ARTICLE II – OBJECTIVE: The PTO will promote communication between teachers, parents and community. Additionally, the PTO will encourage a positive, supportive atmosphere to enhance students’ educational and extracurricular experiences.
ARTICLE III – SCOPE: The PTO will engage in the following services: Social and academic activities, communication and fundraising. Financial support will be provided to support teacher and student programs not covered by the School District. The PTO will encourage parent and community involvement and cooperate with school administration to enhance educational opportunities. Areas of concern will be brought to the attention of the principal.
ARTICLE IV – POLICIES:
Section 1 – The PTO shall be non-commercial, non-sectarian, non-partisan and non-political, and will not endorse a commercial enterprise or candidate.
Section 2 – The PTO will seek neither to direct administrative activities of the school nor to control its policies.
Section 3 – In the event of the dissolution of the PTO, due to the school closing or grade reorganizing, the net monetary assets of the PTO will be distributed to the Parent-Teacher Organization where the K-5th grade students are assigned, based on the percentage of at least 4%, of former Old Kings Elementary students attending each school.
Section 4 – The PTO may cooperate with all other organizations within the School District with similar interests.
Section 5 – PTO funds will not be used for any items, programs or events that do not directly benefit the students at Old Kings Elementary School.
Section 6 – Special monetary requests for non-budgeted items must be submitted to the PTO Board for discussion prior to the PTO General Meeting. Vote for approval of the request will be made at the PTO General meeting.
Section 7 – If specific long-term goal has been approved, additional funds may be carried over to the next school year.
Section 8 – Accounting Procedures
• Expense Guidelines
1. Reimbursements for all expenses will be made only after receipts for expenditures
have been documented on the Check Request and/or Expense forms. These forms
should be submitted to the PTO Treasurer within thirty (30) days. Requests
made without paper receipts will not be processed.
2. A cash advance to cover expenses prior to a purchase must be documented
in detail on the Check Request form at least 2 days in advance. All unused
monies must be returned to the Treasurer immediately following the purchase.
• Deposit Guidelines
1. All monies raised for the PTO must be documented on the deposit form and submitted to the PTO treasurer immediately.
ARTICLE V – MEMBERSHIP:
Section 1 – PTO membership will be open to teachers, parents or guardians of students and staff of Old Kings Elementary School.
Section 2 – Membership to the PTO will be available regardless of race, color, creed, national origin or sex to all people.
Section 3 – The PTO will conduct an active membership campaign throughout the school year.
Section 4 – The membership year will correspond with the school year.
Section 5 – A family is considered a member of the PTO when dues are paid in full.
Section 6 – Following elections in May, the PTO Board will determine annual dues at the first Board Meeting.
Section 7 – Any member is eligible to vote on any motion at PTO monthly General meetings.
ARTICLE VI – OFFICERS (BOARD MEMBERS):
Section 1:
A. An officer must be a member of the PTO.
B. An officer must have a child currently enrolled in Old Kings Elementary School or must be a staff member of Old Kings Elementary School.
C. No officer shall hold more than one board position at one time.
Section 2 – The officers of the board of the PTO will consist of:
• President
• Vice President
• Secretary
• Treasurer
Any of the offices can be co-chaired.
Section 3 – In addition to the officers, there will be one teacher liaison position to be appointed by the PTO Board and the Old Kings Elementary Principal.
ARTICLE VII – ELECTION OF OFFICERS:
Section 1 –
A. The elections will be held at May’s General Meeting.
B. Voting shall be done by secret ballot.
C. A nomination during the meeting may be made from the floor and added to
the ballot.
D. A person receiving the majority of the votes for each position will become
the next year’s officer.
E. In the case of a tie, the PTO Board will cast the deciding vote.
Section 2 – An officer’s service date will occur at an installation ceremony held at the end of year’s General Meeting.
Section 3 – A vacancy occurring on the PTO can be filled, through a special election, for the un-expired term by a PTO member. This special election will follow the same guidelines as the general election.
Section 4 – If a vacancy occurs in the office of the President, the Vice President shall fill it for the un-expired term.
Section 5 – Officers’ Duties:
A. Will attend the Board and PTO General meetings.
B. PTO meetings’ day and time to be determined by the PTO Board.
C. President:
i. Will preside at all PTO Board, General and Special meetings.
ii. Will coordinate the work of the officers and the committees to facilitate
educational and extra-curricular activities.
iii. Shall cooperate with the Principal and maintain a supportive relationship
between the school and the PTO.
iv. Will appoint special committees when needed.
v. Will provide a summary year-end report of his/her year in office to give
the new President at the joint Board Meeting.
D. Vice President:
i. Will act as an aide to the President, upon request, ad assume the duties
of the President during his/her absence.
ii. Will preside over the membership enrollment.
1. Conduct an active membership campaign throughout the year.
2. Set up and man a membership table at registration.
3. Follow up and enroll new members, particularly new families.
iii. Will provide a written year-end report to the new Vice President at the
join Board Meeting.
E. Secretary:
i. Will record, in a permanent form (minutes), all business transacted at
each meeting of the PTO.
ii. Will submit a copy of the minutes to the members at the following PTO
General Meeting.
iii. Will present the minutes for approval at the PTO General Meetings.
iv. Will keep attendance records for all meetings.
v. Will notify the PTO members of special meetings called by the PTO Board,
at least three (3) days prior to such meeting.
vi. In case of the Secretary’s absence from any meeting, a board member
will be appointed to take the minutes.
vii. Will provide a written year-end report to the new Secretary at the join
Board Meeting.
F. Treasurer:
i. Will handle all funds of the PTO and will give a financial report of collections
and expenditures, and call attention to any unusual items at each PTO General
and Board Meetings.
ii. Will provide a written Year-to-Date, and annual financial statement, at
each PTO General Meeting.
iii. The Treasurer or President must sign all checks and cannot sign checks
if he/she is the payee.
iv. Will maintain an accurate account of all receipts, disbursements, and
other pertinent financial information as it pertains to events and purchases
sponsored by the PTO.
v. Will disburse funds approved by the PTO Board. All members of the PTO Board
must be notified of request for reimbursement of non-budgeted items, up to
$100.00, without PTO membership approval. A majority of the PTO Board must
approve the purchase.
vi. Will file required tax forms by the end of the fiscal year.
vii. Will provide a written year-end report to the new Treasurer at the joint
Board meeting.
G. Teacher Liaison:
i. Will attend or send a representative to all general membership PTO meetings.
ii. Will act as advisor and liaison between staff and the PTO organization.
iii. Will help maintain open lines of communication between parents and teachers.
iv. Will help coordinate PTO sponsored activities in the classroom.
v. Will report on current Teacher activities within OLD KINGS ELEMENTARY SCHOOL.
vi. Will report to teachers on PTO activities.
vii. Will coordinate budget requests by school personnel for consideration
by the PTO.
Section 6 - The PTO Board will submit a tentative allocation of funds (budget)
to the membership for approval by the second PTO General meeting for the new
school year.
ARTICLE VIII – COMMITTEES
Section 1 - The chairperson of committees shall present plans, verbally or in writing, to the PTO Board before he/she begins work.
Section 2 - The chairpersons of committees will present written or oral progress reports to the membership at the PTO General meetings.
Section 3 - Prior to the event or activity, the chairperson must inform OLD KINGS students, parents, and staff. The chairperson should use the newsletter for their communication.
ARTICLE IX – AMENDMENTS
The by-laws may be amended, or changed, by a vote of the majority present
at any general meeting of the PTO. The amendment must be submitted, in writing,
to the general membership prior to the vote and presented at the general meeting.