Drafted August, 1981
Revised: 1986, 1988, 1989, 1990, 1993, 1996, 1998, 2001, 2006, 2016
The name of this association shall be the Sharon Elementary Parent Teacher Organization, of the Highland Local School District, Medina County, OH.
- Articles of Organization
The organization exists as an unincorporated association of its members. These bylaws shall be deemed to be the articles of association and these bylaws shall govern. They may be amended. A copy of these bylaws shall be kept in the school office at all times or on the district’s website, accessible to all persons.
- Goals and Objectives
- To promote the welfare of the children in school, in the community, and in their homes and to develop, between staff, parents and the community, united efforts to secure for all students the highest advantages in education. To bring into closer relations the home and the school, that parents and teachers may cooperate in the schooling of children.
- To identify, organize and promote volunteer opportunities to support school activities and to enhance the efforts of the staff though involvement of the talents and resources of the parents.
- To provide financial assistance for activities, services and materials beyond that provided by the district in accordance with accepted school policy and adhering to the objective of the organization.
- To raise funds as required to supplement and enrich the educational experience and to fulfill the objectives of the organization.
- Basic Policies
- This Organization shall be noncommercial, nonsectarian, and nonpartisan. It shall not endorse a commercial enterprise. The name of the Organization, or name of any members, in the official capacities, shall not be used in any connection with commercial concern.
- This Organization shall not directly or indirectly participate or intervene, in any way (including publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any issue or any candidate for public office, except those candidates seeking election to the Highland Local Board of Medina County School Board.
- This Organization may, by majority vote of the Organization Board, endorse or oppose and Highland Local School Board issue proposed for general vote.
- This Organization may cooperate with other organizations and agencies active in child welfare.
- In the event of dissolution of the Organization, which is a 501(c)(3) charitable organization, assets of the organization shall be the property of Sharon Elementary School.
- The fiscal year of the Sharon Elementary Parent Teacher Organization shall be from July 1st to June 30th.
- Monies raised through PTO fundraising efforts shall be placed in a general PTO account and budgeted into approved programs.
- The Executive Board has the right to authorize spending up to $200.00. Approval by the Executive Board, Organization Board and a majority of the members present is necessary for spending over $200.00.
- No part of the net earnings of the organization shall incur to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered. Projects exceeding $500, must be bid upon by a minimum of 3 independent companies. Bids are then presented to the Executive Board prior to being voting on.
- All parents/guardians with children enrolled at Sharon Elementary School may be members of the Parent Teacher Organization.
- Members of the Organization shall be eligible to serve in any of its elective or appointed positions. It is recommended but not required that candidates for elective offices shall have been members of the Parent Teacher Organization for one year before assuming an elected position.
- The Principal of Sharon Elementary shall automatically serve in an advisory role to the PTO and shall be a member of the Executive Board. The Principal shall appoint a teacher representative(s) to the PTO to act as liaison(s) between the PTO and staff. The Principal’s Report shall appear as an agenda item.
- Officers and their Election
- The officers of this Organization shall be a President, Vice-President Fundraising, Vice President Activities, Vice President Communications, Second Vice-President, Secretary, and Co-Treasurers (2), and Assistant Treasurer, if applicable. The Principal of Sharon Elementary School shall automatically be the Second Vice-President. The First Vice-President shall automatically assume the office of the President for the next term, only if the person desires the position, and with Board approval. Otherwise, the position will be open for nomination by the nominating committee.
- There shall be a Nominating Committee consisting of up to five members with two members being from the Executive Board. This committee shall be appointed in January. If necessary, these two Nominating Committee members can select up to three more members to be on the Nominating Committee.
- The Nominating Committee Executive Board shall nominate one eligible person for each office to be filled and shall report at the April meeting, at which time additional nominations may be made from the floor. At this time, the election will be held.
- Nominations for the positions of President, Vice-President, Treasurer, Secretary, and Assistant Treasurer are open to any member of the Sharon Elementary Parent Teacher Organization.
- Newly-elected officers shall assume their duties July 1st after having completed a transitional period from date of election and shall serve for a term of one year. No officer shall serve for more than two consecutive terms in the same position, unless no qualified candidate can be found, and the officer wishes to continue in the post.
- The following positions shall be bonded by the Organization: All Officers and Committee Chairpersons.
- Sharon PTO is a tax exempt organization. All purchases should be made using this status. If a purchase is made including tax, the organization/individual will not be reimbursed for the tax portion of the bill. Tax exempt forms are to be kept in the PTO binder in the copy room, or a copy can be obtained from the treasurer.
- Items or services of a significant amount, to be purchased from or performed by one provider, will first be submitted for bid by 3 providers. The bids will be submitted to the Executive Board meeting and if needed, discussed and voted on either by the Executive Board or the general PTO. No purchase or services will be completed or reimbursed unless this process is completed.
- If an officer of the PTO is supplying goods or services for the PTO, this person will abstain from discussion or voting on said goods or services.
- If an officer of the PTO is supplying goods or services and is a signor on the account, they must abstain from signing the checks and two other officers must sign those checks.
- All money will be counted and recorded by the Committee Chairperson and one Executive Board member who is bonded.
- Duties of Officers
- The President shall preside at all meetings of the Organization and at the Executive Committee meetings. The President will prepare a monthly meeting agenda which is to be published and posted prior to the meeting. The President is to create committees and appoint committee chairpersons as deemed necessary to carry out the objectives of the organization. The President shall participate in all financial decisions concerning the organization. The President shall work with the Principal to oversee all PTO sponsored programs, activities and procurements. The President will work with the Executive Board to organize and oversee the maintenance and distribution of information binders of all the committees. The President shall represent the PTO at necessary meetings and shall perform other duties as may be delegated to him/her. Additionally, the President is responsible for distributing an informational brochure welcoming new families to the school.
- The immediate past-president shall remain a member of the Executive Committee Board for one year.
- The First Vice President - Fundraising shall cooperate with the President in overseeing all suitable fund-raising projects. The VP Fundraising shall serve as a liaison between the Executive Board and all committees of fundraisers. The VP Fundraising shall assist the President and shall perform duties of the President in the absence of that officer and perform any duties delegated by the President.
- The Principal of Sharon Elementary School shall automatically be the Second Vice-President. He/she shall serve as an advisor to the Organization.
- The Vice President Activities shall work with the Principal and Committee Chairs to organize and oversee all PTO sponsored programs and events. The VP Activities shall also assist the President and shall perform duties of the President in the absence of that officer and perform any duties delegated by the President.
- The Vice President Communications shall work with the President, Principal, and Teacher Representative(s), and paretns on all aspects of communication of the Organization. The VP Communication will be responsible for overseeing the directory, website, emails, and all social media for the PTO. The VP Communications shall assist the President and shall perform duties of the President in the absence of that officer and perform any duties delegated by the President.
- The Secretary shall keep an accurate record of all meetings of the Organization and of the Executive Committee/Board meetings and shall perform other duties as may be delegated to him/her. After minutes are approved by the president and Principal, they should be posted on the website.
- The Co-Treasurer(s) shall have custody of all funds of the Organization, shall keep a full and accurate account of receipts and expenditures, and in accordance with the budget adopted by the Organization, shall make disbursements as authorized by the President and Executive Board of the Organization. The Co-Treasurer(s) will present a financial statement at every meeting of the Organization and at other times when requested by the Executive Board/Committee. Reimbursements of the PTO will be made by the Treasures twice a month: on the 1st and 15th. Reimbursements will not exceed 30 days upon receipt. All reimbursable receipts must be turned in within 30 days of purchase or 30 days of the event, unless approved by the Executive Board.
- The Treasurer’s accounts shall be examined annually by an Audit Committee, or individual, both of which need to be independent of check writing authority. This committee shall be appointed by the Executive Board. When satisfied that, to the best of knowledge, the Treasurer’s accounts are in order, the committee shall sign and date the books and report its findings to the Executive Board. The audit shall be held at the end of the fiscal year.
- The Executive Board shall plan the calendar of PTO sponsored functions for the school year. One evening meeting of this Organization shall be held at the beginning of the school year. Times and dates shall be determined by the Organizational Board. General meetings shall be held monthly at a time and date determined by the Executive Board.
- Special meetings may be called by the President or any other member of the Executive Board.
- The privileges of holding office, introducing motions, debating, and voting shall be limited to current members.
- Executive Board and Organization Board
- The Executive Board shall consist of the officers of the Organization and the Principal as Advisor. and the immediate Past-President. The Organization Board shall consist of Executive Board members and the chairpersons of committees.
- The immediate past committee chairpersons and the incoming committee Chairpersons shall all attend the last Executive Board meeting to facilitate continuity. They shall work together in the spirit of cooperation to affect a smooth transition. Binders should be kept by committee heads throughout the year outlining specific information on their program activities. These binders will be given to new committee heads at the May meeting.
- The duties of the Executive Board shall be:
- To transact necessary business in the intervals between regular general meetings and such other business as may be referred to it by the Organization.
- To present a report at the regular meetings of the Organization.
- To present and approve a proposed budget at the April October Organization Board Meeting. This budget is a guideline.
- To approve a budget at the May general meeting.
- Such committees shall be created by the Organization Board as be required to promote the objectives and interest of the Organization.
- The chairpersons of the committees shall be proposed by the President or a member of the Executive Board. Nominating Committee and appointed by the President.
- In the event a post is to be filled at a time when the Nominating Committee is not active, the chairperson should be nominated by an Executive Board member and approved by the President.
- The term of office for a chairperson shall be for one year, but not limited to one year.
- Chairpersons shall submit a description of their year’s activities and responsibilities to the Executive Board at the April general meeting or at the conclusion of the committee’s objective.
- The chairpersons of all committees shall present plans of work to the Organization Board and no committee work shall be undertaken without the approval of the Executive Board.
- No Changes to existing committee policies should be made without prior approval of the Executive Board.
- Any publication concerning the PTO shall have prior approval by the President and/or Principal.
- Chairpersons of committees shall be Organization members and is recommended they shall be in attendance at all general meetings.
- Chairpersons of committees shall provide the Treasurers, prior to the April Executive budgetary meeting, the anticipated expenditure amounts and projected income amounts necessary so as to be included in the budget for the following school year.
Chairpersons shall submit a description of their year’s activities, and responsibilities, and budget to the Executive Board at the May general meeting. A binder outlining duties and pertinent information about the event shall be submitted. Committee heads past and present shall remain after to exchange information.
- Parliamentary Authority
Robert’s Rule of Order Newly Revised shall govern the organization in all cases in which they are applicable and in which they are not in conflict with these bylaws.
Attendance is required to vote. Each Organization member is entitled to vote.
- Amendment Procedure
- These bylaws may be amended at any Organization Board Meeting by two-thirds (2/3) vote of the members present and voting, providing the amendment is not in conflict with the required articles prescribed in the bylaws.
- A committee may be appointed by the Executive Board to review and submit a revised set of bylaws as a substitute for these bylaws only by a majority vote at an Organization Board meeting, or by a two-thirds (2/3) vote of the Executive Board
- These bylaws shall be reviewed every three years at a minimum.
- Copies of these bylaws shall be given to all Executive Board members and shall be available upon request.