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PTO By-Laws
PTO By-Laws
Van R. Butler Elementary | PTO By-Laws
Bylaws of
Van R. Butler Elementary School PTO 2008
Preamble
This revision of the by-laws reflects the original by-laws with revisions and amendments from various meetings of the Van R. Butler Elementary School PTO and the Executive Board of the PTO. It remains open to comment and revision, according to the rules contained within. These by-laws will become effective immediately after approval of the Executive Board.Article I - Name
The name and location of this organization is the Van R. Butler Elementary School Parent-Teacher Organization (PTO), Van R. Butler Elementary School, 6694 West co Hwy 30-A; Santa Rosa, Fl 32541Article II - Purpose & Objectives
The purpose and objectives of this organization are:1. To nurture communication and goodwill among parents, students and staff.
2. To promote fund-raising projects and services approved by the administration that will contribute positively to the school's educational excellence.
3. To promote the welfare of children in home, school and community.
4. To develop between educators, parents and students such efforts as will secure for all children the highest advantages in physical, mental and social education.
Article III - Polices & Procedures
1. The organization shall be non-commercial, non-sectarian, and politically non-partisan.2. In the event of the dissolution of the organization, its assets shall be distributed for one or more of the school projects designated by the administration.
3. The name of the 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 promotion of the objects of the organization.
4. The PTO does not and will not seek to dictate the administrative activities or policies of the school. The administrator of the school retains final approval or veto power of any function, if said function will interfere with procedures, policy and/or the best interest of Van R. Butler Elementary School.
5. Any transaction in excess of $500.00 will require majority vote of the PTO Executive Council.
Article IV - Article of Organization
The organization exists as an unincorporated association of its members. Its "articles of organization" comprise these by-laws, as from time to time amended in Article XI.Article V - Membership
1. All parents and patrons and any person directly interested in promoting the objectives of this organization and who subscribe to its by-laws may become an active member. Membership is open to all without regard to race, creed, religion, sex or national origin.
2. All school faculty and staff shall automatically be granted membership in this organization.
Article VI - Meetings
1. The Executive Board of the PTO shall schedule at least four regular meetings of this organization. Written notice of the place, day, time and agenda topics for the meetings shall be circulated to the membership at least seven school days in advance of such meeting.2. Special meetings of the organization may be called, either by the Executive Board or the Principal of the school. Written notice shall be distributed to all members and/or PTO Members for special meetings not less than three school days prior to the date set for such a meeting and shall include a description of its purpose. The President-Elect will send this notification.
3. The PTO Executive Board will meet monthly to conduct the business of this organization. Written notice of the place, day, time and agenda topics for the meeting shall be circulated to the Council Members at least five school days in advance of such meetings.
4. The Executive Board will meet each month to set the agenda for the monthly meeting. Written notice of this meeting will be distributed not less than five school days prior to the date of the meeting.
5. Robert's Rules of Order, Revised, shall govern this organization in all cases in which they are applicable and where they are not in conflict with these by-laws or the policies of the Van R. Butler Elementary School.
Article VII - Officers & Grade Representatives: Elections and Duties
Parent-Teacher PTO Executive Board1. The Executive Board will consist of one elected representative from each grade level, two teachers from faculty, the Principal, the Past President (non-voting member), the PATS Coordinator, and the Officers. In the event a Grade Representative Member is unable to serve, a new Executive Board Member will be appointed by the homeroom teacher and approved by the Nominating Committee.
2. Executive Board members missing more than two consecutive meetings without due cause may be removed from the committee by a majority vote. The Secretary will keep these records.
Officers
Section One
1. The elected officers of the organization shall consist of a President, President-Elect, Secretary, and Treasurer.
2. The Executive Board of the organization shall consist of the Officers, two teacher representatives, PATS Coordinator, Principal and/or the Assistant Principal and Grade Representatives.
Section Two - Duties of Officers
President
1. Plan agendas and preside at all meetings of the organization and of the Executive Board.
2. Perform such other duties as assigned by the organization.
2. Perform such other duties as assigned by the organization.
3. Member ex-officio of all committees except the Nominating Committee.
4. Coordinate the work of the officers and committees of the organization in order that the objectives may be accomplished.
5. Set up special committees as needed. The President will keep records of the members of these committees.
4. Coordinate the work of the officers and committees of the organization in order that the objectives may be accomplished.
5. Set up special committees as needed. The President will keep records of the members of these committees.
President-Elect
1. Assume the duties for the President in his/her absence or at his/her request.
2. Be a member of the Executive Board.
3. Perform duties as are assigned by the President or Executive Board.
4. After serving for one year, shall automatically become the President of the organization.
5. Send written notice to all Executive Board Members and PTO members if a special meeting is called. This notice shall be sent not less than three school days prior to the meeting.
2. Be a member of the Executive Board.
3. Perform duties as are assigned by the President or Executive Board.
4. After serving for one year, shall automatically become the President of the organization.
5. Send written notice to all Executive Board Members and PTO members if a special meeting is called. This notice shall be sent not less than three school days prior to the meeting.
Secretary
1. Be a member of the Executive Board.
2. Attend all the PTO meetings and keep the minutes of the proceedings of the organization and the Executive Board.
3. See that all notices are approved by the Principal or Assistant Principal of the school and are fully given in accordance with these by-laws.
4. Keep a current copy of the by-laws available at all meetings.
5. Distribute copies of the minutes (after the principal or assistant principal has approved them) to the members of the organization at each meeting. These minutes will then be presented to the PTO Council for approval.
6. Publish a monthly newsletter in Bear Facts and web site for parents. This newsletter must be approved by the principal or assistant principal before distribution.
7. Perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.
2. Attend all the PTO meetings and keep the minutes of the proceedings of the organization and the Executive Board.
3. See that all notices are approved by the Principal or Assistant Principal of the school and are fully given in accordance with these by-laws.
4. Keep a current copy of the by-laws available at all meetings.
5. Distribute copies of the minutes (after the principal or assistant principal has approved them) to the members of the organization at each meeting. These minutes will then be presented to the PTO Council for approval.
6. Publish a monthly newsletter in Bear Facts and web site for parents. This newsletter must be approved by the principal or assistant principal before distribution.
7. Perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board.
Treasurer
1. Attend all PTO meetings.
2. Assume responsibility for the collection of all money. This person will also be responsible for the counting of all monies. Another person from the Executive Board should be present during the count as well as the time of lock up. No funds will be carried from the building.
3. Be a member of the Executive Board.
4. Work with the school bookkeeper to maintain the financial records of the organization. All checks will be written and disbursed by the school.
5. Present a statement of accounts at every meeting and at other times when requested by the officers.
6. Distribute copies of the treasurer's report to the members of the organization at each meeting.
2. Assume responsibility for the collection of all money. This person will also be responsible for the counting of all monies. Another person from the Executive Board should be present during the count as well as the time of lock up. No funds will be carried from the building.
3. Be a member of the Executive Board.
4. Work with the school bookkeeper to maintain the financial records of the organization. All checks will be written and disbursed by the school.
5. Present a statement of accounts at every meeting and at other times when requested by the officers.
6. Distribute copies of the treasurer's report to the members of the organization at each meeting.
PATS Coordinator
1. Manage responsibility for the PTO volunteer program after the school has prescreened all volunteers.
2. Schedule PTO volunteers for special PTO school events.
3. Keep PTO volunteer names on file and the hours they worked in school.
4. Attend all PTO meetings.
5. Attend all Executive Board meetings.
6. Serve as the chairperson over all the homeroom parents.
2. Schedule PTO volunteers for special PTO school events.
3. Keep PTO volunteer names on file and the hours they worked in school.
4. Attend all PTO meetings.
5. Attend all Executive Board meetings.
6. Serve as the chairperson over all the homeroom parents.
Teacher Representatives
1. Attend all meetings of the PTO Executive Board if possible.
2. Attend all PTO meetings and act as advisor and liaison between the staff and the PTO organization.
3. Help open lines of communication between parents and teachers.
2. Attend all PTO meetings and act as advisor and liaison between the staff and the PTO organization.
3. Help open lines of communication between parents and teachers.
All Officers
1. Perform the duties outlined above as well as any other duties prescribed in these by-laws; and such other duties as may be delegated to him/her.
2. Upon expiration of their term of office or in the case of resignation, each officer shall turn over to the president or principal of the school, without delay, and in good order, all records, books and other materials pertaining to the office.
3. Officers shall serve for a term of one year and shall remain in office until their successors are installed. No officer shall be eligible for the same office for more than two consecutive terms.
2. Upon expiration of their term of office or in the case of resignation, each officer shall turn over to the president or principal of the school, without delay, and in good order, all records, books and other materials pertaining to the office.
3. Officers shall serve for a term of one year and shall remain in office until their successors are installed. No officer shall be eligible for the same office for more than two consecutive terms.
Grade Representatives
1. Attend all meetings of the PTO Executive Board.
2. Represents all parents of the classroom and communicates the business matters of the Executive Board with the parents and the classroom teacher.
3. Be willing to serve on committees as needed to help with activities or policies as they relate to the PTO and these by-laws.
4. Vote as a member of the Executive Board in business matters. Votes will be by secret ballot and will be counted by one officer designated by the President and one teacher member selected by the Principal.
2. Represents all parents of the classroom and communicates the business matters of the Executive Board with the parents and the classroom teacher.
3. Be willing to serve on committees as needed to help with activities or policies as they relate to the PTO and these by-laws.
4. Vote as a member of the Executive Board in business matters. Votes will be by secret ballot and will be counted by one officer designated by the President and one teacher member selected by the Principal.
Classroom Parents
1. Any guardian male or female can be a room parent.
2. Room parents will work with their grade representative to help with fundraisers, auctions, fall festival, parties, etc.
3. These room parents will be chosen by the classroom teacher.
2. Room parents will work with their grade representative to help with fundraisers, auctions, fall festival, parties, etc.
3. These room parents will be chosen by the classroom teacher.
Article VIII - Elections
1. A Nominating Committee will be formed from two parents elected from the PTO Executive Board, the immediate past president of the PTO, two teacher representatives from the PTO Executive Board, the Principal or the Assistant Principal.
2. The Nominating Committee will present a slate of officers consisting of: President-Elect, Secretary, Treasurer and Grade Representatives. This slate will be accepted or rejected by a vote of the PTO Executive Board. The votes will be counted by the nominating committee.
3. Following the presentation of the slate of potential officers an opportunity shall be given for nominations from the floor.
4. Only those who have consented to serve shall be eligible for nomination, either by the committee or from the floor. Those nominated that have agreed to serve must be present at the meeting unless the nominee gives written notice.
5. A majority of the votes cast by the members of the PTO Executive Board shall be necessary for election. Should no person receive a majority of the votes cast, a re-vote between the two persons who received the largest number of votes shall immediately be held.
6. Officers shall be elected by secret ballot. The Nominating Committee will count the ballots.
7. Appropriate notification of elections will be given to the school populace.
8. In the event that an officer is unable to serve, the office will revert to the nominating process unless the President vacates, then the President-Elect will step into the position. The consent of each candidate must be obtained before his/her name is placed on nomination.
9. Officers will be elected by a majority vote of PTO members at the April/May general membership meeting and will be installed in May, assuming office June 1. Should no person receive a majority of votes, the Executive Council shall make the final decision.
10. The faculty of the school and the Principal will elect the Teacher Representatives that will serve on the PTO Council and Executive Boards.
2. The Nominating Committee will present a slate of officers consisting of: President-Elect, Secretary, Treasurer and Grade Representatives. This slate will be accepted or rejected by a vote of the PTO Executive Board. The votes will be counted by the nominating committee.
3. Following the presentation of the slate of potential officers an opportunity shall be given for nominations from the floor.
4. Only those who have consented to serve shall be eligible for nomination, either by the committee or from the floor. Those nominated that have agreed to serve must be present at the meeting unless the nominee gives written notice.
5. A majority of the votes cast by the members of the PTO Executive Board shall be necessary for election. Should no person receive a majority of the votes cast, a re-vote between the two persons who received the largest number of votes shall immediately be held.
6. Officers shall be elected by secret ballot. The Nominating Committee will count the ballots.
7. Appropriate notification of elections will be given to the school populace.
8. In the event that an officer is unable to serve, the office will revert to the nominating process unless the President vacates, then the President-Elect will step into the position. The consent of each candidate must be obtained before his/her name is placed on nomination.
9. Officers will be elected by a majority vote of PTO members at the April/May general membership meeting and will be installed in May, assuming office June 1. Should no person receive a majority of votes, the Executive Council shall make the final decision.
10. The faculty of the school and the Principal will elect the Teacher Representatives that will serve on the PTO Council and Executive Boards.
Article IX - Fiscal Year
The fiscal year will run from July 1st to June 30th.
Article X - Amendments
1. The by-laws may be amended at any regular meeting of the Executive Board by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall have been given at least thirty days prior to the meeting at which the amendment is voted upon.
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 Executive Board. The requirements for adoption of a revised set of by-laws shall be the same as in the case of an amendment.
3. By-laws were properly approved on September 3, 2009 due to lack of minutes to reference from original adoption of by-laws. Approval is recorded in the minutes from September 3, 2009 meeting of the Executive Board.
4. Appendix A: Conflict of Interest Policy was approved during the September 3, 2009 meeting of the Executive Board and is recorded in the minutes from that meeting.
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 Executive Board. The requirements for adoption of a revised set of by-laws shall be the same as in the case of an amendment.
3. By-laws were properly approved on September 3, 2009 due to lack of minutes to reference from original adoption of by-laws. Approval is recorded in the minutes from September 3, 2009 meeting of the Executive Board.
4. Appendix A: Conflict of Interest Policy was approved during the September 3, 2009 meeting of the Executive Board and is recorded in the minutes from that meeting.
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