PTO By-Laws w/Proposed changes
By Joan Kriete
BYLAWS
of the
PRAIRIE GROVE SCHOOL PARENT TEACHER ORGANIZATION
Representing PRAIRIE GROVE ELEMENTARY SCHOOL AND
PRAIRIE GROVE JUNIOR HIGH SCHOOL
- approved -
as of November 14, 2006
Proposed changes to the BYLAWS to be discussed at the
September 8, 2008 PTO meeting
Changes are marked in RED.
ARTICLE I - NAME
The name of the non-profit organization shall be the Prairie Grove School Parent Teacher Organization, hereafter referred to as the “PTO.”
ARTICLE II - MISSION STATEMENT
The PTO exists for charitable and educational purposes and to enhance the learning opportunities available to students by sponsoring programs and activities consistent with the schools’ goals and objectives.
ARTICLE III - PURPOSE
The purpose of the PTO is two-fold:
1. The PTO promotes involvement from all parents or legal guardians as key to
enriching our children’s educational and personal development.
2. The PTO encourages positive communication and cooperation between faculty, students, parents or legal guardians and community.
ARTICLE IV - MEMBERSHIP
Membership shall be voluntary by staff members and parents or legal guardians of children enrolled in Prairie Grove School who are interested in the goals and objectives of the PTO and willing to help to uphold these goals and objectives.
ARTICLE V - MEETINGS
Section 1. REGULAR MEETINGS
Regular Meetings of the PTO shall be held monthly and be open to all members. The time and date of these meetings shall be determined by the president upon approval by the PTO. Public notice of all Regular Meetings shall be given at least seven days prior to the meeting.
The purpose of the June Regular Meeting is first to approve the next year’s budget and allocations. The meeting will conclude with the swearing in of officers (refer to appendix).
Section 2. ANNUAL MEETING
The May Regular Meeting shall be designated as the Annual Meeting. The Annual Meeting is for the election of officers and regular monthly business.
Section 3. SPECIAL MEETINGS
Special meetings of the PTO may be called by the president, by a majority of members of the Executive Board, or by five members submitting a written request to the secretary. Notice of the meeting shall be posted at least three days prior to the meeting.
Section 4. CHANGE IN MEETING DATES
Members shall be given no less than three days notice of any change in meeting dates.
Section 5. QUORUM
A minimum of seven members, two of whom must be PTO Executive Board members, must be present to form a quorum at a properly called meeting.
Section 6. VOTING
A simple majority vote of the members (provided a quorum is present) at any properly called meeting shall be required for the transaction of business. To vote at a Regular Meeting, a member must have attended one meeting in the previous twelve months. To vote at the Annual Meeting, a member must have attended two meetings in the previous twelve months, effective January 2006.
Section 7. DISCUSSIONS
Discussions resulting from a main motion shall be conducted by the membership in an orderly but not too formal manner. Respect and fairness shall preside.
The president shall call on individuals in order to speak. No speaker may speak a second time until all who wish to speak have done so on a single topic. No single topic will last for more than ten minutes.
Refer to Article IX in these bylaws for parliamentary procedure.
ARTICLE VI – GOVERNING BODY
Section 1. EXECUTIVE BOARD
The Executive Board
consists of the president, vice president, secretary, treasurer,
PTO liaison, and honorary
past president (refer to Section 7).
a. Any office can be co-chaired.
Section 2. PRESIDENT/CO-PRESIDENT
The president shall be the principal executive officer of the organization and oversee the Executive Board and the direction of the membership.
Prior to holding the
office of president, such person shall hold another office of vice
president, secretary, treasurer or PTO liaison for at least one year or
serve as a committee chairperson for two years.
Responsibilities of the president shall include but not be limited to the following:
• Attends all PTO meetings.
• Upon approval by the schools’ principals, will post the Regular Meeting agenda two business days prior to the meeting.
• Attends faculty meetings on an as needed basis after conferring with the principal to be included in the agenda.
• Executes usual powers of supervision and management as pertaining to the office of the president and performs such other duties as may be designated by the board.
• Acts as the liaison between the PTO and the school administration for any matters pertaining to, but not limited to, the PTO and its activities.
• Presides at all meetings of the PTO Executive Board and the membership.
• Along with the PTO Executive Board, the president shall select and appoint the chairpersons of all Standing and Special Committees and shall be an ex-officio member of all committees of the PTO and shall retain all committee reports.
• Reviews all information distributed by PTO committees prior to approval by the school administration.
• Oversees the process of Special Allocations.
• Votes only in the case of a tie vote of the Executive Board or the membership. May also vote during a secret ballot.
• Represents the PTO at all school and outside organizations, unless the president delegates otherwise.
• The president has the authority to spend up to $100 without first getting Executive Board approval; at the next scheduled meeting the president must submit a receipt for the expense.
• Attends two school board meetings per year as assigned at the Annual Meeting.
Section 3. VICE PRESIDENT/CO-VICE PRESIDENT
The vice president, in the absence or disability of the president, shall perform the duties of the president and shall also assume duties as assigned by the president.
Responsibilities of the vice president shall include but not be limited to the following:
• Attends all PTO meetings.
• Attends faculty meetings on an as needed basis after conferring with the principal to be included in the agenda.
• Assists the president and Executive Board members as needed.
•
Selects the
room parents for grades K-6 (should read K-5) and calls at
least two room parent meetings to discuss and review
duties.
• Prepares the ballot for voting at the Annual Meeting.
• Posts election notices for open positions and nominees for positions.
• In the event the president is unable to attend a Regular Meeting, the vice president will preside.
• Attends two school board meetings per year as assigned at the Annual Meeting.
Section 4. SECRETARY/CO-SECRETARY
Responsibilities of the secretary shall include but not be limited to the following:
• Attends all PTO meetings.
• Records the official minutes of Regular Meetings. Submits minutes to the president within one week of the meeting and after the president’s approval, posts the minutes for public viewing. At the next Regular Meeting, distributes copies of the minutes.
• Maintains a binder with all previous meeting minutes, as well as all materials distributed at each meeting.
• Is prepared to refer to the minutes of previous meetings when requested.
• Maintains current membership status of Regular Meeting attendees and brings membership roster to all Regular and Annual Meetings.
• Brings the most current copy of the PTO’s bylaws to all meetings.
• Helps with PTO correspondence as needed.
• In the event the president and vice president are unable to attend a Regular or Annual Meeting, the secretary will preside.
• Attends two school board meetings per year as assigned at the Annual Meeting.
Section 5. TREASURER/CO-TREASURER
Responsibilities of the treasurer shall include but not be limited to the following:
• Attends all PTO meetings.
• Prepares treasurer's report for monthly PTO meetings. Shows checks written and balances of accounts.
• Prepares Allocations and Commitments monthly reports. Commitments are items the PTO has committed to paying for year after year. Allocations are items allocated during the school year and paid for in that same year not ongoing.
• Organizes and holds the Allocations Committee meeting to review these items at the end of the school year.
• Manages bookkeeping software - entering checks and deposits.
• Fills check requests and makes payments and retains copies accordingly. Two signatures are required for all checks.
• Verifies and tallies checks before depositing.
• Reconciles bank statements monthly.
• Provides cash box for committees when needed.
• Manages annual teachers’ allocations by distributing letters and issuing checks.
• Provides accountant with checks, deposit slips, and bank statements, and produces reports from bookkeeping software for yearly taxes.
• Orders paper for PTO use.
• Purchases stamps, envelopes, and other operating supplies for the function of the treasurer’s position.
• Oversees the bookkeeping of PTO standing budget commitments and Special Allocations.
• In the event the president, vice president and secretary are unable to attend a monthly PTO meeting, the treasurer will preside.
• The treasurer has the authority to spend up to $100 without first getting Executive Board approval; at the next scheduled meeting the treasurer must submit a receipt for the expense.
• Attends two school board meetings per year as assigned at the Annual Meeting.
Section
6. PTO LIAISON/CO-PTO LIAISON
Responsibilities
of the PTO Liaison shall include but not be limited to the
following:
•
Attends
all PTO meetings.
•
Attends
faculty meetings on an as needed basis after conferring with the
principal.
•
Advises
faculty that receipts for the annual teachers’ allocations are due
by April 15th.
•
Communicates
with grade level team leaders.
•
Organizes
and coordinates the New Family Mentoring Program to welcome new
families to PrairieGroveSchool.
•
Facilitates
special events or activities that promote communication and
participation among families, faculty, students and the
community.
•
Organizes
and coordinates Honors Recognition for Jr. High
students.
•
Prepares
monthly report for Regular Meetings.
•
Attends
two school board meetings per year as assigned at the Annual
Meeting.
Section 7. HONORARY EXECUTIVE BOARD MEMBER
The immediate past president of the PTO may serve in the role of honorary executive board member immediately following the end of their term as president. As an honorary Executive Board member, the past president may attend all Executive Board meetings, but may not vote.
ARTICLE VII - ELECTIONS
Section1. NOMINATIONS
From the date of the March Regular Meeting through April 30th, nominations for PTO executive office shall be accepted. Any candidate who expresses interest after April 30th will not be printed on the ballot and shall be considered a write-in candidate.
Section 2. ELIGIBILITY FOR OFFICERSHIP
Any candidate for PTO office is required to be a member who is eligible to vote at an Annual Meeting.
No person shall serve as a PTO officer and on the Board of Education simultaneously.
Section 3. ELECTION DATE
The election of officers shall take place in May of each year at the Annual Meeting.
Section 4. VOTING ELIGIBILITY
Only eligible members shall be allowed to vote at the Annual Meeting held in May of each year. (See Article V, Section 6.)
Section 5. PROCEDURE
Upon arriving and signing in, members who are eligible to vote shall receive a ballot from the secretary. After the meeting is called to order, voting will take place for thirty minutes. Ballots will only be distributed immediately prior to the meeting and during the voting time limit. See appendix for sample ballot.
Section 6. CAMPAIGNING POLICY
Campaigning on school grounds during the Annual Meeting is prohibited.
Section 7. INSTALLATION OF OFFICERS
Officers shall be installed and assume their duties during the June meeting following the May election and shall hold office for one year. The newly elected treasurer shall be installed at the June meeting, but shall assume their duties July 1st after the annual commitments have been approved. Any officer elected shall sign a written notice that they have read and will abide by the bylaws of the PTO.
Section 8. TERM LIMITS
a. Officers. Officers shall serve for a limit of two consecutive years. However, if there is no successor, the current officer may, if elected by the voting members, continue their role for an additional one year term or until a successor is elected and installed.
b. Chairpersons. Chairpersons shall serve for a limit of two consecutive years. However, if there is no successor, the current chairperson may, if appointed by the Executive Board, continue in their role for an additional one year term or until a successor is appointed.
Section 9. VACANCY
A vacancy occurring in any office shall be filled by the nomination, election and installation of the new officer.
ARTICLE VIII – COMMITTEES
Section 1. FORMATION OF COMMITTEES
The Executive Board may create such committees comprising two or more members to fulfill a function of the PTO as approved by the Executive Board. Along with the Executive Board, the president shall select and appoint the chairpersons of all Standing and Special Committees. The appointed committee chairperson must use volunteers gathered by the PTO and solicit additional volunteers as needed.
Committee chairpersons shall serve for a limit of two consecutive years. However, if there is no successor, the current chairperson may, if appointed by the Executive Board, continue in their role for an additional one year term or until a successor is appointed.
Section 2. EXECUTIVE COMMITTEE
The Executive Committee is a representative group of the PTO and shall consist primarily of the Executive Board, but may also include one teacher representative, one principal or assistant principal, and the superintendent. Decisions made by this committee shall preside unless overturned by two-thirds majority vote at a Regular Meeting.
Meetings of this committee shall be called as necessary.
Twenty-four hour notice shall be given for Executive Committee meetings.
Duties of the Executive Committee shall be:
a. To transact necessary business between Regular Meetings and such other business as may be referred to it by the PTO or committees requiring or needing assistance.
b. To create standing and special committees necessary to carry out the goals and objectives of the PTO.
c. To present reports of plans, projects, activities, etc. at the Regular Meetings.
d. To discuss major financial commitments.
Section 3. STANDING COMMITTEES
Standing Committees are PTO committees that occur for two or more consecutive years.
Section 4. SPECIAL COMMITTEES
Special Committees are temporary committees.
Section 5. COMMITTEE PROCEDURE
A committee may transact business by unanimous consent without a meeting, with the exception of the Allocations Committee. Every committee chairperson, at the completion of committee projects, shall submit to the president copies of all records and data pertaining to said project. All such records will become property of the PTO.
Section 6. MONIES ALLOCATED TO COMMITTEES
All monies allocated to any committee that are not spent by April 15th shall be transferred into the general fund of the PTO and shall be reallocated accordingly.
Section 7. FUNDS RAISED BY COMMITTEES
All funds raised through any committee shall be placed into the general fund of the PTO unless otherwise approved at a Regular Meeting.
Section 8. ALLOCATIONS COMMITTEE
The Allocations Committee shall consist of the Executive Board and at least four voting members, appointed by the treasurer.
The Allocations Committee shall meet at least once prior to the June Regular Meeting.
The duties of the Allocations Committee shall be the following:
a. To review and determine the standing budget commitments. At the June Regular Meeting, this committee shall present its recommendations for the standing budget commitments.
b. To review all requests for funds. At the Regular Meeting held in June, this committee shall present all requests with their recommendations of which allocations can be fulfilled.
Section 9. STANDING BUDGET COMMITMENTS
Upon approval at the June Regular Meeting, the PTO standing budget commitments shall be established for each school year. This amount shall be determined by the Allocations Committee.
Section 10. SPECIAL ALLOCATIONS
Any remaining PTO funds after commitments have been satisfied can be used for Special Allocations.
Requests for Special Allocations are to be made in writing by April 30th of each year. The request is to be submitted to the Allocations Committee with at least two competitive quotes.
ARTICLE IX - PARLIAMENTARY AUTHORITY
Robert’s Rules of Order newly revised shall govern the PTO in all cases to which they are applicable and to which they are not inconsistent with these bylaws.
ARTICLE X - ANNUAL AUDIT
The president shall cause an audit of the treasurer’s books at any time designated.
ARTICLE XI - AMENDMENTS
These bylaws can be amended by a two-thirds majority vote at any properly called meeting providing that notice was given in writing at the prior meeting and then posted.
ARTICLE XII – SPONSORSHIP OF OTHER CLUBS
The PTO offers the sponsorship of Cub Scouts Pack 156 and all liability shall be covered by Boy Scouts Pack 190.
APPENDIX
A. Sample ballot
B. Swearing in of officers
C. List of current Commitments and Allocations
