By-Laws

Modified and approved August 2013

WINTHROP SCHOOL PARENT-TEACHER ORGANIZATION BY-LAWS

ARTICLE I: NAME

The name of this organization is the Winthrop School Parent-Teacher Organization.

ARTICLE II: OBJECTIVES

  • To promote the cooperation of the parents, teachers, school officials and the community.
  • To promote the welfare of every child at Winthrop school, home and the community.
  • To improve communication between the home and school in order to enhance every child’seducation.
  • To raise revenue and coordinate the use of resources in order to enrich the education of all children at the school.

ARTICLE III: POLICIES

Section 1. The purpose of this organization is to provide assistance and revenue to aid in the educational goals of the school. This purpose shall be developed through conferences, committees and projects.

Section 2. This organization shall be noncommercial, nonsectarian, and nonpartisan. No commercial enterprise and no candidate shall be endorsed by it.

Section 3. This organization may cooperate with any group, agency, or council active in child welfare, provided they make no commitments to which binds this group.

 

ARTICLE IV: MEMBERSHIP CONTRIBUTIONS

Section 1. Any parent, guardian and teacher of the Winthrop School interested in the objectives of this organization are eligible for membership.

Section 2. The organization shall solicit annual contributions from parents and guardians of children at Winthrop School .The annual member contributions for the next school year shall be determined at the organization’s last meeting of each school year by vote of the Executive Board.

ARTICLE V: EXECUTIVE BOARD

Section 1. Officers

The Officers of this organization shall be:

President, Vice-President, Secretary, and Treasurer.

Section 2. Standing Committees

The Standing Committees of this organization shall include: Ways and Means; Creative Arts; Hospitality; Events; Memorial Day Parade; Adopt-A-Site; Holiday Bazaar;  Science Fair Library; School Spirit Day; Kiosk/Newsletter/Webmaster; Publicity; Fifth Grade Activities; Targeted Funds and Political Action. Additional committees may be created from time to time by the Executive Board to promote the objectives and interests of this organization.

Section 3. Executive Board

The Officers, Standing Committee Chairperson(s), Principal and Teacher Representative (appointed by the Principal) shall constitute the Executive Board. If an Office or Standing Committee is co-chaired, then such co-officer or co-chair shall also be deemed part of the Executive Committee.

ARTICLE VI: ELECTION

Section 1. Officers

The officers shall be appointed or elected (if there are multiple nominees per office), annually by ballot at an organization meeting, the date to be decided by the Executive Board. Any office may be co-chaired with the exception of the Treasurer. Officers shall serve for a term of one year and remain in office until their successors are elected (or as noted in Article VI, Section 4), for a maximum of three years. If you chose to leave before your term expires, you must give a written notice two months prior to leaving.  The President shall serve no more than two consecutive years. There shall be a five year limit to serving on the Executive Board in any capacity.

Section 2. Standing Committees

The Standing Committee chairperson(s) shall be nominated by the Nominating Committee and appointed by the Executive Board .The Chairperson(s) shall serve for a term of one year and remain in office until their successors are appointed, for a maximum of three years. Any parent/guardian who has paid membership contributions is eligible to become a committee member. Committee members may serve for three consecutive years in one committee at which time they may become members of a different committee. There is no limit as to the number of years one may participate in the various committees. There is no limit to the number of members per committee.

Section 3. Nominating Committee

The Nominating Committee is appointed by the Executive Board and the chairperson of this committee is appointed by the President. This Committee shall be organized one month prior to the election of officers and chairpersons. The Nominating Committee shall report at the election meeting the name of at least one candidate for each office to be filled. This Committee of five shall include: three members of the Executive Board and two members of the organization. The President may not serve on this Committee. Once the Committee is formed, they shall send out a letter to all PTO members informing them of vacancies. Candidates shall submit their intentions to the Committee by May 30th of each year. The consent of each candidate must be obtained before his/her name is placed in nomination. Elections shall be held by ballot at a scheduled organization meeting determined by the President.  If there is more than one nominee per position, a vote from the Executive Board will be necessary.

Section 4. Vacancy

A vacancy occurring in an office shall be filled by ballot vote of the Executive Board until the time of the next regular election for that position. Any PTO officer may resign at any time by giving written notice one month prior to the final day. The consent of the candidate to fill such a vacancy must be obtained before his/her name is placed for nomination.

Section 5. Voting

  • The Executive Board members are entitled to one vote each regardless of the number of offices he/she holds and of the number of committees on which he/she serves.
  • Nine members of the Executive Board shall constitute a quorum.
  • Each Standing Committee shall have a maximum of four votes, not including the Chairperson.
  • Voting members who are present at the meeting will be determined alphabetically (A-Z) by their last name.
  • A majority of the members present rules on all voting issues hence the Executive Board shall act accordingly.
  • The Principal is not eligible to vote but serves in an advisory capacity.
  • If action is required before the next scheduled organization meeting, the President may conduct a telephone/email poll of Executive Board members to determine which action is to be taken. A majority vote will prevail in that the President has made an earnest attempt to contact all Board members. The President will report the results at the next scheduled organization meeting.
  • Any member present may announce a motion for consideration by all voting members’ present exception being the President and the Principal may not present motions.

 

ARTICLE VII: DUTIES OF THE OFFICERS

Section 1. The President

  • Shall preside at all meetings of the organization.
  • Shall serve ex-officio on all but the Nominating Committee.
  • Shall confirm dates for monthly organization meetings in September and review with the Principal.
  • Shall prepare the agenda to be presented to the members of the organization for each scheduled monthly meeting.
  • Shall communicate with the parents of the school as deemed necessary, via the monthly newsletter – the Winthrop Express.
  • Shall prepare a proposed PTO budget each April for approval by the Executive Board in June.
  • Shall appoint a PTO Site Council representative.
  • Shall appoint a Political Action representative if deemed necessary.
  • Shall appoint a representative to attend citywide PTO meetings once per month.
  • Shall send two letters each year-one in October and one in June – to parents/guardians of the school updating PTO activities and status.
  • Shall be authorized to sign checks in the absence of the Treasurer.
  • Shall ensure the PTO is abiding by the By-Laws and ensure that the By-Laws are up to date.
  • Shall perform all other duties pertaining to this office.

Section 2. The Vice-President

  • Shall preside at all meetings of the organization.
  • Shall coordinate room parents for each classroom.
  • Shall obtain contact information for room parents and other volunteers as needed.
  • Shall select room parents by lottery out of a hat after which the parent list will be reviewed with the Principal.
  • Shall contact assigned room parents and ensure that they are aware of their duties as specified in the volunteer handbook.
  • Shall fulfill secretary’s duty of keeping minutes during a meeting in the event that the secretary is unable to serve.
  • Shall perform all other duties pertaining to this office

Section 3. The Secretary

  • Shall record accurate minutes for all organization meetings and other Executive Board meetings.
  • Shall ensure that the Officers receive and review the minutes before the next scheduled meeting.
  • Shall distribute to each attending member a copy of the minutes at the next meeting.
  • Shall receive and maintain outcome reports submitted by the chairperson of the Standing Committees.
  • Shall ensure that all minutes and documents associated with PTO are filed in the PTO office.
  • Shall maintain and update the PTO By-Laws.
  • Shall perform all other duties pertaining to this office.

Section 4. The Treasurer

  • Shall receive for each event funded by the PTO, a detailed summary of expenditures and receipts from each committee chairperson.
  • Shall maintain and reconcile all PTO bank statements.
  • Shall provide Melrose PTO, Inc. with any relevant financial statements.
  • Shall pay out funds only as authorized by the organization.
  • Shall present a financial report at every monthly meeting of the organization and at every Executive Board meeting.
  • All checks of/over $1,000 shall require two signatures – both the Treasurer and the President.
  • The bank account of the organization shall be subject to an annual audit as and when directed by the Executive Board. The Executive Board shall appoint the auditor. He/she will be a member of the PTO organization but not a member of the present Executive Board. The annual audit shall begin one month prior to the end of the school year. The auditor satisfied that the bank account is correct, shall sign a statement of that fact at the end of the report. This report shall be presented at the final Executive Board meeting of the school year. The Executive Board may call for any additional audit of the account at any point during the school year.
  • Shall accept all monies collected at fundraisers accompanied by a detailed deposit slip signed by two PTO members responsible for the event.
  • Shall collect all member contributions and provide statistics of PTO member contributions by grade/family percentage/total student population via the Winthrop Express on a bi-monthly basis; will send at least two PTO Member Contribution reminders during the school year.
  • Shall perform all other duties pertaining to this office.
  • Shall mail out in January letters to non-payers and again in May with the help of the President.
  • May provide names of payers to Winthrop Express if necessary.

 

ARTICLE VIII: DUTIES OF THE STANDING COMMITTEES.

Section 1: There shall be Standing Committees consisting of:

  • Ways and Means
  • Creative Arts
  • Hospitality
  • Events
  • Kiosk/Newsletter/Webmaster
  • Publicity
  • Memorial Day Parade
  • Adopt-A-Site
  • Holiday Bazaar
  • Science Fair
  • Library
  • School Spirit Day
  • Fifth Grade Activities
  • Targeted Funds
  • Political Action (if deemed necessary)

Additional committees may be created by the Executive Board to promote the objectives and interests of this organization.

Section 2: Each Committee shall have a Chairperson (or Chairpersons), nominated by the Nominating Committee and appointed by the Executive Board as outlined in Article VI. This Chairperson will be the main liaison between the committee and the Executive Board and shall be present at every scheduled monthly meeting of the organization. If they cannot be present, they must have a representative. The Chairperson shall provide updates and information to the Winthrop Express throughout the school year.

 

Section 3. Ways and Means Committee

  • Shall be responsible for implementing fund-raising events in accordance with the school calendar to support funds brought in by the PTO member contributions.
  • The Chairperson shall schedule meetings with all the committee members on a regular basis to organize, discuss and plan activities.
  • Shall be accountable for reporting and monitoring their budget
  • Shall have a representative present at every monthly meeting of the organization to report the progress and results of fundraising activities.
  • May direct fundraising activities beyond the Winthrop School community and may request assistance from other committees when needed.
  • At the last Executive Board meeting of the school year, the Chairperson will present a schedule of targeted fundraising activities for the following year for approval. At this time, the Executive Board may earmark fundraisers that may need further discussion.
  • This committee may not implement any activity without first discussing with the Executive Board at the meetings.
  • The Chairperson shall submit to the Executive Board, a completed outcome report after each fundraising event.

Section 4. Creative Arts and Sciences Committee

  • Shall be responsible to identify and propose programs that will enhance the learning experiences of the children in accordance with the curriculum.
  • The Chairperson shall schedule meetings with the committee members to discuss, identify, and plan appropriate enrichment programs.
  • Shall be accountable for reporting and monitoring their budget.
  • Shall have a representative at every monthly meeting of the organization to report the progress and results of the programs.
  • At the last Executive Board meeting of the school year, the Chairperson will present a schedule of targeted enrichment programs for the following year for approval.
  • One member shall represent the Winthrop School at the city-wide Enrichment program.
  • One member shall serve on the School Site Council.
  • The Chairperson shall communicate with a Teacher representative regarding any program materials.
  • After the presentation of each program, an assessment questionnaire shall be distributed to the teachers.
  • The Chairperson shall submit a completed outcome report after each enrichment program to the Executive Board.

Section 5. Hospitality Committee

  • Shall be responsible for providing refreshments at all meetings and events throughout the school year.
  • Shall organize two Faculty/Staff Appreciation Luncheons on the school grounds.
  • The Chairperson shall schedule meetings with the committee members to plan and delegate for the different events.
  • Shall be accountable for reporting and monitoring their budget.
  • Shall have a representative at every monthly meeting of the organization.
  • At the last Executive Board meeting of the school year, the Chairperson will present a schedule of the events that need refreshments.
  • The Chairperson shall submit a completed outcome report after each event to the Executive Board.

Section 6. Events Committee

  • Shall be responsible for coordinating a minimum of three social events during the school year.
  • The purpose of such events is primarily to enhance the community spirit of the school and secondarily to supplement the budget.
  • The Chairperson shall schedule meetings with the committee members to plan the social events at appropriate times during the school year.
  • Shall be accountable for reporting and monitoring their budget.
  • Shall have a representative at every monthly meeting of the organization.
  • At the last Executive Board meeting of the school year, the Chairperson will present a schedule of the targeted social events.
  • The Chairperson shall submit a completed outcome report after each event to the Executive Board.

Section 7. Library Committee

  • Shall maintain the inventory and supplies of the school library.
  • Shall manage annual training of volunteers for the library
  • Shall coordinate all library volunteers.
  • Shall be accountable for reporting and monitoring their budget.

Section 8. Memorial Day Parade Committee

  • Shall be responsible for organizing the float for the annual Memorial Day Parade.
  • The Chairperson shall schedule meetings with the committee members to plan the various aspects of the event.
  • Shall be accountable for reporting and monitoring their budget.
  • Shall have a representative present at every monthly meeting of the organization.
  • The chairperson shall submit an assessment report to the Executive Board at the end of the event.
  • At the last Executive Board meeting of the school year, the Chairperson will present the plan for the parade for the following year.

Section 9. School Spirit Day Committee

  • Shall coordinate with the school principal on scheduling.
  • Shall coordinate with teachers on scheduling and activities.
  • Shall organize food service for the day.
  • Shall organize volunteer coverage for the entirety of the day.

Section 10. Adopt A Site Committee

  • Shall be responsible for the on-going maintenance and beautification of the exterior of the school grounds.
  • The Chairperson will schedule two clean-up days during the school year-one in Fall and one in Spring.
  • Shall be accountable for reporting and monitoring the budget.
  • The Chairperson shall prepare for clean-up day by distributing a hand-out to recruit volunteers at least two weeks before the event.
  • The Chairperson shall contact the Melrose Park Department to order flowers for planting and to schedule accordingly.
  • Shall have a representative present for every monthly meeting of the organization.
  • The chairperson shall submit an assessment report to the Executive Board at the end of the event
  • At the last Executive Board meeting of the school year, the Chairperson will present the plans for the following year.

Section 11. Holiday Bazaar Committee

  • Shall be responsible for organizing the Holiday Bazaar.
  • Shall be accountable for reporting and monitoring the budget.
  • The committee shall consist of an unlimited number of nonvoting members.
  • The Chairperson shall prepare at least two weeks in advance, a hand-out to recruit volunteers for the Holiday Bazaar day.
  • The Chairperson shall schedule meetings with the committee members to plan and delegate the various jobs of the event.
  • A representative shall be present for the first 5 scheduled meetings of the organization (Sept. to Jan.) to discuss the process and outcome of the event.
  • At the last Executive Board meeting of the school year, the Chairperson will present the plans for the following year.

Section 13. Political Action Committee

  • The President shall form this committee, as deemed necessary, consisting of PTO members as determined by the Executive Board.
  • The committee shall consist of an unlimited number of nonvoting members.

Section 14.   Kiosk/Newsletter/Webmaster

  • Shall Update the PTO website and on premises kiosk with news and information for parents.
  • Shall send a weekly newsletter to subscribed parents.

Section 15.    Publicity

  • Shall send notices to local newspapers regarding events, accomplishments and noteworthy items involving the Winthrop School.

Section 16.  Science Fair

  • Organize the information and registration for the Science Fair.
  • Work with other PTOs and schools to share information.
  • Schedule assemblies and important dates with school principal.
  • Shall organize volunteers for onsite management of fair.

 

Section 17.    Fifth Grade Activities

  • Shall work with the principal to schedule fifth grade moving on activities.
  • Shall coordinate parent volunteers and fundraising efforts to fund fifth grade activites.
  • Shall be responsible for reporting to Officers and monitoring budget.

Section 18.  Targeted Funds

  • Shall coordinate the application process for Target Fund grants.
  • Shall present the grant requests to the Executive Board.
  • Shall work with the Treasurer to fulfill approved grant requests.

 

ARTICLE IX: DUTIES OF THE EXECUTIVE BOARD.

Section 1. The Executive Board, by majority vote, shall fill a vacancy in any office other than that of the President. In the event of a vacancy in the office of President, the Vice-President shall succeed in that office until such term expires.

Section 2. At the first Executive Board meeting of the school year, all members shall review and familiarize themselves with these by-laws, the school calendar and the PTO budget for the present year.

Section 3. The duties and powers shall be:

  • To hold scheduled monthly meetings open to all members at which time, the business of the organization will be addressed.
  • To receive, evaluate and approve all plans and reports of the Standing Committees.
  • To approve routine bills within the limits of the budget.
  • To approve new line items in the budget.
  • To make changes to an existing amount for a line item in the budget.
  • To receive, evaluate and approve for payment all agreed upon items on the Target List.
  • To appoint a Nominating Committee.
  • To appoint Chairpersons for Committees.
  • To present to the School Site Council, a detailed report of PTO-related events for the following year.
  • To approve and/or make any changes to the many different events planned by Committees.
  • To appoint an auditor to audit the organization account at the close of the fiscal year.

Section 4. In June, the Executive Board shall have a meeting to:

  • Discuss and approve potential ways on how to spend line item surplus funds.
  • Discuss and approve the budget for the following fiscal year. It is suggested that these funds be used to purchase needed materials and services in accordance with the school’s goals and objectives. The Principal will provide the Board with a report on how these monies were spent at one of the first three organization meetings of the following year.
  • Discuss and approve the Target List.
  • Prepare a calendar for the following school year with as many confirmed dates for all committee events as possible.
  • Two–thirds of the Executive Board vote rules on all voting issues.

ARTICLE X: MEETINGS

Section 1. The PTO meetings will be held on school property once per month at a day and time to be organized by the President and the Principal. The President will make this schedule available to the school community via the monthly newsletter at the beginning of the school year.

Section 2. There shall be at least two meetings of the Executive Board held per school year-one at the beginning of the school year and one at the end of the school year.  Special meetings of the Executive Board may be called at the discretion of the President in which five days notice must be given.

Section 3. Any officer and Committee Chairperson not present for three consecutive meetings of the organization without a legitimate excuse shall resign and an election shall take place to fill that position. A representative may replace the officer and chairperson at the meetings.

Section 4. There shall be a meeting of the outgoing Executive Board together with the incoming Executive Board either prior to the termination of the school year or at the beginning of the new school year. This meeting shall be called by the President for orderly transfer of the records to the incoming officers.

Section 5. The PTO fiscal year and term year extends from August 1st to July 31st.

ARTICLE XI:  THE PTO COMPONENT OF THE SCHOOL SITE COUNCIL

Section 1. The School Site Council shall consist of:

  • Principal
  • PTO representative appointed by the PTO President
  • A maximum of three teachers
  • One member of the Enrichment Committee
  • Two members of the Winthrop School community

Section 2. The Principal shall be the co-chair with another member appointed by the President.

Section 3. The Executive Board shall submit to the Council prior to the end of the school year:

  • A schedule of PTO targeted fundraisers for the following year.
  • A proposed budget for Enrichment programs for the following year.
  • A list of events with tentative dates for the following year.

Section 4. The School Site Council shall make the results of their meeting available to the PTO.

ARTICLE XII: AMENDMENTS

These By-Laws shall be reviewed annually at the Executive Board meeting prior to the termination of the school year with the intention of making modifications. A two-thirds vote of the Executive Board is required to change the By-Laws. Modified By-Laws will be made available to the Executive Board at the onset of the school year and to PTO members upon their request. By-Laws are also available on the Winthrop School Website.