Colby Village Elementary

PTO EXECUTIVE 2009/2010

The PTO serves to bring together the staff and families of CVES to better our school and community by promoting school spirit and providing many extras for our students through our fundraising efforts. We rely on the school community's generosity in supporting the many initiatives we undertake throughout the school year both in terms of financial support as well as the many hours spent volunteering by our parents. There are many opportunities to volunteer-join one of our event planning committees, volunteer in the library, or help out at one of the many events throughout the year.

Click here for the 2009-2010 PTO BUDGET

Colby Village Elementary School

PTO News

PTO EVENTS & FUNDRAISERS

**Please note that some positions are still vacant.  Please let us know if you are interested in volunteering!**

CONSTITUTION

COLBY VILLAGE ELEMENTARY SCHOOL

PARENT/TEACHER ORGANIZATION

CONSTITUTION

NAME:           Colby Village Elementary School Parent/Teacher Organization (hereinafter referred to as PTO).

PURPOSE:     The purpose of the PTO shall be primarily to:

a)      Promote greater involvement and interest of parent with teacher in the social and academic well-being of children attending this school.

b)      Provide a forum between parent and teacher, community and school, to enable the exchange of ideas and suggestions about educational issues.

c)      Assist or support the school as needs are identified.

**   Any disputes and/or disagreements between individual parents and teachers must be handled on a private and separate basis.  It is not the intention of the organization to become involved in such matters.

CIRCULATION:

The Constitution and By Laws shall be signed in duplicate with one copy retained by a designated member of the executive and the other with the School Principal. 

Each member of the Executive Committee shall be provided with a copy of the Constitution and By Laws prior to the beginning of the Operating Year. The Principal shall also provide a copy of any applicable Halifax Regional School Board Policies pertaining to School Based Funds.

A copy of the Constitution/By Laws shall be posted on the school website for access by parents of the school. The Principal may also post a link to any applicable Halifax Regional School Board Policies pertaining to School Based Funds.

BY-LAWS

I           MEMBERSHIP

Membership of the organization shall be any parent or legal guardian of children attending the school and any staff member of the school.

II         OPERATING YEAR

The operating/fiscal year of the organization shall be the period from October 1 of any year to September 30 of the following year.  This is due to the fact that elections shall be held in September each year with the term of office commencing in October.

III        GENERAL MEETINGS

a)                  FREQUENCY

There shall be a minimum of two general meetings each operating year, one of which shall involve the election of officers of the organization.  Other general meetings shall be held at the call of the executive committee or convened upon the written request of at least ten members.

b)                  NOTICE

1.                  Notice of a general meeting shall be given in writing two weeks in advance.

2.                  The proposed agenda for that general meeting will be given in writing 48 hours prior to that meeting.

3.                  The first General Meeting of the year will include on the agenda the proposed budget for the upcoming school year.  This proposed budget will be prepared by the PTO Executive, Administration, and Teacher Representatives prior to the first general meeting.  This budget will include an outline of the items and explanation for same.  The PTO Executive and Teacher Representatives will seek input from their respective groups prior to said meeting.

c)                  CONDUCT OF MEETINGS

All general meetings shall be conducted in accordance with accepted Parliamentary Procedures.  The Chair of the meeting may vary the procedure with the consent of the majority of the Members present where necessary or practical.

d)                  QUORUM

No business shall be transacted at any meeting of the organization unless there is a quorum of ten members (inclusive of the elected executive), within one half hour from the time appointed for the meeting.

IV        EXECUTIVE COMMITTEE

a)      Membership

1.  Elected:      1.  Two Co-Chairs (Elected in alternating years. The Co-Chair with the greatest amount of time in that position is referred to throughout as the “Senior Co-Chair”.)

2.      Secretary

3.      Treasurer

     Each of which shall be elected at the September General Meeting.

2.  Assumed:   1.   Principal (Ex-Officio)

2.      Teacher Representative

3.      Committee Chairpersons

b)      Duties of Executive

1.      Two Co-Chairs

a)      Chair all General and Executive Meetings

b)      Maintain discipline and order during meetings.

c)      Serve as Ex-Officio member on all committees.

d)      Issues correspondence regarding the PTO.

2.      Secretary

a)      Records the proceedings of all meetings.

b)      Updates PTO section of school website.

c)      Maintains registry of the organization.

3.      Treasurer

a)      Maintains and keeps financial accounts and records.

b)      Prepares financial statements.

c)      Conducts financial transactions.

d)      Co-signs cheques with the Principal.

b)      Duties of Executive – cont’d

4.      Teacher Representative

a)   Shall act as liaison between staff members and PTO.

5.      Committee Chairperson

a)   Shall plan and coordinate his/her individual committee activities.

6.      Principal

a)   Shall act as an advisor.

c)   Meetings of the Executive

1.      Shall be held prior to each general meeting.

2.      Notice of meetings shall be given by the Co-Chairs.

3.      A quorum shall be half of the current Executive Committee.

d)  Terms of Office

1.      A term of office shall be defined as two operating years.

2.      No elected executive officer should serve more than two consecutive terms of office in any one position.

3.      In the event of a vacancy in the position of Co-Chairs, Secretary or Treasurer arising during their term of office, an election for this position will be held at the next general meeting (which may be called, as required).

e)  Election Procedures

1.      Elections shall be held in September each year with the term of office commencing in October.

2.      A Nominating Committee consisting of three persons appointed by the Executive Committee shall be chaired by the Senior Co-Chair.  The duty of this Committee shall be to prepare a slate of officers for election at the September General Meeting.  The elections shall be chaired by the Chairperson of the Nominating Committee.

3.      Any additional nominations or volunteers shall be accepted from the floor.

4.      Voting shall be by secret ballot or show of hands.

5.      Election of the Co-Chairs, Secretary and Treasurer is to be decided by a majority of votes cast.  In the case of a tie, the Senior Co-Chair shall cast the deciding vote.

f)  Funds

1.      The PTO will develop a budget in consultation with the Principal to be approved at the first general meeting in September.

2.      A detailed financial report is to be submitted by the Principal and Treasurer to the executive to close out the year-end.  This report is to be submitted in September of the new year.

3.     
Any expenditure of unallocated funds over $500 must be voted on at a general meeting.

V         STANDING COMMITTEES

Standing Committees of two or more members may be set up or dissolved by the Executive Committee to further the objectives of the organization and to maintain broad active participation and interest in the programs of the organization.

            The following types of Standing Committees are considered valuable for these ends:

1.      Program

2.      Ways and Means

3.      Public Relations

4.      Building and Grounds

5.      Social

6.      Parent Volunteer

7.      Other

Chairpersons of all Standing Committees shall table a brief report of the previous year’s activities of their committee at the September General Meeting and should report on significant events at any other general meeting.

Each Standing Committee shall appoint a chairperson within 30 days of each September General Meeting.

VI        CONSTITUTIONAL CONSIDERATIONS

Notices of motion of proposed change/or amendments shall be posted in the school and on the school’s website at least 15 days prior to any General Meeting.

The mailing address of the PTO is:

COLBY VILLAGE ELEMENTARY SCHOOL

92 COLBY DRIVE

DARTMOUTH, NOVA SCOTIA

B2V 1J7