Parent Teacher Organization

THE GARDNER ACADEMY PRIVATE SCHOOL

PAVLOV CAMPUS PARENT TEACHER ORGANIZATION (PTO) BYLAWS

Article 1: Name

Section 1

The name of the organization shall be the Gardner Academy Parent Teacher Organization, hereinafter referred to as the Gardner Pavlov PTO.

Article 2: Purpose

Section 1

The purpose of the Gardner Pavlov PTO is to strengthen the partnership between families and the school in support of student success.

The PTO shall:

a. Encourage parents and guardians to actively participate in school life.

b. Foster a positive, welcoming, and collaborative school community.

c. Support activities and initiatives that enhance the educational experience and well-being of students.

d. Promote meaningful communication and cooperation between families and the school.

e. Recognize and support teachers and staff through appreciation, encouragement, and community-building activities.

f. Organize events, volunteer opportunities, and approved initiatives that benefit students and the school community.

g. Support the mission, vision, and values of Gardner Academy.

Section 2

The PTO serves in an advisory and supportive capacity.

The PTO shall not participate in the governance, management, staffing, curriculum, budgeting, admissions, disciplinary processes, or operational decision-making of the school.

Authority for these matters remains with school management and the School Board.

Article 3: Membership

Section 1

Any parent, guardian, or other adult responsible for the care of a student enrolled at Gardner Academy Pavlov Campus may become a member of the PTO.

School employees may attend PTO meetings and participate in PTO activities as members of the school community.

Section 2

Membership shall be established through registration at enrollment, Parent Night, or upon joining the school community during the academic year.

Section 3

Each registered member shall be entitled to one vote on matters presented to the membership.

Section 4

There shall be no membership fee.

Article 4: General Policies

Section 1

The following are the basic policies of the Gardner Pavlov PTO:

a. The name of the PTO or the names of its officers acting in their official capacities shall not be used in connection with any commercial enterprise, partisan interest, or purpose unrelated to the objectives of the PTO.

b. The PTO shall be a non-commercial, non-sectarian, and non-partisan organization.

c. The PTO shall work collaboratively with Gardner Academy to support students, families, and staff while respecting the authority of school management and the School Board.

d. The PTO shall not participate in, endorse, or intervene in any political campaign.

e. PTO officers shall work with school leadership to plan and coordinate PTO meetings, events, and activities.

f. Any fundraising activity must receive prior approval from school management before implementation.

g. The PTO shall make no commitments or representations on behalf of Gardner Academy unless specifically authorized by the School Board.

h. The PTO shall not undertake any activity that conflicts with school policies or directives.

i. The PTO shall maintain accurate records of meetings, activities, decisions, and finances.

j. PTO activities, donations, gifts, and recognition programs shall not be used to influence academic decisions, admissions decisions, disciplinary matters, staff evaluations, employment decisions, or any other school process.

k. No officer, member, or volunteer shall personally benefit financially from PTO funds or activities.

Article 5: Officers and School Representatives

Section 1

The elected officers of the PTO shall be:

President

Vice President

Secretary

Treasurer

These officers shall constitute the Executive Board.

Only parents, guardians, or registered voting members of the PTO may serve as elected officers.

Section 2

The PTO shall be supported by two School Representatives selected annually from among Gardner Academy staff and management through an internal process determined by the school.

School Representatives shall not be elected by PTO members.

Section 3

School Representatives shall:

a. Communicate relevant information between staff and PTO members.

b. Share staff perspectives and recommendations with the PTO.

c. Assist in coordinating PTO activities with the school.

d. Support collaboration between families and the school community.

e. Present requests or recommendations from staff when appropriate.

Section 4

School Representatives may participate in Executive Board meetings and PTO meetings in an advisory capacity.

Section 5

Any registered PTO member in good standing may be nominated for elected office.

Section 6

A vacancy in an elected office shall be filled by appointment of the Executive Board until the next regular election cycle.

Section 7

An officer may be removed from office by a two-thirds vote of the Executive Board for failure to fulfill duties, repeated absence from meetings, misconduct, or actions contrary to the purpose of the PTO.

The officer shall be given written notice and an opportunity to respond before any vote is taken.

Section 8

President

Presides over PTO and Executive Board meetings.

Serves as the primary liaison with school leadership.

Prepares meeting agendas.

Coordinates the work of officers and committees.

Performs other duties assigned by the PTO.

Vice President

Assists the President.

Performs the duties of the President in the President's absence.

Coordinates special projects as assigned.

Secretary

Records and maintains meeting minutes.

Maintains attendance records.

Distributes approved meeting minutes.

Maintains PTO records and archives.

Treasurer

Maintains custody of PTO funds and records.

Keeps accurate records of receipts and expenditures.

Presents an annual budget for approval.

Presents a financial report at each PTO meeting.

Ensures all expenditures are properly documented.

Article 6: Elections

Section 1

The elected officers of the PTO shall be the President, Vice President, Secretary, and Treasurer.

Section 2

Elections shall be held every two (2) years.

Officers shall serve a term of two years and may seek re-election.

Section 3

During Term 1 of the election year, nominations shall be accepted for any upcoming vacancies on the Executive Board.

Section 4

The Nominating Committee shall consist of:

The Secretary

Two general PTO members

Section 5

The Nominating Committee shall verify the eligibility of nominees and prepare a final slate of candidates.

The Vice President shall prepare the ballot.

Section 6

Elections shall be conducted during the first PTO meeting of Term 2 in the election year.

Voting shall be conducted by secret ballot.

If only one candidate is nominated for a position, election may occur by acclamation.

Section 7

Two members of the Nominating Committee who are not candidates for office shall count the ballots and certify the results.

Section 8

Newly elected officers shall assume office immediately following the election and shall serve until their successors are elected and assume office.

Article 7: Transition of Officers

Section 1

Outgoing officers shall transfer all records, reports, financial documents, passwords, and PTO property to their successors within thirty (30) days following the election.

Article 8: Meetings

Section 1

Regular PTO meetings shall be scheduled by the Executive Board.

Section 2

Special meetings may be called by:

The President;

Any two Executive Board members; or

Five PTO members submitting a written request to the Secretary.

Section 3

Meeting agendas should be distributed prior to meetings whenever reasonably possible.

Section 4

A simple majority vote of members present shall be required to approve motions unless otherwise specified in these bylaws.

Section 5

A quorum shall consist of five voting members, including at least two elected officers of the PTO.

School Representatives shall not be counted toward quorum unless they are participating as registered PTO members in another capacity.

Article 9: Finances

Section 1

The PTO fiscal year shall run from 1 January through 31 December.

Section 2

All PTO funds shall be maintained in accordance with Gardner Academy financial procedures.

Section 3

The Executive Board shall approve all expenditures outside the approved budget.

Section 4

The Treasurer shall present a financial report at each regular PTO meeting.

Section 5

Financial records may be reviewed at any time by school management or the School Board.

Section 6

Funds raised by the PTO shall be used primarily for:

Student enrichment activities;

Community-building initiatives;

Teacher and staff appreciation activities;

School events;

Campus enhancement projects; and

Other purposes that support the mission of Gardner Academy.

PTO funds shall not be used to fund the regular operating expenses of the school unless specifically approved by the School Board and communicated to PTO members.

Section 7

Upon dissolution of the PTO, all remaining funds and assets shall become the property of Gardner Academy Private School.

Article 10: Teacher and Staff Appreciation

Section 1

The PTO may organize activities, events, and recognition programs to express appreciation for Gardner Academy teachers and staff.

Section 2

Any gifts, awards, or tokens of appreciation funded or coordinated by the PTO shall be modest, equitable, and intended as expressions of gratitude.

Section 3

The value of any PTO-funded or PTO-organized gift provided to an individual staff member shall not exceed N$500 without the prior approval of school management.

Section 4

PTO funds shall not be used to provide cash gifts, personal loans, or other direct financial benefits to individual staff members.

Section 5

The PTO shall seek to recognize staff in a fair and inclusive manner and shall avoid practices that may create perceptions of favoritism.

Section 6

Participation in staff appreciation initiatives shall be voluntary.

No family shall be required or pressured to contribute funds, gifts, or services.

Section 7

School management may decline, modify, or redirect any proposed gift, recognition activity, or appreciation initiative that is inconsistent with school policies or professional standards.

Article 11: Code of Conduct

Section 1

All PTO members shall conduct themselves in a respectful and professional manner during meetings, events, and communications.

Section 2

The PTO shall not discuss individual students, confidential student matters, employee performance, disciplinary matters, personnel issues, or any other confidential school business.

Section 3

Members shall respect differing viewpoints and contribute constructively to discussions.

Article 12: Conflict of Interest

Section 1

Any officer or member with a personal, family, or financial interest in a matter being considered by the PTO shall disclose such interest and abstain from voting on that matter.

Article 13: Amendments

Section 1

These bylaws may be amended at any regular or special meeting of the PTO provided that written notice of the proposed amendment has been distributed to members at least fourteen (14) days prior to the meeting.

Section 2

Approval of an amendment shall require a majority vote of members present and voting.

Section 3

All amendments remain subject to review and approval by the Gardner Academy School Board.