PTO Bylaws

Long Mill Elementary School PTO
2009-2010
BYLAWS

Article I – Name
The name of the organization shall be the Long Mill Elementary PTO (aka LOMES PTO). Provisions of the Bylaws shall not be in conflict with the Administrator or Franklin County Schools. The name of this organization shall be the Long Mill Elementary Parent Teacher Organization, also known as LOMES.

Article II – Purpose
To promote the education and well-being of all children at home, in school, and in the community.
To provide a forum for discussion and foster communication between parents, administrators, educators and the community.
To enhance the educational facilities and opportunities for the students of Long Mill Elementary School that is not otherwise provided for in the school budgets.
To promote volunteer programs and resources for Long Mill Elementary School.
To sponsor projects and events for the benefit of Long Mill Elementary Public School students.
To raise funds as required providing for all the above objectives.

Article III – Members
Section 1. Any parent, guardian, or other person standing in “loco parentis” or direct relative of a child enrolled and attending Long Mill Elementary School with adherence with Franklin County School board and policies.
Section 2. The principal and any teachers employed at the school may be a member and have voting rights.
Section 3. Dues will be established by the executive board. Dues are charged, a parent, guardian or other “loco parentis” must have paid his or her dues at least 14 calendar days before the meeting to be considered a member
in good standing with voting rights.

Article IV – Officers and Elections
Section 1. Officers. The officers shall be a president, vice president, secretary, treasurer, assistant treasurer, and parliamentarian.
Reminder: Level 2 volunteer clearance standing per school policy.
a. President: The president shall 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, serve as an ex officio member of all committees except
the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.  The president will hold a vote during executive meeting, deadlock, and general meeting.
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, moodle website, office prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minute’s book (PTO office), bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.
d. Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. 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.
e. Assistant Treasurer. The Assistant Treasurer shall be a member of the Executive Board, and in the absence of the Treasurer, shall perform the duties of the Treasurer. The Assistant Treasurer shall perform a monthly audit of the Treasurer’s report and shall produce such completed monthly audit to the Executive Board at the monthly Executive Board Meeting. The Assistant Treasure’s audit will be on the previous month’s report. The Assistant Treasurer shall perform such other duties as are assigned by the President or the Executive Board.
f. Parliamentarian. Will help to facilitate the rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Long Mill Elementary PTO.  The Parliamentarian shall interpret procedures according to the LOMES bylaws; and provide advice to the President on items not contained in the latest version of Robert’s Rules of Order.  The Parliamentarian shall provide guidance to the Executive Committee and to each committee regarding parliamentary procedure and Robert’s Rules of Order. The Parliamentarian shall keep the official history of the organization and shall keep an annual 
record of all of the activities of the organization. In the case of absence an Administrator/Principal can enact the role as Proviso Parliamentarian during meetings where deadlock or special conditions occur.

Section 2. Nominations and Elections. Elections will be held at the second to last meeting of the school year. The nominating committee shall collect nominations in April at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.

Section 3. Eligibility. Members are eligible for office if they are members in good standing and Level 2 volunteer clearance.

Section 4. Terms of Office. Officers are elected for one year 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.

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 the is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting from the floor.

Section 6. Removal from Office. If an Officer of the LOMES PTO (President, Vice-President, Secretary, Treasurer, Assistant Treasurer or Parliamentarian) does not fulfill duties required as described in Article III, that Officer will be notified in writing of the meeting at which removal from office will be discussed and voted upon. At that meeting, the Officer may present statements to the PTO body in an effort to retain the position.

Removal will occur if so voted by majority of the LOMES PTO present at the meeting. Removal from office may occur by a majority vote of the Board for missing more than two consecutive Board meetings, failure to perform assigned duties, corruption, or any act that brings dishonor to the organization or negates the objectives of the organization.

Removal shall take place after the board has met in an effort to discuss the problem and all attempts have been made to resolve the problem. No board member has the right to change any decision that the board members made. If a board member intentionally does not follow thru with the decision of the board, it will result in removal from the board.

Article V – Meetings
Section 1. Regular Meetings. The regular meeting of the organization shall be posted on school calendar and website and marquee. The transition meeting will be held at the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. The secretary will notify the members of the meetings at least one week prior to 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 flyer and phone calls.

Section 3. Quorum. The quorum shall be 10 members of the organization.

Article VI – Executive Board
Section 1. Membership. The Executive Board shall consist of the officers, principal, and standing committee chairs and two or more staff representatives.

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, approve routine bills, and prepare reports and recommendations to the membership.

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

Article VII – Committees
Section 1. Membership. Committees may consist of members 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: Fundraising, Hospitality, Membership, Communications, Volunteer, Family Events, Special Projects, Enrichment, Public Relations, Programming, Administrative

Section 3. Additional Committees. The board may appoint additional committees as needed will be Nominating and Auditing.

Article VIII – Finances
Section 1. A tentative budget shall be drafted by the first meeting and approved by the second meeting of the school year and approved by a majority vote of the members present.

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

Section 3. The Executive board shall approve all expenses of the organization if over $100.00.  Expenses that occur between board meetings under $100 can be authorized by two board members.

Section 4. Two authorized signatures shall be required on
each check.  Authorized signers shall be the president, vice president and treasurer.

Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Audit Committee.
All PTO financial and other pertinent records must be turned over within 10 business days from the summer meeting date. The incoming and outgoing President and Treasurer must make themselves available to sign and record the transfer of bank accounts. Financial records would include: bank account records, outstanding debt records, history of all transactions, receipts, and tax information. Other pertinent records include: date of contracted events, frequent contacts, willing volunteers information, sample forms/documents, PTO inventory, etc.

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.

Article IX – Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.

Article X –Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.

Article XI – 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.



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