Sunset Elementary School Parent Teacher Organization Bylaws

Last Updated April 2023

Article I: Name 

The name of this association is the Sunset Elementary School Parent Teacher  Organization (“Sunset PTO”), located in Brentwood, Tennessee. 

Article II: Purpose and Objectives 

The Sunset PTO is organized for charitable and educational purposes which include the  following objectives: 

1. To provide opportunities for acquaintance between parents, teachers, and administrators through programs, events and social affairs.
2. To support the school in their efforts to educate and encourage the character development of our children.
3. To enhance the overall educational environment by promoting volunteerism and  parent involvement. 
4. To raise funds to provide for the above. 
5. To facilitate communication between school administration and parents.

Article III: Membership and Dues 

1. Membership is open to all parents, legal guardians and family members of children attending Sunset Elementary School, as well as faculty and administrative staff of the school, who are interested in the purpose for which  this organization is established and willing to uphold its policies and subscribe to  its bylaws. 
2. Dues shall be established by the Executive Board prior to or during the first meeting of each school year.
3. The privilege of holding office, making motions, debating and voting shall be limited to members of the organization whose DUES HAVE BEEN PAID.

Article IV: Governing Provisions 

1. The organization is organized exclusively for the charitable and educational  purposes with the meaning of Section 501 (c) (3) of the Internal Revenue Code  or corresponding Section of any future tax code (hereinafter “Internal Revenue  Code”). 
2. The organization shall be non-commercial, non-sectarian, non-partisan and non discriminatory. 
3. The organization shall not, directly or indirectly, participate in any political  campaign, on behalf or, or in opposition to, any candidate for public office. D. The organization shall not enter into membership with other associations except  with the approval of the executive team, but may cooperate with other  associations/organizations and agencies concerned with child welfare and  education. 
4. The utilization of PTO resources (time, money and people) should be prioritized  according to the following:
5. Programs directly impacting student education and/or student welfare and  safety. 
6. The procurement and betterment of long lasting school facilities. 3. Other programs, that support the objectives listed under Article II. 

Article V: Fiscal Year 

The fiscal year of the Sunset PTO shall begin on July 1 and end on June 30. 

Article VI: Executive Board Overview 

1. The Executive Board shall be comprised of the following nine (9) elected positions: President, President-Elect, Vice President of Membership, Vice President of Fundraising, Vice President of Projects, Communications Coordinator,  Secretary, Treasurer and Treasurer-Elect. These members of the Executive Board  have voting rights. 
2. The elected Executive Board positions are for a term of one (1) year. No Executive Board member may serve more than two (2) consecutive terms in the same elected office, and no Executive Board member may serve more than four  (4) consecutive years in an elected position on the Executive Board. 
3. The Executive Board shall also consist of the following two (2) non-elected  positions: Principal or Vice Principal and Teacher/Faculty Representative  appointed by the Principal. These members of the Executive Board have voting  rights as follows: Principal or Vice Principal, one (1) vote, and Teacher/Faculty  Representative, one (1) vote. 
4. The Executive Board may also consist of a non-voting Advisory Member. The Executive Board may select the Advisory Member from the previous years Executive Board. If this is not feasible, the Advisory Member can be a member at  large appointed by the Executive Board. 
5. Only one (1) member per household may serve on the Executive Board during the same school year.
6. The Executive Board shall meet at least once a month during the school year,  unless otherwise ordered by the Executive Board. Special meetings of the  Executive Board may be called by the President. The President must call a special  meeting upon the written request of three (3) members. Special meetings must  be held within ten (10) days of a receipt request, and all members must be  notified in writing 48 hours prior to the meeting. 
7. Each voting member of the Executive Board is allowed one vote by voice or ballot except for the President who votes only in the event of a tie or to cause the necessary 2/3. Quorum is established only when at least 2/3 of voting  members are present. If a voting Executive Board position is vacant, it is not  included when determining quorum. No business can be voted on without a  quorum. 
8. In the case of an Executive Board vote via email, a motion will carry with a 2/3 vote of all voting board members. The motion and results of the vote via email shall be recorded in the minutes of the Executive Board meeting immediately  following. Use of vote by email shall be used on an exception basis, and will be  reserved for urgent circumstances only.
9. When an Executive Board member fails to attend three (3) consecutive meetings without adequate excuse, or is not fulfilling the responsibilities of the office as prescribed in the bylaws or standing rules, or engages in conduct injurious to the  organization or its purposes, the Executive Board may, by two-thirds (2/3)  affirmative vote, declare the office vacant. 
10. The duties of the Executive Board include the following: 
11. To transact necessary business in the intervals between organization  meetings and such other business as may be referred to it by the  

organization. 

2. To create standing and special committees as are deemed necessary to  promote the purpose and to carry on the work of the organization. 
3. To approve the plans of the standing committees. 
4. To present a report at the general meetings of the organizations. 5. To select an auditor or an auditing committee to audit the treasurer’s  accounts as required by Williamson County Schools. 
5. Shall fill all vacancies in office, including that of President. Interim officers will  be elected for the remainder of the current term or until the next scheduled  general election. 
6. Shall present a report of actions taken at the general meetings of the  organization. 
7. Shall receive a financial report from the Treasurer at each meeting. 9. Shall approve the special committees identified by any member of the  Executive Board. 

10.Shall procure insurance for the PTO to ensure the organization and officers  and protected. 

4. Before November of each Year, the individuals in the positions of President, Vice  President of Fundraising, Treasurer and any other Executive Board member  authorized to sign Sunset PTO checks must complete a Tier III background check  as detailed by Williamson County Schools on the WCS website and WCS Board  Policy 4.501p. Sunset PTO will pay for the background checks. 

Article VII: Executive Committee Officers and Their Election A. President 

1. Serve as the primary contact between the Principal/Admin and PTO officers.  This includes monthly admin meetings and emails prior to Executive Board  meetings as needed. 
2. Coordinate and monitor the work of officers and committees of the  organization in order that the mission of the PTO may be accomplished. 3. Set meeting calendar and establish agendas for Executive and General PTO  meetings. 
3. Serve as an ex-officio member of all committees except the Nominating  Committee. 
4. Organize and lead PTO officers in executing Supplies Distribution, Back to  School night, Invest in Your Child, Donuts with Grownups and other events as  needed.
5. Perform such other duties as may be prescribed in these bylaws or assigned  by the Sunset Elementary PTO. 
6. Ensure all contracts and/or legally binding documents are approved via Board  vote by the organization prior to signing contract by PTO President (only). 8. Ensure that the Sunset Elementary PTO complies with the bylaws and follows the necessary steps to amend them, should the need arise.
7. Maintain a binder, folder or electronic media, hereafter named Standard Operating Procedures (SOP), for the purpose of guiding and training a successor to the position. 

10.Identifies the need for additional special committees. 

11.Responsible for the creation of graphics and content blurb (callout if needed)  to be send to VP Communications and President for distribution. As the  planner for the event/project, this content should include the who, what,  where, when why as well as the timeline for rollout via website, social media,  emails, printouts, etc. 

12.Responsible for working with administration to identify fundraising needs and  goals. 

13.Complete background check to be added to bank account for signing  privileges.  

1. President-Elect 
2. To assume the office of President at the expiration of the term. 2. To become intimately acquainted with all Sunset Elementary PTO operations. 3. To perform the duties of the President in the absence or inability of the  President to serve. 
3. To assist the President in assuming the responsibilities of any open positions.  5. To assist the President and Vice Presidents as needed. 
4. Maintain a binder, folder or electronic media, hereafter named Standard Operating Procedures (SOP), for the purpose of guiding and training a successor to the position. 
5. Vice President of Membership 
6. Responsible for encouraging and maximizing the PTO membership. 2. Responsible for the orientation of volunteers and coordination (with the Vice  President of Projects, Vice President of Fundraising and Vice President of  Communications) of assignments to subcommittees and/or activities. 3. Oversee the subcommittees and their budgets as identified by the Executive Board and attend committee meetings as needed to report back to PTO Board at Executive Meetings. 
7. Perform the duties of the President in the absence or inability of the President and President-Elect to serve.
8. Maintain a binder, folder or electronic media, hereafter named Standard Operating Procedures (SOP), for the purpose of guiding and training a successor to the position. 
9. Maintain and supervise the collection of committee binders and electronic media for committees that fall under this position.
10. Coordinate the Committee Chair meeting to communicate policies and procedures in August.
11. Responsible for the creation of graphics and content blurb (callout if needed) to be send to VP Communications and President for distribution. As the planner for the event/project, this content should include the who, what,  where, when why as well as the timeline for rollout via website, social media,  emails, printouts, etc. 
12. Vice President of Fundraising 
13. Responsible for screening proposed new fundraising activities of the Sunset  PTO and presenting a fundraising proposal for the upcoming school year to  be voted on by the Executive Board in the July meeting. 
14. Oversee subcommittees and their budgets identified by the Executive Board and attend committee meetings as needed to report back to PTO Board at Executive Meetings. 
15. Perform such other duties as may be delegated to the Vice President of  Fundraising. 
16. Maintain a binder, folder or electronic media, hereafter named Standard Operating Procedures (SOP), for the purpose of guiding and training a successor to the position. 
17. Maintain and supervise the collection of committee binders and electronic media for committees that fall under this position.
18. Responsible for the creation of graphics and content blurb (callout if needed) to be send to VP Communications and President for distribution. As the planner for the event/project, this content should include the who, what,  where, when why as well as the timeline for rollout via website, social media,  emails, printouts, etc. 
19. Responsible for completing and submitting Williamson County School Fundraising Request forms to submit to the school Bookkeeper when final Fundraising budget is submitted. 
20. Responsible for collecting donations and matching gifts from Invest in Your Child, Fun Run, etc.

14.Complete background check to be added to bank account for signing  privileges. 

1. Vice President of Projects 
2. Oversee landscaping and special projects that are generally nonrecurring. 2. Oversee the subcommittees and their budgets identified by the Executive Board and attend committee meetings as needed to report back to PTO Board at Executive Meetings. 
3. Perform such duties as may be delegated to the Vice President of Projects. 4. Maintain a binder, folder or electronic media, hereafter named Standard Operating Procedures (SOP), for the purpose of guiding and training a successor to the position. 
4. Responsible for purchasing, inventorying and organizing physical assets such as signage, supplies, etc. located in the shed and PTO room/cabinets
5. Maintain and supervise the collection of committee binders and electronic media for committees that fall under this position.
6. Responsible for the creation of graphics and content blurb (callout if needed) to be send to VP Communications and President for distribution. As the planner for the event/project, this content should include the who, what,  where, when why as well as the timeline for rollout via website, social media,  emails, printouts, etc. 
7. Vice President Communications
8. Distributes school and community-wide communications from the PTO. 2. Ensures accurate and timely PTO related communication between parents,  school staff and teachers such as copying and distributing fliers, sending  emails via Membership Toolkits, etc. 
9. Responsible for the distribution of the Sunset Elementary PTO e-newsletter at  least once a month. Must be approved by Principal and PTO President. 4. Responsible for posting content to the Sunset Elementary Sunset PTO website  and any other social media sites maintained by PTO. 
10. To perform such duties as may be delegated to the VP Communications. 6. Maintain a binder, folder or electronic media, hereafter named Standard Operating Procedures (SOP), for the purpose of guiding and training a successor to the position. 
11. Responsible for Membership Toolkit form creation/updates such as cafeteria, workroom, fuel bags, events, book fair and others as needed.
12. Secretary 
13. Shall keep an accurate and detailed record of the proceedings of all Executive  and General Board meetings, upload the document to the PTO Google drive and share with PTO Board within 3 days of the Executive Board meeting. General Board meeting minutes should also be send to VP Communications to  post on PTO Website. 
14. To present minutes of the General Board Meetings for approval by  membership in attendance. 
15. Responsible for overseeing the organization and maintenance of digital files  on the PTO Google drive. 
16. To be prepared to refer to minutes in previous meetings. 
17. To keep a current copy of bylaws, including addendums. 
18. To record attendance of all Executive Board and general PTO meetings. 7. To be knowledgeable and enforce Roberts Rules of Order at all meetings. 8. To reconcile the bank statement monthly before each Executive Board  meeting. 
19. Responsible for PTO Bulletin Board updates monthly or as needed as  coordinated with PTO Board. 

10.To perform such other duties as may be delegated to the Secretary. 11.Maintain a binder, folder or electronic media, hereafter named Standard  Operating Procedures (SOP), for the purpose of guiding and training a  successor to the position.

1. Treasurer 
2. To keep permanent books of account and records that shall be sufficient to  establish the items of gross income, receipts and disbursements of the  organization. The books of account and records shall be at reasonable times  open to inspection by any member of the organization in the presence of a  witness. 
3. To receive all monies for the organization, giving receipt upon request and  depositing them in the name of the organization in a bank approved by the  Executive board. 
4. To receive and maintain a copy of the deposit slip and supporting deposit ledger for any deposit made. 
5. To secure two (2) signatures on all checks. Any two (2) of the following  Executive Board members are bank authorized to sign: President, President Elect, Vice Presidents and Treasurer. The authorized signers shall not be  related by blood or marriage or reside at the same address. 
6. To keep an accurate record of receipts and disbursements that is the  permanent record of this organization. All financial records must be retained  for seven (7) years, including the current year. 
7. To keep the membership informed of expenditures of more than $500 as they  relate to the budget adopted by the organization. 
8. To be prepared to present a statement of account at every meeting of the  organization including a budget and income versus expenses summary. 8. To be responsible for filling out and forwarding all necessary tax forms  required by any government agency to an independent agent for completion. 9. To provide a year-end report to Williamson County School District  administration, including gross receipts and disbursements for the year.  10.To develop an annual budget as outlined in these bylaws. 

11.Responsible to maintain petty cash at $140 locked in school vault.  12.To perform such other duties as may be delegated to the Treasurer. 13.Maintain a binder, folder or electronic media, hereafter named Standard  

Operating Procedures (SOP), for the purpose of guiding and training a  successor to the position. 

15.Complete background check to be added to bank account for signing  privileges. 

1. Treasurer-Elect 
2. To assist the Treasurer. 
3. To assume the office of Treasurer at the expiration of the term. 3. To perform the duties of the Treasurer in the absence or inability of the  Treasurer to serve. 
4. Nominating and Election Process 
5. Each elected officer shall be a member of this PTO.
6. An elected Executive Board member cannot serve on the Sunset Elementary  PTO Executive Board in the same role for more than two (2) consecutive  years and on the Executive Board for more than (4) consecutive years. 
7. A Nominating Committee shall be created by no later than the March meeting  of the organization. The President and Treasurer shall not serve on the  Nominating Committee. The Nominating Committee will be responsible for  developing a ballot of nominations for each of the Executive Team positions. 
8. The Nominating Committee shall be composed of two (2) to three (3)  members. These members should not be running for an office in the  upcoming election. 
9. The Nominating Committee shall accept nominations only from persons who  have signified their consent to serve if elected. 
10. If the positions of President-Elect and Treasurer-Elect are filled, the positions  of President and Treasurer will not appear on the ballot the following year.  The President-Elect and Treasurer-Elect from the previous year will  automatically fill those positions. 
11. A ballot of nominations will be presented by a member of the nominating  committee at the March Executive Board meeting. Additional nominations  may be submitted by a member to the Executive Board at that time. The  ballot of nominations will be posted to the PTO website.  
12. The election of Executive Board members will take place at the last general  meeting of the organization. All nominees will be given the opportunity to  speak at this meeting. Only members of the organization can vote. Contested  races will be voted on by Sunset PTO members present at this meeting, using  printed ballots. 
13. Newly elected Executive Board members should be invited, and attend all  Executive Board meetings through the remainder of the fiscal year. 

10.Elected officers will assume their positions June 1. 

11.The Executive Board may select an Advisory Member from the previous years  Executive Board. If this is not feasible, the Advisory Member may be a  member at large appointed by the Executive Board. 

12.If no candidate is found for a vacant position, a current Executive Board  member may serve in the interim until a volunteer is found to complete that  term of office. The interim term shall be approved by the Executive Board 

Article VIII: Standing/Permanent Committees 

1. The Executive Board may create standing committees, as it may deem necessary,  to promote the objectives and carry out the work of the organization. B. The Executive Board member responsible for the standing committee shall  appoint a PTO member to serve as chairperson. The chairperson of each  committee shall appoint his/her own committee members and present a plan of  work to the Executive Board for approval. Committee members must be current  Sunset Elementary PTO members. No committee work shall be undertaken  without the consent of the Executive Board.
2. The term of office for a chairperson shall be for one (1) year. Consecutive terms  are permissible, and if no successor has been approved, a current chairperson  may retain the position until a successor is found. 
3. Upon the expiration of the term of office or in case of resignation or termination,  each chairperson shall turn over to the Executive Board member in charge of  their committee, without delay, all records, books and other material pertaining  to the chairmanship, and shall return to the Treasurer, without delay, all funds  belonging to the organization. 
4. Prior to year end, each committee chairperson shall submit to the Executive  Board member in charge of their committee feedback of the year’s activities and  recommendations for changes, if needed. 

Article IX: General Membership Minutes 

1. General meetings of the organization will be held during the school year. Dates of  meetings shall be determined by the Executive Board and announced at least five  (5) days prior to the meeting. 
2. Members present at a duly called meeting shall constitute a quorum. C. Meetings will include a budget review and a vote for approval, if needed. D. All minutes of general membership meetings shall be made available following  

the general meeting. All minutes of any PTO meetings, including Executive Board  meetings, shall be made available upon request. 

1. There shall be at least three (3) general meetings of the PTO per school year. 

Article X: Budgeting and Finances 

1. The various standing committees will be responsible for developing preliminary  work plans and revenue/cost estimates by the beginning of August. These plans  will be presented to the Executive Team for revision and approval. 
2. The Treasurer will prepare an initial budget for the organization by the end of  August. The final budget must be approved by the Executive Team. C. The budget will be reviewed with the entire organization at a general meeting. D. Committee expenditures are budgeted and approved in advance. If a committee  anticipates non-budgeted costs, they must approach the PTO for approval, and  those expenses should be put to discussion and a vote before the costs are  incurred.  
3. The committee will collect gross revenues and submit them to the Treasurer. F. The committee will also submit documented expenses to the Treasurer for  reimbursement. 
4. Sunset Elementary PTO will follow all Williamson County School District finance  policies including having two PTO Executive Board members count and record in  ledger petty cash, before and after usage, prior to deposit. 

Article XI: Communications Policy

1. News items published in “The Roundup” newsletter and/or disseminated through  any electronic media formats will be limited to the following, unless otherwise  approved by the PTO board: 
2. Activities or events sponsored by Sunset Elementary School. 
3. Activities or events sponsored by other Williamson County Schools. 3. Activities or events sponsored by Sunset Elementary School Community  Partners, and those who have made donations/contributions to Sunset  Elementary School. 
4. The Sunset PTO Website will be the primary PTO vehicle for communicating with  Sunset Elementary School parents. 
5. Blast email, as approved by the PTO President and VP Communications, may be  used to disseminate time-sensitive information as needed. 
6. All information that appears in “The Roundup” newsletter must be approved by  the PTO President and the Sunset Elementary School Principal or Assistant  Principal. 
7. Only the PTO President and PTO VP Communications may send blast email or  post information on electronic media formats without the express consent of the  PTO President. 
8. Sunset Elementary PTO will follow all policies of the Williamson County School  District and Sunset Elementary School regarding publication of any picture of a  student, in which the student is recognizable.  
9. Sunset Elementary PTO will follow all Williamson County School District  communications policies. 

Article XII: Parliamentary Authority 

Roberts Rules of Order Revised shall be the authority in any parliamentary question not  covered in these bylaws. 

Article XIII: Bylaw Amendments 

These bylaws may be amended at any general meeting of the membership by a two thirds (2/3) vote of the members present and voting, provided the proposed  amendment has been approved by the Executive Board and has been read at the  previous meeting of the organization or has been made available to the members prior  to the next regular scheduled meeting. 

Article XIV: Dissolution 

Upon the dissolution of the Corporation, assets shall be distributed for one or more  exempt purposes within the meaning of section 501 (c)(3) of the Internal Revenue  Code, or the corresponding section of any future federal tax code, or shall be  distributed to the federal government, or to state or local government, for a public  purpose. Any such assets not so disposed of shall be disposed of by a Court of  Competent Jurisdiction of Williamson County, Tennessee, exclusively for such purposes  or to such organization or organizations, as the Court shall determine.

APPROVED this 27th day of April, 2023. 

______________________ 

Tracy Dean, President 

______________________ 

Nikki Goetz, Secretary 

Sunset Elementary School PTO 

100 Sunset Trail 

Brentwood, TN 37027 

Phone: 615-472-5020 

Federal Employee Identification #32-01457421  Last Updated April 27, 2023