ARTICLE I - NAME, DESCRIPTION, & PURPOSE Section 1: NAME-The name of the organization shall be Easton Elementary School Parent Teacher Organization (EES PTO). The PTO is located at 307 Glenwood Ave Easton, MD 21601 Section 2: DESCRIPTION- The EES PTO is a 501(c)(3) non-profit organization for the purpose of supporting the education of children at Easton Elementary School by fostering relationships among the school, families, and teachers. Section 3: PURPOSE- The mission of EES PTO is to enrich the educational experience at EES by supplementing classroom needs, encouraging cultural enrichment, providing family-centered events, and creating deeper connections between the school, parents, and teachers.
ARTICLE II – MEMBERSHIP Section 1: MEMBERS- Any parent, guardian or grandparent of a student at EES may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights.
ARTICLE III - OFFICERS and ELECTIONS Section 1: Executive Board - The executive board shall consist of at least 3 parents, two teachers, and an administrator. A chair or co-chairs of the executive board should be appointed by the executive board. The executive board should have no more than 8 people at one time. Section 2: Duties A. The executive board shall jointly manage the events, finances, reporting and communication of the organization. B. The executive board will ensure that meeting minutes are kept, finances are managed, quarterly financial reports are made, and non-profit organization specific documents are submitted. C. The executive board will maintain a position on any subcommittee of the PTO and be responsible for reporting into the larger group about the work of that subcommittee. D. The chair or co-chairs will lead the overall structure of the organization’s work. E. At all times two members of the executive board shall be associated with the bank accounts.
Section 3: Nominations and Elections- Elections will be held at the last general PTO meeting of the school year. Candidates for the executive board will be discussed by the executive board and then the executive board will present the proposed slate at the meeting. The executive board should approach any parent or guardian of a student at EES that is interested in a position on the executive board. Nominations may be made from the floor. If the slate is uncontested, it can be a voice vote. If more than one person is running for a position, it will be a ballot vote. All PTO members present during the time of the vote may vote. Winners must win by a ⅔ majority.
Section 4: Eligibility and Terms of Office- Members are eligible for executive board positions if they have a child enrolled in the school (grandparents included) or are employed by the school. Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office unless no eligible candidates come forth and is voted on by the membership.
Section 5: Vacancies. If a vacancy occurs on the executive board, the chair or co-chair will appoint a PTO member to fill the vacancy for the remainder of the officer's term. If there is a vacancy in the Chair or Co-chair, the group should appoint a new chair.
ARTICLE IV- MEETINGS Section 1: General PTO Meetings- General PTO meetings shall be held at least 5 times a school year, or at the discretion of the executive board. Communications shall be sent prior to the meeting. A. Quorum- The quorum shall be six (6) PTO members. Section 2: Executive Meetings- Executive meetings shall be held regularly during the school year. A. Quorum- The quorum shall be four (4) members. Section 3: Special Meetings. Additional meetings may be called by committee heads or by members of the executive board. The time and place of all special meetings shall be announced at least seven (7) days prior to the meeting. ARTICLE V- COMMITTEES Section 1: Membership- Committees may arise and dissolve as the executive board sees fit for that school year. All committees will have at least one executive board member on the committee. ARTICLE VI- FINANCES Section 1: Fiscal Year- The fiscal year of the PTO begins on July 1 and ends on June 30. Section 2: Budget- The executive board shall prepare and submit a yearly operating budget at the end of the fiscal year. The proposed budget will be approved by a majority vote of the executive board members at an executive meeting. The person appointed by the executive board to manage the budget shall present the budget at the general PTO meeting. Any deviation from the budget must be approved in advance by majority vote of the PTO. Any budget request over $1,000 must have a minimum of three (3) bids. Section 3: Expenses. The executive board shall approve all expenses of the organization by a majority vote. Two authorized signatures shall be required on each check over the amount of $500.00. Authorized signers shall be the chair and another executive board member collaboratively assigned to be on the bank account. Requests for Reimbursement may be submitted by paper form or electronically with all required information. Section 4: Banking- The Chair is responsible for changing the signers on the account at the banking institution at the beginning of each fiscal year. The chair , or account co-signer, shall receive and deposit all funds for the PTO within 15 days from the receipt of the funds. Accurate records of all disbursements, income, and bank account information shall be kept and reconciled monthly. Section 5: Financial Reporting- All financing activity shall be recorded in a manual or computer-based accounting system. Reports of all financial activity will be given at each general PTO meeting, Financial statement at the end of the fiscal year will be reviewed by an auditor or informal auditing committee. Section 6: Contracts. Contract signing authority is limited to the chair.
ARTICLE VII- AMENDMENTS These bylaws may be altered, amended, or repealed and new bylaws may be adopted by the executive board at any general or special meeting. These bylaws should be reviewed and updated every four (4) years, or when an amendment is needed, and signed by the executive officers.
ARTICLE VIII- DISSOLUTION In the event of dissolution of the PTO, all funds remaining shall be donated to EES.
ARTICLE IX- AUTHORITY If any part of these bylaws shall conflict with the decisions, policies, or procedures adopted by the Talbot County Board of Education, they shall be deemed null and void and the decision of the Talbot County Board of Education shall, in all cases, control.