Coordinators will organize classroom help as requested by the teacher.
- Clothes Closet – shall coordinate the clothing drives and arrange for volunteers to staff the Clothes Closet as scheduled for Cooper Mountain Elementary School.
- Vision Screening//Picture Day – shall coordinate and recruit needed volunteers for these events.
- Historian – shall be responsible for the school scrapbook and camera and will make sure that pictures are taken for all major school and Organization events.
- Directory –shall create directory from school databases, collect orders and distribute directories to families who purchase directory. Chairperson will collect monies following guidelines stated in Organization’s Cash Handling Procedures.
- Art Literacy – shall coordinate monthly class presentations of art and/or artists as outlined by the District. Responsibilities include a monthly bulletin board display, monthly meeting of the volunteer presenters, and monthly class presentations to the classes.
- Hearing Screening – shall coordinate and recruit needed volunteers for these events.
- Harvest Festival – shall be in charge of organizing the event including volunteers, food, games and activities. Responsible for collection of monies following guidelines stated in Organization’s Cash Handling Procedures.
- Spring Auction – shall be in charge of organizing the event including volunteers, food, auction items, location, and correspondence. Responsible for collection of monies following guidelines stated in Organization’s Cash Handling Procedures.
- Artist in Residency – shall be in charge of organizing the program. Responsible for collection of monies following guidelines stated in Organization’s Cash Handling Procedures.
- Science Fair – shall be in charge of organizing the program. Responsible for collection of monies following guidelines stated in Organization’s Cash Handling Procedures.
- Mini Grant Committee – shall review staff grant proposals that has been previously submitted to the Beaverton Education Foundation (“BEF”) and was not accepted. School Principal shall serve as the liaison between the teaching staff, the Organization Board and Grant Committee Chairperson of any impending grants that may require Organization funding. Notification of submitted proposals to BEF will be communicated from School Principal to Organization President and Committee Chairperson during the fall of each school year. All proposals will be submitted to the Organization President who will in turn pass grant submission(s) to Committee Chairperson. Upon receiving a grant proposal, the committee shall log, review and present their recommendations including amount of grant funding to the Organization Board and community members in the Organization General Meeting for final vote. Submitted grant proposals will be prioritized based on the number of students the grant will benefit.
- Literacy Night – The Organization will sponsor Literacy Night following the One Book One School program. The Literacy Night chair will create an event based on that year’s book selection, gather volunteers and purchase appropriate materials.
- Math Night – the chair of this event will create an evening of math games and activities that are age appropriate for all grade levels, gather volunteers and purchase appropriate materials.
- Boy Scouts Charter – The Organization will charter the boy scouts as long as the group is run by a parent whose child is currently attending Cooper Mountain Elementary School. If there is a change in leadership, the Organization must be informed and approve the new Scout Leader and/or reserves the right to opt out of the agreement.
ARTICLE 11 – FUNDRAISING
Organization fundraising can include, but is not limited to Spring Auction, Fall Fundraiser, Dining for Dollars, Cougar run and Box Tops. The Organization’s Board must approve these projects in advance. All funds secured by these activities shall be collected and turned over to the Treasurer following the guidelines stated in Organization Cash handling procedures for deposit in the Organization treasury. Monies raised through any income-generating event are to be put in the general fund and then allocated to cover the cost of various Organization sponsored activities and /or expenses as approved by the current Organization Board and Organization members.
ARTICLE 12– AMENDMENTS:
These Articles may be amended under the following conditions: Either the Articles of Operation Review Committee or at least 5 Organization Members shall submit the revision request to the Secretary; at least 14 calendar days prior notice shall be given to the Organization that a vote will be taken at the next scheduled Regular Organization meeting; and all approved amendments shall become effective immediately and recorded by the Secretary.
ARTICLE 13 – DISSOLUTION
In the event of the dissolution of the organization, the assets shall be applied and distributed as follows: All liabilities and obligations shall be paid, satisfied and discharged, or adequate provision shall be made therefore. Assets not held upon a condition requiring return, transfer, or conveyance to any other organization or individual shall be distributed, transferred, or conveyed, in trust or otherwise, to charitable and educational organization, organized under Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, of a similar or like nature to this organization, as determined by the Board.
These Articles of Operation were amended on April 28, 2015