Welcome to the Glen Acres PTO's Membership Toolkit site (MTK is what we call it)! This is the tool the PTO will be using to stay connected to Glen Acres families. Once you create a MTK account, you will have easy access to do the following:

  • Join our PTO - for free!
  • Receive PTO newsletters and other important communications
  • Learn about Social Events for Parents and Students
  • Volunteer
  • Access the online directory (think birthday invites and playdates)
  • Purchase spirit wear
  • Donate
  • Participate in fundraisers throughout the school year

Please take a moment to register or update your information today - you'll need to accept the PTO bylaws the first time (you can review at the bottom of this page) you log in to accept membership! 

  

 If you already have a Membership Toolkit account with another organization, you can use the same log-in here.  

Our PTO uses funds raised to support many different opportunities for all our students throughout the school year. Please consider making a donation today.  

Have You Downloaded the Membership Toolkit App?

If you haven't already downloaded the MTK, we suggest you do. It's a great resource for all things PTO right on your phone. It's simple and FREE!

      

Make sure to also check out our website and Facebook page! 

Questions? Email gaeptofunds@gmail.com     

 

 Glen Acres Elementary Parent Teachers Organization, Inc.
Bylaws (Amended October 30, 2018)
 
ARTICLE I: NAME
The name of this organization shall be known as “Glen Acres Parent Teacher Organization” and shall be referred to, hereafter, as PTO.  The organization shall have a PTO Executive Board of elected officers and shall be referred to, hereafter, as Board.
 
ARTICLE II: OBJECTIVE AND POLICY

  1. The objective of the PTO shall be to encourage a spirit of cooperation and understanding between the home and the school and to further the welfare of the children through enrichment programs, activities, and financial support.
  2. The purpose of the PTO shall be educational and shall be developed through committees and projects, both instructive and financial.
  3. PTO shall be non-partisan, non-commercial and non-sectarian. It shall cooperate with the West Chester Area School District School Board and Teachers but shall make no attempt to direct the policies or administrative activities of either.
  4. All expenditures shall be for the purpose of enhancing the children’s education.

 
ARTICLE III: MEMBERSHIP AND DUES

  1. Any person or family with a child attending Glen Acres Elementary School, who is willing to uphold its policies and subscribe to its Bylaws, upon payment of dues, will become a member of the PTO for the term of one academic year.
  2. The amount of dues shall be determined by a majority vote of the members of the Board, before the start of the school year.
  3. An annual enrollment of members and collection of dues shall be conducted in the fall of the school year.  Additional members shall be accepted at any time.
  4. Only members shall be eligible to vote at meetings and elections of the Board. 
  5. All officers and committee chairpersons are required to be members of the PTO.
  6. All teachers and staff are members of the PTO.

 
ARTICLE IV: OFFICERS

  1. The officers of the Board of the PTO shall consist of no more than two (2) co-presidents, two (2) co-vice presidents, one (1) recording secretary, one (1) corresponding secretary and one (1) treasurer.
  2. Officers shall be elected in the spring for the following school year.
  3. Officers shall assume the official duties of their respective offices at the conclusion of the final day of school of the calendar year.
  4. Officers are elected for a term of one (1) year and may serve no more than four (4) consecutive years in the same position. The exception being, if no person is identified by the May PTO meeting or by the end of the school year to fill a vacant position, that officer may run again with a majority vote approval by the Board. Otherwise, an officer must resign from the Board for a minimum of 1 year before being eligible for re-election to the Board.
  5. A minimum of one (1) new officer must be elected to the Board each year, and at least two (2) officers on the Board must have a minimum of one (1) year experience.

 
ARTICLE V: DUTIES OF THE PTO OFFICERS

Elected Board Members - All officers shall perform the duties prescribed by these Bylaws and those assigned throughout their terms of office. All officers shall deliver to their successors all official materials within ten (10) days following the end of the school year.

  1. Co-Presidents - shall preside over all meetings of the PTO and Board. They shall have general supervision of affairs.  They shall appoint the chairpersons of all standing committees and shall be members ex officio of all committees. They shall act as liaison between the Board and the Principal.
  2. Co-Vice Presidents - shall act as aids to the co-presidents and shall perform the duties of the co-presidents in the absence or inability of those officers to serve.  They shall perform any such duties as may be assigned to them by the co-presidents or the Board.
  3. Recording Secretary - shall record and distribute the minutes of all meetings of the PTO and Board and shall perform any such duties as may be assigned to them by the co-presidents or the Board.
  4. Corresponding Secretary - shall be responsible for all correspondence of the PTO and shall perform any such duties as may be assigned to them by the co-presidents or the Board.
  5. Treasurer - shall receive all monies of the PTO and keep an accurate record of receipts and expenditures. They shall pay out funds in accordance with the approved budget as authorized by the PTO. They shall present a financial report that shows inflow and outflows as well as reconciled cash balance at every meeting of the PTO and at any other time when requested by the Board. The Treasurer shall work closely with the Board to ascertain that appropriate procedures are being followed in the financial affairs of the organization and shall perform any such duties as may be assigned to them by the co-presidents or the Board.
  6. In addition to the above duties, officers will be responsible for coordinating the following activities (as deemed necessary): Grade Level Parent Co-Ordinator, Membership, Newsletter, Non-fundraiser Socials, PTOC, Giant+ Rewards, Hershey Park Tickets, Assignment Books, Field Day Co-ordination.

 
Non-Elected Board Members

  1. GAE Principal - shall serve as a voting member of the Board and shall advise the Board and PTO throughout the year about expenditures, school district policy and proposed PTO activities. The principal shall appoint a teacher representative(s) to serve on the Board.
  2. The Teacher Representative(s) - shall be the prime liaison between the Board and the teaching staff at GAE and shall be a voting member of the Board. Shall assist the principal in advising the Board and PTO throughout the year about expenditures, school district policy and proposed PTO activities. The Teacher Representative position can be shared by more than one person; however, the teacher representative vote will count only as one vote.

 
ARTICLE VI: FINANCIAL ADMINISTRATION

  1. Fiscal Year - The fiscal year of the organization shall be July 1 until June 30 but may be changed by the majority resolution of the Executive Board. All activity including but not limited to checks and deposits that are made within the fiscal year will be accounted for in the year it was made.
  2. Checks, Drafts, Etc. - Authorized signatures on checks of the PTO bank account shall be the elected treasurer, co-presidents, or co-vice presidents. All checks, orders for payment of money, bills of lading, warehouse receipts, obligations, bills of exchange, and insurance certificates shall be signed or endorsed by such officer or officers or agent or agents of the organization, and in such a manner as shall from time to time be determined by resolution of the Executive Board. All expenses over $100 shall be paid directly to the vendor. All payments over $10,000 must be made in the form of a check, that requires two (2) signatures from Executive Board Members. All monies distributed by the treasurer shall be documented with valid receipts, bills and or invoices.
  3. Deposits and Accounts - All funds of the organization, not otherwise employed, shall be deposited within fourteen (14) days of receipt in general or special accounts in such banks, trust companies, or other depositories as a majority vote of the Board may select. For the purpose of deposit and for the purpose of collection for that account of the organization, checks, drafts, and other orders of the organization may be endorsed, assigned, and delivered on behalf of the organization by any officer or agent of the organization.
  4. Records - Correct, organized books of account (electronic and paper as required) that document the activities and transactions of the organization shall be kept at the office of the Treasurer. The PTO account shall be reviewed annually by the co-presidents at the close of the fiscal year.
  5. Annual Budget - An annual balanced budget will be prepared and approved by the Board prior to the first general PTO meeting in September. The checking account beginning balance may not exceed 15% of the annual budget each year, funds in excess of this amount are to be transferred to a savings account for planned projects outside the annual budget.
  6. 5th Grade Fund - The Treasurer and 5th Grade Chairpersons must gain access to the 5th Grade Fund Bank Account within ten (10) days of assuming their position. The 5th Grade fund will start each fiscal year with $250. At the end of the fiscal year, any monies over $250 will be transferred to the PTO General Account and credited to the purchase of the following years 5th Grade Yearbooks. Any person with access to the 5th Grade Fund Bank Account must be removed from the account with ten (10) days of leaving their Board or chair position.
  7. Access to PTO Bank Accounts - The PTO co-Presidents and Treasurer must gain access to the PTO bank accounts within ten (10) days of assuming their Board position. Any person with access to a PTO bank account must be removed from the account with ten (10) days of leaving their Board position.

 
ARTICLE VII: EXECUTIVE BOARD

  1. The Board shall consist of the elected officers of the PTO, as described in Article V, the Principal of the School and a designated teacher representative. These persons shall have voting seats on all Board meetings.
  2. The duties of the Board shall be:
    1. To transact necessary business in the intervals between regular PTO meetings and all other business as may be referred to it by the PTO.
    2. To create and approve the plans of standing committees.
    3. To develop a working budget for consideration, amendment, and adoption by the general membership no later than the first general membership meeting of the school year.
    4. To present a report at each regular meeting of the general membership.
    5. To fill any unexpired terms of office.
    6. To approve expenditures within the framework of the budget.  The Board shall have the power in its discretion, upon a majority vote of the members present at a given Board meeting, to approve any expenditures it shall deem appropriate, provided such expenditures shall benefit the school, the students, or the staff. All requests for money by the faculty and staff must be submitted in writing to the Board for approval.
    7. To transact business, including approving necessary expenses, during the months of June, July and August.
    8. In the event the Board shall desire to spend more than $250 outside the framework of the approved budget, it shall discuss the expenditure at the next regular PTO meeting and take a membership vote for approval or disapproval of such expenditure.
  3. In the event the Board shall find that any member or members of its body shall not be performing his/her duties to the satisfaction of the Board, the Board, or the majority thereof, shall call a special meeting of the Board for the purpose of discussing and voting.  If the Board finds, by a two-thirds majority vote of those present, that the person or persons in question should be relieved of his/her duties, then the person shall be recalled, and the following shall occur:
    1. If the person in question is the co-president, then the other co-president will preside solely as president for the remainder of the term.  If the persons in question are both co-presidents, then the vice-presidents will become co-presidents and the Board shall appoint new vice-presidents for the balance of the term.
    2. If the person or persons in question hold any office other than co-presidents, the Executive Board shall appoint a successor for the remainder of the term. 

ARTICLE VIII: ELECTIONS

  1. In March, the Board will send notification to the general membership requesting interested volunteers for open Board positions.
  2. The Board will prepare a list of nominees for those positions after verifying permission from perspective volunteers.
  3. The list of candidates will be sent to PTO members at least fourteen (14) days prior to final PTO meeting of the school year.
  4. Officers shall be elected by vote of the general membership at the final PTO meeting of the school year.
  5. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Board.

 
ARTICLE IX: PTO MEETINGS

  1. Regular Meetings of the general membership shall be held at least six (6) times during the school year, unless otherwise provided by the Board.  Dates, times, and frequency of said meetings are to be determined by the Board.  Notices of such meetings shall be delivered to all members at least three (3) days prior to said meeting and shall state the purpose thereof.
  2. Meetings of the Board shall be held as needed, a minimum of four (4) times per year, and the date and time shall be determined by the co-presidents and principal.
  3. Special meetings may be called by the co-presidents, principal or by a majority of the Board members.  Notices of all special meetings shall be delivered to all PTO members at least three (3) days prior to said special meeting and shall state the purpose thereof.  Special meetings shall be limited to consideration and/or voting of matters stated in the call.
  4. Requests for faculty mini-grants must be received ten (10) days prior to the regular PTO meeting, after Principal approval, a member of the Board shall discuss the mini-grant at the next regular PTO meeting and take a membership vote for approval or disapproval of the mini-grant.

 
ARTICLE X: PTO COMMITTEES

  1. The standing committees of the Glen Acres PTO shall be limited to the following unless additional committees are deemed necessary and established with the majority vote of the Board.
  • 5th Grade Fundraising
  • Box Tops
  • Assembly
  • Grade Level PTO Representatives
  • Homeroom Parent Coordinator
  • Holiday Shop
  • Hospitality
  • Monster Mash 
  • Running Club/5K
  • Yearbook
  • Spirit Wear
  • Spring Fair
  • Social
  1. The co-presidents shall select as many persons to serve on these committees, as they deem necessary to achieve efficient resolution of the PTO objectives.
  2. All standing committees shall present plans to the Board for approval prior to taking action or committing funds and keep accurate records of their affairs, to which they are responsible for handing over to the new chair or chairpersons within ten (10) days of the last day of the school year.
  3. In the event the Board shall find that any committee chair is not or unable to perform his/her duties to the satisfaction of the Board, the Board, or the majority thereof, shall call a special meeting of the Board for the purpose of discussing and voting. If the Board finds, by a two-thirds majority vote of those present, that the person or persons in question should be relieved of his/her duties, then the person shall be recalled, and the following shall occur:
    1. If the person in question is the co-chair, then the other co-chair will preside solely as chair for the remainder of the term. If the persons in question are both co-chairs, then the Board shall find a responsible replacement chairperson and appoint them for the balance of the term. 

ARTICLE XI: DISSOLUTION

Should the PTO cease to exist and dissolve for any reason, all funds in the treasury, after all outstanding obligations at the time of dissolution have been satisfied, shall be distributed to a successor Glen Acres Elementary School parent-teacher organization then in existence or, where no such organization is in existence, to Glen Acres Elementary School for use for the benefit of students.

ARTICLE XII: AMENDMENTS 

These Bylaws may be amended by affirmative vote of two-thirds of the general membership present at any given meeting, provided notice to amend shall be included in the meeting notice, and at least ten (10) days’ notice of such meetings to amend shall be delivered to all members. Absentee ballots and voting by proxy shall not be accepted for amendments to these Bylaws.