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Bylaws

ARTICLE I. NAME

The name of this organization is the Chesterfield Elementary Parent Teacher Organization of the Rockwood School District (hereinafter "CES PTO" or "Organization"). It is a local independent unit created by the parents and staff of Chesterfield Elementary School, having no affiliation with any other association, be it state or national in origin

ARTICLE II. ARTICLES OF ORGANIZATION

The Organization exists as an unincorporated association of its members. The Organization's Articles of Organization consist of these Bylaws, as amended from time to time, and its Articles of Association, if any. In the absence of separate articles of association, the Bylaws shall be deemed to be the Articles of Association. In the event of any conflict between these Bylaws and the Articles of Association, these Bylaws shall govern.

ARTICLE III. PURPOSE/OBJECTIVES

This Organization is organized exclusively for the following charitable, educational, or scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code:

To promote the welfare and education of children and youth eligible to attend the Rockwood School District and the Chesterfield Elementary School in the home, school, and

To support the school in improving education in ways that will adhere to administrative policy and the Rockwood School District's mission, goals, and beliefs.

To raise funds for programs and equipment to further the education of children and

To bring about a closer relationship between the home and the school, that parents and teachers may work cooperatively in the education of children and

To foster communication, cooperation, support, information, and education within the Rockwood School District, including District staff, parents, and the general

ARTICLE IV. POLICIES

Section 1

No substantial part of the activities of the Organization shall be the carrying on of propaganda or otherwise attempting to influence legislation and the Organization shall not participate in or intervene (including the publishing or distribution of statements) in any political campaign on behalf of any candidate for public office.

Section 2

This Organization shall be non-commercial, non-sectarian, and non-partisan. No commercial enterprise or candidate shall be endorsed by it. The name of the Organization and names of its officers in their official capacities shall not be used in connection with a commercial concern or with any partisan interest for any other purpose than the regular work of the Organization

Section 3

This Organization shall not seek to direct the administrative activities of the school or to control its policies, but can serve as a liaison between parents and administration when concerns arise.

Section 4

The Organization shall be supportive of school educational efforts and student needs. The policies of the Organization shall be developed cooperatively by parents and teachers. The Organization shall conduct all operations in such a way as to reflect positively upon the school and the Rockwood School District.

Section 5

In no way shall one member, officer, or committee chairperson make policy, program, or expenditure decisions, or bind the Organization in any way, absent the consent of at least the Executive Board. When representing the Organization, any member, officer, or committee chairperson shall be aware of the authority extended by the Organization and shall not exceed such authority.

Section 6

This Organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, provided they make no commitments that bind the Organization absent the consent of at least the Executive Board.

Section 7

The Organization shall act in accordance with all Rockwood School District Board of Education Policies and Regulations, which are incorporated herein by reference, including but not limited to Policies 2950 and 3370 and Regulations 2950 pertaining to fund-raising activities. No fund-raising activity of the Organization shall financially benefit a PTO member, faculty member, student or parent without prior Executive Board approval.

Section 8

No part of the net earnings of this Organization shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons except that the Organization shall be authorized and empowered to pay reasonable compensation for services rendered. Services provided by members and officers are voluntary and will not be compensated, unless specifically authorized by the Executive Board prior to completion of such services.

Section 9

Any notice required or permitted to be given to members may be given by written notice (including distribution of flyers and posting notices through the school), by telephone, by facsimile, by electronic mail, by social media or by any combination thereof, or by any other method reasonably designed to reach the members.

Section 10

Notwithstanding any other provisions of these articles, the Organization shall not carry on any other activities not permitted to be carried on: (a) by an Association exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law); or (b) by an Association, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

Section 11

Upon dissolution of the Organization, the Organization shall, after paying or making provisions for the payment of all the liabilities of the Organization, dispose of all the assets of the Organization by distributing the same to the Principal of Chesterfield Elementary School. Said Principal shall, upon the advice of the Chesterfield Elementary School teachers and administration, supervise the expenditure of said assets for essential educational materials and equipment. In the event that this is not possible, said assets shall be distributed to organizations as shall at the time qualify under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the

Organization's Executive Board shall determine, with preference to be given to educational programs of the Rockwood School District. Any assets not so disposed of shall be disposed of by the Court in the county of the principal office of the Organization.

ARTICLE V. MEMBERSHIP AND DUES

Section 1

Any parent or guardian of a student of Chesterfield Elementary School and any teacher OR staff member interested in the objectives of the Organization and willing to uphold its policies and subscribe to its Bylaws may become a member. Any certified staff member of the School may be a non-voting member of the Organization. Staff members are not required to pay membership dues, if any. Membership in the Organization shall be available without regard to race, color, creed, or national origin.

Section 2

The Executive Board shall determine the amount, time, and manner of payment of the membership dues, if any, from time to time. If assessed, each member shall pay the annual membership dues; however, no household shall be assessed for more than one annual payment of membership dues.

Section 3

The Organization shall conduct an annual enrollment of its members, but persons may be admitted to membership at any time during the year as defined above.

Section 4

The privileges of membership shall be the right to hold office or appointed position, make motions, chair a committee, and vote. Only those members current in payment of membership dues, if any, are eligible to vote or to serve as an officer or representative of the Organization. Non-members are welcome to attend meetings and may ask questions and participate in discussions as recognized by the President.

ARTICLE VI. EXECUTIVE BOARD

Section 1

The Executive Board shall consist of the officers of the Organization, the Principal of the School or his or her designated representative, and a member or members of the faculty. The faculty representative shall be selected annually by the Principal or by the faculty in whatever manner the faculty deems appropriate. Chairpersons of the standing committees and of then active special committees may be invited to attend Executive Board Meetings that pertain to their committee.

Section 2

The Executive Board shall have general charge and control of the affairs, funds, and properties of the Organization and shall maintain records of such in a central location, including current and prior budgets, check registers, governmental forms, committee reports, contracts and correspondence. Records should be maintained for a minimum of five years.

Section 3

The duties of the Executive Board shall be as follows: to transact necessary business in the intervals between Organization meetings; to approve chairpersons of standing committees and approve the plans of the standing committees; to interpret the bylaws, policies, and standing rules of the Organization; to present a report at the general membership (open) meetings of the Organization; to prepare a budget for the upcoming fiscal year; to approve routine bills within the limits of the budget; to appoint the nominating committee if one is necessary; to appoint a committee to review Bylaws as needed; to appoint a committee of not less than two members at least two weeks before the June planning meeting to review the treasurer's accounts; and to make budget adjustments as necessary, provided they do not individually exceed $1,000.00. Any individual budget adjustment over $1,000.00 requires the notification to the general membership.

Section 4

Every elected officer of the Executive Board shall be entitled to one vote.

Section 5

Each standing committee chairperson shall present the committee's plans to the Executive Board prior to execution of the same. Any expenditure for such plans should be presented to the Executive Board for advance approval

Section 6

Regular meetings of the Executive Board shall be held during the school year, as stated in the Standing Rules. The time, place and regularity of such meetings are to be fixed by the

Executive Board at its first meeting of the year.

Section 7

Special meetings of the Executive Board may be called by the President, the Principal, or by a majority of the members of the Executive Board upon at least two days' notice.

Section 8

All officers are expected to attend all scheduled Organization meetings and a majority of Organization-sponsored events.

Section 9

On or before the first board meeting of the year, each officer shall be assigned to serve as a liaison and shall provide assistance to the identified standing or special committee chairs.

Section 10

A majority of the members of the Executive Board must be present at the Executive Board meeting in order to conduct business. Unless otherwise provided herein, a simple majority of those present and voting shall be required for the passage of any motion, resolution, or other vote

ARTICLE VII. OFFICERS AND THEIR ELECTION

Section 1

The officers of this Organization shall include, at a minimum, a President, a Vice- President, a Secretary, and a Treasurer. Any office may be held by two persons so designated by the prefix "co-". These officers shall be elected annually by ballot at the regularly scheduled Spring general membership meeting by a majority vote of the membership present at that meeting. If the Executive Board includes a President-Elect, the office of President shall be filled by the prior President-Elect. If there is but one candidate for any office, the election for such office(s) may be by voice, show of hands or slate approval. Officer elections may be conducted electronically.

Section 2

Officers shall assume their official duties at May Executive Board meeting and shall serve for a term of one year or until their successors are elected and installed. No person shall serve more than two consecutive terms in the same office, plus an additional year if needed as determined by vote and majority approval of the Executive Board and General PTO population. Additional officers will be chosen according to the needs of the Organization and upon the approval of the Executive Board.

Section 3

Spouses may be elected and hold any of the offices as a couple provided that such spouses were nominated and elected as a couple.

Section 4

A vacancy occurring in an office shall be filled by a majority vote of the elected officers on the Executive Board at their next regular meeting.

Section 5

Any officer absent from three consecutive meetings, i.e. Executive Board and Organization meetings shall be deemed inactive unless absences are due to extenuating circumstances and the Executive Board receives the notification of such. Any office having an inactive officer shall be declared vacant and shall be filled as provided herein. In addition, an officer failing to adequately participate or fulfill duties of the office may be subject to removal from office by the decision of two-thirds of the Executive Board. Such officer is entitled to a written notification from the President or the Principal at least two weeks prior to the vote regarding removal.

ARTICLE VIII. DUTIES OF OFFICERS

Section 1

The President (or Co-Presidents) shall:

  • preside at all meetings of the Organization and of the Executive Board
  • be a member ex officio of all committees except the Nominating Committee
  • be authorized to appoint any special committee necessary to conduct the work required for the annual report
  • maintain the right to table discussions or voting, at his/her discretion, for such reasons as new agenda items, time constraints, or items that require additional information
  • work with the Secretary to prepare the agenda for each meeting
  • be an authorized cosignatory for all accounts of the Organization
  • be the only one (or his/her designee, who must be an elected officer) allowed to sign contracts
  • work with the principal on designated duties and tasks
  • attend Districtwide meetings, such as the Presidents' Forum
  • attend the Rockwood Presidents' Forum Leadership Conference
  • delegate the duties of any position that remains vacant
  • perform all other duties usually pertaining to the office

Section 2

The President-Elect, if any, shall:

  • attend District-wide meetings, such as the Presidents' Forum
  • be an authorized cosignatory for all accounts of the Organization
  • attend Rockwood Presidents' Forum Leadership Conference
  • perform other duties as may be assigned to him/her by the Organization or Executive Board
  • assist the President and perform such duties that the President may delegate
  • perform the duties of the President in the President's absence
  • serve as President-Elect for one term, and then serve as President the next term.

Section 3

The Vice-President(s) shall:

  • aide the President(s) and President-Elect
  • perform the duties of the President and President-Elect in the absence of both officers
  • oversee and serve as a resource for specific committees (to be determined at the Executive Board meeting immediately preceding the beginning of the school year)
  • perform the duties of the Secretary or Secretaries in their absence

Section 4

The Secretary (or Secretaries) shall:

  • record the minutes of all meetings of the Organization and of the Executive Board
  • be responsible for all incoming and outgoing correspondence for the Organization
  • report on all relevant correspondence at each Executive Board meeting
  • aid the President(s) in preparing the agenda for all meetings
  • make the minutes of the prior meeting available to all members of the Executive Board before each meeting
  • maintain a current copy of the Bylaws and Standing Rules, if any, as well as the records of all meeting minutes, written records of all voting results, a list of all committees and their members, and a list of the current members of the Organization
  • publish the Organization newsletter (if any)

Section 5

The Treasurer(s) shall:

  • receive all monies of the Organization
  • keep an accurate record of receipts and expenditures and disburse funds as budgeted or approved by the Executive Board
  • be responsible for the maintenance of the bank account and records of the Organization
  • be responsible for the filing of any necessary financial and tax forms with the appropriate governmental authorities
  • be responsible for the maintenance of all financial records of the Organization
  • comply with the statutory requirements and Rockwood School District Board of Education Policies and Regulations, including those provided in the Student Activity Funds Procedures Manual established by the Rockwood School District Board of Education
  • turn the financial books of the Organization over to an Audit Committee of not less than two members or an independent auditor appointed by the Executive Board at the end of the school year for examination
  • present a statement of account at every meeting of the Organization and any other times as requested by the Executive Board
  • maintain a record of the budget reports presented at Organization meetings

Section 6

The Treasurer's accounts shall be examined annually by a board committee of not less than two members no later than July 31 of every year.

Section 7

All checks written must contain two authorized signatures to be considered valid. The President, President-Elect, and Treasurer shall be authorized to sign checks of the Organization.

Section 8

The Treasurer and President shall be bonded annually.

Section 9

All officers shall perform the duties outlined in these Bylaws and those assigned from time to time. Failure to assume these responsibilities may result in removal as provided herein.

Section 10

Upon the removal or resignation of any officer, such officer shall turn over to the President or Executive Board, without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer or the Executive Board, without delay, all funds pertaining to the office. Furthermore, upon expiration of their terms, all officers shall deliver all official materials related to their office to their successors.

ARTICLE IX. STANDING COMMITTEES

Section 1

Standing committees are committees with on-going functions that continue throughout the year. The chairperson of each committee shall serve for a one-year term. The incoming President, with the approval of the incoming Executive Board, shall appoint chairpersons of the standing committees after the spring election.

Section 2

The chairpersons of all standing committees shall mutually plan activities with the Executive Board, and no committee work shall be undertaken without the approval of the Executive Board.

Section 3

The Executive Board may create special committees as needed to promote the purposes and interests of the Organization. Special committees are directly responsible to the Executive Board. The President, with the approval of the Executive Board, shall appoint chairpersons of the special committees. Special committees shall be automatically dissolved upon completion of its assignment or upon decision by the Executive Board.

Section 4

An individual may serve unlimited terms as a committee chairperson, if appointed year to year.

ARTICLE X. FISCAL POLICY

Section 1

The Executive Board shall see that a budget shall be presented for approval at the first general membership (open) meeting of the academic year. At that time, additional funds from the previous year are also allocated. The Board has authority to make budget adjustments during the year, provided they do not individually exceed $1,000.00; the Board shall have no power to make the Organization liable for any debt(s) in an amount exceeding the cash assets of the Organization which have not been otherwise appropriated.

Section 2

Each committee chairperson has access to the budgeted funds for his/her committee during the current school year only. These funds will be disbursed by the Treasurer provided the expense falls within the committee's budget and is substantiated by a purchase order or receipt.

Section 3: The proposed budget may be presented and voted upon electronically.

Section 4

Any expenditure that requires carry-over or any anticipated expenditure occurring before the next year's budget is approved may be approved at the last meeting of the year.

ARTICLE XI. MEETINGS/VOTING

Section 1

There shall be regular general membership (open) meetings of the Organization, scheduled prior to the beginning of the school year. A regular meeting schedule may be established in the Standing Rules of the Organization. Special meetings of the general membership may be called by the President, Principal or by a majority vote of the Executive Board, five days' notice having been given. Members shall be notified no later than five days in advance of the date of any rescheduled general membership meeting. If meeting in person is not possible, meetings may be held electronically.

Section 2

Voting shall be determined by a simple majority of members present, except when changing or amending the Organization's Bylaws, when a two-thirds majority vote of members present must prevail. Voting may be conducted electronically.

ARTICLE XII. PARLIAMENTARY PROCEDURE

Section 1

Robert's Rules of Order (current edition) shall govern this Organization in all cases to which they are applicable and not in conflict with these Bylaws.

ARTICLE XIII. AMENDMENTS

Section 1. These Bylaws may be amended at any membership meeting of the Organization by two-thirds vote of the members present and voting, provided that notice of the proposed amendment shall be given at the previous general membership meeting.

Section 2

A committee may be appointed to review the Bylaws, as revised and amended, every two year(s). The committee shall draft any proposed amendments for presentation to the membership as provided for in Section 1 of this Article.

Article XIV. Standing Rules

The Executive Board may maintain a list of Standing Rules to serve as a further operating guide for the Organization. These Standing Rules should be revised yearly to reflect the procedures of the current Executive Board.

Boy Scouts Charter Agreement

Each year, the discussion about entering into a charter agreement or renewing the chartering agreement with the Boy Scouts should take place with the outgoing PTO Board and the incoming PTO Board. A vote by the new Board should take place by June 30. Written notification of the decision should be given to the following individuals by July 15th of each school

  • Boy Scouts of America Representative School Principal
  • PTO Board Secretary
  • Boy Scouts Chartering Organization Representative Presidents' Forum Secretary

Board Nomination and Election Process

Each year, according to the PTO By-Laws, a nominating committee is established with the sole purpose of nominating PTO Members to the PTO Executive Board. PTO By-Laws must be followed for creating the committee.

These rules are being written for clarification on how to manage the nominatingThe PTO Executive Board members make nominations for open Board positions at the January board meeting.

The PTO announces to the general membership that the Nominating Committee is taking nominations and provides timelines, contact – by January 31st.

The PTO Executive Board provides a list of potential candidates to consider for Board Additionally, if any Board member has been contacted by a parent who shows interest in being on the Board that name should be added to the list. The Board then generates additional names.

The Board should then determine which candidates might fit the open Board positions

The Board members can then identify who will call which candidates. A timeline should also be established allowing for appropriate response time from the

Only one person should be contacted at a time for each position. This will eliminate the possibility of more than one person being asked.

Qualifications for the presidency should be considered: strong leader, well respected in parent community, visionary, good communicator - both well written and oral, team builder, organized.

Qualifications for the treasurer's position: Preferred to have a finance background, preferred to have an accounting or finance degree or proven comparable work

Beginning of the Year Staff gifts/Wish List

Each full time Teacher and Staff will be given a beginning of the year gift (BOY. Teachers will get $50 to be used towards an Amazon wish list order or reimbursement, Support staff will get$25 to be used towards an Amazon wish list order or reimbursement for classroom/school year start-up costs that are usually purchased personally by the teachers and

The list of teachers/staff eligible will be provided by school

Teacher/Staff will send their Amazon wish list to the PTO Treasurer for review and purchase up to the specified amount, or submit itemized receipts for

PTO Treasurer will purchase the items using the PTO account via Amazon Smile and ship to the

Dates for this process will be outlined each year based on the school calendar but should happen within the first few months of the school year.

Teacher Grants

This standing rule does not apply to the Teacher grant line item that is in the yearly

In the event that there are extra funds (unused/unallocated) in the PTO budget by the February board meeting, a Teacher Grant process will be enacted to allocate the unused

The process shall be as follows:Teachers/Staff will fill out a Grant request form with specific details on the request, including requested dollar amount.

Grant request forms will be reviewed by the School Principal and approved or

School Principal will present approved Grant requests at the next available board meeting – no later than the March meeting.

The PTO Board will review the Grant requests and vote to approve or deny during the board

All Grant dollars approved will be allocated and should be spent no later than May 31st of the current school year or the end of the current school year (whichever comes first).

Succession of Officers

The outgoing officers who have financial management responsibility cannot remove their name from the Bank account before, June 30th, the end of the current fiscal year. This ensures a smooth transition to new PTO officers and protects the board/school/community for continued management of the current fiscal year.

After an officer has served on the Executive Board for 2 consecutive years, every effort must be made to recruit and fill open board positions. If the position is not filled refer to Article VII, Section 2 of the By Laws.

While recruiting board members the Board should keep in mind the goal of having a President-Elect to serve one term and then President the next term.

Specifically, "every effort" should include of the following: an e-mail to all parents, send home flyer with oldest and only or send electronic Peachjar flyer, post on the PTO website, and post on PTO Facebook page.

All documents for events, including activities, timelines, contacts, expectations and exit summary for their event, must be retained electronically on the CES PTO google

All Executive Board Members and Committee Chairs are encouraged to share all events, activities, timelines, contacts, expectations and exit summary for their event via Google Drive with committee Vice Presidents and/or PTO

All Executive Board Members and Committee Chairs shall surrender all binders and important documents to the committee Vice Presidents or PTO President at the end of their

All Executive Board Members shall serve a minimum of 1 (one) year term, with a maximum of 3 (three) years in the same Executive Board

Executive Boards Members can remain on the board after a 3 (three) year term as long as it is in a different capacity on the board.

Committee Budgets

Committee chairs retain autonomy to use their budgets as they see fit, but should keep open dialogue with their Vice President about expenses. Any single item projected expense over $250 should be brought to the Vice President or President for

Teacher/Staff gifts for retirement will come from the Staff Appreciation budget. The amount of money allocated for Teacher/Staff retirement gifts will be determined and available annually based on the projected PTO

Communications

All communications to be included in the weekly newsletter should be submitted to the Secretary by Friday prior to Monday distribution.

All requests needing Vice President or Board approval should be presented at the monthly PTO General Meeting or communicated via email to the PTO Executive

All building usage requests, submitted through the Rockwood School District Facility Usage office or the CES School Secretary, should also be emailed to the committee Vice President or PTO President.

All social media accounts and Rockwood School District website should have two administrators: (1) a PTO Executive Board Member (preferably VP of Communications/Secretary) and (2) PTO Social Media Chair and/or Webmaster.

Contracts

All event contracts, outside vendor rental agreements, RSD facility rental agreements should be reviewed and approved by the committee Vice President or PTO President.

The PTO President and Vice Presidents are authorized to sign event contracts, outside vendor rental agreements or RSD facility rental agreements after receiving board

Board approval can be obtained at any monthly PTO General or Executive Board Meeting or in the form of an email vote.

A PTO Executive Board vote of ⅔ is required for contract or rental agreement

Meetings - General and Executive

Chesterfield Elementary PTO Executive Board will hold monthly PTO General Dates to be determined at the June planning meeting for the next school year.

The PTO General Meetings dates and times can be altered by a vote of the PTO Executive

July PTO Executive Board Meeting is optional, and at the discretion of the PTO Executive

PTO Executive Board elections will be held in April of the school year and officers will assume their roles at May Calendar meeting and the June planning meeting for the next school year. The Treasurer-Elect will join the June planning meeting but take fiscal responsibility in July.

The April PTO General Meeting shall be the last regular meeting of the school year, at which time the outgoing and incoming Executive Board Officers will both attend and hand off all binders and important information to incoming Executive Board

The outgoing committee chairs should surrender all committee notes and binders to the Vice Presidents by the end of the school year.

The May PTO meeting will be the calendar planning meeting with the President, Secretary and Principal of the

The June PTO Planning meeting will be required attendance for all existing and new PTO Executive Board Members, School Principal and required staff and the outgoing PTO President if a transition is being made.

All PTO Executive Board Members, School Principal and School Staff member are to regularly attend all monthly PTO General and Executive Board meetings during the school

Receipts/Reimbursements

All receipts submitted to the treasurer should be the (A) the original receipt or (B) a copy of the original receipt. Treasurer will not accept digital copies of receipts via text. An email with a copy of the receipt and reimbursement request will be accepted with all valid

All event purchase receipts and reimbursements, totaling greater than $250.00, need Vice President approval and signature prior to submitting to the PTO Treasurer for

All Vice President purchase receipts and reimbursements, totaling greater than $250.00, need PTO President's approval and signature prior to submitting to the PTO Treasurer for

All event receipts and reimbursement requests less than $100.00 can be submitted directly to the PTO treasurer for

All event receipts and reimbursement requests should be submitted to the PTO Treasurer within 30 days of the event date.

All reimbursement checks should be cashed within 90 days of the check date

Chesterfield Elementary PARENT TEACHER ORGANIZATION BYLAWS
Adopted by vote of Chesterfield Elementary PTO Board on 5/12/2021