PTO ByLaws (Approved 9/12/18)

CHESHIRE HIGH SCHOOL

PARENT TEACHER ORGANIZATION (CHS PTO)

BY-LAWS

 

(As of 9/12/2018)

 

Article I – Name

The name of this organization is the Cheshire High School (CHS) Parent Teacher Organization (PTO), located in Cheshire, Connecticut.

 

Article II – Mission Statement

 

MISSION: The CHS PTO serves to inform parents of PTO and school activities and provides a venue for their participation. Working with the CHS staff, the CHS PTO provides students with enrichment programs as well as social and community service opportunities.

 

Our goals include:

  • Raise parent awareness of school and PTO activities and opportunities.
  • Support the school in its mission to provide a quality education to the students of CHS.
  • Encourage open communication between parents and staff.
  • Raise and administer funds to enhance the learning experiences and opportunities of students.
  • Provide volunteer opportunities for parents through the PTO.
  • Provide community service opportunities for students through the PTO Student Chapter and
  • Implement any other goals that the CHS PTO may deem consistent with our mission statement.

 

Article III—Basic Policies

The following are basic policies of the Cheshire High School PTO:

  1. The organization shall be noncommercial, nonsectarian and nonpartisan.
  2. The organization shall work with the school and community to support quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the CT Department of Education and the Cheshire Board of Education.
  3. The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools and the community at large.
  4. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, committee chairs, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the goals set forth in Article II hereof.
  5. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
  6. The organization or members in their official capacities shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.

 

Article IV—Membership and Dues

Section 1. Membership in the CHS PTO shall be open, without discrimination, to anyone who believes in and supports the mission and goals of the CHS PTO.

Section 2. Each member of this local PTO shall pay annual dues to said organization. Any member who has paid his or her dues is considered a member in good standing with voting rights.

 

Article V -- Nominations of Board Members

Section 1. The CHS PTO uses a self-nomination process. Nominations for all officers and committee chairs are solicited at PTO meetings, through the PTO Newsletter, with electronic notices (via e-mails or postings on the PTO website) and through school bulletin announcements, starting no later than April. Nominations are gathered and processed by the nominations chair. Any member in good standing interested in serving as an officer or committee chair should contact the nominations chair for consideration.

  1. The vice president shall serve as the nominations chair unless he/she is interested in running for an officer position. In that case, the chair shall be appointed by the executive committee.
  2. As needed, a nominations committee will be formed, composed of an odd number, but no fewer than three members, to assist with the nominating process. Anyone interested in running for an officer position shall not serve on this committee.

 

Article VI -- Election of Officers

Section 1. Officers shall be elected no later than the month of June for the following school year.

Section 2. The vote shall be conducted by ballot and a majority vote shall elect. When there is only one candidate for any office, that election may be held by voice vote. Any PTO member in good standing may vote.

Section 3. The following provisions shall govern the eligibility of individuals to be officers of the Cheshire High School PTO.

  1. Each officer must be a PTO member in good standing.
  2. No officer may be eligible to serve more than two consecutive terms in the same office.
  3. A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.
  4. Each officer elected shall hold only one office at a time.

Section 4. Elected officers shall assume their official duties following the close of the June meeting or at the end of the school year, and shall serve for a term of one year or until their successors are elected.

Section 5. A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the vice president. At the next regularly scheduled meeting, a new vice president will be elected. Section 6. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regularly scheduled meeting.

 

Article VII—Duties of Officers

Section 1. The officers of this local PTO shall be a president or two co-presidents, a vice president or two vice presidents, a secretary and a treasurer.

Section 2. The president(s) shall

  1. Preside at all meetings of this PTO;
  2. Serve as the liaison with the school administration;
  3. Represent the organization at functions outside the PTO meetings;
  4. Serve as an ex officio member of all committees except the nominating committee;
  5. Coordinate the work of the officers and committees of this PTO so the mission of this organization will be served;
  6. Oversee the creation of new committees as needed;
  7. Perform such other duties as may be provided for by these by-laws, prescribed by the parliamentary authority, or directed by the executive board or executive committee.

Section 3. The vice president(s) shall

  1. Act as aide(s) to the president;
  2. In their designated order, perform the duties of the president in the president’s absence or inability to serve;
  3. In the role of nominations chair, coordinate filling of open board positions; recruit members for open positions; maintain listing of board members and contact information for upcoming year and present a slate of officers for the upcoming year at the May or June PTO meeting.
  4. Perform such other duties as may be provided for by these by-laws, prescribed by the parliamentary authority, or directed by the president, the executive board or the executive committee.

Section 4. The secretary shall

  1. Record the minutes of all meetings of the Cheshire High School PTO;
  2. Be prepared to read the records of any previous PTO meetings;
  3. File and maintain all permanent records of the CHS PTO;
  4. Have a current copy of the by-laws;
  5. Handle general correspondence of the PTO as needed;
  6. Perform such other duties as may be provided for by these by-laws, prescribed by the parliamentary authority, or directed by the president, the executive board or the executive committee.

Section 5. The treasurer shall

  1. Have custody of the funds of this PTO;
  2. Maintain a full account of the funds of this PTO;
  3. Make disbursements as authorized by the executive committee, executive board or by PTO membership vote in accordance with the budget adopted by this PTO;
  4. Have checks under $1000 signed by one authorized signer. Two authorized signatures shall be required on each check in the amount of $1000 and over. Authorized signers shall be the president and treasurer.
  5. Keep a full and accurate account of the receipts and disbursements in the books belonging to the Cheshire High School PTO;
  6. Assist members of the executive board to prepare a draft budget for the upcoming school year;
  7. Provide a written financial statement to the executive board and PTO membership at each meeting;
  8. Present an annual report of the financial condition of the organization;
  9. Submit the books annually for an audit by an auditor or an audit review committee selected by the executive board at the end of the school year.
  10. Report the findings of the annual audit review to the executive board and PTO membership;
  11. Prepare and submit on behalf of the CHS PTO any financial returns required by the Internal Revenue Service or the State of Connecticut.
  12. Perform such other duties as may be provided for by these by-laws, prescribed by the parliamentary authority, or directed by the president, the executive board or the executive committee.

 

Article VIII—Executive Board (also known as the PTO Board)

Section 1. Membership: The members of the executive board shall be elected officers; standing committee chairs; special committee chairs, teacher representative(s), and principal or representative. The president may appoint a parliamentarian, subject to approval of the executive committee of this PTO.

Section 2. The affairs of the Cheshire High School PTO shall be managed by the executive board in the intervals between PTO general membership meetings.

Section 3. Duties of the executive board shall be to

  1. Transact business between meetings in preparation for the general meeting;
  2. Create standing rules and policies of the PTO;
  3. Transact such business as may be referred to it by the membership of the organization;
  4. Create standing and special committees;
  5. Report at the regular general membership meetings of this PTO;
  6. Select an auditor or an audit review committee to audit the treasurer’s accounts;
  7. Prepare and submit an annual budget to this PTO’s general membership for adoption;
  8. Approve payment of routine bills within the limits of the approved budget;
  9. Prepare reports for and recommendations to the PTO’s general membership; and
  10. Provide written documentation of their position’s responsibilities to pass on to successors.

Section 4. Each executive board member must be a PTO member in good standing.

Section 5. Meetings: Regular meetings of the PTO board shall be held with the date and time to be fixed by the executive board at or before its first meeting of the year. Special meetings of the executive board may be called by the president or when requested by four members upon five days’ written notice given to each member of the executive board.

Section 6. At all PTO meetings, a least 6 members of the executive board shall constitute a quorum for the transaction of business.

Section 7. If any member of the executive board shall at any time cease to meet the qualifications or fulfill the duties of the position, that person may be removed from the executive board by resolution adopted by the executive board. All records, books and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer immediately.

Section 8. Upon the expiration of the term of office or when individuals cease to hold the position that entitles them to be a member of the executive board, they shall automatically cease to be a member of the executive board and shall be relieved of all duties and responsibilities incident to such membership. All records, books and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within 14 days.

 

Article IX—Executive Committee

Section 1. There shall be an executive committee of the Cheshire High School PTO, the members of which shall be the elected officers of the PTO (president or two co-presidents, a vice president or two vice presidents, a secretary and a treasurer).

Section 2. Special meetings of the executive committee may be called by the president or upon written request of two members with 24 hours’ notice to each member of the executive committee.

Section 3. A majority of the executive committee shall constitute a quorum for the transaction of business.

Section 4. Duties of the executive committee shall be to

  1. Transact necessary business in the intervals between general PTO meetings and executive board meetings and such other business as referred to it by the executive board or PTO membership;
  2. Approve the work of the committees;
  3. Act in emergencies between meetings of the board;
  4. Make a report of any activity taken at the next general PTO meeting and executive board meeting.

The executive committee shall take no action in conflict with any action taken by the executive board of this PTO or in conflict with the mission of the CHS PTO.

 

Article X—Committees

Section 1. Each committee chair must be a PTO member in good standing.

Section 2. The standing committees of this PTO are listed in the amendments to these by-laws. These committees function in the areas of fundraising, service, social, communication and cultural enrichment.

Section 3. The board committee chairs may create such special sub-committees as it may deem necessary to promote the purposes of their PTO committee and to carry on the work of this PTO.

Section 4. The term of office of a committee chair shall be one year or until the selection of a successor. Standing committee chairs may serve for more than one year.

Section 5. Each committee may have one or more co-chairs to assist with the committee responsibilities.

Section 6. Each committee chair is responsible annually to keep accurate records so that valuable information pertaining to the committee business may be passed on to his/her successor.

Section 7. Each committee chair is responsible to submit monies received and receipts for reimbursement in a timely manner. All monies received and receipts for reimbursement must be submitted prior to the end of the PTO fiscal year.

Section 8. The executive board may create such special committees as it may deem necessary to promote the purposes of the PTO and carry on the work of this PTO. The chairs of these special committees shall be appointed by the executive board.

 

Article XI – Finances

Section 1. A tentative budget shall be drafted by members of the executive committee before the first PTO meeting of each school year and be approved by a majority vote of the members in good standing who are present at that first meeting.

Section 2. The treasurer shall keep accurate records of any disbursements, income and bank account information.

Section 3. The executive board shall approve all non-budgeted expenses of the organization.

Section 4. Two authorized signatures shall be required on each checkin the amount of $1000 and over. Authorized signers shall be the president(s) and treasurer.

Section 5. The treasurer shall prepare an annual report and year-end financial statement at the end of the year to be reviewed by the auditor or audit committee (selected by the executive board).

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and with the membership’s approval, spent for the benefit of the school.

Section 7. The treasurer shall provide a written monthly financial statement to be presented at each PTO meeting.

 

Article XII—General Membership Meetings

Section 1. Regular meetings of the CHS PTO shall be held on the 2nd Wednesday of each month, unless notice is otherwise provided by this PTO, the executive board or the executive committee. Two days’ notice shall be given to the membership of any change of date, except for weather related cancellations or postponements.

Section 2. Special meetings of this PTO may be called by the president or by a majority of the executive board with five days’ notice having been given.

Section 3. The annual meeting shall be held in September or October.

Section 4. At least 6 members of the executive board shall constitute a quorum for the transaction of business in any meeting of this PTO.

Section 5: The privilege of holding office, making motions, debating and voting shall be limited to members of this PTO who are in good standing.

Section 6. Notice of meetings can be provided electronically (via e-mails to members or posting on the CHS PTO website). Notice can also be provided as part of the CHS School Announcement Bulletin.

 


 

Article XIII—Council Membership

Section 1. This PTO shall be represented at meetings of the Cheshire Townwide PTA (TWPTA) Council by the CHS PTO President, or appointed alternate orby one TWPTA representative or alternate.

All CHS PTO representatives to the Cheshire TWPTA must be CHS PTO members in good standing.

Representatives to the Cheshire TWPTA Council shall serve for a term of one year. Representatives may serve for more than one year.

Section 2. This PTO shall pay annual dues to the Cheshire Townwide PTA Council (TWPTA) as provided in the TWPTA By-Laws.

 

Article XIV—Fiscal Year

The fiscal year of the Cheshire High School PTO shall begin on August 1st and end on the following July 31st.

 

Article XV—Parliamentary Authority

The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the CHS PTO in all cases in which they are applicable and in which they are not in conflict with these by-laws, any special rules of order or articles of incorporation.

 

Article XVI – Standing rules

Standing rules may be approved by the executive board and the secretary shall keep a record of the standing rules for future reference.

 

Article XVII – Dissolution

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at a meeting. Any remaining funds must be distributed per IRS guidelines for an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code.

 

Article XVIII – Amendments

Section 1. These by-laws should be reviewed every four years and amended as needed.

Section 2. These by-laws may be amended at any regular general membership meeting of the Cheshire High School PTO by a two-thirds vote of those PTO members present who are in good standing, provided the amendments have been approved by the executive board and notice of proposed amendments has been provided to the membership prior to the meeting. Notice can be provided electronically on the CHS PTO website or via e-mail notification.

Section 3. The executive board or executive committee by a majority vote may authorize the by-laws committee to submit a revised set of by-laws as a substitute for the existing by-laws.

 

 

AMENDMENTS:

 

Amendment 1, approved 02/24/2010

Standing Committees: The current standing committees of this PTO include: All Night Grad Party, Board of Education (BOE) Representative, Fundraising, Hospitality, Membership, Newsletter, Student Chapter (ParentCoordinator), Publicity, Scholarship, Special Events Coordinator (as needed), Sunshine, Townwide PTA (TWPTA) Council Representative, Volunteer Coordinator and Website Coordinator.

 

Amendment 2, approved 02/24/2010

The executive committee has the authority to approve non-budgeted expenses which must be finalized before the next PTO meeting, up to a maximum amount of $500. Such requests must be unanimously approved by the executive committee.

 

Amendment 3, approved 04/09/2014

If the CHS PTO needs to change its regularly scheduled monthly meeting day, the CHS PTO President must contact the Cheshire PTA Council (Townwide PTA) President before changing the meeting date, to ensure the new monthly meeting date will not conflict with any other PTA, PTO or PTSA (parent organizations) in the Cheshire Public Schools.

 

Amendment 4 approved 9/12/2018

Standing Committees: The current standing committees of this PTO include: All Night Grad Party, Board of Education (BOE) Representative, Fundraising, Hospitality, Membership, Newsletter, PTSO Parent Coordinator, Publicity, Scholarship, Sunshine, Townwide PTA (TWPTA) Representative, and Website/Facebook Coordinator

 

 

BY-LAWS APPROVED September 12, 2018

 

By-Laws Committee Members (May 2018): Betsy DePaolo, Nicole Galiette, Tracy Houle, Susan Marino, Nancy Stanton