By-laws

BY-LAWS OF

MELROSE VETERANS MEMORIAL MIDDLE SCHOOL

PARENT TEACHER ORGANIZATION

ARTICLE I

Name

The name of the Organization is the Melrose Veterans Memorial Middle School Parent Teacher Organization (hereinafter referred to as the “Organization”).

ARTICLE II

Purpose

The purpose of the Organization is to facilitate communications among parents, teachers, and school officials; and to support and provide programs that will enhance the academic and social environment.

ARTICLE III

Policy

This Organization shall be non-profit and non-partisan. Neither the name of the Organization nor the names of its officers in their official capacities shall be used in connection with a commercial concern or with any partisan interest. This Organization shall not seek to direct the administrative activities of the school or to control school policies.

ARTICLE IV

Participation

All parents, guardians, administrators, and teachers and community members are eligible to participate in the Organization.

ARTICLE V

Executive Board

Officers – The officers, standing committee chairpersons, and principal (or representatives), shall constitute the Executive Board.

Section 1. The Executive Board, by majority vote, shall fill a vacancy occurring in any office other than that of the President. In the event of a vacancy in the office of President, the Vice-President or Co-President shall succeed to that office until the current term expires.

Section 2. The Executive Board shall prepare the calendar of meetings, events, and functions; and shall have authority to transact all the business of the Organization.

Chairpersons

Section 1. Nominating Committee Chairperson. The Executive Board shall elect a Nominating Committee Chairperson in March of each year. The Nominating Committee shall consist of a member of the Executive Board and at least four other representatives from the Organization. The Nominating Committee shall present a slate of officers and standing committee chairpersons (a list of nominees) for election at the annual business meeting in May. The list of nominees shall be presented to the membership of the Organization at least one month prior to the May meeting.

Section 2. Officers and Standing Committee Chairpersons. The officers and standing committee chairpersons shall be elected at the annual business meeting and shall serve for a term of one year. The term shall begin at the close of the annual meeting. No person shall hold the same office for more than two consecutive terms without a formal vote. No person shall hold more than one official position at a time.

Section 3. Resignation. In the event a member of the Executive Board resigns or is unable to fulfill their duty, there will be a special meeting of the Nominating Committee.

ARTICLE VII

Officers

The officers of the Organization shall be: President, Vice-President or Co-Presidents, Recording Secretary, and Treasurer or Co-Treasurers. These officers shall have the responsibility and the authority to carry out the purpose of this Organization, as defined in Article II throughout the year within the framework of their assigned duties, as defined in this Article (Article V).

Section 1. President/Co-Presidents. The President or Co-Presidents shall implement the calendar of meetings, events, and functions approved by the Executive Board. The President or Co-Presidents shall preside at all meetings of the organization and the Executive Board, and shall coordinate an agenda to be distributed to the members of the organization prior to each meeting; shall appoint other committees as needed; shall be authorized to sign checks in the absence of the Treasurer; shall appoint a representative to represent Melrose Veterans Memorial Middle School at all City-wide PTO meetings and that person shall report back to the Executive Board after each City-wide PTO meeting; and shall be a member ex-officio of all committees except the Nominating Committee.

Section 2. Recording Secretary. The Recording Secretary shall maintain, in a permanent record, the minutes of all meetings of the Organization and of the Executive Board. The Secretary shall give an oral report at each meeting and shall be responsible for all correspondence pertaining to the Organization. The Secretary will also be responsible for notifying members of all regular and Executive Board meetings, and for publishing a brief agenda; and shall be responsible for the copying of all PTO correspondence. The records of the minutes of the Organization meetings and the Executive Board meetings shall be transferred to the succeeding Secretary at the annual business meeting.

Section 3. Treasurer/Co-Treasurer. The Treasurer or Co-Treasurers shall receive and disburse all monies of the Organization subject to the order of the Executive Board, and shall maintain a permanent record of these monies received and disbursed. At each meeting the Treasurer shall give an oral report of the cash receipts and disbursements since the last meeting. A written copy of this report shall be submitted to the Secretary to become a part of the Secretary’s permanent records. The Treasurer shall submit a written statement of cash receipts and disbursements for the year to the Organization at the annual business meeting. These records shall be transferred to the succeeding Treasurer at the annual business meeting.

A) The bank will require two (2) signatures on checks on/over $500.00.

B) The bank statement will be mailed to a member of the Executive Board other than the treasurer for review.

C) All monies collected at any fundraiser or event shall be counted in the presence of two members and a form of deposit slip shall be signed and given to the Treasurer.

D) The Treasurer will submit the reconciled monthly bank statement and monthly transaction register to the Melrose PTO, Inc. bookkeeper by the 10th of each month.

ARTICLE VIII

Standing Committees

Standing committees of the Organization shall be: Grants, Box Tops for Education, Popcorn Sales, Sportswear Sales, and 8th Grade BBQ. These committees shall have the responsibility and the authority to carry out the purpose of this Organization, as defined in Article II, throughout the year within the framework of their assigned duties, as defined in this Article (Article VI).

Section 1. The Grants Chairperson shall be responsible for a grant program designed to encourage and fund creative and innovative activities within the classroom(s). Said Chairperson shall appoint a grant review committee, which shall include the principal as a permanent non-voting member. Faculty grants over $1000 should be brought to the PTO for final approval.

Section 2. Box Tops for Education Chairperson shall be responsible for organizing a committee to collect and cut box top coupons collected in classrooms twice a year, maintaining the information on the website, and submitting the Box Tops for reimbursement by the program deadline twice annually.

Section 3. The Popcorn Sales Chairperson shall be responsible for organizing volunteers to sell popcorn to students on a weekly basis; scheduling the sales events with school administration, procuring popcorn supplies, counting and recording weekly receipts, and submitting receipts to the Treasurer for deposit.

Section 4. The Sportswear Sales Chairperson shall be responsible for coordinating the sale of sportswear to the public; tracking sales and receipts, and submitting sales reports and receipts to the Treasurer for deposit.

Section 5. 8th Grade Barbecue Chairperson shall be responsible for organizing a committee of volunteers for the Melrose Veterans Memorial Middle School’s annual 8th grade barbecue.

ARTICLE IX

Meetings

Section 1. General meetings of the Organization shall be held at least three times during the school year, with one of the three being the annual business meeting in May. Dates of general meetings of the Organization are to be determined by the Executive Board.

Section 2. The annual business meeting of the Organization shall be held in May for the purpose of electing officers and standing committee chairpersons, receiving reports of officers and committees, and transacting any other business that may arise.

Section 3. Special meeting of the Organization may be held at such times as requested by a majority of the Executive Board or by at least ten participants of the Organization.

Section 4. Notice of all meetings shall be given at least five days prior to any regular or special meeting. Notice will be given via the Principal’s weekly email update, the PTO Facebook page and other social media, and through signage in the school.

Section 5. The Executive Board shall meet as deemed necessary (i.e. monthly-bimonthly) with dates and times to be determined by the Board. Five members shall constitute a quorum for the transaction of business.

ARTICLE X

Records and Reports

Section 1. Financial records and reports of the Organization are subject to annual review by the treasurer of Melrose PTO, Inc.  

Section 2. The Secretary, Treasurer, and standing committee chairpersons shall orally or by email communication, give their year’s reports to the membership at the annual meeting. Written reports, including detailed information concerning their year’s activities shall be given to the newly-elected Secretary, Treasurer, and chairpersons at this time.

ARTICLE XI

Amendments

These by-laws may be amended by a two-thirds vote of Organization participants present at the annual business meeting or at a special meeting called for said purpose. Public notice of the meeting shall be given by email to all participants of the Organization at least ten days prior to the meeting.

ARTICLE XII

Parliamentary Authority

Robert’s Rules of Order shall govern the conduct of all meetings in all cases to which they are applicable, and in which they are not inconsistent with these By-Laws and any special rules of order the Organization may adopt.

 Revised March 2017