Thanks to all who've responded...I've learned a lot already.
I've read so many other PTO's school's by-laws and they really run the spectrum from simple to complex.
Unfortunately, in researching, we have found another problem, which I've found has happened to others on this board. We are not incorporated as we thought we are, we are not tax-exempt as we thought we are. Currently, our Treasurer is checking with her company's accountant for some advice and we're reading the threads here on the message boards about regsitering as a 501. Seems the document with an EIN number that we've been using (that was in our Treasurer's files handed down) was the district's number, not ours. When our current Treasurer called the district accountant for help in determining our status, she was told we shouldn't have that document or be using it. Curiously though, our past Treasurer WAS an accountant who should've known this.
There's one more thing to add to the list. Hopefully, our members will be patient with us as we try to set everything "right" this year.
Thanks again for all your input....still wouldn't mind hearing some more out there !
1. There are no statue to limitations. The latest version is it and you need to vote on all revisions or to totally revamp your bylaws
2. Teachers or Principal are not allowed to be exec board members on any PTO in our town. It started that way with our 1st school and as schools were added, they followed suit. However, a teacher in the district can be a board member of the PTO in the school their child attends--just not the school they teach in.
3. We hvav conducted business via email due to convenience due to people working. We did not ammend the bylaws since it doesn't matter how a decision was made as long as its a group decision and all have input.
4. Our bylaws clearly outline what needs a vote by the membership. It includes any expense of $75.00 or more not already covered by budgeted items, board positions, bylaw updates, annual budget etc. Decisions such as what company will be used for our fundraiser is just done by the board.
Not too long ago, someone posted a website with sample bylaws. YOu may want to check that and compare. I suggest you update yours and get more detail in it. If you begin to read some of the issues raised & discussed on this board, you will see that you need it outlined in the bylaws to protect your PTO. It's better to have it included and not need to use the passage rather than not have it covered and something happens.
1. Robert's Rules of Order makes a distinction between a "revision" and "amending" your bylaws. A revision is a complete rewrite of the bylaws, while an amendment targets only a specific section. In either case, you have to give "previous notice" and get 2/3 vote of members present and voting to adopt the change.
2. Our bylaws include the principal as a member of the Executive Board. We do not have a formal teacher rep.
3. We use email informally. I would not use it to conduct official business.
4. I don't have our bylaws in front of me, but I remember that the Exec Board approves the annual fundraising plan, sets the dues (which have been set to $0 for several years), develops the budget (which the members ultimately approve), and can authorize non-budgeted expenses up to $100 (above that must be a membership vote). We approve a very detailed budget in September so our financial road map is set and we have very few mid-year financial decisions to vote on. If we did, we'd take them to the members. We also empower our committees to make their own decisions within the scope and budget of their committee. So we don't use general meeting time to debate committee-level decisions. When it comes to voting, we abide by the quorum restrictions defined in our bylaws. For us, we need 15 members present and voting to conduct business. For the exec board meetings, it's 4 members.
I have found loads of info in two little books about Robert's Rules of Order. Bylaws are covered in RRO, and even though it's not specific for PTOs, the information stands the test of time since Major Robert wrote his rules over 100 years ago. The books are called "Roberts Rules of Order:The Modern Edition" by Darwin Patnode, and "Robert's Rules in Plain English" by Doris Zimmerman. Each cost about $5. I encourage you to get something like this. I like having two books so I can compare how they each interpret specific Robert's rules.
Just when I think I'm getting this, I end up with more questions! We really want to get it "right" this year but I know we will still be learning. That's why I'm glad we're not limited to just one-year terms because it seems just as we're getting it, we'd have to leave--not that anyone in our school seems to be looking to take any of our jobs!
Hope to see more responses and thanks again for sharing!
1. Our bylaws require 2/3 vote to amend. No statute of limitations on the bylaws. They don't expire...it's a living document meant to be revamped as the group's needs change
2. The principal is not on our executive board. We do have a teacher's rep.
3. We do conduct some of our business via email and actually print the emails to keep on record with our regular minutes for view by anyone who wants to read them. We typically use email most during the summer months when board members are CRAZY busy and we can never seem to get everyone together in one place. We conduct business that has already been approved by a vote of the general membership. Example: We wouldn't vote to purchase a new volleyball set via email but we might poll the E-Board via email to decide what color the net should be. There is absolutely no way we could conduct all of our decision-making at meetings - we'd have to meet twice a week all year.
4. Generally we take all "New"business to the general membership such as adding programs, cutting programs, funding requests, painting the picnic tables a different color...anything that would make someone stop and ask, "Why weren't we told/asked about that change?" Without the general membership and the rest of the parents/staff, there would be no money to spend so they should all have a say in how it's spent. Our E-Board does have authority to spend up to $200 between monthly meetings should unexpected costs arise such as a family in need or broken equipment replacement or unforseen increase in a delivery charge, etc.
We all love to share our experiences so ask as many questions as you need to help bring the best information possible to your group!
When I started with our PTC two years ago as VP, I kept asking about our by-laws and was put off by our pres. After she left the school and I became president last year, I finally unearthed some. They are dated 1996. I have been doing a lot of research on line looking at other schools' PTO by-laws. They range from the very simple to the very complex. Ours from 1996 our much closer to the simplified. I didn't want to rush amending ours since it's a pretty big job starting with what we have. And, thankfully, because ours were very simple, we hadn't been unknowingly violating any of the by-laws.
I would like to get a little more detail into our by-laws without too much overkill and thus have a couple questions:
1. I am presuming that even though these are so old, we still need to "amend" versus just rewriting and adopting a whole new set. There is an amendment in the 1996 by laws that states that all amendments have to be voted on and approved by a 2/3 majority. Just wondered if there were any statute of limitations on by-laws?
2. Just out of curiosity...how many of you have your principal or teacher representatives on your executive board?
3. Have any of you, with your board members, conducted business via email....perhaps made a decision this way? If so, is that covered in your by-laws that you are allowed board decisions to conduct business via email?
4. Perhaps this question is more an overall question vs. something covered with by-laws....and I'm totally showing my inexperince....what constitutes a decision made by board members vs. a decision made by the general population at a meeting? For example, if the board wanted to increase the amount of money it pays for field trips per child, do we vote as a board or take it to the meeting that it's something we want to do and vote with any parents that are present?
I'll leave it at that for now...cause it's long enough and I'll only be able to absorb so much in terms of answers. Thanks in advance for your help....I think I'll turn back to my budget for awhile for a change of pace.
