PTO ByLaws

PTO Bylaws





          The name of this organization shall be the W.W. Robinson Elementary School Parent-Teacher Organization, otherwise known as the WWR PTO.

This organization shall be a nonprofit, unincorporated association as organized and existing for the purposes stated hereunder.

W.W. Robinson Elementary School is part of the Shenandoah County School System of Woodstock, Shenandoah County, Virginia.



Section 1

The WW Robinson Elementary PTO’s mission is to provide our school with supplemental resources that will enrich and optimize the education of its students. The PTO:

  • Hosts fundraisers throughout the school year to further our mission;
  • Supports school and family interaction by providing fun, low-cost family events; and
  • Provides an open forum for sharing information on issues that impact our children.

Section 2

          The Organization is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code or corresponding Section of any future Federal Tax Code, (hereinafter referred to as “Internal Revenue Code”).



          The following are basic policies of the WWR PTO:

  1. The Organization shall be noncommercial, nonsectarian and nonpartisan.
  2. The name of the Organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purposes not appropriately related to promotion of the Objectives of the Organization.
  3. The Organization shall not, directly or indirectly, participate or intervene in any way, including publishing or distributing of statements, in any political campaign on behalf of, or in opposition to, any candidate for public office, or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
  4. The Organization shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.
  5. The Organization shall not enter into membership with other organizations except such state, national, or international organizations whose purposes and goals coincide with the purposes and goals of the WWR PTO, such as the promotion of and the education of our children and youth and the advocacy of laws and programs protecting our children and youth.  Provided, that the Organization shall not enter into membership with any organization except as approved by a majority of the Executive Board of the WWR PTO, as defined by Article VII, and, upon recommendation of the Executive Board, a majority of the members of the WWR PTO present at a general business meeting of the PTO when such matters shall be addressed.
  6. Upon the dissolution of the Organization, after paying or adequately providing for the debts and obligations of the Organization, the remaining assets shall be distributed to the WWR administration to be used at their discretion.



Section 1

          Membership in this PTO shall be made available without regard to race, color, creed or national origin.

Section 2

          Every parent/guardian with a child attending WWR, every teacher and administrator is a member of the PTO. No enrollment is required.

Section 3

          No dues will be charged for membership.



Section 1

          Each officer of this PTO shall be a member of this PTO.

Section 2

Officers and Method of Election

  1. The officers of this Organization shall consist of a President, or Co-Presidents, one (1) Vice President, or Co-Vice Presidents, a Secretary, or Co-Secretaries, and a Treasurer, or Co-Treasurers. When possible, there will also be a Volunteer Coordinator, a Fundraising Coordinator and a Family Events Coordinator.
  2. Officers shall be elected by vote of the membership at the last regular meeting of the Organization.  The presiding officer shall have the option of conducting any contested election by either written ballot or voice vote.
  3. Officers shall serve for a term of two (2) years or until their successors are elected.  With the exception of Treasurer, officers shall assume their official duties following the close of the meeting in May of each year.  The Treasurer shall assume his/her duties after the books have been audited.

Section 3

Nominating Process

  1. Nominations will be accepted at the next to last meeting of the month and for a two week period thereafter.
  2. Only those persons, who have signified their consent to serve, if elected, shall be nominated for or elected to such office.
  3. All consenting nominees will then be announced and placed on the ballot.
  4. Voting shall take place at the last meeting of the year.

Section 4

Vacancies & Removal

          A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board.  The President, or Co-Presidents, shall give notice of such election to the membership of the PTO prior to such election.  Provided, however, in case a vacancy occurs in the office of President, or Co-Presidents, the Vice President, or Co-Vice Presidents, shall serve notice of the election.

Members of the Executive Board and Committee Chairs may be removed from office by a majority vote of the Executive Board, if it is demonstrated that the member cannot fulfill the duties of the office in an appropriate manner.



Section 1

          The President, or Co-Presidents, shall:

  1. Preside at all meetings of the Organization and of the Executive Board;
  2. Appoint special committees;
  3. Perform such other duties as may be prescribed in these Bylaws or assigned to him/her by the Organization or by the Executive Board;
  4. Be a member ex-officio of all committees;
  5. Coordinate the work of the officers and committees of the Organization in order that the Objectives may be promoted.

Section 2

          The Vice President, or Co-Vice Presidents, shall:

  1. Act as aid(s) to the President;
  2. In their designated order perform the duties of the President in the absence or inability of that officer to act;
  3. Chair a committee when no volunteer is willing or able to do so.

Section 3

          The Secretary, or Co-Secretaries, shall:

  1. Record the minutes of all meetings of the Organizations and of the Executive Board;
  2. Have a current copy of the Bylaws;
  3. Maintain an active member list;
  4. Coordinate all correspondence distributed to members including, but not limited to, meeting minutes;
  5. Perform such other delegated duties as assigned.

Section 4

          The Treasurer, or Co-Treasurers, shall:

  1. Keep a full and accurate account of receipts and expenditures;
  2. Make disbursements as authorized by the President, Executive Board, or Organization in accordance with the budget adopted by the Organization;
  3. Present a financial statement at every meeting of the Organization and at other times when requested by the Executive Board;
  4. Be responsible for the maintenance of such books of account and records so as to conform to the requirements of these Bylaws;
  5. Work with the bookkeeper to coordinate payments, process PO’s and other administrative tasks, reconcile accounts and request reports and closeout statements.


Section 5

The Volunteer Coordinator shall:

  1. Maintain the volunteer email and provide the Secretary with updated contact lists;
  2. Collect, schedule and confirm all volunteers for each event, and work closely with committee chairs to meet their anticipated needs;
  3. Be responsible for all correspondence and contact with volunteers including thank  you’s, unless otherwise assigned by the president;
  4. Assist the Event Coordinator with the recruitment of new volunteers.


    Section 6

    The Fundraising Coordinator shall:

  1.  Research and recommend yearly fundraisers and their schedule for board review and approval;
  1. Oversee the planning, scheduling and delivery of each fundraiser.

    Section 7


    The Family Event Coordinator shall:

  1. Be responsible for planning a series of affordable, fun, school-wide family events to be held during the school year;
  1. Assist the Volunteer Coordinator with the recruitment of new volunteers.



Section 8

          All officers shall perform the duties outlined in these Bylaws and those assigned from time to time.  Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the President, without delay, all records, books, and other materials pertaining to the office.




Section 1

  1. The Executive Board shall consist of the officers of the Organization, and the Principal of the school or a representative appointed by him/her.

Section 2

          The duties of the Executive Board shall be:

  1. To transact necessary business in the intervals between Organization meetings and such other business as may be referred to it by the Organization;
  2. To create or dissolve standing or special committees;
  3. To approve the plans of work of the standing committees;
  4. To present a report at the regular meetings of the Organization
  5. To prepare and submit to the Organization for adoption a budget for the fiscal year;
  6. To approve routine bills within the limits of the budget;
  7. To fill all vacancies in office;


Section 3

          Regular meetings of the Executive Board shall be held during the school year at a time agreed upon by the board.  A majority of the Executive Board shall constitute a quorum.  Special meetings of the Executive Board may be called by the President or by a majority of the members of the Committee.



Section 1

          At least four (4) regular meetings of this Organization shall be held during the school year.  Dates of the meetings shall be determined by the Executive Board and announced at the first regular meeting of the year.  Five (5) days’ notice shall be given of a change of date.

Section 2

          Special meetings of the Organization may be called by the President or by a majority of the Executive Board; five (5) days’ notice having been given.

Section 3

          The election shall be held at year’s last regular meeting of the Organization.

Section 4

          The last board meeting of the Organization shall be held in May and shall be known as the annual meeting for annual reports and the installation of officers.

Section 5

          The privilege of holding office, making motions, debating and voting shall be limited to active members of the Organization.



Section 1

          The Executive Board may create or dissolve such standing committees as it may deem necessary to promote the Objectives and carry on the work of the Organization.  The term of each Chairperson shall be one (1) year or until the selection of a successor.


Section 2

          The Chairperson of each standing committee shall present a plan of work to the Executive Board for approval.  No committee work shall be undertaken without the consent of the Executive Board.

Section 3

          The power to form special committees and appoint their members resets with the President.

Section 4

          The President shall be a member ex-officio of all committees.



Section 1

          The fiscal year of this Organization shall begin July 1st and end June 30th.



          The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the meetings of the WWR PTO and of any committees organized under the authority of the WWR PTO and its Bylaws.  Except, whenever the Robert’s Rules of Order Newly Revised conflict with any specific provision of these Bylaws, the Bylaws shall govern.



Section 1

  1. Bylaws of the WWR PTO may be amended at any regular meeting of the Organization by a two-thirds (2/3) vote of the members present and voting provided that notice of the proposed amendment shall have been given at least five (5) days prior to the meeting of the Organization.
  2. A committee may be appointed to submit a revised set of Bylaws as a substitute for the existing Bylaws only by a majority vote at a meeting of the Organization, or by a two-thirds (2/3) vote of the Executive Board.  The requirements for adoption of a revised set of Bylaws shall be the same as in the case of an amendment.



          It is acknowledged by the membership that the WWR PTO Bylaws were adopted at the start of the 2016-2017 school year. 



          These Bylaws were voted upon and passed at an Executive Board meeting on August 23, 2016.


_______________________________ President


_______________________________ Vice-President                            


_______________________________ Secretary


_______________________________ Treasurer


_______________________________ Fundraising Coordinator


_______________________________ Family Event Coordinator