Brookside Elementary School PTO By-LawsI. By-Laws
The revisions of these Brookside Elementary School By-Laws are enacted October 12th in the year 2010. These By-Laws shall stand in effect until future revisions are voted upon and enacted.
This organization is known as the Brookside School Parent/Teacher Organization or the PTO.
A Quorum consists of the number of dues-paying PTO members at any meeting when a vote is held. A notice announcing a PTO meeting must be sent to the Brookside School Community prior to the meeting in which there will be a vote. A quorum among the Executive Board consists of a majority of those present.
IV. Mission and Objectives
The mission of the PTO is to enhance the educational experience of all Brookside students by achieving the following objectives:
1. Sponsor educational enrichment programs and social events financed by fundraising and annual dues.
2. Provide Brookside School students and staff with financial support toward the purchase of classroom or school supplies and/or equipment which is not available in the annual school budget.
3. Provide the opportunity for parental involvement and enhanced communication between parents and school staff.
1. This organization is non-commercial, non-sectarian, non-partisan, and non-biased. No commercial enterprise and no candidate shall be endorsed by it.
2. The programs of this organization are designed to directly benefit the students and the school staff, and are developed through PTO meeting, committees and fundraising events.
3. This organization and its individual members have the opportunity to offer constructive suggestions that promote the interests of the students and school to the Principal or to the Board of Education.
VI. Membership and Dues
1. Membership of this organization is open to parents, guardians, teachers, and administrators of Brookside School.
2. Dues for membership in the PTO are determined at the last PTO meeting of the school year or during the summer. The dues are per family or school staff member, subject to change as agreed upon by the quorum of the Executive Board.
3. An annual enrollment of members is conducted during the summer and at Back-to-School Night. Additional members will be accepted at any time.
VII. Voting and Elections
1. PTO members will vote on issues presented at PTO meetings, including but not limited to approval of the annual budget, additional spending decisions above $300, election of new board members, approval of By-Laws, and other decisions in which the Executive Board requests the input of the PTO community.
2. Each family or school staff member is entitled to one vote. A family or school staff member is entitled to vote only if PTO dues have been paid for the current school year.
3. Employees of the Westwood Regional School District and Board of Education members are not eligible to serve on the PTO Executive Board. Except for the Brookside Elementary School principal who will hold the honorary, non-voting position of 2nd Vice-President.
4. If there is a circumstance of joint custody of a student, each parent/guardian will be permitted to vote if both parties have paid dues for the current school year.
5. A memo announcing the anticipated end of year open Board of Director positions will be distributed to all families at Brookside School no later than January 31st. Nominations and/or self-nominations for Executive Board positions should be submitted to the President in writing, with a description of qualifications, by March 31st. A Nominating Committee comprised of the current Executive Board and selected parents and teachers will also nominate individual candidates as needed to fill the open positions. The individuals who have accepted nominations will be entered on a slate of candidates, which will be voted on at the April PTO meeting or a special meeting to be announced by one of the Co-Presidents. A notice will be sent to announce the vote two weeks prior to the voting date.
6. All voting will be conducted in person at the announced time and location, unless the Executive Board chooses to make absentee ballots available. Absentee Ballots must be signed by dues-paying members of the PTO or they will not be accepted as valid. Absentee ballots must be received no later than the day of the election.
VIII. The PTO Executive Board
In the spirit of teamwork and mutual respect, the PTO Executive Board will work together to achieve the objectives of the PTO. The Executive Board will hold regularly scheduled meetings where open communication and consensus building are encouraged and supported.
The Executive Board shall consist of 6 voting members and 1 non-voting member:
2. 1st Vice-President
3. 2nd Vice-President – the school Principal shall hold this Honorary, non-voting position.
5. Recording Secretary
6. Corresponding Secretary
Members of the Executive Board will vote on issues affecting the activities and direction of the PTO, including but not limited to policy decisions, procedural protocol, additional spending of amounts less than $300, not in the annual PTO budget and other decisions that do not necessitate input from the PTO membership at large. These votes will take place at the monthly Executive Board meetings.
Members of the Executive Board, with the approval of the rest of the board, may choose an individual or committee to assist them in their position. The individual or committee will hold no vote on the Executive Board and will not be a member of the Executive Board. All official decisions and votes, on the items stated above, will be made by the present member of the Executive Board only.
IX. Responsibilities of PTO Executive Board
1. Has general oversight responsibility for the activities of the PTO. Shares responsibility for overseeing PTO events with 1st Vice-President. At the beginning of the school year, the Executive Board agrees on who has primary responsibility for which events, so that all events are accounted for and the workload is shared between all Board members.
2. Sets PTO goals for upcoming year with input from the PTO Executive Board, the Principal and the PTO membership.
3. Serves as liaison between the Principal and PTO.
4. With the assistance of the other members of the Executive Board assigns Committee Coordinators for each PTO event for the upcoming year. Works with the Vice-President to prepare and handle folders and files for each committee chairperson.
5. Plans the PTO calendar for the upcoming year, including PTO meetings, Back to School Night, and other major events.
6. Represents the PTO at Back to School Night.
7. Plans and facilitates PTO meetings and PTO Executive Board meetings. If both Co- President are unable to attend a meeting, the 1st Vice-President assumes the Co- President’s responsibilities.
8. Seeks input and feedback from Committee Coordinators to stay abreast of committee progress.
9. With the assistance of the Treasurer, compiles a budget for the upcoming year, and presents the budget for a vote at the June PTO meeting. One Co-President will be a co-signer on the Brookside PTO bank account so as they are able to access the monies if the Treasurer is unable to do so. At the end of the President’s two-year term, the incumbent President assists the incoming President in creating the new budget, and the incoming President presents the new budget at the September PTO meeting.
10. Reviews and approves PTO memos and communications to parents, prior to review by the Principal and distribution to the Brookside School Community.
11. With input from the other Board members, prepares agenda for PTO meetings and distributes prior to meeting. Distribution may be through school website, e-mail, and/or paper-based communication. Provides paper copies of agenda at PTO meetings.
12. Publish PTO newsletter covering (not limited to) topics discussed at last PTO meeting, remind members of upcoming meeting, announce fundraising opportunities, provide dated for social functions, celebrate the students at Brookside.
13. Maintains an organized file system of all on-going activities and programs for the year. This file system is provided to each subsequent president. Electronic files are included.
14. May authorize additional expenditures of up to $100.00 excluding bills to be paid.
15. Attends Westwood Officers’ Network (WON) meetings to stay abreast of other events in the Westwood school district and to communicate relevant Brookside School activities to other district organizations.
16. At the end of a Co- President’s two year term, trains incoming Co-President as needed to facilitate an effective turnover of responsibilities.
1. Has general oversight responsibility for the activities of the PTO. Shares responsibility for overseeing PTO events with the Co- Presidents. At the beginning of the school year, the Executive Board agrees on who has primary responsibility for which events, so that all events are accounted for and the workload is shared between all Board members.
2. Assists the Co-Presidents in setting goals for the year, planning the PTO calendar, selecting Committee Coordinators, creating the budget, and other duties as needed.
3. Manages class parents, overseeing all class parent functions, including the phone chain, as needed.
4. Prepares and maintains folders and files for each committee chairperson. Provides folder at beginning of school year to each committee chairperson. Works with Co-Presidents to prepare coordinators for their responsibilities.
5. Assumes the Co- Presidential responsibilities in the absence or resignation of one of the Co-Presidents.
6. Attends Westwood Officers’ Network (WON) meetings to stay abreast of other events in the Westwood School District and to communicate relevant Brookside School activities to the other district organizers.
7. Attends PTO meetings and reports on WON meetings.
8. Seeks input and feedback from assigned Committee Coordinators to stay abreast of committee progress.
9. With the Recording Secretary, maintains inventory of materials in the PTO closet and keeps closet organized and adequately stocked.
10. At the end of the Vice-Presidents two-year term, trains incoming Vice-President as needed to facilitate an effective turnover of responsibilities.
2nd Vice-President (Principal)
1. Acts as a liaison between the faculty, staff, and PTO Executive Board and members.
2. Provides a report at PTO meetings.
3. Meets with the Executive Board on a regular basis to enable open communication and preparation for upcoming PTO meeting.
4. Reviews and approves all PTO memos and communication prior to distribution to the Brookside School Community.
5. Approves PTO events, dates, and the necessary resources requested by the event Coordinator (e.g. rooms, custodial support)
6. Is a non-voting member of the Executive Board.
1. Responsible for all organizational correspondence, including social concerns (births, deaths, illnesses).
2. Notify the membership in writing of all changes of dates for PTO meetings or other functions.
3. Sends out Holiday correspondence.
4. Submits all correspondence to individuals as indicated by the Co-Presidents. Keeps records of all thank-you notes and other correspondence sent and received by the PTO.
5. Performs other secretarial duties designated by the Co-Presidents, including maintaining accurate PTO membership records, updating class lists with new family registrations and any school family departures, etc.
1. Takes minutes of the monthly PTO meetings and distributes through e-mail and/or school website after the meeting, and on paper at next PTO meeting. Obtains approval of last month’s minutes at each PTO meeting and distributes updated minutes after the meeting, if changed. Takes minutes of the monthly Executive Board meetings. Keeps and organized file system (preferably electronic) of the minutes from all PTO meetings. All minutes should contain:
a. Date and time of meeting
b. Location of meeting
c. Board members in attendance, Board members absent
d. Descriptions of items discussed including:
i. Principal’s report
ii. Co-President’s report
iii. 1st Vice-President’s report
iv. Secretary’s report
v. Treasurer’s report
vi. Committee Coordinator’s report
vii. Other Business
e. Votes taken and results of votes
f. Follow-up action items and names and dates assigned to each follow-up item
g. Time meeting was adjourned
2. Makes copies and distributes meeting announcements and other PTO communications to the Brookside School Community, as needed.
3. With the 1st Vice-President, maintains inventory of materials in the PTO closet and keeps closet organized and adequately stocked.
4. Supports President and 1st Vice-President as needed.
5. Assumes the 1st Vice-President’s responsibilities in his/her absence or resignation.
6. Signs bank card as witness to one Co-President and Treasurer’s signatures.
7. At the end of the Secretary’s two-year term, trains incoming Secretary as needed to facilitate an effective turnover of responsibilities.
If the above positions need to assume any position that is above them, the Board shall seek out a new secretary by nomination and vote. This vote should take place at the following PTO meeting. If a Board member does not wish to assume a position above them, a nomination and vote must take place in order to fill that position.
1. Follows PTO Financial Procedures (under separate cover), makes recommendations for improvement of procedures based on experience. Works with the PTO Executive Board to modify Financial Procedures as agreed upon by the Board.
2. Maintains a monthly operating budget and projected cash flow.
3. Communicates PTO financial status to Executive Board on a monthly basis.
4. Presents the financials at PTO meetings.
5. Collects membership dues and keeps accurate records of members in good standing.
6. Deposits PTO monies to PTO bank account in a timely manner, in accordance with PTO Financial Procedures.
7. Disburses funds in a manner as authorized by the Co-President. Writes checks to meet the PTO’s financial obligations.
8. Collects and organizes receipts and proof of spending from teachers and PTO members that qualify for reimbursement by the PTO.
9. Prepares a Financial summary for the previous year for review by the Co-President in preparation for the new annual budget. Works with the Co-President to compile upcoming year’s budget.
10. Provides organized and up-to-date financial records and information to be reviewed on an annual basis, prior to the start of a new school year.
11. Gathers and submits all financial records and information to an accountant for the filing of the yearly 990. This will be considered the yearly audit as long as it has been done by an accountant who is not sitting on the PTO Executive Board.
12. At the end of the Treasurer’s two-year term, trains incoming Treasurer as needed to facilitate an effective turnover of responsibilities.
X. Terms of Office
The Official Term of Office for the PTO Executive Board is a two-year term beginning on July 1 and ending on June 30 two years later. The Directors can stay voluntarily for a maximum of two (2) terms without elections unless a position is challenged which opens elections to a general vote (per section VII: Voting and Elections)
1. An officer has the option to run for a third term if there are no other candidates for that officers position.
2. Incoming Board members will work with the incumbent Board for a transitional period for the last month of the school year. All incoming Board members will preside at the last PTO meeting with the incumbent Board, but will hold no official vote until July 1st. The Co-Presidents will present the new budget for a vote at the September meeting.
3. If at any time a member of the Executive Board feels that he/she can no longer perform his/her duties, he/she will submit a written letter of resignation to the Co-Presidents and Principal. The Executive Board will issue a notice of the open position of the Board to the Brookside School Community, soliciting nominations or volunteers to fill the vacancy. The Nominating Committee will assist, as needed, in identifying possible candidates. A vote will take place at the next PTO meeting. The position up for vote will be that of Secretary if it is a Co-President or 1st Vice-President that is resigning. (Refer to section on Executive Board’ responsibilities.) The new board member shall hold the position for the period of time that remains in the resigning member’s term of office. If at any time, there is an open position on the Executive Board, and there are no volunteers to fill the vacancy, that position will remain vacant and the duties of that position will go unfulfilled until that time when a volunteer steps forward and is voted into the open position.
XI. Fiscal Year
The fiscal year of the organization runs from July 1 of each year to June 30 of the following year.
XII. Committee Information
Committee Coordinators are selected by the PTO Executive Board for each PTO event and role. The coordinator reports to the Co-Presidents or 1st Vice-President on the status of their plans. The coordinator presents a status of the event’s plans at PTO meetings prior to the event. Each event will have a committee of helpers that will work under the direction of the Committee Coordinator.
XIII. Principal Intervention
If at any time a member of the Executive Board is believed to be negligent in his/her duties, the majority vote of the rest of the Executive Board may be brought to the school Principal. The school Principal may at his/her discretion dismiss a Board Member from office, if agreed upon by the other members of the Executive Board. If the Principal feels that he/she may require assistance from the School Superintendent, he/she may do so.
These by-laws may be reviewed and/or revised by the Board as necessary to meet changing conditions in the school and community and brought to a vote of the majority present at any general meeting of the Brookside School PTO. The amendment(s)/changes must be submitted in writing to the general membership two weeks prior to the vote and presented at a previous general meeting.
Upon dissolution, after payment of all debts, remaining assets shall be distributed to any WRSD organization exempt under the provisions for Section (c)(3) of the United States Internal Revenue Code.