WILLARD PTG BY-LAWS

Revised February 2022

ARTICLE I. NAME

The name of the organization shall be the Willard Parent Teacher Group, hereinafter referred to as the “PTG.”

ARTICLE II. PURPOSE

The PTG is a non-profit organization that exists to promote the education and welfare of the Willard School children and to promote Willard community and school spirit.  The PTG works with parents/guardians, teachers, staff, school administrators and community members to meet its objectives.  The objectives of the PTG are to foster communication among these groups and to sponsor specific programs and activities that benefit the Willard School children and community.

ARTICLE III. MEMBERSHIP AND DUES

Section 1.  Any parent or guardian of the students at Willard Elementary School is automatically a member of the PTG and shall have voting rights.  The principal and any teacher employed at the school may be a member and have voting rights.  Members have one vote per household.

Section 2.  Annual dues, if any, will be established by the PTG Board.

ARTICLE IV. PTG BOARD

Section 1.  The PTG Board shall consist of the Co-Presidents, Vice President, Treasurer, Secretary, Willard Principal, at least one faculty member, Immediate Past President, an Enrichment Chair, a School Community Chair, a Communication Chair, a Fundraising Chair, an Auxiliary Board Member and chairpersons of additional key committees as determined by the PTG Board. 

Section 2.  The duties of the PTG Board shall be to transact and manage the committees, finances and communication of the PTG. The PTG Board creates and approves the budget, and approves all PTG events/committees.  

Section 3.  The PTG Board will meet once a month during the school year. Half the number of board members plus one constitutes a quorum.  A simple majority vote of PTG Board members shall decide all issues with the exception of amendments to the By-Laws and the removal of an Officer as stated herein.

Section 4.  Officers.  The Officers of the PTG shall be the Co-President(s), Vice President, Treasurer and Secretary.  The Officers shall also sit on the Executive Committee of the PTG Board.  In addition to the duties listed below, each Officer will also perform other such duties as applicable to the office as prescribed by the authority of this organization.

A. Co-Presidents.  The Co-Presidents shall:

  • Preside over meetings of the organization and PTG Board;

  • Ensure that the objectives of the organization are carried out according to the By-laws;

  • Work with the PTG Board to address concerns and needs;

  • Set times and agendas and preside over all PTG general meetings;

  • Communicate regularly with the Willard community via the Willard Weekly, PTG meetings and Back to School Nights; and

  • Attend monthly Superintendent/PTG Presidents’ meetings or ensure that Willard is represented.

B. Vice-President. The Vice-President shall:

  • Assist the Co-Presidents and carry out the Co-Presidents’ duties in his/her absence or inability to serve;

  • Work with the Co-Presidents to facilitate smooth operation of the PTG;

  • Attend monthly PTG Board meetings and PTG general meetings;

  • Coordinate the committee chairs and oversee the work of replacing committee chairs.

  1. Secretary. The Secretary shall:

  • Record and publish the minutes of all PTG meetings; and

  • Attend monthly PTG Board meetings.

D. Treasurer. The Treasurer shall:

  • Receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the PTG Board;

  • Present a financial statement at every meeting and at other times of the year when requested by the PTG Board;

  • Prepare the annual PTG budget for the upcoming year;

  • Attend monthly PTG Board meetings;

  • Be responsible for timely and accurate preparation and submission of required tax filings; and

  • Make accounting books available to the PTG Board for inspection.

Section 5.  Nominations and Elections.  Elections of Officers will be held at the last meeting of the PTG membership, in June of each year.  The PTG Board shall present a candidate for each office and present the slate at a meeting held one month prior to the election. The Board must communicate the slate at least two weeks prior to the last meeting of the school year. Additional nominations shall be accepted from the floor. The nominee receiving the greatest number of votes shall be elected.

Section 6.  Term of Office.  Officers are elected for one year and shall begin serving each year on July 1st.  They may serve no more than two (2) consecutive terms in the same office, unless approved by the PTG Board.  No member of the Concord School Committee or Concord-Carlisle Regional School Committee shall be eligible to hold office in the PTG.

Section 7. Removal from Office.  Officers can be removed from office by a two-thirds vote of the PTG Board, where previous notice has been given.

Section 8. Vacancies.  If there is a vacancy in the office of Co-President, the Vice President will become the Co-President.  At the next regularly scheduled meeting, a new Vice President will be elected.  If there is a vacancy in any other office, members of the Executive Committee of the PTG Board will fill the vacancy for the remainder of the term.

ARTICLE V. MEETINGS

Section 1. Meetings.  The PTG shall meet in open session no fewer than 3 times per year. The dates of all meetings shall be published in advance. The PTG Board shall meet monthly during the school year.  

Section 2. Voting.  A simple majority vote of members present and voting shall decide all issues at PTG general meetings, assuming a quorum  is present. 

ARTICLE VI. COMMITTEES

Section 1.  Membership.  Committees may consist of general members and board members.

Section 2.  Standing Committees.  The following committees shall be held by the organization:  Fundraising, Communications, Assemblies, Enrichment, School Community and Executive.

Section 3.  Additional Committees.  The PTG Board may appoint additional committees as needed.

ARTICLE VII. FINANCES

Section 1.  A preliminary budget for the next school year will be prepared by the Treasurer and adopted by the PTG Board at a spring meeting.

Section 2.  The Treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3.  The Executive Committee shall approve all non-budgeted expenditures of the organization greater than $250 but less than $500.  Notification of any proposed non-budgeted expenditures greater than $500 must be made available to the PTG Board prior to the next business meeting.  A simple majority vote of the PTG Board members present and voting is required to approve of and disburse the funds.

Requests for funds shall be evaluated by the PTG Board using the following criteria:

  1. Equal access or allocation of funds to all persons in the same position (i.e. to all teachers or to all students, school wide or a particular grade level).

  2. Enrichment value of an activity or program to the current curriculum.

  3. The number of students and/or faculty who will benefit from the activity.

  4. Social value, community building, or school/community service.

  5. Requests for funds to be granted on a case by case basis from the PTG to persons or entities will be reviewed and voted upon by the PTG Board.  Requests will be considered with respect to whether they are in accord with the PTG’s purpose as stated in Article II herein. The PTG Board reserves the right to delay or deny any request for funds without cause.


Section 4.  The fiscal year will begin on August  1  of each year.

Section 5.  Any contracts signed on behalf of the PTG must first be reviewed and approved by the Committee Chair(s).

Section 6.  All prices and fees set by the PTG, including but not limited to tickets, admissions, raffle, and concessions must be approved by the Committee Chair(s) prior to notification of the public.

Section 7.  Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school.

ARTICLE VIII. DISSOLUTION.  

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those members present at the meeting.

ARTICLE IX. REVISION TO BY-LAWS. 

The Executive Committee and the past President shall review the By-Laws every three years.  Recommendations of the committee shall be reported to the PTG Board.  Notice of proposed amendments shall be made available to all members of the PTG at least two weeks prior to the meeting at which the amendment is to be discussed. 

The Executive Committee and the past President will present the recommended changes to the PTG Board.  Approval of the proposed amendments must be by a two-thirds vote of the PTG Board members.

ARTICLE XI. CONFLICT OF INTEREST POLICY

The purpose of the conflict of interest policy is to protect this tax-exempt organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Section 1. Definitions.

  1. Interested Person. Any Board Member  Officer, or Member who has a direct or indirect financial interest, as defined below, is an interested person.

  2. Financial Interest. A financial  interest is not necessarily a conflict of interest. Under Section 3b, a  person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

  1. An ownership or investment interest in any entity with which the organization has  a transaction or arrangement

  1. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or

  2. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement. remuneration as well as gifts or favors that are not insubstantial.


Section 2. Procedures and Duties.

  1. Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board-delegated powers who are considering the proposed transaction or arrangement.

  2. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide whether a conflict of interest exists.

  3.  Procedures for Addressing the Conflict of Interest. These procedures shall be determined by the Executive Committee if any board or committee raises a conflict of interest question. If the board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts or interest, it shall inform the member an opportunity to explain the alleged failure to disclose.  If, after hearing the members response and after making further investigation as warranted by the circumstances, the board or committee determines that the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Section 3. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain:

  1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; the nature of the financial interest; any action taken to determine whether a conflict of interest was present; and the board’s or committee’s decision as to whether a conflict of interest in fact existed.

  2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement; the content of the discussion; including any alternatives to the proposed transaction or arrangement; and a record of any votes taken in connection with the proceedings.