Article I: Name
The name of this organization is the Frontier Parent Teacher Student Organization (Frontier PTSO), located at 21258 North 81st Avenue, Peoria, AZ 85382.
Article II: Articles of Organization
The Frontier PTSO exists as an unincorporated tax-exempt organization of its members. The “Articles of Organization” are comprised of these By-Laws, as from time-to-time amended.
Article III: Mission Statement
The Frontier PTSO is a community of parents, guardians, teachers, and students joined in creating a dynamic, caring, and active learning environment. We will support teachers, students, and their families through Communication, Advocacy, Fundraising, and Volunteerism, with the goal of achieving a productive, enjoyable, and safe school.
The objectives of the Frontier PTSO are developed through committees, projects, and programs; and are governed and qualified by the basic policies set forth in Article IV.
Article IV: Basic Policies
The following are basic policies of the Frontier PTSO:
• The Frontier PTSO shall be non-commercial, non-sectarian, and non-partisan.
• The name of the Frontier PTSO 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 or for any purpose not appropriately related to promotion of the objectives of the Frontier PTSO.
• The Frontier PTSO shall not – directly or indirectly- participate or intervene (in any way, including publishing or distributing of statement) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
• The Frontier PTSO shall work with the Frontier Site Council to provide quality education for all children and youth, and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the boards of education.
• No part of the net earnings of the Frontier PTSO shall inure to the benefit of, or be distributable to, its officers, members, or other private persons except that the Frontier PTSO shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions to furtherance of the objectives set forth in Article III hereof.
• Notwithstanding any other provision of these Articles, the Frontier PTSO shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax under section 501(c)(3) or by an organization, contributions to which are deductible under section 170(c)(2) of the internal revenue code.
• Upon the dissolution of the Frontier PTSO, after paying or adequately providing for the debts and obligations of the Frontier PTSO, assets shall be distributed for one or more exempt purposes within the meaning of section 501(C)(3) of the internal revenue code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
Article V: Membership
Membership in the Frontier PTSO shall be made available without regard to race, color, creed, or national origin to all parents or legal guardians of Frontier students, all staff members, and all students who subscribe to the Objectives and Basic Policies of these By-Laws.
Article VI: Officers and Duties
The Frontier PTSO shall have a Board consisting of:
• A Chairperson, Volunteer Coordinator, Meeting Coordinator, Treasurer, School Liaison, and Communications Coordinator.
• Board Officers shall be elected by ballot the first week in April of each year.
• Officers shall assume their duties in the month of May and shall serve for a term of one year.
A vacancy in any office shall be filled for the unexpired term by a person elected by a majority vote of the Frontier PTSO Board.
Duties of the officers include, but are not limited to:
• Officers shall attend meetings, arrive on time, and be prepared to conduct business.
• Officers should accept assignments and perform the tasks given to them in a timely manner.
• Officers shall work together cooperatively, striving to accomplish common goals, conducting themselves in a professional, honest, and reliable fashion.
• Officers shall support the vote of the majority, respectfully carrying out the memberships wishes.
• Officers shall follow the By-Laws of the PTSO, and protect the general membership’s rights as set forth in this document.
Article VII: Officers of the board
The Chairperson shall:
a) Generate, copy, and post agenda.
b) Preside over meetings.
c) Act as a liaison between NJHS, Student Council, and Renaissance organizations and PTSO, including obtaining notes, making requests on behalf of PTSO, and informing PTSO of their actions, needs, and activities.
d) Co-sign on bank accounts.
e) Review the PTSO checkbook register after its monthly reconciliation.
f) Attend the first four meetings of the newly elected PTSO board to act as a resource person if no other existing board member is re-elected, or elected to a new position.
g) Oversee the elections procedure if not seeking a position on the subsequent board. If the
Chairperson is a candidate in the election, he/she shall nominate an impartial PTSO member to act as the primary elections official.
h) Hold the deciding vote in the event of a tie.
i) Appoint an officer of the Board, in addition to the Chairperson and Treasurer, to co-sign on PTSO bank accounts.
The Volunteer Coordinator shall:
a) Collect and distribute committee binders.
b) Educate committee coordinators of responsibilities.
c) Generate, distribute, and collect parent volunteer forms and create a database used to provide volunteer names for committees.
d) Report the inability to find a coordinator for any PTSO event or standing committee to the Board in a timely manner.
e) Correspond with committee coordinators as necessary to keep PTSO board informed.
f) Submit committee reports monthly to PTSO.
g) Provide articles from committees to Wildcat Tales for publication.
h) Contact parent volunteers as needed for special functions.
i) Recruit coordinators and volunteers for PTSO activities and standing committees.
j) Shall consist of one or two persons.
The Meeting Coordinator shall:
a) Record minutes of PTSO meetings, and make copies for distribution and approval at subsequent meetings.
b) Retain a current copy of PTSO By-Laws.
c) Maintain PTSO attendance logs.
d) Prepare meeting place by setting room properly, providing attendance sheets, to members, greeting arriving members, distributing minutes, and returning the facility to its original condition.
e) Arrange location of time of meeting with Frontier administrative staff.
f) Coordinate childcare services, location, and activities with NJHS.
g) Distribute any board-generated materials as needed.
h) Bring a copy of Robert’s Rules of Order, Newly Revised, to all PTSO board meetings and PTSO meetings.
i) Forward approved meeting minutes to the webmaster in a timely manner.
The Treasurer shall:
a) Have custody of all of the funds of the Frontier PTSO, acting as co-signer on all accounts.
b) Keep a full and accurate account of receipts and expenditures.
c) Collect Teacher Fund Request Forms, and prepare a report for presentation to the PTSO board for consideration.
d) Make deposits and disbursements in accordance with the budget adopted by the Frontier PTSO, making sure that a signed disbursement accompanies all checks before payment is made.
e) Have the disbursement checks signed by two (2) officers of the board – the Treasurer and the Chairperson or the Treasurer and another appointed officer of the Board.
f) Balance monthly account statements, arrange tax return preparation, and generate budget reports bi-annually in January and May of each school year.
g) Provide checkbook to Chairperson for review after monthly reconciliation.
h) Present Treasurer’s report to the meeting coordinator at every meeting of the Frontier PTSO and at other times when requested by the Frontier PTSO.
i) Make a full year end report at the meeting at which new officers officially assume their duties.
j) Have the accounts examined annually by a financial review committee, who have not served on the PTSO board in the current school year, of not less than three (3) members, who, satisfied that the Treasurer’s Annual Report is correct, shall sign a statement of that fact at the end of the report. The financial review will take place by the end of August, after the end of the year school expenses have been paid. The report will be presented to the PTSO board at their September meeting.
k) Have an outside CPA prepare Federal Tax Return on behalf of the PTSO. Per IRS, year end for PTSO is 7/31 of each year.
The School Liaison shall:
a) Work closely with Frontier Staff and Administration, including participating in monthly Frontier staff meetings if approved by the Principal.
b) Chronicle a year-in-review for historical purposes.
c) Advertise and promote the PTSO by such means as providing meeting times to local and school papers, delivering updated marquee messages to staff, preparing announcements, and any other methods of furthering communications.
d) Distribute approved fund request disbursements to appropriate staff members.
e) Review current Peoria Unified School District guidelines regarding the operation of PTSO boards, and provide necessary direction to the PTSO board to remain compliant with those directives.
f) Act as the Chairperson or Meeting Coordinator in the event of an absence.
g) Attend district luncheons.
h) Coordinate teacher appreciation luncheons and events for Teacher Appreciation Week.
The Communications Coordinator shall:
a) Respond to all correspondence and prepare a tax exemption letter for business donations.
b) Maintain PTSO supplies.
e) Copy and distribute all school wide copies.
d) Inform officers of future meeting and any business pertinent to their responsibilities in the event of absences.
e) Prepare and submit a monthly PTSO article for the Wildcat newsletter.
f) Maintain the “Thank You Binder” at the front office.
g) Read parent or staff communications at meetings.
h) Maintain PTSO mailboxes and information box.
i) Review PTSO website on a weekly basis and work closely with the webmaster to keep the site updated.
j) Obtain updates from committee chairs (success of event, thank yous, pictures, etc.) and forward to webmaster to post on the Events page.
Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the Chairperson, all records, books, and other materials pertaining to the office and shall return to the Treasurer, without delay, all funds pertaining to the office.
Article VIII: Frontier PTSO Board
The duties of the Frontier PTSO Board shall be to:
a) Transact necessary business in the intervals between Frontier PTSO meetings and such other business as may be referred to it by the Frontier PTSO.
b) Create standing and special committees.
c) Approve the plans of work of standing committees; cancel committees and/or events due to insufficient support.
d) Present a report at the regular meetings of the Frontier PTSO.
e) Begin the financial review process, at least two weeks before the meeting at which new officers assume duties, to review the Treasurer’s accounts.
f) Approve funding requests within the limits of the budget.
g) Choose an Accountant at the beginning of the Board’s term to complete and file taxes at the end of that Board’s term. The Accountant shall be voted in by a two-thirds vote of the Frontier PTSO board.
Meetings of the Frontier PTSO Board shall be held as needed. A majority of the Frontier PTSO Board members shall constitute a quorum. Meetings of the Frontier PTSO Board may be called when justified.
Article IX: Meetings
Meetings of the Frontier PTSO shall be held monthly, or as needed. The Frontier PTSO Board shall determine dates of meetings. Five (5) days notice shall be given to the membership for a change of date.
A majority of those members present is needed for the transaction of business in any meeting of the Frontier PTSO.
The order of business at PTSO meetings shall follow a consistent format. The elements that will be covered at each business meeting are:
a) A call to order by the Chairperson.
b) Opening ceremonies, such as the Pledge of Allegiance, and introductions.
c) Call for corrections and subsequent approval of previous meeting minutes.
d) Reports of the officers including Treasurer’s reports, School Liaison reports, and any other officer reports.
e) Reports of committees.
f) Any unfinished business from previous meetings.
g) New business.
In order to assure consistency, meetings will follow an approved agenda. (See addendum 1)
Special meetings may be called within five (5) days, notice having been given.
The election meeting shall be held during the second week of April, in order to present the results of the election.
Article X: Committees
The Chairpersons of each standing committee shall present a plan of work to the Frontier PTSO Board for approval as well as any amendments to said plan once it is in place. All committees shall adhere to the restraints of the PTSO budget set for each committee.
The Frontier Board shall be a member ex-officio of all committees.
Article XI: Parliamentary Procedure
Robert’s Rules of Order, Newly Revised, shall govern the Frontier PTSO Board in all cases in which they are applicable and in which they are not in conflict with these By-Laws.
Article XII: Amendments
These By-Laws may be amended at any regular meeting of the Frontier PTSO by two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at the previous meeting or by notice.
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 Frontier PTSO, or by a two-thirds vote of the Frontier PTSO Board. The requirements for adoption of a revised set of By-Laws shall be the same as in the case of an amendment.
Article XIII: Elections
When seeking election for the PTSO board:
• Any member of the Frontier PTSO, excluding students, may seek candidacy for any position on the Frontier Board.
• Any member of the Frontier PTSO, excluding students, may seek office as a write-in candidate.
• Candidates must declare their intention to run for office by the deadline set by the Frontier PTSO board in order to appear on the ballot.
Term limits do not apply to any individual seeking candidacy or re-election.
Rules for the balloting process are as follows:
a) A sample ballot shall be produced prior to the Call for Candidates for approval by the PTSO board.
b) The final ballot shall be prepared and presented for approval of the PTSO board one week prior to its distribution.
c) The ballot shall order PTSO board positions as Chairperson, Treasurer, School Liaison, Volunteer Coordinator, Meeting Coordinator, and Communications Coordinator. There will be a provision for write-in candidates after each position.
d) Multiple candidates running for the same position shall be listed in random order.
e) One ballot per student shall be distributed to homeroom teachers. One ballot per teacher and/or staff member will be distributed via mailboxes.
f) Ballots will be cast by cumulative voting, according to Robert’s Rules of Order, Newly Revised. Each Frontier student will receive one ballot. Votes will then be cast as determined by the family. Frontier teachers and staff will each receive one vote.
g) Student ballots will be collected in a homeroom envelope. A ballot box will be provided for all ballots.
h) A teller’s form must be signed by two members of the election committee to verify that all homeroom envelopes have been collected prior to the counting of the ballot (see addendum 2).
i) Ballots will be opened in the presence of the entire elections committee (not fewer than three members). Ballots shall be counted and verified using the Teller’s sheet (addendum 3).
j) Winning candidates will be determined by a cumulative, plurality vote. As defined by
Robert’s Rules of Order, Newly Revised cumulative voting is the ability of each voting unit to cast all votes for one candidate. In a plurality vote, the winning candidate must receive the most votes, but not necessarily a majority of those cast.
k) All winning candidates will be contacted by the elections committee to verify acceptance of their positions. Should the winning candidate decline the position, the candidate with the next largest vote count will be offered that position.
l) Results of the ballot shall be presented to the Frontier PTSO board upon completion of the count at the elections meeting the second week of April.
m) If a position is vacant, the newly elected board may appoint a person to fill that office.
n) All ballots must be bound with its attached teller sheet and returned to chairpersons for storage for one year. A copy of the teller’s sheet must be submitted to the minutes of the PTSO board.