Wendy's Night
Grand
Harbor Night
PARENT TEACHERS ORGANIZATION
BY-LAWS new 3/2006
Article I
Name
The name and location of this organization shall be the
East Dubuque School District Parent Teachers 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 fund raising 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.
Article III
Membership and Voting
A.
Membership is open
and free of charge 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 member 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
6:30 p.m. on the third Monday of each
month during the school year, unless this day is a legal holiday, school is
canceled, or there is a conflict with the school calendar.
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 at least one (1) week prior to the next regularly
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 special meetings must be announced 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 willing 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 fund raising activities.
5. Reconfirm the bank reconciliation 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 correspondence 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
than 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 problem(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 a 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 1 and end the following June 30.
Article XI
Dissolution
1.
The organization may only be dissolved following a majority vote of the 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.
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 bylaws.
ADOPTED
ON THIS DATE_March 20th, 2006_____________
P.T.O. PRESIDENT__Sarah
Meyer________________________
ATTEST____________Lisa
Barklow___________________________
