BYLAWS

of 

Woodland Middle School Parent Teacher Group

 

ARTICLE I – NAME, DESCRIPTION & PURPOSE

Section 1: Woodland Middle School Parent Teacher Group (WPTG) – The name of the organization shall be the PTA’s official name. The WPTG is located at:
Woodland Middle School, 1 School Lane, Barrington, NJ 08007

Section 2: DESCRIPTION – The WPTG is an independent, non-profit, community-based organization that exists for charitable, educational purposes, and qualifies as an exempt organization under section 501(c)(3) of the Internal Revenue Code.

Section 3: PURPOSE – The purpose of the WPTG is to enhance and support the educational experience at Woodland Middle School, to develop a closer connection between staff, students, and home by encouraging parental involvement, and to improve the environment at Woodland Middle School through volunteer and financial support for funding for social, cultural, and/or technological programs and activities to the students.

ARTICLE II – MEMBERSHIP

Section 1: Membership shall be automatically granted to all parents and guardians of the school’s students, plus all staff at the school. There are no membership dues. Members have voting privileges, one vote per household.

ARTICLE III – OFFICERS

Section 1: EXECUTIVE BOARD – The Executive Board shall consist of the following officers: President, Vice President, Secretary, and Treasurer. Officer positions and duties can be shared. The School Principal, or his/her designee, is a voting member of the Executive Board.

Section 2: TERM OF OFFICE – The term of office for all officers is two years, beginning July 1, and ending upon officer election the following school year.

Section 3: QUALIFICATIONS – Any WPTG member in good standing may become an officer of the PTG.

Section 4: DUTIES –
Executive Board – Develop the WPTG’s annual budget, establish and oversee committees to conduct the work of the WPTG, establish fundraising programs, approve by majority vote of the Board unbudgeted expenditures of no more than $100.00.
President – Preside at General WPTG meetings and Executive Board meetings, serve as the official representative of the WPTG, and retain all official records. The President shall sign, in the name of the PTG, instruments authorized by the Executive Board.
Vice President – Oversee the committee system of the WPTG, assist the President, and chair meetings in the absence of the President.
Secretary – Record and distribute minutes of all Executive Board meetings and all WPTG meetings, prepare agendas for official WPTG meetings, hold historical records for the WPTG, and manage communications and marketing including social media, newsletters, email broadcasts, website, bulletin boards, etc.
Treasurer – Serve as custodian of the WPTG’s finances and budget, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial reports, facilitate an annual audit, and hold all financial records.

Section 5: CONFLICT OF INTEREST – During the terms of office, all Board Members shall promptly make full disclosure to the Executive Board of any existing or new activities, investments, or other interests that might be in conflict with the interests of the WPTG. If a conflict of interest is mentioned, a special meeting of the Executive Board should be called to resolve the conflict.

Section 6: COMPENSATION – The Executive Board is not compensated.

Section 7: BOARD MEETINGS – The Executive Board shall meet monthly during the school year, or at the discretion of the President. Meeting dates, times, and locations will be determined and communicated at the start of the academic year.

Section 8: REMOVAL – An officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board.

Section 9: VACANCY – An officer may resign from his/her office within 30 days with written notice, with the exception of a major life event. Vacancies shall be filled by the same procedure as used in the original election; namely, a majority vote of the Board of Trustees, and proxy votes shall be accepted. Vacancies in office may also be filled by having elections at a special meeting, unless an annual meeting is scheduled within thirty (30) days from the time of vacancy being affected.

ARTICLE IV – MEETINGS

Section 1: GENERAL MEETINGS – The General meetings are held monthly during the school year, or at the discretion of the President. Meeting dates, times, and locations will be determined and communicated at the start of the academic year.

Section 2: COMMITTEE MEETINGS – All Committee meetings shall be advised by the Executive Board.

Section 3: VOTING – Each member in attendance at a WPTG meeting is eligible to vote, one vote per household. Absentee or proxy votes are permitted and must be submitted to the Executive Board in advance.

Section 4: QUORUM – Five (5) members of the WPTG present and voting constitute quorum for the purpose of voting.

ARTICLE V – FINANCIAL POLICIES

Section 1: FISCAL YEAR – The fiscal year of the WPTG begins July 1 and ends June 30 of the following year.

Section 2: BANKING – All funds, including committee funds, shall be kept in a checking account in the name of the WPTG, requiring two signatures of the President and Treasurer and held at a local financial institution.

Section 3: REPORTING – All financial activity shall be recorded in a manual or cloud-based accounting system. The Treasurer shall reconcile the account monthly and report all financial activity monthly. The WPTG shall arrange an independent review of its financial records at the discretion of the Executive Board.

Section 4: ENDING BALANCE – The WPTG shall leave a minimum of $1,000.00 in the treasury at the end of each fiscal year.

Section 5: CONTRACTS – Contract signing authority is limited to the President or the President’s designee.

ARTICLE VI – BYLAW AMENDMENTS

Amendments to the bylaws may be proposed by any WPTG member. Amendments presented at a general meeting shall be considered for voting at a subsequent meeting. Two-thirds (2/3) approval of all members present and voting is required to adopt an amendment to the bylaws. Written notice of the proposed amendment(s) shall be given at least ten (10) days prior to the meeting.

ARTICLE VII – DISSOLUTION

In the event of dissolution of the WPTG, any funds remaining after debts are paid shall be donated to Woodland Middle School.

ARTICLE VIII – PARLIAMENTARY AUTHORITY

The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”

These bylaws were adopted on _______________.