Bylaws for the J. B. Wilmeth Elementary Parent Teacher Organization
effective December 3, 2018
The name of the organization shall be the J.B. Wilmeth Elementary Parent Teacher Organization (“PTO”) of Wilmeth Elementary School (“Wilmeth”) at 901 La Cima Drive, McKinney, Texas.
The PTO is organized exclusively for charitable, religious, educational, and scientific purposes, including making distributions for such purposes to organizations that qualify as exempt under section 501(c)(3) of the Internal Revenue Code (“Section 501(c)(3)”) (or corresponding section of any future federal tax code).
The primary purpose of the PTO shall be to continually promote and provide support to the quality of educational programs, safe environment, and community building and awareness at Wilmeth. The objectives outlined below are set forth to support this purpose:
- The PTO shall be an autonomous, independent decision-making group that works cooperatively with Wilmeth staff and administration.
- The PTO shall work cooperatively to create a Wilmeth community by supporting and encouraging active participation by Wilmeth students, parents, staff, and administration.
- The PTO shall provide regularly scheduled educational and community-oriented programs for Wilmeth teachers, students, parents, and administrators.
- The PTO shall work cooperatively to raise funds for school facility improvements, programs, and activities that will contribute to a safe environment and enhance the quality of education at Wilmeth and in the surrounding community.
- The PTO shall work cooperatively to provide opportunities for all parents and staff to share ideas relating to school matters and functions.
- The PTO shall work cooperatively to identify local community service programs and outreach opportunities in which Wilmeth students, parents, and staff may participate.
- The PTO shall work cooperatively to provide parent volunteers for educational and community-oriented programs to enhance the experience for all Wilmeth students and staff.
- Membership and Dues:
- Membership: All parents and/or legal guardians of students who currently attend Wilmeth are eligible for membership and shall have the right to attend and participate in all PTO general meetings and activities. Members shall have the right to vote, shall be eligible to serve in any elected or appointed PTO positions, and shall have the right to participate in the election of officers.
- Membership Dues: Each member of the PTO must register for membership online.
- Membership Recruitment: The PTO shall conduct an initial enrollment drive through meetings and other activities as designated by the Executive Committee during the beginning of the academic year. However, members may be admitted at any time throughout the academic year.
- The name of the PTO and/or the names of any of its members in their official capacities shall not be used in connection with any commercial concern, with any partisan interests, or for any reason not appropriately related to promoting the PTO’s purpose as set forth in Article II.
- The PTO shall be non-commercial, non-sectarian, and non-partisan.
- The PTO may cooperate with other organizations and agencies concerned with promoting education and improving child welfare. However, persons representing the PTO in such matters shall make no commitments that bind the PTO.
- The PTO shall not directly or indirectly participate or intervene in politics in any way, including but not limited to publishing or distributing statements or literature on behalf of any political campaign or candidate for public office. This shall include using electronic media for such purposes. Nor shall the PTO devote a substantial part of its activities to attempt to influence legislation.
- The PTO shall work with Wilmeth and other schools to provide the highest standards of education for all children and youth of the community. The PTO shall seek to participate in the decision-making processes establishing school policy, recognizing that the legal responsibility to make said decisions has been delegated by the people to the Board of Education.
- Notwithstanding any other provision of these articles, the PTO shall not engage in any other activities not permitted (a) by an organization exempt from Federal income tax under Section 501(c)(3), or (b) by an organization, contributions to which are deductible under Section 170(c)(3) of the Internal Revenue Code.
- Upon the dissolution of the PTO, assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3). Any such assets not disposed of shall be disposed of by the Court of competent jurisdiction of the county in which the PTO’s principal office is then located, exclusively for such purposes or to such organization(s) determined by said Court.
- Any person (or that person’s heirs, executors, and administrators) made or threatened to be made party to any action, suit, or proceeding because of his or her role as an officer or member of the PTO shall be indemnified by the PTO against any and all liability and reasonable expenses (including attorney’s fees and disbursements) incurred in connection with any proceeding or appearance therein, except when it is adjudged in such action, suit, or proceeding that the PTO officer or member is liable for negligence or misconduct in performing his or her duties. Such rights of indemnification shall not be deemed exclusive of any other rights to which such officer or member (or their heirs, executors, or administrators) may be entitled.
- General PTO Meetings:
The PTO shall hold at least 3 regular meetings per year at a time and date determined by the Executive Committee, unless otherwise specified by the Executive Committee. If at any time the Executive Committee deems a formal meeting unnecessary, general minutes from the previous Executive Committee meeting will be provided by newsletter and voted by proxy. The Executive Committee may call special meetings so long as five (5) days notice is given. The last regularly-scheduled meeting of the school year shall be the annual meeting at which the Annual Report shall be received and new officers shall be installed.
- The Officers of the PTO shall consist of the President, Vice President, Treasurer, Director of Fundraising, Secretary, Director of School Volunteers, Director of PTO Volunteers, Director of Programs, and Director of Communications. The following positions will also serve on the PTO Board: Spirit Wear Coordinator, After School Coordinator, Hospitality Coordinator, Grant Coordinator, Carnival Coordinator, Lucky’s Loop Coordinator, Flyer/Image Creator, Yearbook Coordinator, Webmaster, and Social Media Coordinator. All Officers must be members in good standing with the PTO.
- Officers shall serve for a term of two (2) years. Upon completion of said term, an Officer may be elected to another office.
- Any person nominated to the Office of President shall have served as a PTO Officer for a complete term of one (1) year prior to the nomination.
- Board meetings are mandatory. If an Officer misses two (2) meetings they may be removed from the Board.
- In the event of an Officer vacancy, the Executive Committee shall vote on a PTO member to fill the vacancy, subject to approval by the PTO Voting Members at the next regularly scheduled meeting.
- By a minimum two-thirds vote of the remaining Officers, an Officer can be replaced for failure to perform duties or for misconduct.
- Officers shall not profit financially from any activity sponsored by the PTO.
- No Officer shall submit a personal check as payment for cash deposits.
Article VII. Duties of Officers:
- President: The President shall be the Principal Executive Officer of the PTO and shall in general, supervise and oversee all of the PTO’s activities. The President shall be a member of the Executive Committee and, when present, shall preside at all meetings of the PTO and of the Executive Committee. The President, with approval of the Executive Committee, shall be the only person permitted to enter into a contractual agreement on behalf of the PTO. The President shall review all committee appointments. The President shall be authorized to sign on bank account documents. The President shall have an understanding of parliamentary procedure according to Robert’s Rules of Order, Newly Revised, and ensure all PTO business and meetings are conducted in this manner.
- Vice President: The Vice President shall assist the President and preside in any instance the President is unavailable. The Vice President shall also oversee the Yearbook Coordinator and the Spirit Wear Coordinator, and be available to assist any other committee as is necessary.
- Director of Programs: The Director of Programs shall serve as Chairperson of the Programs Committee, which directs and oversees PTO-sponsored programs and performs other duties pertaining to that office. Programs shall include any PTO-sponsored speakers, assemblies, celebrations, after school programs, and community activities that fulfill the purpose of the PTO set forth in Article II. The Director of Programs shall be a member of the Executive Committee.
- Treasurer: The Treasurer shall have charge of and be responsible for all funds of the PTO, shall receive and give receipts for monies due and payable to the PTO for all sources, and shall deposit within seven (7) business days such funds in banks or other organizations as are selected by the President with the approval of the Executive Committee. The Treasurer shall check the cash box located at Wilmeth weekly for any deposits. The Treasurer shall ensure that two (2) officers count and verify the amount of all cash deposits two (2) times each. The Treasurer shall make disbursements as authorized by the President with the approval of the Executive Committee or Membership Committee in accordance with the budget adopted by the Membership Committee. Any budget change that occurs outside of the pre-determined line item for a given expense must obtain Executive Committee approval before the expense can be paid. The Treasurer shall be responsible for the current academic year budget presentation to the PTO Board no later than the October meeting. The Treasurer shall collect all membership dues established by the PTO and shall certify to the Secretary an accurate list of Voting Members of the PTO. The Treasurer shall keep books of account and records including bank statements, receipts, budgets, invoices, paid receipts, and cancelled checks for five (5) years. The President shall sign checks to be reimbursed to the Treasurer for expenses incurred by the Treasurer. The Treasurer shall present a written financial report at each Executive Committee meeting which will then also be shared with the members of the PTO during the regular membership meeting, and at other times as requested by the Executive Committee. The Executive Committee shall ensure a financial review of the PTO’s budget records by an Audit Committee before July 1st. The Treasurer shall ensure that all applicable taxes are filed and paid on time. The Treasurer shall ensure that applicable PTO insurance is established and maintained. Each time a new Treasurer is elected, the new Treasurer shall update the tax files and bank account records to represent the current officer’s name. The Treasurer shall be a member of the Executive Committee.
- Director of Fundraising: The Director of Fundraising shall coordinate any and all fundraising programs of the PTO, shall recommend fundraising programs or activities to be adopted by the PTO, shall communicate fundraising programs to students, parents and teachers, and shall perform other duties usually pertaining to that office. The Director of Fundraising is responsible for making sure the PTO is following the McKinney ISD Rules of Fundraising as posted on the McKinney ISD website. The Director of Fundraising shall be the Chairperson of the Fundraising Committee. The Director of Fundraising shall be a member of the Executive Committee.
- Secretary: The Secretary shall keep the minutes of the proceedings of the Membership and the Executive Committees. The Secretary shall see that all notices are duly given in accordance with these Bylaws, and in general, perform all duties incident to the Office of the Secretary and such other duties as may be assigned by the President or the Executive Committee. The Secretary will ensure the written Bylaws are followed. The Secretary shall submit minutes of prior membership and board meetings for approval. The Secretary shall publish a copy of the minutes of the general membership meetings. The Secretary shall be a member of the Executive Committee.
- Director of School Volunteers: The Director of Volunteers shall work to identify volunteer opportunities as needed and/or requested by the Principal, Faculty, Executive Committee, or President. The Director of Volunteers shall be responsible for recruiting volunteers to fulfill the aforementioned needs and/or requests. The Director of Volunteers shall be a member of the Executive Committee.
- Director of PTO Volunteers: The director of PTO Volunteers shall work with the Executive Committee to coordinate volunteers for functions of which the PTO is in charge including but not limited to Carnival, Lucky’s Loop, and Field Day. Also, the Director of PTO Volunteers coordinates the room moms.
- Director of Communications: The Director of Communications shall be responsible for establishing and maintaining communication methods set forth by the Executive Committee, including but not limited to producing a PTO newsletter, constant contact via email and/or phone, and updating the PTO website.
- Spirit Wear Coordinator: The Spirit Wear Coordinator shall be responsible for coordinating all school spirit wear. The Spirit Wear Coordinator’s responsibilities shall include securing vendors, creating spirit wear designs, marketing merchandise, and overseeing the spirit wear ordering, sales, and distribution processes. The Spirit Wear Coordinator is responsible for designing and ordering T-shirts for the Lucky’s Loop Fundraiser and distributing them to all students, teachers, and PTO Board Members. The Spirit Wear Coordinator will create two (2) designs for the Executive Board shirts for each new school calendar year and present them at the May PTO Executive Board meeting. All Board Members present at meeting will vote on the design. The Spirit Wear Coordinator must have the President, Vice President, and Treasurer approve all designs before making final decisions.
- After School Coordinator: The After School Coordinator aids the Director of Programs, with specific responsibilities to include finding and coordinating all after school programs.
- Hospitality Coordinator: The Hospitality Coordinator aids the Director of Fundraising, with specific responsibilities to include community outreach projects and helping our sister School. The Hospitality Coordinator is also responsible for Teacher Appreciation Week, the Warm Your Heart Luncheon, and the Teacher Cookie Exchange.
- Grant Coordinator: The Grant Coordinator aids the Treasurer, with specific responsibilities to include researching, writing, and submitting applications on behalf of the PTO based on past disbursements that were not approved or on current year needs. The Grant Coordinator also aids the President in receiving all disbursement requests in the spring. The vote of the Executive Committee is needed to support all grants submitted.
- Yearbook Coordinator: The Yearbook Coordinator leads volunteers for Yearbook creation and coordinates with the Principal and Teacher Staff to gather necessary help. The Yearbook Coordinator’s specific responsibilities include establishing rapport with the yearbook company, creating the yearbook layout, and organizing marketing material for sales.
- Carnival Coordinator: The Carnival Coordinator is responsible for coordinating, planning, and delivering the Spring Carnival. The Carnival Coordinator’s specific responsibilities include coordinating volunteers and activities, booking vendors and sponsors, organizing and running the raffle, ordering all prizes, and marketing the Carnival.
- Webmaster: The Webmaster aids the Director of Communications and updates and maintains the PTO website to keep it current. The Webmaster’s responsibilities shall also include managing the online PTO Spirit Store and Carnival online sales. This Officer may be exempt from attending board meetings at the discretion of the President and Director of Communications.
- Social Media Coordinator: The Social Media Coordinator aids the Director of Communications, with specific responsibilities to include maintaining and updating the PTO Facebook page and all other social media accounts.
- Flyer/Image Creator: The Flyer/Image Creator aids the Director of Communications, with specific responsibilities to include creating the media that is shared across all PTO platforms and securing approval from Wilmeth Administration and the PTO President for all image creations.
- Lucky’s Loop Coordinator: The Lucky’s Loop Coordinator aids the Director of Fundraising, with the primary responsibility of running the Lucky’s Loop Fundraiser in in the fall. The Lucky’s Loop Coordinator will coordinate the Get Moving Crew, volunteers, prizes, goals, and all activities and responsibilities related to Lucky’s Loop.
Article VIII. Executive Committee:
- The Executive Committee shall consist of the Officers of the PTO, the Principal of Wilmeth or his/her designee, and the Faculty Representative of Wilmeth.
- The duties of the Executive Committee shall be the following:
- To conduct and oversee the overall business of the PTO throughout the academic year.
- To ensure the activities and business of the PTO are in accordance with the purpose described in Article II.
- To responsibly maintain and oversee the finances of the PTO.
- To review and approve the PTO budget for the following academic year during the May PTO Board Meeting.
- To approve the plans of work of the standing committees.
- To present a report of the PTO activities at the regular meeting of the PTO.
- To recommend members of standing committees and/or special committees.
- A meeting of the Executive Committee shall be held at a time and date determined by the Executive Committee in at least the months of August, September, October, November, January, February, March, April, and May unless otherwise specified by the PTO or the Executive Committee. Twenty percent (20%) shall constitute a quorum and a majority vote of the Voting Members present at any meeting shall be required for all action to be taken by the Executive Committee. Special meetings of the Executive Committee may be called by the President or by a majority of the members of the Committee with at least a five (5) day notice given.
Article IX. Other Committees:
- Standing Committees shall be created and approved by the Executive Committee to fulfill the purpose and objectives of the PTO. The Officers and the Principal of Wilmeth or his/her representative shall review all committee appointments.
- The Executive Committee shall establish other committees as deemed necessary.
- All Standing Committees must obtain prior approval for all financial transactions.
- All funds collected by the Standing Committee must be deposited by the Treasurer. The Treasurer shall, with the approval of the Executive Committee, reimburse to the Standing Committee or authorized vendor any authorized expenses incurred by the Standing Committee.
- No Standing Committee member shall remove cash from the school premises. All funds should be given to the Treasurer for deposit.
- The Disbursement Committee shall be comprised of the President, Treasurer, Principal, one (1) member of the Executive Committee, two (2) teachers and two (2) parents. Requests for disbursement may be provided by any PTO member, teacher or administrator. The Executive Board shall determine a date in March of each year to hold a final meeting to vote on suggested items. All voting members have the right to vote. It will be the Treasurer’s responsibility to maintain records of all disbursed funds. All requests for disbursement items should be submitted to the President with a written request or invoice. The Executive Board is responsible for proving an accurate depiction of the anticipated funds that may be used.
Article X. Elections:
- Procedure: The President will distribute Membership Nomination Forms to the entire PTO to be filled out by members and submitted to the President and reviewed by the Executive Board. Approved individuals will be placed on the ballot for voting.
- Selection: Officers shall be elected by ballot annually in April. A majority of votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held. Outgoing PTO Officers shall turn over all relevant notes and records pertaining to the PTO to their respective successors by the end of the academic year to facilitate an easy transfer of responsibilities.
Article XI. Amendments:
- These Bylaws may be amended at any regular meeting of the PTO by two-thirds (2/3) vote of the Voting Members present, and provided that notice of the proposed amendment(s) was given at the previous meeting.
- A Bylaw Committee may be appointed to submit a revised set of Bylaws as a substitute for the existing Bylaws only by a majority vote at a meeting of the PTO, or by a two-thirds (2/3) vote of the Executive Committee. The requirements for adoption of a revised set of Bylaws shall be the same as in the case of amendment.
Article XII. Adoption
- These Bylaws (Wilmeth PTO Bylaws, Final Version October 2018) are officially adopted by the PTO as of December 3, 2018.