WEST TUALATIN VIEW ELEMENTARY SCHOOL PARENT-TEACHER CLUB
ARTICLE I – NAME
The name of this organization shall be the West Tualatin View
Elementary School Parent-Teacher Club, also know as the West TV PTC.
ARTICLE II – STATEMENT OF PURPOSE
The objectives of the West TV PTC shall be:
A. To promote parental support for and cooperation
with the teachers and administrators of West Tualatin View Elementary
School in the education of the children and youth enrolled in the
B. To promote education, communication, and
understanding among the students, parents, faculty, administration, and
community of West TV.
C. To enhance and augment the basic curriculum
through volunteerism and student enrichment programs.
D. To supply and facilitate parental and community
aid to West TV.
E. To aid the School in projects and public
ARTICLE III – POLICIES
A. The programs of the PTC shall be educational,
fund-raising and social activities, which shall be developed through
events, committees and projects.
B. The PTC shall be noncommercial, nonsectarian and
nonpartisan. Neither the name of the organization nor the names
of its Officers in their official capacities shall be used in
connection with any commercial concern or any partisan interest or for
any purpose other than the regular work of the PTC.
C. The PTC shall not seek to direct the
administrative activities of the School or to control its policies.
D. The PTC may cooperate with other agencies and
organizations active in child welfare, such as conference groups or
coordination councils, provided that no commitments shall bind the PTC
beyond the current year.
E. No substantial part of the activities of the PTC
will include electioneering in connection with ballot measures and
under no circumstances shall the PTC engage in political activity
either for or against any candidate for public office.
ARTICLE IV – MEMBERSHIP
Membership is open to all parents/guardians of the students enrolled in
West TV School, to all faculty, staff and administrators of the School,
and any person interested in the objectives of the PTC, without regard
to race, religion, gender, ethnicity or sexual orientation.
ARTICLE V – OFFICERS AND BOARD MEMBERS
Section 1: Officers, Board Members and Terms of Office
A. The Officers of the PTC shall be President, Vice
President, Secretary, Ways and Means Treasurer and Treasurer of the
Budget. Any office may be shared, but will be nominated as a team.
B. No person shall hold more than one office at
C. The Board Members of the PTC shall consist of the
elected Officers and the Volunteer Coordinators.
D. Officers will assume their official duties at the
end of the June PTC meeting, after the outgoing Officers have completed
their business and turned the meeting over to the new Officers.
E. No Officer shall hold the same position for more
than two consecutive years unless slated by the Nominating Committee.
Section 2: Nominations and Elections
A. Nomination of Officers shall be made by the
Nominating Committee. The Nominating Committee shall consist of
three members to be selected from the PTC general membership or
Standing Committee Chairs and appointed by the Executive Board no later
than the March PTC meeting. The Nominating Committee shall
prepare a slate of nominees for the offices of President, Vice
President, Secretary, Ways and Means Treasurer and Treasurer of the
Budget and shall report them to the PTC membership at the regular April
B. Nominations from the floor may be added to the
proposed slate. All nominations must have the consent of the
person being nominated.
C. The elections of new Officers and Board members
for the coming school year shall occur at the May PTC meeting. If
there shall be but one candidate for any office, the election may be
made by voice for that office.
D. A vacancy occurring in any office shall be filled
for the unexpired term be a person elected by the majority vote of the
remaining members of the Executive Board, except if a vacancy in the
office of President occurs, in which case it shall be filled by the
ARTICLE VI – DUTIES OF OFFICERS AND BOARD MEMBERS
A. The President shall:
1. The President shall preside at all meetings of the
PTC and the Executive
2. Coordinate the work of the Officer and Committees
and shall perform other
duties as may be necessary and proper for the operation and well being
PTC and the School.
3. Will receive monthly bank
statements from the
bank and will copy them for the Treasurer.
4. Represent the School at District meetings as
B. The Vice President shall:
1. The Vice-President shall assist the President,
shall perform the duties of the
President in the absence of that Officer and shall keep the Bylaws up
2. Shall preside over the Audit Committee.
C. The Secretary shall:
1. Record the minutes of each meeting of the PTC and
the Executive Board and
shall have on hand for reference at each meeting a copy of the Bylaws,
the minutes of previous meetings and a list of standing committees and
2. Help coordinate a newsletter and/or other
information as needed with the President.
3. Will distribute minutes to all PTC members and
post on the West TV website.
D. The Ways and Means Treasurer shall:
1. Be in charge of West TV PTC fundraising
projects. The PTC must approve the projects in advance.
2. Keep track of all PTC donations and report status
at PTC meetings.
E. The Treasurer of the Budget shall:
1. Receive all monies of the PTC, provide for payment
of bills, keep an accurate record of receipts and expenditures, and
report at every PTC and Executive Board meeting or as requested.
2. Receive and reconcile the bank statements after
the President has reviewed them.
3. Be responsible for ensuring the filing of annual
reports to the Internal Revenue Service and other governmental bodies
as required by law, including maintaining registration status with the
Oregon Corporate Division. This includes, but is not limited to
CT-12 and 990-EZ.
F. The Volunteer Coordinators shall serve as a
liaison between school staff, school volunteers and the community in
order to maintain a well-coordinated school volunteer program as
directed by the Beaverton School District. They shall attend
District Volunteer Coordinator meetings as needed.
G. All Officers and Board Members shall:
1. Attend all PTC meetings or contact the President
if unable to do so.
2. Perform the duties prescribed in the Bylaws and
any additional duties, which may be assigned to them from time to time.
3. Be responsible for all appropriate correspondence
and acknowledgements within their area of responsibility.
4. Deliver to their successors all papers, files and
records pertaining to their duties and responsibilities at the final
meeting of the school year.
5. All shall serve on the Budget Committee.
ARTICLE VII – EXECUTIVE BOARD
A. The PTC’s duly elected Officers and its Volunteer
Coordinators shall be known as the Executive Board.
B. The duties of the Executive Board shall be to:
1. Transact necessary business in the intervals
between PTC meetings and business referred to it by the PTC membership.
2. Create Standing or Special committees and to
3. Approve the plans of the work of committees.
4. Present reports at regular PTC meetings.
5. Prepare and submit a written annual budget to the
general PTC membership for approval along with the budget committee.
ARTICLE VIII – COMMITTEES
A. Standing committees shall be created and dissolved
by the Executive Board as necessary. Standing committees will
carry over from one school year to the next. Chairpersons of the
Standing committees shall be appointed by the Executive Board for a
term of one year. Their selection will be announced at the
general PTC meeting in May. No committee work shall be undertaken
without the consent of the Executive Board.
B. Special committees may be created by the
President, Executive Board or members at a general PTC meeting as
deemed necessary to satisfy a specific short-term objective.
Special committees will not carry over form one school year to the
next, but must be reinstated at the beginning of each school
year. No committee work shall be undertaken without the consent
of the Executive Board.
ARTICLE IX – MEETINGS
A. The President and the Principal will schedule PTC
general meetings during the school year. The Officers, Board
members, Committee Chairpersons and all interested members will attend
meetings. An annual meeting of members shall be held on not less
than 10 days notice to the membership.
B. The President, as necessary, may call other
meetings from time to time to be held on not less than 10 days notice
to the membership.
C. PTC meetings conducted for the purpose of voting
on any issue or election shall be conducted on public property.
D. The members in attendance at a duly called general
membership meeting shall constitute a quorum. A majority of the
Executive Committee shall constitute a quorum of the committee.
E. A motion shall be passed by a majority of the
F. The rules of procedure for PTC meetings, as to
matters not expressly governed by the Bylaws or the Articles of
Incorporation, shall be those prescribed in Robert’s Rules of Order,
G. Executive Board meetings may be called by the
President or a majority of the Executive Board upon reasonable notice
to Board members.
H. All notices are required to be given to members
shall be given by mail, telephone, fax, e-mail or by notices such as
the monthly school newsletter and the West TV website with a ten day
ARTICLE X – BUDGET AND FINANCE
A. The immediate past Treasurer shall be the
chairperson of the Budget Committee. The committee will consist
of both the incoming and outgoing Officers. The proposed budget
shall be prepared by the Budget Committee and reviewed by the
PTC. The proposed budget shall be available in the school office
and on the West TV website.
B. The approved budget shall be included in the
student information packet before the first PTC meeting at the
beginning of each new school year.
C. All funds of the PTC shall be maintained in an
insured FDIC deposit account in a bank or savings and loan institution.
D. Any large cash deposits (exceeding $50.00 dollars)
must be verified by two PTC members.
E. Expenditures not included in the annual budget
must be approved in advance by the PTC or the Executive Board.
F. The Treasurer of the Budget and the Ways and Means
Treasurer shall sign all checks exceeding $300.00 drawn on the PTC
account. Amount and receipts must be verified before signing.
G. Checks will not be pre-signed for emergency use.
H. The account of the PTC may be examined at any
time, but shall be examined at the end of each school year, between
June 30th and August 31st, by an Audit Committee.
I. The audit committee will include the incoming
Treasurer, the immediate past VP and at least one other PTC (non-board)
member appointed by the PTC and approved at the final meeting of the
a. When satisfied that the Treasurer’s report
is correct, the Audit Committee shall
sign a statement to
that effect at the end of the report. The report will be
completed and will
become a part of the PTC records at the first meeting of the
next school year.
J. A minimum of $5,000.00 dollars shall remain in the
treasury each year as a contingency fund to be passed to the new PTC
board in order to provide operating funds to begin the PTC’s activities
for the next school year.
K. The fiscal and corporate year of the PTC shall be
July 1st through June 30th of the next year.
ARTICLE XI – AMENDMENTS
A. These Bylaws may be amended at any general PTC
meeting by a majority of the members present and voting, provided there
has been a one month notification of the proposed amendment to all
Revised Jan. 9th, 2003
By Carol Moses