POQUESSING PARENT TEACHER ORGANIZATION (PTO)

BY-LAWS

The name of this organization is the Poquessing PTO, 300 Heights Lane, Feasterville, PA 19053. The purposes of these by-laws are to outline the duties, responsibilities and authority of this organization.

OBJECTIVES

The objectives of the Poquessing PTO are:

  1. To promote the welfare of children and youth in the home, school and the community.
  1. To bring in to closer relationfoster cooperation betweenthe home and the school that parents and teachers may cooperate intelligently in the training education and extracurricular activities of the childschool.
  1. To develop betweenenhance efforts of educators and the general publiccommunitysuch united efforts as well as secure for every child, the highest advantagesto improve inphysical, mental, social and emotional education.
  1. To supplement the school with items which are not provided for through the school district’s budget, those are deemed beneficial by the Principal and Executive BoardOfficers.

BASIC POLICIES

The following are basic policies of this organization:

  1. The organization shall be noncommercial, and nonpartisan.
  1. The name of the organization or names of any members 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 objects of the organization.
  1. The organization shall not directly or indirectly participate or intervene (iIn any way, including publishing or distribution of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office: or devote more than an insubstantial part of its activities or attempting to influence legislation by propaganda or otherwise.
  1. The organization shall cooperate with school to support the improvement of education in ways that will not interfere with administration of the schools and shall not seek to control their policies.
  1. The organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils. The cooperation shall be approved by the Executive BoardOfficers but a PTO representative shall make no commitment that binds the organization.
  1. In the event of dissolution of the organization, the principal officers and Executive BoardOfficers members, at that time, will decide together where its assets shall be distributed.
  1. If the need arises that these by-laws and guidelines need updating, the updates shall be discussed and agreed upon by the Executive BoardOfficers. The updates shall then be presented at the next general monthly meeting and made available in print to each meeting attendee. The updates shall be reviewed and discussed with the general PTO and so adopted by at least a 2/3 majority vote by those attending the general monthly meeting.

MEMBERSHIP AND DUES

MEMBERSHIP

  1. Membership in Poquessing PTO shall be made available without regard to race, color, sex or national origin.
  1. An annual enrollment of members shall be conducted in the early months of the school year (September or October). Additional members shall be accepted at any time.
  1. A member in good standing is a person who has paid the current year’s dues. Provisions will gladly be made for low income families.
  1. Only members in good standing of this organization shall be allowed to participate and vote in its business meetings or serve in any of its elective or appointed positions. All regular business meetings will be open to all families of Poquessing Middle School.

DUES

The dues shall be collected at the time of the enrollment. The dues shall be set at a nominal amount, on a yearly basis, as agreed by the Executive BoardOfficers.

OFFICERS AND THEIR ELECTIONS

OFFICERS

  1. The officers of this organization shall be a President, a Vice-President, a Secretary and a Treasurer. There may be 2 Co-Presidents and 2 Co-Vice-Presidents.
  1. Officers shall be elected every two year.s alternating President and Secretary, Vice-President and Treasurer. This way, there will be two officers in office for a year when two new officers are voted in. However, if there is but only one nominee for any office, the secretary shall move that the nominee be appointed into office.
  1. Officers shall assume their official duties at the closing of the school year.
  1. An officer shall be eligible to serve no more than two consecutive terms in the same office, except where there is no successor to that office. An elective office is for two years.
  1. Officers are expected to attend at least 75% of the general PTO Meetings. Otherwise they are expected to resign or will be removed from office by a 2/3 majority vote by the general PTO for lack of attendance.
  1. If an officer quits or is removed from his/her office, the remaining Executive BoardOfficers shall elect, by majority vote, a successor.

ELECTIONS

  1. Notification of vacant positions must be given three months prior to the May nomination meeting. The mention of the open office shall be made at each monthly meeting leading up to the June elections.
  1. Each nominee must publicly state at the meeting that they are willing and able to have his or her name placed in nomination. The nominee must have attended at least 3 meetings during the current school year prior to nomination.
  1. The election shall take place by a written ballot distributed to all members of the Organization in attendance at the election meeting. A member must have attended at least three meetings prior to said election (of the present school year) NOT including special meetings, in order toto vote or be nominated to an elected office. If there is only one nomination for each office, then a notice of the new officers shall be distributed in lieu of a ballot. Principal and/or Teacher’s representative will count the ballots. There will be no proxy votes allowed.
  1. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive BoardOfficers. In case of a vacancy in the office of President, the Vice-President shall assume office.

DUTIES OF OFFICERS

PRESIDENT

The president shall preside at all meetings of the Organization and of the Executive BoardOfficers: shall be an ex-officio member of all committees and shall perform all other duties pertaining to the office. The term of this position is for two years. There may be 2 Co-Presidents at one time.

VICE-PRESIDENT

The Vice-President shall act as an aid to the president and shall perform the duties of the president in the absence or disability of that officer to act. The term of this position is for two years. There may be 2 Co-Vice-Presidents at one time.

SECRETARY

The Secretary shall keep correct records of all meetings of the Organization and of the Executive BoardOfficers and shall perform such other duties as may be delegated to him or her.The term of this position is for two years.

TREASURER

The treasurer shall receive all monies of the Organization, shall keep an accurate record of all receipts and expenditures and shall make disbursements as authorized by the Organization. The Treasurer shall present a statement of account at every meeting of the Organization and at other times when requested by the Executive BoardOfficers, and shall make a full report annually.The term of this position is for two years.

EXECUTIVE BOARD

The Executive Board shall consist of the elected officers, the principal of the school or a representative appointed by him or her and a teachers’ representative(s).

The duties of the Executive Board shall be:

A.To transact necessary business in the intervals between monthly meetings.

B.To create standing committees.

C.To designate and approve necessary expenditures of committees.

To determine the number of regular meetings of the PTO and set the dates for forming the elections of officers.

MEETINGS

Regular meetings of the Executive BoardOfficers shall be held monthly, during the school year. Notice shall be given as soon as possible if the date is to be changed. Special meetings may be called by the Executive BoardOfficers, notice having been given.

The last meeting of the school year shall be the annual meeting, at which annual reports shall be made; the new officers shall assume their positions and a general program for the following year shall be outlined.

The agenda shall consist of at least the following items:

  1. Approval of previous month’s meeting.
  2. Treasurer’s report including Move Up Fund
  3. New Business
  4. Committee Reports
  5. Old Business
  6. Principal’s Report
  7. Schedule of next meeting

STANDING AND SPECIAL COMMITTEES

Such standing committee shall be created by the Executive BoardOfficers as deemed necessary to promote the objects and carry on the work of the Organization. The term of office for chairperson shall be one year or until the selection of a successor.

The chairperson or co-chair of each standing committee shall report, at each PTO meeting, any changes or progress that has been made in their committee’s activities. Any expenditures or decisions must meet with the approval of the Executive boardOfficers. No committee work shall be undertaken without the consent of the Executive BoardOfficers.

Special committees and appointment of their members rests with the Executive BoardOfficers. Each special committee is created for a specific purpose and is automatically dissolved when its final report is received.

Standing committee members are permitted to vote throughout the year as long as they continue to hold their positions.

Standing Committees are as follows:

Achievement Plaques

Arts & Decorating

Beautification

Acme Receipts

Fall Fundraiser

Magazine Drive

Move Up Planning Committee

Yankee Candle

Box Tops

Coke Caps

Holiday Shoppe

Market Day

Membership

Orientation

Publicity

Restaurant

Sign

Scholarship

Spring Fundraiser

Sunshine & Hospitality

Field Day

Staff Appreciation Day

Back to School Night

Special Committees shall be created by the Executive BoardOfficers as deemed necessary to promote the objects of this charter and carry on the work of the Organization. The chairperson and co-chair person of all special committees are entitled to vote at any PTO meeting which are scheduled during the term of their committee.

At the end of each school year (June) each committee will obtain their budget for the following year. Should a committee need to exceed their budget, they shall discuss their needs with the executive boardOfficers and should the treasury allow this expenditure and executive boardOfficers approval is received, the committee chair shall bring the amount to the monthly meeting to be voted on by the body. A two thirds majority must be passed in order to allow the over expenditure.

Scholarship:

The committee chair(s) are expected to ensure with Neshaminy High School that nominees for the Poquessing PTO Book Scholarship are obtained for the May meeting. There shall be 2 $25100.00 book scholarships given each year to former Poquessing Middle School students. A student must be attending a higher education facility after graduation. The student must have a formal letter of acceptance to this facility that they will be attending in the fall. The student must be allowed to walk in the Neshaminy High School graduation and have the signature of the grade level principal.

Winners of the scholarships are picked at random. The names will be drawn at the May PTO meeting. Checks shall beare sent directly to the students’ homes and not to the high school. [WD1]

Special Committees are as follows:

Fall Fair

An example below of the 2008-2009 budgets is below:

Committee / Budget
Arts & Decorating / $ 70.00
Achievement Plaques / $ 200.00
Back to School Night / $ 50.00
Beautification / $ 500.00
Fall Fundraiser / $ 1000.00
Field Day / $ 100.00
Move Up Planning Committee / $ 500.00
National Junior Honor Society / $ 75.00
Neshaminy Education Foundation (fundraiser/ad book) / $ 275.00
New Student T-shirts / $ 1,000.00
Nurse (clothing) / $ 100.00
Paper Supplies / $ 50.00
Publicity/Postage / $ 500.00
Scholarship / $ 200.00
Secretary Day / $ 200.00
Student of the Month / $ 350.00
Student Trips / $ 100.00
Sunshine & Hospitality / $ 100.00
Staff Appreciation Day / $ 900.00
Total Needed / $6,270.00
Income / Expected Receipts
Acme Receipts / $ 2500.00
Magazine Drive / $ 1000.00
Market Day / $ 1000.00
Membership / $ 3000.00
Fall Fundraiser / $ 1000.00
Spring Fundraiser / $ 1000.00
Total Expected Income / $9500.00

Move Up Committee

The Move Up Committee responsibilities are to fundraise, plan and help execute Move Up Day. This day will be determined by the principal no later than March 31st. The date is usually the last full teaching Friday of June however this is at the principal’s discretion. The committee shall have a chair or 2 co-chairpersons. The committee is responsible to report each month on progress made for this special day. The committee will be expected to fully fund the day they plan with the option of receiving along with a $500.00 start- up allowance from the PTO. This will allow the committee to have the $200.00 for scholarship monies and $300.00 for their budget start up. If the committee chooses to accept the $500 start-up allowance, these funds should be repaid to the PTO before the end of the year.

If the committee is able to pay for a yearbook for each move up student, the staff at Poquessing must be notified by February October 1st of the school year.

The committee shall plan and budget with fundraising:

For approximately $500.00:

Decoration of stage[WD2]seats (stars and name labels)

Parental refreshments (cake/beverages)

Invitations/address labels/postage

With additional fundraising the committee may provide:

Lunch Snack and beverage for move up students

Yearbook paid for each student

Gift (s)

1

[WD1]The names have to be drawn prior to the May meeting because the letters are to be up to the HS in time for them to put the names into the Senior Award Ceremony Program (the last couple of years, the deadline for submission has been 1st week in April, and we’ve chosen the winners at the April meeting. The program is completed about 2 weeks prior to the award ceremony, which is held toward the end of May. Checks can still be mailed to the winners’ home; however, for the last few years, the HS has requested them to be sent to the HS so they can be presented directly to the student the night of the ceremony.

[WD2]Music Boosters have been graciously allowing us to piggy back on their decorations, since their ceremony is normally a day or two prior to ours. The only decorations the PTO has had to pay for has been the stars, labels and ink for each student’s name to be printed out and placed on the chairs for the ceremony. We also pay for the printing (paper/labels/postage) of the invitations that are sent home to the parents to announce the day. Total cost would be estimated between $250 and $300.