North Muskegon PTO Handbook

Transcription

1 North Muskegon PTO Handbook

2 NMPTO Board Members President Marci Dalm (616) Vice President Treasurer Jeanie Kittel (231) Secretary Lisa Richards (231) Website: Facebook: North Muskegon Elementary PTO

3 North Muskegon PTO Committees & Coordinators Conferences PTO Board Box Tops Jeanie Kittel Needs Committee TBD FundRacer Lisa Potts and Angela Weaver Boys Night Out Rachel Wingett and Beka Ambrose Mom 2 Mom Sale Rachel Wingett and Stephanie Dahlquist Sweetheart Dance Theresa VanWyck Principal Week Tami Budd / PTO Board Talent Show Lisa Potts and Nicole DeBoode Family Festival Marci Dalm and Joanne Stoneburner Secretary Appreciation PTO Board Teacher Appreciation Week TBD 5 th Grade Breakfast & Promotion Kim Blastic Playground Committee TBD NorseGear Sales NorseNetwork NorseNetwork Christine Koman Website/Advertising Jaynell Hogan/ Gazillion and One

4 Budget Approved by the Membership on: May 23, 2017 Income: Expenses: FundRacer $10,000 BooHoo Yahoo $200 Talent Show $900 Insurance $320 Festival $7,500 Fundracer $1,200 Flower Sales $500 Boys Night Out $600 Box Tops $3,000 Conferences $400 NorseGear $1,500 Sweetheart Dance $600 Mom To Mom $2,500 Principal Fund $500 Principal Week $100 Total $25,900 Talent Show $700 Festival $2,500 Secretary Fund $200 Secretary Appreciation $150 Teacher Appreciation $1,000 Flower Sales $300 Teacher Supply Checks $5,400 Time For Kids $2,400 Field Day $200 5 th Grade Promotion $600 Box Tops $400 Field Trips $1,000 Postage/Paper $50 Needs $3,000 NorseGear $1,000 Spelling City $600 Volunteer Appreciation $150 Emergency Fund $200 Raz Kids $800 Mom To Mom $600 Total $25,170

5 PTO EVENTS Back To School Night- Visit our booth to find out who we are and what the PTO does for our school! We will have NorseGear available to purchase, as well as some light refreshments. Enter to win one of our awesome giveaways, and sign up for our upcoming events! Boohoo/Yahoo Breakfast- After dropping off the kids for their first day of school, stop by and have a donut or muffin and coffee! This event is held on the first day of school, in Walker Park. FundRacer- Raising money for PTO while promoting a healthy lifestyle. Students collect pledges from family, friends, and community members, then run/walk as a class during one of their P.E. classes. After the class they are given a healthy snack (water and fruit). Medals are give to the top 3 runners per grade level, the top 3 pledge earners, and a traveling trophy is presented to the class that earns the most in pledges. This event takes place in late September. Boys Night Out Event- This event changes yearly. Boys invite their moms (or other family member of their choice) to spend an evening out together. In the past we have done events such as Lewis Farms, a Lumberjacks hockey game, bowling, and the movies. This event takes place in late October or early November. Mom2Mom Sale- Moms come from near and far to set up booths in our Elementary, Middle School, and High School gyms. Most of our booths are childrens clothing and toys, however we do accept some vendors and crafters as well. This event takes place in January. Sweetheart Dance- The Sweetheart dance is an opportunity for dads (or other family members) to have a special night out with their girls. We have a DJ, a photographer, and refreshments! This event takes place in February. Talent Show- Gives the kids a chance to show case their talents for family and friends. Singing, Dancing, Musical Instruments, etc. This event takes place in February. Family Festival- Not only are we raising money, but having fun doing it!! Kids (and parents) can play games to win candy and prizes! Other activities include: face painting, Inflatables (bounce house and obstacle course), a Photo Booth, balloon animals, and food from G&L and Handsome Hobos. We also sell raffle tickets with a Grand Prize of $500!! This event takes place in March. 5 th Grade Breakfast and Promotion- Celebrating our 5 th Graders as they graduate to Middle School. These events take place the last 2 days of school.

6 PTO Contributions Teacher/Staff Funds- Teachers are given funds used for classroom supplies. This helps to offset budget cuts, which have impacted teachers budgets for supplies for their students. We also provide a fund for our secretaries, to be used for supplies needed in the school offices, as well as a fund for our Principal, to use for various school or administrative needs. Funding Requests- Outside of day to day classroom expenses, our Needs Committee handles teacher requests for educational enhancement tools. The PTO will also consider funding (or partially funding) larger requests. In the past these have included new risers for the choir, a Moxie Strings clinic, AED devices, new technology and curriculum, updated playground equipment, and more. Teacher and Staff Appreciation- We provide a luncheon, as well as other daily tokens of our appreciation to our Teachers during Teacher appreciation week. We also have lunch delivered to our Secretaries during Secretary Appreciation Day, and show our appreciation to our Principal during Principal week. Raz Kids- This is a reading website used in our K-2 nd grade classes. Students can practice reading anytime, anywhere! Teachers can track student progress with online assessments. Raz- Kids offers over 400 interactive books, spanning 29 reading levels. Field Trips- The 5 th Grade students take a Field Trip to Lansing every year. The PTO helps to off-set the cost of the busses used for this trip. Field Day- Students are provided with bottled water and a healthy snack during their Field Day activities.

7 PTO Calendar September Tuesday, September 19 September October Wednesday, October 4 Tuesday, October 17 PTO Meeting Elementary Library 7:00 PM PTO FUNd-Racer Elementary Picture Day PTO Meeting Elementary Library 7:00 PM November TBD Boys Night Out Thursday, November 9 Parent Teacher Conferences 4-8:30 PM Wednesday, November 15 Parent Teacher Conferences 4-8:30 PM Tuesday, November 28 PTO Meeting Elementary Library 7:00 PM January Tuesday, January 16 TBD February Saturday, February 3 Thursday, February 15 Tuesday, February 20 March Saturday, March 3 Tuesday, March 20 April Tuesday, April 17 Wednesday, April 25 May May 7-11 TBD Tuesday, May 15 June Wednesday, June 7 PTO Meeting Elementary Library 7:00 PM Mom 2 Mom Sale Sweetheart Dance Elementary Talent Show PTO Meeting Elementary Library 7:00 PM PTO Family Festival 4-7:00 PM PTO Meeting Elementary Library 7:00 PM PTO Meeting Elementary Library 7:00 PM Secretary Appreciation Day Teacher Appreciation Week Elementary Field Days PTO Meeting Elementary Library 7:00 PM 5 th Grade Breakfast **New Members are welcome to join us for a Meet and Greet prior to each PTO Meeting at 6:45 PM in the Elementary Library**

8 AUGUST Monday, August 28 Wednesday, August 30 SEPTEMBER Tuesday, September 5 Friday, September 8 Monday, September 11 Wednesday, September 13 Tuesday, September 19 Friday, September 22 Monday, September 25 Tuesday, September 26 Wednesday, September 27 Thursday, September 28 OCTOBER Wednesday, October 4 Friday, October 6 Friday, October 13 Tuesday, October 17 Monday, October 23 Tuesday, October 31 NOVEMBER Thursday, November 2 Friday, November 3 Wednesday, November 8 Monday, November 13 Wednesday, November 15 Wednesday, November 22 November 23 & 24 Tuesday, November 28 DECEMBER Wednesday, December 6 Monday, December 11 Wednesday, December 20 Friday, December 22 December 25 - January 3 JANUARY Thursday, January 4 Monday, January 15 Tuesday, January 16 Friday, January 19 FEBRUARY Friday, February Elementary Calendar (Subject to Change) Board of Education Regular Meeting, Elementary Library, 7 p.m. Elementary Back to School Open House, 5:30-7:00 p.m. Come check out your child's classroom, meet the teacher, put things in lockers, drop off paperwork in the Elementary Library, put money on your child's lunch account, join us for cookies and punch, and much more! 1ST DAY OF SCHOOL, Full day of school! 4th & 5th grade Field Trip, Camp Pendalouan, 8;30 a.m. - 2 p.m. Board of Education Regular Meeting, HS Library, 7 p.m. Girl Scout Recruitment Meeting, Elementary Library, 5:30 p.m. - 6:30 p.m. Strings Rental Night, NM Fine Arts/FLEX Classroom, 5:30-7:30 p.m. PTO Meeting, Elementary Library, 7 p.m. All are welcome! 3rd grade Field Trip, Muskegon County Water Festival, 9 a.m. - noon Board of Education Regular Meeting, HS Library, 7 p.m. PTO FundRacer, During Gym Classes Band Rental Night, Choir room, 6:30 p.m. PTO FundRacer, During Gym Classes PTO FundRacer, During Gym Classes Student Count Day! Elementary Picture Day 1/2 Day of School for Students, Staff PD, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. 2nd grade Field Trip, Lewis Farm Market, 8:15 am - 2:30 p.m. PTO Meeting, Elementary Library, 7 p.m. All are welcome! Board of Education Regular Meeting, HS Library, 7 p.m. Halloween Parade, Elem. Gym & FLEX stage, 1:30 p.m. Halloween Concert by 5th graders, NM Fine Arts/FLEX, after parade Picture Retake Day! 1/2 Day of School for Students, Staff PD, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. Elementary Conferences, 4 p.m. - 8:30 p.m. Board of Education Regular Meeting, HS Library, 7 p.m. Elementary Conferences, 4 p.m. - 8:30 p.m. 1/2 Day of School for Students & Staff, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. No School - Thanksgiving Holiday Break PTO Meeting, Elementary Library, 7 p.m. All are welcome! 3rd grade Musical, NM Fine Arts Center/FLEX, 6:30 p.m. Board of Education Regular Meeting, HS Library, 7 p.m. 4th & 5th grade Holiday Concert, NM Fine Arts Center/FLEX, 6:30 p.m. All 4th grade students, 5th grade Strings and Band students. 1/2 Day of School for Sudents, Staff Records Day, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. No School - Holiday Break Happy New Year! School Resumes!! 1/2 Day of School for Students, Staff PD, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. PTO Meeting, Elementary Library, 7 p.m. All are welcome! 1/2 Day of School for Students, End of Term, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. 1/2 Day of School for Students - Staff PD AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. Saturday, February 3 PTO Father/Daughter Dance, Cafeteria, 7-9 p.m.

9 Monday, February 5 Elementary Talent Show Auditions/Rehearsals, NM Fine Arts Center/FLEX, 3:30 p.m. - 6 p.m. Wednesday, February 7 Elementary Talent Show Auditions/Rehearsals, NM Fine Arts Center/FLEX,3:30 p.m. - 6 p.m. Wednesday, February 14 2nd Student Count Day! Elementary Talent Show Auditions/Rehearsals, NM Fine Arts Center/FLEX, 3:30 p.m. - 6 p.m. Thursday, February 15 Elementary Talent Show, NM Fine Arts Center/FLEX, 6:30 p.m. Friday, February 16 No School - Mid-Winter Break Monday, February 19 No School - Mid-Winter Break Tuesday, February 20 PTO Meeting, Elementary Library, 7 p.m. All are welcome! MARCH Friday, March 2 Tuesday, March 20 Wednesday, March 21 Thursday, March 22 Wednesday, March 28 Friday, March 30 1/2 Day of School for Students - Staff PD AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. PTO Meeting, Elementary Library, 7 p.m. All are welcome! Elementary Parent-Teacher Conferences, 4-8:30 p.m. 5th grade Musical, NM Fine Arts Center/FLEX, 2 p.m., 6:30 p.m. Elementary Parent-Teacher Conferences, 4-8:30 p.m. NO School - SPRING BREAK APRIL April 2-6 Tuesday, April 17 Tuesday, April 24 MAY Friday, May 4 Thursday, May 10 Tuesday, May 15 Friday, May 18 Friday, May 25 Monday, May 28 JUNE Thursday, June 7 Friday, June 8 SPRING BREAK! Enjoy! PTO Meeting, Elementary Library, 7 p.m. All are welcome! 4th grade Link-Up Concert, Frauenthal, Time to be determined 1/2 Day of School for Students - Staff PD, Dismissal at 11:25 a.m. AM & PM DK students attend together 7:55 a.m. - 11:25 a.m. 2nd grade Violin Concert, NM Fine Arts Center/FLEX, 6 p.m. 3rd grade Strings Concert, NM Fine Arts Center/FLEX, 7 p.m. 4th & 5th grade Spring Concert, NM Fine Arts Center/FLEX, 6:30 p.m. ALL 4th grade students, 5th grade Band and Strings Students PTO Meeting, Elementary Library, 7 p.m. All are welcome! 1st grade Musical, NM Fine Arts Center/FLEX, 2 p.m. Kindergarten Round-Up, No School for current DK & K students No School, Memorial Day 5th grade Student Breakfast, Community United Methodist Church, 9:30 a.m. 1/2 day of school ALL students (DK- AM & PM attend in morning together) 11:25 a.m. Dismissal, Staff Full Day 5th grade Promotion, NM Fine Arts Center/FLEX, 8:30 a.m. *** Calendar Subject To Change *** SCHOOL HOURS 7:55 a.m. First Bell 8:00 a.m. Tardy Bell (all entry after this time must be through the elementary office) 11:15 a.m. Morning Discovery Kindergarten dismissal 11:25 a.m. 1/2 day dismissal time 11:55 a.m. Afternoon Discovery Kindergarten begins 3:10 p.m. Elementary Dismissal

10 Ongoing School Fundraising Opportunities: Box Tops For Education: Box Tops are collected from participating products and sent to school to be turned in to teachers. The PTO sponsors classroom contests and prizes for box tops participation, as well as an overall school contest. Box Tops can also be earned by shopping online through the BoxTops Marketplace online retailers. Go to and register (choose North Muskegon Schools). Visit regularly to enter sweepstakes drawings for our school to earn even more box tops. Watch the Friday Flyer for information on Meijer and Sam s Club Bonus Box Tops promotions, as well as info on the BoxTops app. AmazonSmile: AmazonSmile is a simple and automatic way for you to support the PTO every time you shop, at no cost to you. When you shop at smile.amazon.com, you ll find the exact same low prices, vast selection and convenient shopping experience as Amazon.com, with the added bonus that Amazon will donate a portion of the purchase price to the PTO. On your first visit to AmazonSmile (smile.amazon.com), you need to select North Muskegon PTO to receive donations from eligible purchases before you begin shopping. We will remember your selection, and then every eligible purchase you make at smile.amazon.com will result in a donation. You may also want to add a bookmark to smile.amazon.com to make it even easier to return and start your shopping at AmazonSmile. Impact Shopping: Shop online retailers (Amazon, Target, Kohl s, and many more!). Just use the impact shopping link and then shop as normal. The PTO earns a percentage of all purchases made through this link. Gift Cards and coupons may still be used! SCRIP: Scrip raises money for our North Muskegon Music Boosters. SCRIP is simply gift cards that businesses sell to Music Boosters at a discount. Music Boosters sells the gift cards at face value (You pay $100 for a $100 gift card). Half of the discount is kept by Music Boosters and the other half is put into a family account to be used toward any school expense. Retailers offer different discounts ranging from 1.5% to 15%. SCRIP order forms are available online through the school website. SCRIP sale hours are Wednesday from 5-6 PM in the High School Office, and Friday from 7:30-8:30AM in the Superintendent s Office. You can also purchase SCRIP online using ScripNow. Contact the Music Boosters for more information at nmmbscrip@gmail.com

11 North Muskegon PTO Bylaws By laws Adopted on: September 16, 2012 Amendments Approved on: October 21, 2014 ARTICLE I - NAME The name of the organization shall be the North Muskegon Parent Teacher Organization, herein referred to as NMPTO. ARTICLE II PURPOSE AND POLICY Section 1. Purpose. The NMPTO is organized for the purpose of supporting the education of the children at North Muskegon Elementary by fostering relationships among the school, parents, and teachers and to bring into closer relation the home and the school. The NMPTO is intended to promote the welfare of our students and provide enriching experiences for all students while supporting a safe learning environment for children, staff and educators. The NMPTO is intended to support and enhance the educational experiences of the children at North Muskegon Elementary by providing financial support for programs funded outside of the annual school budget. Section 2. Policy. The NMPTO shall operate for charitable, educational, nonpartisan, non-sectarian, and noncommercial purposes and shall not discriminate based on age, sex, creed, or national origin. The policies of the NMPTO are established to maintain a tax-exempt status as defined by Section 501(c)3 of the Internal Revenue Code. The name of the PTO and the names of any of its members in their official capacities shall not be used in any connection with a commercial concern or political interest or for any purpose not appropriately related to the Mission of the NMPTO. ARTICLE III MEMBERS Section 1. Eligible Members. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights. Section 2. Dues. Dues, if any, will be established by the executive board. If dues are charged, a member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights. Each member of this NMPTO shall pay annual dues of $0 to the organization. This amount of such annual dues is subject to change from year to year and can be amended by the executive board as needed. The membership year to the NMPTO shall coincide with the school year calendar and is subject to change as needed and can be amended by the executive board.

12 ARTICLE IV OFFICERS AND ELECTIONS Section 1. Officers. The officers shall be president, vice president, secretary and treasurer. a. President. The president shall preside over meetings of the NMPTO and executive board, serve as the primary contact for the principal, represent the NMPTO at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served. b. Vice President. The vice president shall assist the president and carry out the president s duties in his or her absence or inability to serve. c. Secretary. The secretary shall keep all records of the NMPTO, take/record and share minutes, prepare the agenda, handle correspondence, and send notices of meetings and upcoming events to the membership. The secretary also shall keep a copy of the minutes book, bylaws, rules, membership list and any other necessary supplies and shall bring them to meetings. d. Treasurer. The treasurer shall receive all funds of the NMPTO, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board or by the general membership. The treasurer will present a financial statement at every meeting and at other times of the year when requested by the executive board or the general membership, and make a full report at the end of the year. Section 2. Nominations. Only members who have signified their consent to serve if elected shall be nominated for an office. The nominating committee shall nominate a candidate for each office and present the slate of nominations at a meeting held prior to the election (usually April but may be flexible if needed). At that meeting, nominations may also be made from the floor. Section 3. Elections. Each officer shall be a member of this PTO. Elections will be held at the last meeting of the school year (usually May but may be flexible if needed). Voting shall be by voice vote if only a slate is presented. If more than one person is running for an office, a ballot vote shall be taken. Officers will be elected in the month of May. Officers will assume their official duties at the close of the Fiscal year in June and shall serve until their successors assume office. Section 4. Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate. Section 5. Terms of office. Each person elected shall hold only one office at a time. Officers are elected for a specified term. Offices of Secretary and Treasurer shall be elected for a two year term. The office of Vice President shall be a two year term, first year as Vice President and second year as President. Officers may serve no more than 2 consecutive terms in the same office. Section 6. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regular scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting. Section 7: All Officers shall act in the best interest of the NMPTO. Section 8: Compensation. No Officer shall be compensated by the NMPTO for their service.

13 Section 9. Removal from Office. Officers can be removed from office with or without cause with a majority vote by secret ballot of those present (assuming a quorum) at a regular or special meeting. Notice must be provided to the general membership at least 7 days in advance of a vote for removal from office. ARTICLE V- GENERAL MEMBERSHIP MEETINGS Section 1. General Membership Regular Meetings. The regular meeting of the NMPTO shall be on the third Tuesday of the month during the school year at 7pm or at a time and place determined by the executive board. 7 days notice must be given of a change of date or time. Section 2. Special Meetings. Special meetings of the NMPTO may be called by the president, any 2 members of the executive board, or 5 general members submitting written request to the secretary. 10 days notice must be given with date, time and reason for the special meeting. Section 3. Annual Meeting. The annual meeting shall be held in September. Annual reports will be given during this meeting. Section 4. Quorum. Five members, not including the executive board, of the NMPTO shall constitute a quorum for the transaction of business in any general, annual or special meeting of the NMPTO. ARTICLE VI EXECUTIVE BOARD Section 1. Membership. The executive board shall consist of the officers as outlined in Article IV, Section 1. Section 2. Duties. The duties of the executive board shall be to transact business between meetings in preparation for the general meeting, create standing rules, policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership. All officers are expected to attend the General Membership Regular Meetings. Section 3. Meetings. The Executive Board shall hold monthly meetings, on a day and time to be determined by the executive board. Special meetings may be called by any two board members, with 24 hour notice. Section 4. Quorum. Half the number of board members plus one constitutes a quorum. ARTICLE VII COMMITTEES Section 1. Membership. Only members in good standing of the NMPTO and executive board members shall be eligible to serve on any standing or special committee. The president shall be a member ex officio of all committees except the nominating committee. Section 2. Standing Committees. The executive board may create such standing committees as it may deem necessary to promote and carry on the work of the NMPTO. The chair of each standing committee shall present a plan of work to the executive board for approval. No committee work shall be undertaken without the consent of the executive board. The following are the standing committees of the NMPTO:

14 Needs Committee Box Tops Committee Family Festival Committee FundRacer Committee Boys Night Out Committee Sweetheart Dance Committee NorseGear Committee Playground/Grounds Committee Talent Show Committee Teacher Appreciation Committee 5th Grade Breakfast Committee Committees shall be determined on a volunteer basis. The term of each committee member shall be one school year or until the conclusion of that committees event. The following committees shall continue through the first meeting of the next school year: NorseGear, Needs, and Playground/Grounds. Section 3. Additional Committees. The power to form special committees and appoint or elect their member rests with the NMPTO. The board may appoint additional committees as needed. Section 4. Chairperson. The chairperson(s) of each committee shall be determined on a volunteer basis. The term of each chairperson(s) shall be one year. Committee chairperson(s) shall be issued committee guidelines by the Executive Board and will be responsible for monitoring their expenses according to the budget and performing duties as assigned. Committee chairperson(s) must present a verbal or written report of all activities to the organization during regular or special meetings. Requests to exceed substantial approved budgetary expenditures must be presented and approved at the next regular general membership meeting if time allows. Budgetary expenditures that occur before the next general meeting shall be presented to and approved by the executive board. Committees will send a representative to NMPTO general membership regular meetings to report on committee activities. Section 5. The Nominating Committee. The nominating committee will consist of 3 5 NMPTO members, including the current president. The Nominating Committee is responsible for soliciting and/or recruiting and then nominating 1 or more eligible persons for each office to be filled. It must report its nominees at a regular meeting prior to elections (usually in April) at which time additional nominations may be made from the floor. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such office. ARTICLE VIII FINANCES Section 1. Budget. The Executive Board shall present a budget of anticipated revenues and expenses for the fiscal year to the membership at the first General Membership meeting of the year. This budget shall be used to

15 guide the activities of the organization and the Executive Board during the year. Any substantial deviation from the budget must be approved in advance, as outlined in Article VIII, Section 4. The tentative budget shall be drafted in the Spring for the following school year. The budget shall be presented at the April (or 2nd to last) meeting, and voted on in May (or the last meeting of the school year). The budget must be approved by a majority vote of the members present, assuming a quorum. Section 2. Monetary Policies and Procedures. NMPTO funds are intended to benefit the students through the enhancement of school programs and activities. The NMPTO Executive Board are the guardians of these funds and have an obligation to see that they are protected and used wisely. It is very important that everyone follow these policies. Section 2.1. Reimbursements for Expenses. Generally speaking, the NMPTO prefers to pay bills directly, rather than requiring individual volunteers to pay expenses and then get reimbursed. However, there will be circumstances where reimbursements are necessary and the following applies: a) All reimbursements require a receipt. There can be no reimbursement of costs without the actual receipt or invoice. b) Please do not eat expenses. We do our budgeting and plan our fundraisers based on prior years experience. If volunteers do not submit expenses, we underreport our expenses and cause budgeting problems for future years. If someone wishes to donate items they have purchased, please contact the Treasurer to ensure that the donation is correctly accounted for. c) Do not accumulate receipts. Submit all receipts as soon as possible. d) Turn in Check Request form. All request for reimbursement must have a completed check request form and the original receipts, which must be turned into the Treasurer in order to receive reimbursement. Blank Check Request forms are available in the form folders in the NMPTO box in the teachers lounge or by contacting the Treasurer. e) Payments prior to event. If payment is needed prior to an event, please contact the treasurer as early as possible to schedule the payment. Please have the Check Request form completed. Our insurance policy requires that all checks have two signatures, so it takes some time to get a check processed. Please plan ahead for these situations. Section 2.2. Requesting Checks. When requesting check the following applies: a) Complete Check Request form. A Check Request form must be completed in order for a check to be generated. b) Check Request forms go to the Treasurer. Completed Check Request forms can be left in the Treasurer s folder in the NMPTO mailbox or can be given directly to the Treasurer. c) Blank Checks will not be issued for any reason. d) Allow 2 weeks for processing. As a general rule it takes two weeks to process a Check Request. If the Check Request is more time critical, contact the Treasurer by phone or . e) Check Request deadline is June 1 of each year. NMPTO s books close June 30 of each year. At that time all budgeted accounts revert to the general purpose of the NMPTO. Therefore, all Check Requests must be submitted by June 1 of each year in order to allow adequate time for processing. f) Exceptions to deadline of June 1 of each year. The only exceptions are end of year parties and other June events. These Check Requests must be submitted by the last day of school of each year.

16 g) No reimbursements will be made after June 30 th of each year. The fiscal year ends on June 30 th of each year and the books are closed for the year. Therefore, no reimbursements can be made after June 30 th of each year. Section 2.3 Collection of Funds. All committees involved in fund-raising or events handling money should designate volunteers to manage the monies and must follow these procedures. Note: For most events or fundraisers where money is sent in advance or through the classrooms, cash payments should be discouraged as we have no way to safeguard cash moving through the school or in the office. a) Cash Box Requests. When a cash box with starting funds are needed for an event, the request must be submitted to the Treasurer at least one week in advance. The Treasurer will provide the requested cash box. Upon receiving the cash box, the person (or persons) that will be handling the funds must count the cash box and fill out and initial the cash box form. In the event the starting funds are more than $500.00, two people must count the cash box and fill out and initial the cash box form. b) Never leave the money alone. Always have an adult with the money at all times. In circumstances where the cash box contains more than $500.00, two adults must be present. c) All funds received in cash must be counted by two people. Preferably one of the people will be a NMPTO Executive Board Member or a Committee Chair. d) Separate currency by denominations. Use paperclips to separate the currency denominations. Fill in the Money Count Worksheet with amounts. e) Checks. Log the check number and amount, as well as the total value of all the checks on the Money Count Worksheet. f) Turn in collected funds to Treasurer. The Money Count Worksheet, signed by the counters, and the currency and checks must be given to the Treasurer at the end of the event. If the event spans multiple days, the Treasurer shall collect the funds at the end of each day. Contact the Treasurer to make arrangements to transfer funds; DO NOT just put them in the Treasurer s mailbox at school. The Treasurer will then complete a bank deposit slip, and all funds must be deposited within 2 business days. In the event that there is a deposit larger than $ , either another Executive Board Member or a Committee Chairperson will also be required to validate the deposit. g) Forms. The Money Count Worksheet and Check Request forms are available in the NMPTO mailbox at the school or by contacting the Treasurer. Section 2.4. Check Acceptance Policy. All checks should be made payable to NM PTO. Section 2.5. Debit Card Usage. The President and Treasurer will be provided a debit card for NMPTO purposes. The debit card is to be used exclusively for NMPTO purchases. Should any other Executive Board Member or Committee need the debit card, they shall coordinate with the President or Treasurer. Section 2.6. Exceeding Approved Budget. As soon as a problem is noted with a budget, the Treasurer shall be notified. If a revision or exceeding the budget is warranted, additional funds needs to be approved by the Executive Board or the general membership. Additional funds shall be approved prior to being spent. Section 2.7. Contracts. Any contracts entered into shall comply with the following: a) Contracts are in writing only. The NMPTO shall only enter in written contracts. Verbal contracts are not permitted. b) Signing of Contracts. Contracts are only valid when signed by the President and one other Executive Board member. Any other person signing a contract can be held personally liable for the full contract amount.

17 c) Competitive price quotes/bids. For significant purchases, at least three price quotes/bids shall be obtained to help ensure that the NMPTO is receiving the best value. d) Conflicts of Interest. Any potential contracts with persons or companies related to a NMPTO officer or committee chair must receive special review to ensure that no conflict of interest exists (See Article XIII). After exercising due diligence, the NMPTO officers shall determine whether the NMPTO could obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest. e) Independent Contractors earning above $ Any independent contractor earning above $ must supply a street address and social security number for IRS purposes. They must fill out Form W-9 available at Section 2.8. Tax Exemption. The NMPTO has its own tax ID # for sales tax exemption purposes. Copies of the sales tax exemption certificate are available from the Treasurer. In order to take advantage of the exemption, purchases must be made directly with NMPTO funds (i.e. NMPTO check or debit card). You cannot purchase items with personal funds or cash and receive the sales tax exemption. A copy of our Federal tax exemption paperwork is kept in the NMPTO files, which are held by the Treasurer. If additional copies are needed or if a specialized letter is needed, please contact the Treasurer. Section 2.9. Soliciting and Receiving Donations. Certain committees may have a need to solicit donations in the community, in the form of cash or in-kind contributions. As a Federally tax-exempt 501(c)(3) organization, the NMPTO has certain responsibilities to donors. a) Check Donation List. Prior to requesting a donation, check with the Treasurer. The Treasurer is responsible for maintaining a list of donations received, and care must be taken to not request donations from the same company on a repeated/excessive basis during the school year. b) Donation Requests on Letterhead. All donation requests should be submitted to potential donors on letterhead. c) Tax exempt Determination Letter. Any donor who requests documentation of the NMPTO s tax exempt status should be provided with our IRS tax exempt determination letter. A copy of this letter is available from the treasurer. d) Reporting donations received. Report any donations received to the Treasurer in a prompt manner. e) Thank You Notes. Committees who solicit donations are also responsible for producing thank you notes to donors. Depending on the type of donation, certain wording to satisfy IRS requirements may be necessary; check with the Treasurer. All thank you notes should be signed by the NMPTO President (in addition to or instead of the committee chair who solicited the donation). Copies of thank you notes shall be submitted to the Treasurer to satisfy the reporting requirement noted above. Section 3. Year End Financial Statement. The treasurer shall prepare a financial statement at the end of the year to be reviewed by the Audit committee. Section 4. Dissolution. Upon dissolution of the organization follow Article XI of these bylaws. Section 5. Fiscal Year. The fiscal year shall be from July 1 st through June 30 th of the following year. Section 6. Federal Law requires that a nonprofit tax-exempt organization s IRS Form 1023 and copies of the organization s annual information returns (IRS Form 990 or 990EZ) for the most recent 3 years be available for public review when requested.

18 ARTICLE IX PARLIAMENTARY AUTHORITY Robert s Rules of Order shall govern meetings when they are not in conflict with the organization s bylaws. ARTICLE X AMENDMENTS These bylaws will be reviewed by the Executive Board on an annual basis to meet changing conditions in the school and community. These bylaws may be amended at any regular or special NMPTO meeting. Previous notice of the amendment(s) must be given at the previous regular meeting and then sent to all members of the NMPTO by the secretary. Amendments will be approved by a majority vote of those present, assuming a quorum. All approved amendments shall become effective immediately and recorded by the Secretary. ARTICLE XI - DISSOLUTION Section 1: Dissolution. The NMPTO may be dissolved provided prior notice is given to the NMPTO General Membership, a vote is taken at the next scheduled Regular NMPTO meeting (a quorum must be met), and the request is approved by a majority vote of members present. Section 2: Remaining Funds. Upon a vote to dissolve the NMPTO, the remaining NMPTO funds shall first be used to pay any outstanding NMPTO debt and then either: 1. A vote shall be taken by the NMPTO Membership to spend remaining funds on an item or items that benefit the students; or 2. The remaining funds shall be held in escrow by the Principal for use by a future School PTO. If a PTO is not formed within 24 months, the funds shall revert to the School and be used toward the benefit of the students under the discretion of the Principal. ARTICLE XII EFFECTIVE DATE These Bylaws shall become effective immediately upon ratification. ARTICLE XIII CONFLICT OF INTEREST POLICY Section 1. Purpose. The purpose of the conflict of interest policy is to protect this tax-exempt organization s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer of the organization or might result in a possible excess benefit transaction. This policy is

19 intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. Section 2. Definitions. a) Interested Person. Any officer or member of a committee with governing board-delegated powers who has a direct or indirect financial interest, as defined below, is an interested person. b) Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: i. An ownership or investment interest in any entity with which the organization has a transaction or arrangement; ii. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or iii. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. Under Section 3b, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. Section 3. Procedures. a) Duty to Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the executive board and members of committees who are considering the proposed transaction or arrangement. b) Determining Whether a Conflict of Interest Exits. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the executive board meeting while the determination of a conflict of interest is discussed and voted upon. The remaining officers shall decide whether a conflict of interest exists. c) Procedures for Addressing the Conflict of Interest. i. An interested person may make a presentation at the executive board, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. ii. The president shall, if appropriate, appoint a disinterested person to investigate alternatives to the proposed transaction or arrangement. iii. After exercising due diligence, the executive board shall determine whether the organization can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. iv. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested officers whether the transaction or arrangement is in the organization s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement. d) Violations of the Conflict of Interest Policy.

20 i. If the executive board has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. ii. If, after hearing the member s response and after making further investigation as warranted by the circumstances, the executive board determines that the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. Section 4. Records of Proceedings. The minutes of the executive board shall contain: a) Details of Conflict of Interest. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; the nature of the financial interest; any action taken to determine whether a conflict of interest was present; and the executive board s decision as to whether a conflict of interest in fact existed. b) Details of Determining Possible Conflict of Interest. The names of the persons who were present for discussions and votes relating to the transaction or arrangement; the content of the discussion; including any alternatives to the proposed transaction or arrangement; and a record of any votes taken in connection with the proceedings. Section 5. Compensation. a) Executive Board Members. A voting member of the executive board who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member s compensation. b) Committee Members. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member s compensation. c) Disclosure of Compensation. No voting member of the executive board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Section 6. Annual Statements. Each officer shall annually sign a statement which affirms that such person: Has received a copy of the conflict of interest policy; Has read and understood the policy; Has agreed to comply with the policy; and Understands that the organization is charitable and that in order to maintain its federal tax exempt status it must engage primarily in activities which accomplish one or more of its tax-exempt purposes. Section 7. Periodic Reviews. To ensure that the organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects: a) Compensation. Whether compensation arrangements and benefits are reasonable, are based on competent survey information, and are the result of arm s length bargaining. b) Partnerships, Joint Ventures and Arrangements. Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement, impermissible private benefit, or an excess benefit transaction.

21 Section 8. Use of Outside Experts. When conducting the periodic reviews as provided for in Section 7, the organization may, but need not, use outside advisers. If outside experts are used, their use shall not relieve the executive board of its responsibility for ensuring that periodic reviews are conducted.