BYLAWS

ARTICLE I – NAME, DESCRIPTION & PURPOSE

Section 1. NAME. The name of the organization shall be the Dilley Parent-Teacher Organization, hereinafter referred to as the “PTO”. The PTO is located at Dilley Elementary School, 4115 SW Dilley Road, Forest Grove, OR, 97116.

Section 2. DESCRIPTION. The PTO is a non-profit organization that exists for charitable and educational means, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.

Section 3. PURPOSE. The purpose of the PTO is to enhance and support the educational experience at Dilley Elementary School, to develop a closer connection between school and home by encouraging parental involvement, and to improve the environment at Dilley Elementary School through volunteer and financial support.

ARTICLE II – MEMBERSHIP

Membership shall be automatically granted to all parents/guardians and staff at Dilley Elementary. There are no membership dues. Members have voting privileges, one vote per household.

ARTICLE III – OFFICERS

Section 1. EXECUTIVE BOARD. The Executive Board [hereinafter referred to as “the board”, shall consist of the following officers: President, Vice President, Secretary, Treasurer, PTO Website Coordinator, Communications Coordinator, and Grant Writer/ Fundraising Coordinator. The school principal is a non-voting board member. Officer positions may only be held by one individual, and officers may not hold more than one board position at a time.

Section 2. TERM OF OFFICE. The term of office for all officers is one year, elections being held in April, and results announced at May’s general meeting with the term of office for newly-elected officers beginning at the conclusion of the current school year.

Section 3. QUALIFICATIONS. Any PTO member in good standing may become an officer of the PTO.

Section 4: DUTIES.

Executive Board – Develop the PTO’s annual budget, oversee committees, establish and coordinate fundraising programs, engage membership, provide financial assistance in alignment with PTO purpose and address PTO related news media inquiries.
President – Preside at General PTO meetings and Executive Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO. Prepare agendas, update and/or delegate Dilley Readerboard as needed.
Vice President – Vice President shall perform the duties of the president in the absence of the president and shall assist when called upon.
Secretary – Record minutes of all Executive Board meetings and all General PTO meetings, submit for board review all drafts of minutes, and add PTO information to monthly Principal newsletters.
Treasurer – Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report(s), facilitate an annual audit, and hold all financial records and shall be able produce them at any time to the Vice-President or President. Serve as board liaison to designated PTO accountants.
Website Coordinator. – Oversee and update PTO website including but not limited to events, volunteer opportunities, news and updates and maintaining accurate information . Compile a list of general volunteers with emails and phone numbers for the event chairperson to use. Create graphics to use on the website for advertising and informing website visitors. Collaborate with the Communications Coordinator to ensure all upcoming events and updates are reflected on the website accurately.
Communications Coordinator. Oversee PTO communications and marketing, including but not limited to, flyers, newsletters, updating and/or delegating bulletin boards, and social media. Collaborate with the Website Coordinator to ensure all upcoming events and updates are reflected on the website accurately.
Grant/Fundraising Coordinator. Research grants and funding opportunities for PTO events and programs. Prepares grant proposals for submission. Oversees annual plan for PTO fundraising.

Section 5: BOARD MEETINGS – The Executive Board shall meet monthly during the school year, or at the discretion of the President.

Section 6: REMOVAL – A Board member may be removed from office for his/her failure to meet his/her responsibilities as described in the bylaws, or for otherwise acting in a manner detrimental to the interests of the PTO. Such removal shall require a two-thirds affirmative vote of the Board following a fact-finding hearing before the Board.

Section 7: VACANCY – If a vacancy occurs on the Executive Board, the President shall appoint a PTO member to fill the vacancy, for the remainder of the officer’s term.

Section 8: EVENT LIAISON– at least one board member must be a liaison for each PTO sponsored event in the absence of an executive board member chairing event. Board members must communicate with the chairperson for establishing a timeline, expenditures, volunteers and communications.

Section 9: PO BOX/MAIL DISTRIBUTION-President, Vice-President, and Treasurer shall hold PO Box keys and should check mailbox once a week and distribute mail accordingly.

ARTICLE IV – MEETINGS

Section 1: GENERAL PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO using Robert’s Rules of Order Newly Revised. Meetings shall be held bi-monthly during the school year or at the discretion of the Executive Board.

Section 2: VOTING –

a. Each member in attendance at a PTO meeting is eligible to vote, one vote per household. Absentee or proxy votes are not allowed, with the exception of the officer election process defined in paragraph b. Votes at general meetings will be conducted by ballot or token, with the exception of the approval of the previous meeting’s Minutes. Exception to “1 vote per household” excluding executive board (e.g. spouse and/or live in family on the executive board together.

b. Officer Elections.

The membership will approve an elections committee no later than an April membership meeting and advertising shall commence.
Ballots shall be distributed to membership households during the month of May. Elections will be held by a written ballot which may be presented in either electronic or paper format. Ballots will be designed to be anonymous and one vote per household. Ballots will include a write-in option.
A two-week election period shall be established ending two school days prior to the last General Meeting of the school year, during which time ballots may be submitted. Ballots will not be accepted after the election period closes. There will be no in-person voting at the membership meeting.
The elections committee shall announce the winners of the election at the last General Meeting of the school year.

Section 3 – QUORUM –

A quorum of four (4) board members present is required for an executive board vote.
Eight (8) members of the PTO present and voting constitute quorum for the purpose of voting.

ARTICLE V – FINANCIAL POLICIES

Section 1: FISCAL YEAR – The fiscal year of the PTO begins August 1 and ends July 31 of the following year.

Section 2: BANKING – All funds shall be kept in a checking account in the name of Dilley Parent Teacher Organization and held at a local financial institution. Checks shall require two signatures. Three PTO board members shall be designated as check signers at the beginning of each term, to include the President, the Treasurer, and one other board member.

Section 3: REPORTING – All financial activity shall be recorded in a manual or computer-based accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly to the board. The PTO shall arrange an independent review of its financial records at the end of each fiscal year, which will be conducted by a committee of at least two non-signing board members, who will review and verify the financial records.

Section 4: FUNDING REQUESTS AND REIMBURSEMENTS – All funding requests and reimbursements must be submitted in writing in the format of the Executive Board’s choosing. The President and/or Vice President must approve all funding requests prior to the Treasurer issuing payment. The Treasurer shall maintain all written requests and approvals.

Section 5: ENDING BALANCE – The organization shall leave a minimum of $2,000.00 in the treasury at the end of each fiscal year.

Section 6: CONTRACTS – Contract signing authority is limited to the President or the President’s designee.

Section 7: MOTIONS FOR EXPENDITURES – If any member makes a motion at a general meeting for a PTO expenditure greater than $200, that motion must be preceded by a completed copy of the Dilley PTO Funding Request Form, submitted to the PTO Treasurer at least 24 hours in advance. Voting will take place at the next regularly scheduled general meeting. Expenditures of less than $200 can be motioned and approved upon board review and agreement.

Section 8: ANNUAL CHARITABLE ORGANIZATION REPORTING – The Treasurer shall ensure the completion of the PTO’s Charitable Organization Annual Reporting in compliance with the guidelines set by the Attorney General.

Section 9: TAX EXEMPT STATUS – The Treasurer shall monitor and renew the PTO’s tax-exempt status as required by law and ensure that the organization remains in good standing.

Section 10: REIMBURSEMENT DEADLINES – All reimbursable expenses must be submitted for approval prior to the conclusion of the fiscal year. Reimbursement claims for expenses incurred during the previous fiscal year will not be accepted after August 1 of that following year. Any requests submitted after this date will be deemed invalid and will not be eligible for reimbursement.

Section 11: EVENT PURCHASE AUTHORIZATION – All purchases related to PTO-sponsored events must go through the designated chair of the event, the President, or the President’s designee. These individuals are responsible for coordinating and approving all expenditures associated with the event and for ensuring that purchases align with the approved event budget and PTO financial policies. Once approved, all purchase documentation must be submitted to the Treasurer for proper documentation and inclusion in the PTO budget records.

ARTICLE VI – BYLAW AMENDMENTS

Amendments to the bylaws may be proposed by any PTO member. Amendments presented via public form shall be considered for voting at a subsequent meeting. 2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.

ARTICLE VII - PARLIAMENTARY AUTHORITY

The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”

ARTICLE VIII – DISSOLUTION

The purpose or purposes for which the corporation is organized are as follows:

Said organization is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, 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 distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the 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 any candidate for public office. Notwithstanding any other provision of the document, the organization shall not carry on any other activities not permitted to be carried on (a) by any organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, corresponding section of any future federal 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.

Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 510(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 the public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for the purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.

Adopted June 2024

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