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
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. President-Elect;
c. Secretary;
d. Treasurer;
e. Chief Fundraising Officer;
f. P.T.O. – School Site Council Liaison;
g. Committee Chairs / Co-Chairs;
h. Westview Principal;
i. Teacher Liaison.
6. The general membership of Westview P.T.O. shall consist of:
a. All parents/guardians 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. Regular meetings of the general membership shall be held at Westview – see attached
schedule. Written notice of the date, time, place, and agenda shall be circulated to the
membership at least 14 days in advance of the meeting;
b. An annual meeting shall be held in March for the purpose of nomination of officers and
submission of proposed activities and committee budgets for the coming year. Election
of officers shall follow at the April/May meeting.
c. A May/June Westview P.T.O. Board Transition Meeting will be held at Westview and
open to the general membership.
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. See Guidelines in addendum.
9. Quorum and Voting Procedures:
a. A quorum will be 12, consisting of:
• Two members of the elected board (one being president or president-elect);
• 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 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 at the April meeting of the general membership.
11. The P.T.O. books are to be maintained by the Treasurer, reported to the general membership
at the following meetings: October, January, and April/May, with a detailed annual review in
June by a minimum of 4 P.T.O. board members (must include President & President-elect)
and 2 or more members of the general assembly.
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;
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 March meeting.
Members can also submit nominations for officer positions at this 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 President-Elect shall be elected for a one (1) year term, but may serve in
that capacity for two (2) consecutive years.
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 May/June transition 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 President-elect 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
d. Is responsible for guiding Committee operating plan development and coordinating the
April annual meeting.
e. Is responsible for developing the Total P.T.O. annual operating plan – developed from
consolidating committee operating plans.
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 the general membership 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 President-elect 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 Chief Fundraising Officer shall:
a. Review all Fundraising & Sponsorship activities of the Westview P.T.O.
b. Communicate & coordinate the fundraising activities at Westview
6. The officers shall:
a. Be defined as President, President-elect, Secretary, Treasurer, and Chief Fundraising
Officer;
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 are found in the Committee addendum.
2. The Westview P.T.O. requests that all committees serving Westview Elementary be a part of
the P.T.O. and will be governed by these bylaws.
3. The committees shall be made up of persons from the general membership including the chair
and co-chairs. Committee members are to be sourced via the Volunteer Coordination
Committee and Parent Volunteers.
4. Chairperson shall be recruited by the nominating committee and, if possible, will have served
on this committee during the previous school year.
5. The chairpersons of each committee shall:
a. be in attendance at all P.T.O. meetings, if unable to attend, must appoint a
representative to attend or provide a written or verbal report to the President prior to
the meeting;
b. present a monthly report of committee activities and financials (if applicable), ongoing
and/or proposed to the board;
c. prepare an annual operating plan for presentation at the April meeting;
d. submit at the May meeting a written report to the President, including a complete
summary of their committee activities, expenditures, and a final budget proposal for the
following year;
e. call committee meetings as needed;
f. shall utilize the volunteer lists provided by the volunteer coordinator;
g. serve no more than two (2) consecutive years unless deemed necessary by the board.
6. Any committees with standalone checkbooks (see addendum) must maintain financial
reporting as designated by the Treasurer. The Committee’s financials are to be maintained by
the Co-Chair or appointed representative, reported to the general membership at the following
meetings: October, January, and April, with a detailed annual review in May/June by the
Treasurer and President or President-Elect with optional attendance by 1 or more members of
the general membership.
7. The power to form a standing committee rests with the board.
8. 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;
d. determine distribution of any funding presented to Westview Elementary.
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 February 2010
Addendums
Westview Elementary
Parent Teach Organization Bylaws
Addendum 1
Section 1 General Procedures
1. Westview P.T.O. Meeting Calendar
a. August:
Welcome Meeting; Annual P.T.O. Operating Plan Review (President) and Budget
Approval
b. September:
VOLUNTEER OPEN HOUSE – Committee Chair Participation Required
c. October:
Committees present Operating Plan activities and budget for the year
d. November:
Standard Committee Updates. Volunteer Committee Special Report
e. January:
Standard Committee Updates.
f. February:
Spring Picnic Review and Planning
g. March:
Officer and Committee Nomination/Application Meeting
h. April:
Annual Meeting (extended meeting) – election of officers, discussion of proposed
activities and committee budgets for the coming year.
i. May:
Finalize committee plans for the following year, address any vacant committee
positions and outstanding budget requests.
j. June:
P.T.O. Board Transition Meeting
** The May/June meetings may be combined into one meeting if there is limited
business to cover in May.
Addendum 2
Section 1 General Procedures
Robert’s Rules
Westview Elementary
Parent Teach Organization Bylaws
Addendum 3
Section 4 – Standing and Special Committees
2. Standing Committees
a. A/O Fundraising:
i. Baker’s Square, McDonalds, Subway, Dairy Queen, Spaghetti Dinner,
Campbell Soup Labels, Box Tops for Education, Target, Pahl’s Market, etc.
b. Innisbrook Gift Wrap
c. Westview Family Network
d. Westview Yearbook
e. Fine Arts (Turkey Bingo)
f. Media Center Scholastic Book Fair
g. First Grade Books
h. Hospitality
i. School T-Shirt/Sweatshirt Sales
j. Student Directory
k. Spring Picnic
l. Art Adventure
m. Volunteer Coordination Committee:
i. Geography Bee, D.A.R.E. Graduation, Leap to Literacy, School Pictures,
Playground Volunteers, Resource Room, Nurse, Westview Weeders