BY-LAWS OF THE EISENHOWER PTO
ARTICLE 1 – NAME
The name of this organization is the Dwight D. Eisenhower Elementary Parent Teacher Organization
ARTICLE 2 – PURPOSE
Section 1: The PTO will work together for the common good of the school.
Section 2: To provide financial aid in supplemental projects directly benefiting the students and the staff of the Elementary School.
ARTICLE 3 – MEMBERSHIP
Section 1: The PTO shall consist of any or all parents and/or legal guardians of students, grandparents of students, staff, and principal of the Eisenhower Elementary School.
Section 2: Each member has one vote. In the event of a tie vote, the principal will break the tie.
Section 3: Member must be present to vote, there will be not voting by proxy/absentee voting allowed.
Section 4: Proposing individual is to be excluded from voting on the proposed topic.
ARTICLE 4 – OFFICERS AND THEIR ELECTION
Section 1: The officers of this organization shall consist of a President, a Vice President, a Recording Secretary, a Corresponding Secretary, and Treasurer
Section 2: Nominations will be made in April with a ballot vote in May.
Section 3: Treasurer office is the only office that may be a co-chair position. Co-Chair’s must run as a team if there will be co-chairs.
Section 4: Officers shall be elected by ballot in the month of May.
Section 5: Officers shall assume their official duties right away as a co-officer until July 1 to learn the job. Treasurer will assume duties by September 1.
Section 6: To run for office you must attend 3 PTO meetings during the election year.
Section 7: A vacancy occurring in any office shall be filled for the unexpired term by a person that the President and Principal agree upon. That newly appointed officer will fill the remainder of the school year then an election will be held to fill the vacancy. In case a vacancy occurs in the office of President, the Vice-President shall serve notice of the election.
Section 8: President shall be responsible for the following:
A. Presides over all meetings
B. Set Agenda
C. Calls special board meetings as needed
D. Keeps in constant contact will committee chairperson(s) for status
E. Work with tax advisor and PTO treasurer in filing annual PTO taxes
F. Establish a climate in which all members feel welcome to participate.
G. Be a member ex-officio of all committees
H. Represent the PTO or appoint another member to represent the PTO at appropriate meetings or functions
I. Prepare for a smoooth transition from year to year by studying and distributing appropriate officers or committee chairpersons information and material secured from previous officers.
Section 9: Vice-President shall be responsible for the following:
A. Assume role of president in their absence
B. Works closely with president to help with tasks when needed
C. Checks and maintains the PTO PO Box
Section 10: Recording Secretary shall be responsible for the following:
A. Keeps minutes of all board and monthly meetings
B. Keeps and tracks attendance at all meetings
C. Types report for montly newsletter
D. Submits a hard copy to Principal monthly. Keeps a master file of all minutes and reports until June and then file in PTO school file cabinet.
E. If unable to attend PTO meeting will contact the correspondint Secretary to be their replacement.
Section 11: Correspondint Secretary shall be responsible for the following:
A. Assumes the role of recording secretary in their absence.
B. Monthly communication to parents
C. Digitally submit PTO correspondence for web page updates
D. Additional duties as requested by the board
Section 12: Treasurer shall be responsible for the following:
A. Maintain PTO petty cash in office.
B. Checks PO Box and school office mail fo treasury related correspondence.
C. Receives all monies of the organization
D. Keeps an accurate record of receipts and expenditures of the organization
E. Pays out funds only as authorized by the organization
F. Submits a monthly financial report at every meeting
G. Accumulates all records needed for year end taxes
H. Files financial documents with the President for tax filing
I. Have all checks signed by two person, the treasurer and one other officer or principal
J. Any additional funds needed up to $200 a month between meetings can be approved without general members vote as long as the majority of the baord agrees with the additional expense.
K. Presents the budget to the general membership in September.
ARTICLE 5 – MEETINGS
Section 1: General membership meetings will be held once per month throughout the school year. Meetings will be determined in May and are subject to change.
Section 2: Any meeting changes will require a minimum 48 hour notice
Section 3: A simple majority of members present at the time of the meeting is required for passage of business transactions.
Section 4: All issues on the general agenda shall be limited to the functions of the PTO
ARTICLE 6 – EXECUTIVE BOARD
Section 1: Board membership shall consist of a President, Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer
Section 2: Board members are encouraged to make every effort to attend all general and board meetings. To remain a member in good standing you must attend 3 meetings per school year. Board members who are unable to attend are required to notify the President prior to the meeting.
ARTICLE 7 – STANDING AND SPECIAL COMMITTEES
Section 1: The power to form special committees rests with the PTO Board
Section 2: Standing committee chairpersons will be PTO Members
Section 3: Committee budget must be submitted by Chairperson for approval by PTO Board, one month prior to event. Committee budgets are determined at the budget meeting.
Section 4: No member shall chair more than two committees unless there is a shortage of members
Section 5: If a committee chairperson needs to discuss an issue at a general meeting they will notify the President prior to the meeting
Section 6: It is encouraged that committee chair-people attend every meeting especially the meeting prior and directly after their event
Section 7: The committee chairperson must market and express interest to join PTO to other parents of the school whenever possible.
ARTICLE 8 – PARLIAMENTARY AUTHORITY
Section 1: Robert’s Ruels of Order will be followed.
Section 2: To make a motion
A. A member should start the motion
B. Another member must second the motion
C. The president will then restate the motion
D. The members debate the motion being sure to wait their turn so that they can be heard
E. The president then asks for the vote
F. The president then announces the result of the voting and instructs the proper person to take action on this matter
ARTICLE 9 – AMENDMENT OF BYLAWS
Section 1: Copies will be available at each meeting and on line at the PTO website and in the office
Section 2: These By-Laws may be amended at any meeting by a majority of members present at the time of the meeting or at a special separate meeting held at the discretion of the PTO board. A 30 day notice is required before a vote can be taken.
Amended and Adopted: October, 2006