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Bylaws

The CPO operates in accordance with its Bylaws as approved by its membership. These bylaws serve to maintain the integrity of the purposes, responsibilities, and activities of the CPO.

The policies and procedures stated in the bylaws safeguard the rights of all CPO members and promote the corresponding responsibilities of those who choose to participate in the CPO.

Approved May 15, 2017

ARTICLE I. NAME

The name of this organization is the Crestview Parent Organization of the Rockwood School District (hereinafter referred to as "CPO"). It is a local independent unit created by the parents and staff of Crestview Middle School, having no affiliation with any other association, be it state or national in origin.

ARTICLE II. ARTICLES OF ORGANIZATION

The CPO exists as an unincorporated association of its members. The CPO's Articles of Organization consist of these Bylaws, as amended from time to time, and its Articles of Association, if any. In the absence of separate Articles of Association, the Bylaws shall be deemed to be the Articles of Association. In the event of any conflict between these Bylaws and the Articles of Association, these Bylaws shall govern.

ARTICLE III. PURPOSE/OBJECTIVES

This CPO is organized exclusively for the following charitable, educational, or scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code:

  • To promote the welfare and education of children and youth eligible to attend the Rockwood School District and the Crestview Middle School in the home, school, and community.
  • To support the school in improving education in ways that will adhere to administrative policy and the Rockwood School District's mission, goals, and beliefs.
  • To raise funds for programs and equipment to further the education of children and youth.
  • To bring about a closer relationship between the home and the school, that parents and teachers may work cooperatively in the education of children and youth.
  • To foster communication, cooperation, support, information, and education within the Rockwood School District, including District staff, parents, and the general community.

ARTICLE IV. POLICIES

Section 1

No substantial part of the activities of the CPO shall be the carrying on of propaganda or otherwise attempting to influence legislation and the CPO shall not participate in or intervene (including the publishing or distribution of statements) in any political campaign on behalf of any candidate for public office.

Section 2

This CPO shall be non-commercial, non-sectarian, and non-partisan. No commercial enterprise or candidate shall be endorsed by it. The name of the CPO and names of its officers in their official capacities shall not be used in connection with a commercial concern or with any partisan interest for any other purpose than the regular work of the CPO.

Section 3

This CPO shall not seek to direct the administrative activities of the school or to control its policies, but can serve as a liaison between parents and administration when concerns arise.

Section 4

The CPO shall be supportive of school educational efforts and student needs. The policies of the CPO shall be developed cooperatively by parents and teachers. The CPO shall conduct all operations in such a way as to reflect positively upon the school and the Rockwood School District.

Section 5.

In no way shall one member, officer, or committee chairperson (also known as "action team leader") make policy, program, or expenditure decisions, or bind the CPO in any way, absent the consent of at least the Executive Board. When representing the CPO, any member, officer, or committee chairperson (action team leader) shall be aware of the authority extended by the CPO and shall not exceed such authority.

Section 6

This CPO may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, provided they make no commitments that bind the CPO absent the consent of at least the Executive Board.

Section 7

The CPO shall act in accordance with all Rockwood School District Board of Education Policies and Regulations, which are incorporated herein by reference, including but not limited to Policies 2950 and 3370 and Regulations 2950 pertaining to fund-raising activities. No fund-raising activity of the CPO shall financially benefit a CPO member, faculty member, student or parent without prior Executive Board approval.

Section 8.

No part of the net earnings of this CPO shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons except that the CPO shall be authorized and empowered to pay reasonable compensation for services rendered. Services provided by members and officers are voluntary and will not be compensated, unless specifically authorized by the Executive Board prior to completion of such services.

Section 9

Any notice required or permitted to be given to members may be given by written notice (including distribution of flyers and posting notices through the school), by telephone, by facsimile, by electronic mail, by social media or by any combination thereof, or by any other method reasonably designed to reach the members.

Section 10

Notwithstanding any other provisions of these articles, the CPO shall not carry on any other activities not permitted to be carried on: (a) by an Association exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law); or (b) by an Association, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

Section 11

Upon dissolution of the CPO, the CPO shall, after paying or making provisions for the payment of all the liabilities of the CPO, dispose of all the assets of the CPO by distributing the same to the Principal of Crestview Middle School. Said Principal shall, upon the advice of the Crestview Middle School teachers and administration, supervise the expenditure of said assets for essential educational materials and equipment. In the event that this is not possible, said assets shall be distributed to organizations as shall at the time qualify under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the CPO's Executive Board shall determine, with preference to be given to educational programs of the Rockwood School District. Any assets not so disposed of shall be disposed of by the Court in the county of the principal office of the CPO.

ARTICLE V. MEMBERSHIP AND DUES

Section 1

Any parent or legal guardian of a student of Crestview Middle School interested in the objectives of the CPO and willing to uphold its policies and subscribe to its Bylaws may become a member. Membership in the CPO shall be available without regard to race, color, creed, or national origin.

Section 2

The Executive Board shall determine the amount, time, and manner of payment of the membership dues, if any, from time to time. If assessed, each member shall pay the annual membership dues; however, no household shall be assessed for more than one annual payment of membership dues.

Section 3.

The CPO shall conduct an annual enrollment of its members, but persons may be admitted to membership at any time during the year as defined above.

Section 4

The privileges of membership shall be the right to hold office or appointed position, make motions, chair a committee (action team), and vote. Only those members current in payment of membership dues, if any, are eligible to vote or to serve as an officer or representative of the CPO. Non-members are welcome to attend meetings and may ask questions and participate in discussions as recognized by the President.

ARTICLE VI. EXECUTIVE BOARD

Section 1

The Executive Board shall consist of the officers of the CPO, the Principal of the School or his or her designated representative. Chairpersons of the standing committees (action teams) and of then active special committees (action teams) may be invited to attend Executive Board Meetings that pertain to their committee (action team).

Section 2

The Executive Board shall have general charge and control of the affairs, funds, and properties of the CPO and shall maintain records of such in a central location, including current and prior budgets, check registers, governmental forms, committee (action team) reports, contracts and correspondence. Records should be maintained for a minimum of five years.

Section 3

The duties of the Executive Board shall be as follows: to transact necessary business in the intervals between CPO meetings; to approve chairpersons (action team leaders) of standing committees (action teams) and approve the plans of the standing committees (action teams); to interpret the bylaws, policies, and standing rules of the CPO; to present a report at the general membership (open) meetings of the CPO; to prepare a budget for the upcoming fiscal year; to approve routine bills within the limits of the budget; to appoint the nominating committee; to appoint a committee to review Bylaws as needed; to appoint a committee of not less than two members, or an independent auditor or CPA, at least two weeks before the Annual Meeting to audit the treasurer's accounts; and to make budget adjustments as necessary, provided they do not individually exceed $750.00. Any individual budget adjustment over $750.00 requires the approval of the general membership.

Section 4

Every elected officer of the Executive Board shall be entitled to one vote. Spouses elected together (Article VII, Section 4) are entitled to one vote.

Section 5

Each standing committee chairperson (action team leader) shall present the committee's (action team's) plans to the Executive Board prior to execution of the same. Any expenditure for such plans should be presented to the Executive Board for advance approval.

Section 6

Regular meetings of the Executive Board shall be held during the school year, as stated in the Standing Rules. The time, place and regularity of such meetings are to be fixed by the Executive Board at its first meeting of the year.

Section 7

Special meetings of the Executive Board may be called by the President, the Principal, or by a majority of the members of the Executive Board upon at least two days' notice.

Section 8

All officers are expected to attend all scheduled CPO meetings and a majority of CPO-sponsored events.

Section 9

On or before the first board meeting of the year, each officer shall be assigned to serve as a liaison and shall provide assistance to the identified standing or special committee chairs (action team leaders).

Section 10

A majority of the members of the Executive Board must be present at the Executive Board meeting in order to conduct business. Unless otherwise provided herein, a simple majority of those present and voting shall be required for the passage of any motion, resolution, or other vote.

ARTICLE VII. OFFICERS AND THEIR ELECTION

Section 1

The officers of this CPO shall include, at a minimum, a President, a Vice- President, a Secretary, and a Treasurer. Any office may be held by two persons so designated by the prefix "co-". These officers shall be elected annually by ballot at the regularly scheduled Spring general membership meeting by a majority vote of the membership present at that meeting. If the Executive Board includes a President-Elect, the office of President shall be filled by the prior President-Elect. Ballots should be counted by a designated committee of three persons, independent of the CPO Executive Board to be appointed by the Principal of Crestview Middle School. If there is but one candidate for any office, the election for such office(s) may be by voice, show of hands or slate approval. Officer elections may be conducted electronically.

Section 2

Officers shall assume their official duties at the annual June CPO Executive Board Transition meeting and shall serve for a term of one year or until their successors are elected and installed. No person shall serve more than two consecutive terms in the same office, or three consecutive years unless determined by vote and majority approval of the Executive Board and General PTO population. Additional officers will be chosen according to the needs of the CPO and upon the approval of the Executive Board.

Section 3

Nomination of officers shall be made by the Executive Board. The Executive Board shall place in nomination at least one name for each office and present this slate via publication issued to the entire general membership at least four weeks prior to the Spring election meeting. Independent nominations, with the consent of the nominee, may be made in writing by at least five voting members, and must be received by the Executive Board at least two weeks prior to the Spring election meeting. The membership must be notified of the amended slate at least one week prior to the Spring election meeting. There shall be no nominations from the floor.

Section 4

Spouses may be elected and hold any of the offices as a couple provided that such spouses were nominated and elected as a couple.

Section 5

A vacancy occurring in an office shall be filled by a majority vote of the elected officers on the Executive Board at their next regular meeting.

Section 6

Any officer absent from three consecutive meetings, i.e. Executive Board and CPO meetings, shall be deemed inactive unless absences are due to extenuating circumstances and the Executive Board receives notification of such. Any office having an inactive officer shall be declared vacant and shall be filled as provided herein. In addition, an officer failing to adequately participate or fulfill duties of the office may be subject to removal from office by decision of two-thirds of the Executive Board. Such officer is entitled to a written notification from the President or the Principal at least two weeks prior to the vote regarding removal.

ARTICLE VIII. DUTIES OF OFFICERS

Section 1

The President (or Co-Presidents) shall:

  • preside at all meetings of the CPO and of the Executive Board
  • be a member ex officio of all committees (action teams) except the Nominating Committee
  • be authorized to appoint any special committee (action team) necessary to conduct the work required for the annual report
  • maintain the right to table discussions or voting, at his/her discretion, for such reasons as new agenda items, time constraints, or items that require additional information
  • work with the Secretary to prepare the agenda for each meeting
  • be an authorized cosignatory for all accounts of the CPO
  • be the only one (or his/her designee, who must be an elected officer) allowed to sign contracts
  • work with the principal on designated duties and tasks
  • attend District-wide meetings, such as the Presidents' Forum
  • attend the Rockwood Presidents' Forum Leadership Conference
  • delegate the duties of any position that remains vacant
  • perform all other duties usually pertaining to the office
  • perform the assigned duties as outlined in the Officer Job Descriptions (in Standing Rules)

Section 2

The President-Elect, if any, shall:

  • attend District-wide meetings, such as the Presidents' Forum
  • be an authorized cosignatory for all accounts of the CPO
  • attend Rockwood Presidents' Forum Leadership Conference
  • perform other duties as may be assigned to him/her by the CPO or Executive
  • assist the President and perform such duties that the President may delegate
  • perform the duties of the President in the President's absence
  • perform the assigned duties as outlined in the Officer Job Descriptions (in Standing Rules)

Section 3

The Vice-President(s) shall:

  • aide the President(s) and President-Elect
  • perform the duties of the President and President-Elect in the absence of both officers
  • oversee and serve as a resource for specific committees (action teams) (to be determined at the Executive Board meeting immediately preceding the beginning of the school year)
  • perform the duties of the Secretary or Secretaries in their absence
  • perform the assigned duties as outlined in the Officer Job Descriptions (in Standing Rules)

Section 4

The Secretary (or Secretaries) shall:

  • record the minutes of all meetings of the CPO and of the Executive Board
  • be responsible for all incoming and outgoing correspondence for the Organization
  • report on all relevant correspondence at each Executive Board meeting
  • aid the President(s) in preparing the agenda for all meetings
  • make the minutes of the prior meeting available to all members of the Executive Board before each meeting
  • maintain a current copy of the Bylaws and Standing Rules, if any, as well as the records of all meeting minutes, written records of all voting results, a list of all committees (action teams) and their members, and a list of the current members of the CPO
  • perform the assigned duties as outlined in the Officer Job Descriptions (in Standing Rules)

Section 5

The Treasurer(s) shall:

  • receive all monies of the CPO
  • keep an accurate record of receipts and expenditures and disburse funds as budgeted or approved by the Executive Board
  • be responsible for the maintenance of the bank account and records of the CPO
  • be responsible for the filing of any necessary financial and tax forms with the appropriate governmental authorities
  • be responsible for the maintenance of all financial records of the CPO
  • comply with the statutory requirements and Rockwood School District Board of Education Policies and Regulations, including those provided in the Student Activity Funds Procedures Manual established by the Rockwood School District Board of Education
  • turn the financial books of the CPO over to an Audit Committee of not less than two members or an independent auditor appointed by the Executive Board at the end of the school year for examination
  • present a statement of account at every meeting of the CPO and any other times as requested by the Executive Board
  • maintain a record of the budget reports presented at CPO meetings
  • provide budget and financial reports to be posted to the CPO website
  • be responsible for preparation of the annual budget for presentation and approval by the Executive Board and CPO
  • perform the assigned duties as outlined in the Officer Job Descriptions (in Standing Rules)

Additional officer positions, their roles and responsibilities may be found in Standing Rules.

Section 6

The Treasurer's accounts shall be examined annually by an Audit Committee of not less than two members or an independent auditor appointed by the Executive Board no later than July 10 of every year. When the Audit Committee or auditor is satisfied that the Treasurer's final report is correct, they shall sign a statement of that fact at the end of the report.

Section 7

A check will be considered valid with one authorized signature if that signature is not the individual charged with receiving the bank statements and reconciling the accounts.

Section 8

The Treasurer and President shall be bonded annually.

Section 9

All officers shall perform the duties outlined in these Bylaws and those assigned from time to time. Failure to assume these responsibilities may result in removal as provided herein.

Section 10

Upon the removal or resignation of any officer, such officer shall turn over to the President or Executive Board, without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer or the Executive Board, without delay, all funds pertaining to the office. Furthermore, upon expiration of their terms, all officers shall deliver all official materials related to their office to their successors.

ARTICLE IX. STANDING COMMITTEES (ACTION TEAMS)

Section 1

Standing committees (action teams) are committees (teams) with on-going functions that continue throughout the year. The chairperson (action team leader) of each committee (action team) shall serve for a one-year term. The incoming President, with the approval of the incoming Executive Board, shall appoint chairpersons (action team leaders) of the standing committees (action teams) after the Spring election.

Section 2

The chairpersons (action team leaders) of all standing committees (action teams) shall mutually plan activities with the Executive Board, and no committee (action team) work shall be undertaken without the approval of the Executive Board.

Section 3

The Executive Board may create special committees (action teams) as needed to promote the purposes and interests of the CPO. Special committees (action teams) are directly responsible to the Executive Board. The President, with the approval of the Executive Board, shall appoint chairpersons (action team leaders) of the special committees (action teams). Special committees (action teams) shall be automatically dissolved upon completion of its assignment or upon decision by the Executive Board.

Section 4

An individual may serve unlimited terms as a committee chairperson (action team leader), if appointed year to year.

ARTICLE X. FISCAL POLICY

Section 1

The Executive Board shall see that a budget shall be presented for approval at the final general membership (open) meeting of the academic year. At that time, additional funds from the current year are also allocated. The Board has authority to make budget adjustments during the year, provided they do not individually exceed $750.00; the Board shall have no power to make the CPO liable for any debt(s) in an amount exceeding the cash assets of the CPO which have not been otherwise appropriated.

Section 2

Each committee chairperson (action team leader) has access to the budgeted funds for his/her committee (action team) during the current school year only. These funds will be disbursed by the Treasurer provided the expense falls within the committee's (action team's) budget and is substantiated by a purchase order or receipt.

Section 3

The proposed budget may be presented and voted upon electronically.

ARTICLE XI. MEETINGS/VOTING

Section 1

There shall be regular general membership (open) meetings of the CPO, scheduled prior to the beginning of the school year. A regular meeting schedule may be established in the Standing Rules of the CPO. Special meetings of the general membership may be called by the President, Principal or by a majority vote of the Executive Board, five days' notice having been given. Members shall be notified no later than five days in advance of the date of any rescheduled general membership meeting. If meeting in person is not possible, meetings may be held electronically.

Section 2

Voting shall be determined by a simple majority of members present, except when changing or amending the CPO's Bylaws, when a two-thirds majority vote of members present must prevail. Voting may be conducted electronically.

ARTICLE XII. PARLIAMENTARY PROCEDURE

Section 1

Robert's Rules of Order (current edition) shall govern this CPO in all cases to which they are applicable and not in conflict with these Bylaws.

ARTICLE XIII. AMENDMENTS

Section 1

These Bylaws may be amended at any membership meeting of the CPO by two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall be given at the previous general membership meeting.

Section 2

A committee (action team) may be appointed to review the Bylaws, as revised and amended, every two year(s). The committee (action team) shall draft any proposed amendments for presentation to the membership as provided for in Section 1 of this Article.

ARTICLE XIV. STANDING RULES

The Executive Board may maintain a list of Standing Rules to serve as a further operating guide for the CPO. These Standing Rules should be revised yearly to reflect the procedures of the current Executive Board.