Meeting dates Fundraiser
Nights
PARENT TEACHERS ORGANIZATION
BY-LAWS new 3/2011
EAST DUBUQUE SCHOOL DISTRICT
PARENT TEACHER ORGANIZATION BY-LAWS
Article I Name
The name and location of
this organization shall be the East Dubuque School District Parent Teacher
Organization (P.T.O), East Dubuque, Illinois, Jo Daviess County.
Article II Purpose
The relationships within the
East Dubuque community, which includes students, teachers, staff, parents,
and patrons, are a vital influence on the success of our children’s
futures. Therefore, our purpose is to foster the relationship of home and
school so that parents and teachers may cooperate in the education of the
children. Through fundraising and family activities, we will promote
positive school and community relationships that enhance our children’s
educational environment, support a quality education, ensure a safe learning
environment, assist each student in reaching his/her maximum potential, and
promote a positive working environment. This association is organized
exclusively for charitable purposes within the meaning of section 501 (c)
(3) of the Internal Revenue Code.
Article III Membership and
Voting
A.
Membership is
open and free of chare to any parent or guardian of an East Dubuque School
District student or any member of the East Dubuque School District staff or
administration who is willing to uphold the policies of this organization.
B.
Voting Privileges
All active members are voting members until they miss two
previous consecutive regular monthly meetings. Exceptions, if necessary,
will only apply to the acting officers.
Article IV Meetings
1.
Regular meetings will be held at 6:00 p.m. on the
third Monday of each month during the school year, unless this day is a
legal holiday, school is cancelled, or there is a conflict with a school
calendar. The meetings are held in the school library.
A.
Option to meet over the summer to organize for the upcoming school year.
B. All
regular meetings are open.
C.
Requests to present agenda items in a regular meeting must be made to the
President prior to the next regular scheduled meeting.
2. Special
Meetings may be called either by vote of the voting membership or by
petition of a majority of the voting members. The time and place of all
specials meetings must be announce at least one (1) week prior to the
meeting.
Article V Officers and Duties
A.
The officers must act with the best
interest of the organization in mind. They must be wiling to learn, grow,
want to work well with others as part of a team, and have respect for all
members.
B. Officers
The officers shall
consist of the following: President, Vice-President,
Secretary and
Treasurer.
President
1.
Preside over all meetings and functions of the
P.T.O.
2.
Respond to and act upon any communication for
the regular membership.
3.
Be fair with all members, delegate
responsibilities, and offer assistance.
4.
Schedule meetings, distribute materials
received to the appropriate officers, and consult with officers to ensure
everyone is working together.
5.
Meet with the Principal to discuss any upcoming
activities and plans to seek approval.
6.
Prepare written agendas for the regular monthly
meetings and special meetings.
7.
Serve as an authorized signatory of all P.T.O
checks.
Vice-President
1.
Assume responsibility for duties designated by
the President.
2.
Represent the President in his/her absence or
upon request.
3.
Become President if the office becomes vacant
during that term.
4.
Help and assist with the fundraising
activities.
5.
Reconfirm the bank records at each regular
monthly meeting.
Secretary
1.
Keep records of regular monthly meetings and
special meetings.
2.
Retain possession of by-laws and all business
meeting minutes and provide copies of such as needed by the members and
officers.
3.
Handle official correspondences as directed by
the President.
Treasurer
1.
Have custody of all financial records and P.T.O.
funds.
2.
Maintain current financial records.
3.
Submit monthly financial report to the
organization and upon request from the Officers.
4.
Receive and give receipts for monies due and
payable to the organization and deposit all such monies in the name of the
organization.
5.
Serve as an authorized signatory of all P.T.O
checks.
6.
Three officers shall count all funds received
by the organization when such funds exceed five hundred ($500.00) dollars at
one time. All funds shall be deposited with the Treasurer within
forty-eight (48) hours of collection. The Treasurer will then verify the
count and deposit all funds received within two (2) business days.
Article VI Finances
1.
Disbursements of Funds
Once approved, an item needs no further action for funds to be spent.
Disbursements will be made within 30 days.
2.
Loans No loans
shall be made by the organization to its officers or members.
Article VII Elections
1.
The Officers shall be elected annually in April
by written ballot and for the term of one year and shall serve until their
successors are elected and qualified. No Officer shall be eligible to serve
in the same office for more then two consecutive years. Voting by proxy
shall not be permitted.
2.
The Principal and a past officer or an East
Dubuque School District staff member shall be in charge of counting votes.
3.
Nominees for Officers and to vote for Officers
you must be an eligible voting member and have been present at 4 of the
previous 7 regular monthly meetings held in that academic year.
Self-nominations are permitted. East Dubuque School District staff members
may have the right to hold office other than the President. The President
shall announce the names of the nominees. Consent to serve must be obtained
before a name is placed in nomination. Majority vote by eligible members
shall elect.
4.
Newly elected Officers shall assume their
official duties effective immediately following the April meeting.
5.
Removal from office may occur by a majority
vote of the organization for missing more than two consecutive meetings,
failing to perform assigned duties, corruption, or any act that brings
dishonor to the organization or negates the objectives of the organization.
Removal shall take place after the organization has met to discuss the
problems(s) and all attempts have been made to resolve the problem(s).
Removal shall be done by a majority vote of the organization. No member has
the right to change any decision that the organization has made. If a
member intentionally does not follow through with the decision of the
organization, it will result in removal from the organization.
6.
A vacancy occurring in any office shall be
filled for the remainder of the term by the majority vote of the remaining
Officers.
Article VIII Committees
The purpose of a committee is to make recommendations to the
voting membership. The committees within themselves have no authority to
make any decisions affecting the business of the organization. Committee(s)
of the P.T.O. shall consist of at least two (2) or more members. The
President may appoint a chairperson if no volunteers are identified. The
chairperson shall be responsible for delegating tasks.
Article IX By-Laws
Adoption/Amendments
1.
After approval by the membership, the By-laws
will remain in force unless amended by votes of the membership.
2.
The procedure for amending the By-laws shall be
as follows:
a)
Suggested amendments must be submitted in
writing to the President at least one (1) week prior to the regular monthly
meeting.
b)
Amending the By-laws requires a majority vote
of members present at a regular monthly meeting
Article X The Fiscal Year
The fiscal year of the East Dubuque School District P.T.O.
shall begin on July 1st and end the following June 30th
.
Article XI Dissolution
1.
The organization may only be dissolved
following a majority vote of members present at a meeting called and
publicized for the purpose of dissolution.
2.
Upon dissolution of the organization, any
remaining assets shall be donated to educational funds of the East Dubuque
School District to fulfill the P.T.O. purpose by the acting Officers and
present Administration.
3.
Upon the dissolution of this association,
assets shall be distributed for one or more exempt purposes within the
meaning of section 501 (c) (3) of the Internal Revenue Code (or
corresponding section of any future federal tax code, or shall be
distributed by the Federal government, or to a state or local government,
for a public purpose). Any such assets not so disposed of shall be disposed
by the Court of Common Pleas of the county in which the principal office of
the association is then located, exclusively for such purposes or to such
organization or organizations, as said Court shall determine, which are
organized and operated exclusively for such purposes.
Article XII Parliamentary
Authority
The principles contained in Robert’s Rules of Order Newly
Revised shall guide this organization in all cases to which they are
applicable and in which they are not inconsistent with these By-laws.
Notwithstanding any other
provision of these articles, the association 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 1986 (or the corresponding provision of any future United Sates Internal
Revenue law) or (b) by a corporation contributions to which are deductible
under section 170 (c) (2) of the Internal Revenue Code of 1986 (or
corresponding provision of any future United States Revenue Law).
ADOPTED ON THIS DATE__March
21st, 2011___________________
P.T.O.
PRESIDENT ____Sara
Feyen_________________________
ATTEST
___________________________________________________
AMENDED
________________________________________________
AMENDED
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