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Parent and family involvement is the backbone of our children’s success in school. Volunteering and participating is a great way to connect with new people and form lasting relationships all while helping your child’s school! 

A Background Check and a signed Volunteer Agreement & Code of Conduct are required for all volunteers that will be serving inside any Cabarrus County Schools. Background checks are valid for two years. 

The process is quick and easy! 

So here’s how to get started: 

Step 1:Click here to complete our PTO Volunteer Interest Form 

Step 2: Click here for the CCS Volunteer Information Site for more information on how to participate and volunteer, and to complete your background check.

 

9.8.25 – General Meeting 

5.23.25 – Board Planning Meeting 

Roberta Road Middle School PTO Bylaws (Revised June 2025 )

Article I – Name 

The name of the organization shall be the Roberta Road Middle School PTO, hereinafter referred to as the “Roberta Road Middle School PTO” or “RRMS PTO”. 

Article II – Purpose 

The Roberta Road Middle School PTO is organized for the purpose of supporting the education of children at Robert Road Middle School by fostering relationships among the school, parents, and teachers. 

Article III – Membership and Dues 

Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher or staff member employed at the school may be a member and have voting rights. Members shall have one vote per household. 

Section 2. Dues, if any, will be established by the executive board annually. If dues are charged, a member must have paid his or her dues at least 14 days before the meeting to be considered a member in good standing with voting rights. Dues are good from July 1 until June 30 of the applicable school year. 

Article IV – Officers and Elections 

Section 1. – Officers. The officers shall be a president, vice-president, secretary, and treasurer. 

a. President. The president shall preside over meetings of the RRMS PTO and executive board, serve as the primary contact of the principal, represent the RRMS PTO at meetings outside the RRMS PTO, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the RRMS PTO is served. 

b. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. He or she shall oversee and coordinate volunteer needs and activities as well as oversee and coordinate major fundraising projects. 

c. Secretary. The secretary shall keep all records of the RRMS PTO, take and record minutes, prepare the agenda, handle correspondence, and send notice of meetings to the membership. The secretary also keeps a copy of the minute’s book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. 

d. Treasurer. The treasurer shall receive all funds of the RRMS PTO, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. 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 fiscal year. 

Section 2. Nominations and Elections. Elections will be held at the April regular meeting. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken. 

Section 3. Eligibility. Members are eligible for office if they are members in good standing at least fourteen (14) calendar days before the nominating committee presents its slate. 

Section 4. Terms of Office. Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. Each elected person shall hold only one office at a time. If there are no nominations received for any particular role, the current board member, in good standing, may serve a 3rd term. 

Section 5. Vacancies. If there is a vacancy in the office of president, the vice president shall 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, members will fill the vacancy through an election at the next regular meeting. 

Section 6. Removal From Office. Officers can be removed from office with or without cause by two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given. 

Article V – Meetings 

Section 1. Regular Meetings. The regular meeting of the RRMS PTO will generally be on the same day and at the same time each month, to be determined by the executive board. The executive board may elect to postpone or amend meetings. 

Section 2. Special Meetings. Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least ten (10) days prior to the meeting, by either flyer, postal mail, email, social media, phone calls. 

Section 3. Annual Meeting. The annual meeting will be held at the April regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. 

Section 4. Quorum. The quorum shall be half the number of Executive Board members plus one (1) constitutes a quorum. 

Section 5. Notification of Meetings. The secretary will notify the members of special meetings at least ten (10) days prior to the meeting by either flyer, postal mail and/or email. The secretary will notify the members of regular meetings via email at least five (5) days prior to the meeting. 

Article VI – Executive Board 

Section 1. Membership. The Executive Board shall consist of the officers, principal, teacher/staff representative and standing committee chairs. 

Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the regular meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership. 

Section 3. Meetings. Regular meetings shall be held monthly, generally on the same day and at the same time each month, to be determined by the Executive Board. Special meetings may be called by any two (2) Executive Board members, with 24-hour notice. 

Section 4. Quorum. Half the number of Executive Board members plus one (1) constitutes a quorum. 

Section 5. Balloting. The preferred method of balloting is in meeting. However, the Executive Board will allow email balloting when deemed necessary (i.e. time constraint, meeting conflict). There will be no proxy or mail balloting. 

Article VII - Committees 

Section 1. Membership. Committees may consist of members and Executive Board members, with the president acting as an ex offiicio member of all committees. 

Section 2. Standing Committees. The following committees shall be held by the RRMS PTO. Fundraising, Spirit Gear, Teacher Appreciation, Student Recognition, Nominating, and Auditing. 

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

Article VIII – Finances 

Section 1. Budget. A tentative budget shall be drafted in the spring for the upcoming school year and approved at the first fall meeting by a majority vote of the members present, assuming a quorum. 

Section 2. Records. The treasurer shall keep accurate records of any disbursement, income, and bank account information. 

Section 3. Expense Approval. All expenses, including, but not limited to, supplies, capital, fundraising, and development, require approval, written or electronic, by Executive Board members. 

Section 4 Authorized Signers. Two authorized signatures shall be required on each check over the amount of $200. Authorized signers shall be the president, treasurer, and a third Executive Board member, not including the principal. 

Section 5. Financial Statement Review. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Audit Committee, with the membership’s approval. The Audit Committee shall be appointed by the board and should include 2-3 members who have not had access to the bank account, debit card, and/or signing the checkbook. 

Section 6. Dissolution. Upon the dissolution of the RRMS PTO, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school. 

Section 7. Fiscal Year. The fiscal year shall coordinate with the school year. 

Section 8. Payments. All bills payable, notes, checks or other negotiable instruments of the RRMS PTO shall be made in the name of the RRMS PTO and shall be signed by those persons designated by resolution of the Executive Board. No officer, member, trustee, either singly or jointly with others, shall have the power to make any bills payable, notes, checks, drafts or warrants or other negotiable instruments or endorse the same in the name of the RRMS PTO or contract or cause to be contracted any debt or liability in the name of or on behalf of the RRMS PTO, unless expressly authorized by resolution of the Executive Board. 

Article IX – Parliamentary Authority 

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

Article X – Standing Rules 

Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference. 

Article XI – Dissolution 

The RRMS PTO may be dissolved with previous notice (14 calendar days) and two-thirds vote of those present at the meeting, assuming a quorum. 

Article XII – Amendments 

These bylaws may be amended by any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by postal mail, email, or fax. Amendments will be approved by a two-thirds majority vote of those present, assuming a quorum. If quorum is not achieved, the secretary will communicate to the RRMS PTO membership that the Amendment will be presented again at the following meeting and will require a two-thirds majority vote of those present. 

Article XIII – Conflict of Interest Policy 

Section 1. Purpose. 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 organization. 

Section 2. Definitions. 

a. Interested Person. Any director, principal officer, or member of a committee with governing board –delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. 

b. Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family. 

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

b. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or c. 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. “Compensation” includes direct or indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. Under Section 3b, a person who has financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. 

Section 3. Procedures. 

1. Duty to Disclose. In connection with any actual or possible conflict of 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 determination of a conflict of interest is discussed and voted upon. The remaining board or committee member shall decide whether a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest. 

a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. 

b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. 

c. After exercising due diligence, the governing board or committee shall determine whether the organization can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to conflict of interest. 

d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the organizations best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.

4. Violation of the Conflict of Interest Policy. 

a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflict of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. 

b. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines that the member failed to disclose and actual or possible conflict of interest, it shall take appropriate disciplinary and corrective actions. 

Section 4. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain: 

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

b. 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 proceeding. 

Section 5. Compensation. 

a. A voting member of the governing board who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation. 

b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation. 

c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation. 

Section 6. Annual Statements. Each director, principal officer, and member of committee with governing board-delegated powers shall annually sign a statement which affirms that such persons. 

- Has received a conflict of interest policy; 

- Has read and understood the policy; 

- Has agreed to comply with the policy; and 

- Understands that the organization is charitable and that in order to maintain its federal tax exempt status it must engage primarily in activities which accomplish one or more if it’s tax-exempt purposes. 

Section 7. Periodic Reviews. To ensure that the organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects: 

a. Whether compensation arrangements and benefits are reasonable, are base on competent survey information, and are the result of arm’s length bargaining.. 

b. Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization’s written policies, are properly recorded, reflect reasonable investment or payment for goods and services, further charitable purpose, and do not result inurement, impermissible private benefit, or an excess benefit transaction. 

Section 8. Use of Outside Experts. When conducting the periodic reviews as provided for in section 7, the organization may, but need not, use outside advisers. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring that periodic reviews are conducted. 

Revised June 2025