Deep Creek Damascus K-8 Bylaws

August 2025

Article I: NAME

The name of this organization shall be Deep Creek Boosters also known as Deep Creek Damascus K-8 PTO.

Article II: OBJECTIVES

The Objective of Deep Creek Damascus (K-8) PTO shall be:

1.  To assist teachers and staff in a positive way in meeting the needs of the children and the school as a whole and to maximize every child’s academic achievement, physical development, and social adjustment.

2. To provide an opportunity for the community to become involved in the education of our children.

3. To develop an environment that encourages positive two-way communication between home and school.

Article III: POLICIES

Section 1:

Deep Creek Damascus PTO is a non-profit organization and is operated exclusively for educational purposes within the meaning of section 501 (c)(3) of the Internal Revenue Code. Notwithstanding any other provision of these rules, this organization shall not carry on any other activities not permitted to be (a) by an organization exempt from Federal Income tax under section 501 (c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue law or (b) by an organizations contributions to which are deductible under section 170 (c)(2) of the Internal Revenue code of 1986 (or corresponding provision of any future United States Internal Revenue law).

Section 2:

The fiscal year for Deep Creek Damascus PTO shall be from July 1st through June 30th of each school year.

Section 3:

The programs of Deep Creek Damascus PTO shall be school and student oriented and shall be developed through committees, projects, and meetings.

Section 4:

Deep Creek Damascus PTO shall be non-commercial, nonsectarian, and nonpartisan. It shall not endorse a private enterprise or a candidate for elected office. The name of the organization or the names of any members in their official capacities shall not be used in any connection or purpose other than the regular business of the organization and with the sanction of the Executive Board.

Section 5:

Deep Creek Damascus PTO shall seek neither to direct the administrative activities of the school nor to control its policies.

Section 6:

Deep Creek Damascus PTO may cooperate with other organizations and agencies active in enhancing children’s welfare, such as conferences or coordination councils, provided its representatives make no commitments that bind Deep Creek
Damascus PTO.

Section 7:

Deep Creek Damascus PTO will not at any time distribute any part of the revenues to the benefit of its members, officers, or other private persons, except that the organization 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 Article II: Objectives.

Section 8:

Deep Creek Damascus PTO shall not discriminate on the basis of age, color, disability, marital status, national origin, religion, gender or sexual orientation.

Section 9:

Upon the dissolution of the organization, assets shall be distributed to the Deep Creek Damascus K-8 school or to a non-profit parent organization chosen by the Executive Board.

Article IV: PARTICIPATION AND VOTING RIGHTS

Section 1. Participation

1. Participation will be open to Deep Creek Damascus School teachers, staff, and parents/guardians of students attending Deep Creek Damascus School who are interested in the objectives of Deep Creek Damascus PTO and uphold its Bylaws.

2. The privilege of holding office, introducing motions, debating, and voting is extended to PTO members.

Section 2. Voting Rights

1. Each eligible participant shall be entitled to one vote, when required, at all duly called regular and special meetings of Deep Creek Damascus PTO.

2. Only Executive Board officers shall be eligible to vote at Board meetings.

Article V: OFFICERS AND DUTIES

Section 1. Officers

1. The officers of this organization shall be President, Vice-President, Secretary, Treasurer, Volunteer Coordinator, Communications Coordinator, Donations Coordinators (2) and Past Executive Officer. These officers shall make up the
   Executive Board. Each office holder shall be entitled to one vote at meetings of the Executive Board.

2. Officers shall be elected by vote at the May meeting. All officer positions will be advertised at the April General Meeting for May elections.

3. Newly elected officers shall work side by side with the current officers until assuming their official duties at the June Board Budget meeting. The June Board Budget meeting will only permit the next year’s elected members vote, with guidance from the previous years board members. New Officers shall serve for a term of one year or until their successors are elected.

4. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a simple majority vote of the remaining members of the Executive Board.

5. In case a vacancy occurs in the office of President, the Vice-president shall assume the office of President and then serve the notice of election for the office of Vice-president. 

6. The position vacated shall be advertised at least seven days prior to the General PTO meeting, any interested bodies need to express their interest in person at the General PTO meeting. Following the meeting the board will then vote to fill the mid term vacancy.

7. The Executive Board duties shall be as follows:
   - Transact necessary business between scheduled meetings.
   - Present reports during members’ meetings.
   - Review and approve the plans, work, and reimbursements of the appointed committees.
   - Prepare and submit financial goals for the fiscal year, for approval by members.
   - Approve expenditures outside the limits of the budget.
   - Review and approve bylaws annually.
   - Attend in person, the budget meeting in the spring and bylaw review meeting prior to the beginning of the school year.
   -In the Spring, forecast the fundraising events for the following year and identify the board executives that will be in charge of coordinating with the committee chair.

8. Any Executive Board member may be removed for just cause by a majority vote of the Executive Board.

9. Resignations of Officers need to be submitted in writing or via email to the Board President.

10. The Principal of Deep Creek Damascus School will serve as an advisor to the Executive Board without voting rights.

11. The entire Executive Board shall annually review the Treasurer’s accounting records and to report committee findings to the general membership at the September meeting. The Executive Board shall, at all times, have access to any and all financial records of the organization including, but not limited to, bank statements, check book, savings book, cancelled checks, and paid receipts.

Section 2. Duties

The duties of the officers shall be as follows:

1. President

• The President shall preside at all meetings of the organization and the Executive Board. They shall ensure that all such other duties as may be prescribed in these Bylaws are assigned to the membership or by the Executive Board. They shall coordinate the work of the officers and committees in order that the objectives may be attained.

• The President shall co-sign checks with theTreasurer, principal, or head secretary.

• The President may call special meetings of the general membership.

• It is strongly recommended that the incoming President have served at least one year on the Executive Board.

• The President is the primary responsible party for regularly checking the PTO email and notifying any Board members that need to respond to an email.

2. Vice-President

• The Vice-President shall act as aide to the President and shall perform the duties of the President in their absence.

• The Vice-President shall work with the Communications Coordinator to facilitate timely communication with the teachers, staff, and school community.

• The Vice-President shall be the main communicator between the principal and school staff

3. Secretary

• The Secretary shall record the minutes of all duly scheduled meetings of Deep Creek Damascus PTO and the Executive Board and shall supply each officer with a copy of those minutes.

• The Secretary shall take attendance at all meetings through use of a sign-in sheet.

• The Secretary shall perform such other duties as delegated.

• The Secretary shall supply a copy of the current bylaws in the PTO binder.

4. Treasurer

• The Treasurer shall receive and deposit all money of Deep Creek Damascus PTO, keep an accurate record of receipts and expenditures, and pay all bills authorized by the Executive Board.

• The Treasurer shall present a financial report at every meeting of Deep Creek Damascus PTO and at other times when requested by the Executive Board and/or the President. The Treasurer is authorized to establish such checking or savings accounts as necessary.

• The Treasurer is responsible for preparing each year’s budget in which 20% of the budget is always carried over to the following year to cover beginning expenses.

• The Treasurer shall coordinate an internal audit annually with the Deep Creek Damascus Principal and PTO President.

• The Treasurer shall be responsible for all state and federal filings.

• The Treasurer and an Executive Board member shall count any physical funds raised during the school year.

5. Volunteer Coordinator

• The Volunteer Coordinator is responsible to oversee scheduling volunteers in the building, for special events, and generally as needed and requested by a staff member.

• The Volunteer Coordinator will comply with any District reporting requirements or requests such as hours of service, lists of volunteers, etc.

• The Volunteer Coordinator may be assisted by an assistant, as well as a representative from each grade level.

• The Volunteer Coordinator could align with the school for all volunteer recognition.

• The Volunteer Coordinator shall work with the Communications Coordinator as needed to communicate volunteer needs.

6. Communications Coordinator

• Develop and maintain communications via newsletter, website, social media and email to various public regarding PTO activities and business.

• Work with the Vice President and Volunteer Coordinator.

• Community Liaison.

7. Donations Coordinators (2)

• The donations coordinators shall solicit and gather donations from businesses, and Deep Creek donors to meet the needs of fundraising efforts and school needs throughout the school year.

• Donations Coordinators shall plan put together fundraising prizes/packages to present to any winners.

• Donations Coordinators shall be in charge of setting up, taking down, and storing all prize packages for any fundraising events.

• Donations Coordinators shall adequately track all solicitations, donations, and fundraising packages for future reference.

• Donations Coordinators shall select and notify winners of prizes.

• Donations Coordinators shall work with all committee and board members to ensure that DCD PTO’s donations needs are met.

• Donations Coordinators shall provide any tax receipts requested throughout the year.

• Donation Coordinators should provide adequate ‘thank you's’ to donors.

8. Past Executive Officer

• A previous Executive Officer shall serve on the Executive Board for the purpose of passing on knowledge gained from past experiences and operations.

• All officers shall perform the duties prescribed in these Bylaws and deliver to the successors all official material within ten days following the meeting at which their successors were voted in.

Article VI. COMMITTEES

Any Officer may be an ex-officio member of any Deep Creek Damascus PTO Committee.

Section 1. Standing Committees (suggested but not limited to)

1. Fall Fundraiser

2. Spring Fundraiser

3. Book Fair

4. Back to School Social

5. Community Events

6. Staff Recognition

7. Team Awesome

8. 5th Grade Promotion

9. 8th Grade Promotion

10. Spring Carnival

11. Holiday Craft Night

Section 2. Duties

1. Committee Chairperson shall perform and fulfill the project obligations as stated in Committee Guidelines.

2. Committee Chairperson is responsible for effective communication among all PTO members.

3. Committee Chairperson is responsible for submitting their notes to the Executive Board for future reference.

Section 3. PTO Related Activities

As deemed by the Executive Board, committees may be created to fulfill PTO-Related Activities. These Committees will have a volunteer Chairperson that is responsible for effective communication among all PTO members.

Section 4. Ad-hoc Committees

Ad-hoc committees may be created by the Executive Board as deemed necessary to promote the objectives and carry over from one school year to the next, but must be reinstated at the beginning of each year.

Article VII. MEETINGS

Section 1. Meetings

1. Deep Creek Damascus PTO meetings will be held once each month of the school year, unless deemed unnecessary at the discretion of the Executive Board, on the day and at the time designated by the Executive Board.

2. A special meeting of the general membership may be called by the President. Notice of special meetings shall be the same as regular meetings. The agenda must be stipulated at the time of notification and discussion limited to only those items of business.

3. Executive Board meetings will be held monthly for the purpose of, but not limited to, establishing an agenda for the General Board Meeting and reviewing financial expenditures.

Section 2. Quorums

1. A quorum for Executive Board meetings shall be 5 of the 9 board members.

2. No quorum for general membership meetings will be required at this time.

Section 3. Voting

All business conducted at any meeting shall be conducted by a majority vote of those present in person unless otherwise specified in these Bylaws or required by applicable law.

Article VIII: PARLIAMENTARY AUTHORITY

The President shall preside over the meetings following these Bylaws, the Articles of Incorporations, and applicable law.

Article IX: AMENDMENTS

These Bylaws may be amended at any regular meeting of the membership by two-thirds vote of the members present and voting. The proposed amendments must be available by review by the membership at least thirty (30) days before the vote.

Any times not covered by these Bylaws shall be left to the interpretation of the Executive Board.