Parent Teacher Organization

M.S.A.D. #51 Cumberland / North Yarmouth

 

 

 

 

 

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M.S.A.D. 51 Parent Teacher Organization

Constitution & Bylaws

 Article 1.         Name 

The name of the organization shall be MSAD 51 Parent Teacher Organization (PTO).

Article 2.         Purpose

The purpose of the PTO is to promote communication and cooperation among the parents, teachers, and administration of MSAD 51 in order to provide the best educational experience for the children of the district.

Article 3.         Goals

The PTO shall develop, maintain, and finance programs, functions, and projects that:

  1. provide enrichment opportunities for the students, parents and teachers in the district; 

  2. promote positive school and community relations by fostering communicationbetween school administrators, parents, teachers, and the community; 

  3. provide special family and community events; and 

  4. provide recognition events for employees.  

Article 4.         Membership

Membership consists of MSAD 51 parents, guardians, and employees.  The PTO is noncommercial, nonsectarian, and nonpartisan.  No fee shall be imposed to be a member of the PTO. 

Article 5.         Officers

  1.  Officers
    1. The business of the organization shall be managed by a Board of Directors which will include the following officers: Co-Chairpersons, Co-Secretaries, Co-Treasurers, and Co-Chairs of Fundraising, Events, Publicity, Newsletter and Enrichment (positions representing each school in the district). Board positions, including that of any Co-position, may be added or deleted as deemed necessary by a majority vote of the Board.
    2. The term of each Board Member shall be two (2) years beginning on August 1 and ending on July 31. One chairperson, 1 secretary, 1 treasurer, 1 chair of each committee and two (2) of the four (4) enrichment positions will be elected biennially to be designated as 'A' members. The following year the remaining positions will be elected for two years to be designated as 'B' members. In the event of a board vacancy, the successor will complete the term of the vacated board member. 'A' and 'B' members are equal in all respects.
    3. Board members may be elected to more than one term by submitting their names as candidates for their position each time that their two-year term is up for election. 
    4. In the event that both Co-positions for any board team (e.g. both Co-Fundraising Chairs) become open and are up for election at the annual meeting, one position will be elected as a two-year position and the other will be elected as a one-year position. 
    5. Any board member may be removed for cause upon a motion and a second by any member of the PTO Board at a monthly meeting followed by a 2/3 vote of the other members of the Board at the next monthly meeting.
    6. Any board vacancy shall be filled from the membership at large.  In case of a mid-term board vacancy, the remaining Board members shall elect a successor to fulfill the remainder of the vacated term. 

    B.  Duties of Officers           

  1. The Chairperson shall

     

    1. preside at all meetings;

    2. represent the organization at all community meetings;

    3. have general supervision of any and all business relating to the organization;

    4. create and distribute the agenda for each business meeting 5 days prior to the meeting date;

    5. review all newsletters, submissions to school newsletters, press releases, and other documents prior to distribution; and

    6. serve as a liaison between the administration, teachers, and parents. 

     

  2. The Secretary shall

     

    1. take a full and accurate written account of all meetings;

    2. type and distribute minutes to all Board members no later than one week prior to the next scheduled Business Meeting;

    3. generate and send all correspondence and thank you notes as deemed necessary by the board.

     

  3. The Treasurer shall perform monthly responsibilities including, but not limited to the following

     

    1. write checks to pay all bills and fulfill all reimbursement and enrichment funding requests;

    2. deposit of all funds received;

    3. deliver checks, either personally or via mail;

    4. reconcile all banks accounts;

    5. monitor account balances and grade-level expenditures;

    6. prepare monthly treasurer’s reports; and

    7. pay any applicable state taxes and accompanying reporting and record keeping.

    8. file informational tax return by December 15 of each year. 

     

  4. The Enrichment Chair shall

     

    1. coordinate enrichment activities at each school;

    2. monitor and approve grade-level expenditures;

    3. meet regularly with teachers to develop programs that complement the curriculum;

    4. coordinate field trips, speakers, assemblies, presentations and teacher workshops; and 

    5. maintain dialogue among school chairs. 

    6. There will be a separate Enrichment Chair for each school.

     

  5. The Fundraising Chair shall

     

    1. supervise all fundraising events;

    2. coordinate the distribution of materials and transference of funds raised to the Treasurers in a timely manner; and

    3. recommend new fundraising ideas to the Board. 

     

  6. The Publicity Chair shall

     

    1. make the public aware of all organizational events including meetings, special programs, fundraising events, and enrichment programs;

    2. use local newspapers, school newsletters, the PTO newsletter and/or website, posters, the local access cable channel, and any other appropriate means to publicize PTO events;

    3. provide a copy of any articles or informational pieces to be published in the school newsletters, on the PTO website or sent out via PTO E-Connection to the Co-Chairs for review prior to publishing;

    4. work closely with the Newsletter/Website Chair to ensure information is available to the public via PTO E-Connection and the website in a timely manner; and

    5. maintain the PTO informational bulletin boards at any school at which the organization is allowed to maintain a bulletin board. 

     

  7. The Newsletter / Website Chair shall

     

    1. produce one newsletter at the end of each school year, including the selection of topics for articles, writers, typesetting and printing firms, editing duties, and distribution;

    2. maintain the PTO website with current information;

    3. provide a copy of the newsletter and any articles or informational pieces to be published on the PTO website or sent out via PTO E-Connection to the Co-Chairs for review prior to publishing;

    4. work closely with the Publicity Co-Chairs to ensure information is available to the public via PTO E-Connection and the website in a timely manner; and

    5. maintain the PTO E-Connection e-mail listings in a confidential manner. 

     

  8. The Events Chair shall

  1. oversee the logistics and enlist volunteers for all events; and

  2. provide support as deemed necessary and reasonable for other PTO events that may occur. 

 

Article 6.         Meetings 

  1. Monthly business meetings shall take place the second Tuesday of each month from September through June. 

  2. The May meeting shall serve as the Annual meeting for the purpose of election of new officers. 

  3. Meetings may also be held during the summer if the Board deems it necessary to prepare for the upcoming school year. 

Article 7.         Elections 

  1. The Annual Meeting of the Membership shall be held the second Tuesday of May for the purpose of filling open Board positions. 

  2. Open Positions 

    1. Positions open for election in May will be advertised in school newsletters, via PTO E-Connection, and on the PTO website 1 month prior to the election. 

    2. Candidates must submit their names for one open position to the current Co-Chairs by 8 p.m. on the Tuesday 2 weeks prior to the scheduled Annual Meeting taking place in May. 

    3. If a current board member wishes to submit his/her name for a position other than the position held at the time of the submission, that board member must resign from the board. 

    4. Submission is open to any PTO member including any current PTO board members wishing to run for reelection. 

  3. Officers will be elected by means of written ballot of those in attendance at the May meeting.   

  4. If a candidate is unopposed, the Board may, at its discretion, dispense with a formal vote. 

  5. New officers will attend the June meeting following their election but will not be eligible for voting rights until August 1. 

  6. Upon the election of new officers, outgoing officers for those positions will ensure the transfer of relevant materials occurs on a timely basis.  All materials shall be transferred by July 31 of each election year.  Outgoing officers will also make themselves available to new officers to assist in any way possible during the transition period. 

Article 8.         Voting Rights

  1. The general membership may only vote in the case of a change to the by-laws and to elect new officers at the Annual Meeting.  These upcoming votes will be publicized in the school newsletters occurring during the month prior to the vote, as well as on the PTO website.  PTO E-Connection members will be notified via email.    

  2. All other issues of the PTO shall be discussed at the monthly membership meetings prior to voting.  Discussion is open to all in attendance.  Voting on such items shall be limited to the Board Members.  

Article 9.         Allocation of Monies 

  1. The fiscal year of the organization shall be August 1 to July 31. 

  2. The goal of fundraising activities is primarily to sponsor enrichment programs. 

  3. Funds raised shall be allocated based on the current enrichment guidelines outlined in the PTO Handbook and adopted for the current fiscal year.  

  4. Upon dissolution of the organization, any funds remaining after all outstanding operating bills and outstanding, approved requests for funding and/or reimbursement have been satisfied will be distributed to the administrators at each building, grades K through 12, to be used for enrichment purposes at the discretion of said administrators. 

Article 10.       Other Items 

  1. The PTO E-connection e-mail listing is to be used for PTO and district informational use only. 

  2. Each board member is recognized as an individual outside of the organization.  PTO board members may not speak for the organization as a whole with regard to local, state, or national issues.  Any board member speaking about an issue should clearly identify that s/he is speaking as her/himself, and not on behalf of the PTO board, prior to beginning her/his statement. 

  3. PTO board members shall maintain confidentiality with respect to any knowledge they have gained related to district employees or students as the result of their work both in the schools and at PTO-related meetings and functions. 

  4. The PTO Handbook shall serve as a guide for many day-to-day operations in the organization.  The Handbook will be accepted by the Board Members each year for the coming year at the September business meeting, following revisions on an as-needed basis.

 

Adopted May 13, 2003 

 

The purpose of the PTO

is to promote communication and cooperation

among the parents, teachers, and administration of MSAD 51

in order to provide the best educational experience for the children of the district. 

PTO Bylaws, Article 2

 

MSAD51 Parent Teacher Organization,  PO Box 6A, Cumberland, ME 04021