ARTICLE I – NAME
The name of the organization shall be the Weston Middle School PTO, Inc. (“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.
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 PTO.
Section 2. The PTO shall conduct all activities in a manner to ensure it maintains its tax exempt status under U.S.C. 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 only organizations that benefit the Weston School community and shall only engage in commercial activities in its fundraising capacity.
Section 4. The announcement of activities and fundraising events on the PTO’s website is limited to system-wide school functions. The announcement of community based, child related activities and/or fundraising events is left to the discretion of the Website Coordinator and the PTO President.
Section 5. The PTO shall not endorse any candidate for public office. However, it may take a position on fiscal and administrative matters affecting WMS and/or PTO.
Section 6. PTO members shall not be liable in connection with any of the PTO’s activities or undertakings.
Section 7. 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 8. The fiscal year shall run from August 1 through July 31.
ARTICLE IV – MEMBERSHIP AND DUES
Section 1. Any parent or guardian of a WMS child or any concerned member of the community may become a member of the PTO upon payment of the annual dues. Members of the WMS faculty and administration are automatically PTO members without payment of the annual dues.
Section 2. The amount of annual dues shall be set by the Executive Board (as described in Article VI, Section 1).
Section 3. Membership confers the option to participate in all PTO General and Board meetings.
Section 4. The Executive Board may remove a Board member for cause by a majority vote of the Executive Board Members then in office.
ARTICLE V – BOARD MEMBERS
Section 1. The officers of the PTO shall be President, Vice President, Secretary and Treasurer
Section 2. The WMS PTO Board (the “WMS PTO Board”, “General Board” or “Board”) shall consist of the following positions:
- Vice President
- Past President (subject to Article VI, H below)
- Communications Chairperson/Page Master
- 6th, 7th and 8th Grade Chairperson(s)
- Community Service Chairperson(s)
- Directory Chairperson(s)
- Lost & Found Chairperson
- Membership Chairperson(s)
- Program Chairperson(s)
- Publicity 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
ARTICLE VI – EXECUTIVE BOARD
Section 1. The President, Vice President, Secretary(ies), Treasurer, Philanthropy Chairperson(s), Past President (subject to paragraph H of this Article), Communications Chairperson and each Grade Chairperson shall constitute the PTO Executive Board (the “Executive Board”). 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.
- 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; transfer the PTO reports prepared by the board members to the newly elected Board members by the end of the fiscal year; and perform such other duties usually pertaining to or as may by 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 and the total of which does not exceed $1,000.00 annually.
- 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 joint PTO Luncheon; chair of the Long Range Planning and Bylaws Committee, which, among other things, will review and make changes annually or as needed to the bylaws; provide packets with community and school information to the WMS staff for new families, and assist the President in such other areas as deemed necessary or prudent by the President.
- Secretary(ies): The Secretary(ies) shall: keep accurate minutes of all PTO Executive, General Board and General membership meetings; and conduct correspondence as directed by the Board.
- 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, 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. 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.
- Philanthropy: The Philanthropy Chairperson(s) shall: as needed to ascertain the best use of PTO philanthropy funds; prepare all documents, subject to approval od 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(s) shall ensure that any disbursement of such funds complies with the policies and regulations of the Weston Board of Education applicable to such disbursement.
- Fundraising Chair: The Fundraising Chairperson shall be responsible for organizing the PTO’s main fall fundraising event. The Chair 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(s) 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, the WMS Annual Talent Show, the Annual Staff Appreciation Flower Sale and the Balloons for 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 Chair shall also represent the committee regarding any necessary changes to established fundraisers at the executive board meetings.
- Communications Chairperson/Webmaster: The Communications Chairperson/Web page master 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 Committee and/or school administrators. Responsibilities will include maintaining and updating the PTO webpage with current WMS information. The will include but limited to online ticket sales, forms, and publicity.
- Grade Chairperson(s): There shall be a Grade Chairperson for each grade. Such Chairpersons shall: support their grade’s activities an 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 Chair(s) in grade sponsored Staff appreciation luncheons.
- 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.
ARTICLE VII – DUTIES OF GENERAL BOARD MEMBERS
Section 1: The duties of particular Board members are as follows:
- Community Service Chairperson(s): The Chairperson(s) shall coordinate community service projects for the PTO, including joint projects with the student government and WMS community, including the Holiday Toy Drive and food drives throughout the year.
- 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.
- 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.
- Program Chairperson(s): The Chairperson(s) shall organize programs and obtain speakers for the General membership meetings and special meetings as needed.
- Publicity Chairperson(s): The Chairperson(s) shall publicize (with the approval of the President) all PTO activities and programs, including fundraisers, through newspaper articles and other media, and keep the Communication s Chairperson(s) apprised of the same. Responsible for design and submitting program advertisements for the two Weston High School productions and the WMS Short wharf program.
- Staff Appreciation Chairperson(s): The Chairperson(s) shall organize (3) grade sponsored faculty luncheon and events, which express appreciation to the WMS staff.
- 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.
- 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 the 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.
- 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.
- Staff Appreciation Flower Sale Fundraiser Chair: The Chairperson is responsible for coordinating with the Staff Appreciation Chairs from the other Weston schools and publicizing the sale, via the PTO newsletters, of flowers for Staff Appreciation day in May. In addition, the Chairperson organizes the purchase, pickup and distribution to each school of flowers through an established local vendor.
- Talent Show Fundraiser Chair: 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 VIII – 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.
ARTICLE IX – EXECUTIVE BOARD MEETINGS
Section 1: The Executive Board shall meet once a month 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 X – MEETINGS OF THE GENERAL PTO MEMBERSHIP
Section 1: General membership meetings shall be at the call of the Board. General Board meetings shall be held at least once every two months during the school year (September – June).
Section 2: Special meetings are any meetings, other than Board or General membership meeting, which are called by the President or three Board members.
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 XII, Section 2).
ARTICLE XI – PARLIAMENTARY AUTHORITY
The rules contained in Robert’s Rules of Order, Revised shall serve as a guide in conducting all meetings.
ARTICLE XII – AMENDMENTS
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 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 - 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).
Original Bylaws were adopted by the Weston Middle School PTO May of 2009.
Revised Bylaws were approved by the WMS PTO April of 2012
Revised Bylaws were approved by the WMS PTO May of 2014
Revised Bylaws were approved by the WMS PTO May of 2015