I.    Name: The name of this organization, which shall represent Glenwood Elementary School, shall be the Glenwood PTO.

II.   Mission: The mission of the organization shall be to aid the students of Glenwood Elementary School by providing support for their educational and recreational needs; to promote open communication between the administration, teachers and parents; and to provide personnel, support, services and funds necessary for accomplishing the above objective.

III.  Membership: All parents and/or legal guardians of students who currently attend Glenwood Elementary School and all current faculty and staff of Glenwood Elementary School shall be eligible for membership in the organization. An annual contribution may be requested from the membership. This contribution will be determined at the final Regular Meeting of the year and voted on by the attending membership. No family shall be excluded because of the inability to pay dues.

IV.   Officers:

A.  Positions: The officers of this organization shall consist of two Co-Chairs, one Treasurer, one Secretary and one Volunteer Coordinator.

B.  Co-Chairs: The Co-Chairs are responsible for scheduling meetings, creating an agenda for the meetings and presiding over all meetings. They shall act as a liaison with the school administration. They are also responsible for coordinating the work of the Officers and monitoring the work of the committees in order to ensure that the mission of the organization is fulfilled. The Co-Chairs are eligible to sign all contracts entered into by the organization.

C.  Treasurer: The Treasurer shall maintain accurate records of receipts, expenditures, bank deposits and disbursements as voted by the membership. A report of funds will be presented at every Regular Meeting and a yearly summary of these funds must be submitted at the final Regular Meeting of the school year. The Treasurer shall have these financial records available for inspection by members at reasonable times. The Treasurer shall have the responsibility for filing in due course such tax and other financial statements as required by law.

D.  Secretary: The Secretary shall record the minutes of both Regular and Board Meetings and report said minutes at all Regular Meetings. The Secretary shall also be responsible for publicly posting Regular Meeting dates at least one week prior to the scheduled meeting.

E.  Volunteer Coordinator: The Volunteer Coordinator shall be responsible for the recruitment and placement of volunteers. The Volunteer Coordinator shall maintain records of all volunteer committees and act as a liaison between the volunteers and the school.

V.   Elections:

A.  Procedure: Election of officers shall take place during the May meeting each year. All members may participate. Nominees must have served on a PTO committee to be considered. Nominations may be made at the April meeting or up to one month prior to the May meeting. If the election is uncontested, it may be conducted by voice vote. Contested elections shall be by written ballot.

B.  Terms of Office: Terms for Co-Chairs shall be two years, when possible. Terms for Secretary, Treasurer and Volunteer Coordinator shall be one year, not to exceed two consecutive years total.

C.  Removal from Office: Any officer may be removed from office for just cause by a vote of two-thirds of the members present at any meeting.

D.  Resignation: Any officer may resign from office by providing a written resignation to the Secretary of the organization.

E.  Vacancies: Any vacancies will be filled by majority vote at the next regularly scheduled meeting.

VI. Meetings:

A.  Regular Meetings: Up to nine (9) Regular meetings will be held each year. The agenda shall be published one week prior to each meeting and publicly advertised. The Board of Officers will determine the day and location of these meetings. Meetings shall not be held on the same night as Central Tree Middle School PTO meetings. Accommodations shall be made in the event of a scheduling conflict with other important town meetings. All expenditures of funds over $250 must be voted on and approved by majority vote.

B.  Board Meetings: A monthly Board meeting shall be held to review and edit the agenda for the upcoming meeting. No disbursements over $250 will be appropriated at these meetings. The minutes of these meetings shall be available upon request.

C.  Agenda Meetings: A monthly agenda meeting shall be held between the principal or assistant principal and at least one co-chair to review and edit the agenda prior to the upcoming meeting.

VII.   Voting:

A.  Eligibility: All members present at a meeting are eligible to make a motion and to vote, excluding the Principal and Assistant Principal of GLenwood Elementary School.

B.  Quorum: Those members present at a properly called meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

VIII.  Committees:

A.  Membership Chair: One person shall be selected for the purpose of collecting annual dues and maintaining records of membership and shall report to the membership at each Regular Meeting as required. Any new member-raising campaigns must be approved by majority vote at a Regular Meeting. This person may then enlist whatever help is needed from the general membership to carry out these activities.

B.  Mini-Grant Chair: One person shall be selected for the purpose of accepting applications for Mini-Grants by a teacher, team of teachers, and/or administrators, reviewing said applications and presenting said applications to the membership at a Regular Meeting. Projects should stimulate the imagination and/or broaden the educational experience of students and be of direct benefit to the students. Final approval of Mini-Grant money shall be by majority vote at a Regular Meeting. Teachers are welcomed and encouraged to share the results of the activities with the membership at a Regular Meeting.

C.  Communication Envelopes Committee: A committee of at least three (3) people shall be formed for the purpose of filling the weekly communication envelopes which Glenwood Elementary School sends home with its students. One chairperson shall be selected to oversee the process.

D.  Public Relations Committee: A committee shall be formed with one chairperson to aid the Secretary in publicizing all Regular Meetings and events coordinated by the Glenwood PTO. This committee shall be responsible for maintaining the school bulletin board and taking photographs of all events.

E.  Newsletter Committee: A committee shall be formed to create a newsletter for the parents of Glenwood Elementary School. One chairperson shall be selected as editor. This newsletter shall be published a minimum of four (4) times a year.

F.  Tech Committee: One person shall be selected to maintain the Glenwood PTO website, updating information in a timely manner.

G.  Hospitality Committee: A committee shall be formed with one chairperson to coordinate all events pertaining to the staff (including classroom donations, staff breakfasts and staff appreciation week) and school spirit.

H.  Scholarship Committee: A committee of at least three (3) people with one chairperson shall be formed to coordinate the granting of the Marsh-Harding Scholarship. This committee shall be responsible for providing applications for this scholarship to the Guidance Office of all area high schools, including Wachusett Regional High School and Bay Path Vocational High School at the appropriate time each year. This committee shall be responsible for ensuring the information is posted at all area high schools and in all other appropriate mediums. The committee shall then review the applications submitted by students who meet the criteria listed in Article IX and make a recommendation to the membership at a Regular Meeting, where the granting of the scholarship shall be voted on.

IX. Marsh-Harding Scholarship: The Glenwood PTO, in conjunction with the Naquag PTO, shall grant at least one $250.00 scholarship to at least one member of a high school graduating class who has been a resident of the Town of Rutland, MA for at least five (5) years and who plans to further her/his education. The amount and number of scholarships shall be determined on a yearly basis at a Regular Meeting and shall reflect available funds. Selection of student(s) shall be based upon need and academic standing.

X.  School Improvement Council (SIMCO): As stated in the Massachusetts Educational Reform Act and in the Wachusett Regional School District School Committee policy P8211, the Glenwood PTO shall be responsible for the election of at least three (3) parent representatives, who are not employed by the WRSD, to the Glenwood Elementary School Improvement Council, which shall also be known as SIMCO. The number of parent volunteers shall be equal to the number of staff and administrative representatives on SIMCO. Half of the total number of parent representatives should be elected on a yearly basis to a two-year term, therefore creating a staggered election cycle. The Glenwood PTO shall be responsible for posting/announcing open positions to the public in all appropriate mediums. Interested parents shall submit a letter of interest to the Board of Officers for consideration. All letters must be presented to the attending membership at a Regular Meeting to be followed by a vote. Representatives are limited to serving two consecutive terms at the school.

XI. Dissolution: Should the Glenwood PTO be dissolved for any reason, the following shall dictate how remaining assets shall be disbursed:

A.  The Treasurer shall be responsible for ensuring all outstanding debts are paid off and adequate time to clear has passed.

B.  The Treasurer shall present an inventory of all remaining assets to the Board of Officers.

C.  The Board of Officers shall determine how to distribute these assets for one or more exempt purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of, shall be disposed of by a court of competent jurisdiction of the county in which the principal office of the Glenwood PTO is then located, exclusively for such purposes or to such organization or organizations, as a court shall determine, which are organized and operated exclusively for such purposes.

XII.  Amendments: Amendments to the by-laws shall be submitted for discussion at a Regular Meeting. The amendment must be read to the membership at two Regular Meetings and accepted by a majority vote of the attending membership at the second meeting.

XIII. C.O.R.I. Checks: According to Massachusetts State Law, all school volunteers MUST have current C.O.R.I. checks through the school in which they plan to volunteer. The Glenwood PTO shall provide forms as requested and encourage all members to complete C.O.R.I. checks.