Deep Creek Damascus K-8 Bylaws

April 2026

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 organization's 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 PTO Executive Board Members must follow and abide by the school and covering school districts policies

Section 7:

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 8:

The organization shall not distribute any part of its revenues to the benefit of its members, officers, or other private persons. The organization may pay reasonable compensation for bona fide services rendered to non-members or independent contractors and may make payments in furtherance of its exempt purposes.

Section 9:

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

Section 10:

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  members of the Deep Creek Damascus community.

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, 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. Only declared candidates shall be eligible for election. Write-in votes are not permitted.

4. 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 to vote, with guidance from the previous year's board members. New Officers shall serve for a term of one year or until their successors are elected.

5. 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.

6. 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.

7. In the event of a mid-term vacancy in any Executive Board position other than the President, the vacancy shall be announced to the membership at least seven (7) days prior to the next General PTO meeting.Any eligible person interested in the position must declare their interest in person or in writing through the PTO email. Following the meeting, the Executive Board shall vote to fill the vacancy.

8. Any officer wishing to resign prior to the end of their term must submit a written resignation to the President, with CC to the entire board.  In the event the President is resigning, the written resignation shall be submitted to the Vice President, with CC to the entire board. The resignation shall be effective upon the date specified in the notice or, if no date is specified, upon receipt.

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

10. Every Board Member shall have a current GBSD approved Volunteer Application on file for the entire school year.

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

12. The entire Executive Board shall annually review the Treasurer’s accounting recordsand 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.

13. The Executive Board duties shall be as follows:
    - Transact necessary business between scheduled meetings.
    - Present reports during members’ meetings.
    - Review  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 the PTO budget meeting in the spring and have a PTO board meeting to review bylaws prior to the beginning of the school year.
    -In the summer:

    • forecast the fundraising events for the following year

    • identify the board executives that will be in charge of coordinating with the committee chair.

Section 2. Duties

The duties of the officers shall be as follows:

1. President:

• The President shall facilitate 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.

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 all Committees 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

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

• Keep the Communication Shared File up to date.

3. Secretary

• The Secretary shall record the minutes of all duly scheduled meetings of Deep Creek Damascus PTO and the Executive Board.

• Upload meeting minutes onto Google Drive.

• Send meeting minutes to the Communications Committee to upload to the website.

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

• The Secretary shall create the Monthly Newsletters and add to google drive.

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. Past Executive Officer

• Provides continuity and institutional knowledge from prior experience

• Assists with onboarding new Board members who have been appointed mid-term

• Monitor comments on the PTO facebook group

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. Communications Coordinator Committee

2. Volunteer Coordinator Committee

3. Back to School Social

4. Donation Coordinator Committee

5. Staff Recognition

6. Fall Fundraiser

7. Team Awesome

8. Book Fair

9. Holiday Craft Night

10. Bingo Night

11. Spring Fundraiser

12. Spring Carnival

13. 5th Grade Promotion

14. 8th Grade Promotion

15. Community Events

Section 2. Duties

• Committee Chairperson and Committee members shall have a current GBSD approved Volunteer Application on file for the duration of the planning and event.

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

• Committee Chairperson is responsible for effective communication with their PTO liaison.

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

Section 3. 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.

4. Meeting should be conducted accordingly to Robert’s Rules of Order

Section 2. Quorums

1. A quorum for Executive Board meetings shall consist of at least seventy-five percent (75%) of the total filled Executive Board Positions.

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 a two-thirds (2/3) vote of members present and voting, provided that written notice of the proposed amendment has been made available to the membership at least thirty (30) days prior to the vote. Any items not covered by these Bylaws shall be left to the interpretation of the Executive Board.