PTO Bylaws

V. Meetings

A. Regular Meetings. At least three general Membership meetings of
the organization shall be held during each school year. The time and
place of the meetings shall be announced at least fourteen (14)
calendar days prior to the meeting. One of the general Membership
meetings shall be the Annual Meeting, to be held in late Spring (no
later than May 31) for the purpose of the election of officers and
approval of the budget, including all programs, projects and
expenditures, for the following fiscal year.

B. Special Meetings. Additional meetings of the organization may be
called, either by vote of the Executive Board or by petition of a
minimum of ten (10) Members. The time and place of all Special
Meetings shall be announced at least seven (7) calendar days prior to
the meeting.

C. Quorum. Fifteen members present at a properly called General
Membership or Special Meeting shall be designated as a quorum and
shall be entitled to take action on behalf of the organization.

D. Voting. A majority vote of the Members present at any meeting
shall be required for all action to be taken by the organization.

VI. Officers

A. Positions. The officers of the organization shall consist of
President, Vice-President, Secretary, Treasurer, Financial Secretary,
Auditor and Parliamentarian. Where two persons are elected to fill the
same position, both of the persons shall be given all of the rights and
responsibilities of the office as enumerated herein, and each person
shall be allowed one vote. The President, Treasurer, Financial
Secretary and Auditor during any year shall not be related by blood or
marriage or reside in the same household. At the recommendation of
the Nominating Committee and upon the approval of the Executive
Board, officers may also include an Communications Chair and a
Community Resource Chair.

B. President. The President shall be the principal executive officer of
the organization and, subject to the control of the Executive Board
and the direction of the Membership, shall in general supervise and
control all of the activities of the organization. The President shall be
a member of the Executive Board and, when present, shall preside at
all meetings of the Executive Board and all meetings of the
Membership. The President shall represent the organization as a
member of the Menlo Park City School District Parent Teacher
Organization Council. The President shall select and appoint the
chairpersons and members of all Standing and Special Committees,
subject to the ratification of the Executive Board, and shall be an
ex-officio member of all committees of the organization except the
Nominating Committee. The President shall serve as Parliamentarian in
the following year. The President shall perform such other duties as
may be prescribed in these Bylaws or assigned by the organization.

C. Vice-President. The Vice-President shall perform the duties of the
President in the absence of the President. The Vice-President shall
represent the organization as a member of the Oak Knoll Site Council,
provided however, that if the Vice-President is unable to serve as a
member of the Oak Knoll Site Council, the Executive Board will appoint
another officer to so serve, and the Menlo Park City School District
Parent Teacher Organization Council. The Vice-President assumes the
President position in the following year. As the President-elect, the
Vice-President shall assume leadership in forming the committees and
assisting with creating the budget which will be in effect under his/her
presidency. The person in the position of Vice President serves a total
of three years on the Board: Vice President, President,
Parliamentarianand Parliamentarian. The Vice-President shall perform
such other duties as are assigned by the President or the Executive
Board.

D. Secretary. The Secretary shall keep the minutes of the
proceedings of the Membership and the Executive Board, shall keep
current copies of all organizational documents and records including
ensuring that copies of such are available in the school office, shall
keep the official history of the organization, shall collect publications
of the organization for its permanent records, and shall keep an
annual record of all of the activities of the organization, shall keep the
official list of Members, shall conduct all necessary correspondence of
the organization upon authorization of the President, Executive Board
or organization, shall see that all notices are duly given in accordance
with these Bylaws and, in general, shall perform all duties incident to
the office of Secretary and such other duties as may be assigned by
the President or the Executive Board.

E. Treasurer. The Treasurer shall have charge of and be responsible
for all funds of the organization. The Treasurer shall receive from the
Financial Secretary deposit slips for all monies received and deposited
for the organization, and shall make disbursements as authorized by
the President, Executive Board, or Membership in accordance with the
budget adopted by the Membership including securing officer
signatures as authorized in these Bylaws. The Treasurer shall collect
all membership dues as are established by the organization. The
Treasurer shall co-chair the budget committee and prepare the
budget for adoption by the Membership. The Treasurer shall present a
written financial report at each Executive Board Meeting and General
Meeting of the Membership and at other times as requested by the
Executive Board. The Treasurer shall be responsible for filing all tax
returns and other forms required by government agencies and for
ensuring that the organization has obtained appropriate insurance
coverage as determined by the Executive Board. The Treasurer in
general shall perform all duties incident to the office of Treasurer and
such other duties as may be assigned by the President or the
Executive Board.

F. Financial Secretary. The Financial Secretary shall receive and
give a receipt for all monies due and payable to the organization from
all sources, shall deposit such funds in such banks or other
organizations as are selected by the Executive Board, shall provide a
copy of the deposit slip to the Treasurer, shall keep an accurate
record of all receipts and authorizations for payment for filing with the
financial records of the organization, shall participate in drafting the
budget as Treasurer-elect for the following year, and shall perform
such other duties as may be assigned by the Treasurer, President or
the Executive Board.

G. Auditor. The Auditor shall audit the books and records of the
organization as of January 31 and July 31, shall prepare and present
to the Executive Board reports of such audits within 120 days, shall
audit the books and records upon resignation of the Treasurer or
Financial Secretary or at any other time deemed advisable by the
Executive Board, shall review and approve the monthly PTO bank
statements, and shall perform all duties incident to the office of
Auditor and such other duties as may be assigned by the President or
the Executive Board.

H. Parliamentarian. The Parliamentarian shall attend all meetings of
the Executive Board and the Membership and give necessary advice in
parliamentary procedure when requested, shall chair the Nominating
Committee and conduct the election of the officers, or shall, subject
to approval of the Executive Board, appoint an alternate to act in this
capacity in the Parliamentarian's stead. The Parliamentarian shall
review the Bylaws annually and recommend to the Executive Board
any suggested amendments to the Bylaws, or that the Bylaws
continue in force in unmodified form. If the Board approves suggested
amendments, the Parliamentarian shall propose those amendments to
the Membership for its approval. The Parliamentarian shall in general
perform all duties incident to the office of Parliamentarian, as well as
such other duties as may be assigned by the President or the
Executive Board.

I. Communications Chair. The Communications Chair shall oversee
written and electronic PTO communications to members, staff, other
district schools, district office to ensure the consistency and
timeliness of messages, including overseeing the editorial process of
the weekly school newsletter. The Communications Chair shall oversee
publicity to the community at large regarding PTO events under the
direction of the Executive Board and the District Office. The
Communications Chair shall ensure that relevant information from
Executive Board meetings is disseminated to interested parties in a
timely manner.The Communications Cchair shall also survey the
membership if directed by the Executive Board and report findings to
the Board and the general membership. The Communications Chair
maintain supplies of paper and oversees the equipment necessary for
various publications and shall perform such other duties as may be
assigned by the President, or the Executive Board.

J. Resource Chair. The Resource Chair shall serve as the primary
liaison between the organization and local businesses and community
resources. The Resource Chair shall keep records of goods, services
or underwriting donated to the PTO; make such records available to
Executive Board members, committee chairs and Members for use
when seeking donations from community businesses in order to avoid
redundancy of requests, oversee and approve correspondence and
external fundraising efforts between committees and outside vendors
or local businesses, oversee the publicity of summer camps to the
school community and organize community outreach events with local
merchants at the approval of the Executive Board. The Resource
Chair shall in general perform such other duties as may be assigned by
the President or the Executive Board. The Vice-President shall assume
the duties of the Resource Chair if the office of Resource Chair is not
filled.

VII. Elections

A. Procedure. The election of officers shall take place during the last
General Membership Meeting each year. All Members of the
organization may participate in the election. The Nominating
Committee shall present a slate of officers for election at least
fourteen (14) days prior to the last General Membership Meeting each
year, and the Nominating Committee will call for further nominations
from the floor. The election of the slate, if non-contested, may be by
voice vote. Any contested election shall be by written ballot.

B. Term of Office. The term of each officer shall be one year,
beginning on August 1 and ending on July 31 of each fiscal year. The
officers shall be elected annually, with the exception of the President,
which position shall be automatically filled by the duly elected
Vice-President from the preceding year, the Treasurer, which position
shall be automatically filled by the duly elected Financial Secretary
from the preceding year, and the Parliamentarian, which shall
automatically be filled by the duly elected President from the
preceding year, subject to approval by the Membership. At the
discretion of the Nominating Committee, officers may be nominated to
serve in the same position for a total of up to two terms. No more
than two officers shall repeat their position in any year.

C. Nominating Committee. The Nominating Committee shall be
responsible for receiving all suggestions for persons to serve as
officers. The committee shall prepare a slate of officers to present for
election by the Membership. The committee shall insure that all
nominees are Members, are willing to serve and are otherwise eligible
to assume the office.

D. Selection. A majority of the votes cast by the Members shall be
necessary for election. Should no person receive a majority of the
votes cast, a run-off between the two (2) persons who received the
largest number of votes shall immediately be held.

E. Vacancies. Any vacancy in office because of death, resignation or
inability to serve shall be appointed by the Executive Board for the
unexpired portion of the term. However, should a vacancy occur in
the office of the President, a Vice-President shall immediately assume
the office.