BY-LAWS OF THE NORTH SHORE HIGH SCHOOL PTO, INC.

(Parent Teacher Organization)

NORTH SHORE SCHOOL DISTRICT, GLEN HEAD, NEW YORK

 

ARTICLE I - NAME

The name of the organization shall be the North Shore High School PTO, Inc. (“Parent Teacher Organization” or “NSHS PTO”).


ARTICLE II - PURPOSE

The purpose of the PTO is to enhance and support the educational experience at North Shore High School, to develop a closer connection between school and home by encouraging parent and teacher involvement, and to improve the environment at North Shore High School through volunteer and financial support. There will be an emphasis on building a strong sense of community among parents, students, and faculty.

 

ARTICLE III - POLICIES 

Section 1: This Organization shall be non-commercial, non-sectarian, and non-partisan.

Section 2: The Organization will absolutely refrain from participating in the political campaigns of candidates for local, state, or federal office. Nothing in this provision shall be construed, however, to prohibit the Organization from participating in non-partisan voter education activities (including public forums and voter education guides) or other non-partisan activities to encourage people to participate in the electoral process, such as voter registration and get-out-the-vote drives. As individuals of the organization, members will be free to participate in political campaigns.

Section 3: The assets of the Organization shall not be used to unjustly enrich board members, officers or other insiders.

Section 4: The Organization shall not engage in any activities that are illegal or violate fundamental public policy.

Section 5: The Organization shall not engage in legislative activities but may engage in the education of legislative issues. 

Section 6: The Organization may cooperate with other organizations and agencies active in supporting the education and welfare of children, such as conference groups or coordinating councils. Its representatives may not make any commitments that bind the Organization without confirmation from the membership either in the form of a vote or inclusion in the annual budget voted upon and approved by the membership.

ARTICLE IV - MEMBERS

Section 1:  Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights. 

Section 2:  Dues, if any, will be established by the executive board annually. If dues are charged, a member must have paid his or her dues prior to the meeting to be considered a member in good standing with voting rights.

Section 3:  A portion of the membership dues shall go to the North Shore Coordinating Council.

Section 4:  An annual enrollment of members shall be conducted prior to the first meeting of each year.  Additional members shall be accepted at any time.

Section 5:  Student behavior at all PTO-sponsored events shall be governed by the North Shore High School Student Handbook and policies of the North Shore School District governing Code of Conduct. Violations of such policies may result in the student being prohibited from attending future PTO functions and/or disciplinary action by the administration of the North Shore High School and/or the North Shore School District.


ARTICLE V – OFFICERS AND ELECTIONS 

Section 1: Officers.

The Officers of the Organization shall be:

a.    Two Co-Presidents

b.    Vice-President – Membership

c.    Vice-President – Communications/Web-site

d.    Two Co-Vice-Presidents - Special Events

e.    Two Co-Recording secretaries

f.     One Corresponding secretary

g.    Treasurer

h.    Vice-President – Fundraising

Grade Rep Liaisons (non-voting)

            a.    The Co-Presidents shall: 

·      preside over meetings of the Organization and Executive Board

·      serve as the primary contact for the principal and the district superintendent

·      represent the Organization at meetings outside the Organization

·      serve as an ex-officio member of all committees except the nominating committee

·      prepare the agendas of all membership and Executive Board meetings and coordinate the work of all the officers and committees in order that the purpose of the Organization be served.


b.    The Vice-President of Membership shall:

·      keep an updated list of membership throughout the year

·      coordinate the collection of membership dues with the Treasurer

·      coordinate the membership drive at the Freshman BBQ, Back to School Night, Homecoming, and at every General PTO meetings throughout the school year.

·      coordinate the membership drive via the summer mailing prior to school opening

·      solicit membership via District E-mail and HS Daily Notices until November

·      compile an email contact list of all members of the organization


c.    The Vice-President of Communications/Web-site shall:

·      update and maintain the North Shore High School PTO web-site and showcase

·      post approved minutes of the General Membership Meetings to the PTO web-site

·      provide NSHS PTO information to the District Public Relations Director regarding news and events related to PTO activities.

·      collaborate with local, community-based news organizations to communicate NSHS PTO news and events.

·      compose a newsletter 3 times a year to inform parents of PTO updates.

·      update and maintain the North Shore High School PTO web-site and showcase

·      post approved minutes of the General Membership Meetings to the PTO web-site

·      provide NSHS PTO information to the District Public Relations Director regarding news and events related to PTO activities.

·      collaborate with local, community-based news organizations to communicate NSHS PTO news and events.

·      compose a newsletter 3 times a year to inform parents of PTO updates. 


d.    The Co-Vice-Presidents of Special Events shall:

·      coordinate all special events hosted by the PTO, including but not limited to

o    Freshman BBQ

o    Welcome Back Event for students and staff

o    Holiday Event

o    Faculty/Staff Appreciation Luncheon, Custodial Appreciation luncheon

o    Blood Drives

o    Moving Up Day Celebration

o    End of Year Dinner


              e.    The Co-Recording Secretaries shall:

·      record minutes of Executive Board meetings and meetings of the General Membership

·      record attendance at all Executive Board meetings and provide and file sign-in sheets at meetings of the General Membership

·      submit minutes to the Co-Presidents for review and approval

·      keep copies of all minutes, by-laws, and rules

·      prepare ballots for votes to be taken at meetings as warranted


f.     The Corresponding Secretary shall:

·      handle all correspondence for the Organization

·      send reminder emails to Executive Board one week prior to all scheduled meetings

·      send Meeting Reminder email to High School main office one week prior to scheduled monthly General Membership meeting for inclusion in the High School Daily Notice and email blast to HS parent community

·      send condolence and get-well cards as needed

·      coordinate and distribute “thank you” correspondence related to all fund-raising events and PTO business as appropriate

·      acknowledge donors to and recipients of the NSHS PTO scholarship fund 


g.  The Treasurer shall:

·      receive all funds of the Organization

·      keep an accurate record of receipts and expenditures

·      pay out funds in accordance with the annual budget, with the approval of the Executive Board and the approval of the membership where required

·      prepare an annual budget with the Co-Presidents for approval by the membership at the first annual meeting of the academic year

·      present a financial statement at every meeting and at other times when requested by the Executive Board

·      make a full financial report at the end of the year 


      h.  The Vice-President of Fundraising shall

·      be responsible for the oversight of all PTO fundraising efforts

·      collaborate with fundraising committee chair-people with regard to all fundraising efforts including, but not limited to, Homecoming, Annual Photo Day, and the annual Spring Fundraising event

·      oversee existing and ad-hoc fundraising efforts that support the objectives of the Organization

·      provide a budget line consult with treasurer and Co-Presidents prior to yearly planning

Grade Representative Liaison(s):

Grade Representative (“Grade Rep”) Liaison(s) should act as the conduit between the grade representatives and the NSHS PTO Board. This is a non-voting position.

Grade Rep Liaisons shall:

·    help train incoming 9th Grade Reps for the coming year

·    organize Grade Reps, in concert with Homecoming Chairs, regarding sales of class merchandise at Homecoming

·    report on behalf on the Grade Reps at all NSHS PTO Board Meetings

·    encourage Grade Reps to attend NSHS PTO general meetings and board meetings

·    engage Grade Reps to volunteer for NSHS PTO activities and events

·    collect spirit wear and/or class merchandise for a Spirit Wear basket for the annual spring fundraiser

·    create, along with Grade Reps, a themed "grade basket" per grade for the annual spring fundraiser

·    hold meetings with Grade Reps and faculty reps throughout the year

·    help solicit new Grade Reps for the incoming freshman class prior to the turnover meeting


Section 2: Nominations and Elections.

Elections shall be held at the May meeting of the school year. The nominating committee shall consist of at least two PTO members in good standing. (This may include the current Past-President.)

The committee will commence action in November of each year with the purpose of educating and recruiting potential candidates for each position that will need to be filled for the following year. This should include recruitment for Parent grade Representatives with an emphasis on attempting to fill these positions with representation from each elementary school in the North Shore district. The balance shall be volunteers from the general membership.

Nominations may be made at any time up to the May meeting.

The consent of each candidate must be obtained before the name is placed on the slate. If there is only one nomination for an office, election for that office may be by voice vote. If there is more than one person vying for any position, there will be a paper vote of the general membership taken at the May meeting.

Section 3: Eligibility.

Members are eligible for office if they are members in good standing of the NSHS PTO.

Section 4: Terms of office.

Officers are elected for one term, (of TWO YEARS) and may serve no more than one (1) consecutive term in the same office. Each person elected shall hold only one office at a time.

Section 5: Vacancies:

If there is a vacancy in any office, members will fill the vacancy through an election at the next 4 regularly scheduled meeting.


ARTICLE VI - MEETINGS

Section 1: Regular Meetings.

·      The regular meetings of the Organization shall be held at a time and place determined by the Executive Board prior to the meeting and included in the notice of meeting distributed to the membership.

·      The annual meeting will be held at the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that shall arise.

·      Notice of the meetings will be provided in the Daily Notice sent via e-mail by the High School.

Section 2: Special meetings.

·      Special meetings may be called by the president, and two members of the executive board, or five members submitting a written request to the recording secretary.

·      Previous notice of special meeting shall be sent to the members at least 10 days prior to the date of the meeting by flyer and/or phone calls.

Section 3: Quorum. The quorum shall be 10 members of the Organization.

ARTICLE VII - EXECUTIVE BOARD

Section 1: Membership.

The Executive Board shall consist of an uneven number of persons and will include all officers holding an elected position on the PTO.

Section 2: Duties.

 The duties of the Officers of the Executive Board shall commence July 1 of the academic year.


·      transact business between meetings in preparation for the general meeting

·      create standing rules and policies

·      create standing and temporary committees

·      prepare and submit a budget to the membership,

·      to approve routine bills, and prepare reports and recommendations to the membership.

Section 3: Meetings.

Regular meetings shall be held monthly, with the dates and times to be determined by the Executive Board.

Special meetings may be called by any two Executive Board members, with 24 hours notice.

Section 4: Quorum.

Half the number of the Executive Board members plus one constitutes a quorum. A quorum must be present to approve any expenditures or actions of the Executive Board.

Section 5: Removal and vacancies

  See Article V, Sections 4 and 5.


ARTICLE VIII - COMMITTEES

Section 1: Membership.

Committees may consist of members and Executive Board members, with the president acting as an ex-officio member of all committees.

Section 2: Standing Committees the following committees shall be held by the Organization: Nominating and Fundraising.

Section 3: The Executive Board may appoint additional committees and subcommittees as needed.


ARTICLE IX - FINANCES

Section 1: A tentative budget shall be drafted in the late spring for each upcoming school year and approved by a majority vote of the members present at the first general PTO meeting of the school year.

Section 2: The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3: The Executive Board shall approve all expenses of the Organization. Expenses in excess of $500, that were not represented and approved in the budget by a majority vote of the members present at the first general meeting, shall require the approval of a majority of the members present at a regular meeting of the Organization, or at a Special Meeting called in accordance with the provisions of Article VI.

Section 4: The Executive Board may authorize committees to spend money for necessary expenditures as specified within the limits of the annual budget. 

Section 5: The treasurer shall prepare a financial statement at the end of the year. 

Section 6: Upon dissolution of the Organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school and/or transferred to any successor organization.

Section 7: The fiscal year shall be July 1 through June 30th of each year.

ARTICLE X - PARLIMENTARY AUTHORITY

“Robert’s Rules of Order” shall govern meetings when they are not in conflict with the Organization’s by-laws.

ARTICLE XI - STANDING RULES

Standing rules may be approved by the Executive Board, and the recording secretary shall keep a record of the standing rules for future reference.

ARTICLE XII - DISSOLUTION 

The Organization may be dissolved with previous notice (14 calendar days) and two-thirds vote of those present at a meeting.

ARTICLE XIII - AMENDMENTS 

 These by-laws may be amended at any regular or special meeting, providing that previous notice was given at the prior meeting in writing and then sent to all members of the Organization by the recording secretary.

·      Notice may be given by postal mail, e-mail, or fax.

·      Amendments will be approved by a two-thirds vote of those present, assuming a quorum.

·      Dated: Glen Head, New York, July 18, 2012

·      Article V – Section 1 amended, Glen Head, New York, March 14, 2016