BYLAWS OF THE PARENT-TEACHER ORGANIZATION OF GEORGE P. WAY ELEMENTARY
BLOOMFIELD HILLS SCHOOL DISTRICT
ARTICLE I – NAME
The name of this organization shall be the Parent-Teacher Organization of George P. Way Elementary (“PTO”), Bloomfield Hills School District, Michigan.
ARTICLE II - MISSION STATEMENT
The mission of the PTO is to enhance and support the education of the children at Way Elementary by fostering relationships among the school, parents, administration and teachers and by offering, through volunteerism and financial assistance, outstanding supplemental enrichment opportunities for all students at the school. The PTO strives to enhance growth and education by acting as a liaison between families and the school, and assisting the administration and teachers in upholding the high standards of George P. Way Elementary and the Bloomfield Hills School District.
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ARTICLE III - PURPOSE
The PTO is organized for the purpose of supporting the education of children at George P. Way Elementary by fostering relationships among the school, parents, teachers and administration. Its objectives are:
1. To act as a liaison between families and the school in an effort to enhance the growth and education of the students.
2. To cooperate with and assist the administration and the teachers in upholding the policies of the school.
3. To communicate all activities of the PTO among the teachers, administrators and families of the school.
4. To plan and implement fund-raising events for the benefit of the students and the school.
5. To promote, assist and communicate with the Bloomfield Hills PTO Council (PTOC), school district administration and members of the school community at large.
6. To promote outstanding and enriching opportunities for all students in the school.
ARTICLE IV - POLICIES
Section 1 This organization shall be non-sectarian, non-partisan and non commercial. Neither the name of the organization nor the names of its officers in their official capacities shall be used in the endorsement of any political candidate or commercial enterprise.
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Section 2 This organization shall not seek to direct the administrative or curriculum activities of the school or to control its policies.
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Section 3 This organization shall refrain from raising funds for the sole purpose of donating them to a charitable organization.
A. This does not include PTOC sponsored events.
B. The PTO may raise separate funds for an approved charity. An approved charity is defined as a charity chosen by a simple majority at a PTO meeting.
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Section 4 This organization may cooperate with other active organizations or agencies promoting child/student welfare to include but not limited to: Building Better Families through Action (BBFA), Bloomfield Hills Association of Special Education (BHASE), Bloomfield Youth Assistance (BYA), Friends of the Johnson Nature Center (FOJNC), Bowers School Farm and Bloomfield Hills Schools Alumni Relations, provided these organizations/agencies make no commitments which bind the PTO.
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Section 5 This organization shall be charged with the responsibility for accurately reporting information, communication and policies of the PTOC at the discretion of the Executive Board of the PTO.
ARTICLE V - GENERAL MEMBERSHIP
Section 1 Any parent or guardian of a registered student attending George P. Way Elementary may become a member upon payment of annual dues.
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Section 2 The teachers and administrators of George P. Way Elementary shall be members of this organization, in a non-voting capacity, without payment of dues.
ARTICLE VI - MEMBERSHIP LISTS
The PTO’s Membership list is for the use of the PTO only and cannot be used for the promotion of any activity unrelated to the PTO. It shall not be used by PTO members or other individuals for personal gain or made available for political, commercial, or solicitation purposes. The use of the PTO’s membership list is not allowed without the express consent of the Executive Board.
ARTICLE VII – DUES
Section 1 The annual dues shall be determined by the incoming PTO Executive Board (as defined in Article VII below). In absence of any specific determination of dues, the amount in effect for the preceding year shall be the dues for the new year.
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Section 2 Dues shall be collected on a per family basis.
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Section 3 In accordance with the PTOC policy, a portion (determined by PTOC) of the PTO dues shall be paid each year as dues to the PTOC by a date determined by the PTOC.
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Section 4 All PTO Executive Board members, as well as special and standing committees, other than teachers, if appropriate, must be paid members of the PTO for the year in which they are serving.
ARTICLE VIII - EXECUTIVE BOARD AND ITS DUTIES
Section 1 The Executive Board shall consist of, but not limited to, the following officers: President or Co-Presidents (henceforth known as “President”), President Elect or Co-Presidents-Elect (henceforth known as “President-Elect”), Recording Secretary, Corresponding Secretary, Treasurer, Treasurer-Elect, Past President, and Director(s).
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Section 2 Duties of the Executive Board shall be:
A. To attend a majority of regularly scheduled meetings of the Executive Board.
B. To submit and approve for adoption a budget for the fiscal year.
C. To transact necessary business in the intervals between organization meetings and such other business as may be referred to by the organization, including simple majority authorizing of non-budgeted expenditures not exceeding $350.00.
D. To approve routine bills within the limits of the budget.
E. To create standing committees and appoint their chairpersons. F. To review and act upon plans of the standing committees.
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Section 3 Executive Board Meetings
A. Meetings of the Executive Board may be called by the President or by a majority of the Executive Board. The purpose of the meeting shall be stated in a notice of said meeting.
B. Each individual Executive Board member shall have (1) vote and voting shall only take place during an Executive Board meeting. All votes must be cast in person or virtually. A majority of executive board members constitutes a quorum. The President shall not vote except in the case of a deadlock.
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Section 4 Budget Committee
A. The Budget Committee shall consist of at least three people drawn from the following positions: the President, President-Elect, Past President, Treasurer, and Treasurer-Elect.
B. The Budget Committee shall review the previous year’s budget and develop a proposed budget for the following year. The proposed budget shall be presented to the PTO for approval by the end of the school year for final approval no later than October of the new school year. Any expenditure not approved in the current budget shall be voted on and approved by a simple majority at monthly meetings.
C. The fiscal year shall correspond with the school year.
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Section 5 The duties of the individual officers shall be:
A. The President shall: preside at all monthly meetings of the PTO, call special meetings, set meeting times, appoint special committees, serve on the Budget Committee, and attend monthly general PTOC meetings. The President may sign orders drawn on the treasury, if needed. The President shall serve as the primary contact for the principal. The President shall represent the organization at meetings outside the organization, serve as an ex-officio member of all committees and coordinate the work of all the officers and committees in order that the purpose of the organization is served. The President shall serve a term of two (2) years, with staggering appointments, if possible. The President shall distribute a copy of the
current bylaws to the Executive Board at the commencement of every school year.
B. The President-Elect shall: act as an aid to the President, perform the duties of the President in the absence of that officer, serve on the Budget Committee, serve on the Nominating Committee and attend monthly General PTOC meetings, in the absence of the President. The President
Elect shall serve a term of one (1) year.
C. The Recording Secretary shall: keep an accurate record of all meetings of the PTO, and at special PTO Executive Board meetings where a vote is required. The Recording secretary shall prepare and publish typed minutes of all regular meetings. The Recording secretary shall present minutes to the membership for approval at each regular meeting. The Recording Secretary shall serve a term of one (1) year with an option to serve up to two (2) years upon approval of the Executive Board and PTO.
D. The Corresponding Secretary shall: facilitate communications as requested by the President and be a liaison of communication between the PTO and the surrounding communities. The Corresponding Secretary shall be responsible for sending written notes and/or flowers to the school staff on behalf of the PTO for such occasions as birthdays, weddings, surgery/extended illness, retirements, funerals, etc. The Corresponding Secretary shall serve a term of one (1) year with an option to serve up to two (2) years upon approval of the Executive Board and PTO. Should this role be left vacant such duties will fall under the role of the President.
E. The Treasurer shall: collect all dues and receive all monies of the organization, keep an accurate record of receipts and disbursements of the PTO, serve on the Budget Committee, and prepare a written report for each PTO meeting. Reimbursements and expenses shall be paid out in a timely manner in accordance with the budget. The Treasurer shall present a proposed budget for the following year at the end of the school year for final approval by the PTO no later than April of the new school year. The Treasurer shall serve a term of one (1) year with an option to serve up to two (2) years upon approval of the Executive Board and PTO.
F. The Past President shall act as an advisor to the Executive Board, may attend monthly General PTOC meetings and may serve on the Budget Committee.
G. The Treasurer-Elect shall act as an aide to the Treasurer and perform duties of the Treasurer in the absence of that officer. The Treasurer-Elect shall be responsible for record keeping as assigned by the Treasurer. The Treasurer-Elect shall serve a term of no more than one (1) year.
H. The Director(s) shall each be available for counsel to the Executive Board upon request.
ARTICLE IX – GENERAL MEETINGS
Section 1 A minimum of seven general meetings of the organization shall be held during the school year. Meetings may be attended in-person or electronically upon reasonable request to the Executive Board.
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Section 2 The annual meeting for Executive Board appointment approval shall be held each year in April or May, or at such other times as necessary to fill any vacancies on the Executive Board.
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Section 3 Special General Meetings of the organization may be called by the President, or upon the written request to the president of at least (10) members. This request must state the purpose of the meeting and a notice to that effect must be issued. Notice of any special meeting shall be made not less than forty-eight (48) hours prior to said meeting.
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Section 4 The order of business of the meetings will be substantially as follows:
1. Call to Order
2. Approval of minutes
3. Statement of Treasurer and/or Treasurer-Elect
4. Reading of Communication
5. Reports and their disposal
a. Principal Report
b. President Report
c. President-Elect Report
d. Standing Committees
e. Special Committees
6. Unfinished Business
7. New Business
8. Announcements
9. Adjournment
Section 5 In a general meeting each paid family membership is entitled to one (1) vote. This refers both to the general membership and the Executive Board.
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Section 6 The presiding President at any general meeting, special meeting or Executive Board meeting shall not vote except in the case of a deadlock.
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Section 7 Motions shall be passed by a simple majority of members present.
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ARTICLE X – NOMINATIONS AND APPOINTMENT OF THE EXECUTIVE BOARD
Section 1 Recruiting Candidates
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No later than fourteen (14) days prior to the voting date, the Executive Board shall work with the school administration to disseminate an email to the school community with the following information:
i. A list of Executive Board positions and responsibilities;
ii. Instructions for becoming a voting member;
iii. Instructions for becoming a candidate for a position;
iv. Date and time of voting; and
v. Such other information the Executive Board deems necessary.
Section 2 No later than three (3) days prior to the voting date, the Executive Board shall email all voting members with a list of the candidates running for each position.
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Section 3 Members shall vote anonymously using electronic software such as Google Forms or such other method the Executive Board determines is appropriate.
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Section 4 Elections shall be determined by a simple majority vote.
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Section 5 A vacancy on the Executive Board shall be filled by an appointment presented by the President at a regularly scheduled PTO meeting and confirmed by a vote of the members present at the next regularly scheduled meeting.
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Section 6 Newly elected Executive Board members shall take office at the Annual Meeting or sooner, as necessary and appropriate.
ARTICLE XI – STANDING AND SPECIAL COMMITTEES
Section 1 Standing Committees
A. Standing Committees are permanent committees constituted to perform a continuing function and consist of members of the PTO.
B. The chairperson/co-chairperson(s) of each standing committee shall be appointed annually by the President.
C. The chairperson(s) of all standing committees shall present work plans to the President for approval. The President shall present approved committee plans to school administration for final approval. No committee’s work shall be undertaken without the approval of the President and final approval of school administration.
D. The chairperson(s) of all standing committees shall keep detailed information of the year’s duties to be presented to the newly elected committee.
E. The President shall be an ex-officio member of all standing committees.
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Section 2 Special Committees
A. A special (or ad hoc) committee is a committee appointed, as the need arises, to carry out a specified task, at the completion of which (or presentation of its final report) it automatically ceases to exist.
B. A special committee should not be appointed, except where appropriate, to perform a task that falls within the assigned function of an existing standing committee.
C. The Executive Board shall appoint special committees as deemed necessary to carry out the work of the PTO and shall determine the number of members on such special committees.
D. The President shall be an ex-officio member of all special committees.
ARTICLE XII - FISCAL POLICIES
Section 1 Fiscal Year: The fiscal year of the PTO shall commence on the same date as the PTOC fiscal year.
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Section 2 Checks, Notes and Contracts: The Executive Board is authorized to select such banks or depositories as it shall deem proper for the PTO funds. THe Executive Board shall determine who shall be authorized on the PTO’s behalf to sign bills, notes, receipts, checks, contracts and other documents and/or instruments.
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Section 3 Annual Financial Report: The books and accounts of the PTO shall be kept in accordance with generally accepted accounting principles.
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ARTICLE XIII – DISSOLUTION
In the event of the dissolution of the PTO, all PTO funds should be used to pay any outstanding bills and with membership’s approval, gifted for the benefit of the school. Any remaining funds and property beyond that must be used for the benefit of an organization with tax-exempt, non-profit status, 501(c) (3), as voted on by a simple majority at a PTO meeting
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ARTICLE XIX – PARLIAMENTARY AUTHORITY
“Robert’s Rules of Order” shall govern meetings when they are not in conflict with the organization’s bylaws.
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ARTICLE XV– AMENDMENTS
Section 1 These Bylaws may be amended at any regular meeting of the organization by a 2/3 (two-thirds) vote of the members present and voting, provided that notice of the proposed amendment shall have been given at least 25 days prior to the meeting at which action is to be taken, and provided that the amendment is not in conflict with the Bylaws of the PTOC.
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Section 2 The President shall appoint a Bylaws Committee to review and/or revise these Bylaws not less than once every four (4) years.
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ARTICLE XVI – ADOPTION OF BYLAWS
Section 1 These Bylaws were adopted by the Parent Teacher Organization of George P. Way Elementary in 2015.
Section 2 Amendments or additional adoptions of these Bylaws shall state, as a section of the text of such changes or additions, the date of adoption.
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Section 3 These Bylaws were amended on March 14, 2023.