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CRIM SCHOOL PARENT TEACHER ORGANIZATION
Bridgewater Raritan School District
By-Laws
Article I NAME
The name of the organization shall be the Crim School Parent Teacher
Organization, Inc. (Crim PTO).
Article II OBJECTIVES
A. To expand the educational opportunities of the students.
B. To work toward a closer relationship among the home, the school, and the
community, enabling parents and teachers to work together in an
atmosphere of cooperation.
C. To promote the cultural, social, educational, and physical development of
the students.
D. To provide information on issues affecting education on the national, state,
county, and local levels.
Article III POLICIES
A. This organization shall be non-commercial, non-sectarian, non-
discriminatory, apolitical, and non-partisan, and will comply with the
laws, regulations and guidelines required to preserve its status as a tax-
exempt 501(c)(3) organization.
B. This organization shall not attempt to direct the administrative activities of
the school or to control its policies. However, it will offer objective
viewpoints and aid in the implementation of these activities and policies.
C. This organization shall cooperate with other groups or coordinating
councils active in student welfare.
D. This organization shall not allow criticism of members of the
administration, staff, or individual teachers in open meetings.
Article IV MONETARY POLICIES
A. Funds Policy
1. A minimum reserve of $5,000 shall be carried over for the
following school year for operating expenses incurred prior
to fundraisers.
2. The President(s) may approve any expenditure of $200.00
and under. Expenditures over $200.00 above and beyond the
allotted line budget must be approved by a majority vote of
those members in attendance at a general meeting.
3. Each fiscal year, the PTO is permitted to keep in its capital
reserve account an amount equal to 50% of its total annual
disbursements. All amounts in excess of 50% of the total
annual disbursements should be earmarked for a specific
project/purpose, which may continue into future academic
years.
B. Class Trip Policy
1. The Crim PTO will pay a budgeted amount per student for
class trips. The amount will be budgeted annually based on
the availability of funds.
2. The per-student allotment cannot be exceeded.
3. If a class or group has a separate source of funding available
to them, the classroom teacher will make arrangements for
the funding prior to the use of Crim PTO class trip funds.
C. Chaperone Policy
1. The Crim PTO will pay for bus and admissions for parent
chaperones attending school trips when funding permits.
2. Parents attending, beyond those required for chaperones, may
ride on the bus if space is available but must pay for their
own admission and any other expenses involved in the trip.
D. Sunshine Policy
1. Cards will be sent to all staff, and students, and immediate
family members of students for serious illnesses, births,
surgeries, or deaths.
2. In the event of the serious illness, tragic circumstances, or the
death of a Crim student or immediate family member, the
Crim PTO will determine the appropriate method of
acknowledgement.
Article V MEMBERSHIP AND DUES
A. Membership shall be open to the parents/guardians, teachers, assistants,
and administrative staff of Crim School.
B. All members shall pay annual dues. Any family may join the Crim PTO
at any time by paying the dues. Should financial hardship prevent the
family from being able to pay said dues, monies will be made available by
the Crim PTO to cover these dues and confidential arrangements will be
made through the Crim school nurse.
C. The amount of the annual dues is determined by the Executive Board. All
members whose current dues are paid shall have voting privileges.
D. Only members will receive a Crim School Directory.
Article VI NOMINATIONS AND ELECTIONS
A. Nominations are accepted from the general membership and shall be
submitted to the Executive Board, who will along with the Principal,
compile the slate of officers and present it to the members present at the
meeting prior to the election. Alternatively, the Executive Board may
appoint a Nominating Committee which consists of three or more
members. The chairperson should be an outgoing member of the
Executive Board and the others should be active PTO members.
B. Additional nominations shall be accepted from the floor when the slate is
presented.
C. All nominations require the prior consent of the nominee.
D. Only current PTO members may hold a board position.
E. Officers shall be elected at the April meeting and installed at the May or
June general meeting, depending on the school calendar.
F. In the event that there is more than one nominee for an office, co-officers
can be established or the general membership shall vote by secret ballot.
Article VII ORGANIZATION
A. The officers of this organization shall consist of two Co-Presidents or one
President, Vice President, Recording Secretary, Corresponding Secretary
and two Co-Treasurers or one Treasurer.
B. Officers shall be elected for a term of one year and may not serve in the
same capacity for more than two consecutive years unless an exception is
made by a majority of the members present at the general meeting.
C. Officers shall assume their duties at the last general meeting when they are
inducted, with the exception of the Co-Treasurers or Treasurer who shall
assume their/her/his duties upon the closing of the organization’s books by
fiscal year.
D. If there is a vacancy in the office of president, and there is no co-president,
the vice president will become the president. At the next regularly
scheduled meeting, a new vice president will be elected. If there is a
vacancy in any other office, members will fill the vacancy through an
election at the next regular meeting.
E. Officers can be removed from office for failure to perform duties by a
two-thirds vote of those present at a regular meeting where one week’s
previous notice has been given.
Article VIII DUTIES OF THE EXECUTIVE BOARD
A. Co-Presidents or President
1. Preside over all meetings.
2. Appoint all committee chairpersons.
3. Coordinate the activities of Executive Board and committees.
4. Prepare new budget with Co-Treasurer or Treasurer and
immediate past Co-Treasurers or Treasurer prior to
September and the first general meeting.
5. Explain Crim PTO functions and distribute volunteer sheets
at Kindergarten Orientation Meeting.
6. Distribute and coordinate volunteer sign-up sheets to all
parents.
7. Design and distribute back-to-school package (mega-
packets).
8. Prepare checks and deposits in Treasurer’s /s’ absence.
9. Arrange “Thank You” reception for volunteers at the end of
the school year.
10. Represent Crim School at Council of Schools Association
meetings or appoint a representative.
11. Serve as ex-officio members of all committees.
12. Approve Crim PTO newsletter prior to distribution.
13. Renews state gaming license and obtains permits for basket
raffles, bingo nights or any other events requiring such
licenses and permits.
B. Vice President
1. Presides over meetings when president(s) is/are unable.
2. Informs president(s), membership chair and either the grade
coordinators or the class parents of new students or of
students who are leaving Crim.
3. Sends welcome letter or e-mail to the parents of new students
on behalf of the PTO.
4. Completes and submits Facilities Use Forms to appropriate
Board of Education representative for all Crim PTO
functions.
5. Arranges for cafeteria and/or custodial overtime requests due
to evening, weekend, or any event scheduled after school
hours.
6. Obtains additional permits (as required by state laws for all
Crim PTO functions.
7. Arranges for one police officer to be present at functions that
require a police presence. Checks with treasurer to ensure
that there are sufficient funds in the escrow account to pay
police.
8. Updates electronic database and maintains website or
appoints a webmaster to maintain the website.
C. Recording Secretary
1. Takes minutes at all meetings and maintains records of
attendance.
2. Places approved copy of minutes on Crim PTO Bulletin
Board and Crim School website.
3. Distributes unapproved minutes to the Executive Board and
the principal one week before the next general meeting.
4. Maintains a binder of meeting minutes and bylaws. Meeting
minutes shall be preserved for at least three years.
D. Corresponding Secretary
1. Handles all general correspondence and thank you notes for
donations.
2. Responsible for execution of the aforementioned Sunshine
Policy.
E. Co-Treasurers or Treasurer
1. Handle all funds (writes checks and deposits). Maintain
financial records of all transactions and presents financial
reports at all Crim PTO meetings.
2. Notify the Principal of all items purchased and donated to the
school by the Crim PTO.
3. Present proposed budget at the first general meeting for
approval by general membership.
4. Assist in the preparation of the following year’s school
budget with the President(s) and co-Treasurers.
5. Ensures that IRS Form (990) and New Jersey Charities
Registration Form CRI-300R are prepared and filed.
Article IX MEETINGS
A. The number of general meetings per year shall be determined by the needs
of the general membership, with at least two (2) per year.
B. The dates of the general meetings shall be determined by the president (s)
in collaboration with the Council of Schools Association and the principal.
C. Emergency meetings may be called by the president(s) and/or the
Executive Board.
D. The Executive Board shall have the power to transact all necessary Crim
PTO business between general meetings.
E. The Chairperson of each committee is encouraged to attend the general
meeting one month prior to the event to present a committee report.
Alternatively, a report may be provided to the President(s) in advance of
the meeting. Special requests by Committee chairs should be proposed to
the Executive Board prior to general meetings.
Article X PARLIAMENTARY AUTHORITY
Robert’s Rules of Order shall govern meetings when they are not in conflict with
the organization’s by-laws.
Article XI COMMITTEES
A. Planning Board and Grants Committee
1. The committee shall review proposals of the faculty and
presents them with their recommendations to the general
membership at the general meeting.
2. The Chairperson shall notify the grantee as to the decision
and shall facilitate filing the proper paperwork to pay for the
expenditure.
3. Grant recipients must be members of Crim PTO.
B. Established Committees
1. All committee chairs must be PTO members.
2. A list of established committees will be determined on an
annual basis and distributed to the membership.
3. The Chairperson of each established committee shall adhere
to the committee and budget guidelines as approved by the
General membership.
4. The Chairperson of each committee will have all notices that
will be sent to the Crim School general population approved
by the president(s) and Principal before distribution.
Electronic copies must be sent to the president(s) before
distribution.
5. All PTO contracts must be approved by the Principal, with a
copy to the President(s) before entering into a contract with
any party.
6. The Committee Chairperson is responsible for providing
updates to the general PTO membership. If the Chairperson
is unable to attend the general meeting before the event, the
update should be provided to the President(s) in advance of
the meeting.
7. The Chairperson is responsible for adhering to all PTO
policies and guidelines.
8. The Chairperson is responsible for reporting to the general
membership through articles placed in the Crim PTO
newsletter.
9. The Chairperson is responsible for maintaining a file with all
relevant notes, notices, research, timelines, and other relevant
information for subsequent committee chairs.
Article XII AMENDMENTS
A. These By-Laws may be amended at any general meeting by a majority
vote of the general membership present and voting provided notice and a
copy of the proposed amendment has been distributed to the membership
at least one (1) week prior to the meeting.
B. Copies of the By-Laws shall be made available to all interested parties and
each member of the Executive Board.
C. The President(s) shall appoint a committee to review the By-Laws every
two (2) years and if necessary, recommend revisions.
Article XIII VOTING
Decisions will be made by a majority vote of members present at a general
meeting.
Article XIV DISSOLUTION CLAUSE
Upon dissolution of this organization, the Executive Board shall, after payment of
all liabilities, dispose of all assets of the organization, exclusively for the students
of Crim School.
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