JOHN PATERSON PARENT-TEACHER ORGANIZATION BYLAWS

 

Article I – Name

 

The name of the organization is the John Paterson Parent Teacher Organization, hereafter referred to as “the PTO.”  The name of the school is the John Paterson Elementary School, hereafter referred to as “the school.”

 

Article II – Goals/Objectives

 

The goals/objectives of the John Paterson PTO are:

 

  1. To provide a forum to maintain an open relationship between home, school and the Newington Board of Education to ensure parents, teachers and administrators work together in the education of our children.
  2. To enrich the lives of children in the home, school and community through a partnership with the school’s educators.
  3. To provide Cultural and Academic programs to enhance the educational experience.
  4. To provide opportunities to promote family/school social programs.

 

Article III – Policies

 

The following are the basic policies of the PTO:

 

  1. To cooperate with other schools, organizations and agencies when their objectives and those of the PTO coincide.
  2. To inform the membership on vital issues affecting the school and community.
  3. To provide input to the Newington Board of Education and the school administration regarding policies, procedures and programs.
  4. To be non-commercial, non-sectarian, and non-partisan.

 

In the event of the dissolution of the PTO, the assets and remaining materials will be turned over to the Newington Board of Education for safe keeping until a subsequent group assumes the role of the PTO.  At that time, the assets and materials will be turned over to them.

 

Article IV – Membership and Dues

 

A.     Membership in the PTO shall be made available without regard to race, color, creed or national origin.

B.     Any parent, step-parent or guardian of a student as well as teachers, administrators and support staff who are willing to uphold the goals and policies of the PTO and subscribe to its by-laws may become a member upon payment of dues.  In the extenuating circumstance of financial hardship, members may be accepted without regard to paying dues.  Such cases will be reviewed individually by the Officers.  (Officers defined in Article V.)

  1. The dues of the PTO will be established annually by the Officers and announced annually.
  2. An annual enrollment of members will be conducted by the Vice President with additional members accepted at any time.  Membership will be retroactive to the first day of the school year and continue until the first day of the following school year.
  3. A list of members will be kept on file by the Vice President.  The annual number of members will be considered a permanent record.  Either of these shall be available for review.

 

Article V – Officers

 

  1. The Officers of the PTO shall be President, Vice-President, Secretary, Treasurer, Principal and Head Teacher.
  2. The Executive Board of the PTO shall be defined as the President, Vice President, Treasurer and Secretary.
  3. The Executive Board will be nominated during the April meeting and elected at the May meeting each year.
  4. The Executive Board shall assume their official duties following the close of the meeting in May in which they are elected and shall serve a term of one year or until their successors are elected.
  5. No Executive Board member will hold the same office for more than two consecutive years.  No Executive Board member will exceed four consecutive years in any office.  In the event that a vacant officer position cannot be filled due to lack of interest, the term limit restriction will be waived.
  6. A member who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.
  7. Should the office of President become vacant before the end of the expired term, the Vice President will assume the duties of the President for the remainder of the term. 
  8. When a vacancy occurs in any office other than the President, Principal or Head Teacher, the vacancy shall be filled at the next regular meeting by a majority vote of the PTO members present at that meeting.
  9. Failure to fulfill Executive Board duties can result in removal from office.  An elected Officer may be terminated prior to the end of the term by a majority vote of all other Officers at a special meeting of the Executive Board.
  10. Executive Board positions may be filled by two members of the PTO and will be known as Co-Presidents, Co-Vice Presidents, Co-Secretaries and/or Co-Treasurers.  Unless extenuating circumstances arise the maximum amount of members to fill one officer position will be limited to two members.

 

Article VI – Duties of Officers

 

  1. The President/Co-Presidents shall:
  1. The Vice-President/Co-Vice-Presidents shall:
  2. The Secretary/Co-Secretaries shall:
  3. The Treasurer/Co-Treasurers shall:

 

Article VII– General Member Meetings

 

  1. Regular meetings of the PTO will be held each month throughout the school year, unless otherwise determined by Officers.  Meetings will be held on a scheduled and advertised date and time each month, that day being decided annually by the Officers.
  2. Meeting agendas will be created a minimum of seven days before each meeting by the President/Secretary.  They will be available on the John Paterson PTO Website at www.johnpatersonpto.com.
  3. Attendance will by taken at all meetings.
  4. Special meetings, if deemed necessary may be called by the President or Vice President.
     
  5. Motions may be passed by a majority vote of the members excluding the President present at the meeting.  In the event of a tie vote, one vote by the President will determine the outcome of the vote.  If a majority of the officers determines there are extenuating circumstances, a member may cast a vote on an agenda item in writing to a designated officer prior to the meeting in which the vote will be taken.  This is limited to voting at monthly meetings.
  6. The privilege of holding office, making motions and voting will be limited to members of the PTO.

 

Article VIII – Finances, Disbursements and Donations

 

  1. As a volunteer organization, the PTO shall not pay or provide any compensation to the Officers, Committee Chairpersons, Committee Members or any other member of the organization for their volunteer service to the organization.
  2. There shall be no co-mingling of the PTO funds with the personal, professional or business accounts of any individuals, groups or businesses.  This shall include a prohibition against providing the PTO funds as a loan to anyone for any purpose.
  3. The total amount of annual distributions and donations will be in direct proportion with the results of the PTOs fundraising efforts.
  4. Monetary donations should be limited to the school and Newington community organizations.
  5. Donation requests from individuals or organizations must be presented to the PTO at a regularly scheduled meeting by the individual or spokesperson from the requesting organization.  In order to be considered, the request must be provided within a reasonable amount of time to appear on the agenda for discussion and voted upon at the next regularly scheduled meeting.
  6. The authorized signatures of the account shall be the President and the Treasurer.  Any of these individuals, and only these individuals are authorized to withdraw funds, write checks or other expenditures for the payment of money on behalf of the PTO.
  7. Requests of greater than $500 may be required to include multiple bids.
  8. Any authorized disbursement to any of the authorized signatories to the account requires the consent and action of another signatory.
  9. The financial records of the organization may be subject to audit.

 

Article IX – Committees & Chairs

 

Definitions:

  1. Standing Committees as outlined in these bylaws are deemed necessary to promote the goals and carry forth the work of the PTO.

Standing Committees:

1.      The Cultural Arts Chair will investigate, coordinate and host special artists and programs for the Paterson students.  The Chair is authorized to sign binding contracts for the PTO provided they are within the overall annual budget established by the Treasurer.  Copies of contracts will be filed with the Treasurer(s). 

2.      It is the duty of the Hospitality Committee to purchase supplies and see that refreshments and hostess(es) are provided for all meetings and special events at which the PTO has been asked to coordinate, and to promote a friendly atmosphere among parents, staff and students.  This committee will also be responsible for securing any recognition gifts if approved by the Officers during the school year.

3.      The Fundraising Committee will be responsible for investigating vendors for fundraising activities.  Proposed vendors may be asked to present at a regular meeting.  Once the chair has decided upon a vendor, the fundraising committee is responsible for coordinating the event, ordering the merchandise and distributing the merchandise upon delivery.

4.      The Communication Committee will assist the Secretary with publishing and distributing the newsletter and other PTO notices.  They will develop an email listing of all the PTO members to utilize in mass mailings as a communication strategy.  They will work closely with the President and have the responsibility of keeping the PTO members and faculty informed of all meetings and special activities.  It will also be the duty of this committee to prepare and release notices, including photographs to the local newspapers when requested.

5.      The Nominating Committee shall include a minimum of two, maximum of four other members of the organization.  No member of the Nominating Committee shall be eligible to be considered by the Nominating Committee for office.  If a member of the Nominating Committee receives a nomination for an officers position, the individual may decline the nomination and remain on the committee or accept the nomination and resign from the Nominations Committee. In addition, the Nominating Committee shall:

a.       Send notice(s) in school newsletters or special flyers asking for individuals interested to submit their or other members names for consideration to serve as an Officer.

b.      Receive and review all suggestions for persons to serve as officers.

c.       Contact all nominees to confirm acceptance of nomination.

d.      Present a list of recommended eligible candidates for each office at the April meeting.  Those members who have declined as well as accepted nominations may be announced publicly.  Members in attendance must second all accepted nominations to be considered for election.

e.       Collect and tabulate all ballots in any formal election required for contested positions.

  1. Standing Committees and their purpose shall be established by a vote of the PTO and remain in force until retired by a vote of the PTO.  Standing committees shall be staffed as needed throughout the year; however, they provide continuity from year to year for a specific purpose and/or event.
  2. Special Committees may be created by the Officers to perform a specific purpose, goal or timeframe.  Since a special committee is formed for a specific purpose, it shall automatically be disbanded when the purpose, goal or timeframe has been met and a final report given.
  3. Committee Chairs (or Chairmen) of Standing Committees will be appointed by the President at the last meeting of the school year, normally in June.  There will be no restriction on the number of consecutive terms served by a Committee Chair.

1.      Chairmen shall present a proposed plan of activities to the Executive Board.  Plans may not be implemented without the approval of the Executive Board.

    1. Chairmen must work within the proposed budget (based upon usual and customary past expenditures).  Anticipated expenditures in excess of the budget must be approved by the membership at a regularly scheduled meeting.

 


 

Article X – Elections

 

Procedure:

A.     The election of the Executive Board shall take place as the last Agenda item during the next to last regularly scheduled general membership meeting of the school year, normally in May. 

B.     All members of the organization shall be eligible to participate in an election.  In an extenuating circumstance (if deemed to be such by the Executive Board or Principal), the Principal can be contacted, and if approved, the Principal will record and report the vote at the appropriate meeting.

C.     The election for each office, if non-contested, shall be by voice vote.  Any contested offices will be elected by written ballot.

 

Article XI - Parlimentary Authority

 

Robert’s Rules of Order, revised, will govern the PTO in all cases to which they are applicable, and in which they are not in conflict with these by-laws.  See www.robertsrules.org.

 

Article XII - By-laws and Amendments

 

An Amendment is any change, addition or subtraction to the working of any section or Article of this document.

  1. By-laws will be reviewed every two years by a Special Committee, or as needed.
  2. By-laws will be kept on file by the PTO, with copies forwarded to the school administration, and made available on www.johnpatersonpto.com.
  3. These by-laws may be amended at any regularly scheduled general membership meeting of the PTO by a two-thirds vote of the members present and voting, provided sufficient notice of the proposed amendment(s) have been given.
  4. Amendments to the by-laws should be dated and kept on file by the Secretary.  The by-laws should be reprinted when significant or sufficient changes make it necessary and all revision dates must be shown.

 

 

Original By-Laws enacted May 2007

By-Laws last updated May 2011