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Official Bylaws of Mill Creek Upper Elementary Parent Teacher Organization
Article I: Organization NameThe name of this organization is the Mill Creek Upper Elementary Parent Teacher Organization, otherwise known as Mill Creek PTO.
Article II: PurposeThe purpose(s) of the Parent Teacher Organization of Mill Creek Upper Elementary (hereinafter referred to as the PTO) are:
- To promote the welfare of children and youth enrolled in Mill Creek Upper Elementary, in home, school, and community.
- To bring into closer relationship the home and school of these enrolled students, and that the parents of these students may work cooperatively with the school towards educational goals.
- To develop between educators and the general public united efforts that will secure, for every child, the highest advantages in physical health, mental health, social, and spiritual education.
- To promote programs to foster and encourage educational awareness between parents, teachers, and students, as deemed appropriate by the membership of this organization.
- To coordinate fundraising to make the aforementioned possible.
Article III: Basic Policies
- The PTO shall be noncommercial, nonsectarian, and nonpartisan.
- The name of the PTO, or the names of any members in their official capacities, shall not be used in any connection with a commercial concern, or with any partisan interest, or for any purpose not appropriately related to promotion of the objects of the PTO.
- The PTO may cooperate with other organizations and agencies concerned with child welfare, but persons representing the PTO in such matters shall make no commitments that bind the PTO.
- In the event of dissolution of the organization, its assets shall be distributed to the current organization that follows, or if there is no said organization, funds will be given to the Board of Education of the Belton, MO school district to be used specifically for Mill Creek Upper Elementary. If Mill Creek Upper Elementary is not in operation at the time of the dissolution of this organization, the funds are to be given evenly to the lower grade schools to improve the welfare of its underprivileged children.
Article IV: Membership and DuesSection I: Member RequirementsAny individual who is willing to uphold the basic PTO policies and subscribe to its by-laws may become a member. Membership in this organization shall be available without regard to race, creed, religion, sexual orientation, or color.Section II: Enrollment of MembersThe PTO shall conduct an annual enrollment of members. Persons may be admitted to enroll at any time, given they are in good standing with the PTO from the previous years’ activities.Section III: DuesEach member of the PTO shall pay the annual dues set by the previous year’s board at the final meeting of the previous year. These dues must be paid to the PTO. The enrollment fee can be waived to those in financial hardship. The number of members that are eligible for this hardship waiver will be set at the first meeting with the officers at the beginning of the school year.Section IV: ParticipationOnly current, active, paid members of the PTO shall be eligible to participate in the business meetings or serve in any of its elective or appointive positions. In addition, only paid members can volunteer at events and must be registered with the school district.Section V: Membership Term LimitsThe membership year shall run from June 1st of the previous year to May 31st of the current school year.
Article V: OfficersSection I: StandingEach officer of this PTO must be an active member and must uphold a high standard of integrity and good judgment in making decisions regarding the welfare of the Belton School District.Section II: OfficersThe officers of this PTO shall be President, Vice-President, Secretary, Treasurer, Fundraising Coordinator, Volunteer Coordinator, and Membership Coordinator. Other positions may vary by year as the needs of the PTO change. These positions will be determined by the current year’s board. Descriptions of the duties for these positions are listed in a separate document titled, “Officers Duties.”
Article VI: Election of Officers, Assumption of Duties, Vacancies, and CommitteesSection I: Election of Officers and Assumption of Duties
Section II: Vacancy of a Board PositionA vacancy occurring in any board position may be filled by the runner-up from the election. If no runner-up is available, an emergency vote may be held at the next PTO meeting, or emergency officers meeting, with a majority vote. Should a vacancy occur in the President’s position, the Vice-President shall assume the President’s duties for the remaining term.Section III: Committees
- A preliminary ballot with incumbents and write-ins will be discussed at the April PTO meeting.
- If there is but one candidate for any position, the nominations may be by voice.
- Officers shall assume their official duties on June 1st at the close of the school year, and shall serve for one year, not to exceed May 31st of the upcoming school year. No persons shall serve more than two consecutive terms in the same office unless the officers approve an exception.
- Only current, active members of the PTO shall be eligible to serve on any committee representing the PTO.
- The Officers may create a committee, as deemed necessary to promote the policies and carry out the purpose of the PTO.
Article VII: Duties of OfficersSection I: AttendanceAttendance and participation are crucial and required for the PTO to be successful. Officers must attend at least 80% of the meetings or positions held are automatically forfeited. Absences must be excused by the President to avoid forfeiture of the board position.Section II: Description of PositionsThe duties for each position is listed in a separate document titled, “Officers Duties”.Section III: Removal of OfficeRemoval from office may occur by a simple majority vote of the board. A board member could be subject to removal at any such time that he or she fails to perform the assigned duties, is corrupt, or any act/behavior that brings dishonor to, or negates, the purpose and/or goals of this PTO. Removal shall take place only after the board has met in an effort to assess and discuss the problem and all attempts have been made to resolve the problem.
Article VIII: Duties of the BoardThe PTO Board shall consist of the officers listed in Article VII above. The board shall plan and approve all programs for the year according to the purpose of the PTO, shall appoint committees as necessary to accomplish the PTO’s work, shall have the privilege of voting when present at a meeting, and shall assist in volunteer needs of the PTO.
Article IX: FinancesSection I: ContractsThe board may authorize any officer(s) or agent(s) of the PTO, in addition to the officers so authorized by these By-Laws, to enter into any contract for the PTO. Such authority may be general or confined to a specific instance.Section II: Gifts/ContributionsThe board may accept on behalf of the PTO any gift, or contribution, for the general purposes or for any special purpose of the PTO.Section III: Disbursements
Section IV: Invoices
- All disbursements/charges must be approved by a vote of the board.
- The treasurer and two officers as determined and approved by the board will be designated signatories. The Treasurer and the president will be required to sign all PTO checks. If no other board members present, the President will act on behalf of the PTO board until member positions are filled.
Section V: Fiscal YearThe fiscal year of the PTO shall run June 1 to May 31 of each year.Section VI: RecordsThe PTO shall keep correct and complete books and records of which may be inspected by any member of his/her agent or attorney for any proper purpose at any reasonable time.
- All invoices must be approved and initialed by the Treasurer and the President. If the President is unavailable, the Vice-President may fill in.
- The Treasurer must be given invoices within seven (7) business days of receipt.
- All invoices must be paid by the Treasurer no later than the invoice due date.
Article X: MeetingsSection I: Dates of MeetingsThe President and Principal of Mill Creek shall meet before the first PTO meeting of the school year to determine dates of meetings and events that the PTO organizes.Section II: Meeting Frequency
Section III: Voting
- Meetings shall be held once a month, on the first Tuesday of the month, unless otherwise communicated to the PTO members. This is subject to change each year as decided by the President and Principal.
- Special meetings of the membership may be called by the President and/or the Board. Board members shall be notified of these meetings by phone, email, or text.
- Only members in good standing of the PTO shall be eligible to participate in and/or vote at any meetings or regarding any PTO business.
- At a regular meeting, a majority of the Officers and an equal number of non-office holding members present shall constitute a quorum for the transaction of business in any meeting of the organization.
- At all meetings, the majority vote shall rule. In the event of a tie, the President shall cast the deciding vote.
Article XI: FundraisingSection I: ActionsThe board members will research and present at PTO meeting(s) ideas in regards to all fundraising endeavors.
Section II: Fundraising Collection(s)A collection date will be set for any fundraiser done, for timely collection of monies due, and should be paid in full by all participants. If funds are not received at the time of collection, a phone call will be made or a letter sent by the Secretary within 4 days. A final deadline of less than a week will allow one last opportunity to send payment. Orders that do not include money by the final deadline will not be placed.
- The board members will be responsible for the planning and implementation of all fundraising activities. All officers are required to participate in all phases of PTO sponsored fundraising activities as requested by the coordinator of each fundraising project. Exceptions for participation can be made by the President.
- The board will approve of all fundraising activities by majority vote.
- Monies raised shall be appropriated throughout the school year as approved by the board.
- Monies will cover the costs of school-related services, equipment, assemblies, speakers, scholarships, supplies, advertising, or anything else as approved by majority vote with the current board.
Article XII: ScholarshipPTO Scholarship(s) will be awarded annually as funds allow in the amount determined by the board. The application will be available to graduating seniors in the spring. All applications will be due by March 31st for review by the board. A majority vote of the board will determine the recipient(s) for the school year. A scholarship will be awarded and announced at the high school graduation ceremony. The scholarship will expire December 31st of the same year it was awarded. The student must show proof of enrollment in college/technical school to receive PTO funds. The scholarship is available to any Belton, MO high school student who attended Mill Creek Upper Elementary for at least 1 full year.
Article XIII: AmendmentsThese By-Laws may be amended by a committee composed of the President, Vice-President, and Secretary. Other officers and members may submit proposed changes in writing to the President. Revisions need to be read, considered, and approved by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall be given at least thirty days prior to the meeting unless an exception is made by the board.