Bylaws

Revised 11/15/2016

Gold Rush Elementary

Gold Rush Educational Assistance Team

A Chapter of the Douglas County Educational Foundation

Article I – Name

Gold Rush Elementary (GRE) School’s Parent Teacher Organization (PTO) will be known as the Gold Rush Educational Advisory Team or “GREAT.”

Article II – Mission Statement

The purpose of GREAT is to promote and encourage a close relationship between parents, students, and professional staff of Gold Rush Elementary.  PTO will support Douglas County School District’s educational goals and facilitate a closer relationship between home and school, and enhance students’ academic growth.  GREAT will respond to the issues and concerns raised by GRE parents, students, and professional staff.

GREAT will engage in fundraising that is dedicated to offering the school and students educational and social opportunities that are not available through school district budget allocations.

GREAT will assure that all persons attending PTO meetings or any functions sponsored by the PTO, in any manner, are subject to the regulations set forth within these bylaws.

Article III – Members

Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights.  Any teacher or non-teaching staff member employed at the school may be a member and shall have voting rights.  Any member who does not uphold the policies or subscribe to these bylaws can have membership and/or voting rights revoked.

Dues.  No dues shall be required of any member of this PTO.

Article IV – Officers and Elections

Section 1. Nominations and Elections.  The standing board shall solicit and accept written or verbal nominations for prospective officers, except President, prior to the March meeting each year; at that time, nominations will also be accepted from the floor.  The election of officers shall occur at the following meeting.  Each nominee shall be allowed to introduce themselves and provide a brief statement regarding his or her desire and qualifications for the nominated office.  Voting shall be by voice vote; if there is more than one person running for an office, a written ballot vote shall be taken.  Newly elected officers will take office, effective July 1, and serve their term through June 30.  No officer shall hold more than one office at a time.

Section 2. Officers.  The officers of GRE’s PTO shall be the President, Vice President, Secretary, and Treasurer.  The officers’ duties shall be:

  1. President. The president shall serve a term of one year.  The president shall serve as the chair of the PTO’s Executive Board.  The president shall set the agenda for and preside over all meetings of the PTO and the executive board.  The president shall serve as the primary contact for the principal and the Douglas County Educational Foundation (DCEF).  The president shall be required to attend DCEF’s two semi-annual chapter meetings each year.  The president shall ensure that all reporting required by the DCEF is accomplished and will forward a copy of all meeting minutes to the DCEF Program Coordinator after approval.  DCEF’s reporting requirements include, but may not be limited to:
    1. An annual Fundraising/Fundgiving Plan (form provided by DCEF)
    2. An annual listing of all grants awarded the previous year, including grant name, recipient name, and brief description
    3. Rough drafts of any promotional materials, brochures, etc. developed by GREAT
  2. Vice President. The vice president shall serve a term of one year.  The vice president shall assist the president and carry out the duties of the president in his or her absence or inability to serve. While serving as vice president, he or she shall assist the president, learning his or her duties and the operating procedures of GREAT and the DCEF. The vice president shall serve as ex officio member of all committees, receiving regular updates/communications from committee chairpersons.  The vice president shall keep the board informed about meetings, plans, and financial needs and successes of each committee.
  3. Secretary. The secretary shall serve a term of one year.  The secretary shall keep all records of the organization, recording attendance and minutes at all general membership and board meetings of GREAT and publishing the same.  The secretary shall be responsible for publishing notice of meetings and preparing meeting agendas, as directed by the president.  The secretary shall be responsible for updating these bylaws if/when amendments are made.  The secretary shall prepare all PTO correspondence and forward it to the president, then GRE’s principal, for approval prior to printing and dissemination.  The secretary shall provide a written description of GREAT events involving physical activity to the president, for submission to the DCEF, for insurance purposes, pursuant to DCEF’s Chapter Guidelines.  The secretary shall be responsible for maintaining a GRE PTO Operating Binder, which will include meeting minutes, GREAT bylaws, DCEF Guidelines, official community correspondence, and committee and project descriptions.
  4. Treasurer. The treasurer shall serve a term of two years.  The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board.  An accounting record shall be established and maintained for GREAT separate from the records maintained by the Douglas County Educational Foundation.  The treasurer shall reconcile GREAT’s accounting record with the records maintained by the DCEF three times a year ; the results of this reconciliation shall be reported to the executive board at the meetings held in October, February, and April (the same meeting that new officers are elected).  The out-going treasurer shall make a full report of GREAT’s financial condition at the April meeting and provide the in-coming treasurer with a written copy of this report and the DCEF/GREAT reconciliation upon election.

The treasurer shall be responsible for providing receipts for all cash and in-kind donations.  The treasurer will prepare earned/received funds for deposit with DCEF according to DCEF’s Chapter Guidelines.  The treasurer will provide the president with the following for submission to DCEF as required:

  1. An annual Fundraising/Fundgiving Plan (form provided by DCEF)
  2. An annual listing of all grants awarded the previous year, including grant name, recipient name, and brief description
  3. Pay Voucher Forms and appropriate documentation as necessary for disbursement of funds from GREAT’s account held through DCEF

Section 3. Vacancies.   If there is a vacancy in the office of president, the vice president will become the president.  At the next regularly scheduled meeting, a new vice president will be elected, to hold office until the end of the original term of office (June 30).  If there is a vacancy in any other office, Board members will fill that vacancy with a majority vote at the next regularly scheduled meeting.

Section 4. Removal from Office.  Officers can be removed from office with or without cause, by a two-thirds vote of those in attendance at any regular meeting (assuming a quorum), where previous notice of at least 14 calendar days has been given.

Article V – Excecutive Board

GREAT’s executive board shall be composed of the following:

GREAT Officers –

                    President

                   Vice President

                   Secretary

                   Treasurer

All members, including the Executive Board, shall receive no compensation for their services.

Article VI – Meetings

Section 1. Meetings.  The GREAT Executive Board will hold meetings at least quarterly.  GREAT will hold general meetings at regular intervals, during the school year.  Special meetings may be called by the president, principal, any three members of the executive board, or five general members submitting a written request to the secretary.

Notice of all PTO Board meeting, general meetings and/or special meetings, with the time, location, agenda, and voting issues, shall be published and open to the public.

Section 2. Voting.  For any motion to pass, three of five executive board members, and two-thirds (2/3) of general members present at the meeting constitutes a majority vote.  If no general members are present, three executive board members forms a quorum and may choose to conduct GREAT business.

Article VII – Committees

Section 1.  Chairpersons.  Each committee shall have a chair or co-chairs to be appointed by the executive board.  Chairpersons are responsible for recording minutes of committee meetings and submitting same to secretary.  Committee chairpersons report to the vice-president.  Chairs are responsible for achieving the committee’s goals and are accountable for all committee expenditures.

Section 2.  Standing Committees.  GREAT will operate the following (but not limited to) standing committees:

  1. Spirit Wear
  2. Book Fair: Fall and Spring
  3. Digger Dash Jog-a-thon
  4. Event Coordinator: Western Night, Sock Hop, Used Book Fair
  5. Box Tops

Section 3.  Additional Committees.  The executive board may appoint additional committees and seek committee chairs as needed.  Additional committees can be and are usually for a specified task and a specific duration.

Article VIII – Douglas County Educational Foundation

The Douglas County Educational Foundation will oversee all activities of Gold Rush Elementary’s PTO.  GREAT is required to forward copies of minutes of all general membership, executive board, and committee meetings to the DCEF Program Coordinator.  According to DCEF’s Chapter Guidelines, the DCEF “will administer all financial contributions generated by the school chapter.”  GREAT shall submit the following documentation to DCEF as required:

  1. An annual Fundraising/Fundgiving Plan (form provided by DCEF)
  2. An annual listing of all grants awarded the previous year, including grant name, recipient name, and brief description
  3. Rough drafts of any promotional materials, brochures, etc. developed by GREAT
  4. Pay Voucher Forms and appropriate documentation as necessary for disbursement of funds from GREAT’s account held through DCEF

“The DCEF will maintain a liability insurance policy where by all Chapters (including GREAT) are included in the coverage as detailed in the policy.”  DCEF may require GREAT to pay for any policy riders, as necessary, to cover special events planned by GREAT and approved by DCEF.

Article IX – Parlimentary Authority

“The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the (GRE PTO) in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the (PTO) may adopt.”

Note. Robert III, H. M. (2000). Roberts Rules of Order Newly Revised (10th ed.). Cambridge, MA: Perseus Publishing.  Retrieved May 29, 2008, from the official Robert’s Rules of Order web site: How your organization can adopt Robert’s Rules at http://www.robertsrules.com/authority.html

Article X – Dissolution

GRE’s PTO, also known as GREAT, may be dissolved with previous notice of at least 14 calendar days, and a two-thirds vote of those present at the meeting, assuming at least a quorum.

In the event of dissolution of this organization, any remaining assets, after payment of outstanding debts, shall be donated to Gold Rush Elementary School for the purchase of instructional materials; a check request shall be prepared by the treasurer and submitted by the president to DCEF, as outlined in DCEF’s Chapter Guidelines.

In the event of any changes in the school boundaries or redistricting of students, any gifts or monies accrued by the GRE PTO shall remain at Gold Rush Elementary School.  If Gold Rush Elementary no longer exists at the time of dissolution, GREAT shall request remaining funds be designated for projects funded through DCEF, as outlined in DCEF’s Chapter Guidelines.

Article XI – Amendments

These bylaws may be amended at any regular or special meeting by a two-thirds vote in favor of the amendment, assuming a quorum.  Written notice of proposed changes must be given at least 14 calendar days prior to the meeting.  Amendments become effective immediately upon adoption and will be written into the bylaws by GREAT’s secretary.  The secretary shall re-print a hard-copy of the amended bylaws to be included in GREAT’s Operating Binder.

Section 1.  Amendments approved 15 September, 2008.

Amendment I (Article I – Name).  The name of GRE’s PTO shall be changed from Gold Rush Educational Advisory Team to Gold Rush Educational Assistance Team, and shall remain “GREAT.”

Amendment II (Article IV, Section 2, E. c.)  The following sentence shall be added to the end of the treasurer’s responsibility “c.”:  Pay voucher forms shall require two signatures, Gold Rush Elementary’s principal or principal’s designee and GREAT’s treasurer or treasurer’s written designee.

 Amendment III (Article VII)  “Section 4. Committee Budgets.” shall be added, which states:  Committees shall be required to submit a budget to the board for approval before spending any GREAT funds.

 Amendment IV (Article VIII)  The following sentence shall be added to the end of the documentation required by DCEF list, item “d.”:  Pay voucher forms shall require two signatures, Gold Rush Elementary’s principal or principal’s designee and GREAT’s treasurer or treasurer’s written designee.

Section 2.  Amendments approved 15 November, 2016.

Amendment I (Article IV, Section 2. Officers.) The President-Elect position will be combined with the Vice President position, eliminating the President-Elect position completely. The new description shall read: “The officers of GRE’s PTO shall be the President, Vice President, Secretary, and Treasurer.

Amendment II (Article IV, Section 2, B. and C.) The following sentence from the President Elect duty description shall be added to the Vice President’s duty description and the President Elect position removed from the bylaws: “While serving as vice president, he or she shall assist the president, learning his or her duties and the operating procedures of GREAT and the DCEF.

Amendment III (Article V – Executive Board) The list of the executive officers shall be updated to remove the “President Elect” position, with four Executive Board Members remaining: President, Vice President, Secretary, and Treasurer.

Amendment IV (Article VI, Section 2.)  The list of Standing Committees shall be updated to reflect the following: a) Spirit Wear; b.) Book Fair: Fall and Spring; c.) Digger Dash Jog-a-thon; d.) Event Coordinator: Western Night, Sock Hop, Used Book Fair; e.) Box Tops.