By Laws
Skip NavigationWARREN TOWNSHIP CENTRAL SCHOOL PARENT-TEACHER ORGANIZATION BY-LAWS
ARTICLE I – NAME
The name of this organization shall be the Warren Township Central School
Parent-Teacher Organization commonly referred to as the Central School PTO.
ARTICLE II – OBJECTIVES
The goals of the organization shall be:
1. To enhance the educational and cultural opportunities of Warren students.
2. To promote the emotional and physical well-being of the children in the
school, the community, and the home.
3. To build a closer relationship between the home and school.
4. To encourage a cooperative effort and facilitate communication between the
community and the school system.
ARTICLE III - POLICIES
1. The organization shall cooperate with the School Administration to support a
positive learning environment and the overall education of the children.
2. The organization shall not directly or indirectly endorse any candidate but
may endorse a school budget.
3. The organization shall sponsor programs which shall be of an educational,
cultural, social and/or informative nature.
4. The organization shall sponsor fundraising projects, the profits to be used
to further the objectives stated in Article II.
5. The organization prohibits door-to-door selling of any kind. All incentives,
such as free gifts shall be eliminated from fundraisers.
6. The organization shall be non-commercial, non-sectarian and non-partisan.
Recognition that the organization is a 501 (c) (3) Tax-Exempt Organization as
defined by the Internal Revenue Service and has a Charitable Registration
License with the State of NJ and shall conduct all activities of the
organization in accordance with the rules of these bodies so as to maintain its
non-profit, charitable status.
7. The organization shall cooperate with other organizations or agencies active
in child welfare.
8. The organization permits solicitation at local businesses with adult
supervision with Executive Board approval.
ARTICLE IV – MEMBERSHIP AND DUES
1. Any parent or guardian with a child under the auspices of Central School or
any school staff member interested in the goals of the Central 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 in September, but
persons may be admitted to membership at any time.
3. The amount of dues for the fiscal year shall be established by a majority
vote of the PTO Executive Board.
4. The fiscal year shall be from July 1-June 30 of the calendar year.
5. An Audit Committee consisting of not less than three (3) members from the
general membership shall be appointed by the Executive Board and shall audit the
organization’s accounts and transactions at least 90 days prior to the last
meeting of the year. The committee shall report its findings to the membership
and the audit committee report shall be adopted by the membership.
ARTICLE V – OFFICERS
1. The officers of this organization shall be President, 1st Vice President, 2nd
Vice President, Secretary and Treasurer.
2. 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.
3. Newly elected officers shall assume office on July 1.
4. A vacancy occurring in the office of the President shall be filled by the 1st
Vice President. All other vacancies shall be filled by the Executive Board after
advertising said vacancy to the general membership.
5. Any officer may be removed if it is proven that said officer committed an
illegal act during the course of his or her duties as that officer.
ARTICLE VI – DUTIES OF OFFICERS
PRESIDENT
1. 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.
2. Shall coordinate the activities of officers and oversee committees directly
or may delegate to the Vice President in order that the objectives may be
promoted and may attend any meetings as an ex-officio member.
3. Shall act as the primary liaison to the Principal.
4. Shall have authorization to approve expenditures, not to exceed the amount of
$200.00.
5. Shall be a second signatory on any and all bank accounts. Shall cosign all
contracts with the appropriate committee person.
6. The President and President-elect shall work together in approving
chairpersons and making plans for the next calendar year.
VICE-PRESIDENT
Shall assist the President with committee work; committees may report directly
to a Vice-President if the President and Vice President mutually agree to this
arrangement.
1ST VICE PRESIDENT
1. Shall perform the duties of the President in his or her absence.
2. Shall be membership chairperson.
3. Shall maintain a membership list.
4. Shall arrange for a year-end breakfast/ luncheon in June which will also
serve as the last meeting of the year.
5. Shall be a third signatory on any and all bank accounts.
2nd VICE PRESIDENT
1. Shall be fundraising chairperson whose duties shall include reviewing and
recommending fundraising opportunities.
SECRETARY
1. Shall keep the minutes of all meetings of this organization and its Executive
Board.
2. Shall conduct the correspondence of this organization.
3. Shall inform the general membership of meeting dates.
4. Shall be responsible for the safekeeping of the organization’s Incorporation
Documents, By-Laws, non-profit determination letter and charitable gaming
license. Shall keep all licenses current by filing all necessary forms and fees
as required.
5. Shall keep records of general membership, Executive Board, or special meeting
minutes for a period of five (5) years.
6. Shall have a copy of ROBERTS RULES OF ORDER, REVISED.
TREASURER
1. Shall have charge of the funds of the organization and keep all books and
accounts of the organization.
2. Shall have custody of the organization’s financial records, including bank
statements, cancelled checks, disbursement forms, invoices, receipts, and
budgets for a period of five (5) fiscal years.
3. Shall be one of three (3) authorized signatories on bank accounts with the
President and 1st Vice President as other authorized signatories. All checks or
withdrawals exceeding $1,000.00 on any of the organization’s accounts must have
no less than two (2) authorized signatures on said check or transaction.
4. Shall prepare a yearly budget with the President and/or Executive Board prior
to the first meeting of the new calendar year and shall submit the budget for
approval by a majority vote of those present at the first membership meeting.
5. Shall secure by a majority vote of the general membership, approval of all
major expenditures or amendments to the budget and shall make disbursements as
authorized by the membership in accordance with the adopted budget.
6. Shall prepare and present a financial report at each meeting of the
membership and shall be responsible for filing of the organization’s federal and
state tax forms in cooperation with organization’s accounting firm.
7. Shall submit upon request, books and records to the audit committee.
ARTICLE VII – NOMINATING COMMITTEE AND ELECTION OF OFFICERS
1. Only the officers of the organization (President, 1st Vice President, 2nd
Vice President, Secretary, and Treasurer) are elected. All other chairpersons
shall be appointed by the Nominating Committee and approved by the President in
conjunction with the President-elect. The chairperson shall serve for a term of
one year but may be appointed to serve for one additional term. Only in the
event that no one else wishes to serve as chairperson can his or her term be
extended.
2. The President shall appoint the chairperson of the Nominating Committee. The
President and chairperson shall select four more committee persons consisting of
four members at large. Preferably, a cross-section of grade levels should be
represented.
3. The Nominating Committee shall send SOS (Support Our School) forms to all
student families, seeking volunteers to serve as chairpersons and servers for
all committees. The Nominating Committee shall secure, where possible, the
positions of the Executive Board before the selection of chairpersons is
finalized.
4. Positions for officers are open to more than one candidate. Anyone interested
in serving in the capacity of a PTO officer shall notify the Nominating
Committee who will then place that person’s name on the ballot.
5. The positions for the five officers shall be voted on individually by the
general membership by closed, written ballot. The ballots will be collected and
tallied by the Nominating Committee and presented at a General Meeting of the
organization to be held no later than May 31.
ARTICLE VIII – EXECUTIVE BOARD
1. The Executive Board shall consist of the officers of the organization.
2. The Executive Board shall have the power to transact business between
meetings of this organization and shall direct and coordinate its activities.
3. The President may call a meeting of the Executive Board at any time he or she
deems necessary.
ARTICLE IX – MEETINGS
1. The general membership shall meet at least eight times from September to
June.
2. Special meetings of the general membership may be called by the Executive
Board, five days after notice having been given.
3. The privilege of holding office, introducing motions, debating and voting
shall be limited to members whose current dues are paid.
4. A motion shall be considered passed upon a majority vote of the members
present at a general meeting of the organization.
ARTICLE X – COMMITTEES
1. In addition to the standing committees, the Executive Board may establish any
other committees it deems necessary in order to further the goals of the
organization. The President shall appoint the chairperson of these committees.
2. The chairperson of each committee shall present its plans and intentions to
the Executive Board and no work shall be undertaken without approval.
3. Chairpersons cannot go over their established budget without approval from a
vote of the general membership at a meeting of the organization.
4. All chairpersons shall submit to the President a summary report and the file
or notebook of their committee at the end of their terms.
ARTICLE XI – PARLIAMENTARY AUTHORITY
The supreme authority on questions of parliamentary procedure shall be ROBERTS
RULES OF ORDER, REVISED.
ARTICLE XII – AMENDMENTS
1. These by-laws may be amended at any regular meeting of the organization by a
two-thirds vote of the members present and voting, provided that notice of the
proposed amendment shall have been given at least two weeks previously.
2. A committee may be appointed to submit a revised set of by-laws as a
substitute for these by-laws by a majority vote at a meeting of the
organization. The requirements for adoption of a revised set of by-laws shall be
the same as in the case of an amendment.
ARTICLE XIII – DISSOLUTION
1. Upon dissolution of this organization, all funds left in the treasury shall
be distributed either to the Central School or for use by it for the benefit of
the students or to the benefit of any other Warren Township students.
2. The general membership shall grant approval of disbursement of said funds.
ARTICLE XIV – INDEMNIFICATION OF OFFICERS, EXECUTIVE BOARD AND EMPLOYEES
The Officers, Executive Board and employees of the Central School PTO shall be,
and the same hereby are, indemnified against expenses and costs (including
reasonable attorneys’ fees) incurred in connection with any proceeding involving
such Officers, Executive Board members, or employees of the organization to the
full extent permitted by Section ISA; 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.
March 6, 2005
Last modified on Sunday, May 28, 2017