By-Laws

Stone Bank School PTO, Inc. EIN: 20-1702642

Attachment to Form 1023


Stone Bank School Parent Teacher Organization

By-Laws

(2011)


ARTICLE I – Organization


  1. The name of the organization shall be the Stone Bank School Parent Teacher Organization (PTO).


ARTICLE II - Mission

  1. The purpose of the organization shall be to strive to provide support, fiscal and non-fiscal, for Stone Bank School, to promote cooperation and the exchange of information about the needs of the school and its programs and activities, and to encourage the participation of parents, faculty, administration, staff and all other interested persons for the unified spirit of the school.


Article III – Members

Any parent, guardian or grandparent of a student at the school may be a member and shall have voting rights. The principal and any teacher or staff employed at the school may be a member and have voting rights.


Article IV – Officers and Elections

Section1. Officers. The officers shall be a president or co-presidents, vice president, secretary and treasurer. The offices of secretary and treasurer may be held as co-offices, where the two duties are taken care of by one individual. All the officers should be familiar and guided by the by-laws of the PTO.

a. President or Co-Presidents. The president or co-presidents shall prepare the agenda and preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization as needed, serve as an ex officio member of all committees, and coordinate the work of all the officers and committees so that the purpose of the organization is served.

b. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve.

c. Secretary. The secretary shall keep all records of the organization, take and record minutes, handle correspondence, and post notice of meetings to the membership. The secretary also keeps a copy of the minutes, bylaws, rules, committee membership list, and any other necessary supplies, and brings them to meetings. The secretary shall remind members of their appointment on standing or special committees.

d. Treasurer. The treasurer shall receive all funds and receipts of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. The treasurer will deposit all money in the name of the PTO. The treasurer and president or co-presidents will be on the signature card for the bank account. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year. The treasurer shall act as custodian over funds and any tangible assets of the PTO.

Section 2. Nominations and Elections. Nominations for the following school year will be taken by the vice president after the April PTO meeting and all nominees that accept will be presented at the May meeting. If more than one person is running for an office, a ballot vote shall be taken with ballots sent to all eligible voters to be turned into the school office or via email to the vice-president by a specified date, between the April and May PTO meetings. New officers are announced at the May meeting.

Section 3. Eligibility. Members are eligible for office if they are a parent or guardian of a child(ren) at Stone Bank School.

Section 4. Terms of Office. Officers are elected for two years and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time, except the treasurer and secretary may be the same person.

Section 5. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

Section 6. Removal From Office. Officers can be removed from office with cause by two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.


Article V – Meetings

Section 1. Regular Meetings. The regular meeting of the organization shall be held on a day decided by the board before the start of each school year, or at a time and place determined by the executive board at least one month before the meeting.

Section 2. Special Meetings. Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting by e-mails.

Section 3. Quorum. The quorum shall be 7 members of the organization.


Article VI – Executive Board

Section 1. Membership. The Executive Board shall consist of the officers and principal.

Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership and board of education, approve routine bills, and prepare reports and recommendations to the membership.

Section 3. Quorum. Half the number of the board members plus one constitutes a quorum.


Article VII – Committees

Section1. Membership. Committees may consist of members (parents and teachers) and board members, with the president acting as an ex officio member of all committees.

Section 2. Standing Committees. The following committees shall be held by the organization:

Teacher Appreciation – Exists to support teachers and recognize them throughout the year. Activities may include a Welcome Back to School Lunch and Teacher Appreciation Week.

Room Parent Committee – Exists to support and organize the room parents for each grade level. The Room Parents support classroom activities and parties.

Book Fair Committee – Exists to support the Scholastic Book Fair activities.

Other PTO activities that may require committees include but are not limited to:

  • Family Fun Nights (game night and movie night)

  • Chicken Dinner and Auction

  • Restaurant Nights

  • Chili Dinner

Section 3. Additional Committees. The board may appoint additional committees as needed.


Article VIII – Finances

Section 1. A tentative budget shall be drafted in the spring for each school year and approved by a majority vote of the members present.

Section 2. The treasurer shall keep accurate records of disbursements, income, and bank account information.

Section 3. The board shall approve all expenses of the organization or delegate this authority to the treasurer.

Section 4. Authorized signers on bank accounts shall be the treasurer and president or co-presidents.

Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the PTO.

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and with the membership’s approval, spent for the benefit of the school.

Section 7. The fiscal year shall coordinate with the school year.

Section 8. Disbursement of Funds. The Executive Committee has the power to disburse funds up to $1,000, if approved by a majority vote of the Executive Committee. For disbursements in excess of $1,000, a vote at a PTO meeting must concur with the action.


Article IX – Amendments

These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by postal mail, e-mail, or fax. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.









Policy and Procedure

PTO Fund Disbursement

SCHOOL GIFT

Effective 2011


Category definition: This funding category refers to the disbursement of excess funds from a school year’s budget that are often “gifted” to the school in a manner approved by the current head of school and the PTO Board of Directors. The amount varies from year to year based on the excess funds available.


Intent of funding: The intent of the funding is to help the school maintain and provide an optimal learning environment to all of our children. It could be used for, but is not limited to, technology updates, capital expenditures, facility enhancement, curriculum enhancement, general school supplies, etc.


PTO’s intent: If excess funds are available, the PTO President and Vice President will meet with the head of school to understand needs which could potentially be funded by the PTO. The parties involved will form a collaborative decision about how the funds can best be used. The PTO officers will bring the matter to the PTO Board of Directors for a vote.


Requirements needed to be fulfilled: Any such disbursement of funds over $1,000 requires the vote of the full PTO Board and members at a general meeting.


Teacher responsibility: None.


PTO responsibility: After the funding proposal has been presented to the PTO Board or Directors, and a vote taken, the PTO officers will notify the school regarding the status of the funding. At that time it will be determined how the funds will be dispersed (i.e.; to the school, to a vendor, etc.). At any time, the current PTO Board of Directors may vote to change this amount or procedure.





Policy and Procedure

PTO Fund Disbursement

DISCRETIONARY SPENDING

Effective 2011


Category definition: This category is for funding requests of a one-time or miscellaneous nature. They are requests that don’t fall into any other category or they include funding areas or staff positions at school, which aren’t covered in any other capacity in the PTO operating budget. These events or areas might fall under general categories of Teacher Support, Student Support, Administration and Facility Support, Parent Support, etc.


Intent of funding: The intent of the funding is for the PTO to assist the school in enabling the success of a variety of school hosted events that might require additional funding or to assist a faculty or staff member in an area that needs additional funding.


PTO’s intent: The PTO President will have sole discretion to make a decision on any funding request under $100. The PTO Board Executive Committee will review any request between $100 and $1,000. Any amount larger than $1,000 will be taken to the entire PTO Board of Directors for approval.


Requirements needed to be fulfilled: The staff or faculty member should fill out a Request for Funding form noting the nature of the event and the impact on the school.


Staff responsibility: Per above.


PTO responsibility: The PTO board representative will notify the staff member of the approval or denial of funding. If the request is approved, the funds will be dispersed to the faculty member upon receipt of the necessary invoices, receipts or proof of payment. At any time, the current PTO Board of Directors may vote to change this amount or procedure.




Policy and Procedure

PTO Fund Disbursement

SETTING THE PTO BUDGET

Effective 2011


Category definition: This category is to determine how the newly appointed and/or elected PTO Board of Directors will establish the PTO’s operating budget for each new school year.


Intent of funding: The intent is to outline the policy for how the budget is set for the school year.


PTO’s intent: Per above.


Requirements needed to be fulfilled are as follows: By the June PTO meeting, the Committee Chairs will be asked to provide input as to the budget for the following school year. A budget from a previous year may be used as a starting point for the members. Each line item in the budget is discussed and a dollar amount is allocated. If there is reason to create new budget line items, the PTO Board Executive Committee may do so at this point.


Teacher responsibility: None


PTO responsibility: After the PTO Board Executive Committee has agreed upon a budget, it is presented to the PTO Board and Members at the June meeting and voted upon. Once there is passing vote of the budget, it stands for the next school year. If amendments need to be made to the budget during the year, the board will vote upon said proposed changes. At any time, the current PTO Board of Directors may vote to change this amount or procedure.