PTO Bylaws

Daniel Boone Elementary School

Parent-Teacher Organization (PTO) By-laws

Francis Howell School District

 

Article I  – NAME

The name of this Organization is the Daniel Boone Parent-Teacher Organization (PTO). This organization is not affiliated with any national group.

 

Article II – OBJECTIVES

 

Section 1:  The objectives of the organization are:

  1.     To promote the welfare of children and youth in home,

school and community.

  1.     To promote communication between parents and teachers.
  2.     To bring into closer relation the home and the school, that

parents and teachers may cooperate intelligently in the education of children and youth.

  1.     To develop between educators and the general public such

united efforts as will secure for all children and youth the highest advantages in physical, mental and social education.

  1.     To provide a resource of concerned individuals who can be

called upon to assist the school in the areas of volunteers, student activities, supplies and education needs in any other areas where the school may require assistance beyond their own means.

 

Section 2:  The objectives of this organization 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 forth in Article Ill.

 

Article Ill – BASIC POLICIES

 

Section 1:  The basic policies of this organization are as follows:

  1.     The organization shall be non-commercial, non-sectarian,

non-partisan and non-profit.

  1.     The name of this organization or the names of any members in their official capacity shall not be used in any connection with a commercial concern or with any partisan interest of or for any purpose not appropriately related to promotion of the objectives of this organization.
  2.     This organization will cooperate with schools to support the improvement of education in ways that will not interfere with the administration of the school and shall not seek to control their policies.

 

 

 

  1.     No part of the net earnings of this organization shall insure the benefit of, or be distributable to: its members, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered.
  2.     This organization may cooperate with other organizations and agencies concerned with child welfare, but individual person representing the organization in such matters shall make no commitments that shall bind the organization.
  3.     Notwithstanding any other provisions of these by-laws, this

organization shall not carry on any other activities not permitted by: (a) an organization exempt from Federal Income Tax under section 501C (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States internal revenue law) or (b) an organization where its contributions are deductible under section 170 C (2) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States internal revenue law).

  1.     This organization will require that two (2) executive member’s signatures be on any withdrawals/checks issued from this organization’s funds, whether savings or checking.
  2. This organization shall not endorse or support a political candidate, cause, or campaign and shall not solicit or make campaign donations for any political agenda. Individual officers may endorse, support or contribute to the campaigns of their choosing as a general citizen and not as a representative of the PTO. 
  3.     The organization will post an annual insurance bond to cover the officers of the Executive Committee.

 

 

Article IV – MEMBERSHIP

 

Section 1:  Any individual who subscribes to the objectives and basic policies of this organization may become a member of this organization, subject only to compliance with the provisions of the by-laws. Membership in this organization is available without regard to sex, race, color, creed or national origin.

 

Section 2:  Any parent or guardian of a child enrolled at Daniel Boone Elementary automatically becomes a member of the organization for the duration of the school year. This membership will be current as long as a child is enrolled at Daniel Boone Elementary. Membership ends when the parent or guardian no longer has children enrolled.

 

 

Article V – OFFICERS AND THEIR ELECTION

 

Section 1:  The basic policies of this organization are as follows:

  1.     The officers of this organization shall be the President(s), Vice

President(s), Secretary(s), and Treasurer(s). All other officers shall be elected annually by ballot, or voice, no later than the last general meeting of the school year.  To be eligible to hold office, persons must be a member in good standing of the Organization.

 

  1.     Officers shall assume their official duties at the close of the school year and shall serve for a term of one year or until their successors are elected. No person shall serve for more than two consecutive terms in the same office, with the exception of Treasurer which has a maximum of four consecutive terms.

 

Section 2:

  1.     Interested parties shall make known their intent to run for an Executive Committee position for the following year at least one month prior to the election. Additional nominations may be made from the floor.
  2.     Only those persons who have consented to serve, if elected, shall be nominated for, or elected to such office.
  3.     A vacancy occurring in any office shall be filled by a majority vote of the Executive Committee, due notice of such a meeting having been given. In case a vacancy occurs in the office of President, a Vice President shall serve notice of the meeting.

 

 

Section 3:  Officers for the following year shall meet with the Executive Committee prior to the start of the new school year.

 

 

 

Article V1 – DUTIES OF THE OFFICERS

 

Section 1:  The President(s) shall preside over all meetings of the organization, of the Executive Committee officers. President(s) shall perform such other duties as assigned by the organization.  The President(s) shall be a member ex-officio of all committees. The President(s) do/es not have standing committee voting rights.

 

Section 2: The Vice President(s) shall act as aide to the President(s), and shall perform the duties of the President(s) in the absence of that officer.

 

Section 3:  The Secretary shall keep a correct record of all meetings of the organization and of the Executive Committee and shall perform such other duties as may be delegated.

 

Section 4:  The Treasurer shall receive all monies of the organization, shall keep an accurate record of receipts and expenditures and shall pay out funds only when authorized by the organization. The Treasurer shall present a statement of account at every meeting of the organization, at other times when requested by the Executive Committee and shall make full report at the annual meeting at the end of year meeting.

  1. The Daniel Boone PTO Treasurer(s) shall ensure the IRS reporting requirements for non-profit organizations is completed by the due date. The organization’s fiscal year ends June 30, and the appropriate reporting mechanism is due October 15.

 

Section 5:  All officers shall:

  1.     Perform the duties prescribed in the parliamentary authority, in addition to those outlined in these by-laws and in the Position Descriptions and Responsibilities attached hereto as Exhibit A and those assigned from time to time.
  2.     Deliver to their successors all official materials no later than thirty (30) days after their successors assume office.

 

 

Article VII – EXECUTIVE COMMITTEE

 Section 1:  The Executive Committee shall consist of the officers and filled coordinator positions of the Organization, two teacher representatives, and the Principal of the school.

 

Section 2:  The duties of the Executive Committee shall be:

 

  1.     Transact necessary business of the Organization.
  2.     Approve the plans of standing committees.
  3.     Present a report at the general meetings of the Organization.
  4.     Approve expenditures, not to exceed $1,000.00., within the

limits of the budget. Email expenditure approvals, not to exceed $500.00 may be requested and given by the Executive Committee as the need may arise between regularly scheduled meetings. Any expenditure in excess of $1,000 shall be approved by a majority vote of the general membership. All motions for such shall be presented to the membership in writing 30 days prior to the meeting in which the vote is to be taken.

  1.     Choose chairpersons or co-chairs for each activity/event; the President(s)/Vice President(s) shall serve as a resource for these chairpersons during the planning of each activity/event throughout the year.

  

Section 3:  Meetings of the Executive Committee:

 

  1.     Regular meetings of the Executive Committee shall be held monthly, when school is in session, at a time to be determined by the Executive Committee. A majority of the Executive Committee members shall constitute a quorum.

 

 

Article VIII – MEETINGS

 

Section 1:  General meetings of this organization shall be set by the Executive Committee prior to the end of the current school year. A week’s notice shall be required in case of a meeting date change. There shall be at least two (2) informational meetings per school year.

 

Section 2:  Special general meetings may be called by the Executive Committee with five (5) days notice.

 

Section 3:  The order of business for all General Meetings will be as follows:

 

  1.     Pledge of Allegiance
  2.     Call to order

Ill.    Reading of the minutes

  1.   Reports

President

Treasurer

Officers (when necessary)

Committee chairpersons

  1.   Old Business
  2.   New Business

VII.  Adjournment

 

 

Article IX- STANDING AND SPECIAL COMMITTEES

 

Section 1:  The Executive Committee may create such standing committees as it may deem necessary to promote the objectives and carry on the work of the organization.  The chairperson and/or co-chairs of the standing committees shall be selected and approved by the Executive Committee.

 

Section 2:  The chairperson of each standing committee shall present a plan of work to the President(s) or Vice President(s). They in turn will present to the Executive Committee for approval. No committee’s work shall be undertaken without the consent of the Executive Committee.

 

Section 3:  Special committees may be created by the President(s) of the

Executive Committee.

 

 

Article X- PARLIAMENTARY AUTHORITY

 

Section 1:  Roberts Rules of Order Newly Revised shall govern the organization in all cases in which they are applicable and in which they are not in conflict with these by-laws.

 

Article XI -AMENDMENTS

 

Section 1:  These by-laws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment has been given to the membership at least 30 days prior to that meeting.

 

Section 2:  A committee may be appointed to submit a revised set of by-laws as a substitute for the existing by-laws only by a majority vote at a meeting of the organization, or by a two-thirds vote of the Executive Committee.  The requirements for adoption of a revised set of by­laws shall be the same as the case of an amendment.

 

Last revision date: 08/01/2018

 

 Exhibit A

Daniel Boone Parent Teacher Organization

Position Descriptions and Responsibilities

April 19, 2017

 

Objective – Clarification of Duties

 

Board Positions

President/Co-Presidents

  • Attend monthly PTO meetings
  • Sit with principal and set meeting dates, fundraiser and family fun night dates and times
  • Prior to the school year, work with members of the Executive Committee to establish/set the preliminary budget for the following school year
  • Speak at “First Day of School Events” and represent the PTO at Daniel Boone Open House and Kindergarten Saturday School and all necessary events
  • Prepare and present Welcome and Introduction Speech at the Back to School Night (both nights)
  • Create and distribute agenda for monthly and quarterly PTO meetings
  • Attend necessary Executive Committee meetings or find appropriate substitute
  • Partner with office staff liaison
  • Check PTO mail in the office
  • Preside over monthly/quarterly PTO meetings
  • Oversee all PTO Executive Committee positions
  • Maintain open and frequent communication with school Principal, keeping Principal informed of all PTO activities/ideas
  • Oversee and help advise all areas of the PTO as needed
  • Make sure PTO bulletin board is updated
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Vice Presidents/Co-Vice Presidents

Vice President of Fundraising:

  •  Oversee all fundraising responsibilities
  • Oversee the Ways and Means Coordinator
  • Attend monthly/quarterly PTO meetings
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Vice President of Hospitality and Family Events:

  • Oversee the Family Events Coordinator
  • Attend monthly/quarterly meetings
  • Prior to the beginning of the school year, partner with Hospitality Chair to create and approve the “Welcome Back” letter to parents for the beginning of the school year
  • Oversee Hospitality Chair in completion of necessary thank you letters, get wells, sympathy for staff, etc.
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Secretary/Co-Secretary

  • Recording and distributing meeting minutes
  • Documenting the annual PTO calendar for upcoming year
  • Organizing volunteer database
  • Attend monthly/quarterly PTO meetings
  • Maintain a binder with all information relevant to the position to be passed on to successor. Include all notices, memos, budget information, etc. produced while executing duties of his/her post
  • Coordinate with school secretary information for weekly E-News
  • Publicize events and activities of Daniel Boone School.
  • Function as liaison between the PTO, the Board of Education, and the news media
  • Collaborate with the Fundraising, Family Events, Ways and Means, and Hospitality Coordinators to provide publicity and press coverage for scheduled events
  • Make copies and distribute flyers for PTO events as needed
  • Update PTO Facebook page, PTO Website, and appropriate social media as needed
  • Oversee Hospitality Chair in completion of necessary thank you letters, get wells, sympathy for staff, etc.
  • Check Facebook and PTO email as necessary and respond accordingly
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Treasurer/Co-Treasurer

  • Partner with Executive Board to complete PTO budget for the upcoming year
  • Attend all monthly/quarterly meetings
  • Provide budget updates at monthly/quarterly meetings and as requested
  • Oversee PTO financial account
  • Write checks for reimbursement, gifts for teachers, charitable donations, etc. as needed to necessary parties
  • Pay fees as needed for licenses, etc.
  • Ensure all necessary members are signed on the list at local bank
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Coordinator Positions

Ways and Means Coordinator:

  • Attend all Executive Committee meetings and other PTO functions as determined by the PTO Executive Committee
  • Partner with Treasurer to create initial committee budgets and management of the budgets through the year. When there are discrepancies, team with committee chairs and Treasurer to resolve
  • Supports a committee that is responsible for gathering donations from restaurants, businesses, etc. throughout the year to create a pool of donations to be utilized for all necessary PTO fundraisers, events or other opportunities that may arise throughout the school year. Allocation of these donations will be determined by the PTO Executive Committee as needed.
  • Work together with the Treasurer to identify and establish monetary/donation needs
  • Apply for any appropriate and necessary grants
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Hospitality Coordinator:

  • Attend all Executive Committee meetings and other PTO functions as determined by the PTO Executive Committee
  • Arrange and coordinate all hospitality activities
  • Welcome program, documentation, and letters necessary for new/kindergarten families
  • Purchase and write/email thank you notes, get wells, sympathy notes for staff as needed
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Hospitality Coordinator:

  • Attend all Executive Committee meetings and other PTO functions as determined by the PTO Executive Committee
  • Arrange and coordinate all hospitality activities
  • Welcome program, documentation, and letters necessary for new/kindergarten families
  • Purchase and write/email thank you notes, get wells, sympathy notes for staff as needed
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Fundraising Coordinator:

  • Generate new ideas for fundraising and present to the Executive Committee
  • Advise PTO President and Executive Committee of expected earnings through school fundraisers
  • Organize and support the volunteer chairpersons for all PTO fundraising efforts
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.

 

Family Events Coordinator:

  • Implement and oversee all holiday and seasonal decorations
  • Organize and supervise volunteer chairpersons for all PTO family events
  • Update the school PTO bulletin boards prior to the school year
  • Represent the Executive Committee in a positive, cohesive manner; always utilize honest and open communication; and treat each member of the Executive Committee with equal respect to ensure that his/her actions are supporting a positive team environment at all times. And above all always keep the focus on the school/students that we are volunteering our time to support.