Oceanport PTO

Oceanport PTO By-Laws

Article I

The name of the organization is the “Oceanport PTO” (Parent Teacher Organization), hereinafter referred to as “Organization” or “the Organization”. The Organization is an incorporated, nonprofit, nonpartisan parent teacher organization which supports the public schools of Oceanport, NJ.

Article II - Objectives

The objectives of the Organization are to promote the welfare of children and youth in home, school, and community and to develop between educators and the general public such united efforts as will secure for every child the highest advantages in physician, mental, and social education. These purposes are the only reasons for the existence of this Organization. No part of its funds are ever to inure to the benefit of any shareholder or individual. It is never to engage in propaganda or legislative activities.

Article III - Basic Policies

Section 1. The Organization shall be noncommercial, nonsectarian, and nonpartisan,

Section 2. The Organization shall not participate in any political campaign for any candidate for public office.

Section 3. The Organization shall work with the schools to provide quality education for all children.

Section 4. The Organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the Organization in such matters shall make no commitments that bind the Organization.

Section 5. The responsibility of obtaining license for Legalized Games of Chance falls upon the chairperson(s) of the event and the President.

Article IV - Membership & Dues

Section 1. Any individual who subscribes to the objectives of the Organization may become a member, subject only to compliance with the provisions of the By-Laws. Membership in the Organization shall be available without regard to race, color, creed, sex, or national origin.

Section 2. The Organization shall conduct an annual enrollment of members, but persons may be admitted to membership at any time.

Section 3. Only members in good standing in the Organization shall be eligible to participate in its general meetings or to serve in any of its elective or appointed positions.

Section 4. Each family of the Organization shall pay annual dues of $25.00 and each faculty member shall pay annual dues of $10.00.

Section 5. Members shall be limited to residents of Oceanport, the sending district, all parents of children attending school in the district, faculty, and staff.

Article V - Officers and Elections

Section 1. Officers and Elections

Subject to the vote at the Organization’s annual meeting in May, the Officers of the Organization shall be as follows:

Organization Form - Option A. The officers shall be president, vice president of fundraising, vice president of programs, vice president of membership, treasurer, recording secretary, and corresponding secretary.
Organization Form - Option B. The officers shall be the president, co-president, vice president of fundraising, vice president of programs, vice president of membership, treasurer, recording secretary, and corresponding secretary.

Officers shall be elected annually at the Organization’s meeting in May.
A majority vote, by closed ballot, shall select both the form of organization and elect each nominee for an office. If there is one nominee for each office, it shall be in order to move that the Recording Secretary cast the elective ballot for the entire slate.
Officers shall be installed at the organizational meeting in June. They shall serve for a term of one (1) year commencing August 1st, until their successors are elected or qualified.
No person shall serve more than two (2) consecutive terms in the same office.
Officers shall assume their official duties on August 1st following installation.

Section 2. Nominating Committee

There shall be a nominating committee, appointed each March, of five (5) members, including the immediate Past President of the Organization and the Nominating Chairperson. The Nominating Chairperson is the standing committee position. The remaining three (3) members shall be appointed by the President. While seeking office, members shall not serve on the Nominating Committee.
The Nominating Committee shall make recommendations for each office and report to the April meeting. Nominations remain open to members up to the vote at the May meeting.
Only those members in good standing who have consented to serve if elected shall be eligible for nomination, either by the Nominating Committee or from the floor.

Section 3. Office Vacancy

A vacancy occurring in any office other than the presidency or co-presidency shall be filled by an appointment of the Executive Board for the unexpired term.
In the event of a vacancy in the presidency, the Vice President of Fundraising shall assume the duties of the President. In the event of a vacancy in the co-presidency, the Vice President of Fundraising shall assume the duties of Co-President. In the event of a vacancy in both the office of President and the Co-President, the Vice President of Fundraising shall assume the duties of the President and the Vice President of Membership shall assume the duties of the Co-President.

Article VI - Duties of Officers

Section 1. President

Under organization form ''Option A'' as set forth above, the President shall preside at all meetings of the Organization and the Executive Board, and shall perform such duties as may be prescribed in these By-Laws or assigned by the Organization by the Executive Board and shall coordinate the work of the officers and Committees of the Organization in order that the Objectives in Article II may be promoted. Responsibilities include oversight of the Special Grants Committee and the Hospitality Committee.
Under organization form ''Option B'' as set forth above, the responsibilities and duties of the President and Co-President shall be divided as they deem appropriate.

Section 2. Vice Presidents

In the absence of the President, a vice president shall be appointed by the President to act as aide and consultant to the President.
The Vice President of Fundraising shall be chairperson of fundraising. Responsibilities include oversight of various fundraisers, book fairs, variety shows, and the Promotional Committee.
The Vice President of Membership shall be the chairperson of membership and volunteer activities. Responsibilities include but are not limited to the directory, maintenance of any digital directory and its accompanying database, the Library Committee, and the Classroom Parent Committee.
The Vice President of Programs shall be chairperson of programs. Responsibilities include but are not limited to the Cultural Arts Committee, family nights, and the Value Development Committee.

Section 3. Recording Secretary

The Recording Secretary shall record the minutes of the Organization and of the Executive Board and shall perform such duties as may be delegated. The Recording Secretary shall be responsible for the By-Laws of the Organization as well as maintaining the charter and all records associated with the Organization.

Section 4. Corresponding Secretary

The Corresponding Secretary shall conduct the correspondence of the Organization as directed by the President, the Executive Board, or the Organization. The Corresponding Secretary’s responsibilities will include oversight of the Sunshine Committee.

Section 5. Treasurer

The Treasurer shall:

Receive all monies of the Organization. Shall keep an accurate record of receipts and expenditures. Shall pay out funds in such a manner as authorized by the budget.
Present a financial statement of accounts at every general meeting of the Organization and at the Executive Board meetings.
Have the Treasurer’s account examined annually by an auditor appointed by the Executive Board.
Complete the annual reporting process.
Be responsible for obtaining and maintaining insurance policies.
Be bonded.

Section 6. All officers shall deliver to their successors all official material no later than August 10th following the election of their successors.

Article VII - Executive Board

Section 1. The Executive Board shall consist of the Officers of the Organization, the Chairpersons of Standing Committees, the Superintendent of Schools, the Board of Education Representative, the Principals, and the Teacher Representatives. The members of the Executive Board shall serve until July 31st, following their successor’s election or appointment.

Section 2. The duties of the Executive Board shall be:

To transact necessary business in the intervals between organizational meetings and such other business as may be referred to it by the Organization.
To create standing committees.
To approve plans of the work of the Standing Committees.
To present a report at the general meetings of the Organization.
To accept and submit to the Organization for adoption a budget of the fiscal year.
To approve bills that exceed the limits of the adopted budget.

Section 3.

General meetings of the Executive Board shall be held once monthly on the first Tuesday of the month during the school year or at any time deemed necessary by the President.
Each member of the Executive Board is expected to attend all Executive Board meetings. Two unexcused absences will warrant dismissal from the Executive Board.
A majority of the Executive Board members constitutes a quorum.

Article VIII - Meetings

Section 1.

General meetings of the Executive Board shall be held once monthly on the first Tuesday of the month during the school year, unless otherwise provided by the Organization.
Special meetings may be called by the Executive Board.
Ten (10) members shall constitute a quorum for transaction of business in the General Meetings of the Organization.
The privilege of holding office, introducing motions, debating, and voting shall be limited to members.
One vote shall be allowed per family.

Article IX - Standing Committees

Section 1. The Executive Board as may be required to promote the Objectives of the Organization shall create standing committees. The addition and/or deletion of standing committees shall be appointed by the President and the current officers of the Organization. Their term shall be for one (1) year.

Section 2. Only members of the Organization shall be eligible to serve as chairpersons or members of committees. No chairperson shall serve more than two (2) consecutive terms, unless deemed necessary by the Officers.

Section 3. The Chairpersons of all standing committees shall present plans of work to the Executive Board, and no committee work shall be undertaken without the approval of the Executive Board.

Section 4. Special Committees shall be appointed by the President as deemed necessary to carry on the work of the Organization.

Section 5. The President shall be an ex-officio member of all committees except the Nominating Committee.

Article X - Membership and Fiscal Year

The membership and fiscal year of the Organization shall be August 1 through July 31.

Article XI - Parliamentary Authority

Robert’s Rules of Order Newly Revised shall govern the Organization.

Article XII - Dissolution

In the event of the dissolution of the Organization, its assets shall be distributed for one of more of the exempt purposes specified in Section 501(c)(3) of the Internal Revenue Code of 1954, as from time to time amended.

Article XIII - Amendments

Section 1. By-laws may be amended at a general meeting by a two thirds (⅔) vote of membership present and voting, provided that notice of proposed amendments shall have been given at the previous meeting.

Section 2. A Committee may be appointed to submit a revised set of By-Laws as a substitute for these By-Laws only by a majority vote at a meeting of the Organization or by a two thirds (⅔) vote of the Executive Board.

Section 3. A Committee should be appointed every five (5) years to review these by-laws.

The Undersigned, President and Recording Secretary of the Oceanport PTO, hereby certify that the above By-Laws were adopted on May 1, 2012 and amended on June 2, 2015 and October 6, 2020.

____________________________

President

____________________________

Recording Secretary