International Spanish Language Academy

Parent Teacher Organization Bylaws

"Volunteers Are the Key to Our Success"

Article 1: Name.

Section 1. The name of this Parent Teacher Organization (PTO) is the International Spanish Language Academy (ISLA) PTO, hereafter referred to as ISLA PTO.

Article 2: Organization and Purpose.

Section 1. The ISLA PTO is an organization governed by these Bylaws, which may be amended.

Section 2. The ISLA PTO is organized exclusively to enhance the educational opportunities at ISLA. The purpose for which the organization is organized are exclusively religious, charitable, scientific, literary, or educational within the meaning of section 501(c)(3) of the Internal Revenue Code as now enacted or hereafter amended. 

Section 3. The ISLA PTO shall at all times be operated exclusively for charitable purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, as now enacted or hereafter amended.  All funds, whether income or principal, and whether acquired by gift, contribution or otherwise, shall be devoted to said purposes.

Article 3: Mission.

Section 1. The Mission of the ISLA PTO is to:

1. Promote communication and cooperation between parent(s) or guardian(s) and school staff.

2. Enhance the educational and social experiences that our children have at ISLA by enriching the curriculum and providing the school community with social activities.

3. Raise funds and promote involvement in school activities through the following means:

  • Providing annually budgeted and PTO sponsored activities and additional programs and materials.
  • Supplementing annual ISLA PTO budget for additional equipment, materials and activities.
  • Evaluating requests for financial support for special activities, resources and supplies.

 

Article 4: Basic Policies.

Section 1. The ISLA PTO shall be non-profit, non-commercial, nonsectarian, and nonpartisan.  No commercial enterprise and no political candidate shall be endorsed by it.

Section 2. The name of the ISLA PTO and its officers in their official capacity shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose other than the regular work of the ISLA PTO.

Section 3. The ISLA PTO may cooperate with other organizations and agencies active in child welfare and with conference groups of or coordination councils uniting for child welfare.

Section 4. The ISLA PTO shall operate without discrimination. The ISLA PTO shall work with ISLA to provide quality education for all children and shall seek to participate in the decision-making process establishing school policy.

Section 5. No part of the net earnings of the ISLA PTO shall personally benefit its members, Officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered.

 

Article 5: Membership.
Section 1. Any parent or guardian with children attending ISLA and ISLA staff who are interested in the Mission of the ISLA PTO, and who are willing to uphold its basic policies and subscribe to its Bylaws may become a Member.

Section 2. There are no dues required of any Member. 

Section 3. The Executive Director, ISLA Board Member or a teacher representative shall be present at the meetings.

Article 6: ISLA PTO Governance.
Section 1. These Bylaws become effective upon their acceptance by a majority of the membership members. 

Section 2. Officers of the ISLA PTO shall be a Chairperson, a Vice-Chairperson - Finance and Fundraising Affairs, a Vice-Chairperson - Community and Social Affairs, a Secretary, Treasurer, Volunteer Coordinator and TA Coordinator. Co-officers may also be selected should the membership deem it necessary. Officers shall be elected for a one-year term in May, to begin in June, by a majority vote of members present. It is recommended, but not mandatory, that an Officer be nominated for election as the Chairperson for the following term. All officers may serve more than one term in the same position or in a different position.

Section 3. Nominations and Elections for Designated Parent Room Representatives for each classroom, Officers shall be made by a majority vote.

Section 4. A position is declared vacant upon resignation by an Officer or the expiration of the term of a position that goes unfilled.  A replacement will be elected by majority vote at the next regular meeting if it is to occur within 30 days of the vacancy.  If the next regular meeting is to occur more than 30 days after the vacancy occurs, the Board shall call a special meeting for the purpose of having an election for the open position and notice shall be given to the general membership at least two weeks in advance.  Upon expiration of term of office or in case of resignation or termination, each Officer shall turn over to the newly elected office holder or to the Chairperson without delay, all records, books and other materials pertaining to the office.

Section 5. Duties of Officers are:

a.     Duties of Officers: Chairperson.

  • To prepare the meeting agenda and define action items prior to the meeting.
  • To convene and preside at meetings.
  • To facilitate any group discussions.
  • To call for members for committees.
  • To review the minutes.
  • To work closely with the Director, ISLA Board and teacher representative in matters that relate to the ISLA PTO.
  • To make presentations to various groups and ISLA Board, if requested.
  • To orientate the new Chairperson.
  • To plan the annual calendar.
  • Verify the filing of all appropriate tax documents as required by the IRS and the State of Minnesota.
  • Available to sign checks, receipts or payment requests in addition to Treasurer.

b.    Duties of Officers: Vice Chairperson-Finance & Fundraising Affairs.

  • To act as aid to the Chairperson.
  • To perform the duties of the Chairperson in the absence of that Officer.
  • Serve as Chairperson of the Fundraising and Financial Review Committee
  • To review the monthly bank statement with the Treasurer.
  • To coordinate special projects as they arise.

c.      Duties of Officers: Vice Chairperson-Social & Community Affairs.

  • To act as aid to the Chairperson.
  • To perform the duties of the Chairperson in the absence of that Officer.
  • Serve as Chairperson of Strategic Planning Committee
  • Monthly update the Strategic Plan Dashboard.
  • To coordinate special projects as they arise.
  • Available to sign checks, receipts or payment requests in addition to Treasurer.

d.    Duties of Officers: Secretary.

  • To attend all meetings and record proceedings and votes of the ISLA PTO.
  • To submit minutes of the monthly PTO meetings to the ISLA PTO website posting prior to the next scheduled meeting.
  • Administer membership surveys
  • Serve as Chairperson of the Publicity/Website/Newsletter Committee
  • To make any necessary revisions to the monthly PTO meeting minutes and post to the ISLA PTO website within two weeks of the meeting when the revisions were discussed.
  • To assist the Executive Board in handling any necessary correspondence.
  • Maintain the permanent records of the Organization including but not limited to Articles of Incorporation, Bylaws, IRS Determination letter, Federal Employer Identification Number, Sales Tax Exemption documentation, etc.
  • Available to sign checks, receipts or payment requests in addition to Treasurer.

e. Duties of Officers: Treasurer.

  • To receive all ISLA PTO monies.
  • To keep a full and accurate record of receipts and expenditures.
  • To make payments as authorized in the Approved Budget or ISLA PTO.
  • Ensure that all expenditures follow the process defined in Article 8, Section 2.
  • To present a statement of accounts at each meeting and as requested by the ISLA membership.
  • To review and sign the monthly bank statement with the Vice-Chairperson - Finance & Fundraising. Their signature indicates they have reviewed the statement and the information provided in the Treasurer's Report is consistent with the statement.
  • File all appropriate tax documents as required by the IRS and the State of Minnesota.

f. Duties of Officers: Volunteer Coordinator

  • Maintain the ISLA PTO Membership Contact List and Volunteer Preference List and provide information to committees regarding volunteers who are interested.
  • Handle delegated matters as designated by the Board
  • Maintain the ISLA PTO Room Representative member list and contact information.
  • Oversee Room Representative committee to ensure they meet the needs of the staff.
  • Available to sign checks, receipts or payment requests in addition to Treasurer.

g. Duties of Officers: Teaching Assistant (TA) Coordinator

  • Maintain the ISLA TA Program
  • Handle delegated matters as designated by the Board
  • Chair the TA Volunteer Committee
  • Available to sign checks, receipts or payment requests in addition to Treasurer.

h. Duties of Officers: Executive Board

The Executive Board shall consist of the ISLA PTO Officers. Meetings of the Executive Board may be called by the Chairperson or a majority of the ISLA PTO Officers. The duties of the Executive Board shall be to:

  • establish a budget and list of goals to be accomplished during the following school year and present it at the May PTO meeting for approval,
  • transact necessary business between PTO meetings,
  • to approve the plans of work of the standing committees,
  • appoint the Fundraising and Financial Review Committee and to
  • conduct such other business as may be referred to it.

Section 6. Standing Committees shall be formed as necessary by the ISLA PTO Executive Board. These committees shall review and present plans/options to the ISLA PTO and designate subcommittees pertaining to their separate functions.  These committees shall make initial decisions relating to their function; however, no decision shall be acted upon without approval of the ISLA Executive Board. The ISLA PTO shall have standing committees for

  • Fundraising and Financial Review-a 3 to 5 person committee to raise funds in support of the ISLA PTO's stated purpose and mission. Responsibilities include investigating fundraising programs to determine which most closely match the financial goals and purposes of the ISLA PTO, including the application of grants and other supplemental funding.
  • Room Representatives Committee- A committee to aid in finding volunteers, investigating volunteer opportunities and encouraging broad member involvement in the ISLA PTO and ISLA activities.
  • Publicity/Website/Newsletter.-a 3 to 5 person committee to ensure information is posted and kept up to date on the ISLA website.

a. Duties of Designated Room Representatives

Designated Room Representatives shall represent the needs of the specific classroom and teacher to the PTO membership.  Designated Room Representatives will work with the Volunteer Coordinator to facilitate classroom volunteers and are expected to attend or send a proxy to all monthly ISLA PTO meetings. 

Article 7: Meetings
Section 1. The ISLA PTO shall meet for a minimum of 6 times a year, September through July, with additional meetings as needed. The meetings will be held on a Tuesday.

Section 2. Monthly meetings shall begin promptly and strive not to exceed 90 minutes.  An extension of time may be approved as necessary by a majority of those present.

Section 3. Meetings will include the following information:

  • Welcome
  • Call to Order
  • Reading/Distribution of Previous Meeting Minutes
  • Treasurer's Report
  • Executive Director's Report
  • ISLA Board Report
  • Committee Reports
  • Old Business
  • New Business
  • Announcements/Meeting Critique
  • Adjourn

Section 4. Notification of Meetings. Meeting dates are published in the ISLA PTO website http://www.isla-pto.org/.  The Agenda and Action Items shall be posted on the ISLA PTO website at least one week prior to the meeting.

Section 5. Voting. A simple majority vote of those present will be necessary to act. Members unable to attend the meeting shall be allowed to write in their vote, due prior to the scheduled meeting date.

Section 6. Decision Making Process. Robert's Rules of Order Revised shall govern ISLA PTO meetings in all cases in which they are applicable and in which they are not in conflict with these Bylaws.  The Decision Making Process described in Attachment 2 shall be used to the extent practicable.

Section 7. Minutes. Minutes of the monthly ISLA PTO meetings shall be distributed to the ISLA PTO website http://www.isla-pto.org/ within two weeks after the meeting. The minutes will be subject to approval at the next monthly PTO meeting. Any revisions to be made will be noted and distributed within two weeks to the ISLA website to again be subject to approval at the next monthly PTO meeting.

Article 8: Financial Operations

Section 1. Fiscal Year. The fiscal year of the ISLA PTO shall begin on July 1st and end on the following June 30th.

Section 2. Approval of Expenditures.  The ISLA PTO Executive Board is empowered to approve all expenditures that have been formally approved in the annual budget at the May meeting. The ISLA PTO Board (excluding the Vice Chairperson - Finance and Fundraising Affairs) is also empowered to approve all expenditures outside of the budget up to an amount of $500.  All "out of budget" expenditures must be reported to the general membership at the following month's meeting.

All payments greater than $100 must be consented to by the Treasurer and another authorized Board Member. The recommended method of consent is completion of the ISLA check request form but email consent is acceptable when completion of the check request form is not possible.

All checks, receipts or payment requests must be signed by the Treasurer or  another authorized Board Member. 

Section 2. Bank Account(s). All funds of the ISLA PTO shall be deposited in such bank account(s) as designated by the Executive Board.  Withdrawals from any such bank account(s) shall be made only for the purposes of the ISLA PTO as outlined in these Bylaws. 

Section 3. Dissolution.  Upon the dissolution of the ISLA PTO, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to ISLA which has established its tax exempt status under Section 501(3)(c) of the Internal Revenue Code.

Section 4.  Approval of Fundraisers.  The ISLA PTO shall decide the number and type of fundraisers per year. All funds collected will be recorded and delivered to the Treasurer.

Section 5. Financial Review Committee  A three member Financial Review Committee, as appointed by the Executive Board in July, shall review the books and reconcile the bank statements on an annual basis. A report on their findings is to be made at the September ISLA PTO meeting.  A final accounting shall be made at the end of each fiscal year and a copy of the accounting report shall be made available to each member as well as appropriately filed in accordance with 501(c)(3) of the Internal Revenue Code and the State of Minnesota.

Article 9. Amendments

These Bylaws may be amended by a two-thirds vote of the members present at any meeting, providing notice of the proposed amendments was given at the previous regular meeting or communicated to the members at least one  week in advance.

As accepted October 7th, 2008 
And amended August 24, 2009 (Article 7, Section 1)
And amended February 23, 2010 (Article 2, Section 2; Article 6, Sections 2, 3, & 4; Article 7, Section 2)