Rolling Hills Parent Teacher Organization By-Laws

Revised May 2006

 

 

Article I - NAME - The name of and location of this organization shall be Rolling Hills Parent Teacher Organization (PTO), Rolling Hills Elementary School, 2613 Moorefield Road, Springfield, Ohio,  45502.

 

Article II -PURPOSE STATEMENT - We, the officers, of the Parent Teacher Organization of Rolling Hills Elementary School, along with the members of the organization, hold that the purpose of the organization is to aide the students and staff of Rolling Hills Elementary School by providing support for educational and recreational needs; to promote open communication between the administration, teachers and parents; and encourage school spirit and pride.

 

Article III - POLICIES The policies of the PTO shall be developed through meetings and committees and shall not direct or control the administrative activities of the school.

 

Article IV - SECTION  I.  MEMBERSHIP - The members shall be parents or guardians of students, patrons, teachers and staff who take interest in Rolling Hills Elementary School and attend to PTO meetings.

 

SECTION  II -   MONETARY POLICY - All financial transactions must be pre-approved by the PTO board.  The PTO board will determine disposition of funds not requiring membership approval.  Financial obligations will not be made without sufficient funds to cover commitments.  All monetary requests will be submitted to board on request form and approved by principal, before membership vote.  A monetary  amount of $1500.00 must be carried forward to the upcoming school year.

 

SECTION  III.  REGULAR MEETINGS - Monthly meetings will be held during each school year.  The time and place will be the second Thursday each month in the Rolling Hills library.  Any  member is welcome to attend and provide input to the PTO board.

 

SECTION  IV.  VOTING PRIVILEDGES - Each member, person in attendance, will have one vote.  A majority vote of those present at any meeting shall be required for all action taken by the organization.

 

Article V - OFFICERS: ELECTIONS AND DUTIES - SECTION  I. The PTO Board shall consist of the following elected officers:  President, 1st and 2nd Vice President, Secretary, Treasurer, Communications Secretary and Volunteer Coordinator and Event Coordinators.  The PTO Board has the authority to reassign job duties as required. 

 


SECTION  II.  DUTIES

PRESIDENT – (Must have served on RH PTO for at least one year prior)

1.      Preside at all meetings of the organization and of the executive committee. If the President if unavailable, he/she will make arrangements with the Vice President.

2.      Perform such other duties as assigned by the organization.

3.      Member ex-officio of all committees.

4.      Coordinate the work of the officers and committees of the organization in order that the objectives may be accomplished.

5.      President responsible for all incoming money from fundraisers. This money and report will be turned over to the Treasurer.

6.      Serve as an authorized signatory of all PTO checks.

7.      Submit PTO News for the PTO Newsletter on a monthly or no less than quarterly.

8.      Direct liaison between the PTO and the principal, the teachers and the community.

9.      Approve newsletter and all other relevant PTO correspondence.

 

1st VICE PRESIDENT

1.      Attend all PTO meetings. In the event the President is unable to attend meetings, the 1st Vice-President will preside.

2.      Should the President be unable to complete his/her term, the 1st Vice-President would assume the office of President.

3.      1st Vice President and 2nd Vice President Co-chair Fall Festival and Santa Workshop and create necessary committees for these events.

4.      Serves as liaison to Event Coordinators.

 

2nd VICE PRESIDENT

1.      Attend all PTO meetings.

2.      In the event that the President and 1st Vice President are unable to attend meetings, the 2nd Vice President will preside.

3.      1st Vice President and 2nd Vice President Co-chair Fall Festival and Santa Workshop and create necessary committees for these events. 

 

SECRETARY

1.      Attend all the PTO meetings and record the official minutes.

2.      Distribute a summary of the meeting minutes via email and school website.

3.      In the event to President and 1st President and 2nd President are unable to attend a meeting, the Secretary will preside.

4.      Maintains a record of activity reports.

5.      Maintains a record of PTO guidelines as they are approved, adopted, and/or revised.

 

TREASURER - (Must have served on RH PTO for at least one year prior)

1.      Attend all PTO meetings and provides financial update at each meeting.

2.      Serve as an authorized signatory on all PTO accounts.

3.      Maintains a record of activity reports.

4.      At the end of the current school year, The treasurer will prepare and present a written annual financial report to the incoming board.

5.      Responsible for processing fundraising funds for school events.

 


VOLUNTEER COORDINATOR

1.      Attend all PTO meetings.

2.      Coordinate volunteers for the following in a timely manner:

a.       Fall Festival, Santa Workshop, Spring Teacher Appreciation Luncheon, Market Day, Other PTO/School functions as needed

3.      Support person to teachers for room parties.

4.      Write Thank you notes for volunteers after each event.

5.      Coordinate end of year volunteer appreciation night.

 

COMMUNICATIONS SECRETARY

1.      Attend all PTO meetings.

2.      Responsible for sending out meeting notices and activity reminders.

3.      Responsible for the preparation, copying, securing approval from principal and president and distribution of the monthly newsletter.

4.      Updating News Board outside school building.

 

PENNIES FOR PATIENTS COORDINATOR

1.      Coordinate the Pennies for Patients Campaign.

2.      Advertise/Flyer to all students/parents of campaign.

3.      Responsible for organizing classroom contest.

4.      Responsible to submitting funds to Cancer society and awarding prizes to students.

5.      Provide update and results to PTO at PTO meeting.

 

NATIONAL TURN OFF TV WEEK COORDINATOR

  1. Responsible for coordinating the National Turn off TV week Program
    1. Send Flyer home to students about weekly activities
    2. Coordinate evening programs (activity, snack and raffles) for students (Storytelling etc)
  2. Order and distribute books & caution tape with pledge cards to each student.
  3. Coordinate and Organize end of week party for all participating students.
  4. Provide update and results to PTO at PTO meeting.

 

MARKET DAY COORDINATOR

1.      MONTHLY – One sale pick up date (approx. 3 hours after school).

2.      Distribute monthly sale flyers once

3.      Send one reminder of order deadline home

4.      Pick up sale flyers and enter into computer

5.      Make reminder calls the night before sale pick up to those who have orders

6.      Mailing monthly flyers to those on the mailing list 

7.      OPEN HOUSE – Have a table set up with info about Market Day

8.      Have welcome bags made up and given to pre-school & kindergarten teachers

9.      Have a volunteer sign up sheet displayed to get volunteers for your sale pick up days

 

BOX TOP/CAMPBELL SOUP LABEL COORDINATOR

1.      Attend all PTO Meetings

2.      Send a Flyer home with all students for parents instructing on labels/box tops and procedure.

3.      Responsible for giving updates to PTO on Labels/Box Tops

4.      Responsible for submitting Labels/Box Tops in a timely manner.

5.      Coordinate a Spring Labels/Box Top Contest for school.

 

SCHOOL STORE COORDINATOR

1.      Responsible for ordering supplies for school store and homework planners for all grades.

2.      Have the school store open at least once a week in the mornings for students.

3.      Communicate and report to PTO on status of school store.

 

TEACHER APPRECIATION COORDINATOR

1.      Attend all PTO Meetings

2.      Responsible for coordinating activities, programs and gifts for Teachers and Staff during Appreciation week.

3.      Work with PTO on a budget for expenses for small gifts for teachers.

4.      Communicate and report to PTO on status on weekly events.

5.      Responsible for coordinating gifts/cards for teachers for special events and holidays.

 

BOOK FAIR COORDINATOR

1.      Responsible for coordinating and staffing Book Fair Week with school librarian.

2.      Publicize and request workers prior to Book Fair including setup, shifts for 5 days of workers, and clean up on last day.

3.      Create props/background/games to compliment theme of Book Fair.

4.      Responsible for tracking a tally of all books sold and profit made.

5.      Monies will be turned over to the Treasurer.

6.      Provide results to PTO.

7.      Coordinate with PTO Treasurer to have cash box on hand each day.

 

** All PTO members are expected to help out at school functions as needed. (Fall Festival, Santa Day etc.)

 

SECTION  III. REMOVAL OF OFFICERS - Any officer may be removed from office by the affirmative vote of two thirds of all remaining board members at any regular or special meeting called for that purpose, for conduct detrimental to the interests of the organization or refusal to render reasonable assistance in carrying out its purpose.  Any officer proposed to be removed shall be entitled to five days notice in writing prior to the meeting at which such removal is to be voted upon.

 

ARTICLE VI. NOMINATION, ELECTION AND INSTALLATION OF OFFICERS

SECTION  I.   NOMINATION

1.      Nominations will be accepted until ??

2.      The Board will bring forth the nominations for the General Elections.

1.      These nominations will be brought fourth and make known to Rolling Hills’

2.      Parents, guardians, patrons, teachers and staff at least five days prior to election.

 


SECTION II.  ELECTION

1.      All members of the PTO are eligible to vote during general meetings.

2.      Officers will be elected in May.

A.      Balloting will take place at the last PTO Meeting.

B.       Ballots will be counted by PTO Board Members, exclusive of those running for office.                 

C.      A majority of the votes is required. If one named person is the only person running for that position, a hand vote will suffice.

D.      Vacancies on the board occurring during the year may be filled by a person approved by a majority vote of the remaining members of the PTO board.

 

SECTION III.   INSTALLATON

1.      The date to be determined by the Board.

2.      The newly elected officers will assume their duties at the end of the present school year.

3.      The new officers will meet prior to the new school year and all out going officers/positions will surrender all information.

 

Article VII BOARD MEETINGS SECTION  I.  Meetings of the PTO Board will be held monthly or as needed as designated by the President.

 

SECTION II.  A two-thirds majority of Board members shall be present to transact business.

 

Article VIII. ASSOCIATION BANK ACCOUNTS - SECTION  I.  All monies of the Rolling Hills PTO shall be deposited by the Treasurer in a Federal of State chartered bank of credit union approved by the Board.

 

SECTION II.  The authorized signatures of the account shall by President, and Treasurer.

 

SECTION III.  The account shall be carried in the name of Rolling Hills PTO and bear the tax exempt number 31-0896692.

 

SECTION IV.  All expenses of the PTO will be approved by the Board.

 

AMEMDMENTS TO THE BY-LAWS - SECTION  I.  By-laws may be amended at any General Membership Meeting by a vote of two-thirds of the members present.  Notice shall be given at least two (2) weeks prior to the meeting.

 

SECTION  II.  These by-laws may be reviewed and /or revised by the Board as necessary to meet changing conditions in the school and community and brought to a vote of the General Membership.