Stuart-Burns Elementary School

PTO Bylaws

 

I   NAME.   The name of the organization shall be the Stuart-Burns Parent Teacher Organization

 

II.   PURPOSE.  The purpose of the organization shall be to aid the students of Stuart-burns Elementary school by providing support for their educational and recreational needs (to) and promote open communication between the administration, teachers and parents. 

 

III. MISSION.   We are committed to working together - parents, siblings, grandparents, guardians, faculty and staff - toward a common goal. That goal, simply stated is creating a better school and a better educational experience for our children.  We strive to create an atmosphere where teachers, administrators, and support staff can do their best work - and so can our children.

 

IV.  MEMBERSHIP

 

A.  Membership.  PTO welcomes all volunteers, including all parents, grandparents, and legal guardians of students who currently attend Stuart-Burns Elementary School and all current faculty and staff of Stuart-Burns Elementary School shall be eligible for membership in the organization.  Only dues paying members shall have the right to vote on all issues before the membership, to elect officers, and to hold office.  The membership fees can be determined on an annual basis.

 

IV.  MEETINGS.

 

A.   Regular Meetings. At least three General Membership Meetings of the organization shall be held during each school year. The time and place of the meetings shall be announced by written notice at least seven (7) days prior to the meeting.  All meetings shall have an agenda and student performances will be scheduled separately from PTO Meetings.

 

B.   Special Meetings.  Additional meetings of the organization may be called by the Executive Committee or by petition of a majority by written notice of the Voting Members.  The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting.

 

C.   Quorum.  Those persons present at a properly called General Membership or Special meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

 

D.   Voting.  A majority vote of the Voting Members present at any meeting shall be required for all action to be taken by the organization.

 

V.   OFFICERS.

A.  Positions.  The executive officers of the organization shall consist of a President, President-Elect, Recording Secretary, Treasurer, Treasurer-Elect, Vice President of Fundraising, Vice President of Membership, Vice President of School & Community Support, Vice President of Student Development, Vice President of Public Relations, Vice President of Communications, and Past President.

 

B.   The President shall serve a term of one year; Schedule, coordinate, and facilitate all PTO general and officer  meetings; Guide and support PTO officers and committee chairs in performing their duties; Ensure PTO guidelines and procedures are followed as outlined in the Bylaws; Provide assistance with PTO functions and events ; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds ; Co-sign PTO checks over $500; Work with Principal and other school staff to enrich and enhance the educational and developmental programs of PTO; Report regularly to Principal regarding activities and concerns of the PTO; Represent PTO as necessary; Work closely with President-elect to ensure a smooth transition to President; Serve as Past President the following year (see job duties for Past President)

 

C.   President-Elect will serve a one year term with the intention of serving as President the following term;  Serve as President the following year; Work closely with the President to become familiar with responsibilities; Preside over all meetings in absence of the President; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events ; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds; In absence of the President, co-sign PTO checks over $500; Assist President as needed, including representing PTO as necessary; Transition responsibilities, maintain record system for files, procedures, and events.

 

D.   Recording Secretary shall serve a one year term; Record and publish the minutes of all PTO general and officer meetings; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds; Perform other recording duties as necessary.

 

E.  Treasurer shall serve a one year term; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds; Finalize budget to submit for approval to PTO membership; Obtain member approval of annual budget for following year at last meeting of current year; Deposit all income and pay all expenses and record appropriately; Sign checks to pay PTO expenses or reimburse expenditures; Maintain all spreadsheets for financial tracking ; Maintain financial report; Publish financial report monthly; Balance bank account and PTO checkbook/financial records; Manage financial requests (from teachers, staff, and PTO officers and chairs) to ensure they coincide with budget; Note requests that may occur annually to prepare for in setting budget (requests such as: SBES Track Team, Student Council Assistant, Friday Night Prime Time); Ensure money handling procedures are followed according to the PTO By-laws, school policy, and state law; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; Work closely with Treasurer-elect to ensure a smooth transition to Treasurer.

F.  Treasurer-Elect shall serve a one year term with the intention to serve as Treasurer the following term; Serve as Treasurer the following year; Work closely with the Treasurer to become familiar with responsibilities; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; Assist Treasurer as needed on all financial matters; In absence of Treasurer, sign checks to pay PTO expenses or reimburse expenditures; Transition responsibilities, maintain record system for files, procedures, and events.

 

G.  Vice President, Fundraising shall serve a one year term; Propose and provide suggestions to board for PTO fundraisers; Work with school staff regarding all fundraising activities; Coordinate, advise, and assist committee chairs for:

–               Fun Run (Fall PTO Fundraiser)  

–               Fall Festival (SBES Fundraiser)

–               Reading Rodeo (SBES Fundraiser)

–               Spring PTO Fundraiser

Frequent coordination with VP Communication and VP Publicity regarding events; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds.

 

H.  Vice President, Membership shall serve a one year term; Recruit members to PTO including, but not limited to SBES Open House, Membership Drive, and publication of membership/volunteer recruitment letter; Coordinate and publish PTO member directory; Recruit and assist in coordinating volunteers for other officers, chairs, and school support; Collect dues for Treasurer; Coordinate activities, events, and/or speakers for meetings with the purpose to recruit, inform, and enrich members; Builds and maintains email distribution list for members and volunteers; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds.

I.  Vice President, School & Community Support shall serve a one year term; Work with school staff regarding school and community needs and wishes; Coordinate, advise, and assist committee chairs for:

- Beautification               - Health Fair      - Hospitality      

- PE Play Day               - Spirit Wear      - Paws for Claus (Santa Pictures)

- Trash for Cash

Ø       Box Tops / Soup Labels Program

Ø       Ronald McDonald House Tab Collections / Titans of Taste  Program

Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds.

J.  Vice President, Student Development shall serve a one year term; Research, coordinate, and cultivate programs which encourage the educational, social, and character development of students; Work closely with school staff to promote and enhance student development; Coordinate, advise, and assist committee chairs for:

                           - Character Counts         - DARE             - Library            - Student Council

Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds .

K.  Vice President, Public Relations shall serve a one year term; Coordinate and/or arrange for advertisements, press releases, and publicity to school events through media such as local newspapers, radio, television, and other forms of advertisement; Coordinate and or assist web developer in keeping PTO website current on all PTO events and information; Create flyers and other forms of advertising for PTO and school events; Assist VP Communications with other correspondence needs; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds .

 

L.  Vice President, Communications shall serve a one year term;  Develop, compose, and distribute PTO Newsletter; Develop, compose, and distribute other communications for Parents/Teachers; Receive Honor Roll from office staff on regular basis for posting in newsletter.  Ensure Honor Roll is posted correctly for students to receive correct recognition; Assist VP Public Relations with other correspondence needs; Attend and participate in all PTO general and officer meetings; Provide assistance with PTO functions and events; In conjunction with other PTO officers, determine and create annual PTO budget, PTO fundraisers, and allocation of funds.

 

M.  Past President shall serve a one year term; Serve as advisor for current president and other officers; Attend and participate in all PTO general and officer meetings; Other coordinator positions are appointed as needed.

 

VI.   ELECTIONS.

 

A.   Procedure.  The election of officers shall take place during the 2^nd Semester during the Month of March, April or May before the school year for offices to begin.  All voting members of the organization may participate in the election.  The Nominating Committee shall present a slate of officers for election.  Further nominations may be received from the floor.  The election of the slate, if non-contested, may be by voice vote.  Any contested election shall be by written ballot.

 

B.   Term of Office.  The term of each officer shall be one year, beginning on June 15^th and ending on June 14^th of each year.  A person may be elected to the same or other office for more than one term with exception of the offices of President-Elect and Treasurer-Elect as they will move into the offices of President and Treasurer as noted in their job descriptions.

 

C.   Selection.  A majority of the votes cast by the Voting Members shall be necessary for election.  Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of notes shall immediately be held.

 

D.   Vacancies.  Any vacancy in office because of death, resignation or inability to serve shall be filled by the Executive Committee for the unexpired portion of the term; however, should a vacancy occur in the office of the President, the President-Elect will move into the office of President.  Treasurer-Elect will move into position of Treasurer.

 

VII.   EXECUTIVE COMMITTEE

 

A.   General Powers.  The affairs, activities and operation of the organization shall be managed by the Executive Committee.  The Executive Committee shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these Bylaws.  It may create Special committees, approve the plans and work of special committees, present reports and recommendations at the meetings of the membership, and, in general, conduct the business and activities of the organization.

 

B.   Membership. President-Elect, Recording Secretary, Treasurer and Treasurer-Elect, Vice President of Fundraising, Vice President of Membership, Vice President of School and Community Support, Vice President of Student Development, Vice President of Public Relations, Vice President of Communications, Past President.

 

C.   Meetings.  Regular meeting of the Executive Committee shall be held during the year, the time to be established at the first meeting of the year.  Special meetings may be called by the President or by a majority of the Executive Committee.  Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days written notice in advance.  When possible, notice of the meetings should be announced to all Regular Members of the organization.  Any Regular or Voting member may attend a meeting of the Executive committee, but shall not be entitled to vote on matters before the body.

 

D.   Quorum.  A majority of the regular members of the Executive Committee shall constitute a quorum for the transaction of business.

 

E.   Voting.  The act of the majority of the regular and ex-officio members of the Executive committee present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Committee.

 

VIII.   SPECIAL COMMITTEES

 

A.   Special Committees.  The President and/or the Executive Committee may create Special Committees.  Special Committees shall be created for a specific time and/or tack and shall cease to exist when that time or task has been completed, or on June 14 of each year, whichever occurs first.  The President shall appoint the chairperson of all Special Committees.  Only Voting Members may serve as chairpersons.  Any Regular Member may serve as a committee member.  The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

 

IX.    FINANCES.

 

A.   Budget.  The Executive Committee shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year.  This budget shall be used to guide the activities of the Executive Committee during the year.  Any substantial deviation from the budget must be approved in advance by the membership.

 

B.   Obligations.  The Executive Committee may authorized any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization.  The officers shall not have the authority, however, to enter into such agreements on behalf of Stuart-Burns Elementary School or the Dickson County District.

 

C.   Loans.  No loans shall be made by the organization to its officers or members.

 

D.   Commercial Paper.  All checks, drafts, or other orders for the payment of money on behalf of the organization shall be co-signed and the Co-Treasurers or designated other person as authorized in writing by Executive Committee.

 

E.   Treasurer and Treasurer-Elect shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Committee in accordance with the budget adopted by the membership.  All deposits and/or disbursements shall be made within a maximum of seven (7) days from the receipt of the funds and/or orders of payment.

 

F.   Financial Report.  The treasurer shall present a financial report at each General Membership Meeting of the organization and shall prepare a beginning and closing report each year. 

X.   MEMBERSHIP DUES.

 

A.   Amount.  The organization shall authorize and collect membership dues to be used for the operation of the organization.  Any change in the amount of the dues shall be approved by a vote of the Voting Members acting in the manner prescribed in Section IV.

 

XI.   Amendments.  By these Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Voting Members at any Regular or Special Meeting.

XII.   Authority. If any part of these Bylaws shall conflict with the decisions, policies, or procedures adopted by the Dickson county School Board, they shall be deemed null and void and the decision of the Dickson County School Board shall, in all cases control.