Grace Farrar Cole Elementary School-PTO Governing Rules
I. Purpose/Objectives – The role of the PTO is to support the students and teachers of the Grace Farrar Cole Elementary School for their educational needs and to promote communication between parents and teachers and the administration.
II. Membership – All parents and guardians of students attending the Cole School, and all current faculty members will be considered members of the Cole School PTO. All members shall have the right to attend and participate in all meetings and activities of the organization
III. Steering Committee – The operation and activities of the PTO shall be managed by a Steering Committee, made up of at least five members, but no more than nine. As elected members of the PTO, the SC shall meet regularly and conduct necessary business during the intervals between general PTO meetings. Those wishing to address the committee at such a meeting should schedule time in advance. The SC may create standing and special committees. It will approve the plans and work of such committees, present reports and recommendations at general meetings, prepare and submit a budget for approval.
The membership of the SC shall consist of a chairman, co-chairman and treasurer, elected at the first SC meeting of the year. Each SC member will take a turn recording meetings. Regular meetings of the SC shall take place; dates and times should be established at the first meeting of the year. A majority of the regular members of the SC shall constitute a quorum for the transaction of business. Likewise, a majority of members shall be present in order for a vote to be taken.
IV. Treasurer – The Treasurer shall have charge of and will be responsible for all funds of the organization and shall receive and give receipts for monies due and payable to the PTO and shall deposit such funds in a bank(s) as selected by the SC. The treasurer shall make disbursements as authorized by the SC or PTO membership, in accordance with the budget adopted by the members. The treasurer shall present a financial report at each PTO meeting and as requested by the SC. All checks and other orders for the payment of money on behalf of the PTO shall be signed by the treasurer and in her/his absence, another person designated by the SC. No loans shall be made by the PTO to its officers or members, and conversely, no loans may be accepted by the PTO.
IV. General PTO Meetings – General PTO meetings will be held approximately once per month throughout the school year, or as the Steering Committee deems necessary. Meeting times should vary to accommodate parents’ schedules. An agenda should be published by the SC at least 3 to 4 days prior to a scheduled meeting. Meetings shall include a treasurer’s report on finances, committee updates. Votes on expenditures over 500-dollars will be necessary.
These meetings will also include a report from the Principal and teacher representatives. Other appropriate speakers may make presentations with prior SC approval.
Those persons present at a properly called General PTO meeting shall be designated as a quorum. If a decision is necessary for an expenditure or resolution on an issue, a majority vote of the members present shall be required for action to be taken.
Special meetings of the PTO may be called by a vote of the Steering Committee. The time and place of all special meetings should be publicized at least 3 days prior to the meeting.
V. Elections – Nominations for each of the nine Steering Committee positions shall take place in May. Forms will be available on the Cole School web site and sent home via backpack.
Once nominations are submitted, a ballot will be prepared and the election of Steering Committee members shall take place during the last general PTO meeting each year. All members present at the meeting may participate in the voting. In addition to those listed on the ballot, further nominations may be received from the floor.
The nominees receiving the largest number of votes will be elected to the Steering Committee.
VI. Committee Descriptions –Each member of the Steering Committee, will chair or co-chair one of five main PTO committees. Subcommittees are grouped by similar goals.
Fundraising – Subcommittees include Sally Foster Wrapping Paper, Gifting Program, Winter Social, Box Tops for Education, Holiday Wreaths and Poinsettias, and Shopping Nights.
Enrichment – The Committees working under Enrichment are CASP (Cole After School Program), Children’s Programming, Teacher Grants, Winter Fair, Pizza Night and Cole/Vinal Movie Nights.
Public Relations – This committee oversees the development and maintenance of the Cole PTO web site, the annual publication of the Student Directory, newspaper and cable t-v notices and information for the Cole School Times.
Library Enhancement – Room Parents and Library volunteers, Birthday Books, and Summer Reading Program.
Hospitality – Subcommittees include Grounds Enhancement/School Beautification (working closely with the Gifting Subcommittee), Teacher Appreciation Luncheon, Grade Five Celebration, Refreshments for PTO and School Committee outreach meetings.