Notice of Proposed Bylaw Amendment — Vote at the October 21 General Meeting

The CHVE PTCO Executive Board is proposing an amendment to our Bylaws. In accordance with Article XI, we are sharing it with all members at least 30 days before the vote. The General Membership will vote on it at our General Meeting on Wednesday, October 21, 2026; passage requires a two-thirds vote of the members present.

What it does, in plain terms. When the PTCO gives funds to Cherry Creek School District to pay for staffing, this amendment would require that we do so through a written grant agreement that protects our families' donations. At a minimum, that agreement must: name the specific positions funded and limit the money to them; ensure our funds add to — rather than replace — the staffing the district would otherwise provide, and are not used for certified teaching staff (consistent with Parents' Council rules); confirm that the district, not the PTCO, is the employer; require the district to report back on how the funds were used; and require any unspent funds to be returned to the PTCO. It also allows the Board to maintain and update a standard grant-agreement form over time without having to amend the Bylaws again.

Why we're proposing it. The PTCO commits significant funds each year to support staffing at CHVE. Putting a written agreement around those commitments strengthens our financial oversight, keeps our funding aligned with its intended purpose, and helps us be good stewards of the money our community works so hard to raise.

The exact language. The amendment would add a new subsection (H) to Article V, Section 2 of the Bylaws:

RESOLVED, that Article V, Section 2 of the Bylaws is amended by adding a new subsection (H) to read as follows:

(H) Staffing Grants to the District. Any grant or transfer of PTCO funds to the School or to the Cherry Creek School District to fund staffing shall be made only pursuant to a written grant agreement approved in accordance with these Bylaws. At a minimum, the agreement shall: (1) identify the specific positions funded and restrict the use of funds to those positions; (2) provide that the funds supplement, and do not supplant, staffing the District would otherwise provide, and that the funds shall not be used to compensate certified teaching staff, consistent with the rules of the CCSD Parents' Council; (3) confirm that the District, and not the PTCO, is the employer of the funded staff; (4) require the District to provide the PTCO with financial and programmatic reporting on the use of the funds; and (5) require that any unexpended funds be returned to the PTCO. The Executive Board shall adopt and maintain a standard form of grant agreement consistent with this subsection and may revise that form from time to time without amendment of these Bylaws.

Questions? Please reach out to Co-Presidents Biz Crofoot and Brittany - elizabethmcrofoot@gmail.com and brittanyschweer@gmail.com before the meeting; we're glad to walk through it with anyone.