Hoosic Valley Parent Teacher Organization, Inc.
The name of this organization shall be Hoosic Valley Parent Teacher Organization, Inc.
The purpose of the organization is to create, form, establish, coordinate and administer an organization to promote, foster and advance education within the Hoosic Valley Central School District, as further outlined in the Certificate of Incorporation of the organization.
The objectives of this organization shall be:
- To bring into closer relations the home and the school, so that parents, teachers and administrators may cooperate intelligently in the education of the
- To develop between educators and the general public such united efforts as will secure, for every child, the highest advantages in physical, mental, social, and ethical education.
- To encourage programs for the care and protection of children and youth.
Section 1. This organization shall be noncommercial, nonsectarian, and nonpartisan. It shall not endorse any commercial enterprise or candidate. The name of the organization or the name of any member, in their official capacities, shall not be used in connection with any commercial concern or with any partisan interest, or for any other purpose than the regular work of the organization.
Section 2. This organization shall work with the school to provide quality education for all children and youth and shall seek to participate in the decision-making process, establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.
Membership and Dues
Section 1. Anyone having children in the school district, or anyone interested in the work of this organization, who is willing to uphold its basic policies and subscribe to its bylaws may become a member upon payment of dues as hereinafter provided.
Section 2. The annual dues shall be established by vote of the general membership at the annual meeting and such amount will be recommended by the executive committee.
Section 3. An annual enrollment of members shall be conducted. A membership drive will be held during the months of September and October. Additional members shall be accepted at any time, but dues will not be prorated.
Election of Officers
Section 1. a. The officers of this organization shall be a President, Vice President, Secretary and Treasurer.
b. Officers shall be elected by ballot at the annual meeting in May.
c. Officers shall assume their official duties on July 1 and shall serve for a term of one year and/or until their successors are elected.
Section 2. a. There shall be a nominating committee consisting of three members to be selected by the executive committee. The nominating committee shall be announced at the March meeting of the organization.
a. The nominating committee shall select one nominee for each office to be filled and report at the April
b. Following the report of the nominating committee, an opportunity shall be given for nominations from the
c. Only those who have consented to serve if elected shall be eligible for nomination, either by the committee or from the
Section 3. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority of the remaining members of the executive committee.
Duties of Officers
Section 1. The President shall preside at all meetings of the organization and of the executive committee: shall be a member of all committees except the nominating committee: shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by the organization or by the executive committee: and shall coordinate the work of the officers and committees.
Section 2. The Vice President shall act as an aide to the president and shall perform the duties of the president in the absence or inability of that officer to serve.
Section 3. The Secretary shall record the minutes of all meetings of the organization and of the executive committee. He/she shall keep a file of all letters, reports and records pertaining to the work of the organization, and shall perform such other duties as may be delegated to him/her. He/she shall conduct all correspondence for the organization under tlie direction of the president.
Section 4. The Treasurer shall receive all monies of the organization; shall keep an accurate record of receipts and expenditures; and shall pay out local funds as authorized, The Treasurer shall present a financial statement at every meeting of the organization and at other times when requested by the executive committee and shall make a full report at the annual meeting.
The Treasurer’s account shall be reviewed annually by a committee of not less than three members. The committee must certify that the Treasurer’s annual report is correct and shall sign a statement of that fact at the end of the report.
Section 5. All officers shall:
a. Perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws. ( See Article XII)
b. Deliver to their successors all official material within ten days following the transfer of official duties. ( see Article VI, Section 1c)
Section 1. Meetings of this organization shall be held once a month unless otherwise provided by the organization or by the executive committee. A minimum of 10 days notice will be given.
Section 2. The annual meeting shall be in May.
Section 3. Members present shall constitute a quorum for the transaction of business in any regular meeting.
Section 1. The Executive Committee shall consist of the officers of the organization, the chairperson of standing committees, the building principals and the Superintendent of Schools.
Section 2. The duties of the Executive Committee shall be:
- To transact necessary business in the interval between organization meetings and such other business as may be referred to it by the
- To create standing
- To approve the plans of work of the standing
- To present a report at the regular meetings of the
- To appoint a committee at least two weeks before the annual meeting to audit the treasurer’s
- To prepare and submit to the organization for approval a budget for the fiscal year, when necessary.
- To approve large financial transactions (any check over $1,000 will require signatures from both the president and treasurer)
Section 3. Regular meetings of the Executive Committee shall be held during the school year, the time and place to be fixed by the committee. Special meetings may be called by the president or by a majority of the members of the committee. The Executive Committee may, at its discretion, open their meetings to the general membership.
Standing and Special Committees
Section 1. Such standing committees shall be created by the executive committee as deemed necessary to promote the objectives and carry on the work of the organization. The chairpersons of the standing committees shall be selected by the officers of the organization.
Section 2. The chairpersons of each standing committee shall present a plan of work to the executive committee for approval.
Section 3. The organization as well as the executive committee may create special committees which have a specific purpose and which automatically cease to exist when the work is completed and the final report received.
Conflict of Interest Policy
The purpose of the conflict of interest statement is to protect the organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit or give the appearance of benefiting the private interest of an officer or member of the organization. It is expected that all members will exercise due care and exercise a fiduciary responsibility to the organization and avoid any conflicts of interest or appearance of a conflict of interest when possible.
Section 1. Duty to Disclose
In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts regarding the proposed transaction or arrangement.
Section 2. Determining Whether a Conflict of interest Exists
After disclosing all material facts and discussing those facts the interested person will leave the meeting and the determination of a conflict of interest is discussed and voted upon. The remaining members shall decide if a conflict of interest exists.
Section 3. Procedures for Addressing the Conflict of Interest
Once it has been determined that a conflict of interest or the appearance of a conflict of interest exists;
- A disinterested committee shall be appointed to investigate alternatives to the proposed transaction or
- After exercising due diligence, the committee shall determine whether the organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to the conflict of
- If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, a vote of disinterested officers will be taken to determine if the transaction or arrangement should be entered
Section 4. Violations of the Conflict of Interest Policy
If the officers have reasonable cause to believe a member has failed to disclose an actual or possible conflict of interest, it shall inform the member and afford the member the opportunity to explain the alleged failure to disclose. If after hearing the member’s response and after making any necessary investigation, the officers determine that the member has failed to disclose the actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Section 5. Records of Proceedings
The minutes of the organization will contain all information related to the conflict of interest and the resolution thereof. ·
Robert’s Rules of Order shall govern this organization in all cases which they are applicable and in which they are not in conflict with these bylaws.
Section 1. a. These bylaws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided notice of the proposed amendment shall have been given at the previous meeting.
b. A committee may be appointed to submit a revised set of bylaws as a substitute for these bylaws only by a majority vote at a meeting of the organization, or by a two-thirds vote of the executive committee.
c. Copies of the bylaws shall be in possession of the president who upon request will furnish such copies to any member of the organization.
Section 2. Bylaws shall be reviewed by a committee every three years, revised if necessary and re-approved,
Approved December 2006