PTO By-Laws




Parent Teacher Organization


Article I - Name of Organization

The name of this organization is Spencer Elementary School Parent Teacher Organization.

Article II - Articles of Organization

The organization is an unincorporated association of its members.  These By-Laws shall serve as the Articles of Organization unless separate articles of organization are adopted by the organization.

Article III - Objectives

The objective of the organization is to provide the students of Spencer Elementary School with programs, events, and materials that enhance the curriculum and support the school in its mission to create a challenging, safe, and rewarding educational environment that facilitates optimal lifelong opportunities to meet the physical, social, emotional, and intellectual needs of our diversified student body.


Article IV - Basic Policies

The following are basic policies of the organization:

1.  The organization shall be noncommercial, nonsectarian, and nonpartisan;

2.  The organization shall cooperate with the school staff to actively support the improvement of education;

3.  Neither the name of the organization nor that of any member in their official capacities shall be used to promote any commercial concern, partisan interest or any other purpose not appropriately related to the objectives of the organization;

4.  The organization shall not, directly or indirectly, participate or intervene in any way (including the publishing or distributing of statements) in any political campaign on behalf of or in opposition to any candidate for public office;

5.  The organization may cooperate with other organizations and agencies concerned with child welfare; and,

6.  In the event of the dissolution of the organization, its assets shall be distributed in accordance with the desires of the membership.

Article V - Membership and Dues

A. Membership. Every individual who is a parent or guardian of a child attending Spencer Elementary School and all members of the school staff shall be considered members of the organization.

B. Dues.  Annual dues may be set by the executive committee as approved by the membership.

Article VI - Meetings

General meetings of the organization shall be set by the executive committee.  At least three (3) general meetings shall be held during the school year.  The time and place of any meeting shall be announced at least seven (7) days prior to the meeting.  Any number of members present shall constitute a quorum for the transaction of any business in any general meeting of the organization.

Article VII - Officers

A. Positions.  The officers of this organization shall consist of a president, a vice president, a secretary, a treasurer, and a past president advisor. 

B. President.  The president shall (i) preside at all meetings of the organization and of the executive committee, (ii) perform such other duties as may be prescribed in these by-laws or assigned to him/her by the organization or by the executive committee, (iii) coordinate the work of the officers and committees of the organization, (iv) select and appoint all chairpersons of all committees, (v) act as the liaison between the PTO and the Head of School and Administrative staff at the school. and (vi) serve ex-officio on all committees, except the nominating committee.

C. Vice President.  The vice president shall act as an aide to the president and shall perform the duties of the president in the absence or inability of that officer to serve.

D. Secretary.  The secretary shall (i) keep an accurate record of all general and executive committee meetings of the organization, (ii) maintain an up to date copy of the organization's By-Laws properly annotated with any amendments showing the date each amendment was accepted by the organization, (iii) send out notices of the organization's general meetings, (iv) publish and distribute the minutes of the general meetings, (v) be responsible for all internal and external correspondence, and (vi) perform such other duties as may be delegated to him/her.

E.  Treasurer.  The treasurer shall (i) have custody of all funds of the organization, (ii) keep a full and accurate account of all receipts and expenditures, (iii) make disbursements in accordance with the approved budget or as authorized by the organization, (iv) present a treasurer's report at every meeting of the organization and at other times when requested by the executive committee and (v) provide a full financial statement at the last meeting each year. The treasurer's accounts shall be audited annually by a person designated by the executive board.

F. Past President Advisor. The past president advisor shall provide guidance and support to the current President as needed.

Article VIII - Elections

A. Procedure.  Officers shall be elected by a vote of the majority of the membership present at the annual organizational meeting.   

B. Terms. Officers shall assume their official duties following their election and shall serve for a term of one year or until the election or appointment of their successors.

C. Nomination.  The Nominating Committee shall nominate at least one eligible person for each office to be filled and report its nominations at the annual organizational meeting at which time additional nominations may be made from the floor.  The committee shall contact all persons who are nominated to confirm their willingness to serve.

D. Vacancies.  In the event of a vacancy in any office the members of the executive committee shall appoint a person to serve for the remainder of the term.

Article IX - Executive Committee

A. The Executive Committee.  The executive committee shall consist of the officers of the organization and two (2) faculty representatives. The principal of the school shall be an ex-officio member of the executive committee.

B. Duties.  The executive committee shall (i) transact necessary business during the intervals between general meetings, (ii) create standing and special committees, (iii) approve plans of work of the standing committees, (iv) present reports and recommendations at general meetings, and (v) prepare and submit to the membership for approval the budget for the fiscal year.

C. Meetings.  Regular meetings of the executive committee shall be held during the school year at times to be fixed by the committee. A majority of the executive committee members shall constitute a quorum. Special meetings of the executive committee may be called by the president or a majority of the members of the committee.

Article X - Standing and Special Committees

A. Nominating Committee. The Nominating Committee shall be composed of three (3) persons who shall be selected by the Executive Committee.  The president shall appoint a chairperson of the Nominating Committee.  The committee shall carry out its responsibilities, as specified in Article VIII C.

B. Standing Committees. The Executive Committee may establish Standing Committees as it deems necessary and advisable. The President shall appoint the chairpersons of all Standing Committees, who shall serve as members of the Executive Committee. The chairperson of each committee shall recruit the members for his or her committee. The chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports. 

C. Special Committees. The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed.  The President shall appoint the chairpersons of all Special Committees.  The chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

Article XI - Finances

A. Budget.  The Executive Committee shall present to the membership at the first regular meeting of the year a budget of anticipated revenue and expenses for the year.  This budget shall be used to guide the activities of the organization and the Executive Committee during the year.  Any substantial deviation from the budget must be approved in advance by the organization.

B. Obligations. The Executive Committee may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization.

C. Loans.  No loans shall be made by the organization.

D. Disbursement of Funds.  All expenses of the PTO must be approved by the organization as presented in the budget.  Members of the Executive Committee shall have the authority to spend up to $100.00 on items not specified within the budget and without bringing the purchase before the full organization if there is not adequate time to do so.  The disbursement must be reported to the organization at the next regularly scheduled meeting.

E.  The Treasurer shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment. In making disbursements, two officer signatures are required on all checks. In regards to making reimbursements, they are to be issued only upon remittance of a signed receipt to the treasurer.

F.  Fiscal Year.  The fiscal year of the organization shall be from July 1 through June 30.

Article XII - Parliamentary Authority

"Robert's Rules of Order Revised" shall govern the organization in all cases in which they are applicable.

Article XIII - Amendments

These by-laws may be amended at any general meeting by a majority vote consisting of two-thirds of those members present and voting.