Policies/By-Laws

CONSTITUTION AND BY-LAWS OF THE PARENT TEACHER ORGANIZATION OF WALKER CHARTER ACADEMY

ARTICLE I. NAME AND PURPOSE

Section 1
The name of this organization is the Walker Charter Academy Parent-Teacher Organization (PTO). It is an independent unit of Parents and Teachers vitally interested in the welfare of children at school, in the community, and in their homes.

Section 2
The purpose of this organization shall be to promote the cooperation and communication between teachers and parents to support and the well-being and education of all Walker Charter Academy students.

ARTICLE II. BASIC POLICIES

Section 1
This organization shall be non-commercial, non-sectarian, and non-partisan.

Section 2
The PTO shall cooperate with the school to support the improvement of education in ways that will not interfere with the administration of the school and the PTO shall not seek to control the school’s policies.

Section 3
The monies raised by the PTO shall be used to enhance the quality of education at the school and the PTO shall make every attempt to provide a balance between academic and non-academic programs and projects.

Section 4
The PTO members may cooperate with other organizations concerned with child welfare or fundraising, but persons representing the PTO in such matters shall make no commitments that bind the PTO another organization.

Section 5
All financial records shall be kept for seven (7) years, while all other records shall be kept for three (3) years. All non-current records will be stored at the school. The treasurer will be responsible to store all current financial records.

Section 6
The Walker Charter Academy PTO is organized for the support of Walker Charter Academy School and therefore is involved exclusively in charitable and educational activities including the making of distributions to Walker Charter Academy which qualifies as an exempt organization under section 501(c)3 of the Internal Revenue Code, or the corresponding section of any future federal tax code.

Section 7
No part of the net earnings of the PTO shall inure to the benefit of or be distributed to its members, officers, or other persons, except that the PTO shall be authorized and empowered to reimburse members for out-of-pocket expenses incurred on behalf of the PTO and to make payments and distributions in furtherance of the purposes set forth in Article III hereof.

Section 8
The organization shall not directly or indirectly participate or intervene in any way (including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or denote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.

Section 9
The PTO shall not carry on any activities not permitted to be carried on by:

  1. An organization exempt from federal income tax under section 501(c)3 of the Internal Revenue Code or the corresponding section of any future tax code.
  2. An organization, contributions to which are deductible under section 170(c)2 of the Internal Revenue Code or the corresponding section of any future federal tax code.

Section 10

  1. Upon dissolution of the organization assets shall either be:
    1. Distributed for one or more exempt purposes within the meaning of section A. 501(c)3 of the Internal Revenue Code, or the corresponding section of any future federal tax code.
    2. Distributed to the federal, state, or local government for a public purpose.
  2. Any assets not disposed of shall be disposed of by the court of Common Pleas of Kent County.

Section 11
The PTO shall not donate PTO funds to other outside organizations except by a majority vote.

ARTICLE III. MEMBERSHIP

Section 1
All parents and legal guardians of students and teachers of Walker Charter Academy shall be members of this organization and shall work together to insure the success of its activities. The Principal and Assistant Principal shall be considered as sitting advisors to this organization.

Section 2
Each member has the privilege of attending meetings, holding office, and/or chairing an event or serving on any of the Walker Charter PTO committees.

ARTICLE IV. OFFICERS

Section 1
The officers of this organization shall be: President, Vice-President, Secretary, Treasurer, Fundraising Coordinator and any other officers as may be necessary for the successful operation of this PTO. A teacher representative may also be elected to serve as a PTO officer. This officer shall be elected by the teachers only.

ARTICLE V. ELECTION OF OFFICERS

Section 1
All officers shall be elected by ballot at the Annual Meeting held in conjunction with the regular business meeting in April and will assume office at the end of the then current fiscal year. Nominations shall begin in February.

Section 2
The candidate for any office receiving the most votes shall be considered elected to said office.

Section 3
Each officer will hold their office for a one year term, with the option to seek re-election for a 2nd term. No officer may serve more than 2 consecutive terms in the same office.

Section 4
A joint executive committee will be held after election for transition of all organizational records.

Section 5
Should no one declare candidacy for an office, the position will remain open until the start of the school year. The PTO will search for volunteers at that time.

Section 6
A vacancy occurring in an office shall be filled temporarily by an appointment from the President and voted on by the members at the next PTO meeting.

Section 7
Officers may be removed from office for violation of the By-Laws or for malfeasance. Written complaint must be given to President at least 10 days prior to the next meeting. A 2/3 majority vote is required for disbarment.

ARTICLE VI. MEETINGS AND QUORUM

Section 1
Regular business meetings shall be conducted at least four times a year during the academic year in September, November, February, and April. The days of the meetings shall be determined no later than the start of the academic year. The President may convene additional business meetings as needed with at least 7 days prior notice to the general membership.The fiscal year shall run August 1 through July 31.

Section 2
Roberts Rules of Order Revised shall govern the Organization.

Section 3
The members present at a meeting shall constitute a quorum.

Section 4
Special meetings may be called by the Executive Board or at the request of 5 or more members.

Section 5
This constitution may be amended at any regular meeting by a two-thirds majority vote, with a quorum being present, provided said amendment has been published with a note to the general membership at least 7 days prior to the next scheduled meeting.

BY-LAWS

ARTICLE I. DUTIES OF OFFICERS

Section 1
The President shall:

  1. Preside at all meetings of the PTO.
  2. In cooperation with the Executive committee, prepare an agenda for each meeting.
  3. Oversee all other PTO committees and sub-committees and their activities.
  4. Coordinate the work of the officers and committees of the organization so that PTO objectives may be promoted.
  5. Work with the Treasurer to prepare a proposed budget for the up-coming school year. The proposed budget for the school year shall be presented for approval by the membership at the regular business meeting held in September.
  6. Provide oversight of all bank account balances and reconcile them with the treasurer’s records.
  7. Prepare a schedule of PTO meetings, activities and fundraisers for the coming year.
  8. Work directly with the Principal to ensure that PTO and school goals and activities are compatible.
  9. Have the authority to dispense up to $50.00 of the PTO funds at his/her discretion taking into account the financial status, budget, purposes and policies of the PTO.
  10. Have the authority to approve up to $100.00 with the consent of 2 additional officers, or up to $200.00 with the consent of 3 additional officers.
  11. Notify the Vice President immediately if they are unable to attend any meetings or perform any function of the office.
  12. Maintain a register describing actions, activities and projects undertaken during the course of the year. Present this register to the incoming President when completing term as President.

Section 2
The Vice-President shall:

  1. Act as an aide to the President
  2. Perform duties of the President in the absence or disability of that officer
  3. Oversee the coordination of Volunteers for events and fundraisers, including:
    1. Develop and maintain a list of all members and areas where they are willing to volunteer
    2. Assist all committees and sub-committees by coordinating volunteer involvement from the membership.
    3. Work directly with Room Parents to coordinate needed communication between the parents and the PTO.
  4. Contact the President immediately if unable to attend a meeting or perform any function of the office.
  5. Perform other duties as requested by the President.
  6. Maintain a register describing actions, activities and projects undertaken during the course of the year. Present this register to the incoming Vice-President when completing term as VicePresident.

Section 3
The Secretary shall:

  1. Record and publish minutes of all meetings of the organization within one week.
  2. Coordinate and distribute the PTO Directory by October 1 of the current school year.
  3. Write Thank You notes and correspondence from the PTO when President authorizes.
  4. Serve as the general editor of the PTO website and newsletter. Submit all articles and information to the President for final approval before publishing.
  5. Work with all committees and subcommittees to accurately document their activities for evaluation, improvement, and orderly succession.
  6. Contact the President immediately if unable to attend a meeting or perform any function of the office.
  7. Perform other duties as requested by the President.
  8. Maintain a register describing actions, activities and projects undertaken during the course of the year. Present this register to the incoming Secretary when completing term as Secretary.

Section 4
The Treasurer shall:

  1. Have oversight and custody of all funds and accounts of the organization.
  2. Keep full and accurate records of all receipts and expenditures, including all events and fundraisers.
  3. Present a current financial statement at each meeting.
  4. Make disbursements as authorized by the PTO not to exceed budgeted amounts unless approved by a quorum at a PTO meeting.
  5. Coordinate with committee chairs the handling of all funds and filing of all documents required for their committees’ activity.
  6. Work with the current President and the incoming President and Treasurer to prepare a proposed budget for up-coming school year.
  7. Pay all disbursements if over $5.00 by check.
  8. Be available upon request to make daily deposits of over $50.00 during fundraisers into PTO accounts.
  9. Make no disbursements without a receipt or invoice.
  10. Contract with an independent auditor at the end of the academic year, with approval of the President, and prepare annual financial records to be submitted to the auditor.
  11. Contact the President immediately if unable to attend a meeting or perform any function of the office.
  12. Perform other duties as requested by the President.
  13. Maintain a register describing actions, activities and projects undertaken during the course of the year. Present this register to the incoming Treasurer when completing term as Treasurer.

Section 5
The Fundraising Coordinator shall:

  1. Work with the President to develop ways to raise the financial resources necessary to meet the goals set by the Executive Committee.
  2. Oversee the fundraising committee, consisting of all event chairpersons and others members as necessary
  3. With the Fundraising Committee, oversee all fundraising activities (including classroom activities) to ensure proper schedules, procedures and activities.
  4. Report committee and event progress at each membership meeting
  5. Contact the President immediately if unable to attend a meeting or perform any function of the office.
  6. Perform other duties as requested by the President.
  7. Maintain a register describing actions, activities and projects undertaken during the course of the year. Present this register to the incoming Fundraising Coordinator when completing term as Fundraising Coordinator.

Section 6
The Teacher Representative shall:

  1. Represent the teachers and their views and opinions to the membership and the Executive Committee.
  2. Advise in coordination of School and PTO activities.
  3. Serve as liaison between the School staff and the PTO officers.
  4. Forward information from the PTO and the President to the teachers as requested.
  5. Suggest to the Board ways in which the PTO can be of service to the teachers and the school.
  6. Assist Committee chairpersons in the planning and coordination of programs.
  7. Contact the President immediately if unable to attend a meeting or perform any function of the office. Another teacher may be designated as a substitute in the event of an absence.
  8. Perform other duties as requested by the President.
  9. Maintain a register describing actions, activities and projects undertaken during the course of the year. Present this register to the incoming Teacher Representative when completing term as Teacher Representative.

Section 7
All officers shall deliver to their successors all official material no later than 30 days following the end of their term.

ARTICLE II. COMMITTEE CHAIRPERSONS

Section 1
All committee and sub committee chairpersons will follow the correct rules and guidelines of both Walker Charter Academy and the PTO.

Section 2
Committee Chairpersons shall:

  1. Ensure dates for the event are set prior to the end of the previous year and venues are scheduled for necessary events (particularly those that will take place in the Fall)
  2. Work with officers to create a budget and timeline prior to any money being provided for fundraiser/event
  3. Provide receipts/tickets/product to everyone who provides cash/check (except during events w/raffles etc.)
  4. Collect all income, or assign a committee person to handle all money, to provide to Treasurer for deposit. Chair will keep a record of all income to provide to Treasurer and Treasurer will confirm amount being handed over by providing a receipt to chair or committee person
  5. Communicate regularly with Treasurer to ensure budget is followed and all money is accounted for
  6. Ensure all communications regarding fundraiser/event are reviewed and approved by PTO executive committee prior to being communicated
  7. Provide receipts and/or invoices for all expenses
  8. Work with Treasurer to track event statistics
  9. Limit activity in the school office by assigning a committee person to sell tickets, accept money, etc.
  10. If special circumstances are required and PTO approves money to go through the school office, the committee person must pick up the money from the office personnel
  11. Approve all invoices before payment by the treasurer
  12. Arrange for the venue to be cleaned and relay that information to the PTO officers. Cleanup must be thorough and timely and must be monitored.
  13. Follow up with PTO to close out fundraiser/event within 1 month after fundraiser/event

ARTICLE III. FUNDRAISING

Section 1
This organization may sponsor fundraising projects as approved by the fundraising committee and the PTO at a meeting by majority vote, in accordance with the purpose of the PTO.

Section 2
All school fundraising activities will be handled through the PTO.

Section 3
For each fundraising event, a sub committee shall be created to perform the duties for that particular event. Each sub-committee will be comprised of at least one (1) person who is responsible for overseeing all activities of that event. The sub-committee chairperson shall provide periodic updates to the fundraising committee and PTO officers regarding all sales, and the current status affiliated with that particular event.

Section 4
All fundraising events shall use products provided by commercial vendors only. Direct marketed products provided by vendors who are known primarily for private or `home parties’ shall not be considered.

Section 5
The sub committee for each fundraising event shall be responsible for the collection of all funds related to that particular event.

Section 6
The PTO shall be responsible for the disbursement of all funds from fundraising events.

POLICIES

MONEY HANDLING POLICY

Updated January 2017. This document describes the procedures for incoming and outgoing money for the Walker Charter Academy PTO.

1. All incoming funds are to be counted by two individuals concurrently (at the same time) for accuracy on school property or at the fundraising venue.

2. All incoming funds over $200 cash/check should be deposited within 48 hours of the close of the fundraiser to the PTO account at Macatawa Bank. No funds shall be left unattended in a vehicle or brought home unless arranged through the PTO President, VP or Treasurer and that circumstance involves less than $200. All other funds will be locked with the school secretary, principal or left in the PTO box for deposit with completed Deposit Form (forms available on top of PTO box).

REIMBURSEMENT PROCEDURES

1. Reimbursements will be made for expenses approved for the current budget cycle, which starts August 1 and ends July 31. Expenses will be approved at the PTO meetings with exception for minor expenses made under the discretion of the PTO President under Article I of the PTO bylaws.

2. Reimbursements are made with a receipt and completed Reimbursement Form (forms available on top of PTO box). Any expense that must be met without receipt must be presented to the Treasurer and approved for payment, after which the receipt and form will be completed and filed. Request for reimbursement should be made within 30 days of receipt date with exception for staff reimbursements for cumulative year purchases.

3. Reimbursements will be made within 10 days of the PTO Treasurer receiving the aforementioned form and receipt via check by mail or by other arrangements agreed upon by the PTO Treasurer.

4. No individual shall reimburse themselves. All reimbursements must be made by a separate board member (i.e. President, Vice President or Treasurer).

DEPOSIT PROCEDURE – all materials available in the PTO Box and Parent Room

1. Two individuals shall count all funds and prepare for deposit.

2. Fill out Deposit Form completely, make a copy for the fundraiser records and leave the original with the deposit.

3. Stamp all checks with PTO stamp (in PTO Box).

4. Notify PTO Treasurer of deposit. If over $200, leave with school secretary to be locked.
(Contact information for current Treasurer on Deposit Form).