OCS Parent/Teacher Organization

The OCS Parent/Teacher Organization (PTO) is made up of parents, like you, who give their time and talents for the betterment of our children. The OCS PTO sponsors many events and activities throughout the year. Please consider volunteering, and becoming a part of one of the many events planned. This is a great way to meet and know other parents. All OCS families are encouraged to join.

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Bylaws of the Odyssey Charter School Parent Teacher Organization

Amended 04/04/2013

 

Article I – Name

The name of the organization shall be the Odyssey Charter School Parent Teacher Organization (OCS PTO).

 

Article II – Objective

The OCS PTO is organized exclusively to support the educational activities of Odyssey Charter School (OCS).

 

Article III – Membership

    Section 3.01 - Voting Membership
    All parents and/or legal guardians of students who currently attend Odyssey Charter School and all of the current faculty and staff of Odyssey Charter School shall be eligible for voting membership in the organization. Voting members shall have the right to vote on all issues before membership, to elect officers and to hold office.

    Section 3.02 - Dues
    Dues amount will be determined by the Executive Committee. Dues should be paid no later than the end of the first General Meeting of each school year. A member must have paid his dues prior to a general meeting to be considered a member in good standing with voting rights, with the exception of PTO nominations which will be open to all parents and/or legal guardians of students currently attending OCS and all of the current faculty and staff of OCS.

    Section 3.03 - Enrollment
    The Odyssey Charter School shall conduct an annual enrollment of members but may admit persons to membership at any time.

    Section 3.04 - Privileges
    All members have the right to attend and participate in all meetings and activities of this organization.

 

Article IV – Executive Committee

    Section 4.01 - General Powers
    The affairs of the OCS PTO shall be managed by the Executive Committee in the intervals between the General Membership meetings.

    Section 4.02 - Membership
    The membership of the Executive Committee shall consist of the President, Vice President, Secretary and Treasurer.

    Only one person shall be voted into each office and shall be given all of the rights and responsibilities of the office as enumerated herein. The organization may, by majority vote, designate such other officers and committees as its activities shall warrant.

    Section 4.03 - Duties of the Executive Committee shall be:
    • Carry out such business as may be referred to it by the membership of the organization;
    • Create a budget for the upcoming year and present at the first General Membership meeting of the school year;
    • Create a OCS PTO calendar of events for approval by Odyssey Charter School Head Master;
    • Determine amount of dues to be paid by members;
    • Appoint standing and special committee chairs and members;
    • Create special committees, as needed;
    • Approve the work of the committees;
    • Present a report at the general membership meetings;
    • Approve payment of routine bills within the limits of the approved budget;
    • Act in emergencies between meetings of the general membership.

    Section 4.04 - President
    • The President shall be a member of the Executive Committee.
    • The President shall preside at all PTO meetings.
    • The President shall represent the PTO at all necessary meetings.
    • The President shall serve as an authorized co-signatory, along with the Treasurer, Business Manager and Head Master, of all PTO checks.
    • The President shall coordinate the work of the officers and committees of the organization in order that the objectives may be accomplished.
    • The President shall perform such other duties as assigned by the organization.
    • The President shall be designated, by mutual agreement, as the primary contact for the administration.
    • The President shall be the ex-officio member of all committees.
    • The President consults with officers and chairs before each meeting to ensure the details of the meeting are ready as planned.
    • The President shall prepare, in advance of all meetings, a complete agenda, showing the order of business to be discussed.
    • The President shall inform the Secretary of the Executive Committee and General Meeting schedule.
    • The President delivers to successor, all books, papers and correspondence pertaining to the office of the President.

    Section 4.05 - Vice President of Administration
    • The Vice President of Administration shall be a member of the Executive Committee.
    • The Vice President of Administration presides at meetings in the absence of the President as agreed upon by the Vice President of Membership.
    • The Vice President of Administration represents the President, upon request as agreed upon by the Vice President of Membership.
    • The Vice President of Administration assumes the duties of the President, in the event of the President’s resignation until the position is filled according to the by-laws as agreed upon by the Vice President of Membership.
    • The Vice President of Administration acts as an aide to the President and assumes responsibility for duties assigned by the President or the Executive Committee.
    • The Vice President of Administration delivers to successor, all books, papers and correspondence pertaining to the office of the Vice President of Administration.

    Section 4.06 - Vice President of Membership
    • The Vice President of Membership shall be a member of the Executive Committee.
    • The Vice President of Membership presides at meetings in the absence of the President and the Vice President of Administration.
    • The Vice President represents the President, upon request as agreed upon by the Vice President of Administration.
    • The Vice President of Membership recruits and manages the volunteer schedules for the PTO events throughout the year.
    • The Vice President of Membership has, on hand for reference, a list of membership.
    • The Vice President of Membership keeps members motivated to be an active part of the PTO.
    • The Vice President of Membership delivers to successor, all books, papers and correspondence pertaining to the office of the Vice President of Membership.

    Section 4.07 - Recording Secretary
    • The Recording Secretary shall be a member of the Executive Committee.
    • The Recording Secretary shall document all business transacted at each meeting of the organization, as well as meetings for the Executive Committee.
    • The Recording Secretary shall be responsible for the minutes submission to the web master for posting.
    • The Recording Secretary has, on hand for reference, a copy of the by-laws, standing rules, agenda, minutes of previous meeting, current PTO procedures and forms and list of committees.

    Section 4.08 - Correspondence Secretary
    • The Correspondence Secretary shall be a member of the Executive Committee.
    • The Correspondence Secretary reminds all members (via email) about PTO meetings.
    • The Correspondence Secretary conducts the correspondence of the organization.
    • The Correspondence Secretary is responsible for providing information to the school for a monthly newsletter. If the school does not wish to publish a newsletter and the PTO would like to, the Corresponding Secretary will be responsible for the content of a PTO newsletter.
    • The Correspondence Secretary is responsible for updating the Communications Procedures and providing a copy to Administration and the PTO Communications Coordinator.
    • The Correspondence Secretary sends out notices of Executive Committee and general meetings.
    • The Correspondence Secretary shall update all social media and website activity on behalf of the PTO.

    Section 4.09 - Treasurer
    • The Treasurer shall be a member of the Executive Committee.
    • The Treasurer keeps an accurate and detailed account of all income and expenses of the PTO.
    • The Treasurer provides a monthly report and the reconciled checkbook to the Odyssey Charter School Business Manager.
    • The Treasurer submits a written statement at the general meetings of the PTO detailing receipts, disbursements and total balance on hand as of the date of the report. This statement should also be submitted to the Odyssey Charter School Business Manager.
    • The Treasurer is responsible for the collection, authorization (along with a second signature by an Executive Committee member) and payment of all valid Reimbursement Requests.
    • The Treasurer is responsible for providing banks and credit card machines at PTO events where needed.
    • The Treasurer pays by check all bills as authorized by the Executive Committee, with a second signature obtained from the PTO President, OCS Business Manager or OCS Head Master.
    • The Treasurer delivers to successor, all books, papers and correspondence pertaining to the office of the Treasurer, including plans and procedures.
    • The Treasurer delivers to the OCS Business Manager the approved and paid bills, deposit slips and any other pertinent materials.

    Section 4.10 - Removal
    If any member of the Executive Committee shall, at any time, cease to meet the qualifications or fulfill the duties of their position, that person may be removed by resolution adopted by a 2/3 vote of the Executive Committee.

    Section 4.11 - Communication
    Prior to the start of the school year the current Executive Committee and OCS Headmaster will agree on a point person from administration for approval requests regarding communications to the OCS parents from the PTO. They will also agree on communications that do not require Administration’s approval.

    Any communications going through the approval process will be approved in ten (10) days. The elected point person will send back approval or needed changes within the specified time frame unless otherwise indicated.

    All communications from the PTO should follow the Communication Approval Process created and approved as a Standing Rule on July 6, 2012.

    Section 4.12 - Meetings
    Regular meetings of the Executive Committee shall be held during the year, the time to be established at the first meeting of the year. Special meetings may be called by the President or by a majority of the Executive Committee. Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days in advance. When possible, notice of meetings should be announced to all members of the organization.

    Section 4.13 - Quorum
    A minimum of three (3) members of the Executive Committee shall constitute a quorum for the transaction of business.

    Section 4.14 - Voting
    The act of the majority of the 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.

 

Article V – Meetings.

    Section 5.01 - General Membership Meetings
    At least eight (8) 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 fourteen (14) days prior to the meeting.

    Section 5.02 - Special Meetings
    Additional meetings of the organization may be called, either by vote of the Executive Committee or by petition of a majority of the voting members. The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting.

    Section 5.03 - Quorum
    Five (5) Voting Members present at a properly called General Membership or Special Meetings shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

    Section 5.04 - Voting
    A majority vote of the Voting Members present at any meeting at which a quorum is present shall be required for any actions to be taken by the organization.

 

Article VI – Elections

    Section 6.01 - Procedure
    The nomination of members of the Executive Committee shall begin at the April General Membership meeting each year. All nominations should be given to the Nominating Committee. The election of members of the Executive Committee shall take place during the May General Membership meeting each year. All voting members of the organization may participate in the election. The Nominating Committee shall present a slate of officers for election. Further nominations may be received from the floor. The elections shall take place by a show of hands or by anonymous written ballot.

    Section 6.02 - Term of Office
    The term of each member for the Executive Committee shall be one (1) year beginning on June 15 and ending on June 14 the following year. A person may be re-elected to the same or another office for more than one term, not to exceed two (2) terms (or two (2) consecutive years) total. To be eligible to hold an office position, a person must be a parent or guardian of a currently enrolled student or a current faculty or staff member.

    Section 6.03 - Nominating Committee
    The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as members of the Executive Committee. The Nominating Committee shall prepare a slate of officers to present for election by the general membership. The Nominating Committee shall contact all persons who will be nominated to confirm their willingness to serve. The Nominating Committee shall insure that all nominees are voting members and otherwise eligible to serve in the office.

    Section 6.04 - Selection
    A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a written ballot run-off between the two (2) persons who received the largest number of votes shall immediately be held. If only one person is nominated, that person should be selected by affirmative vote of the Executive Committee.

    Section 6.05 - 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 the Vice President the vacancy shall be filled by election at the next General Membership meeting, consistent with the procedures established herein.

    Section 6.06 - Resignation
    Any member of the Executive Committee may resign at any time by giving written notice of resignation to the President or Secretary. Any such resignation shall take effect at the date of receipt of such notice or at any later date therein specified, and , unless otherwise specified, the acceptance of such resignation shall not be necessary to make it effective.

 

Article VII – Standing & Special Committees

    Section 7.01 - Standing Committees
    Standing committees of OCS PTO shall be Fundraising and Nominating

    Section 7.02 - Nominating Committee
    The Nominating Committee shall be composed of no less than two (2) persons who shall be selected by the Executive Committee. The committee shall carry out its responsibilities, as specified in Article VI, Section 6.03.

    Section 7.03 - Fundraising Committee
    The committee shall be composed of no less than five (5) persons who shall be agreed upon by the Executive Committee. The Fundraising Committee shall be formed every May. The committee shall be responsible for determining the fundraisers the PTO will be responsible for in the upcoming school year.

    Section 7.04 - Other Standing Committees
    The Executive Committee may establish or disband such other Standing Committees as it deems necessary and advisable. The Executive Committee shall appoint the chairpersons of all Standing Committees. Only Voting Members may serve as chairpersons. The chairperson of each committee shall recruit the members for his/her committee. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

    Section 7.05 - Special Committees
    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 June 30 of each year, whichever occurs first. The Executive Committee shall appoint the chairpersons of all Special Committees. Only Voting Members may serve as chairpersons. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all reports.

 

Article VIII – Finances.

    Section 8.01 - Budget
    The Executive Committee shall present to the membership at the first General Membership meeting of the year 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.

    Section 8.02 - 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 Odyssey Charter School PTO. The officers shall not have the authority; however, to enter into such an agreement on behalf of Odyssey Charter School, nor should they hold themselves out as having such authority.

    Section 8.03 - Commercial Paper
    All checks, drafts or other orders for the payment of money on behalf of the organization shall be signed by two (2) signatures: One member from the Executive Committee and either the OCS Business Manager, OCS Head Master or any other persons as authorized in writing on Odyssey Charter School’s financial institution’s signature card.

    Section 8.04 - Deposits/Disbursements
    The Treasurer shall receive and deposit all funds of the PTO, to the credit of the organization, into the stated checking account 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 fifteen (15) days from the receipt of the funds and/or orders of payments.

    Section 8.05 - Account Balance
    If the checking account balance should go above $30,000.00, a check must be written to OCS; this amount will be credited to the PTO’s fundraising goal for the year. The checking account balance at the end of the school year must be $3,000.00. A check will be written to OCS for any funds above this amount. Those funds will be paid out according to the budget adopted by the membership.

    Section 8.06 - Financial Report
    The Treasurer shall present a monthly financial report at each general membership meeting of the organization and to the Business Manager of Odyssey Charter School; and shall prepare a final report at the close of each year.

    The PTO Treasurer shall input all transactions into the software elected by the OCS Business Manager. An electronic copy of monthly transactions, plus receipts and records shall be forwarded to the OCS Business Manager for review and archiving.

    The Odyssey Charter School Business Manager or the Odyssey Charter School Board of Directors shall have the report and the accounts examined annually by an auditor or informal audit committee.

    The Head Master, the Odyssey Charter School Business Manager, the OCS PTO President or any member of the Odyssey Charter School Board of Directors may call an audit at any time throughout the year in addition to the annual audit.

 

Article IX – Amendments

These bylaws may be altered, amended or repealed and new bylaws bay be adopted upon recommendation of Odyssey Charter School PTO Executive Committee and upon approval of the Odyssey Charter School Board of Directors.

 

Article X – Dissolution

Upon the dissolution of this organization, assets shall be distributed to the Odyssey Charter School, an organization exempt under 501(c)3. Alternatively, if Odyssey Charter School is not a tax exempt organization at the time of dissolution, assets shall be distributed to one or more exempt purposes within the meaning of section 501(c)3 of the Internal Revenue Code.

 

Article XI – Authority

If any part of these bylaws shall conflict with the decisions, policies or procedures adopted by the Odyssey Charter School Board, they shall be deemed null and void and the decision of the Odyssey Charter School Board shall, in all cases, control. The Odyssey Charter School PTO is an independent agency responsible and accountable for its funds and expenditures separate from the Odyssey Charter School, Inc. However, the Odyssey Charter School PTO exists and serves at the pleasure of the Odyssey Charter School Board of Directors. The Odyssey Charter School Board authorizes the Odyssey Charter School PTO the limited and pre-approved use of its tangible and intangible property including, but not limited to, its name, logo, reputation and facilities for the benefit of the faculty and students of Odyssey Charter School. In the unlikely event that the Odyssey Charter School Board concludes, in its sole discretion, that any action or activity of the Odyssey Charter School PTO reflects poorly on Odyssey Charter School, the Odyssey Charter School Board may dissolve the Odyssey Charter School PTO.

Be it resolved that the Odyssey Charter School PTO has adopted these Bylaws on this 20 day of March, 2014.

Furthermore, these Bylaws shall be accepted pursuant to the approval of the Odyssey Charter School Board of Directors on this 20 day of March, 2014.