BY-LAWS OF THE LENOX MEMORIAL MIDDLE SCHOOL PTO

 

ARTICLE I:  Name

The name of this organization shall be the Lenox Memorial Middle School Parent-Teacher Organization (LMMS PTO), grades 6, 7, and 8 in the Middle School.

ARTICLE II:  Object

The object of this organization shall be to promote activities and enrichment programs that will enhance the educational and social atmosphere within the MIDDLE SCHOOL community. This Organization shall encourage collaboration between teachers, staff, parents, guardians, and the general community in order to secure the highest advantages in education for every student enrolled in the School. This shall be achieved by active participation in the LMMS PTO membership meetings; LMMS PTO sponsored events, and school programs, by all interested parents, guardians, and educators.

ARTICLE III:  Membership

The Membership of this organization shall be comprised of all parents and legal guardians of students currently enrolled at the Middle School and all teachers and staff who are currently employed at the Middle School, grades 6-8. There shall be NO membership dues or fees collected. Any member is welcome to attend and provide input at the LMMS PTO membership meetings. Any member shall be entitled to make motions and serve on committees. All members of the LMMS PTO shall be eligible to vote during meetings of the membership. The Principal and Assistant Principal of the School shall be non-voting members who shall be considered sitting advisors and/or consultants.

Parents or guardians of incoming 6^th graders will be eligible to participate as voting members in the nomination and balloting processes, only, during the April and May meetings preceding their student’s matriculation into LMMS.

ARTICLE IV: Officers

The officers of this Organization shall be as follows:  Two (2) Co-Presidents, One (1) Treasurer, and one (1) Correspondence Secretary. All officer positions are a one-year term, and shall be limited to three consecutive years in any one position.

NOMINATIONS AND ELECTIONS:  Nominations of LMMS PTO officers shall be made at the membership meeting in the month of April. Elections of LMMS PTO officers shall be made at the membership meeting in the month of May. Only members who have consented to serve shall be eligible to run in the election. An opportunity shall be given for nominations from the floor. Voting will be done by written ballot, unless only one slate of nominees is offered; then the correspondence secretary may request a single vote for the ballot as a whole. LMMS PTO officers, exclusive of those running for office, will count ballots. If there shall be no LMMS PTO officers who are not running for office, the ballots shall be counted by two or more individuals designated by the members (excluding the officers) in attendance at the meeting. A simple majority of the votes shall be required for the election of all officers. All LMMS PTO officers shall assume their official duties on July 1st, unless the nomination and election of LMMS PTO officers is carried past July 1st. In that event, LMMS PTO officers shall assume their official duties immediately upon election. In the event that a vacancy shall occur in any office during the year, such vacancy may be filled by majority vote of the remaining officers.

Officers' Duties

• Co-Presidents:  The co-presidents shall chair all meetings of the officers and the membership and shall be responsible for monitoring the activities of the other officers and committees, ensuring that delegated assignments and/or responsibilities are being met. The co-presidents shall compile the Volunteer List and maintain the LMMS PTO activity and event folders. The co-presidents will also be responsible for the preparation of programs to be presented at all meetings, maintaining the LMMS PTO bulletin board.
   
• Treasurer:  The Treasurer will be responsible for the accurate keeping of all financial records for this Organization. This shall include the preparation of a monthly treasurer's report, copies of which shall be available to LMMS PTO members, and the maintaining of a checking account in the name of the LMMS PTO for the prompt payment of LMMS PTO expenses. The Treasurer shall also be responsible for distribution of cash boxes and change for cash boxes at all LMMS PTO events that require a cash box and shall deposit the money from these LMMS PTO events.
   
• Correspondence Secretary:  The secretary shall be responsible for the accurate recording of all minutes of meetings of the officers and the membership and shall make the minutes available for distribution and review prior to the next scheduled meeting of the officers or the membership, as the case may be. If minutes are not distributed, they shall be read at the next meeting of the officers or the membership. The secretary will take care of all correspondence necessary for the conducting of business for the organization, including notices about upcoming activities.

ARTICLE V:  Meetings

MEMBERSHIP MEETINGS: Meetings of the membership shall be held on the second Wednesday of each month at 7:00 p.m. from September to May. Should a meeting date occur when school is not in session or in the event of a school calendar conflict, the LMMS PTO officers will decide upon an alternate date. The LMMS PTO officers will determine the meeting schedule in August prior to the start of the school year with the approval of the Assistant Principal for use of the facilities. June and August meetings will be conducted only if necessary. Meetings shall be held in the School Library unless otherwise notified. Seven (7) members shall constitute a quorum for the transaction of business in any meeting of this Organization. All LMMS PTO members shall conduct themselves appropriately during all LMMS PTO meetings and events. New ideas and open discussion is encouraged. Respect and courtesy toward each other is expected. An agenda shall be available at every meeting. The co-presidents shall be entitled to terminate any discussion at a membership meeting that shall not be pertinent to the agenda item then being reviewed or discussed.

ANNUAL MEETING: The Annual LMMS PTO Meeting of the membership shall take place in the month of May. The following will occur: election of officers, end-of-year treasurer's report, and all other business as deemed necessary.

SPECIAL MEETING: In the event that a special meeting of the membership is required, the membership will be notified with a minimum of twenty-four hours notice.

CHANGE OF A MEETING: In the event of a change of a meeting of the membership, all attempts will be made for the membership to be notified with a minimum of twenty-four hours notice, with the exception of school being cancelled or cancellation of after-school activities.

VOTING: Except as otherwise specified in these By-Laws, a simple majority vote of the LMMS PTO members present at any meeting shall be required for all action to be taken by this Organization. In order to approve an activity or appropriate funds outside the boundaries of the said object of the LMMS PTO a two-thirds majority vote will be required of the membership.

ARTICLE VI:  Expenditure of Funds

All expenditures of funds over the amount of $150.00 shall require the approval of the majority of the membership present at a membership meeting. A request for funds must be made in person at a meeting of the membership prior to the need for such funds.  At the end of each school year, a minimum of $2,000.00 shall remain in the LMMS PTO account for fall start-up expenses. Following the annual election, the LMMS PTO officers shall sign a new signature card for the LMMS PTO bank account.

The signatures of the treasurer and one officer shall be required on each check drawn on the account that shall be for more than $750.00. All LMMS PTO expenses shall be paid or reimbursed by LMMS PTO bank account checks only. All LMMS PTO fund raising monies shall be counted by at least two fund raising volunteers, and all funds shall be deposited in the LMMS PTO bank account within three business days of collection thereof. Only LMMS PTO funds shall be deposited in the LMMS PTO bank account. There shall be no co-mingling of School funds in the LMMS PTO bank account. The fiscal year of the LMMS PTO shall begin July 1 and end June 30. The LMMS PTO bank accounts and financial records shall be audited by all of the officers by not later than July 1 each year so that the audit shall be completed prior to the assumption by the new officers of their official duties. The outgoing officers shall, on or before July 1, provide the new officers with an accounting of all LMMS PTO accounts.

ARTICLE VII: The Executive Board

BOARD COMPOSITION: The Board of this Organization shall be comprised of the following: Co-president’s (2), Treasurer (1), and Correspondence secretary(1).

BOARD DUTIES & POWERS: The Board of this Organization shall meet at such times, as they shall deem necessary. At such meetings, no formal action may be takes on any issues needing ratification by the majority of the membership, including, but not restricted to, appropriation and/or disbursement of funds greater than $150.00. A majority of the officers must agree to the appropriation and/or disbursement of any funds of $150.00 or less.

ARTICLE VIII: Committees

AUDITING COMMITTEE: The Auditing Committee will be comprised of the LMMS PTO Officers and three LMMS PTO members at large. The three LMMS PTO members will be selected according to Article IV, paragraph 2 at the May LMMS PTO meeting of the membership. The LMMS PTO bank accounts and financial records shall be audited by all of the members of the Auditing Committee by not later than July 1 each year so that the audit shall be completed prior to the assumption by the new officers of their official duties.

OTHER COMMITTEES: Other Committees shall be formed as necessary, their membership comprised on an as-needed basis.

ARTICLE IX:  Parliamentary Authority

The rules contained in the current edition of Robert's Rules of Order, Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these By-Laws and any special rules of order that may be adopted.

ARTICLE X:  Amendment of By-Laws

Copies of these By-Laws shall be available to members at all meetings of the membership. Each officer shall keep a copy of these By-Laws and the Correspondence Secretary shall maintain the original.

At least once each year, these By-Laws shall be reviewed and amended as necessary. Any amendment to the By-Laws may be proposed by any member of the LMMS PTO prior to March 1 of any calendar year. By-Laws and proposed amendments shall be reviewed and amended prior to the April membership meeting. Proposed amendments shall be presented to the membership at the April membership meeting for review and comment. These By-Laws may be amended at any meeting of the membership by a two-thirds vote of the members present and voting, provided that notice of the proposed amendment(s) shall have been given at the meeting immediately preceding the membership meeting at which the vote shall be taken.

ARTICLE XI:  Fundraising

There shall be no more than two major fundraisers per year. Additional fundraisers may be allowed if they are to raise money for a specific purpose. All fundraisers must be pre-approved by the LMMS PTO membership and shall be scheduled so as not to conflict with school activities.

ARTICLE XII:  Dissolution and Distribution of Assets

Upon the dissolution of the LMMS PTO, the executive committee shall, after paying or making provision of the payment of all of the liabilities of the LMMS PTO, dispose of all of the assets of the LMMS PTO by distributing such assets to an organization organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law). Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction who shall distribute such assets to an organization or organizations that is exempt from federal income taxation under section 501 (c) (3).

ARTICLE XIII: Discipline of Members and Officers

The Executive Board, at an Executive Board meeting, will decide any act requiring disciplinary action. A written letter signed by the LMMS PTO Co-Presidents will be sent to the disciplined party. The letter will be sent by certified mail. The Secretary will keep a copy of the letter with other PTO papers.

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By-Laws Adopted by Membership Vote:  May, 2005