Westview Elementary
Parent Teach Organization Bylaws
Section 1 General Procedures
1. The name of this organization shall be: Westview Elementary School Parent Teach
Organization. For convenience, it shall be called Westview P.T.O.
2. The Westview P.T.O. is a non-profit organization.
3. The organization shall be governed by these bylaws.
4. The overall objective of this organization shall be to provide support to the staff of
Westview Elementary School in the form of:
a. Parent volunteers for school activities
b. Fundraising activities to provide monies for the purchase of school equipment and
addition enrichment activities. P.T.O. fundraiser will be conducted to generate
funds for P.T.O. purposes or requested specific school needs. A minimum of (6)
requests will be submitted to the P.T.O. by the building principal, to be voted on by
the P.T.O. board membership at the December meeting;
c. Sponsorship of extra-curricular activities for the students, and;
d. Communication between home and school.
5. The affairs of this organization shall be governed by the board members consisting of:
a. President;
b. Vice President;
c. Secretary;
d. Treasurer;
e. P.T.O. – School Site Council Liaison;
f. Committee Chairs / Co-Chairs;
g. Principal;
h. Teacher Liaison.
6. The general membership of Westview P.T.O. shall consist of:
a. All parents of students enrolled in Westview Elementary School;
b. All teachers and support staff at Westview Elementary School.
7. Meetings of the Westview P.T.O. shall be of four types:
a. Board meetings will be scheduled one half hour before each monthly membership
meeting to finalize the meeting’s agenda. These meetings will be announced and
open to the general membership;
b. Regular meetings of the general membership shall be held monthly August – June
at Westview. Written notice of the date, time, place, and agenda shall be
circulated to the membership at least 7 days in advance of the meeting;
c. An annual meeting shall be held in the spring before the end of the school year for
the purpose of election of officers, discussion of proposed activities for the coming
year, and committee budget approval;
d. The board may call additional meetings to address time sensitive business as
deemed necessary. These meetings will be announced and open to the general
membership.
8. Standard parliamentary procedures as defined by the most recent version of Robert’s
Rules of Order shall be used to conduct the meetings.
9. Quorum and Voting Procedures:
a. A quorum will be 12, consisting of:
• Two members of the elected board (one being president or vice president);
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•
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The principal (or principal appointed representative);
The teacher liaison (or teacher liaison-appointed representative);
8 members of the general membership;
b. A quorum must be established to conduct any official business of the organization;
c. Each P.T.O. member shall have one vote;
d. Issues presented at the board and general membership meetings shall be decided
by a simple majority unless otherwise specified in the bylaws.
10. An annual election of officers shall be held.
11. The President, Vice President and volunteer parent shall make an annual review of the
Treasurer’s books after the June meeting.
12. In order to dissolve the Westview P.T.O.:
a. All members must receive 30 days written notice of intent;
b. A vote shall be taken at the next regular meeting of the general membership in
May;
c. A 2/3 vote of the entire membership present shall rule;
d. If the Westview P.T.O. is dissolved, all P.T.O. funds go into a special fund under
regular Westview general account and may only be used to purchase educational
materials and/or supplies that will directly benefit the students currently at
Westview Elementary.
13. The P.T.O. bylaws may be revised at any general meeting by a two-thirds (2/3) vote of
members present, provided a one (1) month notice of the proposed revisions has been
given.
Section 2 – Election Procedures
1. The annual election of officers shall proceed as follows:
a. A nominating committee shall submit a list of nominees at the April meeting;
b. The general membership shall be notified of the list of nominees;
c. The election of officers shall be held at the May meeting;
d. Voting shall be by secret ballot by the general membership;
e. In the event that all perspective officers are running unopposed, no vote is
necessary.
2. The President and Vice President shall be elected for a one (1) year term with the Vice
President being president-elect.
3. The Secretary and Treasurer shall be elected for a one (1) year term, but may serve in
that capacity for two (2) consecutive years.
4. Should a vacancy occur in any office, the board has the power to fill that office by majority
vote.
5. The term of office shall begin at the June meeting.
6. The P.T.O. – School Site Liaison shall be elected per the School Site Council bylaws. To
be eligible for this position, a person must have been an active board member for at least
one (1) school year.
7. The Teacher Liaison shall be appointed annually by the school principal.
8. A person shall not hold more than one (1) board position unless the board deems it
necessary.
Section 3 – Elected Officers and Duties
1. The President shall:
a. Preside over all meetings;
b. Coordinate the work of the officers and committees to assure achievement of the
objectives;
c. Be an ex-officio member of each committee;
d. Publish a monthly meeting agenda.
2. The Vice President shall:
a. Be president-elect and assume the responsibilities of President the following
school year;
b. Act as an aide to the President and perform the duties of the President in her/his
absence;
c. Shall appoint the chairperson of the nominating committee
3. The Secretary shall:
a. Record the minutes of all meetings of the Westview P.T.O.. She/he shall provide a
copy of the minutes to all board members prior to the next scheduled meeting;
b. Perform other duties delegated to her/him by the board.
4. The Treasurer shall:
a. Supervise the collection, deposit, and disbursement of all funds due to the P.T.O.;
b. Disburse the funds of the P.T.O. according to the budget approved by the board;
c. Keep accounts and records needed to determine income, receipts, and
disbursements of P.T.O. funds.
d. Present a report at all meetings of the board;
e. Prepare a written report of receipts and disbursements for the June meeting;
f. Provide all necessary information to the annual review committee;
g. Meet with the President and Vice President and newly elected Treasurer to
prepare a proposed budget for the following school year.
h. Present a proposed budget at the first scheduled P.T.O. meeting of the new school
year.
5. The officers shall:
a. Be defined as President, Vice President, Secretary, and Treasurer;
b. Be in attendance at all board meetings. If unable to attend, a written or verbal
report must be given to the president prior to the meeting;
c. Be expected to attend (both old and new officers) the June meeting of the board to
facilitate an adequate transition of duties;
d. Perform duties listed in these bylaws;
e. Deliver all official material to their successors at the June meeting;
f. Be empowered to make impromptu decisions regarding items/concerns involving
$100 or less.
Section 4 – Standing and Special Committees
1. The Standing Committees shall be:
a. Art Adventure
b. Bulldog Bulletin
c. Campbell Soup Labels
d. Fifth Grade T-shirts
e. Fine Arts
f. First Grade Books
g. Fundraising – Gift Wrap
h. Fundraising – Readathon
i. Fundraising – Spring Picnic
j. Fundraising – T-shirts/Sweats
k. Fundraising – McDonalds
l. Fundraising – Pahl’s Market
m.
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p.
q.
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s.
t.
u.
Greeter’s Program
Hospitality
Publicity
Student Directory
Student of the Month
Suitcase Museum
Welcoming Committee
Volunteers
Yearbook
2. The committees shall be made up of persons from the general membership including the
chair and co-chairs. A committee size of five (5) members is recommended, which
includes the chair and co-chairs.
3. Chairperson shall be recruited by the nominating committee and, if possible, will have
served on this committee during the previous school year.
4. The chairpersons of each committee shall:
a. be in attendance at all board meetings, if unable to attend, a written or verbal
report must be given to the President prior to the meeting;
b. present a monthly report of committee activities, ongoing and/or proposed to the
board;
c. submit at the June meeting a written report to the President, including a complete
summary of their committee activities, expenditures, and a budget proposal for the
following year;
d. call committee meetings at least twice yearly and periodically as needed;
e. shall utilize the volunteer lists provided by the volunteer coordinator;
f. serve no more than two (2) consecutive years unless deemed necessary by the
board.
5. The power to form a standing committee rests with the board.
6. The power to form special committees rests with the board. Since a special committee is
created and appointed for a specific purpose, it automatically goes out of existence when
its work is completed and its final report is received.
Section 5 - Liaison Positions
1. The School Principal shall:
a. be in attendance at all board meetings;
b. give a verbal report to the board;
c. work with all board members as necessary.
2. The Teacher Liaison shall:
a. be in attendance at all board meetings;
b. give a verbal report to the board;
c. solicit ideas and feedback from the staff on P.T.O. activities
3. The School Site Council Liaison shall:
a. be in attendance at all board meetings;
b. give a verbal report to the board;
c. represent the P.T.O. positions to the school council;
d. be voted into office during the spring election unless running unopposed.
Revised 4/2003