Bylaws
___ Article I: Name
The name of the organization will be Pontiac-William Holliday District #105 Parent-Teacher Organization (PTO).
Article II: Mission/Objective
The mission and objectives of the PTO are as follows:
a) To promote the welfare of children and youth in the home, school and community.
b) To bring a closer relationship of home and school so that parents and teachers may cooperate in the education of the students.
c) To enhance the students’ educational experiences and to help meet the educational needs of the students.
d) To conduct fundraising activities and make donations to enhance the educational facilities and opportunities for the students.
Article III: Policies and Procedures
a) The PTO shall not seek to direct the administrative activities of the District or to control its policies.
b) The PTO may make suggestions to the administration concerning activities of the school, if such suggestion is made it will be directed toward the betterment of conditions for all concerned (i.e., students, teachers, administrators and parents).
c) The PTO shall sponsor fundraising activities/projects with the profits to be used to further the objectives stated in Article II, provided however that all fundraising activities/projects are pre-approved by the applicable District administrators.
d) In the event of dissolution of the PTO, its assets shall be transferred to Pontiac-William Holliday School District #105.
e) An Auditing Committee shall be in place at all times. The Auditing Committee shall consist of two officers (excluding the Treasurer) and three other members. The Auditing Committee shall verify the compliance of all forms as stated here in the by-laws, including required signatures and ensure receipts are attached to said forms. The Auditing Committee shall verify the reconciliation of all financial records. This Auditing Committee will audit at least (2) weeks prior to the April meeting and at random as necessary.
f) There shall be three signers on the bank signature card. The three signers shall be the Treasurer, President and Vice President. All checks shall have a voucher and receipt on file.
g) A petty cash box of $50 shall be maintained at all times. When circumstances require the petty cash box to be used for an activity/concession/fundraiser, PTO Form 2007A, Income Verification Form (cash box) must be completed. Before leaving the PTO activity/fundraiser all monies shall be counted by two members concurrently. The two members/officers shall both sign PTO Form 2007A, Income Verification Form (cash box) for verification and hand control of the monies over to an officer, who shall also sign PTO Form 2007A, Income Verification Form (cash box). Any officer can make the deposit. Deposits should be made by close of the 3rd business day following the event. Deposits will contain monies for only one event and/or date. PTO Form 2007A, Income Verification Form (cash box) must be attached to the deposit receipt and turned in to the Treasurer.
h) All returned checks shall be made good by cash, cashier check or money order along with the required service fee. After three returned checks, the PTO shall no longer accept checks from that party. (See form #101-Return Check Form)
i) PTO Form 2007B PTO Reimbursement Request shall be completed by anyone who is requesting reimbursement for purchases that were approved and purchased at their own expense. Signatures of the Treasurer and one other officer are required upon approval. Reimbursement shall be issued within 15 days of receiving the request form.
j) PTO Form 2007C PTO Funds Request Form shall be completed before any funds are administered. This form is to be completed by any teacher/administrator who is requesting funds for a specific project, activity, or expense related to Pontiac or William Holliday Schools. Signatures of the Treasurer and one other officer are required upon approval.
k) All necessary refunds under $2.00 shall be made in cash.
l) These by-laws may be revised each year prior to the beginning of the new school year if needed.
Article IV: Membership
a) Membership: Membership in the PTO is open to parents/guardians of students enrolled in the District, District staff and/or community members interested in child development and education. All members shall be entitled to vote and hold offices in the PTO. Membership fees shall not be charged as of the 2012-2013 school year.
Article V: Duties of Officers
a) President: The President shall give leadership to the PTO, prepare for, call and preside at all regular meetings, Executive Board meetings and special meetings. The President shall serve as ex-officio (non-voting) member of all teams except the nominating committee and the auditing committee. The President shall vote only in the case of a tie. The President shall act as the primary contact for the principals and/or the administration and licensed teaching staff. The President shall be a signer on all bank accounts. The President shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by the executive committee and/or board. The President shall submit updates to the PTO website and district newsletter as needed. The President shall coordinate the work of the officers.
b) Vice President: The Vice President shall perform the duties of the President in his/her absence or inability to serve. The Vice-President shall draft and/or update all communications for keeping members/parents of the school informed of upcoming PTO events. The Vice-President shall promote PTO related business and be a signer on all bank accounts. The Vice-President shall be responsible for coordinating all committees.
c) Secretary: The Secretary shall record the minutes of all meetings of the PTO and the Executive Board. The Secretary shall provide notification to the executive committee of upcoming meetings as they are scheduled and maintain a hard copy of notifications. The Secretary shall serve on the auditing committee. The Secretary shall be responsible for all written correspondence, i.e. donation thank-you notes, answers to inquiries, condolences, congratulations, as directed by the President in a timely manner. The Secretary shall maintain, revise and make amendments to the by laws as requested by the Executive Committee to be approved by the Executive Board.
d) Treasurer: The Treasurer shall receive record of all monies of the PTO, shall keep accurate record of receipts and expenditures and shall pay out funds in accordance with the approval of the executive board. The Treasurer shall present a financial statement at every meeting and at other times when requested by the executive board and shall make a full report at the end of the current school year. The Treasurer shall make all financial records and books available to the auditing committee and/or school board within three (3) days of the request. The Treasurer shall collect on all returned checks using the Returned Check Collection Form.
e) Historian: The Historian shall maintain all historical records of the PTO. The Historian is responsible for compiling and keeping records and photos of all PTO events and activities. The Historian shall also prepare and maintain a historical scrapbook. The Historian shall serve on the auditing committee.
f) All officers shall perform the duties as outlined above as well as any other duties prescribes in these bylaws and such other duties as may be delegated to him/her by the executive committee/board.
g) There shall be a meeting of all officers and successors in May to help effect a smooth transition. The transitional period shall begin at this meeting. All outgoing officers shall deliver to their successors all books, records, documents, keys, and supplies held in their possession by virtue of the office during the transitional period and no later than the last day of school.
h) The Executive Committee shall appoint all Committee Chairs subject to the approval of the officers. Committee Chairs shall report at meetings as necessary.
Article VI: Election of Officers
a) Officers: The officers of the PTO shall be President, Vice-President, Secretary, Treasurer and Historian. These officers shall serve on the Executive Committee.
b) Nomination/Election: A Nominating Committee shall be appointed by the Executive Committee one (1) month prior to the last PTO meeting of the school year. The committee shall be composed of at least three PTO members, one being a staff member of Pontiac District #105. The Nominating Committee shall recruit a slate of candidates chosen from the membership for all officers to be elected to serve during the subsequent school year. All candidates recruited by the Nominating Committee shall be contacted prior to the announcement of the slate of candidates and shall signify their willingness to serve in the office for which they are being nominated. The nominating committee shall submit its slate at the last regular meeting of the school year at which time officers will be elected. Nominations from the floor will also be accepted. The nominee having the greatest number of votes for each office will be elected to that office. Officers shall be elected for a term of one year and shall assume their duties at the close of the current school year (i.e., last day of school in May or June following their election). Officers shall be restricted to two consecutive terms in the office served.
c) Vacancies: Vacancies occurring in any office other than President shall be filled by presidential appointment subject to approval of the remaining members of the Executive Board until the next election. In the event of a presidential vacancy, the Vice-President shall assume the office of President.
d) Removal: By majority vote of the executive board an officer may be removed from office for failure to perform duties or failure to comply with the by laws. An officer or team leader who misses three consecutive meetings without just cause may be removed from office.
e) Resignation: Any officer resignation shall be made in writing to both the PTO President and Secretary. The position shall be filled following the vacancy guidelines. If the vacancy occurs after the April elections, then the remainder of the PTO officers shall assume the responsibilities of that position for the remainder of the school year as directed by the President.
Article VII: Executive Board
The Executive Board will consist of the officers and school principals. The Executive Board shall have the general supervision of the affairs of the PTO. The Executive Board shall create a team as necessary to carry out the objectives and aims of the PTO. The Executive Board shall present a report of plans, projects, activities, etc. at all regular meetings. The Executive Board shall approve routine bills and reimbursements as needed.
Article VIII: Meetings
The PTO will meet on a regular basis. The dates of the meetings shall be flexible so as to adjust to the school calendar. The last meeting of the current school year shall serve as a wrap up. Special meetings may be called by the President, any two (2) members of the executive board or five (5) members submitting a written request to the executive committee. Notice of a special meeting shall be given to the members at least five (5) days prior to the meeting. Executive Board meetings will be held monthly just prior to the regular membership meetings. For the purpose of conducting business at an executive board meeting a quorum shall be four (4) members of the executive board.
Article IX: Parliamentary Procedures
The rules contained in the revised Roberts Rules of Order shall govern the procedural meetings of the PTO.
Article X: Amendments
The bylaws may be amended by a majority vote of the executive board.
Article XI: Dissolution
The PTO may be dissolved by a majority vote of the members present and voting at an executive board meeting provided that the proposed dissolution shall have been submitted at a regular meeting at least 30 days prior to the voting. In the event of dissolution of the PTO, its assets shall be transferred to Pontiac-William Holliday District #105.
These bylaws were presented to the executive board of the Pontiac/William Holliday District #105 on August 28, 2007.
Revised on August 6, 2008.
Revised on August 10, 2009
Revised on January 24, 2012
The name of the organization will be Pontiac-William Holliday District #105 Parent-Teacher Organization (PTO).
Article II: Mission/Objective
The mission and objectives of the PTO are as follows:
a) To promote the welfare of children and youth in the home, school and community.
b) To bring a closer relationship of home and school so that parents and teachers may cooperate in the education of the students.
c) To enhance the students’ educational experiences and to help meet the educational needs of the students.
d) To conduct fundraising activities and make donations to enhance the educational facilities and opportunities for the students.
Article III: Policies and Procedures
a) The PTO shall not seek to direct the administrative activities of the District or to control its policies.
b) The PTO may make suggestions to the administration concerning activities of the school, if such suggestion is made it will be directed toward the betterment of conditions for all concerned (i.e., students, teachers, administrators and parents).
c) The PTO shall sponsor fundraising activities/projects with the profits to be used to further the objectives stated in Article II, provided however that all fundraising activities/projects are pre-approved by the applicable District administrators.
d) In the event of dissolution of the PTO, its assets shall be transferred to Pontiac-William Holliday School District #105.
e) An Auditing Committee shall be in place at all times. The Auditing Committee shall consist of two officers (excluding the Treasurer) and three other members. The Auditing Committee shall verify the compliance of all forms as stated here in the by-laws, including required signatures and ensure receipts are attached to said forms. The Auditing Committee shall verify the reconciliation of all financial records. This Auditing Committee will audit at least (2) weeks prior to the April meeting and at random as necessary.
f) There shall be three signers on the bank signature card. The three signers shall be the Treasurer, President and Vice President. All checks shall have a voucher and receipt on file.
g) A petty cash box of $50 shall be maintained at all times. When circumstances require the petty cash box to be used for an activity/concession/fundraiser, PTO Form 2007A, Income Verification Form (cash box) must be completed. Before leaving the PTO activity/fundraiser all monies shall be counted by two members concurrently. The two members/officers shall both sign PTO Form 2007A, Income Verification Form (cash box) for verification and hand control of the monies over to an officer, who shall also sign PTO Form 2007A, Income Verification Form (cash box). Any officer can make the deposit. Deposits should be made by close of the 3rd business day following the event. Deposits will contain monies for only one event and/or date. PTO Form 2007A, Income Verification Form (cash box) must be attached to the deposit receipt and turned in to the Treasurer.
h) All returned checks shall be made good by cash, cashier check or money order along with the required service fee. After three returned checks, the PTO shall no longer accept checks from that party. (See form #101-Return Check Form)
i) PTO Form 2007B PTO Reimbursement Request shall be completed by anyone who is requesting reimbursement for purchases that were approved and purchased at their own expense. Signatures of the Treasurer and one other officer are required upon approval. Reimbursement shall be issued within 15 days of receiving the request form.
j) PTO Form 2007C PTO Funds Request Form shall be completed before any funds are administered. This form is to be completed by any teacher/administrator who is requesting funds for a specific project, activity, or expense related to Pontiac or William Holliday Schools. Signatures of the Treasurer and one other officer are required upon approval.
k) All necessary refunds under $2.00 shall be made in cash.
l) These by-laws may be revised each year prior to the beginning of the new school year if needed.
Article IV: Membership
a) Membership: Membership in the PTO is open to parents/guardians of students enrolled in the District, District staff and/or community members interested in child development and education. All members shall be entitled to vote and hold offices in the PTO. Membership fees shall not be charged as of the 2012-2013 school year.
Article V: Duties of Officers
a) President: The President shall give leadership to the PTO, prepare for, call and preside at all regular meetings, Executive Board meetings and special meetings. The President shall serve as ex-officio (non-voting) member of all teams except the nominating committee and the auditing committee. The President shall vote only in the case of a tie. The President shall act as the primary contact for the principals and/or the administration and licensed teaching staff. The President shall be a signer on all bank accounts. The President shall perform such other duties as may be prescribed in these bylaws or assigned to him/her by the executive committee and/or board. The President shall submit updates to the PTO website and district newsletter as needed. The President shall coordinate the work of the officers.
b) Vice President: The Vice President shall perform the duties of the President in his/her absence or inability to serve. The Vice-President shall draft and/or update all communications for keeping members/parents of the school informed of upcoming PTO events. The Vice-President shall promote PTO related business and be a signer on all bank accounts. The Vice-President shall be responsible for coordinating all committees.
c) Secretary: The Secretary shall record the minutes of all meetings of the PTO and the Executive Board. The Secretary shall provide notification to the executive committee of upcoming meetings as they are scheduled and maintain a hard copy of notifications. The Secretary shall serve on the auditing committee. The Secretary shall be responsible for all written correspondence, i.e. donation thank-you notes, answers to inquiries, condolences, congratulations, as directed by the President in a timely manner. The Secretary shall maintain, revise and make amendments to the by laws as requested by the Executive Committee to be approved by the Executive Board.
d) Treasurer: The Treasurer shall receive record of all monies of the PTO, shall keep accurate record of receipts and expenditures and shall pay out funds in accordance with the approval of the executive board. The Treasurer shall present a financial statement at every meeting and at other times when requested by the executive board and shall make a full report at the end of the current school year. The Treasurer shall make all financial records and books available to the auditing committee and/or school board within three (3) days of the request. The Treasurer shall collect on all returned checks using the Returned Check Collection Form.
e) Historian: The Historian shall maintain all historical records of the PTO. The Historian is responsible for compiling and keeping records and photos of all PTO events and activities. The Historian shall also prepare and maintain a historical scrapbook. The Historian shall serve on the auditing committee.
f) All officers shall perform the duties as outlined above as well as any other duties prescribes in these bylaws and such other duties as may be delegated to him/her by the executive committee/board.
g) There shall be a meeting of all officers and successors in May to help effect a smooth transition. The transitional period shall begin at this meeting. All outgoing officers shall deliver to their successors all books, records, documents, keys, and supplies held in their possession by virtue of the office during the transitional period and no later than the last day of school.
h) The Executive Committee shall appoint all Committee Chairs subject to the approval of the officers. Committee Chairs shall report at meetings as necessary.
Article VI: Election of Officers
a) Officers: The officers of the PTO shall be President, Vice-President, Secretary, Treasurer and Historian. These officers shall serve on the Executive Committee.
b) Nomination/Election: A Nominating Committee shall be appointed by the Executive Committee one (1) month prior to the last PTO meeting of the school year. The committee shall be composed of at least three PTO members, one being a staff member of Pontiac District #105. The Nominating Committee shall recruit a slate of candidates chosen from the membership for all officers to be elected to serve during the subsequent school year. All candidates recruited by the Nominating Committee shall be contacted prior to the announcement of the slate of candidates and shall signify their willingness to serve in the office for which they are being nominated. The nominating committee shall submit its slate at the last regular meeting of the school year at which time officers will be elected. Nominations from the floor will also be accepted. The nominee having the greatest number of votes for each office will be elected to that office. Officers shall be elected for a term of one year and shall assume their duties at the close of the current school year (i.e., last day of school in May or June following their election). Officers shall be restricted to two consecutive terms in the office served.
c) Vacancies: Vacancies occurring in any office other than President shall be filled by presidential appointment subject to approval of the remaining members of the Executive Board until the next election. In the event of a presidential vacancy, the Vice-President shall assume the office of President.
d) Removal: By majority vote of the executive board an officer may be removed from office for failure to perform duties or failure to comply with the by laws. An officer or team leader who misses three consecutive meetings without just cause may be removed from office.
e) Resignation: Any officer resignation shall be made in writing to both the PTO President and Secretary. The position shall be filled following the vacancy guidelines. If the vacancy occurs after the April elections, then the remainder of the PTO officers shall assume the responsibilities of that position for the remainder of the school year as directed by the President.
Article VII: Executive Board
The Executive Board will consist of the officers and school principals. The Executive Board shall have the general supervision of the affairs of the PTO. The Executive Board shall create a team as necessary to carry out the objectives and aims of the PTO. The Executive Board shall present a report of plans, projects, activities, etc. at all regular meetings. The Executive Board shall approve routine bills and reimbursements as needed.
Article VIII: Meetings
The PTO will meet on a regular basis. The dates of the meetings shall be flexible so as to adjust to the school calendar. The last meeting of the current school year shall serve as a wrap up. Special meetings may be called by the President, any two (2) members of the executive board or five (5) members submitting a written request to the executive committee. Notice of a special meeting shall be given to the members at least five (5) days prior to the meeting. Executive Board meetings will be held monthly just prior to the regular membership meetings. For the purpose of conducting business at an executive board meeting a quorum shall be four (4) members of the executive board.
Article IX: Parliamentary Procedures
The rules contained in the revised Roberts Rules of Order shall govern the procedural meetings of the PTO.
Article X: Amendments
The bylaws may be amended by a majority vote of the executive board.
Article XI: Dissolution
The PTO may be dissolved by a majority vote of the members present and voting at an executive board meeting provided that the proposed dissolution shall have been submitted at a regular meeting at least 30 days prior to the voting. In the event of dissolution of the PTO, its assets shall be transferred to Pontiac-William Holliday District #105.
These bylaws were presented to the executive board of the Pontiac/William Holliday District #105 on August 28, 2007.
Revised on August 6, 2008.
Revised on August 10, 2009
Revised on January 24, 2012