Article 1: Name The name of the organization shall be the Sacopee Valley Elementary School Parent-Teacher Committee, hereby known as SVES PTC. The PTC is a member-governed organization with its own by-laws.
Article 2: Purpose The specific purpose of this committee is to effectively channel the efforts and resources of SVES parents, staff, and students to the direct benefit of the students; to facilitate mutual communication and nurture a cohesive relationship among SVES parents, staff, and students; and, to initiate, carry out, raise funds for, and sponsor educational and enrichment programs and projects that benefit SVES and it's community.
Article 3: Membership Any parent or guardian of a student attending SVES and any staff member of said school may participate as a member of the SVES PTC.
Article 4: Officers And Elections Section 1. Officers. The officers shall be a president, vice president, secretary, and treasurer. In addition to the duties listed below, each officer will also perform other such duties as applicable to the office of this organization. a. President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, and ensure the work of all the officers and committees fulfills the purpose of the organization. b. Vice President. The vice president shall assist the president and carry out the president's duties in his or her absence or the inability to serve. The vice president shall also oversee the committees of this organization. c. Secretary. The secretary shall keep all records of the organization, take and record minutes and have ready for public within 3 days after a meeting, prepare agenda, handle correspondence, and send notices of meetings to the membership, staff, and parents. The secretary also keeps a copy of the minutes book, by-laws, and forms. d. Treasurer. The treasurer shall keep track of all PTC donations and report status at PTC monthly meetings, receive and reconcile bank statements after president's review, prepare and submit a written annual budget to the general PTC membership for approval, co-responsible with the president for checking and savings accounts, receive and deposit all monies, keep an accurate record of all receipts and expenditures, prepare financial report for each PTC meeting, draft yearly budget developed by Executive Board for presentation at final meeting of the calendar school year, pay out funds in accordance with the approval budget or as authorized by the Executive Board, and present books annually for audit by an auditor or committee of three members.
Section 2. Eligibility. Members are eligible for office if they are a parent or guardian of a student attending SVES.
Section 3. Nominations And Elections. Elections will be held at the second to last meeting of the school year. Voting shall be by voice vote. If more than one person is running for office, a ballot vote shall be taken.
Section 4. Terms Of Office. Officers are elected for two years and may serve no more than two consecutive terms in the same office. A parent may only serve while their child is attending SVES, even if their term extends after a child has graduated. Offices of vice president and treasurer shall be voted into office on even years, and offices of the president and secretary shall be voted into office on odd years.
Section 5. Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Section 6. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regularly 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.
Article 5. Meetings Section 1. Regular Meetings. The regular meetings of the committee shall be on the same day at the same time each month, to be determined by the executive board.
Section 2. Quorum. The quorum shall be three members of the executive board (majority).
Section 3. Notification Of Meetings. The secretary will notify parents and staff the week prior to a scheduled meeting.
Article 6. Executive Board Section 1. Membership. The Executive Board shall consist of 4 elected officers; president, vice president, secretary, and treasurer.
Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the regular meeting, create standing rules and 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.
Section 3. Meetings. Executive Board meetings shall be held monthly prior to regular meetings or as needed.
Article 7. Principal Section 1. The principal shall be an active member of the PTC and attend at least 5 meetings per calendar school year, encourage teachers to become PTC members and to participate in activities and meetings as they are able, help the PTC to keep its primary focus on education and advocating for students, work with the PTC to develop classroom parent volunteers to assist with PTC goals and events, keep parents informed on current issues in education.
Section 2. The principal and PTC president shall meet regularly to discuss needs and concerns and to keep each other informed. The two shall work through challenges in a direct, honest way by keeping open minds and listening to each other, as both positions can be difficult.
Article 8.Teachers Section 1. Teachers shall be active members of the PTC and attend monthly meetings as able. During meetings teachers shall give input about issues or ideas that could enhance classroom learning. Teachers should encourage the partnership between teachers and parents and support PTC activities after school hours or in the community.
Section 2. Teachers may chair or co-chair a PTC committee.
Article 9. Finances Section 1. A tentative budget shall be drafted in the Spring for the following school year and approved at a Fall meeting by majority vote of members present.
Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 3. The board shall approve all expenses of the committee.
Section 4. Each check written over the amount of $200 must be approved by the president and treasurer.
Section 5. The treasurer shall prepare a financial statement at the end of the year for review.
Section 6. The fiscal year shall coordinate with the school year.
Section 7. Upon dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership's approval, spent for the benefit of the school.
Section 8. All monies received following a PTC event must be verified by two PTC members.
Section 9. A minimum of $3,000 dollars shall remain in the treasury each year as a contingency fund to be passed to the new PTC board in order to provide operating funds to begin the PTC's activities the next school year.
Section 10. No check shall be written “for cash”. Checks must have a designated payee.