BY – LAWS
EAST SCHOOL PARENT – TEACHER COUNCIL
New Canaan, Connecticut
Adopted November 1964, amended March 1968, September 1986, March 1991, February 1992, October 1994 and November 2012
ARTICLE I – NAME
The name of the organization shall be the East School Parent-Teacher Council, hereinafter referred to as the East School PTC or the PTC.
ARTICLE II – OBJECTIVE
The objective of the East School PTC shall be to promote a strong working relationship between members of the faculty and administrative officers of the school and the parents and guardians of children attending the school, so that both may contribute more effectively to the education and development of the children.
ARTICLE III – POLICIES
The East School PTC shall be non-commercial, non-sectarian, and politically non-partisan. The name of the PTC or the names of any of its members in their official capacities shall not be used in any political or commercial enterprise. At no time shall any meeting of the PTC be used as a political forum.
The PTC shall not seek to direct or control the administrative activities or the policies of the School.
Notwithstanding any other provisions of these articles, the organization is organized exclusively for one or more of the purposes as specified in Section 501(c)(3) of the Internal Revenue Code of 1986, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under IRC 501(c)(3) or corresponding provisions of any subsequent tax laws.
No part of the net earnings of the organization shall insure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, director or officer of the organization or any private individual shall be entitled to share in the distribution of any of the organization’s assets on dissolution of the organization.
No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by IRC 501(h)) or participating in, or intervening in (including the publication or distribution of statements) any political campaign on behalf of or in opposition to any candidates for public office.
In the event of dissolution, all of the remaining assets and property of the organization shall after payment of necessary expenses thereof be distributed to such organizations as shall qualify under Section 501(c)(3) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent Federal tax laws, or to the Federal government or State or Local government for a public purpose, subject to the approval of a Justice of the Supreme Court of the State of Connecticut.
In any taxable year in which the organization is a private foundation as described in IRC 509(a), the organization shall distribute its income for said period at such time and manner as not to subject it to tax under IRC 4942, and the organization shall not (a) engage in any act of self-dealing as defined in IRC 4941(d), (b) retain in any excess business holdings as defined in IRC 4943(c), (c) make any investments in such a manner as to subject the organization to tax under IRC 4944, or (d) make any taxable expenditures as defined in IRC 4945(d) or corresponding provision of any subsequent Federal tax laws.
ARTICLE IV – MEMBERSHIP AND DUES
Section 1: The membership shall consist of all parents and guardians of pupils inEastSchooland faculty and administrative officers of the School.
Section 2: Dues shall be payable annually in an amount to be determined annually by the Executive Board of the PTC. Faculty and administrative officers of the School shall be exempt from all dues.
Section 3: The voting membership shall consist of those members who have paid their dues. Members may become voting members at any time in the course of the year upon payment of dues. Faculty and administrative officers of the School shall automatically be voting members.
ARTICLE V – OFFICERS AND EXECUTIVE BOARD
Section 1: Officers
The officers of the PTC shall be elected by a majority of the voting members present at the annual meeting of the PTC to be held in the Spring.
The officers shall be a President(s), a First Vice-President, the Vice-President(s) of Ways & Means, a Secretary and Treasurer(s), and shall be elected from the voting membership.
C. New officers shall assume their duties at the end of the last PTC Board Meeting of the school year with continued support from the existing Board member until June 30.
Section 2: Executive Board
The Executive Board shall be comprised of the officers of the PTC, the Principal of East, and one or two members of the faculty of East School appointed by the Principal.
The President(s) of the PTC shall be the Chairman of the Executive Board and shall call its meetings.
A simple majority shall constitute a quorum of the Executive Board.
The Executive Board shall approve all disbursements except that the President(s) or, in the absence of the President(s), the Vice President, may approve disbursements for PTC purposes not exceeding individual amounts of $500.
Section 3: Elections
A seven (7) member nominating committee shall be appointed by November 1. The committee shall consist of the principal, chairman(s) of the nominating committee, a board member and four (4) other members of the PTC membership. The committee shall be appointed by the principal, chairman(s), and the PTC President(s).
No member of the nominating committee shall be nominated for an office or appointed to the Executive Board for the year in question.
The nominating committee shall provide nominating ballots to the general membership at least thirty (30) days prior to its first working meeting. The nominating committee shall propose a slate of officers and standing committee chairmen. The nominating committee shall present to the membership written notice of its proposed slate at least ten (10) days prior to the annual meeting. Only those who have consented to serve if elected shall be eligible for nomination.
Up to five (5) school days prior to the annual meeting, other candidates may be nominated by written notice to the nominating committee. Such notice shall include written consent of the proposed candidate.
Vacancies occurring in offices shall be filled by nomination and election by the nominating committee chairman, the principal and the executive board.
No officer or chairman shall be eligible to succeed his/herself in a position which he/she had held for two consecutive one-year terms.
Section 4: Duties of the Officers
All officers and committee chairmen shall maintain records of their office. They shall transmit such records to the President(s) whenever required and, with the exception of the Treasurer (s), to their successor at the final Board meeting of the school year. The Treasurer(s) shall submit his/her records to his/her successor by July 1.
The President(s) shall preside over meetings of the PTC and shall serve as ex-officio member of all standing committees. The President(s) shall be a signatory on all checking accounts.
The First Vice President shall assume all responsibilities of the President(s) within the PTC and on the Executive Board in the President’s absence. He/she shall also serve as the volunteer coordinator and perform other duties as assigned by the President.
The Vice President(s) of Ways & Means shall be responsible for coordinating all fund-raising activities.
The secretary shall record minutes of all meetings of the PTC and of the Executive Board, and shall handle all correspondence and shall maintain the official listing of voting members.
The Treasurer(s) shall maintain current records of all receipts and disbursements and other financial transactions, shall arrange for proper deposit of funds, shall make all disbursements after first ascertaining that they have been approved by the Executive Board, and shall present a written financial statement at all scheduled PTC meetings.
ARTICLE VI – MEETINGS OF THE COUNCIL
Section 1: An annual meeting shall be held in the Spring, at which meeting new officers shall be elected. Written notice of the annual meeting and the slate of proposed officers prepared by the nominating committee shall be made available to all voting members and to all non-voting members known to the Secretary, at least ten (10) school days prior to the meeting. A quorum of the annual meeting shall consist of a majority of the Executive Board plus 30 voting members of the PTC.
Section 2: Regular meetings shall be called by the President or by a majority of the Executive Board. Whenever practical, written notice shall be sent to all members ten (10) days or more prior to regular meetings.
Section 3: Special meetings can be called by the President or by a majority of the Executive Board. Special meetings must be called within one month upon written petition of twenty (20) members of the PTC, submitted to any member of the Executive Board.
Section 4: Minutes of each meeting of the PTC shall be provided in writing or read aloud for acceptance at a subsequent meeting.
ARTICLE VII – STANDING COMMITTEES
Section 1: The standing committees may consist of the following:
Board of Education Liaison
Visual and Performing Arts
Room Parents Coordinator
Enrichment Coordinator (s)
New Canaan CARES Representatives
Section 2: Standing Committee Chairmen are nominated and elected at the annual meeting.
Section 3: Standing Committee members are selected by the respective committee chairmen from the PTC membership. Members may serve on as many committees as they wish.
Section 4: As the need arises, the President(s) and a majority of the Executive Board may establish other standing committees.
ARTICLE VIII – AMENDMENTS
These By-Laws may be amended at any regular meeting of the PTC including the annual meeting by a two-thirds vote of those voting members present, provided written notice of the proposed amendment and written notice of the meeting shall have been sent to the members at least ten (10) days in advance of the meeting.