Deep Creek Damascus K-8 Proposed Bylaws

March 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 Objective of Deep Creek Damascus (K-8) PTO shall be:
1. To assist teachers and staff in a positive way 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.
2. To provide an opportunity for the community to become involved in the education of
our children.
3. To develop an environment that encourages positive two-way communication
between home and school.

Article III: POLICIES

Section 1:

Deep Creek Damascus PTO is a non-profit organization and is operated
exclusively for educational purposes within the meaning of section 501 (c)(3) of the
Internal Revenue Code. Notwithstanding any other provision of these rules, this
organization shall not carry on any other activities not permitted to be (a) by an
organization exempt from Federal Income tax under section 501 (c)(3) of the Internal
Revenue Code of 1986 or the corresponding provision of any future United States
Internal Revenue law or (b) by an organizations contributions to which are deductible
under section 170 (c)(2) of the Internal Revenue code of 1986 (or corresponding
provision of any future United States Internal Revenue law).

Section 2:

The fiscal year for Deep Creek Damascus PTO shall be from July 1st through
June 30th of each school year.

Section 3:

The programs of Deep Creek Damascus PTO shall be school and student
oriented and shall be developed through committees, projects, and meetings.

Section 4:

Deep Creek Damascus PTO shall be non-commercial, nonsectarian, and
nonpartisan. It shall not endorse a private enterprise or a candidate for elected office.
The name of the organization or the names of any members in their official capacities
shall not be used in any connection or purpose other than the regular business of the
organization and with the sanction of the Executive Board.

Section 5:

Deep Creek Damascus PTO shall seek neither to direct the administrative
activities of the school nor to control its policies.

Section 6:

Deep Creek Damascus PTO may cooperate with other organizations and
agencies active in enhancing children’s welfare, such as conferences or coordination
councils, provided its representatives make no commitments that bind Deep Creek
Damascus PTO.

Section 7:

Deep Creek Damascus PTO will not at any time distribute any part of the
revenues to the benefit of its members, officers, or other private persons, except that
the organization shall be authorized and empowered to pay reasonable compensation
for services rendered and to make payments and distributions in furtherance of the
purposes set forth in Article II: Objectives.

Section 8:

Deep Creek Damascus PTO shall not discriminate on the basis of age,
color, disability, marital status, national origin, religion, gender or sexual
orientation.

Section 9:

Upon the dissolution of the organization, assets shall be distributed to the
Deep Creek Damascus K-8 school or to a non-profit parent organization chosen by the
Executive Board.

Article IV: PARTICIPATION AND VOTING RIGHTS

Section 1. Participation

Participation will be open to Deep Creek Damascus School teachers, staff, and
parents/guardians of students attending Deep Creek Damascus School who are
interested in the objectives of Deep Creek Damascus PTO and uphold its Bylaws.
The privilege of holding office, introducing motions, debating, and voting is extended
to PTO members.

Section 2. Voting Rights

Each eligible participant shall be entitled to one vote, when required, at all duly
called regular and special meetings of Deep Creek Damascus PTO.
Only Executive Board officers shall be eligible to vote at Board meetings.

Article V: OFFICERS AND DUTIES

Section 1. Officers

The officers of this organization shall be President, Vice-President, Secretary,
Treasurer, Volunteer Coordinator, Communications Coordinator, Donations
Coordinators (2) and Past Executive Officer. These officers shall make up the
Executive Board. Each office holder shall be entitled to one vote at meetings of the
Executive Board.
Officers shall be elected by vote at the May meeting. All officer positions will be
advertised at the April General Meeting for May elections.
Newly elected officers shall work side by side with the current officers until assuming
their official duties at the June Board Budget meeting. The June Board Budget
meeting will only permit the next year’s elected members vote, with guidance from
the previous years board members. New Officers shall serve for a term of one year
or until their successors are elected.
A vacancy occurring in any office shall be filled for the unexpired term by a person
elected by a simple majority vote of the remaining members of the Executive Board.
In case a vacancy occurs in the office of President, the Vice-president shall assume
the office of President and then serve the notice of election for the office of
Vice-president. The position vacated shall be advertised at least seven days prior to
the General PTO meeting, any interested bodies need to express their interest in
person at the General PTO meeting. Following the meeting the board will then vote
to fill the mid term vacancy.

The Executive Board duties shall be as follows:
- Transact necessary business between scheduled meetings.
- Present reports during members’ meetings.
- Review and approve the plans, work, and reimbursements of the appointed
committees.
- Prepare and submit financial goals for the fiscal year, for approval by
members.
- Approve expenditures outside the limits of the budget.
- Review and approve bylaws annually.
- Attend in person, the budget meeting in the spring and bylaw review meeting
prior to the beginning of the school year.
In the Spring, forecast the fundraising events for the following year and
identify the board executives that will be in charge of coordinating with the
committee chair.
Any Executive Board member may be removed for just cause by a majority vote of
the Executive Board.
Resignations of Officers need to be submitted in writing or via email to the Board
President.
The Principal of Deep Creek Damascus School will serve as an advisor to the
Executive Board without voting rights.
The Executive Board shall develop the annual budget no later than May for the
following school year.
The entire Executive Board shall annually review the Treasurer’s accounting records
and to report committee findings to the general membership at the September
meeting. The Executive Board shall, at all times, have access to any and all financial
records of the organization including, but not limited to, bank statements, check
book, savings book, cancelled checks, and paid receipts.

Section 2. Duties

The duties of the officers shall be as follows:

1. President

The President shall preside at all meetings of the organization and the
Executive Board. They shall ensure that all such other duties as may be
prescribed in these Bylaws are assigned to the membership or by the
Executive Board. They shall coordinate the work of the officers and
committees in order that the objectives may be attained.
The President shall co-sign checks with theTreasurer, principal, or head
secretary.
The President may call special meetings of the general membership.
It is strongly recommended that the incoming President have served at least
one year on the Executive Board.
The President is the primary responsible party for regularly checking the PTO
email and notifying any Board members that need to respond to an email.

2. Vice-President

The Vice-President shall act as aide to the President and shall perform the
duties of the President in their absence.
The Vice-President shall work with the Communications Coordinator to
facilitate timely communication with the teachers, staff, and school
community.
The Vice-President shall be the main communicator between the principal
and school staff

3. Secretary

The Secretary shall record the minutes of all duly scheduled meetings of
Deep Creek Damascus PTO and the Executive Board and shall supply each
officer with a copy of those minutes.
The Secretary shall take attendance at all meetings through use of a sign-in
sheet.
The Secretary shall perform such other duties as delegated.
The Secretary shall supply a copy of the current bylaws in the PTO binder.

4. Treasurer

The Treasurer shall receive and deposit all money of Deep Creek Damascus
PTO, keep an accurate record of receipts and expenditures, and pay all bills
authorized by the Executive Board.
The Treasurer shall present a financial report at every meeting of Deep Creek
Damascus PTO and at other times when requested by the Executive Board
and/or the President. The Treasurer is authorized to establish such checking
or savings accounts as necessary.
The Treasurer is responsible for preparing each year’s budget in which 20%
of the budget is always carried over to the following year to cover beginning
expenses.
The Treasurer shall coordinate an internal audit annually with the Deep Creek
Damascus Principal and PTO President.
The Treasurer shall be responsible for all state and federal filings.
The Treasurer and an Executive Board member shall count any physical
funds raised during the school year.

5. Volunteer Coordinator

The Volunteer Coordinator is responsible to oversee scheduling volunteers in
the building, for special events, and generally as needed and requested by a
staff member.
The Volunteer Coordinator will comply with any District reporting
requirements or requests such as hours of service, lists of volunteers, etc.
The Volunteer Coordinator may be assisted by an assistant, as well as a
representative from each grade level.
The Volunteer Coordinator could align with the school for all volunteer
recognition.
The Volunteer Coordinator shall work with the Communications Coordinator
as needed to communicate volunteer needs.

6. Communications Coordinator

Develop and maintain communications via newsletter, website, social media
and email to various public regarding PTO activities and business.
Work with the Vice President and Volunteer Coordinator.
Community Liaison.

7. Donations Coordinators (2)

The donations coordinators shall solicit and gather donations from businesses,
and Deep Creek donors to meet the needs of fundraising efforts and school
needs throughout the school year.
Donations Coordinators shall plan put together fundraising prizes/packages to
present to any winners.
Donations Coordinators shall be in charge of setting up, taking down, and storing
all prize packages for any fundraising events.
Donations Coordinators shall adequately track all solicitations, donations, and
fundraising packages for future reference.
Donations Coordinators shall select and notify winners of prizes.
Donations Coordinators shall work with all committee and board members to
ensure that DCD PTO’s donations needs are met.
Donations Coordinators shall provide any tax receipts requested throughout the
year.
Donation Coordinators should provide adequate ‘thank you's’ to donors.

8. Past Executive Officer

A previous Executive Officer shall serve on the Executive Board for the
purpose of passing on knowledge gained from past experiences and
operations.
All officers shall perform the duties prescribed in these Bylaws and deliver to
the successors all official material within ten days following the meeting at which their
successors were voted in.

Article VI. COMMITTEES

Any Officer may be an ex-officio member of any Deep Creek Damascus PTO
Committee.

Section 1. Standing Committees (suggested but 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

Committee Chairperson shall perform and fulfill the project obligations as stated in
Committee Guidelines.
Committee Chairperson is responsible for effective communication among all PTO
members.
Committee Chairperson is responsible for submitting their notes to the Executive
Board for future reference.

Section 3. PTO Related Activities

As deemed by the Executive Board, committees may be created to fulfill PTO-Related
Activities. These Committees will have a volunteer Chairperson that is responsible for
effective communication among all PTO members.

Section 4. Ad-hoc Committees

Ad-hoc committees may be created by the Executive Board as deemed necessary to
promote the objectives and carry over from one school year to the next, but must be
reinstated at the beginning of each year.

Article VII. MEETINGS

Section 1. Meetings

Deep Creek Damascus PTO meetings will be held once each month of the school
year, unless deemed unnecessary at the discretion of the Executive Board, on the
day and at the time designated by the Executive Board.
A special meeting of the general membership may be called by the President. Notice
of special meetings shall be the same as regular meetings. The agenda must be
stipulated at the time of notification and discussion limited to only those items of
business.
Executive Board meetings will be held monthly for the purpose of, but not limited to,
establishing an agenda for the General Board Meeting and reviewing financial
expenditures.

Section 2. Quorums

A quorum for Executive Board meetings shall be 75% of board members.
No quorum for general membership meetings will be required at this time.

Section 3. Voting

All business conducted at any meeting shall be conducted by a majority vote of those
present in person unless otherwise specified in these Bylaws or required by applicable
law.

Article VIII: PARLIAMENTARY AUTHORITY

The President shall preside over the meetings following these Bylaws, the Articles of
Incorporations, and applicable law.

Article IX: AMENDMENTS

These Bylaws may be amended at any regular meeting of the membership by two-thirds
vote of the members present and voting. The proposed amendments must be available
by review by the membership at least thirty (30) days before the vote.

Any times not covered by these Bylaws shall be left to the interpretation of the
Executive Board.