ARTICLE I

NAME:  The name of this Organization shall be Mendoza Elementary School Parent Teacher Organization, or referred to as Mendoza PTO or PTO.

ARTICLE II

OBJECTIVES:

Section 1.  The objectives of the Organization shall be:

1. to promote the growth of our children in the home, school and community;

2. to bring into closer relation the home and the school, that parents and teachers may cooperate intentionally in the training of the child, giving all our children the highest advantages of physical, mental, social, and moral education;

3. to provide funds for school materials and programs when funds are not appropriated at the district level;

4. to be well informed on issues affecting education so as to effectively participate in school decisions at all levels.

Section 2. The newly elected Board shall review, update and present for the membership’s review and approval of proposed bylaws, a list of goals and objectives, a budget plan, and a mission statement by the second meeting of the school year.

Section 3.  The PTO may cooperate with other Schools, Organization and Agencies active in child development, such as conference groups or coordinating councils, provided its representatives make no commitments that bind the group it represents.

Section 4.  This Organization shall not, directly or indirectly, participate or intervene in any way, including the publishing or distributing of statement, in any political campaign on behalf of, or in opposition to, any candidate for public office.

Section 6.  All fundraising shall be approved by the Principal; a yearly plan for fundraising projects shall be prepared.

Section 7.   The records of this Organization are open for public review.  A PTO Book of Record will be kept in the front office and be made available upon request for public inspection.  This notebook will contain:

1. The original bylaws, revised bylaws, and amendments to bylaws.

2. Minutes of all meetings

3. Operating budget, approved revisions, and monthly financial reports.

4. Articles of Incorporation

ARTICLE IV

MEMBERSHIP:

Section 1.  Membership is open to all parents and legal guardians of children currently enrolled in Mendoza Elementary School and all Mendoza Elementary School staff who are willing to uphold its basic policies and subscribe to its By-Laws.

Section 5.  The Organization shall work with the school to provide quality education for all children, and shall seek to participate in the decision-making process establishing School policies, recognizing that the legal responsibility to make decisions has been delegated by the citizens to the Board of Education and its administration.

1. Membership in this Organization shall be made available without regard to race, color, creed, or national origin.

2. Each member shall be allowed one vote per position to elect the new Executive Board in April.  Members must have a student enrolled in Mendoza Elementary for the following school year or be a current staff member at Mendoza Elementary School to be eligible to vote for new Executive Board.

Section 2.  The privilege of making motions, debating and voting shall be limited to the Executive Board.  (Time constraints may be imposed by the President.) 

Section 2.  All Officers shall be elected yearly. The new PTO officers enter a training period from the time of the election until the end of the school year and shall serve for a term of one year (until the last day of school).  In the case of an extraordinary event where the majority of the membership is unable to vote in person, the board can decide to hold online elections. A candidate can be elected to the same office for consecutive years. If no other person is elected for an office, the current officer may continue to serve.

Section 3.  In cases of school closures; meetings, elections, etc. will resume when the school opens.  In the case of an extraordinary event where the majority of the membership is unable to vote in person, the board can decide to hold online elections.

 Section 4.  Vacancies.  If a vacancy occurs in the office of President, the first Vice President shall assume the office of the President.  If a vacancy occurs in any other office, a person elected by a majority vote of the Executive Board shall fill it for the unexpired term, notice of such election being given.

Section 5.  Removal From Office.  An officer may be removed from office for failure to perform assigned duties, corruption, failure to attend three consecutive meetings, or for any act, which brings dishonor on the Organization.  The removal shall take place after appropriate due process procedures have been conducted and with the majority vote of those members in attendance at a PTO meeting called and publicized for the purpose of removal.

Section 6.   A member must appear in person to cast a vote.  The Executive Board will determine the voting arrangement.  In the case of an extraordinary event where the majority of the membership is unable to vote in person, the board can decide to hold online elections. A member must be present at the virtual meeting to cast a vote.  The Principal or a neutral party appointed by the Principal will tally and report the results of the vote for the Executive Board election at the April meeting. 

Section 7.  A member will be able to nominate themselves publicly the evening of the election so that the entire membership is aware of any other potential candidates.  They will be treated as a write-in candidate.

ARTICLE VI

TITLE DUTIES OF OFFICERS: 

The Principal shall:

1. The Principal shall provide a facility for the meetings to occur.

2. The Principal shall advise the council on such topics as policies, regulations, standards, and objectives.

3. The Principal or designee shall communicate with the remaining council regarding meeting times, minutes, and other business for the council.

4. The Principal shall have veto power in the event there is a violation of Arizona Revised Statutes, Mesa Public School District Policies and Procedures or will not serve in the best interest of the school or students.

5. The Principal will work with the Treasurer and the School Secretary to review the bank statement and expenses report.

6. The Principal shall approve all requests for funds, prior to presenting to the Executive Board. 

The President shall:

1. Preside at all meetings of the Organization and the Executive Board

2. Be versed and communicate the articles of incorporation and bylaws to committee chairperson and the Executive Board.

3. Coordinate the work of officers and committees of the Organization so that the objectives and policies may be promoted.

4. Appoint the chairperson of standing committees

5. Be a member ex-officio of all committees, with the exception of the electoral committee.

6. Be one of the Board members authorized to sign the checks of the Organization.

7. Will work with the Principal and the Treasurer regarding any district audits and financial requests.

8. Principal and/or Principal’s Secretary and President will approve any and all communication with staff and families prior to distribution.

9. Events are a team effort and shall be dispersed by the President.

10. Perform such other duties as may be assigned by the Organization.

11. Have the option of serving on a committee.

The Vice President shall:

1. Act as an assistant to the President.  Will perform the duties of the President in the absence or inability of that officer to act.

2. Commit to the duties of President in the event the President vacates office for any reason.

3. Gather monthly reports from the standing committees.

4. Be one of the Board members authorized to sign the checks of the Organization.

5. Perform other delegated duties as assigned.

6. Have the option of serving on a committee.

The Secretary shall:

1. Keep an accurate record of the proceedings of all the meetings of the Organization.

2. Distribute official minutes to each Executive Board member and others determined by the Executive Board.

3. Maintain the PTO Book of Record.

4. Be prepared to refer to minutes of previous meetings.

5. Conduct correspondence as needed for the organization in cooperation with the Executive Board, including compiling, editing and distributing a monthly newsletter.

6. Perform other delegated duties as assigned.

7. Have the option of serving on a committee.

The Treasurer shall:

1. Establish and/or maintain a checking account and other accounts as determined by the Executive Board.

2. Have custody of all financial record and funds of the Organization.

3. Verify and be responsible for, along with the event chairperson, all monies received at the end of each event, as counted by two PTO committee members (one must be the President, Vice-President, or Treasurer.)  Each shall keep an accurate account of all monies from the event.

4. Keep a full and accurate account of receipts and disbursements as authorized by the President, Executive Board, or Organization as in accordance with the budget adopted by the Organization.

5. See that checks are properly signed by two persons (the Treasurer, Vice President and/or President).

6. Prepare financial statement each month, with copies to be distributed to each Executive Board member and others determined by the Executive Board.

7. Will provide access to Principal and President of any expenditures or purchases on a monthly spreadsheet that will be supplied. 

8. If concerns arise, arrange an end of year audit with an auditing committee consisting of not fewer than three members who shall be appointed by the Executive Board.

9. It is suggested that at least $5,000.00 is left in the treasury as a starting balance for the next school year.

10. All bank statements must be mailed to Mendoza Elementary School.

11. Perform other delegated duties as assigned.

12. Have the option of serving on a committee.

The Historian shall:

1. Be responsible for gathering and compiling into a yearbook the events of Mendoza Elementary School.

2. Keep communication between yearbook company, administration, and the Executive Board as needed.

3. Be responsible to attend all events on campus to take pictures. 

4. Work with Treasurer to facilitate yearbook orders.

5. Perform other delegated duties as assigned.

6. Have the option of serving on a committee.

7. Coordinate the Student Council fundraisers with PTO members including fall and spring pictures.

The Fundraising Coordinator shall:

1. Coordinate the Student Council fundraisers with PTO members including fall fundraiser, fall and spring pictures, and spring fundraiser.

2. Oversee the following current fundraising programs:  Box tops, Coke fundraiser, Amazon Smile, Fry’s and monthly fundraising restaurant nights and any future programs.  This may include working with other PTO members to ensure accuracy and follow up.

3. Copy and distribute all marketing materials pertaining to the above-mentioned programs (must be approved by the Principal.)

4. Look for new fundraising opportunities to be approved by the board.

5. Work in conjunction with a co-chair if applicable.

6. Perform other delegated duties as assigned.

7. Have the option of serving on a committee.

The Volunteer Coordinator shall:

1. Coordinate with staff and parent volunteers for each event. 

2. Be responsible to scheduling each event.

3. Point of contact for each event.

ARTICLE VII

MEETINGS:

Section 1.  Regular Business Meetings of this Organization shall be held on a monthly basis during the school year.  The first meeting will be held in Aug.  Five (5) days notice shall be given before any change of meeting dates.  The last meeting of the school year shall be an annual meeting at which time reports shall be received and new officers installed.

Section 2.   Special meetings may be called by the Executive Board, five (5) days notice having been given.

Section 3.  In cases of school closures; meetings, elections, etc. will resume when the school opens. 

Section 4.  The transaction of business at general publicized meetings will be conducted by the Executive Board. 

Section 5.  The order of business shall be as follows to assure a prompt and productive meeting:

1. Introductions and mission

2. Treasurer’s Report and expenditures;

3. Secretary’s Report of minutes;

4. Unfinished business;

5. New business, coming event for the month;

6. Open discussion by member of school business not previously discussed;

7. Meeting adjourns.

ARTICLE VIII

EXECUTIVE BOARD:

Section 1.  The governing body of the Organization shall be known as the Executive Board.  It shall consist of the President, Vice-President, Secretary, Treasurer, Historian, Fundraising Coordinator, Volunteer Coordinator, one Primary Teacher Representative, one Intermediate Teacher Representative, and the Principal. Each officer has one vote per agenda item. That is a total of 9 members on the Executive Board that can vote. If a position is co-chaired there will still be only one vote per position.  All but the Principal are voting members of the Executive Board.

Section 2.  The Executive Board shall be responsible for all policy decisions affecting the Organization’s operation.  It shall carry out all directives as voted by the Organization’s membership.

Section 3.  The Executive Board meetings may be called at the discretion of the President and meetings are open to the general membership.

Section 4.  Regular meetings of the Executive Board shall be held during the school year, the time to be fixed by the Executive Board.  A majority shall constitute a quorum.  Special meetings of the Executive Board may be called by the President or by a majority of the members of the Executive Board.

Amendment: With a full board of 9 people, 2/3rds must vote in approval whether present at the meeting or not

• With empty slots on the board (less than 9 people), majority (more than 50%) must vote in approval whether present at the meeting or not. 

Section 5.  To transact necessary business in the intervals between meetings of the Organization and such other business as may be referred to it by the Organization.

Section 6.  To supervise the work of standing committees.

Section 7.  To create special committees, and to supervise the work of such committees.

Section 8.  To appoint an auditing committee.

Section 9.  Appointed members of the Executive Board shall include one primary (Kindergarten thru Third grade) and one intermediate (Fourth thru Sixth grade) Teacher Representatives, appointed by the Principal.  It shall be the responsibility of the Teacher Representatives to communicate ideas, needs, etc. between teachers and parents of Mendoza Elementary School, The Teacher Representatives shall be voting members of the Executive Board.

Section 10.   The Principal shall serve as a non-voting member of the Executive Board.

ARTICLE IX

STANDING AND SPECIAL COMMITTEES:

Section 1.  Such standing committees shall be created by the Executive Board as may be deemed necessary to promote the objectives and interests and carry on the work of the Organization.  The Chairman of a standing committee shall be selected by the officers of the Organization.  Their term shall be one (1) year.

Section 2.  The Chairman 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 Executive Board.

Section 3.  Special committees are created and appointed for a specific purpose and it automatically goes out of existence when its work is done and its final report is accepted or adopted.

ARTICLE X

FUNDS:

Section 1.  The expenditure of PTO funds shall be recommended by the Executive Board and presented to the PTO members present at a regular meeting for discussion. After discussion the executive board will conduct a final vote.

Amendment: With a full board of 9 people, 2/3rds must vote in approval whether present at the meeting or not

• With empty slots on the board (less than 9 people), majority (more than 50%) must vote in approval whether present at the meeting or not. 

Section 2.  The financial records of the Organization shall be audited annually by a non-member of the Executive Board, appointed by the Executive Board.

Section 3.  Two (2) signatures shall be required on all checks issued by the Organization.  Authorized signatures shall include the President or Vice-President and the Treasurer.

• Amendment: In the event that the Vice President seat is vacant, another Executive Board member may be the second signature on checks issued by the Organization.

Section 4.  The year-end financial report prepared by the Treasurer shall be published and made available to all PTO members.

Section 5.  The fiscal year of this organization shall begin July 1st and end June 30th.  The previous year’s budget will stand until the first general meeting. Monthly bank statements must be mailed to Mendoza Elementary School. 

ARTICLE XI

BY-LAWS ADOPTION:

Section 1.   The By-Laws shall be adopted by a majority vote of the Executive Board that are present at any meeting.  Prior notification of the By-Laws as an agenda item must be made to the Executive Board.

ARTICLE XII

AMENDMENTS:

Section 1.  The By-Laws may be amended by a two-thirds (2/3) vote of the Executive Board present at any PTO meeting, providing at least 30 days written notice has been given of any proposed amendment.

ARTICLE XIII

MISCELLANEOUS PROVISIONS

Section 1.  All members of this organization, Executive Board, and its committees are for the discussion of Organization business; and parent members shall not use any of these meetings as a means of discussing the problems or progress of their children with members of the staff.

ARTICLE XIV

DISSOLUTION OF THE ORGANIZATION:

Section 1.  The Organization may only be dissolved following a majority vote of the Executive Board that are present at a meeting called and publicized for the purposes of dissolution.

Section 2.  In the event of dissolution, any remaining funds in the Treasury and usable supplies belonging to the Organization shall be turned over to the Mendoza Elementary School Student Fund.

These By-Laws were created November 10, 1983, and amended January 7, 1983, March 23, 1984, May 23, 1995, April 2, 1996, and September 19, 2006 and October 7, 2008, March 2009, May 2009, March 2, 2010, May 4, 2010, March 6, 2018, November 2019, 

April 2020, August 2020, August 2022, August 2023