MARK HOPKINS ELEMENTARY SCHOOL
SCHOOL DISTRICT SIX, ARAPAHOECOUNTY
LITTLETON, COLORADO
PARENT-TEACHER ORGANIZATION BY-LAWS
Adopted May 8, 2007
ARTICLE I NAME
The name of this organization shall be the Mark Hopkins Elementary Parent-Teacher Organization of School District Six, ArapahoeCounty. This is an independent local unit.
ARTICLE II PURPOSE
The purpose of this organization is to organize the parent and teacher community in such a way that our activities would support and enhance the well-being of the students and staff of MarkHopkinsElementary School. This organization shall seek neither to direct the administrative activities of the school nor to control its policies.
ARTICLE III OBJECTIVES
In pursuit of this mission, we will engage in the following activities:
n Provide services and organize fundraising efforts for Hopkins Elementary.
n Sponsor activities and events that involve and benefit Hopkins students, families and community, and to promote school spirit.
n Encourage the parent community to be involved in school activities and classrooms so that students see other positive role models.
PTO ORGANIZATIONAL STRUCTURE
GENERAL MEMBERSHIP
Any MarkHopkinsElementary School parent or guardian of a child, or staff shall be a member of said organization.
EXECUTIVE BOARD
President Preschool Representative
Vice President Kindergarten Representative
Secretary 1st Grade Representative
Treasurer 2nd Grade Representative
Principal 3rd Grade Representative
VIPS Coordinators (2) 4th Grade Representative
Fund-raising Coordinators (2) 5th Grade Representative
COMMITTEE CHAIRPERSONS
Committees may include, but are not limited to the following:
Art Room Art Start
Box Tops/Campbell’s Labels Destination Imagination
Earth Day Fifth Grade Party
Gardening Halloween Carnival
Hospitality Junior Great Books
King Soopers/CiCi’s Memory Book
Party Planning Coordinator Picture Days
PTO Newsletter Read Aloud
Reading Celebration Science Lab
Silent Auction Sock Hop
Staff Appreciation Staff Luncheon
Student Directory Teacher Treats
Turkey Trot Vision/Hearing Screening
Young Ameritowne
ARTICLE IV MEMBERSHIP AND DUES
1. Any parent or guardian of a child attending the school, staff member, or school administrator willing to subscribe to and uphold the policies of the by-laws of the Mark Hopkins PTO shall be a member of said organization.
2. No dues will be solicited.
3. All members shall be eligible to participate in the business meetings, in votes before the organization, and in elected or appointed positions.
ARTICLE V ORGANIZATIONAL STRUCTURE
1. Direction and management of the activities of this organization shall be the responsibility of the Executive Board, each of whom shall be a member of the organization. The format of the Executive Board shall be: President, Vice President, Secretary, Treasurer, Principal, VIPS Coordinators, Fund-raising Coordinators, Preschool Representative, 1st Grade Representative, 2nd Grade Representative, 3rd Grade Representative, 4th Grade Representative, and 5th Grade Representative.
2. Committees shall be created by the Executive Board as deemed necessary to promote the objectives and carry on the work of the organization. These committees shall report to the Board member who oversees the corresponding responsibilities.
ARTICLE VI EXECUTIVE BOARD – THEIR DUTIES AND ELECTION
1. The officers herein named shall comprise the Executive Board, who shall have the power to act for the organization. Members of the Executive Board shall serve for the term of one school year.
2. Make a good faith effort to attend all PTO meetings.
3. Maintain their respective records in an ongoing manner as follows:
A. Keep a detailed record of their activities throughout the school year, leaving a written copy of the same within their records whenever appropriate.
B. Update and revise records, as needed, to reflect the most current effective policies and procedures.
C. Deliver all records to their successor or the VIPS Coordinators by the last PTO meeting of the school year.
4. Report to the PTO membership, either when called upon by own request, information and/or recommendations concerning all matters needing membership’s consideration and/or approval.
5. Encourage and solicit full participation of the PTO membership in the many and varied programs and activities sponsored by the PTO.
PRESIDENT The President shall preside at all PTO meetings. Duties of the President shall include, but are not limited to:
1. Prepare agendas for all PTO meetings.
2. Present for discussion and approval an annual budget that is recommended by the Executive Board to the general membership.
3. Attend monthly Parents’ Presidents’ Council (PPC) meetings, or send a designee.
4. Attend monthly Mark Hopkins Accountability Committee (MHAC) meetings or send a designee.
5. Coordinate with the building Principal items of general educational interests at a monthly meeting.
VICE PRESIDENT Duties of the Vice President shall include, but are not limited to:
1. Shall perform the duties of the President in the absence or the inability of the President to serve.
2. Coordinate the building marquee with the custodian.
3. Shall chair the Nominating Committee for the establishment of a slate of officers for the following school year.
4. Shall prepare and update the PTO calendar with input from the Executive Board.
SECRETARY Duties of the Secretary shall include, but are not limited to:
1. Keep accurate minutes of PTO meetings and shall present them at the following meeting for approval.
2. Maintain a permanent file of minutes of the organization and shall prepare a copy for the building.
3. Notify the general membership of PTO meetings.
TREASURER Duties of the Treasurer shall include, but are not limited to:
1. Keep accurate records of receipts and expenditures. The treasurer will only pay preapproved expenditures when accompanied by a voucher.
2. Shall educate the committee chairpersons and building staff of the appropriate means for reimbursement of funds.
3. Shall provide an updated budget report at all PTO meetings.
PRINCIPAL The role of the Principal as it relates to PTO may include, but is not limited to:
1. Shall communicate to the parent community educational goals and objectives for each school year and act as a liaison between the District and parent community.
2. Attend PTO meetings to share information and answer questions as they arise.
3. Coordinate with the PTO President items of general educational interest at a monthly meeting.
4. Shall be a member of the Nominating Committee.
VIPS (Volunteers in Public Schools) COORDINATORS Duties of the VIPS Coordinators shall include, but are not limited to:
1. Attend monthly district meetings, or send delegate.
2. Collect and maintain volunteer hours for the building and make a monthly report of volunteer hours to the District.
3. Coordinate and assist committee chairpersons in setting up committees and carrying out their duties.
4. Offer recommendations to the Nominating Committee.
5. See that all officers and committee chairpersons pass on the records of their office or committee to their successors.
FUND-RAISING COORDINATORS Duties of the Fund-raising Coordinators shall include, but are not limited to:
1. In conjunction with the Executive Board, make recommendations to the membership for all fund-raising activities for the school year.
2. Establish and coordinate fund-raising committees. Call for a work plan, progress reports and a final evaluation of those fund-raising events.
3. Solicit recommendations from the Hopkins community for the use of projected fund-raising profits.
4. Oversee any activity that generates income.
GRADE LEVEL REPRESENTATIVES Duties of the Grade Level Representatives shall include, but are not limited to:
1. Attend PTO meetings and represent the needs and concerns of the represented grade level at the meetings.
2. Communicate with parents from their grade level on an as needed basis. The grade level representative will serve as the communicator between the PTO and the parents of the represented grade level.
3. Work with the VIPS Coordinators in recruiting parents from the represented grade level to assist in different activities within the school.
ARTICLE VII COMMITTEES
1. Committees shall be created by the Executive Board as deemed necessary to promote the objectives and carry on the work of the organization. The chairperson shall be selected by the Executive Board and serve a term of one school year.
2. The Executive Board shall have the power, by majority vote, to remove any member of any committee, including the chairperson thereof.
3. The chairperson of each committee, through group process consensus, may present a budget request and plan of action to the Executive Board. No work shall be undertaken without the Executive Board’s consent. All committee expenditures must be approved and submitted to the Treasurer by the committee chairperson.
4. Committees may be created for the organization as the occasion arises. The Executive Board will appoint the committees as listed on page two.
5. The Nominating Committee shall designate a single slate of consenting officer candidates. The slate should consist of President, Vice President, Secretary, Treasurer, VIPS Coordinators, Fund-raising Coordinators, and all Grade Level Representatives. The Nominating Committee shall be chaired by the Vice President and should include the building Principal, two committee chairpersons, and two members of the general membership representing a cross section of the community. Nominations from the general membership are encouraged.
A. Any MarkHopkinsElementary School parent, guardian or staff member is eligible to hold an office on the Executive Board.
B. The Nominating Committee members each have one vote. A majority of the Nominating Committee members present will determine the selection of the candidates who will appear on the recommended slate.
C. The slate recommended by the Nominating Committee shall be presented to the Executive Board.
D. Notice of the slate shall be presented to the general membership at the March general membership meeting and published in the next regularly scheduled school newsletter that follows the meeting.
E. Election of the new Executive Board officers shall be by quorum of two-thirds present at the April general membership meeting. Written proxies shall be accepted and serve as votes for those members of the Executive Board unable to attend the April general membership meeting.
ARTICLE VIII POLICIES
1. If feasible and practical, all operation and financial issues before the organization shall be voted on at a scheduled PTO meeting.
A. At scheduled PTO meetings, all members shall have equal vote on operational and financial issues before the organization.
B. If a vote situation arises that demands immediate attention and requires a decision prior to the next scheduled PTO meeting, the Executive Board retains the privilege to take a vote registered by the President with a quorum of a minimum of six (6) Board members. Votes by telephone or e-mail will be accepted under said circumstance. The details and division of any votes taken by the Board under said circumstance must be documented and presented by the President at the next scheduled PTO meeting.
C. The President is eligible to vote and shall have the tie-breaking vote in all matters before the organization.
2. In August of each school year, a schedule of all PTO meetings for that year will be published. These dates will be subject to change depending on building availability and unforeseen events. Notice of any changes will be given in a timely manner.
3. Vacancies occurring in an office shall be filled for the unexpired term by an individual elected by a majority vote of the remaining officers.
4. If there is not a significant volunteer support for a given program, said program may, at the discretion of the Executive Board, be suspended for that school year.
5. PTO policy shall require a quorum of a minimum of six (6) Board members present. Written proxies shall be accepted and serve as votes for those unable to attend. To preserve the integrity of the vote, a signature will be required for those votes that are made by proxy.
6. Decisions concerning PTO expenditures up to $250 (not already budgeted) shall require a minimum of two (2) Board members. Decisions concerning PTO expenditures exceeding $250 (not already budgeted) shall require a quorum of a minimum of six (6) Board members present. Written proxies shall be accepted and serve as votes for those members unable to attend. All expenditure decisions shall be documented in PTO meeting minutes. Expenditures shall conform to the description of the approved budgeted item.
7. The organization newsletter, publicity items, and any printed material for the general membership must be submitted and approved by the President and/or Principal for distribution.
8. The Executive Board shall review the organization’s by-laws on an annual basis and call for revision, as necessary.
A. Changes to the by-laws will be recommended to the general membership for approval no later than the last PTO meeting of the school year.
9. The fiscal year for this organization shall be from August to July.
10. The financial records of this organization must be submitted for audit yearly to the District approved accounting firm. The official Treasurer’s records shall be transferred to the new Executive Board August 1st.
11. Signatures of two Executive Board members must appear on all checks.
12. There shall be no deficit spending by this organization. Any budgeted expenditure not spent prior to the end of the school year shall be returned to the general fund.
13. Any budget expenditure greater than $250, not previously approved in the budget, must be approved by the Executive Board at a meeting.
14. In preparation for the next school year, the Executive Board shall see that a minimum of $2000.00 shall be provided for the operation of the organization.
A. The budget, incorporating a monthly review by the Executive Board, shall be proposed and approved in the spring by the general membership for the following school year. All budget proposals shall be submitted in writing prior to April 1st and presented at a budget hearing.
B. In the event that there is not a newly elected Executive Board in place in the spring, the previous year’s budget shall be in effect until such time as a new Board is elected.
15. In the event of the dissolution of this organization, the assets of the organization, after all outstanding debts have been met, shall be donated to Mark Hopkins Elementary for the purchase of educational materials.
ARTICLE IX PARLIAMENTARY AUTHORITY
Roberts Rules of Order, revised, shall be the authority of parliamentary procedure for the organization, except when in conflict with these by-laws.