Discovery Parent-Teacher Organization - DPTO

By-Laws

ARTICLE 1 – Name and Objectives

Section A The name of this organization shall be the Discovery Parent Teacher Organization of the Discovery School of Tegucigalpa, Honduras, hereafter referred to as the DPTO.

Section B The objectives of the DPTO shall be:

1. Strive to improve communication between parents, teachers, students and the school administration.

2. Build community, both internal (our school community) and external (support community service, build links with Honduran and international communities.)

3. Motivate and support our teachers through Teacher Appreciation initiatives.

4. Raise funds to invest in small purchases, events and activities in support of other DPTO goals.

Section C The DPTO shall be non-sectarian, non-partisan, non-commercial and non-profit in all its relationships.

ARTICLE II – Membership and Dues

Section A. The following are automatically members of the DPTO:

1. Parents whose children are attending the school;

2. Head of School, principals and faculty members;

3. Others whose application for membership has been approved by the DPTO Executive Board (such as alumni)

Section B. Membership Dues/Volunteering

1. All members are asked to pay dues of L. 100 (approximately US$5) each year at the start of the school year. This fee is assessed per child, not per family.

2. Membership fees will be earmarked for schoolwide community events, to be decided at general meetings of the DPTO.

Section C. Benefits of membership

1. Members are invited to attend DPTO meetings and have a voice in planning events/activities as well as decisions about how to invest DPTO funds.

2. All members are welcome to join DPTO community events, to which the membership fees directly contribute.

ARTICLE III – DPTO Executive Board and its Duties

Section A. The administrative powers of the DPTO shall be vested in the DPTO Executive Board.

Section B. The DPTO Executive Board shall consist of one President or two Co-Presidents, the Vice-President, the Treasurer, a Secretary, the Head of School and two Teacher Liaisons. The DPTO Executive Board may decide to include others on the board as it sees fit, such as a Newsletter Editor, a Blog editor/outreach coordinator, a Logowear Coordinator, a School Directory Coordinator, and a Student Representative.

Section C. The DPTO Executive Board shall:

1. Approve DPTO activities and events, and their dates and times;

2. Approve sub-committee plans (if any) prior to their execution;

3. Fill vacancies in any office;

4. Transact necessary business between the meetings of the DPTO;

5. Following its election, develop an operating budget for the school year which:

   1. Determines the planned expenditures;

   2. Includes plans and proposal for fund-raising activities to meet established budget;

   3. Includes a specified “carry-over” allotment for the subsequent Board, as well as funds earmarked to be spent in a prescribed manner;

   4. Presents the operating budget at the DPTO’s October general meeting.

Section D Members of the DPTO Executive Board shall attend all or most DPTO general meetings. If it is necessary for any member to be absent, that member shall:

1. Notify the President(s);

2. Submit a current report to the President(s) prior to the meeting, if appropriate.

ARTICLE IV – Officers/Volunteer Positions and their Duties

Section A – Timeline for Transition of DPTO Executive Board

1. The following officers and volunteer positions for the subsequent school year shall be selected (or in the case of multiple candidates, elected) by mid-May: President, Treasurer, Logowear/Product Coordinator, Directory Coordinator, Welcome Committee Chair and at least one Teacher Representative. Other positions can be filled either at the same time or at the beginning of the subsequent school year.

2. The Head of School will take responsibility for the selection of the two Teacher Representatives.

3. If elections are held, the voting shall be by ballot

4. Officers shall serve for a term of one school year, beginning in June, to enable coordination with outgoing DPTO Executive Board members (particularly those who may be leaving the school).

5. The outgoing board will meet at least one time with the incoming board, at which meeting the outgoing Treasurer shall provide a report of accounts, and the outgoing Secretary a set of general meeting minutes from the DPTO general meetings, and other meetings as appropriate.

6. The incoming DPTO Executive Board will officially assume responsibility as of June 1.

7. Any officer may be re-elected.

Section B - Vacancies

1. A Vacancy occurring in any office, except the office of the President, may be filled by the Executive Board for the unexpired term. If two candidates present for the position, a vote shall be held by ballot.

2. A Vacancy occurring in the office of the President may be filled by one of the other officers with the consent of the DPTO Executive Board, or by election.

Section C The President(s) shall:

1. Work with the DPTO Executive Board to set schedule, venue, and agenda for monthly meetings. Will chair monthly meetings, or else designate a chair;

2. Attend all or most meetings of the DPTO Executive Board (ad hoc meetings as needed, typically every 2-4 weeks);

3. Sign all disbursement vouchers jointly with the DPTO Treasurer;

4. Oversee the execution of all projects undertaken by the DPTO;

5. Be the official representative of the DPTO for the elected period;

6. Keep track of important dates and deadlines (newsletter, board meetings, DPTO led events, sub-committees,) and all reporting or communication that falls under it.

7. Work with the DPTO Executive Board to develop a DPTO calendar of events;

8. Communicate with Head of School and School Board Liaison as needed to keep informed of all DPTO activities;

9. Oversee all activities of committee members and attend those meetings as necessary;

10. Review monthly report from Treasurer to oversee budget;

11. Oversee the recruitment of volunteers for events;

12. Be able and available to work with school on all events and communication (newsletter, emails, event planning);

13. Commit from two to 15 hours a week depending on what events are ongoing;

14. Willing to be the lead on at least one fundraising event, i.e. Fun Run, Taco Sale at Songfest, Movie Night, Picnic Under the Stars.

Section D

The Vice President shall:

1. Attend all or most general public monthly meetings of the DPTO, and assist in the preparation thereof, particularly with setting the agenda and chairing the meeting;

2. Attend all or most meetings of the DPTO Executive Board (ad hoc meetings as needed, typically every 2-4 weeks);

3. Help recruit volunteers for DPTO activities and events;

4. Keeps DPTO bodega (storage room) organized;

5. Commit from two to 15 hours a week depending on what events are ongoing;

6. Serve as representative to the Discovery School Board meetings, as necessary;

7. Willing to be the lead on at least one fundraising event, i.e. Fun Run, Taco Sale at Songfest, Movie Night, Picnic Under the Stars.

Section E

The Treasurer shall:

1. Attend all or most general public monthly meetings of the DPTO, and assist in the preparation thereof, particularly with setting and writing up the agenda;

2. Attend all or most meetings of the DPTO Executive Board (ad hoc meetings as needed, typically every 2-4 weeks);

3. Receive all DPTO related funds;

4. Sign required receipts;

5. Maintain DPTO account and update weekly to have running total available on a weekly basis; 

6. Make monthly DPTO report of expenses and income to present to DPTO Executive Board at monthly DPTO meetings, and to the Discovery School Board via the monthly DPTO report to the School Board;

7. Be proficient in both English and Spanish in order to be able to work with both volunteers and vendors;

8. Work with the Discovery School Finance Office and Head of School to clarify financial policy and procedures, in line with the school's business policies; 

9. Reimburse members for receipts in a timely manner. This requires working with the Discovery School Finance Office as necessary and checking to make sure proper reimbursement is being processed in a timely manner;

10. Work closely with the Head of School and Finance Office Manager, as necessary;

11. Work with vendors to make any purchases DPTO may need, including obtaining price quotes per DPTO policy;

12. Attend most DPTO events and meetings. Helps with events and meeting preparation;

13. Keep cash box and manage cash in box as needed;

14. Maintain a binder and organized records of all DPTO financial transactions;

15. Keep DPTO updated on transactions and any communication needed to process requests, organize events, and move the DPTO agenda forward;

16. In the event that the Treasurer resigns or the office becomes vacant for any reason prior to the expiration of the Term, the out-going Treasurer shall present a full report to the succeeding Treasurer and President.

17. Commit from 5-15 hours per month to DPTO activities.

18. Participate in most DPTO led events (selling tacos, t-shirts) and willing to participate in some sub-committees.

Section F The Secretary shall:

1. Attend all or most general public monthly meetings of the DPTO, and assist in the preparation thereof, particularly with setting and writing up the agenda and minutes of DPTO monthly meetings;

2. Attend all or most meetings of the DPTO Executive Board (ad hoc meetings as needed, typically every 2-4 weeks);

3. Volunteer at all or most DPTO events ;

4. Prepare typed notes from DPTO meetings (general, DPTO Executive Board, and meetings with the Head of School);

5. Prepare a written monthly report of DPTO activities for presentation to the School Board and Head of School;

6. Help recruit volunteers for DPTO activities and events;

7. Maintain the archives of the DPTO;

8. Prepare correspondence of the DPTO under the direction of the President(s);

9. Commit approximately 15-20 hours per month to DPTO activities.

10. Participate in most DPTO led events (selling tacos, t-shirts) and willing to participate in some sub-committees.

Section G Newsletter Editor shall:

1. Use bullet points provided by the President or other DPTO Executive Board members in the preparation of a bilingual newsletter in an attractive presentation on a set deadline (every 2 weeks);

Section H Communication Officer shall:

1. Update the DPTO blog regularly (every 3-7 days) with school announcements, DPTO announcements, photos of school events or class activities; 

2. Post DPTO minutes and other informational documents as appropriate;

3. Communicate with School Administration, as well as teachers, to stay informed about school activities;

4. Get important information translated into both Spanish and English (working with other volunteers);

5. Commit 1-2 hours per week for DPTO communication;

6. Be responsible for the publication of DPTO informational materials at the beginning of the school year;

7. Communicate with School Administration, teachers and DPTO members regularly, which includes but is not limited to the following: check the DPTO email account regularly, maintain and update the DPTO volunteer list, respond to messages and send out announcements to the volunteer list;

8. Participate in DPTO meetings;

9. Frequently visit campus to stay informed about school activities and events, and take photographs (approximately one visit to school per week).

Section I Logowear/Products Coordinator shall:

1. Work with DPTO and Administration on the type of logo wear or other products for the year, and identifies/works with vendor;

2. Work with School and DPTO on communication and dissemination/sales of logowear;

3. Keep current inventory on logowear and other products available throughout the school year;

4. Recruit volunteers to help in inventory and sales of logowear and products;

5. Explore the possibility of opening a DPTO store (with school supplies, T-shirts, water bottles) on the school premises.

This position requires work over the summer and in the first weeks of school.

Section J School Directory Coordinator shall:

1. Coordinate the sale of advertising in the school directory (setting prices, selling ads);

2. Work with the school to obtain names and contact information of Discovery families for publication in the directory;

3. Identify a printing vendor, and oversee the printing process.

This position requires work over the summer and during the first weeks of school.

Section K Welcome Committee Chair shall:

1. Convene a committee in May/June of the school year to prepare activities, materials or programs for new families and teachers joining Discovery school in August. This committee will coordinate with the School Admissions team to reach out to all new families.

ARTICLE V – Meetings

Section A.

1. The DPTO Executive Board shall conduct monthly public meetings in both English and Spanish during the time school is in session;

2. DPTO Executive Board meetings will be held ad hoc as necessary ;

Section B. At the DPTO general meeting in October the DPTO Executive Board presents the calendar of planned activities/events for the year as well as the proposed budget.

Section C. At the DPTO public meeting in May, an annual report shall be presented to the membership and the election and installation of officers takes place.

ARTICLE VI – Fund Raising

Section A. Fundraising policy of the DPTO

1. DPTO raises funds each year to support the Discovery School Strategic Objectives.  All projects should be consistent and contribute positively towards:

1. Driving financial sustainability by increasing income and controlling costs.

2. Improving academic excellence

3. Nurturing and promote professionalism at the school at all levels

4. Creating and promoting a school history

5. Preserving and promoting our international nature

2. While the DPTO considers the School Administration and School Board to have primary responsibility for the school’s financial health, the DPTO seeks to support the school with smaller fundraising activities that can provide funds for needs that would not otherwise be covered by the school budget. The active participation of the School Administrator and two Teacher Representatives on the DPTO Executive Board helps to ensure that spending reflects the priorities of all parties (ideally, the DPTO will also work with student representatives and/or the Student Council as well).

Section B. Donations and Gifts

1. Fundraising targets should be established as early as possible in the school year to facilitate solid planning and implementation. All fundraising goals and results should be communicated widely throughout the school community.

2. DPTO will consider on a case-by-case basis requests for contributions towards school-wide events or initiatives which will have an impact on the school community or student body at-large. Requests must be made in writing to the Head of School, to be shared with the DPTO at least a month before funds are needed.

3. DPTO cannot conduct fund-raising activities for after-school clubs, private activities or individuals, although it may consider conducting joint fund-raising with such groups and share the profits.