Batavia Elementary PTO

Article II- Purpose

The purpose of the organization shall be to enhance the educational experience for Batavia Elementary students by supporting academic and enrichment activities. The corporation is organized to promote open communication between the administration, students, teachers, and parents. The PTO will strive to develop a closer connection between school and home by encouraging parental involvement.  PTO initiatives will be focused on improving the environment at Batavia Elementary by providing volunteer and financial support.

Article III- Policies

Section 1 – This organization shall be non-commercial, non-sectarian.  No commercial enterprise shall b endorsed by it. Neither the name of the organization nor the names of its officers in their official capacities shall be used in any connection with a commercial concern or for any purpose other than the regular work of the organization.

Section 2 – This organization shall not seek to direct the administrative activities of the school, or to control its policies.

Section 3 – Contract signing authority is limited to the President, or the President’s designee and Vice President.

Section 4 – The fiscal year of our PTO shall be from August 1^st  through July 31^st  of the following year.

Section 5 – Policies pertaining to Executive Board Members are stated in Article V.

Section 6- The organization shall follow all guidelines and rules set by the Board of Education.

Section 7- The organization shall not promote or enter into a contract with any individual(s) for any services/products that has the potential to generate any personal financial gains.

Article IV- Membership and Dues

Section 1- Membership-

a. Any parent, guardian, or other binding adult of a current Batavia Elementary Student shall be eligible for membership in the organization. The principal and faculty that are currently employed at the school are eligible for membership.

b. All regular members who are current in the payment of annual dues shall be designated as voting members. All dues must be paid 14 calendar days before the meeting to be considered a member in good standing with voting rights.

c. All members in good standing shall have the right to vote on all issues before the organization, to elect officers, and to hold office.

d. Membership dues shall be set by the Executive Board and are made payable to the PTO, through the treasurer. There shall be one membership per household and one vote per household. Dues are currently $3.00 per family.

 Article V- Officers

Section 1- Executive Board- The officers of this organization shall consist of a President, Vice President, Recording Secretary, Corresponding Secretary, and a Treasurer. The Principal, or his/her designee, is a voting member of the Executive Board.

Section 2- Term of Office- Officers are elected for one year and may serve no more than 4 consecutive terms in the same office. Each person elected shall only hold one office at a time.

Section 3- Qualifications- Any PTO member that is in good standing is eligible to run for office.

Section 4- Removal/Vacancies- An officer may be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board. If a vacancy occurs on the Executive Board, the President shall appoint a PTO member to fill the vacancy, for the remainder of the officer’s term. If there is a vacancy of a President, the Vice President shall resume the President’s responsibilities.

Section 5- Duties- Amendments to the duties herein may be proposed by any PTO member. Any amendments shall be considered for voting at a subsequent general meeting.

            a. Executive Board. The Executive Board shall manage the affairs, activities, and operation of the organization.  The Executive Board shall transact necessary business during the intervals between general membership meetings. It may create standing and special committees, approve the plans and work of standing and special committees. The Executive Board shall present reports and recommendations at the meetings of the membership, prepare and submit a budget, and, in general, conduct the business and activities of the organization. The Board shall approve payment of routine bills within the limits of the budget. By a majority vote of all Executive Board members the approval of unbudgeted expenditures may be made up to a maximum of $100.00. Expenditures over $100.00 must be put to a vote of the membership.

            b. President. The president shall preside over meetings of the organization and the board, serve as the primary contact for the principal, and represent the organization at meetings outside the organization. The president will serve as an ex-officio member of all committees of the organization, and coordinate the work of all the officers and committees so that the purpose of the organization is served. He/She will create and publish the annual PTO calendar by the first PTO meeting of the school year. The president shall have contract signing authority and serve as custodian of the organizations official records.

            c. Vice-President. The vice president shall aid the president and chair meetings in the absence of the president. He/She shall act as the liaison between committee and project chairs with the Executive Board. Perform the duties of the president in the event of that officer’s absence or inability to serve.

            d. Recording Secretary. The secretary shall aid the president in preparation of the agenda for the General Membership meetings. Prepare any materials needed for distribution or reference at General Membership meetings. He/She shall take minutes at Executive Board and General Membership meetings. Finalize minutes, obtain necessary approvals, and post minutes within a timely manner. The secretary will also keep a copy of the minutes, bylaws, rules, and any other necessary supplies, and brings them to meetings. A brief summary of the most recent minutes shall be presented in the beginning of each meeting of the membership or Executive Board.

            e. Corresponding Secretary.  The corresponding secretary shall prepare any correspondence and publicity for the organization as needed. Maintain the PTO bulletin board or display case, and PTO announcements on marquis board, school website, and additional locations as otherwise noted. He/She shall aid in the recruitment of volunteers and committee chairpersons.

            f. Treasurer. The treasurer shall receive all funds of the organization and be the official custodian of all organization funds. Keep an accurate record of receipts, expenditures, check requisitions, and pay out funds in accordance with the approval of the executive board. Provide a monthly cash-flow report at all General Membership meetings and to the Executive Board members in months with no General Membership meeting. He/She shall prepare and provide a quarterly report of the organizations financial records to the Batavia School District Administrators office. Prepare letters of donations for items/services purchased with PTO funds and submit to the Board of Education for approval. Facilitate an annual audit of the financial records and practices during the summer of each year. Prepare and submit federal tax forms as required by the IRS by July 31^st of each year.

Article VI- Nominations and Elections

Officers shall be elected annually in the Month of May.  Nominations will be accepted for individuals that are in good standing as explained herein this document. Nominations may be given in writing or from the floor prior to the ballots being distributed.  If an individual is running unopposed, a voice vote may be taken. If more than one person is running for an office, a ballot vote shall take place.  Nominations given from the floor shall be considered a write in candidate on the ballot. Nominees will be given the opportunity to address the members prior to voting. Newly elected officers shall assume their duties August 1^st.

The outgoing President shall be invited to serve as an advisor to the Executive Board for one year in order to ensure continuity.

Article VII- Meetings

Section 1- General PTO Meetings- At least 5 general meetings of the organization shall be held during each school year. The times and place of the meeting shall be announced at least 7 days prior to the meeting.

Section 2- Special Meetings- Additional meetings may be called by Executive Board Members or by petition of the majority of voting members presented to a school Administrator. The times and place of the meeting shall be announced at least 7 days prior to the meeting.

Section 3- Voting- Each voting member in attendance at a PTO meeting is eligible to vote. A majority vote of the designated quorum shall be required for all action to be taken by the organization.  Absentee or proxy votes are not allowed unless prior approval was given by the Executive Board.

Section 4- Quorum- All voting members present at a properly called meeting shall be designated as a quorum and be entitled to participate in the business of the organization. There shall be one vote per membership, one vote per household.

Article VIII- Committees

Committees shall be created by the Executive Board as needed to promote the purpose and interests of the organization. The need for specific committees will be reviewed annually. Only voting members in good standing may serve as committee chairpersons. The chairperson shall report the plans and activities of the committee to the president, who must approve all reports. The president will act as an ex-officio member of all committees. Any regular member may serve as a committee volunteer.

Article IX- Financial Policies

Section 1 – All funds shall be kept in a checking account in the name of Batavia Elementary School PTO, requiring two signatures of the Executive Board and held at a local financial institution.

Section 2 – Reimbursement Requests must be done in writing on the designated form and submitted no less than seven days prior to the next scheduled PTO meeting.

Section 3- Annual taxes must be filed in compliance to the IRS before July 31^st for the current fiscal year.

Section 4- All Financial activity shall be recorded in a manual or computer based accounting system.

Section 5- The organization shall leave a minimum of $500.00 in the treasury at the end of the fiscal year.

Section 6- Two authorized signatures shall be required on each check. Authorized signers shall be the president, treasurer, and principal.

Article X- Bylaw Amendments

These bylaws may be amended at any General Membership or Special Meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.

Article XI- Dissolution

The PTO organization may be dissolved after a notice of 14 calendar days has been given to members and with a two-thirds vote of those present at the meeting. Any remaining funds shall be donated to the Batavia Elementary School.

Robert’s Rules of Order shall govern meetings when they are not in conflict with the organizations bylaws or the Batavia School District Board of Education Policies.

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