PTO ByLaws

PTO Bylaws

Article 1: Purpose/Mission

Section 1: The name of this organization shall be known as the Laurel Ledge Elementary School Parent-Teacher Organization (PTO). The official mailing address is: 30 Highland Ave, Beacon Falls, CT 06403.

Section 2: The Mission of this non-profit organization is for the parents and teachers to work together to support and benefit the children enrolled in Laurel Ledge Elementary School.

Article 2: Membership

Section 1: Any interested party may become a member of the Laurel Ledge Elementary School PTO upon completion the membership form (attached), and payment of annual dues.

Section 2: Dues are generally collected at the beginning of the school year, and are for one calendar school year. Dues may be collected throughout the school year, but will be not prorated.

Section 3: Annual dues are $10.00 per family. The annual dues rate may be changed at the discretion of the Executive Board.

Section 4: Any interested party may attend PTO meetings. However, only paid members have voting privileges.

Section 5: Voting. A quorum shall consist of not less than 5 voting members in attendance. All voting will be by a “yea” or “nay” vote the members in attendance.

Article 3: Officers

Section 1: The Officers of the PTO shall be the President (or Co-Presidents), Vice President, Treasurer, Recording Secretary, and Corresponding Secretary. All officers must be paid members.

Section 2: President or Co-Presidents. The President or Co-Presidents shall have general charge and supervision of the affairs of the PTO and shall preside at all meetings. The President or Co-Presidents shall approve all committee chairpersons and also have power to remove a chairperson from a position. Conditions for removal are discussed below. The President will have the power to vote as a member of a quorum only in the event of a tie. If the Co-Presidents are unable to come to a joint decision, the motion shall be tabled until the next meeting.

Section 3: Vice President. In the absence or disability of the President of the PTO, the Vice-President shall have all the duties and shall exercise all the powers of the President.

Section 4: The Treasurer. The treasurer shall have the care and custody of all funds of the PTO, and shall handle and disburse these funds under the direction of the Executive Board.

4.1 The Treasurer shall submit a report at each meeting of the PTO. All funds of the PTO shall be deposited in the name of the Laurel Ledge Elementary PTO in federally insured bank or banks, as the Executive Board designates.

4.2 The Treasurer is responsible for an Annual Report on the financial status of the PTO at the end of the fiscal year.

4.3 The Treasurer shall keep proper books of accounting showing all monies received and disbursed and show assets and liabilities of the PTO.

Section 5: Recording Secretary. The Recording Secretary shall be responsible for recording the minutes of all meetings of the PTO.

5.1 The previous meeting minutes are provided for members in attendance at each PTO meeting, and approved by a quorum at each meeting.

5.2 A copy of the approved meeting minutes shall be kept as a permanent record and will be posted on the website within 5 business days of the PTO meeting.

Section 6: Corresponding Secretary. The Corresponding Secretary shall be responsible for all correspondence of the Organization, and shall assume the duties of the Recording Secretary in the event of his/her absence.

Section 7: Terms of the Officers. Recommended terms for all officers of the PTO are 2 years. However, an officer may stay in their position if no other interested member steps forward and indicates an interest in such position. If another member indicates an interest in the position, and the standing officer does not wish to step down, then it will be put to a vote to the membership.

Section 8: If for any reason, an office is vacated, every attempt will be made to find a replacement for that officer. If a replacement cannot be found, the board shall continue to conduct business as usual.

Article 4: Executive Board

Section 1: The Executive Board shall consist of all officers as described above, and Committee Chairpersons.

4.1 The Established Committees of the Laurel Ledge PTO are as follows: Membership, Cultural Arts, Publicity, Hospitality, Fundraising, Bylaws, Newsletter, Academic Fair, Book Fair, Scholarship, Kids Care, 5th Grade Events, STAY (Saying Thanks All Year), Scholarship, Family Fun Nights, Field Day, Variety Show, Junior Achievement, Lost and Found. Other committees may be formed at the discretion of the Executive Board as needed.

4.2 Terms of a chairperson are recommended for 2 years. However, a chairperson may stay in their position if no other interested member steps forward and indicates an interest in chairing said committee. If another member wishes to chair said committee, then it will be put to a vote to the membership.

4.3 Chairpersons shall communicate with their committee as needed to draft plans for upcoming activities. They may also meet as needed to discuss plans for their said committee. The President as ex-officio shall be informed of all such meetings.

Section 2: A chairperson may be removed from their position for the following reasons:

Article 5: Meetings

Section 1: Meetings of the Laurel Ledge PTO shall be held on the second Tuesday of each month of the school year (September through June). In the event of inclement weather, or school vacation, the meeting may be rescheduled at the discretion of the President to another date.

Section 2: Special meetings can be called at the discretion of the President.

Section 3: The rules contained in “Roberts Rules of Order, Newly Revised Edition” shall govern the PTO where applicable, and where they do not conflict with the Bylaws of the PTO. A copy of “Roberts Rules of Order, Newly Revised Edition” is in the possession of the Recording Secretary and available at all meetings.

Article 6: Finance

Section 1: The Treasurer shall compile the budget for the school year in conjunction with the officers of the PTO.

Section 2: The budget shall be presented to the PTO for approval at the October meeting.

Section 3: The fiscal year is July 1 through June 30.

Section 4: The financial books kept by the Treasurer shall be audited yearly by August 1. An accountant or CPA need not perform this audit. However, it must be done by someone not associated with the Treasurer.

Section 5: The checks of the PTO will have two co-signers in order to be cashed. The co-signers must be two current officers.

Section 6: Any requests for charitable contributions to be made by the PTO need to be presented in writing. The request will be voted on once the written request is received by voting members.

Section 7: The Treasurer will help oversee the budgets for all committees of the PTO.

7.1 All fundraisers must have a detailed budget prior to the event.

7.2 All items that require reimbursement for over $25.00 must include prior approval of the committee chair and a copy of the invoice/receipt showing paid expense.

7.3 All items that require reimbursement for over $50.00 must include prior approval of the committee chair, Treasurer, and a copy of the invoice/receipt showing paid expense.

7.4 All items that require reimbursement for over $100.00 must include prior approval of the committee chair, Treasurer, approval by the President, and a copy of the invoice/receipt showing paid expense.

7.5 Any monies earned and collected by the PTO during a Fundraising or Event (ie. Book Fair, Ice Cream Social, Holiday Fair), must be counted and verified by 2 Executive Board Members, or the Committee Chairperson and 1 Executive Board Member. An “Event/Fundraiser Funds Verification” form shall be completed and signed by both parties. (See attached). This form shall be submitted to the Treasurer with the funds collected, and kept on file with the Treasurer’s reports. Monies earned and collected must be counted and verified within 2 business days from the close of the event or fundraiser.

7.6 The Treasurer shall perform a recount of said monies prior to bank deposit.

7.7 Any monies collected during Fundraising or Events must be submitted to the Treasurer within 3 business days of the close of the event.

7.8 The Treasurer shall handle receipts for received donations, unless otherwise agreed upon by the officers.

Section 8: The Laurel Ledge PTO is designated as a 501c public charity by the IRS and is thereby a non-profit organization.

Article 7: Bylaws

Section 1: A Bylaws Committee shall be appointed at the November meeting every 2 years to revise and update the Bylaws as needed. A review may be undertaken earlier than every 2 years as needed at the discretion of the Officers.

Section 2: The Bylaws Committee shall present amendments at the April meeting, and any necessary voting shall be conducted at the May meeting.

Article 8: Miscellaneous

Section 1: Any member found in violation of the Bylaws shall be subject to possible removal from

the PTO.

Revised 3/2011. Adopted by Laurel Ledge PTO by unanimous vote 4/5/2011.