Standing Rules

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Light Farms Elementary PTO

 

Standing Rules are motions of permanent nature used to supplement the bylaws. Campus standing rules should never be in conflict with the Prosper PTO Council Bylaws. Standing rules should be reviewed annually and are approved by the incoming executive board. Changes can be made by any board member at any time with a motion and passed by majority vote.

 

Members

 

The annual dues shall be established by the Vice President and approved by the board.

 

Officers

 

The Light Farms Elementary PTO executive officers are as follows: president, executive vice president, vice president of fundraising, vice president of hospitality, recording secretary, communications secretary, treasurer, parliamentarian.

 

One person shall be elected per position.

 

Duties of each office are defined in the council bylaws. Additional duties for Light Farms Elementary PTO officers are listed below:

 

Because there are three vice president positions, duties shall be divided as follows:

 

Executive Vice President

 

· plan and execute the membership drive to be held between August/September.

 

Vice President of Hospitality

 

· plans and organizes food, drinks and decorations for events.

 

· coordinates volunteers and manages the event budget.

 

· ensures events are set up and cleaned up properly.

 

In addition to the Prosper PTO Council Bylaws, the VP of Hospitality will:

 

· serve as the chair for all staff appreciation events such as Back to School Luncheon, Staff Holiday Luncheon,and will oversee Chairperson for Staff Appreciation Week

 

· be responsible for writing and delivering staff birthday cards each month.

 

· be responsible for planning and organizing treats at monthly staff meetings.

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· be responsible for planning staff treats and meals for other special events such as STAAR testing or end of year

staff celebrations

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· be responsible for planning gifts of appreciation to outside groups such as National School Board

Appreciation, Bus Driver Luncheon, etc.

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Vice President of Fundraising

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· plans and executes fundraising activities aligned with PTO goals.

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· works with the treasurer to manage the fundraising budget.

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·recruits and appreciates fundraising volunteers.

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· promotes fundraising efforts via social media, newsletters and announcements.

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In addition to the Prosper PTO Council Bylaws, the VP of Fundraising will:

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· Chair the Light Farms Elementary annual Fundraiser and work hand-in-hand with the President, Treasurer,

and Event company to execute a successful fundraiser for the school. This requires daily activities during the

2-week fundraiser event, which will be in September.

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Because there are two secretary positions, duties shall be divided as follows:

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Recording Secretary

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· keep all records of the organization.

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· take and record minutes.

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· take attendance at all general meetings through sign in sheets and attendance at all events through sign in sheets, order forms, etc.

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· obtain a new student report from the school registrar clerk before each monthly board meeting for welcoming

new students/families and for updating the budget.

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· prepare the agenda (at the discretion of the president)

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· send notices of meetings to the membership.

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· keep a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and bring

them to meetings.

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· perform such other duties as may be prescribed in these bylaws or as assigned to him/her by the organization or the executive committee.

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Communications Secretary

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· maintain the organization’s web page.

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· handle written correspondence such as the printing & distributing of newsletter, event flyers, etc. to students

and/or families.

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· handle electronic correspondence such as emailing parents through website regarding events, volunteer

opportunities, etc.

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· perform such other duties as may be prescribed in these bylaws or as assigned to him/her by the organization or the executive committee.

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Treasurer

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· Maintain and follow the organization’s monetary policies and procedures.

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Terms of Office

Terms run in conjunction with the fiscal year which is July 1 – June 30

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Nominations & Elections

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A Nominations and Election Committee shall be appointed by the President at a Spring executive board

meeting prior to elections. The committee shall follow the policies and procedures determined by the PTO

Council.

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Reason to Remove

The executive board shall follow the bylaws to fill vacancies resulting from resignations.

 

General Meetings

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General meetings are defined as meetings designed to bring in a large portion of the PTO membership.

The two meetings per year required shall be called once in Fall and in Spring to recap what was achieved during

the school year and call for Nominations for upcoming PTO board elections.

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Executive Board

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The Light Farms Elementary PTO Executive Board shall consist of the executive officers. As such, each board

position should be included on the slate of nominations presented by the nominations and election committee.

 

Vacancies

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All board members (Executive Board & Coordinators) are expected to help with at least one volunteer shift at

PTO Hosted Events.

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Coordinators can be listed as: Spirit Night Coordinator, Spirit W ear Coordinator, Grade K-2 Room Parent

Coordinator, Grades 3-5 Room Parent Coordinator, W atch DOGS Coordinator, V olunteer Coordinator,

School Spirit Coordinator, Historian, Events Coordinator, Social Media Coordinator, House System

Coordinator, Graphics Design Coordinator and Community Partner Coordinator. The duties of these

positions are determined by the executive board and are as follows:

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Spirit Night Coordinator.

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· Schedule and coordinate promotion for periodic “Spirit Nights” throughout the school year with various restaurants and retailers across Prosper

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· Negotiates the percentage of sales that will be returned to the school on a particular day/night.

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· Promotes events through social media and flyers.

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Community Partner Coordinator.

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· Secure Corporate Sponsors during the early summer in preparation for July 1st PTO Launch.

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Spirit Wear Coordinator.

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· design school spirit wear.

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· work with an approved vendor to order school spirit wear (to include annual school shirts).

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· be responsible for forwarding vendor invoices to the treasurer.

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· be responsible for receiving and managing all spirit wear.

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· be responsible for filling spirit wear orders through online or paper form orders.

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· be responsible for maintaining accurate inventory of all spirit wear.

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· be responsible for planning, setting up, and running all spirit wear booths (which may require the completion

of facility requests).

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· responsibly handle all cash, check, and credit transactions and properly deliver all funds received to the

treasurer.

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· handle the ordering and sizes information for the school shirts.

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· perform other duties as assigned by the president or organization.

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Grades K-2 Room Parent Coordinator.

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· coordinate school wide Room Parent Program with Grades 3-5 Room Parent Coordinator.

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. serve as the primary contact person for all room parents in grades k-2.

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· hold a room parent meeting no later than 4 weeks after the start of school.

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· distribute board approved informational packets to all room parents.

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· plan school wide holiday and end of year parties.

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· be responsible for communicating grade level information to all room parents.

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· perform other duties as assigned by the president or organization.

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Grades 3-5 Room Parent Coordinator.

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· coordinate school wide Room Parent Program with Grades K-2 Room Parent Coordinator.

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. serve as the primary contact person for all room parents in grades 3-5.

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· hold a room parent meeting no later than 4 weeks after the start of school.

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· distribute board approved informational packets to all room parents .

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· plan school wide holiday and end of year parties.

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· be responsible for communicating grade level information to all room parents.

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· perform other duties as assigned by the president or organization.

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Watch DOGS Coordinator

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· serve as the primary contact person for all W atch DOG volunteers.

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· hold a W atch DOGS kickoff night no later than 4 weeks after the start of school.

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· distribute board approved informational packets to W atch DOGS during school event nights (which can

include, but are not limited to Meet the T eacher, Curriculum Nights, etc.).

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· maintain all Watch DOG membership records.

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· create and distribute a SignUp Genius for W atch DOG volunteers.

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· perform other duties as assigned by the president or organization.

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Volunteer Coordinator

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· serve as the primary contact for all volunteers that have signed-up.

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· handle securing updated Volunteer Handbook from administration and printing copies for the two Volunteer

Information Sessions.

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· set-up a volunteer program through the website.

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· send welcome email to all volunteers signed up through the website.

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· communicate important information via email through website throughout the school year.

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· set-up Sign-up Genius for all volunteer needs for PTO events (except W atch D.O.G.S. Dads).

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· act as point person and coordinator for volunteers at all PTO Events.

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School Spirit Coordinator

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· create and execute plan for completion of all designated bulletin boards prior to Meet the Teacher in August

 

· update front PTO Board monthly or more often if needed with events, meetings, updates, etc.

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· keep PTO closet, front desk drawer, and copy room cabinet clean and supplied

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· work with President and Communications to gather information for board updates needed to promote events,

PTO membership and fundraising goals.

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Historian

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Document images of PTO activities and events. Organize and save those images for future use.

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Events Coordinator

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· create and execute plan for completion of Fall event

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· create and execute plan for completion of Spring Family Game Night event

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Social Media Coordinator

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· create and post all social media verbiage to share with families across all social media platforms, working

alongside Graphics Design Coordinator

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Graphics Design Coordinator

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· create all graphics relating to LFE PTO events to share with families and staff

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House System Coordinator

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· work alongside LFEs House System Director and overseeing their needs pertaining to House System Events

throughout the school year

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· collecting t-shirt forms for each years needs to order and distribute at the beginning of each school year

 

Executive Board Meetings

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Regular board meetings will be held once a month, at a day and time determined by the executive board, and

shall be disclosed to all PTO members. Any PTO member is invited to attend.

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Outgoing and incoming boards shall meet at the May board meeting.

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The outgoing board will meet for the final time in May.

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Committee Chairpersons

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There shall be at a minimum of one committee chair for each PTO sponsored event that is appointed by the

president and approved by the board.

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When possible, board members should refrain from serving as a chair to make it possible for more PTO

members to get involved.

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Standing committee members can be appointed by board members or the event chair.

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Committee chairpersons are required to attend the meeting one month prior to and the meeting directly

following the event.

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Finances

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Two authorized signatures shall be required on each check over the amount of $250.00. Authorized signatures

are those of the president and treasurer.

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All board members must receive a copy of and follow the organization’s monetary policies and procedures.

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An audit committee shall be appointed by the outgoing president and approved by the outgoing board by the

June meeting. It should consist of at least three PTO members. Suggestions should include the outgoing

recording secretary, incoming treasurer, incoming president (if all are new to their prospective positions). A CPA

may also be used.

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The Annual Financial Review should be completed by the audit committee after all expenses have been paid and

submitted to the incoming board at the July meeting.

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Because the PTO is allowed one major fundraiser for the year, all monies earned from an event must not be

considered income, but funds raised or earned to offset the cost of the event.

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Council Delegate

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The president should serve as the PISD PTO Council delegate and shall attend all council meetings when

possible.

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If the president is unable to attend, the Vice President or Treasurer should fill in.

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All information shared at council meetings should be reported back to the executive board at the campus board

meeting following the council meeting.

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Last Updated: February 24, 2026​​

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