PTO by-laws

West Teays Elementary PTO


Article I – Name

The name of the organization shall be the West Teays Elementary PTO (the PTO).

Article II – Purpose

The PTO is organized for the following purposes:

  • To provide for the welfare of the children in school
  • To promote a relationship of cooperation between partners and teachers as related to the education of children
  • To assist the school with financial aid, when possible
  • To facilitate the education of children in the school
  • To enhance the educational atmosphere of West Teays Elementary

Article III – Members

Section 1.

Any parent or guardian of a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights. Members shall be admitted at any time during the school year.

Section 2.

Dues will be established by the executive board and shall not exceed five dollars ($5.00) per year.

Article IV – Officers and Elections

Section 1. Officers.

The officers shall be a president, vice president, secretary, and treasurer and shall constitute the executive committee of the PTO as described in Article VI. Each officer shall be a member of the PTO. The executive committee can decide by majority vote of the committee to add additional officer positions as deemed necessary.

a. President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the

Organization, serve as an ex officio member of all committees, and coordinate the work of all the officers and committees so that the purpose of the organization is served. The president shall appoint all committee chairpersons, subject to approval of the executive committee.

b. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president shall arrange for speakers and/or programs at PTO meetings. The Vice President shall assume the position of the President in the event of a vacancy until the next election of officers.

c. Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. The secretary is responsible for accumulating all nominations for officers.

d. Co-Treasurer. The position of treasurer requires that two individuals serve as treasurer concurrently and allocate duties to ensure proper control over PTO funds. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. The treasurer shall prepare a budget to be approved by the executive committee and for submission to the PTO membership for approval at the September PTO meeting. The treasurer will present a financial report at every meeting and at other times of the year when requested by the executive committee, and make a full report at the end of the year.

e. Teacher Representative. The teacher representative shall act as the liaison between the PTO Board and Faculty Senate. The teacher representative shall provide representation of the teachers’ ideas and needs to the PTO and will attend all meetings of the PTO and PTO Board. The teacher representative shall assist the president in establishing goals and committees, and in working with committees and the Board to accomplish goals.

e. Principal. The school principal shall hold a permanent voting position as an officer.


Section 2. Nominations and Elections.

Elections will be held at the May meeting. The opening of the annual nominations shall be announced in the February newsletter and a form provided to make such nominations. All nominations should be submitted in writing to the PTO secretary prior to the meeting scheduled prior to the May meeting. The nominees will be notified by the PTO Secretary and will be asked to accept or reject the nomination. The slate of candidates will be announced at the May meeting. At that meeting, nominations may also be made from the floor. Voting will take place at the May meeting and shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.

Section 3. Terms of Office.

Officers are elected for one year. Each person elected shall hold only one office at a time. The President shall hold office for a maximum of three consecutive terms, unless otherwise approved by a simple majority vote of the members present at the May meeting when officers are elected.

Section 4. Vacancies.

If there is a vacancy in the office of president, the vice president will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

Section 5. Removal From Office.

Officers can be removed from office with or without cause by a two-thirds vote of those present

(assuming a quorum) at a regular meeting where previous notice has been given.

Article V – Meetings

Section 1. Regular Meetings.

The regular meeting of the organization shall be on the second Tuesday of each month during the school year at alternating times of 7 p.m. or 3 p.m., or at a time and place determined by the executive board at least one week before the meeting. The annual meeting will be held at the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. The secretary will notify the members of the meetings in a flyer sent home with the students at least one week prior to the meeting.

Section 2. Special Meetings.

Special meetings may be called by the president, any two members of the executive committee, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by flyer and phone calls.

Section 3. Quorum.

The quorum shall be 10 members of the organization.

Article VI – Executive Committee

Section 1. Membership.

The executive committee shall consist of the officers of the PTO.

Section 2. Duties.

The duties of the executive committee shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.

Section 3. Meetings.

Meetings shall be held as necessary as determined by the board. Special meetings may be called by any two board members, with 24 hours notice.

Section 4. Quorum.

Half the number of board members plus one constitutes a quorum.

Article VII – Committees

Section 1. Membership.

The PTO establishes various committees to carry out the goals established by the President and approved by the members through the approval of the budget at the September meeting. Committees may consist of members and board members, with the president acting as an ex officio member of all committees.

Section 2. Standing Committees.

A listing of committees is maintained at all times by the PTO Secretary. A member of the executive committee is assigned with oversight responsibility for the activities of the committee.

Section 3. Additional Committees.

The board may appoint additional committees as needed.

Article VIII – Finances

Section 1.

A budget shall be drafted for each school year and approved by a majority vote of the members present at the September meeting. Any budget amendment in excess of $1,000 shall be presented to the membership at a regular meeting for approval, requiring a simple majority vote by the members present.

Section 2.

The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3.

The committee chairperson is responsible for approving all expenses that are submitted for reimbursement related to their respective committee. Any questions arising in regards to an expense shall be resolved by the executive committee member with oversight responsibility for said committee.

Section 4.

Two authorized signatures shall be required on each check. Authorized signers shall be the president, treasurer, and principal.

Section 5. The treasurer shall prepare a Support Organization Financial Statement at the end of the year, to be reviewed and signed by the President and submitted to the Putnam County Board of Education.

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and any remainder turned over to the school.

Section 7. The fiscal year shall coordinate with the school year. All funds remaining at the end of the school year shall be unencumbered the following year unless otherwise designated by the members through a simple majority vote at the May meeting.

Article IX – Parliamentary Authority

Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.

Article X – Dissolution

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting. In the event of dissolution, all assets shall be turned over to West Teays Elementary School.

Article XI – Amendments

These bylaws may be amended at any regular or special meeting. Amendments will be approved by a simple majority vote of those present.

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