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PTO Bylaws

Article I: Name

The name of this Organization is Western Albemarle High School Parent-Teacher Organization (P.T.O.).

Article II: Articles of Organization  

The Organization exists as an association of its members.

Article III: Objects of the Organization

To support students, faculty, staff, and parents in matters related to the educational experiences of students at Western Albemarle High School (W.A.H.S.). Support will be provided in, but not limited to, the following areas: communication, promoting school spirit, enhancing and expanding learning opportunities and quality, enhancing self worth, and promoting ethical character.

Article IV: Policies

Section 1: Educational Nature

The program of this organization shall be educational and shall be developed through committees, projects, and meetings.

Section 2: Advisory Nature

This organization shall not seek to direct the administrative activities of the school or control its policies, nor shall it seek direction or control of its activities by the administration.

Section 3: Political Nature

The name of this organization or the names of any members in their official capacities shall not be used in connection with any commercial concern or with any partisan interest.

Article V: Membership

Section 1

Any parent, grandparent, legal guardian, administrator, or faculty member of Western Albemarle High School may become a voting member of this Organization by completing a membership form. Membership shall be available without regard to race, color, creed, religion or national origin.

Section 2

The Organization shall conduct an annual enrollment of members; however, persons may be admitted to membership at any time. Further membership requirements may be recommended by the P.T.O. Board.

Article VI: Officers  

Section 1

  • Each officer of the P.T.O. shall be a member of the P.T.O.
  • The officers of this Organization shall be a President, Vice-president, Secretary and Treasurer.
  • Officers shall be elected by a majority of members present at the last scheduled board meeting of the school year.
  • Officers shall assume their official duties on July 1 of their election year and shall serve for a term of one year and until their successors take office.
  • A person shall not be eligible to serve more than two consecutive annual terms in the same office.

Section 2

  • There shall be a Nominating Committee consisting of at least three members to be appointed in March. The Nominating Committee shall elect one of its members to be Chairperson.
  • Willingness-to-Serve Notices are to be sent out or posted on the P.T.O. website by April of the election year.
  • The Nominating Committee shall nominate one eligible person (or job sharing co-persons) for each office. Additional nominations will be taken from the floor at the voting meeting.

Section 3

  • In the event of misconduct of any Officer/Executive Board Member (see Article VIII), the remaining members of the Executive Board reserve the right to remove that member from office by a majority vote of the remaining members of the Executive Board.
  • A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board, notice of such election having been given.

Article VII: Duties of Officers  

Section 1

  • The President shall preside at all meetings of the P.T.O. and Executive Board (see Article VIII) when present, shall perform such other duties as may be prescribed by the Executive Board, and shall coordinate the work of the officers and committees of the Organization in order that the Objects may be promoted.
  • The President, or designee, will be present and will give a P.T.O. briefing as requested at official public functions of the school.

Section 2

The Vice-president shall act as aid to the President and shall perform the duties of the President in the absence or disability of that officer to act and shall perform such other duties as may be prescribed to him or her by the Executive Board.

Section 3

  • The Secretary shall record the minutes of all meetings of the Executive Board. The Secretary shall post on the organization’s website (www.wahspto.com) and make available copies of the minutes no later than two weeks following a meeting. The minutes shall be formally submitted and approved by the Executive Board at the next scheduled meeting.
  • The Secretary shall manage public relations, publish an Organizational newsletter, if requested, and perform such other duties as delegated.

Section 4

  • The Treasurer shall keep a full and accurate account of receipts and expenditures, and shall request disbursements from the W.A.H.S. bookkeeper in accordance with the approved budget, as authorized by the Executive Board. The Treasurer shall present a financial statement at every meeting of the Organization and at other times requested by the Executive Board.
  • Any reimbursements due the Treasurer must be authorized by the President.
  • Each spring a budget for the next fiscal year should be prepared by the Treasurer and President and other interested parties as appointed by them. The budget is to be approved no later than the first Board meeting of the fiscal year (usually in August) by a quorum vote.
  • The Treasurer’s accounts shall be examined annually by an Auditing Committee of not less than two people, who upon satisfaction that the Treasurer’s annual report is correct, shall sign a statement to that fact. The Auditing Committee shall be appointed by the Executive Board at least two weeks prior to the Annual Meeting.
  • The fiscal year shall run from July 1 to June 30.

Section 5

All officers shall deliver to their successors all official materials no later than ten (10) days after their successors take office.

Article VIII: Executive Board  

Section 1

The Executive Board shall consist of the officers of the Organization, the chairpersons of the standing committees (see Article VIII, Section 2b), the principal of the school (or appointed representative thereof), up to two faculty members, and up to two student representatives. Members of the Executive Board shall serve until their successors take office.

Section 2

The duties of the Executive Board shall be:

  • To meet monthly for the purpose of transacting the business of the Organization and promoting the Objects of the Organization, approve the Secretary’s minutes and the Treasurer’s report, and approve expenditures above the limits of the budget.
  • To approve and appoint standing committees as it may deem necessary to promote the Objects and carry on the work of the Organization. Standing Committees may include—but are not limited to—Communications, Special Programs, Fundraising, Teacher Appreciation, Guidance Support, Volunteer Coordinator, Parent Council Representative. The term of each chairperson shall be one year. The chairperson of each standing committee may appoint members of that committee. Each chairperson and member of a standing committee must be a member of the P.T.O. Standing committee chairpersons are to make a report of activities at monthly P.T.O. Executive Board meetings.

Article IX: Meetings

Section 1

The regular monthly meeting day and time shall be fixed by the Executive Board at the first meeting of the fiscal year.

Section 2

A minimum of five Executive Board members, present at a given meeting, shall constitute a quorum. Items will pass only with a majority vote. All votes ending in a tie shall be tabled to the next scheduled meeting for a new vote.

Section 3

Special meetings of the Executive Board may be called by the President, or by a majority vote of the members of the Executive Board, and must be reported to all Board members in advance.

Section 4

The annual meeting shall be the last regular scheduled meeting of the fiscal year (usually in May).

Section 5

Robert’s Rules or Order , Newly Revised shall govern this Organization in all cases in which they are applicable and in which they are not in conflict with these bylaws.

Article X: Amendments  

These bylaws may be amended at any regular or special meeting of this organization by a two-thirds vote of the members present and voting, provided, however, that notice of the proposed amendment shall have been given at the previous meeting and posted on the Organization’s web site at least two weeks prior to the vote.

These bylaws were approved at the regular meeting of this P.T.O. on this 14 th day of May in the year 2007.

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