Bylaws

Bison Brigade Bylaws

Adoption Date: 8/8/18

Revision Date: 10/19/18

Article I – Name

The Grandview Elementary Parent Teacher organization will do business as The Bison Brigade. All references to The Bison Brigade also apply to the term Grand View Elementary Parent Teacher Organization as well as the Grand View Elementary PTO.

Article II – Purpose

As one, The Bison Brigade is organized for the purpose of supporting the development of the whole child at Grand View Elementary by fostering camaraderie among students, parents, teachers, and community.

Article III – Membership

Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights.

Article IV – Officers and Elections

Officers. The officers shall be a President, Vice President, Secretary, and two (2) Treasurers. In addition to the duties listed below, each officer will also perform other such duties as applicable to the office as prescribed by the parliamentary authority of this organization. No officer may receive any payment for carrying out these duties.
1. President. The president shall preside over meetings of the organization and 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 the officers and committees so that the purpose of the organization is served. The president will be the authorized signature on all documents.
2. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president shall also oversee the committees of this organization. The vice president is responsible for reconciling the monthly income/expense records against the bank statements. If there are discrepancies, the Vice President shall meet with the treasurer to try to determine where the discrepancy lies, what is causing it and how to remedy the discrepancy. The vice president must sign off on monthly reconciliation report. The vice president may not have bank account privileges and may not be designated as a signature on checks
3. Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. The secretary is responsible for being the liaison for all the communication methods. Communication methods may include but are not limited to: the website, Facebook page, bison brigade newsletter and more.
4. Treasurers. The treasurers shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested and make a full report at the end of the year. Both Treasurers must sign all checks.
Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before nomination.
Nominations and Elections. Elections will be held at the last meeting of the school year. At that meeting, volunteers can nominate themselves and, nominations may also be made from the floor. Voting shall be by voice vote if a single candidate is presented. If more than one person is running for an office, a ballot vote shall be taken.
Terms of Office. Officers are elected for two year and may serve no more than one (1) consecutive terms in the same office. They may serve in the same office for more then 1 term if there is at least one year of not holding that office.
Term transitions. All terms run July 1st through June 30th June shall be the transition month for all officers.
Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regularly 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.

Article V – General Meetings

There shall be at least 6 meetings during the school year. The regular meeting of the organization shall be on the same day and at the same time each month, to be determined by the executive board.
General meetings may be attended by all interested parties. All members will have voting privileges at general meetings.
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws or any other special/standing rules. A motion must be made and seconded prior to a vote. Board officers may not make and second a motion. A 2/3 majority must be achieved for a motion to be passed of those in attendance including officers.
While every effort shall be made to conduct all business at regular meetings. Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 24hrs prior to the meeting, by Facebook and/or website posting.
Quorum. The quorum shall be 3 board members 1 staff and at least 1 other member members of the organization.
Notification of Meetings. Communication for the meetings, will happen at least 1 week prior to the meeting.

Article VI – Executive Board

Membership. The Executive Board shall consist of the officers and principal.
Quorum. Half the number of board members plus 1 constitutes a quorum.

Article VII – Committees

Membership. Committees may consist of general members and board members, with the president acting as an ex officio member of all committees.
The board may appoint committees as needed. They will be presented and voted on by the General Assembly and must pass with a 2/3 vote.
Committees will contain no fewer then 3 people, 1 of whom may be a board member. There may be a committee chair and committee members, but all committee members will have equal say and voting rights in committee decisions.
Committees will be provided a budget for spending needs and will report to the Treasures by request to keep track budget.

Article VIII – Finances

A tentative budget shall be drafted by the board and approved at the first meeting by a majority vote of the members present.
The treasurer shall keep accurate records of any disbursements, income, and bank account information.
All expenditures over $500 must be approved by the Executive Board, all expenditures over $750 must be presented with a 3-quote minimum, and then must be approved by the Executive Board.
Two authorized signatures shall be required on each to be signed by the 2 treasures.
The treasurer shall prepare a financial statement at the end of the year, to be reviewed by a 3rd party Auditor.
Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school.

Article IX - Fiscal procedures:

The fiscal year is July 1st through June 30th.
Form 990 must be filed with the IRS annually.
Any cash must be counted for and recorded by 2 individuals. Any money on hand must be monitored by 2 individuals.
A double entry accounting system must be used.
All reimbursement made to individuals or organizations must be in check form and a receipt kept on file.

Article X – Bylaws

The Bison Brigade bylaws may be revised at any time when requested by any member of the general assembly. For bylaw revisions, the suggestion(s) must be presented at a monthly meeting where a general discussion will take place. Depending on the requested revisions, either a committee will be formed to review request and prepare suggested text for approval at the following month’s meeting, or a vote may be taken at the same meeting. Bylaw revisions must be approved with a 2/3 majority to be adopted.
Bylaws must be reviewed by all board members prior to the start of the school year. All board members must sign off on the bylaws indicating the board has read the bylaws by laws and agrees to implement them as written.

Article XI – Dissolution

The bison brigade may be dissolved provided notice is publicly posted on the Bison Brigade website. A vote is taken at the next scheduled monthly meeting and the request is approved by a 2/3 vote of those present.
Upon the vote to dissolve The Bison Brigade, the remaining fund shall be first used to pay out any outstanding Bison Brigade debt and then the remaining funds used to benefit the students or school. Any remaining fund shall be held in escrow by the principal to be used at the future parent teacher organization formed on behalf of the school. If a new organization is not formed within two years, then the fund shall be turned over to the school to be used at the discretion of the principal.