PTO

2023-2024 Executive Board

EPASD PTO By-laws

Mission Statement

The EPASD PTO, in cooperation with parents and teachers, unites home, school, and community to positively impact the educational process of all children.

Article I – Name

The name of the organization shall be EPASD PTO.

Article II – Purpose

The corporation is organized for the purpose of supporting the education of all children in the East Pennsboro Area School District elementary schools by fostering relationships among the school, parents, guardians, teachers and elementary school staff.

Article III – Members

Section 1. Any parent or guardian of a currently enrolled EPASD Elementary student may be a member. The principals, teachers and staff employed at the elementary schools may be representatives, but may not hold a position of President, Vice-President, Secretary or Treasurer.

Section 2. Dues are voluntary and will not restrict someone from becoming a member. The executive board will establish any dues.

Article IV – Officers and Elections

Section 1. Officers. The officers shall be co-presidents and co-vice presidents, with one of each representing each elementary school,  secretary and treasurer.

a. Co-Presidents or President. The co-presidents or President shall prepare the agenda and preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.

b. Co-Vice Presidents or Vice President. The co-vice presidents or vice-president shall assist the president and carry out the president’s duties in his or her absence or inability to serve.

c. Secretary. The secretary shall keep all records of the organization, and take and record minutes of all meetings. He or she will keep a copy of the minute’s book, bylaws, membership lists and any other necessary supplies and bring them to the meetings. The secretary will also handle all correspondence, newsletter pages, and sending notices of meetings to the membership.

d. Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year.

e. Representatives. Representatives are active members representing both schools in the PTO. They serve on committees, organize PTO sponsored events, coordinate programs, and vote on decisions that best serve the PTO as a whole.

Section 2. Nominations and Elections. Elections will be held at the last meeting of the school year. The nominating committee shall select candidates for each office and present the slate at the second to last meeting of the year. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken with a majority vote taking office.

Section 3. Eligibility. Members are eligible for representative positions if they are active members for one school year before the nominating committee presents its slate. Representatives who have served one year are eligible for executive office positions. Exceptions can be made by a majority vote of the board.

Section 4. Terms of Office. Officers are elected for two years. Each person elected shall hold only one office at a time. An exception may be made if no one else is interested in being nominated for that office.

Section 5. Vacancies. If there is a vacancy in the office of co-president for any elementary school, the co-vice president of that school will become the co-president for that elementary school. At the next regularly scheduled meeting, a new co-vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

Section 6. Removal From Office. Officers can be removed from office with cause by a majority vote of the board at a special meeting where previous notice has been given to all board members.

Article V – Meetings

Section 1. Regular Meetings. The regular meeting of the organization shall be in September, November, January, March and May of that given year with a date and time being determined by the executive board and locations alternating among the elementary schools or at a time and place determined by the executive board at least one month before the meeting. The annual meeting will be held at the August regular meeting. The annual meeting is for receiving reports, preparation for the school year and conducting other business that should arise.

Section 2. Special Meetings. The co-presidents, any two members of the executive board, or five representatives submitting a written request to the co-presidents may call special meetings. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by flyer, phone call or email.

Article VI – Executive Board

Section 1. Membership. The Executive Board shall consist of the officers, principals and elementary school representatives.

Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.

Section 3. Meetings. Regular meetings shall be held five times a year. The co-presidents and the Administration center will determine the dates. Any two board members, with 10 days notice, may call special meetings.

Section 4. Quorum. Half the number of board members plus one constitutes a quorum.

Section 5. Voting. The general membership vote may be overturned by the executive board if deemed necessary for the best interest of the PTO.

Article VII – Committees

Section 1. Membership. Committees may consist of members and board members, with the co-presidents acting as an ex officio member of all committees.

Section 2. Standing Committees. The following committees may be held by the organization: Fundraising, Assemblies, Hospitality, Membership, Business Saving Incentive Programs, Communications, Arts and Enrichment, Family Events, and Nominating.

Section 3. Additional Committees. The board may appoint additional committees as needed.

Article VIII – Finances

Section 1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the board.

Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3. The board shall approve all expenses of the organization.

Section 4. All profits, monies received above expenses will be split equally among all elementary schools. An exception can be made if certain circumstances arise which require one school’s needs to use more funds than another to provide the same or similar events or things for all students. (Ex. If one school has a larger population that requires or structurally requires 2 assemblies rather than one.) The executive board will agree upon the profit disbursement.

Section 5. The Business Saving Incentive Program Committee will recommend how the programs’ money or items will be distributed. The executive board will vote on the committee’s recommendations.

Section 6. The treasurer’s signature plus one must be on each authorized check. Authorized signers shall be the treasurer and co-presidents.

Section 7. A member of the executive board and/or committee must handle or must be present at any function that requires the handling of money.

Section 8. The treasurer shall prepare a financial statement at the end of the year, to be audited by an independent auditor and published or made available to the members.

Section 9. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent equally for the benefit of all of the elementary schools.

Section 10. The fiscal year shall coordinate with the school year.

Article IX – Parliamentary Authority

Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.

Article X – Standing Rules

The Executive Board may approve standing rules, and the recording secretary shall keep a record of the standing rules for future reference.

Article XI – Dissolution

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of the board.

Article XII – Amendments

These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the corresponding secretary. Notice may be given by postal mail, e-mail, or fax. Amendments will be approved by a two-thirds vote of the board, assuming a quorum.