Grace McWayne
Parent Teacher Organization
of Batavia, Illinois

 
Organizational Bylaws

 

 
Approved March 18, 2002

AMMENDED April 6, 2010

AMMENDED May 10, 2016

AMMENDED JUNE 6, 2023

 

Article I                     NAME

 

 

The name of this organization shall be the Grace McWayne Parent Teacher Organization (PTO) of
Batavia, Illinois (herein referred to as PTO).

 

 

 
Article II                    MISSION

 

 

 
The purpose of the PTO is to support a partnership between teachers and parents.

 

 

 
Through cooperation the PTO will:

• Support the school and our children.

• Assist in the creation of a spirited community.

• Contribute to a safe and trusting environment.

• Enhance the educational and emotional well being of our children.

• Promote learning as a lifelong process.

 

 

This partnership will be financially supported through school community fundraising.

 

 

 

 
 
Article III                  POLICIES

 

 

 
The PTO shall:

 

 
1. Be non-profit, non-commercial, non-sectarian, and non-partisan. It shall not endorse a
commercial enterprise or political candidate.

 

 
2. Be organized exclusively for educational purposes, including for such purposes the making of
distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the
Internal Revenue Code, or corresponding section of any future federal tax code.

 

 
3. Seek neither to direct the administration activities of the school nor to control its policies.

 

 
 
Article IV                   MEMBERSHIP, DUES, AND FUNDRAISER PARTICIPATION

 

 
1. All parents and legal guardians of children attending Grace McWayne School, and all staff
members of Grace McWayne School are members of the PTO.

 

 
2. The PTO requires no dues to obtain membership.

 

 
3. Fundraiser participation will be encouraged, but not required by members of the PTO and
students.
 

 

Article V                    ELECTED LEADERSHIP TEAM MEMBERS AND THEIR ELECTION

 

 
1. The elected members of the Leadership Team of the PTO shall be composed of the following
nine (9) positions:

 

• President

• Vice President of special fundraising

• Vice President of general fundraising

• Treasurer

• Vice President of Communications

• Vice President of School Spirit

• Vice President of School Support

• Vice President of School Events and programs

• Secretary

 
2. Each Leadership Team position shall be held by one person with the exception of the Secretary
and President positions. The Secretary position may be held by no more than two individuals so
that every meeting will be attended and documented.

 

 
3. The term of elected offices shall be from July 1st  to June30 th.

 

 
4. The term of office for the President and the Treasurer shall be a minimum of two years. If
unforeseen circumstances arise, the President or Treasurer chooses to step down after only one
year, they shall give notice to the Leadership Team prior to the nomination of the slate.

 

 
5. Any vacancy in the Leadership Team will be filled by a majority vote of the remaining Team,
following a 10 day notice of the vacancy to the membership-at-large.

 

 
6. Elections will be held during a general meeting open to the entire membership of the
organization in the spring.  All members can vote by ballot.  A simple majority determines the
winner in these elections.

 

 
7. The incoming team will begin working with the current team until the current team’s service
ends on June 30 th .

 

 

8. A four member Nominating Committee for the following year’s Team shall consist of the
President, Secretary, Vice President of School Support and the Vice President of
Communications.

 

 
1. a) Notification of the positions and their responsibilities will be presented to the membership at
large no less than 30 days prior to the April Leadership Team meeting

2. b) This committee shall prepare a slate of candidates to nominate to the General Membership
no later than ten days prior to the April Leadership Team meeting.

3. c) The Team will accept additional nominations from the General Membership in accordance
with item ‘e’ below, until the adjournment of said meeting, at which time the nominations will
be closed, and the slate will be formally nominated.

4. d) Nominations will be accepted at the General Membership meeting only if vacancies on the
slate occur.

5. e) No person may be nominated without his or her consent.

 

 
 
 
Article VI                   LEADERSHIP TEAM

 

 
1. The Leadership Team shall be composed of the elected members as specified in Article V, and
the Grace McWayne School Principal, and Teacher Representative(s).

 

 
2. All matters before the Leadership Team shall be determined by a simple majority vote.

 

 
3. The duties of each Leadership Team member are as follows:

 

a) The President will:

 

• Be the presiding officer of the PTO.

• Serve a minimum two-year term.

• Be an ex-officio member of all committees.

• Act in the absence of the Treasurer.

• Preside over all meetings of the PTO Leadership Team.

• Preside over all general meetings of the PTO membership.

• Serve on the nominating committee.

• Create an agenda and publish it for the membership at large.
  
  
• Facilitate communication between the members of the Leadership Team.
  
  
• Act as a liaison between the Leadership Team and the Principal.
  
  
• Make decisions between meetings in consultation with the Principal and the other appropriate
  Leadership Team members.

•  Shall have served in any position of the Leadership Team in a previous year.
  
  
• Shall be bonded.
  
  
• Oversee the management of GMS PTO Conflict of Interest Policy. Ensure all Leadership Team
  Members sign the policy at the start of each new term. Collect all documents and store for the
  current year.
  
  
• Form and preside over the Audit Committee which will be a 3-5 member committee composed
  of parent volunteers.
  
  
• Audit Committee should reference Article VIII subsection 8.

b) The Treasurer will:

• Serve a minimum two-year term
  
  
• Keep accurate accounts of all monies received or disbursed for the benefit of the PTO.
  
  
• Endorse and make timely deposits of all monies, drafts and checks in the name of, and to the
  credit of the PTO in such banks or other depositories as approved by the Leadership Team.
  
  
• Disburse monies for PTO expenditures authorized by the Leadership Team, or others having the
  express authority of the PTO.
  
  
• Submit a written financial report at each meeting of the Leadership Team.
  
  
• Submit a written financial report at each meeting of the general membership of the PTO and
  report the financial condition of the PTO through the monthly newsletter.
  
  
• Prepare an annual financial report at the end of each fiscal year in accordance with the
  guidelines established in the Financial Policies of the PTO (see Article VII).
  
  
• Be present at PTO sponsored school event fundraisers to collect and deposit monies raised.
  
  
• Have served on the Leadership Team in a previous year; unless no such candidate is available, in
  which case has a background in basic finance or bookkeeping.
  
  
• Be Bonded
  
  
• Be a signer on bank accounts

• Form and preside over the Finance Committee which will be a minimum of a 3 member
  committee composed of parent volunteers, and teacher representatives.
  
  
• Finance Committee should reference Article VIII subsection 6.
  
  
• Keep accurate records of all requests made, declined, approved, and when paid.
  
  
• Implement and oversee the special appropriations process.

 

c) The Vice President of Special Fundraising will:

 

• Form and oversee committees to plan and implement all specially designated fundraising
  events.
  
  
• Serve as co-chair on any such committees as may be necessary.

d) The Vice President of General Fundraising will:

 

• Form and oversee committees to plan and implement all specially designated fundraising
  events.
  
  
• Serve as co-chair on any such committees as may be necessary.

e) The Vice President of Communications will:

 

• Facilitate all communication between or on behalf of the membership and the Leadership Team.
  
  
• Oversee the Organization’s website.
  
  
• Serve on the nominating committee.

f) The Vice President of School Spirit is:

 

• Directly responsible for activities that will enhance and promote school pride, excitement, and
  the team atmosphere of the student/staff/parent body at Grace McWayne.

g) The Vice President of School Events and Programs will:

 

• Organize all school programs Work in conjunction with the school Principal and PTO Leadership
  Team to update happenings within the school.

h) The Vice President of School Support will:

 

• Administer and compile the volunteer form at the start of each school year.
  
  
• Prepare and distribute the PTO Involvement Form with PTO committee descriptions.
  
  
• Act as a liaison between the Leadership Team and the school faculty.
  
  
• Serve on the nominating committee.

i) The Secretary will:

 

• Be present and record the minutes of each PTO Leadership Team and General PTO meeting.

• Assist the President with preparing the meeting agendas.

•  Assist the President with distributing a copy of the minutes to all Leadership Team members.

• Assist the President with Maintaining the School’s PTO binder.

• Serve on the nominating committee.

 

 

j) Grace McWayne School Principal will:

 

• Serve as an ex officio member, with non-voting rights, on the Leadership Team, except when
  needed to break a tie vote.
  
  
• Advise the Leadership Team in policies of the school and district that may affect the activities of
  the PTO.
  
  
• Designate teacher representative(s).
  
  
• Be bonded.

k) Teacher Representative of the Faculty of Grace McWayne School will:

 

• Serve as an ex officio member, with voting rights, on the Leadership Team. This position may be
  filled by one or more teachers from Grace McWayne School. Only staff members who are
  present and designated as PTO teacher representatives may vote.

 
4. General Duties – All members of the Leadership Team will:

 

• Attend monthly Leadership Team Meetings.
  
  
• Work cooperatively
  
  
• Maintain records of their activities, and will turn over those records to their successors at the
  conclusion of their term.
  
  
• Monitor the PTO budget for each committee they oversee.
  
  
• Communicate responsibilities and budgets to the committee chairs they oversee.
  
  
• All elected members of the Leadership Team will have voting rights.

 
 
 
 

 

Article VII                  RULES AND REGULATIONS

 

 

1. The Leadership Team will create and maintain rules and regulations, consistent with these By-
Laws, governing the day to day operations of the PTO and its various committees.

 

 

 
2. The Rules and Regulations may be amended from time to time as needed by the simple majority
vote of the PTO at any recognized PTO meeting.

 

 

 

 

 
Article VIII               FINANCIAL POLICIES

 

 
1. Fiscal Year – The fiscal year of the PTO shall be from July 1 through June 30 of the following year.

 

 

 
2. Bond – The PTO shall obtain bond on the designated Leadership Team members.

 

 

 
3. Budgets – The Leadership Team shall cause an annual budget to be prepared and presented to
the General Membership before the end of October including 501c3 contributions to within
district programs for students that have potential to enter our school (ex. Chip In, ECC…).
 

 

4. Examination and Closing – The Leadership Team shall cause the accounts of the PTO to be
compiled by an accountant. Said accountant shall be required to prepare a tax return as needed
and submit a report within legal limits as by IRS statute.
 

 

5. Investments – From time to time the Leadership Team may approve the investment of monies
of the PTO in an interest bearing account in a FDIC approved institution.
 

 

6. Special Appropriations – Any funds raised in excess of the operational budget can be spent or
earmarked for use through either of the following procedures:

 

• The requesting member will complete an appropriations form and submit it to the
  Finance Committee at least 1 week prior to the regular monthly PTO Leadership Team
  meeting.
  
  
• The Finance Committee, guided by the Appropriations Criteria, will review each request
  prior to said meetings.
  
  
• The Finance Committee will prepare a recommendation on each request to be
  presented to the Leadership Team at their monthly meeting and The Leadership Team
  shall vote on the funding of each request by motion and vote of the Leadership Team

 

 

7. School-Wide Goal Setting – A line item shall be placed in the PTO operational budget to allow for
school-wide goal setting.

 

• All members of the PTO will be invited to attend the fall general meeting.
  
  
• Attending members will meet to brainstorm spending goals.
  
  
• A process, determined by the Leadership Team, will be used to choose the most popular
  goals from the meeting.
  
  
• The top goals will be described on a ballot and distributed to every member of the PTO
  for a vote.
  
  
• The votes will be tabulated and goals will be funded according to the priorities set by
  the PTO.

 

 

8. A PTO Financial Audit shall be performed annually by the Audit Committee of 3-5 members.
Responsibilities include:

 

• Meet twice during the summer after the fiscal year ends, July 1
  
  
• Perform a basic audit of the finances as specified by the Leadership Team. Tasks can be
  divided up and delegated to committee members.
  
  
• Generate a report of the audit and present it to the Leadership Team.

 

 

9. Upon the dissolution of the organization, 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 tax code, or shall be distributed to the federal government,
or to a state or local government, for public purpose. Any such assets not so disposed of by the
Court of Common Pleas of the county in which the principle office of the PTO is then located,
exclusively for such purposes or to such organizations, as said court shall determine which are
organized and operated exclusively for such purposes.

 
9. No part of the net earnings of the PTO shall insure to the benefit of, or be distributed to its
members, trustees, directors, or any other private persons, except that the PTO shall be
authorized and empowered to pay reasonable compensation for services rendered and to make
payments and distributions in furtherance of the purposes of the PTO set forth in Article III
hereof. No substantial part of the activities of the PTO shall be the carrying on of propaganda, or
otherwise attempting to influence legislation, and the PTO shall not participate in or otherwise
intervene in (including the publishing or distribution of statements) any political campaign on
behalf of or in opposition to any candidate for public office.  Notwithstanding any other provision of these articles, the PTO shall not carry on any other activities not permitted to be
carried on

 

 

10. by an organization exempt from federal income tax under section 501(c)(3) of the Internal
Revenue Code, or corresponding section of any future federal tax code, or

 

 

11. by an organization, contributions to which are deductible under section 170(c)(2) of the Internal
Revenue Code, or corresponding section of any future federal tax code.

 

 
Article IX                  MEETINGS

 

 
1. General Membership Meetings

 

1. Annual meetings of the PTO will be held two times each school year, preferably one in the fall
and one in the spring.

 

2. A notice of meetings of the general membership will be provided to the members by publication
or special notice not less than five school days prior to the meeting.

 

3. Special Meetings of the general membership shall be convened by a vote of the majority of the
Leadership Team or by petition of not less than 100 members submitted to the secretary of the
PTO. Due notice of special meetings, noted in 3b above, and a summary of the business to be
conducted at the meeting will be provided to the membership.

 

4. All matters before the membership, unless otherwise indicated in these bylaws, will be
determined by a majority of members attending.

 

1. The Leadership Team shall meet monthly.

 

2. The Leadership Team can call a closed session to discuss confidential matters.

 

 

 
 
Article X                    PARLIAMENTARY PROCEDURES

 

The rules contained in Robert’s Rules of Order, Newly Revised, shall govern the PTO.
 

 

 
Article XI                  AMENDMENT OF BYLAWS

 

The bylaws may be amended at any General Meeting of the PTO by a majority vote of the members
present, provided written notice is posted ten calendar days prior to the general meeting.
 

 

 

 
Article XII                 REMOVAL AND EXPULSION OF LEADERSHIP TEAM
 

 

 
1. In the event that a Leadership Team Member is not fulfilling their duties as required under these
By-Laws or under the Rules and Regulations of the PTO, they may be removed from office.

 

2. The PTO may adopt specific procedures in their Rules and Regulations so long as the following
safe-guards are met:

 

• Discussion will take place in a closed session of the Leadership Team.

• The Team Member that is the subject of removal shall be given notice at least 10 days prior to the meeting in which the removal vote will take place to allow the member to respond if they
  choose.
  
  
• The subject member may attend the closed session and defend the proposed action, but shall
  not have a vote on the issue.
  
  
• Any vote for removal must be unanimous by the remaining Leadership Team Members In
  attendance, except that no such vote may be had between June 15th  and August 30th .
  
  
• Any Leadership Team member who is expelled shall not be allowed to hold office in the future.