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Queen Creek Elementary |
Parents and Teachers Organization
By-Laws
August 2008 Article I Name The name of this organization shall be Queen Creek Elementary School Parents and Teachers Organization, hereafter referred to as the Queen Creek Elementary School PTO. The official address of the Queen Creek Elementary School PTO shall be the physical address of Queen Creek Elementary School: 23636 S. 204th St., Queen Creek, AZ, 85242. Article II Membership Membership is open to all Queen Creek Elementary School parents and school staff. There will be no membership dues for any parent of staff member who wants to be involved with the PTO. Article III Objectives To promote the development, growth, and education of our children in the school, community and home. To assist the school in bringing the highest advantages of physical, mental, social, and moral education to the students. To support Queen Creek Elementary School in its goals and objectives. To sponsor activities for the school and community that meets the above criteria. Article IV Officers Officers of the PTO for the following school year shall be elected at the last scheduled PTO business meeting of the year. Standing officers shall include: President, Vice-President, Secretary and Treasurer. The past president also sits as a full member of the PTO Executive Board. An election meeting must be publicized as such, and nominations submitted prior to the meeting; a majority vote of persons in attendance at the election meeting is required to elect officers. Term of office shall be one year from June 1st to May 31st. Unless objected to be membership or opposed by another candidate, officers are encouraged to serve two consecutive terms, to take advantage of experience gained. No one person shall serve in the same Executive Board position for more than two consecutive years, unless no other candidates are available. The duty of loyalty requires that a Board member act with the best interests of the organization in mind. The Board members must be willing to contribute enough time to serve the PTO and further its work. The Board must be willing to learn, grow, work with others as a team, and have mutual respect and trust. They must be interested in the programs in the school, the education and the well being of our children and our community. Duties of the officers: President: Presides over all regular meetings; equally coordinates and oversees the work of the officers and committee chairpersons to ensure alignment with organizational objectives; signs all orders and vouchers; meets with the Principal to discuss any upcoming activities and plans and seek approval; coordinates the calendar for the PTO; schedules meetings; distributes materials received to the appropriate officers; consults with officers and chairpersons to ensure work is being accomplished; signs checks for the organization and does any banking; appoints all committees and serves as an ex-officio member of all committees; shall be fair with all board members, delegates responsibilities, and offers assistance. Vice-President: Performs all duties of the President in the event of the absence of or inability of the President to act or upon request; if temporarily representing the President, shall report to the President any new business within a reasonable amount of time, not to exceed 48 hours; performs other duties as directed by the President. Secretary: Keeps records and minutes of all meetings; distributes minutes to the President, Principal, files, and general membership on request; handles all official correspondence as directed by the President; handles publicity needs if no publicity committee is formed. Treasurer; Keeps custody of all financial records and PTO funds; maintains a ledger of PTO expenditures and receipts; submits a financial report to the Executive Board to be presented at PTO general meetings; submits a financial report for end-of-year review to the Principal; signs checks and does banking for the PTO; closes out finances of all fund-raisers. Other: The past president attends all general and Board meetings, advises the Executive Board, and assists the President as requested. Committee Chairpersons include those over the Book Fair, Rummage sale, Room Mom Coordinator, Work Room, Teacher Appre ciation, Reindeer Lane, Spring Fling, Turkey Trot, and other committees as may be formed from time to time. These individuals provide vital assistance to the PTO Board and serve as a liaison between the Executive Board and individual parent volunteers on the projects. Each is provided a folder detailing their responsibilities and authority. Nominations for officers shall be accepted in writing to the school office or at the April PTO meeting. Nominee permission must be obtained prior to their names being placed on the ballot. Mid-year vacancies will be filled by appointment by the Executive Board. The appointed person will serve the remainder of the term. Removal from Office is accomplished by a majority vote of the Executive Board. Justification for removal includes consistent fail ure to perform assigned duties, corruption, failure to attend meetings, and any action that brings dishonor upon the PTO or Queen Creek Elementary School. A hearing will be held to consider the merits of any proposed removal. Article V Executive Board The governing body of the PTO shall be known as the Executive Board. It shall consist of the President, Vice-President, Secretary, Treasurer, and Past President. Board meetings shall be held monthly, or more frequently if determined by the officers. Committee chairpersons may be included in Board meetings as needed and determined by the President. The Executive Board shall be responsible for all policy decisions affecting the organization’s membership. All members of the Executive Board have voting rights. Article VI Meeting Procedures The Executive Board members shall have knowledge of the meeting agenda prior to any meetings. Committee chairpersons will provide pertinent reports to the Executive Board prior to all meetings. The Order of Business shall be as follows: Call to order and introductions Last meeting’s minutes reviewed and corrected as needed Treasurer’s report Old business New Business Principal’s Time Teacher’s Time Announcements; public interest; parents’ input Adjournment Meetings shall be conducted Roberts’ Rules of Order Executive Board establishes and publishes a meeting calendar for the year. Written notices will be made one week in advance of each meeting. Any item of business requiring a vote shall require a vote of the majority of members present at any meeting. Article VII Funds Any expenditure of funds shall be recommended by the Executive Board and approved by a majority vote of PTO members present at a regular meeting. The PTO President may grant emergency expenditures up to $100, and the Executive Board may approve expenses up to $250. All expenditures will be reported to the PTO membership at the regular PTO meeting. Requests for purchases or funds are to be submitted in writing on the PTO Request Form located in the office. Requests over $150 must be made 30 days in advance, to provide time for voting by the PTO membership at the next general meeting. Financial records of the PTO shall be examined by the Principal at the beginning and end of each school year. Authorized signatures for checks issued by Queen Creek Elementary School PTO include the President, Vice-President, and Treas urer. The signature on the check cannot be the payee’s. In addition, bankcards are issued to the President and Treasurer. All funds raised by the Queen Creek Elementary School PTO shall be used for educational purposes and the betterment of the school students and staff. No part of the PTO funds will be distributed to benefit PTO members or officers. Reimbursement is made when an individual submits a reimbursement form along with a receipt to the Treasurer. The Board then approves the reimbursement, and the Treasurer writes a check. The purchase must have been approved prior to the purchase. The Queen Creek Elementary School PTO bank account must maintain a balance of at least $200. At least $1,500 will be carried over from one school year to the next, to provide initial operating funds. All PTO financial and other records will be turned over to the new officers within 10 business days from the end of the school year. Incoming and outgoing Presidents and Treasurers must be available to sign and record the transfer of bank accounts. PTO funds should go directly from the school to the bank for deposit. If the bank is not open or funds are to be collected over mul tiple days, money will be counted by at least 2 Board members, sealed in an envelope with the amount and date on it, and put into the school safe. PTO funds will not be taken home. Checks should be deposited as soon as possible to keep records updated. Anyone whose check is returned will receive a letter from the PTO requesting the amount of the check plus fees charged to PTO, and a copy of the returned check. The check will be returned to the payee upon receipt of the cash, money order, or certified check from the individual. Article VIII By-Laws The majority vote of parents and staff at a regular PTO meeting shall be required to adopt or change the By-Laws. The intent to change the By-Laws must be published prior to the meeting, and changes be made available to members for review. Article IX Dissolution The dissolution of the Queen Creek Elementary School PTO must be advertised for one school year. The reason for dissolution would be the closure of Queen Creek Elementary School, or the continuing and resolved inability of the PTO to carry out its object tives or work with the school administration. In the event of dissolution, all funds remaining in the PTO account would be given to the Queen Creek Elementary School. |