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Bylaws

Lakeshore Middle School Parents/Guardians and Teachers Organization


Lakeshore Middle School
PTO Mission Statement


At Lakeshore Middle School, weare dedicated to nurturing and educating children. We are joint partners as parents/guardians and staff in our children’s learning. We as Lakeshore Middle School PTO are supportive of the school mission statement: To develop educated, self-reliant, goal-oriented young adults.

Bylaws of Lakeshore Middle School PTO

Article I – Name

 

The name of this organization is the Lakeshore Middle School Parents/Guardians and Teachers
Organization. It is commonly known, and it will be referred to in the bylaws as the “LMS PTO”.

 

 

Article II – Objectives

 

Section 1.        The objectives of the LMS PTO are:

A. To promote the welfare of children in home, school, and community.

B. To raise the standards of educational life.

C.To bring into closer relation the home and the school, that parents/guardians and teachers may cooperate intelligently in the education of children.

D. To develop between educators and the general public such united efforts as will secure for children the highest advantage in physical, mental, and social education.

Section 2.

The objectives of the LMS PTO are achieved by a variety of programs directed towards students, parents/guardians, teachers and the general public. These objectives are developed through programs, committees, projects and conferences.

Article III –  Basic Policies

 

The basic policies of the LMS PTO shall include:

Section 1.        The organization shall be noncommercial, nonsectarian and nonpartisan.

Section 2.        The name of the organization or the names of any member in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the objectives of the organization.

Section 3.        The organization shall work with the school to provide quality education for all children and shall seek to participate in the decision making process establishing school policies, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.

Article IV – Membership

 

Section 1.        Membership in the LMS PTO shall be considered as anyone functioning in the role of parent/guardian or teacher within the Lakeshore Middle school system without regard to race, color, creed, or national origin. Membership is subject to compliance with Lakeshore School’s volunteer policies.

Section 2.        Every individual who is a member of the LMS PTO is by virtue of that fact entitled to all benefits of such membership. Privilege of making motions, debating, voting, holding office, serving as chairman of standing or special committees or serving on committees shall be open to all members.
Article V –  Officers and Their Elections

Section 1.        The officers of the LMS PTO shall be President, Vice-President, Secretary, Treasurer, Volunteer Coordinator and/or Co-Volunteer Coordinator and the School Principal. The Principal will represent the Teachers. These officers shall constitute the Executive Board.

 

Section 2.        The following provision shall govern the qualifications and eligibility of persons to be officers of the PTO: Each candidate for office must be a member of the LMS PTO.

Section 3.        The PTO officers shall present a slate of candidates for office prior to a PTO

election.

Section 4.        The offices of the President, Vice-President, Secretary, Volunteer Coordinator and/or Co-Volunteer Coordinator and Treasurer, shall be elected at the last PTO meeting of the year. A notice containing the slate of officers shall be posted on the website prior to the vote. The results of the election will be posted on line for the following school year.

Section 5.        The term of office for each officer shall be one year from time of election and no officer shall be eligible to serve more than two consecutive terms in the same office unless by special vote of the LMS PTO.

Section 6.        A vacancy occurring in any office shall be filled for the remainder of the current term by a person appointed by the President and subject to the approval of the Executive Board.

Section 7.        Nominations for elected offices shall be sought from the membership by way of the Lakeshore Middle School website, the LMS PTO page, and through notice given at general meetings.

Section 8.        Executive Board members are expected to attend Executive Board meetings.

Article VI – Duties and Authority of Officers


Section 1.        The President shall:

A. Preside at all PTO meetings and Executive Board meetings.

B. Work with the Principal to set all meeting dates for each year.

C. Coordinate the work of the officers and committees in accordance with the PTO objectives.

D. Provide for a smooth transition for newly elected officers.

E. Communicate on a regular basis with the Principal.

F. Work with the Principal in setting the agenda for general meetings and Executive Committee meetings.

G. Work with all board members to assure a smooth and efficiently run organization.

H. Submit to the newly elected President any cumulative information and agendas.

I. See that all activities, programs and decisions help meet the objectives of the organization and the mission statement of LMS and are in accordance with the Bylaws.

Section 2.        The Vice-President shall:

A. Serve as an aide to the President.

B. Preside in the absence of the President.

C. Perform such other duties that may be assigned by the President.

D. Serve as acting President should a vacancy in the office occur.

Section 3.        The Secretary shall:

A. Record the minutes of all meetings of the organization.

B. Maintain organization files to include all correspondence, meeting minutes, Treasurer reports, and activity reports as deemed necessary.

C. Perform the role of communications liaison for the organization.

D. Publish general meeting minutes on the Lakeshore Middle School website and/or the LMS PTO page to be reviewed and approved at the next month’s meeting or via email. Draft minutes may be posted prior to approval if they are prominently marked as a draft.

E. Communicate to the Lakeshore Public School Webmaster all necessary information related to the LMS PTO.

Section 4.        The Treasurer shall:

A. Pay all bills submitted by a committee chairperson or authorized persons who have been previously approved by budget or membership vote in accordance with proper disbursement procedures as determined by LMS PTO.

B. Present all financial statements at each Executive Committee meeting, at each general PTO meeting, and at times when requested by an Executive Board member. Financial statements should be reviewed for correction and approval at each general PTO meeting.

C. Register the signatures of the President and Treasurer for all bank accounts.

D. Keep accurate financial records of all PTO transactions.

E. Initiate collection procedures in accordance with LMS PTO policy.

F. Deliver to successor all official matters concerning finances so as to maintain accurate financial records.

Section 5.        The Volunteer/Co-Volunteer Coordinator(s) shall:

A. Gather and organize all volunteer forms from parents.

B. Develop and distribute new volunteer forms for the next school year.

C. Organize and coordinate all volunteers for PTO and LMS staff initiated activities.

D. Liaison between LMS Teams and the PTO for volunteers.

E. Direct all volunteers for all PTO supported activities.

Section 6.        The Principal shall perform the role of liaison with school teaching staff.

Section 7.        The School Principal shall represent the School Administration at all PTO

functions.

Section 8.        The Executive Board may establish Advisory Boards or Committees. The size,

duration, and responsibilities of such boards and committees shall be established by the Executive Board.

Article VII – Parliamentary Authority

Robert’s Rules of Order Modern Edition shall govern the organization in all applicable situations.
Article VIII –  Meetings

Section 1.          PTO meetings shall be scheduled by the PTO Executive Board and notice given on the school and/or LMS PTO website.

Section 2.         Special votes and/or elections may be conducted via electronic communications. All decisions made by electronic vote will be made by all PTO members present at the previous general membership meeting.

Section 3.         Chairpersons are expected to provide reports for PTO meetings held in a month relevant to their activity or per request by the President.

Section 4.        Special Executive Board meetings may be called as needed.

Section 5.        New monetary proposals of $300.00 or less may be brought up, discussed and voted on at the same PTO meeting.

Section 6.        New monetary proposals of over $300.00 must be presented to the Executive Board  in writing at least 7 days prior to a scheduled PTO meeting. Discussion of the proposal and a vote may be taken at the subsequent PTO meeting or via email voting as described in section 2, above.
Article IX –  Financial Administration

The LMS PTO shall adhere to approved financial procedures for cash handling, deposits, and disbursements as determined by the LMS PTO. The Treasurer, in cooperation with the Executive Board, shall establish internal control procedures to safeguard against the misuse or loss of LMS PTO assets.

Section 1.        Cash Handling Procedures shall include the following:

A. Cash should never be removed from school property except to be deposited.

B. When possible a PTO member and second person (another PTO member or school representative) should be present when cash is being handled.

C. Cash shall be counted, recorded on a deposit slip, signed by one or both parties, put in an envelope, and placed in the safe where it will remain until the Treasurer can pick it up for deposit.

Section 2.        Deposit of Monies shall include the following:

A. All monies received on behalf of the LMS PTO for fundraising, donations, PTO sponsored activities, or any other purposes shall be recorded by the appropriate chairperson and turned over to the Treasurer to be promptly deposited into the LMS PTO bank account .

B. Under no circumstances may any person accept on behalf of the LMS PTO a post dated check or agree to hold a check for deposit at a later date.

Section 3.        Disbursement of Funds shall include the following:

A. All disbursement of funds shall be handled by the LMS PTO Treasurer to ensure proper reimbursement procedures are followed and the expenses are logged and accounted for properly in the PTO treasury records. If the Treasurer is unable to fulfill these duties the President or Vice President shall assume this responsibility until such time as a new Treasurer can be appointed by the President.

B. Requests for reimbursement to PTO volunteers or Lakeshore Middle School staff for out-of-pocket expenses incurred on behalf of the PTO which are submitted for payment must include:

1. A written request signed by the PTO activity’s chairperson or the person making the request with said chairpersons, knowledge and approval.

2. Supporting receipts or documentation attached.

C. All invoices or accounts payable due from the LMS PTO should be promptly forwarded to the Treasurer for payment.

D. All disbursements must have been previously approved in the budget or by membership vote at a general meeting. All purchases over $300.00 shall require the signature of two Executive Board members other than the Treasurer. Any exceptions or unusual circumstances will be verified with the appropriate chairperson or the Executive Board as necessary.

E. No checks will be issued blank or partially filled out with items to be entered later.

 

Section 4.        The fiscal year of the LMS PTO shall be from the first day of July through the thirtieth day of June.

 

 

Article X –  Budget

Section 1.        All money and assets belonging to the LMS PTO shall be used only for promoting, advancing, and developing the objectives of the LMS PTO as stated in its bylaws.

Section 2.        In May of each year a proposed budget for the school year will be presented to the membership at that month’s general meeting. A vote will be taken at this meeting or can be deferred until the next meeting. The budget shall pass by majority vote.

Section 3.        A minimum of $750.00 will be carried over to the new school year.

Section 4.        In May of each year, decisions will be made regarding allocation of any surplus funds as recommended by the Executive board with majority approval of membership at that month’s meeting.


 

Article XI – Dissolution

In the event of the dissolution of the organization, it shall be the obligation of the Officers to:

A. Yield up and surrender all records and assets  to the Principal of LMS Lakeshore Middle School.

B. Carry out promptly all proceedings necessary or desirable for the purpose of dissolving the organization.

 

Article XII –  Amendments

These bylaws may be amended by a majority vote at any general PTO meeting.

 

Approved October 9, 2012