The name of this organization shall be the Thompson Middle School Parent Teacher Organization, referred to hereinafter as the “Organization” or the “PTO.”
The purposes of the PTO shall be: to facilitate communication between Haines teachers, administrators/staff, parents and guardians; to support the efforts of Haines teachers in providing quality learning experiences and resources for students; to endorse activities that generate school spirit and school pride; and, to recognize the academic accomplishments of Haines students. The PTO is organized exclusively as a not-for-profit organization within the meaning of section 501(c) 3 of the Internal Revenue Code.
Section 1: Neither the name of the Organization nor the names of its officers in their official capacities shall be used in any connection with a commercial concern or with any partisan interest for any purpose other than the regular work or activities of the Organization.
Section 2: No part of the net earnings of the PTO shall inure to the benefit of, or be distributed to its members, officers or other private persons except that the PTO shall be authorized and empowered to pay reasonable compensation for services rendered.
Section 3: The Organization may cooperate with other organizations on matters considered to be in the best interest of students.
Section 4: The funds and resources of the Organization shall not be appropriated or expended for purposes other than the work and activities of the Organization.
Section 5: In the event of the dissolution of the Organization, the assets of the Organization shall be distributed by the PTO Board to one or more of the exempt purposes specified in Section 501(c) 3 of the Internal Revenue Code of 1954 as from time to time amended.
Section 6: The fiscal year for the Organization will be from July 1 to June 30.
Membership and Dues
Section 1: Parents and guardians whose student(s) are attending this school and the faculty and staff of Haines Middle School may become members of the PTO upon payment of dues. Parents of past students of Haines Middle School may continue to be PTO members upon approval of the Board
Section 2: Annual PTO membership dues shall be established by the PTO Board.
Section 3: Annual dues are payable at the beginning of the new school year and are not tax-deductible.
PTO Officers, PTO Board, and Standing Committees
Section 1: The PTO officers will consist of a President, a Vice-President, a Secretary and a Treasurer.
Section 2: The PTO Board shall consist of four elected officers, the principal, and at least one staff representative.
Section 3: Standing Committees include but are not limited to the following: Assemblies, Back-to-school Supplies, Book Fair, Career Day Activities, Concessions, Copy Cats, Directory, DPTO, Education Foundation, Material Pick-Up Days, Gardening, Holiday Cookie Platters, Hospitality, ISAT Testing, Magazine Drive, Back to School Supplies, Spirit Wear, Team Representatives, Recognition Breakfasts, Variety /Talent Show.
Section 4. All appointed committee chairs shall assume the responsibilities designated in the chair roles and responsibilities section and understands the time and effort needed to fill those roles. Should they be unable to continue, they must notify the President at the earliest possible time in order to find a replacement from the PTO membership.
Section 1: The Nominating Committee shall consist of a chair appointed by the President and at least two non-officers from the PTO membership.
Section 2: The Nominating Committee shall present the name of one or two candidate(s) for each office of the PTO Board at the April meeting. These candidates shall be voted on at the May meeting and will assume their positions following the vote. They will serve for a period of 1 year.
Section 3: Candidates for the PTO Board shall be sought from the membership-at-large.
Section 4: Officers shall serve no more than two terms in the same office.
Section 5: Any vacancy in the PTO Board shall be filled by the President with approval by majority vote of the PTO Board and shall be appointed for the remainder of the term of his/her predecessor in office. Any vacancy in the PTO Board must come from the PTO Board and shall be appointed by the remaining PTO Board members for the remainder of the term of his/her predecessor in office.
Roles and Responsibilities of the PTO Officers and PTO Board
Section 1: The President shall preside at all general and special meetings of the PTO Board and PTO Board, shall prepare an agenda for all meetings, shall be the ex-officio member of all committees, shall chair the Nominating Committee, and shall, in the absence of the treasurer, pay all bills. The President shall fill any open committee chair positions during the school year and begin filling them for the subsequent year in February.
Section 2: The Vice-President shall act as an aide to the President, shall preside in the absence of the President, and shall be a member of the Nominating Committee.
Section 3: The Secretary shall keep an accurate record of all Executive and PTO Board meetings, shall disseminate the minutes within one week, shall be responsible for the official correspondence of the PTO, shall keep current records of all PTO members, and shall prepare and disseminate a current listing of all PTO Board members including name, address, phone and e-mail address. The secretary shall be a member of the nominating committee.
Section 4: The Treasurer shall receive all moneys of the organization, depositing same in a depository selected by the officers, shall keep an accurate record of receipts and expenditures, shall payout funds only in accordance with the budget authorized by the PTO Board, and shall distribute a written financial statement at every meeting of the organization. The Treasurer will also be a member of the nominating committee.
The books of the Treasurer shall be closed annually on June 30. The annual financial report shall be available to the membership by July 31 of the same year.
Section 5: The PTO Board shall plan and approve overall programs for the year according to the purpose of the organization, shall appoint committees necessary to accomplish the organization’s work, shall have the privilege of voting when present at a meeting, and shall assist in volunteer needs of the organization.
Expenditures above $100.00 not authorized in the annual budget shall require approval by the PTO Board.
PTO Board members or a representative shall attend all regularly scheduled meetings.
Section 6: The PTO Board has the authority to approve expenditures of $100.00 or less not authorized by the annual budget.
The PTO Board has the authority to approve expenditures of up to $500 prior to the first meeting of the fiscal year
The PTO Board shall cause the records and books of account of the Organization to be audited at least once in each fiscal year.
The PTO Board shall fill any vacancies on the PTO Board. Any vacancy in the PTO Board shall be filled by the remaining PTO Board Members and shall come from current PTO Board members.
An officer may be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the PTO Board.
The PTO Board shall review the By-Laws annually.
Meetings and Voting
Section 1: The general meetings of the organization shall be held during the official school year at intervals determined by the PTO Board, but not to consist of fewer than three meetings.
Section 2: A quorum for the organization at general PTO meetings shall consist of a simple majority of those present but must include at least 5 members and at least 2 PTO Board members. A quorum for the PTO Board shall consist of a simple majority.
Section 3: The Budget Committee consisting of the newly elected officers, the outgoing treasurer and at least one other outgoing officer shall prepare an annual budget prior to July 31st for the new fiscal year. This budget shall be presented to the PTO Board for approval at its first general meeting of the new fiscal year.
Section 4: Members delinquent in their annual dues as of March 1 shall not be eligible to vote at the annual election for officers of the PTO Board. PTO Board members (with the exception of the Principal, staff and student representative) must be paid PTO members during their term of office.
Section 5: All PTO members are encouraged and welcome to attend all general PTO meetings. All PTO members are eligible to vote.
Amending the Bylaws
Section 1: Any proposed change in these bylaws must be presented to the PTO Board at least 10 days in advance of a meeting at which time such change is to be voted on by the PTO Board.
Section 2: The bylaws may be amended at any regular PTO Board meeting by a two-thirds majority vote of the PTO Board including officers, committee chairs, principal, staff, and student representatives.
Section 3: The bylaws are adopted pursuant to and shall be governed by the provisions of the State of Illinois General Not for Profit Corporation Act of 1986, as amended.
Rules of Order
Robert’s Rules of Order, as revised, shall be the parliamentary authority in all matters that come before any meetings of the Board or the membership, where not inconsistent with these bylaws.
These bylaws were adopted on June 1st, 2017