JA Mom - I'm happy to share a generic version of the Policies and Procedures and have pasted them below. The bylaws are too lenghty to post here but there are already some wonderful examples on the Bonus Tools page.
2005/2006 PTO – General Guidelines
Visiting the School
All visitors to the school are required to enter through the office, sign in and take a “visitor†sticker. Exit through the office as well and remember to sign out. While performing PTO activities, we are in an academic and professional setting. PTO work is vital to XYZ School. We have always been welcome and appreciated thanks, in large part, to the professional manner in which we conduct ourselves. Younger children are welcome for many activities but can interfere with others. Please consider the activity when deciding whether to include them.
Teachers’ Lounges and Workroom
The teachers have always been very welcoming and accommodating to PTO members as we work in the school. The lounges, though, are the few places they can go to for meetings, private conferences/phone calls and a quite lunch or break. Limiting use of the lounges respects their privacy.
Photo Copying
As the school grows, so do the many tasks the office staff need to work on during the day. We can help them by making our own photo copies. If using the school’s machines, please use the copiers in the “Blue Roomâ€. The cost effectiveness of the machines is based on the number of copies. The Risoh machine works best for 100+ copies while the standard copier works for smaller batches. If you experience trouble with the machines check with the school secretary. Teachers use the copiers heavily during lunch times and the last hour of the day so please try to avoid those times.
Mail
In a further attempt to limit traffic in the Teachers’ Workroom, the PTO mail box has been relocated to the office. It is on the cart near the phone. Each officer and committee has their own file. General mail will be in the smaller blue box. Receipts for the treasurer should be in an envelope with your name, committee and whether the invoice should be paid directly or if you should be reimbursed.
Mail for teachers should be clearly labeled with their name and room code (i.e. Mrs. Simms, 5D ).
Items for particular parents should include the parent’s name, student’s name, teacher’s name and room code (i.e. Mrs. Jones, Bobby Jones, Mrs. Baker, 3A).
Mail for teachers, staff members and/or parents should be placed in a tray in the office. Office staff members will deliver the items to the corresponding mail boxes.
Broad Distribution to staff and/or parents
In order to maintain clear communications between the PTO and the administration, please route items as follows: Place item(s) in the PTO president’s mail folder and then notify her via email or phone. The PTO president will review the item and then forward it to the assistant principal. The assistant principal will review it and then notify you when it’s approved and OK to distribute. The administration is also under an increased work load. Please anticipate a one or two day turn around time for this review process as you plan your activities. Also, several grades send papers home with students just once a week, adding additional days to the process.
PTO Bulletin Board
The bulletin board across the hall from the office door is for PTO use. The top right quarter is reserved for Boxtops Bulletins. The bottom right quarter is for meeting information. The entire left side is available for committee use as needed. The PTO president will keep the schedule and can let you know when it’s available for your committee/activity. Postings should be reviewed and approved by the assistant principal.
PTO Meetings
Our meetings follow a standard agenda as outlined in the bylaws. While Mrs. ABC and teacher representatives are present at meetings, discussions are limited to PTO business only, within the outline of the agenda.
Voting Privileges
All parents/guardians of XYZ School students are members of the PTO. They are encouraged to attend and participate in PTO meetings. However, only board members as outlined in our bylaws can make or second a motion or cast a vote.
Tax ID
Central is tax exempt. Attached is a Tax ID Letter for your use. Some retailers, such as Wal Mart require a stop at the service desk for approval or a card. Sams Club and Little Caesars require the letter along with a PTO check made out to them already.
Sams Club Card
We are a Sams Club member. The Concessions chairman retains the card. If you need to use it for your committee, contact the concessions chairman.
GFS Marketplace Partnership is Savings
W are a GFS Rebate Customer. Purchasing items at their store earns points which are rewarded with cash. The PTO president retains the cards. If you would like to use one for your committee, please contact the president.
Local Merchants
This is a very close knit, supportive community. We benefit greatly from this relationship. Whenever possible, please consider using local merchants for your committee’s needs.
Volunteer Sign-Up Sheets
The best way to encourage parent participation is to make them feel useful. Please make every attempt to contact all of the volunteers on your sign-up sheets. Even if you don’t need additional help, you might refer them to another committee or activity.
