PTO Admin Details
President
Carolyn Martinez
rstempto@gmail.com
Term up May 2022
Vice President
Chrissy Cleveland
cnjclevleand@gmail.com
Term up May 2023
Secretary
Maggie Larson
maggielarson1979@gmail.com
Term up May 2023
Treasurer
Tim Dallum
tdallum@gmail.com
Term up May 2022
Fundraising Chair
Stacy Odegard
sjodegard@hotmail.com
Term up May 2022
R-STEM Special Committee Chairs
Communications Chair
Amanda Theisen
aclutz@gmail.com
Staff Rep
Elizabeth Jocelyn
elizabethcjocelyn@gmail.com
10 Reasons To Get Involved
- Your child benefits
When parents get connected to the school, children do better. Research shows children whose parents are involved get better grades, do better on tests, and have fewer discipline problems at school. - We make a difference
Our mission is to create the kind of school community where teachers and administrators can do their best work – and so can our children. We provide support for teachers in and out of the classroom. We provide resources they need. We help create learning opportunities for children. And we try to build the kind of supportive, caring atmosphere that makes school fun. - We pledge to honor your time constraints
People are often reluctant to participate because they’re afraid they’ll get pulled into a black hole of never-ending time commitment. That won’t happen here. An hour or two really makes a difference. And we won’t push you to commit more than you want to or are able to. - We have fun
Volunteer work shouldn’t be drudgery. We accomplish a lot, and not everything we do is easy. But we know we’re not balancing the national debt, either. We don’t take ourselves too seriously, and we try to enjoy ourselves along the way whenever possible. - We’re a group of nice people who share your concerns
We all have a common bond. We care about creating the best educational experience for our children. We are neighbors and peers who share many of the same experiences. And many friendship s have developed as a result of those connections. - There’s a lot to be done
These days, schools are asked to do more with less. Our help is needed more than ever to fill the gaps. - We can match jobs to your interests and abilities
The work we do covers a broad spectrum: Filing and photocopying, planning and executing events, writing and editing, working directly with children, managing a budget and cash flow, and lots more. We encourage creative ideas, and we’re thrilled to have people take on tasks that meet their skills and interests. - We’re welcoming
To us, there are no “outsiders.” We are people who have come together to work toward common goals. We couldn’t be happier to have you join us in working toward those goals. - We’re about parent involvement, not fundraising
In these times of tight budgets, parent groups everywhere are having to fill in the gaps, and so are we. But our number one goal is to get more parents connected to the school. That’s because more than 300 independent research studies show that building parent involvement in education is the number one thing we can do to create a great school and improve student performance. - This work is very rewarding
It’s seeing the bright light of learning sparkle in a child’s eye. It’s seeing the smile that shows we’re making school a little more fun – and a child feel a little more comfortable in their learning environment. It’s learning that test scores have risen and knowing we played a role. There are lots of rewards, both big and small, for those who get involved. Won’t you join us?
General Timeline
- March PTO Meeting: Introduce new by-laws
- April PTO Meeting: Open nominations for board positions
- May 1: Nominations due, by-laws go into effect
Richfield STEM PTO By-Laws
Adopted May 1, 2014, and last amended August 13, 2019.
Article I. Name of Organization
This organization’s name shall be the Richfield STEM School Parent Teacher Organization, hereafter referred to as STEM PTO, or PTO.
Article II. Purpose
The purpose of the STEM PTO is to provide support to and communication with parents, teachers, students, administrators, and the surrounding community. The PTO is a nonprofit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Article III. Goals of STEM PTO
- To foster a cooperative relationship between parents, teachers, support staff, and school administrators.
- To encourage family participation within the school.
- To encourage families to volunteer in the school and/or on district committees.
- To plan and carry out special events, of which all monies raised will be used to directly benefit the school and students.
- To keep families informed about the school’s educational programs and district strategic goals.
- To encourage community awareness and communication between the school and the citizens of the community.
Article IV. Limitations
In order to protect the rights of individuals and ongoing educational programs, the STEM PTO agrees to abide by the following limitations:
- It shall not violate the district’s personnel agreements, contracts, policies, or interfere with the professional performance of the school staff.
- It shall not infringe on individual students’ legal rights, groups of students, teachers, parents, or community.
- It shall not become involved in, or interfere with, specific curriculum decisions unless the district or school requests input.
- It shall not, directly or indirectly, participate or intervene in any way (including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office. Individual members may campaign as they wish.
- It shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax under Section 501(c)(3).
Article V. Standing Rules
- Parliamentary Authority will be Robert’s Rules of Order.
- A simple majority of votes cast passes motions.
- Votes for Executive Board elections will be counted by two non-nominated general members to be determined prior to the election. All other votes will be counted by any two members to be determined prior to the vote.
- Changing a bylaw requires a simple majority vote of members present at the general meeting if a minimum 10-day notice has been given that the change will be considered. If no notice has been given and the change is to be made immediately, a two-thirds majority of members present is required in accordance with Robert’s Rules of Order.
- All PTO members are required to read and adhere to the PTO Whistleblower Policy attached hereto as Appendix A, and the Conflict of Interest Policy attached hereto as Appendix B.
- A building permit must be obtained prior to all PTO sponsored events occurring on school property.
- PTO sponsored events must follow all school policies.
Article VI. General Meetings
- General meetings shall be held during the school year on the second Tuesday of the month at 6:30 pm or as set by the Executive Board. The dates will be posted in the school calendar, in the school newsletter, and on the district and PTO websites.
- The PTO President will conduct the meetings. If the President is unable to attend a meeting, the next ranking officer shall conduct the meetings.
- Special general meetings may be called by the President or by two members of the Executive Board, or by five members of the general membership. Ten days’ notice will be required for these meetings.
Article VII. General Membership Policies
- Any parent, guardian, or other adult standing in loco parentis for a student at STEM may be a member and shall have voting rights. Any STEM teacher or staff may be a member and shall have voting rights. The President and Principal may be non-voting members.
- Each voting member has the right to one vote. Members must be present to vote, with the exception of extenuating circumstances as approved by the Executive Board. The President may vote in the event of a tie.
- Each voting member has the right to propose motions.
- School and PTO property/supplies shall only be used for PTO purposes.
- PTO members shall not distribute personal parent information.
- All flyers and any other forms of communication that are or could be construed to be official in nature must be reviewed and approved by the President prior to distribution.
Article VIII. Responsibilities/Duties of General Members
- To be willing to help the PTO in whatever capacity the member is available. Meeting attendance is not mandatory to be a general member.
- To elect PTO officers in May of each year.
- To participate in school activities, committees, events, fundraisers, and educational programs sponsored by the PTO.
- To provide input and vote on expenditures of funds earned by the PTO.
- To share ideas and concerns relating to PTO sponsored events.
- To review the bylaws at the first meeting of each school year.
Article IX. Elections and Terms of Office for Executive Board
- The elected offices of the STEM PTO Executive Board shall consist of/rank as follows:
- President
- Vice President
iii. Secretary
- Treasurer
- Fundraising Coordinator
- Non-elected positions include but are not limited to those listed in Article XI.
- Executive Board positions are two-year terms. Officers may hold only one Executive Board position at a time.
- Executive Board positions will be staggered as much as possible to ensure at least one experienced member is always on the board. In the event this is not possible, all Executive Board members agree to train, mentor, and support incoming members, to ensure there is no lag in productivity or confusion in the operating procedures of the PTO. To that end, the first terms of the Vice President, Treasurer, and Fundraising chair will be one year, with all the following terms being two years.
- All elected officers must have a child currently enrolled in STEM. In the event any current elected officer no longer has a child enrolled at STEM, for any reason, said an officer will be considered to have resigned and that Executive Board position will be considered vacant.
- Any vacancy, other than President, occurring in an office shall be filled, for the remainder of the term, by a person elected by a simple majority vote of the PTO Executive Board.
- To be eligible for Executive Board positions, members must have attended at least half of the General meetings in the previous school year.
- Nominations will be accepted for all of the above listed positions no later than May first for elections at the May meeting. No person shall be elected to an office without his or her consent.
- Election of officers shall be conducted by written ballot or voice vote at the May PTO General meeting by a simple majority of votes cast.
- The President may vote in the election of officers, but her/his vote will only be counted in the event of a tie.
- Newly elected officers of the PTO shall assume the responsibilities of their offices following the adjournment of the May PTO General meeting.
Article X. Responsibilities/Duties of the Executive Board
- All officers are expected to attend scheduled Executive Board and General Membership meetings. Regular Executive Board meetings will precede General Membership meetings at a time and place agreed upon by the Executive Board.
- The Executive Board has the power to act in an emergency without the PTO General members’ consent.
- All officers, including the President, have the right to one vote during Executive Board meetings. Executive Board members may be considered present and available to vote by any technological means available.
- To create and present a proposed budget for a vote of approval at the school year’s first scheduled General Membership meeting.
- To approve routine expenses.
- The Executive Board may vote to allocate funds of $100.00 or less without bringing the request to the General Membership meeting for a vote, not to exceed $750.00 per fiscal year.
- To allocate reward program benefits.
- To turn over to incoming Board members all relevant documents and information upon completion of term.
- To collaborate with active councils and committees working within the school.
- To create special committees as needed.
The PTO Executive Board
PTO President
The President should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
- Conduct all PTO Executive Board and General Membership meetings.
- Confer with the Principal prior to meetings.
- Prepare agenda prior to meetings and send to Communications Coordinator.
- Gather updates from Executive Board and General members on their specific roles to ensure that all PTO goals are being achieved.
- Attend district meetings, as necessary.
- Create upcoming school year calendar with Principal and Board members.
- Coordinate elections of Board members.
- Coordinate summer budget meeting.
- Vote only to break a tie during General Meetings.
- If legally required, prepare for audit and find a professional to conduct the same.
Vice President
The Vice President should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
- Conduct PTO Executive Board and General Membership meetings if the President is absent or unable to serve.
- Become the President if the position becomes vacant.
- Oversee subcommittees for each special event.
- Act as Executive Board liaison to other special committee chairs as established by Article XI.
Secretary
The Secretary should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
- Conduct meetings in the absence of the President and Vice President.
- Record minutes, including attendance, of the Executive Board meeting and distribute to Board members.
- Record minutes, including attendance and vote tallies when appropriate, of the General Membership meeting and distribute to Board members.
- Send meeting minutes to Communications Coordinator.
- Keep and bring a copy of bylaws, membership list, and Robert’s Rules of Order to all meetings.
- Work with the entire PTO to create and maintain a procedure book for each role on the PTO.
- Complete and submit building permits in a timely manner.
Treasurer
The Treasurer should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
- Maintain all checking/savings accounts.
- Receive and deposit all money.
- Pay out funds in accordance with the approved budget or as authorized by the Executive Board.
- Prepare, along with the Executive Board, the yearly budget for the new school year.
- Present budget and financial report to the Executive Board and General Membership meetings for approval when requested.
- Keep an accurate record of receipts and expenditures.
- Complete Charitable Organization Annual Reporting per Attorney General guidelines.
- Monitor and renew tax-exempt status.
- Prepare financial statements for audit, as necessary.
- Make purchases in a timely manner.
Fundraising Coordinator
The Fundraising Coordinator should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
- Determine fundraising needs.
- Coordinate and oversee subcommittees for fundraising events.
- Pay out funds in accordance with the approved budget or as authorized by the Executive Board.
- Communicate with outside fundraising vendors.
- Work with donations coordinator.
- Update President and Executive board regarding fundraising goals and achievements.
- Prepare and distribute fundraising flyers once approved by the President.
- Research and write grants, with help, as needed.
- Solicit community donations as needed.
Article XI. Special Committees
The Executive Board of the PTO may form standing committees, as necessary, to carry on the work of the PTO organization, including but not limited to:
PTO Special Committees
Communications Coordinator
The Communications Coordinator should be willing to dedicate 2-4 hours per month for meetings, including General Membership meetings, and be available for Executive Board meetings by request.
Responsibilities
- Create and/or review and approve communication content including, but not limited to, special events, dates to be aware of, and school updates.
- Maintain Facebook and website.
- Distribute e-mail content.
- Create / update volunteer slots in volunteer tool with event coordinator.
- Send notices of monthly and special meetings to the General Membership.
Grade Level Coordinator
The Grade Level Coordinator should be willing to dedicate 2-4 hours per month for meetings, including General Membership meetings, and be available for Executive Board meetings by request. Be present on campus during school hours 2-3 times a month.
Responsibilities
Communicating expectations and coordinating individual grade level reps for the following areas:
- Oversee the purchase of school spirit shirts.
- Oversee the creation of the school yearbook.
- Coordinate grade level spending including classroom budgets, field trips, and end of year parties.
- Support the new school year teacher breakfast.
Assistant Treasurer
The Assistant Treasurer should be willing to dedicate 2-4 hours per month for meetings, including General Membership meetings, and be available for Executive Board meetings by request.
Responsibilities
- Assist the treasurer at all special events. If the treasurer can not attend then the assistant treasurer will get fund from the treasurer before the event collect/receive funds during the event, and submit them to the treasurer after the event
- Assist the treasurer in reviewing financial forms submitted by members and the school
- Assist the treasurer in writing the yearly budget
- Assist the treasurer in completing all necessary tax information associated with our 501(c)3 status
- Present the financial report at general membership meets if the treasurer can not attend
Article XII. Removal from Executive Board
- Removal from office may occur by a majority vote of the Executive Board (including the President).
- A Board member could be subject to removal at any such time that he or she fails to perform assigned duties, is corrupt, or any act/behavior that brings dishonor to, or negates, the purpose and/or goals of this organization.
- Removal shall take place only after the board has met in an effort to assess and discuss the problem and all attempts have been made to resolve the problem.
Article XIII. Finances
- The Executive Board will draft an estimated budget which will be approved at the August General Membership meeting.
- The General Membership must approve all spending which is 20% or more over budget.
- The General Membership must approve all expenses over $100.00 that are not already listed in the budget.
- Any expense of $1000 or more will require a completed Expenditure and Authorization Form.
- Signers will be the Treasurer and one other person to be determined by the Executive Board.
- Upon the dissolution of the PTO, any remaining funds shall be used to pay outstanding bills, and then, with the membership’s approval, used for the benefit of the school.
- The fiscal year of the PTO runs concurrent with the school’s fiscal year.
- In accordance with Federal law, Form 1023 and Form 990 or 990EZ for the most recent three years will be available for public review upon request.
Article XV. Indemnity Clause
The RSTEM PTO shall indemnify and hold harmless every Executive Board Member or Officer or Duly Authorized Agent of the Board or volunteer, their heirs, executors, and administrators, against all loss, cost and expense, reasonably incurred by them in connection with any action, suit or proceeding to which they may be made a party, by reason of being or having been a Board member, including reasonable matters wherein he/she shall be finally adjudged in such action, suit or proceeding to be liable for or guilty of negligence, except to the extent such liability, damage or injury is covered by any type of insurance; however, this indemnification shall not cover any acts of gross negligence, willful misconduct or with fraudulent or criminal intent. The foregoing rights shall be in addition to and not exclusive of all other rights to which such Director, Officer or other Member of the Executive Board may be entitled.
Article XIV. Conflict of Interest
See attached Appendix B – Conflict of Interest Policy.