• Bylaws

    Blue Ash Elementary PTO

    Of the Association of Sycamore Schools Parent Organizations (ASSPO)


    I: Name


    The name of this organization is the Blue Ash Elementary Parent Teacher Organization, or Blue Ash PTO or BAE PTO.


    II: Purpose


    The purposes of the PTO are to promote a collaborative effort between school and home through which parents, guardians and the general public are enabled to become actively involved in Blue Ash Elementary School, to provide opportunity for dialogue between school and families, and to raise funds that may be necessary to achieve the overall objectives of the PTO.


    III: Basic Policies


    A. The PTO is non-commercial, non-sectarian, and non-partisan.


    B. By virtue of membership in the Association of Sycamore Schools Parent Organizations, the Blue Ash PTO is a not-for profit organization as defined by section 501(c)3 of the Internal Revenue Code, and it must abide by all regulations concerning such organizations.


    1. No part of the net earnings of the PTO shall be used to personally benefit any member or officer of the PTO, or any other person. The PTO may, however, pay reasonable compensation for services rendered.


    2. The PTO may contribute money or volunteer time for lobbying purposes, in order to influence voters regarding issues, or to influence local, state or national legislation. The PTO may not make any contribution, financial or otherwise, toward the campaign of any individual running for office.


    3. Upon the dissolution of the PTO, assets shall be distributed to one or more not-for-profit organizations, as defined under section 501(c)3 of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose.


    C. The fiscal year of the Blue Ash PTO shall be July 1 through June 30.


    IV. Relationship with ASSPO


    A. The BAE PTO is a member of and maintains its IRS 501(c)(3) status through the Association of Sycamore Schools Parent Organizations (ASSPO). To remain in good standing,  the BAE PTO will complete the following requirements:

    1. The  President will submit all registrations and reports to State and Federal agencies as required to ensure compliance with state and federal law and to maintain IRS 501(c)(3) status. 

    2. The  President will submit documentation on an annual basis to ASSPO per the ASSPO Compliance Checklist. 

    3. The President will submit all revisions to by-laws to ASSPO upon approval. 

    4. The Executive Board will comply with all Articles as stated in the ASSPO Bylaws.

    V. Members and Dues


    A. Parents or guardians of students attending Blue Ash, members of the Blue Ash administration and staff, and interested community residents within the BAE school boundaries, may become members of the PTO upon payment of annual dues.


    B. Membership in the PTO will be made available without regard to race, color, creed, or national origin.


    C. Annual dues are determined by the executive board. The PTO shall conduct an annual enrollment of members, but may admit persons to membership at any time.


    D. The privilege of voting at meetings, and of serving as board members or committee chairs, is reserved for dues-paying members.


    VI. Executive Board


    The executive board shall consist of the following officers: President or Co-Presidents; Vice President, Family Involvement; Vice President Student Programs; Vice President, Ways and Means; Treasurer; Recording Secretary; Corresponding Secretary; and a representative from the school administration.


    1. The duties of the executive board are as follows:

      1. Approve an annual budget for presentation to the PTO at the first general meeting of the school year.

      2. Make financial decisions involving no more than $500 at a time on issues which may arise outside the scope of the budget.  The President (co-presidents) must report on the expenditure at the next scheduled general meeting. Create standing committees, and oversee the activities of all PTO committees.

      3. Approve all contracts.

      4. Attend all PTO and executive board meetings. After two consecutive unexcused absences, a Board member will be considered to have relinquished the position.

      5. Respect the confidentiality of executive board meetings.

      6. Maintain all required records and notebooks, and turn over all records and notebooks in a timely fashion, at the end of their term.

    2. The President or Co-Presidents shall

      1. Preside at all meetings of the PTO and executive board;

      2. Coordinate the work of the PTO;

      3. Direct the activities of designated committees;

      4. Appoint committee chairs;

      5. Serve as an ex-officio member of all committees

    3. The Vice President or Co-Vice Presidents, Family Involvement, shall

      1. Preside at meetings in the absence of the President or other designated officer;

      2. Direct the activities of designated committees;

      3. Develop and coordinate periodic social and other non-fundraising events for school families.

    4. The Vice President or Co-Vice Presidents, Student Programs, shall

      1. Direct the activities of designated committees;

      2. Ensure the coordination of in-school programs sponsored by the PTO;

      3. Act as liaison for programs sponsored by outside organizations, when necessary.

    5. The Vice President or Co-Vice Presidents, Ways and Means, shall

      1. Direct the activities of designated committees;

      2. Investigate new fundraising programs for the PTO.

    6. The Recording Secretary or Co-Recording Secretaries shall

      1. Direct the activities of designated committees;

      2. Record the minutes for all PTO and executive board meetings;

      3. Provide copies (hard copies or electronically) of relevant minutes at all meetings;

      4. Record attendance at all PTO and executive board meetings;

      5. Maintain a membership list.

    7. The Communications Secretary or Co-Communications Secretaries shall

      1. Direct the activities of designated committees;

      2. Conduct all correspondence for the PTO, including staff birthday gifts, holiday gifts and any other gifting from the PTO to BAE staff;

      3. Schedule the rooms for all PTO and Executive Board meetings, and notify all members of the time of PTO meetings;

      4. Communicate PTO information via PTO website and/or any other social media platforms the PTO deems to utilize.

    8. The Treasurer shall

      1. Prepare an annual budget for approval at the first executive board meeting of the year;

      2. Present Budget at the first PTO meeting of the school year, for approval by the membership

      3. Submit copies of completed Audit/990's to ASSPO files in district office

      4. Be responsible for all PTO funds, keeping full and accurate records of all receipts and expenditures, and paying all properly submitted bills;

      5. Present relevant financial reports at all PTO, executive board, and project request meetings;

      6. Ensure bank statements will be reviewed monthly by a Board Member/Officer who does not have check signing authority

      7. Arrange for an annual audit of the books;

      8. Prepare all tax filings as required by law, or make arrangements for such filings;

      9. Maintain liability and bonding insurance for the PTO and executive board.

    9. The Executive Board shall meet regularly, at a time to be decided upon by the Board.  Four members of the Board shall constitute a quorum for the transaction of business.


    VII. Election of Officers


    A. There shall be a nominating committee, composed of five members: two from the PTO Executive Board and three from the general membership.  The nominating committee shall elect its own chairperson. An initial meeting to discuss potential nominees shall be held in February.


    B. The nominating committee shall seek to fill each office. A nominating committee member may not nominate him/herself, but may be nominated.


    C. The consent of each candidate for office must be obtained before placing his or her name on the ballot.


    D. The slate of officers shall be presented by the nominating committee at the March meeting.  After the slate has been presented, the President or Co-Presidents will ask for nominations from the floor.  If there are no nominations from the floor, the slate is accepted as presented, and may be voted on as a slate at the next meeting.


    E. Officers shall be elected annually in the month of April.  If there were no nominations from the floor a voice vote for the entire slate is permitted.   If there were nominations from the floor, when the slate was presented, the election shall be by written ballot for that office, with a majority vote constituting an election.


    F. In the event that the nominating committee is unable to present a full slate at the March meeting, the slate may be presented at the April meeting regardless of whether the slate is full or not, and voted upon at the May meeting.


    G. The term of office for any chair or board position is one year, to correspond with the PTO fiscal year. The exception is PTO Treasurer, which has a term of office of two years.


    H. A vacancy in any elective position shall be filled for the unexpired term by a person appointed by the PTO President or Co-Presidents. In a case of vacancy in the office of the President, if there is not a Co-President, one of the Vice Presidents on the board shall assume the office. In the event of Co-Presidents, the one remaining will serve as President.  A vacancy may be declared when an officer has missed four consecutive PTO and/or Executive Board meetings or the elected slate has an open position


    VIII. General Meetings


    A. General meetings of the PTO shall be held at least two times per year, to be scheduled by the PTO Executive Board.


    B. Special general meetings may be called by the executive board with seven days notice given to the membership.


    C. A number of members equal to the majority of members present, with at least 3 members being elected officers, shall constitute a quorum for the transaction of business at general PTO meetings.


    IX. Committees


    A. Standing Committees shall be created by the Executive Board, as required to carry out the objectives of the PTO.


    B. Once the Executive Board is elected the committee Chairs shall be appointed by the PTO President or Co-Presidents.  Prior to that, the nominating committee can appoint committee chairs.  The term of each Committee Chair shall be one year, or until his/her successor is appointed. Committee chairs shall not be eligible to serve more than two consecutive terms, unless approved by the Executive Board.


    C. The work of all committees is subject to approval by the Executive Board. Committees must seek Board approval before exceeding budgeted expenses, and must have Board approval before signing any contracts.


    D. Committee Chairs must maintain the Committee notebooks, and submit annual committee reports. All records and annual reports must be submitted to the Board by the end of each school year.


    X. Conflict of Interest

    A. The PTO has adopted a policy and procedure to prevent financial conflict of interest and to address situations where a financial conflict of interest may have occurred. The policy and procedure will be reviewed annually with officers and committee chairs and will be available on the organization’s website or by request of the membership.


    XI. Amendments


    A. The PTO may amend the Bylaws at any regular meeting of the organization, by a majority vote of those members present, provided that notice of the proposed changes are given at the previous meeting and that quorum is met.


    B. When substantial changes are needed to reflect the realities of the organization, the Executive Board may appoint a committee to revise the Bylaws.  The revised Bylaws may be approved by a majority vote of those members present at a regular PTO meeting, providing that notice of the revision is given at the previous meeting.


    C. Amendments or revisions are in effect immediately upon approval.


    D.  When amendments are made, please add to ASSPO binder at District Office, per article IV of these bylaws.




    The rules contained in the current edition of Robert’s Rules of Order, Revised shall govern the organization in all cases in which they are applicable and in which they are not inconsistent with these bylaws and any special rules the organization may adopt.   

    Adopted:  May 2012


    Amended: December 2017

    Amended: November 2021