PATS Budget & Bylaws




The name of this corporation shall be PARENTS AND TEACHERS AT SIMIS, INC

(Hereinafter sometimes called “PATS”)


Parents and Teachers at Simis (PATS) exists to develop and enrich student educational achievement by supporting our community of students, parents and staff at Madison Simis Elementary.



Section 1. Qualification for Membership

The membership of the corporation shall be composed of all teachers and administrators employed by the Madison School District No. 38 assigned to Richard C Simis School and those parents and guardians of children attending Madison Simis School in grades K-4.



Section 1. Chairman

The Chairman for the meetings of the members of this corporation shall be the President(s) of the corporation.

Section 2. Regular Meetings

At least eight (8) regular meetings of this corporation shall be held during the school year. Dates of meetings shall be determined by the Board of Directors and announced at the first regular meeting of the year. Seven (7) days’ notice shall be given of a change of date.

Section 3. Special Meetings

Special meetings of the members of the corporation for any purpose or purposes whatsoever shall be called at any time by the President(s), or if absent or unable to act, by the Vice Presidents or by any two of the Directors, or by a majority of the members of the corporation. Notice of such special meeting is sufficient if published once in the Simis Newsletter.

Section 4. Quorum

Ten (10) members present shall constitute a quorum for the transaction of business in any meeting of the corporation.



Section 1. Power

Subject to the limitations of the Articles of Incorporation and the bylaws of this corporation, and of the laws of the State of Arizona, corporate powers PATS shall be exercised by and under the authority of, and the business and affairs of this corporation shall be controlled by, a Board of Directors.

Section 2. Members

The members of the Board of Directors shall be the President, President Elect, First Vice-President, Second Vice-President, Third Vice-President, Secretary(ies), Treasurer, Treasurer Elect and a Teacher Representative. If there is more than one individual elected to any office, each individual will have a vote and will be considered a member of the Board for the purpose of calculating a quorum.

The candidate for the Teacher Representative shall be chosen from among then current faculty, by secret ballot to be submitted to the Nominating Committee (as defined in Article V, Section 3 of these Bylaws), for inclusion in the election by the membership of the Board of Directors at its annual meeting as stated herein below.

Section 3 Annual Meetings

The annual meeting of the Board of Directors of this corporation shall be held during the month of April.

Section 4. Special Meetings

Special meetings of the Board of Directors may be held at any time at the call of the President(s) of the corporation or if absent or unable to act, by the Vice-President(s) or by any two of the Directors, or at the call of a majority of the members of the Board of Directors, or by a majority of the members of the corporation. Notice of such special meeting is sufficient if published once in the Simis Newsletter.

Section 5. Executive Board Meeting Attendance

The executive board members will attend 70% of scheduled meetings.

Section 6. Quorum

To constitute a quorum at any meeting of the Board, a majority of the Board members must be present. The action of a majority of the Board of Directors at any meeting held for the transaction of business and where a quorum is present and acting shall be valid as the act of the corporation. Half the number of board members plus one constitutes a quorum.

Section 7. Board Committees

The Board of Directors is authorized to establish such standing and ad hoc committees as it may deem appropriate. Each such committee shall, however, be responsible to the entire Board of Directors.


The Board of Directors and its Election

Section 1. Titles

The Board of Directors shall consist of a President, President Elect, (3) Vice-Presidents, Secretary (ies), Treasurer, Treasurer Elect, and a Teacher Representative. Officers understand and agree to uphold these Bylaws.

Section 2. Election and Term

Members of the Board of Directors shall be elected by ballot annually in the month of April. However, if there is but one nominee for any office, election for that office may be by voice vote. With the exception of the Treasurer, Directors shall assume their official duties following the close of the final PATS meeting of the school year and shall serve for a term of one year or until their successors are elected. The Treasurer shall assume office following the end of the fiscal year. The term of the Treasurer shall be two (2) years. A person shall not be eligible to serve more than two (2) consecutive terms in the same office.

Section 3. Nominating Committee

There shall be a nominating committee composed of three members: a chairman appointed by the Board of Directors and two (2) members nominated and elected by the corporation members present at a PATS meeting. The nominating committee shall nominate an eligible person for each office to be filled, except as provided in Article IV, Section 2 hereinabove. The nominating shall report a single slate one month before the election meeting and publish the slate in the next Simis Newsletter. Additional nominations from corporation members, with the prior consent of the proposed nominee, shall be accepted up to two weeks prior to the election, after which time the nominations shall be considered closed. The revised slate shall then be published in the next Simis Newsletter.

Section 4. Vacancies

Any vacancy in an office because of death, resignation, removal, disqualification, voluntary departure from the Board, or by reason of a newly-created position on the Board, shall be filled by the Directors for the unexpired portion of such term.

Section 5. Removal

Any Director of this corporation, either elected or appointed, may be removed by a majority of either the Board of Directors or the members of the corporation whenever, in the judgment of either, the best interests of the corporation would be served. Said action may be taken only at a meeting of the corporate members called expressly for that purpose.


Duties of Board of Directors

Section 1. President(s)

The President shall preside at all meetings of the corporation and of the Board of Directors, serve as a primary contact for the principal, represent the board at meetings outside the organization, shall be an ex-officio of the corporation, coordinate the work of all the officers and committees so that the purpose of the organization is served and shall perform all the other duties usually pertaining to the office. President Elect

The President Elect shall act as aides to the President and shall perform the duties of the President in the absence of the President

Both President and President Elect positions will require a two year term.

Section 2. Vice-President(s)

The First Vice¬President shall be responsible for overseeing the school carnival. The Second Vice¬President shall be responsible for overseeing general fundraising throughout the school year. The Third Vice-President shall be responsible for overseeing community programs within the school.

Section 3. Secretary(ies)

The Secretary (ies) shall keep a correct record of all meetings of the corporation and the Board of Directors and is responsible for providing a copy of the meeting minutes within 48 hours of each meetingThe Secretary (ies) shall take care of all correspondence and communications including school newsletters, web content and updates, and notifying members of their regular and special meetings as well as handle the organizations social media presence

Section 4. Treasurer(s)

The Treasurer shall keep an accurate record of expenditures; shall payout funds only as authorized by the corporations; shall present a monthly report at corporate meetings.

The Treasurer shall receive all monies of the corporation; shall keep accurate records and receipts.

The treasurer prepares and files federal tax returns and other financial documents. The treasurer may not be related to or living in the same household as the assistant treasurer.

The treasurer elect shall provide checks and balance and ensure the accuracy of all accounting and serve as a backup for treasurer while learning all accounting practices in an effort to fulfill the treasurer position the following fiscal year.

Both treasurer positions are two year terms.

Section 5. Teacher Representative

The Teacher Representative shall act as liaison between the Executive Board and the teachers of Simis and shall communicate activities of PATS to the teachers and present feedback on teacher positions to Executive Board plans and decisions



Section 1. A tentative budget shall be drawn up by the treasurer(s) and the president(s) over the summer for each school year and approved by a majority vote of the members present at the first regular meeting of the school year.

Section 2. The treasurer(s) shall keep accurate records of any disbursements, income and bank account information.

Section 3. The fiscal year shall begin July 1.

Article VIII

Conflict of Interest

Section 1. Purpose. The purpose of the conflict of interest policy is to protect this tax except organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an office or interested person 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 2. Procedures

Duty to Disclose. In connection with any actual or possible conflict of interest, as interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the executive board and committee chair members who are considering the proposed transaction or arrangement.
Executive board members, after exercising due diligence, shall determine by majority vote if the transaction or arrangement is in the best interested of PATS, for its benefit, and whether it is fair and reasonable. The executive members shall vote to determine whether to enter into the transaction or arrangement.
Any voting member of the executive board who receives compensations, directly or indirectly, due to the transaction or arrangement, will be precluded from voting.

Article IX


Section I. Amendments

These bylaws, or any particular one of these bylaws, may be amended or repealed, or new bylaws may be adopted by the vote of two-thirds (2/3) of the members of the corporation entitled to exercise the voting power of this corporation at any regular or special meeting duly called for this purpose.

Revised as of 4/8/2017 Approved as of 4/19/2017

Approved at the PATS Meeting, August 13, 2018

July 2018 – June 2019
Budget vs Actuals
2017 Budget 2017 Actual as of JUNE 30 2018  2018 Budget
A – Income
   Directory $1,000 $5,174 $0
   Fall Fundraiser $40,000 $47,190 $45,000
   Harkins Ticket Sales $250 $0 $0
   Misc Fundraiser/income $0 $801 $0
   Promotional Materials $1,500 $1,305 $1,500
   School Pictures $2,500 $2,849 $2,500
   Spring Fair $17,000 $2,645 $5,000
   Store Rewards/Dine Outs Programs $4,500 $6,483 $5,500
   Year Book $2,000 $3,021 $2,000
   Boxtops $1,500 $1,703 $1,500
   Fun Run $7,000 $62,903 $45,000
   Dad’s Club $0 $16,060 $5,000
Total A – Income  $77,250  $150,135  $113,000
2017 Budget 2017 Actual  2018 Budget
B – Expense
   Art $2,500 $2,323 $2,000
   Art Masterpiece Committee $1,000 $1,113 $1,500
   Assemblies $1,500 $0 $0
   Book Fair $2,500 $2,519 $2,500
   Community Programs $2,000 $418 $1,000
   DIGGS $2,500 $3,056 $3,500
   DIGGS Leslie Foundation $2,440 $1,118 $1,322
   Family Assistance $2,700 $2,350 $3,700
   General Administration $9,300 $4,355 $5,778
   Grade Level Enrichment $9,000 $10,734 $10,000
   Hospitality $3,000 $522 $3,500
   Library $2,500 $2,492 $2,500
   Madison Bash $500 $500 $500
   Music $2,500 $1,816 $2,500
   New Teacher Book Fund $0 $0 $900
   PAC $1,500 $0 $0
   Physical Education $1,500 $1,447 $1,000
   Playground Equipment $500 $243 $1,000
   Recess Lunch Aids $3,500 $1,718 $11,000
   Simis Ambassadors $1,100 $780 $1,000
   Spanish $2,000 $824 $1,000
   Teacher Allotment $6,150 $6,434 $6,900
   Teacher Appreciation $4,000 $4,804 $6,000
   Teacher Supply Room $2,500 $2,527 $2,800
   Turkey Trot $550 $513 $550
   Volunteer Appreciation $750 $735 $750
   Year End Party- 4th grade $1,600 $1,490 $1,600
   Chromebooks $0 $29,982 $0
   IB Expense $8,000 $8,018 $10,500
   Green Team $500 $234 $700
   PATS Meetings $1,600 $109 $1,000
   Reading Aids $0 $0 $26,000
Total B – Expense $79,690 $93,173 $113,000
* For this budget year, PATs will spend an additional $33,000 for a Math/Reading Interventionist.  A new playground is being considered at approximately $75,000.  These additional expenses will be spent from the reserve.