Lincoln School PTO Bylaws
ARTICLE I – NAME
The organization shall be named Lincoln Elementary School Parent-Teacher Organization (PTO); herein referred to as the PTO.
ARTICLE II – MISSION STATEMENT
The PTO is organized for the purpose of supporting and enhancing the educational experiences of the school’s students by providing an organization through which the parents, school, and teachers can work cooperatively and by providing financial support for programs funded outside of the annual school budget.
ARTICLE III – POLICIES
Section 1: The PTO shall operate for charitable, educational, non-partisan, non-sectarian, and non-commercial purposes and shall not discriminate based on age, sex, creed, or national origin.
Section 2: The policies of the PTO are established to maintain a tax-exempt status as defined by Section 501(c)3 of the Internal Revenue Code.
Section 3: The name of the PTO and the names of any of its members in their official capacities shall not be used in any connection with a commercial concern or political interest or for any purpose not appropriately related to the Mission of the PTO.
Section 4: The PTO may cooperate with other organizations and agencies within the same school district that have similar goals and interests, provided they make no commitments to which binds this group.
Section 5: The PTO may preview any outside presentation before it is given to the children.
ARTICLE IV – FISCAL YEAR
The fiscal year of the PTO shall begin on July 1st and end on the following June 30th.
ARTICLE V – MEMBERSHIP & DUES
Section 1: Membership. Any parent or guardian of a student at the school, the Principal, or any teacher currently employed at the school may become a PTO Member and have voting rights.
Section 2: Dues. Dues, if any, will be established by the Executive Board.
Section 3: Annual Appeal. The Annual Appeal will be distributed each year and will remain open for donations throughout the fiscal year.
ARTICLE VI – EXECUTIVE BOARD
Section 1: Executive Board. The Executive Board shall consist of an elected President(s), Vice President, Secretary, and Treasurer (Officers). The position of President(s) may be a shared position between individuals, thus acting equally as Co-Presidents.
Section 2: Eligibility. Any parent or guardian of a student at the school is eligible to run for a spot on the Executive Board.
Section 3: Nominations & Elections. Nominations for Officer Positions shall be submitted at the April PTO meeting by the sitting Executive Board. At this meeting, additional nominations may also be made by the PTO membership. The consent of each candidate must be obtained before his/her name is place in nomination. Officers shall be elected by ballot at the last regular meeting of the organization in either May or June. If there is only one candidate for any office the election may be a voice vote.
Section 4: Term of Service. Each Officer shall serve for a term of two-calendar years (beginning July 1st and ending on the June 30th). An individual may not serve more than two consecutive years in the same position, without a formal vote. A person may hold only one Officer’s position at a time. An Officer may also act as Chair of up to two Standing Committees.
Section 5: Vacancy. In the event the PTO fails to fill all Officer Positions at the May PTO meeting, the incumbent of the expiring term may remain in office for one additional school year or until an election of a new official at any regular meeting. The incumbent may not remain in an official position for two additional years. The President shall have the authority to appoint someone to serve in the interim should it be deemed necessary by the Board, and with the consent of the candidates.
Section 6: Compensation. No Officer shall be compensated by the PTO for their service.
Section 7: Contracts & Purchases. The PTO Executive Board has the authority to enter into preliminary contract agreements pending final approval by vote of the PTO as a whole. Any contract exceeding $2,000 requires the pre-approval of the PTO by vote.
Section 8: Removal from Office. Any Officer can be removed from office, with or without cause, by a two-thirds vote at a regular PTO meeting. Advance notice of the vote shall be given to the PTO Membership at least one week prior to the meeting.
ARTICLE VII – OFFICER DUTIES
Section 1: President
The President(s) shall:
- Preside over all meetings of the PTO.
- Prepare each meeting’s agenda.
- Be a member, ex officio of all committees, except a committee to elect the Executive Board.
- Represent the PTO at city-wide meetings or other meetings outside of the organization.
- Assist in the total coordination of all committees and the PTO as a whole.
- Spend no more than $100 on any one item or combination of related items, not included in the budget, without the consent of the general membership.
- Sign checks, notes, etc. in the absence of the Treasurer.
- Appoint Special Committees as needed.
- Announce PTO meetings to the School population at least one week in advance of that meeting.
Section 2: Vice President
The Vice President shall:
- Perform the duties of the President in his/her absence, resignation, or inability to serve.
- Assist the Principal with the preparation and distribution of the School handbook.
- Research, write, and solicit educational grants if needed.
Section 3: Secretary
The Secretary shall:
- Maintain all records of the PTO, including transactions, contracts, correspondence, and related documents.
- Record the minutes of the meetings of the Executive Board and PTO and forward copies to each Executive Board member within two weeks of the recorded meeting.
- Circulate the minutes from the preceding PTO meeting at each monthly PTO meeting
- Maintain organized records from the planning of any event hosted by the PTO. These records should be kept in a secure location at the School, should be made available, upon request, to any Committee Chair planning a similar event, and turned over to the next Secretary to hold this position.
- Attend to the official correspondence of the PTO, including, but not limited to, gestures of appreciation and sympathy on behalf of the PTO.
- Hold a copy of the PTO Bylaws, Parliamentary Procedures, and current Membership list and make each available upon request to any PTO Member at any PTO or Executive Board meeting.
- Provide a printed copy of these Bylaws to each newly elected Executive Board member prior to the first regular PTO meeting.
- Coordinate all correspondence through the Lincoln PTO Facebook page.
Section 4: Treasurer
The Treasurer shall:
- Act as custodian of funds and perform all banking activities of the PTO.
- Maintain up-to-date, accurate financial records of the PTO.
- Receive all funds of the PTO; including, but not limited to, donations, dues, and fundraising sales and contributions.
- Provide a written and oral financial report of the receipts and expenditures at each PTO and Executive Board meeting and at other times upon request of the Executive Board.
- Audit all invoices and receipts submitted for payment or reimbursement to ensure each request is in compliance with PTO policies. Pay all bills and disburse funds as authorized by the Executive Board.
- Perform the complete and timely filing of all federal and state tax returns as well as other financial reports, pertaining to the PTO’s 501(c)3 status, as applicable; and maintain accurate records of such.
- Complete all financial updates by the close of the Fiscal Year and provide a full year-end report.
- Submit all requested/required financial data relating to PTO operations to the Finance Audit Committee Chair within two weeks prior to the close of the fiscal year, for the purposes of the Treasurer’s accounts being audited by the Finance Audit Committee.
ARTICLE VIII – EXECUTIVE BOARD
Section 1: Executive Board. The Executive Board shall have general supervision over the affairs of the organization between business meetings and shall prepare the calendar of meetings, events, functions, and make recommendations to the organization.
Section 2: Principal & Teacher Representative. The Principal and the Teacher Representatives are not required to pay Annual Dues, if any, and shall each have one vote. The Principal acts as liaison between the School and the PTO and ensures that all PTO activities are in accordance with School policies and procedures. The Teacher Representatives act as liaison between the School teachers and the PTO.
Section 3: Duties. The Executive Board shall conduct necessary business in preparation for the regular PTO meetings and shall prepare a proposed budget to be voted upon by the PTO Membership at the first regular PTO meeting of the fiscal year.
ARTICLE IX – MEETINGS
Section 1: Regular Meetings of the PTO. Shall be held monthly, except during July and August, at the School, on a date and time pre-established by the Executive Board. Dates and times of the monthly meetings shall be presented by the President(s) at the first regular meeting of the school year.
Section 2: Executive Board Meetings. Shall be held no less than quarterly on a date mutually agreed upon by the Officers.
Section 3: Special Meetings of the PTO. May be called at any time during the school year by the President(s) or upon the written request to the Secretary of at least five (5) PTO members in good standing. The objective(s) of such Special meeting must be set forth and presented to the PTO membership at least 10 days prior to the meeting.
Section 4: Quorum. Six (6) members of the entire PTO Board is a quorum. A quorum must be met in order for any vote to take place.
Section 5: The newly elected Executive Board shall meet at least once between July 1st and the first PTO meeting of the upcoming fiscal year for the purposes of preparing a balanced budget proposal which shall be presented at that first regular PTO meeting of the school year. A vote shall be taken at the first regular PTO meeting as to either accept or amend the Executive Board’s proposed budget.
Section 6: A two-thirds majority rules on all voting issues.
ARTICLE X – FUNDS
Section 1: Use. PTO funds shall be used for programs, events, and items that directly benefit the students of the School; with the exceptions of the annual Teacher Appreciation Luncheon, Staff Holiday Gifts, and School Alumni Scholarship award.
Section 2: Income. All funds raised for the PTO must be documented and submitted to the PTO Treasurer within 10 days of receipt. All funds received by the Treasurer must be deposited into the PTO bank account within four (4) days of receipt by the Treasurer. Separate deposit receipts should be maintained for funds received from each unique fundraising event.
Section 3: Expenses. Reimbursements for all expenses shall be made only after receipts for the expenditures have been audited, documented, and approved by the PTO Treasurer. Reimbursement requests should be submitted to the PTO Treasurer within 30 days of the incurred expense or by three weeks prior to the end of the fiscal year, whichever comes first, and must be accompanied by a receipt. Any cash advance to cover expenses prior to a purchase must be documented in detail. All unused funds must be returned to the PTO Treasurer immediately following the purchase.
Section 4: Non-Budgeted Requests. Monetary requests for non-budgeted items may be submitted to the PTO at a monthly PTO meeting by any PTO member in good standing. A vote for approval of the monetary disbursement shall be taken at the next scheduled meeting of the PTO. Advance notice of the upcoming vote shall be publicized to the PTO Membership at least one (1) week prior to the vote.
Section 5: Reporting. An updated financial report shall be made available in printed form to each PTO member at each PTO meeting.
Section 6: Carry-Over. The PTO is authorized to carry over funds for the following fiscal year as recommended by the Executive Board. The annual carry-over amount shall not exceed $10,000.
ARTICLE XI – COMMITTEES
Section 1: Standing Committees. The following Standing Committees shall exist for the purpose of carrying out a specific set of relative duties: Fundraising, Enrichment, Social, Hospitality, Nominating, Publicity, Web Communication, Room Parent, Playground, Fifth Grade Activities, and Finance Audit. Additional Special committees may be formed at any time either at the request of the President or by a majority vote of the PTO membership.
Section 2: Chairpersons. Chairpersons of Standing Committees shall be elected annually by the PTO membership. Nominations shall be submitted at the April PTO meeting. Elections shall take place at the May PTO meeting. An Officer may also act as Chair of up to two Standing Committees. The Chairperson of each committee shall keep a written record of the activities of his/her committee in a manner that would allow these records to be passed along to future Chairs. These records should be turned over to the Secretary who will maintain a comprehensive file of all events planned by the PTO and make them available to future Chairs.
Section 3: Committee Members. Chairpersons may solicit and appoint additional members to serve on their respective committees as necessary.
Section 4: Contracts & Purchases. No Committee Chair shall secure any contract in the name of the PTO without the approval to do so by vote of the PTO members. Any approved purchases must be made within the budgetary restrictions.
Section 5: Term of Service. A person may not serve as the Chairperson of the same committee longer than two (2) consecutive years.
Section 6: Attendance. Committee Chairpersons shall attend Executive Board and monthly PTO meetings to report on the activities of his/her committee.
Section 7: Nominations. Each Standing Committee Chair shall assist in the nomination of the incoming Chairperson of their respective committee.
ARTICLE XII – COMMITTEE DUTIES
Section 1: Fundraising/Way & Means Chair
The Fundraising/Ways & Means Chair shall:
- Research options, plans, and anticipated profits and expenses for any fundraising projects and present suggestions to the Executive Board.
- Prepare and execute fundraising projects as approved by the Executive Board and maintain communication with the Executive Board while organizing said events.
- Solicit volunteers to assist with each Fundraiser.
- Report all Fundraising activities, expenses, and profits at each monthly PTO meeting.
- Maintain confidential records of all contributions.
- Maintain planning records of each fundraiser and pass these along to the Secretary for permanent record keeping.
- Oversee and execute the Savings Programs (i.e. Box Tops, cartridges, GoodSearch, etc.).
Section 2: Enrichment Chair
The Enrichment Chair shall:
- Coordinate educational enrichment programs for students in all grades.
- Budget for this purpose, to be voted on by the first Executive Board meeting.
- Notify the Publicity Committee in advance of event dates for photo coverage.
- Write a summary of each event for publication in the newsletter or School website for the purposes of informing School parents that the event was sponsored by the PTO.
Section 3: Hospitality Chair
The Hospitality Chair shall:
- Plan, organize and serve refreshments at established PTO functions, such as special meetings, the Science Fair, Election Day Bake Sales, Home for the Holidays, etc.
- The Hospitality Chair shall coordinate volunteers to help solicit donations or make items needed for the events and organize volunteers to help at such PTO functions.
Section 4: Publicity Chair
The Publicity Chair shall:
- Attend School functions and events to take photos and write articles for submission to the local newspaper, School newsletter, and School website/Facebook page.
- Decorate and maintain the PTO bulletin board in the School lobby to reflect a positive and informative display.
- Coordinate annual parental consent forms necessary for the publication of student photos.
Section 5: Room Parent Chair
The Room Parent Chair shall:
- Solicit volunteers for a minimum of one (1) Room Parent per classroom and maintain records (i.e. name, phone, email) to contact these individuals.
- Coordinate and review with the Room Parents their responsibilities; including requesting parental consent forms for student photos and the PTO Directory, supporting the teacher with class parties, and recruiting parent volunteers to assist at various PTO events.
- Coordinate Teacher Cookie Trays during the holiday.
Section 6: Library Chair
The Library Chair shall:
- Coordinate and supervise library and media center operations.
- Recruits and develops a comprehensive team of library volunteers.
- Coordinates volunteer schedules and tasks in the library.
- Organize and maintain library materials, equipment and facilities.
- Effective and efficient utilization and circulation.
- Maintains a current budget for the library and reports to the Executive Board.
- Identities and purchases quality print and non-print materials to keep the collection current.
- Maintains appropriate records of library materials and supervises the withdrawal of outdated and worn materials.
- Provides instruction to facility, staff, volunteers and students for equipment use and procedures.
Section 7: Annual Fund Chair
The Annual Fund Coordinator shall:
- Provides support for the Annual Fund including implementing appeals both in September and in January while communicating with the Executive Board to ensure a timely and efficient process.
- Ensures the ongoing integrity of donor database by updating when applicable.
Section 8: Grant Chair
The Grant Chair shall:
- Works to locate and apply for grants pertaining to education, technology and school development.
Section 9: Computer Lab Chair
The Computer Lab Chair shall:
- Will be responsible for obtaining Computer Lab volunteers for each class at the beginning of the school year.
Section 10: School Store Chair
The School Store Chair shall:
- Will be responsible for running the school store/Rudolph Shop.
Section 11: Traffic and Safety/Playground Chair
The Traffic and Safety/Playground Chair shall:
- Will be responsible for addressing safety issues and overseeing improvements around the Lincoln School and playground areas.
Section 12: Adopt-a-Site Chair:
The Adopt-a-Site Chair shall:
- Maintain the PTO Adopt-a-Site along Pleasant Street along with maintaining school grounds – (community clean-ups, decorating entrances/exits, etc.)
Section 13: Web Site and Facebook Chair
The Web Site and Facebook Chair shall:
- Shall be responsible for maintaining and updating the Lincoln School Web Site and Facebook page.
ARTICLE XIII – PARLIAMENTARY AUTHORITY
Section 1: Rules. The rules contained in Robert’s Rules of Order, shall govern the PTO in all cases in which they are applicable and in which they do not conflict with these Bylaws. A copy of these Rules shall be held by the Secretary and be made available at each meeting.
Section 2: Bylaws Committee. A Special committee may be appointed to submit a revised set of Bylaws by majority vote at a regular PTO meeting.
Section 3: Bylaws Amendment. These Bylaws may be amended under the following conditions:
- Either the Bylaws Committee or at least five (5) PTO Members shall submit the revision request to the Secretary; and
- At least 14 calendar days prior notice shall be given to the PTO Membership that a vote will be taken at the next scheduled Regular PTO meeting; and
- A quorum is met at the meeting, and the revision request is approved by a majority vote of those present.
- All approved amendments shall become effective immediately and recorded by the Secretary.
ARTICLE XIV – DISSOLUTION
Section 1: Dissolution. The PTO may be dissolved provided prior notice is given to the PTO Membership, a vote is taken at the next scheduled Regular PTO meeting (a quorum must be met), and the request is approved by a majority vote of those present.
Section 2: Remaining Funds. Upon a vote to dissolve the PTO, the remaining PTO funds shall first be used to pay any outstanding PTO debt and then either:
- A vote shall be taken by the PTO Membership to spend remaining funds on an item or items that benefit the students; or
- The remaining funds are held in escrow by the Principal for use by a future School PTO. If a PTO is not formed within 24 months, the funds shall revert to the School and be used toward the benefit of the students under the discretion of the Principal.