The Parent Teacher League (PTL) supports the entire Rocky Hill School community in building a dynamic learning environment through community and program enrichment. The PTL encourages connection between faculty, staff, and families through educational, social, and fundraising initiatives that help build a dynamic Preschool through Grade 12 learning environment and support the underlying core values of Rocky Hill School.
- Behind the Scenes
- Homecoming (October – organized by Upper School students)
- Faculty Appreciation Program
- Box Tops for Education (on-going)
- New Family Mentors
- Admission Open House Tour Guides and Advocates (Oct. and Jan.)
- Division Head/Parent Coffees
- Nominating Committee – recruit new volunteers (annual)
- Timely, informative, and relevant communications via the PTL website, email, etc.
The name of this association shall be the Rocky Hill School Parent Teacher League (PTL).
1.2 Mission Statement
The primary purpose of the PTL is to support the entire Rocky Hill School Community (parents, students, administration, staff and faculty) in building a dynamic learning environment through Community and Program Enrichment.
The objectives of the League shall be to foster parent-school and parent-parent communication and interaction: to promote and enrich the school’s educational program; and to provide financial support for Rocky Hill School.
The program of this League shall be educational, social, and supportive. It is not intended to direct the administrative activities of the school, nor to set school policies.
This League shall be non-commercial, non-segregated, nonsectarian, and nonpartisan. No commercial enterprise nor any political candidate shall be endorsed by the League. Neither the name of the League nor its officers in their official capacity shall be used in connection with a commercial concern, with any partisan interests, or for any purpose other than the regular work of the League.
This League may enter into membership with similar groups of schools by a majority vote of the Executive Board of the PTL provided notice of such a collaboration is given at the next general meeting.
1.7 Amendments to the By-Laws
These by-laws may be amended at any regular meeting of the League by a two-thirds majority of the members present. These proposed amendments must be announced and posted two weeks prior to date of voting.
2. MEMBERSHIP AND DUES
2.1 Membership Eligibility
All current parents and faculty are eligible to be members of the League upon payment of annual dues where required.
2.2 Required Dues
The Executive Board of the PTL shall set the annual dues, which are assessed against each family with children attending the school. Only one dues payment is required per family, regardless of the number of children.
2.3 Privileges of Membership
Members are eligible to participate in all League activities, to vote in general meetings, to run for and hold office, and to bring any concerns before the Executive Committee.
3.1 Positions and Term of the Executive Board
3.1.1 The Officers of the League shall be: President, Vice President, Treasurer, Secretary, three Division Representatives (from the parent body of the Lower, Middle, and Upper Schools), the immediate Past President (ex officio) and the Head of School. Any position of an Officer may be shared as “co-”.
3.1.2 These Officers shall be elected for a term of two years and shall be ineligible for more than one consecutive term in the same office.
3.2 Duties of Officers
3.2.1 The President shall submit an agenda for, and preside at, all meetings of the Executive Board and special meetings, except that of the Executive Committee. The President shall sign all contracts with the Secretary (after the approval of the Executive Board), serve as an ex officio member of all committees including the Board of Trustees, except that of the Nominating Committee, and shall transact such other business as pertains to that office. The President can appoint any chairperson(s) for special committees.
3.2.2 The Vice President shall perform duties assigned by the President, shall perform duties of an absent President, and chair the Executive Committee.
3.2.3 The Secretary shall record the minutes of all proceedings of the Executive Board and the Executive Committee general meetings; shall sign, with the President, all contracts; shall notify members of their elections to office or appointment to committees, shall record balloting; shall incorporate in the books of minutes a complete and up to date copy of the League By-Laws and Standing Rules, properly annotated with any amendments, carrying the date of any amendments of acceptance by the League; manage the correspondence of the League, work with the school Communication Office to maintain the PTL webpage and post relevant information and announcements.
3.2.4 The Treasurer shall receive and disburse all monies of the League in accordance with the provisions of these By-Laws; shall keep an accurate record of receipts and expenditures; and shall submit a monthly report to the Executive Board, as well as a full year end report at the Annual Meeting; reconciles all accounts with school Business Office. A final report will be reconciled and submitted to the President for PTL records and archives.
3.2.6 The Division Representatives shall act as representatives of their parent body division to: develop agendas for division meetings with input and approval from Faculty Division Head, oversee said meetings, distribute minutes to Class Representatives and Secretary, and promote support of the activities of the League. A Division Representative is a liaison to the Mentor Committee and new families.
3.2.7 Upon retiring from office, each officer shall hand over to his or her successor all such books, records and reports of the League as were used during their term of office. 3.2.8 Transition of Officers. There shall be an Executive Board meeting of the outgoing and incoming officers following the installation at the Annual Meeting. Although the new officers have been installed, the outgoing President conducts the meeting until all old business is concluded. This meeting shall occur before the end of the fiscal year.
3.3 Executive Board
The Executive Board shall consist of the Officers of the League, and Head of School with a courtesy seat granted to an administrative liaison, and shall transact necessary business in the intervals between general meetings, and such other business as may be referred to it by the membership. It meets and is overseen by the call of the President.
3.4 Election of Officers
3.4.1 Three months prior to the Nominating Committee’s report, solicitation for nominations should occur by public notice as well as other appropriate means.
3.4.2 Nominations shall be presented in writing to the Executive Board at least one month before the Annual Meeting. Following the report of the Nominating Committee, additional nominations may be made from the floor, provided the consent of the nominees has been secured. The nominations shall be made known to the general membership by being posted or published at least two weeks prior to the Annual Meeting.
3.4.3 Elections shall be held at the Annual Meeting and shall be by verbal vote, or by paper ballot when there is more than one nominee for an office. Officers shall serve until their successors are elected and installed.
3.4.4 In the event of a vacancy of an officer other than the President, a special nomination shall be made at the Executive Board to elect a successor to serve the remainder of the term, such election to take place at an Executive meeting. A simple majority of those present shall constitute a quorum.
3.5 Class Representatives: There shall be at least one class parent for each grade at Rocky Hill School. A class parent is an integral member of the PTL and is encouraged to attend PTL meetings, act as a liaison between the parents of your class, PTL, faculty and new families. Position is for one year and all written information and feedback shall be turned over to the next class representative at the Annual Meeting.
3.6 Confidentiality of Officers and Representatives It is expected that we respect the privacy of families when discussing school matters. We act as liaisons for the community at large and want parents to feel comfortable to discuss ideas, and concerns without bias.
4.1 The Executive Committee shall consist of the Officers of the League, the Chairpersons of PTL events, Administrative Liaison, Faculty Division Heads, Head of School and past League President, (ex officio). The Vice President shall chair the Executive Committee. One Executive Committee meeting is required per year to coordinate all efforts of the League.
4.2 Rocky Hill School Representatives (Faculty Division Heads, Administrative liaison) shall act as liaisons to all faculty and staff and the parent body at large to promote support of the activities of the League.
4.3 The Nominating Committee shall have a chairperson appointed by the President with ratification by the Executive Board. The committee of five or more parents shall include the chairperson, three members from the parent body at large, and one member of the Rocky Hill staff (administrative or faculty). If possible, recruit a past executive board member to serve on the committee.
4.4 PTL Committees shall include but not limited to: Mentor Program, Faculty Appreciation, Welcome Reception, Senior Seminar, Lower School Girls’ Dance and Boys Day Out, Founders Day, Distinguished Scholar Lecture Series, Book Buy Back, Book Fair, Box Tops, World Cultures Week, Mariners Ball. These committees are needed for a short time to carry out a specific function. All chairpersons are approved by the Executive Board. All information after said events will be submitted to the PTL archives for future reference. All chairpersons of committees are members of the executive committee.
5.1 Conduct of meetings
The rules contained in Robert’s Rules of Order Revised shall govern meetings of the League.
5.2 All School and Divisional Meetings
These meetings shall be called by the Executive Board and held not less than six times a year in total with the Annual Meeting closing the year. Announcements of said meetings must be at least two weeks prior to the meeting date. Two thirds of classes represented shall constitute a quorum for a meeting.
5.3 Special Meetings
A special meeting may be called by the President or upon written request of six members of the League. Members shall be notified of the date and purpose of proposed meeting at least one week prior to the meeting date.
5.4 Committee Meetings
Committee meetings may be called by the chairperson of each committee. Announcements of said meetings should be posted at least two weeks prior to meeting date, except meetings of the Executive Board. The President can call an emergency meeting of the Executive Board without notice. All committees shall complete an evaluation with expenditures and receipts, feedback and recommendations from the committee at large, for future events or programs. This report will be submitted to the Executive Board within thirty days of event.
5.5 Executive Board Meeting
The President shall call at least two Executive Board meetings per school year. A simple majority of the Executive Board shall constitute a quorum. A courtesy seat for a meeting may be extended to a person(s) at the request of a Board member, and permission of the President.
5.6 Annual Meeting
5.6.1 The date of the Annual Meeting shall be determined by the PTL President and be announced at the January all school meeting.
5.6.2 The Annual Meeting agenda shall include but not limited to: presentation of the budget report, presentation of the slate of officers, and class representatives for the next academic year, voting on the slate of officers, installation of new PTL members, and transfer of the gavel to the new President.
6.1 Fiscal Year
The PTL Fiscal Year shall correspond to the School’s fiscal year (1 July through 30 June).
6.2 Financial Commitments
Financial commitments may be made in accordance with the following limits: Commitment authority up to and including Any Board Officer $ 500. President $ 1000. ( except a major fundraising exemption to $5000. ) Executive Board $ 10,000. Full League $ no limit Commitments may be evidenced by the signature of authorized individuals, or by duly reviewed minutes of meetings at which a vote to incur the commitment was held. A list of current commitments must be maintained by the Treasurer, and presented at the all school meetings for review. Commitments may not be “parsed” into smaller amounts in order to avoid the limits specified above. These limits apply on an aggregate basis to a given project within a given fiscal year.
6.3 Financial Disbursements
The Treasurer or secondary authorized signatory on the accounts may disburse funds in accordance with the list of formal commitments as set forth by the annual budget which has been presented to the League at large and voted upon, or as otherwise directed by the President (insofar as such directions do not exceed the President’s commitment limit). All funds raised must be dispersed to appropriate parties by end of the fiscal year or calendar year, whichever comes last. The League shall not carry restricted funds.
6.4 Financial Reporting
The Treasurer must provide a monthly accounting of all receipts and disbursements, and an annual budget summary of the PTL’s financial position for the Annual Meeting and PTL archives.
6.5 Financial Reserves
The PTL bank account will maintain a year end minimum balance of $5000. For a major fundraising event (Mariners Ball) one and a half (1½) % of funds raised shall not be dispersed for goals and projects set for said event, but add to bank minimum balance for future budgetary needs, commitments, gifts.
Positions & Job Descriptions
- Submits the agenda for all-school meetings and presides at all PTL meetings
- Appoints all committee chairpersons with input from the PTL Board
- Signs all contracts with the Recording Secretary
- Serves as an ex-officio member of all committees
- Prepares the PTL all-school mailing in August
- Attends the Board of Trustee meetings as an ex-officio member • Delegation skills and previous PTL experience is helpful
- Performs duties requested by the President
- Fills the role of the President in his/her absence
- Records the minutes of all meetings
- Signs all contracts with the President
- Prepares typed copies of the all-school meeting minutes to the Business Manager, Director of Development, the Communications Office, Division Heads, PTL Officers and Division Representatives
- Manages correspondence for the PTL and works with the Communications Office to update the PTL webpage and disseminate community announcements
- Receives and disperses all monies of the PTL
- Keeps an accurate record of receipts and expenditures, and pays all bills and requests for funds
- Submits an updated financial report for PTL meetings and reconciles it to the RHS Business Office for approval
- Prepares an Annual Financial Report for the RHS Annual Meeting
- One of the busiest times for the Treasurer is during the Book Fair and special fundraising events
Division Representatives (2 per division: 1 primary, 1 secondary)
- Develops agendas for division meetings with input and approval from Division Heads, the administration, the PTL President, Recording Secretary and Treasurer (cc: draft to all).
- Runs the PTL divisional meetings as requested by Division Head
- Emails agendas to Classroom Representatives
- Attends all-school meetings, Division Head/Parent Coffees, Speaker Forums, and PTL events
- Prepares typed copies of the division meeting minutes, sends the minutes to the Division Head for approval and forwards to Classroom Representatives to disseminate to parents (cc: PTL President, Recording Secretary and administration)
- Organizes parent volunteers in support of student activities as requested by the Division Head
- Reports to PTL Executive Board
Classroom Representatives (2 per grade: 1 primary, 1 secondary)
Classroom Representatives are leaders who bridge communication between parents and Rocky Hill School. They provide a positive voice for both parents and the school. They act as a contact point for parents by providing information, answering questions, and identifying the appropriate person to approach within the school in response to parent concerns. They offer the administration parent feedback on issues concerning the school community.
- Attends all-school and division meetings, Division Head/Parent Coffees, Speaker Forums, and PTL events
- Forwards divisional meeting agendas and minutes, as drafted by Division Representative, to parents in class
- Works closely with Division Heads and classroom teachers to provide support for student activities
- Organizes volunteers for various classroom activities as requested by the classroom teacher
- Shares parent feedback/concerns with Division Representative, Division Heads (cc: PTL President)
- Contacts all parents in his/her classroom/grade during the last few weeks in August to introduce his/herself (Mentions importance of completing health forms before the start of school.)
- Welcomes and assists new parents
- Reports to Division Representatives
Committee meetings are to be scheduled as necessary by the committee chair. Parent Representatives for the Health & Wellness Committee, Community Service programs and Admissions serve on school/administrative committees and report at the all-school PTL meetings and as needed.
- Welcome Reception Committee
- Homecoming (Upper School Volunteers)
- Special Events Committee (i.e. Fire & Ice/ Mariners’ Ball)
- Faculty Appreciation Week Committee
- Nominating Committee
- Book Buy-Back Committee
- Box-Tops Committee
- Parent Admissions Representative