BY-LAWS OF THE
KYRENE DE LOS CERRITOS ELEMENTARY SCHOOL
PARENT TEACHER ORGANIZATION (PTO)
Non-Profit Tax ID # 86-0771502
ARTICLE 1: NAME
The name of this organization is the Kyrene de los Cerritos Parent Teacher Organization, or the Cerritos PTO (hereinafter “the PTO”). The address is 14620 S. Desert Foothills Parkway, Phoenix, Arizona 85048-4600.
ARTICLE 2: PURPOSES
Section 1. Purposes
The purposes of the Cerritos PTO are:
- To promote an excellent education for the children attending Kyrene de los Cerritos Elementary School (hereinafter “Cerritos Elementary School” or “Cerritos”).
- To foster an active partnership between Cerritos parents, teachers, students, and staff by understanding mutual expectations and goals; and jointly identifying and working on areas for continuous improvement of Cerritos Elementary School.
- To facilitate and encourage active involvement of parents in Cerritos school activities.
- To provide financial support for programs as well as supplies to enhance the Cerritos community
Section 2. Implementation
The purposes of the PTO will be promoted through meetings, events, programs, and projects developed and implemented by the Executive Board and Committees and governed by the policies set forth in these By-Laws.
ARTICLE 3: POLICIES
- The PTO shall operate for charitable, educational, nonpartisan, non-sectarian, and non-commercial purposes and shall not discriminate based on age, sex, creed, or national origin.
- The PTO is incorporated under Section 501(c)3 of the Internal Revenue Code, making it a non-profit, tax-exempt organization created exclusively for charitable, scientific, literary or educational purposes. These policies are established to maintain the tax-exempt status as defined by Section 501(c)3 of the Internal Revenue Code.
- The Fiscal Year of the PTO shall begin June 1st and end May 31st of the following year.
- The name of the PTO and the names of any of its members in their official capacities shall not be used in any connection with a commercial concern or political interest or for any purpose not appropriately related to the Purposes of the PTO.
- The PTO may cooperate with other PTOs within the same school district that have similar goals and interests, but shall not interfere with the administration of these PTOs or seek to control its policies.
- The PTO will maintain open communication with the Cerritos administration to strengthen the Cerritos community. While the PTO may give input, it has no authority over district and/or school administration decisions, policies, and procedures.
ARTICLE 4: MEMBERSHIP
Section 1. Membership
Any parent or guardian of a student currently enrolled at Cerritos Elementary School, the Principal, and/or any District employee assigned to Cerritos either full or part time, shall be members of the PTO.
Section 2. Dues
No dues are required for membership.
Section 3. Donations
- To help fund PTO activities, donations will be accepted from membership and/or community members and receipts will be provided upon request.
- Members whose membership is terminated shall not be entitled to any refund of donations.
Section 4. Voting Rights
Members of the PTO shall be eligible to participate and have one vote in General Meetings as well as to serve in any appointive or voluntary position. Voting members of any Committee must be PTO members. Members must be present to cast their vote, unless electronic voting (including but not limited to: text, email, or electronic survey) is deemed appropriate.
Section 5. Membership Year
- The membership year for the PTO shall be from June 1st to May 31st of the following year.
- If any member of the PTO is no longer affiliated with Cerritos Elementary due to a child’s withdrawal or staff no longer employed, their membership will be terminated effective the date of withdrawal or unemployment.
ARTICLE 5: OFFICERS
Section 1. Officer Positions
- The Officers of the PTO shall consist of President, Vice President, Secretary, Treasurer, Financial Secretary, Communications Coordinator, Volunteer Coordinator, Hospitality Coordinator, Historian and Development Coordinator.
- Creation of additional Officer positions shall be treated as an amendment to these By-Laws.
- No officer shall be paid for his/her time on and services to the board. All time and services offered as a result of his/her elected office shall be on a volunteer basis.
Section 2. Eligibility
- Each Officer shall be a parent or guardian of a student currently enrolled at Cerritos at the time of their election and/or appointment and for the duration of their term.
- No member shall be eligible to hold more than one office at a time.
- No member shall serve more than two consecutive terms in the same office.
- No member shall be eligible to serve simultaneously as a PTO Officer and as a member of the Cerritos Site-Based School Council, unless a board position is still open after nominations from the floor. At that time, any unfilled position may be filled by a Site Council Member.
Section 3. Term of Office
- Each officer will serve a 13 month term, beginning May 1st through May 31st of the following year.
- During the month of May, the incoming Board’s authority is limited to: gathering information; creating a budget for the next fiscal year; establishing the PTO calendar for the upcoming school year; signing contracts for the upcoming school year; and establishing committees as needed to fulfill their duties. The incoming Board will present their proposed budget at the May General Meeting for approval. Future budget changes can be approved at future General Meetings per Article 9, Section 2. The outgoing Board shall complete all responsibilities and prepare to transfer records to the incoming Board. The incoming Treasurer shall not be authorized to make financial transactions until the signatories have been transferred per Article 9, Section 3.
- No member shall serve more than two consecutive terms in the same office. Any appointment to office after January 1st during the term year shall not count towards the term limit.
Section 4. Responsibilities of Officers
- Each Officer will be expected to demonstrate a strong commitment to the time and energy required to properly serve the PTO, including attendance at PTO Executive Board Meetings and PTO General Meetings.
- All Officers shall perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws, and those additionally assigned by the Executive Board to meet the purposes of the PTO.
- Each Officer will be expected to actively cooperate in the transition between school years from one set of Officers to the next and deliver to their successors all official materials on or before May 31st.
Section 5. Nominations and Elections
- A Nominating Committee shall be appointed by the current Cerritos PTO Executive Board. It shall consist of at least three (3) “at large” members and is responsible for overseeing the nomination and election process for the following Cerritos PTO Officer positions: President, Vice President, Secretary, Treasurer, Financial Secretary, Communications Coordinator, Volunteer Coordinator, Hospitality Coordinator and Historian.
- The President will not participate in the selection of or be a part of the Nominating Committee.
- The duties of the Nominating Committee shall include: promoting the upcoming election; explaining the requirements for each elected position; accepting and verifying nominations; contacting potential candidates; announcing the candidates for office; and managing the election process.
- The Nominating Committee shall post an Election Announcement on the school’s website and distribute by email to Cerritos parents, teachers, and staff at least thirty (30) days in advance of the elections. The announcement shall consist of the nomination time period; explanation of each elected position for which nominations will be accepted; a nomination form; and time/location in March/April in which the General Meeting for elections will be held.
- All nomination forms must be submitted to the Nominating Committee by the time specified in the Election Announcement. Self-nominations for an office will be accepted.
- The Nominating Committee will contact each nominee to determine their eligibility and willingness to serve.
- If only one person is nominated for each office, the Nominating Committee shall prepare a list of nominees to be presented to the membership for approval. If more than one person is nominated for any position, the Nominating Committee shall prepare a printed ballot for those positions to be presented to the membership for a vote. All non-contested positions shall then be presented to the membership for approval.
- Prior to the General Meeting in March/April, the Nominating Committee shall present the slate of officers and/or the ballot listing the candidates to the PTO through an email and posting on website and/or a flyer sent home.
- Members of the Nominating Committee shall be responsible for counting the ballots and then presenting the results prior to the close of the meeting.
- Elections shall be made by the majority of votes cast. PTO members must be present to cast their vote.
- If any position results in a tie, a run-off vote by ballot will immediately be taken and repeated until there is a majority.
- The General Meeting during which elections are held will not conclude until all election results are finalized, and all positions for which there are candidates are filled, unless voted on by a two-thirds majority.
Section 6. Resignation
Any Officer may resign at any time by giving written notice to the Executive Board. Acceptance of a resignation is not necessary to make it effective. Resignations shall take effect upon the latest date of the following: the Executive Board’s receipt of written notice of resignation, or such date as may be indicated in the notice.
Section 7. Removal From Office
Any Officer may be recommended for removal by the Executive Board if it deems removal to be in the best interests of the PTO. Such a recommendation requires a two-thirds vote of the current Executive Board members and may occur at any meeting of the Executive Board. A written notice of intent to remove an Officer shall be given at least fourteen (14) days in advance. Any such recommendation will be submitted to the PTO membership for approval by two-thirds vote at the next General Meeting.
Section 8. Vacancies
- In the event of a temporary absence of the President, the Vice President shall chair the Executive Board for the period of absence.
- In the event of a permanent absence of the President, the Vice President shall assume the Presidency.
- In the event of a permanent vacancy of an Officer’s position, the President shall distribute the duties of that officer amongst the Executive Board until that vacancy is filled.
- If an eligible and willing member of the Cerritos PTO is identified to fulfill a permanent vacancy, then the Executive Board shall recommend the replacement by a majority vote at the next General Meeting.
ARTICLE 6: DUTIES OF OFFICERS
Section 1. President
The President shall approve the prepared agenda and preside at all meetings of the Officer’s Committee, Executive Board and of the General PTO Membership; coordinate the work of the Officers and Committees; assist the Treasurer with the annual PTO budget; sign contracts properly entered into by the PTO; and other duties as assigned by the Executive Board.
Section 2. Vice President
The Vice President shall act as an aide to the President; perform the duties of the President in the absence, disability or inability of the President to act; and other duties as assigned by the Executive Board or by the President.
Section 3. Secretary
The Secretary shall send out notifications (dates, time, changes, etc) for all General, Executive Board, and Officer’s Committee meetings; prepare an agenda for the President prior to all upcoming meetings; take notes during General and Executive Board Meetings distribute meeting minutes, along with attached financial information as applicable to Executive Board members at least one week prior to the next meeting; post approved and accepted minutes of the Executive Board and General Meetings in the school office and website for membership access; keep a copy of the current By-Laws available for reference at each meeting; receive all PTO correspondence, maintain control of all non-financial records in an orderly fashion; and other duties as assigned by the Executive Board.
Section 4. Treasurer
The Treasurer shall have custody of and be responsible for all funds of the PTO; shall assist the President in preparing an annual budget; keep a full and accurate account of receipts and expenditures; maintain control of all financial records of the PTO; provide receipts for donations when requested; ensure compliance with Financial Control as defined in Article 9 Section 3; prepare an oral and written Financial Report of the receipts and expenditures at every General Meeting and Executive Board Meeting; ensure the appropriate and timely (by August 15) preparation of all tax filings in accordance with Section 501(c)3 of the Internal Revenue Code; complete all financial updates by the close of the fiscal year (May 31st) and provide a full end of the year report, and other duties as assigned by the Executive Board.
Section 5. Financial Secretary
The Financial Secretary shall receive and deposit all funds of the PTO and provide to the Treasurer a full and accurate account of all deposits.
Section 6. Communication Coordinator(s)
The Communication Coordinator(s) can be a two-chairperson position with equal voting rights on the Executive Board. The Communication Coordinator(s) shall be responsible for updating and maintaining content on the Cerritos PTO website and shall coordinate preparation of: PTO newsletters, flyers, brochures, and advertisements for review by the President and/or the Principal as appropriate, and distribute them to members; prepare and distribute approved surveys as needed; chair a Communications/Publicity Committee; and other duties as assigned by the Executive Board.
Section 7. Volunteer Coordinator(s)
The Volunteer Coordinator(s) can be a two-chairperson position with equal voting rights on the Executive Board. The Volunteer Coordinator(s) shall create and coordinate a process for recruiting and encouraging PTO members to volunteer to support school activities; chair a Volunteer Committee; and other duties as assigned by the Executive Board.
Section 8. Hospitality Coordinator(s)
The Hospitality Coordinator(s) can be a two-chairperson position with equal voting rights on the Executive Board. The Hospitality Coordinator(s) shall chair a Hospitality Committee, and other duties as assigned by the Executive Board.
Section 9. Historian
The Historian shall attend and photograph school events; prepare approved news articles and photographs for publication; compile news clippings and items of interest to the school; update and maintain the PTO bulletin board; and other duties as assigned by the Executive Board.
Section 10. Development Coordinator(s)
The Development Coordinator can be a two-chairperson position with equal voting rights on the Executive Board. The Development Coordinator shall manage and oversee the fundraising efforts of the PTO. The Development Coordinator shall chair a Fundraising Committee, and perform other duties as assigned by the Executive Board. Fundraising activities performed by the Fundraising Committee may include, but are not limited to, an annual fundraising drive, business partnership program, family dinner nights, and other funding efforts held throughout the school year.
ARTICLE 7: NON-OFFICER POSITIONS
Section 1. Principal and Teacher Representative
- The Principal shall act as a voting member of the Executive Board.
- The Teacher/Staff Representative shall act as a voting member of the Executive Board and shall serve as a liaison between the teachers/staff and the board
Section 2. Professional Auditor or Audit Committee
A Professional Auditor or Audit Committee shall examine all PTO accounts once per year after the May bank statement is received, or upon change of Treasurers, and prepare a statement declaring the books to be in balance and whether the Financial Controls are being adequately complied with. They may also have other duties as assigned by the Executive Board. Responsibilities shall be completed no later than September 1st unless approved by an Executive Board vote.
ARTICLE 8: EXECUTIVE BOARD MEETINGS
Section 1. Composition
The Executive Board shall consist of the Officers of the PTO, the Principal of Cerritos Elementary School, and one volunteer Teacher/Staff Representative selected by the faculty.
Section 2. Meetings of the Executive Board
- Regular meetings of the Executive Board shall be held as needed. Date, time and location will be decided and published by the Board and will generally be held monthly. Seven (7) days notice must be given of a change in meeting dates or times for a scheduled meeting.
- Special Meetings of the Executive Board may be called by the President or by any three members of the Board with at least three (3) days notice of the specific purpose of the meeting. However, no Special Meetings of the Executive Board will be held unless all Board members have been notified. Agendas and business transacted at Special Meetings shall be limited to the specified purpose.
- The Executive Board members present shall constitute a quorum for the transaction of business.
- Decisions will be approved by majority vote of a quorum unless otherwise specified in these By-Laws. Members must be present to cast their vote.
- The President may vote only when doing so will affect the result; for example, to break or cause a tie, or to cause or to block attainment of a required two-thirds vote. However, the President may vote when the vote is determined by ballot, but is then unable to break or cause a tie, or cause or block a two-thirds vote.
- Executive Board meetings shall be open to all PTO members; however, only Executive Board members may vote.
- The Executive Board may meet in Executive Session, which is closed to the public. Other members and guests may be invited when they have important information to share. Procedures shall conform to the approved Parliamentary Authority listed in Article 14.
Section 3. Business of Executive Board Meetings
The duties of the Executive Board shall be:
- To transact necessary business in the intervals between PTO General Meetings and such other business as may be necessary;
- To create an annual PTO Plan of Work for review by the General PTO Membership. This Plan of Work should define the expected objectives, goals, projects and schedules for the PTO for the year.
- To create Committees, appoint Chairpersons, and approve the Plans of Work of the Committees;
- To present reports and make recommendations to the General Membership;
- To review and recommend approval of proposed yearly budgets for submission to the General Membership for final approval; to approve expenditures within the limits of the approved PTO budget.
Section 4. Special Meetings
In the event that an Executive Meeting of the PTO cannot be scheduled due to time constraints, the President is authorized to conduct a telephone, text, email, or electronic survey vote of the Board, and this vote will be considered a binding vote of the PTO. The results will be distributed through email, or similar written communication and added as an addendum to the next regular Board Meeting minutes.
ARTICLE 9: GENERAL MEETINGS
Section 1. Composition
The General Meetings shall consist of the Officers of the PTO, the Principal, the Teacher/Staff Representative, any teacher or staff member currently employed at Cerritos, and any parent or guardian of a student currently enrolled at Cerritos Elementary School.
Section 2. General Meeting Schedule
- General Meetings of the PTO shall be scheduled and held a minimum of four (4) times per year, unless otherwise decided by the Executive Board. Dates, times, and locations of these meetings will be set by the Executive Board and published to the General Membership. Seven (7) days notice must be given of a change in meeting dates or times. Each meeting agenda shall be set by the President and should include reasonable time for any member to bring up any issue that is appropriate to the purposes of the PTO.
- Special Meetings of the PTO may be called by the President or by a majority of the Executive Board members with seven (7) days notice of the specific purpose of the meeting. Agendas and business transacted at Special Meetings shall be limited to the specified purpose. Members will be notified electronically via e-mail and/or listserv.
- The President may cancel a General Meeting secondary to weather, national emergency, and/or other significant issues such as a majority of the Executive Board being unavailable. The Executive Board will then determine when that General Meeting will be rescheduled. Notification of cancelations and rescheduling will be done electronically and posted on the PTO website.
Section 2. Business of General Meetings
- Approval and/or modification of the annual budget.
- Election of Officers.
- Consideration of periodic reports and recommendations from the Executive Board and from Committees.
- Referral of issues appropriate to the purposes of the PTO to the Executive Board for consideration and resolution. The status or resolution of any such issue recommended for referral by a majority vote shall be reported back at the first General Meeting following the next Executive Board meeting.
- Other business or activities deemed appropriate to the purposes of the PTO.
Section 3. Quorum
- The members present shall constitute a quorum for the transaction of business in any meeting of the PTO General Membership.
- Decisions will be approved by majority vote of a quorum unless otherwise specified in these By-Laws. The method of voting will be determined by the chair of the meeting (via electronic, voice, or by hands).
- The President may vote only when doing so will affect the result; for example, to break or cause a tie, or to cause or to block attainment of a required two-thirds vote. The President may also vote when the vote is determined by ballot, but is then unable to break or cause a tie, or break or cause a two-thirds vote.
ARTICLE 10: BUDGET
Section 1. Creation and Approval of Budget
A budget for the following school year shall be drafted by the incoming Executive Board and approved at the May General Meeting. This approved budget will be the PTO’s operating budget for the following fiscal year starting June 1st. Each budget should explicitly provide a minimum of 10% of current year’s annual income to be carried over to the next school year, unless approved by a two-thirds majority at a General Meeting.
Section 2. Modifications
- The Executive Board may modify any line item within the approved budget by up to 20% and may use any freed up funds toward other line items within the budget. Except for those instances noted below, any line item increase exceeding 20% shall be brought to the General Membership for prior approval before expenditure is made.
Exception: For those line items that result in higher-than-budgeted income (e.g., fundraisers), it is understood that the corresponding expense line item will increase. In these situations only, expenses that exceed the aforementioned 20% limit should be brought to the attention of the Board. They do not, however, have to be brought to the General Membership for prior approval before expenditure is made.
- Should the Executive Board wish to authorize expenditure on items not included in the approved budget, the Executive Board will present any such proposed expenditure to the General Membership for approval before the expenditure is made.
Section 3. Financial Controls
- The President, Vice President, Secretary, Hospitality Coordinator (or one of the two Hospitality Coordinators, should there be more than one), and Treasurer shall be signatories on the bank account of the PTO.
- The financial Institution used by the PTO shall be a federally insured financial institution.
- The annual accounting period is based on the fiscal tax year beginning June 1st and ending on May 31st.
- Debit cards may be issued to the designated signatories, except the Treasurer. A debit card request form must be filled out and signed by the purchaser, the Treasurer, and one other Officer, before the purchase is completed. Once completed the final receipt shall be attached to the debit card request form and given to the Treasurer for bank statement reconciliation. All purchases must fall within an existing approved budget line item.
- Check request forms shall be completed and submitted to the Treasurer prior to issuance of reimbursement or advances.
- All checks and/or vouchers shall be signed by the Treasurer and one other Officer authorized as a signatory on the bank account, however, in the event the check is payable to the Treasurer, the Treasurer resigns, or there is a long-term absence of the Treasurer, the President, Vice-President or Secretary, as designated signatories in Section 3.a., may sign for the Treasurer.
- The signature on any check cannot be the payee.
- Receipts for all expenditures and advances must be presented within thirty (30) days. Any receipts presented later than thirty (30) days will not be reimbursed and will be considered a donation to the PTO, unless the Executive Board votes to reimburse the expense.
- No contractual arrangement may be entered into for a term in excess of one year. No contractual or otherwise binding arrangement may be entered into for the next school year(s) without prior approval by majority vote at a General Meeting., except by the duly elected incoming Board during the month of May.
- All funds raised by the PTO shall be counted by an individual other than the Treasurer before being given to the Financial Secretary for deposit. Funds must be counted on the school campus. A cash count record must be filled out and signed by the individual counting the funds. In the event the amount for deposit exceeds $100, two individuals other than the Financial Secretary shall be required to count the funds, fill out, and sign the cash count record before the funds are counted and deposited by the Financial Secretary.
- PTO deposits must be made within 24 hours of removing the funds from the school campus.
- All bank statements shall be reviewed by the President and/or the Vice President each month.
- All tax information and related financial forms shall be reviewed by the President and/or Vice President prior to submission. Federal taxes will be filed no later than August 15th.
- There shall no commingling of PTO funds with the personal, professional, or business accounts of any individuals, groups, or businesses. This shall include a prohibition against providing PTO funds as a loan to anyone for any purpose.
- Incoming and outgoing Presidents, Vice Presidents, Treasurers, and/or Secretaries shall make themselves available, as required by the bank, to implement the change of signatories on all bank accounts on or before May 31st. At this time, all financial and other pertinent records must be turned over to the incoming Board. If the outgoing Board does not transfer signatories on or before May 31st, the incoming Board will have the authority to use these By-Laws and the meeting minutes from their election to change signatories on or after June 1st.
ARTICLE 11: COMMITTEES
Section 1. Membership
All members of the PTO shall be eligible to serve as members or to chair Committees.
Section 2. Creation of Committees
The Executive Board may create such Committees as it deems necessary to promote the objectives of and carry on the work of the PTO. The Executive Board shall assign a Chairperson for each Committee. Chairpersons may solicit and appoint additional members to serve on their respective Committees as necessary.
Section 3. Committee Records
The Chairperson of each Committee shall keep a written record of the activities of his/her Committee in a manner that would allow these records to be passed along to future Chairs. These records shall be turned over to the Secretary who will maintain a comprehensive file of all events planned by the PTO and make them available to future Chairs.
Section 4. Committee Funds
All PTO Committees shall spend approved funds in accordance with the financial controls as indicated in Section 3.d.
Section 5. President’s Role
The President shall be a member, ex officio, of all Committees except for the Nominating Committee.
ARTICLE 12: DISSOLUTION
Section 1. Dissolution
The PTO may dissolve and finalize its affairs in the following manner:
- The Executive Board may adopt a resolution recommending that the PTO be dissolved by a two-thirds vote of the entire Executive Board. Written and/or electronic notice of an Executive Board meeting to consider the advisability of dissolving the PTO shall be given at least fourteen (14) days in advance.
- The resolution for dissolution shall be submitted to a vote at a General Meeting. Written and/or electronic notice stating that the purpose of such meeting is to consider the advisability of dissolving the PTO shall be given at least fourteen (14) days in advance. Only those persons who were members of the PTO on the date of adoption of the resolution by the Executive Board and who continue to be members on the date of the meeting shall be entitled to vote on the question of dissolution. The resolution shall be approved by a two-thirds vote at the General Meeting.
- Upon dissolution of the PTO, and after paying or adequately providing for debts and obligations, the remaining assets shall be distributed to one or more non-profit funds, foundations, or organizations that have established their tax exempt status under Section 501(c)3 of the Internal Revenue Code. The Executive Board shall recommend the specific disposition of these remaining assets, which shall then be approved by the General Membership.
ARTICLE 13: AMENDMENT OF BY-LAWS
These By-Laws may be amended at any General Meeting of the PTO by a two-thirds vote, provided that the amendment has been submitted in writing at the previous General Meeting and at least twenty-one (21) days in advance.
ARTICLE 14: OTHER POLICIES
Section 1. Non-Obligation
Upon assuming their elected positions on the Executive Board, no Officer shall be under any obligation to fulfill promises or proposals made by the previous Executive Board unless it is approved by a two-thirds vote of all members of the newly elected Executive Board, except for binding arrangements entered into by the previous Executive Board (as allowed in Article 9 Section 3.i.), which shall be honored.
Section 2. Liability Insurance
The Executive Board may authorize the PTO to purchase and maintain additional insurance on behalf of any Officer against any liability asserted against or incurred by such person in such capacity or arising out of the person’s status as such.
Section3. Corporate Loans, Guarantees and Advances
The PTO shall not make any loan to, nor guarantee the obligations of, any Officer.
Section4. No Benefit to any Member or Individual
No part of the income of the PTO shall be paid or distributed to any Officer or other PTO member, individual, or to any private person, except that the PTO shall be authorized to pay reasonable compensation for services rendered and to make payments for budgeted items. In case of dissolution of the PTO, distribution of assets may be made to non-profit organizations under terms of Article 11.
ARTICLE 15: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the PTO in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and/or with special rules of order the PTO may adopt.