VALLEY MIDDLE SCHOOL
PARENT-TEACHER ORGANIZATION BYLAWS
July15, 2010
Bylaws Committee: Lara Scolpino, Gina Steele, Sherilyn Bremer, Barbara Linquito and Gregg Desiderio
ARTICLE I: NAME
The name of this organization shall be the VALLEY MIDDLE SCHOOL PARENT-TEACHER ORGANIZATION.
ARTICLE II: OBJECTIVES
The objectives of this organization shall be to promote a closer relationship between home and school, so that parents and teachers may cooperate intelligently in the education of the child and to promote the welfare of children at home, in school and in the community.
ARTICLE III: POLICIES
SECTION 1: The purpose of this organization shall be to develop between educators and the school community such united effort as well as secure for all children and youth the highest advantages in physical, mental and social education. It shall not seek to direct administrative activities of the school.
SECTION 2: This organization shall be non-commercial, non-sectarian and politically non-partisan. Neither the name of this organization nor the names of its officers in their official capacities should be used for anything other than the activities of the organization.
SECTION 3: This organization shall keep books of accounts and records sufficient to establish the items of gross income, receipts and disbursements of the organization including the number of members and dues collected from its members. These books of accounts and records shall be open to inspection at all reasonable times.
ARTICLE IV: MEMBERSHIP
SECTION 1: All parents or legal guardians having children attending Valley Middle School and faculty members of the school are eligible for membership in the organization.
SECTION 2: Dues are $10.00 per family, per school year. These will be the same dues for faculty members. Membership dues will be accepted throughout the school year.
SECTION 3: Members shall be entitled to all the rights and privileges of the organization once their children have been officially registered in the school and dues have been paid, making them eligible for one vote per membership on any matters relative to the organization and/or its Bylaws.
ARTICLE V: MEETINGS
Meetings of the organization shall be held regularly during the school year (approximately once per month).
ARTICLE VI: OFFICERS-NOMINATIONS-ELECTIONS
SECTION 1: The officers of the organization shall be President, Vice-president/Fundraising Chair, Membership Chair, Programs Chair, Hospitality Chair, Recording Secretary, Corresponding Secretary and Treasurer. These members along with the Principal and Vice Principal shall make up the Executive Board.
SECTION 2: Officers shall be elected annually for a term of one year. In order to keep the continuity of the organization, they may succeed themselves twice.**
SECTION 3: In January, the President shall appoint the Nominating Committee Chairperson with the approval of the Executive Board. Presidents are excluded from this committee.
SECTION 4: The Chairperson shall appoint the members of the Nominating Committee with the approval of the Executive Board. This committee shall consist of at least 3 members, preferably one from each sending school and always an uneven number. The Principal or Vice Principal must be present and take part in the selection process. All present Executive Board members must verbally state their intentions with regards to their position for the new school year. Persons appointed to the Nominating Committee may select one of their own members for nomination to an office.
SECTION 5: The Nominating Committee shall submit at least one (1) name for each office. Only those members in good standing or those members in good standing from a previous school year who have consented to serve if elected shall be eligible for nomination, either by the committee or from the floor. This committee shall make its nominations known to the Executive Board and general membership in March. Additional nominations may be made from the floor at the time of the reading of the slate during the general meeting for the election of officers. The Nominating Committee Chair shall notify all persons of their nomination before this meeting.
SECTION 6: The requirements for eligibility for the office of President shall be the following:
- Must be or must have been an active member of the PTO in good standing
- Must have held a previous PTO leadership position, including but not limited to class parent, committee chair or a coordinator of special events
- Must have had regular attendance at previous PTO meetings
- Must be available to attend school events
- May not be a first year VMS parent
SECTION 7: The requirements for eligibility for the office of Vice-President/Fundraising Chair shall be the following:
- Must be or must have been an active member of this PTO or one of the sending school’s PTOs in good standing.
- Must have held a previous leadership position, including but not limited to class parent, committee chair, or a coordinator of special events.
- Must have had regular attendance at previous PTO meetings (either VMS or their sending school).
- Must be available to attend school events, especially when the President cannot
- May be a first year VMS parent
SECTION 8: If there shall be but one candidate for each office, the election may be by voice. If there is more than one candidate for any office, the election shall be by written ballot. If no nominations are made from the floor, it shall be in order for the Nominating Chair to move to cast a unanimous ballot.
SECTION 9: The corresponding Secretary shall notify the general membership of a meeting to be held in April for the purpose of the election of new officers. The Nominating Committee report and the election date must be published during the month prior to the election.
SECTION 10: Any vacancy occurring in an office shall be filled for the unexpired term by appointment of the Executive Board. This appointment shall carry a two-thirds majority vote of the Executive Board. In the event that a vacancy occurs in the office of the President, the Principal and Vice Principal shall appoint an interim for this position until such time that a new President can be elected through the nominating process as outlined in the Bylaws. The formal nomination process must begin not later than 60 days after the appointment of the interim President.
ARTICLE VII: DUTIES OF THE ELECTED OFFICERS
SECTION 1: The President shall preside at all meetings of the organization and its Executive Board, and shall be an ex-officio member of all committees except the Nominating Committee; shall appoint chairpersons of committees and representatives, with the approval of the Executive Board, and shall perform all other duties usually pertaining to the office. In addition, the President shall not serve as the chair of any committee.
SECTION 2: The designated Vice-President/Fundraising Chair shall assume any responsibilities delegated by the President in addition to all duties pertaining to the President’s office in the absence of the President. They shall also be responsible for the coordination and implementation of all activities related to raising funds to support the organization.
SECTION 3: The designated Membership Chairperson(s) shall be responsible for the coordination and implementation of collecting and recording membership dues to support the organization.
SECTION 4: The designated Programs Chairperson(s) shall be responsible for the appointment of all standing committee chairpersons for the organization.
SECTION 5: The designated Hospitality Chairperson(s) shall be responsible for the coordination of the refreshments at various PTO sponsored events throughout the year.
SECTION 6: The designated Recording Secretary shall keep an accurate record of all meetings of the Executive Board, any special meetings called by the Board, shall have a copy of the approved Bylaws available at every meeting, and shall perform such duties as may be delegated to that office.
SECTION 7: The designated Corresponding Secretary shall notify the general membership of all meetings, send letters and cards when necessary, and receive and read mail.
SECTION 8: The designated Treasurer shall receive all monies of the organization, shall keep accurate records of receipts and expenditures, shall act as Chairperson of the Budget and Finance Committee, and pay out funds as authorized by the Executive Board. The Treasurer shall present an up-to-date Statement of Accounts at each general meeting, and shall make a full Annual Report to be submitted for audit. The school year and accounts run from July1st through June 30th.
- All standing committees must present all receipts for reimbursement prior to June 30th.
- A designee and the Treasurer shall affix their signatures to checks for expenditures over five hundred dollars ($500).*
SECTION 10: All officers shall deliver to their successors all official material no later than July 31st or not later than 10 days in the case of resignation.
*See addendum.
ARTICLE VIII: EXECUTIVE BOARD/COMMITTEE
SECTION 1: The Executive Board shall consist of all elected officers of the organization and the Principal and Vice Principal of Valley Middle School.
SECTION 2: The Executive Board shall recommend large, fundraising social affairs of the organization, shall authorize all expenditures prior to payment, which have not already been approved in the budget, and for which authorization shall be written in the minutes of the Board; and shall consider and act on all suggestions presented to it by members of the organization individually or at general meetings.
SECTION 3: The Executive Board may replace any Executive Board member absent for three (3) consecutive meetings without reasonable excuse.
SECTION 4: The Executive Committee shall consist of all elected officers, the chairpersons of standing committees and the Principal and Vice Principal of Valley Middle School.
ARTICLE IX: STANDING COMMITTEES
There shall be such standing committees and representatives created by the officers as may be required to promote the objectives and interests of the organization. The Chairpersons of all standing committees shall present plans of work to the Executive Board, and no projects, or expenditures over budget in excess of one hundred dollars ($100) shall be undertaken without the approval of the Executive Board.
ARTICLE X: PARLIAMENTARY PROCEDURE
SECTION1: The rules contained in ROBERT’S RULES OF ORDER REVISED shall govern the meetings of the organization and the Executive Board, unless modified by the Bylaws.
SECTION 2: The quorum for Executive Board meetings shall be a majority of its members.
SECTION 3: The quorum for a general meeting of the organization shall be ten (10) members of said organization.
SECTION 4: In the event of a decision, if financial, regarding a non-budgetary item in excess of one hundred dollars ($100.00), or otherwise, must be made before a regularly scheduled general meeting of the organization, the President must contact a majority of the Executive Board members to reach a decision. This excludes all school clubs with the exception of the Garden Club.
ARTICLE XI: AMENDMENTS
Amendments to the Bylaws may be proposed at any general meeting by any member who is currently in good standing. Such amendments shall become a matter of record in the minutes. The organization members shall be notified in writing of proposed amendments two (2) weeks prior to the organizational meeting at which the proposed amendments shall be put to vote.
ARTICLE XII: REVIEW OF BYLAWS
A bylaws committee shall meet every three (3) years to review the Bylaws.
QUORUM – “The minimum number of members who must be present at…(a meeting)…for business to be legally transacted…The requirement of a quorum is a protection against totally unrepresentative action in the name of the body by an unduly small number of persons”. From Robert’s Rules of Order – Newly Revised.
Respectively submitted by the Bylaws Committee, for approval on…September 21, 2009.
**Change approved March 15, 2010.
*Addendum to By-Laws
VMS-PTO
Treasurer’s Requirements
PROCEDURES for the collection, reimbursement and payment of funds:
Collecting money:
Cash and checks should be counted and recorded on RECEIPT FORM, then submitted to the Treasurer. (Please remove staples from checks.)
Please also note that CASH collected may not be used for expenses. A PTO check must be used to cover the cost of expenses in order to keep the books balanced.
Running a program or an event:
All chairpersons should be cognizant of their budget. You may pay for the expenses yourself and be reimbursed by completing an EXPENSE REIMBURSEMENT FORM, attaching the receipt(s) and submitting it to the Treasurer. Or, you may request a check from the Treasurer BEFORE the program or event. The Treasurer should be informed who the check should be made payable to and the receipt must be submitted to the Treasurer as soon as possible.
Please note that we are a tax exempt organization. When purchasing supplies for a program or event, please use an EXEMPT ORGANIZATION
CERTIFICATE (if applicable). You may request this form from the Treasurer, which must also be signed by the Treasurer.
Please also be advised that if you find that your expenses will exceed your budgeted amount by $100.00 or more, you must get approval from the President prior to incurring the expense.
Fundraising:
All bills incurred from a fundraising event should be given to the Treasurer as soon as possible as some vendors apply discounts for paying swiftly.