Deer Creek Schools
Parent Teacher Organization
Deer Creek School District
Parent-Teacher Organization, Inc. Bylaws
Article I.
Name
The name of this organization shall be the Deer
Creek Parent-Teacher Organization, Inc. This includes the individual
school site PTOs, as well as the Executive PTO Board which acts as the
governing body of the organization.
Article II.
Purpose
a)
To encourage a cooperative and open communication between
parents, teachers and administrators in the education of students.
b)
To bring closer the relationship of home and school so that
parents, teachers and administrators may work cooperatively and
productively toward the education and safety of the children.
c)
To enhance the educational facilities and opportunities for the
students of Deer Creek Schools that are not otherwise provided for in
the school district budget.
d)
To give parents and students an organized opportunity to show
appreciation to teachers and administrative staff.
Article III.
Policies
a)
This organization shall neither seek to direct the administrative
activities of the school nor to control its policies.
b)
This organization may make suggestions to the administration
concerning activities of the school, if such suggestion is made toward
the betterment of conditions for all concerned. (i.e. students,
teachers, administrators and parents.)
Article IV.
Membership
a)
Any parent, step-parent, or legal guardian with a child enrolled
and attending that Deer Creek School who will uphold the policies of the
PTO and agree to the Bylaws and Operating Procedures.
b)
Each school site certified staff member who will uphold the
policies of the PTO and agree to the Bylaws and Operating Procedures.
c)
Each member will have the privilege of making motions, voting and
serving on committees in any school site in which they have a child
enrolled and attending; or in which they are employed.
d)
School Board Members, the District Superintendent, Administration
Directors, the Principal, and Assistant Principals are considered
advisors and, are always encouraged to contribute to discussions at any
meeting.
Article V.
Meetings
a)
Each school site will hold public monthly meetings from September
through May. These meeting dates should be determined no later than
July 1 for the school year and widely publicized to all parents and
staff.
b)
Any changes made to the meeting schedule on the annual calendar
must be well publicized to all members with a minimum of 48 hours
notice; this would include cancellations, additional meetings, or
changes of a meeting day/time.
c)
A school site PTO may hold closed meetings with either officers
or officers and committee chairs. However, this is not considered a
quorum to vote on matters pertaining to the general PTO membership.
(i.e. spending of funds, approval of budget, etc.)
d)
The Executive PTO Board will meet monthly from August through
May. These meetings are closed to general membership. Meeting minutes
will not be made public as a general rule; minutes may be withheld from
release or release may be delayed if disclosure would constitute an
invasion of privacy of individual(s) and/ or would adversely affect the
DCPS District and/or the DCPS PTO. Special meetings may be called
throughout the year with a minimum of 24 hour notice.
Article VI.
School Site Officers and Committee Chairs
a)
Each school site PTO Board will consist of a President,
Vice-President, Treasurer and Secretary. Job descriptions for these
positions will be updated annually in the Operating Procedures by the
Exec. PTO Board.
b)
Each officer must ensure that their organization is adhering to
these Bylaws, the Operating Procedures, as well as all district and
school administrative policies.
c)
The President’s responsibilities include (but are not limited
to):
i.
Preside over all PTO meetings
ii.
Monitor and support all activities of the other officers and
committee chairs for PTO events
iii.
Communicate with the membership on a minimum of a monthly basis
via newsletter, website, e-mail, etc during school months.
iv.
Attend monthly Exec. PTO Meeting and present school status report
v.
Assist site treasurer in creating site budget
d)
The Vice-President’s responsibilities include (but are not
limited to):
i.
Act as an assistant to the President and shall perform all duties
of the President in her/his absence
ii.
Monitor and support activities of committee chairs
iii.
Attend monthly Exec. PTO Meeting
e)
The Treasurer’s responsibilities include (but are not limited
to):
i.
Create and manage budget for each school year
ii.
Report on budget each month at PTO Meeting
iii.
Reconcile school site balance sheet to Exec. PTO Financial Report
monthly
iv.
Properly deposit all money collected in bank
f)
The Secretary’s responsibilities include (but are not limited
to):
i.
Coordinate and prepare the agenda for monthly meetings
ii.
Record minutes at each of the monthly meetings
iii.
Transcribe the minutes and provide copies at the next meeting for
approval
iv.
Post and manage the sign-in sheet for the monthly meetings
v.
Maintain all agendas, minutes, and sign-in sheets of the current
school year
g)
Each school site PTO officers will appoint Committee Chairs for
the proper execution of their activities.
h)
All officers and committee chairs shall update and return all
notebooks and documentation of the current year’s activities following
the PTO officer elections in April.
i)
Each term of office is from May 1 through April 30. Term limits
for officers will be 2 years per office held, per school site, however,
each officer must be re-nominated and re-elected into office each year.
j)
Any officer resignation should be made in writing to the Exec.
PTO President. Such resignations will be considered accepted upon
delivery. Resignations from any PTO office during a school year will
remain in effect for the duration of that school year and will apply to
any PTO office, at any DC school, not only that office which is vacated.
The position will be filled through the regular nomination process or as
determined by the Executive PTO Board unless the resignation occurs in
March or after. Then the remainder of the PTO officers will assume the
responsibilities of that position. Any person who resigns from a PTO
office but becomes interested in running for a PTO office position in
subsequent years must have approval by the Executive PTO Board. See
Operating Procedures: Nominating Process.
k)
Officers can be removed from office by majority vote of the Exec.
PTO Board for deliberately violating the PTO Bylaws/Operating Procedures
or school/district policy as well as negligence of duty, excessive
absenteeism, or irresponsible behavior. Removal from any PTO office
during a school year will remain in effect for the duration of that
school year and will apply to any PTO office, at any DC school, not only
that office which is vacated. Any person removed from office will be
prohibited from ever holding another office within PTO in the DC school
district.
Article VII:
Election of School Site Officers
a)
Each school site will have a nominating committee that consists
of the school principal, the current Vice-President and one elected
member at large. This committee should be formed no later than the end
of January. The nominating committee shall present its recommended
slate of officers by written notice to the Executive Board Officers for
approval prior to the March site PTO meeting.
b)
The nominating committee shall present the approved slate of
officers in writing at the March site PTO meeting.
c)
Only those persons who have consented to serve will be eligible
for nomination.
d)
At the March meeting, after motion to close nominations is made
and confirmed, the ballot is final. The only exception will be if a
position is vacant. Any new nominee for that position must be approved
by the Executive Board Officers and publicized to the membership at
least one week prior to the April meeting.
e)
If more than one candidate is running for an office, the nominees
may each speak to the membership regarding their background,
qualifications, etc.
f)
Elections will take place at the April meeting. All voting must
be done by prepared ballot. The ballots should be counted by the
nominating committee, and the ballots should be held at the school for
one week before destroying.
g)
All votes will be a majority vote (more than half) of those
voting. Blank ballots and abstentions do not count. No proxy votes
will be allowed.
Article VIII:
Executive PTO Board
a)
The Executive Board PTO consists of the President and
Vice-President of each school site; the Executive Board President,
Vice-President, Treasurer and Secretary; the district liaisons (School
Board Member and the Superintendent); Advisor (outgoing Exec. Board
President) and any Executive Board Committee Chairmen. The only members
with voting privileges are the school site Presidents and
Vice-Presidents and the Executive Board Officers.
b)
The President’s responsibilities include (but are not limited
to):
i.
Preside over all Exec. Board meetings
ii.
Review Bylaws and Operating Procedures annually and revise with
Executive Board approval when needed
iii.
Monitor and support all PTO activities of school sites as well as
the Exec. PTO fundraiser(s)
iv.
Coordinate training for all PTO officers
v.
Ensure that all historical information is maintained and passed
on
c)
The Vice-President’s responsibilities include (but are not
limited to):
i.
Act as an assistant to the President and shall perform all duties
of the President in her/his absence
ii.
Should the Exec. PTO President leave office for any reason, the
Vice President will automatically move into that position. At that time,
nominations for Vice President will be made by the Exec. PTO Board.
iii.
Assist President in the coordination of training for all PTO
officers
d)
The Treasurer’s responsibilities include (but are not limited
to):
i.
Preparing monthly financial reports for the Exec. PTO Meeting and
managing the approval of those reports by all school sites
ii.
Proper accounting of all funds deposited by each school site PTO
iii.
Distributing officer of all funds
iv.
Custodian of funds (transferring funds to higher yield accounts
or CDs when possible)
v.
Filing Income Tax Returns
e)
The Secretary’s responsibilities include (but are not limited
to):
i.
Taking minutes during each meeting and providing a typed copy at
the next meeting for approval.
ii.
Coordinate, prepare the agenda, and manage the sign-in sheets for
all meetings
f)
Executive PTO Officers can assume the responsibilities of site
officers due to absence or vacancy.
Article IX:
Election of Executive Board Officers and Committee Chairs
a)
Eligibility for each office includes:
i.
President - must be a former Deer Creek PTO President or Vice
President and preferably a current member of the Executive Board
ii.
Vice-President - must be a former Deer Creek PTO Officer and
preferably a current member of the Executive Board
iii.
Treasurer - prior Deer Creek PTO treasurer experience preferred,
as well as a background in finance/accounting
iv.
Secretary- must be a former Deer Creek PTO officer
b)
Nominations for the officer positions on the Executive Board
shall be taken from the floor at the February meeting. If any office
remains vacant, nominees will be determined by a nominating committee to
be presented at the March meeting. The Nominating Committee for the
Exec. Board will consist of the current Exec. Board Vice-President, one
of the district liaisons, and one elected Exec. Board member. This
committee should be formed at the February meeting in the event it is
needed.
c)
There are no term limits, but each officer must be re-nominated
and re-elected each year.
d)
Elections will be held during the April meeting. All
officers/members present at that meeting will each cast one vote. Voting
will be conducted by prepared ballot.
e)
The term of office is from July 1 through June 30. All new Exec.
Board Officers may attend the May meeting as guests, however they will
not be granted voting privileges.
f)
All committee chairs may be nominated by the President, but must
be approved by the Board.
Article X:
Fundraising
a) A
fundraiser is defined as one activity or event that is intended
to generate money to support the school.
b)
Each school site is allowed to have two PTO fundraising activities or
events each school year. If an additional fundraiser is requested by a
PTO, it must have Exec. PTO Board approval. A third fundraiser will be
allowed for a school site in its inaugural year with approval by the
Exec. PTO Board.
c)
Fundraisers must have the approval of the Exec. Board, the school
principal and be sanctioned by the Deer Creek Board of Education. The
details of this process will be included in the Operating Procedures.
d)
Fundraising activities should be driven by a defined purpose and goal.
The distribution of the funds must also be voted on by the membership.
e)
School fundraisers, although sometimes managed by parents, are not to
have their funds deposited in the PTO bank account.
f)
All fundraisers shall be clearly publicized as “school” or “PTO” in
flyers, and other means of promotion so that the membership understands
the purpose and control of the funds collected.
g)
PTO Officers shall not chair school fundraisers as this
may create confusion of the purpose and control of the funds raised,
i.e. School Family Fun Night and Walk-a-thon.
h)
Activities that do not require a monetary donation on the part of
patrons, such as “clipping” programs, rebate programs (store, credit
card and restaurant), recycling, etc. are classified as donations and
are to be directed to the school’s donation account.
i)
Service projects, which are defined as any service that is sold to
patrons without a mark-up, are not considered fundraisers. Each PTO may
do an unlimited number of service projects. However, each project
should be voted on by the membership.
j)
The Exec. PTO Board is allowed to have two PTO fundraising activities or
events each school year. The primary fundraiser is the Creek Classic
which is held the first Saturday in March.
Article XI:
Finance
a) Each school site PTO shall submit their
annual budget to the Exec. PTO Officers by May 1 for approval. Upon
approval by the Exec. PTO Officers, this budget shall be presented to
the membership for approval in their May meeting. A standard budget
format will be included in the Operating Procedures.
b) Each school site shall spend no more than
20% of its gross profit from each PTO fundraiser on PTO Expenditures;
with gross profit calculated as collections less expenses.
i.
PTO Expenditures encompass Operating Expenses and Activity
Expenses.
ii.
Operating Expenses consist of General or Administrative items and
equipment. General or Administrative items would be considered
disposable. Normally, these items are not reusable year after year and
include: stamps, envelopes, fees, basic office supplies, etc. Equipment
would be considered durable. These items are reusable year after year
and include: phones, 10-key, shredder, lock box, etc.
iii.
Activity Expenses consist of Teacher & Staff Appreciation, and
Social Events. Teacher and Staff Appreciation includes: meals, plants,
gift cards, etc. Social events include: swim party, ice cream social,
movie night, carnival, etc.
c)
Each school site shall spend the remaining 80% of its gross profit from
each PTO fundraisers on School Grants. School Grants are expenses that
have an educational value and benefit the students. They can be
disposable or permanent and must offer a learning experience, atmosphere
or environment. School Grants encompass several categories including:
school enhancement, teacher classroom or school requests, fitness
programs, drug & safety programs, etc.
d)
Each school site shall spend 100% of its allocation from the Creek
Classic on School Grants.
e)
Each month the Exec. PTO Treasurer prepares a finance report that must
be reconciled by each site Treasurer prior to the monthly Exec. PTO
meeting. At the Exec. PTO Meeting, the Exec. Board must vote to accept
the finance report.
f)
A PTO may not spend over $100 without a majority vote of the membership,
this includes the obligation to spend in excess of $100 via the ordering
of items.
g)
Each PTO should spend the money that is raised in that school year
during that school year. The maximum amount of money that can be held
over to the next year is $3,000. Any deviation from this rule must have
approval of the Exec. PTO Board.
h)
The maximum amount a school site may spend prior to the school year:
i. Shall not exceed the
carryover funds up to $3,000, and/or
ii. Shall not exceed any
budget needs for start up expenses.
i.e. a
school membership may choose to approve $5,000 in expenses for a
fundraiser like “Spirit Wear”; however, that expense cannot be fully
incurred prior to the school year where the site PTO balance is
$3,000. This includes an “obligation” to incur the expense by placing
an order in an amount in excess of the site PTO balance.
i) The Exec. PTO Treasurer’s accounts shall be
examined annually by an auditor or an auditing committee of not less
than two members. When satisfied that the Treasurer’s annual report is
correct, they shall sign a statement to that fact at the end of the
report.
Article XII:
Voting
a)
For school site meetings, a quorum will be at least four persons,
of which, two must be school site PTO officers and two must be general
members. See Article IV for definition of members.
b)
For school site meetings, a simple majority vote of the quorum
present shall constitute a decision. Blank ballots and abstentions do
not count. No proxy votes will be allowed.
c)
For Exec. PTO meetings, a quorum will be all present at a
scheduled meeting. With the consent of all members, votes on timely
issues may be taken via email.
d)
Each member eligible to vote within a school site or the
Executive PTO Board will have one vote, not one vote per child enrolled
in the respective school or in the school district, and not a vote per
number of officer positions held.
Article XIII:
Indemnification
a) Every officer,
including Exec. Board, and/or Committee Chair or Co-Chair of the PTO may
be indemnified by the PTO against all expenses and liabilities,
including counsel fees, reasonably incurred or imposed upon such members
of the Executive Board, site PTO officers, and/or Committee Chair or
Co-Chair in connection with any threatened, pending, or completed
action, suit or proceeding to which she/he may become involved by reason
of her/his being or having been a member of the Executive Board, site
PTO officer, and/or Committee Chair or Co-Chair of the PTO, or any
settlement thereof, unless adjudged therein to be liable for negligence
or misconduct in the performance of her/his duties. Provided, however,
that in the event of a settlement the indemnification herein shall apply
only when the Executive Board approves such indemnification shall be in
addition and exclusive of all other rights which such member of the
Executive Board, site PTO officer, and/or Committee Chair or Co-Chair is
entitled.
Article XIIII:
Bylaws
a)
The Bylaws of this organization may be amended by a majority vote
of the Executive Board.
b)
The Executive PTO Board has the power and the right to make
exception to any of the above referenced Bylaws and corresponding
Operating Procedures based upon uncommon circumstances by a majority
vote of the Executive PTO Board.
c)
The Operating Procedures are our Deer Creek Public Schools PTO
operating procedures. The Operating Procedures may be updated and
revised by the Executive PTO Board officers. The Operating Procedures
do not require a vote of the Executive PTO Board.
Approved on March 11, 2010 Exec. PTO Meeting
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