Home‎ > ‎

Officers & Bylaws

President: Brian Kane         
Vice President: Patti Palisin
Treasurer: Lauren Noss
Secretary: Athena Eppley       
 
Contact us with any questions, comments, or concerns at: hillsidepto11@gmail.com

 

Hillside Parent Teacher Organization

By-Laws

 

Article I:  Name

The name of this organization shall be the Hillside Parent-Teacher Organization.

 

Article II: Objective

The Objective of the Hillside Parent-Teacher Organization shall be:

·        To enhance and enrich the school program and physical plant.

·        To promote parental interest and involvement with the school.

·        To offer our children creative opportunities for personal growth.

·        To promote a relationship between home and school that will best serve the development of the child.

 

Article III:  Membership

Any person interested in the Hillside Parent-Teacher Organization who is willing to uphold its policies and subscribe to its by-laws may become a voting member byattending monthly meetings and/or chairing a committee.

.

 

Article IV:  Nominations and Elections of Officers

Section 1: 

·        The officers of this organization shall be the president, vice-president, secretary and treasurer.

·        These officers shall be elected annually by ballot/voice vote at the May meeting and shall be installed at the June meeting.

·        Officers shall assume their official duties at the close of the school year and shall serve for a term of one year.  No member shall serve more than three consecutive elected terms in the same office.


 

Section 2:

·        A nominating committee of five members (with at least one teacher representative and one member from the executive board) shall be selected no later than January.

·        The nominating committee shall seek candidates for each office, including current office holders who wish to serve a second or third term.  The nominating committee shall place an article in the Hillside Happenings newsletter, post a memo on the PTO website  and/or develop a flier advertising for all positions in February and March.

·        The deadline for submitting names as eligible candidates to the nominating committee is March 25th.

·        Eligibility is defined as follows:

o   Candidates for offices shall have given their consent to serve if elected.

o   Candidates must be a parent or a teacher of a Hillside student

o   Candidates must have attended previous meetings and/or served as a committee chairperson.

·        The nominating committee shall present the list of candidates to the executive board prior to the newsletter deadline for April.  Following the executive board’s approval of this list of candidates, the list shall be published in the Hillside Happenings April newsletter and/or posted on the PTO website.

·        The nominating committee shall present the candidates at the April meeting.  In the event that an election is necessary, each candidate will be given the opportunity to make a five minute speech at this meeting and may submit a memo for publication on the PTO website prior to the election.

·        The secretary shall prepare ballots, if necessary, for the May meeting.

·        In the event that the nominating committee cannot secure candidates for all offices, and every effort has been made, the executive board will begin to dissolve the organization, as provided in Article X.

Section 3:

·        Prior to the beginning of the meeting in which the election is to be held, the president shall appoint a ballot counting committee consisting of at least one teacher and one parent.  Additional members may be appointed depending on the projected attendance.  Following calling the meeting to order, the president shall present the appointees to the floor for voice approval. 

·        Proxy votes will be considered invalid.

·        After the ballot committee has been established, the secretary shall distribute the ballots to all voting members, and shall collect ballots after everyone has finished voting.  The ballots shall then be given to the ballot counters, who shall move to another area to count them.

·        After the ballots have been counted, the counting committee shall return to the meeting and announce the results at a suitable point.  In the event of a tie, the ballots shall be recounted.

If a tie still exists, a second ballot election will be held at the June meeting.
Section 4:

·        Vacancies occurring in an elected office during the school year shall be filled by appointment by the president with the approval of the executive board.

 

Article V:  Duties of Officers

The president shall preside at all meetings of the organization and the executive board, shall appoint committee chairperson, shall be a member ex-officio of all committees (except the nominating committee) and shall work with the treasurer to prepare a budget for presentation to the executive board for its approval.

The vice president shall perform the duties of the president in his/her absence and shall serve as the membership chairperson.

The secretary shall keep the minutes of all regular and executive board meetings, shall distribute copies of the minutes to the board members, and shall prepare all correspondence of the organization.

The treasurer shall work with the president to prepare a budget for presentation to the executive board for its approval prior to the September meeting, receive all monies for the organization, disburse all monies by check, maintain accounts and fiscal records based on a fiscal year that runs from July 1 to June 30, and give a financial report at all regular meetings.  A single expenditure in excess of $25.00 must be approved by the treasurer and at least one other officer.  The treasurer and any other officer shall be eligible to sign checks.  Two signatures are required on all checks.

 

Article VI:  Meetings

Monthly meetings of the organization shall be scheduled at the discretion of the executive board.  Additional meetings may also be scheduled at the discretion of the executive board.

Ten members of the organization shall be considered  a quorum.

 

Article VII:  Executive Board

The executive board shall consist of the elected officers of the organization, the principal and a representative from the faculty

The executive board shall transact all business between regular meetings and shall meet prior to each meeting as designated by the president.

Meetings of the executive board shall be held as necessary.  A majority of the executive board shall constitute a quorum.

Article VIII:  Committees

Committees, standing or special, shall be created by the president as deemed necessary to carry out the work of the organization.

The chairperson of the committees shall be appointed by the president.

No committee shall act on behalf of the organization without the consent of the executive board.

All committee chairpersons will agree to work within the established annual budget.  Any additional expenditures must be pre-approved by the treasurer and at least one other officer.  Reimbursement may be denied for any expenditure not pre-approved by the treasurer.

 

Article IX:  Finance

All funds received or expended by the organization shall be properly entered in the treasurer’s books.

Any requests for reimbursement shall be submitted to the treasurer on a reimbursement request form.

An auditing committee of three members shall be appointed in May by the president.  The committee shall review the books and submit a report to the membership at the September meeting.

 

Article X:  Dissolution

Upon dissolution of the organization, all funds in the treasury shall be given to Hillside Elementary School for the enrichment of the school program, with the exception of $100.00 to be held by the school for a period of not less than five years for the purpose of reorganizing a similar organization.

 

Article XI:  Amendments

The by-laws may be amended t any regular meeting of the organization by a two-third vote of the members present, provided there has been 30 days written notice.

 

Article XII:  Parliamentary Authority

Robert’s Rules of Order, Newly Revised, shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws.

 

Revised May 2012