Bylaws

Central Carolina Academy (CCA) Soaring Eagles PTO Bylaws

last updated January 9, 2023

ARTICLE I. NAME

The name of this Organization is the CCA Soaring Eagles PTO (hereinafter “CCAPTO”). It is a local independent unit created by the parents and staff of Central Carolina Academy located in Lee County, North Carolina and has no affiliation with any other association, be it state or national in origin.

ARTICLE II. ARTICLES OF ORGANIZATION

The Organization exists as an unincorporated association of its members. The Organization’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 Organization is organized exclusively for the following charitable, educational, or scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code:

Lee County School District and the Central Carolina Academy in the home, school, and community.
To support the school in improving education in ways that will adhere to administrative policy and the Central Carolina Academy mission and goals. • 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, so that parents and teachers may work cooperatively in the education of children and youth.
To foster communication, cooperation, support, information, and education within Central Carolina Academy, including staff, parents, students, and the general community.

ARTICLE IV. POLICIES

Section 1. No substantial part of the activities of the Organization shall be the carrying on of propaganda or otherwise attempting to influence legislation. The Organization 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 Organization shall be non-commercial, non-sectarian, and non partisan. No commercial enterprise or candidate shall be endorsed by it. The name of the Organization 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 Organization.
Section 3. This Organization shall not seek to direct the administrative activities of the school or to control its policies, but the Organization can serve as a liaison between parents and administration when concerns arise.
Section 4. The Organization shall be supportive of school educational efforts and student needs. The policies of the Organization shall be developed cooperatively by parents and teachers and approved by school administration. The Organization shall conduct all operations in such a way as to reflect positively upon the school and the Lee County School District.
Section 5. In no way shall one member, officer, or committee chairperson make policy, program, or expenditure decisions, or bind the Organization in any way, absent the consent of at least the Executive Board. When representing the Organization, any member, officer or committee chairperson shall be aware of the authority extended by the Organization and shall not exceed such authority.
Section 6. This Organization 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 Organization.
Section 7. The Organization shall act in accordance with all Lee County 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 and 3370 pertaining to fundraising activities. No fundraising activity of the Organization shall financially benefit a PTO member, faculty member, student, or parent without prior Executive Board approval.
Section 8. No part of the net earnings of this Organization shall insure 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. 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 e-mail, social media, texting, 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 Organization 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 1170(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 Organization, the Organization shall, after paying or making provisions for the payment of all the liabilities of the Organization, dispose of all the assets of the Organization by distributing the same to the Central Carolina Academy Lead Administrator. Said Lead Administrator shall, upon the advice of the Central Carolina Academy teachers and administration, supervise the expenditure of said assets for essential educational materials and equipment. In the event 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 Organization’s Executive Board shall determine, with preference to be given to educational programs of the Lee County School District. Any assets not so disposed of shall be disposed of by the court in the county of the principal office of the Organization.

ARTICLE V. MEMBERSHIP AND DUES

Section 1. Membership is open to any parent or guardian of a student attending CCA and the CCA teachers and staff. All members have voting privileges. • Section 2. Members should be committed to the mission, goals, and objectives of the Organization and willing to uphold its policies and subscribe to its Bylaws. • Section 3. The Executive Board shall determine the amount, time, and manner of payment of the membership dues, if any, from time to time. Each member shall pay the annual membership dues; however, no household shall be assessed for more than one annual payment of membership dues.
Section 4. The Organization 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 5. The privileges of membership shall be the right to hold office or appointed position, make motions, chair a committee, and vote. Only those members currently in payment of membership dues, if any, are eligible to vote or to serve as an officer or representative of the Organization. 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 Organization (elected by the members of CCAPTO) and the Central Carolina Academy Lead Administrator. Officer positions being (President, Vice-President of Fundraising, Vice-President of Events, Secretary, Treasurer, and Volunteer Coordinator). Other members of the board include the chairperson of each of the standing committees. Chairpersons of the standing committees and of then active special committees may be invited to attend Executive Board Meetings that pertain to their committee.
Section 2. The Executive Board shall have general charge and control of the affairs, funds and properties of the Organization, and shall maintain records of such in a central location, including current and prior budgets, check registers, governmental forms, committee reports, contracts, and correspondence.
Section 3. The duties of the Executive Board shall be as follows: to transact necessary business in the intervals between Organization meetings; to interpret the bylaws, policies, and standing rules of the Organization; to present a report at the general membership (open) meetings of the Organization; 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, and to make budget adjustments as necessary, provided they do not individually exceed $500.00. Any individual budget adjustment over $500.00 shall be voted on by the board.

Section 4. Every position on the Executive Board shall be entitled to one vote. • Section 5. Each standing committee chairperson shall present the committee’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 Central Carolina Academy Lead Administrator, or by a majority of the members of the Executive Board upon at least a two-day notice.
Section 8. All officers are required to attend all scheduled Organization meetings and are expected to attend a majority of Organization-sponsored events. • Section 9. 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 Organization shall include, at a minimum, a President, Vice-President of Fundraising, Vice-President of Events, Treasurer, Secretary, and Volunteer Coordinator. 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. Ballots shall be counted by the President and two outgoing board members. If there is only one candidate for any office, the election for such office(s) may be by voice, show of hands, or slate approval.
Section 2. Officers shall assume their official duties at the close of the final meeting of the school year. Officers 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 as an officer or committee chairperson or three consecutive years unless determined by vote and majority approval of the Executive Board. Additional officers will be chosen according to the needs of the Organization and upon the approval of the Executive Board. Grade level directors are limited to two one-year terms per class.
Section 3. Nomination of officers shall be made by a nominating committee composed of two members of the Executive Board, non-returning board members, and general CCAPTO members. One of the Vice-Presidents shall be the chairperson of the committee. The nomination committee 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 two 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 nominating committee at least one week 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 Executive Board at its next regular meeting.
Section 6. Any officer absent from three consecutive meetings, i.e. Executive Board and Organization 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 an officer is entitled to a written notification from the President or the Central Carolina Academy Lead Administrator 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 Organization and of the Executive Board; o Be a member ex officio of all committees except the Nominating Committee;
Be authorized to appoint any special committee;
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; o Be an authorized cosignatory for all accounts of the Organization; o Countersign all checks exceeding $500;
Delegate the duties of any position that remains vacant; and
Perform all other duties usually pertaining to the office.

Section 2. The Vice-President of Fundraising shall:

Preside over Fundraising meetings;
Work with PTO members to develop, implement, and execute PTO sponsored fundraising events;
Provide oversight for all material created in support of PTO-sponsored fundraising to include printed flyers/notices, e-mail, social media, and texting;
Assist the President (or Co-Presidents) and Vice-President of Events as requested;
Perform the duties of the President in the President’s absence;
Perform other duties as may be assigned to him/her by the Organization or Executive Board;
Perform such duties that the President may delegate;
If selected, oversee the nominating committee.

Section 3. The Vice-President of Events shall:

Preside over Event meetings;
Work with PTO members to develop, implement, and execute PTO-hosted events;
Provide oversight for all material created in support of PTO-hosted events to include printed flyers/notices, e-mail, social media, and texting; o Assist the President (or Co-Presidents) and Vice-President of Fundraising as requested;
Perform the duties of the President or Vice-President of Fundraising in his/her absence;
Perform other duties as may be assigned to him/her by the Organization or Executive Board;
Perform such duties that the President may delegate;
If selected, oversee the nominating committee.

Section 4. The Secretary shall:

Maintain the CCAPTO website and Facebook page;
Record meetings minutes for the Organization and the Executive Board; o Be responsible for all the Organization’s incoming and outgoing correspondence;
Report on all relevant correspondence at each Executive Board meeting; o Aid the President(s) in preparing the agenda for all meetings; o Make prior meeting minutes 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, a list of all committees and their members, and a list of the current members of the Organization;
At the conclusion of the secretary’s term, he/she shall turn over all records and documents for which they were responsible to the Vice-President of Fundraising by June 1st.

Section 5. The Treasurer shall:

Prepare the annual PTO budget in conjunction with the Executive Board; o Receive all monies of the Organization;
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 Organization;
Be responsible for the filing of any necessary financial and tax forms with the appropriate governmental authorities;
Comply with the statutory requirements and Lee County School District Board of Education Policies and Regulations;
Turn the financial books of the Organization over to the President for examination by the President and assistant treasurer at the end of the school year for examination;
Present a statement of account at every meeting of the Organization and any other times as requested by the Executive Board;
Maintain a file of the budget reports presented at Organization meetings; o Have all checks exceeding $500 countersigned by the President or Treasurer (or Assistant Treasurer);
May delegate some responsibilities to the Assistant Treasurer as he/she sees fit;
Perform the duties of the Secretary in his/her absence.

Section 6. The Volunteer Coordinator shall:

Preside over Volunteer meetings;
Work with PTO members to determine volunteer requirements and provide oversight for volunteer coordination;
Provide oversight for all material created in support of volunteer tasks and projects to include printed flyers/notices, e-mail, social media, and texting; o Assist the Vice-President of Fundraising and Vice-President of Events as requested;
Perform other duties as may be assigned to him/her by the Organization or Executive Board;
Perform such duties that the President may delegate;
Work with Grade Representatives to help the PTO bridge the gap between grade-level teachers and the parents in that community. Grade

Representative responsibilities are to:

▪ Encourage parent engagement for PTO-planned/hosted events; ▪ Provide updates to their grade-level parent community concerning PTO meetings and collect feedback from the parent community to

guide PTO discussions and decisions;

▪ Work to understand the needs and challenges that are present for teachers and communicate feedback with both the parents and the PTO;

▪ Coordinate grade-level specific events and fundraisers for the teachers and students;

▪ Provides outreach to new parents and students in the grade level, welcoming them to the CCA community.

ARTICLE IX. OFFICER OVERSIGHT AND REGULATION

Section 1. The Treasurer accounts shall be examined annually by the President and Vice-President of Fundraising no later than July 10 of every year. When the President and Vice-President of Fundraising are satisfied that the Treasurer’s final report is correct, they shall sign a statement of that fact at the end of the report.
Section 2. The Treasurer shall deliver to said successor all monies, books, documents, vouchers, and other property belonging to the CCAPTO in the possession of the Treasurer for which the Treasurer may be held accountable. Records and books of accounts shall at all times be open for inspection by any member of the Board of Directors. The budget of the CCAPTO shall be designed to balance out at the end of each academic year in the amount of not less than one thousand dollars ($1,000.00) and not more than three thousand dollars ($3,000.00), sufficient to meet operating expenses for the beginning of the next academic year. Any monies in excess of this amount shall be distributed to any worthwhile project or projects at Central Carolina Academy approved by the Executive Board.

Section 3. All checks must contain the signature of either the Treasurer, Assistant Treasurer, or the President unless they exceed $500, in which case two signatures are required to be considered valid.
Section 4. 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 no later than the last day of the current school year.

ARTICLE X. STANDING COMMITTEES

Section 1. Standing committees are committees with on-going functions that continue throughout the year. The chairperson of each committee shall serve for a one-year term. The incoming President, with the approval of the incoming Executive Board, shall appoint chairpersons of the standing committees after the spring election.
Section 2. The chairpersons of all standing committees shall mutually plan activities with the Executive Board, and no committee work shall be undertaken without the approval of the Executive Board.
Section 3. The Executive Board may create special committees as needed to promote the purposes and interests of the Organization. Special committees are directly responsible to the Executive Board. The President, with the approval of the Executive Board, shall appoint chairpersons of special committees. Special committees shall automatically be dissolved upon completion of their assignments or upon decision by the Executive Board.
Section 4. These committee chairmen will be voting members of the Board. Each committee is allowed one vote, so in the case of multiple chairpersons, they must decide among themselves and designate one as the voting chairperson.

ARTICLE XI. FISCAL POLICY

Section 1. The Executive Board shall see that a budget shall be presented for approval at the first general membership meeting of the academic year. At that time, additional funds from the previous year are also allocated. The Board has authority to make budget adjustments during the year, provided they do not individually exceed $500.00; the Board shall have no power to make the Organization liable for any debt(s) in an amount exceeding the cash assets of the Organization which have not been otherwise appropriated.
Section 2. Each committee chairperson has access to the budgeted funds for his/her committee during the current school year only. These funds will be disbursed by the Treasurer provided the expense falls within the committee’s budget and is substantiated by a purchase order or receipt.
Section 3. Any expenditure that requires carry-over or any anticipated expenditure occurring before the next year’s budget is approved may be approved at the last meeting of the year.

ARTICLE XII. MEETING/VOTING

Section 1. There shall be regular open meetings of the Organization, scheduled at the beginning of the school year. A regular meeting schedule may be established in the Standing Rules of the Organization.
Section 2. Special meetings of the general membership may be called by the President, Central Carolina Academy Lead Administrator, or by a majority vote of the Executive Board upon at least a five-day notice.
Section 3. Members shall be notified no later than five days in advance of the date of any rescheduled general membership meeting.
Section 4. Voting shall be determined by a simple majority of members present, except when changing or amending the Organization’s Bylaws, when a two-thirds majority vote of members present must prevail.

ARTICLE XIII. PARLIAMENTARY PROCEDURE

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

ARTICLE XIV. AMENDMENTS

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

ARTICLE XV. STANDING RULES

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

Section 1. On occasion, if necessary, items for business that require board action prior to the next scheduled meeting can be addressed via email, including voting on motions. The minutes for the next regularly scheduled meeting will reflect this action via email.
Section 2. General meetings shall be held as determined by the board.