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Bylaws

ARTICLE I. NAME

The name of this organization is the LANCER PARENT ORGANIZATION Parent Teacher Organization of the Rockwood School District (hereinafter "LPO" or "Organization"). It is a local independent unit created by the parents and staff of Lafayette High School, having no affiliation with any other association, be it state or national in origin.

ARTICLE II. ARTICLES OF ORGANIZATION

The Organization exists as an unincorporated association of its members. The Organization's Articles of Organization consist of these Bylaws, as amended from time to time, and its Articles of Association, if any. In the absence of separate articles of association, the Bylaws shall be deemed to be the Articles of Association. In the event of any conflict between these Bylaws and the Articles of Association, these Bylaws shall govern.

ARTICLE III. PURPOSE/OBJECTIVES

This Organization is organized exclusively for the following charitable, educational, or scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code:

  • To promote the welfare and education of children and youth eligible to attend the Rockwood School District and the Lafayette High School in the home, school, and community.
  • To support the school in improving education in ways that will adhere to administrative policy and the Rockwood School District's mission, goals, and beliefs.
  • To raise funds for programs and equipment to further the education of children and youth.
  • To bring about a closer relationship between the home and the school, that parents and teachers may work cooperatively in the education of children and youth.
  • To foster communication, cooperation, support, information, and education within the Rockwood School District, including District staff, parents, and the general community.

ARTICLE IV. POLICIES

Section 1

No substantial part of the activities of the Organization shall be the carrying on of propaganda or otherwise attempting to influence legislation and the Organization shall not participate in or intervene (including the publishing or distribution of statements) in any political campaign on behalf of any candidate for public office.

Section 2

This Organization shall be non-commercial, non-sectarian, and non-partisan. No commercial enterprise or candidate shall be endorsed by it. The name of the Organization and

names of its officers in their official capacities shall not be used in connection with a commercial concern or with any partisan interest for any other purpose than the regular work of the Organization.

Section 3

This Organization shall not seek to direct the administrative activities of the school or to control its policies, but can serve as a liaison between parents and administration when concerns arise.

Section 4

The Organization shall be supportive of school educational efforts and student needs. The policies of the Organization shall be developed cooperatively by parents and teachers. The Organization shall conduct all operations in such a way as to reflect positively upon the school and the Rockwood School District.

Section 5

In no way shall one member, officer, or committee chairperson make policy, program, or expenditure decisions, or bind the Organization in any way, absent the consent of at least the Executive Board. When representing the Organization, any member, officer, or committee chairperson shall be aware of the authority extended by the Organization and shall not exceed such authority.

Section 6

This Organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, provided they make no commitments that bind the Organization absent the consent of at least the Executive Board.

Section 7

The Organization shall act in accordance with all Rockwood School District Board of Education Policies and Regulations, which are incorporated herein by reference, including but not limited to Policies 2950 and 3370 and Regulations 2950 pertaining to fund-raising activities. No fund-raising activity of the Organization shall financially benefit a PTO member, faculty member, student or parent without prior Executive Board approval.

Section 8

No part of the net earnings of this Organization shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons except that the Organization shall be authorized and empowered to pay reasonable compensation for services rendered. Services provided by members and officers are voluntary and will not be compensated, unless specifically authorized by the Executive Board prior to completion of such services.

Section 9

Any notice required or permitted to be given to members may be given by written notice (including distribution of flyers and posting notices through the school), by telephone, by facsimile, by electronic mail, by social media or by any combination thereof, or by any other method reasonably designed to reach the members.

Section 10

Notwithstanding any other provisions of these articles, the Organization shall not carry on any other activities not permitted to be carried on: (a) by an Association exempt from

Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law); or (b) by an Association, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).

Section 11

Upon dissolution of the Organization, the Organization shall, after paying or making provisions for the payment of all the liabilities of the Organization, dispose of all the assets of the Organization by distributing the same to the Principal of Lafayette High School. Said Principal shall, upon the advice of the Lafayette High School teachers and administration, supervise the expenditure of said assets for essential educational materials and equipment. In the event that this is not possible, said assets shall be distributed to organizations as shall at the time qualify under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Organization's Executive Board shall determine, with preference to be given to educational programs of the Rockwood School District. Any assets not so disposed of shall be disposed of by the Court in the county of the principal office of the Organization.

ARTICLE V. MEMBERSHIP AND DUES

Section 1

Any parent or guardian of a student of Lafayette High School and any teacher OR staff member interested in the objectives of the Organization and willing to uphold its policies and subscribe to its Bylaws may become a member. Any certified staff member of the School may be a non-voting member of the Organization. Staff members are not required to pay membership dues, if any. Membership in the Organization shall be available without regard to race, color, creed, or national origin.

Section 2

The Executive Board shall determine the amount, time, and manner of payment of the membership dues, if any, from time to time. If assessed, each member shall pay the annual membership dues; however, no household shall be assessed for more than one annual payment of membership dues.

Section 3

The Organization shall conduct an annual enrollment of its members, but persons may be admitted to membership at any time during the year as defined above.

Section 4

The privileges of membership shall be the right to hold office or appointed position, make motions, chair a committee, and vote. Only those members current in payment of membership dues, if any, are eligible to vote or to serve as an officer or representative of the Organization. Non-members are welcome to attend meetings and may ask questions and participate in discussions as recognized by the President.

ARTICLE VI. EXECUTIVE BOARD

Section 1

The Executive Board shall consist of the officers of the Organization, the Principal of the School or his or her designated representative , and (as desired) a member or members of the faculty. The faculty representative shall be selected annually by the Principal or by the faculty in whatever manner the faculty deems appropriate. Chairpersons of the standing committees and of then active special committees may be invited to attend Executive Board Meetings that pertain to their committee.

Section 2

The Executive Board shall have general charge and control of the affairs, funds, and properties of the Organization and shall maintain records of such in a central location, including current and prior budgets, check registers, governmental forms, committee reports, contracts and correspondence. Records should be maintained for a minimum of five years.

Section 3

The duties of the Executive Board shall be as follows: to transact necessary business in the intervals between Organization meetings; to approve chairpersons of standing committees and approve the plans of the standing committees; to interpret the bylaws, policies, and standing rules of the Organization; to present a report at the general membership (open) meetings of the Organization; to prepare a budget for the upcoming fiscal year; to approve routine bills within the limits of the budget; to appoint the nominating committee; to appoint a committee to review Bylaws as needed; to appoint a committee of not less than two members, or an independent auditor or CPA, at least two weeks before the Annual Meeting to audit the treasurer's accounts; and to make budget adjustments as necessary, provided they do not individually exceed $750.00. Any individual budget adjustment over $750.00 requires the approval of the general membership.

Section 4

Every elected officer of the Executive Board shall be entitled to one vote.

Section 5

Each standing committee chairperson shall present the committee's plans to the Executive Board prior to execution of the same. Any expenditure for such plans should be presented to the Executive Board for advance approval.

Section 6

Regular meetings of the Executive Board shall be held during the school year, as stated in the Standing Rules. The time, place and regularity of such meetings are to be fixed by the Executive Board at its first meeting of the year.

Section 7

Special meetings of the Executive Board may be called by the President, the Principal, or by a majority of the members of the Executive Board upon at least two days' notice.

Section 8

All officers are expected to attend all scheduled Organization meetings and a majority of Organization-sponsored events.

Section 9

On or before the first board meeting of the year, each officer shall be assigned to serve as a liaison and shall provide assistance to the identified standing or special committee chairs.

Section 10

A majority of the members of the Executive Board must be present at the Executive Board meeting in order to conduct business. Unless otherwise provided herein, a simple majority of those present and voting shall be required for the passage of any motion, resolution, or other vote.

ARTICLE VII. OFFICERS AND THEIR ELECTION

Section 1

The officers of this Organization shall include, at a minimum, a President, a 1st Vice President (or President Elect), a 2nd Vice President, a Secretary, a Treasurer, and each class shall have 2 Class Co-Directors. Any office may be held by two persons so designated by the prefix "co-". These officers shall be elected annually by ballot at the regularly scheduled Spring general membership meeting by a majority vote of the membership present at that meeting. If the Executive Board includes a President-Elect, the office of President shall be filled by the prior President-Elect. Ballots should be counted by the President and two outgoing board members.. If there is but one candidate for any office, the election for such office(s) may be by voice, show of hands or slate approval. Officer elections may be conducted electronically.

Section 2

Officers shall assume their official duties at the close of the final meeting of the school year and shall serve for a term of one year or until their successors are elected and installed. No person shall serve more than two consecutive terms in the same office, or three consecutive years unless determined by vote and majority approval of the Executive Board and General PTO population. Additional officers will be chosen according to the needs of the Organization and upon the approval of the Executive Board.

Section 3

Nomination of officers shall be made by the 1st Vice President OR a nominating committee comprised of three members of the executive board and the principal. The committee shall select its own chairperson. The nominating committee shall place in nomination at least one name for each office and present this slate via publication issued to the entire general membership at least four weeks prior to the spring election meeting.

Independent nominations, with the consent of the nominee, may be made in writing by at least five voting members, and must be received by the nominating committee at least two weeks prior to the spring election meeting. The membership must be notified of the amended slate at least one week prior to the spring election meeting. There shall be no nominations from the floor.

Section 4

Spouses may be elected and hold any of the offices as a couple provided that such spouses were nominated and elected as a couple.

Section 5

A vacancy occurring in an office shall be filled by a majority vote of the elected officers on the Executive Board at their next regular meeting.

Section 6

Any officer absent from three consecutive meetings, i.e. Executive Board and Organization meetings, shall be deemed inactive unless absences are due to extenuating circumstances and the Executive Board receives notification of such. Any office having an inactive officer shall be declared vacant and shall be filled as provided herein. In addition, an officer failing to adequately participate or fulfill duties of the office may be subject to removal from office by decision of two-thirds of the Executive Board. Such an officer is entitled to a written notification from the President or the Principal at least two weeks prior to the vote regarding removal.

ARTICLE VIII. DUTIES OF OFFICERS

Section 1

The President (or Co-Presidents) shall:

  • preside at all meetings of the Organization and of the Executive Board
  • be a member ex officio of all committees except the Nominating Committee
  • be authorized to appoint any special committee necessary to conduct the work required for the annual report
  • maintain the right to table discussions or voting, at his/her discretion, for such reasons as new agenda items, time constraints, or items that require additional information
  • work with the Secretary to prepare the agenda for each meeting
  • be an authorized cosignatory for all accounts of the Organization
  • be the only one (or his/her designee, who must be an elected officer) allowed to sign contracts
  • work with the principal on designated duties and tasks
  • attend District wide meetings, such as the Presidents' Forum
  • attend the Rockwood Presidents' Forum Leadership Conference
  • delegate the duties of any position that remains vacant
  • perform all other duties usually pertaining to the office
  • [Countersign all checks exceeding $500]

Section 2

The President-Elect, if any, shall:

  • attend District-wide meetings, such as the Presidents' Forum
  • be an authorized cosignatory for all accounts of the Organization
  • attend Rockwood Presidents' Forum Leadership Conference
  • perform other duties as may be assigned to him/her by the Organization or Executive Board
  • assist the President and perform such duties that the President may delegate
  • perform the duties of the President in the President's absence

Section 3

The 1st Vice-President(s) shall:

  • aide the President(s) and President-Elect
  • perform the duties of the President and President-Elect in the absence of both officers
  • oversee and serve as a resource for specific committees (to be determined at the Executive Board meeting immediately preceding the beginning of the school year)
  • perform the duties of the Secretary or Secretaries in their absence
  • Oversee the nominating committee
  • Attend the Rockwood Presidents' Forum Leadership Conference

Section 4

The 2nd Vice-President(s) shall:

  • aide the President(s) and 1st Vice President
  • perform the duties of the President and 1st Vice President in the absence of both officers
  • oversee and serve as a resource for specific committees (to be determined at the Executive Board meeting immediately preceding the beginning of the school year)
  • perform the duties of the Secretary or Secretaries in their absence
  • Prepare data bases to include email addresses for all classes
  • Oversee distribution of emails to the school community

Section 5

The Secretary (or Secretaries) shall:

  • record the minutes of all meetings of the Organization and of the Executive Board
  • be responsible for all incoming and outgoing correspondence for the Organization
  • report on all relevant correspondence at each Executive Board meeting
  • aid the President(s) in preparing the agenda for all meetings
  • make the minutes of the prior meeting available to all members of the Executive Board before each meeting
  • maintain a current copy of the Bylaws and Standing Rules, if any, as well as the records of all meeting minutes, written records of all voting results, a list of all committees and their members, and a list of the current members of the Organization
  • At the conclusion of the secretaries' term they shall turn over all records and documents for which they are responsible to the current 1st Vice President by July 1st

Section 6

The Treasurer(s) shall:

  • receive all monies of the Organization
  • keep an accurate record of receipts and expenditures and disburse funds as budgeted or approved by the Executive Board
  • be responsible for the maintenance of the bank account and records of the Organization
  • be responsible for the filing of any necessary financial and tax forms with the appropriate governmental authorities
  • be responsible for the maintenance of all financial records of the Organization
  • comply with the statutory requirements and Rockwood School District Board of Education Policies and Regulations, including those provided in the Student Activity Funds Procedures Manual established by the Rockwood School District Board of Education
  • turn the financial books of the Organization over to an Audit Committee of not less than two members or an independent auditor appointed by the Executive Board at the end of the school year for examination
  • present a statement of account at every meeting of the Organization and any other times as requested by the Executive Board
  • maintain a record of the budget reports presented at Organization meetings
  • must have all checks exceeding $500 countersigned by the President or assistant treasurer
  • May delegate some responsibilities to the assistant treasurer as they see fit

Section 7

The Class Director(s) shall:

  • act as a liaison between the LPO and their individual classes through communication and representation
  • be responsible for communicating with class regarding upcoming LPO and school events by creating a monthly communication to the class to be sent by the second VP as well as other forms of communication including social media
  • assist in finding committee chairs to help lead class events as needed
  • assist with LPO events and activities as needed
  • work with the appropriate Lafayette Class Principals to support class goals

Section 8

The Treasurer's accounts shall be examined annually by an Audit Committee of not less than two members or an independent auditor appointed by the Executive Board no later than July 10 of every year. When the Audit Committee or auditor is satisfied that the Treasurer's final report is correct, they shall sign a statement of that fact at the end of the report.

Section 9

[All checks written must contain two authorized signatures to be considered valid.] OR [A check will be considered valid with one authorized signature if that signature is not the individual charged with receiving the bank statements and reconciling the accounts.]

Section 10

The Treasurer and President shall be bonded annually.

Section 11

All officers shall perform the duties outlined in these Bylaws and those assigned from time to time. Failure to assume these responsibilities may result in removal as provided herein.

Section 12

Upon the removal or resignation of any officer, such officer shall turn over to the President or Executive Board, without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer or the Executive Board, without delay, all funds pertaining to the office. Furthermore, upon expiration of their terms, all officers shall deliver all official materials related to their office to their successors.

ARTICLE IX. STANDING COMMITTEES

Section 1

Standing committees are committees with on-going functions that continue throughout the year. The chairperson of each committee shall serve for a one-year term. The incoming President, with the approval of the incoming Executive Board, shall appoint chairpersons of the standing committees after the spring election.

Section 2

The chairpersons of all standing committees shall mutually plan activities with the Executive Board, and no committee work shall be undertaken without the approval of the Executive Board.

Section 3

The Executive Board may create special committees as needed to promote the purposes and interests of the Organization. Special committees are directly responsible to the Executive Board. The President, with the approval of the Executive Board, shall appoint chairpersons of the special committees. Special committees shall be automatically dissolved upon completion of its assignment or upon decision by the Executive Board.

Section 4

An individual may serve unlimited terms as a committee chairperson, if appointed year to year.

ARTICLE X. FISCAL POLICY

Section 1

The Executive Board shall see that a budget shall be presented for approval at the first general membership (open) meeting of the academic year. At that time, additional funds from the previousyear are also allocated. The Board has authority to make budget adjustments during the year, provided they do not individually exceed $750.00; the Board shall have no power to make the Organization liable for any debt(s) in an amount exceeding the cash assets of the Organization which have not been otherwise appropriated.

Section 2

Each committee chairperson has access to the budgeted funds for his/her committee during the current school year only. These funds will be disbursed by the Treasurer provided the expense falls within the committee's budget and is substantiated by a purchase order or receipt.

Section 3

The proposed budget may be presented and voted upon electronically.

Section 4

Any expenditure that requires carry-over or any anticipated expenditure occurring before the next year's budget is approved may be approved at the last meeting of the year.

ARTICLE XI. MEETINGS/VOTING

Section 1

There shall be regular general membership (open) meetings of the Organization, scheduled prior to the beginning of the school year. A regular meeting schedule may be established in the Standing Rules of the Organization. Special meetings of the general membership may be called by the President, Principal or by a majority vote of the Executive Board, five days' notice having been given. Members shall be notified no later than five days in advance of the date of any rescheduled general membership meeting. If meeting in person is not possible, meetings may be held electronically.

Section 2

Voting shall be determined by a simple majority of members present, except when changing or amending the Organization's Bylaws, when a two-thirds majority vote of members present must prevail. Voting may be conducted electronically.

ARTICLE XII. PARLIAMENTARY PROCEDURE

Section 1

Robert's Rules of Order (current edition) shall govern this Organization in all cases to which they are applicable and not in conflict with these Bylaws.

ARTICLE XIII. AMENDMENTS

Section 1

These Bylaws may be amended at any membership meeting of the Organization by two thirds vote of the members present and voting, provided that notice of the proposed amendment shall be given at the previous general membership meeting.

Section 2

A committee may be appointed to review the Bylaws, as revised and amended, every two year(s). The committee shall draft any proposed amendments for presentation to the membership as provided for in Section 1 of this Article.

ARTICLE XIV. STANDING RULES

The Executive Board will maintain a list of Standing Rules to serve as a further operating guide for the Organization. These Standing Rules should be revised yearly to reflect the procedures of the current Executive Board.

ARTICLE XIV. STANDING RULES

The Executive Board may maintain a list of Standing Rules to serve as a further operating guide for the Organization. These Standing Rules should be revised yearly to reflect the procedures of the current Executive Board.

Committee Budgets

  • Committee chairs retain autonomy to use their budgets as they see fit, but should keep open dialogue with the LPO Board about expenses. Any single item projected expense over $500 should be brought to the LPO Board for review.
  • Budgeted funds are distributed to each class senior activity bank account at the start of the school year. The amount of funds available are based on the projected LPO budget. Each class retains autonomy to use their funds in the way that they feel best supports their class goals and plans for the school year. No forms or grant requests need to be submitted for these annual team start-up funds. Funds will be transferred to the class accounts by December.

Communications

  • All information sent to the VP of Communications for the LPO newsletters, school announcements, school calendar should also be sent to the LPO President.
  • All social media accounts and Rockwood School District website should have two administrators: (1) a LPO Executive Board Member (preferably VP of Communications and/ or Class Directors) and (2) LPO Social Media Chair and/or Webmaster.
  • All Social Media accounts must have LPO Executive Board Members or committee chairs as administrators. No outside administrators shall be allowed on an "official" social media account.
  • Official LPO social media sites cannot be used to promote non LPO sponsored fundraisers.
  • Any content posted on an official LPO site should reflect the mission of the LPO whether it is by an administrator or by a community member. LPO reserves the right to remove any content that the board deems not to reflect the mission of the LPO.

Contracts

  • All event contracts, outside vendor rental agreements, RSD facility rental agreements should be reviewed and approved by the LPO President.
  • The LPO President is solely authorized to sign event contracts, outside vendor rental agreements or RSD facility rental agreements. Contracts outside the scope of committee or class budgets need board approval prior to signature.
  • Board approval can be obtained at any monthly LPO General or Executive Board Meeting or in the form of an email vote.

Executive Board Committee Contacts

LPO encourages open communication between all members, committee chairs and the executive board. Some Executive Board members are assigned committee chair oversight to assist committee chairs.

  • President - Lancer Landing, Spiritwear, Grants
  • 1st VP- Staff Appreciation, Community Events, Volunteers
  • 2nd VP- Social Media, Membership Toolkit, Website
  • Treasurer- Class Treasurers, Parent Pay/ Square

Financial Standing Rules

Bank Statements and Bank Account Reconciliations

  • Bank Reconciliation report and Bank Statement transactions will be included in the monthly Treasurer Report for review by board members.
  • A Bank reconciliation will take place once per month to be reviewed and signed off on by the Treasurer and President

Cash and Cash Box Handling Procedures

  • All Executive Board Members or Committee Chairs needing a cash box for a LPO event need to submit a cash box request to the LPO Treasurer with the date the cash box is needed and the amount of cash needed. All requests should be submitted at least 2 weeks prior to the event.
  • Before the event starts, two committee members need to verify that the amount requested is present and initial the cash box request form. Please notify the Treasurer if a discrepancy exists.
  • The LPO is required to bond the LPO President and the LPO Treasurer, Class Treasurers as well as Lancer Landing Chairpeople.
  • Adult volunteers should supervise cash handling during events. All adult volunteers handling cash should fill out a financial responsibility form prior to cash handling.
  • Make sure that cash is always handled in a secure manner and never leave the cash box unattended.
  • Cash should only be put in either a cash box, an approved LPO apron or other agreed upon cash receptacle.
  • Please consult with the PTO treasurer on the policies regarding handling cash at events.
  • After the event, two adults (1 must be a class treasurer, day manager for Lancer Landing, committee chair or board member) need to count the money in the cash box, complete deposit forms with 2 signatures, place cash/checks inside the a deposit bag.
  • Cash boxes or bags should be locked up at the school in the vault at Lancer Landing or within school offices.
  • Money should not leave the school without a proper count (by 2 people) and a deposit slip.

Paying Expenses

Sales Tax Exemption

The PTO is exempt from paying sales tax when purchasing supplies for PTO activities. Please show the attached tax exempt letter to the vendor to avoid paying sales tax. Reach out to LHS LPO Treasurer or President to get form. Sales tax will not be reimbursed if you fail to use the tax exempt form.

Sam’s Club Card and LHS Credit Card

LPO has a Sam’s Club and credit card to purchase supplies/food for any LPO event. Arrangements should be made to the best of the committee members ability to order online (through the Sam’s Account or an online order for other stores) with direct pay by the LPO Treasurer.

Amazon & LHS Credit Card

LPO has a nonprofit, tax free Amazon account to purchase needed items for any LPO event. Arrangements should be made to the best of the committee members ability to order online (through a wishlist request or a purchase request) with direct pay by the LPO Treasurer.

Advance Check Request

To obtain a PTO check payable to the vendor for a specified amount, complete a "Payment Request and Other Expenses" Google form, attach the original contract/invoice, and submit to the PTO Treasurer at least two weeks in advance, if possible. Keep a copy for your records. If you do not have an invoice at the time of the request, please note "Invoice to Follow" on the form and provide an invoice to PTO Treasurer as soon as it is received.

Direct Bill/Invoice

The preferred method of paying for expenses is to request the vendor to send an invoice to the PTO Treasurer as follows:

Lafayette High School
Attention: PTO Treasurer
17050 Clayton Rd
Wildwood, MO 63011

Before an invoice is paid, the Committee Chairperson must complete the "Payment Request and Other Expenses" form to show authorization for payment and provide to the Treasurer.

Out of Pocket Expense Reimbursement

In order to monitor and report PTO expenses, reimbursement requests need to be submitted within four weeks after incurring your expense.

To obtain a reimbursement for out of pocket expenses, complete a Lancer Parent Organization Payment Request form on Google (preferred) or fill out a "Reimbursement" form, attach the original receipt(s) and submit to the PTO Treasurer. Keep copies for your records.

Once you have received a reimbursement check, please deposit within 90 days.

Receipts/Reimbursements

  • The preferred method of receipt/reimbursement request is to use the Google Form - Lancer Parent Organization Payment Request Form. This form is available using the link on this document, from the treasurer by emailing lancerparentorgtreasurer@gmail.com or by accessing it via the MTK website.
  • All receipts submitted to the treasurer should be (A) the original receipt or (B) a copy of the original receipt. Treasurer will accept digital copies of receipts via email to lancerparentorgtreasurer@gmail.com. An email with a copy of the receipt and reimbursement request will be accepted with all valid signatures.
  • All event purchase receipts and reimbursements, totaling greater than $100.00, need Committee Chairperson or LPO President approval and digital signature/ approval prior to submitting to the LPO Treasurer for reimbursement.
  • All event purchase receipts and reimbursements, totaling greater than $500.00 need approval from a bonded board member (Class Director, Class Treasurer, LPO Treasurer, or LPO President).
  • All event receipts and reimbursement requests less than $100.00 can be submitted directly to the LPO treasurer for reimbursement.
  • All event receipts and reimbursement requests should be submitted to the LPO treasurer within 30 days of the event date.
  • All reimbursement checks should be cashed within 90 days of the check date.

Class Treasurer Procedures

Class Treasurers will follow standard LPO bylaw procedures regarding cash handling and check signing. The Lancer Parent Organization Treasurer/ Co Treasurer or President can act as the second signature on checks over $500.

Class Fundraiser and LPO Event Specific Budget/Finances

Please see standing rules Section 2

Grants - Teacher and Staff

  • Lancer Parent Organization uses a specified annual grant process. The board members will annually decide whether there will be 1 or 2 grant application seasons. The grant process is guided by the process laid out by Lancer Parent Organization Grants Request for Proposals as written
  • The President will initiate the grant process with the Principal.
  • The grant committee shall be open to any board member, or committee chair who would like to be a part of the process.

Meetings - General and Executive

  • Lafayette High School LPO Executive Board will hold monthly LPO General Meetings on the second Monday of each month (with the exception of months with school closures on those days or bi annual exec board/ committee chair only meetings). For the 2023-2024 school year those dates are:
    • Monday, August 14th
    • Monday, September 11th
    • Monday, October 2nd (1st Monday of the month)
    • Monday, November 13
    • *Monday Dec 11 - Executive Board, Class Treasurers, and Committee Chairs
    • Monday, January 8th
    • Monday, February 12th
    • Monday, March 11th
    • Monday, April 8th
    • Monday, May 13th
    • Monday, June 3rd- Executive Board, Class Treasurers, and Committee Chairs (1st Monday of the month)
  • The LPO General Meetings dates and times can be altered by a vote of the LPO Executive Board.
  • Summer LPO Executive Board Meetings are optional, and at the discretion of the LPO Executive Board.
  • LPO Executive Board elections will be held in March or April at a general meeting of the school year and officers will assume their roles at the close of the school year.
  • The May or June LPO meeting shall be the last regular meeting of the school year, at which time the outgoing and incoming Executive Board Officers will both attend and hand off all binders, account access and important information to incoming Executive Board Officers.

Staff Appreciation

  • Teacher/Staff gifts for retirement will come from the Staff Appreciation budget. The amount of money allocated for Teacher/Staff retirement gifts will be determined and available annually based on the projected LPO budget.
  • A gift or gift card, not to exceed a $25.00 value, shall be given to staff or teachers who are retiring or resigning, regardless of their length of service at LHS.
  • In the event the Staff Appreciation Budget does not cover the cost of all Teacher and Staff retirement gifts within a given school year, additional funds will be taken upon board approval from the Lancer Landing Distribution line item or a line item that has excess funds that will go unused during this school year.
  • Retiring staff members will be identified by the Principal of Lafayette High School.

Volunteer Expectations

  • All Volunteers will follow bylaws and standing rules
  • Volunteers handling money will annually sign a financial responsibility form which the board will keep on file throughout the year.
  • All Executive Board Members and Committee Chairs shall maintain a binder or Google Drive of events, activities, timelines, contacts, expectations and exit summary for their event.
  • All Executive Board Members and Committee Chairs are encouraged to share all events, activities, timelines, contacts, expectations and exit summary for their event via Google Drive with 1stVice President and LPO President.
  • All Executive Board Members and Committee Chairs shall surrender all binders and important documents to the committee Vice Presidents or LPO President at the end of their term.
  • All Executive Board Members shall serve a minimum of 1 (one) year term, with a maximum of 3 (three) years in the same Executive Board Position (with the exception of Class Directors who can remain for a maximum of 4 years in the same position).

Executive Board Members can remain on the board after a 3 (three) year term as long as it is in a different capacity on the board.

Standing Rules Referenced Forms/ Documents

Section 2 - Class Fundraiser and LPO Event Specific Budget/Finances

All forms mentioned in the Budget/Finances section are noted at the end of this packet, are available from the PTO Treasurer or PTO President.

Creating/Monitoring Budget

The Committee Chair(s) is responsible in conjunction with the LPO Treasurer for the budget and for reviewing your budget and estimating your income and expenses before starting your project. Committee Chairs should work with the Executive Board member assigned If your project requires multiple committees, the overall Committee Chair(s) is responsible for creating a budget for each committee that does not exceed the overall budget. The Committee Chair(s) monitors expenses and income throughout the project and communicates that information with all committee members and the LPO Board.

Signoff of Committee Income/Expenses

Once all deposits and expenses are turned into the Treasurer, the Committee Chair(s) needs to double check the tabulation sheet, review each line item to ensure all items are included and accurately recorded, and report any discrepancies or outstanding items to the Treasurer.

Exceeding Budget: Board Approval

If committee expenses must exceed the amount budgeted, contact your Class Director, LPO Board Contact or Class President before incurring the additional expenses in order to request board approval. Expenses in excess of budgeted amounts will not be reimbursed unless you receive prior board approval in writing.

Paying Expenses

Sales Tax Exemption

The PTO is exempt from paying sales tax when purchasing supplies for PTO activities. Please show the attached tax exempt letter to the vendor to avoid paying sales tax. Reach out to LHS LPO Treasurer or President to get form. Sales tax will not be reimbursed if you fail to use the tax exempt form.

Sam’s Club Card & LHS Credit Card

LPO has a Sam’s Club and credit card to purchase supplies/food for any LPO event. Arrangements should be made to the best of the committee members ability to order online (through the Sam’s Account or an online order for other stores) with direct pay by the LPO Treasurer.

Amazon & LHS Credit Card

LPO has a nonprofit, tax free Amazon account to purchase needed items for any LPO event. Arrangements should be made to the best of the committee members ability to order online (through a wishlist request or a purchase request) with direct pay by the LPO Treasurer.

Advance Check Request

To obtain a PTO check payable to the vendor for a specified amount, complete a "Payment Request and Other Expenses" Google form, attach the original contract/invoice, and submit to the PTO Treasurer at least two weeks in advance, if possible. Keep a copy for your records. If you do not have an invoice at the time of the request, please note "Invoice to Follow" on the form and provide an invoice to PTO Treasurer as soon as it is received.

Direct Bill/Invoice

The preferred method of paying for expenses is to request the vendor to send an invoice to the PTO Treasurer as follows:

Lafayette High School
Attention: PTO Treasurer
17050 Clayton Rd
Wildwood, MO 63011

Before an invoice is paid, the Committee Chairperson must complete the "Payment Request and Other Expenses" form to show authorization for payment and provide to the Treasurer.

Out of Pocket Expense Reimbursement

In order to monitor and report PTO expenses, reimbursement requests need to be submitted within four weeks after incurring your expense.

To obtain a reimbursement for out of pocket expenses, complete a Lancer Parent Organization Payment Request form on Google (preferred) or fill out a "Reimbursement" form, attach the original receipt(s) and submit to the PTO Treasurer. Keep copies for your records.

Once you have received a reimbursement check, please deposit within 90 days.

Deposits/Cash Box

Collecting Cash/Checks for Events in Advance

Any cash/checks received from students for an event must be accompanied by a registration form (can be electronic) that will be scanned and shared with the chair of the event/class treasurer.

Cash Box Request: LPO has cash boxes that can be obtained from the LPO Treasurer.

Prior to the Event
If your event requires a cash box, complete a "Cash Box Money Request" form with the amount and denominations you need and submit it via the Google form. The Treasurer will provide the cash on the date of the event
Cash and Cash Box Handling Procedures
  • All Executive Board Members or Committee Chairs needing a cash box for a LPO event need to submit a cash box request to the LPO Treasurer with the date the cash box is needed and the amount of cash needed. All requests should be submitted at least 2 weeks prior to the event.
  • Before the event starts, two committee members need to verify that the amount requested is present and initial the cash box request form. Please notify the Treasurer if a discrepancy exists.
  • Adult volunteers should supervise cash handling during events. All adult volunteers handling cash should fill out a financial responsibility form prior to cash handling. Make sure that cash is always handled in a secure manner and never leave the cash box unattended. Please consult with the PTO treasurer on the policies regarding handling cash at events.
After the Event
  • Two adults (1 must be a class treasurer, Class Director or bonded board member) need to count the money in the cash box, complete "Deposit Request" and Tabulation forms, place cash/checks inside the form.
  • Cash boxes or bags should be locked up at the school in the vault at Lancer Landing or within school offices. Money should not leave the school without a proper count (by 2 people) and a deposit slip.
  • The LPO is required to bond the LPO President and the LPO Treasurer(s) as well as Lancer Landing Chairpeople.

NOTE: Money cannot leave the school building. If the event is held off-site, place the money in a locked bag (check it out from the PTO Treasurer) and have one PTO Board member take home the locked bag, and one PTO Board Member take home the key. The bag and key should be returned to school by 9 a.m. the next school day.

Wrap-Up

Please have the committee chairperson and class treasurer complete the fundraiser checklist and forward, along with your binders, to your VP or PTO President within 3 weeks of your event’s completion. This information will be passed to the person who will chair this committee next year. Please take good notes of what you do for your committee and/or event to make it helpful for the next person taking over the committee.