BIA East PTO Bylaws

BIA East PTO Bylaws 

Draft 6/01/2024

Baltimore International Academy East 

Parent Teacher Organization 

Article I – Name 

The name of the organization shall be the BIA East PTO Inc. 

Article II – Purpose 

The corporation is organized for the purpose of supporting the education of children at Baltimore International Academy East by fostering relationships among the school, parents, teachers, and the greater community. The BIA PTO’s (Parent Teacher Organization) mission is to create and sustain close relationships between our parents, teachers, students, and the greater community. 

  1. Promotes communication and cultivates a sense of community between parents, students, and faculty through monthly meetings and school-based family engagement activities 
  2. Enhances our educational environment – supporting teachers and students by raising funds for educational materials, field trips, innovative 

instructional support, technology grants, playground, and other physical improvements to the school 

iii. Recruit and coordinate volunteers for programs and projects that support and enrich our curriculum and educational goals 

  1. Works in partnership to serve and advocate for all of our students and families, and to help create a safe and healthy learning environment where students can excel and feel confident in themselves 
  2. Nurtures a strong, respectful school community that is connected with wider community groups, businesses, and cultural institutions to help our students understand their individual impact on our neighborhood, city, state, country, and the world 

Article III-Standing Rules 

Standing Rules shall be approved by the Executive Board, and the Secretary shall keep a record of the Standing Rules for future reference. 

Article IV – Membership 

Any parent or guardian of a student at the school may be a member. Any teacher employed at the school may be a member. The inclusion of any other members can be found in the organization’s Standing Rules. 

Article V – Dues 

Section 1. Dues will be established for the purpose of membership standing by the Executive Board and will be announced before the beginning of the school year. How dues are calculated and their use can be found in the organization’s Standing Rules.

Baltimore International Academy East 

Parent Teacher Organization 

Section 2. Membership dues may be increased at the discretion of the Executive Board to help defer the costs of running the PTO. Such an increase in dues must be voted upon and approved by a majority of the Executive Board. Any changes of this kind will be communicated promptly to the PTO membership body in writing and presented at the next full meeting. 

Article VI – Voting 

Voting rights shall be determined in the standing rules. 

Article VII – Officers and Elections 

Section 1. Officers. The officers shall be President, Vice President, Secretary, Treasurer, and Resident Agent. These officers shall have the duties listed below and as assigned in the organization’s Standing Rules. 

  1. President. The President shall preside over meetings of the organization and Executive Board, liaise with the principal, serve as the primary BIA East PTO representative on the BIA Board, serve as the BIA East PTO representative to outside organizations, and serve as an ex officio member of all committees to coordinate the work of the organization as a whole. 
  2. Vice President. The Vice President shall assist the President. In the absence or inability of the President to serve, the Vice President shall assume the duties of the President as defined in the Standing Rules. The Vice President shall also oversee the committees of this organization. 
  3. Secretary. The Secretary shall keep all records of the organization, prepare the agenda for meetings, take and record minutes of meetings, handle correspondence, send notices of meetings to the membership, and provide necessary supplies for meetings. The Secretary shall also be responsible for keeping a copy of the minutes, bylaws, rules, and membership lists. 
  4. Treasurer. The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds following the approval of the officers. He or she will present a financial statement at every meeting and at other times of the year when requested by the Executive Board, and make a full report at the end of the year. 
  5. Resident Agent. The Resident Agent shall be appointed by the President following the organization’s Standing Rules. This is an individual or entity that is designated to accept service of process if BIA East PTO, Inc. is subpoenaed by any government entity or summoned to court for any reason. The Resident Agent

Baltimore International Academy East 

Parent Teacher Organization 

must be either an adult citizen of Maryland, a Maryland corporation, or a Maryland LLC. 

Section 2. Eligibility. 

Members are eligible for office if they are members in good standing before the nominating committee presents its slate as defined in the Standing Rules. 

Section 3. Nominations and Elections. 

Elections for officers will be held once a school year as defined in the Standing Rules. 

Section 4. Terms of Office. 

Officers are elected for two (2) years to ensure continuity. Officers shall serve no more than two (2) consecutive terms in the same office. Any alterations or considerations are defined in the Standing Rules. 

Section 5. Removal From Office. 

Officers can be removed from office for cause by a two-thirds vote of those present after a quorum is reached at a regular meeting where previous notice has been given as defined by the Standing Rules. 

Section 6. Vacancies. 

If there is a vacancy in the office of President, the Vice President will become the President. At the next regularly scheduled meeting, a new Vice President will be elected. If there is a vacancy in any other office, the President or other officer assigned by the President will assume the vacant office’s duties until members can fill the vacancy through an election at the next regular meeting. 

Article VIII – Meetings 

Section 1. Regular Meetings. 

The organization shall hold regular meetings at a frequency set by the Executive Board as defined in the organization’s Standing Rules. 

Section 2. Special Meetings. 

A definition of a Special Meeting can be found in the organization’s Standing Rules. A request for a Special Meeting can be made to the Executive Board by any member of the PTO in good standing as defined in the Standing Rules. The request for a Special Meeting can be for the Executive Board or the general body. Parties invited must be given a minimum of 48 hour’s notice. 

Article IX – Executive Board 

Section 1. Membership.

Baltimore International Academy East 

Parent Teacher Organization 

The Executive Board shall consist of the officers, the BIA East principal or principal designee, and standing committee chairpersons. 

Section 2. Duties. 

The duties of the Executive Board shall be defined in the Standing Rules. 

Article X – Committees 

Section 1. Membership. 

Committees may consist of general members and Executive Board members, with the President acting as an ex officio member of all committees. 

Section 2. Standing Committees. 

The following committees shall be held by the organization. These committees can operate with a single-chair or co-chair structure. Duties and descriptions of these committees can be found in the organization’s Standing Rules. 

  • Fundraising 
  • Membership
  • Hospitality 
  • Communications 
  • Events 

Section 3. Additional Committees. 

The Executive Board may appoint additional committees as needed. Duties and descriptions of committees can be found in the organization’s Standing Rules. 

Article XI – Finances 

Implementing strong financial policies is crucial for the BIA East PTO to maintain transparency and prevent impropriety. To maintain our federal tax-exempt status, we vow to engage primarily in activities that will maintain our tax-exempt status. All funds raised by the PTO are committed to benefiting the children of BIA East. All other standards and practices of the finance committee shall be defined in the Standing Rules. 

Information about dues is available above in Article III; nuanced information regarding the operation of the Treasury and its processes can be found in the organization’s Standing Rules. All financial statements are available upon request. 

Financial audits shall be conducted as necessary per IRS requirements. Current financial threshold will be updated in the Standing Rules.

Baltimore International Academy East 

Parent Teacher Organization 

Article XII – Parliamentary Authority 

Robert’s Rules of Order shall govern all meetings when they are not in conflict with the organization’s bylaws or Standing Rules. 

Article XIII – Dissolution 

The dissolution of the organization shall be determined by the officers. The determination of dissolution shall be defined in the Standing Rules. 

Article XIV – Conflict of Interest Policy 

Section 1. Purpose 

This conflict-of-interest policy is to protect the organization when entering into a transaction or arrangement that might benefit the private interest of an officer of the organization as defined in the Standing Rules. 

This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest to nonprofit and charitable organizations. Definitions and descriptions can be found in the organization’s Standing Rules. 

Section 2. Periodic Reviews 

Periodic reviews will be conducted as defined in the Standing Rules. Outside experts may be used as defined in the Standing Rules. If outside experts are used, their use shall not relieve the Executive Board of its responsibility. 

Article XV – Additional Policies 

The BIA PTO is here to benefit the entire BIA community. As such, it does not manage the behavioral, academic, or social issues of individual students, parents, teachers, or staff. Issues with individuals should be raised with the school administration, who are trained and equipped to deal with them appropriately. 

Article XVI – Amendments 

These bylaws may be amended at any regular or special meeting, provided that notice to amend was given at the prior meeting and then sent to all members of the organization by the Secretary. The Secretary shall send the notice in writing as defined in the Standing Rules. Amendments will be approved by a two-thirds vote of those present, having reached a quorum as described in the Standing Rules.