Revised May 5, 2008
Revised May 5, 2008
PARENT TEACHER ORGANIZATION OF
INCORPORATION DATE: JANUARY 1, 1994
Article I – NAME, ORIGIN AND OFFICE
Section 1: The name of this organization shall be the Parent Teacher Organization of Arnett C. Lines School,
Section 2: The corporation is a not for profit organization, organized and controlled by the laws of the State of
Section 3: The organization shall continuously maintain within the boundaries of
Section 1: The purposes of this organization, as expressed in the Articles of Incorporation, shall be effected by the following:
Section 2: The purposes of this organization are promoted through an educational program directed toward parents, teachers, and the general public. These purposes are developed through conferences, committees, projects and programs, and are governed and qualified by the basic policies set forth in Article III.
Section 1: The organization shall be noncommercial, nonsectarian, and nonpartisan.
Section 2: The name of this organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the objectives of the organization.
Section 3: This organization shall cooperate with schools to support the improvement of education in ways that will not interfere with the administration of the schools and shall not seek to control school policies.
Section 4: This organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing this organization in such matters shall make no commitments that bind the organization.
Section 1: Any person interested in the purposes of the organization, and willing to uphold its policies and subscribe to its by-laws may become a member upon payment of dues as hereafter provided.
Section 2: The Executive Board prior to the annual enrollment of students shall determine the annual dues.
Section 3: The membership year shall be from July 1st to June 30th and anyone joining during the year shall pay dues for that year.
Section 4: The privilege of holding office, introducing motions, debating, and voting shall be limited to members.
A) The officers of this organization shall be a President, a First Vice-President, Second Vice-President, a Corresponding Secretary, a Recording Secretary, a Treasurer and a Treasurer Elect.
B) Officers shall be elected annually in the spring. However, if there is but one (1) nominee for any office, it shall be in order to move that the Recording Secretary cast the elective ballot of the Organization for the nominee.
C) Officers shall be installed and assume their official duties at the close of the last general board meeting at the end of the school year and serve for a term of one (1) year/or until their successors are elected.
D) No officer shall serve in the same position for more than two (2) consecutive years, except those instances when the Nominating Committee is unable to slate a successor.
A) There shall be a Nominating Committee consisting of members appointed by the Recording Secretary with the approval of the Executive Board. The Nominating Committee shall be selected as follows: One member from the school faculty and other members shall be selected from each geographical area or neighborhood representing the school boundary area.
B) The Nominating Committee shall select one (1) nominee for each office to be filled, publish the selection at least seven (7) days prior to the regular meeting in spring at which the election is to be held and report its selections to the Organization at the regular meeting.
C) Following the report of the Nominating Committee an opportunity shall be given for nominations from the floor.
D) Only those who have consented to serve if elected shall be eligible to nomination, either by the committee or from the floor.
Section 3: A vacancy occurring in an office shall be filled by a majority vote of the remaining members of the Executive Board due notice of such an election having been given. In case of the vacancy in the office of President; the Vice-President shall serve notice of the election.
Section 1: The President shall preside at all meetings of the Organization, the PTO Board, and the Executive Board; shall be a member ex officio of all committees except the Nominating Committee; shall perform such other duties as may be prescribed in these by-laws or assigned to him/her by the Organization or by the Executive Board; and shall coordinate the work of the officers and committees of the Organization in order that the purposes may be promoted.
Section 2: The Vice President shall perform the duties of the President in his/her absence; act as PTO Program Chairman; act as Mini-Grant chairperson; serve as Purchasing Agent for the PTO on occasion; and serve notice of election (see Article V., Section 3); and formulize any revisions in the by-laws. The duties may be carried out by one or more Vice Presidents, and in the event of dual Vice Presidency, divided by mutual consent.
Section 3: The Recording Secretary shall keep an accurate record in a permanent form of the minutes of the organization and the Executive Board; shall distribute copies of such minutes to all Board members, keeping one copy in the permanent file and transmitting the other to respective Board members. The Recording Secretary shall organize and preside over the Nominating Committee.
Section 4: The Corresponding Secretary shall prepare the monthly PTO calendar, with PTO and school events. The Corresponding Secretary shall handle incoming correspondence not requiring a response and keep a file of such, shall conduct the official correspondence of the organization, maintain current outdoor events calendar, and coordinate with Webmaster to maintain current PTO web site information.
A) The Treasurer shall receive all monies of the organization; shall keep an accurate record of receipts and expenditures; and shall pay out funds only in accordance with the budget as authorized by the organization. The duties may be carried out by one or more Treasurers, and in the event of dual Treasurers, divided by mutual consent.
B) The Treasurer shall present a written financial statement in duplicate, retaining one copy for the Treasurer’s file and giving one copy to the President at each Board meeting.
C) The fiscal year of this organization shall end June 30th. The Treasurer’s Accounts shall be examined by a committee of the Executive Board at the end of each school year, with this review taking place before the first meeting of the following school year. This organization shall comply with all federal and state tax laws.
D) The treasurer shall ensure that the appropriate Federal and State forms are filed annually.
A) Regular meetings of the organization shall be held monthly during the school year unless otherwise provided by the organization or by the Executive Board. A calendar of meetings shall be published in September and adequate notice shall be provided of the date/time changes.
B) The Executive Board may call special meetings of the Organization, not less than five (5) days notice having been given.
Section 1: The Executive Board shall consist of the officers of the Organization and the Principal, who is a voting member. The members of the Executive Board shall serve until their successors are installed.
Section 2: The PTO Board shall consist of the officers of the Organization, the chairperson(s) on the standing committees, one or more teacher representatives, and the Principal of the school or a representative appointed by him/her.
Section 3: The duties of the members of the Executive Board shall be to:
A) To transact necessary business in the intervals between Organization meetings and such other business as may be referred to them by the Organization.
B) Approve the plans of work of the standing committees.
C) Review and sign all contracts binding the organization.
D) Act as Executive Board Advisor to assigned, slated committee chairmen.
E) Present a report at the regular meetings of the Organization.
F) Prepare and submit to the Organization for approval, a budget for the fiscal year.
G) Approve bills outside the limits of the budget (accomplished by Mini-Grant Committee).
Section 4: Meetings of the Executive Board shall be held at least four (4) times during the school year, and may be called by the President or by a majority of the members of the Board. A majority shall constitute a quorum.
A) Such standing committees shall be created by the Executive Board as may be required to promote the purposes and interests of the Organization.
B) The chairmen of the standing committees shall be selected by the Nominating committee.
C) The chairmen may serve for a term of two (2) years and/or until their successors are appointed.
Section 2: The chairmen of all standing committees shall present plans of work to the Executive Board and no committee work shall be undertaken without written approval of the Executive Board.
Section 1: Such special committees shall be created by the Organization and the Executive Board, as may be required to promote the purposes and interests of the Organization.
Section 2: Any special committees appointed by the Executive Board shall be reported and explained to the Organization at its next regular meeting.
Robert’s Rules of Order Revised shall govern this Organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws.
Section 1: These by-laws may be amended at any regular meeting of the Organization, by a two-thirds (2/3) vote of the members present and voting, provided notice of the proposed amendments shall have been given at the previous meeting.
Section 2: A committee may be appointed to formulate a revised set of by-laws as a substitute for these by-laws by a majority vote at a meeting of the Organization or by a two-thirds (2/3) vote of the Executive Board.
This statement of policies and operating procedures is to interpret the Parent Teacher Organization of Arnett C. lines School by-laws and to serve as a guide for the various members and groups of the Parent Teacher Organization of Arnett C. Lines School who are concerned with the promotion of the purposes of the organization.
A) PTO letters, flyers, and news releases should be reviewed by a member of the Executive Board and the school Principal prior to copy and distribution to the general PTO membership and/or staff.
B) Under no circumstances shall a vote by telephone of the Executive Board be considered valid or binding.
C) Vendors of commercial or retail nature, as well as those of a not-for-profit nature, shall be allowed at PTO events, only if the Executive Board has voted such permission.
D) The school newsletter will be exclusively for the promotion of
1) Attendance is expected at all PTO Board meetings. If a member finds it absolutely impossible to attend, he/she should inform the President and select one of his/her committee members to attend.
2) Executive Board members should make special effort to attend all general meetings of the organization and be responsible for making themselves known to PTO members.
3) The incumbent Executive Board and the Officers-elect and any committee chairmen that have been appointed at the time of the regular May Executive Board meeting shall meet together for the purpose of familiarizing the incoming officers and chairpersons with the work.
1) Each PTO Board member should maintain a file including by-laws, Statement of Policies, and any other material pertinent to the specific work of his committee.
2) Each file should be brought up to date and turned over to the incoming chairman with a copy to their Executive Board Advisor at the PTO Board meeting in May, with the exception of any active committee (given extra time).
A) All bills other than those covered by the budget must be approved by the Executive Board and submitted in writing to the Treasurer. Final bills must be cleared by one week after the close of school so the Treasurer’s books may be audited and turned over to the incoming Treasurer.
B) Bills incurred after one week after the close of school should be presented to the incoming Treasurer for payment after the audit.
C) The Treasurer shall obtain a projected budget for the upcoming school year from each chairmanship. The Treasurer shall submit a projected budget of the entire PTO to the Executive Board at the annual budget meeting of the Executive Board.
D) Reimbursement requests must be submitted to the Treasurer on a Lines School PTO Reimbursement Voucher, which will be available in the PTO Box in the School Office.
A) A Mini-Grant request form will be included in both the fall and spring newsletter, following that season’s fundraiser(s). The Mini-Grant committee consisting of the Executive Board, Principal, and fundraising chairperson will meet to disperse excess funds in keeping with the purposes of the Lines School PTO (Article II). After each meeting the 1st Vice President shall notify the general membership of the Mini-Grant Committees decision.
B) If, for some reason, it becomes impossible to complete the above Mini-Grant item(s), which have been approved (such as unavailability of items(s), a change in conditions shifting the paramount need to another item, etc.), approval of the Executive Board must b obtained for the new proposed purchase(s).
a. Any donation requests for entities outside
b. Bereavement - Where an Arnett C. Lines staff member loses a spouse, parent or child, a $50.00 donation to the District 220 Foundation will be made in their honor.
The Treasurer shall bring to all meetings of the organization and to all committee meetings to which he/she is invited, all records of importance and be prepared to receive and disburse monies.
The Recording Secretary shall prepare any official papers originating in the Executive Board.
II. DUTIES OF STANDING COMMITTEE CHAIRPERSONS
1) Each committee chairman, upon completing his/her committee appointments, shall report the completion to their Executive Board Advisor in order that he/she may know the committee is prepared to function.
2) Since the President is ex-officio member of all committees except the Nominating Committee, as provided in the by-laws, he/she should be notified of each committee meeting.
III. NOMINATION FOR OFFICERS
A) Names may be submitted to the Nominating Committee by any PTO member, but the Nominating Committee is not restricted to the consideration of names so submitted.
B) The slate of officers presented should be composed of both men and women, and it should be representative of the geographic or neighborhood areas of the school.
C) The candidate presented for President should have had experience on the PTO Board.
D) Appointment to the Nominating Committee does not exclude one from being nominated for an office by the Nominating Committee.
A) A review of this Statement of Policies and the by-laws should be made annually.
B) Revisions of the Statement of Policies may be made by a majority action of the Executive Board of the Organization. Copies of the Revisions are to be provided by the Vice-President for each Executive Board member to attach to the original in his/her file.
C) Notice of revisions should be presented at a regular scheduled meeting.