Santa Fe School PTSO bylaws

I.                   Name

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. are five dollars for a family and three dollars for a single membership.

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 two 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 meetings.

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 President.

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

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. Nominated persons will be voted upon at the April meeting.

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 election.

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, 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.     Consignment

1.      The Consignment committee is responsible for conducting the Consignment Sale. This includes getting clothing for sale,sending out notices, setting up and running the sale, and the pick-up of any donated items.

                                                           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.     Fun Run

1.      The Fun Run committee is responsible for conducting the Fun Run in the spring. This includes obtaining business sponsorship prior to the event, setup and cleanup of the event, and running the event.

                                                            v.     Refreshment

1.      The Refreshment committee is responsible for providing 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 P.T.S.O.

                                                         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 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 membership.

c.      Order of Business

                                                              i.     The Executive Board will prepare the agenda for the meetings. Agendas will be given out at the beginning of each meeting. The Executive Board reserves the right to change the format of the meetings if deemed necessary. 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 Tuning (not to exceed two per year)


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.      Spell-A-Thon

4.      Local Restaurant Dining Night(s)

d.     Amendments

                                                              i.     The bylaws may be amended or revised at any Regular Membership meeting 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, as well as the school’s website.)