MAUREEN M. WELCH ELEMENTARY PTO POLICY MANUAL Revised April 2025
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I. GENERAL POLICIES
A. The primary emphasis of the PTO should be focused upon the promotion of the PTO objects and principles, as stated in the attached PTO By-Laws, which are incorporated by reference herein.
1. The PTO will not permit the use of its membership or distribution lists, or any other membership data, for the sale and/or solicitation for products, services, or events that are not otherwise sponsored by the PTO and intended for the direct benefit of MM Welch students and families.
2. Executive Board Members and/or Committee Chair Members shall be prohibited from participating in any Fund-raising and/or non-fund-raising events for profit. As a nonprofit organization, all funds collected by the PTO must be used to support PTO projects, events, and activities for MMW students and their families.
B. Grievance Process
1. In the event of a grievance within the Organization, the grievance shall be filed with the Parliamentarian and/or Executive Board for
consideration and review. The Executive Board and General Board
Members will make a decision regarding the dispute within 1 month of notification of the dispute.
2. All grievances must be submitted in writing and signed by the person submitting the grievance. Any PTO member may file a grievance.
3. All decisions made by the participating Board members are final.
II. RESPONSIBILITIES OF ALL BOARD MEMBERS
A. GENERAL
1. New General and Executive Board members shall receive a copy of the By-Laws and Policy Manual. When the tentative calendar is approved, all Committee Chairpersons shall be responsible for seeing that their activity is reported and approved, on an individual basis, and with
specific detail, at an Executive Board Meeting at least one month prior to the event date.
2. General Board Members must present all materials for general
distribution to either the PTO President or a person designated by the PTO President, for approval prior to duplication and distribution.
3. General and Executive Board members are to maintain a detailed record of their activities. This record shall serve as a reference for future Board members and shall be the property of PTO.
4. The PTO President and Vice President shall be ex officio members of every standing committee, and as such, have a right to request a
record of activity for each committee and participate in the planning of all events/programs.
5. Vacancies shall be filled as stated in the attached By-Laws.
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III. SPECIFIC RESPONSIBILITIES OF EXECUTIVE BOARD MEMBERS A. PRESIDENT
1. Preside at all Executive Board and Board meetings and maintain order using Robert’s Rules of Order (most current edition).
2. Be informed on all communications and committee activities.
3. Coordinate the work of officers and committees.
4. Coordinate a working annual calendar for the PTO.
5. Oversee development of a working budget (with the Treasurers). 6. Collect all materials addressed to PTO and distribute to
appropriate Board members.
7. See that PTO meeting dates are placed on the School District Calendar.
B. VICE PRESIDENT
1. Work in conjunction with the President.
2. Officiate at PTO meetings or other functions where the President is not in attendance.
3. At the President’s request, perform all duties of the President as outlined in the By-Laws and Policy Manual when the President is
unavailable.
4. Coordinate the Back-to-School and teacher appreciation week luncheon. 5. Submit all building use forms for PTO sponsored events and meetings on behalf of the PTO.
6. Complete and submit letter to Principal in August composed of all PTO donations to school in previous year.
C. SECRETARY
1. Record and maintain minutes of all Executive Board and General Board Meetings.
2. Read previous month’s PTO minutes at the current meeting. Compose a newsletter, including information of Welch’s PTO activities, board
meetings and functions.
3. At the PTO’s expense, send all other necessary correspondence and/or points of contact, including thank-you cards, notes, invitations, etc.
D. WEBMASTER
1. Maintain the PTO Website. This includes updating and organizing the website.
2. Create and maintain the online event registrations.
E. TREASURER AND CO-TREASURER
1. Accounts Payable:
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a. Receive invoices, write checks, and file invoices.
b. Prepare a monthly financial statement that contains a list of exact money received and disbursed. Said statements shall be discussed at every meeting; reports shall be available upon request.
c. Itemize fund raising receipts and expenditures and tie out with figures from accounts receivable.
d. Pay bills after verification by committee chairperson’s or officer
incurring expense, and with final approval of the president.
e. Assist President in developing yearly working PTO budget.
f. Work with an organization accountant to file tax returns by yearly deadline.
2. Accounts Receivable:
a. Administer, execute, and supervise the secure receipt, calculation, and final tally of any and all funds received during any PTO fundraiser.
b. Deposit all money within five business days of receipt.
c. Maintain deposit logs for all deposits.
d. Assist President in developing yearly working PTO budget.
e. Must reconcile itemized receipts and present them to Accounts Payable Treasurer for review.
F. Other Responsibilities and Duties of the Executive Board
1. Responsible for preparation of the budget, approving fundraising
ideas, and approving the Treasurer’s annual financial report.
2. Approve the Treasurer’s annual report in May prior to presentation to PTO membership.
3. The annual financial report shall be presented to the general PTO membership in May. At that time a motion will be made to adopt the
financial report.
4. To call for a financial review, conducted by a committee to include the President and Accounts Receivable and Accounts Payable Treasurers, if there is a change in either Accounts Receivable or Accounts Payable Treasure positions.
5. Money collected during or allocated to a fiscal year shall, as nearly as possible, be used to finance the current year’s expenditures. With the exception of specific bequests and donations whose terms and
conditions have been previously set forth in writing, funds that cannot be disbursed as originally designated during a fiscal year may be reallocated at the discretion of the Executive Board, with the approval of the General Membership. An exception may be made for designated special projects, such as for a major purchase, approved by the majority vote of the
General PTO Membership present at the monthly meeting during which the matter is discussed. Such projects may be funded over a period not
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to exceed two years unless extended by approval of the General PTO Membership. (All purchases of materials for curriculum and instruction must reviewed by the principal)
IV. RESPONSIBILITIES OF GENERAL BOARD MEMBERS
A. PARLIAMENTARIAN
1. Conduct yearly review of By-Laws and Policy Manual.
2. Administer Robert’s Rules of Order at PTO meeting when
applicable and necessary.
3. Form a By-Laws committee composed of the Executive Board and to update By- Laws and the Policy Manual as needed.
4. Interpret and enforce the provisions of the By-Laws and Policy Manual as needed.
5. Serve as Chairperson of the grievance process.
6. In the absence of a Parliamentarian due to vacancy of office, the Executive Board members will perform said duties.
7. The Parliamentarian is a non-voting, ex officio member of the Executive Board.
B. FACULTY REPRESENTATIVE
1. Represent the Welch teachers at the Board meetings.
2. Maintain communication between PTO and school staff.
C. Historian
1. Maintain a scrapbook of PTO and school activities.
D. HOMEROOM PARENTS: CHAIRPERSONS (2-3 person committee) 1. Selection Procedure for Homeroom Parents
a. Contact parents requesting volunteers.
b. Collect names of those who volunteer.
c. Ask the teacher if they have a preference for a Homeroom Parent before selection of names. Teachers have the right to choose Homeroom Parent prior to Homeroom Parent Committee Chair selection.
d. Homeroom Parent Chairperson(s) shall obtain last year’s list of
Homeroom Parents and shall compare current volunteer’s names to previous year’s volunteers.
e. Parents who have never been a Homeroom Parent previously, shall be given preference over previous year’s volunteers.
2. Prepare a list of Homeroom Parent’s names and phone numbers for distribution.
3. Prepare a Homeroom Parents Instruction Sheet and provide a copy to each Homeroom Parent at a parent meeting.
4. Be responsible for all activities and functions of the Homeroom Parents as listed on the Instruction Sheet.
5. Provide homeroom parent assistance when requested.
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6. Conduct Homeroom Parents meetings as necessary. One meeting must be held at the beginning of the school year to review duties and responsibilities of Homeroom Parents.
7. Maintain a financial spreadsheet for all classrooms. Provide information to homeroom parents with the balance of remaining funds within one month following each party.
8. Communicate via email to homeroom parents as necessary, regarding upcoming events and/or need for volunteers.
9. Responsible to confirm that each volunteer has met requirements, including dues paid by September 30th.
10. 6TH Grade Homeroom Parents
a. Responsible for all requirements 1-9 as listed above.
b. Coordinate 6th grade activities and fundraisers.
c. Develop and coordinate 6th grade end of year activities.
d. Order 6th grade T-shirts for the 6th grade district track meet and 6th grade sweatshirts.
e. All fundraising events that involve the general school body, must be submitted to the President for approval prior to the event to ensure that there are no date conflicts with other school events.
f. Maintain financials for the 6th grade events.
g. Provide all communication to 6th grade class on events and activities.
E. MEMBERSHIP/DIRECTORY
1. Prepare membership drive letter for 1st day of school packet of information. Prepare second and third membership drives letters and distribute as necessary.
2. Collect membership dues.
3. Keep record of money received and deliver counted money to Accounts Receivable Treasurer for deposit.
4. Keep record of family and faculty memberships.
5. Forward membership information as it should appear in the school directory to the Student Directory Chairperson.
6. Student Directory Chairperson is responsible for development of student online directory. Which should be made available as soon as possible in the beginning of the school year.
F. STUDENT STORE
1. Order all inventory to be sold, including T-shirts when so directed. 2. Schedule volunteers.
3. Collect money from sales, complete deposit form and deposit directly in PTO bank account Submit deposit slips to Accounts Payable Treasurer.
G. PARENT ADVISORY BOARD
1. Attended by the PTO President or the Vice President and one additional PTO member (each district has 2 representatives).
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2. The additional member is to be appointed by the Executive Board.
H. SECRET SHOP
1. Establish and coordinate a committee to plan and execute all phases of Secret Shop.
I. PRODUCT REDEMPTION PROGRAM COORDINATOR
1. Responsible for the collection and tracking of any redemption program in which the PTO participates.
2. Coordinate any promotion activities related to these programs.
J. YEARBOOK
1. Take photos of any activities, events, students, teachers, etc. to compile into a yearbook.
2. Design, create, publish and distribute yearbooks.
M. GENERAL FAMILY ACTIVITIES (Example: Welch Boys Night,, Welch Girls Night, Bingo night, Running Club, ect.).
1. Responsible for organizing and coordinating all aspects of applicable events which may include purchasing supplies/food, reserving entertainment (ex. DJ, photographer), collecting donations and purchasing give away/prizes.
2. Coordinate volunteers required for event day activities (ie. Set up/clean up, sign in, hallway monitors, food distribution, give away/prize distribution, etc...).
• All events that are held after school hours as a student drop-off event must have an adult to child ratio of 1 adult per 10 children.
3. Keep detailed account of registration and actual number of attendees 4. Keep detailed account of money spent (expenses) and revenue generated with balance to show total money made from event
5. Any flyers for events must be approved by the board prior to distribution and include the MMW PTO Behavior Clause:
• “THIS EVENT IS SPONSORED BY THE MAUREEN M. WELCH PTO. THIS EVENT IS NOT SPONSORED BY CRSD STAFF, BUT
BEHAVIOR IS EXPECTED TO COMPLY WITH CRSD STANDARDS.
STUDENTS ARE ONLY PERMITTED IN THE DESIGNATED AREAS.
ALTHOUGH IT IS DESIGNED TO BE FUN AND ENGAGING, WE
STILL NEED TO KEEP IN MIND THE SAFETY OF ALL
PARTICIPANTS IS OUR #1 PRIORITY. A SCHOOL NURSE WILL
NOT BE PRESENT. IT IS NOT THE INTENT OF THE PTO TO
EXCLUDE ANYONE FROM THIS EVENT. IF YOU REQUIRE
FINANCIAL ASSISTANCE, PLEASE EMAIL MR. VACCA.”
N. NOMINATING
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1. Notify membership of the formation of the nominating committee (approximately 6-7 weeks before April election).
2. Responsible for gathering nominations for executive board and general committee chair positions.
3. Executive Board Election Timeline:
a. Send request for nominations to Current Executive Board Members and all Committee Chairs approx. 4-5 weeks before April Election (not to go to general membership)
b. Resend one week later and reiterate deadline (which should be 2-3 weeks prior to elections-depends on Spring Break)
c. Get a copy of attendance at meetings from President or Recording Secretary
d. Get a copy of the paid membership dues (for vetting purposes).
e. Notify general Membership of list of candidates for the Executive board (one week before meeting).
f. Create election ballot, distribute at applicable PTO meeting, count votes and announce election results (at meeting and via corresponding
secretary/webmaster)
4. Committee Chair Election Timeline:
a. Send request for nominations for the available committee chair positions for next year approx. 4 weeks before the May election (goes to all Welch families)
b. Resend one week later and reiterate the deadline (which should be 2 weeks prior to elections).
c. Vet candidates according to eligibility requirements (refer to bylaws). d. Notify general Membership of list of candidates for the Executive board (one week before meeting).
e. Create election ballot, distribute at applicable PTO meeting, count votes and announce election results (at meeting and via corresponding
secretary/webmaster)
O. PAST PRESIDENT
1. The Past President shall be considered a General Board Member. At the request of the current school year’s President, the immediate past President may serve on the Executive Board in an advisory capacity and shall have no voting privileges at Executive Board Meetings
V. BOARD FINANCES
A. GENERAL POLICIES
1. The fiscal year shall begin July 1st and end June 30th.
2. Procedure for securing funds for events/programs is as follows:
a. Teachers/Members wishing to purchase non-budgeted items should complete a PTO meeting presentation form to request a presentation date at a PTO meeting for a vote on the item.
b. Committee Chairpersons requesting cash box or check requests funds for events/programs shall complete and submit to Accounts
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Payable Treasurer a cash box/check request form at least 1 week prior to need for funds.
c. Procedure for reimbursement is as follows:
(1) All requests for reimbursement for expenses must include an itemized list of expenditures, together with matching receipts. (2) All reimbursement requests must be submitted within two weeks of the event.
3. Funds may be used in special circumstances for an organization and/or charity if benefiting a student or staff member. This must be approved by an Executive Board vote.
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