Parent Teacher Organization (PTO)

Looking for a fun, creative way to celebrate your student or share a special message with our school community? Rent the C.B. Eller Spirit Rock! Show off your Trojan Pride and make someone’s day extra special!

 

Perfect For:

• Birthdays & Milestones

• Student Achievements & Academic Accomplishments

• Teacher & Staff Appreciation

• Good Luck Messages for Games & Events

• Showing School Spirit

How to Reserve Your Date: Spaces fill up quickly! For availability, guidelines, and reservation details, contact the PTO today by emailing [email protected]

Let’s fill our school grounds with Trojan pride and colorful messages all year long! Trojans LEAD the Way!

CB Eller Elementary PTO 

Parent Teacher Organization Bylaws 

ARTICLE I: NAME 

This organization shall be known as the CB Eller Elementary School Parent Teacher Organization, hereafter referred to as the PTO. CB Eller Elementary shall be referred to as CBE. 

ARTICLE II: MISSION STATEMENT 

The mission of the PTO is to enhance the instructional program at CBE by: 

• Serving as an active forum to strengthen communication and involvement between school staff, students, families, and the community. 
• Planning and conducting special events and activities. 
• Raising funds to purchase needed school equipment or enhance educational programs. 
• Communicating accurate district and school information. 
• Providing input to the principal’s office regarding school operations, programs, and communications. 
• Responding to individual concerns. 
• Encouraging family and community involvement in the education and success of CBE students. 

ARTICLE III: POLICIES 

• The PTO shall operate for charitable, educational, nonpartisan, non-sectarian, and non-commercial purposes. 
• The PTO shall not discriminate based on age, sex, creed, national origin, or other protected status. 
• The PTO shall operate in accordance with applicable federal, state, local, and school district requirements. 
• The PTO shall maintain financial and organizational practices consistent with the requirements applicable to its tax-exempt status. 
• The PTO shall operate independently from individual political, religious, or commercial interests. 

ARTICLE IV: MEMBERSHIP 

Membership is open to any parent, grandparent, or legal guardian of a student at CBE, as well as all current faculty and staff, who support the mission and policies of the PTO. 

There shall be no annual membership dues required to participate in or become a member of the PTO. All PTO members in good standing shall be eligible to participate in PTO activities and meetings. 

Members shall have voting rights and eligibility to hold office in accordance with these Bylaws and applicable school and district policies. 

ARTICLE V: MEETINGS AND ELECTIONS 

Section A: Executive Committee Meetings 

Executive Committee meetings shall be held throughout the school year as needed and may be called by the President or Principal. Executive committee meetings may be attended by the CBE PTO Executive Officers and the principal. A CBE Staff representative shall be present at all meetings. 

Section B: General Meetings 

The PTO shall hold at least three (3) general meetings during each school year. Dates shall be established by the Executive Committee in coordination with the school administration / School Leadership Team 

Additional general meetings may be called by the President or upon request of a majority of the Executive Committee. 

Section C: Elections 

Elections shall take place at the Final General meeting each school year. 

Newly elected officers shall begin transitioning into their positions in May, with their official terms beginning July 1st. 

Section D : Approval of Purchases and Events

Voting on items,events purchases etc will take place during CBE PTO executive board meetings. A simple majority of Executive Committee officers present constitutes approval. Each officer is entitled to one vote. Voting may occur in person or electronically if authorized by the Executive board. Electronic votes must be recorded using the PTO members email address used when applying for membership. 

ARTICLE VI: EXECUTIVE COMMITTEE 

Section A: Composition 

• President 
• Vice-President 
• Treasurer 
• Secretary 
• Two (2) Parent Representatives 
• One (1) Staff Representative 
• CBE Administrator (Principal) 

Section B: Elections and Terms 

• Officers shall be elected for two-year terms. 
• Officers may serve consecutive terms if re-elected. 
• Officers should participate in the transition and orientation of newly elected officers. 
• If an officer voluntarily leaves office at the end of the school year, the remaining elected officers shall move up to fill the next available officer position in the following order of succession: 
• The resulting Secretary vacancy shall be filled by election or appointment by the Executive Committee. 
• If an officer position becomes vacant during the school year, the Executive Committee may vote a qualified PTO member to fill the position until the end of the school year.
• If a position remains unfilled, the Executive Committee may temporarily reallocate the duties of that position. 

Section C: Officer Removal 

An officer may be removed from office for repeated failure to perform their assigned duties, misuse or mishandling of PTO funds, violation of these Bylaws, serious misconduct, or other actions determined to be harmful to the PTO. 

Before removal, the officer shall be informed of the concerns and given an opportunity to respond. 

Removal shall require a two-thirds vote of the Executive Committee, excluding the officer whose removal is being considered. 

ARTICLE VII: DUTIES OF OFFICERS 

President 

• Prepare agendas with the Principal.
• Convene and preside at meetings. 
• Facilitate group discussions. 
• Call for committee members and volunteers as needed. 
• Review meeting minutes. 
• Work closely with the Principal in matters that relate to the PTO. 
• Orient the incoming President. 
• Plan the annual PTO calendar. 
• Work closely with the Treasurer on all PTO financial matters, including budgets, expenditures, fundraising proceeds, payments, and financial planning. 
• Have their name listed as an authorized signer on the PTO bank account. 
• Sign all PTO checks jointly with the Treasurer. 
• Ensure that PTO activities and expenditures are consistent with the approved mission, budget, and bylaws
• Hold all officers accountable for adherence to bylaws and the mission of the PTO. 

Vice-President 

• Serve as liaison to all PTO committees. 
• Assist the President and act in their absence. 
• Coordinate special projects. 
• Assist with PTO events and volunteer coordination. 

Secretary 

• Attend and record all meetings. 
• Submit minutes to the Principal, President, and membership. 
• Assist with correspondence and communications. 
• Maintain a current list of officers and committee members. 

Treasurer 

• Receive, process, and deposit all PTO funds with the President. 
• Keep accurate financial records and maintain a paper trail for all transactions using a digital spreadsheet that is shared with the Executive officers and Principal. 
• Make payments as authorized. 
• Report the financial status of the PTO at meetings. 
• Reconcile PTO accounts monthly. 
• Prepare and present an annual budget for approval. 
• Maintain records of fundraising income and expenses. 
• Work closely with the President on all PTO financial matters. 
• Have their name listed as an authorized signer on the PTO bank account. 
• Sign all PTO checks jointly with the President. 
• Maintain accurate documentation for all financial transactions. 
• Ensure PTO funds are used only for authorized PTO purposes. 
• Send the Bank Statement to the Principal each month. 

Parent Representatives

• Serve as a liaison between the Executive Committee and families. 
• Bring parent and family feedback to the Executive Committee. 
• Assist with planning and executing PTO events. 
• Assist with recruiting volunteers and PTO members. 

Staff Representative 

• Serve as a liaison between the Executive Committee and faculty/staff. 
• Provide staff input regarding PTO activities and programs. 
• Assist with planning and executing PTO events. 
• Help facilitate communication between the PTO and school staff. 

CBE Administrator 

• Be the Principal of CBE or the Principal’s designated representative. 
• Assist the PTO in enhancing the instructional program. 
• Serve as a resource and liaison between the PTO and school administration. 
• Help ensure PTO activities comply with applicable school and district policies. 

Attendance 

Executive Committee members are expected to attend all Executive Committee and general PTO meetings applicable to their position. 

An absence from two consecutive Executive Committee meetings requires an explanation to the President. A third consecutive unexcused absence may be grounds for removal from office in accordance with the officer-removal provisions of these Bylaws. 

ARTICLE VIII: FINANCIAL MANAGEMENT 

Section A: Financial Oversight 

The President and Treasurer shall work together to oversee all PTO financial activities. 

Both the President and Treasurer shall be authorized signers on the PTO bank account, and their names shall be maintained on the account as authorized by the financial institution. (2 People to count all money, 2 people Sign on deposit slip 2 people to sign the Receipts for purchases).

Section B: Checks 

All checks written from the PTO account shall require both the President’s and Treasurer’s signatures. Neither the President nor Treasurer shall sign a blank check. 

Section C: Expenditures 

PTO funds shall be spent only for purposes consistent with the PTO mission and approved activities. Expenditures that are included in the approved annual budget may be authorized in accordance with the budget. 

Any significant expenditure that is outside the approved budget or that exceeds $500 shall require approval by the Executive Committee before payment is made. 

Section D: Financial Records

The Treasurer shall maintain accurate financial records, receipts, invoices, deposit records, check records, and other documentation supporting PTO transactions. 

The financial records shall be available for review by the Executive Committee and as otherwise required by applicable law, school district policy, or the PTO’s tax-exempt requirements. 

A digital spreadsheet of financial transactions shall be kept and shared with the Executive Committee and the Principal. 

ARTICLE IX: PTO EVENTS, OUTREACH, AND RECRUITMENT 

The PTO may conduct informational and recruitment activities designed to increase family, staff, and community involvement. 

With approval from the CBE Principal or school administration, the PTO may establish an informational table or booth at school events, including Open House, orientation events, family nights, or other school-approved activities. 

The PTO may use these opportunities to: 

• Provide information about the PTO and its mission. 
• Recruit new PTO members. 
• Recruit volunteers. 
• Recruit individuals interested in serving on the Executive Committee or as Parent Representatives. • Provide information about upcoming PTO activities and fundraisers. 
• Share approved PTO communications and informational materials. 
• Provide opportunities for families to ask questions and learn how they can become involved. 
• All PTO outreach activities conducted on school property shall follow applicable school and district policies.

ARTICLE X: TERMS OF OFFICE 

Executive Committee officers shall serve Two -year terms beginning July 1st and ending June 30th. 

It is recommended that Officers not serve a term exceeding two years in the same position, but terms may be extended by majority vote. 

Parent Representatives and Staff Representatives shall serve terms established by the Executive Committee and may be reappointed or re-elected as appropriate. 

ARTICLE XI: METHOD OF AMENDMENT 

These Bylaws may be amended by a two-thirds vote of members present at any general meeting, provided the proposed amendment has been submitted in writing to the Executive Committee at least thirty (30) days prior to the meeting at which the amendment will be considered. 

ARTICLE XII: CONDUCT 

PTO members may not libel or defame the PTO, Executive Board, School Administration, any school employee the Wilkes County Board, Individual school board members, the school system, or students. Negative talk,gossip, profanity, and overall negativity will not be tolerated, including any verbal or written communication VIA in-person conversations, via social media, through media outlets, or by any other means. 

Any member or guest whose conduct is disruptive, inappropriate, threatening, slanderous or otherwise inconsistent with the mission and purpose of the PTO may be asked to leave a PTO meeting or event. 

If necessary, the matter may be referred to the CBE Principal or appropriate school administration. 

The PTO shall strive to maintain a respectful, welcoming, and family-friendly environment for all members, staff, and guests. 

ARTICLE XIII: DISSOLUTION 

In the event of dissolution, all remaining PTO funds and assets shall be transferred or donated to CB Eller Elementary School, or otherwise distributed in accordance with applicable law and school district requirements.