Bylaws

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    PARENT-TEACHER ORGANIZATION 

    OF BARRINGTON MIDDLE SCHOOL, PRAIRIE CAMPUS 

    BYLAWS 

    DOCUMENT 

    APPROVED 

    April 13, 2021 

    THIS DOCUMENT WAS WRITTEN FOR 

    AND IS AVAILABLE TO ALL PTO MEMBERS. 

    ITS LAW GOVERNS THE PTO, 

    AND SHOULD BE ADMINISTERED BY THE PTO EXECUTIVE BOARD. 

    PARENT-TEACHER ORGANIZATION 

    OF BARRINGTON MIDDLE SCHOOL, PRAIRIE CAMPUS 

    BARRINGTON, ILLINOIS Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 1 

     

    TABLE OF CONTENTS 

    ARTICLE I NAME 2 

    ARTICLE II PURPOSE 2 

    ARTICLE III MEMBERSHIP AND DUES 2 

    ARTICLE IV FINANCIAL OPERATIONS 3 

    ARTICLE V BOARD OF DIRECTORS 3-4 

    ARTICLE VI EXECUTIVE BOARD 4-5 

    ARTICLE VII DUTIES OF THE OFFICERS 5-7 

    ARTICLE VIII COMMITTEES 7-8 

    ARTICLE IX NOMINATIONS AND ELECTIONS 8 

    ARTICLE X VOTING 8-9 

    ARTICLE XI RULES OF ORDER 9 

    ARTICLE XII AMENDMENTS 9 Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 2 

     

    BYLAWS PARENT TEACHER ORGANIZATION 

    BARRINGTON MIDDLE SCHOOL, PRAIRIE CAMPUS 

    ARTICLE I: Name 

    The name of this not-for-profit organization shall be the Parent Teacher Organization of the Barrington Middle School, Prairie Campus, located in Barrington, Illinois, hereinafter referred to as “the PTO.” 

    ARTICLE II: Purpose 

    Section 1: The purpose of the PTO shall be: 

    1. A. to promote understanding and cooperation between parents and teachers; 
    2. B. to promote the welfare of children in the school, home, and community; 
    3. C. to initiate and encourage ideas and activities which shall be in the interest of Barrington Middle School, Prairie Campus, hereinafter referred to as “Prairie Campus;” and 
    4. D. to promote unity with Barrington 220 Middle Schools by working toward common goals and sponsoring joint activities which would involve parents, staff, and students at both facilities. 

     

    ARTICLE III: Membership and Dues 

    Section 1: Membership in the PTO shall be open to all parents or guardians of students enrolled in Prairie Campus, upon payment of annual dues. 

    Section 2: The amount of dues shall be set by the Executive Board (defined below in Article VI) at the last General PTO Meeting of the prior school year. The dues requirement may be waived such that no family shall be excluded because of inability to pay annual dues. 

    Section 3: The PTO shall conduct an annual enrollment of members at the beginning of the school year, but persons may be admitted to membership at any time. There shall be no proration of dues for those General Members who join throughout the school year. 

    Section 4: The Principal and each member of the faculty of Prairie Campus shall be automatically awarded non-voting membership in the PTO. 

    Section 5: A General PTO Meeting shall be held regularly or as deemed necessary by the Executive Board during the school year. Notice of such General PTO Meetings shall be provided to all members of the PTO at least one (1) week in advance of the meetings. 

    Section 6: Only members of the PTO shall be eligible to participate and vote in a General PTO Meeting. 

    Section 7:Members in attendance at the General PTO Meetings shall constitute a quorum, with a simple majority carrying all motions. Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 3 

     

    ARTICLE IV: Financial Operations 

    Section 1: The fiscal year of the PTO shall run from July 1 to June 30 of each year, in accordance with Barrington 220 Community Unit School District. 

    Section 2: All funds shall be kept in a local financial institution, in the name of the PTO. The authorized signers shall be the President and the Treasurer. 

    Section 3: The budget for the upcoming fiscal year will be presented at the last General PTO Meeting of the prior school year for the approval by the General PTO Membership (defined above in Article III). 

    Section 4: Funds of this organization shall be distributed only for: school purposes to Prairie Campus; District 220; other District 220 PTOs; or non-District charitable organizations which benefit the Barrington community. 

    Section 5: Any monies spent for non-budgeted expenses before obtaining written approval from the Executive Board (defined below in Article VI) will be the responsibility of the Board member (defined below in Article V). 

    Section 6: The PTO shall be noncommercial, nonsectarian, and nonpartisan. 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 any partisan interest or for any purpose not appropriately related to the promotion of the objectives of this PTO. 

    Section 7: No funds of this organization shall be used for the purpose of either carrying on any propaganda or otherwise attempting to influence legislation, or participating in or intervening in (including the publishing or distributing of statements) any political campaign on behalf of any candidate for public office. 

    Section 8: In the event that the PTO disbands at some future date, all outstanding bills shall be paid and any remaining funds shall be given to Barrington Middle School, Prairie Campus with the approval of the outgoing Executive Board (defined below in Article VI) of the PTO. 

    ARTICLE V: Board of Directors 

    Section 1: The Board of Directors of the PTO, hereinafter referred to as “the Board,” shall consist of the Executive Board (defined below in Article VI), the Chairpersons of all Standing Committees (defined below in Article VIII, Section 1), and the Principal of Prairie Campus. 

    Section 2: The control and management of the affairs of the PTO shall be vested in the Board of Directors, as established by these bylaws. Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 4 

     

    Section 3: To be eligible for election as either an Executive Board Member or a Standing Committee Chair Member, the nominee is or will be a member of the PTO during performance of duties. 

    Section 4: An elected Board Member shall serve for one (1) year in the same position and shall not be eligible for more than two (2) consecutive terms in the same office, unless no other candidate is available. 

    Section 5: The Board Members should serve for one (1) year until their responsibilities have been fulfilled for that academic year. 

    Section 6. The newly elected Board shall hold a General PTO meeting at the close of the last General PTO Meeting of the current year with the purpose of: 

    1. A. discussion of PTO goals for the upcoming year, and 
    2. B. review of proposed budget for the upcoming fiscal year for approval and hold a vote on said new budget. 

     

    ARTICLE VI: The Executive Board 

    Section 1: The Executive Board of the PTO shall consist of the President, First Vice President, Second Vice President, Secretary and Treasurer of the PTO (“Officers”) and the Principal of Prairie Campus. 

    Section 2: The privilege of serving as an Officer shall be limited to General Members. 

    Officers of the PTO shall be elected for a term of one (1) year and shall not be eligible for more than two (2) consecutive terms in the same office, unless no other candidate is available. The office of President shall require one (1) year of service on the Executive Board, unless no other candidate is available. 

    Section 3: Officers shall be installed and assume their official duties at the close of the last General Meeting of the current school year. The Officers shall serve for one (1) year until their successors are elected and their responsibilities have been fulfilled for that academic year. 

    Section 4: The Executive Board duties shall include: 

    1. A. create an agenda for all General PTO Meetings; 
    2. B. prepare and submit a budget for approval at the last General PTO Meeting of the year; 
    3. C. act for the Board and approve all expenditures up to $250 on non-budgeted expenses; 
    4. D. vote and execute any PTO related contracts; 
    5. E. prepare Committee list and job descriptions for Nominating Committee by the January General PTO Meeting; and 
    6. F. oversee all Committee’s and provide Committee reports at Executive Board and PTO Meetings. 

    Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 5 

     

    Section 5: No action taken shall be in conflict with any decision, action or purpose of the PTO. 

    Section 6: An Executive Board Meeting shall be held regularly or as deemed necessary by the President or a majority of the Executive Board during the school year. Notice of such Executive Board meetings shall be provided to all members of the Executive Board at least one (1) week in advance of the meetings. 

    Section 7: The President or presiding President may call a special meeting of the General PTO, provided the membership is notified one (1) week in advance of the purpose of said meeting. 

    Section 8: A majority of the Executive Board shall constitute a quorum. A vote of three (3) of the five (5) Executive Board Members shall be required to carry any motion. If an immediate decision is required, the Executive Board may confer and act by electronic means as long as all Executive Board members are contacted. 

    ARTICLE VII: Duties of the Officers 

    Section 1: The President shall: 

    1. A. perform duties as stated in the Bylaws; 
    2. B. preside at all PTO meetings and Executive Board meetings; 
    3. C. attend all District 220 PTO Presidents’ Council meetings and provide summary from the meetings at the General PTO Meetings; 
    4. D. in collaboration with the Principal, set the dates for all General PTO Meetings and Executive Board Meetings; 
    5. E. prepare and coordinate the agenda prior to all meetings (General PTO, Executive Board and any Special Meetings called); 
    6. F. coordinate staff wish list requests with Principal and Treasurer; 
    7. G. sign all income tax returns prepared by the Treasurer; 
    8. H. review the PTO newsletter content before publication; and 
    9. I. appoint members of the Bylaws Review Committee and any special or 

     

    ad hoc committees. 

    Section 2: First Vice President shall: 

    1. A. perform duties as stated in the Bylaws; 
    2. B. attend all PTO meetings and Executive Board meetings; 
    3. C. perform the duties of the President in their absence; 
    4. D. oversee the fund-raising Standing Committees and coordinate their programs and activities; and 
    5. E. chair the Nominating Committee. 

     

    Section 3: Second Vice President shall: 

    1. A. perform duties as stated in the Bylaws; 
    2. B. attend all PTO meetings and Executive Board meetings; 
    3. C. perform the duties of the President in the absence of the President and the First Vice President; and 

    Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 6 

     

     

    1. D. oversee the social/hospitality Standing Committees and coordinate their programs and activities. 

     

    Section 4: Treasurer shall: 

    1. A. perform duties as stated in the Bylaws; 
    2. B. attend all PTO meetings and Executive Board meetings; 
    3. C. be the principal accounting and financial officer; 
    4. D. coordinate staff wish list requests with Principal and President; 
    5. E. receive all monies of the organization and disburse funds as authorized by the Board; 
    6. F. collect PTO fees throughout the school year; keep an accurate record of paid PTO members for the current year; 
    7. G. be responsible for all bank transactions; 
    8. H. pay out funds only in accordance with the budget or as authorized by the Executive Board; 
    9. I. make a statement of account at every PTO General meeting; 
    10. J. together with the Executive Board, prepare an operational budget for the new fiscal year to be presented at the last meeting of the school year to the new board, for approval by the PTO; 
    11. K. prepare and file all federal and state tax returns, information and reports required of the 501c3 organization as well as all financial reports required by the State of Illinois and Barrington 220 in a timely manner; ensure that an Annual Review of the financial records is performed by a Certified Public Accountant; 
    12. L. oversee the Assistant Treasurer; and 
    13. M. serve in this position from July 1 to the following June 30. 

     

    Section 5: Secretary shall: 

    1. A. perform duties as stated in the Bylaws; 
    2. B. attend all PTO meetings and Executive Board meetings; 
    3. C. act as the recording and corresponding secretary at the General PTO meetings; 
    4. D. keep minutes of all Executive, General and Special PTO meetings and present to the Executive Board for review; 
    5. E. distribute minutes at subsequent meetings for review and approval; 
    6. F. insure approved minutes are posted on the PTO webpage; 
    7. G. maintain a membership roster of the PTO Board of Directors; 
    8. H. provide notice to the General Members of all meetings at least one (1) week in advance of the meetings; 
    9. I. compile the attendance list at all Board and General PTO meetings and include in the meeting minutes; 
    10. J. serve on the Nominating Committee; and 
    11. K. chair the Bylaws Review Committee meeting and type amended bylaws. 

     

    Section 6: Principal shall: 

    1. A. attend all Executive Board and General PTO Meetings; 
    2. B. facilitate communication between District 220 and the PTO membership; and 

    Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 7 

     

     

    1. C. only have a right to vote in the event of a split decision on a proposed Executive Board position from the Nominating Committee. 

     

    Section 7: Executive Board Advisor shall: 

    1. A. be appointed at the discretion of the incoming PTO President and Executive Board; 
    2. B. previously served on the Executive Board; 
    3. C. serve a one (1) year term on the Executive Board to act in an advisory position; 
    4. D. be a non-voting member and not oversee any Standing Committees; and 
    5. E. attend Executive Board Meetings at the request of the President or the Executive Board. 

     

    ARTICLE VIII: Committees 

    Section 1: Standing Committees shall: 

    1. A. be created by the Executive Board to promote the purposes and interests of the PTO; 
    2. B. be selected by the Nominating Committee (Article VIII Section 2) and be presented at the last general PTO meeting of the year by the Chairperson of the Nominating Committee; 
    3. C. be limited to General Members whose dues for the current year have been paid; 
    4. D. be elected for a term of one (1) year or until their successors are installed and until their responsibilities have been fulfilled for that academic year, and shall not be eligible for more than two (2) consecutive terms in the same capacity, unless no other candidate is available; and 
    5. E. perform outlined duties: a. manage volunteers, follow given budget/timeline/dates, and execute said duties within guidelines provided by the Executive Board; 
    6. b. make every effort to attend all General PTO Meetings; 
    7. c. report at the General PTO Meetings or send report to the Executive Board; and 
    8. d. maintain electronic files and records relating to said committee. 

     

    Section 2: Nominating Committee shall: 

    1. A. be past or current Board Members; 
    2. B. consist of five (5) members with the First Vice President and Secretary serving as two (2) of the five (5) members, and the First Vice President serving as chair of the Nominating Committee; 
    3. C. recuse a Nominating Committee Member who is running for an Executive Board position, only for discussion of election to the desired Executive Board position. 
    4. D. understand the key responsibilities of all elective and appointed offices; 
    5. E. nominate a single slate of all PTO Board positions for the following school year while considering geographical distribution and representations of various grade levels when preparing the slate; in the event that there is a split decision the Principal will cast the deciding vote; 
    6. F. ensure all matters of the Nominating Committee remain confidential; and 

    Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 8 

     

     

    1. G. follow timeline to nominate a single slate of all PTO Board positions for the following school year: 
    2. a. distribute PTO Board Position Interest forms to all General PTO members at the January PTO General meeting; 
    3. b. collect all PTO Board Position Interest forms by the February PTO General meeting; 
    4. c. notify the PTO by publishing the proposed slate seven (7) days prior to the April General PTO meeting; and 
    5. d. recruit candidates to fill vacancies in Board positions throughout the school year and reach out to the general membership for volunteers and recommendations for candidates for the following school year. 

     

    Section 3: Bylaws Committee shall: 

    1. A. consist of five (5) members with the Secretary serving as the chair of the committee, and four (4) other members selected by the President, with two (2) of those members being General PTO members; if possible, one (1) of the members must be a member of the previous Bylaws committee for clarification, explanation, and reasoning of current procedure; 
    2. B. recommend changes to the Bylaws and term of office lasts until the new bylaws committee is appointmented. Board members may refer questions or problems with Bylaws to this committee for review; 
    3. C. review Bylaws at least every two (2) years to keep them in accord with continuing and changing goals and activities of the PTO and current operating procedures; 
    4. D. make recommendations for amendments, if any; and 
    5. E. present recommended Bylaws amendments, if any, to the PTO; a. recommend clearly and carefully worded amendments, considering the effect of each change on other parts of the Bylaws; 
    6. b. notify the membership of any proposed amendments no less than one (1) week prior to the date of the meeting at which time the changes will be presented and voted upon no later than the year-end General PTO meeting; 
    7. c. present any proposed amendments with concise explanations of the changes and the reasons for said recommendations at the membership meeting; and 
    8. d. post one copy of the approved Bylaws on the PTO website, with paper or electronic copies available to PTO members upon request. 

     

    ARTICLE IX: Nominations and Elections 

    Section 1: The slate of officers selected by the Nominating Committee shall be presented at the last General PTO meeting of the year by the Chair of the Nominating Committee for a vote. The President shall preside over the vote. 

    Section 2: Following the presentation of the single slate, an opportunity shall be given for nominations from the floor. Nominations from the floor must be consented by the nominee Bylaws for the Parent Teacher Organization of Barrington Middle Schools, Prairie Campus Revised and approved at the April 13, 2021 General PTO Meeting 9 

     

    in writing or in attendance at the last General PTO election meeting of the year. All elections resulting from floor nominations shall be performed by secret ballot. 

    ARTICLE X: Voting 

    Section 1: A vote by the General PTO Membership is required, but not limited to, the following items: 

    1. A. prices of new items or change of price of an existing item being sold by the PTO, including both fundraising and non-fundraising items; 
    2. B. ticket prices, including tickets to PTO sponsored activities and raffle tickets; 
    3. C. budget; 
    4. D. expenditures exceeding $250 over the approved budget; 
    5. E. single slate of officers presented by the Nominating Committee Chair at the last General PTO Meeting of the year; 
    6. F. additions or dissolutions of committees; 
    7. G. minutes of General PTO Meetings; and 
    8. H. any other item deemed by the PTO Executive Board. 

     

    ARTICLE XI: Rules of Order 

    Section 1: Robert’s Rules of Order shall constitute the parliamentary authority of the PTO on all matters not covered by these bylaws and shall be followed at all meetings. 

    ARTICLE XII: Amendments 

    Section 1: Every two (2) years, the Bylaws Committee (see Article VIII, section 3) shall review these Bylaws to keep them in alignment with the continuing and changing goals and activities of the PTO. 

    Section 2: These bylaws may be amended by a two-thirds vote of those present at any general or special meeting, provided the membership of the General PTO has been notified one (1) week prior to said meeting.