Rochester Memorial School PTO

ROCHESTER MEMORIAL SCHOOL

PARENT TEACHER ORGANIZATION BY-LAWS

I. NAME OF ORGANIZATION

The name of this organization shall be Rochester Memorial School Parent-Teacher Organization,

RMS PTO, or PTO.

II. MISSION STATEMENT

The mission of the Rochester Memorial School PTO is to provide support and

communicate with parents, teachers, students, administrators, and the surrounding community.

The RMS PTO will support relationships between home and school so that parents and teachers

can collaborate in the education of all children. The RMS PTO will promote enriching

experiences that will enhance all children's academic, physical, cultural, artistic, and social

education. The RMS PTO will provide educational programs that work in tandem with parent,

teacher, and community goals and objectives for student learning. The RMS PTO will raise funds

within the organization in order to provide enriching experiences for the entire school community while following the tenets of Section 501(c)(3) of the Internal Revenue Code. The RMS PTO will work with the school to provide quality educational experiences for all children.

III. GOALS OF RMS PTO

To foster a cooperative relationship between parents, teachers, support staff, and school administrators.
To encourage family participation within the school.
To encourage families to volunteer in school and/or on committees.
To plan and carry out special events, of which all monies raised will be used to directly benefit the school and students.
To keep the community informed about the school’s educational programs and district strategic goals.
To respond to family concerns.
To respond to RMS teachers/staff concerns.
To communicate with the Principal.
To encourage community awareness.
To encourage communication between the school and the citizens of the community.
To boost the morale of student and staff at RMS

IV. LIMITATIONS

In order to protect the rights of individuals and ongoing educational programs, the RMS PTO

agrees to abide by the following limitations:

a. It shall not violate the district’s personnel agreements, contracts, policies, or

interfere with the professional performance of the school staff.

b. It shall not infringe on the legal rights of individual students, groups of students,

teachers, parents, or the community.

c. It shall not become involved in, or interfere with, curriculum decisions.

d. It shall not directly, or indirectly, participate or intervene in any way (including

the publishing or distributing of statements) in any political campaign on behalf

of, or in opposition to, any candidate for public office.

V. MEMBERS AND ORGANIZATION

The RMS PTO does not discriminate on the basis of race, color, national origin, age, sex, religion, sexual orientation, homelessness, or disability in admission to access to, treatment in, or employment in its membership.
The RMS PTO shall conduct an annual enrollment of members, but may admit persons to its membership at any time.
The RMS PTO shall be non-commercial, non-sectarian, and non-partisan. The name of the organization or the names of any members in their official capacity shall not be used to endorse or promote a commercial concern or be used in connection with any partisan interest.

VI. MEETINGS

GENERAL MEETINGS: General meetings shall be held once monthly during the

school year. The dates will be determined by the Executive Board and posted on

the PTO website.

SPECIAL MEETINGS: Any member of the PTO Board, as necessary, may call

special meetings with two (2) days notice.

EXECUTIVE MEETINGS: Executive Meetings may be called by any member of

the Executive Board and must be attended by the Treasurer and

one Mediator in order for any actions to be taken. Executive meetings shall be

called only in the event of extreme urgency. No votes taken in executive meetings

will approve an expenditure of more than $1000.

GENERAL MEETING RULES:

All meetings will be run by the PTO Executive Board.
Meetings shall be governed by “Robert’s Rules of Order” where applicable.
All meetings will be posted in the PTO newsletter, on the PTO website, and on all PTO social media.
Meeting dates may be changed with seven (7) days notice and posted on the PTO Website and social media.
QUORUM: A majority of the Executive Board (4/7) and the majority vote of those members attending a regular or special meeting shall be sufficient to complete a transaction of business for the organization.
Meetings may be held on Zoom or a similar platform.

VII. GENERAL MEMBERSHIP POLICIES

Voting members of the PTO include the following:
Each voting member has the right to one vote.
Each voting member has the right to propose motions.
Motions are passed by a simple majority vote.
Amendments to approved by-laws shall be presented to/at the PTO General Membership monthly meeting.
Proposed amendments will be voted on/adopted with a simple majority vote of those members present at the following PTO General Membership monthly meeting.
All volunteers will need to have a CORI check. These will be processed by Rochester Memorial School.

VIII. RESPONSIBILITIES/DUTIES OF GENERAL MEMBERS

To attend meetings.
To elect PTO officers in May of every other year.
To participate in school activities, committees, events, fundraisers, and educational programs sponsored by the PTO.
To provide input and vote on expenditures of funds earned by the PTO.
To share ideas and concerns relating to PTO sponsored events.
To review and approve the by-laws at the first meeting of each year.

IX. EXECUTIVE BOARD and TERMS OF OFFICE

a. The PTO Executive Board will consist of seven (7) members;

i. Parent President

ii. Teacher President

iii. Treasurer

iv. Recording Secretary

v. Technology Coordinator

vi. Fundraising Coordinator

vii. Event Coordinator

b. All Executive Board members will have equal voting rights and be responsible for

attending all meetings. The Recording Secretary will be responsible for recording the meeting minutes.

c. All elected officers must have a child currently enrolled at or be a staff member at

Rochester Memorial School.

d. Nominations will be accepted for all of the above listed positions prior to the

election of office at the May PTO General meeting. No person shall be elected to

an office without his or her consent.

e. Election of officers shall be conducted by written ballot or voice vote at the May

PTO General meeting by a simple majority vote.

f. Newly elected officers of the RMS PTO shall assume the responsibilities of their

offices following the adjournment of the June PTO General meeting.

g. In the event any current elected officer no longer has a child enrolled at Rochester

Memorial School, for any reason, said officer will be considered to have resigned,

and that Executive Board position will be considered vacant. The vacant position

can be filled according to the provisions listed below.

1. Any vacancy occurring in an office shall be filled, for the remainder of the term,

by a person(s) elected by a simple majority vote of the PTO Executive Board.

X. RESPONSIBILITIES/DUTIES OF THE EXECUTIVE BOARD

a. All board members are expected to attend scheduled Executive Board and

General Membership meetings.

b. The Executive Board has the power to act in an emergency without the consent of

the PTO general members.

d. All Executive members have the right to propose motions.

e. All officers have the right to one vote.

f. To review and approve the budget and by-laws at the first meeting of each PTO

term.

g. To collaborate with active councils and committees working within the school.

h. Upon completion of term, the member must turn over all relevant documents and

information to incoming Board members.

XI. FINANCES

a. The fiscal year of this organization shall begin on July 1 and end on the following

June 30.

b. The RMS PTO Treasurer shall keep accurate records of disbursements,

income, and bank account information.

c. All committee chairs shall keep receipts and records of financial needs and uses

for the Treasurer or will not be reimbursed.

d. The Treasurer shall prepare a financial statement at the end of the year

to be reviewed by an accountant.

e. Upon dissolution of this organization, after paying or adequately providing for the

debts and obligations of the organization, remaining assets shall be distributed in

the following manner:

i. An amount (if available) to cover one field trip, including bus, per grade for the current

fiscal year.

ii. Any remaining funds will be transferred equally to PTOs and Booster Clubs at ORRJHS

and ORRHS

f. DIRECTED DONATIONS: RMS PTO reserves the right to decline monies from

“directed donations” that do not meet the mission of the RMS PTO.

g. ADMINISTRATIVE PURCHASES: Necessary administrative purchases for

committees and executive board members that exceed $100 must be voted on at a

general meeting prior to reimbursement. For less than $100 prior approval by 3

board members is sufficient. Excludes amount approved in yearly budget.

h. All requests for funds will be made through the “Funds Request Form” available

on the PTO website. Person requesting funds will need to be present at a PTO meeting at least 30 days prior to when funds are needed.

i. The Treasurer and one president will have their names on the PTO bank account.

j. All purchases must be conveyed to the treasurer within two (2) days.

XII. CONFLICTS OF INTEREST

RMS PTO adopts the Conflict of Interest Policy from IRS Form 1023 Instructions (Appendix A)

XIII. AMENDMENTS

Request for a bylaw change can be made at any meeting. Bylaw changes will be incorporated at

the regularly scheduled June meeting by a 2/3 vote of members in attendance.

XIV. ONLINE USE

a All online accounts for PTO use (email, facebook, etc.) must be established using

the PTO email address (pto@rmspto.com).

b. All members of the Executive Board will have the log in information for all PTO

accounts.

c. Passwords should be changed yearly or with any change in board members.

d. All social media use shall be undertaken or approved by an executive board

member and must follow the guidelines outlined in Appendix B.

e. All executive board members will use their assigned rmspto.com email address

to conduct PTO business to assure a smooth transition at the end of their term.

XV. DISSOLUTION

This organization may be dissolved with previous notice (14 calendar days) and a majority vote

of those present at the meeting. (See article XI, section e)

THE PTO EXECUTIVE BOARD

The PTO Executive Board will consist of eight (8) members;

Parent Administrator (President)
Teacher Administrator (Co-President)
Treasurer
Recording Secretary
Fundraising Coordinator
Event Coordinator
Technology Coordinator

Responsibilities

Attend all PTO meetings.
Coordinate committees.
Coordinate summer budget and planning meetings.
Be involved with at least one event or committee per school year.
Is responsible for reviewing and signing all contracts with outside vendors.

EXECUTIVE BOARD RESPONSIBILITIES

I. PARENT PRESIDENT

The Parent President will be a member of the Executive Board.

Responsibilities:

Be the voice of the parents/families of RMS.
Prepare agenda prior to meetings.
Attend local and district school committee meetings, as necessary.
Confer with Principal as necessary.
General overseeing of the RMS PTO to assure we are abiding by Federal, State, and School District Rules.

II. TEACHER PRESIDENT

The Teacher President will be a member of the Executive Board.

Responsibilities:

Work with teachers and staff to assess their needs.
Prepare agenda prior to meetings.
Attend local and district school committee meetings, as necessary.
Confer with Principal as necessary.
General overseeing of the RMS PTO to assure we are abiding by Federal, State, and School District Rules.

III. TREASURER

The Treasurer will be a member of the Executive Board.

Responsibilities:

Responsible for all PTO checking accounts.
The treasurer and parent president’s name shall be on the PTO bank accounts.
The treasurer and a sixth grade teacher’s name shall be on the 6th grade account.
Receive and deposit all money.
Pay out funds in accordance with the approved budget or as authorized by the Executive Board.
Prepare, along with the Executive Board, the yearly budget for the new school year.
Present budget and financial report to the Executive Board and General Membership meetings for approval.
Keep an accurate record of receipts and expenditures.
Prepare year-end financial statements for accountant.
Ensure taxes are filed in a timely manner.
Monitor and renew tax-exempt status.

IV. RECORDING SECRETARY

The Recording Secretary will be a member of the Executive Board.

Responsibilities

a. Taking of meeting minutes at all PTO meetings.

b. Send and respond to all correspondence in a timely manner.

c. Transcribe and post meeting minutes to the RMS PTO’s google drive in a timely manner.

V. FUNDRAISING COMMITTEE

The fundraising committee will be chaired by a member of the RMS PTO Executive Board. Sub-committees may be created as needed.

Responsibilities

This committee is responsible for finding, researching, and presenting new fundraising ideas to the executive board and general PTO membership.
All NEW events and fundraisers must be approved by the RMS School Committee.
All contracts must be submitted to Executive Board for review and signing. All contracts must be signed by two (2) members of the Executive Board
Maintain and help promote standing fundraisers (ie: Box Tops for Education) and keep up to date with changes in the programs.
Create ‘Volunteer Forms’ on Membership Toolkit to ensure adequate help at all events.
Maintain details of all aspects of event planning and submit reports to Executive Board and General Membership upon completion of the event.
Submit building use form (if required) in a timely manner.
Report progress at PTO Executive Board and General Membership meetings, and as

requested by the Executive Board.

VI. EVENT COMMITTEE

The event committee will be chaired by a member of the RMS PTO Executive Board. Sub-committees may be created as needed.

Responsibilities

This committee is responsible for finding, researching, and presenting new fundraising ideas to the executive board and general PTO membership.
All NEW events and fundraisers must be approved by the RMS School Committee.
All contracts must be submitted to Executive Board for review
and signing. All contracts must be signed by two (2) members of the Executive Board
Maintain and help promote standing fundraisers (ie: Box Tops for Education) and keep up to date with changes in the programs.
Create ‘Volunteer Forms’ on Membership Toolkit to ensure adequate help at all events.
Submit building use form (if required) in a timely manner.
Report progress at PTO Executive Board and General Membership meetings, or as requested by the Executive Board.

VII. TECHNOLOGY COORDINATOR

The Technology Coordinator will be a member of the Executive Board. Sub-committees may be established as needed.

Responsibilities

Maintain the RMS PTO website and Facebook page.
Coordinate with other board members and committees to keep all event dates and information up-to-date.
Create calendars, flyers, and events as needed. Make sure they are approved by the Superintendant’s office before they are posted to the FB Group or Website.
Create a monthly newsletter.

REMOVAL FROM OFFICE

a. Removal from office may occur by a majority vote of the Executive Board.

b. A Board Member or Committee Chair could be subject to removal at any such

time that he or she fails to perform assigned duties, is corrupt, or any act/behavior

that brings dishonor to, or negates, the purpose and/or goals of this organization.

c. Removal shall take place only after the board has met in an effort to assess and

discuss the problem and all attempts have been made to resolve the issue.

Appendix A - Conflict of Interest Policy

Article I Purpose

The purpose of the conflict of interest policy is to protect this tax-exempt organization's (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II Definitions

1. Interested Person

Any director, principal 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.

[Hospital Insert – for hospitals that complete Schedule C Ifa person is an interested person with respect to any entity in the health care system of which the organization is a part, he or she is an interested person with respect to all entities in the health care system.]

2. Financial Interest

A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement,

b. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or

c. 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 Article III, Section 2, 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.

Article III Procedures

1. 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 directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists

After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest

a. An interested person may make a presentation at the governing board or committee meeting, 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.

b. The chair person of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

c. After exercising due diligence, the governing board or committee 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.

d. 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 directors 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.

4. Violations of the Conflicts of Interest Policy

If the governing board or committee has reasonable cause to believe a member has failed to

a. 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.

If, after hearing the member's response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV Records of Proceedings

The minutes of the governing board and all committees with board delegated powers shall contain:

a. Thenamesofthepersonswhodisclosedorotherwisewerefoundtohaveafinancialinterestin

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 governing board's or committee's decision as to whether a conflict of interest in fact existed.

b.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.

Article V Compensation

a. A voting member of the governing 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. 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. No voting member of the governing 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.

Article VI Annual Statements

Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:

a. Has received a copy of the conflicts of interest policy,

b. Has read and understands the policy ,

c. Has agreed to comply with the policy, and

d. Understands the Organization is charitable and in order to maintain its federal tax exemption it

must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Article VII Periodic Reviews

To ensure 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. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm's length bargaining.

b. 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 inurnment, impermissible private benefit or in an excess benefit transaction.

Article VIII

Use of Outside Experts

When conducting the periodic reviews as provided for in Article VII, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted.

Appendix B - Social Media Guidelines

The goal of social media use by the RMS PTO is to share information and tips, update the community on events and programs, and showcase the achievements of students, teachers, parents, and other community members. Community rules will be posted on any RMS PTO run social media accounts.

Community Rules

We encourage you to ask questions and share information.
We request that you keep discussions focused directly concerning our school community.
We encourage posts that highlight our community’s accomplishments and constructively raise issues for discussion.
When posting, please use appropriate language.
If you choose, you can post photos of your children at school events. Do not post photos of other children. Do not screen shot or save pictures from this page if you did not post them. If you have any questions about posting a particular photo, please check with the group administrator.
Do not post about concerns, problems, or conflicts with individual teachers, administrators, students, or parents.
We will immediately delete posts that in any way put down or discriminate against individuals.
Online threats will be taken seriously, and proper authorities will be immediately notified.
Do not post information commonly understood as confidential, such as student grades.
Any inflammatory statements that make allegations against individuals or organizations will be deleted.
Keep in mind what you post is public information and will live on forever on the interwebs.
Any advertising for businesses is not allowed.
Do not publish content as your own that has been created by someone else.
The PTO board and PTO Facebook administrators reserve the right to delete comments and block users who are not following the rules stated above.

**updated April 2, 2025**