MEADOW VIEW ELEMENTARY PTO BYLAWS
ARTICLE I NAME
The name of this organization is the Meadow View Elementary PTO. This PTO is incorporated under the laws of the State of Illinois. Meadow View Elementary PTO may also be referred to as MV PTO for the remainder of this document. The organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(C) (3) of the Internal Revenue Code of corresponding Section of any future Federal Tax code (hereafter “Internal Revenue Code”).
ARTICLE II OBJECTIVES
Section 1 The objectives of the organization are: a. To promote the welfare of children and youth in home, school, and community. b. To strive to enrich our children’s environment. c. To secure adequate laws for the care and protection of the children and youth. d. To bring into closer relations the home and the school, in which intelligently in the education of the child. e. To develop between educators and the general public such united efforts as will secure for every child the highest advantages in physical, mental, social, and moral education.
ARTICLE III POLICIES
a. The organization will be noncommercial, non-sectarian, and non-partisan. b. The name of the organization or the names of any members in their official capacities will 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 objects of the organization. c. The organization will not directly or indirectly participate in intervene (in any way, including the publishing or distributing of statements) 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 by propaganda or otherwise. d. The organization shall not enter into membership with other organizations without the approval of the Executive Board of the MV PTO. e. No part of the net earnings of the organization shall inure to the benefit of, or be distributed to its members, directors, trustees, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered. f. The organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from Federal income tax under Section 501 (C) (3) of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170 (C) (2) of the Internal Revenue Code. g. Upon the dissolution of this organization, after paying or providing for the debts and obligations of the organization, the remaining assets shall be transferred to Meadow View Elementary School.
ARTICLE IV MEMBERSHIP AND DUES
a. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights and be eligible for election or appointment to office or chairmanship or hold such office in said organization. Members have one vote per household. b. The membership year shall be from July 15 to July 14 inclusive. Membership dues, if any, are payable at time of enrollment and valid until the next July 14, regardless of date of enrollment. c. Dues, if any, will be established by the executive board. If dues are charged, a member must have paid his or her dues at least 30 calendar days before voting occurs to be considered a member in good standing with voting rights.
ARTICLE V MEETINGS
a. A minimum of 4 general member meetings of the organization shall be held per school year, on a date to be determined by the Executive Board and school Principal or designee. b. Two Executive Board officers are required for a general meeting to be conducted. c. Items for the agenda may be submitted to the Secretary no less than one week prior to the general meeting. d. In the absence of the Secretary or the Treasurer, the Secretary and Treasurer reports can be deferred for approval to the next meeting, not to exceed 45 days if not presented and motioned to file at the current meeting. e. At any general meeting, for the transaction of business, a simple majority vote will be taken, of the members in good standing, in person or virtual, along with at least two officers. f. Special meetings may be called by the President, any two members of the Executive Board, or 5 general members submitting a written and signed request to the Secretary with 30 days notice. All written requests must include a proposed agenda. Notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by email and social media (MV PTO Facebook page).
ARTICLE VI ELECTIONS
a. An ad hoc Nominating Committee will be coordinated by the 2nd Vice-President and consist of two general members selected by the MV Executive Board and a staff member designated by the building Principal. b. The Nominating Committee will present a slate of officers at the announced general member meeting. At this meeting, nominations may also be submitted from the floor. c. All persons wishing to submit a nomination and nominees shall be members in good standing for no less than thirty (30) days. Nomination forms must contain a legible printed name and signature of the member that is submitting the nomination. No late nominations will be accepted and each member may only submit one nomination form. 1. Nominees will be notified by the Election Committee within 10 calendar days of the announced general member meeting. 2. Nominees have a period of 10 calendar days from their notification to accept or decline the position. If no response is received within this time frame, the Nominating Committee will consider this a decline of the position. 3. Only one member per household may accept a nomination to be on the Executive Board. d. The ad hoc Nomination Committee may choose to utilize an electronic ballot in lieu or in conjunction of a written ballot at the announced general member meeting. If there is more than one candidate for an office, ballots will be distributed to the members in good standing and tallied. If there is only one candidate for an officer position, a ballot may be foregone. No write in names will be allowed on the election ballot. In the event there is no accepted candidate for an officer or Executive Board position, the position shall be determined by the Principal or his/her designee. e. The final duty of the ad hoc Nominating Committee will be to tally the votes and announce the new officers. No Nominating Committee member shall participate in the counting of electoral votes if their name appears on the election ballot. f. Newly elected officers will officially assume their positions and responsibilities as of June 15. Preceding the new board announcement in the current year, the newly elected board shall be encouraged to attend the Executive Board meetings to ensure a smooth transition into their new roles after position confirmations.
ARTICLE VII OFFICERS
a. The officers of this organization shall be one (1) President, one (1) 1st Vice-President, one (1) 2nd Vice-President, one (1) Secretary, one (1) Treasurer. b. Officers shall be elected at the fourth quarter general monthly meeting, by a two-thirds majority vote of all members present. c. Officers term of office shall be for two years, from June 15 to June 14, with the exception of the Treasurer. The Treasurer term shall run from June 15 to July 31. (Note: During this time the outgoing and newly elected treasurer will work in tandem to ensure that all financial information is complete). d. No person will serve more than three consecutive terms in the same office. However, in the event no nominations are received or accepted, a current board member can retain their position for another term, if they so choose, with majority board approval. e. In the event of a resignation or vacancy of an office or an appointed chair of the MV PTO, a replacement must be confirmed by a majority of the Executive Board. f. In the event an officer has been found to be in violation of the bylaws and has previously received their written warning, an emergency hearing can be called for removal. All board members and building Principal are required to attend the hearing and action will be taken with a majority vote.
ARTICLE VIII DUTIES OF OFFICERS
Section 1 President a. The President will be the Chief Executive Officer of the organization, and will preside at all meetings of the membership and all meetings of the Executive Board at which they may be present. b. Have general charge and supervision of the business and affairs of the organization and will perform the duties usually incident to the office of the President of a tax-exempt organization. They will have power to sign and execute all papers, agreements, or other obligations in the name of the organization. c. Serve as the primary contact to the Principal and represent the MV PTO at meetings of other groups, if needed, or designate another member in good standing. d. Create and appoint members to special committees as necessary. e. Be ex-officio members of all committees of the organization, except the ad hoc Nominating Committee. f. Serve on the District CAPE Committee or designate another member in good standing. g. Review the Treasurer Reports and supportive documentation. h. Perform such other duties as may be delegated. Section 2 1st Vice-President a. Coordinate fundraising efforts for the organization and act as an aide to the President. All fund raising events shall require Executive Board approval. b. Oversee all fundraising selections. Plan, promote, and evaluate. c. Seek community sponsorships as noted in Article XII of this document. d. Perform the duties of the President in their absence or inability to act. e. Perform such other duties as may be delegated. Section 3 2nd Vice-President a. Act as a liaison to the school administration regarding MV PTO funded programs and/or assemblies by relaying any communications from the school, staff, and district to the MV PTO and vice versa. b. Perform the duties of the President if the President and 1st Vice President are absent. c. Serve as the chair of the elections and Nominating Committees. d. Perform such other duties as may be delegated. Section 4 Secretary a. Attend all meetings of the organization and Executive Board and act as clerk thereof and record all votes and minutes of all proceedings. b. Record, maintain, and distribute all approved minutes, agendas, and materials distributed by the MV PTO. c. Secure a current copy of the bylaws. d. With Executive Board approval, manage outgoing communications, including but not limited to, email, reminders, announcements, and newsletters. e. Review MV PTO websites and social media site(s) updating as needed. f. Perform such other duties as may be delegated. Section 5 Treasurer a. The Treasurer shall receive all monies of this organization and keep an accurate record of all transactions; deposit(s) or cause to be deposited all monies in a depository approved by the Executive Board in timely fashion; pay out funds in accordance with the budget and authorized by properly signed vouchers. Vouchers shall be signed by two persons. Checks shall be signed by 2 authorized officers. Authorized officers shall be the President and the 1st Vice President. In the event, an alternative check signer needs to be added it shall be the Secretary. One debit card and one checkbook shall be held by the MV PTO with the Treasurer as the authorizer. The debit card and checkbook will be kept in the MV PTO lock box and kept at the school in a secure location. A debit card/check book log form shall be utilized with 2 signatures for debit card/check book sign out purposes. When debit card/check book is returned all purchase receipts will be turned in at the same time. In the event two members of the same household serve on the Executive Board, only one member of the household shall be permitted to sign checks. b. Preserve financial records, including invoices and control forms. c. Lead annual budget development process. d. Update the signature cards at the MV PTO’s bank. e. Present a written financial statement at each general meeting of the organization and at other times as requested by the Executive Board. f. All tax forms, to include sales tax exemption letters will be kept by the treasurer. Full MV PTO board approval must be obtained prior to utilization of forms by any non-board member. g. Manage key organizational filing and renewal dates, including but not limited to, MV PTO insurance policy renewal, incorporation with the state, and IRS Form 990 or 990-EZ(annual IRS information return required for 501 (c)(3) groups). h. Facilitate annual financial review (audit) i. The Treasurer shall, as a last official duty of office, present to the incoming Treasurer, the previous year annual report along with all vouchers, documents, bank statements and invoices for all disbursements. Section 6 Transference of Office a. Officers elected at the fourth quarter general meeting will be officially announced to members prior to their June 15 start date. All books, paper and other items will be transferred to the new officers at the following Executive Board meeting, with the exception of the treasurer position as previously outlined in Article VII (c). At this time the newly elected board will work in conjunction with the current board upon final transition of June 14.
ARTICLE IX FISCAL YEAR
a. The Fiscal Year for this organization shall run from August 1 to July 31, inclusive.
ARTICLE X EXECUTIVE BOARD
Section 1 The Executive Board shall consist of all elected officers and the Principal or his/her designee. Only one member of a household may hold a seat on the board during a term. Section 2 The Executive Board Shall: a. Transact the necessary business; attend all budget and calendar meetings; manage the budget; create standing committees; approve plans of work of the standing committees; present reports and recommendations at all meetings; elect an Auditing Committee. b. Executive Board meetings shall be scheduled as needs and events require. A majority of the Executive Board must be present to conduct business. c. In the event an Executive Board member shall absent oneself from two or more regular meetings or events without due cause or proper notice it shall be, at the discretion of the majority of the Executive Board, considered a resignation from one's position. The same will be assumed if less than seventy-five percent of the committed time for an event or meeting is completed. d. In an election year, determine nomination proceedings. Option 1: Accept nominations for each officer role as defined in Article VII. Option 2: Accept nominations for five (5) members of the Executive Board. The newly elected board will assign officer positions by majority vote prior to June 15th of the election year. Section 3 Code of Conduct: a. All officers are expected to adhere carefully to the policies, goals, and principles of the organization and to set an example of civic volunteerism. In the event an officer of the organization is in violation to any parts of the bylaws, a written warning will be issued for the first offense, and the Executive Board can initiate removal proceeding for that officer if a second violation occurs. 1. Officers are here to serve all children, families, teachers, and staff with quality programs and events. 2. Any comments/concerns/questions are welcome at all times. Approach everyone in a positive manner in pursuit of resolutions. 3. Be a good ambassador: be supportive of all decisions. 4. Accept responsibility: Do your best, ask for help, and look for ways to improve prior practices. 5. Work together, communicate, and respect board officers, volunteers, families, teachers, and staff.
ARTICLE XI SPECIAL AND STANDING COMMITTEES
Section 1 Standing Committees: a. Only members in good standing shall be eligible to serve in any elective or appointed position. b. The Executive Board shall create such standing committees as it may deem necessary to promote the objectives and carry on the work of this organization. c. The chair of the standing committee may be asked to present a written plan of work to the Executive Board for approval 90 days prior to the event. No committee work shall be undertaken without the consent of the Executive Board. d. The Executive Board shall provide the chair of the standing committee with all information needed to perform their duties, including, but not limited to a budget, board contact information, and any other information needed to promote or plan the event. If duties are not fulfilled, the Executive Board may take a majority vote to remove the chair of the standing committee. Section 2 Auditing Committee a. An Auditing Committee of at least two (2) members in good standing and the Principal or their designee shall review the Treasurer's books, at least annually, immediately prior to transference to a new Executive Board. If satisfied, they will sign a statement to that fact. b. Board members who are authorized to sign checks may not serve on the Auditing Committee. c. By decision of the Executive Board, a professional auditor may be used. d. The new Executive Board shall not accept unaudited financial records.
ARTICLE XII SPONSORSHIPS
MV PTO may obtain sponsorships for events and programs from local businesses to form a mutually beneficial partnership. As a nonprofit, the MV PTO gratefully accepts donations from foundations, individuals, and businesses. As MV PTO is also an educational organization, MV PTO has a responsibility to its students, families, staff members, school (Meadow View Elementary School) and district (Plainfield School District 202) to present fair and unbiased information. MV PTO, as a nonprofit 501(c)(3) organization, is also governed by IRS regulations as to what MV PTO can accept and what it can do in return for the donations received in order to comply with educational mandates and IRS regulations. Sponsor Guidelines a. MV PTO accepts sponsorships based on the following guidelines: 1. MV PTO reserves the right to decline any sponsorship offer. 2. Due to the educational scope of our organization, MV PTO cannot accept sponsorships from any foundations, individuals, or corporations that are affiliated, manufacture or promote the following: Alcohol, drug and tobacco products, nudity or pornography, political candidates, affiliates or parties. 3. MV PTO does not endorse—either explicitly or implicitly—any of its sponsors, nor does it endorse those sponsor's products, services, or ideas. 4. MV PTO members should not receive any benefit from association with sponsors. Any substantial benefit should be brought to the attention of the MV PTO Executive Board or the school Principal or his/her designee. 5. The MV PTO Executive Board and the sponsor will follow all other guidelines as outlined in the Sponsorship Agreement created by the MV PTO board.
ARTICLE XIII SOCIAL MEDIA AND OFFICIAL MV PTO COMMUNICATIONS
a. Social Media and Official PTO Communications only promote MV PTO, Meadow View Elementary, District 202, community activities and will be handled as such: 1. All official MV PTO communications will be accomplished via email, with the official MV PTO email address, firstname.lastname@example.org or through the Meadow View Elementary School office. 2. All MV PTO board members will have free access to the email account, with primary responsibility being assigned at the start of the term. 3. All MV PTO board members will have free access to the social media account, with primary responsibility being assigned at the start of the term. All social media security will adhere to CAPE recommendations. 4. All members of the MV PTO and MV PTO Board will adhere to the following guidelines regarding social media posts on the MV PTO account: If a message or post includes negative opinions or comments, or encourages negativity toward MV staff, the MV PTO Board, MV Elementary or PSD 202, all involved parties will 1) receive a warning and the comment will be deleted. 2) The second occurrence will result in all parties permanently being removed from the official social media page. 5. No social media group should include the names or initials of the Meadow View PTO (MV PTO), Meadow View (MV) Elementary School or the Plainfield Community Consolidated School District 202 (PSD 202) unless they are official School or PTO groups and have been given permission by the school’s Principal and/or the PTO board.
ARTICLE XIV AMENDMENTS
a. These Bylaws may be amended at any regular meeting of the organization by a two-thirds majority vote of the members present provided:
1. at least thirty (30) calendar days notice of the proposed amendment or amendments has been given,
2. a quorum has been met both at the meeting when the proposals were made and at the meeting when the proposals will be voted upon.
Adopted August 2, 2000
Amended October 3, 2000
Amended January 2007
Amended April, 2012
Amended May 2017
Amended January 2018
Amended June 2018
Amended November 2018
Amended January 2019