CONSTITUTION AND BYLAWS
OF THE
RUMSEY STATION
PARENT TEACHER ORGANIZATION
Approved by Rumsey
Station PTO on 14 November, 2002
The name of this organization is the Rumsey Station Parent Teacher Organization (PTO). It is a local PTO unit.
Section 1. The objectives of the PTO are:
a. To promote the welfare of children in the home, school, and community.
b. To foster communication between families, teachers, and school staff.
c. To provide a safe, healthy environment in which all children can find opportunities to learn and mature.
Section 2. These objectives are promoted through a variety of programs including membership meetings, family-based activities, and communication tools.
Section 1. The PTO shall be noncommercial, nonsectarian, nonpartisan, and nonprofit. All monies raised shall be spent directly for the benefit of the students and school.
Section 2. The PTO shall not participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office.
Section 3. The PTO shall work with the school teaching and administrative staff to provide quality education for all children but shall not seek to participate in establishing school policy except through constructive dialogue with the board of education.
Section 4. The PTO may cooperate with other organizations and agencies concerned with child welfare, but persons representing the PTO in such matters shall not make any commitments binding this PTO.
Section 5. The Constitution and Bylaws will be reviewed and voted upon by the General Membership at the first meeting of the academic year.
Section 6. There shall be two (2) signatures required on all contracts and binding agreements. One must be that of the President and the second will be that of another elected officer or designated committee chair.
The PTO exists as an unincorporated association of its members. Its articles of organization compromise these bylaws, as from time to time amended, and its articles of association. In the absence of separate articles of association, the bylaws shall be deemed to be the articles of the association. In the event of any conflict between these bylaws and the articles of association, these bylaws govern.
Section 1. Regular Membership. All parents and legal guardians of currently enrolled students and current faculty and staff are eligible for PTO membership. All members will subscribe to the objectives and policies without regard to race, color, creed, religion, or national origin.
Section 2. Voting Membership. All members who are current in payment of annual dues shall be designated as Voting Members. Voting Members shall have the right to vote on al issues before membership, to elect officers, to be a committee chair, and to hold elected office.
Section 3. The PTO will hold an annual membership drive. Members may be admitted at any time during an academic year. Membership is for the school calendar year.
Section 4. The Executive Board shall determine the amount of membership dues in the PTO annually. Dues will be paid by the membership on an annual basis.
Section 5. Financial Hardship. No Regular Member shall be denied Regular Member status due to financial hardship. The Executive Board shall establish a procedure for financial waivers.
Section 1. A minimum of three (3) general membership meetings shall be held during the academic year. Dates and times will be determined by the Executive Board.
Section 2. The Executive Board or President may call special meetings, with written notice given five (5) days in advance of the meeting date.
Section 3. The quorum for general membership meetings shall be no less than ten (10) members. If a quorum is not achieved, no business can be conducted and the meeting must be rescheduled. All quorums will be noted in the minutes.
Section 1. Each officer shall be a Regular Member of the PTO.
Section 2. Officers and their elections:
a. The officers shall consist of a President, Vice-President, Secretary, and Treasurer.
b. Officers shall be elected by secret ballot annually at the March meeting. If there is only one nominee for any office, that officer may be elected by acclamation.
c. Officers shall assume their official duties following the close of the school year in which elected and serve for a term of one year, encompassing the school year that follows and the months leading up thereto.
d. In case of resignation, one of the remaining officers shall assume the duties of the vacated office until a successor is elected.
e. A person shall not be eligible to serve more than two consecutive terms in the same office.
f. A vacancy occurring in any office, except President, shall be filled by a person elected by a majority vote of the remaining members of the PTO board. In the event a vacancy occurs in the office of President, the Vice-President shall serve the remainder of the term.
g. Only those persons who have consented to serve shall be nominated for an office.
h. All officers shall deliver all official material to their successors not later than ten (10) days after the conclusion of the school year.
Section 1. The President shall preside at all meetings of the PTO and Executive Board; shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by the general membership or Executive Board; and shall coordinate the work of the officers and the committees of the PTO in order that its objectives may be promoted. The President shall be authorized to sign all warrants for the disbursement of funds in the absence of the Treasurer. The President shall be a non-voting member of the membership.
Section 2. The Vice-President shall act as assistant to the President and shall perform the duties of the President in the absence, disability, or resignation of the President. The Vice-President will oversee all standing and ad hoc committees.
Section 3. The Secretary shall keep accurate records of all meetings to be presented at the following meeting. The coordination of all correspondence is the responsibility of the Secretary.
Section 4. The Treasurer
a. The Treasurer shall have custody of all the funds of the PTO; shall keep a full and accurate account of receipts and expenditures; and, in accordance with the budget adopted by the PTO, shall make disbursements as authorized by the General Membership or Executive Board.
b. The Treasurer shall present a financial statement at every meeting of the PTO and at other times as requested by the Executive Board.
c. The Treasurer shall keep a current list of members in good standing.
d. The Treasurer shall ensure that an account is established and maintained at a financial institution offering the best and most suitable services to the PTO at the best and most competitive rates.
Section 1. The Executive Board shall consist of the four (4) officers of the PTO. The members of the Executive Board shall serve until the election and qualification of their successors.
Section 2. The duties of the Executive Board shall be:
a. To transact all necessary business in the intervals between PTO meetings and such other business as may be referred to it by the General Membership.
b. To create standing and special committees.
c. To approve the plans of work of the standing committees.
d. To present a report at PTO meetings.
e. To select an auditing committee to audit the Treasurer’s accounts.
f. To prepare and submit a budget to the PTO for adoption.
g. To approve payments for routine bills within budget limits.
Section 3. Regular meetings of the Executive Board shall be held during the year at times determined by the Executive Board.
Section 1. Standing and Ad Hoc Committees. Standing and ad hoc committees shall be created by the Executive Board as deemed necessary to promote PTO objectives. Committee chairpersons may volunteer for their positions at the end of each academic year. It is recommended that a committee chair retain his/her position for no longer than two years. The Vice-President will oversee all standing and ad hoc committees. Members of each committee will be recruited through annual PTO volunteer recruitment surveys and the committee chair. At the end of the academic year, each committee must provide a final report of activities for the Executive Board.
A. Standing Committees
a. Back to School
b. Birthdays
c. Corporate Fund Raiser
d. General Mills Box Tops
e. Library
f. McGruff
g. Spirit Day Popcorn
h. Skating Parties
i. Spirit Wear
j. Yearbook
B. Ad Hoc Committees
a. Audit
b. Bike Rodeo
c. Carnival
d. DARE Graduation
e. Fall Craft Show
f. Fall Fund Raiser
g. Field Day
h. Kindergarten Round Up
i. School Directory
j. School Pictures
k. 6th Grade Party
l. 6th Grade Leadership
m. Staff Appreciation
n. Teacher Conference Snacks
o. Younkers Benefit Sales
Section 2. Special Committees. The President or Executive Board may create Special Committees for specific purposes. Regular Members may be appointed as chairperson(s). A Special Committee will exist only for the duration of the stated need.
The fiscal year shall be concurrent with terms of the officers.
Robert’s Rules of Order Newly Revised (current edition) shall govern the PTO in all cases in which they are applicable and in which they are not in conflict with these bylaws.
Section 1. A written operating budget, herein after referred to as the budget, shall be prepared annually by the incoming Executive Board and presented to the general membership of the organization. It shall include a carefully estimated list of expenditures for its year of work. The budget shall be approved by a majority vote of the general membership at the first meeting of the academic year.
Section 2. The General Membership shall review all monetary requests by faculty and staff. These requests will be reviewed at PTO meetings. Requests for less than $200 may be approved by the executive board at times in between the PTO meetings. All requests $200 or greater must have approval of the general membership.
Section 3. Any money still in the treasury at the end of the fiscal year shall be carried over as available revenue for the next fiscal year. These funds shall be identified as “carry over revenue” in the Treasurer’s report. The Executive Board should endeavor to ensure that at least $1000.00 remains from each fiscal year’s budget to be carried over to the next fiscal year.
Section 4. Two authorized signatures must appear on all checks or other banc drafts.
Section 5. Counting/Depositing of Cash. All income must be counted and verified by two (2) PTO members. A receipt with both counting members’ signatures must accompany the cash. Monies will be deposited in the bank within seven (7) days after the collection.
The bylaws of this PTO may be amended during any general membership meeting by a two thirds vote of the members, provided a quorum is present. The proposed amendment must have been presented at the previous general membership meeting.