The Roslyn Parent Teacher Organization Roslyn Elementary School

Section 1. Membership to The Roslyn Parent Teacher Organization Roslyn Elementary School (Roslyn PTO) shall be open to parents and guardians of students attending Roslyn; teachers; school administrators; and community members who have an interest in the well-being of the school and its students.

Section 2. Voting privileges will be extended to all members in good standing present at the general meetings.

Section 3. Annual Membership dues will be regulated at the discretion of the Executive Board due to budgetary policy.

Section 4. To be a member in good standing, the individual must be current and have paid their membership dues in full.

Section 1. The officers of the Roslyn PTO shall be:

  1. President(s) (not more than 2 Co-Presidents)
    b. Vice President(s) (not more than 2 Co-Vice Presidents)
    c. Correspondence Secretary
    d. Recording Secretary
    e. Treasurer (not more than 1)
    f. Documentation Specialist

Section 2. No member shall hold more than one office at a time, and no officers shall be eligible to serve in the same office for more than two consecutive terms. An officer may continue in their position if no one is elected to the position.

Section 3. Two people working together may hold any office, other than Treasurer.

Section 4. Duties of the President(s). The duties of the President are:

  1. Presiding over all regular, special, and Executive board meetings;
    b. The authority to sign checks;
    c. Coordinate the works of the officers and committees in order that the objectives and policies may be promoted;
    d. Cast the deciding vote in case of a tie at all board and membership meetings; and
    e. the organization and execution of public relations functions.

Section 5. Duties of the Vice-President(s). The duties of Vice-President are:

  1. Coordination of fund raising efforts of the PTO;
    b. Act as an aide to the President(s), represent him/her upon request, and assume the duties of the President(s) in the absence or inability of that officer to serve;
    c. Automatically become President(s) if that position is completely vacated for any reason;
    d. Responsibility for the organization and execution of the hospitality committee; and
    e. Responsibility for the coordination of the social programs

Section 4. Duties of the Correspondence Secretary. The duties of Correspondence Secretary are:

  1. Responsibility for all communications other than the minutes of the meetings.
    b. Responsibility for correspondence relating to the board only.

Section 5. Duties of the Recording Secretary. The duties of Recording Secretary are:

  1. Record and present the minutes of all meetings of the PTO and the Executive Board;
    b. Make available copies of meeting minutes for review and approval;
    c. Preparation of the newsletter (Roslyn Reader); and
    d. Maintaining a record keeping system, for the safe keeping of the minutes and other legal documents.

Section 6. Duties of the Treasurer. The duties of the Treasurer are:

  1. Receive all monies of the organization;
    b. Keep an accurate record of receipts and expenditures, and make disbursements as authorized by the organization, Executive Board or committees, in accordance with approved budgets and receipt of vouchers;
    c. Sign all checks;
    d. Present a written financial report at each business meeting during the school year;
    e. Prepare all necessary tax returns and maintain exempt status; and
    f. Prepare a comprehensive report of the financial activities at the end of the school year.

Section 7. Duties of the Documentation Specialist. The duties of the Documentation Specialist are:

  1. Manage electronic files concerning Roslyn PTO documentation;
    b. Archive completed records;
    c. Retrieve records for review;
    d. Ensures that documents are reviewed and signed off by presidents and principal prior to distribution; and
    e. Manages document distribution, storage and archival process of documents.

Section 1. Officers shall be elected by ballot to serve for a term of 1 year.

Section 2. Any current member in good standing of the Roslyn PTO shall be eligible for elective office for the subsequent school year.

Section 3. Nominations for officers will be accepted by nomination committee. The nomination committee will comprise of two Roslyn PTO members, preferably one female and one male. The nominating committee appointed by the general PTO membership at the March meeting. The nominating committee will seek out interested nominees through any and all means possible. A slate of officers for election will be presented at the April general meeting.

Section 4. A slate of nominees will be published through the newsletter prior to the May general meeting.

Section 5. Voting shall be done by ballot at the May general meeting. Ballots will be tabulated by the nomination committee members. A majority vote of the members present shale rule. Results of the election will be announced at the May general meeting.

Section 6. A term of office shall run concurrent with School District fiscal year.

Section 7. Any vacancy in an elective office, except President(s), shall be filled with an interim board member, as selected by the current executive board, until the next PTO meeting where an election would be held. At that time, others can nominate an additional candidate or the interim candidate. A general election for that position would be held and voted on by the general PTO at that meeting. Results would be announced at the meeting.

Section 8. A complete vacancy in the office of the President(s) shall be filled by the Vice President(s).

Section 9. In the event the treasurer abandons his or her position, the board may be given the responsibility of his or her duties until the position of Treasurer is filled.

Section 1. The officers of the Roslyn PTO shall make up the executive board. Incoming board has the option of retaining previous year executive board members as ex officio members for transitional purposes with the President and Treasurer sitting as past President and Past Treasurer for first 6 months of incoming officers first term to ensure a smooth transition.

Section 2. The executive board is the entity charged with the management and responsibility for the organization. The board shall establish the objectives of the organization consistent with the Articles of Association and determine the policy for the development of the objectives.

Section 3. The order of the succession for Roslyn PTO Executive Board shall consist of:
a. President(s) (not more than 2 Co-Presidents)
b. Vice President(s) (not more than 2 Co-Vice Presidents)
c. Correspondence Secretary
d. Recording Secretary
e. Treasurer (not more than 1)
f. Documentation Specialist

Section 4. Duties of the Executive Board

The duties of the Executive Board consist of:
a. managing the affairs of the Roslyn PTO.
b. Establishing an annual budget subject to the approval of the general membership to be presented no later than the second meeting.
c. approval of expenditures within the budget limits.
d. send a representative of the Executive Board to monthly Parent Council meetings.
e. send a representative of the Executive Board to monthly School Board meetings.
f. Prepare annual report from each branch of Executive Board for distribution.

Section 1. Committees may be created by the Executive Board as may be deemed necessary to promote the objectives and policies and carry out the work of the Roslyn PTO.

Section 2. These committees shall report directly to the Board member responsible for that committee, and shall perform such duties as delegated and approved by the Board.

Section 3. Written progress reports may be presented at the general meetings by a committee member.

Section 4. Individual committees shall be responsible for their own correspondence.

Section 1. General meetings of the Roslyn PTO shall be held monthly with the day and time to be fixed by the Executive Board at its first meeting of the year.

Section 2. Executive Board meetings will be held prior to the general meeting, with the time and date fixed by the Board.

Section 3. The President(s) with prior notice may call special meetings.

Section 1. These By-Laws may be amended at any regular meeting by two-thirds vote of its members present and voting, provided amendment has been presented at a previous general meeting and published in the PTO Newsletter.

Section 2. Approved amendments are to be enacted immediately and may be retroactive where applicable.