Bylaws

ARTICLE I:  NAME

The name of the organization shall be the Alexandria Township PTO – a nonprofit charitable organization whose legal address is 557 County Road 513, Pittstown, New Jersey.

ARTICLE II:  MISSION

The purpose of this organization is to provide services, resources, and events that enhance the education of our children and support the faculty and staff.  Working collaboratively with parents, teachers, and the community, we will create and extend enrichment opportunities that directly endorse the goals and objectives of the school district, build positive community relationships, and supplement educational grants that further develop our students educational experience. 

ARTICLE III:  MEMBERS

Section 1:  

Any parent, guardian, or other adult representing a student at the schools may be a member and shall have voting rights.  The principals and any teacher employed at the schools may be a member and have voting rights.

Section 2:  

Dues, if any, will be established by the Executive Board.  If dues are charged, a member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights.

Section 3:  

Room parents and/or chairpersons/co-chairpersons must respond to direct phone, text, and email messages within 48 hours.  Failure to do so may result in removal from duties.

ARTICLE IV:  OFFICERS AND ELECTIONS

Section 1.  Officers:  

The officers shall be a President, Vice President of grades prek-4, Vice President of grades 5-8, Secretary, Treasurer and Media Specialist of whom will have voting rights. Board members must respond to direct phone, text, and email messages within 48 hours.  Failure to do so may result in removal from the board.

a. President:  

The President of the PTO shall preside over meetings of the Organization and Executive Board, serve as the primary contact for the Building Principal, represent the Organization at meetings outside the Organization, serve as an ex-officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the Organization is served.  The President shall have authority to sign all checks, drafts, notes, warrants, and other orders for the payment of money, which however, shall be countersigned by the Treasurer.

In the absence of a President, the VP of grades prek-4 and VP of grades 5-8 shall handle the operations of their respective schools.  Any PTO function or event relating to ATS shall be brought to the Board’s attention and a quorum vote will be held as to how to proceed.

b. Vice President prek-4:  

The Vice President of prek-4 will be the primary contact with the Principal of the school (in the President’s absence), shall assist the President and carry out the President’s duties in his or her absence or inability to serve, shall oversee the Kindergarten Klub, shall oversee the room parents at the school and delegate the responsibility for coordinating all PTO-sponsored events at the school that are unassigned.

c. Vice President 5-8:  

The Vice President of 5-8 will be the primary contact with the Principal of the school (in the President’s absence), shall assist the President and carry out the President’s duties in his or her absence or inability to serve, will be Chairperson for the Membership of the Organization at ATS, shall oversee the room parents at the school and delegate the responsibility for coordinating all PTO-sponsored events at the school that are unassigned.

d. Secretary:  

The Secretary shall keep all records of the organization, take and record minutes, prepare the meeting agenda and handle the distribution of all non-electronic correspondence. The secretary shall keep a copy of the Minutes book, bylaws, rules, membership list, and any other necessary supplies, and bring them to meetings.

e. Treasurer:  

The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures – showing each activity separately as well as a complete record of all funds, pay out funds in accordance with the approval of the Executive Board.  He or she will present a financial statement at every meeting and at other times of the year when requested by the Executive Board, and make a full report at the end of the year.  The Treasurer shall have authority to sign all checks, drafts, notes, warrants, and orders for the payment of money, which however, shall be countersigned by the President.

f. Media Specialist:   

The Media Specialist officer shall maintain the Organization’s website, post events on the website and social media, and manage email for the organization. They will be the primary contact for sending meeting reminders, event announcements, and other PTO-related broadcast email messages to the school community (parents and staff) and respond to inquiries sent to the Alexandria PTO’s email address.  They will also post the meeting minutes and agendas from the Secretary on the Organization’s web site and social media.

In the absence of any Board position, each Officer agrees to share the responsibilities of the vacant position until a qualified replacement is found.

Section 2.  Nominations and Elections:  

Elections will be held at the last meeting of the school year.  The nominating committee shall select a candidate for each office and present the nominees at the meeting held one month prior to the election. At that meeting, nominations may also be made from the floor.  Voting shall be by voice vote if more than one nominee is interested.  If more than one person is running for an office, a ballot vote shall be taken.

Section 3.  Eligibility:  

Members are eligible for office if they have been in good standing for at least 14 calendar days prior to the nominating meeting.

Section 4.  Terms of Office:  

Officers are elected for a two-year term and may serve no more than two consecutive terms in the same office. Each elected individual shall hold only one office at a time, with a maximum total service of eight years. After completing their terms, individuals must wait two years before being eligible to serve another term in any capacity.

Section 5.  Vacancies:  

If there is a vacancy in the office of President, the Vice President of ATS will become President.   At the next regularly scheduled meeting, a new Vice President will be elected.  If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular scheduled meeting. In the absence of a President, the VP of upper grades will take over until an emergent vote can be held within 2 weeks.

Section 6.  Removal from Office:  

Officers can be removed from office with or without cause by a two-thirds of the board members vote (assuming a quorum) at a regular meeting where previous notice has been given. If an individual is removed from office for any reason or is voted off the board, they are ineligible to be a nominee for the upcoming year.

ARTICLE V – MEETINGS

Section 1.  Regular meetings:  

The regular meeting of the organization shall be held every other month starting in September and ending in June during the school year at 7:00 p.m., or at a time and place determined by the Executive Board at least one month before the meeting.  The Board will meet informally for a working session in between the regularly scheduled meetings.  The annual meeting is for receiving reports, electing officers, and conducting other business that may arise.  The Media Specialist will notify the members of the meetings via email at least one week prior to the meeting. Zoom/google meet or their equivalent are an alternative for in-person meetings- all persons present in meeting, including virtually, need to be accounted for by stating their name as they join the meeting. If you are not willing to share your identity, you may be removed from the meeting and the meeting may continue. Voting may take place during in-person or virtual zoom/google meetings.

Section 2.  Special Meetings:  

Special meetings may be called by the President, any two members of the Executive Board, or five general members submitting a written request to the Secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting by email.

Section 3.  Quorum:  

The quorum shall be 60 percent of those present.

Reminder:  

It’s good practice to give notice of all meetings 30 days prior.  

ARTICLE VI – EXECUTIVE BOARD

Section 1.  Membership:  

The Executive Board shall consist of the officer’s Principal, and standing committee chairs.

Section 2.  Duties:  

The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations for the membership.

Section 3.  Meetings:  

Regular meetings shall be held monthly to be determined by the Board.  Special meetings may be called by any two Board Members, with 24 hour notice.

Section 4.  Urgent Vote:  

When a majority of the board requires an urgent vote, a vote will be called promptly, and the decision will be made by majority rule, recognizing the urgency of the situation.

Reminder:   

Most states prohibit Boards of Directors from voting by proxy, mail, or email ballot unless the decision is made in writing and is unanimous.  The thinking is that Boards should meet and confer before making decisions, unless all Board Members agree.

ARTICLE VII – COMMITTEES

Section 1.  Membership:  

Committees may consist of members and Board members, with the President acting as an ex-officio member of all committees.

Section 2.  Standing Committees:  

The following committees shall be held by the organization: Auditing.

Section 3.  Additional Committees:  

The board may appoint additional committees (Fundraising, Hospitality, Arts and Enrichment, Family Events, Membership, Communications, etc.) as needed.

ARTICLE VIII – FINANCES

Section 1:  

A tentative budget shall be drafted in the Fall of each school year and approved by a majority vote of the members present.

Section 2:  

The Treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3: 

The board shall approve all expenses of the organization.

Section 4:  

Two authorized signatures shall be required on each check.  Authorized signers shall be the President and Treasurer.

Section 5:  

The Treasurer shall prepare a financial statement at the end of the year to be reviewed by the Audit Committee.

Section 6:  

Upon the dissolution of the Organization, any remaining funds should be used to pay all outstanding bills and with membership approval spent for the benefit of the school.

Section 7:  

Cash boxes are to be handled by board members and/or chairperson(s) of event and returned to the treasurer within 72 hours of completed event. If met with extenuating circumstances, communication in writing is to be sent to the PTO President and alternate arrangements are to be made.

The fiscal year of the PTO shall begin on August 1st and end on July 31st.

ARTICLE IX – PARLIAMENTARY AUTHORITY

Robert Rules of Order shall govern meetings when they are not in conflict with the Organization’s bylaws.

ARTICLE X – STANDING RULES

Standing rules may be approved by the Executive Board and the Secretary shall keep a record of the standing rules for future reference.

ARTICLE XI – DISSOLUTION

The Organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.  Upon dissolution, all remaining assets will go to Alexandria School District Activity Account to fund cultural arts and enrichment programs.

ARTICLE XII – AMENDMENTS

These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and sent to all members of the organization by the IT/Communications Officer.  Notice may be given by postal mail, e-mail or fax.  Amendments will be approved by a two-thirds vote of those present, assuming a quorum.

The Alexandria Township PTO will not engage in activities that are not in furtherance of its purpose.

ARTICLE XII – ZERO TOLERANCE HARASSMENT POLICY