Erie Elementary PTCO Bylaws

The name of the organization shall be the Erie Elementary Parent, Teacher, and Community Organization, and may also do business as EES PTCO.

The Erie Elementary PTCO is a non-profit organization that exists for charitable, educational, scientific, and literary purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.

The Purpose of the organization shall be to seek and implement resources, both personal and financial, to assist and improve the areas of communication, academic achievement, volunteerism, and the unity of school and community for the benefit of every child at Erie Elementary.

A. Regular Membership

All parents and/or legal guardians of students who currently attend Erie Elementary and all current faculty and staff of Erie Elementary shall be eligible, and be recognized, for membership in the organization. Regular members shall have the right to attend and participate in all meetings and activities of the organization. Regular members have the right to vote and hold office.

B. Honorary Membership

All parents and/or legal guardians of former students, former faculty staff, and members of the community shall have the right to participate in the organization as honorary members. Honorary membership may also be extended to other persons by a vote of the membership. Honorary members shall not have the right to vote or hold office.

C. Dues

Participation in the Erie Elementary PTCO does not have any required dues.

A. Regular Meetings

A minimum of three (3) general membership meetings of the organization shall be held during each school year. The time and place of the meetings shall be announced at least thirty (30) days prior to the meeting.

B. Special Meetings

Additional meetings of the organization may be called, either by vote of the executive committee or by petition of the majority of the regular members. The time and place of all special meetings shall be announced at least seven (7) days prior to the meeting.

C. Quorum

Those persons present at a properly called meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

D. Voting

Each regular member in attendance at an Erie Elementary PTCO meeting is eligible to vote, one vote per member. A majority vote of the regular members present at any meeting shall be required for any and all action to be taken by the organization.

A. Positions

The elected officers of the organization shall consist of the President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, Fundraising Coordinator, Community Engagement Coordinator, and Volunteer Coordinator. Only one person shall serve in each elected office unless otherwise decided by the executive committee. Each person shall hold only one office at a time.

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 of the activities of the organization. The president shall be a member of the executive committee and shall preside at all meetings of the executive committee and all meetings of the membership. The president shall vote only in the case of a tie vote of the executive committee or the membership. The president shall select and appoint the coordinators and chairpersons of all standing and special committees, and shall be an ex officio member of all committees of the organization.

C. Vice-President

The vice-president shall be a member of the executive committee and, in the absence of the president, shall perform the duties of the president. The vice president shall be an ex officio member of all committees of the organization. The vice-president shall perform such other duties as are assigned by the president or the executive committee.

D. Recording Secretary

The recording secretary shall be a member of the executive committee. The recording secretary shall keep the minutes of the proceedings of the membership and the executive committee. The recording secretary shall maintain policy documents and bylaws, oversee the review of the bylaws annually, and in general, perform all duties in accordance with the office of secretary and such other duties as may be assigned by the president or the executive committee.

E. Corresponding Secretary

The corresponding secretary shall be a member of the executive committee. The corresponding secretary shall give all notices as required by these bylaws, manage communications and marketing for the Erie Elementary PTCO including but not limited to newsletters, email broadcasts, website, Facebook page, bulletin boards, etc., and in general, perform all duties in accordance to the office of corresponding secretary and such other duties as may be assigned by the president or the executive committee.

F. Treasurer

The treasurer shall be a member of the executive committee. The treasurer shall keep the financial records of the organization, and is responsible for all financial matters related to the organization. The treasurer shall serve as custodian of Erie Elementary PTCO's finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, and hold all financial records. The treasurer shall execute all duties in accordance with the office of treasurer and any other duties as assigned by the president or executive committee.

G. Fundraising Coordinator

The fundraising coordinator shall be a member of the executive committee. The fundraising coordinator shall manage the coordination of Erie Elementary PTCO's fundraising events and activities, including but not limited to Restaurant Nights, a yearly Jog-a-thon, and sponsorships from local businesses.

H. Community Engagement Coordinator

The Community Engagement Coordinator fosters programs, events and training that work to eliminate implicit bias, prejudice and misunderstanding within the Erie Elementary Community. The Coordinator shall also work to support the diverse needs of the community, celebrate and de-stigmatize differences used to marginalize individuals and groups of people on the basis of including but not limited to race/ethnicity, gender, sexual orientation, differing mental, emotional, psychological and physical abilities, Neurodiversity, geographic residence, legal status, cultural heritage, religion, family structures, educational level, languages used and socioeconomic status. The Community Engagement Coordinator shall be granted agency to make decisions and choose appropriate tasks to achieve the goals and objectives of this office in accordance with the Erie Elementary PTCO's purpose and values, and with the St. Vrain Valley School District's Code of Conduct Policy. The board of directors shall extend support to the officer due to the sensitive nature of the scope of work.

I. Volunteer Coordinator

The volunteer coordinator shall be a member of the executive committee. The volunteer coordinator organizes volunteers for Erie Elementary PTCO events and school activities, collects a list of volunteers at the beginning of the year, and for special events. The volunteer coordinator works with the Principal, teachers, staff, and Committee Chairs to ensure volunteers are recruited for events and activities, facilitates on-going dialog with classroom representatives as to school, Erie Elementary PTCO and grade activities.

A. Procedure

The election of officers shall take place during the May general membership meeting of each school year. All regular members of the organization may participate in the election. The nominating committee shall present a slate of candidates for election. Further nominations may be received from the floor. The election of the slate, if non-contested, may be by voice vote or written ballot. Any contested election shall be by written ballot.

B. Term of Office

The term of each officer shall be one (1) year, beginning on June 1st and ending on May 31st of each year except for the term of the Treasurer which will be from July 1st to June 30th of each year. Officers are elected for one (1) year and may serve no more than two (2) consecutive terms in the same office, unless a vote is passed to extend his or her term by one (1) year. A member vote can take place at any regular or special meeting. Each person elected shall hold only one office at a time, unless decided by the executive committee. A person may serve in any office for consecutive years so long as he or she has a student enrolled at Erie Elementary School. (Accepted 4/16/2025)

C. Nominating Committee

The nominating committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve.

D. Selection

A majority of the votes cast by regular members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall be immediately held. Should no person receive a majority of the votes cast at the run-off, the president shall exercise voting rights pursuant to Section V of these bylaws.

E. Vacancies

Any vacancy in office because of death, resignation or inability to serve shall be filled by the executive committee for the unexpired portion of the term. However, should a vacancy occur in the office of the president the vice president shall immediately assume the office. Should a vacancy occur in the office of vice-president for any reason, the vacancy shall be filled by election at the next regular meeting, consistent with the procedures established herein.

F. Removal

An officer can be removed from office for reasons including but not limited to failure to fulfill his/her duties, failure to comply with bylaws, failure to comply with the EES PTCO Code of Conduct, failure to comply with Erie Elementary PTCO's Purpose and Values, after reasonable notice, by a 2/3 vote of the regular membership which is in attendance at a regular meeting. The vacancy shall be filled by election at the next regular meeting, consistent with the procedures established herein.

A. General Powers

The affairs, activities and operation of the organization shall be managed by the executive committee. The executive committee shall transact necessary business during intervals between the meetings of the membership, and any other business may be referred to it by the membership or these bylaws. It may create standing or special committees, approve the plans and work of standing or special committees, present reports and recommendations at the general meetings, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the organization.

B. Membership

The membership of the executive committee shall consist of the officers (president, vice-president, treasurer), a minimum of one (1) faculty representative to be selected by the faculty, the coordinators, and ex-officio members. The principal of the school, the past president and past treasurer shall serve as ex-officio members and shall be entitled to vote.

C. Meetings

Regular meetings of the executive committee shall be scheduled at a time and place determined by the executive committee at least one month before the meeting. Special meetings may be called by the president, by any two members of the executive committee, or five general members submitting a request to the secretary. Notice of the meeting shall be sent to members at least seven (7) days in advance.

D. Quorum

Those persons present at a properly called meeting shall constitute a quorum for the transaction of business, and shall be entitled to take action on behalf of the organization.

E. Voting

The act of the majority of the regular and ex-officio members of the executive committee present at a meeting at which a quorum is present shall be required for all action to be taken by the executive committee.

A.

Coordinators shall be members of the executive committee.

B. Selection

Coordinators shall be appointed positions. The president shall appoint the coordinators subject to approval by the executive committee.

C. Term of Position

Coordinator positions shall be for a one (1) year term, beginning on June 1st and ending on May 31st of each year. Any regular member in good standing may serve as a coordinator. Only one person shall serve in each appointed position unless otherwise decided by the executive committee. Each person appointed shall hold only one position at a time unless otherwise decided by the executive committee. Coordinators are ex officio members of all standing and special committees of which they have been assigned to oversee by the executive committee.

A. Nominating Committee

The nominating committee shall be composed of three (3) persons who shall be selected by the executive committee. In addition, the vice president shall be an ex-officio member of the committee. The committee shall carry out its responsibilities, as specified in section VI.

B. Other Standing Committees

The executive committee may establish such other standing committees as it deems necessary and advisable. The president shall appoint the chairpersons of all standing committees. The chairperson of each committee shall recruit the members for his or her committee. Any regular member in good standing may serve as a committee chairperson or member. The chairperson shall report the plans and activities of the committee to the executive committee, which must approve all such reports.

C. Special Committees

The President and/or the executive committee may create special committees. Special committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or on May 31st or each year, whichever comes first. Any regular member in good standing may serve as a committee chairperson or member. The chairperson shall report the plans and activities of the committee to the executive committee, which must approve all such reports.

A. Budget

The executive committee shall present to the membership at the first regular meeting of their year, which can be beginning August 1st before the school year they are serving, 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 substantial deviation from the budget must be approved in advance by the membership.

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 officers shall not have the authority, however, to enter into such agreements on behalf of Erie Elementary or the St. Vrain Valley School District, nor 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

All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the treasurer or the president. Any expenses over $100.00 must be approved by the treasurer and the president jointly prior to payment. If proper paperwork and signatures are not acquired, the person in request of funds will be held responsible for said expense.

E. Deposits

The treasurer and president shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as 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 and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.

F. Financial Report

The treasurer shall present a financial report at each membership meeting of the organization, and shall prepare a final report at the close of the fiscal year, which commences July 1. The executive committee shall have the report and the accounts examined annually by an auditor or an informal audit committee, who, if satisfied that the treasurer's annual report is correct, shall sign a statement of that fact at the end of the report.

G. Compliance

The treasurer, or other officer authorized by the executive committee, shall maintain compliance with all reporting and licensing requirements as set forth by federal, state and local governments as well as the District's Financial Services Department. These reporting and licensing requirements include, but are not limited to maintaining the organization's 501(c)(3) status, local and state tax licensing, general liability insurance, annual financial reporting, external financial assessment, and annual training.

H.

The financial policy can be amended by the executive board as they deem necessary.

These bylaws may be altered, amended, or repealed and new bylaws may be adopted by the members at any regular or special meeting.

If any part of these bylaws shall conflict with the decisions, policies or procedures adopted by the St. Vrain Valley School Board, they shall be deemed null and void and the decision of the St. Vrain Valley School Board shall, in all cases.