PTO Bylaws

Central Elementary Parent-Teacher Organization
St. Albans, West Virginia

Bylaws

Article I:        Name

The name of this organization shall be the Central Elementary Parent-Teacher Organization; herein referred to as the PTO.


Article II:       Objectives

Section 1:        The objectives of this PTO are:

(a) to promote the welfare of children and youth school, home, and community;

(b) to bring into closer relation the home and the school, that parents and teachers may work together cooperatively;

(c) to aid the school financially in securing additional funding for materials, supplies, etc., to supplement programs for the education of the child and improvements of the facility, and

(d) to develop between educators and the general public united efforts, as will secure for every child the highest advantages in physical, mental, and social education.

(e) to work with the school’s LSIC to address any safety concerns to ensure safe access to the school building and grounds

Section 2:        The objects of the PTO are promoted through an educational program directed toward parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set for in Article III.


Article III:     Policies

Section 1:        The PTO shall be noncommercial, nonsectarian, and nonpartisan.  No commercial enterprise and no candidate shall be endorsed by it.  Neither the name of the organization nor the name of its officers in their official capacities shall be used in any connection with a commercial concern or with any partisan interest or for the purpose other than the regular work of the organization.

Section 2:        The PTO shall cooperate with other school PTOs to support the improvement of education in ways that will not interfere with administration of the schools and shall not seek to control their policies.

Section 3:        The PTO may cooperate with other organizations and agencies concerned with child welfare, but person representing the organization in such matters shall make no commitments that bind the organization without approval of the membership under the voting guidelines set forth in these bylaws.


Article IV:     Membership

Section 1:        Any parent/guardian of a student at Central Elementary, the Principal, or any teacher currently employed at the school may become a PTO member.  Membership in PTO shall be available without regard to race, color, creed, religion, or national origin.

Section 2:        There are no annual dues to be a member in PTO.  The PTO shall conduct

bi-annual enrollment of members (August & January), but persons may be admitted to membership at any time.

Section 3:        Each individual member of PTO shall have one (1) vote.  Voting may take place by voice or, upon request, by written ballot.


Article V:       Executive Board Officers

Section 1:        The PTO shall be governed by an Executive Board which shall consist of the following officers: President, Vice President, Secretary, Treasurer, Board Advisor, and Volunteer Coordinator.  The office of President may be a shared position between two individuals, thus acting equally as Co-Presidents.

Section 2:        Terms of Service.  Executive Board members shall serve for a term of two (2) years in staggered terms, so that two (2) new board members shall be elected each year.  They shall remain in office until their successors are elected.

Section 3:        An Executive Board year is defined as beginning on July 1 of one year and ending on June 30 of the following year.

Section 4:        An unexpected vacancy occurring on the Executive Board shall be announced to the members of the PTO at the next regular meeting.  Those persons interested in filling the vacancy should contact the Executive Board.  After consideration of the candidates, the Executive Board shall vote to fill the vacancy.  Any vacancy of a particular office may be filled from within the existing Executive Board.

Section 5:        In the event the PTO fails to fill an Officer position(s) at the end-of-year PTO meeting, the incumbent of the expiring term may remain in office for only one (1) additional year or until an election of a new Officer takes place in the next school year.

Section 6:        Attendance.  Each Officer shall attend the Executive Board, Executive Committee, and regular PTO meetings.

Section 7:        Contracts & Purchasing. No Officer shall secure any contract in the name of the PTO without the approval to do so by vote of the Executive Board.  Any approved purchases must be made within the budgetary restrictions.

Section 8:        Committee Service.  Each Officer will serve on at least one (1) committee.

Section 9:        Removal from Office. Any Officer can be removed by a two-thirds vote at a regular PTO meeting.  Advance notice of the vote shall be given to the PTO membership at least one (1) week prior to the meeting.


Article VI:     Officer Duties

Section 1:        President

The President shall:

(a) Preside over all meetings of the PTO, i.e., Executive Board, Executive Committee, and all regular meetings.

(b) Prepare each meeting’s agenda

(c) Prepare the annual PTO calendar by the first general meeting of the year.

Be a member, ex officio, of all committees, except the Nominating Committee.

(d) Represent the PTO at city-wide meetings or other meetings outside the organization.

(e) Assist in the total coordination of all committees and the PTO as a whole.

(f) Sign checks, notes, etc. in the absence of the Treasurer.

(g) Appoint Special Committees as needed.

(h) Announce PTO meetings to the school population at least one (1) week in advance of that meeting.

Section 2:        Vice President

The Vice President shall:

(a) Perform the duties of the President in his/her absence, resignation, or inability to serve.

(b) Responsible for planning and organizing all regular PTO meetings, which will be held every other month beginning September 1.

(c) Assist the Chairperson of the Fundraising Committee as needed.

(d) Research, write, and solicit education grants, as needed.

Section 3:        Secretary

The Secretary shall:

(a) Maintain a correct written record of all meetings of the PTO, Executive Board, and Executive Committee.

(b) Care for and maintain all records of the PTO, including contracts, correspondence, transactions, and related documents.

(c) Record the minutes of the meetings of the Executive Board, Executive Committee, and PTO and forward copies to each Executive Board member within two (2) weeks of the recorded meeting.  A copy should be given/emailed to each board member and to the website administrator to place on the school’s website.

(d) Circulate the minutes from the preceding regular PTO meeting at each bi-monthly PTO meeting.

  1. e) Maintain organized records from the planning of any event hosted by the PTO. These records should be kept in a secure location at the School, should be made available, upon request, to any Committee Chair planning a similar event, and turned over to the next Secretary to hold this position.

(f) Attend to any official correspondence of the PTO, including, but not limited to, thank you notes and notes of sympathy on behalf of the PTO.

(g) Hold a copy of the PTO Bylaws and current Membership list and make available, upon request, to any PTO member at any PTO or Executive Board meeting.

(h) Provide a printed copy of these Bylaws to each newly elected Executive Board member prior to the first regular PTO meeting.

Section 4:        Treasurer

The Treasurer shall:

(a) Act as a custodian of all funds and perform banking activities of the PTO.

(b) Maintain an accurate record of receipts and expenditures

(c) Shall pay out funds in accordance with the approved budget, or with the expressed approval of the Executive Board.

(d) Shall remove all monies from school grounds at least every two (2) weeks, to be counted and deposited in the PTO account.

(e) Present a written and oral financial report at each PTO and Executive Board meeting and at other times upon request by the Executive Board.

(f) Audit all invoices and receipts submitted for payment or reimbursement to ensure each request is in compliance with PTO policies.

(g) Complete all financial updates and make a full year-end report at the final meeting.

* The Treasurer’s accounts shall be audited annually.  An auditor or an auditing committee shall be appointed by the Executive Board at least two (2) weeks before the final meeting.

Section 5:        Volunteer Coordinator

The Volunteer Coordinator shall:

(a) Will collect and organize all volunteer sign-up forms during the bi-annual membership drives.

(b) Schedules and presides over all Volunteer meetings.

(c) Prepare and distribute meeting agenda.  Forward meeting agenda to the website administrator to place on website.   Maintains all attendance records of each meeting.

(d) Will work to select a Head Homeroom Volunteer for each class/teacher from the list of volunteers.  Prepare and present suggested Head Homeroom Volunteer to Executive Board for approval.

(e) Compile a membership list in typed format, organized and arranged by class/teacher, known as the Volunteer Contact List.  Update list or provide updated information as needed.

(f) Present a finalized copy of the Volunteer Contact List to each member of the Executive Board, each teacher, and each volunteer in attendance at the PTO/Volunteer meeting.  The list will also be made available, upon request, to any PTO member/volunteer.  Additionally, a copy will be given to the Secretary to be placed in the Secretary’s binder for record keeping.

(g) Works with Homeroom Volunteer Coordinator to organize volunteers for all classroom events.  If the position of Homeroom Volunteer Coordinator is not filled, the Volunteer Coordinator of this position.

(h) Works to find volunteers to fill “coordinator” positions, i.e., Popcorn, Read Aloud, Pennies for the Playground, Grounds, etc.  Will present a list of potential coordinators to the Executive Board for approval.

(i) Works directly with all “coordinators” where volunteers are utilized to gather sign-up sheets and organize volunteer schedules, etc.

(j) Works as the main contact for volunteers for all PTO-sponsored events/activities.

Section 6:        Board Advisor

The Board Advisor shall:

(a) Serves as a mentor to guide the newly elected President in any and all matters concerning the job duties of the President.

(b) Serves as a general mentor regarding any and all PTO functions/activities/events, as needed.

(c) Will be present at Executive Board and Executive Committee meetings.

Section 7:        All officers shall:

(a) Perform the duties outlined in these bylaws and those assigned from time to time; and

(b) deliver to their successors, all official material no later than July 1 of the following school year.

Section 8:        The Executive Board shall appoint at least one chairperson (coordinator) for each standing committee and shall have the power to establish additional standing committees deemed necessary and to create special committees as needed.


Article VII:    Executive Committee

Section 1:        The Executive Committee shall consist of the officers of the PTO, the Principal, the Board Advisor, the chairpersons (coordinators) of standing committees, and the teacher representative.  The members of the Executive Committee shall serve until their successors are elected or selected.

Section 2:        Executive Committee duties shall be:

(a) to transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the PTO;

(b) to approve the plans of work of the standing committees;

(c) to present a report at the regular meetings of the PTO;

(d) to prepare and submit to the PTO for approval a budget for the school year;

(e) and to approve routine bills within the limits of the budget.

Section 3:        Regular meetings of the Executive Committee shall be held at least once before each regular PTO meeting and more often as deemed necessary.  A majority of those present shall constitute a quorum.  Special meetings of the Executive Committee may be called by the President or by a majority of the members of the Committee.

 

Article VIII:   Standing Committees

Section 1:        Homeroom Volunteers.  The Homeroom Volunteers shall be directed by the Homeroom Volunteer Coordinator (or Volunteer Coordinator if that position is not filled).  The Homeroom Volunteer Coordinator shall organize those volunteers (parents/grandparents/guardians) who wish to be Homeroom Volunteers.  Homerooms may have any number of volunteers, and each room will have one (1) Head Homeroom Volunteer, who is appointed by the PTO Executive Board, to work with the teacher and the Homeroom Volunteer Coordinator.

The Homeroom Volunteer Coordinator also shall:

(a) serve as an assistant to the Volunteer Coordinator;

(b) serve as a contact person between the Homeroom Volunteer and the Executive Committee, notifying Homeroom Volunteers of meetings and upcoming activities;

(c) coordinate activities of the Homeroom Volunteers, as decided by the Executive Board;

(d) assist the Volunteer Coordinator in assigning to the Homeroom Volunteers duties which support planned school activities;

(e) keep a copy of the Volunteer Contact List and maintain/update list as necessary;

(f) work with the Volunteer Coordinator to send out a volunteer sign-up form asking for them to note in what capacity they can help.

Section 2:        Nominating Committee. Nominations for the Executive Board shall be made by a nominating committee.  The Nominating Committee shall consist of at least five (5) members appointed by the Executive Committee.  Appointments shall be made in March prior to the election.  Names of those on the Nominating Committee shall be published or announced to the general membership in that same month.

The Nominating Committee also shall:

(a) canvas the general school parent population for possible candidates;

(b) present in writing to each potential candidate a description of the duties and responsibilities of each member of the Executive Board.  Potential candidates shall be asked to read and sign a notice of understanding and consent.  Their signature does not insure their placement on the slate, but only consideration by the Nominating Committee;

(c) prepare a slate consisting of the names of one candidate for each vacancy to be filled on the Board.  The slate shall be presented to the Executive Committee for their information, and then submitted to the general membership for a vote.

Section 3:        Fundraising Committee. The Fundraising Committee shall be led by the Fundraiser Coordinator.  The Coordinator shall:

(a) Research options, plans, and anticipated profits and expenses for any fundraising projects and present suggestions to the Executive Board.

(b) Prepare and execute fundraising projects as approved by the Executive Board.

(c) Solicit volunteers to assist with each fundraiser.

(d) Report all fundraising activities, expenses, and profits for each PTO meeting.

(e) Maintain planning records of each fundraiser and pass these along to the Secretary for permanent record keeping.

(f) Shall work closely with sub-committee coordinators for Box Tops for Education, Pennies for the Playground, etc.

Section 4:        Playground Committee.  The Playground Committee shall be directed by the Playground Committee Coordinator.  The Playground Committee Coordinator shall:

(a) work to organize and coordinate the purchase of playground equipment and accessory pieces, i.e., benches, trash cans, etc.;

(b) work closely with the “Pennies for the Playground” Coordinator to coordinate the fundraising for use toward the purchasing of potential playground equipment and for use toward any maintenance, if needed.

(c) organize committee volunteers, along with the Volunteer Coordinator, as needed

(d) work as a point of contact, along with the Principal, to communicate with KCS, playground company, and/or any other outside company to ensure proper installation of any playground equipment.

Section 5:        The chairperson (coordinator) of each committee shall be appointed by the Executive Board based on the research/nomination of the Volunteer Coordinator.  An Officer may also act as a Coordinator of a Standing Committee.

Section 6:        Each chairperson (coordinator) 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 Coordinators.  These records should be turned over to the Secretary who will maintain a comprehensive file/notebook of all events by the PTO and make them available to future Coordinators.

Section 7:        Terms of Service.  A person may not serve as a chairperson (coordinator) of the same committee longer than two (2) consecutive years.

Section 8:        Attendance.  Chairpersons (coordinators) shall attend Executive Committee and regular PTO meetings to report on the activities of their respective committees.


Article IX:     Meetings

Section1:         Regular Meetings of the PTO.  A regular meeting of the PTO shall be held on the first (1st) Tuesday of every other month at 6:00 p.m., beginning September 1, except during the summer break, unless otherwise noted by the organization, Executive Board, or the Executive Committee.  Dates and times of the bi-monthly meetings shall be presented by the President at the first regular meeting of the school year.  A PTO meeting shall consist of a business meeting followed by a program.  Special meetings may be called by the Executive Committee or the Executive Board.

Section 2:        Executive Board Meetings.  A board meeting shall be held no less than quarterly on a date mutually agreed upon by the Officers.

Section 3:        Volunteer Meetings.  Volunteer meetings shall be held throughout the year and can be called at any time during the school year by the Volunteer Coordinator or President.  Volunteer meetings will be held alternately during the evening/day to accommodate and reach a larger volunteer basis.  These meetings will be led by the Volunteer Coordinator, or the President in his/her absence.  The meetings are used to communicate about upcoming events and activities, and to inform volunteers of general school information.  Each meeting will consist of a summary of past, current, and future business.

Section 4:        Quorum.  At least 10% (ten percent) of the PTO membership shall constitute a quorum.  A quorum must be met in order for any vote to take place

Section 5:        The final PTO meeting shall take place at the end of April, as to not interfere with the completion of standardized testing and the close of the school year in May.  The final Executive Board meeting will take place in May, prior to the close of school.

Section 6:        The newly elected Executive Board shall meet at least once between July 1 and the first PTO meeting of the upcoming fiscal year for the purposes of preparing a balanced budget proposal which shall be presented at the first regular PTO meeting of the school year.  A vote shall be taken at the first regular PTO meeting to accept the Executive Board’s proposed budget.


Article X:       Funds

Section 1:        Use.  PTO funds shall be used for programs, events/activities, and items that directly benefit the students of the School; with the exceptions of the annual Teacher Appreciation gifts/candy grams and staff holiday gifts.

Section 2:        Income. All funds raised by the PTO must be documented and submitted to the PTO Treasurer within ten (10) days of receipt.  All funds received by the Treasurer must be deposited into the PTO bank account with four (4) days of receipt by the Treasurer.  Separate deposit receipts should be maintained for funds received from unique fundraising events, should those occur.

Section 3:        Expenses.  Reimbursements for all expenses shall be made only after receipts for the expenditures have been audited, documented, and approved by the PTO Treasurer.  Reimbursement requests should be submitted to the PTO Treasurer within thirty (30) days of the incurred expense or by the three (3) weeks prior to the end of the fiscal year, whichever comes first, and must be accompanied by a receipt.  Any cash advance to cover expenses prior to a purchase must be documented in detail.  All unused funds must be returned to the PTO Treasurer immediately following the purchase.

Section 4:        Non-Budgeted Requests.  Monetary requests for non-budgeted items may be submitted to the PTO at any PTO meeting by any PTO member.  A vote for approval of the monetary disbursement shall be taken at the next scheduled meeting by the PTO, or a special meeting called to vote if needed.

Section 5:        Reporting.  An updated financial report shall be made available in printed form to each PTO member at each PTO meeting.  A copy will also be placed in the PTO Financial notebook at the School.

Section 6:        Balance.  A balance of no less than $2500 must be kept in the PTO bank account at all times. 


Article XI:     Parliamentary Authority

Section 1:        Rules.  The rules contained in Robert’s Rules of Order shall govern the PTO in all cases in which they are applicable and in which they do not conflict with these Bylaws.

Section 2:        Amendments.  These Bylaws may be amended at any regular meetings of the organization by a two-thirds vote of the members present and voting.  A quorum of 10% (ten percent) of the total membership shall be required.


Article XII:    Dissolution

Section 1:        Dissolution.  The PTO may be dissolved provided prior notice is given to the PTO membership, a vote taken at the next regular PTO meeting (a quorum must be met), and the request is approved by a majority vote of those present.

Section 2:        Remaining Funds.  Upon a vote to dissolve the PTO, the remaining PTO funds shall first be used to pay any outstanding PTO debt and then either:

(a) a vote shall be taken by the PTO membership to spend the remaining funds on an item or items that benefit the students; or

(b) the remaining funds be held in escrow by the Principal for use by a future school PTO.  If a PTO is not formed within 24 months, the funds shall revert to the school and be used toward the benefit of the students under the discretion of the Principal.


Article XIII:   Addendum

In order to incorporate these Bylaws as stated above, beginning January 1999, the Principal will appoint two (2) individuals to the existing four officers to create the first Executive Board, with the understanding that these two individuals, plus one existing officer, will serve the remainder of this year and the next school year.  The remaining officers will serve until spring 1999, at which time three (3) board members will be elected.


Article XIV:   Addendum I

With the appointment of a new Principal and in order to incorporate these updated Bylaws, beginning August 2015 the Principal will appoint, to the Executive Board, those positions not filled at the end of the previous school year.  These officers will serve for one (1) year and may remain in office for their stated term or they may choose to run for any vacant office at the end of their appointed term.  This appointment is to allow for veteran PTO members to mentor and aid new officers in the transition of a new school environment.