BY-
THE
INCORPORATED
ARTICLE I
NAME
By-laws of the Orefield Middle School Parent Teacher
Organization, Incorporated, herein called the PTO, and its address of record
shall be, 2675 Route 309, Orefield, Pennsylvania 18069.
ARTICLE
II
PURPOSES
Section A
The purposes of the PTO are:
1. To develop and maintain closer
relationships among the students, their parents/guardians, teachers, and
administrators of the
2. To develop and maintain among such students, parents/guardians, teachers, and administrators a united program to promote the highest qualities in the academic, mental, physical, social, and moral education of those students.
Section B
1. The purpose
described in Section A, above, realized by means of appropriate projects,
fundraising activities, and educational programs developed by the membership of
the PTO through its Officers and Committees.
All projects, activities and programs shall benefit all students.
2. All funds raised during the current school
year will be spent during that year with the exception of start-up money needed
for the following school year and long-term project funds. Start-up funds should approximate the first
two (2) months of expenses.
3. The PTO organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code or corresponding Section of any future Federal tax code.
Section C in the development and fulfillment of its purposes, the PTO neither its Officers, Committees, members:
1. Shall openly act in any manner which is partisan in any commercial, political, or sectarian way,
2. Shall in any official capacity endorse any commercial, political, or sectarian group, without approval of the board, or,
3. Shall benefit financially directly, or indirectly, because of membership.
Section D There shall be limited donations made to any charitable organization or for any student hardship, per school year, at the discretion of the Board.
Section E
The fiscal year of this organization shall begin on August 1 and end on
the following July 31.
ARTICLE
MEMBERSHIP
Section A Membership in the PTO shall include all
parents, guardians, or other family members of students enrolled in, and
teachers and administrators of, the
Section B A monetary
membership donation will be requested annually from each family. This monetary donation allows eligibility to
vote, chair a committee, or hold office.
Section C The annual enrollment of members shall be
conducted in September, but membership and donations shall be accepted at any
time during the school year.
ARTICLE IV
OFFICERS
Section A
The Officers of the PTO, herein called the Board, shall consist of the
President, four Vice Presidents, a Secretary, and a Treasurer. Acting advisors shall be the school Principal
and the Assistant Principal.
Section B Election
1. At the Board meeting held in March, a
Nominating Committee of a minimum of two members shall be appointed by the
Board. This committee shall solicit
nominations for Officers to be presented at the April meeting. Ballots shall be distributed at the May
general membership meeting, when the election will commence. These ballots are to be returned by the end
of that general membership meeting.
Elections shall be considered closed at the conclusion of this meeting.
2. Additional nominations will be accepted prior
to the elections.
3.
No absentee ballots will be permitted.
4. Unopposed candidates may be accepted by voice
vote. Contested positions will be
determined by secret ballot.
5. A person nominated for more than one position
must state their preference to the Nominating Committee before the beginning of
the general membership meeting.
6. The Officers are elected for a term of one
(1) year, with a maximum of two consecutive years. An exception to this rule will need a 5/7
approval by the Board.
Section C
Any Board member can be removed or dismissed at the discretion of the
Principal, or by a 5/7 vote of the Board.
Section D
Vacancies
Any board member wishing to resign before the end of their
term must submit written notification. If
any officer shall resign or become unable to continue in his or her office for
any reason, a successor will be appointed by a 4/6 vote of the Board to hold
that office until the next election of Officers by the membership. In the event the President becomes unable to
fulfill his or her duties, the first Vice President (Communications) will
assume the duties of the President until a special meeting is convened to fill
those vacancies.
Section E
Officers shall assume their official duties at the final Board meeting
of the school year.
ARTICLE V
DUTIES OF OFFICERS
Section A All
Officers:
1. Are
expected to attend all Board and General Membership meetings.
2. Will
make verbal reports of their activities at monthly Board and General Membership
meetings.
3. Must
submit their completed notebook to the President two weeks prior to the final
Board meeting of the school year. This
notebook should include contact individuals, timelines, position responsibilities,
copies of all communications, all electronic files, all financial figures and
any other pertinent information.
4.
Are eligible to sign leases and
contracts. All leases and contracts must
be signed by an officer, with a prior 5/7 approval by the Board.
5. Shall
perform such other duties as may be described in these by-laws.
6. Create
Ad Hoc and/or Standing Committees as the need arises. These committees formed throughout the year,
shall report to their respective Vice President, until such time that they are
either dissolved or become a Standing Committee.
7. Upon
termination or resignation of an officer, their notebook should be turned over
to the Board within one (1) week.
8. Transacting
necessary business in the intervals between general membership meetings and
other such business as referred.
9. Approving
the plans and work of the Standing Committees.
10. Shall serve on the Budget Committee which prepares
and submits for adoption by the general membership a budget for the upcoming
school year.
11. Approving routine bills within the limits of
the budget.
12. With the exception of the Treasurer (see
Article V, Section E), officers are only permitted to chair one (1) committee
involving the exchange of money.
13. Shall decide on the appointment of an
independent tax preparation service.
Section B
The President shall exercise general supervision of the PTO, shall see
to the proper functioning of its activities and to the enforcement of the
by-laws, and for these purposes the President may issue orders as deemed
necessary. The President shall preside
at all membership and Board meetings of the organization and provide a written
agenda in advance. The President shall
have final approval of all selected committee chairs. The President shall refrain from voting
except in the case of a tie. The
President shall serve as the liaison with the administration and teachers.
Section C
Vice-Presidents
The
Vice Presidents shall assist the President and shall in the absence or
disability of that Officer, preside at meetings on a rotating basis. Each Vice President shall be an ex-officio
member of all of their designated committees.
Each Vice President shall not chair any standing committee which is
under their supervision. Each Vice
President will submit a report of all committee activities at each general
membership meeting. The four Vice
President positions are outlined as follows:
A. Vice President Communications (First V.P.) –
in charge of overseeing the following committees: Publicity, Membership,
Student Directory, Newsletter, Website, Marquee, Volunteer Coordinator, and
Welcome Packet with the intent of encouraging involvement in our school and
keeping our community informed of our activities.
B. Vice President Ways and Means (Second V.P.)
– in charge of overseeing the following committees: Book Fair, Box Tops, Soup Labels, Schoolpop.com,
Target, Redner’s, Ross Flowers, Book Sox, Coupon Books, and Joe Corbi for the
purpose of raising funds for
C. Vice President Student Activities (Third
V.P.) – in charge of overseeing the following committees: Field Days, Skating Parties, 8th
Grade Celebration, Community Service night, Movie Night and ARP Auction with
the intent of promoting
D.
Each Vice President shall be
responsible for filling all Standing Committee chair positions each school
year. Ad Hoc Committees formed
throughout the year shall report to their designated Vice President, determined
by the Board, until such time they dissolve or become a Standing Committee.
Section D Secretary
The Secretary shall keep a record of the proceedings of all membership and Board meetings and of all other matters of which a record is deemed advisable. The Secretary shall also take care of all correspondence of the PTO under the advice of the President. The Secretary shall notify the Officers of their election, members of committees of their appointment, and shall give notice of all meetings.
Section E Treasurer
The
Treasurer shall collect and disburse all funds of the PTO under the direction
of the Officers. The Treasurer shall
keep regular accounts, which at all times be open to the inspection of any
member of the PTO and shall make a financial report to the Officers at monthly
meetings. The Treasurer, in cooperation
with the Board, shall prepare an annual budget for presentation at the final
Board meeting of the school year and approved at the first general membership
meeting of the new school year. The
Treasurer shall be empowered to give approval to spend up to $200 on
non-budgeted items without prior approval of the Board. The Treasurer is not permitted to chair ANY
committee involving the exchange of money.
The Treasurer shall submit all financial records to an independent tax
preparer for completion of required
ARTICLE VI
COMMITTEES
Section A Committee Chairpersons shall be monetary donating members and shall serve at the discretion of the Board.
Section B
It is standard procedure for any paperwork, literature, correspondence,
etc., for distribution to the students, teachers or community to be subject to
Board review and will require the principal’s approval. In addition, it is necessary for the
principal to allot a minimum of 2 days notice for approval.
Section C
The duties of each such Committee shall be as agreed upon by the Board
and the Chairs of such Committee. The Board holds final approval.
Section D
Standing Committee
The
Board may create such Standing Committees, as it may deem necessary to promote
the purposes and carry on the work of the organization. The need of each
committee will be made year to year at the discretion of the Board. The term of
each Chairperson shall be one (1) year, renewable each year by appointment of
the applicable Vice President. The
Chairperson of each Standing Committee shall present a plan of work to the
Board for approval before the commencement of its activities. No committee work shall be undertaken
without the consent of the Board. The
Chairperson of each committee has the approval of the Board to spend their
budgeted allotment. The Board has the
authority to remove any Standing Committee Chairperson as deemed appropriate.
Section E
All committee chairpersons may only chair one (1) committee involving
the exchange of money each school year.
There
shall be the following Standing Committees:
·
8th Grade Celebration – To be
responsible for planning and coordinating the decorating of the school’s
facilities.
·
ARP Auction – To be responsible
for planning, coordinating, and supervising this annual event. Also responsible for soliciting outside
donations.
·
Book Fair – To be responsible for
the planning and managing of the book fair twice yearly
·
Book Sox – To be responsible for
the planning and management of the annual fundraising effort.
·
Box Tops – To be responsible for
the collection and submission of these items for redemption.
·
Community Service Night – To be
responsible for promoting good will by coordinating involvement of
·
Coupon Books – To be responsible
for the planning and management of the annual fundraising effort.
·
Field Days -- To be responsible
for working with the OMS gym teachers to coordinate volunteers and refreshments
for the field days.
·
Helping Hands – To be responsible
for collection and sorting of clothing semi-annually as directed by the OMS
Guidance Office staff.
· Hospitality – To be responsible for providing and serving refreshments at any function that may occur during the year.
·
Joe Corbi – To be responsible for
the planning and management of the annual fundraising effort.
·
Marquee – To be responsible for
posting monthly activities on the school’s marquee.
·
Membership – To be responsible for
devising and implementing the annual membership drive conducted during the
first month of the school year and continued throughout the school year, and to
maintain a current email address for all monetary donating PTO members.
·
Movie Night – To be responsible for the
planning and coordination of an annual move night held at the school
·
Newsletter – To be responsible for
collecting information for the monthly newsletter, publish it, and then
distribute it.
·
Publicity – To be responsible for
notifying the four elementary schools of our school’s PTO activities and
positions.
·
Redner’s – To be responsible for
monitoring its activity.
·
Ross Flowers – To be responsible
for the planning and management of the semi-annual fundraising effort.
·
Scholarships – To be responsible
for supplying information to PHS, collection of completed essays, and review of
same for acceptance.
·
Schoolpop.com – To be responsible
for monitoring its activity
·
Skating Parties – To be
responsible for planning, coordinating, and supervising skating parties.
·
Soup Labels - To be responsible
for collection, submission and redemption of soup labels.
·
Staff Assistance – To be responsible
for aiding school personnel as required.
·
Student Directory – To be
responsible for compiling student information to be published.
·
Target – To be responsible for
monitoring its activity.
·
Teacher Appreciation – To be
responsible for planning and coordinating this annual event.
·
Teacher Treats – To be responsible
for the collection and distribution of treats four times per year.
·
Volunteer Coordinator – To be
responsible for semi-annually compiling a list of all volunteers and
distributing to applicable committees.
·
Website – To be responsible for
updating the website on a monthly basis.
·
Welcome Packet – To be responsible
for compiling and distributing student welcome packets at the beginning of each school year.
·
Yearbook – To be responsible for annual
yearbook sales collection.
ARTICLE
MEETINGS
Section A
General membership meetings shall be held on a regular monthly basis
during the school year. These meetings
will be open to all members of the school community.
Section B There shall be regular monthly meetings of the Board held at such time and place as may be fixed by the resolution of the Board.
Section C The President of the PTO may call Special Meetings of the organization or the Board at any time or shall call such a meeting upon written request of ten (10) members of the organization. At such Special Meetings no business shall be transacted except as shall be specified in the call thereof.
ARTICLE VIII
VOTING
Section A A
majority of the Board present shall constitute a quorum at any monthly PTO Board
meeting. A majority vote of this quorum
shall be required to approve any action of the Board. Voting is restricted to Board members. These members consist of the four Vice
Presidents, Treasurer, and Secretary.
The President shall vote only in the event of a tie.
Section B Monetary
donating members present at any general membership meeting shall constitute a
quorum and a majority of these said members present shall be sufficient to
approve any action of the PTO.
ARTICLE IX
PARLIAMENTARY AUTHORITY
The rules contained in Robert’s Rules of Order Newly Revised shall serve as a guideline.
ARTICLE X
AMENDMENTS
Section A
These by-laws shall become effective upon their approval by the Board
and the general membership, following Article VIII.
Section B
The Board shall review these by-laws every three (3) years from date of
approval or as deemed necessary. The
President shall appoint an Ad Hoc Committee of not less than (3) members to
perform this duty. Recommendations for
changes made during this time, shall be voted on for approval at a general
membership meeting.
ARTICLE XI
DISSOLUTION
Upon dissolution of
this Organization, the officers, after payment of all liabilities, dispose of
all the assets of the Organization to the principal of
Revised - 01/2009
Approved – 03/20/09