By-Laws PRSD PTSO

By-Laws of the PRSD PTSO

Pinelands Regional School District

Parent/Teacher/Student Organization
Little Egg Harbor, New Jersey

Article I – Name

The name of this organization shall be the Pinelands Regional School District  Parent/Teacher/Student Organization.

Article II – Objectives

  1. To bring into closer relation the home and the school so that parents and teachers may co-operate intelligently in the training of the child;
  2. To co-operate with the school in fostering an environment which shall develop in the children a sense of cultural heritage of the highest advantages in physical, social, and spiritual education;
  3. To be involved in fundraising for the school.

Article III – Basic Policies

  1. The Organization shall be non-commercial, non-sectarian, and non-partisan;
  2. 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 promotion of the objectives of the Organization.
  3. The Organization may 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 its policies;
  4. The Organization may cooperate with other groups concerned with child welfare, but persons representing the P.T.S.O. in such matters shall make no commitments that bind the P.T.S.O. organization.
  5. The Organization shall not discriminate against race, creed, religion, and/or political campaign.
  6. Upon dissolution of this organization, after paying or adequately providing for the debts and obligations of this PTO, the remaining assets shall be evenly distributed to 7th through 12th grade at Pinelands Regional School District . If the school ceases to exist, remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.

Article IV – Membership

  1. All parents of children registered with the school shall become members of the Organization;
  2. All members should comply with the provisions of the By-Laws and Robert’s Rules.

Article V – Board of Directors and Their Elections

Section I

  1. The officers of this Organization shall be President, Vice President, Recording Secretary and Treasurer; Ways and Means
  2. Other Board members will consist of one Membership Secretary;
  3. The new Board members shall assume their duties on July 1
  4. Board members shall service for a term of one year;
  5. Qualifications for the above positions are as follows:
  • The candidate for President must be a former member
  • Advisors shall be nominated from the floor at the June meeting;

Section II

  1. Nominations for officers shall be made by a committee on nominations, consisting of three members appointed by the Board of Directors, (but shall not include the President), at least one month prior to the June meeting;
  2. Only those persons who have signified their consent to serve if elected shall be nominated for, or elected to, such office;
  3. The Nominating Committee shall report the names at the election meeting;
  4. These officers shall be elected by ballot at the meeting to be held each June;
  5. Nominations shall be accepted from the floor as write-in candidates.

Section III

  1. Vacancy:
  • A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the members of the Board of Directors;
  • If a vacancy occurs in the office of the President, the Vice-President shall automatically become President.

Section IV

  1. Removal:
  • Board of Director members 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 VI – Duties of Officers

Section I

  1. All Board Members are required to fulfill any committee chair vacancies and to submit a monthly report to the newsletter editor.

Section II. Presidential Duties:

  1. The President shall coordinate, preside, and prepare an agenda for all Board of Director meetings;
  2. The President shall coordinate, preside, and prepare an agenda for all the Parent Teacher/Student Organization (P.T.S.O.) meetings;
  3. The President shall appoint chair people to fundraising committees;
  4. The President shall give and take guidance and assistance to or from Board members;
  5. The President shall ensure that all By-Laws are observed or modified to meet current needs;
  6. Is a member ex-officio of all committees and may chair a committee.

Section III. Vice Presidential Duties:

  1. The Vice-President shall fulfill Presidential duties in the absence of the President;
  2. The Vice-President shall contact all members of monthly meeting and send out notices to parents of P.T.S.O. meetings.

Section IV.Recording Secretary Duties:

  1. The Secretary shall keep a written record of the minutes of all P.T.S.O. meetings;
  2. The Secretary shall send minutes to all members one week after monthly meeting;
  3. The Secretary shall be responsible for all outside P.T.S.O. correspondence.
  4. The Secretary shall be responsible to send any correspondence out.

Section V.Treasurer Duties:

  • The Treasurer has charge of all the funds of the Organization:
  1. (S)he collects all funds and conducts the banking;
  2. (S)he has 2 signatures on all checks (Treasurer & President and/or Vice President must sign each check;
  3. (S)he insures payment of amounts due from invoices;
  4. (S)he is present at all fundraisers;
  5. (S)he reconciles the checkbook and any and all financial statements;
  6. (S)he enforces all outstanding bills;
  7. (S)he prepares a monthly Treasurer’s report.

Section VI Ways and Means Duties:

  1. Ways & Means fundraising chair person will oversee all PTSO fundraisers and works with the school,community and students.
  2. PTSO will be a 501 (c) (3) nonprofit organization and have documentation approved with the board for future events.
  3. Ways and Means position will report updates and event details to board and at public meetings.  
  4. Ways and Means will oversee all planning and any other volunteers for all PTSO events.

Article VII-Scholarship and Fundraising

Section IScholarship

1.Funds donated or expenses paid for individuals:

  1. The purpose of the funds distributed and how the funds will be used by the individual recipients: All donations will be used to help fund the organization and to help our students as well as our community. All donations will be voted on by the board and will be used accordingly.
    1. Examples of scholarships we hope to give out:
      1. Vinnie Buttiglieri Memorial $400 REQUIREMENT: Majoring in Education field.
      2. Drama $400 REQUIREMENT: Drama student; Furthering education.
      3. Leadership $400 REQUIREMENT: Leadership quality; Top 20%; Furthering education.
      4. Vocational $400 REQUIREMENT: Vocational student; Leadership qualities; Involved in high school activities.
      5. Ellen Coombs Memorial $400 REQUIREMENT: Involvement in PTSO activities; Attendance at dances, homecoming, etc.
  2. Recipient selection process, criteria we will use: The selection process is determined based on the grant or scholarship given and is determined by our board.
    1. PTSO Scholarship Requirements :
      1. GPA 3.6 or higher
      2. Community Involvement ( Habitat for Humanity, Color Run etc.
      3. Pinelands event involvement (homecoming, SADD, NJHS etc.)
      4. Complete the essay (required in PDF  or Google doc) answering the following prompt:  Living in a small rural community has unique qualities often overlooked. Please explain how being from this area has had a positive impact on your life (opportunities, sports, etc)”
      5. College attending
      6. Applicant goals/objectives
  3. How the funds will be distributed and how we will ensure that they will be used for their intended purposes – The funds will be distributed based on what the board feels fits as well as the amount of funds we will have to give at the time. A receipt has to be given from the college as proof of enrollment and the check will be issued to the school the student will be attending. Additionally, the school district will have an audit as a checks and balances system.  
  4. Will board members or their relatives or members of the committee (or their relatives) be eligible and the safeguards put into place to ensure the funds are not distributed improperly:
    1. Relatives will be eligible, however, we will hold “blind” applications based on a scoring rubric. When the applications come in, they will be given a number. The applications will then be copied for the board’s review, with the applicant’s name taken off. Only the application number will remain. The board will review applications without knowing who the application belongs to. Once the recipient(s) is selected, then the name will be disclosed.

Section II-Fundraising

  1. Being a new organization, we do not have any past activities, however:
    1. Specific activities we plan to conduct: We will conduct many fundraisers as well as community events throughout the year. The money we raise from any fundraisers will be used to support our students and the community in any way possible. Activities we hope to organize this year:
      1. a hoagie sale (fundraiser) – we will be selling hoagies to the Pinelands’ families in hopes to raise money for a senior scholarship.
      2. teacher grant (sponsor)- We hope to raise money for teachers to apply for a grant through us to help fund supplies in their classroom.
      3. community yard sale (fundraiser) – we hope to be able to host a community yard sale on the school property where community members can purchase space to sell their old things.
      4. holiday pictures (fundraiser) – we hope to host holiday picture mini-sessions where community members can sign up to purchase holiday pictures and a portion of the funds would go to our organization
      5. family fun nights/ game nights (event) – we hope to host free events for the students and their families to come to and spend an evening together. This will help community and family involvement in our school system.
      6. senior scholarship (sponsor) – We hope to donate money to a deserving senior to help with college expenses.
      7. staff appreciation (sponsor) – we would like to have an event or two a year to show the teachers and staff at our school how much we appreciate them.
      8. Homecoming (event) – we hope to hold an event for our school’s homecoming. We are thinking of possibly sponsoring a homecoming parade.
      9. Pinelands Experience (event) – We hope to sponsor the Pinelands Experience trip where our 7th grade students stay overnight and learn team building and cooperative learning strategies. This helps our 7th grade students to get to know each other and how to work together in an outside setting. This was a trip our school did in the past, but was cut due to budgetary issues.
    2. Who participates in the activities: Students, staff, administration and community members will all be encouraged to participate in any activities or fundraisers we will hold.
    3. Where activities are conducted: Most activities will be held on the school grounds, but some might have to be at community locations depending on the fundraiser and the details of the event.
    4. When or how often the activities are conducted: We are hoping to have at least one event per season: Winter, Spring, Early Summer and Fall.
    5. What fees are charged and how we determine them: The fees will be determined on the fundraiser or event that is put before the board members. The board will obtain all the facts and then have to vote on the events and how much we will need to collect in order to hold the event.
    6. What percentage of our time and resources we spend on activities: Again, the board has to vote on all events and how they will be facilitated. Each event may require many hours, but the board as of today, 11/20/2018 spends at least 2 hours a week getting the organization on its feet, so we can begin the process of helping our students and the community.
  2. Gaming activities we plan on conducting once we obtain a gaming license
    1. Name of each gaming activity:
      1. Some ideas we currently have: 50/50 raffle, designer bag bingo, basket auction
    2. Whether the general public will participate in our gaming activity: Yes. Since we are an organization that feels it is important to have community involvement, we will always invite the community to all events we hold.
    3. When will we begin conducting the activity: We cannot begin conducting gaming activities until we have a gaming license. We plan on obtaining this license once we have a 501(3)c.
    4. The percentage of time or resources we plan on donating to each gaming event: Again, the board has to vote on all events and how they will be facilitated. Each event may require many hours, but the board as of today, 11/20/2018 spends at least 2 hours a week getting the organization on its feet, so we can begin the process of helping our students and the community.
    5. The number of hours each month we plan on holding gaming activity: We hope to hold a gaming activity at least three times a year- Spring, Winter and Fall.
    6. A statement describing how we will use our gaming proceeds: Our gaming proceeds will be used to benefit our students, teachers and/or community. Our board will vote on each gaming activity as well as how the proceeds from that activity will be used.
    7. If we give our gaming proceeds to other organizations, how we will decide which organizations receive our proceeds. We will determine which organizations will receive our proceeds based on a vote from our board.
    8. We currently do not have advertisements, flyers, pamphlets, announcements or any other literature that describe our gaming activities.
    9. Our games will be administered solely with volunteer labor.
    10. Disaster Relief:
      1. The purpose of the funds and/or types of goods we will distribute and how the funds or good will be used by the recipients will be determined by the board based on the needs of our community. We will do our best to not only raise funds and goods to benefit what the community needs, but we will also try to connect members of our community with other resources that can help them.
      2. Our Recipient selection process, criteria we will use to determine the recipients of the funds and/or goods will be based on the disaster and the community’s needs as well as our funds. When it comes to disaster relief, we will try to help as many community members as we can and we will try not to turn anyone away. However, if funds are limited, we will select based on a rubric and a board decision.
      3. How the funds and/or goods will be distributed and how we will ensure that they are or will be used for their intended purpose: The funds will be distributed based on what the board feels fits as well as the amount of funds we will have to give at the time. Receipts will need to be provided and funds will be made directly to what the recipient specifically needs. When it comes to goods, we will purchase the goods directly and give them to the recipient.
      4. Will board members or their relatives or members of the committee who select our recipients (or their relatives) be eligible to receive funds and/ or goods? If so, our safeguards we will use to ensure our funds and/or goods are distributed improperly. Yes – however, the board member applying for disaster relief with us, will have to recuse themself from the selection process and the applications will go to a “blind review” based on numbers, not on names.

Article VIIIMeetings

Section I

  1.  Parent Teacher Student Organization meetings shall be held every month, with the Board deciding the date and time of said meeting.

Section II

  1. Special meetings of this Organization may be called by the President, or upon the written request of nine members of the Organization, five days notice having been given.

Section III

  1. Five members of the Organization shall constitute a quorum for a general meeting;
  2. All business approved by the Organization shall be done by majority rule.

Section IV

Order of business shall be:

Call to order;

Reading and approval of minutes;

Report of treasurer;

Reading of communications;

Committee reports;

Old business;

New business;

Open floor to Public;

Adjournment.

Article IV – Committees

Section I

  1. Committees shall be created by the Board of Directors as may be required to promote the objectives and interests of this Organization;
  2. Each committee shall have a chairperson from the Organization and their term shall be one year.

Article X- Parliamentary Authority

  1. Robert’s Rules of Order (Revised) shall govern the Organization in all cases.

Article XX – Amendments

Section I

  1. These By-Laws may be amended at any regular meeting of the Organization by a majority vote of the members present and voting, providing a quorum is reached.

Section II

  1. A committee may be appointed to submit a revised set of the By-Laws as a substitution for the existing By-Laws only by a majority vote at a meeting of the Organization, or by a two thirds vote of the P.T.S.O. Board of Directors. The requirements for adoption of a revised set of By-Laws shall be the same as in the case of an amendment.

By-Laws of the

Pinelands Regional School District Parent/Teacher/Student Organization
Little Egg Harbor, New Jersey

Ocean County

These By-Laws were adopted on June 11, 2018

by____________________________________

Michele Maleski, President

by____________________________________

Heather Constantino, Vice President

Sworn to and subscribed before me the September day of 2, 2018.

___________________________ _________________

Notary My Commission Expires

(Notary Seal)