DAMS PTO By-Laws

Adopted: October 31, 1983

1st revision presented and approved: November 2010

Current revision presented and approved: December 2019

 

Article I: Name

The name of this organization shall be Dallastown Area Middle School Parent Teacher Organization (PTO)

Article II: Objectives

  • To provide support for a safe, inclusive, educational experience for all Dallastown Area Middle School students.
  • To provide a communication link between home, school and the community.
  • To provide student enrichment activities.
  • To provide support for teachers and administration.
  • To provide support for the middle school student council

Article III: Policies

Section 1: The organization shall be non-commercial, nonsectarian and nonpartisan. It shall not endorse any commercial enterprise or candidate for public office.

Section 2: The organization shall seek neither to direct the administrative activities of the school nor to control its policies; however, the organization reserves the right to express opinions on these matters after a majority vote of the general membership.

Section 3: No part of the net earnings of the DAMS PTO shall benefit, or be distributed to its members, directors, trustees, officers, or other private persons, except that the PTO. shall be authorized to pay reasonable compensation for services rendered and to make payments and distributions to promote the purposes set forth in Article II.

Section 4: The DAMS PTO will not use information obtained for PTO purposes for anything other than DAMS PTO related items. It will not be the policy or practice of the DAMS PTO to sell or abuse any personal information received for business, political or solicitation purposes.

Article IV: Membership and Dues

Section 1: Membership will be open, without regard to race, color, creed, or national origin, to any parent, guardian, or relative of a student currently attending the Dallastown Area Middle School. This membership also includes any school district personnel.

Section 2: Only members of the organization shall be eligible to participate in the business meetings or to serve in any of its elective or appointed positions.

Section 3: The annual dues shall be decided by the executive committee and shall be publicly announced before the first general meeting of each school year.

Section 4: The DAMS PTO shall conduct an annual membership drive each school year, but may admit persons to membership at any time during the school year.

Article V: Officers and Executive Committee

Section 1: The elected officers of the organization shall consist of the president, vice-president, treasurer, and secretary.  Each officer shall be a member of the DAMS PTO.  To be eligible for the presidency a person must have served on the Executive Board of a PTO within Dallastown Area School District for one (1) year OR have a high level of recommendations from other PTO Board presidents, or Co-Presidents, or building principals from within the school district

Section 2: The executive committee shall consist of the elected officers. The school principal shall be an ex-officio member of the committee.

  1. The executive committee shall be responsible for the management of the organization,
  2. The executive committee shall designate a depository for the funds of the organization.
  3. The executive committee shall draft a budget for approval at the first general meeting of the year.
  4. A vacancy occurring in any office other than President shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board; notice of such election having been given by the President.  In case a vacancy occurs in the office of President, the Vice-President shall automatically assume those duties.
  5. If any member of the Executive Board shall at any time cease to meet the qualifications or fulfill the duties of the position, an officer can be removed from office with just cause by a two-thirds vote of the Executive Board at a meeting where previous notice has been given.

 Article VI: Duties of Officers

Section 1: President

  1. Shall preside at all meetings of the organization and of the executive committee.
  2. Shall call special meetings when necessary.
  3. Shall cast a vote in case of a tie.
  4. May co-sign all checks for the treasurer and sign checks in his/her absence.
  5. Shall appoint a member to fill the un-expired term of any vacant office, subject to the approval of the general membership at the next regular meeting.
  6. Shall appoint and coordinate committees as required and serve as an ex-officio member of all standing committees.
  7. Shall appoint committee Chairpersons.
  8. Shall appoint auditors to make an annual audit of the accounts of the treasurer as required by the school board. The auditors shall submit their findings in writing to the President by July 31st.
  9. Shall receive a copy of all committee reports.
  10. Shall ensure that the objectives of the organization are promoted.

Section 2: Vice-President

  1. Shall assist the president in the performance of his/her duties.
  2. Shall preside at all meetings when the president is absent and fulfill the aforementioned duties of the president.
  3. Shall automatically assume the duties of the president for, the remainder of the term in case the president’s office becomes vacant.
  4. May also co-sign checks jointly with the treasurer.
  5. Shall perform other duties as may be delegated.
  6. Shall act as chairperson of the fundraising committee.

Section 3: Secretary

  1. Shall record the minutes of all meetings of the association.
  2. Shall provide hard copies of the minutes to the executive board and the general membership at each meeting.
  3. Shall perform other duties as may be delegated.
  4. Shall maintain PTO website, including the posting of all meeting minutes.
  5. Shall maintain all social media websites
  6. Shall maintain a hard copy of all minutes and by-laws.

Section 4: Treasurer

  1. Shall receive and deposit all monies of the organization.
  2. Shall keep a full and accurate record of all receipts and disbursements.
  3. Shall pay out funds in accordance with an approved budget as authorized by the executive committee. The president or vice-president must co-sign all checks.
  4. Shall present a financial statement at each meeting of the organization advising the membership of receipts and disbursements of funds during the previous period since the last regular meeting and the current balance in the account.
  5. Keep track of returned checks and invoice the payer for the amount of the returned check as well as the current bank charge. Reimbursement for a returned check must be in payment form other than a personal check.
  6. Shall act as chairperson of the membership drive, and maintain an updated membership list.

Section 5: All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the President or Co-President, within ten (10) days all records, books and other materials pertaining to the office and shall return to the Treasurer, within ten (10) days, all funds pertaining to the office.

Article VII: Rules and Regulations

Section 1: Meetings

  1. Regular meetings of the organization shall be held at least four times during the school year.
  2. All votes shall be determined by a majority of members in attendance at a regular meeting.
  3. A meeting between the outgoing president and incoming president must be held prior to the submission of the annual audit on August 31. At this time all records, passwords, spirit items, and documentation shall be transferred to the incoming executive board.

Section 2: Elections

  1. Nomination of officers shall occur at the regular meeting prior to the final regular meeting of the year, when possible.
  2. Consent of the nominees shall be obtained before the names are placed on the ballot
  3. The terms of the officers and standing committee chairpersons shall run for one school year.

Article VII: Amendments

These by-laws may be amended at any regular meeting of the organization by a majority vote of the members present, provided that the proposed amendment shall have been presented to the general membership at a business meeting at least 30 days prior to the meeting in which action shall be taken.

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