Critter's right. I believe most of us reference ROR as our standard and that we follow the spirit of those rules. But I doubt many PTO's try to include every formality of language and process in routine meetings.
Even if your meetings don't follow RRO to the letter, you might want to consider including a statement in your bylaws that says RRO governs. This allows you the flexibility to refer to your pocket version of RRO (available by several different authors at any big bookstore) when an issue comes up. You don't need to cover every possibility in your Bylaws, just defer to RRO in matters of parlimentary procedure.
For example, we've had to refer to RRO for advice on nominating officers, what should really be included in the minutes, absentee balloting ok or not, what to do about an officer vacancy, etc.
I think many of us use a relaxed (to say the least!) version of ROR. The more complex - or controversial - your meeting, the more closely you should follow the rules. But most of us just observe common sense procedures:
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Solid Bylaws by which the organization operates</font>
Generally accepted practices for nominations, elections, and officer roles</font>
Running a fair and efficient meeting in terms of everyone having a voice and vote</font>
I think very few of us run a meeting with very formal/rigid parliamentary rules and language.
We are interested in rewritting our by-laws. What we have now includes the RRO I do not think we go by them at all. Technically I don't think we have enough active participants at meetings to go by by-laws...
Is there such a thing as going by RRO a little bit... or shortening them??? We have about 450 families in the school and our attendance at the meetings are about 12 on a good day half of them being the executive board since we co-chair VP and Pres.
Our volunteers overflow but no one has enough time to meet...
Here's one example for that clause. It's a good clause even if you don't end up filing for non-profit status with the IRS (which is also a good idea).
Upon dissolution of this organization, after paying or adequately providing for the debts and obligations of this PTO, the remaining assets shall be distributed to {school name}. If {school name} ceases to exist, remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
The IRS piece you need to read through is pretty short, it's the instructions for Line 10 of filling out form 1023. www.irs.gov/pub/irs-pdf/k1023.pdf
