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Home › Middle School › PTO Home Page › By Laws

By Laws

(Proposed 02/03)

WARREN MIDDLE SCHOOL PARENT TEACHER ORGANIZATION

BY-LAWS

ARTICLE I – Name

The name of this Organization shall be the Warren Middle School Parent Teacher Organization, which may also be referred to as the Middle School PTO, located in the Township of Warren, County of Somerset, and the State of New Jersey.

ARTICLE II – Objectives

The goals of this Organization shall be to:

1. Enhance the educational and cultural opportunities of Warren Middle School students;

2. Promote the emotional and physical well-being of the children in the school, the community and the home;

3. Build a closer relationship between the home and school;

4. Stimulate reciprocal interest and interaction between the community and the school system.

ARTICLE III – Policies

1. The Organization shall cooperate with the school administration to provide quality education for all children.

2. The Organization shall not endorse any candidate or local issue. In keeping with this philosophy, the Organization may support the Board of Education’s annual operating budget and/or any addendum to that budget.

3. The Organization shall sponsor programs, which shall be educational and informative in nature.

4. The General Organization shall sponsor fund raising projects and utilize the monies raised to further the objectives of the organization.

5. The Organization prohibits any door-to-door selling.

6. The Organization shall be non-commercial, non-sectarian, non-partisan and non-profit.

7. The Organization shall cooperate with other organizations or agencies active in child welfare subject to the approval of the general membership.

8. The Organization shall encourage members at large to take leadership positions. The Organization discourages dual leadership positions.

ARTICLE IV – Membership and Dues

1. Any parent or guardian with a child under the auspices of Middle School or any school staff member interested in the goals of the Middle School Parent Teacher Organization and willing to uphold its policies and subscribe to its by-laws, may become a member upon payment of dues.

2. The Organization shall conduct an annual membership drive, but persons may be admitted to membership at any time.

3. Only PTO members in good standing of the Organization shall be eligible to participate in its business meetings, vote, or assume any elected or appointed positions.

4. No one shall be denied membership for financial reasons.

5. The annual dues of the Organization shall be established by a majority vote of the general PTO membership.

6. The fiscal year of the Organization shall be from August to July 31st of the following year.

ARTICLE V – Officers and Their Election

Section A. Officer Structure

1. The Officers shall consist of the President, Vice-President, Recording Secretary, Corresponding Secretary and Treasurer.

2. The Officers shall be elected by a majority vote via a closed written ballot given to all PTO members no later than mid April.

3. The Officers shall serve for a one-year term and shall remain in office until their successors assume office. The President, Vice-President, and Secretary shall assume office upon installation at the June PTO meeting. The treasurer shall assume office on July 15th.

4. The Officers shall serve for a term of one year, but shall not be excluded from succeeding themselves for one additional term. Only in the event that no one else wishes to serve, can the term be extended.

5. A vacancy in the office of President shall be filled by the unexpired term of Vice-President. The Executive Board shall appoint a PTO member to fill any other vacated offices. Notice of vacancies shall be provided to the PTO members.

6. Any Officer may be removed if it’s proven that said officer committed an illegal act during the course of his or her duties.

Section B. Nominating Committee and Its Responsibilities.

1. The President shall appoint the Nominating Committee and designate its chairperson by January 31st. In addition to the chairperson, the Nominating Committee shall consist of 3 PTO members, one from each grade 6-8. None of the members shall be a current officer or Grade Level Representative. The individuals shall not be eligible for an Executive Board Office or Grade Level Representative position unless no other member accepts nomination.

2. The Nominating Committee shall invite potential candidates to run for Officers at least 1 month prior to the general meeting in April. All candidates will be listed on a written ballot distributed to the PTO members. Only those who consent to serve shall be eligible to run.

3. The Nominating Committee shall collect the ballots, tally the results by majority, and present the new Officers at the May PTO meeting.

4. The Nominating Committee shall send SOS (Support Our School) forms to all 5th – 7th grade student families seeking volunteers no later than March.

5. Only the Officers of the Organization are elected. All other chairpersons and Grade Level Representatives shall be appointed by the Nominating Committee and approved by the President. Except for Grade Level Representatives, a chairperson shall serve for a term of 1 (one) year but may be appointed by the Nominating Committee to serve for additional terms.

6. Upon choosing the Grade Level Representatives for the incoming 6th grade class, the Nominating Committee, where possible, shall appoint a committee consisting of 1 member from each of the elementary schools. However, the Nominating Committee shall not solicit volunteers when at least 4 people are willing to serve.

ARTICLE VI – Executive Board

1. The Executive Board shall consist of the officers of the organization and the Principal or his or her representative.

2. The Executive Board shall have the power to transact business between meetings of this organization and shall direct and coordinate its activities.

3. Executive Board shall:

a. Approve and submit a budget for the fiscal year to the PTO membership;

b. Approve expenditures up to $200.00 per transaction without a general membership vote;

c. Increase a budget line item up to 20%, but not to exceed $200.00;

d. Maintain complete records and deliver all official materials to their successors upon assuming duties;

e. Remove an officer, chairperson, Grade Level Representative, or homeroom parent who commits an illegal act during his/her term.

f. In the event of any committee vacancy, the Executive Board has the authority to fill the vacancy.

ARTICLE VII – Duties of Officers

1. President

a. Shall preside at all meetings of this organization and its Executive Board but shall vote at general membership meetings only in the event of a tie;

b. Shall approve all committee chairpersons;

c. Shall coordinate the activities of officers and oversee committees in order that the objectives may be promoted and may attend any meetings as an ex-officio member;

d. Shall act as the primary liaison to the principal;

e. Shall be the second signature on any and all bank accounts;

f. The President can create standing and special committees as needed;

g. The President may call a meeting of the Executive Board at any time he or she deems necessary but should have at least one Executive Board meeting per year;

h. The President may call a meeting of the Grade Level Representatives at any time he or she deems necessary.

2. Vice-President

a. Perform the duties of the President in his or her absence;

b. Act as chairperson of Membership, which includes compiling list of members and distributing directories;

c. Maintain the members list and keep the information confidential;

d. Mail ballots to all PTO members;

e. Coordinate out going Executive Board, Grade Level Representative, and committee chairs parting gifts.

3. Recording Secretary

a. Shall record and keep the minutes of all Executive Board meetings and general PTO meetings.

b. Shall provide copies of the minutes at each General meeting;

c. Have a copy of Robert’s Rules of Order Newly Revised and the PTO By-Laws for reference at all meetings.

d. Meetings may be recorded for the sole purpose of taking notes;

e. Shall post approved minutes.

4. Corresponding Secretary

a. Shall conduct the correspondence of the Executive Board, PTO members, Chairpersons and PTO meetings via an annual calendar, flier and/or websites.

b. Arrange for the PTO membership-closing event in June.

5. Treasurer

a. Shall have charge of all funds and present a financial report at each general PTO meeting;

b. Shall secure by a majority vote of the general membership approval of all non-budgeted expenditures over $200.00;

c. Shall prepare a budget with the assistance of the President prior to the first fall meeting;

d. Shall submit the budget for approval by a majority vote of those members present at the first general PTO meeting;

e. Prepare a year-end financial statement no later than August 15th;

f. Shall be responsible for the preparation and timely filing of all required financial documents for each year served;

g. All cash deposits submitted to the Treasurer over the amount of $200 must be verified in writing by at least two PTO members.

ARTICLE VIII – Committees

Such standing committees shall be created by the President as may be required to promote the objectives and interests of the Organization. In addition to the standing committees, the President may deem it necessary to establish Special Committees in order to further the goals of this Organization.

Standing Committees

1. The chairperson of each standing committee shall submit an event plan to the President and keep the President informed of the activities of his/her committee.

2. All chairpersons are required by the end of the school year to submit to the President a summary report of their Committee.

3. Each chairperson shall work within the approved budget and may request additional funds as needed for specific projects. Request for budget increases will be subject to Executive Board approval and/or general membership vote depending upon the dollar amount.

Special Committees

1. Activities of Special Committees must have prior Executive Board approval.

2. All chairpersons of Special Committees should submit to the President a summary report of their Committee one month upon completion of committee or by school year end, whichever comes first.

3. Each chairperson shall work within the approved budget and may request additional funds as needed for specific projects. Request for budget increases will be subject to Executive Board approval and/or general membership vote depending upon the dollar amount.

Grade Level Representatives

1. Grade Level Representatives shall remain in their position for a 3-year term. In the event that the Grade Level Representative cannot fulfill the obligations of his/her duties/term, the President along with input from the remaining Grade Level Representatives may select a new representative after a notice to all general members.

2. Grade Level Representatives shall share equal partnership. One representative shall be chosen by the President and Principal as the grade level contact person.

3. Grade Level Representatives shall coordinate the activities of the grade including but not limited to recreation afternoons/nights, class trips and special events. At least one Grade Level Representative shall be present at all grade level activities.

4. At least one Grade Level Representative per grade shall be present to assist the Food Day Committee with regards to counting money and when necessary assist the Food Day Committee to serve the food.

5. Grade Level Representatives shall choose homeroom parents no later than September 15th.

6. No Grade Level Representative shall serve consecutive terms unless no one else volunteers to serve.

ARTICLE IX – Meetings

1. The President may call a meeting of the Executive Board or Grade Level Representatives at any time he or she deems necessary.

2. The President shall call a minimum of 6 General meetings of the PTO membership during each school year.

3. The President may call special meetings of the General Membership, five days notice having been given.

4. Decisions requiring a membership vote shall be governed by a majority of those PTO members present at any general meeting.

5. The authority on questions of parliamentary procedure shall be Roberts Rules of Order Newly Revised for all general PTO meetings.

ARTICLE X – Parliamentary Authority

The supreme authority on questions of parliamentary procedure shall be

ROBERTS RULES OF ORDER NEWLY REVISED.

ARTICLE XI – Amendments

1. A special committee shall be appointed by the President in order to prepare an amendment and/or revise the complete set of by-laws.

2. Proposed by-law amendments or revisions shall be presented at any general PTO meeting provided that written copies were distributed to the membership at least two weeks prior.

3. The proposed amendment(s) and/or complete revisions shall be adopted with a majority vote of those members present at a general PTO meeting.

4. The By-laws shall be reviewed every three years.

ARTICLE XII – Dissolution

Upon dissolution of this Organization, all funds left in the Treasury shall be used solely for the Warren Middle School at the discretion of the PTO.

ARTICLE XIII – Gifts

Each year the Grade Level Reps of the eighth grade class have the authority to decide what gift to present to the school with funds dedicated in the budget for this exclusive use.

ARTICLE XIV – Indemnification of the Executive Board and Committee Chairpersons

The Executive Board and Committee Chairpersons shall be indemnified against expenses and costs, including reasonable attorney fees incurred in connections with any proceeding involving such Executive Board members or Committee Chairpersons of the Organization to the full extent permitted by Section 15A:3-4 of the New Jersey Nonprofit Corporation Act (N.J.S.A. 15A:1-1 et seq.) as it may be amended from time to time or any successor legislation.

PROPOSED 2-03

REORGANIZATION COMMITTEE

Tracy Fennimore
Liz George
Bonnie Sauma
Mildred Spiller
Gina Voorhees