Cornwall Central Middle School Bylaws
These rules of the Cornwall Central Middle School Parent-Teacher Organization are subject to the Trust Declaration of Cornwall Parent-Teacher Organizations, a charitable trust that combines the schools’ PTOs.
Article I. Name
The name of this organization is the Cornwall Central Middle School Parent-Teacher Organization (herein referred to as PTO and The Organization).
Article II. Articles of Organization
The organization exists as an unincorporated organization of its members. Its Articles of Organization comprise these bylaws and, from time to time, may be amended. These bylaws shall govern this organization. The rules of the Cornwall Central Middle School PTO are subject to the Trust Declaration of Cornwall Parent-Teacher Organizations, a charitable trust that combines the schools’ PTOs.
Article III. Objectives
This organization is organized exclusively for the support of educational purposes under section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Article IV. Basic Policies
The basic policies of the organization are as follows:
The organization shall be non-commercial, non-sectarian, and non-partisan.
The organization shall not participate or intervene in any political campaign for public office.
The name of the organization or the names of the members in their official capacities shall not be used in any connection with a commercial concern or for any partisan interest or for any purpose not appropriately related to promote the objectives of the organization.
The organization shall work with the schools to provide quality education for all children and shall seek to participate in the decision-making process, establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.
The organization may cooperate with the other organizations and agencies concerned with child welfare, but the persons representing the organization shall make no commitments that bind the organization.
Any extra-curricular activities that come under the auspices of the PTO shall abide by the PTO bylaws as well as the CCMS Code of Conduct (available at district website).
Article V. Membership and Dues
Any individual who acts in the capacity of a guardian for a student of the Cornwall Central Middle School or is a member of the staff of the Cornwall Central Middle School, or is an immediate past PTO officer (having served within the last two years) and who abides by the objects and basic policies of this organization may become a member.
Upon payment of annual dues, subject to compliance with the bylaws, membership in this organization shall be available without regard to to race, color, religion, sex, pregnancy, national origin, ancestry, age, disability, marital status, sexual orientation or expression, or any other protected status.
Annual dues for membership shall be set in the spring of the preceding academic year.
The organization shall conduct an annual enrollment of members, but may admit persons to membership at any time. The membership year shall begin on July 1 and end June 30 of the succeeding year, in conjunction with the CCMS PTO fiscal year.
Only members of the organization shall be eligible to vote on any proposals or necessary business at the meetings of the organization, or to serve in any of its elective or appointive positions.
Article VI. Officers and their Election
Section 1. Officers and their election
The officers of the organization shall consist of a President, a First Vice President, a Second Vice President, four Grade Coordinators, a Recording Secretary, Corresponding Secretary, and a Treasurer. All positions may be held by more than one person, if so elected.
Officers shall be elected by ballot or vote at a regular meeting of the organization in the month of May or June. All officers must be paid members of the organization during the term for which they have been elected.
Officers shall take office following the close of the meeting in the month of June, and shall serve for a term of two years. The term of office shall be as follows: the President, First Vice President, and the Recording Secretary will be elected in odd years. The Second Vice President, Treasurer, and Corresponding Secretary will be elected in even years. Grade Coordinators will be elected every year.
A person shall not be eligible to serve more than two consecutive terms in the same office. An officer who has served more than one-half of a term shall be credited with having served that term.
No person shall hold more than one office at the same time.
Section 2. Nominations
Nominations for officers shall be accepted from the floor by members at large in accordance with parliamentary procedure.
If circumstances warrant, a Nominating Committee may be formed. The Nominating Committee shall nominate all eligible persons for each office to be filled and report its nominees at the regular meeting of the organization, at which time additional nominations may be made from the floor.
Eligible members of the nominating committee may be nominees for office without resigning from the committee.
The committee will advertise positions of office available and post the job descriptions for each office by notice to all parents/guardians during March via in-school announcements as well as the PTO website. In addition, these advertisements shall go to parents of incoming students as well as the PTO website.
All nominees will be contacted by the Nominating Committee prior to the April general meeting. Only those persons who have consented to serve shall be put on the election ballot.
The Nominating Committee will announce at the April general meeting all persons nominated.
Floor nominations will be accepted at the May general meeting provided they are seconded.
A notice of elections will be distributed to incoming 5th Grade parent/guardians. These parent/guardians are eligible to be nominated for a position on the Middle School PTO Executive Board. They are also eligible to be considered as an Event Chairperson for the following school year, provided they are current Cornwall Parent-Teacher Organization Inc. Members.
In the case of a national, state, district or school wide emergency, nominations and elections may be held digitally and records of such will reflect in monthly agenda and minutes.
Section 3. Election Procedures
Ballots may be printed with each nominee’s name and by the position for which he/she seeks election, at the May general meeting.
All ballots will be counted by a member of the Executive Board who is not up for reelection and by a Faculty member.
Prior to a vote being taken, there will be time given for members to pose questions to nominees or to make comments.
The nominee with the most votes for that position will be officially elected to that office.
Incoming Executive Board and committee chairs shall be introduced at the scheduled June general meeting.
Current Cornwall Parent-Teacher Organization Inc. Members have voting privileges during the election process.
Section 4. Vacancies
A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board. Notice of such election shall be given by the President. In the case of a vacancy occurring in the office of the President, the First Vice President shall serve notice of the election.
Article VII. Duties of Officers
Section 1. The President shall:
Preside at all meetings of the organization and the Executive Board at which he/she may be present.
Oversee all standing and special committees, with voting privileges.
May appoint chairpersons for standing or special committees.
Coordinate the work of the officers and committees of the organization in order that the objectives of the organization may be promoted.
Share fiduciary responsibility with the Treasurer.
Be joint signer with the first Vice President and/or Treasurer for all disbursements.
Communicate and coordinate specific activities and events with other PTOs in the Cornwall Central School District.
Perform such other duties as may be prescribed in these bylaws or assign to her/him by the organization or by the Executive Board.
Maintain all permanent records and reports of the organization.
Section 2. The First Vice President shall:
Act as an aide to the President.
Perform, in their designated order, the duties of the President in the absence or inability of that officer to act; and this shall not apply if the office of the president is vacant.
Direct the membership drive and collect membership dues. Such dues will be recorded and funds surrendered to the Treasurer.
Will compile and disseminate volunteer lists that arise from the membership drive.
Be joint signer with the President and/or Treasurer for all disbursements.
Oversee hospitality for PTO functions.
Keep accurate accounting of membership rank and file in coordination with the Treasurer.
Section 3. The Second Vice President shall:
Serve as an aide to the President.
Direct and coordinate the fundraising activities of the organization.
Review the monthly reconciled bank statement submitted by the Treasurer.
Section 4. The Secretary shall:
Record the minutes and take attendance of the Executive Board at all meetings.
Maintain a permanent file of the minutes, committee reports, bylaws, and the records pertaining to their work of the organization.
Send minutes of meetings to the Executive Board within one week after meeting.
Provide copies of minutes for review at the subsequent meeting.
Conduct the correspondence of the organization under the direction of the President, e.g., newsletters, thank you notes, condolence cards.
Send notice of meetings as required.
Be responsible for press releases and announcements as necessary.
Section 5. The Treasurer shall:
Have custody of all of the funds of the organization.
Share fiduciary responsibility with the President.
Keep a full and accurate account of receipts and expenditures, as authorized by the organization.
Make disbursements in accordance with the budget adopted by the organization, as authorized by the President, Executive Board, or organization.
Be joint signer with the President and/or First Vice President for all disbursements. Present a financial statement/report at every meeting of the organization and at other times when requested by the Executive Board, and this financial report shall be attached to the monthly minutes.
Present a reconciled bank statement monthly to the Second Vice President for his/her review.
Present a full annual financial report signed by the Finance Committee at the annual budget management/reorganization meeting, in accordance with Article IX, Section 2.
The Finance Committee, consisting of not less than two members, shall be appointed by the Executive Board at the last meeting in June. In lieu of a Finance Committee, the Executive Board may hire a professional auditor to perform these duties. Such a committee shall be responsible for a full annual review and report of the Treasurer’s books, and will sign a statement to that fact.
Be responsible for the maintenance of books of accounts and records.
Keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipt, and disbursement of the organization, including the number of its members and the dues collected.
Section 6. The Grade Coordinators shall perform the following duties, each coordinator being responsible for one grade level (Grade 5, 6, 7 and 8):
Be responsible for the overall coordination of activities and events specific to their respective grade level.
7th Grade Coordinator is responsible for the coordination of flowers and decorations at the 8th Grade moving up ceremony.
Report directly to the president.
Communicate information to the students and parents in the respective grades concerning upcoming activities.
Coordinate hospitality for grade-specific PTO events under the aegis of the First Vice President.
Be responsible for the initiation of the phone chain, as directed by the Principal.
Section 7. Each officer shall:
Perform the duties outlined in the bylaws those prescribed in the parliamentary authority, and those assigned from time to time.
Upon expiration of his/her term of office or in case of resignation, deliver to his/her successor all material pertaining to his/her office not later than ten days following the transfer of office.
Article VIII. Executive Board
Section 1. The Executive Board shall:
Consist of the officers of the organization identified in Article VII section 1 thru 6.
The Executive Board may create such committees, standing or special, as it may deem necessary to promote the objectives and carry on the work of the organization.
Section 2. The duties of the Executive Board shall be:
To transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the organization.
To approve the plans of work of all committees.
To present a report at the regular meetings of the organization.
To serve on the Budget Committee.
Section 3. Executive Board meetings
Meetings of the Executive Board may be held monthly during the school year as deemed necessary.
A majority of the Executive Board shall constitute a quorum.
Special meetings of the Executive Board may be called by the President or upon the request of a majority of the members of the Executive Board.
In the case of a national, state, district or school wide emergency, Executive Board meetings may be held digitally and records of such will reflect in monthly agenda and minutes.
Article IX. Meetings of the Organization
Section 1. General meetings
A minimum of four regular meetings of the organization shall be held during the school year, the dates and times to be established by the President prior to the onset of the academic year. Five days notice shall be given of a change of date, when possible. In the case of a national, state, district or school wide emergency, meetings may be held digitally and records of such will reflect in monthly agenda and minutes.
Section 2. Budget/Reorganization meeting
The budget/reorganization meeting shall be held prior to the first organizational meeting of the academic year.
Section 3. Special meetings
Special meetings of the organization may be called by the President or by majority of the Executive Board. In addition, upon written request of the thirty-three percent (33%) of the membership, the President shall call a special meeting. Five days notice shall be given, when possible, of any special meeting.
Section 4. Quorum
Four members of the Executive Board shall constitute a quorum for the transaction of business in any meeting of the organization.
Section 5. Social Distancing
In the event it becomes necessary, the organization will abide by all state, local and school district recommendations regarding social distancing. These regulations will apply to, but are not limited to, organization and executive board meetings, officer nominations and elections, fundraisers. and any and all organization-sponsored activities and events.
Article X. Committees
Committee chairpersons shall be solicited in April.
The chairperson of each committee shall present a plan of work to the President for approval. No committee work shall be undertaken without the approval of the President.
At the next general meeting following the conclusion of the event, the committee chairperson shall submit to the Executive Board and to the membership at large a summary report of the event’s costs, attendance, and any other pertinent information.
Article XI. CCMS Music Boosters
The PTO sponsored CCMS Music Boosters is a standing committee whose objective is to enhance and enrich the music program experience for all 5th, 6th, 7th and 8th grade students participating in bands, orchestras and choruses.
This will be a financially self-sustaining group supported by fundraising as well as donations. All fundraising would be approved by the principal and communicated to the PTO Executive Board in a timely manner.
The funds raised will be used to directly enhance the music program by providing awards, programs and tools benefiting the musicians, outside of what the school administration has budgeted for these programs. The Boosters do not intend to pay for everyday expenses such as sheet music, salaries, instruments, etc. but hope to supplement what our school budget does not include.
The director of the CCMS Music Boosters shall be appointed by the President with the approval of the Executive Board by majority vote. The term of the director shall be one year. The duties of the CCMS Music Boosters director shall be:
To present a report at the regular meetings of the organization including a financial report from the CCMS Music Boosters Treasurer;
To coordinate the scheduling of meetings and activities, etc. through the office of the school principal;
To prepare a CCMS Music Boosters budget with the CCMS Music Boosters Treasurer and present it to the Executive Board for approval.
The Treasurer of the CCMS Music Boosters is appointed by the President with the approval of the Executive Board by majority vote. The term of the CCMS Music Boosters Treasurer shall be one year. The duties of the CCMS Music Boosters Treasurer shall be:
Having custody of all the funds of the CCMS Music Boosters in a bank account, separate from the general PTO funds;
Keeping a full and accurate account of receipts and expenditures;
To make disbursements in accordance with the CCMS Music Boosters budget, as authorized by the President, Executive Board and/or CCMS Music Boosters director.
Obtaining one additional signature of either the President or PTO general Treasurer on all disbursements;
To prepare a CCMS Music Boosters budget with the CCMS Music Boosters director and present it to the Executive Board for approval.
Upon dissolution of the CCMS Music Boosters, its assets shall revert back to the PTO General Fund.
Article XII. Fiscal Year
The fiscal year of the organization shall begin on July 1 and end the following June 30.
Article XIII. Non-inurement
No part of the net earnings of the organization shall inure to the benefit of, or be distributed to, its members, officers, or other private persons, 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 objectives of the organization.
Article XIV. Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised, shall govern the organization in all cases as long as they are not in conflict with these bylaws.
Article XV. Amendments
The bylaws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at the previous meeting, and available at a designated location.
Every three years, the bylaws shall be reviewed by a committee, revised if necessary, and reapproved by the organization.
Article XVI. Dissolution of the Organization
The organization may dissolve and terminate in the following manner:
Upon receipt of a petition recommending dissolution of the organization, and signed with their names and addresses by 25 members or ten percent of the membership, whichever is larger, not including members of the Executive Board. The Executive Board shall submit the question of dissolution to a vote at a special meeting.
Written notice stating the question of such dissolution shall be given to each member entitled to vote.
Only those persons who were members of the organization on the date of submission of the question of dissolution and who continue to be members on the date of the special meeting shall be entitled to vote on the question.
Approval of dissolution of the organization shall require the affirmative vote of two-thirds of the members present and entitled to vote at the special meeting, a quorum being present.
Upon dissolution of the Cornwall Central Middle School PTO, its assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, through the Cornwall Central Middle School.
Revised and Adopted on March 13, 2021
Susan Conti, President
Jennifer Haenlein, First Vice President
Joanna Paez, Secretary
Explanation of What a Procedure is:
Procedures are more flexible than bylaws, in that they:
May be changed at any meeting by a majority vote and without previous notice.
Are rules that an organization uses to administer affairs.
Help members to consider each provision and formulate instructions for applying the provision.
I. DONATION PROCEDURES
A. General Guidelines
1. Prior year’s donations do not establish a criterion for subsequent donations in the future.
2. Current PTO President can make discretionary decision of up to $50 without approval such as, but not limited to, memorial donations and retirement.
B. Inside Cornwall Central Middle School Gifts to School
1. No maximum cap on donations per approval of the Budget Committee or majority vote at a general meeting and following CCSD procedures.
2. Can be used for capital improvement (i.e., buildings and grounds).
C. School District – Support programs that benefit our district (i.e., Project Safe Graduation).
D Outside Community – the programs that benefit our community
1. Written request must be submitted.
2. Not to exceed $100 per request
3. Must meet requirements of a non-profit organization.