Matawan Regional High School Parent-Teacher-Student Organization By-Laws
Article I – Name
The name of the organization shall be the Matawan Regional High School Parent Teacher Student Organization, alternately known as “MRHS PTSO,” and hereinafter referred to as “Organization” or “the Organization.” The mailing address of the Organization is 450 Atlantic Avenue, Aberdeen, NJ, 07747.
Article II – Purpose
The corporation is organized and founded for the purpose of supporting the education of children at Matawan Regional High School by fostering relationships among the school, parents, teachers and students; organizing and sponsoring events; and encouraging a stronger school community.
Article III – Objectives
1. The objectives of the Matawan Regional High Schools Parent Teacher Student Organization are developed through committees, projects, and programs, and are governed and qualified by the basic policies set forth under Basic Policies.
2. The objectives of the MRHS PTSO are to:
a.) Provide school functions for the purpose of promoting fellowship among parents, students, and teachers
b.) Provide funds for extra materials and programs in addition to what is provided by the district, as determined by the Organization.
c.) Assist in the Organization of a volunteer program as deemed beneficial to the students.
Article IV – Basic Policies
The following are basic policies of the Matawan Regional High School Parent Teacher Student Organization:
1. This Organization shall be non-commercial, non-partisan, and non-sectarian.
2. This Organization shall work with the school administration, faculty, parents and students in an effort to enhance the school community for our students, recognizing that the legal responsibility to make decisions has been delegated by the people to the Matawan Aberdeen Regional School District Board of Education.
Article V – Philosophy
The Organization should work to raise funds to provide activities and to improve the learning opportunities and for children. It is a partnership between families, students, and faculty that requires the commitment of all parties to accomplish its goals.
Article VI – Membership and Dues
Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights, upon paying annual dues. The principal(s) and any teacher employed at the school may be a member and have voting rights.
Section 2. Membership in the Organization shall be made available without regard to gender, color, race, creed, or national origin.
Section 3. Member of the Organization shall pay annual dues, as set forth by the Organization, and register member’s name, address, email address and telephone number with the membership chairperson(s).
Section 4. Membership Dues will be established by the executive board. A member must have paid his or her dues at least 30 (thirty) calendar days before the meeting to be considered a member in good standing with voting rights and/or to serve in an elective or appointed position
Section 5. The Organization shall conduct an annual enrollment of members but may admit persons to membership at any time. The membership year shall be for August 1st to July 31st.
Section 6. Only enrolled adult members of this Organization shall be eligible to run for an office or to vote in business meetings, elections of officers, or to serve in any of its elective or appointive positions.
Article VII – Officers and Elections
Section 1. Officers. The officers shall be co-presidents, vice president(s), secretary, and treasurer. No officer shall hold more than 1 (one) office position, however, an officer can co-chair an event or activity.
President or Co-Presidents. The President or Co-presidents shall preside over meetings of the organization and executive board, serve as primary contact(s) for the principal and office staff, represent the organization at meetings outside the organization, serve as ex officio members of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served. The president(s) shall have the option of serving on a committee. Presidents shall preside at all meetings of the Organization and the Executive Board.
Vice President(s). The vice president(s) shall be responsible for general fundraising. She or he shall assist the presidents and carry out the co-presidents’ duties in her or his absence or inability to serve. The vice president(s) shall have the option of serving on a committee.
Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the “minutes” book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. The secretary shall perform other designated dues as assigned. The secretary shall have the option of serving on a committee.
Treasurer. The treasurer shall establish and/or maintain a checking account and other accounts as determined by the Executive Board. She or he shall have custody of all financial records and funds of the Organization. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the Executive Board, President or Organization. She or he will present a financial statement and show ledger at every meeting and at other times of the year when requested by the executive board, provide monthly reports to be shared at standing meetings and make a full report at the end of the year. The treasurer shall have the option of serving on a committee.
Upon the expiration of the term of office or in the case of resignation or termination, each officer shall turn over to the President(s), without delay, all books, records, and other materials pertaining to the office and shall return to the treasurer, without delay, all funds pertaining to the office or committee.
Section 2. Nominations and Elections. Elections will be held at the second to last meeting of the school year. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.
Section 3. Eligibility. Members are eligible for office if they are members in good standing at least 30 (thirty) calendar days before the nominating committee presents its slate.
Section 4. Terms of Office. Officers are elected for a minimum of one (1) year and may serve two (2) consecutive terms in the same office. Each officer elected shall hold only one executive office position at a time.
Section 5. Vacancies. If there is vacancy of any office, members will fill the vacancy through an election at the next regular meeting. Only these persons who have signified their consent to serve if elected shall be nominated for or elected to such office. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Committee, notice of such election having been given to all members of the Executive Committee.
Section 6. Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given. In the event of misconduct of any member of the Executive Committee, the remaining members of the Executive Committee reserve the right to remove that member from office. The Executive Committee may decide to offer the opportunity to resign.
Article VIII – Meetings
Section 1. Regular Meetings. The regular meeting of the organization shall start at 7:00 p.m. and be held monthly during the school year (except September, December, and June). The annual meeting will be held at the April regular meeting. The annual meeting is for receiving year-end reports, electing officers, and conducting other business that should arise. At the annual meeting, all committee chairs and members of the executive board shall provide the Co-Presidents with reports and copies of documents which shall be filed and will be shared with new chairs and board members. The secretary will notify the members of the meetings in a flyer sent home with the students at least one (1) week prior to the meeting or by the regularly utilized method of mass communication (school district’s website calendar, PTSO webpage, monthly email sent out to members who requested to receive email updates, and on marquee outside school).
Section 2. Special Meetings. Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 (ten) days prior to the meeting.
Section 3. Quorum. The quorum shall be 10 (ten) members of the organization at regular meetings and half the number of board members plus one at executive board meetings.
Section 4. Agenda for PTSO Meeting.
Call to Order: President calls the meeting to order.
Approval of the minutes: No corrections? Meeting minutes “stand approved” as read.
Treasurer’s Report: Written report is distributed.
Committee Report: Any projects that are in process.
Old/Unfinished Business: Minutes of the previous meeting will indicate any topics to discuss.
New Business: President, chairperson or any member may bring forth new business for discussion.
Announcements: The date of next meeting and other upcoming activities are announced.
Adjournment: The president adjourns the meeting. No motion needed.
Article IX – Executive Board
Section 1. Membership. The Executive Board shall consist of the officers and standing committee chairs.
Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.
Section 3. Meetings. Regular meetings shall be held monthly to be determined by the board.
Section 4. Quorum. Half the number of board members plus one constitutes a quorum.
Article X – Committees
Section 1. Membership. Committees may consist of members and board members, with co-presidents acting as ex officio members of all committees.
Section 2. Standing Committees. Committees shall be held to the organization. No committee work shall be undertaken without the consent of the executive committee and board. Additionally, no expenses shall be incurred without the consent of the executive committee and board.
Section 3. Additional Committees. The board may appoint additional committees as needed.
Section 4. Committee Chairs. The chair of each committee must be a member in good standing of the organization. The term of each chair shall be one (1) year or until the selection of a successor. The chair of each standing committee shall present a plan of work to the Executive Board for approval. No committee work shall be undertaken without the consent of the board.
Section 5. Funds. All funds generated at a committee event shall be counted by two people prior to the funds leaving the event, and prior to being submitted to the treasurer for deposit. Reimbursements are distributed only via PTSO check, and only when a receipt is provided and approval is granted prior to the purchase(s) or expense(s). No Cash shall be withdrawn or distributed, in advance, to make a purchase.
Article XI – Finances
Section 1. The treasurer shall keep accurate records of any disbursements, income, and bank account information, and provide a report at the organization meeting each month.
Section 2. The board shall approve all expenses of the organization, prior to the expenses being incurred.
Section 3. Authorized signer shall be treasurer, and a co-president should the treasurer be temporarily unable to fulfill duties.
Section 4. The treasurer shall prepare a complete financial statement and draft a budget for the upcoming school year by August 1, to be reviewed by the PTSO board.
Section 5. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school.
Section 6. The fiscal year shall coordinate with the school year, ending July 31 of each year.
Section 7. Two people will count all money before funds are handed to the Treasurer for deposit. The funds must be counted prior to the funds leaving the event.
Section 8. The Treasurer and the Committee Chairs are to both report total funds to the Co-Presidents via email.
Section 9. Reimbursements will only be distributed via PTSO check, and not by Cash being removed from the cash box. No Cash shall be withdrawn and funds will not be distributed prior to a purchase. Reimbursements will also only be made when a receipt is provided and when approval was granted prior to the purchase or expense.
Article XII – Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.
Article XIII – Standing Rules
Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference.
Article XIV – Dissolution
The organization may be dissolved with previous notice of 14 (fourteen) calendar days and a two-thirds vote of those present at the meeting.
Article XV – Amendments
These bylaws are intended to and should be reviewed each year and may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by postal mail or e-mail. Amendments will be approved by two-thirds vote of those present, assuming a quorum. Once an amendment has been proposed it must be voted on and once an amendment has been adopted, the board will incorporate it into the by-laws.
Article XVI – Conflict of Interest Policy
Section 1. Purpose. The purpose of the conflict of interest policy is to protect this organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer, chairperson, faculty member or director of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Section 2. Definitions.
a. Interested Person. Any director, principal officer, or member of a committee with governing board-delegated powers who has a direct or indirect financial interest, as defined below, is an interested person.
b. Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
i. An ownership or investment interest in any entity with which the organization has a transaction or arrangement; or
ii. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or
iii. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement. “Compensation” includes direct and indirect remuneration as well as gifts or favors
that are not insubstantial.
A financial interest is not necessarily a conflict of interest. Under Section 3b, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
Section 3. Procedures.
a. Duty To Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board-delegated powers who are considering the proposed transaction or arrangement.
b. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide whether a conflict of interest exists.
c. Procedures for Addressing the Conflict of Interest.
i. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.
ii. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
iii. After exercising due diligence, the governing board or committee shall determine whether the organization can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of
iv. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.
d. Violations of the Conflict of Interest Policy.
i. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to
ii. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines that the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Section 4. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; the nature of the financial interest; any action taken to determine whether a conflict of interest was present;
and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement; the content of the discussion; including any alternatives to the proposed transaction or arrangement; and a record of any votes taken in connection
with the proceedings.
Section 5. Compensation.
a. A voting member of the governing board who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.
b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.
c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization, either individually or collectively, is prohibited from providing information to
any committee regarding compensation.
Section 6. Annual Statements. Each director, principal officer, and member of a committee with governing board-delegated powers shall annually sign a statement which affirms that such person:
• Has received a copy of the conflict of interest policy;
• Has read and understood the policy;
• Has agreed to comply with the policy; and
• Understands that the organization is charitable and that in order to maintain its federal tax exempt status it must engage primarily in activities which accomplish one or more of its tax exempt purposes.
Section 7. Periodic Reviews. To ensure that the organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, are based on competent survey information, and are the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement, impermissible private benefit, or an excess benefit transaction.
Section 8. Use of Outside Experts. When conducting the periodic reviews as provided for in Section 7, the organization may, but need not, use outside advisers. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring that
periodic reviews are conducted.