BYLAWS

OF
JOHN GLENN MIDDLE SCHOOL
PARENT TEACHER ORGANIZATION
INDIO, CALIFORNIA

Original Version Adopted: SEPTEMBER 2001

Approved revisions: October 27, 2004

Table of Contents
Version History..Page 1
Article 1
NAME..Page 2
Article 2
PURPOSEPage 2
Article 3
TAX EXEMPT STATUS REQUIRED LANGUAGEPage 2
Article 4
MEMBERSHIP AND DUES...Page 2
Article 5
MEETINGS..Page 3
Article 6
OFFICERS AND DUTIESPage 3
Article 7
OFFICER ELECTIONS AND TERMS..Page 4
Article 8
EXECUTIVE COMMITTEE..Page 5
Article 9
STANDING AND SPECIAL COMMITTEESPage 5
Article 10
FINANCEPage 6
Article 11
AMENDMENTS..Page 7
Article 12
AUTHORITY...Page 7
Article 13
DISSOLUTION.......Page 7
Rules, Policies and Procedures
Money Handling Procedures...Page 8

Version History
DATE

MODIFICATIONS

September 2001

Original Version

October 2004

add Version History

organize articles and sections in logical order
include Required Language for Tax Exempt Status (Article
3A - C)
clarify membership dues
include Meetings (Article 5A - E)
2nd Vice President to preside over Fundraising Committee
delete Auditor as Executive Board member
include/clarify Officer Elections and Terms (Article 7A - E)
include/clarify Executive Committee (Article 8A F)
include Standing and Special Committees (Article 9A C)
include Finance (Article 10A F)
include Amendments (Article 11A B)
include Authority (Article 12)
include Dissolution (Article 13A D)
add Rules, Policies and Procedures (Money Handling
procedures)

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Article 1. NAME
The name of the organization shall be John Glenn Middle School Parent Teacher
Organization, herein referred to as JGMS PTO.
Article 2. PURPOSE
The purpose of the organization shall be to aid the students of John Glenn Middle
School by providing support for their educational needs, by encouraging member
participation and by promoting open communication between administration,
teachers and parents.
Article 3. REQUIRED LANGUAGE FOR TAX EXEMPT STATUS
(This Article contains IRS legal statements required to be part of the bylaws exactly as written as a
condition of Tax Exempt 501 (c)(3) status)

A. The organization is organized exclusively for charitable, religious, educational, and/or

scientific purposes under section 501(c)(3) of the Internal Revenue Code.
B. No part of the net earnings of the organization shall inure to the benefit of, or be
distributable to its members, trustees, officers, or other private persons, except that
the organization shall be authorized and empowered to pay reasonable compensation
for services rendered and to make payments and distributions in furtherance of the
purposes set forth in the purpose clause hereof. No substantial part of the activities of
the organization shall be the carrying on of propaganda, or otherwise attempting to
influence legislation, and the organization shall not participate in, or intervene in
(including the publishing or distribution of statements) any political campaign on
behalf of any candidate for public office. Notwithstanding any other provision of this
document, the organization shall not carry on any other activities not permitted to be
carried on (a) by an organization exempt from federal income tax under section
501(c)(3) of the Internal Revenue Code, or corresponding section of any future tax
code, or (b) by an organization, contributions to which are deductible under section
170(c)(2) of the Internal Revenue Code, or corresponding section of any future tax
code.
C. Upon the dissolution of the organization, assets shall be distributed for one or more
exempt purposes within the meaning of section 501(3) of the Internal Revenue
Code, or corresponding section of any future tax code, or shall be distributed to the
federal government, or to a state or local government, for a public purpose.
Article 4. MEMBERSHIP AND DUES
A. Eligibility: All parents and legal guardians of students currently attending John Glenn
Middle School and all current faculty and staff of John Glenn Middle School shall be
designated voting members of the organization. Voting members have the right to
attend and participate in all General meetings, vote on all issues before membership,
to elect officers, and to hold office.
B. Dues: Membership in the organization does not require the payment of dues in any
amount. Membership donations shall be solicited and collected, in lieu of dues, and
payable through the annual membership drive, and shall be accepted and used for the

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operation of the organization. A suggested amount may be advertised at the

discretion of the Board.
Article 5. MEETINGS
A. General Meetings: At least five (5) general membership meetings of the organization
shall be held during the school year. The time and place shall be announced at least
seven (7) days prior to the meeting.
B. Special Meetings: Additional meetings of the organization may be called by the PTO
President as needed, or by petition of twenty (20) voting members. The time and
place shall be announced at least seven (7) days prior to the meeting.
C. Quorum: Those members present at any properly called general or special meeting
shall constitute a quorum, and shall be entitled to take action on behalf of the
organization.
D. Voting: A majority vote of the voting members present at any meeting shall be
required for all action to be taken by the organization.
E. Roberts Rules for Order, Revised, when not in conflict with these Bylaws, shall
govern the proceedings of the organization.
Article 6. OFFICERS AND DUTIES
A. Positions: The elected offices of the organization shall consist of President, 1 st Vice
President, 2nd Vice President, Secretary and Treasurer.
B. President: The President shall be the principal executive officer of the organization
and, subject to the control of the Executive Committee and the direction of the
membership, shall in general, supervise and control all the activities of the
organization. The President shall be a member of the Executive Committee and shall
preside, when present, at all meetings of the General Membership and the Executive
Committee. The President shall be an ex-officio member of all committees and shall
appoint chairpersons of all Special and Standing Committees. The President shall
vote only in the case of a tie in a vote of the Executive Board or General membership.
C. 1st Vice President: The 1st Vice President shall be a member of the Executive Board
and, in the absence of the President, assume the duties of the President. The 1 st Vice
President shall preside over the Membership and Volunteers Committee, and in this
capacity, prepare and maintain a register of members and contact information
furnished by such members.
D. 2nd Vice President: The 2nd Vice President shall be a member of the Executive Board
and, in the absence of the President and 1st Vice President, assume the duties of the
President. The 2nd Vice President shall preside over the Fundraising Committee.
E. Secretary: The Secretary shall be a member of the Executive Board. The Secretary
shall keep the minutes of the proceedings of general and Executive Board meetings,
and transmit true and correct copies of these minutes to each of the members at the
next respective meeting. The Secretary shall keep a register of members, which will
be furnished to the Secretary by the 1st Vice President. In general, the Secretary shall
perform all duties incident to the office of Secretary and such other duties as may be
assigned by the Executive Board.

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F. Treasurer: The Treasurer shall be a member of the Executive Board and shall have
charge of and be responsible for all funds of the organization, and shall receive and
deposit them in the name of the club in a bank as approved by the Executive Board.
The Treasurer shall keep an accurate record of receipts and disbursements, and shall
present a current statement of account (financial report) to the Board and to the
general membership at each meeting. The Treasurer may issue payment for all preapproved budgeted items, or other payments as approved by the Executive Board or
general membership. The Treasurer shall submit all accounts to an independent
auditor or auditing committee by the last day of the school year. The auditor(s), when
satisfied that the Treasurers accounts are correct, shall sign a statement of that fact.
Article 7. OFFICER ELECTIONS AND TERMS
A. Procedure: The elections of officers shall take place in May at a general meeting. All
members of the organization are eligible to vote. Parents and guardians of incoming
students are also eligible to vote in the election of officers, but in no other matter
before the membership. The nominating committee shall present a slate of officers for
election. Further nominations may be received from the floor. All members are
eligible to run for any office. Parents and guardians of incoming students are eligible
to run for any office excluding that of the Presidency. The election of the slate, if not
contested, may be by voice vote. Any contested election shall be by written vote.
B. Term of Office: The term of each officer shall be one year, beginning on July 1 and
ending June 30 of the following year. A person may be elected to the same office no
more than two consecutive terms. A joint meeting of outgoing and newly elected
officers is to be held in June, at the last Executive Board meeting. The transfer of all
records, minutes and other pertinent information shall take place at this time.
C. Nominating Committee: The Nominating Committee members shall solicit
recommendations for the new officers, confirm a nominees willingness to serve,
prepare a slate of one or more nominees for each office, and submit this slate to the
membership for election. Additional nominations shall be accepted from the floor at
the time of election with the consent of the nominee.
D. Selection: A majority of votes cast by the present members shall be necessary for
election. The election of the slate, if not contested, may be by voice vote. Any
contested election shall be by written vote. Ballots shall be counted by two members
of the organization who do not have positions on the outgoing or Nominated
Executive Board, or on the Nominating Committee.
E. Vacancies: The Executive Committee shall fill any vacancies in office by resignation,
death or inability to serve, excluding that of President and 1 st Vice President, for the
unexpired portion of the term. Should a vacancy occur in the office of the President,
the 1st Vice President shall immediately assume the office. Should a vacancy occur in
the office of 1st Vice President, the vacancy shall be filled by election at the next
general meeting, consistent with the procedures established herein. In the case of a
vacancy or resignation of any Executive Board member or committee chairperson, all
records shall be turned over without delay to the acting President of the Executive
Board.

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Article 8. EXECUTIVE COMMITTEE

A. General Powers: The Executive Committee also referred to as the Executive Board or
the Board, shall manage the affairs, activities and operation of the organization. The
Executive Committee shall transact necessary business during the intervals between
general meetings and such other business that may be referred to it by the
membership or these Bylaws. The Executive Committees shall present reports,
recommendations and fundraising proposals to the membership at general meetings,
authorize expenditures, prepare budgets for membership approval, and, in general,
conduct the business and activities of the organization.
B. Membership: The membership of the Executive Committee shall consist of the
President, 1st Vice President, 2nd Vice President, Secretary, Treasurer, the JGMS
principal and a JGMS faculty representative, selected by the faculty. The principal
and faculty representative, and the chairpersons of all Standing Committees shall
serve as ex officio members and shall be entitled to vote.
C. Meetings: The Executive Board shall meet a minimum of four (4) times during its
term and at the discretion of the Board. Special meetings may be called by the
President, or by a majority of the Board, with adequate notice given to Board
members.
D. Quorum: A quorum shall consist of five (5) Executive Committee members.
E. Voting: A majority vote of the regular and ex officio members of the Executive
committee at a meeting at which a quorum is present shall be required for all action to
be taken by the Executive Board. Representation by proxy will meet the requirements
of a quorum, and voting by proxy will be allowed.
F. Removal: An Executive Board member may be removed from office only if, 1) they
fail to perform their obligations to the organization as directed by these Bylaws, (2) if
a majority of the Executive Committee agrees to petition the membership for such
removal, and (3) if the membership, by simple majority, votes for the removal of said
officer.
Article 9. STANDING AND SPECIAL COMMITTEES
A. Nominating Committee: The Nominating Committee shall consist of three (3) to five
(5) members selected by the Executive Committee by March.
B. Other Standing Committees: The Executive may create such other Standing
Committees, as it deems necessary. The chairpersons of all Standing Committees
shall be appointed by the President and serve as ex officio members of the Executive
Board.
C. Special Committees: The President and/or Executive Board may create special
committees for a specific time and/or task and shall cease to exist when that time or
task has been completed. The President shall appoint the chairpersons of all special
committees.

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Article 10. FINANCE

A. Budget: The Executive Committee shall present to the membership at the first general
meeting of the year a budget of anticipated revenue and expenses for the year. This
budget shall be used to guide the activities of the Executive Committee during the
year. Any deviation from the budget amounting to more than $300 must be approved
in advance by vote of the membership at a general or special meeting.
B. Obligations: The Executive Committee may authorize any officer or officers to enter
into contracts or agreements for the purchase of materials or services on behalf of the
organization. The organization shall not obligate more funds than are currently
available without specific authorization from the membership. The officers shall not
have the authority, however, to either enter into such agreements on behalf of John
Glenn Middle School or the Desert Sands Unified School District, or should they hold
themselves out as having such authority.
C. Loans: No loans shall be made by the organization to its officers or members.
D. Commercial Paper: Both the Treasurer and President shall sign all checks and drafts,
and other orders for the payment of money on behalf of the organization. The 1 st Vice
President shall sign any check or draft, with approval from and in the absence of the
President.
E. Treasury Operations: The Treasurer shall deposit all funds of the organization to the
credit of the organization in such banks, trust companies or other depositories that the
Executive Committee may select and shall make such disbursements as authorized by
the Executive Committee in accordance with the budget adopted by the membership.
All deposits/disbursements shall be made within a maximum of thirty (30) days from
receipt of the funds and/or orders of payment.
F. Financial Report: The fiscal year of the organization is July 1 to June 30. The
Treasurer shall present a financial report at each general meeting and shall prepare a
final report at the close of the year. As early as September, the Executive Committee
shall actively recruit a volunteer(s) from the General membership to act as Auditor or
Auditing Committee, with auditing responsibilities to commence in June of the same
school year. The Executive Committee shall have the final report and accounts
examined by this auditor, or informal Auditing Committee, who, when if satisfied that
the Treasurers Report is correct, will sign a statement of that fact at the end of the
report. This audit shall be conducted annually and completed between the last day of
the school year and June 30, at which time the new Executive Committee will take
possession of the accounts.

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Article 11. AMENDMENTS

A. Bylaws may be amended, repealed or replaced at a special or General Meeting when
at least two weeks (14 days) review of the proposed amendments has been provided.
All changes and modifications to the Bylaws shall require two-thirds of the
membership present at the meeting for approval.
B. Review: Bylaws may be reviewed by the Executive Committee to make
recommendations for changes or revisions to meet the changing conditions in John
Glenn Middle School, the community of Indio, or JGMS PTO. Recommendations
shall be brought before the membership for a vote.
Article 12. AUTHORITY
If any part of these Bylaws shall conflict with the decisions, policies or procedures
adopted by the Desert Sands Unified School District, they shall be deemed null and
void and the decision of the DSUSD shall, in all cases, control.
Article 13. DISSOLUTION
The organization may be dissolved in the following manner:
A. The Executive Board shall give notice to the entire membership that dissolution is
being considered.
B. At least two weeks following the notice, a Special Meeting shall be called to discuss
the dissolution proposal and to vote.
C. Dissolution requires approval of two-thirds of the members present by written vote.
D. Upon dissolution, after paying or adequately providing for the debts and obligations
of the JGMS PTO, remaining funds shall be disbursed to John Glenn Middle School.
If JGMS ceases to exist, assets shall be distributed as defined in Article 3-C.

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Rules, Policies and Procedures

1) MONEY HANDLING PROCEDURES
a) The Treasurer shall:
i. have two members present at all times while handling money.
ii. recount any money received, then complete, date and initial the Daily Total
Deposit Form as necessary.
iii. issue an updated financial report to the appropriate teachers, Fundraising and
Event Chairpersons for their files.
iv. hold money temporarily in the office safe, or deposit directly to bank.
v. never take PTO money off campus except directly to the bank and always
with another member.
vi. provide teachers and Event Chairpersons with blank copies of the Daily Total
Deposit Forms to be used as necessary.
b) All Event Chairpersons shall:
i. meet with President and Treasurer to ensure understanding of all money
handling procedures.
ii. arrange, in advance, to open safe as needed for respective event.
iii. always count money with another member present and never remove funds
from campus.
iv. recount and recheck each student order and contact the students parent in the
event of a discrepancy.
v. collect all cash and checks of one day, run adding machine tape and record on
Daily Total Deposit Form, keeping checks in same order as on tape.
vi. copy the Deposit Form to his/her respective events file, bundle cash and coin
as necessary and deposit in the office safe with original Daily Total Deposit
Form. This deposit may be delivered to the Treasurer in person only if the
Treasurer is on campus.
vii. Review the updated financial reports to ensure its accuracy.
viii. Ensure that the appropriate Event files are complete with all copies of the
Daily Total Deposit Forms and updated financial reports.

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