1. Margaret Susick Elementary Parent Teacher Organization
Organizational Bylaws Ratified and Approved November 3, 2011

2. Table of Contents Article I – Name of Organization
Article II – Purpose
Article III- Policies
Article IV- Membership
Article V- Officer Elections
Article VI- Committees
Article VII- Officer Duties
Article VIII- Meetings
Article IX- Finance
Article X- Amendments to the Bylaws
Article XI- Dissolution
Article XII- Ratification

3. Article I- Name of Organization
Margaret Susick Parent Teacher Organization (PTO) shall be the official name of the organization.

4. Article II- Purpose Encourage parents to assist the school
Provide social activities, as deemed necessary
Facilitate better communication and understanding between the school, parents and the community
The Margaret Susick PTO is established to aid in the enrichment of Susick Elementary School’s educational programs by providing funds to be used for acquisition of:
Additional equipment (classroom, office, outdoor, etc)
Supplies (The Board retains the right to allocate funds for the purchase of equipment, materials, or services other than those requested by the teachers and/or staff. Durable materials purchased by the PTO for classroom use will be considered property of Susick Elementary School this includes supplies for classroom, office, outdoor, etc)
Services and Assemblies (not provided by the Warren Consolidated School District)

5. Article III- Policies
This organization shall not endorse a political candidate or party.
No profits shall proceed to any officer or member of this organization.

6. Article IV- Membership
Membership in this organization is open to all faculty, parents and legal guardians of students attending Susick Elementary School who agree to abide by the rules and regulations described in the bylaws of this organization.
There will be no membership fee.

7. Article V- Officer Elections
There shall be at least four officers elected by a majority vote as follows; President, Vice president, Secretary and Treasurer.
There may be one or more persons elected to each position. These elected officers shall be known as the “Board”.
Nominations of Board members shall begin at the regularly scheduled meeting in April.
Election of Board members shall take place at the regularly scheduled meeting in May.
The term of all officers shall be for one school year beginning at the first meeting following the election. All officers shall be eligible for re-election and no officer may hold the same office for more than two consecutive terms, unless running un-opposed or if voted on by the membership in May.
An officer may be removed from office upon petition and by majority vote at the next general meeting following the submission of the petition.
The vacancy of an office position, with the exception of the president, may be filled by a candidate selected by the Board and by a majority vote of the membership.
A vacant President position shall be filled by the Vice President as outlines in Article VII, section B; 2.

8. Article VI- Committees
Other Committee chairpersons will be recruited and appointed by the Board to assist the officers during their activity process.

9. Article VII- Officer Duties President
Be responsible for conducting all meetings.
Secure room and set up for all meetings.
Prepare the agenda for each monthly PTO Board Meeting
Be responsible for calling a Board meeting prior to the new school year to initiate plans for the year’s activities.
Appoint necessary committee chairpersons as the need arises and communicate appropriately with these committees.
Be responsible for or privy to coordination/planning of all activities of the PTO.
Collect and distribute all funds including financial record keeping pertaining to the PTO if Treasurer is unavailable.
Represent the membership at WCS and/or PTO sponsored events and/or meetings or appoint suitable representation in his/her absence.
Maintain officer records with all correspondence and contacts made during the school year and transfer this documentation to the incoming President.
Conduct officer training to the incoming President.

10. Article VII- Officer Duties Vice President
Preside at meetings in the absence of the President.
Serve as president if he/she cannot fulfill duties of the position.
Serve as a liaison between the membership and the school staff, including the principal.
Be responsible for sending cards, flowers, or gifts on behalf of the PTO in accordance with the following guidelines:
Death of a Susick student or a student’s immediate family member; a card will be sent and a book will be purchased for the Susick Media Center in their memory.
Hospitalized illness of a PTO officer or a Susick staff member; flowers will be purchased and delivered, $30 (thirty dollars).
Retiring Susick staff member; a $50.00 (fifty dollars) gift and card will be purchased.
Other occasions not outlined above, shall be handled at the discretion of the board (ex. maternity leave).
Maintain officer records with all correspondence and contacts made during the school year and transfer this documentation to the incoming Vice President.
Conduct officer training with the incoming Vice President.

11. Article VII- Officer Duties Secretary
Be responsible for all PTO records except the Treasurer’s records.
The records are to be made available to any PTO board member and membership or committee at anytime.
Make copies of all notifications presented to the members at the membership meeting
Maintain an up to date roster of the Board members.
Create and record all PTO Board meeting minutes as well as record all motions and voting results taken from the PTO Board meeting and attendance records of all attendees at all meetings then present them on the unapproved meeting minutes at the next regularly scheduled meeting for approval. Minutes should be proof-read by another PTO board member before submitting to membership. Submit the minutes for publication in the school office and provide an electronic copy to the webmaster to submit the documents within the PTO or School Website .
Submit all unapproved minutes at the next general meeting for approval.
Be responsible for passing out the attendance sheet at all meetings.
Shall be a chairperson of the nominating committee, except in the case where he/she will be running for office for the upcoming school year, at which time, the Board shall appoint an alternate chairperson.
Distribute copies of the Bylaws to all members of the PTO.
Maintain officer records with all correspondences and contacts made during the school year and transfer this documentation to the incoming Secretary.
Conduct training with the incoming Secretary.

12. Article VII- Officer Duties Treasurer
Prepare the PTO school year budget as approved by the Board and present it to them for changes and updates prior to presenting at the first general membership meeting of the school year.
Maintain all financial records of the PTO. PTO President to be a backup in cases where the treasurer is not present.
Send a copy of the financial standings to the President one week prior to the PTO meeting. President to review prior to meeting for any questions that may arise if the treasurer is unable to attend.
Report on the financial standing of the PTO and provide written copies to each member at each general membership meeting. Post to PTO website within one week prior to the meeting.
Collect and distribute funds pertaining to the PTO. President to serve as a backup if Treasurer is unavailable.
Prepare and submit annual financial statements as required by state and federal authorities.
Maintain officer records with all correspondence and contacts made during the school year and transfer this documentation to the incoming treasurer.
Conduct officer training with the incoming treasurer.
Shall be responsible for coordination with any outside accountant, auditor, or governmental entity for any audit or review.

13. Article VIII- Meetings
Regularly scheduled meetings will be held within the first 2 weeks of each month, on a weekday for which has been voted on by the Board Members from September through May/June unless membership determines by vote that a meeting is not needed for a specific month. Time will vary depending on school availability.
A quorum must be present for business to take place. A quorum constitutes a minimum of three officers, one of which must be the President or Vice President, and two of the five or more members.
All meetings will be conducted with Robert’s Rules of Order as a guideline.
All PTO members present at meetings shall be eligible to vote.
All PTO Board members shall be eligible to vote; with the exception of the President(s), who shall vote only in the event of a tie.

14. Article IX- Finances
Funds raised by the PTO will be recorded Treasurer and deposited into the Margaret Susick PTO account by the Treasurer or Signee on file at the financial institute.
A general membership vote will be required on amounts to be spent in excess of $ (five hundred dollars). Expenditures under $ (five hundred dollars), emergency expenditures, or expenditures involving legal matters concerning the organization shall be at the discretion of the board members.
A Funds Requisition form must be submitted along with appropriate receipts attached within sixty days of event for an individual to receive reimbursement. Reimbursement to any member or vendor shall be made within two weeks of submission of Funds reimbursement form(s). Payment to any vendor must be paid within 2 week of receipt or invoice.
Any request for funding from the PTO should be “made in person” at a general membership meeting or be presented in writing to include the amount of funds requested, the purpose and the date needed. If funds requested are over $500, discussion will take place and the issue will be placed on the agenda for a vote at the next monthly meeting. Corresponding receipts or invoices must be submitted to the Treasurer to reconcile funds allocated. There will be no exceptions.
The banking institute requires one signature however at the discretion of the board, one or two of the following officers is required to issue a check; President, Vice President, Secretary and Treasurer. This will be voted on at the beginning of each year.
A minimum balance of $3, (three thousand dollars) must be left in the budget at the end of the school year to provide start-up funds for the following school year. Funds in excess of $3, (three thousand dollars) at the end of the school year must be designated for a specific purpose to be disbursed the following school year.
This organization shall maintain a tax-exempt status, as defined by Section 501(c)(3) of the Internal Revenue Code
The fiscal year end for this organization shall be recognized as May 31.

15. Article X- Bylaw Amendment
The Bylaws may be amended by a 2/3 majority vote of all members present at any regularly scheduled general membership meeting, as outlined in Article VII; Section B, provided notice in writing of the proposed amendment is filed with Secretary and is presented at the monthly general membership meeting preceding the one in which the amendment is to be voted on.

16. Article XI- Dissolution
In the event of the dissolution of this organization, the assets will be donated to Susick Elementary School in accordance of section 501(c)(3) of the Internal Revenue Code.

17. Article XII- Ratification
Upon Ratification of these Bylaws by a 2/3 majority vote of the membership present at a designated general membership meeting, as outlined in Article VII; Section B, they shall become valid and binding upon the members of the Margaret Susick Parent Teacher Organization.