Name: The name of this organization shall be
Wilder-Waite Parent Teacher Organization.
Purpose: The purpose of the organization shall be
to aid the students of Wilder-Waite by providing support for their educational
and recreational needs. The PTO will also promote open communication
between the administration, teachers and parents.
Membership: All parents and/or guardians of students
who currently attend Wilder-Waite School, current faculty and staff shall be
eligible for membership in the organization.
By-Laws: A set of rules adopted by an
organization chiefly for the government of its members and the regulation of
its affairs. The by-laws of an organization should be used as an article
put in place to be followed stringently.
These by-laws may be amended at
any regular meeting by a two-thirds (2/3) vote of the members of the PTO Board.
ARTICLE I:
Officers and
Committee Chair Persons
Section 1: The officers shall be President, Vice
President, Secretary and Treasurer. These officers shall be the
Executive Board. No one on the Executive Board can hold their position longer
than two years.
Section 2: The standing Committee Chairpersons shall
be Copy Parent/Teacher Helper Chairperson, Room Parent Chairperson, Publicity
Chairperson, Promotions Chairperson, Staff Appreciation, Scrip Chairperson,
Picture Person Chairperson, Accelerated Reader Chairperson, Library
Chairperson, Market Day Chairperson, Wilder - Waite Scratch Chairperson and
Faculty Representative.
Section 3 : Attendance at monthly board
meetings is expected. In the event that a board member cannot be present
it is their responsibility to contact the President. A Chairperson may
elect to maintain their position for a second year without election ans
determined by the President based on previous year's performance. An
election for the position will be held during the third or fourth year if
another candidate is interested. No person shall hold a Committee Chair
position for more than four years consecutively.
Section 4: The Nominating Committee, appointed by
the Board, shall consist of the President, three current board
members, and one non board member. The Committee will present a slate of
nominees for the offices of President, Vice President, Secretary and Treasurer,
the standing Committee Chairpersons and the Spook Spectacular Subcommittee
consisting of the chairpersons for the following
Areas: kitchen, booth ticket
sales, raffle prizes, raffle ticket sales, redemption center, decorations,
sweet Shoppe and spook house. During February's PTO meeting the board
members will decide which positions will be open for nominations.
Wilder-Waite parents must be notified of open positions two weeks prior to the
nomination period. In March a slate of board positions will be presented.
Positions that have two or more nominees must be voted on during April's
PTO meeting. Voting rights are given to all those PTO board members.
Section 5: If vacancies occur on the Board,
the President shall appoint replacements subject to the approval of the Board.
In the event the President's Office becomes vacant, the Vice President
shall then move up to become the President and the President shall appoint a
new Vice President.
ARTICLE II: MEETINGS
Section 1: Board meetings shall be held every month
during the school year with the exception of December. It is up to the
Board to decide a regular schedule of dates when meetings will be held.
A quorum must exist for meetings to be held. There are currently
fifteen Board positions. All Board
members, including co-chairs, are voting members. A quorum would consist of ten Chairs representing ten different
Board positions. (Ten represents
2/3rd of the Board positions). Each
meeting must also have at least two executive board members and one member of
WW staff.
Section 2: The parliamentary authority for this
organization shall be "Roberts Rules of Order Revised".
Section 3: Motions can be passed by a 2/3 rd vote of
board members present at any regular PTO Meeting, regarding regular business
matters.
ARTICLE III:
DUTIES AND RESPONSIBILITIES
Section 1: General
duties for all board members.
¥ Attendance and reporting
at all meetings. Attendance
by all co-chairs is strongly encouraged.
At least one representative from each position should attend the
meeting. If attendance isn't possible the board
member must notify the President prior to the meeting.
¥ In order to provide necessary
corrections or approval of the current treasurer's report and previous month's
board meeting minutes they should be read prior to the board meeting.
¥ Submit items for the
agenda the week prior to the PTO meeting.
¥ Remit money to treasurer
within five days after collection process is completed. If a check is sent by a
company, remit to treasurer within five days.
¥ Use the tax-exempt form.
Tax will not be reimbursed.
¥ All receipts for current
school year must be submitted no later than June 15 for reimbursement.
¥ Every board member will
be asked to submit a written article for Wildcat Scratch by the requested
deadline.
¥ Any expense in excess of
the budget without the board's prior approval shall not be reimbursed.
¥ Provide a written report
for their replacements at the end of the school year.
Section
2: The
President Shall:
¥ Serve on the Board one
out of the three years prior to holding the position of President.
¥ Coordinate the duties of
the Board and act as a liaison between the PTO and the school principal.
Provide a sign up schedule for the teacher representatives to attend PTO
meetings.
¥ The President shall
preside over all board meetings. The President shall develop a proposed
budget for the upcoming school year with assistance from the Treasurer and the
Vice President.
¥ Maintain the bylaws and
assure they are reviewed every three years.
¥ Make sure all reports
are posted on web sight according to timelines set in bylaws.
¥ Send a tentative agenda
for the PTO meetings to the school principal to be posted on the school
web-sight at least five days prior to the PTO meeting.
¥ Be responsible for the
display of the cafeteria bulletin board.
Section
3: Vice
President shall:
¥ Assist the President.
Assume the duties of the President in his or her absence.
¥ Serve as coordinator of
the Spook Spectacular.
¥ Compose and oversee an
updated list of appropriate businesses to solicit for fundraising activities by
the PTO committee members.
¥ Approve and make
recommendations to committee members regarding solicitation of
businesses/services.
¥ Set up goals with the
coordinating committee members for fundraising events.
Section
4: Secretary
Shall:
¥ Record the minutes of
all meetings.
¥ Send a copy of the board
meeting minutes to the school principal to be posted on the WW web sight, and
provide a hard copy to the office within one week following PTO meeting.
¥ Handle all necessary
correspondence for the PTO. This
will include the distribution of incoming correspondence and remembering
families on behalf of the PTO in times of personal events (such as sickness or
death).
Section
5: The
Treasurer Shall:
A.
Be responsible for maintaining the incoming funds and disbursement of funds for
the PTO. Supply receipt to committee /chairperson upon receipt of money.
He/she shall also reconcile the bank account(s) and produce an income and
expense report for the PTO monthly.
B.
E-mail a copy of the current reconciled cash flow statement and profit/loss
statement to the PTO Board Members and the Principal at least five days prior
to the PTO meeting.
C. Send
a copy of the "approved" financials to be posted on the Wilder-Waite
website within five days following the PTO meeting.
D.
Prepare the books for review at the end of each school year.
Prepare a summary report of income and expenses for the school year.
E.
Submit to incoming President a summary report in previous year's income and
expenses by no later than July 31 or upon exiting position. This report
will be approved by the incoming board at the first PTO meeting of the school
year.
Section
6: The
Teacher Helper/Copy Parent shall:
¥ Be responsible for
recruitment of parents volunteering to be teacher's helpers. Those
parent volunteers will meet classroom needs as well as copy needs for all
teachers.
Section
7: The
Picture Person Chairperson shall:
¥ Be responsible for
recruitment of parent volunteers who will present a monthly art presentation to
each classroom.
¥ Schedule volunteers and
provide information about training.
¥ Obtain art prints form
Lakeview Museum.
Section
8: The Room
Parent Chairperson shall:
¥ Be responsible for
recruitment of parent volunteers to insure that each class has a Head Room
Parent.
¥ Work with volunteers to
insure holiday parties are coordinated.
¥ Act as a liaison between
Head Room Parents and carnival chairpersons.
¥ Be responsible for
coordinating Kindergarten Round Up refreshments.
¥ Remind each head room
parent of party at least one month prior to the event.
¥ Be responsible for
coordinating parent volunteers for special event parties including but not
limited to kindergarten round up, 5th grade celebration and field days.
Section
9 : The Welcoming/Yearbook
Chairperson shall:
¥ Be responsible for the
compilation and distribution of the student directory.
¥ Be responsible for the
compilation and distribution of the yearbook.
¥ Be responsible for
contacting new WW parents and distributing the PTO information packet to them.
¥ Be responsible for the
display of the stairway bulletin board.
Section10
: The Promotions
Chair shall:
¥ Be responsible for
publicizing, purchasing and selling spirit wear.
¥ Be responsible for
publicizing, collecting and submitting General Mills Labels for Education.
¥ Be responsible for 5 th
grade t-shirts.
Section
11 : The
Staff Appreciation Chairperson shall:
¥ Be responsible for
providing the teachers/staff with a card and gift certificate for their birthdays.
Teacher aides will receive a card.
¥ Remember teachers and
staff members on behalf of the PTO in times of personal events (such as
sickness, death or births) and distribute appropriate cards when deemed
necessary.
¥ Coordinate food for teachers
and staff for special events (i.e. Teacher Conference Luncheon, Teacher
Appreciation Week, year-end luncheon, etc.).
Section 12 : The Scrip Chair shall:
¥ Be responsible for
publicizing, purchasing, and selling Scrip.
Section 13 :
The Accelerated Reader Chairperson shall:
¥ Monitor the Accelerated
Reader program, including cataloging books, tests, and reward/incentives.
¥ Maintain program by
ordering books and tests as needed.
¥ Be responsible for
informing teachers about updates in the AR program.
Section 14: The Library Coordinator Chairperson shall:
¥ Act as a liaison between
the librarian and parent volunteers, and as a liaison between the librarian and
the PTO.
¥ Be responsible for
coordinating volunteer schedules.
¥ Be responsible for
coordinating and organizing the Book Fair.
Section 15: The Wild Cat Scratch Chairperson shall:
¥ Be responsible for
collecting information and distributing Wild Cat Scratch quarterly.
Section 16: The Market Day Chair shall:
¥ Be responsible for
coordinating volunteers to work Market Day pickup.
¥ Act as a liaison between
the Market Day Rep. and the school.
¥ Be responsible for the
publicizing and selling of Market Day.
Section 17: The Faculty Representative shall:
¥ Be a rotating position
on a monthly basis.
¥ Be a non-voting
position.
¥ Relate all PTO business
back to the teachers.
¥ Provide a vital link of
communication between the Board and staff.