Bylaws
of the
Dwight Grade School
Parent-Teacher Organization
ARTICLE I: Name
The name of this Organization is the Dwight Grade School Parent-Teacher Organization (PTO).
ARTICLE II: Articles of Organization
The Dwight Grade School Parent-Teacher Organization is a non-profit Organization under the laws of Illinois.
ARTICLE III: Purpose
Sec. 1. Objectives of the Organization
a. To bring into closer relation the home, school and community; that parents/guardians, teachers and the general public may communicate and cooperate intelligently to secure for all students the highest advantages in the mental, physical, cultural and social aspects of education.
b. To work with our school, city and county for the safety of our children in going to school, while on the premises, and returning home from school.
c. To be kept informed of the programs, purposes and philosophies of the Dwight School District to ensure that the best education possible is provided for all students.
Sec. 2. The objectives of the Organization will be carried out through committees, projects and programs directed toward parents, teachers and the general public.
Sec. 3. The Organization is developed exclusively for the charitable, scientific, literary or educational purposes as defined by the laws governing non-profit organizations in the state of Illinois.
Article IV: Policies
a. The Organization shall be noncommercial, nonsectarian and nonpartisan.
b. The name of the Organization or the names of any member 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 the promotion of the Purposes of the Organization.
c. The Organization shall not directly or indirectly participate or intervene in any way, on behalf of, or in opposition to, any candidate for public office; nor will it devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
d. The Organization shall work with the School by providing feedback on issues that promote and ensure a quality education for all children and youth, recognizing that the responsibility to make decisions regarding school policy has been delegated by the community to the Board of Education.
e. The Organization may cooperate with other organizations or agencies concerned with child welfare, but persons representing the Organization in such matters shall make no commitments that bind the Organization.
f. No part of the net earnings of the Organization shall be distributed to its members, directors, officers, or other private persons, except funds that the Organization authorizes to pay to the aforementioned persons for reimbursement of expenses or for services rendered to the Organization through a written contract.
g. Upon dissolution of this Organization, after paying or adequately providing for the debts and obligations of this PTO, the remaining assets shall be distributed to Dwight Grade School. If Dwight Grade School ceases to exist, remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
h. The Organization will limit door-to-door solicitations by students for school-related fundraisers.
Article V: Membership
Sec. 1. All parents/guardians, teachers and general public in the Dwight School District shall be eligible for regular membership in the Organization.
Sec. 2. All regular members shall have the right to attend and participate in all general meetings and activities of the organization.
Sec. 3. All meeting attendees may be recognized as voting members. Voting members register by providing the Organization’s Secretary with their name and contact phone number or email.
Sec. 4. Voting members shall have the right to attend and participate in all general meetings and activities of the organization, to vote on all issues before the general membership and to elect the officers of the Organization.
Article VI: Officers and Their Elections
Sec. 1. Officers and their qualifications
a. Officers of the Organization shall consist of a President, Vice-President, Treasurer, Secretary and Reporter. Liaisons from the Dwight Grade School staff shall be considered officers ex-officio.
b. Officers shall be voting members in good standing with the Organization.
c. Officers shall be the parent or guardian of a student enrolled in the Dwight School System and/or a Dwight Grade School staff member.
Sec. 2. Elections
a. Officers shall be elected by a ballot.
b. Nominations from the floor will be taken at the annual electoral meeting with the requirement that those nominated are present and agree to run for the office or have given permission to be elected in absentia.
c. If there is but one nominee for any office, election may be made by a voice vote.
d. A majority of the votes cast by the voting members shall be necessary for election. Should no person receive the majority of votes cast, a run-off between the two persons who received the largest number of votes shall immediately be held.
e. Officers shall assume their official duties at a planning session to be held during the summer months, usually in June, and shall serve for a term of one year and/or until their successors are elected.
f. A person shall not be eligible to serve more than two consecutive terms in the same office, and are limited to serving not more than four consecutive years as a member of the Executive Board.
g. The Executive Board reserves the right to address any Officer(s) or Chairperson(s) not upholding the responsibilities of their office by taking action up to and including voting to replace that Officer(s) or Chairperson(s).
Sec. 3. Vacancies occurring in any office shall be filled for the un-expired term by a person elected by a majority vote of the Executive Board, subject to ratification by the general membership at the next regular meeting. In case of a vacancy occurring in the office of the President, the Vice-President shall serve notice of the election.
Article VII: Duties of Officers
Sec. 1. The President shall:
a. Preside at all meetings of the Organization.
b. Perform other duties as may be prescribed by these bylaws or assigned by the Executive Board.
c. Be a member ex-officio of all committees.
d. Coordinate the work of the Officers and committees of the Organization.
e. With the input of the Executive Board, appoint standing committees and task groups as deemed necessary.
f. Appoint an Auditing Committee of three members or designate an accountant for the annual audit at the first meeting of the year.
g. Be accountable at all times to the Organization.
h. Be one of the required signatures on checks and/or vouchers.
Sec. 2. The Vice-President shall:
a. Act as an aide to the President.
b. Perform the duties of the President in the absence or inability of that Officer to serve.
c. Represent the President as requested.
d. Oversee the Chairpersons of the standing committees as designated by the President.
e. Perform other duties as assigned.
Sec. 3. The Treasurer shall:
a. Be responsible for all funds belonging to the Organization, keeping a full and accurate account of receipts and expenditures.
b. Make disbursements as authorized by the President, Executive Board or Organization.
c. Present a brief financial summary at every meeting of the Organization and all other times when requested by the Executive Board.
d. Make a full financial report at the meeting where new officers officially assume their duties.
e. Be one of the required signatures on checks and/or vouchers.
f. Be responsible for the maintenance of the Organization’s financial books and records.
g. Submit the books annually or upon change of Treasurer for review or audit by the Auditing Committee or designated accountant who, once satisfied that the books are correct, shall sign a statement indicating this fact and file this report with the Treasurer’s books.
h. Prepare and file such forms as required by the Internal Revenue Service or other tax agencies.
Sec. 4. The Secretary shall:
a. Record the minutes of all meetings of the Organization and of the Executive Board.
b. Be responsible for all correspondence at the direction of the Executive Board.
c. Have a copy of the bylaws on hand at all meetings of the Organization and the Executive Board.
d. Maintain a current membership list.
e. Perform such other duties as may be assigned.
Sec. 5. The Reporter shall:
a. Act as a liaison between the school and the media regarding all publicity for the Organization’s events and meetings.
b. Keep the official history of the Organization.
c. Keep an annual record of all activities of the Organization.
Sec. 6. All Officers shall:
a. Perform the duties outlined in these bylaws and those assigned from time to time.
b. Attend all meetings of the Executive Board and the Organization.
c. Upon the expiration of the term of office, or in the event of resignation, turn over to the President, without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer, immediately, all funds pertaining to the office.
Article VIII: Executive Board
Sec. 1. The Executive Board shall consist of the Officers of the Organization, the Chairpersons of any standing or special committees, the Principals and teacher liaisons.
Sec. 2. The duties of the Executive Board shall be:
a. To transact all necessary business in the intervals between Organization meetings and any other business the Organization may require.
b. Create standing and special committees/task groups.
c. To approve the plans of work of the standing and special committees before presentation to the Organization as a whole.
d. To present a report at the regular meeting of the Organization.
e. To assist the President in the selection of an Auditing Committee or accountant to audit the Treasurer’s accounts.
f. To approve routine bills within the limits of the budget.
g. To create the annual budget for approval by the Organization for the fiscal year.
Sec. 3. Meetings of the Executive Board
a. Regular meetings of the Executive Board shall be held monthly during the school year.
b. The President or a majority of the members of the Board may call for an emergency/non-scheduled meeting of the Executive Board should that be necessary.
c. Emergency or non-scheduled meetings of the board must be announced 24 hours before the meeting.
d. Those board members present at a regularly scheduled or non-scheduled meeting shall be designated as a quorum and shall be entitled to take action on behalf of the Board
Article IX: Meetings
Sec. 1. Meetings of the Organization shall be held when there is any pertinent business to come before the membership during the school year. A minimum of three (3) meetings will be held during the school year.
a. Time and place of the meetings shall be announced at least 7 days before the meeting.
Sec. 2. Non-scheduled or emergency meetings of the general membership can be called by the Executive Board (majority decision), or by a majority of the voting members of the Organization.
a. Time and place of non-scheduled or emergency meetings shall be announced at least 24 hours before the meeting.
Sec. 3. Those persons present at a properly called general membership or special meeting shall be designated as a quorum and shall be entitled to take action on behalf of the Organization.
Sec. 4. Introduction and debate of motions shall be open to all regular members of the Organization.
Article X: Standing and Special Committees
Sec. 1. The Executive Board may establish standing committees as it deems necessary and advisable. The officers shall elect or appoint the chairpersons of all standing committees. The chairperson shall report the plans and intended activities of their committee to the Executive Board for approval. All regular members are eligible to serve on standing committees.
Sec. 2. The Executive Board may create special committees for a specific task. They shall cease to exist when the task has been completed or the end of the fiscal year, whichever occurs first. If the task has not been completed by the end of the fiscal year, the newly elected Board has the option to reactivate the committee for the next fiscal year. The officers shall elect or appoint the chairpersons of all special committees. The chairperson shall report the plans and intended activities of their committee to the Executive Board for approval. All regular members are eligible to serve on special committees.
Sec. 3. The president shall be a member ex-officio of all committees except the nominating committee.
Article XI: Fiscal Year
Sec. 1. The fiscal year shall begin July 1 and end June 30.
Article XII: Parliamentary Authority
Sec. 1. Robert’s Rules of Order Newly Revised shall govern the organization in all cases in which they are applicable and not in conflict with these bylaws.
Article XIII: Amendments
Sec. 1. These bylaws may be amended at any regular meeting of the Organization by a two-thirds vote of the members present and voting, providing that notice of proposed amendment shall have been given at least thirty (30) days prior to the meeting at which the amendment is voted upon.
Sec. 2. A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only by a majority vote at a meeting of the Organization, or by a two-thirds vote of the Executive Board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment.
Sec. 3. A copy of the current bylaws is to be kept on file and available to any member of the Organization for their review.
Article XIV: Standing Rules
The Organization may adopt standing rules to supplement the Organization bylaws. Standing rules, unlike bylaws, shall interpret and add necessary details as long as rules and bylaws are not in conflict. Standing rules may be changed at any time without prior notice and only require a majority vote. Standing rules shall be made available to members upon request.