• EDGEWOOD MIDDLE SCHOOL PTO PROPOSED BY-LAWS

    Edited as of March 2017

    Article I: Name

    The name of the organization shall be known as the Edgewood Middle School Parent Teacher Organization, hereinafter referred to as the “PTO.” The principal office shall be at Edgewood Middle School, 929 Edgewood Road, Highland Park IL, 60035.

    Article II: Purposes

    The Edgewood PTO supports Edgewood Middle School in the following ways:

    1. To promote the welfare of children in school, home and community.

    2. To foster a cooperative relationship between parents, teachers, administrators and community members for the purpose of promoting the education and best interests of children.

    3. To promote a safe and enriching environment that celebrates excellence and nurtures the optimal growth and development of each child at Edgewood Middle School.

    4. To help nurture the Six Pillars of Character: Trustworthiness, Respect, Responsibility, Fairness, Caring, Citizenship.

    5. To foster community spirit.

    6. To raise funds and garner resources that may be used to further the purposes of the PTO.

    Article III: Basic Policies

    1. The PTO is organized and shall be administered and operated exclusively for educational, charitable, scientific or literary purposes. All gifts made to the PTO, and all income accruing to the PTO, shall be expended exclusively for such purposes.

    2. No part of the PTO earnings or assets shall be used to benefit any member, officer, or director of the PTO, or any private individual, except that the PTO may pay reasonable compensation for services rendered and may make payments and distribution in furtherance of the purposes set forth in Article II.

    3. The PTO shall conduct an annual audit or formal review performed by a third party accounting firm, facilitated by the Executive Board Treasurer. In the event that the annual revenue falls below $100,000, the Executive Board may vote on an option to elect an audit committee in lieu of hiring a third party auditor, of no fewer than 3 PTO members to complete an internal audit. At least one of these individuals must be a member of the Executive Board but may not be an authorized signatory.

    4. Upon dissolution of the organization, all assets shall be distributed to an organization that is organized and operated exclusively for educational purposes. If, at some future date, Edgewood MIddle School is closed, all assets should be distributed to the school or schools to which students from Edgewood will attend on a basis proportional to the number of former Edgewood students attending those school(s). No part of these assets shall be disbursed to the benefit of any private shareholder or individual.

    5. The PTO shall not, directly or indirectly, through publishing or distributing statements or otherwise, participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office, or devote more than an insubstantial part of its activities to attempting to influence legislation.

    6. The PTO shall not permit its name or the name of any member in his or her official capacity, to be used to endorse or promote a commercial concern or partisan interest, or for any purpose not appropriately related to the purposes of the PTO.

    Article IV: Membership & Dues

    1. The following persons are eligible to become PTO members in good standing upon payment of annual dues:  Any individual whose child currently attends Edgewood Middle school or any individual who acts as the legal custodian or guardian of a child currently attending Edgewood Middle School, teachers, administrators, and other staff members of Edgewood Middle School.

    2. Membership in the PTO shall be made available without discrimination of any kind.

    3. Annual dues shall cover the period of any single fiscal year. The Executive Board shall determine yearly the cost of dues.

    Article V: Executive Board Officers & Elections

    The Executive Board shall be comprised of the elected officers of the PTO. The officers shall consist of The President(s), The Vice President of Administration(s), The Vice President(s) of Volunteer Coordination, The Treasurer, The Assistant Treasurer, The Secretary(s) and Member(s) at large (not to exceed ex-officio President and two additional members), with each officer being a current member of the PTO.

    1. Each executive officer shall serve a term of one year and shall be eligible for re-election at the end of his or her term. Notwithstanding the previous sentence, no Treasurer or Assistant Treasurer shall serve for more than two consecutive terms unless a period of at least two years has elapsed since that Treasurer’s prior term or terms. In addition, Member-at-Large shall be a maximum term of one year.

    2. A nominee for President must have previously been an Edgewood Middle School PTO member.

    Nominating

    1. No later than February of each year, the Vice President of Administration shall prepare a notice to the PTO membership for the purpose of inviting them to serve on the Nominating Committee. The Vice President of Administration (non voting) will oversee the committee which will be comprised of no fewer than 3 additional PTO members and no more than 5 (must be an odd number). The members may include outgoing PTO Executive members who are not seeking nomination to the Executive Board. This committee shall prepare a slate of officers to fill the following year’s Executive PTO board as well as General committee positions. No member expressing interest in a position shall be turned away from being considered for the slate.

      Concurrent to configuring the Nominating Committee, the Vice President of Administration will prepare a notice to all current PTO members as well as PTO Presidents of incoming schools (to be distributed to the current 5th grade classes) inviting them to join the following year’s Executive PTO, or to fulfill a committee position on the General Board. The notice will include a list and description of positions and their respective duties. This notice shall be distributed at least two times during the months of February and March.

    2. Elections will be held during the April General meeting. The Nominating Committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. Any persons wishing to contest a position on the slate must put forth their nomination from the floor at that meeting, one month prior to the election.

    1. Voting shall be by voice vote if a slate is uncontested. If more than one person is running for an office, a written ballot vote shall be taken.  Officers shall be elected by a simple majority of votes of members present at the time of the election. At the discretion of the President, the election shall be voted on by either voice vote or written ballot.  An uncontested slate may be elected in its entirety. Each contested office must be voted on individually.

    2. Each new officer should attend the current school year’s May PTO meeting, and shall assume their office at the start of the new fiscal year.

    3. In the event of a vacancy, in any position other than the President, the office shall be filled for the unexpired term by a person presented by the President and elected by a majority vote of the Executive PTO board. If filling the position prior to January 1 during the school year, then the position is counted for having been a full term served.

    4. Transfer of position. Following the April Board election and prior to the following September’s first school year board meeting, each exiting board member is requested to pass materials and knowledge to the new board member filling that same position. If unable to do so, this can be done through the VP of Volunteer Coordination.

    Article VI: Duties of Officers

    There will be a maximum of two persons to fill each officer slot with the exception of Treasurer and Assistant Treasurer which shall each be held by a maximum of one officer.

    President(s)

    1. The President(s) shall be the Principal Executive Officer of the PTO and shall, in general, supervise the business and affairs of the PTO.

    2. The President(s) shall preside over all meetings of the General and Executive Boards.

    3. The President(s) shall be an ex-officio member of all committees except the Nominating Committee.

    4. The President(s) shall perform such other duties related to the business of North Shore School District 112, including serving as the Edgewood Middle School PTO representative to the President’s council.

    5. The President(s) shall appoint members of any special committees established by the PTO when necessary.

    6. The President shall be a signatory on all Edgewood PTO bank accounts.

    Vice President(s) of Administration

    1. The Vice President(s) of Administration shall perform any of the duties of the President in the absence of the President.

    2. The Vice President(s) of Administration shall assume the presidency in the event the President is unable to complete his/her term in office.

    3. The Vice President(s) of Administration shall be responsible for coordinating and overseeing the Nominating Committee whose responsibility will be to provide to the Board a slate of committee chairs to be voted on for the following year, as provided for in these By-Laws.

    4. The Vice President(s) of Administration shall perform all other duties as may be delegated by the President.

    Vice President(s) of Volunteer Coordination

    1. The Vice President(s) of Volunteer Coordination shall oversee and act as a liaison to all fundraising and non fundraising committees of the PTO.

    2. The Vice President(s) of Volunteer Coordination shall assist committee heads throughout the year with filling out their volunteer pool as well as other requests.

    3. The Vice President(s) of Volunteer Coordination shall help to facilitate the transfer of position and materials to the following year’s committee heads.

    4. The Vice President(s) of Volunteer Coordination shall be a member of the Nominating Committee.

    5. In the absence of a committee head, the Vice President(s) of Volunteer Coordination shall elect a new person to complete those duties. If no one is elected, the Vice President(s) of Volunteer Coordination will assume those responsibilities.

    Treasurer

    1. The Treasurer shall have custody of all PTO funds and securities, and shall deposit such funds in the name of the PTO in such banks, trust companies or other depositories as shall be selected by the Executive Board.

    2. The Treasurer shall endeavor to make such deposits within seven days of receipt thereof.

    3. The Treasurer shall establish (or follow existing established) procedures for all committees that handle money.

    4. The Treasurer shall disburse all the money as authorized by a majority of the PTO membership who are in attendance when voting occurs.

    5. The Treasurer shall keep accurate and detailed records of all receipts and expenditures.

    6. The Treasurer shall prepare a financial statement for every Board meeting and at other times when requested by the Executive Board.

    7. The Treasurer shall work with a third party auditor or the audit committee to provide necessary documentation for a yearly audit/review.

    8. The Treasurer shall be a signatory on all Edgewood PTO bank accounts.

    Assistant Treasurer

    1. The Assistant Treasurer shall document all funds collected by individual committees in the name of the PTO and provide documentation and checks to the Treasurer for deposit.

    2. The Assistant Treasurer shall assist the Treasurer with any requested duties.

    Secretary(s)

    1. The Secretary(s) shall keep records of  attendance, minutes and votes of the General Board meetings.

    2. The Secretary(s) shall keep records of attendance and votes of the Executive Board meetings.

    3. The Secretary(s) shall provide the prior meetings minutes to the board for approval at all meetings.

    4. The Secretary(s) shall be custodian of the PTO corporate records.

    5. The Secretary(s) shall perform all other duties as may be delegated by the President.

    Member(s) at Large

    1. The immediate past President or past Treasurer shall serve as a Member at Large on the Executive Board as long as they have a student in the school.

    2. Any PTO member seeking to gain a knowledge and understanding of the Executive Board and its function may serve as Member at Large. This person shall have expressed an interest in running for an Executive Board office in the future. This shall be a one year term.

    3. A Member at Large shall perform duties as delegated by the President.

    All officers shall serve on the Executive Board, as provided for in the By-Laws.

    Article VII: Committees

    1. The Executive Board shall establish all committees.

    2. Beginning in February of each year, the Vice President shall prepare a notice to the PTO membership for the purpose of inviting PTO members to serve on committees for the coming year. The notice shall include a list of committees and descriptions of their respective duties, and shall be included in at least two communications distributed to Edgewood Middle School parents.

    3. All committee chairs and committee members must be members of the PTO for the school year in which they serve.

    4. There shall be no limit to the number of committees on which any PTO member may serve.

    5. The Board shall appoint all committee chairs, except that in the event of a vacancy, The Vice President(s) of Volunteer Coordination may appoint a new committee chair to fill the unexpired portion of the term.

    6. Each Committee Chair shall be appointed for a term of one year with no limit to how many terms they may hold the position.

    7. Each Committee Chair shall attend General Board PTO meetings throughout the year and shall present any necessary documentation during those meetings. If unable to attend, they will provide necessary documentation to the VP of Volunteer Coordination prior to the meeting so that they may present information on their behalf in their absence.

    8. It is requested of all Committee Chairs to attend the April General PTO Board meeting where the slate of officers for the following year will be voted on.

    Article VIII: Finances

    1. At the last meeting of each school year, the Executive Board shall present a proposed budget for the coming year, for approval during that General meeting.

    2. The PTO’s fiscal year shall begin on July 1 and end the following June 30.

    3. Regular PTO expenditures shall be reviewed and voted on by the Executive Board.

    4. Expenditures outside of the approved budget must be approved by majority vote at a General Board meeting.

    5. Checks must be signed by one signatory but for all payments, a payment request form must be filled out which requires the initials of two signatories.

    6. At no time shall blank checks be signed by any signatory.

    Article IX: Board Meetings

    1. The PTO General Board shall hold meetings a minimum of bi-monthly beginning no later than during the first full week of school, and continuing through May.

    2. PTO members shall conduct all PTO business except such acts as have been delegated elsewhere by the By-Laws.

    3. The PTO Executive Board shall hold meetings a minimum of bi-monthly, with additional meetings determined at the discretion of the President, beginning no later than during the first full week of school, and continuing through May.

    4. All Executive Board meetings may be open to the General Board or to other persons at the discretion of the Executive Board.

    5. A simple majority of Executive Board members shall be required to hold a meeting of the Executive Board.

    6. Special meetings of the General Board may be called by the President, by at least three of members of the Executive Board, or by no fewer than eight members of the PTO membership.

    7. Special meetings of the Executive Board may be called by the President or by at least three members of the Executive Board.

    8. Meeting dates and times shall be determined by agreement of the Executive Board President and the Principal of the school.

    9. Committee meetings shall be determined by the chair of each committee.

    Article X: Notice & Quorum

    1. Prior to any regular business meeting of the PTO, at least five days written notice shall be given to all members.

    2. Prior to any special meeting, or any meeting adjourned to a later date, as much notice as is practical shall be given to all PTO members.

    3. Prior to any meeting of the Executive Board, as much notice as is practical shall be given to all Executive Board members.

    4. Notice of any meeting of the PTO membership or of the Executive Board shall state the day, place and time of the meeting, and the purpose or purposes for which the meeting is called.

    5. Eight members of the PTO attending any General meeting, in person or by proxy, shall constitute a quorum.

    6. A majority of the members of the Executive Board shall constitute a quorum of the Executive Board.

    7. If a quorum is not present at a meeting of the PTO membership or of the Executive Board, the meeting may be adjourned to a later date upon vote of a majority of those present.

    Article XI: Voting

    1. All PTO members in good standing may vote on any issue/slate. Each member family shall have only one vote on any one issue/slate.

    2. A simple majority vote of those members attending a meeting at which a quorum is present shall be required to passage of any matter, except that a two-thirds majority vote of such members shall be necessary to approve:
      A. These By-Laws.
      B. An amendment to the Articles of Incorporation of the PTO.
      C. An amendment to these By-Laws.

    3. A majority vote of the Executive Board may also take place through email.

    Article XII: Amendment of PTO Articles of Incorporation or By-Laws

    1. The Executive Board may appoint a committee to consider a revision to the PTO Articles of Incorporation or to these By-Laws.

    2. Written notice of proposed revisions to the PTO Articles of Incorporation or to these By-Laws shall be given to all PTO members at least seven (7) days prior to the meeting at which they are scheduled to be voted upon. Such notice shall specify the existing and proposed terms, and the day, time and place of the meeting at which the proposed amendments will be voted upon.

    3. The PTO Articles of Incorporation or these By-Laws may be amended by an affirmative vote of two-thirds (⅔) of the PTO members present at any General meeting at which a quorum is present.