DURBIN CREEK ELEMENTARY SCHOOL
PARENT-TEACHER ORGANIZATION BY-LAWS
The name of this organization shall be the Durbin Creek Elementary School Parent Teacher Organization (DCE PTO).
The purpose of the DCE PTO shall be to encourage and enhance the educational experience of our children, teachers, and administration. In doing so, we will foster a sense of support, pride, and enthusiasm through the creation of family activities, volunteer based programs that support our teachers, children and parents.
The policies of the DCE PTO shall be written within the Articles of Incorporation. The Articles of Incorporation supercede the PTO By-Laws as they relate to a Legal Not-For-Profit Organization.
The members shall be parents or guardians of students, patrons, teachers, and administration who take an interest in Durbin Creek Elementary. Membership in this organization shall be available without regard to race, color, creed, or national origin.
The organization shall conduct an annual enrollment of members, but new members may be admitted to the organization’s membership at any time.
Only members in good standing of the organization shall be eligible to participate in its general membership meetings or to serve in any of its elective or appointive positions. Good standing of membership means the member has paid dues at least 14 days prior to meeting and demonstrates acceptable code of conduct. Removal of any member would need 2⁄3 vote with case by case basis.
Each member of the organization shall pay annual dues to the organization, collected by the membership chairperson and deposited in the treasurer’s account of the DCE PTO. The dues structure is determined by a General Membership Vote at the year end during the Annual Meeting. Prorating of the dues will be a standing rule on a quarterly basis for new members. Dues will not be prorated.
a. The executive officers of this organization shall include a minimum of President, Treasurer, and Secretary with options of additional Co- Presidents, or President, 1st Vice-President, 2nd Vice President, Corresponding Secretary, Recording Secretary, Treasurer, Fundraising Treasurer, and Partners-in-Learning Coordinator with a maximum of 8 executive officers.
a. There shall be a nominating committee composed of at least 3-5 members, one chosen from the executive officer and 2 from the general members to be elected by the organization at the January general membership meeting. If 2 members are not available, executive officers may fill the nominating committee. This committee will elect its own chairperson.
b. The nominating committee shall nominate one eligible person for each office to be filled and report its nominees at the regular meeting in March, at which time additional nominations from the floor may be made. Election of these nominees shall take place in April. Installation of the new officers shall be completed at the General PTO meeting in May. The outgoing and incoming board will work as one until the end of the school year.
c. Only those persons who have signified their consent to serve if elected shall be nominated or elected to such office.
A person appointed by the president and approved by the executive board members and executive committee chair members shall fill a vacancy occurring in any office for the unexpired term. If there is a vacancy in the office of president, the vice president will become the president.
A vacancy shall be declared to exist in an office should its holder miss three consecutive meetings without good reason or approved by the executive board.
Any elected executive officer who fails to perform his/her duties may be asked to resign. Should he/she refuse, he/she may be removed by a majority vote at the next meeting of the organization.
The president shall preside at all meetings of the organization and of the executive board. The president shall perform such other duties as may be prescribed in these by-laws, the Articles of Incorporation, and or assigned to him/her by the organization or by the executive board committee. The president shall coordinate the work of the officers and committees so the objectives of the DCE PTO for the year may be promoted.
Section 2 Vice-President(s)
The vice-president shall act as aid to the president and shall perform the duties of the president in the absence or inability of that officer to serve. The vice-president shall assist the work and coordination of committees so the objectives of the DCE PTO for the year may be promoted.
The recording secretary shall keep all records of the organization, take and record minutes, take and record agenda and tally all votes and ballots. The correspondence secretary shall handle correspondence, issue ballots that go out to entire membership and assist in the notification of meetings to the membership. The secretaries also keep a copy of the minute’s book, by-laws, Articles of Incorporation, rules, membership lists and any other necessary supplies and brings them to meetings. The secretary shall assist the work and coordination of committees so the objectives of the DCE PTO for the year may be promoted.
The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He/she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year. The treasurer will provide structured guidelines for all sub committees to use relative to the collection and processing of any monies/transactions attained on behalf of the said sub committee. The treasurer shall assist the work and coordination of committees so the objectives of the DCE PTO for the year may be promoted. The fundraising treasurer will handle the recording of receipts and expenditures for the fundraisers. They will provide a financial statement for each fundraiser.
There shall be at least eight (8) executive officer meetings of this organization during the school year. There will be at least two (2) officer meetings for each chair and co-chair office on as needed basis conducted by the executive board member sponsor for each committee. There will be at least three (3) general membership meetings per school year. Committee Chairs are expected to attend a minimum of 2/3 of the general membership meetings. One week’s public notice including an agenda shall be given before a general membership meeting.
The executive officers may call special meetings with five days notice given to the general membership.
The executive officers, principal, and/or vice principal, shall convene prior to each general membership meeting to discuss pending business including appropriations, approval of routine bills, preparation of reports, and recommendations to be submitted to the membership at the next meeting.
The annual meeting shall be in March.
In any meeting of the organization, a majority vote by members in attendance shall constitute a quorum for the transaction of business. Two of the organization’s officers must be present.
The privilege of holding office, introducing motions, debating, sitting on committees, and voting shall be limited to the organization’s members who are members in good standing.
The executive committee shall consist of the executive officers of the organization, the standing committee chairpersons, and standing co-chairpersons.
The duties of the executive committee shall be:
a. To transact necessary business in the intervals between general membership meetings and such other business as may be referred to it by the actual committee’s responsibilities.
b. To create standing sub-committees.
c. To approve the plans of work of the standing sub-committees.
d. To report at the general membership meetings said sub-committee actions and initiatives.
Committees may consist of members and board members with the president acting as an ex-officio member of all committees.
Standing Committees will be created by the executive board as deemed necessary to promote the objectives of the organization. The following committee categories shall be held by the organization: fundraising; membership; educational enrichment; communication and school support; hospitality; student and family events; arts and enrichment; nominating; and, auditing.
The executive board shall appoint special committees as needed.
Committee Chairs and co-chairs are required to work together as a team with their board sponsor to realized the objectives of the organization. The chair and co-chair will keep the board sponsor updated on all issues to report to the board and administration and receiving any necessary approvals that sponsor. Any chair or co-chair who fails to perform his/her duties may be asked to resign.
A tentative budget shall be drafted in the spring for the following school year and approved by a majority vote of the general members present at the First General PTO Membership Meeting of the School Year.
The treasurer shall keep accurate records of any disbursements, income, and bank account information in a timely manner.
The executive officers shall approve all expenses of the organization as stated in the authorization of expenditures.
The executive officers of DCE PTO have the authority to spend up to $150 in expenditures not included in the budget relative to any subcommittee fundraising effort without prior approval of the general membership. Any items over $150 will be submitted as appropriations to the executive officers. Any items over $750 will be submitted to the general membership for approval via private ballot. Any appropriation that is not directly educational and over $2,000.00 will be submitted to the entire membership in the form of a private ballot that will need to be returned to the PTO by a designated time. The correspondence secretary will issue this ballot and the recording secretary will be responsible for collecting and tallying ballots with a general member and a DCE staff member.
All appropriation requests may be made in person (along with proper paperwork) by a teacher, chair, staff or administration needing the funds, at a general membership meeting, so that the general membership understands what and why the funding is needed.
Two authorized signatures are required on all checks. These signatures must be inclusive of the president and treasurer.
The treasurer shall prepare a financial statement for approval by the audit committee. The audit committee shall consist of 2 executive officers, the school principal or vice principal and one member at large.
Dissolution of DCE PTO must be approved by a 2/3 vote of the entire general membership. Any remaining funds shall be used to pay all outstanding bills, with the remaining funds spent to benefit of the school.
Robert’s Rules of Order, Revised, shall govern this organization in all cases in which they are applicable and in which they are not in conflict with these by-laws.
The officers may approve standing rules and the secretary shall keep a record of the standing rules for future reference.
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of the entire general membership.
These by-laws may be amended at any regular or special meeting, providing that previous notice was given at the prior meeting in writing and then sent to all members of the organization by the executive officers. Notice may be given by postal mail, e-mail, or fax. Amendments will be approved by a two-thirds vote of those present at the meeting, assuming a quorum.
ARTICLE X Section 4 Revised 2006
ARTICLE V Section 1.d Revised 2011
ARTICLE V Section 1.a Revised 2012
ARTICLE IV Section 3, 4 Revised 2019
ARTICLE V Section 1.a, 1.c Revised 2019
ARTICLE V Section 2.a Revised 2019
ARTICLE VII Section 6 Revised 2019
ARTICLE X Section 4 Revised 2019