GLEN ESTE MIDDLE SCHOOL
PARENT-TEACHER ORGANIZATION
4342 Glen Este-Withamsville Road
Cincinnati, Ohio 45245
BY-LAWS
Established (Date Unknown); Revised October 6, 2008; Ratified November 5, 2008
ARTICLE I: Name
The name of the organization shall be Glen Este Middle School Parent-Teacher Organization (“GEMS PTO” and/or the “Organization”).
ARTICLE II: Objectives
To promote the welfare of youth in the home, school and community by bringing home and school into closer relationship with parents and teachers cooperating in the training of each child. To develop united efforts between educators and the general public, aiming to secure for every student the highest advantages in physical, mental and social education.
ARTICLE III: Policies
Section 1. The programs of this Organization shall be to promote educational and enjoyable activities through a variety of events and projects. The Organization will also assist teachers, students and local families in additional ways whenever it is appropriate. Said projects and all operating expenses will be financed by fundraisers, donations and membership dues.
Section 2. This Organization shall be non-sectarian and non-partisan. No commercial enterprise and no candidate shall be endorsed by it. The name of the Organization and the names of its officers in their official capacities shall not be used in connection with a commercial concern or with any partisan interest, or for any other purpose than for the regular work of this Organization.
Section 3. Any person who offers to work on committees, conferences and projects of this Organization shall work in a strictly voluntary capacity with no anticipation of remuneration other than for authorized reimbursed expenses. Committee chairs and other GEMS PTO members are expected to pay for food, drinks, tickets and fees without exception. Gifts donated to committee chairs or other volunteers by fundraiser companies or other businesses should be turned into the GEMS PTO for use as raffle prizes or for similar uses.
Section 4. The children of GEMS PTO officers, committee chair persons and other members shall not be penalized or exempted in any way from participating in prize-giving activities or other events involving a selection process.
Section 5. This Organization shall not seek to direct the administrative activities of the school or to control its policies. The Organization will work closely with the principal, staff and teacher of Glen Este Middle School while maintaining its individual identity and accountability. The Organization is accountable to its member parents and teachers, operating within district guidelines but not under the control of the school board, the district, or any individual teacher, parent or administrator.
ARTICLE IV. Membership and Dues
Section 1. Any person who is interested in the GEMS PTO and is willing to uphold its policies and subscribe to its Organization may become a member upon payment of dues hereinafter provided.
Section 2. The annual dues shall be $5 per family. Payment of such dues is required in order to become a member in good standing and to become eligible to vote or run for office.
ARTICLE V: Officers and their Election
Section 1. The officers of this Organization shall be a President, Vice-President, Second Vice-President, Treasurer, Recording Secretary, and Corresponding Secretary. These officers shall be elected by ballot annually. However, if there is but one candidate for any office, by motion from the floor, the election for that office may be made by voice. Officers shall serve for a term of one year, this term expiring with the May meeting towards the close of the school year, with the exception of the Treasurer, whose term expires June 15. No office shall be held for more than two consecutive years by any one person. After serving two years in a particular office, however, a person may run for another executive office. New officers begin their term at the June meeting at the close of the school year.
The positions of President and Treasurer shall only be open to persons who have served on the GEMS Executive Board in any office for a term of one year or to members with documented PTO/PTA Board experience, in any office for a one year term, at a school in the West Clermont School District. An exception may be voted on due to a shortage of candidates. The offices of Vice-President, Second Vice-President, Recording Secretary, and Corresponding Secretary shall be open to any member in good standing whose dues are paid and who has been presented by the nominating committee at the March business meeting.
Section 2. In the event that the Organization is unable to elect one individual to hold a Board position, two people may be nominated and elected to hold the position jointly; i.e. “Co-Treasurer.” In this event the elected holders of this joint position will share equal responsibility for the position.
Section 3. Nominations for officers may be presented at the March business meeting. Nominees must be GEMS PTO members in good standing. A person may place his or her own name for nomination. Officers of the Organization are expected to maintain behavior that is above reproach; any criminal records related to children or finances would automatically exempt a person from holding office in the Organization.
Section 4. The consent of each candidate must be obtained before his or her name is placed in nomination. Additional nominations may be made from the floor at the March business meeting (or at subsequent meetings if the position has not been filled), provided the prior consent of each candidate has been obtained. No campaigning shall be permitted. Elections shall be held at the business meeting in April, with written votes counted under the supervision of a teacher or the principal. An election by voice shall be confirmed by a show of hands if necessary to obtain a count.
Section 5. A vacancy occurring mid-term in an office shall be filled by a member in good standing selected by a majority vote of the Executive Board, or, if deemed necessary a special election by the membership may be called.
ARTICLE VI: Duties of Officers
Section 1. The President shall preside at all meetings of the Organization and of the Executive Board, shall be a member ex officio of all committees and shall perform all other duties usually pertaining to the office. The President, along with the Treasurer, shall be authorized to sign checks on any Organization bank accounts as approved by the Organization. It is the responsibility of the President to prepare, publish and make publicly available a full agenda of each scheduled meeting. The President will also ensure that committee chairpersons fulfill their responsibilities in a timely manner.
Section 2. The Vice-President shall act as an aide to the President and shall perform the duties of the President in the absence of the President, and shall perform such other duties as may be delegated to him or her.
Section 3. The Second Vice-President shall coordinate with the Fundraising Committee to secure and organize volunteers to serve as grade level representatives, recruit volunteers to sort and distribute the fundraiser merchandise on the day it is delivered, and recruit volunteers to assist with any prize functions or activities. The Second Vice-President shall also work closely with the Treasurer to ensure that all fundraiser monies are recorded accurately and that deposits are made promptly.
Section 4. The Recording Secretary shall keep a detailed record, known as minutes, of all business meetings of the Organization and, when deemed necessary, of the Executive Board, and shall perform such other duties as may be delegated to him or her. Copies of minutes shall be read and distributed at all business meetings. Minutes from each meeting should be made available to the President at the earliest opportunity. If the Recording Secretary will be unable to attend a Board meeting, he or she should make arrangements for a substitute in advance.
Section 5. The Corresponding Secretary shall initiate all written correspondence as it relates to Organizational business at the request of the President and reply to other correspondence as deemed necessary. The Corresponding Secretary shall also send written thanks to organizations or individuals who have donated goods or money to the GEMS PTO and send flowers when appropriate, working with the school office as necessary.
Section 6. The Treasurer shall receive all monies of the Organization, shall keep accurate records of receipts and expenditures and shall pay out local funds only as authorized by the Organization. The Treasurer and the President shall be authorized to sign checks, as approved by the Organization, on any bank accounts the Organization holds.
The Treasurer shall present a statement of account at every business meeting and at other times as requested by the Executive Board. The Treasurer shall balance the checkbook for each account and reconcile it to the bank statement in a timely manner. For budgeting purposes, expense records should be kept separately for each event or function.
The Treasurer’s accounts shall be examined and audited annually by a bank representative or a licensed CPA not connected to any person who is a member of the Organization. The Treasurer’s books and ledgers, checkbooks, bank statements and related paperwork must be submitted to the auditor by June 15, at which time the Treasurer will relinquish his or her term of office if not re-elected. The auditor is required to complete his or her examination and submit his or her written report and a signed statement confirming the results of the report to the GEMS PTO Executive Board in a timely manner. Every effort should be made to have the accounts audited before the August meeting at the beginning of the school year.
ARTICLE VII: Meetings
Section 1. A regular business meeting shall be held on the first Thursday in every month except July. The monthly meeting schedule can be changed by a majority vote, with all members to be notified of the change in writing either in the school newsletter or in a personal letter. Business meetings shall be open to the membership of the Organization as well as Glen Este Middle School parents, teachers and administrators. The President shall preside at business meetings, or the Vice-President in the absence of the President. The Recording Secretary’s minutes shall be read and approved, the Treasurer’s monthly report shall be distributed and approved, and reports from committee chairpersons shall be submitted. The purpose of business meetings shall be to conduct normal business, planning, debate and discussion with questions from the floor, and at designated meetings, to nominate and elect officers. Special meetings may be called by the Executive Board.
Section 2. The privilege of holding office, making motions, chairing committees, debating and voting shall be limited to members of the Organization in good standing and whose dues are paid up-to-date.
Section 3. Executive Board members and officers of this Organization may not hold office at any other Middle School P.T.O. or P.T.A. without a majority verbal vote overriding this requirement at the time of nomination. (Amended September 6, 2007)
ARTICLE VIII: Executive Board
Section 1. The Executive Board shall consist of the officers of the Organization with the President holding the position of Chief Executive Officer. The members of the Board (with the exception of the Treasurer) shall serve through the May meeting each year, with the new officers taking responsibility from the June meeting onwards. For convenience of bookkeeping, however, the Treasurer will not change position until all annual events and programs have concluded in June.
Section 2. The duties of the Executive Board shall be: a) to transact necessary business in the intervals between regular business meetings of the Organization; b) to approve the plans of work of the standing committees; c) to present a report at the regular business meetings; d) to appoint an auditor; e) to approve routing bills and to authorize expenses within the limits of the budget; f) to establish annual budgetary guidelines by presenting a report listing last year’s committee expenditures, anticipated expenses for the current year and the time of year these expenses will need to be covered, as well as anticipated profits and the timing of such deposits. In the event of a vacancy, a majority vote of the Executive Board is required, or, if deemed necessary, a special election by the membership may be called.
Section 3. Executive Board members and officers of this Organization may not hold office at any other P.T.O. or P.T.A. without a majority verbal vote overriding this requirement at the time of nomination.
Section 4. Executive Board members and officers shall participate in and otherwise support activities and programs of this Organization whenever possible. All Executive Board members and officers are expected to take part in the 6th grade cookout, fundraising activities and teacher appreciation events if at all possible.
Section 5. Regular meetings of the Executive Board shall be held in every month except July. Regular attendance at these monthly business meetings shall be expected of Executive Board members and officers. Meetings of the Executive Board, held only as deemed necessary, shall not be open to the general membership. Attendance will be taken at all meetings. The Board may elect to replace the December business meeting with a holiday dinner open to all members, teachers, and administrators if this is decided at the October meeting and publicized in advance.
Section 5. The Executive Board may make decisions for expenditures up to the amount of $500.00 independent of the Membership. All expenditures over $500.00 must be brought be fore the General Membership at a scheduled monthly meeting for approval. (Amended November 1, 2007)
ARTICLE IX: Standing Committees and Coordinators
Section 1. Such standing committees shall be created and coordinators shall be appointed by the Executive Board as may be required to promote the objects and interests of the Organization. The chairpersons of standing committees and coordinators shall be members in good standing, with dues paid, who have received the approval of the Executive Board.
Section 2. The chairpersons of all standing committees shall present plans of work to the Executive Board either verbally or in writing, and report of work to-date at monthly business meetings. In the absence of the chairperson, a co-chair or other designated person shall present the report. No committee work outside the usual perimeters shall be undertaken without the approval of the Executive Board. Coordinators shall also be required to report to the Executive Board and the General Membership on a monthly basis.
Section 3. The chairperson of any committee or a coordinator that generates or collects funds shall be accountable for those funds and responsible for submitting a written report to the Executive Board within one month from the date of the fundraising activity. All such committees should consist of a chairperson and a co-chair, in addition to other volunteers.
Section 4. The Scholarship Committee shall consist of 4 staff members and 3 parents. It is the purpose of the Scholarship Committee to provide information to all students, parents and staff regarding the scholarships available to every Glen Este Middle School alumni, to assist in the various tasks associated with each scholarship, and to play an active part in the scholarship selection process.
Section 5. The Allocation of Funds Committee shall consist of 4 staff members and 3 parents. It is the purpose of the Allocation of Funds Committee to evaluate teacher requests for their classrooms, books and field trips and make recommendations to the Board as to the allocation of funds for each such request.
Section 6. The Spiritwear Committee shall consist of a chairperson, a co-chair and other volunteers. It shall be the purpose of the Spiritwear Committee to coordinate ideas for Spiritwear, secure and organize volunteers for Spiritwear sales and assist in securing venues for Spiritwear sales. The Executive Board shall make all final decisions on Spiritwear items to be purchased and sold. The Organization does not make a substantial profit on Spiritwear sales and it is crucial that all sales at least break even.
Section 7. The Executive Board shall appoint a Volunteer Coordinator whose duties include keeping the Volunteer Book up to date, calling/emailing volunteers to remind them of events, and providing necessary items for volunteers such as tickets, cash box, lists, etc. This position will be appointed by the Board upon approval of the body.
Section 8. A Fundraising Project Coordinator whose duties are to coordinate the Fall fundraiser and provide some nominal assistance with the Walk-A-Thon or other Spring fundraiser will be appointed by the Board upon approval of the body.
Section 9. The Board shall appoint a Membership Coordinator whose duties are to organize membership drives, create membership packets, assist with membership at the Sixth Grade Picnic, Open House, and conference nights. This position will be appointed by the Board upon approval of the body.
Section 10. All proposed committee expenditures must be brought to the Executive Board for approval. Expenditures over $500.00, if approved by the Board, will also brought before the General Membership at a scheduled monthly meeting for approval.
ARTICLE X: Parliamentary Authority
The rules contained in Robert’s Rules of Order Revised shall govern this Organization in all cases in which they are applicable, when not addressed by the By-Laws.
ARTICLE XI: Impeachment
Section 1. Officers and members of the Executive Board shall be subject to the terms and conditions contained in these By-Laws; specifically as relates to the responsibilities of their office. Officers and members of the Executive Board shall be required to pay dues in a timely manner, attend required meetings and other functions of the Organization on a regular basis and conduct themselves in a manner as befits their office.
Section 2. If a consensus of the Executive Board determines that an officer or Executive Board member has not fulfilled the requirements of office, a special meeting of the Executive Board may be called to discuss the issues with the officer/Board member in question. If, within 30 days, the requirements of the office have not been judged to be fulfilled by the Executive Board, written notice of pending impeachment shall be submitted.
Section 3. Impeachment shall be announced at the next regular business meeting and confirmed by two-thirds of members present and voting. The officer/Board member in question shall have the opportunity speak at this meeting prior to the vote. If impeachment proceedings do not pass by vote, the officer/Board member must correct the situation before the next regular business meeting. If the officer/Board member fails to correct the issues in question by this time, the President shall be authorized to proceed with impeachment.
Section 4. An officer or Executive Board member, once impeached, shall receive written confirmation within 10 days of impeachment. An impeached officer or Executive Board member shall be prohibited from running for any office for a period of one school year.
ARTICLE XII: Amendments
These By-Laws may be amended at any regular meeting of the Organization by a two-thirds vote of members present and voting, providing notice of the proposed amendment has been given at a previous regular meeting. The Executive Board, or a committee appointed by the Executive Board, may submit a revised set of By-Laws subject to the conditions described above. Copies of the By-Laws shall be made available upon the request of any member, or any Glen Este Middle School parent, teacher or administrator.
To download a copy of the GEMS PTO By-Laws in PDF format,
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