NELLIE F. BENNETT PARENT TEACHER ORGANIZATION INCOPORATED
BY-LAWS
ARTICLE I
The name of the organization shall be the Nellie F. Bennett Parent Teacher Organization.
ARTICLE II
The objective of this organization shall be as follows:
1. To bring a closer relationship between home and teacher;
2. To better the standard of the school;
3. To organize fund raising programs;
4. It shall be non-political, non-sectarian and non-profit.
ARTICLE III
MEMBERSHIP
Section I-Parents/Guardians of all students in the Nellie F. Bennett School and all members of the staff of
the school shall be eligible for membership in the PTO.
Section II-Upon payment of dues to the membership committee (accompanied by an application), the
applicant (family) shall be considered a member of the PTO.
Section III-Honorary members may be elected at the discretion of the Executive Board..
ARTICLE IV
EXECUTIVE BOARD
Section I-The elected officers, the principal, the assistant principal and/or representative appointed by the principal
constitute the Executive Board of the PTO.
Section II-The duties of the Executive Board will be to organize fund raising programs, to create special
committees to present a report at the regular meeting of the organization and to approve committee
expenditures.
ARTICLE V
MEETING
Section I- General meetings of the Executive Board will be held on the second Tuesday of each month.
Section II-Executive Board members are required to attend all meetings of this organization. If three
meetings are missed without notification of an officer, executive board membership will be revoked.
General members are not required to attend every meeting.
Section III-The first general meeting is usually the second Tuesday of September. All subsequent meetings will be
announced at that time.
Section IV -Special meetings may be called by the President with five days notice to be given.
Section V-The last general meeting of the school year shall be for the purpose of electing officers, hearing reports and
addressing other business as may properly come before it.
Section VI-A majority of members present at a meeting shall constitute a quorum which is needed for the
transaction of business in any meeting of the organization.
Section VII-No new business shall be presented at any meeting without the previous knowledge of the
president.
ARTICLE VI
OFFICERS
Section I-The officers shall be President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. The officers shall
be elected by the PTO membership at the last meeting every year and shall serve for one year. No officer shall serve more
than two consecutive terms in the same office.
Section II-Any member in good standing is eligible for any executive office with the exception of the office of President,
which shall be filled by a member of the executive board or been a member who has served on the executive board at a
prior time.
Section III-Newly elected officers shall assume their duties at the time of installation .
Section IV-The President shall preside at all organization and executive board meetings and shall exercise general
supervision over the affairs and activities of the organization and shall serve as member exofficio on all committees
without the right to vote. He or She shall appoint chairpersons of committees and committee members such as the
necessary for the conduct of business.
Section V-The 1st Vice President shall assume the duties of the President in his or her absence and, at his/her request,.
The 1st Vice President shall assume duties of fundraising. The 2nd Vice President shall assume duties of hospitality and
general duties as needed. Both VP shall keep an active membership role.
Section VII- The Secretary shall keep the minutes of each general and executive board meeting:
such minutes to be an accurate record of all transactions. The Secretary shall handle all the correspondence for the
organization.
Section VIII-The Treasurer shall have charge of all monies of the organization and shall pay all bills
directed by the executive board and the President. He or She shall keep the books of account and render
monthly statements to the executive board and the organization at each meeting. The Treasurer shall
present a report analysis by a CPA every other year. The Treasurer, in conjunction with the
officers, shall prepare a budget which, with approval of the executive board, shall be presented to the
organization at the first meeting of the school year.
Section IX-In the event of a vacancy occurring among the elected officers, the President shall appoint a
member to fill the post. If the President is unable to fill the term, the 1st Vice President will automatically
become President.
ARTICLE Vll
COMMITTEES
Section I-Standing committees are required to conduct the business of the organization and shall be created by the
executive board and officers. Members shall serve on the committees for at least one year. The chairperson of all standing
committees must make a report to the President and organization each month. No work shall be undertaken without the
approval of the President. An officer must be notified prior to any meeting if no report will be issued by the committee.
Section II-Special Committees, such as others needed from time to time, shall be appointed by the President and/or
executive board with the approval of the President.
Section III-A Nominating Committee, consisting of three members shall be appointed by the President,
approved by the executive board. Any member wishing to run for office shall submit in writing to the
Nominating Committee their name and desired office. All names received by the committee shall appear on the ballot at
the last general meeting. The committee will report the slate of officers at the last general
meeting. New officers will be elected by printed secret ballot at the last general meeting of the school year.
The Nominating Committee shall act as the Committee of Tellers. After all ballots have been marked, the
tellers will withdraw from the meeting room and count the ballots. All ballots are to remain secret and
should not be discussed in the future. The nominee receiving the highest number of votes will be declared
the elected officer. Upon completion of counting the ballots, announcement of the elected officers will be
made by the chairperson to the Nominating Committee. Installation of new officers will take place at the
last meeting of the school year.
Section IV-No committee shall be composed of all new members.
ARTICLE VIII
RULES
All meetings shall be conducted by Robert's Rules of Order.
ARTICLE IX
STANDING RULES
Section I-Standing rules may be amended, adopted or abolished at any regular meeting by a two-third vote.
The standing rules are as follows:
A. Regular organizational meeting shall be held at the Nellie F. Bennett School. The number of
meetings shall be announced at the first meeting.
B. All checks shall be made out to the Nellie F. Bennett Parent Teacher Organization.
C. It is the duty of each officer and chairperson to turn over all data and information concerning his
or her job to the President under whom they served.
D. No member shall speak more than twice and no longer than two minutes in debate on the same
question.
E. It is the policy of the Nellie F. Bennett Parent Teacher Organization Incorporated as of April,
1993, to not solicit for donations from retail businesses for functions other than the yearly
Gift Auction. This policy can be changed by a majority vote at a regular meeting of this
organization.
F. All members shall pay to attend events sponsored by the PTO. This policy includes all chairpeople.
This policy can be changed by a majority vote at a regular meeting of this organization.
ARTICLE X
AMENDMENTS
Section I -Any by-law may be amended by a two-third vote at any regular meeting, notice of such
amendments having been given at the previous regular meeting.
Section II-In the event the Nellie F. Bennett Parent Teacher Organization is terminated or dissolved, all
assets of the organization shall be turned over to Nellie F. Bennett School, which is exempt under Section
#501 (c) (3) of the Internal Revenue Code.
Section III-Emergency Crisis Fund Policy- The Emergency Crisis Fund is set up to offer financial
assistance to needy families due to death, fires, terminal illnesses, serious health problems and other major tragedies. It
will also be used to make a donation from the Nellie F. Bennett Parent Teacher Organization to a memorial fund or
established scholarship fund for a student, staff member or family member of the staff of the Point Pleasant School
District. Memorial Funds or Scholarship Donations-$50.00 donation for non alumni of Nellie Bennett School or staff
member or family member of the staff of the school district.
$100.00 donation for Nellie Bennett Student, staff member or family member of staff of Nellie Bennett
School. (Note: Sunshine Fund would also send a sympathy card and in some cases a $35.00 gift basket of
flowers, fruit and cheese or sandwiches. This is left up to the discretion of the Sunshine Committee). Any
amount over the $100.00 would be proposed to and voted on by the Nellie F. Bennett Parent Teacher
Organization Executive Board. Monies to be donated to a family-If financial hardships are being
experienced due to a death, fire or other major tragedy (as discussed above) it will be decided on an
individual basis according to need, by the Sunshine/Emergency Crisis Committee for amounts up to
$250.00. An amount over $250.00 will be proposed to and voted on by the Nellie F. Bennett Parent Teacher Organization
Executive Board.
Section IV- Solicitation Policy- The Nellie F. Bennett Parent Teacher Organization may solicit for
donations from retail businesses for function other then the Gift Auction. This new policy was approved by majority vote
at the October 14, 2008 meeting.
Section V- Revised Banking and Treasurer's Responsibilities. This new policy was approved by majority
vote at the October 13,2009 meeting.
Deposits:
1. All checks need to be deposited within 72 hours of event end. All check deposits must be verified by
two people and each must initial deposit slip.
2. Cash deposits must be deposited within 48 business hours of event end. All cash deposits must be
verified by three people and each must initial deposit slip.
Expenditures:
1. No expenditure, other than start up cash for events, can be issued without receipts
2. All start up cash checks must be made payable to committee chairperson. Example: Start up cash for
holiday fair.
3. All other reimbursement requests must be presented with receipts for payment.
4. All checks must be signed by two officers, one being the President or the Treasurer. Officers must
initial accompanying receipt.
5. No officers can sign their own reimbursement check.
6. No checks can be made payable to cash.
Treasurer's Responsibilities:
1. Prepare monthly bills list prior to scheduled monthly meeting for officers' review.
2. List of bills to be approved by PTO members at monthly meeting before checks can be issued.
Checks issued once approved, unless time does not allow. In this instance, those checks written
without PTO approval will be submitted at the next meeting with an explanation.
3. Prepare reports for monthly meetings: treasurer's report with latest bank statement attached for
approval.
Analysis:
An analysis must be done every two years by a Certified Public Accountant. This person cannot be an officer of the
NBPTO, and shall be hired by the President.
DONATION POLICY
The Nellie F. Bennett Parent Teacher Organization established the following policy as to the contribution of its funds:
1. LE.A.D. PROGRAM- As long as the program exists at Nellie Bennett School, the Parent Teacher
Organization will grant $250.00 annually to the L/E.A.D. Program.
2. People to People-A $1,000.00 fund will be establisbed annually for the People to People Program.
Only Nellie Bennett School alumni will be eligible for this contribution. The awards to be made as
follows:
The maximum award from this fund is $500.00. Therefore, two students can receive the
maximum donation. If three or more students apply, the $1,000.00 will be divided
equally. This applies to students who have attended at least three years at Nellie Bennett
School. If the applicant has attended less them tree years at Nellie Bennett, the award
cannot exceed $100.00 per year of attendance. Applications for the contribution can be
made only once by the same student.
3.Other District School Programs or Fund Raisers- a maximum of $50.00 will be donated to other
schools for their programs; such as advertisements in programs or the purchase of tickets to a fund raising
event. Such grants will be considered by a formal request only, the only exception being Project
Graduation, will be a maximum contribution of $100.00 by formal request only.
This policy is not meant to replace Article X, Section III of the Nellie F. Bennett School Parent Teacher
Organization By-Laws, which is the Emergency Crisis Fund Policy. It is for the additional donations we are
requested to make.