HOOVER PARENT TEACHER ORGANIZATION BY-LAWS

Last updated March 19, 2004

ARTICLE I: NAME

The name of this organization is the Hoover Parent Teacher Organization, herein referred to as HPTO.

ARTICLE II: ARTICLES OF ORGANIZATION

The organization exists as an unincorporated association of its members. Its articles of organization comprise these by-laws, as from time to time amended.

ARTICLE III: OBJECTIVES

The objectives of this organization are:

1. To promote the welfare of our children during their elementary education.

2. To promote understanding and communication between parents and teachers.

3. To promote goodwill between the community and the school.

4. To provide parent volunteers, when requested by the school.

5. To present activities which enrich the students.

6. To enhance the facilities of the school.

7. To promote community and school spirit.

8. To conduct fundraising activities to meet the objectives of the organization.

ARTICLE IV: BASIC POLICIES

1. The organization shall be noncommercial, nonsectarian and nonpartisan.

2. The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the association in such matters shall make no commitment that bind the organization except by authorization of the Executive Committee.

3. The organization shall work with Corvallis School District 509J to support the improvement of education.

4. In the event of dissolution of HPTO, the assets shall be transferred to the Corvallis Public Schools Foundation earmarked strictly for use by Hoover Elementary School.

ARTICLE V: MEMBERSHIP AND DUES

Section 1: All parents and guardians of Hoover students and Hoover staff are members of HPTO.

Section 2: The organization shall conduct an annual enrollment where all members are encouraged to pay dues as prescribed by the Executive Committee.

ARTICLE VI: OFFICERS AND THEIR DUTIES

Section 1: The president shall select a nominating committee in February of each year.

Section 2: The officers of this organization shall be a president, president-elect, secretary, treasurer, and scrip manager. Past-President, if willing, shall serve in an advisory role.

Officers shall be elected by ballot annually at the May meeting.

Officers shall assume their official duties at the close of the last meeting of the school year, and shall serve for a term of one year.

Section 3: A vacancy occurring in any office shall be filled for the unexpired term, by a person elected by a majority vote of the remaining members of the Executive Committee (as defined in Article VIII)

Section 4: Officers may be removed from office by the majority vote of the Executive Committee.

ARTICLE VII: DUTIES OF THE OFFICERS

Section 1: The president shall:

1. Preside at all meetings of the Executive Committee.

2. Coordinate the work of the officers and the committees.

3. Promote the objectives of the HPTO.

4. Review monthly bank statements with Treasurer.

Section 2: The president-elect shall:

1. Perform the duties of the president in a temporary absence.

2. Perform other duties as may be assigned by the president.

Section 3: The past-president shall (if willing):

1. Act as an advisor to the president, Executive Committee, and membership.

2. Recruit candidates for offices.

Section 4: The secretary shall:

1. Record the minutes of all meetings of the organization and post them on the community bulletin board at Hoover School.

2. Be responsible for sending suitable messages to members as occasions warrant.

3. Perform other such duties as may be delegated to him/her.

Section 5: The treasurer shall:

1. Receive all money of the organization.

2. Keep an accurate record of receipts and expenditures.

3. Pay funds as authorized by the organization in accordance with the budget.

4. Present a financial statement at every meeting of the organization and at other times when requested by the Executive Committee.

5. Make a final report at the last meeting of the school year.

6. Review monthly bank statements with the president.

Section 6: The scrip manager shall:

1. Select and order scrip as necessary.

2. Keep track of scrip inventory.

3. Complete deposit slips, deposit funds at bank, and report deposit information to the treasurer.

4. Reconcile scrip account.

5. Market scrip to the Hoover community.

Section 7: All officers shall deliver to their successors all official materials before the end of the school year.

ARTICLE VIII: EXECUTIVE COMMITTEE

Section 1: The Executive Committee shall consist of the officers of the association and the principal of the school.

Section 2: The duties of the Executive Committee shall be:

1. To audit funds of the organization at least twice a year.

2. To fill any vacancy for the unexpired term of any organization officer.

3. To remove officers from office by majority vote.

ARTICLE IX: MEETINGS

Section 1: Regular meetings of this organization shall be held monthly during the school year, unless otherwise designated by the Executive Committee.

Section 2: Prior notice to all regular organization meetings must be provided to all the members.

Section 3: Those members present at any regularly scheduled meeting shall constitute a quorum.

Section 4: Minutes of each meeting shall be posted on the community bulletin board at Hoover School.

ARTICLE X: STANDING AND SPECIAL COMMITTEES

Section 1: A standing committee is any ongoing committee of the organization. A special committee is a committee that is created for a limited purpose.

Section 2: Standing and special committees shall be created by the Executive Committee as deemed necessary to carry on the work of the organization. Coordinators (Chairs) of these committees shall be selected by the Executive Committee, and their terms shall be concurrent with those of the officers.

Section 3: The coordinators of each committee shall present a plan of work to the Executive Committee for approval before commencement of the work or expenditure of funds.

Section 4: The coordinators shall update the event/activity manual before the end of the school year and deliver it to the Executive Committee. .

ARTICLE XI: FUNDRAISING

Section 1: All fundraising activities conducted by the organization must be approved by the Hoover principal.

Section 2: The fundraising activities sponsored by the organization shall not include door-to-door selling of products for profit.

Section 3: Donations raised by the organization become the property of the organization.

ARTICLE XII: MANAGEMENT AND DISBURSEMENT OF FUNDS: BUDGET

Section 1: A majority of the members present at any meeting of the organization is required to authorize the disbursement of organization funds except as follows:

a. The approval of the president/Executive Committee is required to disburse funds exceeding the amount specified in the annual budget.

b. The committee coordinators are authorized to disburse funds complying with the annual budget.

Section 2: Authorized funds will be disbursed by the treasurer upon verification of expenditures.

Section 3: The Executive Committee is responsible to audit funds of the organization at least twice annually.

Section 4: The preliminary HPTO budget shall be presented and approved by the last meeting of the school year.

Section 5: Checks and balances shall include:

a. Monthly bank statements shall be reconciled by the treasurer and reviewed by the president.

b. At least two (2) people will verify receipts at the close of each fundraiser, and sign and date a statement certifying the amount collected.

ARTICLE XIII: NONDISCRIMINATION POLICY

There will be no discrimination on the basis of race, sex, religion, or national origin in the selection of officers, committee members, or in any aspect of the business of the organization.

ARTICLE XIV: AMENDMENTS

Amendments to the by-laws must be presented at a regular meeting of the organization and approved by a two-thirds (2/3) majority vote of the members present. A committee may be appointed to submit a revised set of the by-laws for consideration. The adoption of a revised set of by-laws shall be the same as in the case of an amendment.