JEFFERSON PARENT TEACHER ORGANIZATION (JPTO)
ARTICLE I: NAME
The name of this organization is Jefferson Parent Teacher Organization (JPTO).
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:
2. The Vice President:
3. The Secretary:
4. The Treasurer:
5. Volunteer Coordinator
6. Communications Coordinator
5. Faculty Advisor:
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.
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.