BY LAWS OF THE

JOHN F. PATTIE, SR. ELEMENTARY SCHOOL

PARENT-TEACHER COOPERATIVE ORGANIZATION

ARTICLE I. ESTABLISHMENT

The John F, Pattie Sr. Elementary School Parent-Teacher Cooperative

Organization,,formerly the Washington-Pveid Parent-Teacher Cooperative
Organization, is hereby established as the official parent-teacher organization of th £>•

John F, Pattie Sr. Elementary School retroactive to August, 1978; and as amended
hereto on this date, the 12th day of October, 1988.

ARTICLE II, ARTICLES OF ORGANIZATION

The John F. Pattie Sr. Elementary School Parent-Teacher Cooperative

Organization, hereafter referred to as the "organization" or ';PTCO!I is an
unincorporated association of its members, organized under the authority of the
laws of the Commonwealth of Virginia for volunteer non-profit organizations. Its
"Articles of Organization" comprise articles of these By-Laws, as from time to' tim<
amended.
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ARTICLE III. OBJECTIVES

Section 1. The objectives of the organization are:

a. To promote closer relationships between the home and the school and
provide a mechanism for communication in which parents, teachers and the
school administration may cooperate in the education process.

b. To promote and support the educational and extracurricular programs of

the school to nourish the complete mental, physical and social development
of each child.

Section 2. The objectives of the organizations are to be accomplished through

conferences, committees, projects and programs directed towards parents, teachers,
students and the general public; and are governed and qualified by the basic
policies set forth in Article IV.
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ARTICLE IV. POLICIES

Section 1. The following are policies of the organization:

• -V flyf'i- * • • •!•••-*.:.--;
 a. The organization shall be non commercial, nonsectarian and nonparrisan.

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 or for any purpose not appropriately
related to promotion of the objectives of the organization.
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c. The organization's primary efforts shall be to work with the school

administration and County School Board to provide quality education for
all children and youth, and shall seek to participate in the decision-making
process which establishes school policy, recognizing that the legal *
responsibility to make decisions has been delegated by the people to boards
-*
of education or their namesake.

d. The organization shall support the improvement of education in ways

that do not interfere with the administration or policies of the John F, Pattie
Sr. Elementary School, hereafter referred to as the "school".* •

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e. The organization may cooperate and make commitments with other
organizations and agencies concerned with child welfare, but individuals
representing the organization in such matters shall make nocommitments
that bind the organization without prior approval of the PCT or Executive
Board.

f. Upon dissolution of the organization% 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 AND DUES

Section 1. Any teacher or administrator at the school, any parent of a child

attending the school, or the parent of a child who will be enrolled in the school
within twelve months following application for membership, is eligible to become
a member of the organization.
Section 2, Membership in the organization shall be made available to any eligible
individual who subscribes to the objectives and policies of the organization without
regard to race, color, creed or national origin, under such rules and regulations not
in conflict with the provision of these By-Laws, which may be established.

Section 3. Only members of the organization shall be eligible to vote and/or make
motions in the business meetings, or to serve in any of its elective or appointive
positions.

Section 4. Every individual who is a member of the organization is entitled to all

benefits of such membership.

Section
- 5. The organization
*-> shall conduct an annual enrollment to members;
however, persons may be admitted to membership at any time.

Section 6. Members shall pay annual dues as specified in the budget of the
organization.
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ARTICLE VI. OFFICERS AND THEIR ELECTION

Section 1. Officers.

a. The elected officers of the organization shall be

(1) President
(2) Vice President
(3) Secretary
(4) Treasurer
(5) Parliamentarian
(6) Historian

b. These officers shall be elected annually at a spring meeting of the

organization.

c. Officers shall be elected by a show of cards at the spring meeting.

However, if there is but one nominee for any office, election for that office
may be by voice vote.

d. The elected officers shall assume their official duties at the close of the
last regular meeting of the school year and shall serve for a term of one
fiscal year (July 1-June 30) or until their successors take office.
 e. A person shall not be eligible to serve more than two consecutive terms
in the same office.
* .

Section 2. Nominating Committee.

a. A Nominating Committee, consisting of at least three members in good

standing, shall be appointed by the Executive Board at least one month
before the election is held.

b. The Nominating Committee shall nominate one or more members in

good standing for each office. Only those persons who have- signified their
consent to serve shall be nominated.

c. The Nominating Committee shall report their slate of candidates to the

membership prior to the election meeting.

Section 3. Elections.
•.

a. After the report of the Nominating Committee, nominations shall be

accepted from the floor. Nominations shall be closed by appropriate motion
from the floor.

b. Only members in good standing may vote for officers. The Nominating
Committee shall be responsible to ascertain the credentials of those voting.
Membership will be signified by the showing of membership cards.

c. If there are more than two nominees for the same office and none receive
a majority of votes on the first ballot, the top two vote getters shall
participate in an immediate runoff election.

d. An election shall be valid only if a quorum as defined in Article XI-4 is

present. The Secretary shall ascertain that a quorum is present at all
business meetings.

e. The Nominating Committee shall conduct the election.

•

Section 4, Vacancies

a. A vacancy in any office shall be filled for its unexpired term by a

member in good standing elected by a majority vote of the remaining
members of the Executive Board. Notice of such election shall be given to
the membership as soon as possible.

b. Should all elective offices become vacant at the same time, a special
election shall be held. If these vacancies are the result of Article XIII
actions, the Temporary Special Committee shall act as a Nominating
Committee and conduct the election in accordance with Article VI-3 with
its chairperson acting as presiding officer. If these vacancies are caused by
resignation, the Execujive^^)ard,_prior to the effective date of the' elected
officers' resignation, shall appoint aJiomnmtin^
of officers shall be conducted in accordance w i d i h e e ^

ARTICLE VII. DUTIES AND RESPONSIBILITIES OF ELECTED

* *
OFFICERS.
*
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Section 1. The President shall:

a. Preside at all meeting of the organization and the Executive Board.

b. Call meetings of the Executive Board.

c. Call special meetings, as defined in these By-Laws , of the membership.

d. Coordinate the work of the officers and the committees in order to pursue
the objectives of the organization.

Section 2. The Vice President shall:

a. Act as an aide and advisor to the President.

b. Perform the duties of the President in the absence of that officer.

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c. Coordinate Programs for general membership meetings with the
assistance of Teacher Representatives, so designated by the Principal.

d. Coordinate with the Programs Committee to provide stimulating and

enriching programs for the student body.
Section 3, The Secretary shall: • . *

a. Record the minutes of all meetings of the organization and of the

Executive Board. - ,
»

b. Provide a copy of Minutes to all Board members.

c. Shall tile copies of Minutes in the Minutes Book.

d. Shall prepare PTCO correspondence and maintain appropriate files

Section
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4. The Treasurer shall:

a. Have custody of all organization funds.

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b. Record a full and accurate account of receipts and expenditures and other
financial accounts and records of the organization. •»
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c. Make disbursements in accordance with the approved budget or other
authorization in accordance with Article X.

d. Present a financial statement in writing at all meetings of the

organization and at other times as requested by the Executive Board.

e. Make a full financial annual report at the final meeting of the

organization for each school year.

Section 5. The Parliamentarian shall:

a. Ensure that all meetings of the organization and the Executive Committee
are conducted according to Robert's Rules of Order (Revised} as modified
by these By-laws or by vote of the membership or the Executive Board for
their respective meetings.

b. Advise the presiding officer of the appropriate conduct of a meeting. In

this regard, will have a copy of the By-Laws at each meeting.

• -*
Section 6. The Historian shall:

a. Record all significant events pertaining to the school and the

organization.
%«

b. Make records available for appropriate use as determined by the

membership or the Executive Board.

Section 7. All Officers shall:

a. Perform their duties within the bounds prescribed by the organization

policies and in such a manner as to achieve the objectives of the
* organization. .

b. Carry out other duties and responsibilities prescribed in Robert's Rules of

Order (Revised) unless modified as in Article VH-5a.
*

c. Perform other duties as assigned by the organization, its elected officers,

the Executive Board, or prescribed elsewhere in these By-Laws.

d. Deliver to their successors all official material not later than ten days
after their successors take office.

ARTICLE VIDL EXECUTIVE BOARD

Section 1. The Executive Board shall consist of the officers of the organization, the
chairpersons of standing committees, the principal of the school and faculty
representatives appointed by the principal. The chairpersons of the standing
committees shall be selected by the officers of the organization.

Section 2. The duties and responsibilities of the Executive Board shall be:

a. To transact necessary business in the intervals between regular

organization meetings and such other business as may be referred to it by
the organization.

b. To create standing and special committees.

c. To approve the plans and programs of the committees.

 d. To present a*report at the regular meetings of the organization.

e. To select the committee to audit the Treasurer's accounts.

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f. To prepare and submit a budget for the forthcoming fiscal school year to
the organization for adoption.

g. To authorize non-budgeted expenditures not to exceed $100.00 and

approve payments in accordance with the approved budget or as otherwise
authorized by majority vote of the membership attending a regular or
special meeting of the organization.

Section 3. Regular meetings of the Executive Board shall be held prior to general
membership meetings, the time to be fixed by the President in consultation with the
Executive Board. Six members of the Executive Board shall constitute a quorum.
Special meetings of the Executive Board may be called by the President or by a
majority of the members of the committee.

ARTICLE IX. STANDING AND SPECIAL COMMITTEES

Section 1. General.

a. The Executive Board may create such standing committees as it may

deem necessary to promote the objectives and carry out the policies of the
organization. The term of each chairperson shall be one fiscal year (July 1-
June 30) or until replaced in conjunction with installation of new officers.

b. The chairperson of each standing committee shall present a brief written

plan of work to the Executive Board for approval. No committee work shall
be undertaken without the consent of the Executive Board,

c. The power to form special committees and appoint their members rests
with the organization and the Executive Board.

d. The President shall be a member ex-officio of all committees except the

Nominating Committee.

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Section 2. The Ways and Means Committee shall plan and organize fund-raising
campaigns in coordination with the School Administrationand administrative
regulations and Prince William County School Board policy, and suggest
Distribution of Funds raised to promote the objectives of the organization..

Section 3. The Membership Committee shall:

a. Conduct an annual membership drive.

b. Turn over membership moneys to Treasurer in a timely and organized

manner.

c. Assist the Parliamentarian in ascertaining that a quorum in present at all

meetings.

d. Maintain a current list of members and provide the Parliamentarian with

a copy of the list, updating it as necessary.
.*

e. Assist the Nominating Committee in the conduct of elections.

Section 4. The Building and Grounds Committee shall develop and organize, in
coordination with school administration, school building and grounds maintenance
and improvement assistance programs.

Section 5. The Good Citizenship Committee shall, in coordination with the school
administration, develop programs to foster good citizenship and academic
excellence and provide appropriate recognition to deserving students.
•
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Section 6. The Volunteers Committee shall:

a. Devise, distribute to membership, collect and collate a volunteer form to

recruit volunteers for committees, program assistance and specific projects.

b. Provide list of volunteers to the appropriate committees.

*

c. Maintain records of volunteers, so the may be recognized at the

appropriate times.
Section 7, The Publicity Committee shall prepare press releases on organization
activities and appropriate school nev/s items for submission to the local media with
the consent of the Executive Board.

Section 8. Special Committees. . ,

*

a. The Auditing Committee shall consist of three members in good standing

appointed by the Executive Board to audit the Treasurer's accounts prior to
the final meeting of the organization for that school year and indicate the
correctness of the Treasurer's annual report by signing a statement to that
effect appended to the annual report.

b. The Budget Committee shall consist of the President, Vice President,

Treasurer and incoming and outgoing Ways and Means chairpersons. The
duties shall be to:

(1) Solicit budget requests from all officers and committees.

(2) Solicit input from the Teacher Representatives in the way of

teacher requests for funds. *
* '+

(3) Prepare a proposed budget for presentation to the Executive

Board at the meeting before the last general membership meeting of
the school year.

c. Special Committees, other than those specified above, to facilitate the

achievement of the objectives of the organization shall be established only
by approval of the Executive Board or the general membership. Proposals
to establish a special committee as a minimum shall include:
A

(1) The purpose of the proposed committee.

(2) The proposed membership.

(3) The proposed termination of the committee.

(4) An outline of the duties and responsibilities of the proposed

committee.

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 ARTICLE X. FUNDS
h /

Section 1. The organization's operating funds will be obtained from moneys

collected from membership dues and other fund-raising activities. ^The following
controls will prevail:

a. An annual budget for the forthcoming school year will be submittedfor

approval at a spring general meeting.

b. The Treasurer may make payment of budgeted expenditures without

further approved.

c. Commitment of funds for non-budgeted expenditures not to exceed

$100.00 must be approved
* by the Executive Board.

d. Commitment of funds in excess of $100.00 for items not previously

budgeted requires approval by majority vote at a general membership
meeting.

e. Funds collected for specific projects must be accounted for separately in

the PTCO ledger.

f. Fund raising efforts must comply with the current Prince William County
School Board Policy and Regulations.

g. All fund **•raising activities shall be supervised and carried out by the
membership.

h. The organization checking account, and other accounts established, shall

provide for multiple authorized signatures to include the Treasurer,
President and/or Vice President.

i. The Executive Board shall retain $200 in the organization checking

account at the end of the school fiscal year to cover expenses of the
incoming Executive Board prior to approval of the budget at the fall
membership meeting.

1!

s'^'f'.:•', ••,.-.,.": »^J ^•&'*isl*G£s&&*s •''••^•^^'"'^•'-•la*

y-f-^
 j. The Treasurer's accounts shall be examined annually by an Auditing Committee as
specified in Article IX-8A which shall sign a statement as to the correctness of the
Treasurer's report and append it to that report.

Section 2. No part of the net earnings of the organization shall inure to the benefit of, or be
distributable to its members, 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 distribution in furtherance of Section 501 © (3) purposes. No substantial
part of the activities shall be 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, or in opposition
to, any candidate for public office. Not withstanding any other provision of these articles, the
organization shall not carry on any other activities not permitted to be carried on (a) by an
organization exmpt 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).

ARTICLE XL MEETINGS
•

Section 1. Regular membership meetings of the organization shall be held a minimum of foftrt
times during the school year, unless otherwise provided by the organization or by the Executive
Board, fifteen days notice having been given.

Section 2. Special meetings of the organization may be called by the President or by a majority
of the Executive Board, seven days notice having been given.

Section 3. The election meeting shall be held in the spring.

Section 4. A minimum often percent of the general membership shall be present to constitute a
quorum for the transaction of business in any meeting of the organization.

Section 5. Voting on routine matters may be voice vote; however, votes by the By-Laws or
amendments thereto, adoption of a budget, adoption of a project, or the election of officers
(except as provided for in Article VI-1 c), shall be by show of membership cards with the vote
being counted and recorded in the Minutes.

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Section 6. All meetings of the organization are open to the public. Non-members
are governed by Anicle*XI-5.
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ARTICLE XII. AMENDMENTS TO THE BY LAWS

Section 1, These By-Laws may be amended at any regular or special meeting of the
organization by a two-thirds majority vote of the members in good standing
attending, written notice of the proposed amendment (s) having been given at least
fifteen days in advance.

ARTICLE XIII. REDRESS

Section 1. Any member in good standing who believes that any committee or
individual member of the organization is misrepresenting the organization or is not
acting in accordance with the policies of the organization may petition the •
Executive Board to review the matter.

Section 2. The Executive Board shall:

a. Report its finding within thirty days to the next regular general
membership meeting or to a special meeting called expressly for that *
purpose.

b. If the allegations are found to be correct:

(1) With the approval of two-thirds of the members attending the

meeting and voting, rescind the membership of the individual(s)
involved for at least ninety days.

(2) Issue a public statement indicating that the group or individual

does not represent the organizations policies or positions relating to
the matter at hand.

c. If the Executive Board or one of its members is accused as above, the

Executive Board shall immediately appoint a Temporary Special
Committee, as in Article IX-8b, to review the matter and carry out the
above provisions.

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