SAN MARCOS UNIFIED SCHOOL DISTRICT
WOODLAND PARK MIDDLE SCHOOL
PARENT TEACHER ORGANIZATION BYLAWS
This organization shall be called the “Woodland Park Middle School Parent Teacher Organization”, hereafter referred to “PTO.”
The purpose of this organization shall be:
· to stimulate interest and support for quality education and student achievement;
· communication between administrators, staff, and the students’ homes;
· to encourage pride, loyalty and participation at Woodland Park Middle School (WPMS);
· to provide financial support for school goals and student programs through fundraising efforts.
This organization is organized exclusively for charitable and educational purposes under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by organizations’ contributions to which are deductible under Section 170 (c.2) of the Internal Revenue Code of 1954 (or corresponding provision of any future United States Internal Revenue Law.)
All parents, or guardians and interested family members of students currently attending WPMS and staff are members of the WPMS PTO. There are no membership fees.
PTO Executive Board meetings shall be held on the second Tuesday of each month at 4:00PM at the WPMS site and are open to all WPMS parents and staff.
The President with the approval of the PTO Executive Board, as deemed necessary, shall call/cancel general (regular monthly) meetings if notice is posted in the office. If the President is unable to attend, the President may authorize the First or Second Vice President to run the meeting.
ELECTION OF OFFICERS
Each officer of the WPMS PTO shall be a parent or guardian of a student enrolled at WPMS.
The officers of the PTO shall be President, First Vice President, Second Vice President, Secretary, Treasurer and Parliamentarian.
All officers shall be elected annually. All officers shall be eligible to hold the same office for a maximum of two terms, unless there are no eligible candidates to fill the positions.
The President shall send a nomination letter to all parents of incoming 6th, 7th, and 8th graders during the month of April. From the returned letters the President will contact each nominee. The President will then prepare and distribute in May a ballot of possible officers. For offices where candidates are unopposed, the ballot will not be required and the candidate will have the office. At the close of nominations, if a position has no candidate, space for a write in candidate will be provided on the ballot for that particular position. If a write in candidate is elected, the President will verify with the candidate before posting the election results. Included on the ballot will be information about each candidate (in sixty words or less) and their qualifications. Parent shall vote by returning their ballots to school by the end of May. Officers will assume their duties on July 1st.
The President shall appoint any vacancy occurring in any office, except the office of President, for the unexpired term with approval by the majority of the PTO Executive Board.
No candidate for an office will be involved in the collection and counting of the ballots. The school principal will designate a school employee that is unaffiliated with the PTO to count the ballots.
PTO EXECUTIVE BOARD
A. The PTO Executive Board shall consist of a President, First Vice President, Second Vice President, Secretary, Treasurer, and Parliamentarian.
B. The PTO Executive Board shall meet once a month during the school year, unless otherwise ordered by the Executive Board. Special meetings of the PTO Executive Board
may be called by the President or may be called upon the written request of two Executive Board Members. The June meeting shall be a joint meeting of incoming and outgoing Executive Board Members at which time information shall be exchanged. In June, a close out meeting will take place between the incoming and outgoing Treasurers (if necessary) to close out past years books, set up the accounting practices for the new school year, transfer information, and conduct training for the incoming Treasurer, if the officer for Treasurer changed.
C. Standing committee chairpersons should attend, or send their information to the monthly PTO Executive meetings.
D. A quorum shall consist of the majority of the PTO Executive Board.
E. In the case of an email or telephone vote, a simple majority of the PTO Executive Board is required to carry the vote.
F. The Principal and/or his/her representative shall be “ex-officio” members of the PTO Executive Board and all committees and shall be informed of all committee and PTO Executive Board meetings.
G. Voting members shall be the PTO Executive Board, Committee Chairpersons, Staff, and PTO Members who have attended two out of the last three PTO Meetings. Voting must be done in person and not by proxy.
H. Any Executive Board member who accrues three absences from a PTO meeting will be asked to resign his/her position. If an Executive Board member plans to be absent, they must notify the President. Also, the absentee’s written report must already be duplicated and ready to be distributed at the PTO meeting.
I. The PTO Executive Board members will follow the WPMS PTO Bylaws. Significant violations of these bylaws will be grounds for dismissal of the board member incurring the violations and voted on by the majority at a PTO meeting.
OFFICERS AND DUTIES
A. The President shall:
1. Preside at all PTO Executive Board and General Membership meetings.
2. Vote in case of a tie according to the provisions for presidential voting specified
in Robert’s Rules of Order.
3. Have authority to approve unexpected expenditures of less than $50.00 per
month without PTO Executive Board approval.
4. Be an “ex-officio” member of all standing committees with the right to attend all
5. Help arrange all committees
B. The First Vice President shall:
1. Assume the office of President, both in temporary and permanent circumstances, maintaining the duties of the First Vice President until a replacement is appointed.
2. Coordinate fundraising efforts.
C. The Second Vice President shall:
1. Help arrange all committees
2. Be a liaison between school administration and parents to promote good communication.
3. Coordinate all hospitality drives
D. The Secretary shall:
1. Keep an accurate record of the proceedings of each meeting and read on call the record of any previous meeting. The record, called the Minutes, shall be written in narrative style and contain the following information:
a. The kind of meetings (PTO, General or Special)
b. The dates times and places of the meetings.
c. The names of members present at PTO Executive Board meetings and the
d. Whether the minutes of the previous meeting were read and approved.
e. The reports of officers and/or committees.
f. A record of all motions and resolutions, the name of the maker and the
person seconding all motions and the disposition of each motion.
g. Complete notes on the general proceeding of the entire meeting.
h. Minutes shall be impartially recorded without comment, typed, signed by
Secretary and the President, and presented for approval by vote of the
members present. First and last names should be used along with titles
or positions when necessary.
2. Write official letters for the organization and keep a file of all correspondence.
3. Preserve all records, reports, and documents of the organization, which are not assigned to other to preserve.
4. Will be responsible for putting the minutes and attendance sheet in the school site notebook to be able to be viewed by the site administrators and PTO members.
E. The Treasurer shall:
1. Receive, collect, deposit, and pay out all money subject to the order of the WPMS PTO within 30 days. Guidelines for handling money:
a. Two people will count the money together at school and initial
b. Fundraising money will be locked in the office safe.
2. Will keep an accurate account of all money received and expended and submit a report in writing at each monthly PTO Executive Board meeting. Maintain a permanent file for all reports.
3. Will prepare annual budget with input from administration and board members. Once completed, budget will be voted on by the Executive Board members and the administration and reflected in the minutes.
4. Be a signer on all accounts with the First Vice President, Second Vice President, Secretary or Parliamentarian. All checks requires two signatures, one must be the Treasurer’s, unless the Treasurer is the payee.
5. Keep all itemized receipts and records for a period of four years, except those requested at PTO Executive Board meetings to be permanently saved.
6. Close the books at the end of the school year and present them for an annual review if requested.
7. File all necessary tax reports.
8. Annual insurance premium must be paid in a timely fashion.
9. Place monthly treasurer’s report which includes expenditures and deposits, in the school site notebook.
F. The Parliamentarian shall:
1. Give necessary advice in parliamentarian procedure when requested and at the regular monthly meetings. Committee chairperson of any bylaw revision committee, and shall keep notes through the year on any recommended changes.
2. Have a good knowledge of parliamentary procedures and have the latest edition of Robert’s Rules of Order available at each meeting.
The Executive Board as may be required to carry on the work of the PTO shall create standing
committees. The committees and representatives shall be determined annually after the
approval of the calendar of events for the upcoming year.
The chairpersons of the standing committees will be recruited from the general membership or
the PTO Executive Board and approved by the PTO Executive Board.
The term of office for these chairpersons shall be for a fiscal year. The year starts July 1st and
ends June 30th.
At the completion of each event, chairpersons will submit a summary to the PTO Executive
Board. If needed, these annual reports will be distributed to the new chairpersons as they are
appointed for the fiscal year.
The Parliamentarian will review and recommend any necessary revision of the bylaws when
required. These revised bylaws will be reviewed and approved by the PTO Executive Board
A. At the beginning of the term of office, the incoming President shall present a copy of these
bylaws and standing rules to each member of the PTO Executive Board. Members shall be
responsible for making a thorough study of them. A copy of these bylaws shall be made
available to any member of the organization up request to the President.
B. A meeting of the PTO Executive Board-Elect may be called by the President-Elect to ratify
chairpersons, fill vacancies on the Executive Board, and make plans for the coming year’s
work. The Principal or his/her representative shall be a member of the Executive
Board-Elect and shall be informed of all meetings and plans.
C. These standing rules may be amended at any regular meeting of the PTO Executive Board
by a majority vote of the total members of the PTO Executive Board.
Upon the dissolution of this organization, assets shall be distributed for one or more exempt
purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or
corresponding section of any future federal tax code, or shall be distributed to the federal
government, or state or local government, for a public purpose.
Board Member’s Signature Date
Board Member’s Signature Date
Administrator’s Signature Date