Long Creek Elementary School

Parent Teacher Organization

Bylaws

Article I Name, Location, Description & Purpose

Section 1: NAME & LOCATION—The name of the organization shall be the Long Creek Elementary Parent Teacher Organization (PTO). The PTO is located at 9213-A Beatties Ford Road, Huntersville, NC 28078.

 

Section 2: PURPOSE—The purpose of the PTO is to enhance and support the educational experience at Long Creek Elementary, to develop connections between school and home by encouraging parent involvement, and to improve the environment at Long Creek through volunteer and financial support.

 

Article II Membership, Dues, & Fees

Section 1: MEMEMBERSHIP - Membership and voting rights shall be automatically granted to all parents, guardians or other adults standing in loco parentis for a Long Creek Elementary student, plus all staff at Long Creek Elementary.

 

Section 2: DUES - Dues, if any, will be established by the executive board. If dues are charged, they will be communicated in a timely manner.

 

Article III Officers

Section 1: EXECUTIVE BOARD—The Executive Board shall consist of the following officers: president, one or more vice presidents, a secretary, and a treasurer. The school principal, or his/her designee, is a voting member of the Executive Board.

 

Section 2: TERM OF OFFICE – The term of office for all officers is one year, beginning July1st and ending June 30th of the following year. Officers may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time.

 

Section 3: QUALIFICATIONS – Any PTO member in good standing may become an officer of the PTO.

 

Section 4 DUTIES: –4.1 Executive Board: Manages the affairs of the PTO in the intervals between general membership meetings. Develops the PTO’s annual budget, establishes and oversees committees to conduct the work of the PTO,

 

establishes fundraising programs and approves by majority vote of the executive Board unbudgeted expenditures of no more than $300.

 

  1. President: Preside at general PTO meetings and Board meetings, serve as the official representative of the PTO, serve as the primary contact for the

principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees, and coordinate the work of all the officers and committees so that the purpose of the organization is served. The president shall oversee the student enrichment, volunteer, and audit committees.

 

  1. Vice Presidents: The vice presidents shall have primary responsibility to perform the duties described below. They are also responsible for performing duties requested by the president and the Executive Board. In the event of a

vacancy in the office of president, the vice presidents acting together shall assume the duties of the president until a new president is elected

 

  1. VP of Engagement: The VP of Engagement shall be responsible for promoting and leading programs and activities that foster, parental and

community involvement. This is achieved by overseeing committees such as book fair and programs.

 

  1. VP of Operations: The VP of Operations shall be responsible for managing programs and activities that have a direct impact on students and staff.

This is achieved by overseeing committees such as Room Parents, Staff Appreciation, Uniform Closet, and School Spirit

 

4.3.3 VP of Fundraising: shall be responsible for promoting and leading programs and activities that provide fundraising for the PTO. They shall oversee a primary fall fundraiser and the committees handling smaller and passive fundraising.

 

  1. Secretary: The Secretary records and distributes minutes of all Board meetings and all general meetings and holds important records for the PTO such

as articles of incorporation, bylaws, standing rules, legal documents and contracts, tax returns and audit reports. The Secretary shall also serve as the Vice President of Communications by managing and overseeing internal and external communication as well as website maintenance.

 

  1. Treasurer: The Treasurer shall collect, deposit and maintain all funds in approved depositories. Disburse funds in accordance with the annual budget and maintain records identifying the purpose and payee of all disbursements. He or she will present a financial statement at every meeting and at others times of the

year when requested by the executive board, comparing income and expenditures to the approved budget. Prepare a year-end financial report by June 30 showing the total income and expenditures for the fiscal year, comparing those figures with the budget approved at the beginning of the fiscal year and submit that report to the incoming president, treasurer and secretary. File all required tax forms and reports in a timely manner, including but not limited to tax

returns for the previous fiscal year and submit copies of such filing to the secretary. The Treasurer shall also serve as Vice President of Finance and is responsible for ensuring appropriate fundraising activities are completed and shall work with the Executive Board to ensure monthly and yearly audits are completed.

 

Section 5: NOMINATIONS AND ELECTIONS—Elections will be held at the last meeting of the school year. The nominating committee shall select a candidate for each office and present the slate one month prior to the election. At that last meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.

 

Section 6: VACANCY—If a vacancy occurs on the Executive Board, the President shall appoint a PTO member to fill the vacancy for the remainder of the officer’s term. If there is a vacancy in the office of president, the vice presidents acting together will fulfill the president duties.

 

Section 7 REMOVAL – An officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the PTO board and a quoram of 7 general members of the PTO.

 

Article IV Meetings

Section 1: BOARD MEETINGS- The Board shall meet on Thursday of the first full week of each month during the school year at a time and place determined by the executive board except during the months where a general meeting will take place. The chairpersons of each committee along with

officers of the organization will make-up the “Board”.

 

Section 2: GENERAL MEETINGS-The date, time and location of general meetings for the school year will be determined by the board and communicated in a timely fashion. There will be at least 4 general meetings held during the school year.

 

Section 3: SPECIAL MEETINGS-Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting using a feasible method of communication.

 

Section 4: Quorum – The quorum shall be 7 members of the organization.

 

Article V Committees

 

Section 1: MEMBERSHIP – Committees may consist of members and board members, with the president acting as an ex officio member of all committees.

 

Section 2: STANDING COMMITTEES. The following committees shall be held by the organization: Audit, Volunteering, Book fair, Program, Fundraising, Room Parents, Staff Appreciation, Uniform Closet, School Spirit, Retail Incentives.

 

 

Section 3: ADDITIONAL COMMITTEES – The board may appoint additional committees as needed. The Long Creek PTO supports and recognizes as an auxiliary organization, the Men of Long Creek (MoLC), a registered Be There Dad ® group.

 

Article VI Finances

Section 1: The fiscal year of the PTO begins July 1 and ends June 30 of the following year.

Section 2: All funds shall be kept in a checking account in the name of the

organization.

Section 3: A tentative budget shall be drafted in the fall of each school year and approved by a majority vote of the members present.

 

Section 4: The board shall approve all expenses of the organization.

Section 5: All financial activity shall be recorded in a computer-based or manual accounting system. The Treasurer shall reconcile the accounts monthly and report all financial activity monthly. The PTO shall arrange an independent review of its financial records each year.

 

Section 6: Authority to sign contracts is limited to the President or the President’s designee.

Section 7: The organization shall leave a minimum of $2,000 in the treasury for

the end of each fiscal year.

Section 8: 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.

 

ARTICLE VII 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.

 

Section 1: Confidential Information related to the business of the Long Creek PTO should not be shared with others or used for personal reasons. This includes but is not limited to using PTO contact and distribution lists for personal reasons. Any violation, intentional or unintentional will result in immediate termination from the PTO officer or committee position.

 

 

Article VIII Bylaws Amendments

Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent

 

meeting. Two-Thirds (2/3) approval of all members present and voting is required to adopt an amendment to the bylaws.

 

ARTICLE IX Parliamentary Authority

The authority for this organization shall be Robert’s Rules of Order newly Revised.

 

 

 

These bylaws were adopted on December 1, 2011

Amended date: May 9, 2019

© 2019-2020 by Long Creek Elementary School PTO