Orchard Farms PTO

ORCHARD FARMS ELEMENTARY SCHOOL

Parent-Teacher Organization

By-Laws

Date Revised: June, 2008

Article I: Name

The name of this organization shall be the Orchard Farms Elementary School Parent-Teacher Organization (PTO).

Article II: Objectives

The purpose of this organization shall be to help and add to the educational, cultural, social, and recreational experiences of the children of Orchard Farms; to encourage closer working relationships between the home and the school; and to secure adequate laws and safety precautions for the care and protection of the children.

Article III: Basic Policies

The Orchard Farms Elementary School Parent-Teacher Organization shall be non-profit, non-commercial, non-sectarian, and non-partisan.

The organization may cooperate with other groups, but persons representing Orchard Farms PTO in joint efforts shall make no commitments that bind the Orchard Farms PTO without membership approval.

Article IV: Financial Policies

The PTO fiscal year will run from July 1st to June 30th.

The Treasurer, with the Executive Board, will present a budget for the current fiscal year at the first regularly scheduled general meeting for a majority vote. Necessary revisions will be made by the Executive Board and presented at a general meeting for a majority vote.

Before expenditures of up to $500 not included in the approved budget can be made, approval by a majority vote of the Executive Board is required. Expenditures of more than $500 not included in the approved budget require approval by a majority vote of members present and voting at the next general meeting. The Executive Board may approve such special fundraising activities as it may deem necessary to promote the purpose and carry on the work of the organization.

To assure the continuance of a solvent PTO, it is incumbent of the membership to leave a minimum of $8,000 in the treasury at the end of the fiscal year.

In the event of the dissolution of the Orchard Farms PTO, all assets and records shall be distributed to the school administration.

The President and/or 2nd Vice-President shall review Treasurer's account on a monthly basis.

All checks written against the Orchard Farms PTO account require two signatures; the President and the Treasurer.

Article V: Membership and Dues

Membership in this organization shall be open to all parents, faculty and guardians of children attending Orchard Farms School.

The organization shall conduct an annual enrollment of members. Admittance to the PTO can happen at anytime during the fiscal year. Faculties of Orchard Farms are members of the organization with full voting privileges. They are exempt from annual dues.

The PTO Executive Board determines annual dues of this organization at the time of budget preparation.

Members of the PTO shall pay all required dues and must be willing to uphold the by-laws of this organization. The privilege of holding office, introducing motions, debating and voting shall be limited to members of the organization whose current dues are paid.

Article VI: Officers and Elections

Section 1. Officers

The elected officers of the Orchard Farms PTO shall consist of the President, Vice President, 2nd Vice-President, Treasurer and the Recording/Corresponding Secretary (also known as the Executive Board). Two persons may share an office under the conditions implied in the section.

The position of the 2nd Vice-President shall always be maintained by the incumbent Principal of the school and he/she shall remain 2nd Vice-President for the duration of his/her Principalship.

The President shall be a member of the PTO at least one school year and shall be elected for a term of one (1) year, not to exceed two (2) consecutive terms in the same office. If no candidate comes forward to accept the office, the present officer may continue in that position until another candidate comes forward to accept the position.

Section 2. Elections

The 2nd Vice-President must submit a list of all interested candidates to the PTO by the April general meeting so that it may be voted upon in a closed ballot election if necessary. All candidates should be decided by May 1st.

An installation of the new officers shall take place at the June dinner meeting. Newly elected officers shall assume their duties at the beginning of the new fiscal year (July 1st).

Any vacancy or leave of absence occurring in any office should be filled, at the discretion of the Executive Board, for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board.

Section 3. Duties

President:

The President presides at all meetings of the organization and of the Executive Board. May add or dissolve ad hoc committees and is a member ex-officio of all committees. Performs any other duties that may be prescribed as assigned by these by-laws, the organization, or by the PTO Board. Coordinates the works of the officers and the committees to further the goals of this organization. With input from other PTO Board members, develops agendas for the PTO meetings. The President serves as liaison between the PTO and the Principal and other school administration. Hears requests for disbursement of funds, including "Teacher Requests'' and "Wish Lists''. Brings information to the Executive Board and then on to the general members. Assists with the June transfer of records to the incoming Executive Board.

Vice-President:

The Vice-President shall act as aide to the President and perform the duties of the President in the event of that officer's absence, disability or request. Must regularly attend PTO meetings. Will be the committee chairperson for the fundraising of the PTO. Assists with the June transfer of records to the incoming Executive Board.

Treasurer:

The Treasurer is responsible for all funds of the PTO, keeps a full and accurate account of all receipts and expenditures, and makes disbursements as authorized by the Executive Board using a dual signature system. Presents a financial statement at each PTO meeting or at other times as requested by the President. Oversees annual filing of necessary tax information with the IRS. Assists with the June transfer of records to the incoming Executive Board.

D. Secretary:

The Secretary keeps and distributes an accurate record of the meetings of the organization and the PTO Board, including all votes. Handles all of the correspondence deemed necessary, maintains a current copy of the by-laws and performs other duties as assigned by these by-laws or the President. Assists with the June transfer of records to the incoming Executive Board.

Section 4. Transfer of Information

All officers shall perform the duties outlined in these by-laws and those duties assigned to them as needed. Upon expiration of the term of office, or upon resignation or removal, officers shall turn over to the President, without delay, all records and procedure binders and any other materials pertaining to their offices. At the end of the term, the President is responsible for overseeing the transfer of those materials to the incoming board.

Article VII: Standing Committees

Section 1. Standing Committees

The Executive Board may create such Standing Committees as it may deem necessary to promote the purpose and carry on the work of the organization. The chairperson of each standing committee shall be appointed by the President and approved by the Executive Board.

The Chairpersons of each Standing Committee shall present an initial plan of action to the Executive Board no later than the general business meeting held in October. No committee work shall be undertaken without the consent of the Executive Board.

Chairpersons from each standing committee shall provide a summary of monthly activity and shall present on a monthly basis.

The Executive Board may create such Temporary Committees as it may deem necessary to promote the purpose and carry on the work of the organization. The chairperson of each standing committee shall be appointed by the President and approved by the Executive Board. No committee work shall be undertaken without the consent of the Executive Board. The Executive Board may dissolve such Temporary Committees once the work of the committee is complete.

Section 2: Committee Descriptions Revised: 06/08

After School Activities: Provides after school classes and activities for Orchard Farms students. Includes researching activities, planning activities, finding the teaching staff, scheduling and overseeing the activities.

Audit Committee: At minimum, conducts a financial review at the end of each fiscal year. Consists of 3 to 5 people who have not had access to the PTO checkbook or bank account. One member of the executive board should be included in the committee, such as the Vice-President or Secretary. Other volunteers must be members of the PTO. The treasurer will be available to answer questions, but will not serve on the committee. The committee will use an Auditor's checklist to conduct the audit. Auditor's checklist and guidelines will be provided to the
committee.

Cranston Education Advisory Board (CEAB): Represents Orchard Farms interest at a monthly CEAB meeting. CEAB is a city wide organization made up of representatives from all Cranston Schools. The CEAB addresses citywide issues such as curriculum, school safety, etc.

Cultural Arts: Provides a diverse cultural arts program for the student body including researching educational field trips, grants and age appropriate performances.

Fundraising: Assist the Vice President(s) in all areas of fundraising. Includes creating new ideas and organizing help for the various fundraising activities, including the Book Fair and the Holiday Shop.

Hospitality: Coordinates refreshments/baked goods and coffee for various school events, such as PTO meetings, open house, etc. Maintains supply of PTO closet inventory, such as paper goods and coffee supplies.

Ice Cream Sales: Assists the 5th grade students in selling ice cream during lunch periods. Chairperson is responsible for scheduling parents to oversee the ice cream sales and is responsible for ordering and keeping track of the ice cream inventory.

Membership: In charge of the annual membership drive held in the fall. Includes keeping a record of dues paid and maintaining membership records

Publicity/Photographer: Responsible for media relations and preparation of news releases for various Orchard Farms class, school or PTO programs and events. May also provide other types of publicity activities for school events. Takes pictures of various school programs and events and prepares easel boards of pictures to be displayed in school lobby.

School Gardening/Beautification: Plants shrubs and flowers and helps maintain some of the beds in and around our school.

Social: Plans and organizes school social events like family activities, parent and child events, etc.

Special Education Advisory Board (SEAB): Represents Orchard Farms interest at a monthly meeting. SEAB is a city wide organization made up of representatives from all Cranston Schools. The SEAB addresses citywide special educational issues.

Sunshine: Sends cards, flowers, etc. for a variety of reasons. Coordinates Teacher Appreciation Week and community service activities like the Thanksgiving Food Basket and the December Giving Tree.

Volunteer Connection: Coordinates various parent involvement activities including library and computer volunteers. Classroom resources and other areas where parents can assist the school.

Volunteers in Cranston Schools (VICS): Maintains a sign in book for individuals that volunteer in our school for various events such as, field trips, book fair. Fundraising, etc. Completes a monthly report which will be submitted to the VICS office. Attends four meetings a year in October, January. March and May to serve as a liaison between the school and the VICS office.

Website: Maintains website for the PTO and updates information as needed.

Article VIII: Meetings

General membership meetings shall be held monthly during the school year; the time being fixed by the Executive Board at its first meeting.

General membership meetings of the PTO shall be scheduled by the Executive Board. Notification of said meetings must be given to the general membership no less than five (5) days in advance, except if September's meeting is less that five (5) days after the start of school in which case notification will be given as soon as possible after the school year starts.

A special meeting may be called by the Executive Board. Notification of said meetings must be given no less than ten (10) days in advance.

Twelve (12) members shall constitute a quorum for the transaction of business at any general meeting of the PTO.

It is the responsibility of all members of the Executive Board and the Standing Committee Chairpersons to attend all meetings held during the year. Any Executive Board member who is absent from three (3) consecutive meetings without just cause may be terminated from serving on the Executive Board.

Any Executive Board members and Standing Committee Chairpersons who find it impossible to attend a meeting shall contact the President prior to the meeting.

Article IX: Parliamentary Authority

Robert's Rules of Order Revised shall govern the Orchard Farms PTO in all cases to which they are applicable and in which they are not inconsistent with these by-laws.

A copy of Robert's Rules of Order Revised shall be kept in the school office and shall be available to all members at all times.

A copy of the by-laws as well as the minutes from previous meetings shall be on file at the school and available to all members at all times.

Article X: Amendments

These by-laws may be amended at any general membership meeting of the Orchard Farms PTO by a majority vote of the members present and voting. A proposed amendment must be presented to the general membership thirty (30) days prior to its final vote or at the next regularly scheduled general meeting.

A committee may be appointed to submit a revised set of by-laws as a substitute for the existing by-laws by the majority vote of the Executive Board. The requirements for the adoption of a revised set of by-laws shall be the same as in the case of an amendment.

These by-laws must be reviewed for possible revisions at least once every three (3) years by a committee appointed by the President.