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By-Laws


Edward Smith Elementary School PTO ByLaws

Name: The name of the organization shall be the Parent‐Teacher Organization of the Edward Smith Elementary School, Syracuse, New York.

Tax Status: The Edward Smith Elementary School PTO is a not‐for‐profit educational organization filed under 501(C)3 of the IRS code.

Purpose: The organization will work to achieve a quality and equitable education for our children. It shall serve on behalf of the children as a forum for communication, understanding, support and cooperation among parents, guardians, faculty, administration, staff and community. It shall attempt to be inclusive of the diverse population of our community.

General Membership: The membership shall consist of all parents and/or legal guardians of Edward Smith Elementary School students, teachers, staff, and administrators of Edward Smith Elementary School.

Section 1. The PTO shall hold at least six general membership meetings during the school year.

Section 2. All meetings of the PTO shall be held at the Edward Smith Elementary School or a site that serves the Edward Smith Elementary School community.

Board of Directors: The Board of Directors shall consist of the elected officers, the chairs of all standing committees and one faculty representative. The elected officers shall be the President, the two Vice‐Presidents, the Corresponding Secretary, the Recording Secretary and the Treasurer. The school administrators (Principal and/or Vice‐Principal) and the immediate Past‐President shall serve as ex‐officio members of the Board of Directors. The Executive Board consists of the elected officers, administrators and the faculty representative.

Section 1. The Board of Directors shall convene and meet at least once monthly during the school year.

Section 2. Special meetings may be called for any purpose by a majority of the Board of Directors or the President.

Section 3. Executive decisions can be made jointly by the President and the Vice‐Presidents when immediate decisions are necessary. The Board of Directors will than be notified by the next Board of Directors meeting.

Section 4. A meeting of all new, continuing and outgoing members of the Board of Directors shall be held in May of each year.

Meetings:

Section 1. The Board of Directors shall convene and meet at least once montly during the school year.

Section 2. Special meetings may be called for any purpose by a majority of the Board of Directors or the President.

Section 3. Six members of the Board of Directors shall constitute a quorum to transact business at meetings of the Board of Directors. A vote of a majority of those present shall be required to approve any matter before the Board of Directors.

Section 4. On failure to attend three consecutive Board of Directors meetings or to submit a report to the president, a member of the Board of Directors shall be deemed to have resigned ad a new member shall be nominated by the President to take his/her place.

Voting: Each member of the PTO organization (parents and/or legal guardians, teachers, staff and administrators) shall have one vote on matters concerning elections of officers or substantial financial expenditure. All members of the Board of Directors shall have one vote on voting matters put before the Board of Directors by the Executive Board.

Duties of the Executive Board

Section 1. President

Section 2. Vice Presidents (2)

Section 3. Corresponding Secretary

Section 4. Recording Secretary

Section 5. Treasurer

Section 6. Faculty Representative

Section 7. Principal and/or Vice Principal

Section 8. Immediate PastPresident

Standing Committees

Section 5. Except for the Finance Committee, each of the Standing Committees shall select its chair prior to the May Board of Directors meeting, subject to the approval of the Board of Directors.

Section 6. Each committee Chair shall be responsible for developing committee membership and attending Board of Directors meetings to report on activities.

Section 7. At the May Board of Directors meeting, each Standing Committee shall present an updated summary of the activities of their committees for the school year.

Section 8. In June, each Standing Committee shall be responsible for submitting to the Treasurer an annual written budget which accounts for how dollars shall be spent. Committee chairs will work within treasurer’s guidelines.

Section 9. All committees are open to any member of the PTO.

Section 10. Committee chairs shall attend a new school year meeting, to be held each September, to outline these responsibilities.

Section 11. Annual committee reports shall be made available by committee chairpersons at each June general membership meeting.

Section 13. Standing committees that exist at the time of each update of the Edward Smith Elementary School PTO by‐laws will be listed in an addendum to the by‐laws.

Nomination and Election of Board Members:

Nominating Committee: The Nominating Committee shall be composed of five members, no more than two of whom shall come from the current Board of Directors. The Corresponding secretary shall convene the Nominating Committee in March and act as one of its members (providing no conflict of interest arises there from). The Chair shall be elected by the committee. If more than four members volunteer, names will be chosen randomly.

Section 1. The Nominating Committee shall be responsible for creating a slate of PTO officers for the upcoming year.

Section 2. The Nominating Committee shall identify and select a Faculty Representative.

Amendments:

Section 1. These by‐laws may be amended at a general membership meeting, as appropriate, by a vote of two‐thirds of the members present. A written notice of proposed amendment(s) must be sent to all general members no less than 14 days prior to the vote.

Section 2. PTO members may submit, in writing, changes or corrections to or comments about proposed amendments to the PTO mailbox in the Edward Smith School Elementary School office a minimum of seven days prior to the vote.

 


Ed Smith PTO Policy on Earmarked Donations

Approved November 2017

Ed Smith PTO appreciates contributions from families and community members, whether through direct individual donations or group fundraising activities. We encourage financial contributions to be made to the general fund of the PTO. All parents and staff are welcome to attend all our monthly meetings and to make and vote on funding proposals. All our spending is reported in our meeting minutes, which are sent out to the community each month and available upon request any time. PTO funds are used for field trips, teacher requests for materials and equipment, and other activities and improvements requested by the students or staff.

Occasionally a donor or a group would like to make an earmarked contribution for a specific purpose. In this case, our policy is as follows: