Swanton School PTO
ARTICLE I – NAME, DESCRIPTION & PURPOSE
Section 1: NAME – The name of the organization shall be the Swanton PTO. The PTO is located at 24 Fourth Street, Swanton, VT.
Section 2: DESCRIPTION – The PTO is a group of parents and teachers dedicated to supporting the school.
Section 3: PURPOSE – The Swanton PTO exists to enhance and support the educational experience at Swanton, to develop a closer connection between school and home by encouraging parental involvement, and to improve the environment at our school. The PTO seeks to provide monetary support to each classroom that allows for extra educational materials, activities and field trips to enrich our children’s education.
ARTICLE II – MEMBERSHIP
Section 1: Membership shall be automatically granted to all parents and guardians of Swanton students, plus all current staff and retired teachers at Swanton. There are no membership dues. Members have voting privileges, one vote per household.
ARTICLE III – OFFICERS
Section 1: COORDINATORS – The Planning Board shall consist of the following officers: PTO Coordinator, Fundraising Coordinators, Treasurer, Community/Activities Coordinators, and Playground Coordinator. Coordinator positions can be shared. The School Principals, or his/her designee, are voting members of the Planning Board.
Section 2: TERM OF OFFICE – The term of office for all coordinators is one year, beginning immediately upon election, and ending upon officer election the following school year.
Section 3: QUALIFICTIONS – Any PTO member may become a coordinator of the PTO.
Section 4: DUTIES –
The Planning Board – Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, approve by majority vote of the Board unbudgeted expenditures of more than $500.00.
PTO Coordinator – Organize and announce meetings, arrange speakers and babysitters, preside at General PTO meetings and Planning Board meetings, serve as the official representative of the PTO, liaison between PTO and teachers/administration, coordinate meeting minutes and retain all official records of the PTO.
Treasurer – Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, and hold all financial records. Track field trip spending and facilitate grants provided to the school.
Fundraising Coordinator – responsible for proposing fundraising opportunities to the PTO and managing profitable fundraising events, coordinating volunteers to assist with collecting and processing orders and the liaison with outside fundraising vendors.
Community Relations Coordinator – responsible for parent/teacher related activities such as First Day breakfast, Teacher Appreciation week, utilizing the school bulletin board to communicate PTO activities and information to visitors.
Activities Coordinator – Organizes special events such as movie night, family night, faculty follies and the community dinner.
Playground Fund Coordinator – Organizes corporate incentive programs that benefit the playground fund such as Sox Tops, Box Tops, Tyson Tops, along with programs from Hannafords and Price Chopper. The playground fund coordinator will also work with the school administration to determine current and future needs to accommodate the recreational activities of our students while at school.
Section 5: BOARD MEETINGS – The Planning Board shall meet monthly during the school year, or at the discretion of the PTO Coordinator. This meetings may occur as part of the general PTO meeting or separately as needed.
Section 6: REMOVAL – A coordinator can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Planning Board.
Section 7: VACANCY – If a vacancy occurs on the Planning Board, the Coordinator shall appoint a PTO member to fill the vacancy, for the remainder of the coordinator’s term.
ARTICLE IV – MEETINGS
Section 1: GENERAL PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Coordinator.
Section 2: VOTING – Each member in attendance at a PTO meeting is eligible to vote, one vote per household. Absentee or proxy votes are not allowed. In event that a meeting is not possible, the PTO Coordinator can poll the PTO Board to vote on urgent issues.
Section 3 – QUORUM – Four (4) members of the PTO present and voting constitute quorum for the purpose of voting.
ARTICLE V – FINANCIAL POLICIES
Section 1: FISCAL YEAR – The fiscal year of the PTO begins July 1 and ends June 30 of the following year.
Section 2: BANKING – All funds shall be kept in a school account with a General Ledger Account for the Swanton PTO, requiring two signatures of the Planning Board and held at a local financial institution.
Section 3: REPORTING – All financial activity shall be recorded in a computer-based accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. There will be an independent review of its financial records each year.
Section 3: ENDING BALANCE – The organization shall leave a minimum of $5,000.00 in the treasury at the end of each fiscal year.
Section 4: CONTRACTS – Contract signing authority is limited to the PTO Coordinator or the Fundraising Coordinator.
ARTICLE VI – BYLAW AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. 2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.
ARTICLE VII – DISSOLUTION
In the event of dissolution of the PTO, any funds remaining shall be donated to Swanton School.
ARTICLE VIII – PARLIAMENTARY AUTHORITY
The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”