Meeting Schedule: First Wednesday of the month @ 6:30PM in LJE library
Lehman-Jackson Elementary PTO Bylaws
ARTICLE I: NAME, DESCRIPTION AND PURPOSE
Section 1: NAME—The name of the organization shall be Lehman Jackson Elementary PTO. The PTO is located at Lehman Jackson Elementary School, PO Box 38, Market Street, Lehman, PA 18627.
Section 2: DESCRIPTION—The PTO is a nonprofit organization that exists for charitable, educational and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Section 3: PURPOSE—The purpose of the PTO is to enhance and support the educational experience at Lehman Jackson Elementary School, to develop a closer connection between school and home by encouraging parent involvement, and to improve the environment at Lehman Jackson Elementary School through volunteer and financial support.
ARTICLE II: MEMBERSHIP
Membership is available to all adult family members of Lehman Jackson Elementary School students, plus all staff at Lehman Jackson Elementary School. Membership dues are $5 per person, per school year. Membership forms and dues must be submitted by November 1st of the school year applied for unless applicant is an adult family member of a Lehman Jackson Elementary School student transferred to the school during the school year. Any member volunteering with the Lehman Jackson Elementary School students must have all required clearance documents on file with the District and must renew all required clearance documents on a five-year cycle. The required clearance documents include Report of Criminal History from the Pennsylvania State Police; Completed Pennsylvania Child Abuse History Clearance and the FBI Federal Criminal History Certification through COGENT.
ARTICLE III: OFFICERS
Section 1: EXECUTIVE BOARD—The Executive Board shall consist of the following officers: President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. Officer positions can be shared.
Section 2: TERM OF OFFICE—The term of office for all officers is 2 years beginning July 1st and ending June 30th of the following year.
Section 3: QUALIFICATIONS—Any PTO member in good standing may become an officer of the PTO. To be eligible for President a person must have served on the executive board of Lehman Jackson Elementary PTO for 1 year.
Section 4: DUTIES
Executive Board: Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, and approve by majority vote of the Board unbudgeted expenditures of no more than $100. All board members are expected to attend all regularly scheduled PTO board and general meetings.
President: Manage overall objectives and strategies of the PTO. Act as liaison between parents and principal/staff. Recruit all PTO Chairpersons. Create agenda and facilitate about 3 – 4 PTO board meetings. Create agenda and facilitate monthly PTO meetings. Write a monthly PTO News bulletin for Newsletter. Create school calendar with Principal. Speak at Meet and Greet and other events. Assign PTO members to attend monthly School Board Meetings and Monthly Lake Lehman Foundation Meetings. Create budget with Board members. Be a signor on the PTO bank accounts. Meet with committee chairs to arrange money pick up.
1st Vice President: May be called upon at any time to temporarily assume the place of the president or treasurer; therefore, he or she should study the president’s and treasurer’s duties and responsibilities and be familiar with the work of the PTO. In the event of the president’s or treasurer’s resignation, the 1st Vice President assumes all duties until the president’s or treasurer’s position is filled in accordance with the bylaws. The 1st Vice President is responsible for assuming responsibility for duties designated by the president. Representing the president or treasurer in his or her absence or upon request. Be a signor on the PTO bank accounts. Monitor the membership committee and maintain membership lists. Meet with committee chairs to arrange money pick up.
2nd Vice President: Acts as an aide to the President and performs the duties of the President in the absence of the President and 1st Vice President. Perform monthly audit of books at monthly meeting and serve on the audit committee for end of year audit. Meet with committee chairs to arrange money pick up.
Secretary: Attend and take minutes at all PTO Meetings. Forward the minutes to the president for review and then submit the minutes for inclusion on the website. Make a copy of the minutes for the next PTO meeting so they can be approved by the membership. Maintain a copy of current bylaws and standing rules. Receive and review all correspondence received by the PTO. Read all correspondence received at PTO meetings. Send out cards, thank you letters, etc. Write any other letters as directed by the president for the Lehman Jackson Elementary PTO. Meet with committee chairs to arrange for money pick up. The secretary should have these items on hand at all meetings: minutes of the previous meeting, copies of the previous treasurer’s report, agenda, current bylaws and standing rules, current membership list, list of committee chairs, materials for note/minute taking. Meet with committee chairs to arrange money pick up.
Treasurer: Be a signor on the PTO bank accounts. With the board, generate the PTO budget. Prepare the annual tax return. Inform committees of budgeted funds. Pay bills and reimbursements as required. Oversee ongoing PTO finances, ensure adherence to approved PTO budget. Prepare and present treasurer report for each PTO meeting. Obtain two authorized signatures on every check. Deposit all money in the name of the Lehman Jackson Elementary PTO in a bank account approved by the board. Maintain an accurate record of all receipts and disbursements. Obtain authorization from the board before writing a check or spending money. Submit a written financial statement at each board meeting and at each general membership meeting. Report income and expenses as compared to the budget. Prepare an annual report to be used to review PTO financial records. Supply committee chairs with needed change drawers upon request. Meet with committee chairs to arrange money pick up.
Committee Chairpersons: Work with committee members to plan and execute assigned committee tasks. Report on task and event plans at monthly PTO meetings. Maintain committee volunteer lists and contact volunteers at least 2 weeks prior to event. Submit volunteer list to Principal at least 1 week prior to event. If check is needed, submit to Treasurer at least 1 week prior to due date. Supply Treasurer with invoice, receipts, etc. for all cash, gift card or paypal transactions. If cash drawer is needed, contact Treasurer at least 1 week prior to event with amounts needed. Sign for all cash received. Arrange with board member to collect all money including cash, checks and gift cards at end of event at least 1 week prior to event. Have all money counted by 3 PTO members, completing and signing PTO Cash and Check Count Form. Provide board member with signed form and deposit. Give a final report at monthly PTO meeting. All money, gift cards, gifts, supplies, prizes or incentives collected or received on behalf of the PTO shall be reported at the PTO meeting and given to the Treasurer to be held until it is needed.
Section 5: BOARD MEETINGS—The Executive Board shall meet monthly during the school year, or at the discretion of the President.
Section 6: REMOVAL—An officer or committee chairperson can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board.
Section 7: VACANCY—If a vacancy occurs on the Executive Board, the Executive Board will vote to appoint a PTO member to fill the vacancy for the remainder of the officer’s term.
ARTICLE IV: MEETINGS
Section 1: GENERAL PTO MEETINGS—General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Executive Board.
Section 2: VOTING—Each member in attendance at a PTO meeting is eligible to vote, one vote per member. Absentee and proxy votes are not allowed.
Section 3: QUORUM—Seven (7) members of the PTO present and voting constitute quorum for the purpose of voting.
Section 4: MINUTES—Shall be recorded by Secretary and made available on PTO website within 1 week of Meeting. Secretary will also have a copy of the minutes available at the PTO meetings for review. Minutes may also be requested via email to the Secretary at least 1 week prior to PTO meeting or via mail to the Secretary at least 2 weeks prior to PTO meeting. Any mail requests must include stamped and self-addressed envelope.
ARTICLE V: FINANCIAL POLICIES
Section 1: FISCAL YEAR—The fiscal year of the PTO begins July 1 and ends June 30 of the following year.
Section 2: BANKING—All funds shall be kept in a checking and savings account in the name of Lehman Jackson Elementary PTO, requiring three signatures of the Executive Board and held at a local financial institution. All debit cards, gift cards or gift certificates shall be kept by treasurer with checkbook.
Section 3: REPORTING—All financial activity shall be recorded in a computer based or manual accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. The PTO shall arrange a review of its financial records each year. The review committee will consist of 2nd Vice President and 2 PTO members.
Section 4: FUNDS—All funds raised are to be used to directly benefit the students of Lehman Jackson Elementary. No part of the net earnings of the association shall inure to the benefit of, or be distributable to, its members, directors, trustees, officers, teachers or other private individuals except that the association shall be authorized and empowered to pay reasonable compensation for services rendered.
Section 5: ENDING BALANCE—The Lehman Jackson Elementary PTO shall leave a minimum of $2000 in the treasury at the end of each fiscal year.
Section 6: CONTRACTS—Authority to sign contracts is limited to the President or the President’s designee.
ARTICLE VI: BYLAWS AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. Two-thirds (2/3) approval of all members present and voting is required to adopt an amendment to the bylaws.
ARTICLE VII: DISSOLUTION
In the event of dissolution of the PTO, any funds remaining shall be donated to Lehman Jackson Elementary School.
ARTICLE VIII: PARLIAMENTARY AUTHORITY
The authority for this organization shall be Robert’s Rules of Order Newly Revised.