• HERBERT HOOVER PARENT TEACHER ORGANIZATION

    BY LAWS Effective May 28, 2018

    ARTICLE I – NAME:

    The name of this organization is the Herbert Hoover Parent Teacher Organization (“PTO”). This Parent Teacher Organization (PTO) is a formal organization that consists of parents, teachers and school staff.

    OFFICES:

    The registered office of the organization shall be at Herbert Hoover Elementary School, 501 Trenton Road, Langhorne, Pennsylvania 19047.

    ARTICLE II – PURPOSE:

    The Herbert Hoover PTO is a nonprofit parent/teacher organization whose membership includes all parents, legal guardians and staff at Herbert Hoover Elementary School.

    The PTO's mission is to promote open communication and understanding between parents and staff of the Elementary School. Our efforts serve to enhance and maximize the education of every child while aiding them in achieving their highest potential.

    The PTO sponsors assistance to teachers in classroom setting, holds fundraisers for supplemental educational materials and experiences, supports school and family social interaction, and provides a non-biased forum for sharing information on issues that impact our children.

    It is our belief that the team effort of a parent teacher organization offers the best possible learning environment for our children.

    ARTICLE III – MEMBERS:

    Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal, any teacher, para-professional, therapist, special services provider, or otherwise employed at the school may be a member and have voting rights.

    Dues, if any, will be established by the executive board prior to the commencement of the district school year. If dues are charged, a member must have paid his or her dues to be considered a member in good standing with voting rights.

    Each membership shall be considered to be a family membership and, as such, up to two individual parents, guardians, or other adults standing in loco parentis for a student at the school shall have an individual right to vote. If a student at the school has more than two individual parents, guardians, or other adults standing in loco parentis, an additional membership shall have to be obtained in order to secure more than two votes for said family. For example, if a student has parents who have divorced and remarried, that student has four individuals who may become members of the PTO. However, in order for each of the four individuals to have four individual votes, two memberships must be established.

    Section 1.) The membership “year” is September 1 through August 31 each calendar year.

    Section 2.) Membership “dues” will be accepted beginning September 1 through October 15thof each school year.

    ARTICLE IV – BASIC POLICIES:

    The organization shall be non-profit, non-sectarian, and non-partisan.

    The organization is the self-governing unit that plans its activities for the good of the school and the Herbert Hoover community.

    The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the objectives of the organization.

    The organization shall cooperate with the school to support the improvement of education in ways that will not interfere with the administration of the school and shall not seek to control their policies.

    The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization.

    In the event of the complete dissolution of the organization, any remaining funds should be used to pay and outstanding bills and, with the membership’s approval, spent for the benefit of the school,

    All requests for financial support should be submitted to the PTO Executive Board in writing.

    ARTICLE V – MEETINGS:

    The GENERAL MEMBERSHIP meetings shall be held bi-monthly during the school year at a time and place pre-determined and communicated to all members by October 31 of each calendar year by flyer sent home with the students and/or electronic message.

    Annual Required General Membership meetings:

    • October: Budget review and school year budget voting.
    • June: Review school year budget; election of officers (if applicable).

    The BOARD-ONLY MEETING meetings shall be held bi-monthly during the school year at a time and place pre-determined and communicated to all board members by October 31 of each calendar year.

    SPECIAL MEETINGS may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting by flyer sent home with the students and/or electronic message.

    NEW BOARD ELECTION MEETINGS: In applicable years, all members shall be notified two months in advance of the new Board Election process.

    Meeting Agenda: Executive Board shall:

    • Communicate any such business as is necessary to conduct the affairs of the organization.

     

    • Treasurer Report Review Quorum. The quorum shall be 5 members of the organization.

    ARTICLE VI – OFFICERS:

    The elected officers of this PTO shall be a: (1) President; (2) 1stVice President, (3) 2ndVice President, (4) Secretary (5) Recording Secretary, (6) Treasurer, (7) Assistant Treasurer, (8) Public Relations, and (9) Staff/Faculty education representative.

    The term of office shall be July 1 through June 30 of each calendar year. The principal shall serve as a member of the executive board to act as a liaison between the board and the administration, cast tie-breaking votes within the Executive Board only when necessary, and ensure that the board functions consistently with the goals of Herbert Hoover School.

    President: The President shall,

    • Preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.

     

    • Review past month and future month PTO activities including but not limited to: Review event chair and ensure compliance with PTO chairing requirements. Ensure prior month funds are received and deposited. Discuss and confirm future chairperson / events to ensure compliance with planning activities within budget.

     

    • Approve all expenses of the organization and a report setting forth each expense and reimbursement request for approval shall be presented to the executive board prior to each PTO meeting. Any other topic as decided by the Executive Board.

     

    First Vice President: The First Vice President shall,

    • Act as an aide to the President and shall perform the duties of the President in his/her absence, and in case of vacancy shall assume the office of the President.

     

    • To approve payment of routine bills within the limits of the budget.

     

    • Partner with the Secretary to maintain adherence to the By-Laws.

     

    • Shall work with the President and Treasurer to inform each Committee Chair of the approved budget amount for their designated event within ten days of the date the budget is adopted by the general membership along with a set of the PTO guidelines for handling finances, reimbursement request form, and the event wrap-up report.

     

    Second Vice President: The Second Vice President shall,

    • Act as an aid to the President and shall perform the duties of the President in the absence of the President and First Vice President.

     

    • Shall keep a current list of all paid member and establish and chair the membership committee.

     

    • Collect and store in the PTO room all materials, information and reports for each committee

     

    Secretary: The Secretary shall,

    • Keep all records of the organization, take and record all PTO Meeting minutes.

     

    • Handle the annual and monthly correspondence and notice of meeting schedule to general membership.

     

    • Keeps a copy of the minute’s book, By-Laws, rules, membership list and any other necessary supplies, and brings them to meeting.

     

    • Work with the First Vice President to maintain adherence to By-Laws and interpret the By-Laws as necessary.

     

    • Make recommendations regarding the review/revision of the By-Laws

     

    The Recording Secretary: The Recording Secretary shall,

    • Keep an accurate record of all meetings of the organization and the Executive Board, may take and record all PTO Meeting minutes.

     

    • Maintain any current files or information from any/all Neshaminy School District Board Meetings.

     

    Treasurer: The Treasurer shall,

    • Receive all funds of the organization, keep an accurate record of the receipts and expenditures, and pay out funds in accordance with the approval of the executive board.

     

    • To approve payment of routine bills within the limits of the budget.

     

    • Present a financial statement at every meeting and at other times of the year when requested by the executive board.

     

    • Make a full report at the end of the year.

     

    (e)     Be responsible to coordinate the completion and filing of the annual tax return for the PTO.

     

    (f)     Inform each Committee Chair of the approved budget amount for their designated event within ten days of the date the budget is adopted by the general membership along with a set of the PTO guidelines for handling finances, reimbursement request form, and the event wrap-up report.

     

    The Assistant Treasurer: The Assistant Treasurer shall assist the Treasurer by,

    • Double checking the receipts and expenditures on a monthly basis.

     

    • Aiding the Treasurer with any of the duties of the Treasurer.

     

    (c)     Double check and deposit all monies from PTO activities.

     

    (d)    Assistant Treasurer/Treasurer is responsible to collect all monies from a fundraiser.

     

    (e)    Inform each committee chair of the approved budget amount for their designated event within ten days of the date the budget is adopted by the general membership along with a set of the PTO guidelines for handling finances, reimbursement request form, and the event wrap-up report.

     

    Public Relations: Public relations shall,

    • Manage social media accounts.

     

    • Works to communicate and educate parents of school and PTO events and happenings.

     

    (c)     Works with all chairpersons to make a schedule of needed communication, advertisements and flyers.

     

    Staff/Faculty Education Representative: The Board of Education Delegate shall,

    • Attend PTO meetings as scheduled to represent the Faculty/Staff.

     

    • Communicate to faculty/staff information presented at each PTO Meeting (with the exception of the Board Only Meetings).

    ARTICLE VII – ELECTION:

    Nominations of officers shall be made by a nominating committee comprised of three Executive Board Members including the Vice President. The nominating committee shall solicit from the general PTO membership interested candidates, confirm parties are in good standing for office and prepare to distribute voting guidelines and election information. Additionally,

    • No officer shall be eligible to serve in the same office for more than three consecutive years.

     

    • No officer may be re-elected to a previously held position regardless of how many years/months served.

     

    (c)     Members are eligible for a position on the executive board if they are in good standing at the time of their nomination and have served as a member on a Committee.

     

    • All candidates must receive a copy of the By-Laws.

     

     

    (e)     The PTO does not allow absentee voting during any election.

     

     

    The nominating committee shall distribute, collect and tally all voting; The PTO does not allow absentee voting during any election.

    (a)     In applicable years, nomination forms shall be distributed during the March meeting and must be returned for the April PTO meeting. All qualified individuals who are nominated shall be announced during the April PTO meeting. Elections shall be held during the May PTO meeting.

     

    (b)    The vote shall be conducted by written ballot and a simple majority vote shall elect. Should there be a tie the sitting PTO President shall cast the deciding vote provided he/she is not a candidate for that particular office.

     

    • All final reports must be presented and delivered in a June Meeting by each active departing Executive Board Member. Upon completion of this task, the newly elected Board member will assume their Executive Board position effective July 1st of that calendar year for a period not to exceed three (3) years.

     

     

    Vacancies

    • If there is a vacancy in the office of President, the First Vice President will become the President. At the next regularly scheduled meeting, a new First Vice President will be elected by written ballot after nominations from the floor.

     

    • If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

     

    • A vacancy occurring in an office (except that of the President) shall be filled by the Executive Board subject to the approval of the organization at the next General Meeting called by the executive board. If exception is taken by the general membership, nominations will be taken from the floor and an immediate election of office will follow.

     

     

    ARTICLE VIII- Removal from Office:

    (a)    Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given

     

    (b)   If a removal from office is a result of cause, the removal may occur in the privacy of the Executive Board.

     

     

    COMMITTEES:

    Membership: committees may consist of paid members and board members, with the president acting as an ex officio member of all committees. Only paid members of the Herbert Hoover PTO shall serve as a Committee Chair.

    Standing Committees: the following committees shall be held by the organization: Art, Benevolent, Class Trips, Field Day/Spirit Wear, 4thGrade Events, Library, Music, Outside Grounds, Gym/Physical Education, Principal, Scholarship, School Store, and General.

    Additional Committees. The board may appoint additional committees as needed.

    ARTICLE IX – AMENDMENTS:

    These By-Laws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice shall be given in a form consistent with the Standing Rules, by postal mail, e-mail, or other vehicle of communication. Amendments will be approved by majority vote of those present, assuming a quorum.

    If the Executive Board is presented with a written opinion by an accountant that any provision set forth herein is inconsistent with state or federal law, the Executive Board shall have the authority to amended the Bylaws to conform with the written opinion.

    Any amendment adopted during the calendar school year shall be effective as of the date of adoption however, if it cannot be enforced mid-year or if to enforce it mid-year shall require a reorganization of committees or organizational structure, the amendment shall take effect on July 1.

    ARTICLE X – FINANCES:

    A tentative budget shall be drafted by the Executive Board in September and submitted to the general membership for approval during the October meeting and approved by a majority vote of the members present at the November meeting.

    The board shall approve all expenses of the organization and a report setting forth each expense and reimbursement request for approval shall be presented to the executive board prior to each PTO meeting.

    Approval of any expenses in excess of the aggregate budget for any one event shall be approved by the executive board by vote after request is reviewed by the President, First Vice President and Treasurer.

    Upon dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s approval, spent for the benefit of the school.

    The fiscal year shall be from July 1 to June 30, authorized signers shall be the President

    First Vice President and Treasurer.

    “No gifts or favors for personal gain shall be accepted by any member of this organization from a vendor. Any offer of gifts or favors by a vendor must be disclosed to the PTO Executive Committee. Disclosures must be made in writing and delivered to the President of the Hoover PTO. If the President is offered any gifts or favors, the disclosure must be made to the First Vice President or Treasurer. Upon the next scheduled meeting of the Executive Board the members will determine the appropriate allocation of the gift or favor to benefit the students of Herbert Hoover Elementary School. I.E; Donated bicycles may be accepted as used as a door prize, or a monetary gift card may be donated to a needy family from the Benevolent Fund”.

    ARTICLE XI - CONFLICT OF INTEREST POLICY:

    Purpose. The purpose of the conflict of interest policy is to protect the interests of this tax-exempt organization, the Herbert Hoover PTO when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

    Definitions.

    (a)     Interested Person - Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

     

    (b)    Financial Interest - A person has a financial interest if the person has, directly or indirectly, through business, investment or family:

    • An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,
    • A compensation arrangement with any entity with which the Organization has a transaction or arrangement, or
    • A proposal ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

    A financial interest is not necessarily a conflict of interest. Under Section 3, item b, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. Section 3. Procedures. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

    The remaining board or committee members shall decide if a conflict of interest exists.

    After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon.

    An interested person may make a presentation at the governing board or committee meeting, but after presentation, he/she shall leave the meeting during the discussion of, and vote on, the transaction or arrangement involving the possible conflict of interest.

    ARTICLE XII – INDEMNIFICATION AND LIABILITY:

    Indemnification. The PTO shall indemnify members to the fullest extent allowed upon determination that indemnification is proper under the circumstances insofar as all applicable standards of conduct have been complied with including but not limited to the PTO By-Laws, the rules and/or regulations of the Orange Board of Education, and governing state and/or federal law. Indemnification provided by this provision shall survive the termination of the PTO-member relationship and shall inure to the benefit of heirs, executors and administration of such a person.

    Liability. A member of the PTO executive board shall not be liable to the PTO for breach of duty in their capacity as a member of the executive board for monetary damages except to the extent that said economic losses are caused by the intentional conduct of the PTO executive board member. No amendment, modification or repeal of this provision shall adversely affect any right or protection of a director that exists at the time of such amendment, modification or repeal.