PTSO

Volunteer Opportunities

Officers

PTSO Meeting Minutes

PTSO By-Laws

PTSO Articles of Incorporation

PTSO 501(c)3

Article I: Name

The name of this organization shall be the North Buncombe High School Parent-Teacher Support Organization, Weaverville, Buncombe County, North Carolina (also referred to as “NBHS PTSO” or “PTSO”). It is a local unit organized in 2016.

Article II: Purpose

The NBHS PTSO is organized for the purpose of supporting the education of the students at North Buncombe High School by fostering relationships among parents, guardians, grandparents, staff and the community. The organization exists as an incorporated organization of its members. These bylaws shall be deemed its governing instrument.

Article III: Basic Policies

The following are basic policies of this organization:

a) The organization shall be noncommercial, nonsectarian, nonpartisan and nonprofit.
b) The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest for any purpose not appropriately related to the promotion of the purpose of the organization.
c) This organization shall not, directly or indirectly, participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote part of its activities to attempting to influence legislation.

Article IV: Membership

Section 1: Membership shall be voluntary by parents, guardians, grandparents of students enrolled at NBHS as well as staff of NBHS and community representatives who are interested in the purpose of the PTSO and willing to help uphold these goals and objectives.

Section 2: Membership in the organization shall be made available without regard to race, color, creed or national origin.

Section 3: Any parent, guardian, grandparent, staff member or community representatives shall be eligible to participate in its business meetings or to serve in any of its elective or appointed positions.

Section 4: Regular meetings of the PTSO shall be held throughout the year and are open to all members. The time and date of these meetings shall be determined by the President upon approval by the PTSO. Public notice of all regular meetings shall be given at least seven days prior to the meeting.

Section 5: The membership year of the PTSO shall begin July 1st and end June 30th of the following year.

Article V: Officers and Elections

Section 1: The elected officers of this PTSO shall be President, Vice President, Secretary and Treasurer.

Section 2: PTSO officers shall appoint the following committee positions: Volunteer Coordinator chair, Hospitality chair, Communications chair and Recruitment chair.

Section 3: Additionally, the Principal (or principal’s designee) and at least one appointed teacher representative shall also serve on the board in a non-voting capacity.

Section 4: The board may appoint additional committee chairpersons as needed.

Section 5: The term of office shall be July 1st through June 30th of each calendar year.

Article VI: Elections

Section 1: Nominations of PTSO officers shall occur during the April meeting. The residing PTSO Vice President shall serve as chair for the nomination procedure and shall present the final slate of nominations during the May meeting of that fiscal year.

Section 2: The consent of each candidate must be obtained before his/her name is placed in nomination. Additional nominations may be made from the floor, provided the consent of each candidate has been requested before his/her name is placed into nomination.

Section 3: Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office.

Section 4: All officers shall be elected at the May annual meeting.

Section 5: Newly elected PTSO officers shall appoint committee chair positions no later than July 1st. Co-chairpersons are permitted as needed and determined by the PTSO officers. When co-chairs exist, each person has a vote regarding issues.

Section 6: If there is a vacancy in the office of President, the Vice President will become the President. At the next regular scheduled meeting, a new Vice President will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

Section 7: Officers and board chairs can be removed from office for failure to perform duties by majority vote of the board. A meeting is not required for the voting of removal, but it must be documented in the next month’s meeting minutes.

Article VII: PTSO Officer Duties

Section 1: PRESIDENT. The President shall set agendas and preside over monthly board meetings and Executive Board meetings, call special meetings as needed, serve as the primary contact for the Principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all officers and committees so that the purpose of the organization is served.

Section 2: VICE PRESIDENT. The Vice President shall assist the President as needed, carry out the President’s duties in his/her absence or inability to serve, serve as the chair for the nominations and election process, and other projects as needed so that the purpose of the organization is served.

Section 3: SECRETARY. The Secretary shall keep accurate records of the organization including 1) a log of the minutes, 2) by-laws, 3) contact information for the PTSO officers and board chairs; take and record minutes, forward minutes to PTSO President for approval and distribution to the board, and handle other correspondence as needed.

Section 4: TREASURER. The Treasurer shall receive all funds of the organization, keep an accurate record of all receipts and expenditures, pay out funds in accordance with approval of the Executive Board, file tax forms as required, and facilitate annual audit. He/she will present a financial report at every meeting and at other times of the year when requested by the Executive Board, and make a final report at the end of the year.

Article VIII: PTSO Committee Chair Duties

Section 1: VOLUNTEER COORDINATOR CHAIR. Shall be in charge of sending out requests to secure volunteers for various projects and activities undertaken by the officers or chairs of the PTSO – request for volunteers should include contact information for the person heading up the effort so that those who wish to volunteer can communicate directly with that person; shall have a working knowledge of a database program that can be used for volunteers and will help solicit volunteers to help as needed.

Section 2: HOSPITALITY CHAIR. Shall coordinate and oversee all hospitality related events including but not limited to teacher appreciation week and special events for the staff throughout the school year.

Section 3: COMMUNICATIONS CHAIR. Shall work closely with President and Principal to coordinate communications to the PTSO membership and NBHS staff; works with school website coordinator to post information on the school’s website; coordinates public relations and any outside correspondence and publicity for functions of the PTSO.

Section 4: RECRUITMENT CHAIR. Shall be responsible for soliciting community sponsorship for various projects and activities undertaken by the PTSO officers or committee chairs.

Article IX: Meetings

Section 1: The PTSO officers, committee chairs, principal (or designee) and teacher representative shall meet monthly at a designated time agreed to by all.

Section 2: The President may call special meetings of the Executive Board as needed.

Section 3: The regular meeting held in May shall be known as the annual meeting and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise. All officers/chairs should transition official materials, supplies, etc. to their successors at this time. Otherwise this transfer of information shall occur no later than ten days following the election of their successor.

Section 4: Special meetings of the membership may be called by the President and shall be called upon request of a majority of the membership. Special meetings called by the President require a minimum 24-hour notice.

Section 5: Standing monthly meetings do not require notification. Notice of the May annual meeting shall be given a minimum of two weeks in advance.

Section 6: A majority of the committee members present shall constitute a quorum.

Article X: Executive Board

Section 1: The Executive Board shall consist of PTSO officers, committee chairpersons and the principal/designee and teacher representative.

Section 2: The duties of the Executive Board shall be to transact business between meetings and prior to monthly meetings as needed.

Article XI: Standing Committees

Section 1: Volunteer coordinator, hospitality, communications and recruitment committees shall be required according to the by-laws unless otherwise amended.

Section 2: Chairpersons of all standing committees shall be members of the Executive Board.

Section 3: Special committees may be appointed by the President when such committees are deemed necessary by the Executive Board or the general membership. If only required for a specific project, these committees may be disbanded on the completion of its charge.

Section 4: The President shall be a member ex-officio of all committees except the nominating committee.

Article XII: Fiscal Year

The fiscal year of the general membership shall begin on July 1st and end on the following June 30th.

Article XIII: Parliamentary Authority

The rules contained in Robert’s Rules of Order Newly Revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws.

Article XIV: Dissolution

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills, then funneled through the Buncombe County Schools Foundation back to North Buncombe High School for the benefit of the school.

Article XV: Amendments

These by-laws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting provided notice of the proposed amendment shall have been given at the previous meeting. A committee may be appointed to submit a revised set of by-laws as a substitute for the existing by-laws only by a majority vote at a meeting of the organization or by a two-thirds vote of the Executive Board.

last updated May 2018