Guidelines of the Seaside Beaches Parent Teacher Organization
ARTICLE I: NAME
The organization shall be named Seaside Beaches Parent Teacher Organization (SBPTO); herein referred to as the SBPTO.
ARTICLE II: ARTICLES OF INCORPORATION
The SBPTO exists as an unincorporated association of its members. Its “articles of organization” comprise these guidelines, as from time to time amended.
ARTICLE III: MISSION STATEMENT
The SBPTO is organized for the purpose of supporting and enhancing experiences of the school’s students and staff:
- Providing an organization through which parents, school, and teachers can work cooperatively;
- Bringing into closer relation the home and the school, so that parents and teachers may cooperate intelligently in the education of SCCS students.
ARTICLE IV: POLICIES
Section 1: The SBPTO shall operate for charitable, educational, nonpartisan, non- sectarian, and non-commercial purposes and shall not discriminate based on age, sex, creed, or national origin.
Section 2: The policies of SBPTO are established to maintain a tax-exempt status as defined by Section 501(c) 3 of the Internal Revenue Code under Seaside School Consortium Inc.
Section 3: No part of the net earnings of the organization shall inure to the benefit of, or be distributed to its officers, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article III hereof.
ARTICLE V: FISCAL YEAR
The fiscal year of the SBPTO shall begin July 1 st and end on the following June 30 th .
ARTIVLE VI: MEMBERSHIP & DUES
Section 1: Membership. Membership is open to family, friends, and staff of Seaside Community Charter School and the Sea Turtle Early Learning Center.
Section 2: Dues. Each voting member shall pay annual membership dues of five dollars ($5.00) to the SBPTO. If parents participate in the bulk school supply order, it will automatically include one $5.00 voting membership due in the cost. If there is more than one person in your family who would like to attend the meeting and vote they may purchase one additional voting membership per family.
Section 3: Vote. Member voting privileges are reserved for up to two (2) parents/guardians per family. Each individual shall have one vote. Voting must be in person at the time of the vote only. The principal of SCCS must be present at the time of the vote. In the event that the principal is unable to attend, another administrator needs to be asked to fill in.
ARTICLE VII: OFFICERS
Section 1: Officers. The officers shall consist of an elected President, Past President, Vice President, Co-Secretaries, and Treasurer.
Section 2: Eligibility. Only members in good financial standing with Seaside Community Charter School and Sea Turtle Early Learning Center shall be eligible to serve in any officer position. An officer must currently have a child enrolled at Seaside Community Charter School or Sea Turtle Early Learning Center. In order to be elected in as an officer, members must have volunteered on a committee or in some official capacity for one year.
Section 3: Nominations & Elections. Nominations for Officers’ positions shall be submitted to the Past President.
Section 4: Term of Service. Officers shall be elected for a term of one calendar year (beginning July 1 st and ending on the following June 30 th ) by the SBPTO Voting Membership. An individual may serve three consecutive years as an officer. An individual may hold only one officer position at a time.
Section 5: Compensation. No officer shall be compensated by the SBPTO for their service.
Section 6: Attendance. Each officer shall attend the Executive Board and General SBPTO meetings.
Section 7: Removal from Office. An officer can be removed by SCCS administration at the recommendation of the SBPTO Executive Board.
ARTICLE VIII: OFFICER DUTIES
Section 1: President
The President shall:
- Preside over all meetings of the SBPTO.
- Prepare each meeting’s agenda.3. Be a member, ex officio of all committees.
- Assist in the total coordination of all committees and the SBPTO as a whole.
- Spend no more than $100 on any one item or combination of related items, not included in the budget, without the consent of the general membership.
- Appoint special committees as needed.
Section 2: Past President
The Past President shall:
- Act as parliamentarian.
- Head the nominating committee.
- Conduct a full review of the SBPTO Guidelines.
- Advise the acting President.
Section 3: Vice President
The Vice President shall:
- Perform the duties of the President in his/her absence, resignation, or inability to serve.
- Act in an advisory capacity to the President.
- Assist in overseeing Parents of Seaside facebook group.
Section 4: Secretary
The Secretary shall:
- Maintain all records of the SBPTO, including transactions and correspondence.
- Record the minutes of the meetings of the Executive Board and SBPTO and forward copies to each Executive Board member within two weeks of the recorded meeting.
- Circulate the minutes from the preceding SBPTO meeting at each SBPTO meeting.
- Maintain organized records from the planning of any event hosted by the SBPTO.
- Hold a paper copy and electronic file of the SBPTO Guidelines, Parliamentary Procedures, current Membership list, and minutes from every Executive Board meeting and general SBPTO meeting. These records should also be kept at a secure location at the school, and should be made available, upon request. All of the above should be turned over to the next Secretary to hold this position.
- Provide access to these Guidelines to each newly elected Executive Board Member prior to the first SBPTO general meeting.
Section 4: Treasurer
The Treasurer shall:
- Work in conjunction with the school bookkeeper to ensure that PTO fundraising is deposited and allocated appropriately.
- Report to PTO leadership accurate financial records of the SBPTO.3. Receive funds and deliver to school bookkeeper.
- Provide a financial report at each SBPTO and Executive Board meeting and at other times upon request of the Executive Board.
ARTICLE IX: EXECUTIVE BOARD
Section 1: Executive Board. The Executive Board shall consist of the President, the Past President, the Vice President, the Secretary, the Treasurer, and the Principal.
Section 2: Principal & Teacher Representative. The Principal and the Teacher Representative are not required to pay annual dues and shall each have one vote. The Principal will choose the Teacher Representative and is able to rotate it per meeting.
Section 3: Duties. The Executive Board shall conduct necessary business in preparation for the General SBPTO meetings and shall prepare a proposed budget to be voted upon by the SBPTO membership at the first general SBPTO meeting of the fiscal year.
ARTICLE X: MEETINGS
Section 1: Regular Meetings of the SBPTO. Shall be held no less than quarterly on a date and time pre-established by the Executive Board.
Section 2: Executive Board Meetings. Shall be held no less than quarterly on a date and time mutually agreed upon by the Officers.
Section 3: Special Meetings of the SBPTO. May be called at any time during the school year by the President or upon the written request to the Secretary of at least five (5) SBPTO members in good standing. The objective(s) of such Special meeting must be set forth and presented to the SBPTO membership at least 10 days prior to the meeting.
Section 4: Quorum. At least 10% of the current student population shall constitute a quorum. A quorum must be met in order for any vote to take place.
Section 5: The newly elected Executive Board shall meet at least once during the summer for the purposes of preparing a balanced budget proposal which shall be presented at that first general SBPTO meeting of the school year. A vote shall be taken at the first general SBPTO meeting as to either accept or amend the Executive Board’s proposed budget.
Section 6: The final SBPTO meeting shall take place prior to the close of school.
ARTICLE XI: FUNDS
Section 1: SBPTO funds shall be used for programs, events, and items that directly benefit the students and/or school.
Section 2: Income. All funds raised for the SBPTO must be documented and submitted to the school bookkeeper within 5 days of receipt.
Section 3: Expenses. Reimbursements shall be made only when following the financial guidelines and policies of the school. Reimbursements for all expenses shall be made only after receipts for the expenditures have been audited, documented, and approved by the SBPTO Treasurer. Reimbursement requests should be submitted to the SBPTO Treasurer within 30 days of the incurred expense or by three weeks prior to the end of the fiscal year, whichever comes first, and must be accompanied by a receipt. All unused funds must be returned to the SBPTO Treasurer immediately following the purchase.
Section 4: Carry-Over. The SBPTO is authorized to carry over funds for the following fiscal year as recommended by the Executive Board.
ARTICLE XII: PARLIAMENTARY AUTHORITY
Section 1: Rules. The rules contained in Robert’s Rules of Order, shall govern the SBPTO in all cases in which they are applicable and in which they do not conflict with these Guidelines. A copy of these rules shall be held by the Secretary and be made available at each meeting.
Section 2: Guidelines Committee. Past President will chair this committee to review the Guidelines. The Past President will invite members to the committee to review and bring their results to the SBPTO Board. If changes are suggested the SBPTO Executive Board can submit a revised set of guidelines to be voted on by majority vote where quorum is met at a general SBPTO meeting. All approved amendments shall become effective immediately and recorded by the Secretary.
ARTICLE XIII: DISSOLUTION
Upon the dissolution of SBPTO, all remaining funds will be donated to the school.
Last amended June 2, 2018