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PTO Bylaws

BYLAWS and STANDING RULES

Of

Prescott Elementary PTO



ARTICLE I – NAME, DESCRIPTION, & PURPOSE

Section 1: NAME – The name of the organization shall be Prescott South Elementary PTO (the PTO)/ The PTO is located at 115 W Cemetery Rd, Cookeville, TN 38506.

Section 2: DESCRIPTION – The PTO is a non-profit corporation that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501©(3) of the Internal Revenue Code.

Section 3: PURPOSE – The purpose of the PTO is to enhance and support the educational experience at Prescott South Elementary School, to develop a closer connection between school and home by encouraging parental involvement, and to improve the environment at Prescott South Elementary School through volunteer and financial support.

No part of the net earnings of the PTO shall inure to benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth above.  No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.  Notwithstanding any other provision of these bylaws, this corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this corporation.

ARTICLE II – MEMBERSHIP

Section 1: Membership shall be automatically granted to all parents and guardians of Prescott South Elementary School students, plus the principal and any teacher employed at Prescott South Elementary School.  There are no membership dues.  


ARTICLE III – EXECUTIVE OFFICERS

Section 1: MEMBERSHIP – The Executive Board shall consist of the officers of the Prescott South Elementary PTO and Prescott South Elementary School principal.  Officer positions can be shared.

Section 2: OFFICERS – The Executive Board officers shall consist of a president, vice president, secretary, treasurer, and up to two more floating officers. The extra officers can be, but are not limited to: hospitality, communications, and fundraising.

Section 3: TERMS OF OFFICE – The term of office for all officers and chairs is one year, beginning June 1 and ending May 31 of the following year.  No officer may serve for more than two (2) consecutive terms in the same office.  Officers and chairs are nominated and elected by unanimous vote of the Executive Board prior to the end of the fiscal year.

Section 4: QUALIFICATIONS – Any PTO member in good standing may become an officer of the PTO with the following exception: a school representative may not act as a treasurer or bookkeeper for the PTO or be a signatory on the checks of the PTO, in accordance with Tennessee Code Annotated Section 49-2-604(g).

Section 5: DUTIES – The duties of the Executive Board shall be to transact business between meetings in preparation for the general PTO meeting, create standing organizational and operational rules and policies, create standing and temporary committees, develop the annual budget for the PTO, establish fundraising programs, approve all expenses of the organization, and prepare reports and recommendations to the membership as necessary.  The  board shall also nominate and elect qualified candidates, by unanimous vote, for each office prior to the end of the fiscal year.

  • President – Preside at general PTO meetings and Executive Board meetings,  prepare agendas for official PTO meetings, serve as the primary contact for the principal, serve as the official representative of the PTO, serve as an ex officio member of all committees, coordinate the work of all the officers and committees so that the purpose of the organization is served, and retain all official records of the PTO.

  • Vice President – Assist the President, chair meetings in the absence of the President, carry out the President’s duties in his/her absence or inability to serve, and oversee the committee, volunteer, and grade representative systems of the PTO.

  • Secretary – Record and distribute minutes of all Executive Board meetings and all general PTO meetings, hold historical record for the PTO

  • Treasurer – Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year- end financial report, prepare and file informational and financial returns for federal and state agencies as required, and hold all financial records.

  • Floating Officers

    • Communications Chair: manage communications for the PTO including, but not limited to PTO newsletters, emails broadcasts, website, bulletin boards, etc. If there are not enough PTO members this will be the responsibility of the vice president and secretary.

    • Hospitality Chair: plan events such as teacher luncheons and treat days. If there are not enough PTO members this will be the responsibility of the vice president.

    • Fundraising Chair: be in charge of designing and ordering spirit gear, doing fundraisers (10 from 10, supply store, Doggie Dash, etc). If there are not enough PTO members this will be the responsibility of the treasurer.

Section 6: VOTING - The members of the Executive Board will be eligible to vote. The vote must have two-thirds (2/3) approval of the Executive Board. Absentee and proxy votes are not allowed. If needed, the principal may vote to determine a win. Votes made through email must be printed, whether it is passed or denied.


ARTICLE IV – GRADE REPRESENTATIVES

Section 1: MEMBERSHIP- The grade representatives will consist of one or two parents from each grade at Prescott South Elementary

Section 2: REPRESENTATIVES- Each grade will have one or two representatives. These representatives need to have a child in the grade they are representing.

Section 3: TERM OF OFFICE- The term for representatives is one year, beginning June 1 and ending May 31 of the following year.   Representatives are nominated and elected by unanimous vote of the Executive Board prior to the end of the fiscal year.

Section 4: QUALIFICATIONS- PTO Members in good standing with Prescott South Elementary may be a grade representative.

Section 5: DUTIES-

  • Meetings- Grade Representatives will try attend each open meeting that the PTO has.  If they can not make it, they will need to discuss their grade’s issues and concerns with the vice president before the meeting time, so that the vice president may speak on their behalf.  

  • Luncheons- They will help during the teacher luncheon, planned by the hospitality officer, for their grade.  They will help contact volunteers and get donations for the event, as well as be present to help set-up, serve, and take down

  • Copies- The vice president will give the grade representatives 1 week to copy and send home any information that the president and vice president type up.  These items may be, but are not limited to: newsletters, treat day reminders, volunteer packet, information packets, etc.

  • Field Day- The representatives will help with field day.  This includes planning, getting volunteers, and being there on the day of to execute the event.

  • Shirt Orders: At least 1 grade rep, per grade, needs to be present in the ordering/counting of shirts as well as in the sorting of shirts once they arrive.

  • Prepare envelopes for teachers when money will be collected.


ARTICLE V – COMMITTEES

Section 1: MEMBERSHIP – Committees may consist of members and board members of the PTO, 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: Hospitality Committee and Fundraising Committee

Section 3: ADDITIONAL COMMITTEES – The board may appoint additional committees as needed. These committees may be, but are not limited to: Carnival Committee, Field Day Committee, Spirit Gear Committee, etc.


ARTICLE VI - REMOVAL AND VACANCY

Section 1: REMOVAL – Any officer, grade representative, or chairperson can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board.

Section 2: VACANCY – If a vacancy occurs in the area of officer, grade representative, or chairperson the President shall appoint a PTO member to fill the vacancy for the remainder of the year.


ARTICLE VII – MEETINGS

Section 1: EXECUTIVE BOARD MEETINGS – Regular executive board meetings shall be held monthly, to be determined by the board.  Special meetings may be called by any two members, with 24 hour notice.

Section 2: QUORUM FOR EXECUTIVE BOARD MEETINGS – Three (3) members of the board constitutes a quorum.

Section 3:  OPEN PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO.  The meetings will discuss upcoming items that will be voted on by the executive board.  Suggestions, questions, and concerns will also be addressed.  Meetings shall be held monthly or as deemed necessary by the Executive board during the school year.  Dates and times of meetings will be determined at the close of each meeting.

Section 4: QUORUM FOR OPEN PTO MEETINGS – Ten (10) members of the PTO present constitute quorum.


ARTICLE VIII – FINANCIAL POLICIES

Section 1: FISCAL YEAR – The fiscal year of the PTO begins July 1 and ends June 30 of the following year,

Section 2: BANKING – All funds shall be kept in a checking account in the name of Prescott South Elementary PTO and held at a local financial institution.  

  • Two (2) authorized signatures shall be required on each purchase over the amount of $500.

    • Checks- two signatures must be on the check

    • Debit card purchases- a record of emails or text messages, approving the purchase, must be printed and stapled to the receipt.  As well as another signature on the receipt after purchase.

  • Two (2) people must always be present when counting money.

  • Family members may not count money or authorize purchases together, this includes but is not limited to: siblings, spouses, and cousins.

  • Authorized signers shall include the treasurer and another general officer, provided that the other general officer is not a representative of the school.

  • All money brought in must be counted and forms filled out for deposit, before it leaves the building

    • Treasurer may pick one day a week to come in to count, with one other PTO member

  • Purchasing with personal money to be reimbursed must be authorized before purchase.  Emails or text messages, with approval for purchase, must be stapled to receipts.

Section 3: REPORTING – The treasurer shall keep accurate records of any disbursements, income, and bank account information.  All financial activity shall be recorded in a manual or computer-based accounting system.  The treasurer shall reconcile the account(s) monthly and report all financial activity monthly and at the end of the fiscal year.

Section 4: ENDING BALANCE – The organization shall leave a minimum of $500 in the treasury at the end of each fiscal year.

Section 5: CONTRACTS – Contract signing authority is limited to the President or President’s designee.

Section 6: PURCHASES - Purchases must be approved by two-thirds of the voting quorum.


ARTICLE IX – BYLAW AMENDMENTS

Amendments to the bylaws may be proposed by any PTO member.  Amendments presented at a PTO meeting shall be considered for voting by the executive board  at a subsequent meeting or through email between meetings.  Two-thirds (2/3) approval of all members present and voting is required to adopt an amendment to the Bylaws. Votes made through email must be printed when it is denied or passed.


ARTICLE X – DISSOLUTION

In the event of dissolution of the Prescott South Elementary PTO, any funds remaining shall be donated to Prescott Elementary School.  If Prescott Elementary School ceases to exist, remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of section 501 ©(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.


ARTICLE XI – PARLIAMENTARY AUTHORITY

The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”


These bylaws were adopted on  by a unanimous vote of the Executive Board.


CHAIRMAN OF THE BOARD