Chocksett Middle School PTO TeacherWeb Update PTO Bylaws

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Question 1

Answer 1
The Chocksett PTO strives to foster positive, partnering relationships among the Chocksett Middle School students and their families, the Sterling community, teachers and administrators that are so vital to our children’s educational success. Through fundraising efforts and sponsorship of family and school activities, this organization intends to enrich the overall educational and cultural experience for students at our middle school.
Question 2

Answer 2
Highlights of By-Laws • Purpose of Chocksett PTO is to develop, sponsor, and implement programs and activities designed to:  Promote positive, cooperative relationship between parents, families, administrators, and teachers  Enrich students’ educational and cultural experience  Provide volunteers, support, services, and funds, as needed • All parents, teachers, and school staff are members of this organization. All members have right to attend and participate in all meetings and activities. May request annual contribution. • All members present at a meeting can vote, excluding Principal and Vice-Principal. Members present at a meeting considered a quorum. • Simple majority affirmative vote required to approve any act, except 2/3 majority vote required for:  Waivers or suspension of any provisions of by-laws  Changes to by-laws or repeal/adoption of new by-laws  Expenditure of over 50% of the organization’s bank account • Meetings  Regular meetings held third Tuesday each month of school year, with agenda distributed one week prior to meeting.  Quarterly meetings held for 8 officers of Houghton and Chocksett schools.  Special meetings may be called by officers.  All members to be notified of regular and special meetings at least 7 days before meetings held. • Officers of organization:  Two Co-Chairpersons  Secretary  Treasurer • Elections:  Officers elected annually during June meeting  Nominations at May or June meeting or anytime in between  Voice vote for non-contested election  Written ballot for contested election  Majority of the votes necessary for election  Principal may assign an officer if no nominations for that position  Officers hold office for 1-year term and limited to 2 consecutive terms in a given office • Finances:  Budget presented at first regular meeting of fiscal year  Organization will not make any loans.  Fiscal year runs from 9/1 through 8/31  Joint fundraising efforts between Houghton and Chocksett PTOs will be divided equally between the two groups. Fundraising by an individual PTO will be retained by that group.  Organization will carry insurance.
Question 3

Answer 3
Chocksett Middle School Parent Teacher Organization By-Laws I Name The name of the organization is the Chocksett Parent Teacher Organization (PTO) and the organization is located at 40 Boutelle Road, Sterling, MA 01564. II Purpose The purpose of the Chocksett PTO is to develop, sponsor, and implement programs and activities designed to: • Promote a positive, cooperative relationship among parents, families, teachers, and administrators. • Enrich the educational and cultural experience of Sterling middle school children. • Provide volunteers, support, services, and funds, as needed. III Membership All parents and/or legal guardians of Chocksett Middle School students and all current faculty and staff of Chocksett Middle School are members of this organization. All members have the right to attend and participate in all meetings and activities of this organization. An annual contribution may be requested for membership. IV Voting A. Eligibility: All members present at a meeting are eligible to make a motion and to vote, excluding the Principal and Vice-Principal of Chocksett Middle School. In the event of a tie, the article will be tabled until the next regular meeting, or earlier if a special meeting is scheduled. B. Quorum: Those members present at a properly called meeting are designated as a quorum and are entitled to take action on behalf of the organization. An affirmative vote of the simple majority of the members present at a meeting is required to transact business or approve any act, with the following exceptions. An affirmative vote of two thirds (2/3) of the members then present is required for the following actions: • Waivers or suspensions of any provisions of the by-laws • Amendments or alterations to by-laws or repeal and adoption of new by-laws. The notice of a meeting at which a by-law change is to be considered will include the text of the proposed change. • Approval of any expenditure of over 50% of the organization’s bank account. V Meetings A. Regular Meetings: Regular meetings shall be held on the third Tuesday of each month during the school year. The agenda will be available one week prior to each meeting in the Chocksett Middle School office and on the Chocksett PTO website. Meetings will not be held on the same night or during the same week as the Houghton Elementary School PTO meetings. B. Quarterly Meetings: Quarterly meetings will be held between the eight officers of the Chocksett Middle School and Houghton Elementary School and Parent Teacher Organizations. The purpose of these meetings will be to coordinate activities and fund-raising efforts between the two schools. C. Special Meetings: Special meetings may be called by the officers of the organization. D. Notification: All members of the organization must be notified of regular and special meetings at least seven (7) days before the meetings are scheduled. VI Officers The officers of the organization include two Co-Chairpersons, a Secretary, and a Treasurer. A. Duties of the Co-Chairpersons (shared responsibility): • Preside at all meetings of the organization. • Sign any documents or contracts that the Chocksett PTO authorized to be executed. • In general, oversee all of the activities of the organization. B. Duties of the Secretary: • Maintains the organization’s records. • Attends all meetings of the organization. • Records, publishes, and distributes meeting minutes. • Responsible for correspondence as needed. • Runs elections for the Chocksett PTO and Chocksett SIMCO Advisory Committee. C. Duties of the Treasurer: • Responsible for all funds of the Chocksett PTO, providing receipts for all monies due and payable to the organization from all sources. • Deposits such funds into the organization’s bank account for safekeeping. • Maintains all financial records of the organization and make them available to the officers and members for periodic inspection. • Provides financial statements for members’ review at regularly scheduled meetings. • Files appropriate tax and other financial documents in a timely manner as required by law. VII Elections A. Procedure: Election of officers takes place during the June meeting each year. All members may participate. Nominations may be made at the May meeting or up to one month prior to the June meeting, and may also come from the floor during the June meeting. If the election is non-contested, it may be conducted by voice vote. Contested elections shall be by written ballot. A majority of the votes cast by the voting members is necessary for election. If no nominee receives a majority of votes cast, a run-off between the two (2) nominees who received the largest number of votes will be held immediately. In the event there are no nominations for a given office, the Principal may assign a member of the organization to fill an open officer position. B. Terms of office: Each officer will hold office for a term of one (1) year, and is limited to two (2) consecutive terms in a given office. C. Removal from office: Any officer may be removed from office for just cause by a vote of two-thirds of the members present at any meeting, following a hearing. D. Resignation: Any officer may resign from office by providing a written resignation to the Secretary of the organization. E. Vacancies: Any vacancies will be filled by majority vote at the next regularly scheduled meeting. VIII Finances A. Budget: The officers shall present to members at the first regular meeting of the fiscal year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the organization during the fiscal year. Any substantial deviation from the budget must be approved in advance by the membership at a meeting. The officers may vote to allow the expenditure of up to one hundred dollars for unanticipated expenses between meetings. All profits from fundraiser activities and events sponsored by the Chocksett Middle School PTO will be considered as income to the Chocksett Middle School PTO budget and may be earmarked, or held in reserve, for a specific purpose that meets the PTO objectives. With PTO approval, a separate and distinct collection of non-perishable food, clothing, or other items, may be conducted as part of a PTO-sponsored activity or event to benefit a particular charity. There will, however, be no monetary donation made by the PTO to outside charity organizations and Chocksett Middle School will be the only beneficiary of PTO fundraising activities and events. B. Loans: No loans shall be made by the organization. C. Fiscal Year: The fiscal year runs from September 1st through August 31st. D. Fundraising: Funds from any joint fundraising conducted between Houghton Elementary School and Chocksett Middle School Parent Teacher Groups shall be divided equally between the two groups. Funds from individual fundraising efforts by either organization shall be retained by that organization. E. Insurance: The organization will maintain current insurance coverage.
Question 4

Answer 4
Chocksett Middle School PTO Operating Guidelines for Meetings • Agendas will be distributed through students' backpacks a week prior to the monthly meetings to inform members of issues to be discussed, as well as time and date of the meeting. Copies will also be available in the Chocksett office. • Meetings to start promptly at 7:00 p.m. and adjourn by 9:00 p.m., if possible. - People wishing to speak will be recognized and given reasonable time to address the issue at hand. - One person should speak at a time, while others listen respectfully. - Discussion will be facilitated by co-chairpersons. • Everyone’s input matters. The group welcomes new ideas and participants. • Voting on all issues will be done by a show of hands. • Sub-committees will be established as needed and volunteer sign-up sheets made available to all in attendance. • The Open Discussion session is available for discussion of PTO related matters that don’t appear on the agenda. Anyone in attendance is welcome to speak on relevant issues at this time. • Summary of monthly meetings will be included in the monthly school newsletter.
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