Article I. Name
The name of this association is the Alabama School of Fine Arts Parent-Teacher-Student Organization (ASFA PTSO), Birmingham, Alabama. It is a PTSO unit organized by the parents, legal guardians, students, and teachers of the school.
Article II. Objectives
Section 2.01 The objectives of the ASFA PTSO are to:
(a) Promote the welfare of the students and staff in the school, and the community.
(b) Promote quality of life standards in school and dormitory life.
(c) Bring into closer relation the home and the school so that parents and school personnel may cooperate intelligently in the education of students.
(d) Promote united efforts between educators and the general public to seek the highest advantages in physical, mental, and social education for all students.
Section 2.02 The objectives of the ASFA PTSO shall be developed through conferences, committees, projects, and programs; and shall be governed and qualified by the basic policies set forth in Article III.
Article III. Basic Policies
Section 3.01 The following are basic policies of the ASFA PTSO.
(a) The ASFA PTSO shall seek to support the School Administration in the decision making process establishing school policy, recognizing that such decisions are the legal responsibility of the Executive Director and Board of Trustees of the school and their agents.
(b) The ASFA PTSO may cooperate with other organizations and agencies concerned with student welfare, but individuals representing the ASFA PTSO in such matters shall make no commitments that bind the organization.
(c) In the event of the dissolution of the ASFA PTSO, its assets shall be used to cover all outstanding PTSO debts. Any remaining balance of funds shall be used to meet needs of the ASFA student body as a whole as determined and authorized by the ASFA Executive Director.
Article IV. Membership And Dues
Section 4.01 Membership in the ASFA PTSO shall be open to all ASFA students, parents, guardians, and ASFA faculty and staff without regard to race, color, creed, or national origin, under such rules and regulations as may be prescribed in this Constitution.
Section 4.02 The ASFA PTSO shall conduct an annual enrollment of members, but persons may be admitted to membership at any time.
Section 4.03 Each family of the ASFA PTSO shall pay annual dues as established by the Executive Board. All dues shall be deposited into the ASFA PTSO account used in the general budget.
Section 4.04 Only members of the PTSO shall be eligible to participate in the business meetings or to serve in any of its elected or appointed positions.
Article V. Officers And Their Election
Section 5.01 Each officer of the ASFA PTSO shall be a member of the PTSO.
Section 5.02 Officers and their election
(a) The officers of the ASFA PTSO shall consist of a president, first vice-president, second vice-president, corresponding secretary, recording secretary, treasurer, historian, parliamentarian, and event facilitator.
(b) Officers shall be elected annually in the spring semester. If there is but one nominee for any office, election for that office may be by acclamation.
(c) Officers shall assume their duties following the close of the PTSO meeting after election and shall serve for a term of one year.
(d) A member shall be eligible to serve no more than two consecutive terms in the same office.
Section 5.03 Nominating Committee
(a) The nominating committee shall be composed of no more than five members, including:
(i) At least one of whom shall be elected by the PTSO Executive Board from its body.
(ii) At least one of whom shall be chosen by the faculty from its body.
(iii) At least one of whom shall be chosen from the PTSO general body no later than one month prior to the election.
(b) The nominating committee shall elect it’s own chair.
(c) The nominating committee shall nominate an eligible person for each office to be filled and report its nominees to the PTSO General Membership, at which time additional nominations may be made from the floor.
(d) Only those members who have signified their consent to serve if elected shall be nominated for or elected to an office.
Section 5.04 Vacancies
(a) A vacancy occurring in any elected office shall be filled for the unexpired term by a member elected by a majority vote of the PTSO Executive Board, notice of such election having been given.
(b) If a vacancy occurs in the office of president, the first vice-president shall assume the office of president for the remainder of the unexpired term.
Article VI. Duties Of Officers
Section 6.01 The president shall:
(a) Preside at all meetings of the PTSO and of the Executive Board.
(b) Perform such other duties as may be prescribed in this Constitution or assigned by the PTSO or by its Executive Board.
(c) Coordinate the work of the officers and committees of the organization in order that the PTSO's objectives may be promoted.
(d) Serve as ex-officio member of all committees except the nominating committee.
Section 6.02 Other Executive Officers
(a) The first vice-president shall
(i) Preside in the absence of the president.
(ii) Serve as chair of the program committee.
(iii) Serve as president the year following his term as first vice-president except in years when the president serves for two consecutive years.
(b) The second vice-president shall
(i) Preside in the absence of the president and first vice-president.
(ii) Serve as chair of the fund raising committee.
(c) The corresponding secretary shall
(i) Conduct the correspondence of the PTSO.
(ii) Notify officers and committee members of their election.
(iii) Send out notices of Executive Board and other meetings when deemed necessary by the president or Executive Board.
(iv) Serve as chair of the newsletter committee.
(v) Submit PTSO information for the PTSO newsletter Applause.
(d) The recording secretary shall
(i) Record the minutes of all meetings of the PTSO and its Executive Board.
(ii) Maintain a log of PTSO keys.
(iii) Distribute and collect PTSO keys, tracking users in the key log.
(e) The treasurer shall
(i) Retain custody of all of the funds of the PTSO.
(ii) Act as principle check signer, with the Executive Director acting as secondary check signer.
(iii) Keep a full and accurate account of receipts and expenditures.
(iv) Make disbursements as authorized by the president and Executive Board in accordance with the budget authorized by the ASFA PTSO.
(v) Present a financial statement at every business meeting of the PTSO and at other times when requested by the Executive Board.
(vi) Make a full report at the meeting at which new officers officially assume their duties.
(vii) Be responsible for the maintenance of such books of account and records.
(viii) Secure legal or collection services as necessary to protect the financial interests of the ASFA PTSO.
(ix) Submit the treasurer's accounts for examination annually by an auditing committee of not less than three members, who, satisfied that the treasurer's annual report is correct, shall sign a statement to that fact at the end of the report. The Executive Board shall select the auditing committee at least two weeks before the meeting at which new officers assume duties.
(f) The historian shall
(i) Collect, organize, and present information about ASFA and the ASFA PTSO for display or in a permanent file or manual to be preserved in the ASFA Resource Center.
(ii) Serve as chair of the archives committee.
(g) The parliamentarian shall advise the PTSO presiding officers on questions of parliamentary law and matters of procedure as described in ROBERTS RULES OF ORDER, NEWLY REVISED.
(h) The events facilitator shall
(i) Collect, organize, and distribute information about ASFA and ASFA PTSO events via the PTSO Events calendar to all PTSO officers, committee leads, and support group chairs.
(ii) Coordinate volunteers for PTSO events.
(iii) Submit events information to: Russ Luepnitz (ASFA Technology Coordinator)* to be broadcast via the ASFA Web or phonemaster.
Section 6.03 General responsibilities of officers shall be to:
(a) Perform the duties prescribed by parliamentary authority in addition to those outlined in this Constitution and those assigned from time to time.
(b) Deliver to their successors all official material not later than seven days following the meeting at which new officers assume their duties.
Article VII. Executive Board
Section 7.01 The Executive Board shall consist of the elected officers of the ASFA PTSO, committee chairs, department support group chairs, faculty liaison, and the Executive Director of ASFA.
Section 7.02 Duties of the Executive Board shall be to:
(a) Transact necessary business in the intervals between PTSO scheduled meetings and such other business as may be referred to it by the ASFA PTSO.
(b) Create needed committees.
(c) Select an auditing committee to audit the treasurer's accounts.
(d) Prepare and adopt a budget for the year.
(e) Approve routine bills within the limits of the budget.
Section 7.03 Regular meetings of the Executive Board shall be held during the year, the time to be fixed by the President, First Vice President, Faculty Liaison, and Executive Director. A majority of the Executive Board members shall constitute a quorum. Special meetings of the Executive Board may be called by the president or by a majority of the members of the Board.
Article VIII. PTSO Meetings
Section 8.01 At least three scheduled meetings of the PTSO shall be held during the school year. Dates of meetings shall be determined as noted in Article VII, Section 3.
Section 8.02 Special meetings of the PTSO may be called by the president or a majority of the Executive Board with at least four days' notice having been given.
Section 8.03 The election of PTSO officers shall be held during the spring semester.
Article IX. Budget
Section 9.01 The PTSO budget reflects needs and priorities of ASFA. In cooperation with ASFA's faculty and administration, the budget shall be developed to answer specific needs of the school. The overall budget shall be derived in conference with PTSO officers and committee chairs, interested PTSO members, faculty, and administration. The budget shall provide specific effort for the current school year and if possible, a foundation for developing more funds in the following year.
Section 9.02 Accounting procedures
(a) The treasurer shall be responsible for the collection, disbursal, and accounting of all PTSO funds.
(b) All money collected by fundraising activities shall be turned over to the treasurer for deposit into the PTSO account.
(c) All debts incurred by the PTSO shall be paid from PTSO funds.
(d) All approved bills and invoices shall be expeditiously turned over to the treasurer for payment.
Article X. Committees
Section 10.01 The Executive Board may create - committees and appoint chairs as it may deem necessary to promote the objectives and carry on the work of the ASFA PTSO. Committee terms shall be one year.
Section 10.02 The power to form committees shall rest with the Executive Board or president as the need arises.
Section 10.03 Responsibilities of special committees are outlined in the Alabama School of Fine Arts PTSO Job Descriptions.
Article XI. Fiscal Year
The fiscal year of the ASFA PTSO shall begin June 1 and end May 31.
Article XII. Amendments
Section 12.01 This Constitution may be amended at any scheduled business meeting of the PTSO by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at least fifteen days prior to the meeting at which the amendment shall be voted upon.
Section 12.02 A committee may be appointed to submit a revised constitution as substitute for the existing constitution only by a majority vote at a scheduled PTSO business meeting, or by a two-thirds vote of the Executive Board. The requirements for adoption of a revised constitution shall be the same as in the case of an amendment.
Approved and adopted March 20, 1990
Approved and revised November, 1992
Approved and revised October, 2002
*Changed August 03, 2005
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which are subject to change at any time according to state requirements and the policies and procedures of the school.