POLICIES AND PROCEDURES
VESTAVIA HILLS ELEMENTARY EAST PTO
The name of this organization is the Vestavia Hills Elementary East Parent and Teacher Organization (PTO). It is a member of the Vestavia Hills Council PTO. This PTO shall abide by the bylaws of the Vestavia Hills Council PTO.
Any individual who is current on their dues is considered a member of the VHEE PTO. Every member of the Vestavia Hills Elementary East PTO is also a member of the PTO Council.
** See Council Bylaws Article V for complete membership dues amounts. $4.00 = single membership in local unit with $1.00 out of every $4.00 being paid to VH PTO Council and $8.00 = family membership with $2.00 out of every $8.00 being paid to VH PTO Council.
A. Each officer shall be a member of this PTO in good standing.
B. Officers and their Election:
- The officers of this organization shall consist of a president, a president-elect, three vice-presidents, a secretary, a treasurer, a treasurer-elect and a parliamentarian.
- Officers shall be elected by the month of April. If there is only one (1) nominee for any office, election for that office may be by voice vote. If a person wishes to be considered for an office in addition to the slate recommended by the Nominating Committee, then a ballot vote shall be taken.
- Officers shall assume their official duties following the close of the school year and shall serve for a term of one (1) year or until their successors are elected.
- A person shall not be eligible to serve more than one consecutive term in the same office, with the exception of the first vice-president who can serve two consecutive terms.
C. Nominating Committee:
There shall be a nominating committee appointed by the president and composed of five (5)
members approved by the board of directors at least one (1) month prior to the election of officers. The President shall recommend one of the members to be chair of the committee. The President-elect shall not serve on this committee. Sitting presidents shall serve on this committee in an advisory role.
The nominating committee shall nominate an eligible person for each office to be filled, except the parliamentarian, and report its nominees at the second general meeting of the organization, at which time additional nominations may be made from the floor.
Only those persons who have signified their consent to serve if elected shall be nominated or be elected to such office.
Nominating committee members shall not be eligible to be nominated for office.
A person may not serve two consecutive terms on the nominating committee
A vacancy occurring in any office shall be nominated by the executive board and approved by the board of directors. In case a vacancy occurs in the office of the president, the president-elect shall fill the unexpired term of president.
IV. DUTIES OF OFFICERS
A. The president shall:
preside at all meetings of the organization;
organize the two (2) general meetings; these may be combined with a monthly Board of Directors meeting as the President sees fit.
select the chairmen of the standing committees;
form special committees and appoint their members as the need arises;
serve as an ex-officio member of all committees;
serve as parliamentarian for the next election year. If the past-president is unable or unwilling to serve as parliamentarian, the president may appoint a parliamentarian, subject to the approval of the board of directors;
serve as a delegate to the Vestavia Hills Council of PTOs;
authorize unanticipated expenditures up to the amount of two hundred and fifty dollars ($250.00) with the approval of the executive board;
9. coordinate the work of the officers and committees of this PTO in order that the purposes may be promoted.
B. The president-elect shall:
- act as aide to the president;
- perform the duties of the president in the president’s absence or inability to serve;
- chair the Special Projects committee responsible for dispensing Special Project funds;
- organize and track the Teacher Start Up funds;
- serve as a delegate to the Vestavia Hills Council of PTOs;
- succeed the president for the next election year;
- maintain a membership roster of parents and faculty and submit all necessary reporting to the PTO council.
C. The first vice-president shall:
- act as aide to the president;
- serve as Partners In Education chair for (2) years;
- work with committee chairs to find parent/business relationships that meet school/event/PTO needs;
- solicit PIE donations;
- recognize PIE donors according to the PIE guidelines;
- distribute necessary and paperwork to PIE donors;
- attend all meetings of the Board of Directors;
- perform all other duties as delegated by the president.
D. The second vice-president shall:
- act as aide to the president;
- serve as communication chairman;
- develop and maintain a parent/faculty communications database;
- coordinate written and electronic communications from the VHEE PTO;
- ensure PTO has representation on the school website and update as needed
- assist all Board members with communication instructions and assistance;
- work with the Directory chair to obtain necessary data in publishing the Directory; 8. attend all meetings of the Board of Directors; 9. perform all other duties as delegated by the president.
E. The third vice-president shall:
act as aide to the president;
serve as volunteer chairman;
serve as room parent coordinator in organizing classroom volunteer opportunities;
provide support and guidance for classroom parents;
shall attend all meetings of the Board of Directors;
perform all other duties as delegated by the president.
F . The secretary shall:
record the minutes of all general membership meetings and board of directors meetings;
be prepared to read the records of any previous meetings;
have available a current copy of the bylaws;
maintain a permanent PTO record book to be filed on school premises containing minutes of
each meeting and a copy of the by-laws and policies and procedures.
develop and publish the monthly East Express newsletter containing pertinent PTO and
Conduct all necessary correspondences as directed by the president.
G. The treasurer shall:
have custody of the funds of this PTO;
keep a full and accurate account of receipts and expenditures in books belonging to this PTO;
make disbursements as authorized by the president, executive board, executive committee, or
this PTO in accordance with the budget adopted by this PTO;
have checks signed by any two of the following persons: the treasurer, the treasurer-elect, the
president or president-elect;
present a written financial statement at every general meeting and at other times as requested
by the executive committee;
make a full report at the meeting at which the new officers officially assume their duties
(usually the last general meeting);
be responsible for the maintenance of such books of account and records as conform to these
policies and procedures;
submit the books annually at the completion of the fiscal year, or upon change of officer, foran audit by a certified public accountant selected by the president, or by an auditing committee of not fewer than three (3) members appointed by the president, who, satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report;
upon completion of the audit, the treasurer should report the findings of the annual audit to the executive board and the books in custody of the treasurer should be turned over to the new treasurer;
submit to the Internal Revenue Service all required documents in a timely manner.
follow the guidelines of the Vestavia Hills PTO Council TPD (Treasury Policy Document);
shall attend all meetings of the Board of Directors.
H. The treasurer-elect shall:
act as aide to the treasurer;
succeed the treasurer for the next election year;
maintain a separate bank account for funds collected from the organization’s fundraisers, and
a separate bank account for funds collected for the room parents’ account;
keep a full and accurate account of all funds collected from fundraisers, and funds collected
for the room parent’s account, and keep the treasurer fully apprised of these funds;
have checks for the separate accounts signed by two of the following persons, the treasurer,
the treasurer-elect, the president or president-elect;
shall attend all meetings of the Board of Directors.
I. The parliamentarian shall:
act as aide to the president;
advise the president on parliamentary procedure.
J. All officers shall perform the duties outlined in these policies and procedures, prescribed by the parliamentary authority, and those assigned from time to time by the president, executive board, or board of directors. Upon the expiration of the term of office, or in case of resignation, each officer shall, not later than ten (10) days following the meeting at which the new officers assume their duties, turn over to his/her successor, all records of their responsibilities and suggestions, books, and other materials pertaining to the office, and shall return to the treasurer, without delay, all funds pertaining to the office.
V. EXECUTIVE BOARD
A . The executive board shall consist of the elected officers of the organization (president, president-elect, first vice-president, second vice-president, third vice- president, secretary, treasurer, treasurer-elect and parliamentarian).
B. All of the executive board members shall be members of this PTO.
C. Meetings of the executive board shall be held as deemed necessary by the president. D. A majority of the executive board shall constitute a quorum.
E. The duties of the executive board shall be to:
transact necessary business in the intervals between organization or committee meetings, and such other business as may be referred to it by the executive committee or organization;
make a report at each executive committee meeting;
determine the dates of the two (2) general membership meeting of this organization to be
held during the school year, and announce the dates at the first executive committee meeting of the year.
F . The Executive Board (as well as Board of Directors) will be allowed to utilize electronic mail voting (email) only when deemed necessary by the president – see Council P/P #1. School Web Site policy as stated in Council P/P #1 will be followed. In addition to adhering to the school web site Acceptable Use Policy (AUP housed at Vestavia Hills Board of Education), all newsletters generated by the PTO will be approved by the principal before distribution. The PTO will not include any non-school related events with the exception of city sponsored events; email or phone lists will not be distributed to the public for non-school usage.
G. The executive board shall take no action in conflict with any action taken by the Board of Directors.
VI. BOARD OF DIRECTORS
A. The Board of Directors shall consist of the officers of the organization, the chairmen of the standing committees or their representatives, and the principal of the school or a representative appointed by him/her. The principal of the school and his/her representative may serve only in an advisory role. The chairmen of the standing committees shall be selected by the president.
B. All of the Board of Directors members shall be members in good standing of this PTO.
C. The duties of the Board of Directors shall be to:
1. present the plans of work of the standing committees;
2. present a report at the regular general membership meetings of this PTO;
3. vote on items of business being proposed which include, but are not limited to, the PTO
budget, the slate of executive officers, and proposed amendments to these bylaws.
D. At least Eight (8) regular meetings of the Board of Directors shall be held during the school year, with the dates and times to be determined and published by the executive board at its first meeting of the year.
E . Eleven (11) members of the Board of Directors shall constitute a quorum.
F. Special meetings of the Board of Directors may be called by the president or when requested by the majority of the members of the committee with three (3) days notice having been given to each member of the committee.
G. Board of Directors meetings are open to all PTO members.
A. Only members of the organization shall be eligible to serve in any elective or appointive positions.
B. The executive board may create standing committees as necessary to promote the purposes of the PTO and carry on the work of the organization.
C. The chair of each standing committee shall present a plan of work to the executive board for approval. No committee work shall be undertaken without the consent of the executive board.
VIII. GENERAL MEMBERSHIP MEETINGS
A. At least two (2) general membership meetings of this organization shall be held during the school year.
B. Special meetings of the organization may be called by the president or by a majority of the Board of Directors, fifteen (15) days notice having been given.
C. For the transaction of business in any general meeting of the organization two- thirds (2/3) of those present and voting shall constitute a quorum.
IX. COUNCIL MEMBERSHIP
A. This organization shall be represented in meetings of the Vestavia Hills Council Parent Teacher Organization by the president or alternate, the president-elect or alternate, the principal or alternate, and by two (2) delegates or their alternates.
B. All representatives to the council PTO must be members of this local PTO.
C. Delegates and their alternates shall be appointed by the president.
D. Delegates to the Vestavia Hills Council of PTO’s shall serve a term of one (1) year and may be reappointed for a second term.
A. Amendments to these policies and procedures must be approved at any regular meeting of the Board of Directors or general membership meeting of the Vestavia Hills Elementary East PTO by two-thirds (2/3) vote of those members present and voting, a quorum being present, provided the proposed amendments have been approved by the Board of Directors and Council PTO.
B. The President or Executive Board may submit or may appoint a committee, to submit a revised set of policies and procedures as a substitute for the existing policies and procedures.
C. Submission of amendments or revised policies and procedures for approval by the Council PTO shall be in accordance with the bylaws and policies and procedures of the Council PTO.
Revised: February 2017
Margaret Crawford Laura Tucker