Guidelines

The Morris School PTO suggests the following guidelines for all PTO-sponsored events and activities.

1. Adult supervision is required at all PTO-sponsored events and activities. There shall be a minimum of two (2) adult chaperones in attendance at any event/activity. Additional adult chaperones shall be added according to a ratio of one (1) adult for every ten (10) children participating in the event/activity.

2. All participants in a PTO-sponsored event/activity are expected to behave in a safe and reasonable manner that is considerate of others at the event/activity. Repeat offenders may be asked to leave an event by any adult chaperone.

3. Adult chaperones have the authority to correct inappropriate behavior by any of the participants at a PTO-sponsored event/activity.

4. PTO volunteers shall agree to abide by the state and local regulations prohibiting the possession or use of alcohol, tobacco, or illegal drugs on school premises. The Morris School PTO shall extend this prohibition to include all PTO-sponsored events/activities on or off school premises. Exceptions to this policy may be allowed, with permission from the School Committee and subject to the state and local licensing regulations, for adult-only PTO-sponsored events/activities.

5. PTO volunteers shall not consume nor be under the influence of alcohol or drugs when they have responsibility for students at a PTO-sponsored event/activity.

6. PTO volunteers shall sign a confidentiality agreement regarding student behavior and information, as required for all Morris School volunteers.

7. A basic first aid kit shall be present at any PTO-sponsored event/activity. The event chairperson or other adult chaperone shall obtain the first aid kit from the PTO supply cabinet (located behind the Cafeteria stage at Morris School), prior to the start of the event/activity. If any items are used during an event/activity, the event chairperson shall notify the PTO Officers, who will be responsible for replenishing the supplies.

8. No latex balloons or decorations shall be used inside the school building, due to allergy considerations of children and adults in the Morris School community.

Drafted June 2003

BYLAWS OF THE
MORRIS SCHOOL PTO
2002/2003

ARTICLE I

Name

The name of this organization shall be the Morris School Parent-Teacher Organization (MS PTO).

ARTICLE II

Object

The object of this organization shall be to promote activities and programs that will enhance the educational and social atmosphere within the School community. This Organization shall encourage collaboration between teachers, staff, parents, guardians, and the general community in order to secure for every student enrolled in the School the highest advantages in education. This shall be achieved by active participation in the MS PTO membership meetings; MS 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 School and all teachers and staff who are currently employed at the School. There shall be NO membership dues or fees collected. Any member is welcome to attend and provide input at the MS PTO membership meetings. Any member shall be entitled to make motions and serve on committees. All members of the MS PTO shall be eligible to vote during meetings of the membership. The Principal of the School shall be a non-voting member who shall be considered a sitting advisor and/or consultant.

ARTICLE IV

Officers

The officers of this Organization shall be the following: 2nd year co-president, 1st year co-president, treasurer, recording secretary, and notices secretary. All officer positions are a one-year term, and shall be limited to four consecutive years in any one position, with the exception of the 1st year co-president who shall automatically succeed to the office of 2nd year co-president. Officers shall not receive any salary for their services.

Nominations and Elections

Nominations of MS PTO officers shall be made at the membership meeting in the month of April. Elections of MS 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 recording secretary may cast a single vote, as long as no opposition to the slate is shown. MS PTO officers, exclusive of those running for office, will count ballots. If there shall be no MS 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 MS PTO officers shall assume their official duties on July 1st, unless the nomination and election of MS PTO officers is carried past July 1st. In that event, MS 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

· 2ND YEAR CO-PRESIDENT: The 2nd year co-president 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 2nd year co-president shall compile the Volunteer List and maintain the MS PTO activity and event folders. If a vacancy occurs in the office of the 2nd year co-president, the 1st year co-president shall assume the duties of the 2nd year co-president. A new 1st year co-president shall then be appointed with the approval of the other MS PTO officers.

· 1st YEAR CO-PRESIDENT: The 1st year co-president shall, in the absence of the 2nd year co-president, chair the meetings of the officers and the membership. The 1st year co-president will be responsible for the preparation of programs to be presented at all meetings, maintaining the MS PTO bulletin board, publishing the MS PTO Newsletter, sending out an MS PTO survey at the end of the school year to all parents, (if deemed necessary by the officers), making sure pictures are taken at all MS PTO activities, selling the Excuse Pads at the MS PTO meetings of the membership.

· 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 MS PTO members, and the maintaining of a checking account in the name of the MS PTO for the prompt payment of MS PTO expenses. The Treasurer shall also be responsible for distribution of cash boxes and change for cash boxes at all MS PTO events that require a cash box and shall depositing the money from these MS PTO events.

· RECORDING SECRETARY: The recording 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, as the case may be. The recording secretary will take care of all correspondence necessary for the conducting of business for the organization.

· NOTICES SECRETARY: The notices secretary shall be responsible for preparing and distributing the MS PTO meeting announcement with topics of discussion included. The notices secretary shall also be responsible for reproducing and distributing all MS PTO activity and event notices.

ARTICLE V

Meetings

MEMBERSHIP MEETINGS: Meetings of the membership shall be held on the third Tuesday of each month at 7:00 p.m. from September to May. Should a meeting date(s) occur when school is not in session or in the event of a school calendar conflict, the MS PTO officers will decide upon the alternate date(s). The MS PTO officers will determine the meeting schedule in August prior to the start of the school year with the approval of the Principal. June and August meetings will be conducted only if necessary. Meetings shall be held in the School Library unless otherwise notified. Ten members shall constitute a quorum for the transaction of business in any meeting of this Organization. All MS PTO members shall conduct themselves appropriately during all MS 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 MS 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 in writing 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 in writing with a minimum of twenty-four hours notice.

VOTING: Except as otherwise specified in these By-Laws, a simple majority vote of the MS 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 MS 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 $50.00 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 the funds to ensure that approval is obtained prior to spending the funds. At the end of each school year, a minimum of $2,000.00 shall remain in the MS PTO account for fall start-up expenses. Following the annual election, the MS PTO officers shall sign a new signature card for the MS PTO bank account.

The signatures of two officers shall be required on each check drawn on the account that shall be for more than $1,000.00. All MS PTO expenses shall be paid of reimbursed by MS PTO bank account checks only. All MS PTO fund raising monies shall be counted by at least two fund raising volunteers, and all funds shall be deposited in the MS PTO bank account within three business days of collection thereof. Only MS PTO funds shall be deposited in the MS PTO bank account. There shall be no co-mingling of School funds in the MS PTO bank account. The fiscal year of the MS PTO shall begin July 1 and end June 30. The MS 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 MS PTO accounts.

ARTICLE VII

The Executive Board

BOARD COMPOSTION: The Board of this Organization shall be comprised of the following: 2nd year co-president, 1st year co-president, treasurer, recording secretary, and notices secretary.

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 $50.00. A majority of the officers must agree to the appropriation and/or disbursement of any funds of $50.00 or less.

ARTICLE VIII

Committees

AUDITING COMMITTEE: The Auditing Committee will be comprised of the MS PTO Officers, the Principal, and three MS PTO member. The three MS PTO members will be selected according to Article IV, paragraph 2 at the May MS PTO meeting of the membership. The MS PTO bank accounts and financial records shall be audited by all of the members of the Auditing Committee by not later than August 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 bylaws and any special rules of order that may be adopted.

ARTICLE X

Amendment of Bylaws

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 recording 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 made by any member of the MS 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 May membership meeting immediately preceding the membership meeting at which the vote shall be taken.

ARTICLE XI

Fundraising

There shall be one major fundraiser per year. Additional fundraisers may be allowed if they shall be geared to raise money for a specific purpose. All fundraisers must be pre-approved by the MS PTO membership.

ARTICLE XII

Dissolution and Distribution of Assets

Upon the dissolution of the MS PTO, the executive committee shall, after paying or making provision of the payment of all of the liabilities of the MS PTO, dispose of all of the assets of the MS 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 and the Principal at the Executive Board meeting will decide any act requiring disciplinary action. A written letter signed by the Principal and the MS PTO co-presidents. The letter will be sent by certified mail to the disciplined party.