North Buncombe Elementary School Parent-Teacher Organization
Article I: Name
The name of this organization is the North Buncombe Elementary School Parent-Teacher Organization (PTO), Weaverville, Buncombe County, North Carolina. It is a local PTO unit.
Article II: Articles of Organization
As of May 2007, the organization voted and approved to exist as a corporation. These bylaws shall be deemed its governing instrument.
Article III: Objectives
Section I: The objectives of this organization are:
a. To promote the welfare of children in home, school and community.
b. To help raise the standards of home life.
c. To create a closer relationship between home and school so that parents/guardians and teachers may cooperate intelligently in the education of children.
d. To encourage efforts between educators and the general public for the purpose of securing the highest advantages in physical, mental and social education for all children.
Section II: The objectives of this organization are promoted through educational programs directed toward parents, teachers and the general public and are developed through conferences, committees, projects and programs.
Article IV: Basic Policies
The following are basic policies of this organization:
a. The organization shall be noncommercial, nonsectarian, and nonpartisan.
b. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest for any purpose not appropriately related to promotion of the objectives of the organization.
c. This organization shall not, directly or indirectly, participate or intervene in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation.
d. The organization shall work with the school to provide quality education for all children and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education.
e. The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization.
f. In the event of the dissolution of the organization, its assets shall be distributed by the laws/regulations for one or more of the exempt purposes specified in Section 501 (c) (3) of the Internal Revenue Code of 1986 as from time to time amended.
Article V: Membership
Section I: Membership shall be voluntary by parents/guardians, staff members and teachers of children enrolled in North Buncombe Elementary School who are interested in the goals and objectives of the PTO and willing to help uphold these goals and objectives.
Section II: Membership in the organization shall be made available without regard to race, color, creed or national origin.
Section III: Regular Meetings (Article VIII:Section I) of the PTO shall be held throughout the year and be open to all members. The time and date of these meetings shall be determined by the President upon approval by the PTO. Public notice of all Regular Meetings shall be given at least seven days prior to the meeting.
Article VI: Officers and the Election
Section I: The officers of the Executive Committee shall be the President, Vice President, Secretary, Treasurer, Budget and Finance, Fundraising, Volunteer Coordinator, Hospitality and Communications.
- All officers shall be elected annually in the month of May.
- Officers shall assume their duties on June 1, to coincide with the membership year of the PTO.
- The President’s position will be filled by the Vice President after they have each served in their respective positions for one year. In the instance this doesn’t happen, the President’s position will be filled by someone who has served on the Executive Committee for one year immediately preceding his/her election to the office of President.
- No elected Executive Committee member shall serve more than two consecutive terms in the same executive position.
- Executive Committee members shall be elected to serve for no less than a two year term with the exception of the President and Vice President positions which is a combined two year term.
- The School Principal shall serve as a non-voting, ex officio member of the Executive Committee as a staff representative.
- The Assistant Principal shall serve on the board as a non-voting staff representative.
- The school’s Teacher of the Year shall serve as a member to the Executive Committee as the Teacher Representative.
- With the consent of the Executive Committee, two persons may job-share the duties of any elected officer, serving as Co-President, Co-Vice President, etc. as circumstances dictate for the most effective function of the organization.
Section II: Nominations for officers shall be made by a nominating committee consisting of five members.
- The committee shall be elected at the March PTO meeting. The Principal shall serve on the committee, and shall appoint one staff member, and nominations for two Executive Committee members shall be made from the floor. The person serving in the Communications position shall serve as chairperson and fifth member of the committee.
- The nominating committee shall present a list of nominees at the April meeting to the Executive Committee. The consent of each candidate must be obtained before his/her name is placed in nomination. Additional nominations may be made from the floor, provided the consent of each candidate has been obtained before his/her name is placed in nomination.
- The approved list of nominations will be voted on by the Executive Committee at the May meeting. The approved members will be introduced at the May annual meeting (Article VIII, Section III).
- Voting on nominations shall take place only with the attendance of both the President and Vice President. If either the President or Vice President is not in attendance their vote shall be counted by absentee ballot.
Article VII: Duties of Officers
Section I: President/Co-President
The President shall be the principal executive officer of the organization and oversee the Executive Committee and the direction of the membership.
Responsibilities of the President shall include but not be limited to the following:
· Attends all PTO meetings.
· Will post the Regular Meeting agenda two business days prior to the meeting.
· Attends faculty meetings on an as needed basis after conferring with the Principal to be included in the agenda.
· Executes usual powers of supervision and management as pertaining to the office of the President and performs such other duties as may be designated by the Executive Committee.
· Acts as the liason between the PTO and the school administration for any matters pertaining to, but not limited to, the PTO and its activities.
· Presides at all meetings of the PTO Executive Committee and the membership.
· Along with the PTO Executive Committee, the President shall select and appoint the chairpersons of all Standing and Special Committees and shall be an ex-officio member of all committees of the PTO and shall retain all committee reports.
· Reviews all information distributed by PTO committees prior to approval by the school administration.
· Oversees the process of special allocations.
· Votes only in the case of a tie vote of the Executive Committee or the membership. May also vote during a secret ballot.
· Represents the PTO at all school and outside organizations, unless the President delegates otherwise.
· The President has the authority to spend up to $100 without first getting Executive Committee approval; at the next scheduled meeting the President must submit a receipt for the expense.
· Approves all orders from the budget which are in excess of $300.
· Attends two school board meetings per year.
Section II: Vice President/Co-Vice President
The Vice President, in the absence or disability of the President, shall perform the duties of the President and shall also assume duties as assigned by the President.
Responsibilities of the Vice President shall include but not be limited to the following:
- Attends all PTO meetings.
- Attends faculty meetings on an as needed basis after conferring with the Principal to be included in the agenda.
- Assists the President and Executive Board members as needed.
- The Vice President has the authority to spend up to $100 without first getting Executive Committee approval; at the next scheduled meeting the Vice President must submit a receipt for the expense.
- In the event the President is unable to attend a Regular Meeting, the Vice President will preside.
Section III: Secretary/Co-Secretary
Responsibilities of the Secretary shall include but not be limited to the following:
- Attends all PTO meetings.
- Records the official minutes of Regular Meetings. Submits minutes to the Executive Board at least one week prior to the meeting and after the Executive Board’s approval, posts the minutes for public viewing.
- Maintains a binder with all previous meeting minutes, as well as all materials distributed at each meeting.
- Is prepared to refer to the minutes of previous meetings when requested.
- Maintains a record of Regular Meeting attendees.
- Brings the most current copy of the PTO’s bylaws to all meetings.
- Helps with PTO correspondence as needed.
- The Secretary has the authority to spend up to $100 without first getting Executive Committee approval; at the next scheduled meeting the Secretary must submit a receipt for the expense.
- In the event the President and Vice President are unable to attend a Regular or Annual Meeting, the secretary will preside.
Section IV: Treasurer/Co-Treasurer
Responsibilities of the Treasurer shall include but not be limited to the following:
- Attends all PTO meetings.
- Prepares Treasurer’s report for monthly PTO meetings. Shows balances of accounts.
- Manages bookkeeping software-entering checks and deposits.
- Fills check requests, makes payments and retains copies accordingly.
- Verifies and tallies checks before depositing.
- Reconciles bank statements monthly.
- Provides cash box for committees when needed.
- Manages annual teachers’ allocations by distributing letters and issuing checks.
- Provides accountant with checks, deposit slips, and bank statements, and produces reports from bookkeeping software for yearly taxes.
- Oversees the bookkeeping of PTO standing budget commitments and special allocations.
- The Treasurer has the authority to spend up to $100 without first getting Executive Committee approval; at the next scheduled meeting the Treasurer must submit a receipt for the expense.
- In the event the President, Vice President and Secretary are unable to attend a monthly PTO meeting, the Treasurer will preside.
The Treasurer’s accounts shall be reviewed annually by an auditor or auditing committee of not less than three members, who, satisfied that the annual report is correct, shall sign a statement of that fact at the end of the report. The auditing committee shall consist of the NBES Financial Secretary, one NBES teacher, and an outside qualified individual who shall be selected by the Executive Committee at least two weeks before the meeting at which new officers assume duties.
Section V: Budget and Finance/Co-Budget and Finance
Responsibilities of Budget and Finance shall include but not be limited to the following:
- Attends all PTO meetings.
- Serves as chairperson for the budget and finance committee.
- Distributes budget requests forms to the staff in March.
- Budget and Finance committee will review budget requests which are submitted by staff.
- Creates a budget for the following year and submits proposed budget to the Executive Committee for consideration at its March meeting.
- Reviews all requests for non-budgeted expenditures and makes recommendations to the Executive Committee for action on such requests.
- Approve all requests that go over budget in designated areas.
- File papers for incorporation to ensure we abide by the law.
Section VI: Fundraising/Co-Fundraising
Responsibilities of Fundraising shall include but not be limited to the following:
- Attends all PTO meetings.
- Coordinates and oversees all fundraising activities including but not limited to Fall Festival, Read-A-Thon, school spirit items, school checkbooks, poinsettia sales, family fun events, etc.
- Researches and submits to the Executive Committee suggestions for fundraising opportunities.
- Informs Treasurer of all financing information needed for fundraising events.
- Shall work in conjunction with Prize Patrol to obtain community donations.
Section VII: Hospitality/Co-Hospitality
Responsibilities of Hospitality shall include but not be limited to the following:
- Attends all PTO meetings.
- Coordinates and oversees all hospitality related events including but not limited to Teacher Breakfast at beginning of year, Teacher/Staff Appreciation Luncheon, Dinner Nights, Career Day, Young Author’s Day, Appreciation Days (Administrative Professionals Day, Bosses Day, Cafeteria Appreciation, Bus Drivers/ Custodians Appreciation Day), etc.
Section VIII: Volunteer Coordinator/Co-Volunteer Coordinator
Responsibilities of Volunteer Coordinator shall include but not be limited to the following:
- Attends all PTO meetings.
- Maintains a database, or other system, to quickly and efficiently provide information for all volunteer resources.
- Recruits and coordinates volunteers for fundraising, mentoring, classroom assistance, etc. as charged by the Executive Committee.
- Should keep in touch with the volunteers to see how their part in the volunteer program is progressing.
- Asks for suggestions and help in improving the volunteer program.
- Distributes and receives simple written evaluation forms from volunteers and staff to determine the effectiveness, weaknesses and strengths of the program.
- Evaluates the total volunteer program at the end of the school year.
- Provides a short, written report of the program activities noting successes and recommendations for improvement at the end of the year. A copy of the report should be saved for future reference.
Section IX: Communications/Co-Communications
Responsibilities of Communications shall include but not be limited to the following:
- Attends all PTO meetings.
- Creates and distributes a monthly newsletter to be sent out to all staff and parents.
- Distributes letter to parents informing them of the opportunity to advertise a business in the school newsletter on a monthly or yearly basis for a fee.
- Maintains a binder with all previous newsletters, as well as materials distributed at each meeting.
- Works with school website coordinator to post information on the school’s website.
- Maintains an up-to-date list of all Executive Committee members and contacts and ensures this list is available at all meetings.
- Serves as chairperson and fifth member of the nominating committee for new Executive Committee members.
- Coordinates activities involving the recruitment for new Executive Committee members.
- Coordinates activities involving public relations, correspondence and publicity for PTO events.
Section X: All officers shall:
a. Perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws and those assigned from time to time.
b. Deliver to their Successors all official materials and supplies no later than ten days following the election of their successors. Such materials shall include a Policies and Procedures Guidebook and resources essential for the functioning of the office or committee.
Article VIII: Meetings
Section I: Regular Meetings of the general membership shall be held at designated times throughout the year. Five days notice of change of date shall be given when possible.
Section II: The Executive Committee shall meet on a monthly basis.
Section III: The Regular Meeting held in May shall be known as the Annual Meeting and shall be for the purpose of electing officers, receiving reports of officers and committees, and for any other business that may arise.
Section IV: Special meetings of the membership may be called by the President and shall be called upon request of a majority of the membership. At least five days notice of such a special meeting shall be given.
Article IX: Executive Committee
Section I: The Executive Committee shall consist of the President, Vice President, Secretary, Treasurer, Budget and Finance, Fundraising, Volunteer Coordinator, Hospitality, Communications, Principal, Assistant Principal and Teacher Representative.
Section II: The Executive Committee shall transact such business as may be referred to it by the membership; shall act in emergencies between meetings of the membership; shall fill vacancies in office; shall create standing committees; shall approve plans of work of standing committees; and shall report at the regular meetings of the membership.
Section III: Regular meetings of the Executive Committee shall be held each month as outlined in Article VIII, Section II. Special meetings of the committee may be called by the President, and shall be called upon request of a majority of the members of the Executive Committee.
Section IV: A majority of the Executive Committee members in attendance shall constitute a quorum.
Article X: Committees
Section I: Finance & Budget, Volunteer Recruitment and Fundraising committees shall be required according to the bylaws, unless otherwise amended.
Section II: The Executive Committee shall consider, amend and approve the report of the Finance & Budget Committee regarding expenditures for the next year at the April Executive Committee meeting. The approved budget shall be presented to the General Membership at the Annual Meeting in May.
Section III: Chairpersons of all standing committees shall be members in good standing of the NBES PTO membership.
Section IV: Special committees may be appointed by the President when such committees are deemed necessary by the Executive Committee or the general membership.
Section V: The quorum of any committee shall be a majority of its members present.
Section VI: The President shall be a member ex-officio of all committees except the nominating committee.
Article XI: Fiscal Year
The fiscal year of the general membership shall begin on July 1st and end on the following June 30th.
Article XII: Parliamentary Authority
The rules contained in Robert's Rules of Order Newly Revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws.
Article XIII: Amendments
These bylaws may be amended at any regular meeting of the organization by a twothirds vote of the members present and voting provided notice of the proposed amendment shall have been given at the previous meeting. A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only by a majority vote at a meeting of the organization, or by a two-thirds vote of the Executive Committee.