The Ortega Elementary PTO operates under the bylaws below, adopted by the board to govern our structure, elections, finances, and the duties of each officer. Amendments require approval across two separate meetings (see Article XI).
Sec. 1
“All meetings of the Organization shall be conducted in accordance with Roberts Rules of Order Newly Revised 12th edition, or the most recent edition.”
Sec. 2
The quorum threshold is determined annually based on current board size. A passing vote requires a two-thirds majority of all board members for that year.
Sec. 1
All fundraising and fund distribution operates through a single General Fund account with sub-accounts for each activity.
Sec. 2
The Executive Board approves expenditures, which are reported to parents at scheduled General Meetings.
Sec. 3
“All fund deposits and dispersals shall be handled but the Treasurer(s) as approved by the PTO board.”
Sec. 4
Board members are not personally liable for organizational debts.
Sec. 5
Tax-Exempt Status Policies maintain 501(c)(3) compliance. The organization operates for charitable and educational purposes. “No part of the net earnings of the Organization shall insure to the benefit of, or be distributed to its members, trustees, officers,” though reasonable compensation for services may be provided. The organization cannot engage in substantial lobbying or political campaigning. Assets distribute to exempt purposes upon dissolution.
The fiscal year runs July 1 through June 30.
Sec. 6
Two authorized signatures are required to release funds. Authorized signers may be the President, Treasurer, or Vice President, but cannot be related by blood or marriage or share a household.
Sec. 1
Officer nominations occur in April; elections happen in May. Any PTO member is eligible for office. Individuals may run for multiple positions but can only hold one if elected. Nomination forms distribute in April with a published deadline. Members nominate themselves or others with permission.
Sec. 2
All PTO members may vote. Election ballots (electronic or physical) distribute in May with a published deadline. Nominees win by simple majority of votes cast. If multiple seats are open, the majority rule applies until all positions are filled. Co-chair candidates run as one option versus individual candidates.
Sec. 3
Terms begin the day after the last day of school in June following election and continue until the day after the next June’s final day. Upon expiration, resignation, or termination, officers transfer all records and materials to the President immediately.
Sec. 1
The President or co-President(s) shall preside over all meetings, lead board fundraising goal development, serve as official organizational representative, and act as liaison between parents and administration. They conduct authorized PTO business, may co-sign checks, must distribute bylaws at the first regular meeting and review them with the board, attend monthly Executive Board meetings, and supervise standing committees as needed.
Sec. 2
The Vice President provides general support to board members. “In the event of an absence by the President, preside over executive board and general meetings. Act as lead at events and functions.” They coordinate communications between the Executive Board and staff, may co-sign checks, and attend monthly meetings.
Sec. 3A
The Recording Secretary maintains accurate meeting records, posts minutes within one week of request, keeps correspondence files, provides advance minutes to board members, prepares agendas for all meetings, and attends monthly Executive Board meetings.
Sec. 3B
Communications Secretary/Co-secretaries handle correspondence, develop and coordinate PTO communications, update the PTO blog, draft and send the weekly Ortega Otter Town News during school year and as needed during breaks, draft and send event-related email blasts, prepare the Welcome Back packet, manage the email listserv, serve as admin for Facebook accounts and private groups, and attend monthly meetings. If two people share this role, one focuses on newsletters and blasts while the other manages social media and blog.
Sec. 4
The Treasurer receives all organizational monies and deposits them in approved bank accounts. They present account statements at every meeting and when requested by the Executive Board, provide full annual reports, maintain permanent accounting records accessible to members with another board member present, facilitate a tentative budget meeting before school year starts, prepare annual reports at year-end, request expenditure ratification at every meeting, may co-sign checks, keep President(s) and Vice-president(s) informed of financial concerns, reconcile bounced checks and unpaid credit card charges, and attend monthly Executive Board meetings.
Sec. 5
Volunteer Coordinator(s) oversee and recruit volunteers for fundraisers and events with committee chairs, distribute and tabulate volunteer sign-up forms in September, coordinate with the board and committee chairs for all activities, help chairs organize orientation and training, keep administration informed of concerns, and attend monthly Executive Board meetings.
Sec. 6
The Parent Council Representative attends and reports on monthly district parent council meetings, serves as liaison between the school community and the Pacifica School District Parent Council, handles all Elna Flynn Award responsibilities, and attends monthly Executive Board meetings.
Sec. 7
Activities Coordinator(s) coordinate celebrations, recognition, and school-wide activities, help chairs coordinate orientation and training, obtain approval from President/VP and Principal for decisions impacting the school, coordinate with Communications Secretary about community awareness once approved, keep administration informed of concerns, and attend monthly Executive Board meetings.
Sec. 8
Fundraising Coordinator(s) facilitate planning and implementation of fundraisers throughout the school year, obtain approval from President/VP and Principal for impactful decisions, coordinate with Communications Secretary about community awareness once approved, communicate fundraising ideas and concerns to the board, keep administration informed, and attend monthly Executive Board meetings.
Sec. 9
The TK-2nd Grade Parent Representative works as a link between the PTO and Room Parents for their grade levels. They organize one to two annual Room Parent meetings, maintain regular contact to share Executive Board actions and discuss school issues, help coordinate parent-driven field trip paperwork, provide grade-level activity information and distribute notices, inform administration of concerns, and attend monthly Executive Board meetings.
Sec. 10
The 3rd Grade-5th Grade Parent Representative performs identical functions as the TK-2nd Grade representative but for upper grade levels.
Sec. 11
The Tech Coordinator updates website content and layout including “Annual board member updates,” “Monthly financial reports,” “Monthly approved meeting minutes,” “Fundraising progress,” and after-school activities. They facilitate annual account transfers, update DNS entries, ensure technical resources function properly, manage Google Drive structure and permissions, create Google Workspace accounts as needed, and attend monthly Executive Board meetings.
Vacancies are filled by majority vote of remaining members for the remainder of the term. Officers may be removed for good cause by two-thirds vote of those present at a regularly scheduled meeting or if they attend fewer than half the scheduled board meetings per semester (June–December and January–May).
Sec. 1
The Executive Board meets once monthly with only members voting on motions. Any member may attend and provide input. Special sessions convene when called by the President or simple majority of the Board. The Board conducts organizational business, ratifies necessary expenditures, may use phone or email votes up to $1,000 between meetings (majority approval needed), and uses email to expedite business and relay information — discussions occur at regular, general, or special meetings.
Sec. 2
Special and Standing Committees are created by the President(s) with Executive Board approval and disbanded when their purpose is accomplished.
Sec. 1
Minimum two General Meetings occur annually. When not announced at prior meetings, “at least one-week notice sent home through the School Newsletter” is required.
Sec. 2
The year’s proposed programs and budget present to members at the first General Meeting.
“The name of this organization and its membership lists shall be restricted to the use of the official business of the organization except as authorized by the membership.”
Sec. 1
“The property of this organization is irrevocably dedicated to charitable purposes and no part of the net income or assets of this organization shall ever inure to the benefit of any director, officer, or member thereof or to the benefit of any private persons.”
Sec. 2
Upon dissolution, remaining assets after debt payment distribute to charitable purposes with 501(c)(3) tax-exempt status.
The organization undertakes only activities mentioned in its mission statement, goals, or bylaws objectives.
Amendments require simple majority Executive Board approval. Changes are proposed and discussed in one meeting, then voted on in a subsequent meeting — single-meeting proposals, discussions, and approvals are prohibited.
