THE CHARTER OF ACTON BOXBOROUGH REGIONAL PTSO
March 24, 1997

Article 1: Name

This Organization, located in the towns of Acton and Boxborough in the Commonwealth of Massachusetts (hereinafter "the Region") shall be named the Acton-Boxborough Regional Parent Teacher Student' Organization (hereinafter "Organization").

Article 2: Membership

Active membership in the AB Regional PTSO includes:

a.       All parents or legal guardians of students in attendance at RJ. Grey Jr High School hereinafter referred to as RJ Grey JHS and Acton Boxborough Regional High School, hereinafter referred to as ABRHS

b.      All RJ. Grey JHS and ABRHS faculty, administrators and any other staff.

c.       All students currently enrolled in the R.J. Grey JHS or ABRHS.

Article 3: Purpose

The purposes of the Organization are:

a.       To improve, provide and maintain communication channels among parents, faculty members, students, administrators, school committee members and citizens of the community and to provide a framework for promoting excellence in the R. J. Grey Junior High School and Acton Boxborough Regional High School.

b.      To provide educational and informational programs.

c.       To encourage participation in the volunteer program at the R J Grey JHS and ABRHS.

d.      To provide on-going fundraising events and activities.

e.       To serve the school(s) in other ways as needed throughout the school year, e.g. special meetings, capital equipment purchases, etc.

The Acton Boxborough Regional High School and R. J. Grey Junior High School PTSO is organized exclusively for educational purposes as specified in section 501 (c) (3) of the Internal Revenue Code and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code of 1986.

No part of the activities of the organization shall be carrying on propaganda, or otherwise attempting, to influence legislation (except as otherwise provided by Internal Revenue Code section 501 (h) or participating in or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.

No part of the net earnings of the organization shall inure to the benefit of any member, trustee, or director, officer of the organization or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization) and no member, trustee officer shall be entitled to share in the distribution of any of me organization's assets upon dissolution of the organization.

Article 4: Organization

Section 1:  Officers – AB Regional PTSO

The officers of this Organization shall be a Chairperson (or Co-Chairpersons), First Vice Chairperson from R. J. Grey JHS, a Secretary and a Treasurer. Each officer shall be a parent/legal guardian of a student currently enrolled at ABRHS or R. J. Grey JHS. No person may simultaneously hold more than one office.

Section II. Steering Committee/Board of Directors (Hereinafter referred to as “Steering Committee”)

The Steering Committee shall be comprised of the current officers as stated in Article 4 (Section 1), and the Chairpersons of the following:

Project Graduation

School Choice

Nominating

Inter-School Council Representative

Fundraising

Enrichment (Adult/Student)

Financial Liaison

Student Representative

Volunteer Coordinator

Newsletter Editor

Membership

The ABRHS and RJ. Grey JHS principals and faculty representatives are also members of the Steering Committee.

A.  Job Descriptions and Primary Duties – AB Regional PTSO Officers

1.  Chairperson/Vice-Chairperson:  Duties of the Chairperson and the Vice-Chairperson may be apportioned between them by mutual agreement. These duties include:

·        Presides at meetings, prepares a written agenda and distributes it to all Steering Committee members one week in advance,

·        Acts as spokesperson and is a resource for the exchange of information between school and parents,

·        Coordinates the activities of the various committees,

·        Appoints and dissolves any ad hoc committees authorized by the Steering Committee,

·        Signs all contracts or other legal obligations authorized by the Steering Committee.

2.  Secretary:  The Secretary shall keep an accurate record of all meetings of the organization; shall send copies of minutes to all Steering Committee members; shall place a copy of all minutes in a notebook to be kept in the school library; shall conduct the correspondence of all the organization, send out notices of all meetings and submit a summary of the minutes to the Newsletter Editor.

3. Treasurer: The Treasurer shall collect and deposit all moneys of the Organization; shall keep accurate record of receipts and expenditures; shall manage and pay out the funds of the Organization in accordance with decisions of the Steering Committee; shall prepare financial reports for each meeting of the Organization and shall present an annual financial report to the Steering Committee at the May annual meeting. The Treasurers account books shall at all times, be open to the inspection of the Steering Committee.

B.  Job Descriptions and Primary Duties – AB Regional PTSO Steering Committee Members

1. Steering Committee:  The Steering Committee shall establish committees, shall receive and evaluate committee reports on a regular basis shall recommend expenditures of all funds and shall meet on a regular basis. The Steering Committee shall appoint the Nominating Committee and may make any other appointments as necessary. The Steering Committee will appoint a Budget Committee consisting of the present treasurer, three members at large, one member of the Steering Committee and the Chairperson, ex officio.

Article 5: Meetings

A. Regular Meetings AB Regional PTSO

1. Monthly Meetings: The PTSO shall meet each month either at ABRHS or RJ.Grey JHS. Meetings are open to all PTSO members and all PTSO members are encouraged to attend to provide input.

2. General Meetings: There will be an annual business meeting each year usually in May. The purpose of the May meeting will be the election of officers, committee chairs and approval of the budget. Voting at this meeting will be in accordance with Article 6 Section II of the Charter.

B. Special Meetings –  AB Regional PTSO

Notice of the time and place of the meetings of the Steering Committee shall be given to each member of the Steering Committee by telephone or in writing, or in any reasonable manner, not less than 72 hours prior to the meeting. If a member of the Steering Committee cannot be reached after reasonable efforts, this requirement for notice shall be waived and such member shall thereafter be notified of the time and place of the meeting and of any action taken.

C. Quorum – AB Regional PTSO

1. Fifty percent (50%) of the Steering Committee members present shall constitute a quorum at a Steering Committee meeting.

2. At a General Meeting, twenty-five (25) PTSO members shall constitute a quorum.

D. Voting – AB Regional PTSO

With the exception of elective officers, see Article 6 Section H voting will be done by a voice vote or a show of hands if necessary. A motion for secret ballot may be made. Majority rules.

Article 6: Nomination. Election, Term of Office, Vacancies

Section 1: Nominations AB Regional PTSO

In February the Officers shall appoint a Nominating Committee of five members, who shall nominate a list of officers and additional Steering Committee members for the next fiscal year. The purpose of this committee will be to publicly solicit volunteers for these positions by, but not necessarily limited to, publication of announcement in the AB Regional PTSO monthly newsletter. The Nominating Committee, members of which shall be themselves eligible for nomination, shall report the names of the nominees at the meeting preceding the election of officers and Steering committee members. Nominations may also be made from the floor at the meeting preceding the election of officers, provided the member making tile nomination has the signed permission of the nominee. The Nominating Committee shall act as tellers at the election.

Section II: Election AB Regional PTSO

Election of officers and Steering Committee members shall take place at a meeting of the Organization not later than May 31 of each fiscal year. All members of the Organization shall be eligible to vote Voting will be conducted as follows-

Voting

a.       Voting will be done by the members-at-large present at the May meeting

b.      Prior to elections a list of final nominees will go to all members for their consideration.

c.       c. The floor will be open to further nominations before the voting.

d.      Voting will be done by secret ballot.  Winner will be determined by plurality of votes cast.

Section III: Term AB Regional PTSO

Officers and Steering Committee members shall assume office July 1st of each year, and they shall serve for the fiscal year.  Whenever an elected official may be considered to be failing to attend to his/her duties, that officer may be relieved of the position by a two-thirds vote of the Steering Committee.

Section IV:  Vacancies AB Regional PTSO

Any vacancy on the Steering Committee or in any office arising after the election shall be filled by a majority vote of the Steering Committee.

Article 7:  Finances

A:  Fiscal year – AB Regional PTSO

The fiscal year shall begin on July 1, and end on June 30.

B.  Contributions – AB Regional PTSO

1.      The Steering Committee may solicit contributions and otherwise use appropriate means to raise funds for attainment of the purposes stated in Article 3. No funds shall be disbursed to the benefit of any member in the Organization, but shall be used to further the purposes of the Organization.  If any funds remain after dissolution of the Organization, they shall be disbursed to a similar non-profit Organization.

2.      A minimum balance as determined necessary by the Steering Committee shall be kept in the Organization accounts at all times.  All monies in excess of the minimal balance shall be spent within two years time^

C.  Budget Process – AB Regional PTSO

The Budget Committee as established by Article 4 (B) shall prepare the budget based on information provided by the committee chairs and membership at large.

Non-budgeted expenditures under $100 shall be approved by the Chairperson.  Non-budgeted expenditures over $100 shall be approved by the Steering Committee

D.  Reallocation of Funds – AB Regional PTSO

The Steering Committee may vote at any monthly meeting to reallocate funds within the operating budget.  The reallocation should not total more than five percent (5%) of the annual operating budget.

Reallocations larger than five percent (5%) shall not be done without providing information to the PTSO membership one month prior to the vote or reallocation.

E.  Audit – AB Regional PTSO

A final audit done by a member at large should review and close the financial books at the end of the fiscal year.  Audit should be complete before new board takes over July 1st.

Article 8:  Charter Approval and Amendment

This Charter may be approved, altered, amended, or repealed in whole or in part, or a new Charter adopted in place thereof, by a two-thirds vote of the members present and voting at any meeting of the Organization duly called; provided that the proposed action has been announced and at least 15 written copies thereof made available at the previous meeting duly called; and further provided that the members of the Organization shall have been given notice of the meeting at which the proposed action is to be voted upon in accordance with Article 5. Such written copies of the proposed action shall be made available at least two weeks in advance of such meeting.

Article 9: Dissolution and Distribution

In the event of dissolution, all of the remaining assets and property of the organization, shall after payment of necessary expenses thereof, be distributed to such organizations as shall qualify unde section 501(c)(3) of the Internal Revenue Code of 1986 or corresponding provisions of any subsequent Federal tax laws, or to the Federal Government, or State or local government, for a public purpose, subject to the approval of a Justice of the Supreme Court of the Commonwealth of Massachusetts.

Article 10: Conducting of Business

The method for conducting the business of this Organization shall be in accordance with Robert's Rules of Order.