Pirtle Elementary Volunteers PTO BY-Laws

 Pirtle Elementary Volunteers PTO By-Laws

Pirtle Elementary Volunteers PTO BYLAWS

 

ARTICLE I - NAME

The official name of the Parent Teacher Organization is Pirtle Elementary Volunteers Parent Teacher Organization (PEV PTO).

ARTICLE II - MISSION and FUNCTION

MISSION

It is the mission of the PEV PTO to serve as an active forum; to help strengthen communications and involvement between school staff, students, families and the community; and to work with school staff and students to create a unified harmonious atmosphere to achieve excellence in education.

FUNCTION

The function of the PEV PTO is to raise funds and promote involvement in school activities through the following means:

 a. Recruiting active members/volunteers, and encouraging participation.

b. Planning and conducting special events and activities.

 c. Raising funds to assist the school in purchasing school equipment, enhance educational programs, and help create a peaceful, fun, and unified atmosphere.

 d. Communicating accurate district and school information to the group and the community.

e. Provide input to the principal’s office regarding various aspects of the school; operations, programs, and communications.

 f. Respond to individual concerns.

g. Produce information and content for the weekly school newsletter if requested.

ARTICLE III - MEMBERSHIP

Any parent or guardian with children attending Joe M. Pirtle Elementary and any Joe M. Pirtle Elementary Staff who are interested in the mission of the PEV PTO, and who are willing to uphold its basic policies and subscribe to its Bylaws may apply to become a member.  All teachers at Joe M. Pirtle Elementary will automatically become a member if they personally want to and take the same steps as the other members in letting it be known.  To apply, one must show interest by informing the school office/PTO executive board of said interest with vocal wording and involvement in events.  One must also have a complete and approved background check each year with the school district to maintain voting and membership rights.   Upon completion of a satisfactory Belton ISD volunteer application approval, and knowledge of the school and executive board officers, the potential member can now have all rights and privileges pertaining to voting rights as long as they volunteer and/or keep in constant communication and good standing with the executive board officers. Example: Work/family makes it hard to come into the school to volunteer more than once a month, but you are actively replying to emails or volunteering in other ways to help.

A Pirtle Staff representative who is also a member, must be present at all general meetings, and will be respected.

ARTICLE IV – OFFICERS

The Officers of the PEV PTO shall be a President, Vice President, Treasurer, and Secretary.  Per District Request no one person shall hold more than one primary office.  No full time employee of the district should hold an executive board position (except the principal), unless there are no others willing. 

To be eligible to run for any office, one must have the approval from the Pirtle Elementary Principal, who will be making their decision based on if all can work in harmony.  Then, the nominee must have accomplished a minimum of 80 hours of volunteering time in the school within the year they plan to run.  Example: The school year starts in August, the potential runner for office must have 80 hours within the school by March, the following calendar year, to be eligible to be placed on the April ballot for voting for the start of the next school year.

TERMS

Officers shall be elected for at most two-year terms at the April meeting, to begin transition in May, by a majority vote of the members present.  It is recommended that Officers shall not serve a term exceeding two years, but terms may be extended by a majority vote, but no more than three years.  If no person volunteers for one of the Executive Officer positions and the current officer does not continue to serve, the Executive Board will mutually agree on the reallocation of the duties of the unfilled Officer position.  It is recommended that the Vice President is voted in by all, with the knowledge that they will be assuming the President position following the end of said President’s final term.  It can be voted on that the current Vice President not assume the President’s position by the wish of the principal, and majority vote of the members. Terms end on the last day of the school year or May 31, whichever comes first.  Terms shall run from June 1-May 31.

EXECUTIVE BOARD

The Executive Board shall consist of the Officers and Principal.  The duties of the Executive Board shall be to transact necessary business between PTO meetings, to approve the plans of work of the Standing Committees, and other business that is referred to it.  Meetings of the Executive Board may be called by the Principal, President/Vice President, or by the majority of the Board.

The Executive Board, by the beginning of the school year, shall establish a list of goals to be accomplished during the school year and present it at the first PTO meeting for approval.

A budget shall be established for the following school year in April and voted upon at the May PTO meeting.  If said budget is not possible to develop by April, for multiple reasons, then the first meeting of the school year will be sufficed.

All members of the Executive board shall maintain current working records and surrender all records relevant to PEV PTO business, electronically and/or in hard copy, to the incoming president and/or pertinent member on the last day of school of the year s/he steps down from the executive board.

VACANCIES

A position is declared vacant upon resignation or removal.  A vacancy, except the office of the President (which shall be filled by the Vice President), shall be filled by appointment of the remaining Board members, and approved by the majority of the present PEV PTO.  It is recommended that potential Officer Vacancies be addressed in January.

The principal will hold the power to actively council the officers, and if a compromise of a harmony working atmosphere cannot be reached, said Principal has the right to suggest a change in officers at any time.  The Principal will need to be able show sound reasoning in writing of why said officer(s) is not a good fit to continue to work within the Executive board.  Upon presentation, the PTO membership can accept or decline the principal’s recommendation and take further action to change leadership as needed.

EXECUTIVE BOARD SPECIAL RULES AND COSIDERATIONS

Because of the special powers of the president and treasurer it is stated that a president and treasurer cannot be from the same family unit.  For example, spouses or significant others. 

All executive board members should strive to attend all meetings and attend to their responsibilities.  If needed for a short time an executive board member may elect a surrogate to act in their place as long as all other board members agree.   This can only be enacted with the permission of the whole board and for special circumstances.  For example: family emergency, illness, etc.  The surrogate must be a member or be able to become a member in short order.

NOMINATIONS, ELECTIONS and VOTING

Elections will be held at the second to the last meeting (April) of the school year or as needed to fill vacant positions.  All individuals seeking candidacy shall inform the Executive Board and/or state intent at a general meeting starting in January.  Voting shall be by voice vote.  If more than one person is running for an office, a ballot vote shall be taken.  Voting for amendments and decisions will be conducted when a quorum is present.  A Quorum will consist of at least 11 active members, which is to include officers.  Votes will be decided by a majority.

SPECIAL MEMBERSHIP CONSIDERATIONS

Any Violation of Federal, State and/or Local Laws, regulations, or statues can be reason for removal from executive office and/or membership in the PTO.  This can include, but is not limited to, the use of foul language, false rumors, creating a hostile environment that makes others uneasy, and drama in association with other PTO members and staff of the elementary school or district. 

ARTICLE V - DUTIES OF OFFICERS

PRESIDENT

Responsibilities:

a. To prepare agendas in cooperation with the principal prior to the meeting.

 b. To convene meetings.

c. To preside at meetings.

d. To facilitate any group discussions.

e. To call for members of committees.

f. To review meeting minutes.

g. To work closely with the principal in matters that relate to the PTO.

h. To make presentations to various groups and school board, if requested.

 i. To orient the new President.

 j. To plan the annual calendar.

k. To keep all other officers honest and on track.  President does have the authority to question another officer of their work, and potentially ask them to leave office if proof is found of a job being neglected or dishonestly delivered.  The president will not act alone, s/he will consult with the principal and other school staff to be sure every angle is accounted for in this decision.

VICE PRESIDENT

Responsibilities:

a. To serve as a PTO Board liaison to all PTO group committees. Committees may include: Fundraising, Family Fun Activities, Teacher Appreciation, etc.

b. Act as an assistant to the President.

c. Performs duties of the President in the absence of that officer.

d. Coordinate special projects as they arise.

e. To create agendas for the monthly membership meetings.

TREASURER

The treasurer cannot be a full-time employee of the district.  If they work as a temp or substitute, they must have written permission each year from the principal and financial officer and have it filed at the district.  The Treasurer cannot live in the same household as the president of the PEV PTO or be from the same family unit.  For example: a brother and sister could be treasurer and president because they have separate families and children attending the school as long as they live in separate households.

Responsibilities:

a. To receive, process, and deposit all PTO monies.

b. To keep an accurate record of receipts and expenditures.

c. Maintain an adequate paper trail for EVERY transaction.

 d. To make payments (i.e. issue checks) as authorized by the:

 i. Approved PTO budget

 ii. Approved by the PTO Executive Board

 iii. PTO membership vote

e. To report financial position at PTO meetings, including:

i. Current balances of all accounts

 ii. Monthly written reconciliation of all account activity.

 iii. Year-to-Date performance against plan.

f. To reconcile checking account monthly.

 g. To provide timely and relevant financial information to support financial decision-making.

 h. To consistently apply and follow all financial control policies, including filing with the IRS in a timely manner.

i. To coordinate and present annual budget for approval each May for the following school year.

 j. To coordinate Audit (financial review) to be conducted annually each August.

k. Submit a written report of actual revenues and expenditures to the by Oct 31 each year.

l. To keep the PEV PTO debit card in their possession/safe when not signed out by another.

            i. To keep the PEV PTO debit card sign out/sign in document updated.

            ii. Keep and organize the receipts from the debit cards use/purchases.

SECRETARY

a. To attend all meetings and record proceedings and votes of the PTO.

b. To submit minutes of the meetings to the Principal, President and general membership prior to the next scheduled meeting.

 c. To assist the President in handling any necessary correspondence.

d. To create and manage an online presence through social media and email accounts for the PTO board in a timely manner.

e. To manage and direct the internal and external communications of the board to the general public.

f. Communicate with the District Communications office or with the district liaison as needed.

g. Help organize the volunteers for upcoming activities. (Send out sign up geniuses, making phone calls, send emails, and communicate with volunteers and parents.)

h. Keep and update the list of all volunteers’ names, emails, and phone numbers for the school year.

i. Manage the Pirtle Elementary Volunteer’s Facebook and email accounts.

j. keep a log of volunteer’s hours spent at the school by noting names and times from the school’s log.

HANDS OFF OFFICER

The “Hands off Officer” is an old officer who has served their terms, but was asked by all current/newly elected officers to stay on the Board for one more year. This position does not need to always be filled.

Responsibilities:

a. Help the Executive/board/committee members know and understand how past events/activities were accomplished and the reasoning behind decisions.

b. Still expected to attend the Executive meetings and to be in the “loop” with the other Executive Officers.

c. Help with planning when asked.

d. Stay hands off and in the background as much as possible so that the current/new officers/committee chairs can perform their duties while having the option to seek help/information if needed.

e. To help ensure many traditions stay as close to the same as possible, if desired by the others and the school.

GRADE PARENT LIAISON

The office of a “grade parent liaison” is part of the PEV PTO BOARD but can go to Executive meetings as well.  One parent can/will represent for the primary grades of kindergarten, 1^st grade, and 2^nd grade.  One parent cane/will represent for the intermediate grades of 3^rd grade, 4^th grade, and 5^th grade.

As involvement and desire to be a Grade Parent Liaison grows, the position can grow into one parent representing each grade, Kindergarten, first grade, second grade, third grade, fourth grade, and fifth grade.

These representatives can be up for nominations from the Executive Board if no parent/guardian runs.

Responsibilities:

a. To represent the views of other parents/guardians in said grade(s) that they are representing.

b. To bring attention to the needs; wants; accomplishments; questions; etc. for said grade(s) that they are representing.

c. To be involved with any PTO planning of activities/events for said grade(s) that they are representing.

d. To go to as many Executive meetings as possible.

PTO HISTORIAN

The office of PTO Historian is part of the PEV PTO BOARD.  This position is for a member of the PTO who can take and organize pictures and history of events.

Responsibilities:

a. Be present at as many events as possible to take pictures of the volunteers (PEV PTO members) working at said event.

b. Be able to handle and accept other volunteer’s pictures from events and organize them.

c. Be able to produce pictures and/or history of past events/activities when asked.

d. To go to a many Executive meetings as possible

ARTICLE VI - STANDING COMMITTEES

 Standing Committees shall be formed as necessary by the Executive Board.  These Committees shall review and present plans/options to the PEV PTO and designate sub-committees pertaining to their separate functions.

These Committees shall make initial decisions relating to their function; however, no decision shall be acted upon without the approval of the Executive Board or the voting membership.

PEV PTO shall have Standing Committees for fundraising, sunshine liaison, hospitality (ex: teacher lunches/treats), instructional liaison, and any other committees as the PEV PTO deems appropriate. A leader for each committee will be decided at the end of each year – May meeting – to carry on for the next school year.

ARTICLE VII - MEETINGS

GENERAL MEETINGS

The PTO shall meet every month throughout the school year.  Meetings will be held within the school for all members and approved volunteers who are interested in possibly joining the PEV PTO.  Minutes will be available to view before the next month’s meeting.  Meeting times and dates are to be set by the Executive Board prior to the start of the current school year.

EXECUTIVE BOARD MEETINGS

The PTO Executive Board shall convene when needed for working sessions. Meetings may be cancelled in months in which there is no school business.  Minutes from these meetings will also be available to be viewed.

ARTICLE VIII - FINANCIAL CONTROLS

A tentative budget shall be drafted and approved by a majority vote of the members present at the last meeting of the school year.  The fiscal year shall coordinate with the school year.

 a. PEV PTO Fiscal Year is defined as starting on July 1, XXXX and ending on the following June 30, XXXX.

b. There shall be a minimum of $1500 in the PEV PTO bank account at the end of the fiscal year to fund immediate costs of next year.

 c. Mailing address on bank account will be Joe M. Pirtle Elementary’s mailing address:

Pirtle Elementary Volunteers PTO

714 S Pea Ridge Rd

Temple, TX 76502-5136

d. With the approval from all PEV PTO officers; board members; and committee chair members, a debit card is available for their use for the year.

            i. The use of the PEV PTO debit card will be voted on for future use based on previous performance, at the end of each school year.

            ii. The treasurer will hold the debit card; as well as a sign out/sign in document to keep track of which officer/board member/committee chair personal has and used the debit card.

            iii. The PEV PTO debit card will be used strictly for PEV PTO business.

            iv. The officer/board member/committee chair personal will return the debit card and all receipts showing the use, to the treasure within two weeks of checking out the card.  The exception is the reigning PEV PTO President, Vice President, and Secretary can have the debit card checked out for up to a month.

            v. All executive board officers are able to view the sign out/sign in document at any moment – as well as the receipts from purchases using the debit card.

            vi. Any board member/committee chair/executive officer can bring up any concerns about the use of the debit card and possible mistreatment, at any time.

            vii. A vote can be held at any time to see if the PEV PTO debit card should be handed over to a trusted officer (which does not have to be the treasure in this case). Till a review/investigation has been completed and steps have been taken to solve the concern/problem.

e. All checks will require TWO signatures to be valid. Checks will be imprinted with “Requires Two Signatures to be Valid”.  Suggested signatures shall be the President and Treasurer.

f. All deposits must be submitted using a PEV PTO Bank Deposit Form.

i. Two people must be present at all times when cash is initially collected and counted.

g. All requests for payment must be submitted on applicable forms:

i. Petty Cash Paid Out Form

ii. General Requisition Form

iii. Reimbursement Claim Form

h. The Executive Board can vote and authorize expenditures on non-budgeted requests up to $500.  These expenditures shall be viewed regularly to see how much money is being spent outside of the budget.

i. non-budgeted expenditure requests over $500 must be presented at monthly PTO meetings and voted on by the general PTO membership.  These expenditures shall be viewed regularly to see how much money is being spent outside of the budget.

j. PTO Treasurer and a member of the Executive Board will reconcile the bank statements monthly.  These statements should be compared to monthly financial results reported by the PTO.

 k. Annual audit to be conducted in August before the start of the school year.  A report on the findings are to be presented at one of the first PTO meetings of the new school year.

ARTICLE IX - BASIC POLICIES

NEUTRALITY

The organization shall be noncommercial, nonsectarian, and nonpartisan.  No commercial enterprise and no political candidate shall be endorsed by it.  The name of the organization or its officers in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest for any other purpose than the regular work of the organization.

The organization may cooperate with other organizations and agencies active in child welfare.

REPRESENTATION

Any official representation of the PEV PTO created in or through the worldwide web is the sole property of the organization.  As such the entire membership, including the governing body and school principal, shall refrain from using any member’s personal information such as name or likeness to create a PTO online account unless approved by the principal.  This includes email, fundraiser and other accounts related to Pirtle and student activities, and social media platforms.  The entire membership, including the governing body and principal, shall not use any PTO email, social media and any other online accounts for personal use or gain.

PASSWORDS

The outgoing president with access to any PTO account that requires a password shall turn over passwords and/or access codes to the incoming president by June 1.  The new president has the right to modify any PTO account password or access code at any time during his/her tenure.  The passwords and access codes will be known by all active executive board members, including any recently changed passwords or access codes.

DISSOLUTION

In the case of the dissolution of PEV PTO, all remaining assets and documents will be distributed to Joe M. Pirtle Elementary.

ARTICLE X - UPDATES and AMENDMENTS

Bylaws shall be reviewed annually. Updated and revised bylaws shall be presented and submitted by the President for approval by the general board at the first PTO meeting of the school year. These bylaws may be amended at any regular meeting of the organization by providing notice of the proposed amendment change given at the previous meeting, or at least 5 days beforehand, and having a majority vote of those present as long as they form a quorum.

Revised 2025