Manheim Township Middle School 

Parent-Teacher Organization Bylaws 

Reviewed and Approved 9/16/25

Article 1- Name of Organization

1.1. The name of this Organization will be the Manheim Township Middle School Parent-Teacher Organization (MTMS PTO), an independent organization, located within the Manheim Township School District (MTSD) in Lancaster, Pennsylvania

Article 2- Objectives

2.1. MTMS PTO will focus on bringing parents and teachers together to create a better understanding and overall support of student education and the school community at Manheim Township Middle School. These objectives will be maintained through various committees, projects, programs, and events outlined within this governing document.

2.2. MTMS PTO is committed to partnering with Middle School Administration, Teachers, Faculty, and Staff to support a high quality of education, maintaining the atmosphere of learning, and developing a united effort to ensure every student will have the greatest advantages in Physical, Mental, and Social Education.

2.3. MTMS PTO will support the Middle School  Administration, Faculty, and Staff to the best of its ability to ensure student safety as well as safe access to the MTMS building and grounds.

2.4. Approval for direction of all MTMS PTO events, activities, and policies rests with the Middle School Administration.

2.5. MTMS PTO may partner with Middle school Faculty and Staff to provide additional funds for materials, supplies, and/or other needs used solely to support educational programs, facility improvements, and learning environments. These financial supplements will occur only as the MTMS PTO Annual Budget may allow.

2.6. MTMS PTO will use various means of communication to connect with all Middle School families to provide multiple opportunities for every member to be an informed participant in matters relating to the support of this Organization and its bylaws.

2.7. MTMS PTO will function as a non-commercial, non-sectarian, and non-partisan organization. Funds received by MTMS PTO from either a nonprofit or commercial organization will not constitute an endorsement of that organization.

2.8.  MTMS PTO will seek neither to direct the administrative activities of the school nor to control its policies and will be governed and qualified by the basic policy set forth in this Article. 

2.9.  MTMS PTO may cooperate with other groups, agencies, and councils active in child welfare provided the representatives of this Organization make no commitments that bind the group he/she represents without the consent of the Organization.

Article 3- Membership

3.1. Member Enrollment

3.1.1. Parents/Guardians of children attending Manheim Township Middle School as a regular, full-time student receive automatic membership in the MTMS PTO. This includes students who attend the Manheim Township Virtual Academy grades 7 and 8.

3.1.2. Membership in MTMS PTO is available without regard to age, race, color, creed, gender, country of origin, disability, marital status, sexual orientation, or religion.

3.2. Member Participation

3.2.1. There are no annual dues for MTMS PTO members or families. MTMS PTO may request families to make a voluntary donation in support of the ongoing MTMS PTO activities. The choice to make a donation, as well as the amount of the donations will be made by each individual family. All financial records of donations, etc. will be maintained by the MTMS PTO Treasurer.

3.2.2. MTMS PTO Members will have various opportunities to support the objectives of this organization. Members may choose to serve within an array of options which include, but are not limited to, attending and participating in MTMS PTO meetings, serving on a committee, serving as a coordinator for a committee, etc.

3.2.3. MTMS PTO members will follow all Manheim Township School District  guidelines as stated in the “District Volunteer Guidelines” when participating in any volunteer capacity at any Middle School and/or MTMS PTO events.

3.3. Member Voting Rights

3.3.1. Parents/Guardians of Middle School students will have automatic voting rights on action agenda items at MTMS PTO meetings.

3.3.2. Each individual member of the MTMS PTO will have one vote to cast. Voting may take place by verbal vote, written ballot, or online ballot.

Article 4- MTMS PTO Executive Committee

4.1. Overview

4.1.1. The MTMS PTO Executive Committee shall consist of the appointed officers of the Organization, a school administrator, and a faculty representative.

4.1.2 MTMS PTO will be governed by the appointed officers of the MTMS PTO Executive Committee, which will consist of, at a minimum, a President, Vice President, Secretary, Treasurer, and may include a Web Coordinator and Volunteer Coordinator. 

4.1.3. When possible, roles will be shared to create co-positions between two individuals acting equally in their role. 

4.2. Appointment and Term of Office

4.2.1. Appointed Executive Committee Officers act equally in their role, including voting rights.

4.2.2. Executive Committee Officers will serve for a minimum of one school year, or if they choose, may remain in office for 2 years, or as long as they are parents of students enrolled in Manheim Township Middle School or the Manheim Township Virtual Academy grades 7 and 8.

4.2.3. If more than two candidates have volunteered for an open position on the Executive Committee, a vote will be conducted by written/online ballot with all members invited to vote. The person with a majority of votes will be appointed to serve the chosen position on the Executive Committee.

4.2.4. Executive Committee Officers will assume their official responsibilities for the duration of one school year, which begins on July 1 and ends on June 30 of the next year, and after any remaining responsibilities can be fulfilled.

4.2.5. In the event MTMS PTO fails to fill an officer position or positions by the final General Membership meeting of the school year, the position may be filled during the school year as an applicant is identified.

4.3. Search Committee

4.3.1. The MTMS PTO Executive Committee will serve as the Search Committee for new Executive Officer positions, if there is a vacancy. 

4.3.2. Each Spring, the Search Committee will send out communication seeking 6th and 7th Grade parents who would be interested in service on the Executive Committee the following year, if there is a vacancy. 

4.4. Removal and Vacancy

4.4.1. Any vacancy in the Executive Committee due to resignation, removal, death, or otherwise will be filled by the Executive Committee for the unexpired portion of the term.

4.4.2. Should any Executive Committee Officer not be able to continue serving, the position may be filled within the existing Executive Committee until an officer for the position can be secured. Replacement officers will be appointed by the Executive Committee.

4.4.3. Any officer may be removed from the office by the affirmative vote of a majority of the Executive Committee at any regular or special meeting for conduct detrimental to the interest of the Organization, and/or for refusal to render reasonable assistance in carrying out its purposes. Any officer proposed to be removed shall be entitled to at least five days’ notice in writing of the meeting in which such removal is to be voted upon and shall be entitled to appear before and be heard by the Executive Committee and all membership present at such meeting.

Article 5- MTMS PTO Executive Committee and Officer Responsibilities 

5.1. MTMS PTO Executive Committee will

5.1.1. Have the desire to serve MTMS PTO, the Middle School, and its students all while understanding and adhering to this organization’s objectives and bylaws.

5.1.2. Act wisely on behalf of MTMS PTO by adhering to these bylaws and the objectives of this organization while conducting business between General Membership meetings.

5.1.3. Be expected to attend Executive Committee and General Membership meetings as well as operate in goodwill on behalf of the MTMS PTO.

5.1.4. Present report(s) during each General Membership meeting of this organization.

5.1.5. Create and approve the working plans of all MTMS PTO committees and committee coordinators.

5.1.6. Hold additional meetings regularly during the school year. These meetings may be called by a President or by a majority of the Executive Committee members.

5.1.7. Meet with Middle School Administration during the summer break to set meeting dates, review activities proposed by coordinators, and make recommendations regarding the scheduling of those activities for the upcoming school year.

5.1.8. Perform responsibilities as outlined within these bylaws and those specifically assigned on an as-needed basis.

5.1.9. Deliver all official MTMS PTO materials to their successors within two weeks of the June 30 Executive Committee Officer term date. All notes and timelines regarding specific activities will be included with these materials, whenever it is possible.

5.1.10. Notify the President(s) in advance if they will be absent from any scheduled MTMS PTO meetings, whether General Membership or Executive Committee meetings. Should an Executive Committee Officer be absent from any of the scheduled MTMS PTO meetings, it is expected that they provide an update to the President prior to the start of the meeting.

5.1.11. Vote for approval of the final MTMS PTO budget prior to the first General Membership meeting of the school year.

5.1.12. Present the approved budget and calendar for the new school year at the first General Membership meeting of that year.

5.1.13. Approve expenditures within the limits of the budget.

5.2. Co-Presidents will

5.2.1.Preside at all meetings of this organization and of the Executive Committee as well as preparing each meeting’s agenda. The President will share the meeting’s agenda with the Executive Committee at least one week prior to the General Membership meeting date.

5.2.2. Perform any other responsibilities which may be outlined in these bylaws or which are assigned to them by MTMS PTO throughout the school year.

5.2.3. Assist MTMS PTO Treasurers with custody of all funds of this organization.

5.2.4. Serve as the primary contact to the Middle School  Principals and represent the MTMS PTO at meetings of other groups as needed.

5.2.5. Serve as the primary point of contact for all MTMS PTO communication emails.

5.2.6. Serve as ex-officio members of all MTMS PTO committees

5.2.7. Retain all records of MTMS PTO while in office and distribute these complete records to the succeeding President.

5.3. Co-Vice Presidents will

5.3.1. Assist the Co-Presidents as needed

5.3.2. Perform the responsibilities of the Co-Presidents, should they be absent or unable to serve for any period of time throughout the school year.

5.3.3. Perform other role responsibilities which may be outlined in these bylaws or which are assigned to them by MTMS PTO throughout the school year.

5.3.4. Recommend any by-law revisions as needed.

5.3.5. Participate in Executive Committee meetings and provide input for discussions.

5.3.6. Serve as the secondary points of contact for all communication emails, documents, and files of MTMS PTO and its committees, assisting all members of the Executive Committee.

5.4. Co-Secretaries will

5.4.1. Record the minutes of all MTMS PTO meetings as defined in “Article 6 – Meetings” of these bylaws as well as forward copies of completed minutes to the Executive Committee within two weeks of the recorded meeting.

5.4.2. Maintain a current and correct written record of all MTMS PTO meetings as defined in “Article 6 – Meetings” of these bylaws

5.4.3. Hold a copy of the current MTMS PTO bylaws as well as a current MTMS PTO membership list to have available for any requesting members during any MTMS PTO meeting.

5.4.4. Serve as the primary organizers of all electronic files as well as maintaining current documents and records.

5.5. Co-Treasurers will

5.5.1. Have custody of all MTMS PTO funds and serve as the primary contacts for all banking activities of MTMS PTO.

5.5.2. Present a proposed MTMS PTO budget at the first Executive Committee meeting, which occurs prior to the start of the new school year, for review, discussion, and approval.

5.5.3. Present a written and oral financial report at each MTMS PTO meeting as defined in “Article 6 – Meetings” of these bylaws.

5.5.4. Disperse MTMS PTO funds in accordance with the current approved MTMS PTO budget, with approval of the Executive Committee, and as outlined in “Article 7 – MTMS PTO Funds” of these bylaws.

 5.6  Co-Communications Coordinator will

5.6.1. Be responsible for communicating information on upcoming MTMS PTO events and activities to the school community.

5.6.2. Use Communications methods that may include the MTMS PTO website, social media such as Facebook, messaging services such as Remind, email, and communication methods available through the school such as the Middle School newsletter.

5.7 Volunteer Coordinator will

5.7.1 Maintain a contact list of members of the MTMS PTO who are willing to assist in activities, events, and in the classroom. 

5.7.2. Provide the names of volunteers as needed to chairs of the various committees, and to the staff of Middle School as requested.

5.7.3. Maintain the official MTMS PTO SignUpGenius account and create sign-ups for all MTMS PTO events for all volunteer and/or donation needs. 

5.8 All Officers

5.8.1 Each event committee will be assigned an Executive Committee Officer to act as liaison between the committee chair and the Executive Committee . The officer’s responsibility will be to answer any questions, remind the committee of budget constraints, and make sure that the funds/cash box are available to the committee when needed. An Officer must attend the event/activity and provide support to the committee. 

5.8.2. Will perform additional duties as requested.

5.8.3. Will meet regularly prior to the general MTMS PTO meeting.

Article 6- Meetings 

6.1. General Membership Meetings

6.1.1. General Membership meetings will be scheduled during the school year, typically September through May. 

6.1.2. General Membership meetings will be scheduled by the MTMS PTO Executive Committee and announced at the start of each school year. 

6.1.3. The general membership shall meet no fewer than five times during the school year unless canceled by the Executive Committee .

6.1.3. General Membership meetings are open to all MTMS PTO members. Refer to the definition of membership within “Article 3 – Membership” in these bylaws.

6.1.4. Minutes are recorded at each General Membership meeting and available upon request from any MTMS PTO member. General Membership meeting minutes will be available for review within two weeks of the actual meeting date.

6.2. Executive Committee Meetings

6.2.1. Executive Committee meetings are open to all Executive Committee members as well as any invited MTMS PTO General Members.

6.2.2. Executive Committee meetings can occur as often as needed, although the Executive Committee must meet prior to the start of the upcoming school year, typically in May, to discuss the upcoming school year’s calendar of events as well as in early Spring to determine any MTMS PTO election and future needs.

6.2.3. Special meetings may be called by the Executive Committee as deemed necessary.

6.2.4. Minutes are recorded at each Executive Committee meeting and available upon request from any MTMS PTO member. Executive Committee meeting minutes will be available for review within two weeks of the actual meeting date.

6.3. Place of Meetings

6.3.1. General Membership meetings will typically take place within the Middle School building. The Executive Committee along with the Middle School  Administration may hold virtual meetings online rather than, or in addition to, in-person meetings. Any changes in the meeting venue will be communicated as soon as possible, especially if weather conditions or an emergency situation should occur.

6.3.2. Executive Committee meetings may take place within the Middle School  building, or another location within the community, feasible for conducting business, or virtually as needed.

Article 7- MTMS PTO FUNDS 

7.1. Use of Funds

7.1.1. MTMS PTO funds will be used for various programs, events, activities, and items which will directly benefit the students of the Middle School . 

7.1.1.1.  The overall MTMS PTO guidance for funding requests is that the majority of PTO monies should be used to fund items or expenditures that assist or represent the majority of the student body. 

7.1.1.2. The MTMS PTO will consider funding monetary requests from any Manheim Township School District associated club, group, team, etc. that will be representing the Middle School at the “state/national/world” level of competition. Funding for any level, past the initial level of competition, will be eligible for review by the current MTMS  PTO Executive Committee .

7.1.1.3. The MTMS PTO will consider funding monetary requests from Middle School Administration/Faculty to purchase an item for the building or classroom. These requests will be eligible for review by the current MTMS PTO Executive Committee. 

7.1.1.4. All MTMS PTO funded monetary requests are ultimately subject to a majority vote of the current MTMS PTO Executive Committee. 

7.1.2. MTMS PTO shall consider only those monetary requests that are school related (as opposed to donations to charities, community projects, etc)

7.1.3. All memorial contributions for school personnel shall not exceed $100 and shall be in the form of a lasting school asset or scholarship.

7.1.4. Appreciation gifts shall not exceed $75 each (i.e. Secretary’s Day gift card, Get well/Sympathy gift, etc)

7.2. Income

7.2.1. All funds raised by MTMS PTO must be documented and submitted to the MTMS PTO Co-Treasurers within ten days of receipt. 

7.2.2. All funds received by the MTMS PTO Co-Treasurers must be counted, rectified, and deposited into the MTMS PTO bank account.

7.3. Expenses

7.3.1. Reimbursement for all MTMS PTO expenses will be made only after an accurate receipt(s) and properly completed Reimbursement Request Form is submitted directly to the MTMS PTO Co-Treasurers. Reimbursements will be made only after all receipts and forms have been audited, documented, and approved by MTMS PTO Co-Treasurers. Questionable requests will be referred to the MTMS PTO Executive Committee for approval, otherwise a MTMS PTO Co-Treasurer will act on their authority to complete the reimbursement requests while including all information in the official MTMS PTO Financial Reporting.

7.4. Non-Budgeted Fund Requests

7.4.1. Monetary requests for non-budgeted items may be submitted to a MTMS PTO Co-Treasurer or to any MTMS PTO Executive Committee Member in their absence. 

7.4.2. All approvals of any non-budgeted monetary requests will be determined by a majority vote of the MTMS PTO Executive Committee.

7.5. Non-Monetary Requests

7.5.1. Any non-monetary requests, such as item donations for events and raffle prizes, will be completed in a manner which positively demonstrates the objective of MTMS PTO. MTMS PTO Volunteer Coordinator will coordinate with all Committee Coordinators to maintain a current and collective list of non-monetary donations for special events. This list will be recorded and shared with the Executive Committee as well as all coordinators and committees.

7.6. Reporting of Fund Use

7.6.1. An updated MTMS PTO Financial Report will be made available in written form at each General Membership meeting as well as at any requested Executive Committee meeting. Printed copies will be available for any MTMS PTO member during a General Membership meeting. A copy of the updated MTMS PTO Financial Report will be kept and made available to any MTMS PTO member, at any time, if it is requested.

7.7. Line Item Funds

7.7.1. At the end of each school year, all line item funds are closed out and reallocated as part of the next year’s budget. No line item funds may be carried over from one school year to the next.

7.8. Fundraising 

7.8.1. Fundraisers can be run throughout the year to support the goals of the Organization. Parents may make donations at any time during the year. All funds raised by this Organization  must be documented and submitted to the Co-Treasurers within ten days of receipt. All funds received by the Co-Treasurers must be counted, rectified, and deposited into this Organization’s bank account. 

7.8.2. A minimum of 10% of the income of the Organization will be set for the specific use of the next school year

7.8.3. Funds raised will stay within the MTMS PTO Organization general funds and will not be transferred to any other building or along with any graduating classes unless specifically specified and decided on prior to funds being raised. 

Article 8- By Law Amendments 

8.1. These bylaws may be amended at any time by presenting a proposal, in writing, to the Executive Committee outlining all proposed changes at least fourteen days prior to a General Membership meeting. Proposals will be on display, as well as posted at a designated place, for all members to view and consider. A two-thirds affirmative vote of all members present at the following regularly scheduled General Membership meeting is required to adopt the amendment.

Article 9- MTMS PTO Dissolution 

9.1. In the event of a dissolution of the MTMS PTO, the current members of the Executive Committee will vote to approve the distribution of any remaining funds. These funds will be directly disbursed to Manheim Township Middle School .