ARTICLE I – NAME, DESCRIPTION, PURPOSE & DISTRICT APPROVAL
Section 1: NAME
The name of the organization shall be CTA Goodman PTO. The PTO is located at CTA-Goodman Campus 2600 W Knox Road, Chandler, AZ 85224.
Section 2: DESCRIPTION
The PTO is a non-profit organization that exists for charitable,
educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Section 3: PURPOSE
The purpose of the PTO is to enhance and support the educational experience at CTA-Goodman Campus, to develop a closer connection between school and home by encouraging parental involvement, and to improve the environment at CTA-Goodman Campus through volunteer and financial support.
Section 4: DISTRICT APPROVAL & OPERATION
The PTO shall operate under the umbrella of the Chandler School Boosters, Inc., an Arizona non-profit corporation, and adhere to the rules and guidelines for tax-exempt 501(c)(3) organizations. The PTO shall follow the policies and standards of the Chandler Unified School District. The District reserves the right to countermand any decision affecting the District children or property.
When the PTO and Student Clubs are involved in joint fundraising, the Attorney General has
concluded that the proceeds must be allocated proportionately between the two entities based on the effort devoted by each. The coach/sponsor/director is responsible for determining that effort and related allocation.
ARTICLE II – MEMBERSHIP
Section 1: Membership shall be automatically granted to all parents and guardians of CTAGoodman Campus students, plus all staff at CTA-Goodman Campus. There are no membership dues. Members have voting privileges.
ARTICLE III – OFFICERS & ELECTIONS
Section 1: EXECUTIVE BOARD
The Executive Board shall consist of the following officers:
President, Vice President, Secretary, and Treasurer. Officer positions can be shared. The School Principal, or his/her designee, is a voting member of the Executive Board.
Section 2: TERM OF OFFICE
The term of office for all officers is one year.
Section 3: QUALIFICTIONS
Any PTO member in good standing may become an officer of the PTO.
Section 4: DUTIES
Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, approve by majority vote of the Board unbudgeted expenditures of no more than $200.00.
Preside at General PTO meetings and Executive Board meetings, serve as the official representative of the PTO, enforce all by-laws and policies, outline and supervise all fundraising efforts of the PTO, set general and executive board meeting times, and retain all official records of the PTO.
Oversee the committee system of the PTO, assist the President and chair meetings in the absence of the President.
Record, maintain, and distribute minutes of all Executive Board meetings and all General PTO meetings, prepare agendas for official PTO meetings, hold historical records for the PTO. Meeting minutes must include a list of all expenses (amount, date expended, description and check number, if applicable) since the last minutes were approved. The Secretary will also serve as the Alternate Representative to Chandler School Boosters, Inc.
Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, reconcile bank accounts monthly to be reviewed by a nonsignatory, prepare year-end financial report, and hold all financial records. Maintain PTO bank account(s), keeping accurate records of all receipts and expenditures. The Treasurer will also serve as the Representative to Chandler School Boosters, Inc.
Volunteer Coordinator - Assist committee chairs in determining volunteer needs for PTO events, maintain current contact information for volunteers, recruiting and assisting in scheduling volunteers for PTO events.
Section 5: CONTRACTS
Contract signing authority is limited to the President or the President’s designee.
Section 6: BOARD MEETINGS
The Executive Board shall meet monthly during the school year, or at the discretion of the President, before every General Meeting to set the agenda.
Section 7: REMOVAL
An officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board.
Section 8: VACANCY
If a vacancy occurs on the Executive Board, the President shall appoint a PTO member to fill the vacancy, for the remainder of the officer’s term.
Section 9: ELECTIONS
Nomination of officers shall be taken during the April General Meeting. Elections and installment of new Officers shall be during the May General Meeting.
Elections shall be by ballot. Officers shall begin their term(s) following the last General Meeting of the year. Outgoing officers shall transfer books, records, and bank accounts to the newly elected officers upon reconciliation of the June bank statement, or upon the discretion of both outgoing and incoming officers.
ARTICLE IV – MEETINGS
Section 1: GENERAL PTO MEETINGS
General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Executive Board.
Section 2: VOTING
Each member in attendance at a PTO meeting is eligible to vote. Absentee or
proxy votes are not allowed.
Section 3 – QUORUM
Eight (8) members of the PTO present and voting constitute quorum for the
purpose of voting.
ARTICLE V – FINANCIAL POLICIES
Section 1: FISCAL YEAR
The fiscal year of the PTO begins July 1 and ends June 30 of the
Section 2: BANKING
All funds shall be held at a local financial institution in checking or savings accounts in the
name of CTA Goodman PTO.
Disbursements shall require two signatures of signers authorized by the General PTO.
There shall be no less than three authorized signers at all times. Any Officer that is also an
employee of the Chandler Unified School District may not be a signer on the PTO bank account.
Section 3: REVENUE
At least two members of the PTO must count and verify all monies received and prepare
bank deposits. A duplicate deposit slip must be created.
Treasurer must make all deposits in a timely manner.
Section 4: DISBURSEMENTS
Disbursements of $200.00 and less may be authorized by a majority vote of all Officers.
All disbursements, including online payments and debit card transactions, must be
supported by an invoice/receipt.
All expenditures, including online payments and bank fees/charges, must be listed and
approved in the minutes. The detail should include:
1) Amount of expenditure.
2) Date of expenditure.
3) Description of goods or services purchased.
4) Check number, if applicable.
Section 5: REPORTING
All financial activity shall be recorded in a manual or computer-based accounting system.
The Treasurer shall reconcile and report on all account(s) monthly. The reconciliation shall
be reviewed by a non-signatory and included in the minutes of the next General Meeting.
Financial statements, including Balance Sheet and Statement of Revenues and Expenses,
shall be prepared monthly and approved at the next General Meeting after preparation.
Financial statements for the 12 month period ending June 30 shall be prepared and
presented for approval at the first general meeting of each year.
Annual financial report shall be prepared and provided to the treasurer of the Chandler
School Boosters, Inc. upon request. The format of the report shall be determined by the Chandler School Boosters, Inc. Such information shall be used for the preparation of the consolidated tax return.
Section 6: ENDING BALANCE
The organization shall leave a minimum of $2,000.00 in the treasury at the end of each fiscal
Section 7: ANNUAL BUDGET
The Executive Board will set the PTO budget for the year before the first General Meeting of the year.
ARTICLE VII – FINANCIAL REQUESTS
Section 1: FINANCIAL REQUESTS
All requests from PTO members and school personnel will be given due consideration when
submitted according to the following procedures.
Section 2: REQUEST SUBMISSION PROCEDURE
a. All requests are submitted to an officer no less than two (2) weeks prior to the general meeting at which it will be considered.
b. Requests will be reviewed by the officers and questions will be sent back to the requestor.
c. After review, the officers will notify the requestor that the request has been put on the agenda for the general meeting and the date of the meeting.
d. The requestor is required to attend the general meeting at which the request is considered to answer any questions by the officers or general membership.
e. The request will be considered at the general meeting and further action will be determined by the membership.
ARTICLE VII – BYLAW AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. 2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.
ARTICLE VIII - DISSOLUTION
In the event of dissolution of the PTO, any funds remaining shall be donated to CTA-Goodman Campus.
ARTICLE IX - PARLIAMENTARY AUTHORITY
The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”
These bylaws were adopted on October 23, 2013.