Article I – Name

This organization’s name shall be the Hillcrest Parent Teacher Organization  (the “ Hillcrest PTO”).

Article II – Purpose

The PTO’s purpose shall be to promote the welfare and advancement of Hillcrest Elementary School (“Hillcrest”) students at home, school and in the community. The PTO will work toward developing cooperation among teachers, parents, and the community and provide Hillcrest students the best opportunities in all areas of their education. The PTO is a non-profit organization and no member receives monetary compensation for any involvement.

Article III – Membership

Parents or legal guardians of a child or children attending Hillcrest shall automatically be granted membership in the PTO. Hillcrest faculty and staff shall automatically be granted membership in the PTO and shall be allowed to participate in meetings, vote, and hold any leadership position, as defined herein.

Article IV – Officers and Elections

Section 1. Officers.  The officers shall comprise the executive board and shall include: president, vice president, secretary, and treasurer. In addition to the duties listed below, each officer will also perform other necessary duties as delegated by the organization leadership.

a. President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees.

b. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president shall also oversee the committees of this organization.  

c. Secretary. The secretary shall keep all records of the organization, record minutes, maintain a record of past meetings for a minimum of 2 academic years, prepare the agenda, manage correspondence, and communicate notices of meetings to the membership. The secretary also keeps a copy of the minutes, bylaws, membership list, and any other necessary supplies, and brings them to meetings.

d. Treasurer. The treasurer shall keep the PTO funds in a financial institution in the name of the Hillcrest PTO and carry out all withdrawals by check. He or she shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present an interim financial statement at every regular meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year. He or she shall prepare and submit the annual proposed budget at the April PTO meeting. 

Section 2. Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before the nomination committee presents its candidates.

Section 3. Nominations and Elections. In March of each year the PTO shall include in the Hillcrest newsletter information regarding open officer positions for the following academic year. The nominating committee shall select a candidate(s) for each office and present the nominees at the April meeting. Only those persons who have agreed to serve as an officer if elected shall be eligible for nomination. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a written ballot vote shall be taken. All officers shall be elected by a majority of the general membership present at the meeting.  Officers can vote in this election, even if serving as a candidate.  

Section 4. Terms of Office. The officers’ terms begin at the May PTO meeting and shall run until the following May. Officers are elected for one-year terms and may serve no more than (2) one-year consecutive terms in the same office, unless voted in by a two-thirds general members majority at the April regular meeting. The candidate seeking more than two consecutive terms may not vote in this election. There is no limit on cumulative terms for a given position.  

Section 5. Removal from Office. Officers can be removed from office by a two-thirds majority vote of those members present at a regular meeting where 14 days notice has been given.

Section 6. Vacancies. If there is a vacancy in the office of president, the vice president will become the interim president. At the next regularly scheduled meeting of greater than 14 days from the vacancy notice, an election will occur to fill the presidency position and/or resulting vacancies if the president position has a candidate currently serving in another executive board position.  

Article V – Meetings

Section 1. Regular Meetings. 
a.The regular meeting of the organization shall be on the same day and at the same time each month, to be determined by the executive board each year.

b. The PTO meeting order of business shall be as follows:
1. Call to order
2. Introduction of guest speaker(s)
3. Review of previous meeting minutes
4. Principal report
5. Officer reports
6. Committee reports
7. Unfinished business
8. New business
9. Adjourn

c. During the course of a PTO meeting, when issues arise that may require a vote of the PTO general membership the voting procedure shall be as follows:
1. Open topic for discussion
2. Close discussion
3. Motion to open for vote or table
4. Motion seconded
5. Vote taken if indicated 

Section 2. Officer Meetings.  Meetings of the officers can be requested by any member of the executive board, and approved by the president.

Section 3. Special Meetings. Special meetings may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 14 days prior to the meeting.

Section 4. Annual Meeting. This meeting includes the annual officer reports, committee reports, election of officers, and conduction of any other business that should arise.The annual meeting will be held during the April regular meeting time.  

Section 5. Quorum. Voting at any general meeting requires quorum.  Quorum for any general meeting requires a majority of non-executive board members present.  For example, if all 4 executive board members are present, quorum necessitates at least 5 general members to also be present, totally a minimum of 9 in this case.

Section 6. Notification of Meetings. The secretary will notify the members of the meeting via email, newsletter and/or social media at least 14 days prior to the meeting.

Article VI – Committees

Section 1. Membership.  Committees may consist of general members and board members, with the president acting as an ex officio member of all committees.  

Section 2. Committee Chair Responsibilities.

a. To oversee all committee tasks to ensure that committee events and activities function smoothly and timely.  

b. To keep records on the template provided by the executive board describing committee activities, detailing how committee tasks were accomplished including feedback as to what committee functions should be continued or discontinued in the future.

c. To give regular reports to the executive board as to progress and status of the committee.

d. To submit an annual report at the April general meeting

e. Shall make every effort to attend all PTO meetings and give pertinent updates.

Section 3. Standing Committees. 

a. Fundraising. The PTO shall sponsor at least two fundraisers each academic year. Fundraisers for the following school year will be decided by April of the current school year. When possible, the following programs should be executed due to their historic success at Hillcrest: Book Fair, Flower Fundraisers(Fall Mums/Spring Flowers), Winter Wreath Sale, Knowledge-A-Thon, Cookies & Colors, Raise Right, Restaurant Fundraisers.

b.  Student Enrichment. The student enrichment subcommittees shall be: Reading Program, Science Fair, Multicultural Event every other year, Fifth Grade Recognition Event.  

c. Social Enrichment. The social enrichment subcommittees shall be: Family Bingo, Family Fun Night, Kindergarten Open House.

d.  School Services. The school services subcommittees shall be: Teacher Conference Dinners, Teacher and Staff Appreciation.

Section 4. Nominating Committee. The nominating committee shall be comprised of five members and shall be appointed by the President with the majority approval of the executive board. A call for volunteers for the committee shall be announced at the February regular meeting. All members of the committee shall be announced at the March regular meeting. The nominating committee shall select a candidate(s) for each office of the executive board and present the nominees at the April regular meeting. The nominating committee shall also select a candidate(s) for committee chair lead to be presented to the executive board for final approval. 

Section 6. Additional Committees. The board may appoint additional subcommittees as needed.

Article VII – Finances

Section 1. The proposed budget shall be presented in April for the following school year and approved at the May meeting by a majority vote of the members present. The proposed budget shall be based on the prior academic year’s project and program expenditures. The officers will consider any changes deemed necessary to the prior academic years’ planned events, fundraisers, or committee spending when finalizing the budget.

Section 2. The treasurer shall keep accurate records of any disbursement, income, and bank account information.

Section 3. The board shall approve all expenses of the organization.

Section 4. The treasurer shall prepare a financial statement at the end of the academic year, to be reviewed by the officers.

Section 5. The fiscal year shall be September 1 through August 31.

Section 6. PTO funds may remain in the treasury for greater than one year.

Section 7. PTO funds allocated to staff or committees can only be spent within the school year given. Carryover of funds by staff or committees will not be allowed.  Unused funds will be returned to the general PTO account at the end of the fiscal year.

Section 8. PTO checks must be cashed within the fiscal year received or will be voided.

Section 9. Non-budgeted requests for funds over $200 must be submitted in written form to the PTO officers. Such requests must have the approval of three officers, and then be approved by a majority of the general membership present at the next scheduled PTO meeting.  Funds may not be expended before officer approval and obtaining majority vote.

Section 10. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the members’ approval, spent for the benefit of the school.

Article VIII – General Policies

The PTO shall not promote, endorse or engage in any religious or political enterprise or campaign. The PTO name or names of any of its officers, as defined herein, in their official capacity shall not be used for any purpose except in connection with the regular work of the PTO. The PTO shall not seek to direct the technical activities of Hillcrest, nor control its policies. The PTO may cooperate with other organizations and agencies involved with child welfare, but persons representing the PTO in such matters shall make no commitments that bind the PTO.

Article IX – Dissolution

The organization may be dissolved following 14 days notice and a two-thirds vote of those present at the meeting.

Article X – Amendments

Amendments to this document may be proposed by any active member of the PTO at any time. At the next regularly scheduled meeting greater than 14 days from the date of the proposed amendment, a two-thirds majority vote of general members is required to approve the proposed amendment.  

*Date of Revision	Proposed By
September 2005
March 2007
November 2018	Sarah Zemple
August 2024	Sybilla Buhr