Pomeroy Elementary School Parent-Teacher Organization, LLC
BY-LAWS
Revised 7/20/2004
ARTICLE 1: NAME
1. The name of this organization is Pomeroy Elementary Parent-Teacher Organization, LLC
(PTO).
ARTICLE 2: OBJECTIVES
1. To promote quality educational and cultural experiences for the children.
2. To raise and supplement funds, as necessary, for school materials and programs/projects,
when funds are not available from the district level.
3. To provide avenues for communication/information between members, school staff and the
community, concerning activities of this organization.
4. To arrange for special events of general interest for the children, school staff and members of
this organization, including the community around Pomeroy elementary School.
ARTICLE 3: POLICIES
1. The programs of this organization shall be developed through conference, committees and
projects.
2. The Elected Board Members shall ensure that this organization conducts business activities
in accordance with federal and state business laws and requirements.
3. This organization shall follow the policies and standards of Mesa Unified School District
while conducting any activities on Pomeroy Elementary School property.
4. This organization shall be non-sectarian and non-partisan. Neither the organization name nor
the names of its members shall be used in any connection with a commercial concern, with
any partisan interest, or for any other purpose except the regular work of the organization.
5. This organization 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.
6. This organization may cooperate with other organizations and agencies concerning child
welfare, but persons representing this organization in such matters shall make no
commitments that bind the organization.
7. All member positions are voluntary positions and will receive no monetary compensation for
their time.
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 1 of 7
8. In case of dissolution of this organization, the assets of this organization will be placed
within an appropriate “gifts and grants” account for Pomeroy Elementary School, and the
current officers shall ensure all appropriate documentation is provided to state and federal
agencies.
9. In case Pomeroy Elementary School closes, this organization will close and assets of this
organization will be turned over to Mesa Unified School District, Student Activities
Department, and the current officers shall ensure all appropriate documentation is provided
to state and federal agencies.
ARTICLE 4: MEMBERSHIP
1. All parents/legal guardians of children currently enrolled at Pomeroy Elementary, staff
members of Pomeroy Elementary, and any interested community members of Pomeroy
Elementary, willing to uphold and follow the by-laws of this organization shall be considered
a member.
2. This organization membership shall have no monetary dues.
3. This organization shall consist of elected Executive Board Members (Officers), Committee
Members, and members-at-large.
ARTICLE 5: OFFICERS, ELECTIONS AND THE EXECUTIVE BOARD
1. Officers:
A. President (required)
B. Vice-President (optional)
C. Secretary (required)
D. Treasurer (required)
E. Co-Treasurer (optional)
F. Volunteer/Event Coordinator (optional)
G. Teacher Representative(s) (required), (maximum 2, appointed position by principal)
2. Election
A. Procedures:
1. Current Elected Board will announce nomination request requirements by March
10.
2. Nominations shall be placed in writing and submitted to school office by March 20.
3. Nominations will be published in the PTO or school newsletter by the end of
March.
4. Elections shall be held by written ballot at the April General Membership meeting.
The school principal shall govern these proceedings.
Note: If there should be one candidate for any office, the election may be done by a
show of hands of the majority vote of those present, if needed, to be elected.
B. Term of office:
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 2 of 7
1. Shall be for one year, starting when elected and ending when new officers are
elected. No elected officer shall serve in the same capacity (specific title) for more
than three consecutive terms.
Note: Only one immediate family member can serve on the board during any given year.
3. Executive Board
A. Consists of above-elected officers (as currently applicable) and the appointed teacher(s)
representative(s) and all are voting members of the board.
B. Performs the day-to-day operations of the organization.
C. All officers shall uphold and support the by-laws of this organization at all times.
D. All newly elected Executive Boards shall provide copies of and affirm to follow the bylaws of this organization at the first General Membership meeting each school year.
E. A professional passdown meeting will be conducted the evening of the vote and/or
scheduled within 10 working days with the incoming Executive Board.
Note: This time can be utilized as a transition period.
1. Bank account(s) will be turned over at this time.
2. Program access codes will be passed down at this time.
3. Custodial responsibility of all records will be turned over at this time.
ARTICLE 6: DUTIES OF OFFICERS/MEMBERS
1. President
A. Shall preside at all regular meetings.
B. Shall appoint all committee heads and serve an ex-officio member of all committees.
C. Set times for PTO general and board meetings.
2. Vice-President
A. Perform duties of the President in his/her absence.
B. Shall serve as co-treasurer if position is not filled.
3. Secretary
A. Take minutes of all meetings.
B. Ensure official distribution of minutes which shall include one copy to each of the current
officers, the Principal, the PTO file, and extra copies in the school office available for all
interested parties.
C. Handle general correspondence of the organization.
D. Update the school webmaster of current PTO news and dates.
4. Treasurer/ Co-Treasurer
A. Receive all monies of the organization.
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 3 of 7
B. Keep accurate records of the receipts and expenditures.
C. Pay funds when requested by the Executive Board.
D. Prepare a year-end financial report, copies of which shall be given to the President or
vice-President, the Principal, and the Secretary for the official PTO files. This year-end
financial is to be completed by the end of the third week of March. Copies shall be made
available to all PTO members/interested parties.
5. Volunteer/Event Coordinator
A. Coordinate volunteers needed for various activities/events held throughout the school
year.
6. Teacher Representative(s)
A. Shall act as liaison to communicate ideas and needs between teacher and the Executive
Board. He/she shall inform the teachers of PTO activities.
7. Members-at-large
A. Shall be available to perform such other duties that may be delegated to them. Example
of such duties may be PTO historian or PTO hospitality and/or PTO event chairpersons.
ARTICLE 7: REMOVAL AND VACANCIES
1. Removal:
A. Executive Board, by majority vote, may remove any officer from office for failure to
perform assigned duties, corruption, failure to attend two consecutive meetings without
justification, or for any act which brings dishonor on/to the organization. The removal
shall take place after appropriate due process procedures have been conducted.
2. Vacancy:
A. If a vacancy occurs, the President or Vice President shall appoint a person to fill the
position for the remainder of the term with the approval of the Executive Board.
ARTICLE 8: MEETINGS
1. Form:
A. All meetings of this organization and its committees are open to all members of the PTO
and the public. Those present shall conduct the transactions of the business at the
meeting.
2. Scheduling
A. Executive Board shall establish a meeting calendar for General Membership meetings
each year (at a minimum, twice a year in September and March) and provide a copy to
the membership by the first week in September.
B. Executive Board shall meet a minimum of every six weeks.
C. Special meetings of this organization may be scheduled at the discretion of the Executive
Board.
3. Duration:
A. Meetings on the average will last one hour.
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 4 of 7
4. Notification:
A. General Members shall be notified of transactions requiring a vote at least once by the
PTO and/or school newsletter/note, at least one week prior to the General Membership
meeting.
ARTICLE 9: REVENUE/EXPENDITURES AND ASSETS
1. Bank Account:
A. This organization shall establish and maintain a checking account for the sole purpose of
receiving and dispersing funds. This account is the organization’s General Fund.
B. A minimum of two current Executive Board members shall have signatures on the
organization’s bank account.
1. The only authorized signatures on the organization’s checks shall be those of the
President, Vice-President, Treasurer and Co-Treasurer.
C. The account must be turned over to the newly elected Executive Board within the
guidelines of Article 5, Section 3, and Sub-Paragraph D of these by-laws.
2. Revenue:
A. Upon receipt and/or completion, program/event revenues must be prepared and deposited
into the General Fund within five working days.
B. A minimum of two members, one required to be an Executive Board member, will count
all received funds and sign the deposit notice form.
C. A copy of the bank deposit slip and the deposit notice form will be provided to the
Treasurer for true record-keeping.
D. Any revenues created jointly with the Student Council shall be handled in accordance
with the Mesa Unified School District Governing Board Policy IGDF and regulation
IGDF-R, and the guidelines set forth by the Attorney General’s Office.
Note: Funds must first be deposited into the Student Activity Fund and then disbursed
proportionately between the two groups, based on the effort devoted by each. The
principal is responsible for determining the effort and related percentage of allocation of
funds between the two groups.
3. Budget
A. Each newly elected Executive Board is required to produce, and have approved at the
first general meeting in September, a budget for the current school year.
B. For the ability to support ongoing programs, any Executive Board shall strive to have an
“end balance” within the general fund that is substantial enough for the incoming board
to produce their budget.
Note: In developing the budget, great consideration shall be given for preceding
organization’s yearly budgets and ongoing programs.
C. The budget must include repair/maintenance requirements for any prior PTO-sponsored
projects. This requirement is to ensure that prior capital improvement projects do not
deteriorate as to be removed by the district.
4. Expenditures:
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 5 of 7
A. Funds will not be dispersed without a processed payment voucher and/or a quorum form.
Items specifically voted on and indicated within the minutes of meetings of this
organization do not require signatures on the voucher form.
B. Expenditures must be listed and approved in the minutes of all general and/or executive
board meetings for each current year. This can be accomplished by providing the
following accounting reports:
1. Profit and Loss Statement
2. Statement of Cash Flows
3. Balance Sheet
C. The Executive Board may not issue a check for more than five hundred dollars ($500)
without a vote by the general membership and/or the utilization of a quorum.
D. A quorum is only to be utilized if disbursement of funds is required prior to the next
scheduled general meeting.
1. A quorum is a minimum of five (5) members; three (3) members of the quorum
must be on the Executive Board.
2. The quorum form must be utilized.
5. Assets
A. Asset control and documentation procedure for tangible items shall be established and
maintained, containing at minimum the following information:
1. Description of item
2. Cost of item
3. Date of purchase
Note: Examples of tangible items are ice chests, cameras, office equipment, computer
software, etc.
B. If an asset is sold or custody/responsibility turned over to another (i.e., media center),
documentation of transaction shall exist.
C. The following examples are items that are not required to be tracked under these
guidelines:
1. Office supplies (paper, pins)
2. Party supplies (cups, napkins, silverware)
3. Advertisement materials (posters, signs and displays)
ARTICLE 10: RECORDED VERIFICATION
1. Audit
A. All financial activity and financial reports of the organization shall be audited annually
by Mesa Unified School District, in accordance with Governing Board Policy KMB and
Regulation KMB-R.
B. This audit should be scheduled within the last two weeks in March.
C. Results of the audit shall be expressed in April’s General Meeting.
2. Records
A. All records shall be maintained for designated time frames prescribed by state and federal
requirements.
B. All records shall be available without prejudice to any member who may wish to review
any documentation.
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 6 of 7
C. All records shall be turned over to the newly elected Executive Board within the
guidelines of Article 5, Section 3, and Sub-Paragraph D of these by-laws.
3. By-Laws
A. It will be clearly expressed at the first general meeting of the year, and indicated within
the minutes, that the by-laws have been read and all Executive Board members agree to
abide by them.
B. A copy of the organization by-laws will be retained within the organization’s Directives
Binder.
Note: A duplication of this binder will be maintained in the front office of the school.
C. A copy of the by-laws will be provided to any member upon their request.
ARTICLE 11: PARLIAMENTARY PROCEDURES
1. Roberts Rules of Order-Revised shall govern this organization in all cases to which they are
applicable.
ARTICLE 12: AMENDMENTS
1. These by-laws may be amended at any general meeting of the PTO by a majority vote of the
members present and voting.
2. Typographical errors can be corrected without requiring the above action.
Pomeroy Elementary PTO By-Laws (7/20/2004)
Page 7 of 7