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  2. For Review: PTO By-Laws Amendments
For Review: PTO By-Laws Amendments
Wed, Apr 3 3:45pm

Dear Community Park Parents & Teachers,

This year, the executive board decided to review and update our by-laws, which has not been done since 2018. While there are not substantial changes, they must be reviewed and approved by the PTO at large.

We have one week to review the changes and then a quick vote will take place during the Thursday, April 11 DLI Committee meeting. (Zoom link to be sent next week.)

The proposed changes are as follows:

  • Revise Article II to include "the district," not just "the CP catchment area"
  • Revise Article V to put the development of a budget before the approval of funds
  • Revise Article V to raise the amount the treasurer may reimburse routine vendors without approval from two executive board members
  • Revise Article V to eliminate the specific listing of VP positions, which no longer correspond to the PTO's current functioning
  • Revise Article VI to allow the co-presidents to nominate VP positions as the needs of the school change

The full by laws are copied below. 

Please join us for the vote during the April 11 PTO meeting to allow for these proposed changes to go into effect.

Thank you,

Your 2023-2024 Executive Board

Nicole Pezold-Hancock, Chris Santarpio, Erica Snyder, Hochul Lee, and Christine Minerva

***

 

By-Laws of the Community Park School Parent Teacher Organization (PTO)

Princeton, New Jersey

Amended April 2024

 

ARTICLE I

Name

 

The Name of this organization shall be the Community Park School Parent-Teacher Organization, hereinafter to be referred to as CP-PTO or the “Organization.” This Organization is affiliated with the Princeton Public Schools Parent-Teacher Organization Council. The CP-PTO is insured under the policies of the Princeton Public Schools Board of Education.

 

ARTICLE II

Purpose

The purpose of the CP-PTO is to enhance the education of the children of Community Park School through the cooperative efforts of the staff and parents of Community Park School and the Princeton Public Schools.

 

ARTICLE Ill

Policies

Section 1. NON-COMMERCIAL. This Organization shall be non-commercial, non-sectarian, non-political, and non-partisan. No commercial enterprise and no candidate shall be endorsed by it. The name of the Organization or the names of its officers in their official capacities shall not be used in any connection with a commercial concern or for any purpose other than the regular work of the Organization.

 

Section 2. COMMUNITY COOPERATION. This Organization may cooperate with other organizations and agencies in welfare or educational activities dealing with children, as deemed advisable by a majority of the officers.

 

Section 3. OPINIONS. This Organization or its individual members, speaking on behalf of the Organization or at Organization meetings, shall be free to offer to the principal, superintendent of schools, or the Board of Education such constructive suggestions as will promote the interests and well-being of the school or its children. This Organization strongly encourages that such suggestions focus on program concerns rather than on individuals.

 

Section 4. NON-INUREMENT. The CP-PTO is organized exclusively for charitable and educational purposes, including making donations to organizations that qualify as exempt organizations under Sec.

501 c (3) of the Internal Revenue Code or the corresponding section of any future federal tax code. No part of the net earnings or assets of the corporation shall inure to the benefit of or be distributed to its members, officers, or other private persons. Notwithstanding any other provision of these Articles, the CP-PTO shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of the Organization.

 

ARTICLE IV

Membership and Dues

Section 1. MEMBERSHIP. All parents and guardians of Community Park School children and the school teachers and staff are automatically members.

Section 2. DUES. Dues are voluntary and the suggested amount shall be decided upon each year by the current PTO officers. Every effort will be made to keep dues at a reasonable amount.

 

ARTICLE V

Officers and Their Duties

Section 1. OFFICERS. The specific areas of responsibility are guided by the following officers who shall comprise the Executive Board of the CP-PTO:

  • Co-Presidents. The Co-Presidents shall:
  • Preside at all meetings of the CP-PTO;
  • Be members ex-officio of all committees and the PTO Council;
  • Perform such duties as may be prescribed in the By-Laws or assigned to them by the CP- PTO;
  • Co-manage the Organization’s online communication tools (e.g., Konstella); and
  • Designate new Officer and Vice President positions, as appropriate

 

  • Secretary. The Secretary shall:
  • Take minutes at all CP-PTO meetings;
  • Keep official records for reference;
  • Collect and maintain final reports from vice presidents and/or committee chairpersons;
  • Co-manage the Corporation’s online communication tools (e.g., Konstella); and
  • Enter announcements and information regarding the CP-PTO (including meeting minutes) in the Corporation’s online communication tools and/or weekly CP Newsletter, as appropriate.

 

  • Treasurer. The Treasurer shall:
  • Be responsible for all funds of the Organization and shall keep an accurate record of all receipts and expenditures;
  • Ensure that checks are signed, and electronic or other payments are made by either the Treasurer(s) or one of the Co-Presidents, each of whom must have signature cards on file at the appropriate bank.
  • Prepare an annual budget, in consultation with the Co-Presidents, which must be approved by the Executive Board the first business meeting of the school year;
  • For any payments that are above $3,000 and beyond the amount allotted in the budget, the treasurer must seek written approval from at least two co-presidents
  • Make disbursements as authorized in the budget and other such payments as may be authorized by the officers of the Organization; and,
  • Prepare financial reports for distribution at each Executive Board meeting.

 

ARTICLE VI

Officers and Their Election

Section 1. ENUMERATION AND TERM

 

  • Elected Officers. The elected officers shall be 1-3 Co-Presidents, a Secretary and a Treasurer.
  • Length of term of officers.
  • The Co-Presidents shall serve for two years, with a goal of having co-presidents serving staggering terms.
  • All other officers and Vice Presidents shall serve a term of one year and are eligible for re- election (Secretary and Treasurer) or reappointment and shall remain in office until their successors assume office.
  • Terms of office are from the final meeting of the school year until the final meeting of the following school year.

 

Section 2. NOMINATION AND ELECTION PROCESS. The following is the procedure for the nomination and election of officers:

 

  • The current Co-Presidents of the CP-PTO shall determine interest in the Co-President, Secretary, and Treasurer(s) positions from current Board members. In addition, the CP-PTO membership at large will be invited to submit nominations for these officer positions through such means as flyers, newsletters, the Organization’s online communication tools, and e-mail distribution lists. At least one of the nominating communications will ask parents to return nominations to the PTO box to provide the option of maintaining anonymity in the process.

 

  • The Co-Presidents will collect and summarize all nominees and then share this information with the Principal no later than the four weeks before the final general PTO meeting of the school year. The Co-Presidents and Principal will review this list and formulate a slate of officers.

 

  • The slate of officers will be finalized and distributed to the CP-PTO membership at large two weeks prior to the final general PTO meeting of the school year.

 

  • The final slate will be voted on at the final general PTO meeting of the school year. A simple majority of those voting will be required for approval.

 

  • If the slate is not approved at the final general PTO meeting of the school year, a special committee chaired by the outgoing Co-Presidents will be formed to create an alternative slate to be voted on by the CP-PTO membership.

 

Section 3. VACANCIES. A vacancy occurring in an office of the Board shall be filled by Board appointment for the unexpired term.

 

ARTICLE VII

Executive Board Positions and Committees

 

  • Vice-Presidents of established Executive Board positions will be appointed by the Co-Presidents annually each spring.

 

  • Vice-Presidents shall form their own committees as necessary, and fill them with Committee Chairs using primarily using the Organization’s online communications tool or sending home flyers with students, as appropriate.

 

  • Vice Presidents shall regularly present reports of the committees at both Executive Board and General Membership meetings.

 

  • Committees will carry out the projects and programs approved by the CP-PTO.

 

ARTICLE VIII

Meetings

Section 1. MEETINGS. The CP-PTO shall hold at least four general membership meetings during the school year with at least two occurring prior to the Winter Holidays and at least two occurring after the Winter Holidays. The time for the meetings for the upcoming school year shall be determined by the Co- Presidents and the Principal prior to or at the beginning of the school year. The meetings of this Organization shall be open to all of the members of the Organization.

Section 2. NOTICE OF MEETINGS. Members of the Organization shall be notified of each meeting and the meeting agenda via the Organization’s online communication tool(s) significantly in advance of the meeting.

 

ARTICLE IX

Quorum

A quorum shall constitute a majority of members present at meetings of the Organization.

 

ARTICLE X

Voting

The general membership will vote on the election of the Co-President(s), Secretary and Treasurer. All other major voting decisions will be made by a vote of the Executive Board and decided by majority. General membership will be kept informed of the major issues and have opportunity for input at general membership meetings, in person or through online forums.

 

ARTICLE XI

Parliamentary Authority

Robert's Rules of Order Revised shall govern the Organization in all cases to which they are applicable and in which they are not inconsistent with the By-Laws.

 

ARTICLE XII

Dissolution

The Certificate of Incorporation provides that the duration of the Organization shall be for so long as Community Park School is operating as an elementary school. Upon dissolution of the Organization, all assets of the Organization shall be contributed to or for the benefit of the Princeton Public Schools.

 

ARTICLE XIII

Amendments

These By-Laws may be amended at any regular meeting of the Organization by a two-thirds vote of the members present. The Secretary or Co-Presidents shall notify the membership of any proposed amendment at least one week in advance of the meeting at which the vote is taken.

 

ARTICLE XIV

Adoption

These By-Laws shall be adopted when approved by a majority of the Executive Board. Respectfully submitted,

 

Co-President Co-President

 

Date Date

 

Co-President Treasurer

 

Date Date

 

Secretary

 

Date