Weston Middle School Parent-Teacher Organization Bylaws
ARTICLE I: NAME
ARTICLE II: PURPOSE
ARTICLE III: POLICIES
ARTICLE IV: MEMBERSHIP AND DUES
ARTICLE V: MEETINGS OF THE GENERAL PTO MEMBERSHIP
ARTICLE VI: EXECUTIVE BOARD
ARTICLE VII: DUTIES OF EXECUTIVE BOARD
ARTICLE VIII: EXECUTIVE BOARD MEETINGS
ARTICLE IX: WMS BOARD MEMBERS
ARTICLE X: DUTIES OF GENERAL BOARD
ARTICLE XI: NOMINATION OF BOARD MEMBERS
ARTICLE XII: ELECTION OF BOARD MEMBERS
ARTICLE XIII: CONFLICT OF INTEREST POLICY
ARTICLE XIV: AMENDMENTS TO BYLAWS
ARTICLE XV: DISSOLUTION
ARTICLE XV1: PARLIAMENTARY AUTHORITY
Article I-Name
The name of the organization shall be the Weston Middle School Parent Teacher Organization, Inc. (hereinafter referred to as the WMS PTO or the PTO).
Article II-Purpose
The purpose of the PTO shall be to enhance, facilitate, cultivate and promote learning, understanding and communication in, between and among the students, parents, faculty and administration of Weston Middle School (WMS) and the community.
To this end, the WMS PTO shall have the following stated goals:
A. To facilitate and improve communication among students, faculty, parents, administration and the community.
B. To address issues affecting the quality of the educational environment at the School and within the Weston Public Schools and make recommendations for improvement, and
C. To assist in enriching the School's educational environment by providing, from time to time, various support services.
Article III-Policies
Section 1: The PTO shall be a nonprofit corporation incorporated under the laws of the State of Connecticut, and all funds shall be used to carry out the purpose of the WMS PTO.
Section 2: The PTO shall conduct all activities in a manner to ensure it maintains its tax exempt status under Internal Revenue Code 501(c)(3), including, but not limited to, the timely filing of all corporate, financial and other documents required under the relevant statutes.
Section 3: The PTO shall sponsor or support only those activities that support the Weston School community in general and/or WMS in particular, and/or promote the welfare of WMS students.
Section 4: The WMS PTO shall be non-commercial. This provision shall not preclude or prohibit the PTO from engaging in its own fundraising activities.
Section 5: The announcement of activities and fundraising events in the PTO’s newsletter and/or website shall be limited to PTO activities and school and system-wide functions. The announcement of community based, child related activities and/or fundraising events is left to the discretion of the Communications Chair and the PTO President.
Section 6: No substantial part of the activities of the PTO shall consist of carrying on propaganda [as that term is defined in Internal Revenue Code section 501(c)(3)] or otherwise attempting to influence legislation, and the PTO shall not participate in or intervene in any political campaign on behalf of any candidate for public office.
Section 7: The PTO may take a position on any matter that is consistent with its stated purpose.
Section 8: PTO Board members shall uphold their fiduciary obligation to maintain appropriate confidentiality of information.
Section 9: PTO members shall not be liable in connection with any of the PTO’s activities or undertakings. The PTO shall maintain insurance to protect itself and its members from liability.
Section 10: No PTO Board member shall enter into a contract on behalf of the PTO without the prior knowledge and consent of both the Executive Board and the PTO Board.
Section 11: No Officer or PTO Board member may receive, directly or indirectly, any salary or other remuneration from the PTO.
Section 12: The fiscal year of the WMS PTO shall run from August 1 through July 31 of each year.
Article IV-Membership and Dues
Section 1: Any parent or guardian of a WMS student may become a member of the PTO upon payment of the annual dues. Members of the WMS faculty and administration are automatically PTO members and are exempt from paying dues.
Section 2: The amount of annual dues shall be set by the Executive Board (as described in Article VI, Section 1).
Section 3: Members may vote at all general meetings of the PTO on all matters that come before the membership.
Article V-Meetings of the General PTO Membership
Section 1: General Board meetings shall be held at least once every two months during the school year (September - June). The time and place of such meetings shall be determined by the Executive Board, provided at least seven days advance notice of each meeting has been given. Regular meetings shall be open to the general public.
Section 2: Special meetings are any meetings, other than Board or General membership meeting, which are called by the President or three Board members; notice for which shall be published in the PTO newsletter or by email at least three (3) days prior to the meeting.
Section 3: Ten (10) PTO members, at least five (5) of who shall not be members of the Executive Board, shall constitute a quorum for the transaction of business at any meeting of the general membership.
Section 4: The affirmative vote of at least a majority of the members present at any general membership meeting, at which a quorum is present, shall constitute action by the general membership (except for Bylaws amendments which require a two- thirds vote in accordance with Article XIV, Section 2).
Section 5: All members of the PTO shall have voting privileges; however, each member shall have only one vote regardless of the number of positions held.
Article VI-Executive Board
Section 1: The Executive Board of the PTO shall be the President, Vice President, Secretary, Treasurer, Philanthropy Chairperson, Fundraising Chairperson, Communications Chairperson, each Grade Chairperson, and the Past President (subject to paragraph I of this Article)
Section 2: The Executive Board shall be elected at the annual meeting of the PTO in May. The Executive Board shall assume their official duties at the end of the school year, with the exception of the Treasurer, whose term shall run for the fiscal year, from August 1st to July 31st. In such years as co-chairs for any given PTO position are elected, as authorized by (Article VIII, Section 2), the co-chairs shall share equally in the performance of all duties (as defined in Article IX, Section 1), or may together agree upon a distribution of such duties between themselves.
Section 3: The Executive Board may remove a Board member for cause, after reasonable notice, by a majority vote of those present (assuming a quorum) of the Executive Board members then in office.
Section 4: The Executive Board, and other persons designated by that Board, shall meet with the Principal of the School and any interested faculty members at least once every two months during the School year to the extent practicable in order to communicate matters of current business, concerns, suggestions, and goals of the PTO (hereinafter called the Executive Board Meeting).
Section 5: The WMS PTO, Inc. Executive Board shall be responsible for managing the general business affairs and funds of the PTO and shall function as a planning and policy making body to promote the stated purpose of the WMS PTO, Inc. In this regard, the Executive Board may take stands on issues and make policy statements and the like which are consistent with this purpose and may delegate the implementation of same to the President or other authorized PTO member. The Executive Board shall consider, approve and present an annual budget to the general membership at the September membership meeting and shall not authorize significant non-budget expenditures or major PTO programs or events without membership approval.
Section 6: The Executive Board may conduct business regarding previously approved projects in the absence of a membership meeting. The action taken must be presented to the full membership at the earliest time for their approval.
Section 7: The Executive Board may approve Philanthropic requests in amounts up to $250.00, the total of which may not exceed $1,000.00 annually, without the approval of the general membership. All items of expenditure must be reported at the next general meeting.
Section 8: In addition, the Principal and Faculty Representative of WMS shall be a member of the Executive Board.
Section 9: Absences are at the discretion of the President.
Article VII-Duties of Executive Board
Section 1: President
The President shall preside at all PTO Executive Board and General membership meetings; appoint, with the approval of the other Board members, the chairpersons of committees; fill, with approval of the Executive Board, vacancies in Board positions as they arise. The President, with the Vice President, shall be responsible for faculty liaison. The President shall be an ex-officio member of all Committees, excepting the Nominating Committee; shall appoint a Nominating Chairperson if the position of Past President is vacant or if the Past President is unable to assume the position of Chairperson of the Nominating Committee. The President shall be responsible for the collection of all job descriptions from the PTO Board members by the end of the fiscal year; may establish Project Committees and Committee Chairperson as deemed necessary with the approval of the PTO Executive Board and perform such other duties usually pertaining to or as may be required by office. If the PTO needs emergency funding, the President shall have the power to approve these funds, provided the amount does not exceed $250.00 in total, each school year.
Section 2: Vice President
The Vice President shall assume all duties of the President in the absence of the President; attend and report to membership on the Board of Education meetings; chair the PTO Luncheon; chair the Long Range Planning and Bylaws Committee, which, among other things, will review and make changes annually or as needed to the bylaws; and assist the President in such other areas as deemed necessary or prudent by the President.
Section 3: Secretary
The Secretary shall keep accurate records of all PTO Executive Board, General Board and General membership
meetings; and conduct correspondence as directed by the Board.
Section 4: Treasurer
The Treasurer shall receive and, with Board approval, disburse PTO funds; keep accurate accounts of the same; prepare monthly reports for the PTO Executive Board, General Board, and General membership meetings; submit a financial statement for the preceding year and an annual budget for the current school year to the Executive and General Board, for their approval, at the first meeting of such Boards during the current school year; and present the annual budget, as approved by the Executive and General Boards, for approval by the General membership at the first meeting of the General membership during the current school year. The Treasurer shall be responsible for filing all tax returns for the WMS PTO, Inc. The Treasury shall be maintained in an account with a Connecticut banking institution. Only the Treasurer and President shall be authorized to make withdrawals of funds from the Organization's account. Checks for $1,000.00 or more shall be signed by both the President and Treasurer. In addition to these duties, the Treasurer shall work directly with the Weston CT PTO District Membership and will share the responsibility of dispersing Membership monies to all PTOs (HES, WIS, WHS) on a rotating basis with other PTO treasurers when District is finished with reconciliation.
Section 5: Philanthropy Chairperson
The Philanthropy Chairperson shall, as needed, ascertain the best use of PTO philanthropy funds; prepare all documents, subject to approval of the President, relating to requests for disbursements from such funds; receive, review and present all such requests to the Executive Board for its approval and to the general membership for its approval; and notify the requesting party of the Executive Board’s and, if applicable, the general memberships approval and any conditions appended to such approval. In addition, the Philanthropy Chairperson shall ensure that any disbursement of such funds complies with the policies and regulations of the Weston Board of Education applicable to such disbursement.
Section 6: Fundraising Chairperson
The Fundraising Chairperson shall be responsible for organizing the PTO's main fall fundraising event. The Chairperson oversees the committees responsible for each facet of this event including, but not limited to, publicity, ticket sales, entertainment, staffing, finances, decorations, scheduling and venue selection. In addition, the Fundraising Chairperson will act as the liaison between the General Board Chairperson of any other fundraising event sponsored by the PTO and the Executive Board including, but not limited to, the Book Fair Chair, the WMS Annual Talent Show, the Annual Staff Appreciation Flower Sale, and the Balloons fro Grads Event. The Fundraising Chairperson may also organize a committee to ascertain additional means of raising funds to be used to augment the PTO's philanthropic efforts. The Chairperson shall also represent the committee, regarding any necessary changes to established fundraisers, at the Executive Board meetings.
Section 7: Communications Chairperson/Webmaster
The Communications Chairperson/Webmaster shall edit, produce and distribute all PTO correspondence electronically to the PTO membership, shall also distribute any other material to the general membership as requested by the Executive Board and/or school administrators. Responsibilities will include maintaining and updating the PTO webpage with current WMS information and other social media. This will include, but not limited to, online ticket sales, forms, and publicity.
Section 8: Grade Chairpersons
There shall be a Grade Chairperson for each grade. Such Chairpersons shall support their grade’s activities and act as liaison with those grades; coordinate “Back to School Nights” volunteers and food for staff within their respective grades; assist, as needed with projects, events and/or trips pertaining to their grade; and facilitate communications among parents and WMS staff. Coordinate “grade socials” and other events with their respective grades and recruit parents for volunteer positions if any additional help is needed. Assist Staff Appreciation Chairs in grade sponsored Staff Appreciation Luncheons.
Section 9: Past President
If the immediate Past President is the parent or guardian of a then current WMS student, or otherwise desires to be a member of the PTO, then the immediate Past President shall be a member of the Executive Board and the General Board. If the immediate Past President is not the parent or guardian of a then current WMS student and does not otherwise desire to be a member of the PTO, the immediate Past President shall not be a member of the Executive Board or the General Board and shall not be required to pay dues to the PTO, but, at the request of the President, may attend Executive Board, General Board and General Membership meetings. In addition, the Past President shall be the Chairman of the Nominating Committee, and their role becomes an advisory one if they are in this position for a 2nd year.
Article VIII-Executive Board Meetings
Section 1: The Executive Board shall meet at least once every two months during the school year (September – June). The day, time, and duration of such meetings shall be determined by a majority vote of the Executive Board members.
Section 2: A majority of the Executive Board members in office shall constitute a quorum for the transaction of business.
Section 3: The affirmative vote of at least a majority of the Board members present at any meeting of the Board, at which a quorum is present, shall constitute action of the Board. Each Board member shall have only one vote regardless of the number of positions held. If a position is co-chaired by two or more members, such members receive only one vote for the board position shared.
Section 4: Any member of the Board or committee thereof may participate in any meeting of the Board or such committee by means of conference telephone or similar communications equipment enabling all Board or committee members participating in the meeting to hear one another simultaneously, and such participation shall constitute presence in person at such meeting.
Section 5: Any action required or permitted to be taken at a meeting of the Board or any committee thereof may be taken without a meeting if each Board or committee member signs a consent, setting forth the action taken or to be taken by the Board or such committee, and delivers it to the PTO. Signature and delivery may be accomplished by email. All such approved written consents shall be maintained by the Secretary with the minutes of the PTO.
Article IX-WMS Board Members
Section 1: The officers of the PTO shall be President, Vice President, Secretary and Treasurer.
Section 2: The WMS PTO Board (the PTO Board or General Board) shall consist of the following positions:
President
Vice President
Secretary
Treasurer
Philanthropy Chairperson
Fundraising Chairperson
Communications Chairperson/Webmaster
Past President (subject to Article VII, Section 9) 6th, 7th and 8th Grade Chairpersons
Directory Chairperson(s)
Lost & Found Chairperson
Membership Chairperson(s)
Program Chairperson(s)
School Supplies Chairperson(s)
Staff Appreciation Chairperson(s)
Faculty Representative
District Website Manager
Balloons for Grads Fundraiser Chair
Book Fair Fundraiser Chair
Staff Appreciation Flower Sale Fundraiser Chair Talent Show Fundraiser Chair
Section 3: The Executive Board may create such Project Committees as it may deem necessary to promote the purpose and carry on the work of the WMS PTO. The term of each Project Chairperson shall be one (1) year. The Chairperson of each Project Committee shall report to the Executive Board when requested. No Project Committee should commence implementation of a proposed activity or event without the prior approval of the Executive Board. The President shall be an ex-officio member of all Project Committees, except the Nominating Committee.
Section 4: Each Board member, upon completion of his/her term of office, shall turn over all duties, records and correspondence to his/her successor and assist him/her in the assumption of the duties of his/her office.
Article X-Duties of General Board
Section 1: The duties of particular Board members are as follows:
A. Directory Chairperson(s): The Chairperson(s) in conjunction with the High School Directory Chair(s), shall coordinate, oversee and publish a directory, which includes information provided by the PTO District Database Manager. Chairs will be responsible for coordinating distribution of the directory and will solicit sponsorship for the Directory along with the WHS Directory Chair.
B. Lost and Found Chairperson: The Chairperson(s) shall be responsible for collecting lost items from around the campus and periodically displaying them for all to see and then for disposing of unclaimed items in an appropriate manner.
C. Membership Chairperson(s): The Chairperson(s) shall: work with the PTO District team to organize and implement the PTO membership drive; assist and coordinate with the Directory chairperson(s) so that information is accurately reflected and is current; follow up with new families entering WMS throughout the year; and encourage such families to participate in PTO activities.
D. Program Chairperson(s): The Chairperson(s) shall organize programs and obtain speakers for the General membership meetings and special meetings as needed.
E. School Supplies Chairperson(s): The Chairperson(s) shall be responsible for coordinating, ordering, and delivering beginning of the year school supplies.
F. Staff Appreciation Chairperson(s): The Chairperson(s) shall organize (3) grade sponsored faculty luncheon and events, which express appreciation to the WMS staff.
G. District Website MANAGER: The District Website Manager shall act as the liaison between the WMS PTO and the other Weston PTOs and the web host site technical group for the district Website, ensure data integrity and data privacy for the PTO members on the district Website, work with the Membership and Directory Chairpersons, and initiate a yearly renewal of the web domain name and yearly renewal of the web host site technical group subject to the approval of the PTO membership.
H. Balloons for Grads Fundraiser Chair: The Chairperson organizes the online sale of helium balloons to family and friends of Weston High School graduates in the month of June. The Chairperson is responsible for selecting the sale and distribution dates, publicizing the fundraiser, creating the online order form, placing the balloon order with vendor, staffing pick up and delivery of the balloons and mapping the delivery routes.
I. Book Fair Fundraiser Chair: The Chairperson is responsible for working with the school administration to select a book fair date, coordinate publicity of the sale, staff the event, coordinate special performances during the event such as choral groups, authors, etc. and arrange incentives and coupons. The Book Fair is held on one day, up to two times per school year.
J. Staff Appreciation Flower Sale Fundraiser Chair: The Chairperson is responsible for coordinating with the Staff Appreciation Chairs from the other Weston School PTOs, and publicizing the sale of flowers, via the PTO newsletters, for Staff Appreciation day in May. In addition, the Chairperson organizes the purchase, pickup and distribution of flowers to each school through an established local vendor.
K. Talent Show Fundraiser Chair: The Chairperson organizes the annual student talent show held in mid-Winter. Responsibilities include, but are not limited to, selecting the date based on the district calendar, reserving the school location, conducting rehearsals, securing a DJ, arranging setup and lighting, and publicizing the event.
Article XI-Nomination of Board Members
Section 1: The Nominating Committee shall consist of at least five (5) and no more than seven (7) PTO members, and one (1) alternate. A maximum of three (3) Board members, including Chairperson, may serve on the committee. The Chairperson shall be the Past President. If the Past President is unable to serve, the Chairperson shall be a Board Member appointed by the President. The Chairperson shall select the committee members and submit their names for approval by the Board at the February meeting. All members of the Nominating committee, including the Chairperson and the alternate, shall be approved by the General membership.
Section 2: The Nominating committee shall present its slate of proposed Board members to the Board either at the April Board meeting or by email sent no later than the April Board meeting. The Nominating Committee shall also publish such slate on the Website and/or in the local paper at least two weeks prior to the last General membership meeting of the school year at which Board members are to be elected.
Section 3: The Nominating Committee may appoint special projects committee chairpersons.
Section 4: Any member of the Nominating Committee under considerations for an Executive Board position shall resign from the Committee and the Nominating Committee chairperson therefore shall appoint a substitute.
Section 5: Members of the PTO Board shall be elected by the General membership at the May General membership meeting.
Section 6: At the May General membership meeting, the Chairperson of the Nominating Committee shall open the slate up to nominations from the floor. If there are no nominations from the floor, a motion shall be entertained to accept the slate as presented by the Nominating Committee. If there are nominations from the floor, which overlap with positions for one person, as listed in these bylaws (e.g. President, Vice President and Treasurer) and already filled on the slate, voting for such positions shall be by secret ballot. The Nominating chairperson shall count the secret ballots, with oversight by the current Secretary.
Section 7: Only members of the Weston Middle School PTO, Inc. shall be eligible to serve in any elective or appointed positions within the PTO.
Article XII-Election of Board Members
Section 1: Board members shall be elected by vote of the membership of the Organization. Elections shall take place at the May annual membership meeting. Election of Board members shall be by secret ballot and by a majority of the members present and voting at which a quorum is present. However, if there is only one nominee for any office, election for that office may be by voice vote. In cases where it is proposed that a given position be filled by two or more persons as co-chairpersons, they shall be considered as one nominee for voting purposes. No person may hold more than one Executive Board position. Executive Board members shall hold the same office no longer than two (2) consecutive years with the exception of the Past President.
Section 2: A vacancy in the Office of President shall be filled by the Vice President. Vacancies among other Board members occurring during the year shall be appointed by the President with the approval of the PTO Executive Board.
Article XIII-Conflict of Interest Policy
Section 1: The board shall adopt a Conflict of Interest Policy (Policy) to ensure compliance with the standards set by the Internal Revenue Service for maintaining the tax-exempt status of the PTO and for other appropriate corporate purposes.
Section 2: The Board will conduct periodic reviews of its Policy and will revise the Policy as needed.
Article XIV-Amendments to Bylaws
Section 1: Notice of any proposed amendment to the bylaws shall be presented to the PTO membership in writing or by email, at least two weeks before the meeting at which action on the bylaws will be taken.
Section 2: The voting requirements for amending the Bylaws shall be a two-third (2/3) vote of the PTO members present at a duly held meeting of the general membership at which a quorum is present.
Article XV-Dissolution
Upon the dissolution of the PTO, the PTO shall, after paying or making provisions for the payment of all liabilities of the PTO, (i) dispose of all of the assets of the PTO exclusively for the purposes of the PTO in such manner as the Executive Board may determine, consistent with applicable law, or (ii) distribute all of said assets to the Town of Weston Board of Education or to such other organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Internal Revenue Code of 1954, as amended (or the corresponding provision of any future United States Internal Revenue Law).
Article XVI-Parliamentary Authority
The rules contained in Robert’s Rules of Order, Revised, shall govern the Weston Middle School PTO, Inc. in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of the Weston Middle School PTO, Inc. and shall serve as a guide in conducting all meetings.
Original Bylaws were adopted by the Weston Middle School PTO May of 2009.
Revised Bylaws were approved by the WMS PTO April of 2012, May of 2014, May of 2015, April of 2017, April of 2019
