PTO Bylaws

ARTICLE I: NAME

The name of this organization shall be the Shrewsbury Montessori School Parent Teacher Organization (SMSPTO).

ARTICLE II: PURPOSE AND OBJECTIVES

The objectives of the PTO are to:
1. Provide the students, families and staff with programs, events, and materials that enhance the curriculum and encourage school spirit.
2. Fund activities and programs which enhance the SMS experience.
3. Foster communication throughout the school community.

ARTICLE III: OFFICES

ARTICLE IV: MEMBERS

ARTICLE V: MEETINGS

Section 1. REGULAR MEETINGS. Meetings of the Members shall be held monthly unless voted otherwise. The meetings shall begin in September and end in May or June of each year, dependant upon the School calendar. A schedule of meetings shall be determined at the beginning of each school year and modified as necessary.

Section 2. SPECIAL MEETINGS. Special meetings of the Members may be called at the discretion of the Officers. Special meetings will be utilized to conduct business of the PTO that must be addressed prior to the next regularly scheduled meeting.

Section 3. NOTICE OF MEETINGS. A notice of meetings shall be given in NewsNotes. An annual schedule of the years’ PTO meeting dates will be posted on the website http://www.smspto.org at the beginning of each school year. While we publish a schedule, meetings are subject to change.

Section 4. PURPOSE. The primary purpose of regular meetings will be to conduct the affairs of the PTO.

Section 5. QUORUM OF MEMBERS. A quorum shall consist of five (5) voting members, three (3) of which are Officers and three are meeting attendees. In the event there is not a quorum and a vote must be taken, an email or paper vote will be organized by the president, vice president or delegate to address the issue by vote in a timely manner. A quorum is required for all financial votes and changes to the bylaws.

Section 6. VOTING. Voting on any question or in any election shall be oral unless the presiding officer shall order, or any Member shall request, that voting be by ballot. Each Member, including all Officers, staff members, teachers, parents, and legal guardians shall have one vote.

Section 7. CONDUCT OF MEETINGS. The President or Vice-President shall oversee the meetings. The agenda shall include all pertinent current and upcoming items. Additional items shall be addressed as necessary by Officers or Members.

ARTICLE VI: COMMITTEES

Section 1. STANDING COMMITTEES. The Officers and members may designate committees from among its Members. Each chairperson or representative of each committee shall be responsible for carrying out committee responsibilities as from time to time may be assigned to it by PTO. Committee Representatives of the PTO shall make no commitment that bind the PTO.

ARTICLE VII: OFFICERS AND THEIR ELECTION

Section 1. GENERAL POWERS. The business and affairs of the PTO shall be managed by its Officers or appointed designee. All Officers shall share substantially in all duties which must be performed.

Section 2. OFFICERS. The Officers consist of President*, Vice-President, Secretary, and Treasurer;

• Officer seats may be shared by two persons as a Co-position;
• New Officers shall assume their positions beginning June 1;
• Officers shall service for a term of one year;

Qualifications for the above positions are as follows:
• Officers shall be chosen from among those who are members in good standing of the organization;
• The candidate for President must be a former Board member with a minimum of 6 months service;

Section 3. NOMINATIONS. A nominating committee composed of the President, Vice- President and Head of School will present a slate of nominees, listing one nominee per office. Only those persons who have signified their consent to serve if elected shall be nominated for, or elected to, such office. The Nominating Committee shall report the names at the election meeting. Voting shall be oral unless the presiding officer, or any Member shall request, that voting be by ballot. Each Member, including all Officers, staff members, teachers, parents, and legal guardians shall have one vote. Nominations shall be accepted from the floor as write-in candidates.

Section 4. ANNUAL ELECTION. Officers shall be elected near the close of the school year for the following school year term, usually at the regularly scheduled May meeting. Members shall elect officers by majority vote.

Section 5. TERM OF OFFICE. Each officer shall hold office for the term for which he/she is elected and until his/her successor is elected. The Officers shall be elected for a one (1) year term and shall be eligible for reelection. No officer can be elected to the same office for more than two (2) terms.

Section 6. VACANCIES. A vacancy in any office may be filled by a majority vote of the Members present for the unexpired portion of the term of his/her predecessor.

Section 7. REMOVAL. Officers, who do not fulfill their duties as explained in these By-Laws and any subsequent amendments, may be removed from office by a majority vote of the Board.

ARTICLE VIII: DUTIES OF THE OFFICERS

Section 1. PRESIDENT. The primary duty of the President shall be to oversee the business and affairs of the PTO and to coordinate PTO activities with the other Officers, special committees/chairpersons, and the Head of School of Shrewsbury Montessori School. The President will set the agenda and preside over all regular and special meetings. The President will ensure the Bylaws are reviewed every other year and ensure necessary revisions are made as a result of that review. The requirements for adoption of a revised set of By-Laws shall be the same as in the case of an amendment.

Section 2. VICE PRESIDENT/PRESIDENT-ELECT. The Vice President/President Elect shall assume the duties of the President in case of vacancy from any cause in that office and shall assume the duties of President for such period(s) as that officer for any reason may be unable to perform his/her official duties. When so acting, the Vice President/President Elect shall have all the powers of and be subject to all the restrictions upon the President. The Vice president shall in general perform all duties incident to the office of the Vice Presidency and such other duties as from time to time may be requested by the President or by vote of the Members.

Section 3. SECRETARY. The Secretary shall keep the minutes of all regular and special meetings; insure that all notices are duly given in accordance with the provisions of these Bylaws; be custodian of the records of the PTO, including the Bylaws, agendas, meeting minutes and correspondence; conduct PTO-related correspondence as requested by the President and, in general, perform all duties incident to the office of Secretary and such other duties as from time to time may be requested by the President or by vote of the Members. (Minutes emailed to HOS for HOS information and record.)

Section 4. TREASURER. The Treasurer shall be responsible for the disbursement of all monies of the PTO funds. The PTO budget is prepared by the treasurer, proposed by the PTO officers, approved by the Board of Trustees in collaboration with HOS. The Treasure shall receive all receipts due and payable by PTO. The treasurer will then submit PTO receipts to HOS for approval. The treasurer will then submit approved receipts to book keeper and give all monies for deposit to School Accountant. He/She shall keep an accurate record of receipts and expenditures. Ideally, at the first regular PTO meeting of the year the treasurer will present a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the PTO during the year. Any substantial deviation from the budget must be approved in advance by the Head of School. The Treasurer shall in general perform all duties incident to the Office of the Treasurer and such other duties as from time to time may be requested by the President or by vote of the Members.

ARTICLE IX: OTHER PTO REPRESENTATIVES

Section 1. ROOM PARENT.* The Room Parent Coordinator is responsible for communication between Teacher and parents in the classroom regarding any/all planned activity taking place in the classroom. This person would be responsible for assisting the PTO in regards to school or classroom events. The responsibility lies in calling/emailing families and asking them to contribute the necessary time or items. * Additional information provided in the Room Parent Bylaws.

ARTICLE X: AMENDMENTS