• Bylaws

    of the

    Ponder

    Parent Teacher Organization


    I. NAME. The name of the organization shall be the Ponder Parent Teacher Organization. Hereinafter referred to as Ponder PTO.


    II. PURPOSE. The purpose of the Ponder PTO shall be to aid the students, faculty and staff of Governor Winslow Elementary School in their educational and recreational needs. Through fund-raising and family activities, we will promote an open communication between the administration, faculty, parents and the community to enhance our children's educational environment.


    The Ponder PTO is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter "Internal Revenue Code").


    III. MEMBERSHIP.

    A. Regular Membership. All parents and/or legal guardians of students who currently attend Your School Name shall be eligible for membership in the Ponder PTO. Regular Members shall have the right to attend and participate in all meetings and activities of the Ponder PTO, but shall not have the right to vote or to hold office.


    B. Voting Membership. All Regular Members who are current elected members of the board, as well as Faculty Members, shall be designated as Voting Members. Voting Members shall have the right to vote on all issues before the membership, to elect officers, and to hold office.


    C. Faculty Membership.  All faculty and staff who currently are employed Full-time at Ponder Elementary School, Ponder Junior HIgh, & Ponder HIgh School, shall be eligible for membership in the Ponder PTO.  Faculty Members shall have the right to attend and participate in all meetings and activities of the Ponder PTO.  Faculty Members shall have the right to vote on all issues before the membership, to elect officers, and to hold the to designated Teacher Representative positions on the Executive Board.


    IV. MEETINGS

    A. Regular Meetings. At least one meeting per month, General Membership Meetings of the Ponder PTO shall be held during each school year. The time and place of the meetings shall be announced at least seven (7) days prior to the meeting.


    B. Special Meetings. Additional meetings of the Ponder PTO may be called, either by vote of the Executive Committee or by petition of a majority of the Voting Members. The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting.


    C. Quorum. Four members of the Executive Committee present at any scheduled PTO meeting shall constitute a quorum necessary for the transaction of business of the Ponder PTO.


    D. Voting. A majority vote of the Voting Members present at any meeting shall be required for all action to be taken by the Ponder PTO.


    F. Meeting Procedure. Rules contained in Robert's Rules of Order Newly Revised shall govern the Ponder PTO in all cases in which they are applicable, and in which they are not in conflict with these By Laws.

    Meeting will include the following information:
    *Welcome of Members
    *Call to Order
    *Reading / Distribution of minutes of the previous meeting
    *Treasurer's report
    *Principal's report
    *Committee Reports
    *Old Business
    *New Business
    *Announcements
    *Adjourn


    V. OFFICERS

    A. Positions. The officers of the Ponder PTO shall consist of a President, Vice President, Secretary, Treasurer, Volunteer Coordinator, Fall Festival Coordinator, Santa Store Coordinator, Teacher Appreciation Week Coordinator, Field Day Coordinator, & Teacher Liaison.


    B. President. The President shall be the principal executive officer of the Ponder PTO and, subject to the control of the Executive Committee and the direction of the membership, shall in general supervise and control all of the activities of the Ponder PTO. The President shall be a member of the Executive Committee and, when present, shall preside at all meetings of the Executive Committee and all meetings of the membership. The President shall vote only in the case of a tie in a vote of the Executive Committee or the membership. The President shall select and appoint the chairpersons of all Standing and Special Committees and shall be an ex-officio member of all committees of the Ponder PTO. The President shall serve as an authorized signatory of all PTO checks.  President will serve the Ponder PTO for a term of two years alternating election year with Vice-President and Treasurer, sharing election year with Secretary.

    C. Vice President. The Vice President shall be a member of the Executive Committee and, in the absence of the President, shall perform the duties of the President. The Vice President shall perform such other duties as are assigned by the President or the Executive Committee.  Vice-President will serve the Ponder PTO for a term of two years.  Alternating election year with the President and Secretary, sharing election year with the Treasurer.

    D. Secretary. The Secretary shall be a member of the Executive Committee. The Secretary shall keep the minutes of the proceedings of the membership and the Executive Committee, shall see that all notices are duly given in accordance with these Bylaws, and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Committee. Secretary shall also oversee any information needed to be updated on the Ponder PTO section of the PISD website.  Secretary will serve the Ponder PTO for a term of two years alternating election year with Vice-President and Treasurer, sharing election year with President.


    E. Treasurer. The Treasurer shall be a member of the Executive Committee. The Treasurer shall have charge of and be responsible for all funds of the Ponder PTO and shall receive and give receipts for monies due and payable to the Ponder PTO from all sources and shall deposit such funds in such banks or other organizations as are selected by the Executive Committee. The Treasurer shall make disbursements as authorized by the President, Executive Committee.  The Treasurer shall present a written financial report at each General Membership Meeting of the membership and at other times as requested by the Executive Committee. The Treasurer shall serve as an authorized signatory of all PTO checks.will serve the Ponder PTO for a term of two years.  Treaurer will serve the Ponder PTO for a term of two years, alternating election year with the President and Secretary, sharing election year with the Vice-President.


    F. The Volunteer Coordinator.  The Volunteer Coordinator shall be a member of the Executive Committee. The Volunteer Coordinator(s) shall organize the master volunteer list.  Coordinate volunteers but not necessarily chair the following events: Teacher Appreciation Week, Fall Festival, Field Day, Santa Store.   Shall serve a term of one year.

    G. Teacher Liaison. The Teacher Liaison shall be a member of the Executive Committee.  The Teacher Representative will act as advisor and liaison between school staff and P.T.O. Executive Committee. These positions are voluntary and/or may be assigned by the school principal, they are not elected positions.  Shall serve a term of one year.

    H.  Santa Store Coordinator, The Santa Store Coordinator shall be a member of the Executive Committee.  The coordinator will obtain a list of volunteers from the volunteer coordinator and schedule them as she/he sees fit.  Santa Store Coordinator will be responsible for providing a list of items needed for purchase to the Executive Committee for approval, or contacting a company in which to buy products.  Shall serve a term of one year.

    I.  Fall Festival Coordinator, The Fall Festival Coordinator shall be a member of the Executive Committee.  The coordinator will obtain a list of volunteer from the volunteer coordinator and schedule them as she/he sees fit.  The Fall Festival Coordinator will work very closely with Administration and the Executive Committee Members.  Shall serve a term of one year.

    J.  Teacher Appreciation Week Coordinator, Teacher Appreciation Week Coordinator shall be a member of the Executive Committee.  The coordinator will obtain a list of volunteers from the volunteer coordinator and schedule them as she/he sees fit.  The coordinator will be responsible for the Elementary, Junior High, High School, and Administration Building during the TAW.  Shall serve a term of one year.

    K.  Field Day Coordinator,  The Field Day Coordinator shall be a member of the Executive Committee.  The coordinator will obtain a list of volunteers from the volunteer coordinator and schedule them as she/he sees fit.  The coordinator will work closely with the PE teachers, and Executive Committee Members during the months prior to Field Day.  Shall serve a term of one year.

    L. The Principal. The Ponder Elementary School Principal retains final approval or veto power of any function, if said function will interfere with procedures, policy and/or the best interest of the Ponder ISD.

    VI. ELECTIONS.

    A. Procedure. The election of officers shall take place during the May General Membership Meeting each year. All Voting Members of the Ponder PTO may participate in the election.


    B. Term of Office. The term of each officer shall begin on June 15 and ending on June 14 of each year. The terms of each office are outlined in section V. under each position.


    C. Selection. A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held.  VOTES WILL BE COUNTED AND TALLIED BY THE SECRETARY.  


    D. Vacancies. Any vacancy in office because of death, resignation or inability to serve shall be filled by the Executive Committee for the un-expired portion of the term. However, should a vacancy occur in the office of the President, the Vice President should immediately assume the office. Should a vacancy occur in the office of Vice President for any reason, the vacancy shall be filled by election at the next regular meeting of the membership, consistent with the procedures established herein.


    VII. EXECUTIVE COMMITTEE

    A. General Powers. The affairs, activities and operation of the Ponder PTO shall be managed by the Executive Committee. The Executive Committee shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these Bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, present reports and recommendations at the meetings of the membership, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the Ponder PTO.


    B. Membership. The membership of the Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer, Santa Store Coordinator, Volunteer Coordinator, Fall Festival Coordinator, Field Day Coordinator, Teacher Appreciation Week Coordinator, Teacher Liaison. The Faculty representative is to be selected by the Principal. The principal of the school and the chairpersons of all Standing Committees shall serve as ex-officio members and shall be entitled to vote.


    C. Meetings. Regular meetings of the Executive Committee shall be held during the year, the time to be established at the first meeting of the year. Special meetings may be called by the President or by a majority of the Executive Committee. Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days in advance. When possible, notice of the meetings should be announced to all Regular Members of the Ponder PTO. Any Regular, Voting, Faculty or Honorary Member may attend a meeting of the Executive Committee, but shall not be entitled to vote on matters before the body.


    D. Quorum. A majority of the regular members of the Executive Committee shall constitute a quorum for the transaction of business.


    E. Voting. The act of the majority of the regular and ex-officio members of the Executive Committee present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Committee.


    VIII. STANDING AND SPECIAL COMMITTEES

    A. Other Standing Committees. The Executive Committee may establish such other Standing Committees, as it deems necessary and advisable. The President shall appoint the chairpersons of all Standing Committees. Current Standing Committees include: 

    Teacher Appreciation Week 

    Santa Store

    School Pictures

    Fall Festival 

    Field Day

    Those who chair Standing Committees shall serve as ex-officio members of the Executive Committee. Only Voting Members may serve as chairpersons. The chairperson of each committee shall recruit the members for his or her committee. Any Regular or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.


    B. Special Committees. The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or at the conclusion of the school, whichever occurs first. The President shall appoint the chairpersons of all Special Committees. Only Voting Members may serve as chairpersons. Any Regular or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports. 


    IX. FINANCES

    A. Budget. The Executive Committee shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Committee during the year. Any substantial deviation from the budget must be approved in advance by the membership.


    B. Obligations. The Executive Committee may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the Ponder PTO. The officers shall not have the authority, however, to enter into such agreements on behalf of Ponder ISD, nor should they hold themselves out as having such authority. 


    C. Commercial Paper. The Treasurer or President shall sign all checks, drafts, or other orders for the payment of money on behalf of the Ponder PTO.


    D. Bank Deposits The Treasurer or President shall deposit all funds of the Ponder PTO to the credit of the Ponder PTO in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.


    E. Capital Expenses Any expenditures over $250.00 for fixed assets or enhancements, must be approved by a vote of the Executive Committee. 


    F. Financial Report. The Treasurer shall present a financial report at each General Membership Meeting of the Ponder PTO and shall prepare a final report at the close of the school year. The Executive Committee shall have the report and the accounts examined annually by an auditor or an informal audit committee, who, if satisfied that the Treasurer's annual report is correct, shall sign a statement of that fact at the end of the report.



    X. AMENDMENTS. These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Voting Members at any Regular or Special Meeting.


    XI. AUTHORITY. If any part of these Bylaws shall conflict with the decisions, policies or procedures adopted by the Ponder ISD, they shall be deemed null and void and the decision of the Ponder ISD shall, in all cases, control.

     

     


    These Bylaws were adopted by the membership by a majority vote during a meeting properly called in insert date, and shall take effect immediately.