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LAKESIDE ELEMENTARY PTO
BY-LAWS
REVISED 03/10/05
ARTICLE 1: NAME
The name of this organization is LAKESIDE ELEMENTARY PARENT TEACHER ORGANIZATION (hereafter referred to as the PTO), Coppell, Texas. It is a local and independent unit organized by the parents and faculty of the school.
ARTICLE 2: OBJECTIVES
The objectives of the PTO are as follows:
a. To promote the health, safety and welfare of children in school and community.
b. To develop between parents and educators, united efforts that will secure for all, the highest advantages in physical, mental and social education.
c. To cultivate the closer relationship between parents and teachers in the education of children.
d. To be organized for the educational purposes including the enhancement of, and contribution to, events which affect Lakeside Elementary School, Coppell, Texas.
ARTICLE 3: BASIC POLICIES
The basic policies of the PTO are as follows:
a. The PTO shall be noncommercial, nonsectarian and nonpartisan.
b. The PTO may cooperate with other groups concerned with child welfare. Persons representing the PTO in such manners shall make no commitments that bind the PTO.
c. The PTO shall work with the school to provide quality education for all children.
d. The PTO shall operate, for all purposes, on an accounting year basis that shall begin on the first day of June and end on the thirty-first day of May each year.
e. All funds of the PTO not otherwise employed shall be deposited to the credit of the PTO in such depositories as the Executive Board, by resolution, may select.
f. The Executive Board may accept, on behalf of the PTO, any contribution, gift, bequest or other device for the general purposes, or for any specific purpose of the PTO.
g. The PTO shall keep correct and complete books and records of accounts and shall keep minutes of the proceedings of the general meetings of the PTO, and the meetings of the Executive Board.
h. In the event of dissolution of the PTO, its net assets shall be distributed as determined by the Executive Board, but only to organizations organized and operated exclusively for educational purposes and shall, at the time, qualify as an exempt organization under section 501(c), part (3) of the Internal Revenue Code of 1986 or any corresponding provision of any subsequent revenue law or laws.
i. All checks, drafts, or other orders for the payment of money, or any evidence of indebtedness issued in the name of the PTO shall be signed by the Treasurer. Any such instrument that exceeds $250 must be countersigned by the President, or in the absence of the President, the Vice-president of the PTO.
j. The Executive Board shall present, at each annual meeting of the PTO, a full and clear statement of the business and condition of the PTO. This shall include a reasonably detailed balance sheet and income statement.
k. The Principal of Lakeside Elementary, or his/her appointed representative, shall approve all communications sent out by the PTO.
l. The Treasurer’s account shall be examined as often as deemed necessary but no less than annually. An examination shall occur by an auditing committee of not less than two (2) members, appointed by the Executive Board. The audit report shall cover the previous accounting year (June 1-May 31) and shall be presented to the Board at the August PTO Board Meeting.
m. The Executive Board reserves the right to refuse any gift or donation that it deems inappropriate or detrimental to the health, safety or welfare of children.
n. Funds raised will be distributed for educational or environmental enrichment as determined by the Executive Board with input from the Principal or his/her appointed representative. Motions made regarding expenditures will be passed with a majority of those present at the meeting voting in favor of the motion made.
o. Any donation and/or gift to an entity outside of Lakeside Elementary shall not exceed $1,000.
p. The Executive Board members of the PTO reserve the right to limit or refuse the solicitation of services and/or products, as it deems necessary.
q. Property owned by the Lakeside PTO shall not be loaned to other organizations or individuals.
r. All disbursement requests need to be submitted by no later than May 31st of each school accounting year. Any requests not submitted by such deadline shall be considered a donation to the PTO.
ARTICLE 4: ARTICLES OF ORGANIZATION
The PTO is organized exclusively for charitable and educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code. This organization exists as an unincorporated organization of its members.
Notwithstanding any other provision of these articles, the PTO shall not carry on any other activities not permitted to be carried on by:
a. an association exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law), or
b. by an association, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law).
Upon the dissolution of this association, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code or corresponding section of any future tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose. Any such assets not so disposed of shall be disposed by the Court of Common Pleas of the county in which the principle office of the association is then located, exclusively for such purposes or to such organization or organizations as said Court shall determine which are organized and operated exclusively for such purposes.
ARTICLE 5: MEMBERSHIP & DUES
Section 5.01 — Definition of Membership
Any individual that subscribes to the objective and basic policies of the PTO may become a member, subject only to compliance with the provisions of these by-laws. Membership shall be available without regard to race, creed or national origin. Membership is limited to parent or legal guardian of current Lakeside students or other individuals at the discretion of the Executive Board.
Section 5.02 — Enrollment
The PTO shall conduct an annual enrollment of members, but any individual may be admitted to membership at any time, upon payment of annual dues.
Section 5.03 — Participation
Only members who have paid annual dues shall be eligible to participate in PTO business meetings or to serve in any capacity in PTO elected offices or appointed committees.
Section 5.04 — Dues
The annual dues shall be set by a majority vote of the Executive Board prior to the annual membership drive.
ARTICLE 6: OFFICERS AND THEIR ELECTION
Section 6.01 — Election of Officers
a. Officers shall assume their official duties on May 1st to April 30th. Each officer shall serve for a term of one (1) year. A person shall not be eligible to serve more than two (2) consecutive terms in the same office except at the discretion of the nominating committee.
b. The Executive Board Officers of the PTO shall consist of:
President
Volunteer Coordinator
Vice-president
Publicity/Historian
Secretary
Hospitality Coordinator
Treasurer
Fundraising Coordinator
Parliamentarian
Fundraising Coordinator - Carnival
Membership Coordinator
Fundraising Coordinator — Capital Giving
Programs Coordinator
Health & Safety Coordinator
Faculty Representative
Technology Communications
These officers shall be elected by a majority vote of members present by voice vote at the regular April meeting for a term of one (1) year. Voting by ballot is optional but still requires a majority vote of members present.
c. The Assistant positions are as follows:
Membership Coordinator
Directory Publication
Volunteer Coordinator
Field Day Coordinator
Copy Room Coordinator
Office Coordinator
Room Parent Coordinator
Library Coordinator
Garden Coordinator
Publicity
Newsletter Editor
Yearbook Editor
Longhorn Publishing
School Scrapbook
Yearbook Sales/Advertising
Fundraising: Recycling
School Supplies
Spirit Wear
Box Tops
Carnival: Silent Auction Coordinator
Volunteer Coordinator
Food Coordinator
Miscellaneous Activities Coordinator
Ticket Coordinator
Games Coordinator
Redemption Coordinator
Program Coordinator
Capital Giving
Health & Safety
Hospitality
Programs
Technology Communications
Faculty Representative
d. All positions shall be nominated by the current year’s Nominating Committee. These positions shall be recruited from volunteer forms distributed by the nominating committee in February. Volunteer forms will be distributed also at Kindergarten Round-Up in May to allow new parents the opportunity to participate.
Section 6.02 — Filling Vacancies
A vacancy occurring in any office shall be filled for the unexpired term by a person or persons elected by a majority vote of PTO Board. The President has the right to appoint an interim replacement until a vote can occur. In case of a vacancy in the office of the President, the Vice President shall serve in this capacity for the remaining term.
Section 6.03 — Additional Offices
The Executive Board shall have the power to create offices as it deems necessary.
ARTICLE 7: DUTIES OF OFFICERS & ASSISTANTS
Section 7.01 — President
Shall preside at all meetings of the PTO general body and of the Executive Board at which he/she may be present. He/she shall coordinate the work of the officers and committees of the PTO in order that the objectives may be promoted. He/she shall be authorized to sign checks in the absence of the Treasurer. The President shall be an ex officio member of all committees. Will also attend monthly PTO President District meetings.
Section 7.02 — Vice-president
Shall preside at the Board meetings in the absence of the President. Shall present plans for the year’s programs of general meetings which have been determined by the school Principal. In addition, shall complete facility request forms for general meetings. Shall coordinate participation in parades and other community events as voted on by the PTO Board. Shall be authorized to co-sign checks exceeding $250. This position will also be Chairperson of the Nominating Committee during their term.
Section 7.03 — Secretary
Shall be responsible for recording minutes of all PTO meetings. Shall also be responsible for contacting all Board members to remind them of all meetings; shall take attendance at such meetings. He/she shall provide typewritten minutes of the previous meetings to all board members. He/she shall handle all correspondence deemed necessary by the Board. Shall develop and maintain PTO Board contact information (phone number, email address) and the file folder box to be housed in the school office. Shall purchase all paper supplies utilized by the PTO as needed.
Section 7.04 — Treasurer
Shall be responsible for general bookkeeping, deposits, withdrawals and the issuance of checks. Shall also be responsible for coordinating the handling of money for major fundraisers. Shall present a financial statement at every meeting of the PTO Board and shall present an annual report for the previous accounting year (June 1-May 31) at the August PTO board meeting. The Treasurer shall also be responsible for filing form 990 with the Internal Revenue Service annually and any other form(s) that may be required. Shall not write any checks payable to him/herself without the signature of the President. Authorized signatures are: President, Vice-president and Treasurer. Checks exceeding $250 to any entity shall require two (2) signatures as noted in Article 3, part i. of these by-laws. This position is also required to sit on the Nominating Committee during their term.
Section 7.05 — Membership Coordinator
Shall be responsible for creating enthusiasm among parents and teachers for joining the PTO Shall be responsible for maintaining the yearly PTO Packets in the school office. He/she will distribute PTO membership forms and track the return of said forms and payment of dues and man the PTO Membership table at the school supply sale held at the beginning of each school year. This position is also required to sit on the Nominating Committee during their term. Shall be responsible for sending out to the PTO general body an annual statement/survey at the end of each school year and compiling results to present to the PTO Board at the August Board Meeting. Additional responsibilities will include the supervision of the Directory Publication.
Section 7.06 — Fundraising Coordinator
Shall be responsible for overseeing all PTO fundraising activities and reimbursements. Shall oversee specific fundraiser assistants. Shall prepare and present plans for the year’s fundraising activities for the Board’s approval. Shall present a proposed budget of expenses and income for all proposed fundraising activities other than capital giving and carnival. In the event a position is vacated, or a committee member is unable to fulfill his/her responsibilities, the Fundraising Coordinator will fulfill these responsibilities until a replacement can be found.
Section 7.06a — Fundraising Coordinator: Capital Giving
Shall be responsible for developing and initiating capital giving campaign. Shall oversee capital giving committee (if applicable). Shall prepare budget requirements for capital giving campaign. Duties include, but are not limited to: promotion, collection and counting of funds, and incentives for participating classes.
Section 7.06b — Fundraising Coordinator: Carnival
Shall be responsible for developing and overseeing annual carnival. Shall oversee carnival committees. Shall prepare budget requirements for carnival. Duties include but are not limited to soliciting business sponsors, publicity, entertainment, games, vendors, facilities, and set-up/tear down of event.
Section 7.07 — Programs Coordinator
Shall be responsible for coordinating enrichment programs for the student body as deemed necessary by the PTO Board and school Principal both during and after school hours including, but not limited to: educational assemblies, visiting authors and skating parties. Additional responsibilities include the coordination of the Fall General Membership meeting (family picnic) including entertainment.
Section 7.08 — Publicity/Historian
Shall be responsible for publicizing events of the Lakeside PTO so as to promote goodwill and ommunity involvement. This will include developing a relationship with CISD community relations department and/or local newspaper personnel and submitting articles and/or photos to said personnel. Additional responsibilities will include the supervision of the Assistants in charge of Newsletter, yearbook and school scrapbook. Shall also be responsible for attending or having a photographer attend school spirit assemblies to document “Citizens of the Month” and Friday morning announcements to document “Longhorns of the Week”.Shall be responsible for organizing class level photographers.
Section 7.09 — Health & Safety Coordinator
Shall work with the school Counselor, nurse and/or Principal to determine any PTO action needed in regard to the well-being and safety of the children at Lakeside. Shall be responsible for working closely with the school Secretary to develop and implement a Dismissal Plan, making sure each child gets home safely the first few days of school. This will include creation of Student Cards for the parent loop. Shall be responsible for the ordering, distribution and maintenance of all recess equipment (indoor and outdoor) purchased by the PTO. Shall also be responsible for helping to coordinate Red Ribbon Week.
Section 7.10 — Parliamentarian
Shall attend all meetings of the Executive Board and the PTO and advise any member on questions of parliamentary law or methods of procedures when requested. He/she shall serve as Chairperson of the Tellers for elections and count a vote when requested by the presiding officer. This position will preferably be held by a past PTO President or Vice-president. The rules contained in the current edition of Robert’s Rules of Order shall serve as the parliamentary authority. Responsible for maintaining and updating by-laws as necessary.
Section 7.11 — Hospitality
Shall be responsible for coordinating special PTO functions or events which require refreshments and/or food. Shall be responsible for events such as: First Day of Kindergarten Coffee (for parents), Grandparent’s Day, Teacher Appreciation Luncheon, Field Day Hospitality Tent offering/organizing assistance for teachers and/or students when there is an illness or death in the family, and other duties as requested and allowed by the PTO by-laws.
Section 7.12 — Volunteer Coordinator
Shall be responsible for creating, distributing and sorting volunteer sign-up sheets; which will be copied and distributed to the respective Volunteer assistants. All requests for volunteers will be directed to this individual. Shall be responsible for working closely with the school Secretary in regard to organizing volunteers. Additional responsibilities will include the supervision of the Assistants in charge of Field Day, Copy Room, Office, Room Parents, Library, and Garden.
Section 7.13 – Technology Communications
Shall be responsible for developing and maintaining the PTO website and supporting PTO portal information. Shall also be responsible for the monthly PTO Newsletter, via e-mail. This position should preferably be held by a person with very knowledgeable computer skills. This will be an evolving position.
Section 7.14 — Faculty Representative
Shall be a faculty or staff member of Lakeside Elementary and shall act as a liaison between the PTO and the faculty to promote understanding and goodwill. Shall communicate teacher and staff needs to the PTO Board. This position shall be selected by the Principal and/or faculty prior to the first meeting of the newly elected PTO Board.
Section 7.15 — Vote
Each PTO Board position shall have one (1) vote. In the event the Officer is not in attendance, he/she may present a written proxy to the Parliamentarian.
Section 7.16 — Term of Duties
All officers shall perform the duties prescribed and keep a record for the next year’s officers. When applicable, will submit a monthly update to the President before each monthly PTO Board meeting. Shall also be available for additional duties that are assigned from time to time. Shall deliver, to their successors, at the May Executive Board meeting, all official material before the new officers assume their duties.
ARTICLE 8: EXECUTIVE BOARD
Section 8.01 — Executive Board
Shall consist of:
President
Vice-president
Secretary
Treasurer
Parliamentarian
Health & Safety Coordinator
Volunteer Coordinator
Publicity/Historian
Hospitality Coordinator
Fundraising Coordinator
Programs Coordinator
Co-Fundraising Coordinator — Capital Giving
Membership Coordinator
Co-Fundraising Coordinator — Carnival
Faculty Representative
Technology Communications
Section 8.02 — Duties
a. To transact necessary business in the interim between PTO Board meetings.
b. To prepare and submit to the PTO board a budget for the fiscal year.
c. To approve routine bills within the limits of the budget.
d. To fix the hour and place of all PTO Board meetings.
e. To make recommendations to the PTO general body.
Section 8.03 — Regular Meetings
A regular meeting for the PTO Board shall be held on a date as determined by a majority vote of the board at the May Board meeting each year. The PTO Board meetings shall be open to anyone who wishes to attend. A schedule of PTO Board meetings shall be published in the school newsletter and/or on the PTO website.
Section 8.04 — Special Meetings
Special meetings may be called by the President when deemed necessary or upon written request by at least three (3) Executive Board members for such. The purpose(s) of said meetings shall be stated in the call or written/email notice. Business transacted at any special meeting of members shall be limited to the purpose stated in the notice of the meeting. Except in the case of an emergency three (3) days notice shall be given.
Section 8.05 — Quorum
A simple majority of the PTO Board shall constitute a quorum.
Section 8.06 — School District Representation
This PTO shall be represented at all Coppell Independent School District PTO President’s meetings by the President or an alternate appointed by the President. This representative shall report to the PTO Board any pertinent information from the meeting.
Section 8.07 — Dismissal from Office
Any Executive officer absent from three (3) consecutive PTO Board meetings without a valid excuse, acceptable to the Executive Board, shall be excused from his/her duties, and the vacancy shall be filled as soon as possible by the Executive Board.
Section 8.08 — Internet/Correspondence Policies
PTO Board/Member directory and emails shall not be used for anything other than PTO business. The Principal of Lakeside Elementary or his/her appointed representative shall approve all communications sent out by the PTO. In a situation where a vote is required between the regularly scheduled board meetings, the President and/or Secretary may conduct an “online” vote. This vote shall allow three (3) days to respond and will be considered valid with twelve (12) or more responses. The online vote shall be limited to such requests that the President and/or Secretary deem necessary.
ARTICLE 9: GENERAL BODY MEETINGS
Section 9.01 — General Body Meetings/Programs
The meetings are held at dates determined by school staff. A representative from the Executive board shall speak to the general body regarding upcoming and current PTO business.
Section 9.02 — Special Meetings
Special general body PTO meetings may be called by the President or the Executive Board. Meetings shall be called upon written/email request by at least ten (10) members of the PTO. The purpose or purposes of said meeting shall be stated in the call or written/email notice. Business transacted at any special meeting or general body PTO meeting shall be limited to the purpose stated in the notice of the meeting. Except in the case of emergency, three (3) days notice shall be given.
Section 9.03 — Quorum
The members present at a special meeting of the general body PTO shall constitute a quorum.
ARTICLE 10: STANDING AND SPECIAL COMMITTEES
Section 10.1 — Committee Creation
The Executive Board may create such standing committees as it may deem necessary to promote the objective and carry on the work of the PTO.
Section 10.2 — Eligible Members
Only members of the PTO are eligible to serve in elected or appointed positions.
Section 10.3 — Formation of Special Committees
The power to form a special committee and appoint its members rests with the President upon approval of the Executive Board.
Section 10.4 — Consent for Activities
No committee work shall be undertaken without the consent of the Executive Board.
ARTICLE 11: NOMINATING COMMITTEE
Section 11.1 — Constitution
a. The Nominating Committee shall be composed of up to six (6) members:
Three (3) Executive Board Members: Vice-president, Membership Coordinator and Treasurer.
One (1) Assistant: Room Parent Coordinator
One (1) member of the PTO general body, as appointed by the President.
One (1) Faculty Representative, as deemed necessary by the nominating committee.
b. The President shall serve in an advisory capacity on the Nominating Committee.
c. The Chairperson shall be the Vice President.
d. The Nominating Committee should be selected by no later than the February PTO Board meeting.
Section 11.2 — Duties
a. Shall nominate an eligible person for each office to be filled and report its nominees at the April PTO Board meeting, at which time additional nominations may be made from the floor Voting will be done at the April PTO Board meeting
b. Shall solicit names from the general membership to be included in the vote.
Section 11.3 — Consent
Only the persons who have signified their consent to serve shall be nominated or elected to such office and who are also members of the PTO.
ARTICLE 12: AMENDMENTS
Section 12.1 — Amendment Procedure
These by-laws may be amended at any meeting of the PTO Board with a two-thirds (2/3) vote of the PTO Board members. PTO Board members may vote by written proxy given to the Parliamentarian prior to the meeting.
Section 12.2 — Limitations of Amendments
No amendment may be made to these by-laws that would alter the exclusively charitable and educational purposes of the PTO or would cause benefit, other than reasonable reimbursement for officers and members of the PTO.
ARTICLE 13: PARLIAMENTARY AUTHORITY
The parliamentary procedure authority shall be selected by the Executive Board and accepted by the majority vote of the Executive Board.
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| Lakeside Elementary |
| 1100 Village Parkway |
| Coppell, TX 75019 |
| (214) 496-7600 |
| (214) 496-7606 Fax |
| school website |
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