PRUSSING PTO BYLAWS
ARTICLE I – NAME, DESCRIPTION & PURPOSE
Section 1: NAME – The name of the organization shall be Prussing Elementary PTO. The PTO is located at 4650 North Menard Avenue, Chicago, Illinois 60630.
Section 2: DESCRIPTION – The PTO is a non-profit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Section 3: PURPOSE – The Prussing parent/teacher organization (PTO) is a nonprofit, volunteer parent/teacher organization whose membership includes all parents, legal guardians and staff at Prussing Elementary School. The PTO’s mission is to promote open and positive communication and understanding between parents and staff of the Prussing Elementary School. Our efforts serve to enhance and maximize the education of every child while aiding them in achieving their highest potential.
The PTO provides financial assistance to teachers in their classroom settings, holds fund-raisers for supplemental educational materials and experiences, and supports school and family social interaction. It is our belief that the team effort of a PTO offers the best possible learning environment for our children.
ARTICLE II – MEMBERSHIP
Section 1: Membership in PTO is automatic for any parent or family member who has a child enrolled at Ernst Prussing Elementary School and for any staff member. Membership is also open to any person or volunteer from the community who is interested in helping fulfill the mission of the Prussing PTO.
Section 2: There shall be no membership fee or membership registration. However, attendance and contact list of members will be recorded.
ARTICLE III – OFFICERS
Section 1: EXECUTIVE BOARD – The Executive Board shall consist of the following officers: President, Vice President, Secretary, and Treasurer.
Section 2: TERM OF OFFICE – The term of office for all officers is one year, beginning on the first day of school the following school year.
Section 3: QUALIFICATIONS – Any PTO member can be voted in as an officer of the PTO when elections are held.
Section 4: DUTIES –
President. The president shall preside over meetings of the organization and the executive board, create the agenda for meetings, serve as primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served. The president will be the liaison to the LSC and make a report at all LSC meetings.
Vice President. The VP shall assist the President and carry out the president’s duties in his/her absence or inability to serve.
Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, and send notices to the members about meetings. The secretary shall keep a copy of the minutes book, by laws and any other necessary supplies and bring them to the meetings.
Treasurer. The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures and pay out funds in accordance with the approval of the executive board. He/She will present a financial statement at each meeting and at other times of the year as requested. The treasurer will make a full report at the end of the year.
Section 5: TEACHER REPRESENTATIVE – The Staff/Teacher liaison shall keep the staff and teachers informed of what is happening with the PTO. He/she shall attend all board meetings and regular meetings if possible.
Section 6: COMMITTEE MEMBERS – When a member chooses to chair or co-chair an event, they shall be known as committee members of the PTO. They will oversee the planning of their event and provide the executive board with any changes to the budget.
Section 7: BOARD MEETINGS – The Executive Board shall meet monthly during the school year, or at the discretion of the President.
Section 8: REMOVAL – An officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board.
Section 9: VACANCY – If a vacancy occurs on the Executive Board, there will be a vote at the next meeting for a replacement.
ARTICLE IV – MEETINGS
Section 1: GENERAL PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Executive Board.
Section 2: VOTING – Each member in attendance at a PTO meeting is eligible to vote. Absentee or proxy votes are not allowed.
Section 3: QUORUM – All expenditures shall be approved by the PTO members during PTO meetings by majority (quorum) vote. A motion, with second, followed by discussion will be held prior to a vote taken.
Section 4: EMERGENCY MEETINGS – The Executive board may call special meetings, with at least one- day notice given.
ARTICLE V – FINANCIAL POLICIES
Section 1: FISCAL YEAR – The fiscal year of the PTO begins on July 1 and ends on June 30.
Section 2: BUDGET – PTO shall vote on and pass an annual budget no later than the November meeting. This budget shall consist of approved recurring expenditures as well as a list of approved goals for the year. The budget shall also consist of a list of approved fundraisers for the entire school year and their anticipated revenues. Any changes made to the budget shall be made by a majority quorum vote of the membership present. A funding request, in writing should be submitted to the board at least one week in advance in order to be placed on the next board agenda. Emergency items at a meeting can be addressed if approved by the board.
Section 3: BANKING – All funds shall be kept in a checking account in the name of Ernst Prussing PTO, requiring two signatures of the Executive Board and held at a local financial institution.
Section 4: EXPENSES – The board must approve all expenses.
Section 5: REPORTING – All financial activity shall be recorded in a manual or computer-based accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly.
Section 6: ENDING BALANCE – The organization shall leave a minimum of $2,000.00 in the treasury at the end of each fiscal year.
Section 7: CONTRACTS – Contract signing authority is limited to the President or the President’s designee.
ARTICLE VI – POLICIES
Section 1: REQUESTS FOR FUNDING – Teachers and administrators seeking PTO funding must complete the ‘funding request form’ at least 30 days prior to needing the funds. The board must vote on whether funding should be approved.
ARTICLE VII – BYLAW AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. 2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.
ARTICLE VIII – DISSOLUTION
In the event of dissolution of the PTO, any funds remaining shall be donated to Prussing Elementary.
ARTICLE IX – PARLIAMENTARY AUTHORITY
The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”