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JEFFERSON PARENT TEACHER ORGANIZATION (JPTO)

BYLAWS

ARTICLE I: NAME

The name of this organization is Jefferson Parent Teacher Organization (JPTO).

Mission Statement

Jefferson PTO supports Jefferson School’s mission statement S.O.A.R.S. through efforts to provide enrichment opportunities for the entire Jefferson School community.

ARTICLE II: OBJECTIVE

The objective of the JPTO is to provide academic, cultural, and social enhancements through volunteering and fundraising.

ARTICLE III: BASIC

1. The JPTO functions through meetings, committees, and projects.

2. The JPTO is non-commercial, nonsectarian, and nonpartisan. It shall not endorse any religious organization or political candidate, association or affiliation. The name of the organization or the names of any members in their official capacities shall not be used in any connection with any partisan interest, or for any other purpose than the regular work of the JPTO.

3. The JPTO seeks neither to direct nor control the administrative activities of Jefferson School or its policies.

4. The e-mail contact list will be used for distributing information pertinent to JPTO business as designated by the Executive Committee.

ARTICLE IV: MEMBERSHIP

1. All Parents/Guardians, Administration, Faculty and Staff of Jefferson Elementary School students will be considered members of JPTO.

2. Voting privileges are afforded to all eligible members, with one vote per member in attendance at the meeting.

ARTICLE V: OFFICERS AND THEIR ELECTION

The officers of the JPTO are President or Co-Presidents, Vice President, Secretary, Treasurer, Volunteer Coordinator, Communications Coordinator and the Faculty Advisor.

1. Nominations for election of officers are formally put forward at the March meeting, with the expectation that candidates previously have been approached and have provided consent. Nomination procedure is open from the floor. The order of nominations shall be President, Vice President, Secretary, Treasurer, Volunteer Coordinator, and Communications Coordinator. 

2. Officers are elected by a majority vote of members present at the meeting in the month of April. However, if there is but one nominee for an office, the Secretary may cast the elective ballot of the JPTO for the nominee.

3. Officers assume their official duties at the last (May) meeting of the school year and serve their terms until the following April when new elections are held.

4. A vacancy occurring in any office is to be filled for the unexpired term by a person elected by a majority vote of the PTO body.

ARTICLE VI: DUTIES OF OFFICERS and CHAIRS

1. The President:

  1. Presides at all meetings of the JPTO and of the Executive Committee. If unable to attend a meeting, the President may designate a member as proxy (the Vice President or other officer). 
  2. Welcomes members to new year at Meet the Teacher Night.   Presentation to include information regarding the objectives of the JPTO for the coming year and details regarding planned and completed events. 
  3. Leads, coordinates, and delegates the work of the JPTO officers, members, and committees.
  4. Prepares and arranges the JPTO activities calendar and handbook with the school principal to be printed and distributed.
  5. Writes and distributes welcome/allotment letter to teachers.
  6. Performs all duties as described in these Bylaws or as assigned by the Executive Committee in a manner that serves the objectives of the JPTO.

2. The Vice President:

  1. Attends all meetings of the JPTO and Executive Committee or delegates a member of the Executive Committee as proxy.
  2. Acts as an aide to the President.
  3. Performs the duties of the President in the absence or inability of that officer to serve.
  4. Welcomes new students and families to Jefferson with the Communications Coordinator.
  5. Performs all duties as described in these Bylaws or as assigned by the President or Executive Committee in a manner that serves the objectives of the JPTO.
     

3. The Secretary:

  1. Attends all meetings of the JPTO and Executive Committee or designates a proxy to do so.
  2. Prepares and distributes the agenda one week prior to the meeting.
  3. Ensures accurate recording of minutes, including tallies of all votes, for the JPTO and makes them available to all members within one week.
  4. Performs all duties as described in these Bylaws or as assigned by the President or Executive Committee in a manner that serves the objectives of the JPTO.

4. The Treasurer:

  1. Attends all meetings of the JPTO and Executive Committee, or designates a proxy to do so, and presents a written financial report at every meeting.
  2. Prepares and presents a preliminary budget to the Executive Committee during August for the upcoming school year and presents it to the members at the September meeting.
  3. Receives and safeguards all monies of the JPTO.
  4. Keeps accurate records of receipts, expenditures, and cash flow.
  5. E. Pays out funds in an expedient manner and in accordance with the approved budget as authorized by the JPTO.
  6. Keeps copies of historical financial records and all bank statements in the Jefferson Elementary School office JPTO file drawer.
  7. Provides a complete financial report for the previous year at the September meeting.
  8. Submits all financial reports and records annually for review and approval to a designated JPTO member who is not a member of the Executive Committee.
  9. Submits monthly bank reconciliations to the same designated JPTO member (described in item H) for monthly review as required by the JPTO’s bond insurer.
  10. Provides documentation for reimbursement and vendor payments for event chairperson(s) records."
  11. The Treasurer shall not have sole responsibility for any event that requires collection or disbursement of monies. 
  12. Performs all duties as described in these Bylaws or as assigned by the President or Executive Committee in a manner that serves the objectives of the JPTO.
     

5.  Volunteer Coordinator

  1. Maintain the volunteer list created from letters sent home at the beginning of each school year.
  2. Ensure each chair has volunteers necessary to execute event. 
  3. Contact chairs prior to each event to provide general information regarding required steps in planning events. 
  • Goal setting
  • Preliminary planning meeting with Principal and minimum of one Executive Committee member.
  • Principal’s requirements regarding distributing materials to parents.
  • Timelines for copying and distribution from the main office. 
  1. Performs all duties as described in these Bylaws or as assigned by the President       or Executive Committee in a manner that serves the objectives of the JPTO.

6.  Communications Coordinator

  1. Welcome new students and families to Jefferson with the Vice President
  2. Maintain contact with staff for all PTO events
  3. Each spring, survey staff to determine needs for next school year and submit report to Executive committee for consideration when determining budget.
  4. Submits up to date information to the Jefferson school webmaster
  5. Create and submit for approval JEFF-E- blast emails upon request of the President/Executive Committee. 
  6. Communicate between JPTO members wherever necessary as directed by the President/Executive Committee. 
  7. Ensures all communication conforms to Standard Written English.
  8. Performs all duties as described in these Bylaws or as assigned by the President or Executive Committee in a manner that serves the objectives of the JPTO.

5. Faculty Advisor:

  1. Volunteers to attend all meetings of the JPTO and Executive Committee or designates a proxy to do so.
  2. Liaison between Teachers/Staff and the JPTO
  3. Takes part in discussions with Executive Committee via e-mails and out-of-school scheduled meetings.
  4. Offers guidance to adhere JPTO to Mission Statement and Objectives.

6. Chairpersons:

  1. Chairpersons and Co-chairs are responsible to report to the Executive Committee.
  2. Chairpersons’ term is not automatically reinstated.
  3. Prior to event, chairperson(s) are required to meet with Executive Committee and School Principal on a pre-agreed schedule during the event planning process.  In addition, all e-mail and paper correspondence and marketing material distributed for the event must be approved by the PTO President and the Principal prior to distribution.  Correspondence is then forwarded to Communications Coordinator for distribution.
  4. Chairperson is responsible for ensuring payment to vendors or third parties. 

ARTICLE VII: MEETINGS AND VOTING PROCEDURE

1. Regular meetings of the JPTO are held during the school year according to a predetermined schedule set by the Board and the Principal for inclusion on the East Penn district calendar.

2. Special meetings of the JPTO may be called by the Executive Committee, seven (7) days notice having been given to all members.

3. The annual election meeting is held in April. At that meeting, officers are elected based on nominees put forth at the March meeting.

4. The privilege of holding office, introducing motions, and voting is limited to members in attendance at the meeting. Teachers are permitted one (1) vote, but not on financial matters that directly affect that teacher. The principal is allotted one (1) vote, but also retains authority, through veto rights, to ensure that all JPTO activities follow District guidelines. In the event of a tie vote, the principal holds the tie-breaking vote. 

5. A Quorum is three (3) members of the Executive Committee or their specified proxies (who must be JPTO members) and four (4) other members in good standing.

6. Voting procedure, following motion and second of motion, is by show of hands with count recorded by the Secretary. Alternatively, any vote may be by silent written ballot, at the request of any member present, with count recorded by the Secretary and designated member at large.

7. Minutes recording/reporting procedures. These procedures are left to the discretion of the presiding Secretary.

8. Roberts Rules of Order shall be used as a guideline when deemed necessary. 

ARTICLE VIII: FINANCIAL MATTERS

1. Funds raised by the JPTO are used to further the objectives as stated in Article II.

2. An annual operating budget must be approved by a majority vote at the first regular meeting of the school year. This budget may be amended by a majority vote at any regular or special meeting of the JPTO.

3. No JPTO funds may be dispensed in excess of the amount budgeted for its applicable category, unless approved by signature of Treasurer and one other officer.   

4. All requests for dispersal of funds, including gifts, must be requested from the Treasurer in writing.
 

5. The Executive Committee may meet as necessary to vote on matters of financial urgency, with notice then provided at the following JPTO meeting.

6. If a teacher reaches his/her classroom financial allotment before the end of the school year, JPTO will notify the teacher and vote on any further requests for funding.

7. If a teacher falls short of consuming his/her classroom financial allotment, he/she may request additional funds during the following school year, subject to JPTO vote.

8. Both the President and Treasurer have JPTO check-signing privileges.

9. Returned checks. The chair of each event submits all checks to the JPTO treasurer. If a check payment is submitted for a JPTO event or fundraiser, but then is returned from the bank, resulting in no payment plus additional bank fees, the JPTO will proceed as follows:

Financial communication regarding such checks to parties concerned will be only from the Treasurer.

Privacy of said individual will be protected.

The Treasurer will request resolution from these parties no more than two (2) times. The first time will be a phone call, in-person request, or informal handwritten note. If no resolution is found, the second contact will be a letter: 1) requesting cash reimbursement for payment and fees; 2) stating that in the future, checks will not be accepted until this matter is resolved; and 3) indicating: If payment is a matter of financial hardship and you are unable to forward the full amount, any amount of cash restitution would be appreciated. This letter will be signed only by the Treasurer.

10. The Treasurer will present a current state of the JPTO finances report at the May meeting and make a recommendation as to an opening cash balance for start of the next school year.

ARTICLE IX: BYLAWS AMENDMENTS

1. These Bylaws may be amended or changed by a majority vote of members in attendance, provided notice of the proposed amendment(s) has been given to the entire membership 30 days prior to a vote at a regularly scheduled meeting.

2. A committee may be appointed to submit a revised set of Bylaws as substitute for these Bylaws only by a majority vote at a meeting of the JPTO. The procedure for action on amendments in Article IX, Section 1, is then followed.

DEFINITIONS

MEMBERS: All Parents/Guardians, Administration, Faculty and Staff of Jefferson Elementary School students will be considered members of JPTO.

TERM: Standard length of office is one (1) year for the President or Co-Presidents and one (1) year for the Vice President, Secretary, Treasurer, and Faculty Advisor. Officers may have their term extended by one (1) year each if voted in favor by the membership.

No provision for extending terms to third year. 

EXECUTIVE COMMITTEE: The Executive Committee consists of the current JPTO officers: President or Co-Presidents, Vice President, Secretary, Treasurer, Volunteer Coordinator, Communications Coordinator, and Faculty Advisor.  

QUORUM: Minimum of members necessary to conduct a vote at a JPTO meeting: three (3) officers plus four (4) general members.

COMMITTEES: Committees are responsible for organization of fund-raising activities, special events, and regular activities. A committee consists of a chairperson and volunteers from the JPTO membership.

JEFFERSON COMMUNITY: Teachers, administration, staff, students, and parents/guardians of Jefferson Elementary School.

 

 

The East Penn School District is an equal opportunity education institution and will not discriminate in its educational programs, activities or employment practices on the basis of race, color, national origin, sex, age, religion, ancestry, disability, union membership or other legally protected classification. Announcement of the policy is in accordance with state and federal laws, including Title VI, Title IX, Section 504 and Americans with Disabilities Act. Copyright 2009 East Penn School District.
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