GENERAL WAYNE ELEMENTARY SCHOOL
PARENT TEACHER ORGANIZATION Bylaws
ARTICLE I: Name and Address
ARTICLE II: Objectives
ARTICLE III: Policies
ARTICLE IV: Membership
ARTICLE V: Officers and Their Duties
ARTICLE VI: Election of Officers
ARTICLE VII: Executive Board
ARTICLE VIII: Meetings
ARTICLE IX: Finances and Contracts
ARTICLE X: Committee Chairpersons
ARTICLE XI: Insurance
ARTICLE XII: Indemnification
ARTICLE XIII: Amendments to the By-Laws
ARTICLE XV: Dissolution
ARTICLE XVI: Conflict of Interest
Article I. Name and Address
Section 1: The name of the organization shall be the General Wayne Elementary School (“GWES”) Parent Teacher Organization (“GWES PTO”).
Section 2: The address of the GWES PTO shall be 20 Devon Road, Malvern PA 19355.
Article II. Objectives
Section 1: To provide the students of GWES with programs, events and materials that enhance the curriculum, promote school spirit and inspire students to become passionate lifelong learners and productive invested participants in the local and global community.
Section 2: To be a vehicle for communication and cooperation among the faculty, parents and administration.
Section 3: To encourage parental involvement in the educational process.
Section 4: To support the faculty, staff and administration of GWES in an effort to reach the objectives of Section 1 above.
Article III. Policies
Section 1: The GWES PTO shall carry out its objectives through meetings, committees and projects.
Section 2: The GWES PTO shall be noncommercial, nonsectarian, and nonpartisan.
Section 3: The GWES PTO shall not seek to direct the administrative activities of the school or to control its policies.
Section 4: The GWES PTO may cooperate with other organizations and agencies active in child welfare.
Section 5: The GWES PTO shall not carry on any activities which are not permitted to be carried on by an organization exempt from tax under Section 501(c)(3) of the Internal Revenue Code, or any successor provision.
Section 6: The GWES PTO is prohibited from using surplus funds for the benefit of any person in the event the Organization is dissolved.
Article IV. Membership
Section 1: All parents/guardians of GWES students, faculty, staff and administration are members of the GWES PTO.
Section 2: There will be no dues for membership.
Section 3: Members shall be eligible to vote in all elections and hold office.
Article V. Officers and Their Duties
Section 1: The Executive Board Officers of the GWES PTO, and their required duties, consist of the following:
A) President (2)
1. Presides at all meetings
2. Interacts with administration.
3. Represents the GWES PTO at any necessary outside meetings.
4. Ensures that the by-laws are carried out.
5. Coordinates the work of all the officers and committees to ensure that the objectives of the organization are being served.
6. Serves as ex-officio on all committees.
B) Vice Presidents (2)
1. In the absence of the President, the Vice Presidents shall perform the duties of the President.
2. Assists with the responsibilities of the President when necessary.
3. Oversees assigned committees.
C) Treasurer (2)
There shall be two (2) treasurers. This will maintain segregation of duties as well as help maintain the safety of bank accounts.
One treasurer shall be responsible for all bookkeeping responsibilities such as: financial statements, bank reconciliations, tax returns, and budgets. This treasurer shall NOT have check writing capabilities and shall NOT have access to withdraw funds from the organization bank accounts.
1. This treasurer shall reconcile on a monthly basis the PTO cash accounts to the statement of account balance as provided by the bank.
2. This treasurer shall prepare with the Executive Board a written budget for the upcoming year. This budget shall be presented at the first meeting of the school year.
3. This treasurer shall prepare on a monthly basis a summary report of receipts and expenditures to be available for each PTO meeting.
4. This treasurer shall prepare a year-end summary of all PTO receipts and expenditures.
5. This treasurer shall maintain all financial records for a period of at least seven (7) years electronically in a format that can be easily utilized by successor officers.
6. This treasurer prepares and submits timely all required local, state, and federal tax documents.
7. This treasurer shall ensure that the organization’s tax exempt status is maintained.
8. This treasurer shall fully cooperate with the audit committee should an audit be conducted of the PTO records.
9. This treasurer shall act as a liaison to assigned committees and be responsible for safeguarding the organization’s funds at various events held by the organization and committees.
One treasurer shall be responsible for all banking transactions.
1. This treasurer shall obtain properly approved reimbursement forms before writing checks or disbursing cash from the bank accounts and making disbursements in accordance with the approved budget or as authorized by the organization.
2. This treasurer shall keep an accurate record of receipts and expenditures and gives them to the other co-treasurer each month and as needed.
3. This treasurer shall write checks, disburse case, and deposit funds on behalf of the organization on a timely basis.
4. This treasurer shall ensure that the organization’s tax exempt status is maintained.
5. This treasurer shall fully cooperate with the audit committee should an audit be conducted of the PTO records.
6. This treasurer shall act as a liaison to assigned committees and be responsible for safeguarding the organization’s funds at various events held by the organization and committees.
7. This Treasurer will maintain the PayPal Account (transactions and accounting of funds) on the PTO website.
D) Recording Secretary
1. Takes minutes and attendance at all PTO meetings, types and distributes the minutes to officers via electronic mail within three (3) days of a meeting, ensures that the General Membership Meeting minutes for the current school year are made available on the district website, and maintains an archive of all minutes in a minute book.
2. Summarizes highlights of meetings for inclusion in the PTO bi-weekly news blast.
3. Maintains electronic and hard copies of all minutes, treasurer reports, budgets, by-laws, membership list and other pertinent information, and brings hard copies to all meetings.
4. Maintains & updates PTO website with PTO minutes, events and relevant information provided by the Corresponding & Recording Secretaries
5. Acts as liaison to assigned committees.
E) Corresponding Secretary
1. Shall be responsible for all internal and external correspondence including writing and sending the monthly PTO Email blast through School Messenger. Ensures that upcoming PTO meetings, events and other pertinent PTO information are appropriately publicized.
2. Purchase and send cards to members of the GWES community in the event of a birth or death, send thank you notes when warranted, and engage in similar actions as approved by the Executive Board.
3. Acts as liaison to assigned committees.
Section 2: The offices of President and Treasurer may be filled by
co-officers. The same person may not hold more than
one office.
Section 3: The term of each PTO officer will be two (2) years with
a renewal of two (2) years. The renewal applies only if
no one volunteers to fill a vacancy at the end of the two
(2) year term and the current officer is willing to
continue to hold that position for an additional term.
Article VI: Election of Officers
Section 1: Open officer positions will be published in the school newsletter beginning in March.
Section 2: Nominations for officers will be accepted at the General Meeting in April and a slate will be created by the Executive Board and published at least seven (7) days prior to the Annual Meeting in May.
Section 3: Elections shall be held at the Annual Meeting in May. Officers shall be elected by a voice vote if a slate is presented or if a candidate is running unopposed. If more than one person is running for an office, a ballot vote shall be taken and votes shall be tallied by the Executive Board.
Article VII: Executive Board
Section 1: The Executive Board shall consist of the officers of the organization. The principal of GWES shall be an ex-officio member of the Executive Board. All members of the Executive Board may vote at Executive Board Meetings.
Section 2: The Executive Board shall:
A) Transact necessary business in the intervals between General Meetings and as may be referred to it by the GWES PTO.
B) Create Standing and Special Committees to promote the goals of the GWES PTO and approve their work.
C) Present reports and recommendations at General Membership Meetings.
D) Approve a budget that shall include the necessary expenses of the officers and the committees and be presented to the membership at the first General Membership Meeting of each school year.
Section 3: Meetings of the Executive Board shall be held , in person or by email, at least monthly during the school year. A majority of the Executive Board members shall constitute a quorum.
Section 4: Regular attendance at Board meetings is expected of all Executive Board members.
Section 5: The Executive Board shall have the right to remove for cause any Executive Board member at any regular or special meeting called for that purpose. A majority vote of Executive Board members, in person or by written proxy, shall effect the removal of an Executive Board member.
Section 6: Vacancies before the expiration of an officer’s term shall be filled by a majority vote of the remaining officers. However, the First Vice-President will fill any vacancy in the President position. An officer filling a vacancy shall remain in office for the unexpired term of that officer’s predecessor.
Section 7: The Executive Board shall ensure that should the Certificate of Organization be amended, the fundamental and basic purposes of the Association as an organization exempt from tax under Section 501(c)(3) of the Internal Revenue Code of 1954, as amended, or the counterpart provisions of any successor Internal Revenue law, shall not thereby be amended or changed, without the prior approval of the Internal Revenue Service.
Article VIII: Meetings
Section 1: There shall be three types of meetings, as follows:
A) Executive Board Meetings. Executive Board meetings shall be scheduled and announced by the Executive Board for administrative and general meeting planning purposes.
B) General Membership Meetings. There shall be at least three (3) General Membership Meetings of the GWES PTO during the school year. Written notice of the place, day, time and agenda for the meetings shall be given to the membership at least seven (7) days in advance of such meetings. The order of business at these meetings shall be as follows:
1. Welcome
2. Approval of Minutes
3. President(s)’s Report
4. Vice-President’s Report
5. Committee Reports
6. Treasurer’s Reports
7. Faculty Report
8. Principal Report
9. Unfinished Business
10. New Business
11. Adjournment
C) Special Meetings. Special Meetings may be called by the President, members of the Executive Board or by fifteen (15) parents/guardians via petition to the Executive Board. Written notice shall be given for Special Meetings not less than three (3) school days prior to the date scheduled for such meeting and shall include a description of its purpose.
Article IX: Finances and Contracts
Section 1: The GWES PTO shall maintain accounts for the purpose of funding its goals and objectives.
Section 2: The Executive Board shall present to the membership for vote at the first General Meeting of the school year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Board during the year.
Section 3: Allocation of funds for special or requested projects will be presented and voted upon by members at a General Membership or Special Meeting. Funding requests exceeding $2,000 should be presented in proposal format to the Executive Board. The proposal must be published for review by the membership at least three (3) weeks prior to a meeting during which the proposal will be voted upon.
Section 4: The Executive Board may authorize any officer to enter into contracts for the purchase of materials or service on behalf of the GWES PTO, as long as the contracts and agreements comply with applicable regulations, laws and procedures to maintain exempt status for the organization.
Section 5: The Treasurer shall write checks from the accounts as authorized by a majority vote of the Executive Board. Two Vice Presidents must approve in writing any unbudgeted expenditures over $1000. Any check written to someone authorized to sign on the GWES PTO’s account must have the written approval of the Vice President(s) prior to disbursement. The President has no authority to sign checks.
Section 6: When warranted, funds not specifically included in the budget may be allocated between meetings by unanimous approval of the Executive Board. Expenditures of this nature may not exceed $750 per month.
Section 7: All disbursements shall be disclosed at the next General Membership Meeting.
Section 8: No loans shall be made by the GWES PTO.
Section 9: The fiscal year of the GWES PTO shall be from September 1 to August 31.
Article X: Committee Chairpersons
Section 1: Committee Chairpersons shall be appointed by a majority of the Executive Board.
Section 2: Committee Chairpersons shall be responsible for forming their own committees from the GWES PTO membership.
Section 3: Committee Chairpersons shall submit a written report to the Executive Board as to their plans for upcoming events, as well as a written report at the conclusion of their project stating funds received, expenditures, significant event details, lessons learned and a list of committee members.
Section 4: Committee Chairpersons shall turn over all funds collected to the Treasurer on a timely basis.
Article XI: Insurance
Section 1: Unless otherwise provided by the school district, the GWES PTO shall purchase and maintain general liability insurance, bond insurance, property insurance and officers’ liability insurance and shall pay the premiums for such insurance in order to protect the PTO and its officers from any losses or claims against the PTO or its officers.
Article XII: Indemnification
Section 1: To the fullest extent permitted by law, the GWES PTO shall indemnify, hold harmless and defend each person who is or was an officer of the GWES PTO against all liabilities, costs and expenses, including but not limited to amounts paid in satisfaction of judgments, in settlement of as fines and penalties, and reasonable counsel fees, incurred by an such person in connection with a claim or suit brought by reason of any action or inaction taken while such person was acting within the scope of his/her activities as an officer.
Article XIII: Amendments to the By-Laws
Section 1: These By-Laws may be amended at any time by the affirmative vote of the majority of members of the GWES PTO present at a meeting on which amendments are being considered.
Section 2: Notice of proposed amendments to the By-Laws shall be given to the membership at least three (3) weeks prior to the meeting during which they will voted upon.
Article XIV: Dissolution
Section 1: Upon dissolution of the GWES PTO, any remaining funds shall be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of GWES. If GWES is no longer in existence, then the funds will pass first to any successor school, then, on a pro rata
basis, to any elementary school in the school district where GWES students are transferred.
Section 2: All assets will be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future Federal Tax Code.
Section 3: Any organization receiving assets upon the dissolution of the GWES PTO, will be exempt under section 501(c)(3) of the Internal Revenue Code at the time the assets are distributed.
Article XV: Conflict of Interest
Section 1: Conflict of Interest Defined. For purposes of this policy, the following circumstances shall be deemed to create Conflicts of Interest:
A) A Contract or Transaction between GWES PTO and a member of the Executive Board or Family Member.
B) A Contract or Transaction between GWES PTO and an entity in which a member of the Executive Board or Family Member has a Material Financial Interest or of which such person is a director, officer, agent, partner, associate, trustee, personal representative, receiver, guardian, custodian, conservator, or other legal representative.
Section 2: Before board or committee action on a Contract or Transaction involving a Conflict of Interest, a director or committee member having a Conflict of Interest and who is in attendance at the meeting shall disclose all facts material to the Conflict of Interest. Such disclosure shall be reflected in the minutes of the meeting.
Section 3: A board member who plans not to attend a meeting at which he or she has reason to believe that the Board will act on a matter in which the person has a Conflict of Interest shall disclose to the chair of the meeting all facts material to the Conflict of Interest. The chair shallreport the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting.
Section 4: A person who has a Conflict of Interest shall not recuse himself or herself from deliberation and decision making with respect to the matter, either at or outside the meeting.
