KLAGER PARENT-TEACHER ORGANIZATION BYLAWS
SEPTEMBER 2004
REVISED SEPTEMBER 2006, APRIL 2007, APRIL 2011, FEBRUARY 2015, OCTOBER 2018
ARTICLE I. NAME
Section 1. The name of this organization shall be The Klager Parent-Teacher Organization (PTO).
ARTICLE II. PURPOSE AND RESTRICTIONS
Section 1. To promote cooperation and communication between parents, teachers, staff and administrators of the school. This specifically includes the following grades:
Young 5's, Kindergarten, First, Second, Third, Fourth, Fifth and Sixth
Section 2. To foster an atmosphere of concern for the rights of each student and for the fulfillment of student’s individual needs.
Section 3. To work together (parents, teachers, staff, administrators) to improve educational opportunities.
Section 4. To foster a positive attitude toward the educational experience.
Section 5. To provide a communication network between teachers and parents.
Section 6. To provide a forum where parents, teachers, and members of the school community can voice their concerns.
Section 7. To assist teachers with special projects.
Section 8. To provide opportunity for family members to participate in activities as a family.
Section 9. No PTO Board member shall voice an opinion that represents the PTO Board without a Board vote.
Section 10. No part of the net earnings of the Klager PTO shall be used to the benefit of, or be distributable to its members, trustees, officers, or other private personas, except that the PTO shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the PTO shall be the carrying on of propaganda, or otherwise attempting to influence legislation. The PTO shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
Section 11. The PTO is organized exclusively for educational purposes under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. The PTO may not engage, otherwise than as an insubstantial part of activities, in activities that are not in furtherance of one or more exempt purposes.
ARTICLE III. MISSION STATEMENT
The mission of the PTO is to augment the educational experience of all students at Luther C. Klager Elementary and Riverside Intermediate School by supporting academic and enrichment activities, furnishing an infrastructure for fundraising and volunteer efforts, and providing a forum for interaction between parents, teachers, administrators, students, their families, and community.
ARTICLE IV. MEMBERSHIP AND DUES
Section 1. All parents and/or legal guardians of students attending Klager Elementary School and Riverside Intermediate School automatically shall be members of this organization. In addition, all staff, including but not limited to, teachers, administrators, secretaries, and custodians serving Klager Elementary School and Riverside Intermediate School and their students automatically shall be members of this organization.
Section 2. There shall be no dues assessed against the membership of this organization.
Section 3. In lieu of dues, all members should accept an obligation to support fundraising activities of this organization.
ARTICLE V. PTO COUNCIL, REPRESENTATIVES AND THEIR ELECTION.
Section 1. The PTO Council will consist of all parents, teachers, and administrators of Klager Elementary School present at any meeting.
Section 2. PTO Council will elect officers from the council representatives for one year terms. Individuals must have been present at a minimum of two previous meetings during the school year in order to be considered for office. Officers will consist of President, Vice-President, Secretary, Treasurer, and Co-Treasurer. All Board members will be limited to two consecutive terms at any one position. Elections will be held in April, creating an internship period for newly elected officers. The new council’s term begins on the first month after the last meeting of the school year.
Section 3. A vacancy occurring on the Council, or among officers, will be filled for the remainder of the term by a member of the organization, appointed by a vote of the Council.
Section 4. A representative for the PTO Council will be designated to attend School Board meetings to voice concerns on behalf of the PTO Council. The representative will report to the PTO council on activities that affect Klager and Riverside students. This could be on a rotating basis throughout the year.
Section 5. Officers can be removed from office with or without cause by a two- thirds vote of those present (assuming a quorum) at a Board meeting where previous notice has been given, or as directed by the Principal, if a substantial cause for concern exists.
ARTICLE VI. DUTIES OF OFFICERS
Section 1. The President shall preside at all meetings of the organization, shall set the agenda for each meeting, shall be an ex-officio member of all committees, shall perform duties assigned to that office by the Council, shall perform all other duties pertaining to the office, and shall keep a President’s notebook containing notes and comments on the yearly projects and events, which will be turned over to the next President. This officer shall receive all organizational monies and deposit said funds into the respective PTO bank account(s). This same officer shall also keep a record of all monies collected and deposited for the Treasurer and Co-Treasurer. This officer will have sole responsibility of answering all e-mail inquiries, and will also have shared responsibility for updating the PTO calendar, website, and social media pages.
Section 2. The Vice-President shall act as an aide to the President, shall perform the duties of President in the absence of that officer, and shall keep a current and ongoing book of Council committee reports, which will be turned over to the next Vice-President. This officer is responsible for recruiting and appointing event Chairs to organize PTO events and will share the responsibility of keeping and maintaining a notebook containing related information on all up-to-date PTO sponsored events. If this position remains vacant, said duties will fall on the board as a whole. This officer will have shared responsibility for updating the PTO calendar, website, and social media pages.
Section 3. The Secretary shall record minutes of all meetings of the organization and shall present these minutes at the following respective meeting. This same officer shall also keep a corrected record of all proceedings, which will be turned over to the next Secretary. This officer will share the responsibility of keeping and maintaining a notebook containing related information on all up-to-date PTO sponsored events and will have shared responsibility for updating the PTO calendar, website, and social media pages.
Section 4. The Treasurer shall pay bills approved by the Council, keep an accurate record of receipts and disbursements and make a full and itemized written report of such at the general meetings. These records shall then be audited annually by an outside auditor, selected by a vote of the Council, and then turned over to the next Treasurer. Records are to be kept for a minimum of seven (7) years. This position shall also ensure that all requirements are met in order to maintain state and federal non-profit status and that the organization remains in good standing. This officer will share the responsibility of keeping and maintaining a notebook containing related information on all up-to-date PTO sponsored events and will have shared responsibility for updating the PTO calendar, website, and social media pages.
Section 5. As needed in order to meet the requirements of all insurance policies, the Co-Treasurer shall review all financial activity on a monthly basis to ensure the integrity of all records. After any errors have been corrected by the treasurer, the officer will sign and date the monthly reconciliation: “Examined and found correct. (name), (date).”This position will be restricted from having any banking responsibilities. This officer will share the responsibility of keeping and maintaining a notebook containing related information on all up-to-date PTO sponsored events and will have shared responsibility for updating the PTO calendar, website, and social media pages.
Section 6. All officers shall make year-end reports. The reports by the President and the Treasurer shall be presented at the final meeting of the year.
ARTICLE VII. MEETINGS AND VOTING PROCEDURES
Section 1. All parents, teachers and school administrators will have voting power at any attended meeting.
Section 2. The president may take emergency votes, over the phone or by electronic means, consisting of the PTO Board, and other interested parties as deemed appropriate by the Board.
Section 3. There should be a minimum of eight (8) general meetings per school year. Additional general meetings or Board meetings can be scheduled as needed as determined by the Board.
Section 4. Meetings shall be conducted by the duly elected officers of the PTO Council.
Section 5. The President and/or majority of the PTO Board may call Special meetings of the PTO. Whenever possible, a 48 hour notice shall be given to call a Special meeting or cancel any meeting, either by phone call or electronic means.
Section 6. A quorum of the PTO Board is a majority of the Board officers present.
ARTICLE VIII. FINANCIAL PROCEDURES
Section 1. The PTO Board shall meet prior to the first annual membership meeting to establish a proposed budget which will then be presented and voted on at the first annual membership meeting.
Section 1. A majority of the Council must give approval before purchases over $100.00 can occur outside of the approved budget.
Section 2. All expenses incurred must be verified by receipt/supporting documentation and turned into the Treasurer for reimbursement within 60 days.
Section 3. No individual shall issue a check to him/herself.
Section 4. Reimbursement checks will be issued only when an itemized receipt or a receipt with a completed reimbursement form detailing the expenditure is given to the Treasurer. If a purchase must be made on behalf of the PTO, and the member cannot wait for reimbursement, an officer of the Board must accompany the member when a check is issued to an establishment.
Section 5. A Deposit Verification Form must be completed and signed by one board member and a witness prior to deposits. The original form will be given to the treasurer, with a copy provided to the co-treasurer to confirm that the deposit has been made for the correct amount. This form is available on the PTO’s website.
ARTICLE IX. PARLIAMENTARY AUTHORITY
Section 1. The most recent publication of Robert’s Rules of Order shall be the authority on all questions of Parliamentary Procedures.
ARTICLE X. AMENDMENTS AND REVISIONS
Section 1. These bylaws may be amended by a majority vote at any general PTO meeting. All members shall be notified of proposed changes in advance of the meeting at which the vote on the matter will be taken.
Section 2. These bylaws are to be reviewed and approved at a general PTO meeting at a minimum frequency of every two years.
ARTICLE XI. DISSOLUTION
Section 1. Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
Section 2. In the event of dissolution, assets are identified to be distributed to the Manchester Community Schools Foundation, if in good standing as a 501(c)(3) organization. In the event that the Manchester Community Schools Foundation is unwilling or unable to accept the assets, assets are to be distributed to the Manchester Community School District.
KLAGER PTO POPCORN MACHINE POLICY
Adopted November 2004
Revised February 2015
Revised October 2018
The Klager & Riverside PTO popcorn machines are available to Klager and Riverside staff members for use only on Klager & Riverside property. Any individual borrowing the machine is expected to return it in like, or better condition than they received it. The popcorn machine is not intended for personal use and an adult must be present at all times during its operation. Any outside organization wishing to borrow the machine for use within Klager or Riverside must approach a PTO Board member for approval. The PTO requests that interested parties contact a PTO Board member one week prior to the scheduled date so that adequate supplies may be available. The PTO requests that only the popcorn oil and popcorn supplied by the PTO be used to avoid contamination with peanut oil or dyes. As long as the cleanliness of the machine is maintained, the supplies will be provided by the PTO at no charge.