Bylaws
BY-LAWS OF
THE OREFIELD MIDDLE SCHOOL PARENT TEACHER ORGANIZATION,
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 AND POLICIES
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 Orefield Middle School and the Parkland School District.
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 III
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 Orefield Middle School or the Parkland School District.
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 AND ELECTIONS
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 Orefield Middle school.
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 Orefield Middle School’s student involvement, in school activities.
D. Vice President School Activities (Fourth V.P.) – in charge of overseeing the following committees: Yearbook, Hospitality, Helping Hands, Teacher Appreciation, Teacher Treats, Staff Assistance, and Scholarships with the intent of promoting the PTO’s involvement with the school faculty.
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 IRS filings.
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 Orefield Middle School students in an annual community service project.
· 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 VII
MEETINGS AND ACTIVITIES
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 Orefield Middle School, to use exclusively for charitable, educational, or scientific purposes, which qualify for exemption under section 501 of the Internal Revenue Code.
Revised - 01/2009
Approved – 03/20/09