NEST Bylaws

Adopted: September 20, 2011
Revised: April 22, 2015

ARTICLE I: NAME
ARTICLE II: PURPOSE STATEMENT
ARTICLE III: POLICIES
ARTICLE IV: MEMBERSHIP
ARTICLE V: THE EXECUTIVE BOARD
ARTICLE VI: DUTIES
ARTICLE VII: MEETINGS
ARTICLE VIII: TERMS OF SERVICE
ARTICLE IX: VOTING PRIVILEGES
ARTICLE X: FINANCES
ARTICLE XI: NOMINATIONS AND ELECTIONS
ARTICLE XII: AMENDMENT OF BYLAWS

ARTICLE I: NAME

The name of this organization shall be known as NEST (Nurturing Exceptional Students & Teachers).

ARTICLE II: PURPOSE STATEMENT

The relationships within National University Academy’s Sparrow Program Community, which includes students, teachers, staff, parents, and patrons, are a vital influence on the success of our children’s futures. Therefore, our purpose is to foster a sense of support, pride and enthusiasm; to encourage parent and public involvement in National University Academy’s Sparrow Program; and to bring into closer relation the home and the school, that the parents and teachers may cooperate intelligently in the education of children and youth. This organization shall provide service for school functions, engage in fundraising projects, encourage parent, teacher, and community involvement, and cooperate with school administration in providing educational opportunities.

ARTICLE III: POLICIES

SECTION I: The PTO shall operate for charitable, educational, nonpartisan, non-sectarian, and non-commercial purposes and shall not discriminate based on age, sex, creed, sexual orientation or national origin.

SECTION II:       The policies of the PTO are established to maintain a tax-exempt status as defined by Section 501(c)(3) of the Internal Revenue Code.

SECTION III: The name of the PTO and the names of any of its members in their official capacities shall not be used in any connection with a commercial concern or political interest or for any purpose not appropriately related to the Mission of the PTO.

SECTION IV: The PTO policies shall be further developed and revised through meetings, conferences and committees and shall not direct or control the administrative activities of the school.

ARTICLE IV: MEMBERSHIP

SECTION I: General Members shall be:

1. All parents, stepparents, and/or guardians of students.

2. All National University Academy’s Sparrow Program teachers, administrators and support staff.

SECTION II: Honorary Members may be:

1. Patrons and community members who take an interest in National University Academy’s Sparrow Program.

2. Honorary Membership status must be renewed every school year and will be done at the discretion of the Executive Board.

SECTION III: Voting Members shall be:

1. All general members have the right to vote on all issues before the organization, but shall not have the right to elect officers or hold office.

2. All general members who have attended 5 or more meetings shall be designated as “Voting Members”.  Voting Members shall have the right to vote on all issues before the organization, to elect officers, and to hold office. The Executive Board can vote to lower this requirement for positions otherwise unfillable, so long as significant attempts have been made to adhere to it.

SECTION IV: The Executive Board may establish dues, if any, for members. If dues are charged, a member must have paid his or her dues to be considered a member with voting rights.

ARTICLE V: THE EXECUTIVE BOARD

SECTION I: The Executive Board may consist of the following elected officers to minimally include a President, Vice President, Secretary and Treasurer.

ARTICLE VI: DUTIES

SECTION I: Duties of the Executive Board

1. The Executive Board has the authority to reassign specific job duties as required.

2. The Executive Board shall establish the objectives of the organization and determine the policy for the development of the objectives.

3. No member shall hold more than one office at a time.

4. To create standing committees and to appoint chairpersons.

5. To approve the plans of work of the committees chairperson.

6. To transact necessary business in the intervals between meetings.

7. Put together a yearly budget to be approved. To work from that budget to pay the bills.

8. Special meetings of the Executive Board may be called by the President or by any member of the Board if needed.

9. Hold Executive Board meetings throughout the school calendar.

10. Hold monthly general member meetings throughout the school calendar.

11. Removal of position is possible if said person has not performed their duties.

12. Appoint new board members if and when the need arises.

13. Get the school principal’s approval. The school principal needs to be made aware of planned activities. He/ She may or may not approve an activity if they deem it not in the best interest of the school. Any material such as newsletters, activity information, etc. that is to be sent home with the children needs prior approval of the principal or his/her designee.

14. Assign additional signatories of PTO checks.

SECTION II: Duties of the President

1. Shall preside at all regular, special, and Executive Board meetings. Communicate with the Vice President if unable to attend.

2. Coordinate the work of the officers and committees in order that the objectives may be accomplished.

3. Submit PTO News to the school staff for the newsletter.

4. Shall cast the deciding vote in case of a tie at all Board and membership meetings, otherwise is not able to vote.

5. Execute decisions of the Executive Board.

6. Serve as primary contact for the principal.

7. Appoint or dissolve Special Committees, as needed.

8. Announce PTO meetings to the school population at least one week in advance.]

SECTION III: Duties of the Vice President

1. Attend PTO meetings. Communicate with President if unable to attend.

2. Acts as aide to the President.

3. Perform duties of the President Secretary or Treasurer in the absence or inability of that officer to serve.

4. Should the President be unable to complete his/her term, the Vice President would assume the office of President.

5. Serve as Chairperson of the Fundraising Committee, if that position is vacant.

6. Research, write, and solicit educational grants, or assign task to volunteers.

SECTION IV: Duties of the Secretary

1. Attend PTO meetings and record the official minutes. Communicate with President if unable to attend.

2. Publish and distribute a summary of the minutes to be distributed in the newsletter, as well as saved in NEST’s digital filing system within 5 school days or sooner.

3. In the event the President and Vice President are unable to attend a meeting the Secretary will preside.

4. Distribute the By-Laws to all Board members and other interested parties, and to inform PTO if any by-laws are not being followed.

5. Other miscellaneous typing.

6. Keep a log of attendance for the meetings.

7. Forward all appropriate materials to the school staff for web page updates of important PTO related information.

SECTION V: Duties of the Treasurer

1. Attend PTO meetings. Communicate with President if unable to attend.

2. Serve as an authorized signatory on all PTO accounts.

3. Maintain accounts.

4. Keep an accurate record of receipts and expenditures

5. Present a financial statement at each PTO meeting submitting the statement to the Board within 48 hours prior to the PTO meeting.

6. All deposits made within 30 days or sooner.

7. All payments, reimbursements made within 30 days or sooner.

8. Provide books to be audited annually by an auditing committee of three (3). The books shall be turned over to the Treasurer with a signed statement that the books are in order. The President and Vice President shall appoint the auditing committee.

9. Place all monies in a depository appointed and approved by the Executive Board.

10. Work with the Board and staff to put together a yearly Budget and present it at the beginning & end of each school year.

11. Perform the complete and timely filing of all federal and state tax returns as well as other financial reports, pertaining to the PTO’s 501(c)(3) status, as applicable; and maintain accurate records of such.

SECTION VI: Duties of the Immediate Past President

1. Serve as an advisor to the Executive Board for one year immediately following his/her term in office.

SECTION: VII: Duties of the Room Parent Coordinator

1. Attend PTO meetings. Communicate with President if unable to attend.

2. Coordinate room parents.

3. Coordinates with other committees on an ongoing basis to ensure that the appropriate volunteers are present when needed.

4. Works with the room parents and chairpersons on coordinating volunteers for all PTO and school related events.

SECTION VIII: Duties of Room Parent and Room Parent Helpers

1. A Room Parent/helper contacts other parents in their child’s classroom to assist with school events, PTO events, and other activities.

2. Works directly with the teacher, and the Room Parents Coordinator to help make the teachers day run smoothly.

3. Attend Room Parent meetings.

SECTION IX: Duties of General Member(s)-At-Large

1. Attend PTO meetings.

2. Volunteer when needed.

SECTION X: Duties of Chairpersons

1. Attend PTO meetings.

2. The chairperson of each committee shall recruit the members for his or her committee with possible assistance from the Room Parent Coordinator.

3. The Chairperson shall report the plans and activities of the committee to the PTO Board, which must approve all such reports.

4. Request control of the cash box when necessary.

5. All committee chairpersons shall use their budget in order to purchase necessary supplies and materials. Any money spent in excess of the budget is subject to approval by 2 Executive Board members.

6. All committee chairpersons shall update their records at the conclusion of the event and relinquish said records to the Secretary at that time.

7. Keep receipts of purchases; file necessary paperwork with receipts to treasurer for reimbursements, within 60 days.

ARTICLE VII: MEETINGS

SECTION I: There will be monthly general meetings throughout the school calendar. The time and place of the meetings shall be announced. Any member is welcome to attend and provide input to the NEST Executive Board.

SECTION II: Additional meetings of the organization may be called, either by vote of the Executive Board or by petition of the members. Special meetings may be called by the president or by any two or more members of the board. The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting, except in the case of an emergency.

SECTION III: There will be Executive Board meetings, as needed, but no less than quarterly, on a date mutually agreed upon by the Officers.

SECTION IV: General meetings are expected to last no longer than 1 ½ hours. At that time a vote shall be taken on whether to continue on a topic. Only topics on the agenda will be discussed. If time permits, we will consider discussing other topics. All unfinished business shall be carried over to the next meeting.

SECTION V: In the event of bad weather, meetings may be canceled and rescheduled at the discretion of the president.

SECTION VI: The quorum shall be 3 out of 4 Executive Board members present.

ARTICLE VIII: TERMS OF SERVICE

SECTION I: Each officer shall serve a term of two school years. The term of the office shall end the last day of the school year. The new officers shall begin their term immediately thereafter.

SECTION II: Immediately following the election, the newly elected officer shall begin working in tandem with the outgoing officer until the completion of the outgoing officer’s term. Only the outgoing officer shall have voting authority during this period of transition.

SECTION III: A person does not have to step down at the end of his/her term if they choose not to. If no other candidate is interested in the office, elections will not be held for that office. They will sign up for another two-year term. No more than 5 terms for a total of 10 years may be held in any one office.

SECTION IV: Each outgoing Officer shall present a resume of their responsibilities to the newly elected Officer and assist them as needed for up to one year.

SECTION V: Removal from office: The removal of any officer shall be for gross incompetence, intentional neglect, misconduct, or failing to meet the clearances required by the school. An officer may be removed from office if absent from three (3) consecutive meetings, or by a majority vote of the membership for failure to fulfill the duties of their office. A special meeting will be held to answer the complaint.

SECTION VI: Vacancies: Any vacancy in office due to death, resignation, removal, or inability to serve shall be filled by special elections. However, should a vacancy occur in the office of President, the line of succession shall be the Vice President, Secretary, and then Treasurer.

SECTION VII: Officers not renewing their terms must make it known to the Board in writing no later than April.

SECTION VIII: Officers must have a background clearance on file with the school office within 30 days of being elected to office.

ARTICLE IX: VOTING PRIVILEGES

SECTION I: General members shall have the right to vote on all issues before the organization, but shall not have the right to elect officers or hold office.

SECTION II: All general members who have attended 5 or more meetings shall be designated as “Voting Members”. Voting Members shall have the right to vote on all issues before the organization, to elect officers, and to hold office. The Executive Board can vote to lower this requirement for positions otherwise unfillable, so long as significant attempts have been made to adhere to it.

SECTION III: President shall vote only in the case of a tie in a vote of the Executive Board or the organization.

SECTION IV: All members will have one vote and must be present to vote.

ARTICLE X: FINANCES

SECTION I: A budget of anticipated revenue and expenses for the year shall be presented to the organization at the beginning of the school year. This budget shall be used as a guide for the activities taking place during the year. Any substantial deviation from the budget must be approved in advance by the organization.

SECTION II: The Treasurer shall keep accurate records of any disbursements, income, and bank account information. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payments.

SECTION III: The Treasurer shall present a financial report at each General Meeting of the organization and shall prepare a final report at the close of the school year. An auditing committee shall examine the reports and the accounts annually.

SECTION IV: The Treasurer shall perform the complete and timely filing of all federal and state tax documents, as well as other financial reports, pertaining to the PTO’s 501(c)(3) status, as applicable; and maintain accurate records of such.

SECTION V: A designated fund is money put aside for a specific purpose. Any money put into a designated fund shall only be used for that purpose. It cannot be used for other activities.

SECTION VI: No loans shall be made by the organization to its officers and/or members.

SECTION VII: Upon agreement of the Executive Committee or at a regular meeting, any officer or officers may enter into contracts or agreements for the purchase of materials or services on behalf of the organization.

SECTION VIII: All expenses exceeding $500 will require two authorized signatures on each check. Authorized signers shall be the treasurer, president, and other signatories as assigned by the Executive Board.

SECTION: IX: No reimbursements will be made without valid proof of purchase.

SECTION X: No part of the net earnings of the organization shall incur to the benefit of, or be distributable to, its members, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for the services rendered.

SECTION XI: No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) anything political on behalf of any candidate for public office.

SECTION XII: The fiscal year shall coordinate with the school year.

SECTION XIII: Dissolution: Upon the dissolution of the organization, any remaining funds should be used to pay outstanding bills, and with membership’s approval, spent for the benefit of the school.

ARTICLE XI: NOMINATIONS AND ELECTIONS

SECTION I: A nominating committee of a minimum of 2, (1 voting member, 1 officer) shall bring forth the nominations for the General Elections.

SECTION II: Elections should be announced, and nominations requested, through an appropriate means of all-school communication, as well as at the PTO meeting prior to the elections, if possible.

SECTION III: Nominees must have attended 5 or more of the general meetings. The Executive Board can vote to lower this requirement for positions otherwise unfillable, so long as significant attempts have been made to adhere to it.

SECTION IV: The voting members present shall elect officers at the May meeting of the organization, or as necessary.

SECTION V: Officer elections will be through a ballot vote. The Secretary or another Executive Board member will tally the votes and announce the winners.

SECTION VI: A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) who received the largest number of votes may be immediately held. If there is only one candidate for office, there must still be a majority vote from the voting members present. The President may vote and serve as a tiebreaker in all elections, otherwise may not vote.

SECTION VII: Elections occurring in even numbered years (i.e.00) are intended to be for the offices of Vice President and Treasurer. Elections occurring in an odd numbered years (i.e. 01) are intended to be for the offices of President and Secretary. We may or may not hold elections yearly (See Article VIII: Terms of Service).

ARTICLE XII: AMENDMENT OF BYLAWS

SECTION I: These bylaws can be amended at any General Membership Meeting of NEST by a two-thirds majority vote of the members in attendance. Notice shall be given at least two weeks prior to the meeting.

SECTION II: These bylaws may be reviewed and/or revised by the Executive Board as necessary to meet changing conditions in the school and community and brought to a vote of the General Membership.

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These Bylaws were adopted by NEST by a majority vote during a General meeting properly called on September 20, 2011.

Revised: these Bylaws were revised by the Executive Board on April 1, 2015, and the revisions were approved by a majority vote during a General meeting properly called on April 22, 2015.

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