HEATH ELEMENTARY SCHOOL
PTSO BYLAWS
A. NAME
1. The name of the organization shall be Heath Elementary PTSO.
B. MISSION
1. The Mission of the Parent Teacher Student Organization (PTSO) is to establish communication links between the parents, teachers, students and administration of Heath Elementary School. PTSO will help identify social, academic, recreational, and environmental needs of our students and will be dedicated to providing assisatance and support in satisfiying these needs.
C. GOALS
1. To keep parents informed and actively involved with students
at Heath Elementary School.
2. To provide a climate which promotes a sense of school spirit
and family atmosphere.
3. To promote the development of the whole child and prepare
them for a successful future.
4. To provide financial assistance for various activities, services
and/or materials for Heath Elementary School.
5. To promote the mission statement of Heath Elementary School.
D. MEMBERSHIP
1. General Membership
All Regular Members, Voting Members and Student Members shall make
up the General Membership of the Heath Elementary School PTSO.
2. Regular Membership
All parents and/or legal guardians (including stepparents) of students who
currently attend Heath Elementary School and all current faculty and staff of
Heath Elementary School shall be considered Regular Members of the
organization. Regular Members shall have the right to serve on committees
and to attend and participate in meetings and activities of the organization.
In order to gain the right to vote on issues before the membership,
to elect officers, to hold office, to chair committees, or to serve on the
Executive Committee regular members must pay dues and become
Voting Members.
3. Voting Membership
All Regular Members who are current in the payment of annual dues shall be
Voting Members. Voting Members have the right to vote on all issues before
the membership, to elect officers, to hold office, to chair committees and to
serve on the Executive Committee.
4. Student Membership
All students of Heath Elementary School shall be Student Members of the
organization. Student Members are exempt from paying dues.
Student members shall have the right to attend and participate in meetings and
activities of the organization. Student Members shall not have the right to vote
on issues before the membership, to elect officers, to hold office,
to chair or serve on committees or to serve on the Executive Committee.
5. Dues
Annual dues of one dollar ($1.00) per member shall be paid to become a
Voting Member. Any change in the amount of the dues shall be approved by
a vote of the Voting Members acting in the manner prescribed in Section E.
Student Members are exempt from paying dues.
E. MEETINGS
1. Regular Meetings
Will be held on the fourth Monday of every month unless otherwise specified.
2. Special Meetings
May be called by or at the request of the President or any two
(2) members of the PTSO Executive Committee.
3. Quorum
Those persons present at a properly called General Membership or Special
Meeting shall be designated as a quorum and shall be entitled to take action
on behalf of the organization.
4. Voting
A majority vote of the Voting Members present at any meeting shall be
required for all action to be taken by the organization.
F. OFFICERS
1. Positions
The officers of the organization shall consist of a President, Vice President,
Secretary, Treasurer and Staff Liaison.
2. President
The President shall be the principal executive officer of the organization and
subject to the control of the Executive Committee and the direction of the
membership, shall in general supervise and control all of the activities of the
organization. The President shall be a member of the Executive Committee
and shall preside at all meetings of the Executive Committee and all meetings
of the membership. The President shall vote only in the case of a tie in a vote
of the Executive Committee or the membership. The President shall approve
of the Chairpersons of all Standing and Special Committees, shall appoint such
chairpersons when necessary, and shall be an ex-officio member of all
committees of the organization, with the exception of the Election Committee.
The President can make minor decisions between meetings, including emergency
spending not to exceed one hundred dollars ($100.00) per incident.
3. Vice President
The Vice President shall be a member of the Executive Committee, and in the
absence of the President, shall perform the duties of the President.
The Vice President shall perform such other duties as are assigned by the
President. In the event that the office of President becomes vacant due to death,
resignation, removal or inability to serve, the Vice Presiden for the remainder
of the term shall fill the vacancy.
4. Secretary
The Secretary shall be a member of the Executive Committee. The Secretary shall
keep the minutes of the proceedings of the membership and the Executive
Committee, shall receive from the Treasurer the list of Regular Members who
have paid dues and prepare the official list of Voting Members, shall see that all
notices are duly given in accordance with these Bylaws, and in general, perform
all duties incident to the office of Secretary and such other duties as may be
assigned by the President or the Executive Committee.
5. Treasurer
The Treasurer shall be a member of the Executive Committee. The Treasurer
shall have charge of and be responsible for all funds of the organization and shall
receive and give receipts for monies due and payable to the organization from all
sources and shall deposit such funds in such banks or other organizations as are
selected by the Executive Committee. The Treasurer shall make disbursements as
authorized by the President, Executive Committee or membership in accordance
with the budget adopted by the membership. The Treasurer shall collect all
membership dues as are established by the organization and shall certify to the
Secretary an accurate list of the Voting Members of the organization.
The Treasurer shall present a written financial report at each General Membership
Meeting of the membership and at other times as requested by the
Executive Committee.
6. Staff Liaison
The Staff Liaison shall be appointed by the other incoming officers
(the President, Vice President, Secretary, and Treasurer) and the Principal.
The Staff Liaison shall take office no later than June 15, shall be a member of
the Executive Committee and shall maintain contact between the school’s staff
and the PTSO. Furthermore, the Staff Liaison will be responsible for
coordinating tasks as needed from the school staff members.
G. ELECTIONS
1. Procedure
The election for the offices of President, Vice President, Secretary and
Treasurer shall take place during the last General Membership Meeting
each year. All Voting Members of the organization may participate in the
election. The Election Committee shall present a slate of candidates for election.
Further nominations shall be accepted from the floor. The election of any
non-contested candidate to office may be by voice vote. Any contested election
shall be by written ballot.
2. Election Committee
The Election Committee shall be responsible for the entire nomination and
election process of PTSO officers, with the exception of the Staff Liaison.
The Election Committee shall also be responsible for the entire nomination and
election process of SBDM Council Members.
3. PTSO Officer Elections
Announcement of the nomination process shall be made by the Election Committee
one General Membership meeting prior to an election or special election meeting.
Written communication of this announcement and requests for nominations shall
immediately be sent to the General Membership. The Election Committee shall be
responsible for receiving all suggestions for persons to serve as officers.
The committee shall insure that all nominees are Voting Members and otherwise
eligible to serve in office. The committee shall contact all eligible persons who have
been nominated to confirm their willingness to serve. Advance nominations shall be
accepted by the committee until one week prior to the election meeting.
No later than four days prior to an election, the committee shall announce to the
General Membership through written correspondence the names of all qualified
candidates who have accepted their nominations. The committee shall prepare
a slate of candidates to present for election. The committee shall conduct the election
by presenting the slate of candidates to the General Membership present at the
designated election meeting, taking nominations from the floor and preparing
written ballots for any contested offices. In the event of an election by ballot,
the committee shall insure that all potential voters are Voting Members and shall
issue ballots to those who qualify. Immediately following the election,
the committee shall tabulate the votes and compile a written report.
The Chairperson of the Election Committee shall read the report to the General
Membership present and declare the election of each officer. The written report
shall be entered in full in the minutes, becoming a part of the official records
of the organization.
4. Selection
A majority of the votes cast by the Voting Members shall be necessary for election.
Should no person receive a majority of the votes cast, an election between the
two (2) persons who received the largest number of votes shall immediately be held.
5. New Officers
Newly elected officers shall take office no later than June 15.
6. Removal of Officer
Any standing PTSO officer may be removed from office by the affirmative vote of two thirds of all the Executive Committee at any regular or special meeting called for that specific purpose.
- for conduct detrimental to the interests of the PTSO
- for lack of sympathy with PTSO objectives
- for refusal to render reasonable assistance in carrying out PTSO purposes
Any PTSO officer proposed for removal shall be entitled to at least five days' notice in writing of the meeting at which such removal is to be voted upon and shall be entitled to appear before and be heard by the Executive Committee.
7. Vacancies
Any vacancy in the offices of Vice President, Secretary or Treasurer due to death, resignation, removal or inability to serve shall be filled by special election at the earliest possible meeting of the General Membership, consistent with the procedures here-in. However, should a vacancy occur in the office of the President, the Vice President shall immediately assume the office. Any vacancy in the office of Staff Liaison shall be filled by appointment by the President, Vice President, Secretary, Treasurer and Principal.
8. SBDM
The PTSO shall provide through annual election parent representatives to the
Heath Elementary Site Based Decision-Making Council. Voting for
SBDM Parent Representatives will be by ballot in accordance with guidelines
established by the State of Kentucky. Anyone who is serving as a member
of the SBDM Council is not eligible to serve in an office of the PTSO
or Executive Committee.
H. EXECUTIVE COMMITTEE
1. General Powers
The affairs, activities and operation of the organization shall be managed by the
Executive Committee. The Executive Committee shall transact necessary business
during the intervals between the meetings of the General membership and such other
business as may be referred to it by the Voting membership or these Bylaws.
It may create Standing and Special Committees, approve the plans and work of
Standing and Special Committees, present reports and recommendations at the
meetings of the General membership, prepare and submit a budget to the Voting
membership for approval, and in general conduct the business
and activities of the organization.
2. Membership
The membership of the Executive Committee shall consist of the President,
Vice President, Secretary, Treasurer, Principal and Staff Liaison.
In addition, the Chairpersons of all Standing Committees shall be ex-officio
members of the Executive Committee.
3. Meetings
Regular meetings of the Executive Committee shall be held the last Monday of
each month just before the regular PTSO meeting. Special meetings may be
called by the President or by a majority of the Executive Committee.
Adequate notice of all meetings shall be given to all members of the Executive
Committee and in the absence of an emergency at least seven (7) days in advance.
I. STANDING AND SPECIAL COMMITTEES
1. Election Committee
The Election Committee shall be composed of three (3) persons who shall be
selected by the Executive Committee at the beginning of each year.
The Election Committee shall elect its own chairperson, subject to the approval
of the Executive Committee. In the event that a committee is unable to elect its
own chairperson, then the Executive Committee may appoint someone to serve in
this capacity. The committee shall carry out its responsibilities.
2. Other Standing Committees
Standing Committees shall consist of the following:
a Costume Committee, Fundraising Committee, Grant Research Committee, Room Mothers Committee, Special Events Committee and Volunteer Committee. The Executive Committee may establish such other Standing Committees as it deems necessary and advisable. Any Regular Member may serve as a committee member. Regular Members will be given the opportunity to
volunteer to serve on committees as committees are in the process of being formed.
Each Standing Committee shall elect its own chairperson, subject to the approval
of the President. In the event that a committee is unable to elect its own chairperson,
then the President may appoint someone to serve in this capacity.
Only Voting Members may serve as Chairpersons. The Chairpersons of all
Standing Committees shall serve as ex-officio members of the Executive Committee.
The Chairperson shall report the plans and activities of the committee to the
Executive Committee, which must approve all such reports.
3. Special Committees
The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or on June 14 of each year, whichever occurs first. Any Regular Member may serve as a committee member. Regular Members will be given the opportunity to volunteer to serve on committees as committees are in the process of being formed. Each Special Committee shall elect its own Chairperson, subject to the approval of the President. In the event that a committee is unable to elect its own Chairperson, then the President may appoint someone to serve in this capacity. Only Voting Members may serve as Chairpersons. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.
4. Removal of Committee Chairperson
Any Committee Chairperson may be removed from their position by the affirmative
vote of two thirds of all the Executive Committee at any regular or special meeting
called for that purpose.
- for conduct detrimental to the interests of the PTSO
- for lack of sympathy with PTSO objectives
- for refusal to render reasonable assistance in carrying out PTSO purposes
Any Committee Chairperson proposed for removal shall be entitled to at least five
daysnotice in writing of the meeting at which such removal is to be voted upon
and shall be entitled to appear before and be heard by the Executive Committee.
J. FINANCES
1. Budget
The Executive Committee shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Committee during the year. Any substantial deviation from the budget must be approved in advance by the Voting Membership.
2. Financial Obligations and Support
The PTSO has an annual standing financial obligation to the following:
1. Classroom Expenses - Homeroom and Special Teachers
- up to $200 per Teacher
(checks will be issued on two dates only - September 1 and February 1)
- with a deadline of one week prior for receipts to be turned in
2. Classroom Agendas - $5.00 per student
3. Monday Folders - $1.50 per student
4. Fall Festival – up to $2,000
5. Field Trips – up to $3.00 per student
6. Fifth Grade Year-End Celebration/Graduation – up to $10.00 per student
7. Four Rivers Performing Art Center - $2.00 per ticket for each student
8. Staff Appreciation – up to $500.00
9. Field Day – up to $500.00
10. Heath High School Project Graduation - $100.00
11. Heath High School Scholarship - $250.00
Criteria for scholarship eligibility:
Shall be given to a graduating senior of Heath High School who attended Heath Elementary for a minimum of 3 years and graduated from Heath Elementary and is also based on the financial need of the student. This scholarship shall be awarded by a special committee comprised of Heath Elementary’s Principal and the officers of the PTSO. The PTSO President shall serve as the PTSO Scholarship Committee Chairperson.
3. Obligations
The Executive Committee may authorize any officer or officers to enter into contracts
or agreements for the purchase of materials or services on behalf of the organization.
The officers shall not have the authority, however, to enter into such agreements on
behalf of Heath Elementary School or the McCracken County School District,
nor should they hold themselves out as having such authority.
4. Loans
No loans shall be made by the organization to its officers or members.
5. Commercial Paper
All checks, drafts, or other orders for the payment of money on behalf of the
organization shall be signed by the Treasurer or President.
6. Deposits
The Treasurer shall deposit all funds of the organization to the credit of the
organization in such banks, trust companies or other depositories as the Executive
Committee may select and shall make such disbursements as authorized by the
Executive Committee in accordance with the budget adopted by the membership.
All deposits and/or disbursements shall be made within a maximum of thirty
(30) days from the receipt of funds and/or orders of payment.
7. Financial Report
The Treasurer shall present a financial report at each General Membership Meeting of the organization and shall prepare a final report at the close of the year. The Executive Committee shall have the report and the accounts examined annually, on or before June 14, by an informal audit committee consisting of the President, Treasurer, Principal and School’s Secretary. The informal audit committee, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.
K. AMENDMENTS
1. These Bylaws may be altered, amended or repealed and new Bylaws
may be adopted by the Voting Members at any Regular or Special General
Membership Meeting.
L. AUTHORITY
1. "Roberts Rules of Order Newly Revised" shall govern this PTSO in all cases
to which they are applicable and not in conflict with the Bylaws.
2. If any part of these Bylaws shall conflict with the decisions, policies or procedures adopted by the McCracken County School Board, they shall be deemed null and void and the decision of the McCracken County School Board shall in all cases merit control.
At the end of the PTSO fiscal year (on or about June 14th)
** all monies not spent will roll back into the PTSO General Fund **
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** these ByLaws were adopted by the Heath Elementary PTSO on March 22, 2004 **
Heath Elementary Parent, Teacher, Student Organization Bylaws
