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 ARTICLE I

NAME:

The name of this association shall be the Bennett Parent Teacher Organization and will be a non-profit, independent association.

The mission of the Bennett Parent Teacher Organization shall be:

· To promote the welfare of children and youth in home, school, and community.

· To secure adequate laws for the care and protection of children and youth.

· To bring in closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of the child.

· To develop between educators and the general public such united efforts as will secure for every child the highest advantage in physical, mental, social, and spiritual education.

· To raise funds to support and enhance the educational program at Bennett Elementary School.

The policies of the Bennett Parent Teacher Organization shall be:

· The program of this organization shall be educational and shall be developed through conferences, committees, and projects.

· This organization shall be non-commercial, non-sectarian, and non-partisan. It shall not endorse a commercial enterprise or candidate. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interests, or for any other purpose than the regular work of the organization.

· The organization shall work with the schools to provide quality education for all children, 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 Board of Education.

· This organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, provided its representative makes no commitments for the group he/she represents.

SECTION 1. Any person interested in the mission of the Bennett PTO who is willing to uphold its policies and subscribe to its By-Laws may become a member upon payment of dues, as hereinafter provided.

SECTION 2. The annual dues shall be all-inclusive for membership in the Bennett PTO and shall amount to five dollars per family and/or staff member. Funds derived from this and other organizational approved sources shall be placed in a general fund that may be expended to defray operating expenses of the organization, which have been approved. The budget shall be prepared and presented by the executive committee to the organization for approval not later than the first regular meeting of the year.

SECTION 3. An annual enrollment of members shall be conducted. Additional members shall be accepted at any time.

SECTION 1. 

a) The officers of this organization shall be a President, 1^st Vice-President, 2^nd Vice-President, Secretary and Treasurer.

b) Officers shall be elected by ballot annually in the month of May. However, if there is but one nominee for any office, it shall be in order to move that the secretary cast the elective ballot of the organization for the nominee.

c) Officers shall assume their official duties at the close of the regular meeting in May and shall serve for a term of one year and/or until their successors are elected.

d) A person shall not be eligible to serve more than two consecutive terms in the same office.

SECTION 2. 

a) There shall be a nominating committee consisting of three members selected by the president from the executive board, at least one month in advance.

b) The nominating committee shall select one nominee for each office to be filled and report at the regular meeting in May.

c) Following the report of the nominating committee, an opportunity shall be given for nominations from the floor.

d) Only those who have consented to serve if elected shall be eligible for nomination either by the committee or from the floor.

SECTION 3. A vacancy occurring in any office shall be filled for the un-expired term by a person elected by a majority vote of the remaining members of the executive committee, notice of such election having been given. In case a vacancy occurs in the office of the president, the first vice-president shall serve notice of the election.

SECTION 1. The President shall:

a) reside over the meetings of the organization and of the executive committee.

b) know and follow the by-laws of the organization.

c) coordinate the work of the officers and committees, in order that the objectives may be promoted.

d) perform other duties as may be prescribed by the executive committee.

SECTION 2. The 1^st Vice-President shall:

a) act as an aide to the president.

b) perform the duties of the president in the absence or inability of that officer to serve.

SECTION 3. The 2^nd Vice-President shall:

a) serve as a liaison between the PTO and the Prince William School Board.

b) serve as volunteer coordinator.

SECTION 4. The Secretary shall:

a) record the minutes of all meetings of the organization and of the executive committee.

b) present the minutes for approval at the next meeting.

SECTION 5. The Treasurer shall:

a) receive all monies of the organization.

b) keep an accurate record of receipts and expenditures.

c) pay out local funds as authorized by the organization or the executive committee.

d) present a financial statement at every meeting of the organization and at other times when requested by the executive committee.

e) be examined annually by an auditor or an auditing committee, by the executive committee.

f) oversee and support the Bennett Bear Shop.

SECTION 6. All officers shall:

a) perform the duties prescribed in the parliamentary authority in addition to those outlined in these by-laws and those assigned from time to time.

b) deliver to their successors all official material within ten days following the meeting at which they are elected.

SECTION 1. General membership meetings of this organization will be held at least four times during the school year.

SECTION 2. The executive committee may call special meetings with three school days notice having been given.

SECTION 3. The annual meeting shall be in May.

SECTION 4. Twenty members shall constitute a quorum for the transaction of business in any meeting of this organization.

SECTION 5. The privilege of holding office, introducing motions, debating, and voting shall be limited to members of the organization whose current dues are paid.

SECTION 1. The executive committee shall consist of the officers of the organization, the chairpersons of standing committees, and the principal of the school and/or a representative appointed by him/her. The members of the executive committee shall serve until their successors are elected.

SECTION 2. The duties of the executive committee shall be to:

a) transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the organization.

b) create standing committees.

c) approve the plans of work of the standing committees.

d) present a report at the regular meetings of the organization.

e) appoint an auditor or an auditing committee at least two weeks before the annual meeting to audit the treasurer’s accounts.

SECTION 3. Regular meetings of the executive committee shall be held monthly, if necessary, during the school year. The time is to be fixed by the committee at its first meeting of the year. A majority shall constitute a quorum. Special meetings of the executive committee may be called by the president or by a majority of the members of the committee.

SECTION 1. Such standing committees shall be created by the executive committee as deemed necessary to promote the objectives and carry on the work of the organization. The officers of the organization and the principal of the school or a representative shall select the chairperson of the standing committees. Their term shall be one year.

SECTION 2. The chairperson of each standing committee shall present a plan of work to the executive committee for approval. No committee shall be undertaken without the consent of the executive committee.

Robert’s Rules of Order Revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws.

SECTION 1. These by-laws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting.

SECTION 2. A committee may be appointed to submit a revised set of by-laws as a substitute for these by-laws only by a majority vote at a meeting of the organization or by two-thirds vote of the executive committee.

Standing Rules are approved motions from executive board meetings that are recorded for future referral to aide in the smooth running of the business of the PTO. Standing rules are more flexible than by-laws and may be changed, added, or deleted at any executive or general membership meeting by a majority vote and without previous notice. Standing rules serve as a guide and become the most valuable tool for the orientation of new board members.

Standing rules for the office of President. The President shall:

· consult with the school principal on all matters relating to the school;

· invite teachers to participate as active members;

· assist the secretary in preparing the agenda for meetings;

· assist the treasurer in preparing the proposed annual budget;

· be authorized to sign checks on Bennett PTO accounts;

· complete an annual report on the state of the PTO for the incoming president;

· serve as a member of the Bennett Advisory Council;

· check the PTO box and route mail accordingly;

· approve all PTO paperwork being sent home through students; and

· be a previous executive board member.

 

Standing rules for the office of 1^st Vice-president. The 1^st Vice-president shall:

· represent the president on request;

· act as ways and means committee chairperson; and

· oversee all fundraising committees.

 

Standing rules for the office of 2^nd Vice-president. The 2^nd Vice-president shall:

· act as volunteer coordinator;

· appoint committee chairpersons;

· act as PTO child care coordinator; and

· attend bimonthly school board meetings.

Standing rules for the office of Secretary. The Secretary shall:

· prepare in advance of each meeting (in consultation with the president) a complete agenda showing the order in which business should come at the meeting;

· compile and maintain a list of all executive committee members, committee chairs, phone numbers with addresses, and publish an annual listing;

· act as custodian of all records except those specifically assigned to others; to include copies of the budget, meeting agendas and meeting minutes;

· prepare all correspondence;

· oversee communication programs and committees (such as newsletters, publicity, bulletin boards, etc.);

· maintain a file of newsletters (BearTracks); 

· maintain a folder of Standing Rules and provide copies to all executive board members;

- act as PTO Executive Board liaison to the Web Page Administrator, ensuring the PTO web site is kept up-to-date with accurate information and;

-- oversee the PTO Child Care Committee, ensuring babysitting coverage is available at each PTO meeting and that the babysitters are paid at the end of each PTO meeting.

 

 

 

Standing rules for the office of Treasurer. The Treasurer shall:

· make a full report at the annual meeting;

· assist the president in preparing a proposed annual budget;

· always deposit all monies received in the PTO account immediately;

· always obtain a receipt for every invoice, purchase, or other payments made by the PTO;

· only write checks for items in the budget unless prior approval by the executive committee;

· oversee and support the Bennett Bear Shop; and

· not hold monies for other agencies, persons, or other organizations.

Standing rules for the Committee Chairpersons. The Chair shall:

· meet committee members and organize;

· decide when and how often to meet;

· encourage ideas from the committee;

· build committee morale by creating a sense of belonging by sharing materials and experiences;

· prepare a written plan of work, accept suggestions from the executive committee;

· present a purchasing plan to the executive board for approval;

· make progress reports to the executive board;

· must report to the 2^nd vice president any private conversations with the school principal regarding committee chair business prior to the next PTO meeting;

· keep a procedure book to be passed on the succeeding chairpersons; and

· turn over procedure book to the 2^nd vice president at the end of the term served or when departing office.

Standing rules for Bennett Bear Shop (BBS) Chairperson. The Chair shall:

· open the BBS at least once a month in the morning from 8:45 a.m. to 9:15 a.m.;

· open the BBS on back-to-school night(s), Fall Harvest Party, Breakfast with Santa and Spring Fair;

· turn monies obtained from these sales and any other monies received to the treasurer immediately;

· acquire a prior approval by the PTO treasurer for purchase orders over $350.00;

· secure the BBS inventory in the PTO work room;

· maintain an inventory log and update the log on a quarterly basis; and

· present for a membership vote any change to existing inventory such as color, design, logo, etc.

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