BYLAWS
BMS PRAIRIE CAMPUS PTO

REVISED 5/13/03

ARTICLE I: Name, Origin and Office

Section 1. The name of this organization (corporation) shall be the Parent Teacher Organization of Barrington Middle School, Prairie Campus. Section 2. The corporation is a not for profit corporation organization, organized and controlled by the laws of the State of Illinois. Section 3. The corporation shall continuously maintain within the boundaries of Barrington School District 220, in the State of Illinois.

ARTICLE II: Purposes

Section 1. The purpose of the Parent Teacher Organization of Barrington Middle School, Prairie Campus (hereinafter referred to as the PTO.) shall be to promote the welfare of children in the school, home, and community. Section 2. To bring into closer relationship the home and the school and to promote understanding and cooperation between parents and teachers. Section 3. To initiate and encourage ideas and activities which shall be in the interest of Barrington Middle School.

Section 4. To promote unity with District 220 Middle Schools, by working toward common goals and sponsoring joint activities which would involve parents, staff, and students at both facilities.

ARTICLE III: Policies

Section 1. The programs of the PTO shall be educational and of service to the children, school, and community. Section 2. The PTO shall be non-commercial, non-sectarian, and non-partisan.  No commercial enterprise or any candidate shall be endorsed by it.  The name of the PTO, or its officers in their official capacities, shall not be used in connection with a commercial concern or any partisan interest other than the regular work of the PTO.

ARTICLE IV: Membership and Dues

Section 1. Membership in the PTO shall be open to all teachers and parents or guardians of students enrolled in Barrington Middle School, Prairie Campus who are willing to uphold its policies and subscribe to its bylaws, upon payment of annual dues as hereinafter provided. Section 2. The annual dues shall be determined by the Officers prior to school registration in agreement with all District 220 Middle School PTOs. Section 3. The PTO shall conduct an annual enrollment of members, but persons may be admitted to membership any time and shall pay full dues for that school year.

 

ARTICLE V: Fiscal Year

Section 1.  The fiscal year of the PTO shall correspond to that of School District 220, that is July 1 to June 30 of each year.

 

ARTICLE VI: Meetings

Section 1. There shall be one general meeting of the PTO during the year. The general Meeting shall include in its purpose the election of officers and the Board of Directors for the coming year.  The meeting will occur on such date as may be determined by the Officers and the Principal.  Notice of such meeting will be provided to the general membership by the Officers.

Section 2. The Board of Directors shall meet at least nine times during the school year, the times to be designated by the president and the Principal.  These meetings shall be open to the general membership.

Section 3. Special meetings may be called by the President provided the membership is notified one week in advance of the meeting. Section 4.  A simple majority, of members in attendance shall constitute a quorum with a simple majority carrying all motions (unless otherwise stated in the By-laws) for the transaction of business in any general or special meeting of the PTO. Section 5. The privilege of holding office, introducing motions, debating, and voting shall be limited to members whose current dues are paid. Section 6. Immediately following the last meeting of the old board will be a meeting of the new board.

ARTICLE VII:
Officers and Their Election

Section 1. The officers of the PTO shall be the President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer.

The slate of officers selected by the Nominating Committee shall be presented to a meeting of members by the Chair of the Nominating Committee.  If there are nominations from the floor, the election shall be by ballot; if not, the Secretary shall be authorized to cast a unanimous ballot for the proposed slate.  A majority of the votes cast shall elect any member or officer, (See Article VI, Section 1.)

Section 2. Only those who have consented to serve if elected shall be eligible for nomination, either by the Nominating Committee or from the floor. Section 3. Officers of the PTO shall be elected for a term of one year and shall not be eligible for more than two consecutive terms in the same office.

ARTICLE. VIII:
Duties of the Officers

Section 1.    President

a)   The President shall preside at all meetings of the PTO, the Board of Directors, and the Officers; and shall be ex-officio member of all committees. b)   Shall perform such other duties as may be prescribed in these bylaws or assigned by the PTO, District 220, or Officers. c)   Shall request the formation of special committees and appoint the members. d)   Shall, in collaboration with the Principal, set the dates for the meetings and direct the Secretary to notify the members. e)   Shall attend, or designate another officer to attend, PTO Presidents' Council meetings or other meetings pertaining to the PTO ’s involvement in the community.

f)    Shall prepare and present an agenda for meetings of the Officers and meetings of the Board of Directors. g)   Shall be familiar with Robert’s Rules of Order and be capable of providing parliamentary advice when necessary. h)   Shall sign all income tax returns prepared by the treasurer. i)    Shall review all issues of PTO newsletter before publication. j)    Shall appoint the co-chairs of the Nominating Committee by the November PTO meeting. k)   Shall appoint members of the Bylaws Review Committee.

 

Section 2. First Vice President

a)   Shall, in the absence of the President, assume the responsibilities and exercise the powers of the President and serve as an aide to the president. b)   Shall attend meetings the President is unable to attend. c)   Shall oversee any fund-raising activities.  Prices, dates and times of events need approval of the Board of Directors.

d)  Shall be familiar with Robert’s Rules of Order and be capable of providing parliamentary advice when necessary. e)   Shall coordinate timely new and communications for submission to the PTO newsletter.

 

Section 3.    Second Vice President

a)   In the absence of the President and the 1st Vice President shall assume the responsibilities and exercise the powers of the President and serve as an aide to the president. b)   Shall compile a wish list of purchases and donations to be made, to be presented to the Board of Directors and voted on in April.

c)   Shall invite parents and staff who are not members of the PTO to join in September.

d)   Shall keep advised of new parents to the school and new members to the PTO, inviting them to participate in the activities of the PTO. e)   Shall coordinate timely news and communications for submission to PTO newsletter.

 

Section 4.    Treasurer

a)   Shall be in charge of all funds belonging to the PTO and keep an accurate account of all its receipts and disbursements and any expenditures directed under Article IX Section 3 d).

b)   Shall be in charge of the collection of dues.

c)   Shall be responsible for all bank transactions. d)   Shall pay out funds only as authorized by the Officers up to $200 or the Board of Directors over ($200). e)   Shall present a statement of account at every meeting of the Officers and the Board of Directors. f)    Shall, together with the Officers, prepare an operation budget to be presented at the last meeting of the school year to the new board, for approval by the Board at the first meeting of the new school year. g)   Shall be responsible for an annual meeting with the Officers who, upon being satisfied that the Treasurer's annual report is correct, shall sign a statement of the fact. h)   As a 501(c)3 organization, the treasurer is required to prepare such documents in a timely manner and shall sign all income tax returns prepared by the treasurer. i)    Shall file revised copy of bylaws with proper authorities.

 

Section 5.  Secretary

a)   Shall be responsible for the attendance list of the Board of Directors meetings. b)   Shall be responsible for keeping the minutes of the proceedings of all meetings of the PTO Board of Directors. c)   Shall maintain a membership roster of the PTO Board of Directors. d)  Shall keep the correspondence file: answering all general correspondence and handling such correspondence as the business of the PTO may require. e)   Shall serve on the Nominating Committee. f)    Shall chair the Bylaws Review Committee meeting and type amended bylaws.

g)   Shall be responsible for the PTO Emergency Phone Tree.

ARTICLE IX: Officers

Section 1.The Officers shall consist of the officers of the PTO, President, 1st Vice President, 2nd Vice President, Secretary, Treasurer and the Principal of the School or a representative appointed by the principal.  The Officers shall serve until their successors are elected and until their responsibilities have been fulfilled for that academic year. Section 2.Officers’ Meetings shall be held regularly or as deemed necessary by the President or a majority of the Officers during the school year.  A simple majority of the Officers present shall constitute a quorum.

Section 3. Officers’ duties shall be:

a)   To transact necessary business in the intervals between PTO meetings and such other business as may be referred to them by the PTO. b)   To review an agenda for the regular meeting of the PTO. c)   To prepare and submit to the PTO for approval a budget for the fiscal year. d)   To approve all expenditures up to $200 outside the limits of the general budget. e)  To take such actions as are consistent with the purposes of the PTO. f)   Attend all Officers’ Meetings.

 

ARTICLE X: Board of Directors

Section 1. The Board of Directors of the PTO shall consist of the Officers, the Chairs of all Standing Committees, and the Principal or Assistant Principal, and a faculty representative of Barrington Middle School, Prairie Campus. Section 2. Each officer and/or committee shall maintain a procedure book and a file of official material covering their area of responsibility.  At the last Board meeting of the old board this procedure book and an annual report in duplicate shall be required to submit to the President and to the person who will be coming into the position for the upcoming school year.

Section 3. The Board members for the upcoming school year, shall join the board at the May Board meeting.

Section 4.  No board member, excluding the Officers as provided in Article VII Section 4, shall serve more than three consecutive years in the same capacity.

ARTICLE XI:
Nominating Committee

Section 1. The Nominating Committee of the PTO shall consist of not fewer than five members.  Two of these being the Co-Chairs of the Nominating Committee, the PTO 1^st Vice-President, PTO Secretary and at least one additional Board of Director member.  It will be the responsibility of the Chair of the Nominating Committee to contact all elementary school PTO ’s for nominees.

The Nominating Co-Chairs shall be members of the Board of Directors and appointed by the PTO President.  The Nominating Committee shall select nominees for each office to be filled, and publish the selection prior to the PTO turnover meeting.

Section 2. A vacancy occurring in any Officer’s position shall be filled with the support of the nomination committee and the replacement elected by a majority vote of the remaining members of the Board of Directors.  In a case of a vacancy in the office of President, the 1st Vice President shall serve until the next election. Section 3. The Nominating Committee will submit the proposed slate to be printed and distributed to the PTO members of the Board of Directors prior to the meeting where it is voted on.

ARTICLE XII: Standing Committees

Section 1.    Standing Committees

a)  The Standing Committees shall be created by the Officers as may be required to promote the purposes and interests of the PTO. b)  The Chairs of the Standing Committees shall be elected by the Board of Directors. c)   The Chairs shall serve for a term of one year until their successors are appointed and they have completed the expected duties related to the academic year of service. d)   All PTO Board Members are expected to attend PTO Board Meetings.

e)   The Chairs shall report plans of committee work to the PTO Board of Directors.

ARTICLE XIII: Special Committees

Section 1.  Such Special Committees shall be created by the board of Directors, the Officers, or the President as may be required to promote the purposes and interests of the PTO Section 2.   Any Special Committees appointed by the Officers or the President shall be reported and explained to the Board of Directors at its next regular meeting. The Chair shall report on work of the committee until such time that the project is complete.

ARTICLE XIV: Rules of Order

Robert's Rules of Order, Newly Revised, shall constitute the parliamentary authority of the PTO on all matters not covered by these bylaws.

 

ARTICLE XV: Amendments

Section 1.  These bylaws may be amended by a two-thirds vote of those present at any general meeting or special meeting provided the membership of the PTO Board has been notified in writing of the purpose of such a meeting. Section 2.   Every three years, but more frequently if deemed necessary, the President shall appoint a Bylaws Revision Committee which shall review these bylaws with a view to keeping them in accord with the continuing and changing activities of the PTO. Section 3.   In the event of unusual and extraordinary circumstances, the PTO Board may temporarily override these By-laws by a two-thirds vote of those present at any general meeting or special meeting provided the membership of the PTO Board has been notified in writing of the purpose of such a meeting.

ARTICLE XVI: Voting

A vote of the PTO Board is required, but not limited to, the following items:

1. Prices of items being sold by the PTO, including both fundraising and non-fundraising items.

   Ticket prices, including tickets to PTO sponsored activities and raffle tickets.

   Dates and locations of PTO sponsored events.

   Details pertaining to contracts, before contracts are signed.

   The Budget.

   Expenditures outside the approved budget.

   Gratuities.

   Additions or dissolutions of committees.

   Minutes of PTO Board Meetings.

2. Any other items as deemed by the PTO Officers.

 

ARTICLE XVII:
Procedure Handbook

Section 1.  These bylaws may be amended by a two-thirds vote of those present.Section 1. The Procedures Handbook outlines the job descriptions of PTO officers and lists all other committees, as well as policy and procedures.Section 2.The Procedures Handbook should be reviewed and revised, every second year, if necessary, by the Bylaws Committee, and be presented to the Board for approval at the May meeting.Section 3. All Board chairpersons shall receive and review the Procedure Handbook at the beginning of their term.

 

ARTICLE XVIII: Miscellaneous

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 to be spent by the Principal or Assistant Principal of Barrington Middle School, Prairie Campus with the approval of the outgoing officers of the PTO .

 

Approved by the Executive Board and written by Laura Locher on March 21, 1994

Approved by the law firm of Brydges, Riseborough, Morris, Franke & Miller April 18, 1994.   Revision approved by the Board of Directors on April 1, 1997. Revisions approved by the Board of Directors on May 16, 2000 Revisions approved by the Board of Directors on May 13, 2003

 

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