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Beecher Road School – Parent Teacher Organization Bylaws

ARTICLE I:  NAME

The name of the association shall be the Beecher Road School Parent Teacher Organization, (hereafter referred to as the “PTO”).

 

ARTICLE II:  OBJECTIVE

To promote and enhance the educational opportunities available for all children at Beecher Road School by:

  1. Promoting closer ties and fostering communication among parents, faculty, administration, the Woodbridge Board of Education and the Woodbridge community for the continual support of excellence at Beecher Road School; and
  2. Providing curriculum and social enrichment activities; and
  3. Providing support to administration, faculty and staff.

 

ARTICLE III:  MEMBERSHIP AND DUES

Any person who is responsible for the welfare of a student at Beecher Road School shall be eligible to become a member of the PTO provided he or she subscribes to these bylaws.  The Principal(s) of Beecher Road School and the Superintendent of the Woodbridge School District shall serve as ex-officio members.  There shall be no annual membership dues.

 

ARTICLE IV:  MEETINGS OF THE MEMBERS

  1. The election of officers of the PTO for the following school year shall take place at the annual meeting of the PTO.  This meeting shall be held in the spring at such time and place that the officers of the PTO shall determine.  This annual meeting of the PTO shall be the only meeting required, although more may be held at the discretion of the officers of the PTO.  All PTO members shall have the right to vote on the election of the officers. 
  2. Fifteen (15) of the members shall constitute a quorum at any meeting of the PTO. 
  3. A special meeting of the PTO shall be called at any time by the officers upon the request of any fifteen members.  Such request shall be made in writing and shall state the purpose of the meeting.

 

ARTICLE V:  PTO OFFICERS

  1. The property and affairs of the PTO shall be under the management of the Executive Board of the PTO.
  2. The Executive Board shall consist of the Leadership Chair, the Past Leadership Chair, and the Treasury Chair, the Recording Chair, the Corresponding Chair and any of these Chair Elects.
  3. The officers of the PTO shall consist of the following chairs and their elects, all of whom shall be members in good standing of the PTO.  They shall be elected at the annual meeting for a one year term and may serve no more than three consecutive years in the same office.
  4. Resignations are effective upon receipt by the Corresponding Chair of a written notification.
  5. A chair may be removed by the Executive Board at a meeting whenever in the Executive Board’s judgment the best interest of the PTO will be served thereby.  Any such removal shall be without prejudice to the contract rights, if any, of the person so removed.
  6. Chairs shall serve without compensation with the exception that expenses incurred in the furtherance of the PTO’s business are allowed to be reimbursed with documentation and prior approval.  In addition, Chairs serving the organization in any other capacity, such as staff, are allowed to receive compensation therefore.
  7. These office positions can be shared positions:
1. Leadership Chair

11. Hospitality Chair

2. Immediate Past Leadership Chair 

12. Faculty and Staff Appreciation Chair

3. Treasurer Chair

13. Ice Cream Social Chair

4. Recording Chair

14. Halloween HOOT Chair

5. Corresponding Chair  

15. Book Fair Chair

6. Publicity Chair  

16. Thanksgiving Food Drive Chair

7. Appropriations Chair 

17. Holiday Toy Drive Chair  

8. Nominating Chair 

18. Sixth Grade Graduation Chair

9. Ways and Means Chair  

19. Sixth Grad Yearbook Chair

10. Directory Chair 

20. Special Activities Chair

 

ARTICLE VI:   DUTIES OF PTO OFFICERS and DESCRIPTIONS OF COMMITTEES

    1. Leadership Chair:  The leadership chair or designee shall preside at all meetings of the members, be a voting member of all committees of the PTO, attend Woodbridge Board of Education meetings and shall report on the activities, plans, appropriations and concerns of the PTO at those meetings.  The Leadership Chair shall execute documents on behalf of the PTO and shall perform all other duties usually pertaining to the office of Leadership Chair.  Following the Annual Meeting the newly elected Leadership Chair and the newly elected Treasurer shall prepare the annual budget for the approval by the newly elected Executive Board prior to the beginning of the new school year.
    2. Immediate Past Leadership Chair:  The chair shall be filled by the retiring Leadership Chair.  The Chair shall serve as the Nominating Committee Chair under the general direction of the PTO Executive Board; as well as in advisory capacity.
    3. Treasury Chair:  The Chair shall keep the accounts of the PTO and shall be responsible for the safekeeping of the funds and financial records of the PTO.  The Chair shall also perform all other duties usually pertaining to the office of the Treasure and shall expend the funds of the PTO in such manner as the officers of the PTO shall lawfully direct.  The financial records shall be reviewed annually by a Certified Public Accountant who is not an office of the PTO.
    4. Recording Chair:  The chair shall record the minutes of all meetings of the PTO; and shall perform all other duties usually pertaining to the office of Recording Secretary.
    5. Corresponding Chair:  The Chair shall correspond on behalf of the PTO and shall also perform duties relating to public relations, including gestures of appreciation and sympathy; and all other duties usually pertaining to the office of Corresponding Secretary.
    6. Publicity Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall be responsible for the management of all publicity of PTO events, meetings, etc.; including publicity in local papers, creation of advertisement posters, taking of event photographs and the timely update of the PTO Website.  The committee shall also provide for the publication of the PTO newsletter, the PTO 2-Pager.
    7. Appropriations Chair:  The Chair shall be responsible for soliciting and appointing members to the Appropriations Committee.  The membership of this committee shall include; the Principal(s), two or more officers of the PTO, and two volunteers from the general membership.  The committee shall convene during the school year to consider requests and recommendations (from the faculty, staff, administrations, and PTO members) for the appropriation of funds raised by the PTO.
    8. Nominating Chair:  The Chair shall be responsible for soliciting and appointing members to the Nominating Committee.  The membership of this committee shall include; two or more officers of the PTO, and two volunteers from the general membership.  The committee shall convene no later than March to begin consideration of recommendations for the slate of officers to be elected at the annual meeting of the members,
      1. The slate of candidates for office shall be presented in writing to all members of the PTO no later than 30 calendar days prior to the date of the annual meeting.  The simple majority vote of the attending membership at the annual meeting shall determine the election of the officers.
      2. The consent of each candidate must be obtained before he/she is nominated.
      3. Resignations are effective upon written notification to the secretary.
      4. All vacancies in officers which occur after the Annual Meeting may be filled according to Robert’s Rule.
      5. A prospective Board member should fully understand the duties of the office.  Before he/she seeks an appointment this should be made clear to the candidate and that it is expected that he/she will serve a full year term of office.  However, if for reasons of health, change in domicile, or any other compelling reason a member does decide to terminate service, the Board request earliest possible notification of intent to resign so that the Board may plan appropriately for the exigency.
    9. Ways & Means Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall propose and administer the fundraising activities of the PTO.
    10. Membership Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall be responsible for compiling and publishing the annual Beecher Road School PTO Directory.  In addition, the committee shall keep current a listing of members of the PTO who would like to participate in the school’s Voluntary Assistance Program.
    11. Hospitality Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall provide refreshments at functions of the PTO.  These functions shall include the organization of a special event in honor of National Teacher’s Day in May.
    12. Faculty and Staff Appreciation Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall organize and run the annual Faculty & Staff Luncheon to be held prior to the first day of school.
    13. Ice Cream Social Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall be responsible for organizing the Ice Cream Social event at the start of the school year.
    14. Halloween HOOT Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall organize and run the Halloween HOOT fundraiser to be held in the fall. 
    15. Book Fair Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall be responsible for organizing all Book Fairs held each school year at Beecher Road School, as well as for all activities related to the Book Fair.
    16. Thanksgiving Food Drive Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall organize and run the PTO’s annual food drive to enhance community relations and demonstrate the importance of community involvement to students at Beecher Road School.
    17. Holiday Toy Drive Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall organize and run the PTO’s annual toy drive to enhance community relations and demonstrate the importance of community involvement to students at Beecher Road School.
    18. Sixth Grade Graduation Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall be responsible for all activities relating to the celebration of the Sixth Grade Graduation, and will assist the Intermediate Grade Principal with planning the Beecher Road School Graduation Ceremony.
    19. Sixth Grade Yearbook Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall be responsible for all activities relating to the publication and distribution of the Sixth Grade Yearbook.
    20. Special Activities Chair:  The Chair shall be responsible for soliciting and appointing members to the committee.  The committee shall propose curriculum enriching activities and work with the administrative, grade levels and MAG teaching teams to select an appropriate number of programs per grade level per year.  The committee will then schedule and host each program.
    21. Other Committees:  There may be other committees which shall have such powers as the officers of the PTO may from time to time determine.

ARTICLE VII:   INDEMNIFICATION

Every chair and officer of the PTO may be indemnified by the PTO against all expenses and liabilities, including counsel fees, reasonably incurred or imposed upon such Chair or office in connection with any threatened, pending, or completed action, suit or proceeding to which she/he may become involved by reason of her/his or having been a chair or officer of the PTO, or any settlement thereof, unless adjudged therein to be liable for gross negligence or willful misconduct in the performance of her/his duties.  Provided, however, that in the event of a settlement the indemnification herein shall apply only when the Executive Committee approves such settlement and reimbursement as being in the best interest of the PTO.  The foregoing right of indemnification shall be in addition and not exclusive of all other rights which such chairs or officers is entitled.

ARTICLE VIII:   RULES OF ORDER

The rules contained in Robert’s Rule of Order shall govern this association in all cases to which they are applicable, and in which they are not inconsistent with the rules of order (or bylaws) of this organization.

 

ARTICLE IX:   FINANCIAL ADMINISTRATION

Fiscal Year:  The fiscal year of the Corporation shall be July 1 – June 30 but may be changed by resolution of the Executive Board.

Checks, Drafts, Etc.:  All check orders for payment of money, obligations, and certificates shall be signed or endorsed by such Chair or Chairs, officer or officers of the PTO and in such manner as shall from time to time be determined by resolution of the Executive Board or of any committee to which such authority has been delegated by the Executive Board.

Deposits and Accounts:  All funds of the PTO, not otherwise employed, shall be deposited from time to time in general or special accounts in such banks, trust companies, or other depositories as the Executive Committee or any committee to which such authority has been delegated by the Executive Board by select, or as may be selected by the Treasurer or by any other officer or officers of the PTO, to whom such power may from time to time be delegated by the Executive Board.  For the purpose of deposit and for the purpose of collection for that account of the PTO, checks, drafts, and other orders of the PTO may be endorsed, assigned, and delivered on behalf of the PTO by any officer or chair of the PTO.

Investments:  The funds of the PTO may be retained in whole or in part in cash or be invested and reinvested on occasion in such property, real, personal, or otherwise, as the Executive Board in its sole discretion may deem desirable, without regard to the limitations, if any, now imposed or which may hereafter be imposed by law regarding such investments, and which are permitted to organizations exempt from Federal Income taxation under Section 501 C (3) of the Internal Revenue Code.

ARTICLE X:   DISSOLUTION

In the event that the Beecher Road School Parent Teacher Organization should be dissolved in accordance with Section 33-486 of the Connecticut General Statutes, then the following shall be the plan for distribution of the assets as required under Section 33-498 of the Connecticut General Statutes.  The assets of the organization in process of dissolution shall be applied and distributed as follows:

    1. All liabilities and obligations of the organization shall be paid, satisfied and discharged or adequate provision shall be made therefore.
    2. Assets held by the organization upon condition requiring return, transfer or conveyance which condition occurs by reasons of the dissolution shall be returned, transferred, or conveyed in accordance with such requirements.
    3. All remaining assets shall be distributed to Beecher Road School, 40 Beecher Road, Woodbridge, Connecticut to be used at its discretion for the purpose of furthering the educational facilities and system of the Town of Woodbridge, Connecticut.

ARTICLE XI:   AMENDMENTS

These bylaws may be amended at any meeting of the PTO members, at which a quorum is present, by the affirmative simple majority vote of the members attending and voting, provided notice of the proposed amendment has been given at a meeting of the PTO members held at least 30 calendar days prior to the meeting at which the amendment is approved.

 

Revised:  March 2005

Approved and Effective:

Beecher Road School PTO               

40 Beecher Road                       

Woodbridge, CT  06525
Last Updated: Wed September 12 2007 12:05 AM