WAUPACA MIDDLE SCHOOL PARENT TEACHER GROUP, INC. A NON-PROFIT PARENT-TEACHER ORGANIZATION BY-LAWS

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1 WAUPACA MIDDLE SCHOOL PARENT TEACHER GROUP, INC. A NON-PROFIT PARENT-TEACHER ORGANIZATION BY-LAWS ARTICLE I: NAME The name of this organization shall be Waupaca Middle School Parent Teacher Group, Inc. It shall also be known as the Waupaca Middle School PTG, WMS PTG, or PTG. The principal address of the corporation is 1149 Shoemaker Road Waupaca, WI ARTICLE II: ARTICLES OF ORGANIZATION This organization exists as a non-profit, incorporated organization of its members. Its Articles of Organization comprise these by-laws, which can be amended, and an Article of Incorporation. These by-laws shall govern the organization. ARTICLE III: PURPOSE AND OBJECTIVES Section 1: Purpose. This corporation is organized exclusively for charitable, educational, or scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code or the corresponding section of any future federal tax code. Specifically,Waupaca Middle School s PTG purpose is to support education and foster communication at Waupaca Middle School by providing families, teachers, staff, and administrators with resources that promote the continued success of its students. Section 2: Objectives. The WMS PTG exists to: A. Support and enhance educational opportunities of Waupaca Middle School students and the efforts of the staff, through parental involvement. B. Provide an open forum for parents, faculty, staff and the Principal to meet and facilitate communication. C. Sponsor and provide funding for goods and services that would otherwise not be available from the school s budget, through planning, organizing, and executing of fundraising and events during the school year, to benefit the students of Waupaca Middle School. D. Serve as a liaison between parent community and school system administration. E. Build a relationship between Waupaca Middle School and the community. F. Instill positive school spirit.

2 ARTICLE IV: MEMBERSHIP AND DUES Section 1: Membership in the PTG shall be open to all parents or guardians of currently enrolled Waupaca Middle School students, teachers, and administrative staff who will uphold to the PTG by-laws. Section 2: Membership in the PTG is voluntary and shall be made available without regard to race, color, creed or national origin. Section 3: One may become a member of the PTG after they attend one PTG meeting, sign-up on the membership list, have read the conflict of interest policy, and commit to attend at least one other PTG meeting during the membership year. Section 4: Rights of members. Every member shall have the privilege to vote, make motions, serve on committees and serve as officers or appointed positions with the exception of having one vote per family. Section 5: The membership year of the Waupaca Middle School PTG shall begin on September 1 and end on August 31st of the following year. Section 6: There are no membership dues. ARTICLE V: POSITIONS IN THE ORGANIZATION Section 1: Officers: PTG Executive Board A. The Officers of Waupaca Middle School PTG shall be: President, Vice President, Secretary, and Treasurer. These persons comprise the PTG Executive Board. B. Term of Office: Officers shall serve for a minimum of one year, and a maximum of two consecutive years in one position. C. Officers will be installed during the last general meeting of the school year with the official term beginning July 1. D. The immediate Past-President shall serve in an advisory capacity to the PTG Board. E. All outgoing officers shall deliver to their successors, official materials at the close of their service of office. Section 2: Principal A. The Principal serves in a non-elected capacity to the PTG Board with voting privileges. B. The Principal shall be the authority on all matters pertaining to school policy and Page 2

3 procedure. C. Final authority on matters of safety during events and meetings shall lie with the Principal. D. The Principal shall attend PTG meetings. Section 3: Coordinators and Representatives In addition to the Executive Board, the board will have general PTG Board members which include Fund-Raising Coordinator(s), four Grade Level Representatives, a Faculty/Staff Representative, Labels Coorinator(s) and the addition of other offices when deemed necessary for operations. ARTICLE VI: DUTIES OF THE OFFICERS, COORDINATORS AND REPRESENTATIVES Section 1: Officers A. President: The President shall call and preside at all meetings of the PTG, be responsible for seeing that the wishes of the PTG Board are carried out, coordinate the work of the officers and committees in order that the goals of the organization may be promoted, keep copies of the Articles of Incorporation and by-laws, and ensure that tax form 990-N is filed annually for the PTG, the Conflict of Interest Policy is signed by all board members, and update officer changes to the government. B. Vice President: The Vice President shall attend all PTG meetings, act as an aide to the President and perform the duties of that officer in the absence or inability of the President to serve. Should the President resign, the Vice President shall automatically assume the Presidency. The Vice President shall also assess volunteer needs. C. Secretary: The Secretary shall attend all PTG meetings, handle correspondence of the organization, keep record and publish the minutes and votes of all meetings of the PTG, send notices of meetings to the membership, maintain the Articles of Incorporation, By-laws (update and record any amendments), certificate of insurance, and membership list, in a continuous record to be transmitted to the Secretary elect, and gather necessary meeting supplies and bring them to meetings. D. Treasurer: The Treasurer shall attend all PTG meetings, receive and deposit all monies of the PTG, keep an accurate record of receipts, disbursements, income, expenses, and bank account information, pay out the funds of the PTG in accordance with the by-laws and decisions of the PTG Board and membership, prepare financial reports for each meeting of the PTG and an annual financial report, file tax form 990-N annually to the IRS as required to keep tax-exempt status, and implement the PTG Board s approved budget. Page 3

4 Section 2: Coordinators and Representatives A. Fund-Raising Coordinator(s): The Fund-Raising Coordinator(s) shall attend all PTG meetings; shall evaluate fund-raising programs and activities for the PTG; and shall prepare a master calendar of the PTG fund-raising event. PTG shall try to have one large fundraiser each school year to fund our exempt purposes. B. Grade Level Representatives: The Grade Level Representatives shall attend all PTG meetings and shall serve as liaisons between the PTG Board and respective grades, by: 1. ensuring that any concerns, complaints, and suggestions from teaching staff are brought before the Board for consideration, 2. relaying pertinent information to the staff, and 3. providing input during Board meetings that represents the perspective of the teaching staff. C. Labels Coordinator(s): There shall be a labels coordinator to organize the counting and sending in of Labels for Education, Box Tops, and Milk Moola. Section 3: All A. All named in Article VI shall perform the duties outlined above as well as any other duties described in these by-laws, and such other duties as may be delegated by future PTG bylaws. B. All named in Article VI shall forward PTG materials to their respective replacements at the end of their term. C. All named in Article VI shall serve without compensation, with the exception that expenses incurred in the furtherance of the PTG s business are allowed to be reimbursed with documentation and prior approval. ARTICLE VII: COMMITTEES Committees shall be created by the Board as deemed necessary to promote and execute the objectives and purpose of the PTG. Committees may consist of members and board members, with the President acting as an ex officio member in all committees. The Executive Board shall appoint each chairperson, who shall then report a plan of work to be approved by the Board. No work shall be undertaken by a chairperson without the direct consent of the Executive Board. Section 1: Standing committees shall have a one year term. Section 2: Special committees, which are created and appointed for a specific purpose, shall be automatically out of existence when its work is done and its final report is received. ARTICLE VIII: ELECTIONS Section1: Consented nominations or intentions to run for an office shall be submitted to the President by the March meeting. Page 4

5 Section 2: The election for officers shall be held at the April meeting of the school year by a majority vote of the membership present. Section 3: Members seeking an office shall have attended the majority of the PTG s regular meetings during the current year for officer eligibility. Exceptions shall be voted on. Section 4: Voting shall be by voice vote. If more than one person is running for an office, a ballot vote shall be taken. The candidate receiving the most votes shall be deemed elected. Section 5: Term of Office: Officers shall serve for a minimum of one year, and a maximum of two consecutive years in one position. Section 6: No member shall hold more than one office concurrently. Section 7: No more than two positions of the Executive Board shall be held by Waupaca Middle School staff. Section 8: Officers will be installed during the last general meeting of the school year with the official term beginning July 1. Section 9: Newly elected officers shall meet with present members so as to learn policies, procedures, and roles. Section 10: All outgoing officers shall deliver to their successors, official materials at the close of their service in office. Section 11: The immediate Past-President shall serve in an advisory capacity to the PTG Board. Section 12: Resignations of officers are effective upon receipt by the Secretary of the PTG of written notification. Section 13: Whenever a vacancy occurs prior to the completion of an elected term, a replacement for the remainder of that term shall be appointed by consensus of the PTG Board. Section 14: Whenever an elected official fails to attend to his/her duties, that officer shall be relieved of that position by a majority vote of the PTG Board. Removal of an officer may also be done by majority vote of the other officers whenever, in the officers judgment, the best interests of the PTG will be served thereby. Section 15: The outgoing President shall submit any necessary changes of the officers to the State and other necessary agencies/affiliations. Page 5

6 ARTICLE IX: MEETINGS AND VOTING Section 1: Regular Meetings: The meetings of the PTG shall be held no fewer than six times per school year. The regular meeting shall be the third Tuesday of each month, in the WMS IMC at 6:30 and will be determined each school year. These dates may change if there are conflicts. A calendar shall be made available at the beginning of the school year. The secretary shall notify the membership of the regular meetings (by way of website, letter, , or school sign) at least one week prior and should include date, time, place and topics/agenda. Requests to present agenda items at a meeting shall be made to the secretary at least 5 days prior to the meeting and include topic and length of time needed for discussion. All parents, teachers and staff are invited to attend regardless of membership status. However, non-members do not have voting privileges. Section 2: Annual Meeting: The annual meeting shall be held at the April regular meeting. The annual meeting is for receiving reports, electing officers, and regular business. Section 3: Special Meetings: Special meetings shall be called by the president, any two members of the PTG board, or five general members submitting a written request to the secretary. Notice of the special meeting shall be sent to the members and/or parents at least 2 weeks prior to the meeting, by flyer, , or phone calls. Section 4: Committee meetings: Committee meetings shall be held at an interval agreed upon by the committees members. Section 5: Action Without a Meeting: Any decision that requires a vote to be taken that is not at an official meeting is considered to be action without a meeting. When deemed appropriate by the President, issues may be presented to the PTG Executive Board in person or via or phone and will be voted on by the PTG Executive Board with a two-thirds vote. Section 6: Voting. A two-thirds vote of the PTG Board as well as a majority vote of the membership present and voting at the meeting shall decide all issues. All votes shall be documented. Section 7: Rules of Order: The basic principles of Roberts Rules of Order shall govern the PTG in which they are applicable and in which they are not in conflict with these by-laws. A copy of Roberts Rules of Order shall be made available. ARTICLE X: FINANCES Section 1: The fiscal year shall coordinate with the school year, beginning July 1 to June 30. Section 2: The treasurer shall keep an accurate record of receipts, disbursements, income, expenses, and bank account information. Section 3: The board shall approve expenses of the organization. See Article XI: Budget 2.and 3. Page 6

7 Section 4: If the balance in the Remaining Funds sub account falls below $1,000, the board shall be notified to avoid a possible negative balance and to consider transferring monies from the Capital sub account. Section 5: Two authorized signatures shall be required on the bank account. One signature will be the Treasurer and the second being another officer. Section 6: One of the authorized signatures is required on each check, with a second person verifying the check. Section 7: No authorized reimbursement may be endorsed by the party receiving the reimbursement. Section 8: Monetary collections from fund raising or other activities shall be counted by at least one board member and another board and/or general member, recorded on a deposit slip to be verified and deposited by the treasurer or a different board member other than the original counter. Section 9: When possible, any purchases shall be made using the PTG s tax-exempt number (CES number). Section 10: The treasurer shall prepare a financial statement at the end of the year. Section 11: Tax form 990-N must be filed annually. If it is not filed within 3 years the ptg s exempt status will be terminated per Federal tax law. Section 12: Auditing: The Treasurer s accounts shall be examined annually by an auditor or an auditing committee of not less than two (2) members who, satisfied that the Treasurer s annual report is correct, shall sign a statement to that fact at the end of the report. The Treasurer s accounts shall be audited immediately when there is a vacancy in this office. Copies of the request for distribution forms and transactions of the PTG s financial account shall be made available at the school. Section 13: Funds raised during a school year shall be budgeted for the following school year. The PTG with the assistance of the Principal shall determine how these funds will be used and notify the families of Waupaca Middle School. Section 14: Fundraiser sub accounts shall be closed after all monies are collected and expenses paid. The balance shall be transferred to the Capital or Remaining Funds sub accounts as determined by the board. Section 15: The Teacher sub account shall be closed after the end of the fiscal year (June 30) with the balance transferred to the Remaining Funds sub account. Section 16: A new Teacher sub account shall be opened on September 1. The amount of monies Page 7

8 to be transferred from the Remaining Funds sub account is determined by the amount allotted for each teacher (voted on by the board in the previous fiscal year), and the number of teachers who have students in the classroom. Part-time teachers will be prorated. Section 17: On September 1, after funds are placed in the Teacher sub account and Business Expense sub account according to budget, a balance in the Remaining Funds account which exceeds $6000, shall be placed in the Capital Fund sub account. ARTICLE XI: BUDGET Section 1: General budget: An annual budget shall be prepared and presented each year by the Executive Board to members and voted upon by the membership present at the last PTG meeting of the school year. The final agreed upon budget shall be prepared by the Treasurer. Any additions or amendments to this budget may be voted on at the September meeting. Section 2: Fund Requests: Requests for funds shall be based on WMS s purpose/objectives and then evaluated using the following criteria: A. Equal access or allocation of funds to all persons in the same positions (for example, to all teachers or to all students school wide or at a particular grade level). B. Number of students expected to participate in an activity/availability of the activity to all students school wide or at a particular grade level. C. Enrichment value of an activity or program to the current curriculum. D. The number of students and/or faculty who will benefit from the activity. E. Social value or school/community service. F. Probability of other funding. Section 3: Budgeted Expenses A. Teacher Sub Account: Each year a specified amount of monies shall be placed in the Teacher sub account and further divided into individual teacher sub accounts to be used with the teacher s discretion for the benefit of their classroom students (must support our exempt purpose). The ending balance in the Teacher Sub account at the end of the fiscal year will be rolled over into the Remaining Funds sub account. The amount received by teachers in a given year will be determined by the ending fiscal year balance in the PTG account, the following year s budget, and upcoming fundraisers. i. Reimbursement: To receive reimbursement, a Request for Funds form shall be filled out with a detailed explanation for the purchase, along with a receipt and returned to the secretary. If the explanation supports our exempt purpose/objectives Page 8

9 he/she will be reimbursed by the treasurer. If the amount is greater than what is in the teacher s individual sub account, it is considered an unbudgeted expense. See Section 4: Unbudgeted Expenses. ii. Requests for reimbursement shall be made to the Treasurer within 3 months of purchase. iii.there will be no reimbursement if the purchase does not meet the PTG s purpose/objectives. B. Other budgeted sub accounts are Business Expenses, Remaining Funds, Capital Funds, and Fundraiser Accounts. Section 4: Unbudgeted Expenses A. Requested funds for non-budgeted expenditures shall be voted on as needed. A two-thirds vote by the PTG Board, as well as a majority vote of the membership present at the meeting is required to approve of and disburse funds. If it is an urgent matter that can t wait until the next meeting, as decided by the PTG President, approval can be done by or phone with a two-thirds vote by the PTG Executive Board. B. Prior to requesting PTG funds, requests shall first be presented to the Principal by the requester to check if the school s budget will cover the item being requested. C. A request for funds greater than the amount in their teacher sub account shall be voted on at the meeting. The person making the request shall submit a Request for Funds form with a detailed explanation to the Secretary, who will submit all necessary information to the PTG Board prior to the scheduled meeting date. D. Any request made over $400 shall be presented in person at the meeting by the requester. E. The PTG Board may recommend that a request be funded, partially funded, or not funded. F. The PTG Board reserves the right to delay or deny any request for funds without cause. Section 5: Capital Expenses A. The Capital Projects Committee shall allocate capital funds after recommendation. The Capital Projects Committee shall consist of the Executive Board, Principal, membership, and faculty/staff. B. All requests for capital projects shall be submitted in writing to the Capital Projects Committee. C. Recommendations of the Capital Projects Committee shall be published for notice to the membership, and voted on by the membership present at the next regular meeting. Page 9

10 D. Capital Expenditures differ from regular budget requests in the following ways: i. A capital expense is a one-time only request, not an ongoing year to year expense. ii. A capital expense should have a long lasting benefit to Waupaca Middle School. iii. A capital expense should benefit or be accessible to every teacher, or every student at Waupaca Middle School. This requirement would be met if the benefit were to every student at a particular grade level. Examples of capital expenditures are playground structures or equipment, improvements to the building or grounds, and equipment used by the faculty. Section 6: Withdrawing Funds from Capital Account to Supplement the PTG Budget: In the event that fundraising expectations fall short and the PTG yearly budget is not met, the Treasurer may request, in writing, monies from the Capital Account in order to meet the PTG budget. The PTG Board will review the written request and vote on the request at a regular meeting. ARTICLE XII: AMENDMENT TO THE BY-LAWS Procedure for amending these By-Laws shall be as follows: Section 1: Notices of the proposed amendment shall be given to the PTG Executive Board two weeks prior to the meeting at which the amendment is to be discussed. Section 2: All amendments shall then be ratified at a meeting of the membership of the PTG, by a two-thirds vote of the PTG Board and a majority vote of the membership present and voting at the meeting. ARTICLE XIII: REVISION OF BY-LAWS The PTG Board shall review the By-Laws every three years. The requirements for adoption of a revised set of by-laws are the same procedure as outlined for amendments. ARTICLE XIV: DISSOLUTION The organization may be dissolved with a two week notice and a two-thirds vote of those present at the meeting. Upon the dissolution of Waupaca Middle School PTG, any remaining assets should be used to pay any outstanding bills and, with the membership s approval, spent for the benefit of the Waupaca Middle School. Its assets must be given to an entity organized exclusively for charitable, educational, or scientific purposes within the meaning of section 501(c)(3) of the Internal Revenue Code. Prepared by Vicki Petkovsek Page 10

11 Approved on 5/22/13 Amended on 9/17/13 Amended on 1/21/14 Amended the following on 9/16/14: Addition in Article X: Finances, added Sections Reworded and moved the sentence in Article XI: Budget, Section 5 next to Capital Expenses to Article X: Finances Section 17. Change in Article XI: Budget, Section 3, ii from 2 months to 3 months. Omit the word subsequent in Article XII: Section 2. Page 11

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