• Hugh K. Cassell Elementary School

    PTO (Parent Teacher Organization) Bylaws

    Purpose

    The purpose of Hugh K. Cassell Elementary School PTO is to develop, implement, and/or support programs that will enhance the quality of education for all students. 

     

    It is our mission to support the physical, social-emotional, and  cognitive areas of development of the elementary child.

    Membership and Dues

    Membership shall be offered to parents and guardians of  Hugh K. Cassell students, and staff of Hugh K. Cassell Elementary.
     

    Membership shall be open to qualified persons at any time.

     

    Only members of the organization shall be eligible to vote in the business meeting, or to serve in any of its elective or appointed positions.

     

    Membership dues shall be established annually by members of the organization or their designated representatives.

    Officers and Their Election 

    Each officer shall be a member of PTO.

    The officers of this PTO shall consist of:

     
    • One President
    • One or Two Vice-President(s)
    • One Recording Secretary
    • One Treasurer
     

    Officers shall be elected and installed at the May Meeting.  A majority of the votes cast shall constitute an election.

     

    Officers, except the Treasurer, shall assume their official duties following the close of the May meeting.  The Treasurer shall assume his/her official duties upon completion of the auditing process.  Officers may serve for a term of one or two years.

     

    A nominating committee shall be appointed in March.  This committee shall contact perspective officers and upon their consent to serve, nominate them for an office.

    Duties of Officers
    The President shall:

    • Preside over all meetings
    • Coordinate the work of other officers and committees
    • Represent the organization and shall appoint committees

    The Vice-President shall:

    • Act as an aid to the President in the performance of his/her duties
    • Take the Presidents place when he/she is unable to perform their duties
    • Perform such other duties as may be delegated to him/her.

     The Recording Secretary shall:

    • Record the minutes of all meetings of the organization and of the Executive Committee
    • Perform such other duties as may be delegated to him/her
    • Have a current copy of the bylaws

     The Treasurer shall:

    • Have custody of all the funds of the organization
    • Keep a full and accurate account of receipts and expenditures
    • Have checks or vouchers signed by either the Treasurer or the President unless for an amount over $500 then both signatures are required
    • Present a financial statement at every meeting of the organization and at other times when requested by the Executive Committee
    • Make a full report at the meeting at which new officers officially assume their duties
    • Have the accounts examined according to the auditing procedures outlined in the bylaws

    PTO Executive Board

    The Hugh K. Cassell PTO Executive Board shall consist of the officers, the chairperson of standing or special committees, and the Principal of the school or a representative appointed by her/him.
     

    The standing and special committees my include but are not limited to the following:

     
    • Membership Coordinator
    • Volunteer Coordinator
    • Fall Fund Raiser
    • Spring Fling
    • Artist in Residence
    • Newsletter / Publicity
    • Campbell Soup LabelsGeneral Mills Labels
    • Sundry
    • Health
    • Awards
    • Teacher Appreciation
     

    Each committee chairperson shall be responsible for keeping records pertinent to their committee.  This information shall be passed on to the next committee person.

    The duties of the board shall be:

    • To transact necessary business
    • To create (or drop) standing and special committees as needed
    • To approve the plans of work of the standing and special committees
    • To present a report at the board meetings
    • To approve a professional auditor to audit the treasurer’s accounts
    • To approve routine bills within the limits of the budget

    No Board member may vote upon a matter coming before the body in which he/she has a direct financial interest.  Immediately upon becoming aware that such a conflict may exist, a Board member must disclose the existence of the potential conflict to the remaining Board members, withdraw from further deliberation on the issue, and refrain from voting on the matter.  Any such disclosure and withdrawal shall be fully documented in the organization minutes.

     

    Regular meetings shall be held at a time agreed upon at its first meeting of the fiscal year.  A majority of the PTO board members shall constitute a quorum.

    Standing and Special Committees

    Only members of the organization shall be eligible to serve any elective or appointive position.
     

    The Executive Committee may create such standing committees as it may deem necessary to promote the objectives and carry on the work of the organization. The term of each chairperson shall be one (1) year or until the appointment of his/her successor.

     

    The chairperson of each standing committee shall present a plan of work to the Executive Committee for approval. No committee work shall be undertaken without the consent of the Executive Committee.

     

     The power to create special committees rests with the Executive Committee.

     

    The President shall be a member ex-officer at all committees except the Nominating Committee.

    Meetings

    Regular meetings of this organization shall be held at least six times during the school year.

    The election of officers shall be held in May. 
     
    The remaining board members shall be in place by September.
     
    Six members shall constitute a quorum for the transaction of business to take place.
     

    Dates of meetings shall be determined by the Executive Committee and announced at the first regular meeting of the year.

     

    Special meetings may be called by a majority of the officers, or by a special vote of the members.

     

    Notification of meeting dates or cancellations shall be made at least one day in advance.

    Auditing Procedures

    The PTO shall select and budget for an auditor to audit the books during the month of July and have the audit completed by August 1.

     

    The PTO Treasurer shall submit the books to the auditor at the end of the fiscal year.  The audit report shall be submitted in writing to the PTO board prior to the finalization for the proposed budget for the coming school year.

     

    The newly elected treasurer shall not undertake any duties or responsibilities of the office until the audit is presented to and accepted by the PTO board.

    Fiscal Year

    The Fiscal year of the PTO shall begin on July 1 and end on June 30.

     

    Parliamentary Authority

    The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this PTO.

    Amendments

    These bylaws may be amended at any regular meeting of the organization by a two-thirds (2/3) vote of the members present and voting, provided that notice of the proposed amendments shall have been given at previous meeting and written notice sent out prior to vote.

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