PTO Bylaws
Bylaws
of the Cedarburg High School
Parent Teacher Organization (PTO)
ARTICLE I: NAME
ARTICLE II: MISSION STATEMENT
ARTICLE III: MEMBERSHIP & DUES
ARTICLE IV: THE EXECUTIVE BOARD
ARTICLE V: COMMITTEES & LIAISONS
ARTICLE VI: MEETINGS
ARTICLE VII: NOMINATIONS AND ELECTIONS
ARTICLE VIII: FINANCES
ARTICLE IX: RECORDS RETENTION
ARTICLE X: AMENDMENT OF BYLAWS
I. NAME. The name of the organization shall be the Cedarburg High School Parent Teacher Organization. Hereinafter it shall be referred to as the PTO.
II. MISSION STATEMENT. The PTO recognizes the importance of teachers and parents working together to ensure the best possible education of students. Therefore, the PTO will promote communication between parents, administration, teachers and staff for the benefit of all CHS students and their education.
III. MEMBERSHIP & DUES
A. Regular Members shall be:
All parents, stepparents, grandparents and/or guardians of students attending CHS.
All CHS teachers, administrators and support staff.
B. Voting Members shall be:
1. All Regular Members who are current in the payment of annual dues
2. Voting Members shall have the right to vote on all issues, to elect officers, and to hold office or become a chair or liaison.
C. Dues. The PTO shall authorize and collect membership dues to be used for the operation of the PTO. Dues will be determined, yearly, by the Executive Board.
IV. EXECUTIVE BOARD
A. Executive Board:
1. Shall consist of at least 4 members including a President, Vice President, Secretary and Treasurer.
2. Shall allow that two persons will be nominated to fill any single position. If this occurs with the President position, no Vice President is needed.
3. States that a term is 2 years.
4. Shall hold Executive Board meetings no less than twice a year.
5. Shall be Voting Members for the term(s) served.
6. States that members shall not hold more the one Executive Board office position at a time.
7. Shall be concerned about all matters relating to fundraising, events and projects, long
range planning and the budget.
8. Shall be responsible for reviewing and revising the bylaws every three years.
9. May declare a Board Position vacant if that Board Member misses three consecutive
meetings.
10. Shall accept the written resignation of another Board Member.
11. Shall remove a Board Member from office for non-performance of listed duties.
12. States that no Executive Board Member should hold the same office for more than 2 terms or 4 years.
B. President.
1. Prepares agendas and lead all Executive Board and membership meetings.
2. Selects and appoint the committees chairs and liaisons.
3. Creates new and special committees as necessary.
4. Serves as an ex-officio member of all committees.
5. Serves as an authorized signatory of all PTO checks.
6. Serves as the primary contact for the principal.
C. Vice President.
1. In the absence of the President, performs the duties of the President.
2. Performs duties as are assigned by the President or the Executive Board.
3. Will be a member of the Nominating Committee.
D. Secretary.
1. Keeps the meeting minutes
2. Keeps the official list of Voting Members
3. Keeps the current Bylaws
4. Handles correspondence and grant applications for PTO
E. Treasurer.
1. Works with Executive Board to put together an annual budget to be presented at the first meeting of the school year.
2. Keeps accurate records of receipts and expenditures.
3. Presents financial statements at each regular meeting.
4. Serves as an authorized signatory of all PTO checks.
5. Maintains bank accounts.
6. Provides books to be reviewed upon request of the President or Vice President within 14 days of request.
V. COMMITTEES & LIAISONS
A. Committees. The President and/or Executive Board may establish committees, as it deems necessary and advisable. The President shall appoint the chairpersons of all Committees.
Only Voting Members may serve as chairpersons. The chairperson of each committee shall recruit the members for his or her committee. The Chairperson shall report at membership meetings and adhere to the annual budget.
B. Liaisons. The President shall appoint all liaisons. Only Voting Members may serve as liaisons. The Liaison shall report at membership meetings and adhere to the annual budget. They are not able to commit volunteers or monies from the PTO unless designated in the budget.
VI. MEETINGS
A. Regular Meetings. At least three (3) Regular Membership Meetings of the PTO shall be held during each school year. The time and place of the meetings shall be announced at least seven (7) days prior to the meeting.
B. Special Meetings. Additional meetings of the PTO may be called, either by vote of the Executive Committee or by petition of a majority of the Voting Members. The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting.
C. Quorum. Nine (9) Voting Members shall be present at any scheduled PTO meeting to constitute a quorum necessary for the transaction of business of the PTO.
VII. NOMINATIONS AND ELECTIONS
A. Procedure. The election of officers shall take place during the 4th quarter of each school year. All Voting Members of the PTO may participate in the election. A Nominating Committee shall present a slate of officers for election. Further nominations may be received from the floor. The election of the slate, if non-contested, may be by voice vote. Any contested election shall be by written ballot.
B. Term of Office. The term of each officer shall be two years, beginning on July 1st and ending on June 30th of the second following calendar year.
C. Nominating Committee. The Nominating Committee should consist of (3) Voting Members selected by the president. The vice president shall be one of the three. The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve. The committee shall insure that all nominees are Voting Members and otherwise eligible to serve in the office.
D. Selection. A quorum and majority of the votes cast by the Voting Members present will be necessary for election.
E. Vacancies. Any vacancy in office because of death, resignation or inability to serve shall be filled by the Executive Board for the un-expired portion of the term. However, should a vacancy occur in the office of the President, the Vice President should immediately assume the office. Should a vacancy occur in the office of Vice President for any reason, the vacancy shall be filled by election at the next regular meeting of the membership.
VIII. FINANCES
A. Budget. The Executive Committee shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Board and Chairpersons during the year. Any substantial deviation from the budget must be approved in advance by the membership.
B. Obligations. The Executive Board may authorize any officer (s) to enter into contracts or agreements for the purchase of materials or services on behalf of the PTO.
C. Loans. No loans shall be made by the PTO to its officers or members.
D. Authorized Signatures. Two members of the executive board shall sign all checks, drafts, or other orders for the payment of money on behalf of the PTO.
E. Bank Deposits The Treasurer shall deposit all funds of the PTO to the credit of the PTO in such banks, trust companies or other depositories as the Executive Board may select and shall make such disbursements as authorized by the Executive Board in accordance with the budget adopted by the membership. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.
G. Financial Report. The Treasurer shall present a financial report at each General Membership Meeting of the PTO and shall prepare a final report at the close of the fiscal year.
H. Reimbursements. No reimbursements will be made without valid receipts.
I. Fiscal Year. The fiscal year will begin July 1st and end June 30th.
J. Financial Review. A Financial review will be completed at the end of each Fiscal Year. The Financial Review Committee will be overseen by the PTO President. Every three years there will be an independent external financial review.
K. Dissolution. Upon the dissolution, any remaining funds should be used to pay outstanding bills, and with membership’s approval, spent for the benefit of the school.
IX. RECORDS RETENTION.
A. Permanent. The following PTO documents will be kept permanently: bylaws, including all amendments, tax-exempt status documents, EIN documents.
B. Seven Years. The following financial records will be kept for a period of seven years: financial review reports, bank statements, cancelled checks, financial statements, general ledgers or check registers, tax returns.
C. Three Years. PTO check request forms and deposit forms will be retained for a period of three years.
X. AMENDMENTS OF BYLAWS. These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Voting Members at any Regular or Special Meeting by a two-thirds majority vote of the members in attendance. Bylaws should be reviewed and revised as needed every 3 years.
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These Bylaws were adopted by the Cedarburg High School Parent Teacher Organization (PTO) by a majority vote during a regular meeting properly called on October 19, 2009 and shall take effect immediately.
Bylaws created by the 2009-10 Executive Board
Co-President Kathy Ingrassia
Co-President Connie Dahlman
Secretary Renee Quick
Co-Treasurer Paula Parker
Co-Treasurer Jill Gallogly