Santa Fe School PTSO bylaws

a. The Santa Fe Parent Teacher Organization (P.T.O.) changed its name to the Santa Fe
Parent Teacher Student Organization (P.T.S.O.) in September 2000.
II. Objective
a. The purpose of the Santa Fe P.T.S.O. is stated in the following objects:
i. To promote and contribute to the welfare of children and youth in the home,
school and community.
ii. To promote a positive atmosphere of respect, effort and cooperation
iii. To enhance school spirit and create a bond between the schools and the
community, young and old.
iv. To aid in communication between the home and the school, by fostering a
working relationship in partnership with teachers, staff, parents and students.
III. Membership
a. Membership is open to all parents, grandparents, students, community members,
teachers and staff of the school. Dues to join the Santa Fe P.T.S.O. were waived via a
majority vote in both the March 2016 and May 2016 meeting. This was passed with the
hope of eliminating any financial burden membership dues may cause, and to ignite
program involvement. However, membership should be documented with a renewal
form each year. Additionally, while dues are not necessary for membership a
“Contributions welcome” clause should be stated on each membership form to promote
donations from families and/or individuals who would like to further support such.
IV. Officers and Duties
a. Titles
i. The offices of the Santa Fe P.T.S.O. will consist of a President, Vice President,
Secretary and Treasurer. The officers will consist of one faculty/staff members
(when possible) and three parents.
b. Terms
i. An officer can only serve two consecutive terms in one office. At the end of an
officer’s first year, a nominating committee will determine whether or not the
current officer(s) will be retained (See Nominating Procedure Article IV, Section
D). A term is one year.
c. Duties
i. The Santa Fe P.T.S.O. officers will chair one committee during his/her term(s).
All officers will assume additional responsibilities as needed.
1. President
a. The President presides over the regular and special called
2. Vice President
a. The Vice President assists the President. He/She assumes the
role of President at the meetings in the absence of the
3. Secretary
a. The Secretary is responsible for obtaining Central Office
approval on all events or fundraisers two to three weeks prior
to the occasion. He/She is also responsible for keeping the
minutes of the meetings.
4. Treasurer
a. The Treasurer must be a parent of the school. He/She is
responsible for keeping the financial records of the Santa Fe
P.T.S.O. and reporting the balance and expenditures to the
membership. The Treasurer files reconciliation forms with the
Central Office following fundraisers and approved events.
5. Staff Representative(s)
d. Nominating Procedure
i. In March, a nominating committee will be formed to decide upon the officers
for the upcoming school year. The committee will consist of two or three parent
volunteers and two or three faculty/staff volunteers. The volunteers will be
obtained at the March meeting. The committee will then decide whom to elect,
and/or whether or not to retain first year officers for another year. Findings will
be shared with the membership at the April meeting; should it take place.
However, should the April meeting not take place, as is possible due to the
amended by-laws which changed meeting schedule from monthly to quarterly,
it will be acceptable to inform members via all means of electronic
communication possible including but not limited to e-mail and/or social media
platforms. Nominated persons will be voted upon at the last meeting of the
school year which is typically held in May.
e. Installation of Officers
i. Officers will be installed at the May meeting. They will assume their positions
and responsibilities at this time.
f. Vacancies
i. The Executive Board will appoint interim replacements for any vacated
positions. These appointments will stay in place until the next scheduled
V. The Executive Board
i. The Santa Fe P.T.S.O. Executive Board will consist of the President, Vice
President, Secretary, Treasurer, Staff Representative(s), President Preterm,
School’s Principal, and a student (if available).
VI. Committees
a. Committees will be established and filled at the August meeting. Members will be
obtained by appointment and on a volunteer basis. The following are standing
committees; however, the Executive Board has the authority to establish other
committees based on necessity.
i. Program
1. The Program committee is responsible for obtaining classes,
organizations, and/or members to conduct a program at each of the
regular meetings.
ii. Middle School Dance
1. The Middle School Dance committee is responsible for conducting the
Middle School Dance. This includes planning the event, setup and
cleanup prior and post the event, and obtaining volunteers to run the
event and help with refreshments.
iii. Fall Festival
1. The Fall Festival committee is responsible for conducting the Fall
Festival. This includes planning the event, setup and cleanup prior and
post the event, and obtaining volunteers to run the event.
iv. Spring Event - Fun Run/Spring Roundup
1. The Spring Event committee is responsible for conducting the Fun
Run/Spring Roundup in the spring. This includes obtaining business
sponsorships prior to the event; t-shirt sales; setup and cleanup of the
event; and running the event.
v. Refreshment
1. The Refreshment committee is responsible for providing for and/or
serving at Santa Fe P.T.S.O. receptions.
vi. Publicity
1. The Publicity committee is responsible for keeping the membership
informed of meetings and other events sponsored by the Santa Fe
vii. Membership
1. The Membership committee is responsible for encouraging and
informing the parents, grandparents, community members, students,
faculty and staff to join the Santa Fe P.T.S.O.
viii. Project Committee
1. The Project committee is responsible for assessing the needs of the
school. They select and prioritize projects needed to meet the objects of
the Santa Fe P.T.S.O. The school’s principal or vice principal will serve on
this committee.
VII. Membership Meetings
a. Regular Meetings
i. The Santa Fe P.T.S.O. will meet quarterly throughout the school year. Dates will
be posted on the school website.
b. Special Meetings
i. Special meetings may be called at the discretion of the Executive Board or
c. Order of Business
i. The Executive Board will prepare the agenda for the meetings. Agendas will
either be given out or posted at the beginning of each meeting. The meeting
shall be brought to order with prayer followed by the Pledge of Allegiance. The
secretary will read the Minutes from the last meeting, followed by the
Treasurer’s report, with any corrections to be addressed. Thereafter, new
business should be discussed. All of the following must be approved with an
affirmative motion, to which must then be seconded, followed with a count of
all in favor and those opposed: Secretary’s Minutes from the last meeting;
Treasurer’s Report; all financial expenditures outside of those defined by
ongoing obligations or fundraisers according to the bylaws; and any change of
business and/or nature that would require the membership vote. Also, the
Executive Board reserves the right to either allow, or deny, an open discussion
questions and/or comments forum at the end of the meeting for member
engagement. Executive Board reserves the right to change the order of the
meetings if deemed necessary. Additionally, the room count will be taken as
parents, students, grandparents, staff, and other members enter the meeting.
All parents, students, grandparents, and teachers will be counted for room
count. The classroom teachers will be given twenty-five cents for every person
attending the meeting and three dollars if they are a division winner. Teachers
must be either present or absent due to a Santa Fe School job related duty to
win the three dollars for room count. The divisions are set up as follows:
elementary – grades preschool through five; middle school – grades six through
eight; high school – grades nine through twelve.
d. Agenda for Meetings
i. The Executive Board will prepare an agenda prior to each regular meeting.
VIII. Standing Rules and Procedures
a. Ongoing Commitments
i. Financial Obligations
1. The Santa Fe P.T.S.O. will fund the following projects with the
stipulation of fund availability. All other expenditures must have the
approval of the majority of the membership in attendance at the regular
or special called Santa Fe P.T.S.O. meeting.
a. Refreshments at Meetings
b. Girls and Boys State Representative
c. Graduation Flowers and Reception
d. Piano Tunings (not to exceed two per year)
e. D.A.R.E Jackets
b. Recognition of School Personnel
i. Teacher Appreciation
1. The Santa Fe P.T.S.O. will recognize teachers and staff during National
Teacher Appreciation Week.
c. Fundraisers
i. The Santa Fe P.T.S.O. will conduct the following fundraisers. All other
fundraisers must have approval of the membership before occurring.
1. Fall Festival
2. Spring Event - Fun Run or Spring Roundup
3. Middle School Dance
4. Local Restaurant Dining Night(s)
d. Amendments
i. The bylaws may be amended or revised at Regular Membership meeting(s) by a
majority vote of the membership present, provided:
1. The proposed change(s) was reviewed and recommended by the
Executive Board.
2. The proposed change(s) has been posted for review by the membership
two weeks prior to the meeting to adopt. (Copies of the proposed
changes will be available for review in the school office, the Santa Fe
PTSO’s Facebook page, as well as the school’s website).
3. The proposed change(s) was voted affirmatively via majority vote at two
consecutive Regular Membership meetings. If the proposed change
does not receive majority vote at both meetings it shall not amend.