By-Laws of Coyote Hills Elementary School PTSO
By-Laws of Coyote Hills Elementary School P.T.S.O
2024-25
ARTICLE 1 – NAME, PURPOSE
1. The name of this organization shall be Coyote Hills Parent Teacher Student Organization. (P.T.S.O.)
2. The Coyote Hills PTSO is organized exclusively for the charitable and educational purposes within the meaning of section 501 (a) (3) of the Internal Revenue Code.
3. The Organization may, at its pleasure by a vote of the membership body, change its name. The executive board members do not have the authority to change the name of this organization. This organization meets the public charity classification under section 509 (a) (2) or sections 509 (a) (1) of the Internal Revenue Code. This organization would like to be considered as a public charity status under one of the above sections.
4. This organization has qualified for the above tax exemption status with the Internal Revenue Service.
ARTICLE II – MEMBERSHIP AND DUES
1. Membership in this organization shall be open to all who wish to join, including parents, staff and teachers affiliated with Coyote Hills Elementary.
2. The membership dues of this organization are $10 per family for the school year. The executive board of this organization may change membership dues with a majority vote of all board members and administration.
ARTICLE III – MEETINGS
1. Executive Board Meetings – The dates of the Executive Board Meetings can/shall be set by the Executive Board.
2. General meetings may be called by the President of the PTSO or the Principal of Coyote Hills Elementary School. General meetings will be held at Coyote Hills Elementary School, unless otherwise specified in notice.
3. Notice of each general meeting shall be given not less than five days in advance. A notice of each general meeting will be posted online.
ARTICLE IV – EXECUTIVE BOARD
1. Board Role, Size and Compensation – The executive board is responsible for overall policy and direction of the organization. The board shall have no fewer than 3 members, consisting of at least a President, Treasurer and Secretary. The executive board receives no compensation for the donation of their time. Executive Board Members do all work on a volunteer basis. Each board member is held responsible for their duties by president and principal of Coyote Hills.
2. Meetings – The executive board shall meet at least 4 times during the school year at an agreed upon time and location. Additional meetings will be held throughout year as needed to discuss upcoming events.
3. Board Election – Election of new officers shall occur at the end of each school year. A notice shall be sent out requesting volunteers for next year’s executive board positions. Volunteers will be accepted with a letter of intent for the specified office. Any letter of intent not specifying an office will be thrown out and will not be considered for election to the PTSO Executive Board. All votes shall be secret ballot where necessary. If an officer has quit or been discharged midterm, she/he will forfeit the right to hold an officer position.
4. Terms – All executive board members shall serve one-year terms, but are eligible for re-election for as many consecutive terms as they volunteer for. Any board member may be asked to leave their office by a majority vote, including administration.
5. Quorum – All board members and principal must approve and sign all contracts. If any board member signs a contract without board/principal consent, they will be held personally responsible.
6. Notice – An executive board meeting requires that each board member have notice at least one week in advance regarding upcoming meetings, unless an emergency meeting is deemed necessary by the board or school principal.
7. Offices and Duties – There shall be the following officer positions of the executive board of the PTSO, consisting of President, Vice-President, Secretary, Treasurer, Fundraising coordinator, volunteer coordinator and social media/Communications Coordinator.
The President shall convene all meetings, shall preside and/or arrange for other members of the executive board to preside at each meeting in the following order: President, Vice Presidents, Secretary, Treasurer, Social media/Communications Coordinator, Fundraising Coordinator and Volunteer Coordinator
______ Initials
The Vice President shall in the event of the absence or inability of the President to exercise the office, become acting President of this organization until the President of this organization is able to resume presidential duties. The Vice Presidents shall relinquish the chair back over to the President of this organization as soon as the president is ready to continue.
_______ Initials
The Secretary shall be responsible for keeping records of all meetings, including the taking of the minutes. The Secretary shall discuss with the President the agenda for any and all meetings. The Secretary will also draft, revise and rewrite all letters, documents and agendas for the PTSO
_______Initials
The Treasurer shall be responsible for all collection of money at any PTSO sponsored event. The Treasurer will make all deposits and issue checks for reimbursement. The Treasurer is responsible for financial reports at meetings and providing all necessary paperwork for filing taxes each year. The President will verify all money collected and deposits.
_______Initials
The Social media/Communications Coordinator shall be responsible for managing content and distribution of the Coyote Hills e-mail newsletter, the PTSO website and marketing materials related to PTSO activities. The Coordinator solicits information and updates from school teachers and staff, under the guidance of Administration. The Communications Coordinator assists with other aspects of parent communication and outreach as needed.
______Initials
The Fundraising Coordinator shall be responsible for all fundraising for the PTSO organization. The Fundraising Coordinator may be asked by faculty and staff to organize or plan additional fundraisers.
______Initials
The Volunteer Coordinator shall be primarily responsible for volunteer coordination to recruit necessary help for the fundraisers and school events. The Volunteer Coordinator will also verify that volunteers have been approved and cleared through the district volunteer application process.
______Initials
8. Request for Funds – All teacher/staff requests for funds or reimbursement from PTSO should be submitted to the Treasurer with all necessary supporting documentation(receipts, etc.) Any requests for PTSO general funds in excess of $100 needs to be approved by a majority vote of the executive board. Requests from staff liability accounts do not require board approval. The treasurer will approve and reimburse via check or venmo within 10 business days.
9. Vacancies – When a vacant position on the executive board exists, nominations for new members may be received from the present executive board members. This vacancy may be filled only to the end of the particular board members term. The vacancy may also be left vacant with a majority vote of the current executive board members.
10. Resignation and Termination - Resignation from the executive board must be in writing and received by the executive board.
11. Upon the end of the school year and/or the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be held over for the next school year.
12. Notwithstanding any other provisions of these articles, the organization shall not carry on any other activities not permitted by an organization exempt from Federal Income Tax under Section 501 (a) (3) of the Internal Revenue Code of 1986.
ARTICLE V - AMENDMENTS
1. These By-Laws may be amended when necessary by two-thirds majority of the executive board members of the PTSO and administration. Any and all changes to the organization’s By-Laws must be approved by the Principal of Coyote Hill Elementary School. Any and all changes to these By-Laws must be done within the guidelines of the Internal Revenue Service.
The Current Executive Board for the 2025 - 2026 Coyote Hills PTSO is as follows:
President – Mandy Moore
Vice Presidents - Tiffani Slingluff
Secretary – Megan Wise
Treasurer –Michelle Heiden
Parent volunteer coordinator - Kirra Denner
Communications/Social Media - Megan Manning
These By-Laws have been voted on and approved by a majority vote of the Executive Board of the 2023-24 Coyote Hills Elementary School PTSO.
2024-25
ARTICLE 1 – NAME, PURPOSE
1. The name of this organization shall be Coyote Hills Parent Teacher Student Organization. (P.T.S.O.)
2. The Coyote Hills PTSO is organized exclusively for the charitable and educational purposes within the meaning of section 501 (a) (3) of the Internal Revenue Code.
3. The Organization may, at its pleasure by a vote of the membership body, change its name. The executive board members do not have the authority to change the name of this organization. This organization meets the public charity classification under section 509 (a) (2) or sections 509 (a) (1) of the Internal Revenue Code. This organization would like to be considered as a public charity status under one of the above sections.
4. This organization has qualified for the above tax exemption status with the Internal Revenue Service.
ARTICLE II – MEMBERSHIP AND DUES
1. Membership in this organization shall be open to all who wish to join, including parents, staff and teachers affiliated with Coyote Hills Elementary.
2. The membership dues of this organization are $10 per family for the school year. The executive board of this organization may change membership dues with a majority vote of all board members and administration.
ARTICLE III – MEETINGS
1. Executive Board Meetings – The dates of the Executive Board Meetings can/shall be set by the Executive Board.
2. General meetings may be called by the President of the PTSO or the Principal of Coyote Hills Elementary School. General meetings will be held at Coyote Hills Elementary School, unless otherwise specified in notice.
3. Notice of each general meeting shall be given not less than five days in advance. A notice of each general meeting will be posted online.
ARTICLE IV – EXECUTIVE BOARD
1. Board Role, Size and Compensation – The executive board is responsible for overall policy and direction of the organization. The board shall have no fewer than 3 members, consisting of at least a President, Treasurer and Secretary. The executive board receives no compensation for the donation of their time. Executive Board Members do all work on a volunteer basis. Each board member is held responsible for their duties by president and principal of Coyote Hills.
2. Meetings – The executive board shall meet at least 4 times during the school year at an agreed upon time and location. Additional meetings will be held throughout year as needed to discuss upcoming events.
3. Board Election – Election of new officers shall occur at the end of each school year. A notice shall be sent out requesting volunteers for next year’s executive board positions. Volunteers will be accepted with a letter of intent for the specified office. Any letter of intent not specifying an office will be thrown out and will not be considered for election to the PTSO Executive Board. All votes shall be secret ballot where necessary. If an officer has quit or been discharged midterm, she/he will forfeit the right to hold an officer position.
4. Terms – All executive board members shall serve one-year terms, but are eligible for re-election for as many consecutive terms as they volunteer for. Any board member may be asked to leave their office by a majority vote, including administration.
5. Quorum – All board members and principal must approve and sign all contracts. If any board member signs a contract without board/principal consent, they will be held personally responsible.
6. Notice – An executive board meeting requires that each board member have notice at least one week in advance regarding upcoming meetings, unless an emergency meeting is deemed necessary by the board or school principal.
7. Offices and Duties – There shall be the following officer positions of the executive board of the PTSO, consisting of President, Vice-President, Secretary, Treasurer, Fundraising coordinator, volunteer coordinator and social media/Communications Coordinator.
The President shall convene all meetings, shall preside and/or arrange for other members of the executive board to preside at each meeting in the following order: President, Vice Presidents, Secretary, Treasurer, Social media/Communications Coordinator, Fundraising Coordinator and Volunteer Coordinator
______ Initials
The Vice President shall in the event of the absence or inability of the President to exercise the office, become acting President of this organization until the President of this organization is able to resume presidential duties. The Vice Presidents shall relinquish the chair back over to the President of this organization as soon as the president is ready to continue.
_______ Initials
The Secretary shall be responsible for keeping records of all meetings, including the taking of the minutes. The Secretary shall discuss with the President the agenda for any and all meetings. The Secretary will also draft, revise and rewrite all letters, documents and agendas for the PTSO
_______Initials
The Treasurer shall be responsible for all collection of money at any PTSO sponsored event. The Treasurer will make all deposits and issue checks for reimbursement. The Treasurer is responsible for financial reports at meetings and providing all necessary paperwork for filing taxes each year. The President will verify all money collected and deposits.
_______Initials
The Social media/Communications Coordinator shall be responsible for managing content and distribution of the Coyote Hills e-mail newsletter, the PTSO website and marketing materials related to PTSO activities. The Coordinator solicits information and updates from school teachers and staff, under the guidance of Administration. The Communications Coordinator assists with other aspects of parent communication and outreach as needed.
______Initials
The Fundraising Coordinator shall be responsible for all fundraising for the PTSO organization. The Fundraising Coordinator may be asked by faculty and staff to organize or plan additional fundraisers.
______Initials
The Volunteer Coordinator shall be primarily responsible for volunteer coordination to recruit necessary help for the fundraisers and school events. The Volunteer Coordinator will also verify that volunteers have been approved and cleared through the district volunteer application process.
______Initials
8. Request for Funds – All teacher/staff requests for funds or reimbursement from PTSO should be submitted to the Treasurer with all necessary supporting documentation(receipts, etc.) Any requests for PTSO general funds in excess of $100 needs to be approved by a majority vote of the executive board. Requests from staff liability accounts do not require board approval. The treasurer will approve and reimburse via check or venmo within 10 business days.
9. Vacancies – When a vacant position on the executive board exists, nominations for new members may be received from the present executive board members. This vacancy may be filled only to the end of the particular board members term. The vacancy may also be left vacant with a majority vote of the current executive board members.
10. Resignation and Termination - Resignation from the executive board must be in writing and received by the executive board.
11. Upon the end of the school year and/or the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be held over for the next school year.
12. Notwithstanding any other provisions of these articles, the organization shall not carry on any other activities not permitted by an organization exempt from Federal Income Tax under Section 501 (a) (3) of the Internal Revenue Code of 1986.
ARTICLE V - AMENDMENTS
1. These By-Laws may be amended when necessary by two-thirds majority of the executive board members of the PTSO and administration. Any and all changes to the organization’s By-Laws must be approved by the Principal of Coyote Hill Elementary School. Any and all changes to these By-Laws must be done within the guidelines of the Internal Revenue Service.
The Current Executive Board for the 2025 - 2026 Coyote Hills PTSO is as follows:
President – Mandy Moore
Vice Presidents - Tiffani Slingluff
Secretary – Megan Wise
Treasurer –Michelle Heiden
Parent volunteer coordinator - Kirra Denner
Communications/Social Media - Megan Manning
These By-Laws have been voted on and approved by a majority vote of the Executive Board of the 2023-24 Coyote Hills Elementary School PTSO.