PARENT TEACHER ORGANIZATION OF HOUGH STREET SCHOOL
Article I - NAME
Section 1. The name of this organization is the Parent Teacher Organization of Hough Street School (PTO). These Bylaws shall be deemed to implement the Articles of Incorporation and shall replace in entirety those Bylaws dated April 2018 and all amendments thereto.
Section 2. The PTO is a not-for-profit organization organized and controlled by the laws of The State of Illinois.
Section 3. The PTO shall continuously maintain business within the boundaries of Barrington Community Unit School District 220(CUSD 220) in The State of Illinois.
ARTICLE II - PURPOSE
The purpose of the PTO shall be to work in the interest of the children, to promote understanding and cooperation between parents and teachers, and to enrich the curriculum and enhance the learning and social environment of Hough Street School.
ARTICLE III – GENERAL POLICIES
Section 1. The PTO shall be noncommercial, nonsectarian, and non partisan.
Section 2. The name of the PTO or the names of any members in their official capacities shall not be used in any connection with a commercial concern, or with any partisan interest, or for any purpose not appropriately related to promotion of the objectives of the PTO.
Section 3. The PTO shall not directly or indirectly participate or intervene in any way, including the publishing or distribution of statements, in any political campaign on behalf of, or in opposition to, any candidate for public office or devote more than an unsubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
Section 4. The PTO shall cooperate with the schools to support the improvement of education in ways that will not interfere with administration of the school and shall not seek to control school policies.
Section 5. This PTO may cooperate with other organizations and agencies concerned with child welfare, but persons representing this PTO in such matters shall make no commitments that bind this PTO.
Section 6. In the event of the dissolution of this PTO, its assets shall be distributed for 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.
ARTICLE IV – MEMBERSHIP
Section 1. Membership in the PTO shall be open to all parents, guardians, or adult family members of pupils enrolled in Hough Street School, or otherwise approved by the PTO, upon payment of annual dues per student.
Section 2. The PTO shall conduct an annual enrollment of members, but persons may be admitted to membership at any time, and shall pay the full dues regardless of when they join. Financial assistance is available upon request.
Section 3. The membership year shall be from July 1 to June 30.
Section 4. Only members of the PTO shall be eligible to participate and vote in the General PTO and Special PTO Meetings or to serve in any of its elected or appointed positions.
Section 5. The Principal and each member of the faculty of Hough Street School shall be automatically awarded membership in the PTO.
ARTICLE V – FISCAL YEAR
The fiscal year of the PTO shall correspond to that of CUSD 220, that is July 1 to June 30.
ARTICLE VI – EXECUTIVE BOARD OFFICERS
Section 1. The PTO Executive Board (Executive Board) shall consist of seven offices: President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Corresponding Secretary, and Treasurer.
Section 2. If an office is occupied by two people, that office will count as one vote.
Section 3. The Executive Board shall transact necessary business, and such other business as may be referred to it by the PTO membership and as authorized under these Bylaws, during intervals, between General PTO Meetings.
Section 4. The Executive Board shall act for the PTO when an immediate decision is required, as long as the decision requires action that does not exceed a financial cap of $500 in excess of the approved budget. No action taken shall be in conflict with any decision, action, or purpose of the PTO.
Section 5. During the months that the PTO does not meet, the Executive Board shall act for the PTO when an immediate decision is required, as long as the decision requires action that does not exceed a financial cap of $500 on non budgeted expenses. No action taken shall be in conflict with any decision, action, or purpose of the PTO.
Section 6. The Executive Board officers shall be elected annually pursuant to the procedures described in Article IX – Nominating committee.
Section 7. The officers shall assume their official duties on July 1 and shall serve for a term of one year.
Section 8. A qualification for the Office of President is that at least one of the candidates (in the event of Co-Presidents) shall have served as an officer on the Executive Board for a minimum of one year.
Section 9. A qualification for all Officers is that the candidate shall have served on the PTO Board for a minimum of one year, with exceptions as approved by the nominating committee and the Principal.
Section 10. No officer shall serve in the same position for more than three consecutive years, except in those instances when the Nominating Committee is unable to slate a qualified successor.
ARTICLE VII – PTO BOARD
Section 1. The PTO Board shall consist of the Executive Board, the Principal, and the chairpersons of the PTO committees. All PTO Board members must be members of the PTO.
Section 2. An officer or chairperson may resign at any time upon written notice to the Executive Board. An officer or chairperson may be removed with or without cause by a two-thirds vote of the Executive Board vote.
Section 3. A vacancy occurring in any officer or chairperson position shall be filled for the unexpired term by a person elected by a majority vote of the members present at a General PTO Meeting.
Section 4. The control and management of the affairs of the PTO shall be vested in the PTO Board.
ARTICLE VIII – DUTIES OF ELECTED OFFICERS
Section 1. The President shall perform the following duties: Attend all CUSD 220 Presidents’ Council Meetings; Coordinate and chair the work of the Executive Board; Preside over all meetings of the PTO & the Executive Board; Coordinate all activities of the PTO with the Principal of Hough Street School; Oversee the various chairpersons of the PTO Facilities Committees and any Special Committee; Prepare the agenda for monthly General PTO Meetings; Disburse funds as approved by the PTO Board when the Treasurer is unable to do so, as the secondary authorized signer; Review monthly bank statements of the PTO; Oversee the management of the overall budget in conjunction with the Treasurer.
Section 2. The First Vice President shall perform the following duties: Serve as an aide to the President; Perform the duties of the President in the Presidents’ absence; Oversee the various chairperson of the PTO Social Committees; Perform duties as stated in the Bylaws and the Procedure Handbook.
Section 3. The Second Vice President shall perform the following duties: Serve as an aide to the President; Perform the duties of the President in the absence of the President and the First Vice President; Oversee the various chairperson of the PTO Curriculum and Program Committees; Perform duties as stated in the Bylaws and the Procedure Handbook.
Section 4. The Third Vice President shall perform the following duties: Serve as an aide to the President; Oversee the various chairperson of the PTO Fundraising Committees; Perform duties as stated in the Bylaws and the Procedure Handbook.
Section 5. The Recording Secretary shall perform the following duties: Keep minutes of all General PTO Meetings and provide and distribute such minutes at the next month’s General PTO Meeting for approval by the PTO members; after which approval, the minutes shall be distributed to all PTO members; act as the Historian for the PTO by collecting agendas, minutes, newsletters, and other pertinent information; oversee the various chairperson of the PTO Communications Committees, perform duties as stated in the Bylaws and the Procedure Handbook.
Section 6: Corresponding Secretary shall promote monthly meetings; responsible for communication around PTO dues, Thanksgiving gifts, coordination of nominations process, and Old Board/New Board meeting and gifts.
Section 7: The Treasurer shall perform the following duties:,,be responsible for PTO membership and collection of dues; maintain accurate and complete books of account for the PTO (PTO Books); receive and deposit all PTO monies in its bank account on a timely basis to the credit of the PTO; disburse funds as approved by the PTO Board as primary authorized signer for all such disbursements; make a statement of accounts at every General PTO Meeting; In conjunction with President, submit a preliminary budget for the next fiscal year at the General PTO meeting in May; make a full report of the previous fiscal year at the September General PTO Meeting of each year (this report will be make available to the PTO members); ensure that the appropriate federal and state tax filings and other forms, including the Annual Report to be filed with the Illinois Secretary of State; are filed annually; submit the books for examination should an independent auditor be appointed (once the auditor is satisfied that the PTO Books are correct, he or she shall prepare and sign a statement to be incorporated with said PTO Books by the next General PTO Meeting); Oversee Teacher gifts and Thanksgiving gifts; Revtrak liaison; perform duties as stated in the Bylaws and the Procedure Handbook.
ARTICLE IX- COMMITTEES
Section 1. All committee chairpersons are members of the PTO Board and shall report to one of the seven offices. The chairpersons shall perform duties as stated in the Bylaws and the Procedure Handbook.
Section 2. A committee may be created or dissolved by the PTO Executive Board to promote the purposes and interests of the PTO. Each committee shall be assigned to one of the seven offices to oversee.
ARTICLE X – NOMINATING COMMITTEE
Section 1. The chairperson of the Nominating Committee shall be the Corresponding Secretary. The Corresponding Secretary presides over the meetings but does not have voting power in decisions of the Nominating Committee. In the event of the Corresponding Secretary is interested in running for the Office of the President, the Corresponding Secretary shall step down and be replaced by the third Vice President.
Section 2. The Nominating Committee will consist of the Corresponding Secretary, and a minimum of three members appointed by the Executive Board, with oversight from the Principal. Every attempt shall be made to have the members of the Nominating Committee represents different geographic areas, as well as the Self-Contained Gifted Program, of Hough Street School. The committee shall meet by March 1 to slate officers for the next school year.
Section 3. The Nominating Committee shall publicly make a call for individuals interested in serving as officers or committee chairpersons. Interested parties shall be directed to contact the Corresponding Secretary. The Executive Board may submit suggestions of recruitment recommendations to the Corresponding Secretary before the Nominating Committee convenes. The Nominating Committee may also identify and contact potential candidates. All nominations shall be received by April 1.
Section 4. The Nominating Committee shall work to select the strongest candidate for each available position, working with current volunteers to find alternative placements on the PTO Board where there are multiple candidates interested in a position.
Section 5. The Nominating Committee shall determine the final slate of Executive Board officers to be voted on by all members. The ballot indicating a simple yes or no vote for the entire slate shall be sent to all PTO members and shall be collected by the end of April. The Corresponding Secretary shall count the ballots, and if the majority of the ballots turned in decide a yes vote, the slate shall be confirmed at the May General PTO Meeting.
Section 6. The Nominating Committee, in conjunction with the Executive Board, shall select chairpersons for all the PTO Board committees. Best efforts shall be made to fill these positions before the Old Board/New Board Meeting in May.
Section 7. All matters of the Nominating Committee shall remain confidential.
Section 8. The Corresponding Secretary shall retain a list of contact information for all the newly elected Executive Board and committee chairpersons.
ARTICLE XI – MEETINGS
Section 1. Executive Board Meetings will be held when needed prior to the General PTO Meeting, to discuss issues of the PTO and set the agenda for the monthly General PTO Meeting. Special Meetings of the Executive Board may be called at the discretion of the president or by two of the Executive Board officers. In the event an Executive Board Meeting cannot be held before the next General PTO Meeting, a meeting may be held electronically.
Section 2. General PTO Meetings shall be held monthly during the school year at times and dates determined at the beginning of the school year and posted for the membership. Changes to the posted dates or times shall require notice at least seven days in advance.
Section 3. Special PTO Meetings may be called by the President or any two Executive Board officers, provided notice is given with the meeting time and purpose.
Section 4. An Old Board/New Board Meeting shall be held in the month of May, in place of the May General PTO Meeting, for the following purposes: to adopt Executive Board Slate; Approve gifts/ school requests; discuss goals for the upcoming year; to address other business as needed; and to submit a preliminary budget for the next fiscal year.
ARTICLE XII – VOTING
Section 1. Any item requiring a vote shall be provided to the Executive Board prior to the General PTO Meeting each month. Any item not provided to the Executive Board prior to the General PTO Meeting shall be voted on at the discretion of the Executive Board.
Section 2. A vote at a General PTO or Special PTO Meeting is required for, but not limited to, the following items: the budget and any changes thereto; expenditures outside of the approved budget; gifts to school requests; any changes to PTO dues; appointment of an individual to fill a vacancy left upon a resignation; additions or dissolutions of committees; minutes of General PTO Meetings and the Treasurer’s report; authorization of any Executive Board Officer or agent of the PTO to enter into any contract on behalf of the PTO; changes to the Procedure Handbook; the appointment of an independent auditor for an annual financial examination of the PTO Books as deemed necessary; any other item as deemed necessary by the PTO Executive Board.
Section 3. A simple majority of PTO members in attendance shall carry all motions, unless otherwise stated in the Bylaws, for the transaction of business in any General PTO or Special Meeting.
ARTICLE XIII – BYLAWS
Section 1. The President, Treasurer, and Recording Secretary (the Bylaws Committee) shall review these bylaws biannually to ensure they remain applicable and current.
The Procedure Handbook shall be reviewed biannually and revised, if necessary, by the Bylaws Committee. These changes may be approved at any General PTO Meeting or Special PTO Meeting by a simple majority vote. All PTO Board members shall review the Procedure Handbook at the beginning of their term. The Procedure Handbook shall reside on the Hough PTO website.
ARTICLE XIV – RULES OF ORDER
ROBERT’S RULES OF ORDER REVISED shall govern the PTO in all cases in which they are applicable and are not in conflict with these Bylaws.