Bylaws and Articles of Organization

Westford Middle School PTO (Formerly Blanchard Middle School PTO)

14 West St., Blanchard Middle School, Westford, MA 01886 (revised Sept. 2005)

FIN 04-3584230

 

Article I          Name

The name of the organization shall be Westford Middle School Parent Teacher Organization (or Westford Middle School PTO or WMSPTO).

 

Article II         Purpose

The purpose of the Westford Middle School PTO shall be:

1. To affect maximum two-way communication between the school and the parents/guardians of the Blanchard and Stony Brook school councils and the PTO.
2. To inform parents/guardians of the issues, programs and activities of the Blanchard and Stony Brook Middle Schools.
3. To develop a variety of enrichment programs and parent/guardian-child activities.
4. To sponsor fund-raising activities and to help the schools in specific ways such as enrichment activities, special programs, field trips and social activities as needs may arise.
5. To provide input in the decision-making process relative to issues, programs, and activities at the Blanchard and Stony Brook Middle Schools.

 

Article III       Membership

1. All parents/guardians of children who attend school at Blanchard and Stony Brook Middle Schools, and all teachers, staff and volunteers are members of the Westford Middle School PTO.
2. Voting privileges are extended to all members present at PTO meetings.
3. A membership contribution shall be left to the discretion on the PTO.

 

Article IV        Executive Officers

1. President/Co-Presidents: The President/Co-Presidents shall preside at all PTO meetings; shall work with the principals to prepare an agenda for all meetings; shall submit updates for the WMSPTO web page; shall oversee elections for available parent positions on the Blanchard and Stony Brook School Councils; shall, along with the treasurer, authorize expenditures up to a maximum of $300.00/month. All expenditures exceeding $300.00/month, which are not included in the annual budget, shall require approval of the general membership. President/Co-Presidents may attend all meetings including but not limited to The Superintendent’s Roundtable and School Committee meetings. President/Co-Presidents shall, along with at least one member from the general membership, audit the books at least once per year and prior to any change in the Treasurer’s position.
2. Vice Presidents: There will be one vice president from each middle school who will assist the President/Co-Presidents with all duties listed above in Article IV, Section A. Additionally the vice presidents will submit newsletter copy to their school’s secretary; assist in securing volunteers for various committees; schedule, and preside over site-based meetings as needed. The vice president or another attendee shall keep record the minutes of the meeting and submit it to the secretary. Vice Presidents may attend all meetings including, but not limited to The Superintendent’s Roundtable and School Committee meetings.
3. Treasurer: The Treasurer shall receive all moneys of the PTO; shall keep an accurate record of receipts and expenditures; shall submit an ongoing financial statement at monthly meetings (or via email if no meeting is scheduled); shall authorize, along with the President, any PTO expenditure up to the maximum of $300/month, not authorized in the current budget; shall make the books available for PTO audit, upon request; shall participate in the preparation of a budget prior to the first general meeting of the year. All checks written by WMSPTO exceeding $500 will require the signature of the treasurer and president (or assigned co-president).
4. Secretary: The Secretary shall; record and file the minutes of all PTO general meetings, and present said minutes at the following PTO meeting; file the minutes of all site-based meetings (recorded and submitted by vice-president or other site-based meeting attendee); maintain a record of all PTO correspondence, including a hard copy of all votes and official correspondence which may be done via email.
5. Enrichment: The Enrichment Committee will be responsible for coordinating, along with the Blanchard and Stony Brook staffs, enrichment activities and programs sponsored by the PTO; shall participate in creating the annual budget.
6. Fundraising: The fundraising committee shall plan and carry out the fundraising event for the PTO; submit a summary to PTO executive board at the conclusion of fundraising event; participate in developing the annual budget.
7. Term of Office:

1.       The Executive Officers shall be elected in June for a period of one year.

2.       The incoming officers of the PTO an the outgoing officers shall work together for the months of July and August to assure a smooth transition with a recommendation of a meeting of “old” and “new” officers.

3.       In the event of a vacancy occurring in the position of President/Co-President, the remaining Co-President or Vice President shall fill the un-expired term.

 

Article V         Committees and Chairpersons

The following committees shall be established, and Chairperson/Co-Chairpersons shall be appointed:

A.     Committees

1. Teacher & Staff Appreciation: The Teacher & Staff Appreciation Committee shall acknowledge important occasions for teachers, staff and PTO members, and shall be responsible for coordinating teacher appreciation events including but not limited to, Opening Day Coffee, December Holiday Coffee, and Teacher Appreciation Week.
2. School Store:     The School Store Coordinators shall coordinate the operation of their school stores (one at each school). Responsibilities include: keeping separate books, providing appropriate sale items and, at the end of the school year, turning over to the Treasurer all funds in excess of necessary start-up costs for the next year.
3. By-Laws: The By-Laws Committee shall review the by-laws annually and amend as necessary. The committee consists of the executive board members and volunteers from the parent community. Revisions to by-laws must be voted on at the first general meeting of the year.
4. New Committees: If a group of parents would like to form a committee to promote a particular activity or event through WMSPTO, they may request permission and/or assistance to do so via email or in person at a PTO meeting. The matter will be reviewed and voted on by the WMSPTO executive board. Any newly formed committee will be required to carry out its activity in accordance with WMSPTO guidelines as determined prior to the activity commencing.
1. Duties of Chairperson/Co-Chairperson: Chairpersons will be appointed in June and/or September for a period of one year. Their responsibilities will be as follows:
1. Facilitate the meetings of their committees.
2. Plan and implement publicity for their events.
3. Make and file a written report after each of their events.
4. File with the Volunteer Committee a list of volunteers used for each event
5. Complete an annual report for their committee to transfer to the incoming committee chairperson(s) at the end of the year.

Article VI        Budget

1. The budget will follow the laws regulating non-profit organizations, giving a detailed accounting of where raised moneys will be allocated, and keeping a record of all financial transactions including all documentation required by the IRS.
2. The fiscal year will begin on August 1 and end on July 31.
3. The budget will be submitted to the 1^st general meeting of the WMSPTO for approval.
4. The budget Committee will consist of the WMSPTO Executive Officers and board members.
5. A minimum $2,000 balance will be left at the end of each school year for start-up costs at the beginning of the next school year.
6. The Treasurer presents current budget, starting balance, and any items requiring carry over from the previous budget.

1.       Fundraising Chairperson reports on projected income.

2.       Principals and Enrichment Chairperson(s) report on projected needs for programs.

3.       A line item budget is prepared containing both projected income and proposed spending.

Article VII      Nominating Committee

A.  Members: The Nominating Committee shall consist of chairperson/co-chairpersons, appointed by the President, Vice Presidents, and two representatives from the general membership, and one fifth grade parent representative.

B.   Duties: The duties of the Nominating Committee shall be:

1.       To convene in April and prepare and distribute a list with the job descriptions of all positions to 5^th, 6^th, and 7^th grade parents.

2.       To be responsible for preparing a slate of officers for election at the June meeting.

3.       To be responsible for submitting names of all interested in volunteers to the incoming President and Vice Presidents.

3. Vacancies: In the event of vacant positions on the slate, the incoming President shall fill these positions by appointment.

 

Article VIII     Meetings and Votes

1. The President/Co-Presidents and Principals will schedule WMSPTO General Meetings. There will be three general meetings per year. All general meetings are open to the general membership and all are encouraged to attend.
2. The vice presidents, on an as-needed basis, will schedule site-based planning meetings, held at their respective schools. Site-based meetings are generally for the implementation of activities that have already been approved.
3. The president may periodically schedule a planning meeting for the executive board and all committee chairs when there are topics that affect the organization.
4. Issues relating to the operations of WMSPTO must be presented for a vote at general meeting. In order for a vote to be binding, two thirds of the executive board must vote. If an insufficient number of executive board members are present, a vote may be submitted in writing, via email or proxy. Any vote taken at a site-based meeting on issues relating to the operations of WMSPTO will be non-binding.
5. The June meeting shall be held for the purpose of electing/installing officers for the following year.
6. WMSPTO does not conduct business during summer months.
7. The President or Vice Presidents may call special meetings upon written request of twelve members of the general membership, at least one week prior to the meeting.
8. Robert’s Rules of Order shall apply except where bylaws supersede.

 

Article IX        Dissolution of Organization

In the event that the WMSPTO dissolves, any remaining funds will be distributed equally to Stony Brook and Blanchard Middle Schools, to be used at the discretion of the school principals.

 

Article X         Amendments

These bylaws can be amended at any PTO meeting by a two-thirds vote of the general membership present and voting, provided the proposed amendment has been submitted in writing at the previous meeting and that written notification has been sent to the general membership at least one week prior to the voting.