Deep Creek Damascus K-8 PTO Bylaws

Last Updated: August 2025

Article I: Name

The name of this organization shall be Deep Creek Boosters, also known as Deep Creek Damascus K-8 PTO.

Article II: Objectives

The objectives of the Deep Creek Damascus PTO shall be:

To assist teachers and staff in meeting the needs of the children and the school as a whole, and to maximize every child’s academic achievement, physical development, and social adjustment.
To provide opportunities for the community to become involved in the education of our children.
To develop an environment that encourages positive two-way communication between home and school.

Article III: Policies

Section 1. Non-Profit Status

The PTO is a non-profit organization operated exclusively for educational purposes within the meaning of section 501(c)(3) of the Internal Revenue Code.

Section 2. Fiscal Year
The fiscal year shall run from July 1 – June 30 of each school year.

Section 3. Programs
Programs shall be school- and student-oriented, developed through committees, projects, and meetings.

Section 4. Non-Commercial/Non-Partisan
The PTO shall be non-commercial, nonsectarian, and nonpartisan. It shall not endorse private enterprise or candidates for elected office.

Section 5. Administrative Authority
The PTO shall not direct the administrative activities of the school nor control school policies.

Section 6. Cooperation
The PTO may cooperate with other organizations/agencies to enhance children’s welfare but shall not make commitments binding the PTO without Executive Board approval.

Section 7. Revenues
No part of PTO revenues shall benefit members, officers, or private persons, except as reasonable compensation for services rendered.

Section 8. Non-Discrimination
The PTO shall not discriminate on the basis of age, color, disability, marital status, national origin, religion, gender, or sexual orientation.

Section 9. Dissolution
Upon dissolution, assets shall be distributed to Deep Creek Damascus K-8 or another non-profit parent organization selected by the Executive Board.

Article IV: Participation & Voting Rights

Section 1. Participation
Open to teachers, staff, and parents/guardians of Deep Creek Damascus students who support PTO objectives and uphold the Bylaws.

Section 2. Voting Rights

Each eligible participant receives one vote at general and special meetings.
Only Executive Board officers may vote at Board meetings.

Article V: Officers & Duties

Section 1. Officers
The Executive Board shall consist of:

President
Vice-President
Secretary
Treasurer
Volunteer Coordinator
Communications Coordinator
Two (2) Donations Coordinators
Past Executive Officer

Election & Terms:

Officers are elected in May. Positions are advertised in April.
New officers transition in June and officially assume duties at the June Budget Meeting.
Officers serve 1-year terms or until successors are elected.
Vacancies are filled by majority Board vote, following proper advertisement.

Executive Board Responsibilities:

Conduct necessary business between meetings.
Present reports to membership.
Review/approve plans, work, reimbursements, and bylaws annually.
Prepare/submit financial goals and approve expenditures.
Attend spring budget and bylaw review meetings.
Forecast fundraising events for the following year.

Section 2. Officer Duties

President

Presides at meetings; coordinates work of officers/committees.
Co-signs checks with Treasurer, Principal, or Head Secretary.
Calls special meetings as needed.
Oversees PTO email communications.

Vice-President

Acts as aide and substitute for President.
Works with Communications Coordinator on timely messaging.
Serves as primary liaison between Principal and staff.

Secretary

Records minutes, maintains attendance/sign-in sheets, and distributes copies.
Maintains PTO binder with current bylaws.

Treasurer

Manages receipts, deposits, expenditures, and financial reporting.
Prepares annual budget (with 20% carryover).
Coordinates annual internal audit and ensures compliance with state/federal filings.
Oversees physical funds counting with another Board member.

Volunteer Coordinator

Oversees volunteer scheduling and compliance with district reporting.
Coordinates recognition of volunteers.
Collaborates with Communications Coordinator for outreach.

Communications Coordinator

Develops and maintains PTO communications (newsletter, website, social media, email).
Acts as Community Liaison.

Donations Coordinators (2)

Solicit/gather donations for fundraising and school needs.
Organize, track, and manage prize packages.
Provide tax receipts and donor recognition.

Past Executive Officer

Provides continuity, advice, and institutional knowledge.

Article VI: Committees

Section 1. Standing Committees (examples, not limited to)

Fall Fundraiser
Spring Fundraiser
Book Fair
Back to School Social
Community Events
Staff Recognition
Team Awesome
5th Grade Promotion
8th Grade Promotion
Spring Carnival
Holiday Craft Night

Section 2. Duties

Chairpersons fulfill project obligations and maintain communication.
Notes are submitted to the Executive Board for reference.

Section 3. PTO-Related Activities
The Board may create additional committees with volunteer chairs.

Section 4. Ad-Hoc Committees
Created by the Board as needed, reinstated annually.

Article VII: Meetings

Section 1. Meetings

PTO meets monthly during the school year.
Special meetings may be called by the President with advance notice and agenda.
Executive Board meets monthly to review finances and set agendas.

Section 2. Quorum

Executive Board: 5 of 9 members.
General Membership: No quorum required.

Section 3. Voting

Business conducted by majority vote unless otherwise specified.

Article VIII: Parliamentary Authority

The President shall preside, following these Bylaws, Articles of Incorporation, and applicable law.

Article IX: Amendments

Amendments require a two-thirds vote of members present.
Proposed amendments must be available for review 30 days prior to the vote.
Any matters not covered by these Bylaws shall be interpreted by the Executive Board.