3. Hospitality Committee will provide refreshments for Kindergarten Orientation; Meet the Teachers Nights, High School Awareness, Eighth Grade Graduation and all P.T.O. General Meetings. An annual calendar of events should be submitted by each school. Any additional requests for hospitality services should be submitted to the Hospitality Chairperson at the meeting prior to the event.
ARTICLE I – NAME
The name of this organization shall be the Oxford Parent Teacher Organization
ARTICLE II – PURPOSE AND PHILOSOPHY
The Oxford Parent Teacher Organization is a nonprofit organization dedicated to the enrichment and nurturing of a close relationship between the parents, teachers, and the students by advancing opportunities in the school, home, and the community of oxford. Our philosophy is provide educational enhancements, INCLUDING, but not limited to programs, which benefit the majority of the student body and are not normally provided by the Board of Education.
ARTICLE III – MEMBERS
Any parent, guardian, teacher, school administrator or other adult interested in supporting the purpose of the organization may become a member upon payment of dues.
ARTICLE IV – DUES
The amount of annual dues shall be determined by the Executive Board. Dues are payable at the beginning of the school year. New members pay upon joining the P.T.O.
ARTICLE V – P.T.O. YEAR
The P.T.O. year shall begin on July 1 and end on June 30 of each year with the exception of the Treasurer who transfers responsibility in August.
ARTICLE VI – OFFICERS and EVENT COORDINATORS
Sec. I The officers of the P.T.O. shall be President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer.
Sec. II The duly elected officers of the P.T.O. shall constitute the Board of Directors. The Board of Directors, committee chairs and co-chairs shall constitute the Executive Board
Sec. III Any member whose dues are paid is eligible to run for office, withthe exception of the President and Treasurer who are required to have served on the Executive Board, in any position, for a minimum of one year.
Sec. IV Event Coordinators are coordinators who oversee a single event, or several events, but who do not hold a voting position and therefore need not be in attendance at each monthly meeting. Event Coordinators are coordinators assigned to individual fundraisers, and/or sunshine coordinator.
ARTICLE VII – DUTIES AND TERMS OF OFFICERS
Sec. I President – The President shall preside at all regular and Executive Board meetings of the P.T.O. The President should preview any P.T.O. materials before their distribution. All phone or email votes should be conducted by the President and/or Secretary and are to be recorded in the minutes of the following meeting. When a phone or email vote is taken, ALL Executive Board members must be contacted. The President is the primary spokesperson for the P.T.O.
Sec. II 1st Vice President – The 1st Vice President shall act as an aide to the President and shall perform the duties of the President in his or her absence. The 1st Vice President shall be responsible for enrolling members in the P.T.O. and maintaining and distributing current volunteer lists. The 1st Vice President will also coordinate with the Sunshine coordinator. The 1st Vice President shall have voting privileges and needs to present at the monthly meetings.
Sec. III 2nd Vice President – The 2nd Vice President shall act as an aide to the President and shall perform the duties of the President in his or her absence. The 2nd Vice President is the Chair of the Ways and Means Committee and shall oversee only event coordinators for fundraiser and not committee chairs for each fundraising event. The 2nd Vice President shall have voting privileges and needs to present at the monthly meetings.
Sec. IV Secretary – The Secretary shall record and distribute minutes of all meetings of the Executive Board, including the agenda package. All phone or email votes should be conducted by the President and/or Secretary and are to be recorded in the minutes of the following meeting. When a phone or email vote is taken, ALL Executive Board members must be contacted.
Sec. V Treasurer – The Treasurer shall receive all moneys of the P.T.O., shall keep an accurate record of receipts and expenditures and shall pay out funds only as authorized by the organization. The Treasurer shall present a statement of accounts at every meeting of the organization and at other times upon the request of the Executive Board, and shall make a full report at the Annual Meeting. The P.T.O. may arrange for bonding of the Treasurer.
Sec. VI The officers shall serve for a two-year term. Officers may hold an office for more than one term.
Sec. VII No officer or member shall receive any profits or payments from the proceeds of any fund-raising activity, except for reimbursements.
ARTICLE VIII – ELECTION OF OFFICERS
Sec. I Election – The officers of the P.T.O. shall be elected by the outgoing executive board at the last meeting of the school year.
Sec. II Nomination – Nomination of officers shall be made by a nomination committee composed of at least three (3) members, two of whom are Board members. This committee shall be selected by the Executive Board at least six (6) weeks prior to the last meeting of the school year. The nominating committee shall report the name of at least one candidate for each office to be filled at the last meeting of the school year. The consent of each candidate must be obtained before his or her name is placed in nomination. Voting shall not be limited to the nominees.
Sec. III Vacancy – Any vacancy in an office shall be filled by a majority vote of the Executive Board.
ARTICLE IX – EXECUTIVE BOARD
Sec. 1 The voting members of the Executive Board shall consist of the P.T.O. officers, the Immediate Past President, standing committee chairs and co-chairs. One teacher or administrator from each building will also have a vote. The President becomes a voting member in the event of a tie.
Sec. II This Board shall be the executive authority of the organization and the official voice of the P.T.O.
Sec. III A majority of the Executive Board members shall constitute a quorum for the purpose of conducting a business meeting and voting. Two consecutive absences may result in the loss of the privilege to vote, and may result in the loss of the position by an Executive Board vote.
Sec. IV The Executive Board shall have the authority to pay all approved expenses of the organization.
ARTICLE X – STANDING COMMITTEE CHAIRS
CHAIRPERSONS APPOINTED BY THE EXECUTIVE BOARD
The Standing Committee Members shall serve for a two year team or until their successors are elected to assume their duties.
Sec. I Children’s Programs – This committee shall propose and arrange all school programs.
Sec. II Adult Programs – This committee shall propose and arrange all programs for the general meetings.
Sec. III Publicity – This committee shall be responsible for effectively publicizing programs, purposes and best interests of the organization.
Sec. IV Hospitality – This committee shall be responsible for providing refreshments for all P.T.O. sponsored functions. (See standing rules for included functions.)
Sec. V Book Fair – This committee shall coordinate book fairs. When more than one chairperson has been elected, the minimum vote is one; the maximum is based on attendance of the chairpersons.
Sec. VI Student Directory – This committee shall compile information, prepare and distribute a directory of P.T.O. member students.
Sec. VII Teacher Liaison – This committee shall be responsible for serving as a liaison with the teachers and staff at Quaker Farms School, Center School, and Great Oak Middle School. The Chairperson may be one per school, or one person to oversee all the schools. When more than one chairperson has been elected, the minimum vote is one, the maximum is based on the attendance of the chairpersons.
Sec. VIII Board of Education Liaison – This committee shall be responsible for serving as a liaison with the Board of Education by attending their standing meetings and reporting back to the Executive Board any pertinent information.
Sec. IX Volunteers – This committee shall be responsible for coordinating the efforts of volunteers to assist in the schools and teachers. The volunteer chairperson maybe one per school, or one person to oversee all the schools. When more than one chairperson has been elected, the minimum vote is one; the maximum is based on attendance of the chairpersons.
Sec. X Box Top – This committee is responsible for running our box top program which includes but not limited to marketing, promoting, and quarterly turn in box top returns.
Sec. XI Plant Sale – This committee is responsible for coordinating winter flower sale and mothers day plant sale. The volunteer chairperson maybe one per school, or one person to oversee all the schools. When more than one chairperson has been elected the minimum vote is one; the maximum is based on attendance of the chairpersons.
Sec. XII Website – This committee is responsible for the operation of the Oxford PTO website which includes but not limited to maintaining updates and managing our URL.
Sec. XIII Adult Vendor/ Trips – This committee is responsible for running at least one vendor program and one adult trip each school year.
Sec. XIV Clothing Drive – This committee is responsible for coordinating the winter and spring clothing drive.
ARTICLE XII – EVENT COORDINATORS
Sec. 1 Event Coordinators – Event Coordinators are individuals who serve as the general coordinator of an event. Event Coordinators will not hold voting privileges and therefore need not be present at each monthly meeting unless their specific event is being planned for and the subsequent meeting after their specific event to report on the event. Event Coordinators who facilitate fundraising events will be overseen by the 2nd Vice President. Sunshine Coordinator will be overseen by the 1st Vice President.
ARTICLE XIII – MEETINGS
Sec. I Executive Board Meetings – The Executive Board shall meet on a monthly basis during the school year. Meetings shall be called by the President or a majority of the members of the Board.
Sec. II General Meetings – The general membership shall meet a minimum of once a year unless canceled by the Executive Board.
ARTICLE XIV – FISCAL GUIDELINES
Sec. I PTO will consider only those monetary requests that are school related as opposed to donations to March of Dimes or community projects.
Sec. II All moneys allocated to each school which remain unspent by the last P.T.O. meeting of the school year will revert back to the P.T.O. General Fund.
Sec. III All memorial contributions for school personnel shall not exceed $100 and shall be in the form of a lasting school asset or a scholarship.
Sec. IV Appreciation gifts should not exceed $50.
Sec. V Graduation Gifts – Four $100 savings bonds are to be awarded each year to two girls and two boys from the graduating class. The criteria to be used in selection is: The students who show consistent effort and exceptional dedication.
ARTICLE XV – AMENDMENTS
These bylaws may be amended by a majority of the members present at any regular meeting provided notice of the amendment(s) has been given at the previous regular meeting. Bylaws may be amended as needed.
ARTICLE XVI – PARLIAMENTARY AUTHORITY
Parliamentary procedures shall govern all meetings when applicable.
ARTICLE XVII – DISSOLUTION
In the event of the dissolution of the Oxford Parent Teacher Organization the net assets, after payment of debts, will proceed to the Board of Education of the town of Oxford for use within the Oxford Public School System.
ARTICLE XVIII – POLICY
The Oxford Parent Teacher Organization is a non-profit, non-sectarian, non-partisan organization.
1. Monetary requests must be submitted according to the schedule established at the first regular meeting of the new school year. The Secretary will notify the Superintendent of Schools and each school principal of the request submission schedule. Other requests (not included in the agenda package) may be discussed providing there is sufficient time but may not be voted on until the next scheduled meeting.
2. Once a motion is on the floor any member may speak after being acknowledged by the President. The member may speak only to the motion on the floor and this member cannot speak again on the same motion if there are others waiting to speak.