The name of this organization shall be the Lannoye Elementary PTO.
This organization exists as a non-profit, incorporated organization of its members. Its “Articles of Organization” comprise these by-laws, as from time to time amended.
The purpose and objectives of the Lannoye PTO shall be to:
Develop a closer connection between school and home by encouraging parent involvement.
Enhance the educational experience by supporting academic and enrichment activities.
Improve the environment at our school by providing volunteer and financial support.
The program of this organization is educational, and it shall be developed through conferences, committees, and projects. The PTO is non-commercial, non-sectarian, and non-partisan. The PTO shall not attempt to direct the administrative work of the school.
The name of this organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern, with any partisan interest, or with any charitable organization for any purpose not related to promotions of the objectives of this PTO.
This organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing this PTO in such matters make no commitments that bind this PTO.
This organization shall not contribute financially to any other organization without the approval of the PTO Officers.
All items donated by the PTO become the property of the school, and the school may use, or later modify and/or sell, those items as they see fit, unless the PTO expressly requests, in writing, that the donated item(s) will remain in the school until the school gets PTO board approval for removal.
A. Membership in this PTO is open to any parent or guardian who has children enrolled in Lannoye, and also any teacher at Lannoye who will uphold the policies of the PTO and agree to these by-laws.
B. There shall be no dues collected from any members of the PTO or any parents wishing to be involved in the PTO.
C. Each family member shall be entitled to one vote on each matter submitted to a vote of the membership, if present at the meeting at which such vote is taken.
Meetings of the membership shall be held at least three times annually for the transaction of business. The Lannoye PTO shall meet on an agreed upon date and time each month, fulfilling the requirement of a minimum of three meetings annually. Written notice of all meetings shall be posted on the Lannoye website, the PTO bulletin (if such a board exists), the PTO website (if such a website exists and is maintained), and issued to the staff and to all parents of Lannoye.
Special meetings of the membership may be called by the officers, the principal, or the PTO.
Members present shall constitute a quorum (minimum number required for a valid meeting) for the transaction of business in any meeting of the organization.
The officers of this organization shall be President, Vice President, Secretary, and Treasurer. The school Principal shall serve as an officer. These positions can be shared by two people (and thus the title becomes, for example, Co-Secretary). These officers shall be considered the “PTO Officers” or “the board.”
Elections should be held yearly. Two officers of this organization shall be elected each year from the membership. The President and Secretary shall be elected every other year (serving a two year term). The Vice President and Treasurer shall be elected every other year (serving a two year term). Thus, the officers of the organization will have a staggered election cycle.
Officers shall serve a term of two years, and/or until their successors are installed, their removal, or their resignation. Officer position changes can have an agreed upon transition period between the newly-elected officer(s) and the former officer(s).
Officers shall be elected every year during the April PTO meeting of the year, unless another date is agreed upon during the Spring of that academic year. The new officers shall assume their official duties following their April election and perform their duties for the remainder of that academic year.
A person shall be eligible to serve more than two consecutive terms in the office.
Any officer may be removed by a majority vote of the board whenever it is the judgment of the board that the best interest of the PTO would be served by such an action.
A vacancy of any officer, for whatever reason, may be filled by a volunteer for the unexpired portion of the term, including by an existing officer.
In the event of any unfulfilled position(s), the existing PTO members may agree to continue and take on the responsibilities of any open officer positions; however, if no interested party accepts these roles and responsibilities, the existing PTO officers can decide to suspend PTO accounts and activities, to include fundraisers and events. Activity may resume once a new PTO board has been elected.
The President and/or Vice President shall
preside at all meetings of the PTO
facilitate group discussions
create meeting agendas
work closely with the school administration in matters that relate to the PTO
perform such duties as may be prescribed in these bylaws or assigned by the PTO
coordinate the work of the officers and committees in order that the objectives may be promoted
work together and communicate with all members of the board with regards to PTO activities
perform other duties as may be delegated.
The Secretary shall
record the minutes of the PTO meetings and provide the monthly PTO newsletter to parents.
keep up to date all information on the PTO bulletin board and other social media accounts (should they exist).
perform other duties as may be delegated (e.g. acquiring childcare for PTO meetings).
The Treasurer shall
receive all monies of the PTO.
keep accurate records of receipts and expenditures.
pay out funds in accordance with the approved budget as authorized by the PTO.
maintain an operating balance of not less than $1,000 in the checking account to facilitate paying expenditures.
perform a monthly bank reconciliation (compare bank accounts to bank statements to ensure there are not bookkeeping errors)
present a financial statement at each meeting of the PTO and other times when requested by the board.
provide an end of year Treasurer’s Report, to include the year’s overall expenditures and profits. Bank statements shall be provided to all members in attendance at the year’s last meeting, and it shall correspond with the information printed on the financial statement.
manage reimbursement requests submitted to the PTO, including enforcing strict rules regarding needing an original receipt for reimbursement.
coordinate any secondary fundraiser programs, including assigning a lead (e.g. Scrip, Box Tops for Education).
file the 990 NE postcard with the IRS to maintain tax exempt status.
perform other duties as may be delegated.
The Principal shall serve as a liaison between the school district and the board. She/He shall approve all fundraising projects and events of the PTO.
The affairs of the PTO shall be managed by its board
The duties of the board shall be to
transact business in the intervals between PTO meetings, including making time-sensitive decisions, including monetary ones, in the event that a PTO meeting cannot be called.
Create standing committees and/or special committees, and approve their plans of work.
Present reports at the regular schedule meeting of the PTO.
Organize fundraisers and school events to benefit and enrich the school, students, families, and the overall school environment.
Prepare and submit for approval a budget for the fiscal year.
Review the financial statement throughout the year to ensure they align with the approved budget.
Examine the bank statements, checkbook register, and Treasurer’s statement at least twice per school year.
Adopt standing rules that clarify, but do not contradict, the PTO bylaws.
Maintain and upkeep social media accounts and respond to emails within any PTO account (e.g. Facebook, Google Account, PTO Website), including modifying or deleting accounts as needed in accordance with the PTO objectives
The Treasurer and one officer will be designated signatories. This officer may include the President, Vice President, Principal, Secretary, or a Treasurer co-chair. The Treasurer and another signatory will be required for all PTO checks.
The Treasurer’s accounts shall be examined by the board at the end of the school year. The bank statements shall be provided to all members in attendance at the year’s last meeting, and it shall correspond with the information printed on the financial statement.
Regular meetings of the board shall be held during the school year; times to be determined by the PTO at the beginning of each school year. Members present shall constitute a quorum. Special meetings of the board may be called by the President, Vice President, or any member of the PTO.
Job duties, except tasks relating to finances, may be transferable between officers with board approval, assuming each party agrees (e.g. The Vice President may maintain social media accounts rather than the Secretary).
Standing and special committees (e.g. Boo Bash Committee) shall be created by the board as deemed necessary. Chair-person of the standing committees can be shared by more than one person.
The chair-person of each standing committee shall present a plan of work to be approved by the board.
The power to form special committees and appoint their members rests with the board. Since a special committee is created and appointed for a specific purpose, it is automatically out of existence when its work is done and its final report is received.
The fiscal year of this organization is August through July (unless determined otherwise).
PTO funds shall be used for programs, events, and items that directly benefit the students and staff of the school.
The board may authorize any officer(s) or agents(s) of the PTO, in addition to the officers so authorized by these by-laws, to enter into any contract for the PTO. Such authority may be general or confined to a specific instance.
The board may accept on behalf of the PTO any gift or contribution for general purposes or for any special purpose of the PTO.
PTO Members may make financial purchases with permission from the board and with approval at a PTO meeting, assuming those purchases are within the approved PTO budget, to be reimbursed by the Treasurer.
The PTO shall maintain a minimum of $1,000 in their checking account to facilitate paying expenditures.
PTO funds may remain in the account for more than one year.
Records: The PTO shall keep correct and complete books and records of which may be inspected by any member of his/her agent or attorney for any proper purpose at any reasonable time.
The rules contained in Robert’s Rules of Order, revised shall govern the PTO in all cases in which they are applicable, except where they are in conflict with these by-laws, unless otherwise agreed upon by the PTO board (e.g. voting by show of hands).
These by-laws may be amended at any regular meeting of the PTO by a two-thirds vote of the members present and voting; and further provided that notice of the proposed amendment has been given at the previous regular meeting or by written notice communicated to the membership prior to the meeting at which the vote is taken. A committee may be appointed to submit a revised set of by-laws as a substitute for the existing by-laws only by a majority vote at a meeting of the PTO, or by a two-thirds vote of the board. The requirements for adoption of a revised set of by-laws shall be the same as in the case of an amendment.
Revised February, 2023
Original Revision: October, 2012