PTO By-Laws

ARTICLE I

Name

The name of this organization shall be the Thompson Middle School Parent Teacher Organization, referred to hereinafter as the “Organization” or the “PTO.”

 

ARTICLE II

Purpose

The purposes of the PTO shall be: to facilitate communication between Thompson teachers, administrators/staff, parents and guardians; to support the efforts of Thompson 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 Thompson 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.

 

ARTICLE III

Administrative Policies

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.  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.  The PTO Board shall cause the records and books of account of the Organization to be audited at the end of each fiscal year.

 

ARTICLE IV

Membership and Dues

Section 1: Parents and guardians whose student(s) are attending this school and the faculty and staff of Thompson Middle School may become members of the PTO upon payment of dues.  Parents of past students of Haines or Thompson Middle Schools 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.

 

ARTICLE V

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: Back-to-school Supplies, Book Fair, Box Tops, Copy Cats, DPTO, Education Foundation, Material Pick-Up Days, Gardening, Holiday Cookie Platters, Hospitality, Spirit Wear, Team Representatives, Recognition Events, and 8thGrade EOY Party. The Board may appoint additional committees as needed.

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.

 

ARTICLE VI

Elections

Section 1: The Nominating Committee shall consist of a chair appointed by the President and at least one non-officer from the PTO membership.

Section 2: Candidates for the PTO Board shall be sought from the membership-at-large.  The Nominating Committee shall present the name of 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 July 1st.

Section 3: Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. 

Section 4: If there is a vacancy in the office of President, the Vice President will become the President. At the next regularly scheduled meeting, a new Vice President will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

 

ARTICLE VII

Roles and Responsibilities of the PTO Officers and PTO Board

Section 1: The President shall prepare the agenda and preside over meetings of the Organization and Executive Board, serve as the primary contact for the Principal, represent the Organization at meetings outside the Organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served. 

Section 2: The Vice President shall assist the President and carry out the President’s duties in his or her absence or inability to serve. The Vice President shall also oversee the committees of this Organization.

Section 3: The Secretary shall keep all records of the Organization, record and disseminate meeting minutes, coordinate website updates, handle correspondence (including social media), and send notices of meetings to the membership. The Secretary also keeps a copy of the minutes, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.

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 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.

Section 6: 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 7: 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.

Section 8: PTO Board members or a representative shall attend all regularly scheduled meetings.

Section 9: 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.

Section 10:  The PTO Board shall review the By-Laws annually.

Section 11: Standing rules may be approved by the PTO Board, and the Secretary shall keep a record of the standing rules for future reference.

 

ARTICLE VIII

Meetings and Voting

Section 1: The general meetings of the Organization shall be held monthly during the official school year, to be determined by the PTO Board.

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: 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 and staff) must be paid PTO members during their term of office.

Section 4: All PTO members are encouraged and welcome to attend all general PTO meetings. All PTO members in good standing are eligible to vote.

 

ARTICLE IX

Amending the By-Laws

Section 1: Any proposed change in these by-laws 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 by-laws may be amended at any regular PTO Board meeting by a two-thirds majority vote of the PTO Board including officers, committee chairs, principal and staff.

Section 3: The by-laws 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. 

ARTICLE X

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 by-laws were adopted on May 9, 2019.

Signed by:

President: Nicole Snopko            Secretary: Nicole Sponsler

Vice-President: Kathy Spotts       Treasurer: Stephanie Chabura