NEW FAIRFIELD MIDDLE SCHOOL PARENT TEACHER ORGANIZATION
Articles of Association and By-Laws
The name of this association shall be the "New Fairfield Middle School Parent Teacher Organization", hereafter referred to as the "NFMS PTO" or the "PTO".
Article II - PURPOSES
Section 1
To establish and maintain a collaborative relationship between parents, administrators, and teachers which will result in the mutual involvement, cooperation, and dedication that is necessary for the school system to best serve the students of our community.
Section 2
To conduct and sponsor various fund-raising events, projects, and social activities during the school year with the express purpose of aiding and improving, where possible, the educational, cultural, physical, and social development of each student within the guidelines of the school's curricula and programs of study.
ARTICLE III - POLICIES
Section I
This organization has been created with the intention of best serving the students' educational, cultural, physical, and social needs and development within the framework of the school system. It is the policy of this PTO not to participate in the affairs of any student, parent, or educator outside New Fairfield School District.
Section 2
Neither the name of this PTO nor the names of its officers and/or members in their official capacities shall be used in connection with a commercial concern, partisan interest or for any purpose other than that which has been approved by the Executive Board and/or the general membership of the PTO.
Section 3
The PTO may recommend or suggest to the Board of Education ideas, changes in policy, or improvements relating to the current and future planning of the school's curricula and programs.
ARTICLE IV - MEMBERSHIP
Section 1
Any parent or guardian of a New Fairfield Middle School student who is willing to uphold its policies and subscribe to its By-Laws may become a member in good standing upon payment of the annual dues established by this organization. In addition, administrators, faculty, and staff members employed by the New Fairfield Board of Education, regardless of residence, may become members of the PTO upon payment of annual dues.
Section 2
Annual dues will be established by the PTO separately each school year for membership.
ARTICLE V - OFFICERS
Section 1
The officers of this PTO shall consist either of a President and a Vice President or of two (2) Co-Presidents, Secretary, Treasurer, and Parliamentarian.
Section 2
All members of this PTO in good standing are permitted to run for and hold office.
ARTICLE VI- EXECUTIVE BOARD
Section 1
The voting members of the PTO's Executive Board shall be the officers, as described in Article V.
Section 2
The Executive Board shall be the executive authority of the PTO and shall have full power and authority over its affairs, except in the election of officers.
Section 3
A majority of all Executive Board Members in attendance are needed to approve the plans of work of the Standing and Special Committees or to expend monies of the PTO.
ARTICLE VII - AMMENDMENTS TO THE BY-LAWS
These By-Laws may be amended by a majority of the members present and voting at any regular meeting of the PTO.
ARTICLE VIII - ELECTION OF OFFICERS
Section 1
The officers of the PTO shall be elected by the members present at the Annual Meeting (last meeting of the school year). If there is more than one nominee for a given office, then the voting will be determined by a paper ballot vote. Newly elected or re-elected officers shall assume office after the annual meeting and serve for a one (1) year term.
Section 2
Any vacancy created in the duly elected offices of the PTO will be filled for the remainder of the current term of office through the appointment of a new officer by the majority vote of the Executive Board. A special meeting will be held for the express purpose of filling a vacancy within fourteen (14) days of the vacancy.
ARTICLE IX - DUTIES AND TERMS OF OFFICERS
Section 1 - The President or Co-Presidents
The President or a Co-President of the PTO shall preside at all regular and special meetings of the PTO, including all meetings of the Executive Board; be responsible for the overall coordination of the PTO's approved plans of work and activities as prescribed by the Purposes and Policies Articles in the PTO's By-Laws.
Section 2 - The Vice President
The Vice President (should the PTO be so structured) will be responsible for performing the duties of the President in his/her absence, which may be due to prior commitments, illness of resignation.
Section 3 - The Secretary
The Secretary shall keep the minutes of the general and special meetings of the PTO and of all the meetings of the Executive Board. The Secretary will be the custodian of the PTO records except those specifically assigned to others. The Secretary shall send such written communications as shall be directed by the President or Co-Presidents
.
Section 4 - The Parliamentarian
The Parliamentarian shall bring meetings to order, assure that rules of order are followed, and administer the PTO grant programs. The Parliamentarian will also be responsible to help maintain the PTO’s social media accounts.
Mini Grant Program (Funds for Excellence) - Faculty members who have joined and paid dues to the PTO are eligible to apply for this grant. Applications and paperwork need to be submitted to the PTO for review and approval.
Section 5- The Treasurer
The Treasurer shall take full responsibility for the receipt of all monies of the PTO; shall keep accurate and up-to-date records of cash receipts and cash disbursements; and shall disburse funds only as authorized by the Executive Board. The Treasurer shall present a report at all the Executive Board and regular meetings of the general membership. The Treasurer shall also make a full report of the year's financial transactions at the PTO's Annual Meeting. The Treasurer shall be responsible for leaving at least $500.00 in the PTO's treasury at the end of the term of office, i.e., June 30th of each year.
Section 6-Term of Office
All duly elected officers shall serve for a one (1) year term. Officers are eligible for reelection each year.
ARTICLE X-DUTIES OF THE EXECUTIVE BOARD
The voting members of the Executive Board shall be responsible for the management of the PTO. They shall establish the calendar of events for all important activities and meetings of the PTO by its second meeting; approve the plans of work and activities of the Standing and Special Committees; create Special Committees as needed; inform the membership of its proceedings; expend monies for the purposes set forth in Article IX of the By- Laws; and to accept recommendations from the membership in its overall responsibilities for the effective management of the PTO.
ARTICLE XI-STANDING COMMITTEES
There shall be standing committees of the PTO created to perform the specific functions as outlined below. The chairperson of each committee shall be appointed by the Executive Board and shall, in turn, appoint as many members as needed to complete the functions of each committee. The chairperson's term of office shall be for one (1) year commencing on July 1st of each year. Each committee may, with the approval of the Executive Board, organize special sub-committees as needed for specific activities related to its parent committee. Each committee shall keep a complete record of its activities during the school year. Each committee shall submit a timeline and projected budget before beginning any activity. Chairpersons shall report to the Executive Board at the PTO's monthly meetings and/or at Executive Board Meetings as may be deemed necessary, shall prepare a written report to be submitted at the annual meeting which summarizes its recommendations, goals, programs, and accomplishments. This report will then become part of the PTO's permanent files on record.
Section 1-Fundraising Committee
This committee shall plan and organize the fundraising programs, such as the Harlem Wizards, dodgeball tournaments and other fundraisers throughout the year, to contribute financial requirements and goals for carrying out the provisions of Article XI of the PTO's By-Laws. They will report to the Executive Board and must receive approval before planning fundraising events or programs for the PTO.
Section 2-Membership Chair
This chair shall be responsible for running the PTO membership drive. To that end, they shall distribute membership/volunteer forms, collect dues and maintain a record of members. The membership committee shall account for all monies collected and turn over such funds to the Treasurer.
Section 3 - Teacher Appreciation/ Conference Chair
This committee shall provide hospitality/ snacks/ refreshments during Teacher Appreciation Week and conferences for all middle school teachers and staff. They shall be responsible for contacting and committing volunteers for this project.
Section 4 - Book Fair Chair
This committee shall plan and coordinate book fairs for the purpose of raising funds to be used for PTO projects. Book fairs are typically held in the Fall and Spring and each fair may have its own committee chair(s) and/or members.
Section 5 -Creation of Additional Standing Committees
If it becomes necessary to create additional standing committees in order to carry out the approved plans of work of the PTO, the Executive Board, by majority vote, can appoint such additional standing committee(s) and thus become a permanent part of this PTO and its By-Laws.
Section 6 - Executive Board Approval
No committee shall have the authority to commit the PTO or any program, fundraiser, or course of action unless receiving the prior approval of the majority of the Executive Board's membership.
Section 7 - Dance Committee
This Committee shall be responsible for staffing and providing non-dance alternatives for those Student Government sponsored school dances when both the H.S. and M.S. Cafeterias are available. The Dance Activity Room will be in the M.S. Cafeteria.
ARTICLE XII - SPECIAL COMMITTEES
The power to form Special Committees and appoint their chairperson and members shall rest solely with the Executive Board. A Special Committee is created and appointed for a specific purpose only and, upon completion of its work and submission of an accepted final report, automatically dissolves.
ARTICLE XIII - MEETINGS
Section 1 - Executive Board Meetings
The Executive Board shall meet at least once a month during the school year. Meetings may be called by a Co-President or a majority of the members of the Board, but subject to seven (7) days’ notice, except Special Meetings, which will require only 24 hours’ notice. The first meeting of the Executive Board may take place prior to September 1st of each year, or during the first full week of school.
Section 2- General Meetings
The general membership shall hold at least three meetings during the school year. The dates and times for these meetings shall be determined by the Executive Board at their first meeting of the school year. At least two of these meetings will be held in person. The last regular meeting of the school year shall be the Annual Meeting.
Section 3-Special Meetings
Special meetings of the general membership may be called by the Executive Board provided that at least 24-hour notice is given.
Section 4-Standing and Special Committee Meetings
Each Standing Committee shall meet as needed at the call of the chairperson in charge. Each special committee shall meet at the call of the chairperson as often as it is necessary to fulfill the committee's purpose(s) for being created.
ARTICLE XIV - QUORUMS OF MEETINGS
Section 1 - Executive Board Meetings
A majority of the members of the Executive Board shall constitute a quorum for all Executive Board Meetings.
Section 2 - All Other Meetings
No fewer than eight (8) voting members of the PTO shall constitute a quorum for the transaction of business at any annual, general, or special meeting of the PTO.
Section 3-Approval of Minutes
A motion and second will be made to approve the minutes of each prior meeting.
ARTICLE XV – RESOLUTIONS
There shall be no resolution or motion to commit the PTO on any matter until first being submitted and approved by the Executive Board. After the Executive Board has discussed and approved, by majority rule, a resolution brought before its members, the PTO may then proceed to take whatever action the majority present and in good standing deems appropriate.
ARTICLE XVI AMENDMENTS TO THE BY-LAWS
Amendments to the By-Laws of the PTO may be enacted only at a general membership meeting by a two-thirds majority vote of the members present and in good standing.
