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Tatum Ridge Elementary PTO By-Laws

Article I: Name

 

The name of this organization shall be the Tatum Ridge Elementary Parent Teacher Organization, (herein after referred to as “PTO”)

 

Article II: Purpose

 

The purpose of the PTO shall be:

 

A.   To provide a forum for parents, teachers, administrators and students to communicate ideas regarding Tatum Ridge Elementary School.

 

B.   To develop a home/school relationship where parents, teachers and administrators cooperate in the education and welfare of the children.

 

C.   To bring parental concerns to the attention of the school system and to provide communication lines among parents, teachers, administrators and the school system.

 

D.   To coordinate fund raising for special school projects for the promotion of educational purposes. To purchase school equipment and other needed items and services when other funds are not available.

 

 

Article III: Basic Policies

 

The following are basic policies of the Tatum Ridge Elementary PTO.

 

A.   The PTO shall be non-commercial, non-sectarian, and non-partisan.

 

B.   The PTO shall be a self-governing unit with its structure and specific regulations prescribed in the bylaws, which the members have adopted.

                                                         

C.   The PTO may cooperate with the other organizations and agencies active in child welfare such as conference groups or coordinating councils. However, individuals representing the PTO shall make no commitment that would bind this organization.

 

D.   The PTO shall have representatives to work with the school to provide quality education for all children and shall seek to participate in the decision-making process establishing school policy, realizing that the legal responsibility to make decisions has been delegated by the people to the board of education.

 

E.   The name of the PTO or the names of any members in their official capacities shall not be used in connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the object of the PTO.

 

F.   The organization shall not directly or indirectly participate or intervene in anyway (including publishing or distributing statements) in any political campaign on behalf of, or in opposition to, any candidates for public office. Nor shall the PTO devote more than an insubstantial part of its activities in an attempt to influence legislation by propaganda or otherwise.

 

G.   In the event of dissolution of the PTO, the assets shall be entrusted to the principal to be used for educational purposes at Tatum Ridge Elementary School.

 

H.  The Executive Board has the authority to spend up to $200 without the prior approval of the general assembly.  (By-laws amended and approved )

 

Article IV: General Membership

 

All parents/guardians and staff members of Tatum Ridge Elementary are members of the PTO (herein referred to as the general assembly).

 

 

 

Article V: Meetings

 

A.   During the school year at least (4) general membership meetings of the PTO shall be held. Two weeks notice shall be given to the general membership.

 

1.  An agenda will be posted on the Tatum Ridge website 2 days prior to the general assembly meetings.

 

2.  Any member wishing to add an item to the agenda should contact, via e-mail or in writing, one of the Co-Presidents or Secretary at least 5 days before the posting of the agenda for the general assembly meeting.

 

B.   The purpose of the February general meeting is to nominate the individual executive board positions.  The March general meeting is to elect the executive board positions for the next school year and the transaction of any other necessary business.  The April general meeting is to nominate and elect the individual committee chairperson/co-chairperson(s).

 

C.   Special general assembly meetings may be called by the Co-Presidents or by the majority vote of the PTO board. The purpose of the meeting shall be stated in the call. Except in cases of emergency, at least three (3) days notice shall be given to the general membership.

 

D.   Executive board meetings may be called by the Co-Presidents or by the majority vote of the PTO Executive board. The purpose shall be stated in the call. Three (3) days notice shall be given to all executive board members. In the event of an emergency, a phone vote can be done, with the majority ruling. Results from the phone vote need to be posted and placed in each executive board member’s box within three (3) days.

 

E.   The members present shall constitute a quorum for the transaction of businesses at any general membership or board meeting.

 

F.   Unless otherwise ordered by the PTO executive board, regular meetings of the executive board shall be held during the school year and are open to the general membership. All members are invited to attend and observe.

 

1.  An agenda will be posted on the school website 2 days prior to the executive board meetings.

 

2.  Any executive board member wishing to add an item to the agenda should contact, via e-mail or in writing, one of the Co-Presidents or the Secretary 5 days before the posting of the agenda for the executive board meeting.

 

 

Article VI: Officers and Their Election

 

A.   The officers of this organization shall be two Co-Presidents, a Vice President, a Secretary, a Treasurer and a Parliamentarian.

 

B.   Nominations

 

1.  The executive board secretary or a nominating committee chairperson(s) shall oversee the nominations and elections of all executive board positions.     

 

2.  Nominations will be accepted for the executive board positions beginning at the February meeting and continuing until 7 days before the March meeting.  Only those persons who are eligible and accept the nomination shall be elected. If no eligible person is interested, the position will be open to the general assembly.

 

3.  The secretary or the nominating committee chairperson shall make available to the candidates a job description for the executive board position in question.

 

C.       Elections

 

1.  Executive board positions shall be elected by ballot annually in the month of March. However, if there is but one nominee for any office, election for that office may be a show of hands or voice vote.

 

2.  Any PTO member, who has been a committee chairperson for at least one year, shall be eligible to become an elected executive board member.

 

3.  Newly elected executive board members shall assume their official duties following their installation at the May PTO meeting. They shall serve for a term of one year.

 

4.  A person shall be eligible to serve consecutive terms in the same office. This person must submit a nomination form and be elected by the general assembly.

              

D.   Vacancies

 

1.  A vacancy occurring in an executive board position shall be filled for the unexpired term by a majority vote of the PTO executive board. In case a vacancy occurs in the office of the Co-President, Vice President shall serve in his/her stead.

 

2.  Resignation: Any PTO executive board member may resign his/her position at any time. Such resignation should be made in writing to the executive PTO board and to take effect immediately.

 

3.  Removal: Misfeasance or disability of a PTO executive board member shall constitute cause for his/her removal from office. If a PTO executive board member misses 3 consecutive meetings, during his/her term, the PTO executive board may call for his/her removal.

 

 Article VII: Duties of Executive Board Members

 

Co-President(s): Shall work together to preside at all PTO, general and board meetings, coordinate the work of officers, write PTO news for the newsletter.  Share the responsibility of school programs and presentations, act as an advisor to fundraising and non-fundraising committees, will advise appropriate office personnel of the dates of the upcoming events, make custodial staff aware of all upcoming meetings and work with individual committees as necessary. Perform the duties of the Parliamentarian in his/her absence.  Participate and attend SAC/SDMT meetings.

                                                                               

 

Vice President: Shall act as an aide to and perform the duties of the co-president(s) in his/her absence, help prepare and post the Agenda, with the Secretary, for the upcoming PTO meeting.   Organize PTO Holiday Party.  Participate and attend SAC/SDMT meetings.

 

Parliamentarian: Shall be familiar with Roberts Rules of Order, maintain order at meetings, and chair bylaw review meetings.  Participate and attend SAC/SDMT meetings.

 

Secretary: Shall record the minutes of all meetings, post minutes no later than 5 days after each board/general meeting, be responsible for general correspondence, maintains files of minutes and correspondence, post the upcoming agenda on the website, take attendance at all meetings.  Participate and attend SAC/SDMT meetings.

 

Treasurer: Shall keep full account of receipts and expenditures, write checks, prepare financial statement for each board/general meeting, and submit records for annual audit, chair finance committee, work with school bookkeeper, prepare the PTO report card to be distributed along with the final report cards to the parents.  Participate and attend SAC/SDMT meetings.

 

Curriculum Enhancement Coordinator:  Shall keep records of all curriculum enhancement funds and prepare financial statements about said funds for each board/general meeting and submit records for annual audit.  Participate and attend SAC/SDMT meetings.  (By-laws amended and approved )

 

 

Article VIII: PTO Board Voting/Duties

 

A. The PTO voting privileges shall be as follows:

 

1. Each member of the PTO has the right to cast one vote. 

 

2. In accordance with the current edition of Robert’s Rules of Order, there shall be no absentee or proxy votes.

 

  3.  A majority vote shall prevail. 

 

B. The duties of the executive PTO board shall be:

 

1.  To transact necessary business in the intervals between the general membership meetings.

 

2.  To create and dissolve such committees and sub-committees as it deems necessary to promote the purpose and carry on the work of the PTO.

 

3.  To advise and approve the committees’ plans.

 

4.  To present a report at the general membership meetings of the PTO.

 

5.  To perform their duties in accordance with these bylaws and by the parliamentary authority adopted by the PTO.

 

6.  The executive board shall be members of the parental representation of SAC.

 

Article IX: Staff Liaison(s)

 

A. The staff liaison(s) shall be selected by the faculty to act as a link between faculty and PTO.

 

B. Bring issues and concerns from faculty or staff to the PTO.

 

C. Give PTO meeting reports at general faculty meetings.

 

D. Be responsible for performing surveys of the faculty or otherwise gathering information on issues as required for presentation of results to the PTO board.

 

 

Article X: Committees of the PTO

 

A. A chairperson(s) shall represent each PTO committee. All committees may break down           and/or clean up.

 

5. A chairman is responsible for familiarizing his/herself with all research information, company be jointly chaired. They shall serve for a term of one year.

 

B. This person shall be eligible to serve consecutive terms in the same position. This person must submit a volunteer form.

 

C. A chairpersons/co-chairpersons responsibilities include but are not limited to:

 

1. A chairperson(s) should begin planning at least 6-8 weeks before an event.

 

2. A chairperson(s) is responsible for coordinating meetings, volunteers and event objectives and outlines.

 

3. A chairperson(s) must make his/her volunteers accountable. It must be made clear to volunteers that if they cannot attend on the day that they signed up for, it is their responsibility to find a replacement.

 

4. A chairperson(s) must see his/her project through to the end and be available for both set up and contacts         and speaking with those who have had prior work experience on their particular project.

 

6. A chairperson(s) is responsible for the transfer of all materials to their designated officer upon completion of     their project, including an inventory report of unused prizes and rewards.

 

7.  A chairperson(s) is responsible for all money collected.

They must be sure that two tapes have been run, loose

coins are rolled, that deposit slips are completed correctly

and monies are delivered to either the Treasurer or

Bookkeeper.

 

C. The chairperson of each committee shall present a plan of work to the PTO general assembly for approval before taking action.

                                                         

D. Shall report their progress to their designated Co-President.

 

E. Shall be responsible for maintaining accurate records and data of their project.

 

F. The Co-Presidents shall be member’s ex-officio of all committees.

 

Article XII: Parliamentary Authority

 

The current edition of Robert’s Rules of Order shall govern the PTO for all matters of procedure not specifically covered by these bylaws.

 

 

 

 

Article XIII: Amendments

 

These bylaws may be amended at any general PTO meeting by a majority vote, provided that a copy of the proposed amended bylaws is posted prior to that meeting.

 

 

Bylaws amended and approved at the May, 2007 general assembly meeting.

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