ATLANTIC HIGHLANDS P.T.O. INC. BYLAWS
The following bylaws were ratified in October, 1998.
Article 1 - Name
The name of the organization is Atlantic Highlands Parent Teacher organization, an incorporated non-profit, non-partisan organization of its members.
Article 2 - Objective
The objective of the Organization is to promote relationships between parents and teachers in order to provide for the welfare and development of each child.
Article 3 - Basic Policies
Section 1. The Organization shall be non-commercial, non-sectarian and non-partisan.
Section 2. The Organization shall not participate in any political campaign for any candidate for public office.
Section 3. The Organization shall work with the school to provide quality education for all children.
Section 4. The Organization shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the boards of education.
Section 5. The Organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization.
Section 6. Criticism of individual teachers or administrators shall not be voiced in open meeting.
Article 4 - Membership and Dues
Section 1. Any parent or teacher of an AHES child who subscribes to the Objectives of the Organization may become a member, subject only to compliance with the provisions of the bylaws. Membership in the organization shall be available without regard to race, color, creed, sex or national origin.
Section 2. The Organization shall conduct an annual enrollment drive in the Fall, but persons may be admitted to membership at any time.
Section 3. Only members of the Organization shall be eligible to participate in its business meetings or to serve in any of its elective or appointed positions.
Section 4. Each member of the Organization shall pay annual dues of $5.00 or ($10.00 per family). A membership card shall be issued at the time of payment.
Section 5. A membership shall run from September 1st to August 31st. (Membership applications received after the Fall enrollment drive shall pay the full annual dues.)
Article 5 - Officers and Elections
Section 1.
A. There shall be a nominating committee consisting of five members, two of whom shall be selected by the officers of the Executive Board from its body, three from the general membership, and one faculty representative at a regular meeting at least two months prior to the election (February). The President shall appoint the chairperson.
B. The nominating committee shall select one nominee for each office and report to the general March meeting preceding the annual April election meeting.
C. Following the report of the nominating committee an opportunity shall be given for nominations from the floor (March).
D. Only those who have consented to serve if elected shall be eligible for nomination either by the committee or from the floor.
E. Ballots shall be prepared containing the names of all persons seeking each office. These ballots will be distributed and a vote taken at the annual April election meeting.
Section 2.
A. The Executive Board officers of the Organization shall be President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.
B. Candidates for President must have previously served on the Executive Board unless circumstances exist that there is no one qualifying, in which case any member may seek the office.
C. Candidates for any other office must have previously chaired an event unless circumstances exist that there is no one qualifying, in which case any member may seek the office.
D. Officers shall be elected annually in the month of April to serve for the following school year. Term of office shall begin on the day following the last day of school of the elected calendar year and end on the last day of school of the following calendar year.
E. Vote shall be via marked ballot tallied from those in attendance.
F. A majority vote shall elect.
Section 3.
A. A vacancy occurring in any office other than the Presidency shall be filled by an appointment of the Executive Board for the un-expired term.
B. In the event of a vacancy in the Presidency, the Vice President shall assume the duties of the President. The Vice President vacancy shall then be filled by appointment.
C. The title of honorary President or Honorary Vice President may be conferred by the Organization (or the Executive Board). It is a complimentary position.
Article 6 - Duties of Officers
Section 1. The President shall preside at all meetings of the Organization and the Executive Board, and shall perform such duties as may be prescribed in these bylaws or assigned by the Organization or by the Executive Board and shall coordinate the work of the officers and committees of the Organization in order that the Objective of Article 2 may be promoted.
Section 2.
A. The Vice President shall preside in the absence of the President and shall act as an aide and consultant to the President.
B. The Vice President shall schedule all regular meetings.
Section 3. The Recording Secretary shall record and read the minutes of the Organization and of the Executive Board and shall perform such duties as may be delegated.
Section 4:
A. The Corresponding Secretary shall conduct the correspondence of the Organization as directed by the President, the Executive Board, or the Organization.
B. The Corresponding Secretary shall be responsible for the publication of the Handbook, Newsletters, and all meeting notices and PTO information bulletins.
Section 5.
A. The Treasurer will receive all monies of the Organization and shall keep an accurate record of receipts and expenditures.
B. The Treasurer, in conjunction with the President (or Vice President) shall pay out funds only in such manner as authorized by the budget.
C. The Treasurer shall present a financial statement of accounts at every meeting of the Organization and at the Executive Board meetings.
D. The Treasurer’s account shall be examined annually by an auditor or by an auditing committee appointed by the Executive Board.
Article 7 - Executive Board
Section 1. The Executive Board shall consist of the officers of the Organization and the Superintendent of Schools.
Section 2. The duties of the Executive Board shall be:
A. To transact necessary business in the intervals between Organization meetings and such other business as it may be referred to it by the Organization.
B. To create standing committees.
C. To approve the plans of the standing committees.
D. There shall be at least one Executive Board member present at each meeting of the Board of Education. Said representative shall report to the Executive Board at its next meeting on any business conducted by the Board of Education pertaining to the Organization or its objectives.
Section 3. The Executive Board will meet when it deems necessary.
Article 8 - Meetings
Section 1. Regular meetings of the organization shall be held as programmed by the Vice President.
Section 2. Special meetings may be called by the Executive Board.
Section 3. Fifteen members shall constitute a quorum for the transaction of business in any meeting of the Organization.
Section 4. The privilege of holding office, introducing motions, debating and voting shall be limited to members.
Article 9 - Financial Procedures
Section 1. Organization expenditures over $150 shall be voted upon by members of the organization, following vote procedures as noted in Sections 3 and 4 of Article 8.
Section 2. Two signatures, the Treasurer’s and the President’s, shall be required for a check to be issued. In the event that the President is unavailable, a board member signature shall also be accepted.
Section 3. The Organization’s financial records (i.e., bank statements) shall be held in a file at the elementary school for PTO records. No more than the current Quarter’s worth of records shall be in the possession of any board member unless circumstances deem necessary.
Section 4. Monies collected from events shall be counted and verified by two members and shall be turned over to the Treasurer (as mandated in Section 5A of Article 6) for deposit in the bank or for storage in the school safe until the deposit can be made. In the event that the Treasurer is unavailable, monies shall be turned over to the President until such time that they can be turned over to the Treasurer. In the event that the President is unavailable, monies can be turned over to any Executive Board member.
Article 10 - Standing Committees
Section 1. Standing committees shall be created by the Executive Board as may be required to promote the Objective of the Organization. The Chairpersons of standing committees shall be appointed by the President of the Organization. Their terms shall be for one school year.
Section 2. The chairpersons of all standing committees shall present plans of work to the Executive Board.
Section 3. The power to form special committees rests with the President.
Section 4. The President shall be an ex officio member of all committees except the Nominating Committee.
Article 11 - Parliamentary Authority
Section 1. Robert’s Rules of Order - Revised shall govern the Organization.
Article 12 - Dissolution
Section 1. In the event of the dissolution of the Organization, its assets shall be distributed for one or more of the exempt purposes specified in Section 501 of the Internal Revenue Code of 1954, as from time to time amended.
Article 13 - Bylaw Revisions and Amendments.
Section 1.
A. A revised set of bylaws may be adopted only by a majority vote at a meeting of the organization or by a 2/3 vote of the Executive Board.
B. Proposed amendments to the bylaws may be presented to the Executive Board for approval and then presented at a regular Organization meeting and passed by a 2/3 vote of membership present (providing a quorum exists), provided that notice of the proposed amendment has been given prior to the meeting.
Summary of Changes for 1998 Ratification:
1.Dues raised to $5 for single membership or $10 for family membership
2. Newsletter responsibility switched from Vice President to Corresponding Secretary (as per former bylaws).
1998-1999 Executive Board:
President: Loretta Gluckstein
Vice President: Doreen Silakowski
Corresponding Secretary: Lin Howe
Treasurer: Noreen Stevens
Recording Secretary: Valerie Barradale
Teacher Representative: Judy Grasso
Respectfully submitted by Lin Holmes Howe, PTO Corresponding Secretary
October, 1998.
Summary of Changes for 2008 Ratification:
1. The Executive Board may have a co-president and a co-vice president appointed by the nominating committee, when there is not a president or vice president willing to take the position alone.
2. These two positions will be selected according to the bylaws guidelines, article 5, section 1.
3. The President and Treasurer are responsible to work with an auditor/CPA or by an auditing committee appointed by the Executive Board to file yearly IRS 990 forms.
4. The President and Treasurer are responsible for keeping all biennial registration fees current.
5. The President and Treasurer are responsible for keeping the gaming registration current.
2008 – 2009 Executive Board:
President: Corinna Thuss
Vice President: Lisa Kmak
Corresponding Secretary: Donna Syers
Treasurer: Adrienne Shippee
Recording Secretary: Heidi Hackett
Teacher Representative: Cristina Young
Respectfully submitted by Heidi Hackett, PTO Recording Secretary
December 2008
Summary of Changes for 2010 Ratification:
Article 9, Section 1
1. The PTO will allocate $30 per student for 6th grade promotion.
2. The coordinator will be a 6th grade parent/committee.
3. The PTO Treasurer will give the coordinator a check for the lump sum ($30 x # of 6th grade students) and will need receipts to verify expenditures.
2009 – 2010 Executive Board:
President: Corinna Thuss
Vice President: Linda Frasciello
Corresponding Secretary: Jean Marie Del Duca
Treasurer: Michelle Keough
Co-Treasurer: Ruth Stigall
Recording Secretary: Roberta Jackson
Teacher Representative: Cristina Young
Respectfully submitted by Roberta Jackson, PTO Recording Secretary
January, 2010