BLUE VALLEY WEST HIGH SCHOOL
PARENT TEACHER ORGANIZATION, INC.
The name of the organization is the Blue Valley West High School Parent Teacher Organization, Inc. of Johnson County, Kansas. (d/b/a BVWHS PTO)
II. ARTICLES OF ORGANIZATION
The organization exists as a non-profit, incorporated organization of its members. Its “articles of organization” comprise these by-laws, as from time to time amended or waived under extraordinary conditions, and its articles of organization, if any. In the absence of separate articles of organization, the by-laws shall be deemed to be the articles of organization. In the event of any conflict between these by-laws and the articles of organization, these by-laws shall govern.
III. PURPOSE AND OBJECTIVES
The organization exists to bring together parents and teachers of Blue Valley West High School for the following purposes:
To promote the education, health, safety and general welfare of all Blue Valley West High School students.
To develop better communication among parents, Blue Valley West High School administrators, teachers, students and community.
To support student activities at Blue Valley West High School.
To acquaint new parents and students with Blue Valley West High School.
To use all funds and dues collected for the administration of the organization and the promotion of Blue Valley West High School.
IV. BASIC POLICIES
The following are basic policies of this organization:
A. The organization shall be noncommercial, non-profit, nonsectarian, and nonpartisan.
B. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the objectives of the organization.
C. The organization shall not, directly or indirectly, participate or intervene on behalf of, or in opposition to, any political campaign or any candidate for public office.
D. The organization shall work with the school to provide quality education for all the children and youth and shall seek to participate in the decision making process establishing school policy, recognizing that the legal authority to make final decisions have been delegated by the people to the Board of Education.
E. The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization.
F. The organization will maintain and post a Transparency and Reporting Policy. It is the responsibility of all officers, board members and association members to report ethics violations or suspected violations in accordance with this policy. (Addendum “A” to By-Laws)
Membership is open to any person, family or business that registers and pays dues as established by the Executive Board. Membership shall be for a period of one year, concurrent with the fiscal year. Members are entitled to receive all benefits of the organization.
Meetings shall be held as established by the Executive Board. A simple majority of the Executive Board shall constitute a quorum for transaction of all business of the organization at said meetings. Members shall be notified by email of scheduled meetings. Special meetings called by the President or three (3) members of the Board of Directors shall have a minimum of seven (7) days notice given to the membership. The annual meeting shall be held in May for the purpose of electing the executive officers for the coming year and for the Treasurer to present the annual report. A budget for the upcoming year will be created by the incoming Executive Board at the end of the fiscal year and will be approved by a vote of the membership at the first General Membership meeting of the fiscal year.
All PTO members in good standing have one vote in any issue presented at any General Membership meeting with the exception of requests made for the funding of grants. Those items will be voted on by the Board of Directors only. The President does not vote unless there is a tie. A motion can be approved by a simple majority of those members in good standing who are present and eligible to vote.
The Executive Board shall consist of the President, Vice President of Ways and Means, Vice President of Activities, Vice President of Operations, the Secretary and the Treasurer. More than one individual may fill a position. School board members are not eligible to be on the Executive Board coincident with their term on the Board of Education.
The Board of Directors shall consist of the Executive Board and all Committee Chairpersons. Standing Committees are as follows:
Ways and Means: Concessions, Fundraising, Spirit wear/merchandise
Activities: After Prom, Family and Student Wellness, Hospitality,
Senior Coordinator, Staff Appreciation, Welcoming
Operations: BV Educational Foundation Liaison, SBL Liaison, Web Site
Liaison, Legislative Representative, Membership, Nominating,
Volunteers, Directory, Sponsorships, Grants, Scholarships
Members of the Board of Directors shall be members in good standing of the organization.
The building principal, or his/her representative, shall be an ex-officio member of the Board of Directors.
The new members of the Board of Directors shall take office at the conclusion of the May meeting, with the exception of the Treasurer who shall remain in office through the end of the fiscal year. The Executive Board shall have an organizational meeting(s) preferably before the school year begins.
Members of the Board of Directors shall serve no more than two (2) consecutive terms in the same office (position) or no more than three (3) consecutive years on the Executive Board without special approval of the general membership.
The Board of Directors shall have the authority to conduct business and carry out the objectives of the organization.
Any vacancy occurring on the Executive Board shall be filled by appointment of the President, or in his/her absence, the Vice President of Operations, with the approval of the Executive Board. Any member of the Board of Directors who cannot attend regular meetings or fulfill his/her responsibilities may be replaced at the discretion of the Board of Directors.
If a committee needs to be added or deleted, a discussion will be held at a general meeting. A motion will then need to be made and voted on in accordance with Article VII of these by-laws.
IX. NOMINATIONS AND ELECTIONS
Each January, the Executive Board shall appoint a Nominating Committee of at least five (5) persons for the purpose of selecting candidates for the Board of Directors. Said Nominating Committee Chairperson shall be a current Board of Director member, with the other members appointed from the membership-at-large. The slate of Executive Board nominees shall be presented to the membership at the April meeting and nominations taken from the floor. The election of the Executive Board shall be held at the annual meeting.
The Nominating Committee shall present a list of filled committee chair positions and solicit suggestions for unfilled positions at the annual meeting. Unfilled positions shall be appointed by the newly elected Executive Board.
The duties of the Executive Board shall be to transact business between meetings in preparation for the general meetings, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills and prepare reports and recommendations to the membership.
Shall direct and coordinate the activities of the organization.
Shall vote only in case of tie.
Shall preside at all meetings of the membership and the Board of Directors.
Shall serve as liaison between this organization, Blue Valley West High School, Blue Valley School District and other parent organizations.
Shall be responsible for programs presented to the membership.
In the event that the President should be unable to fulfill his/her duties, the remaining Executive Board members will determine the PTO’s organizational structure for the remainder of the year.
Shall exercise all the power and authority to perform all the duties of the President in his/her absence or disability.
Shall oversee duties of committee chairpersons as listed and collect monthly committee reports from chairpersons (if the committee chairman is unable to report themselves) and an annual committee report in May.
Shall attend meetings of the membership as dictated by the laws of this organization.
Shall attend and record the minutes of meetings of the membership and provide copies of said minutes to the Executive Board. Minutes of the meetings shall be posted online and kept on file and made available upon request to the membership or the Blue Valley West High School administration.
Shall be responsible for written correspondence.
Shall be responsible for receiving and depositing monies due to the organization in an authorized bank account and making disbursements from those funds for authorized expenses of the organization as approved by the Board of Directors.
Shall file all Federal and State Reports as required.
Shall present written statements at all Board of Directors meetings.
Shall furnish a written report to the membership at the annual meeting.
Shall submit the books to a CPA or professional accountant not affiliated with the organization or individual Board members that has been selected by the Executive Board to perform an outside audit in the month following the end of the fiscal year.
Shall, along with the Executive Board, prepare a preliminary budget for the upcoming year to be reviewed at the summer Executive Board meeting.
Shall attend meetings of the membership as dictated by the laws of this organization.
Shall maintain a notebook outlining duties, expenses and detailed reports.
Shall pass on notebook to successor at the May meeting or at the notebook exchange organized by the President.
Shall post a written summary report in their notebook and provide copies to the President and their reporting Vice President at the May meeting.
Shall attend meetings of the Membership as dictated by the laws of this organization.
XI. BANK ACCOUNT
The Executive Board shall select a bank for the purpose of maintaining an organization bank account. Funds deposited in said bank shall be withdrawn by checks written by the Treasurer and signed by the President or a Vice President for approved expenditures. Monthly bank statements shall be reviewed and signed by the Secretary.
Concessions and Spirit wear/merchandise managers shall maintain independent tracking records/spreadsheets as needed for the purpose of duly tracking products bought and sold through their areas of responsibility. The managers shall provide spreadsheets to Treasurer and Vice President of Ways and Means as requested, and no less frequently than in the month following the close of Fall, Winter and Spring activities. A review of these records will be performed annually by the incoming and outgoing Treasurers or by one of the Treasurers and another member of the Executive Board.
The Executive Board may disburse up to $250 for an expenditure. Any expenditure over $250 must be approved by a majority vote of the Board of Directors in accordance with Article VII.
No monetary awards are to be provided to individuals.
These by-laws will be reviewed and amended every three (3) years or as needed by a simple majority vote of the Board of Directors followed by approval of the attending membership at a special meeting or regular monthly meeting. A minimum of fourteen (14) days notice must be given to the members of the organization as to the date of the meeting and proposed amendments.
XIII. FISCAL YEAR
The fiscal year of the organization will begin July 01 and end the following June 30.
XIV. PARLIAMENTARY AUTHORITY
The rules of parliamentary practice set forth in Robert’s Rules of Order Revised shall govern the proceedings of this organization, subject to the special rules, which have been ormay be adopted.
BVW PTO Transparency and Reporting Policy
(addendum “A” to By-Laws)
BVW PTO requires officers, board members and association members to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of the BVW PTO, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.
It is the responsibility of all officers, board members and association members to report ethics violations or suspected violations in accordance with this Transparency and Reporting Policy (aka Whistleblower Policy).
No officer, board member or association member, who in good faith reports an ethics violation shall suffer harassment, retaliation or any adverse consequence. This Transparency and Reporting Policy is intended to encourage and enable board members and others to raise serious concerns within BVW PTO prior to seeking resolution outside BVW PTO.
BVW PTO has an open door policy and suggests that members share their questions, concerns, suggestions or complaints with someone who can address them properly. In most cases, the president is in the best position to address an area of concern. However, if you are not comfortable speaking with the president or you are not satisfied with the president’s response, you are encouraged to speak another officer or board member of BVW PTO. Officers, and notified board members are required to investigate suspected violations in a fair and confidential manner. For suspected fraud, or when you are not satisfied or uncomfortable with following BVW PTO open door policy, individuals should contact the Blue Valley School District.
The BVW PTO executive committee is responsible for investigating and resolving all reported complaints and allegations concerning violations, and shall advise the Executive Board should
misdeeds have been determined.
Acting in Good Faith
Anyone filing a complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious offense.
Violations or suspected violations may be submitted on a confidential basis by the complainant or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.
Handling of Reported Violations
The Executive Committee will notify the sender and acknowledge receipt of the reported violation or suspected violation within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.