Hopewell Elementary PTO

PTO BY-LAWS
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Hopewell PTO Mission

The purpose of the Hopewell Elementary School Parent-Teacher Organization is to enhance the overall educational experience of the children attending this school through the collaborative efforts of parents, teachers, administrators, and the community at large. This objective will be accomplished through the dedication of participants' time, energy, talent and attentiveness to policies affecting our children.

ARTICLE I - Name
The name of this organization shall be the Hopewell Elementary School Parent Teacher Organization, Inc.

ARTICLE II - Purpose

Section 1.
The purpose of the Hopewell Elementary School Parent-Teacher Organization is to enhance the overall educational experience of the children attending this school through the collaborative efforts of parents, teachers, administrators and the community at large. This objective will be accomplished through the dedication of participants' time, energy, talent and attentiveness to policies affecting our children.

Section 2.
This organization shall be nonsectarian, nonpartisan, nonprofit, and shall be organized exclusively for charitable purposes within the meaning of the Internal Revenue Code Sec. 501(c)(3).

ARTICLE III - Membership

Section 1.
Membership shall consist of all parents or guardians of students attending Hopewell Elementary School and staff of the school.

Section 2.
The principal(s) shall be an ex-oficio member of this organization.

ARTICLE IV - Officers

Section 1.
The elected officers of this organization shall consist of at least a President, a First Vice President, two Second Vice Presidents, one or two Teacher Representatives, a Secretary, a Treasurer, a Social Committee Chair and one Trustee. As necessary, there may be more than one of any officer. These officers shall be elected annually. No officer shall serve in the same office for more than two consecutive terms, excluding teachers. The outgoing President(s) will serve in the capacity as advisors for the new officers for a mutually agreed upon period of time.

Section 2.

(a) A Nominating Committee shall be appointed by the President(s) prior to the February meeting and shall consist of at least one member of the Executive Committee and three other members of the organization. The Nominating Committee shall prepare and present a slate of nominees for office, except for the office of Teacher Representative at the March meeting. Additional nominations may be made from the floor, with consent of the nominee. The Nominating Committee shall also prepare a list of committee heads to be submitted at the April meeting. This list shall be prepared from a polling of the general membership requesting volunteers.

(b) Except for the office of Teacher Representative, officers shall be elected by a majority vote at the annual meeting in the month of May. The balance of the school year will serve as a training period of new officers. Teacher Representatives shall be selected by a majority vote of the teaching staff prior to the May PTO meeting. The names of those selected will be reported at that time. Incumbent officers shall serve until June 30th.

Section 3.
A vacancy occurring in an office shall be filled by a person named by the President(s) for the unexpired term.

Section 4.
The officers shall have the duties set forth below:

(a) The President(s) shall preside at all meetings of the organization and at meetings of the Executive Committee and shall appoint chairpersons of all PTO-generated committees and serve as an ex-officio member of all committees. The President(s) shall coordinate the work of the officers and committees and perform all other duties usually pertaining to the office.

(b) The First Vice President(s) shall be responsible for organizing, supervising, and communicating with the room parents. Duties include coordinating the phone chains for school closings and arranging for refreshments for monthly PTO meetings and other school functions. In the event the President(s) is unable to preside at a particular meeting, the First Vice President shall preside at such meeting in the President(s) absence. If for any reason the President(s) is unable to discharge the duties of the office, the First Vice President shall assume those duties for the balance of the term for which s/he was elected. An interim First Vice President may be appointed by the Executive Committee.

(c) The Second Vice President - Fundraising shall be responsible for coordinating fundraising activities, including attending meetings of the District Fundraising Committee.

(d) The Second Vice President - Assemblies shall be responsible for selecting and scheduling student assemblies.

(e) The Teacher Representative position may be held by one or more teaching staff members who shall be selected by the teacher staff. The Teacher Representative(s) shall attend all regular meetings of the PTO. The Teacher Representative shall solicit input of teachers concerning issues raised at PTO meetings on a regular basis and serve as a communication link between the PTO and teachers.

(f) The Secretary(s) shall maintain a correct record of all meetings of the organization, and of all Executive Committee meetings, disseminate minutes, and maintain and respond to all correspondence and records.

(g) The Treasurer(s) shall receive all funds of the organization, shall keep an accurate record of the receipts and expenditures, and shall pay out funds only as authorized by the organization and Executive Committee. Any single disbursement exceeding $500.00 shall be co-signed by the President and Treasurer. The Treasurer shall present a statement of account at every business meeting of the organization and at other times when requested by the Executive Committee and shall prepare and present an ongoing budget.

(h) The Social Committee Chairperson(s) shall be responsible for organizing and supervising events and activities that involve students and families. The goal is to create opportunities for children and their families to interact in a relaxed and enjoyable venue. The activities should be of a non-fundraising nature although exceptions can be made in coordination with the Second Vice President - Fundraising.

(i) The Trustee shall maintain and update the books of procedures for the PTO officer positions as well as the major committees established by the PTO. The Trustee must be a member of the prior year's PTO Executive Board and shall provide continuity of positions, policies and procedures.

ARTICLE V - Executive Committee

Section 1.
The Executive Committee shall consist of the President(s), First Vice Presidents, Second Vice President-Fundraising, Second Vice President - Assemblies, Secretary, Treasurer, Social Committee Chair and the Trustee (ex-officio) of the organization. Any other member of the organization shall be invited in an advisory capacity as needed.

Section 2.
Other than the power to amend these By-Laws and elect officers, The Executive Committee shall have full power to act for the organization and supervise disbursement of funds between the regular meetings of the organization.

Section 3.
Meetings of the Executive Committee should be limited to decision necessary before the next regular meeting, but should not replace the regular monthly meeting, which is open to all interested persons. Any action taken must be by the affirmative vote of five (5) members of the Executive Committee. Decisions may also be made by a unanimous written certificate of the entire membership of the Executive Committee. Decisions made by the Executive Committee shall be reported at the next regular monthly meeting of the PTO and the immediacy of the issue necessitating the meeting shall be explained.

ARTICLE VI - Meetings

There shall be regular monthly meetings during the school year of the organization unless determined otherwise by the Executive Committee. Fifteen (15) members shall constitute a quorum for voting purposes.

ARTICLE VII - Procedure

The rules contained in Robert's Rules of Order Newly Revised, which pertains to parliamentary procedure, shall govern this organization in all cases in which they are applicable, and in which they are not inconsistent with these By-Laws.

ARTICLE VIII - Fundraising

In an effort to coordinate and balance the various fundraising activities for the school community, the PTO will be responsible for organizing and supervising all school-wide fundraising activities. Therefore, school-wide solicitation should not be undertaken by individual grade levels or classes. Each year the Executive Committee shall determine an appropriate amount of money (based on class size) to be given to the 5th grade class to be used for end-of-year activities (such as a class picture, t-shirts, ceremony). Individual grade level fundraising (such as car washes and bake sales) may be scheduled in coordination with the Second Vice President - Fundraising with the intention of supplementing the money from the PTO, if necessary. All fundraising will be conducted in accordance with District policy and procedure.

ARTICLE IX - Amendments

The By-Laws may be amended at any regular meeting of the organization by a two-thirds vote of the quorum, provided the proposed amendment has been presented at a previous meeting of the organization, or notice thereof has been given to all members of the organization at least two weeks prior to said meeting. These By-Laws shall be reviewed, and, if needed, revised every three years.

ARTICLE X - Dissolution
Upon dissolution of this corporation, the Executive Committee shall, after payment of all liabilities, dispose of all the assets of the organization exclusively for the purpose and in such manner or to such an organization or organizations organized and operated exclusively for charitable or educational purposes as shall at the time qualify for exemption under Sec. 501(c)(3) of the Internal Revenue Code.

Adopted and Approved 2002. 02.