PTAC By-Laws

South Middle School Parent Teacher Advisory Council Bylaws

Organized 05/12/2015

Article I. Name

 This organization shall be known as South Middle School Parent Teacher Advisory Council, and referred to in this document as SMS PTAC.

Article II. Objectives

 The object of the SMS PTAC will be to bring about a closer relationship between the home and school by developing a united effort between teachers and parents that will secure the highest advantages of education for each child.

We will make every effort during the school year to supply volunteers as requested for school activities. PTAC’s main focus will be to support financially and otherwise the students of the South Middle School by providing enrichment programs, field trips, transportation and other essentials that may not be generally afforded by the school or school department.

We (PTAC) are not responsible for school improvements or needs that are considered the responsibility of the building Principal, School Department or Superintendent. It will be the discretion of the Officers and committee members should a specific need arise.

Article III. Policies 

This organization will be noncommercial, non-sectarian and nonpartisan. It will not seek to control school policies nor direct administrative activities.

Article IV. Membership and Dues 

All parents, guardians, teachers, and administrators of the students of the South Middle School are eligible for active membership. These members have the right to vote, hold office, and serve on committees with the exception of administrators. These members must pay annual dues if required. The amount of annual membership dues will be voted on and set by the membership at the last meeting of the previous year.

If membership dues are required, the privilege to hold office, introduce motions, debate, and vote shall be limited to paid members.

Any interested resident of Westfield may be an associate member. These members are not able to vote or hold office and are not required to pay annual dues if required.

Article V. Officers & Executive Board

Section 1) Officers - The officers of the SMS PTAC will be: President, Vice President, Secretary, and two Treasurers. These offices may be held jointly as Co-Presidents, Co-Vice Presidents, etc. The above mentioned officers plus the school Principal and teacher representatives (no more than 5) constitute the executive board.

Section 2) Term - An Officer's term will become effective July 1 and expire on June 30 of the following year. There is a 3-year limit for which a member may hold office. Members may be re-elected to the same or different office, provided election procedures have been followed as stated in Article 6.

Elections will take place during the annual May meeting and are elected by the majority vote of attending members. An officer whose term has expired may be elected to another position.

Section 3) Resignation- An Officer may resign from his/her position by giving a letter of resignation to the President (or to the Vice President, if the President is the one resigning). The resignation shall be announced at the next regular PTAC meeting. Any member, elected by a majority of the SMS PTAC members, may fill the remainder of any vacancy of office.

Article VI. Election of Officers 

The officers of the SMS PTAC shall be elected by a simple majority vote at the annual meeting in May. Nominations for office may be made by any member, teacher or principal of the South Middle School. If two or more members are nominated for one office, a vote will be counted. The person with the most votes will be officially appointed, if they accept the office. In case of a tie, a vote will be taken of the executive board and the person with the most votes shall be appointed.

If for any reason a vacancy should come about in any office (except the President), the executive board shall appoint someone to fill the post until the next election.

Article VII. Duties of Officers 

Section 1.) The President – Shall serve as leader and key contact for the SMS PTAC. President shall preside at all SMS PTAC meetings and of the Executive Board. He/She shall appoint the chairpersons of special committees. He/She should coordinate the work of the officers and committees so that the objectives of the SMS PTAC can be met. He/She shall act as ex-officio member of such committees and shall perform other duties as needed. The outgoing President shall act as advisor to the Executive Committee for the following year.

Section 2.) The Vice-President – The Vice-President shall act as an aide to the President and perform the duties of the President in the absence or inability of that officer to serve.

Section 3.) The Secretary – The secretary shall keep the minutes of all general and executive board meetings. He/She shall prepare correspondence and perform all duties assigned. He /She shall maintain a master documents file and keep the calendar of events for the SMS PTAC. He/She shall help recruit committee chairpersons for all vacant standing committees of the board.

Section 4.) The Treasurers – The Treasurers shall receive all moneys of the PTAC and will keep an accurate record of all receipts and expenditures and assure that PTAC policies and best practices are followed with regards to funds. The Treasurer's accounts will be audited annually. He/She shall have the authority to pay routine bills as authorized by the President, and such bills as authorized by the SMS PTAC. No amount in excess of $150.00 shall be paid from the general fund without the majority vote of the SMS PTAC. He/She shall prepare and present a report for each monthly SMS PTAC meeting and an annual report for the last SMS PTAC meeting (May or June). The account for which all funds are held will consist of at least (3) officer's signatures: President and Treasurers. All receipts/approvals following a meeting vote will be reviewed. He/She shall act as chairperson of the Budget Committee.

Article VIII. Meeting Notices 

The regular meetings of the SMS PTAC shall be held monthly:

September, October, November, December*, January, February, March, April, May, and June*. *These months are optional, if deemed necessary by the Officers.

The President may call special meetings at any time with prior notice given to all members.

Any members wishing to add an item to the agenda must first send it to the President either in writing or by calling prior to the scheduled meeting.

Article IX. Committees 

Committees will be assigned when necessary.

Article X. Amendments 

These bylaws may be amended at any regular meeting by a two-thirds vote of the members present, provided notice of the proposed amendment has been given, in writing, at the previous meeting. 

Article XI. Rules of Order 

The rules of order shall follow a modified Roberts Rule of Order.