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By Laws

By Laws

River View By-Laws

September 7, 1999 (modified in June 2019)

 

Article I Name

Article II Objectives

Article III Policies

Article IV Membership

Article V Meetings

Article VI Elections

Article VII Officers

Article VIII Executive Board

Article IX Duties of Officers

Article X Standing Committees

Article XI Audits/Finances

Article XII Social Media

Article XIII Amendments

 

Article I NAME

 

The name of this organization is the River View Elementary PTO. This PTO is incorporated under the laws of State of Illinois. River View Elementary PTO may also be referred to as RV PTO for the remainder of this document. 

The organization is organized exclusively for the charitable, scientific, literary for educational purposes within the meaning of section 501(C) (3) of the Internal Revenue Code of corresponding Section of ay future Federal Tax code (hereafter “Internal Revenue Code”)

 

Article II OBJECTIVES

 

The objective of the River View PTO is to promote quality education and a safe environment for the children, Staff and educators. The organization will implement activities that encourage participation by children, parents, teachers and staff. We acknowledge the importance of parent and teacher participation in a students academic success. To develop between educators and the families such a united effort as it will secure every child with the highest advantages in physical, mental, social and moral education.

 

Article III POLICIES

 

A. The RV PTO shall be noncommercial, nonsectarian, and nonpartisan. This organization is organized exclusively for charitable, educational or scientific purposes within the meaning of section 501(c), (3), of the Internal Revenue code.

 

B. The name RV PTO or names of any members in their official capacities will not be used in any connection with a commercial concern or with a partisan interest or for any purpose not appropriately related to promotion of the objectives of the organization.

 

C. The RV PTO shall not directly or indirectly participate or 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; School Board Elections or referenda shall not be considered “political” in order that the organization sponsor debate; nor shall devote more than an insubstantial part of its activities to attempt to influence legislation by propaganda or otherwise.

 

D. The RV PTO shall follow the rules and policies set forth by the Board of Education. 

 

E. The RV PTO shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from Federal income ta under section 501 (C)(3) on the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under section 170 (C) (2) of the Internal Revenue Code.

 

F. The RV PTO may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters make no commitments that bind the organization.

 

G. In the event of the dissolution of the RVPTO, the assets of the RV PTO shall be distributed for one or more of the exempt purposes specified in Section 501 (c), (3) of the Internal Revenue code of 1954 as from time to time amended. Any remaining funds shall be transferred to River View Elementary School.

 

 

Article IV MEMBERSHIP AND DUES

 

A. Membership shall be made available without regard to race, color, creed or national origin.

 

B. Membership is available to Faculty, Support Staff and Parents, Guardians or family members of students currently enrolled at River View Elementary School. One membership per household.

 

C. Each member shall pay annual dues to RV PTO, established amount set forth by the executive board of RV PTO. Membership year shall be from August 1 to July 31. Persons who join during the membership year shall pay dues for the year. Dues must by paid at time of enrollment.

 

D. A member must have paid his or her dues at least 30 calendar days before voting occurs to be consider a member in good standing with voting rights.

 

Article V MEETINGS

 

A. Only members of RV PTO shall be eligible to participate in its business meetings, unless approved by the general membership, or to serve in any of its elective or appointive positions. A minimum of 4 meetings shall be held per school year on dates set forth by the Executive Board and school principal or designee.

 

B. The RV PTO shall endeavor to hold general membership meetings on a monthly basis during the school year. 2 Executive Board officers are required to attend for each general meeting held and must be present to approve any simple majority vote an or business.

 

C. Items for the agenda may be submitted to the secretary no less than one week prior to the monthly general business meeting.

 

D. In the absence of the secretary of the treasurer, the Sectary and Treasure reports may be read by another board member to be approved. 

 

E. Before the RV PTO can be dissolved, all members must be notified and invited to attend a general membership meeting. A vote of two thirds of those present is necessary to determine action.


 

 

Article VI ELECTIONS

 

  1. A slate of officers will be presented at the March general business meeting. At this meeting nominations will also be submitted from the floor. All persons wishing to submit a nomination and nominees shall be members in good standing for no less than (30) days. 
  1. Nominees will have a period of 10 calendar days from their notification to accept or decline the positon. If no response is received within this time frame, the Nominating Committee will consider this a decline position.
  2. Only 1 member per household may accept a nomination to be on the Executive board.
  1. Each officer of RV PTO shall be a member of RV PTO in good standing and have attended at least three (3) meetings or RV PTO sponsored events in the last twelve months.
  2. Voting will take place in April. If there is more than one candidate for an office, ballots will be distributed to the members in good standing through the student body and returned to the principal or the River View staff liaison within 5 school days. If there is only one (1) candidate for an office an oral vote can be taken at the monthly general business meeting.
  3. The final duty of the Nominating Committee will be to tally the vote and announce the new officers. No Nominating Committee member shall participate in the counting of electoral votes if their names appear on the election ballot. 
  4. 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 encourage 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 the RV PTO shall be one (1) President, one (1) Vice-President, one (1) 2nd Vice-President, one (1) Secretary, one (1) Treasurer.

 

B. Officers shall be elected at the 4th quarter general meeting, by a two-thirds majority vote of all members present. 

 

C. The officer shall serve a term of 1 school year 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 (3) consecutive terms in the same office. However in the event no nominations are received or accepted, a current board member can retain their position or another term, if they so choose, with majority board approval. 

 

E. In the event f a resignation or vacancy of an office board member or an appointed chair of the RV PTO, a replacement must be confirmed by a majority of the Executive Board.

 

F. In the event an officer had 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 school Principal are required to attend the hearing and action will be taken with majority vote.

 

Article VIII EXECUTIVE BOARD/COMMITTEE

 

A. The executive board shall consist of all elective officers and the principal or his/her designee. Only one member of a household may hold a seat on the board during a term.

 

B. The executive board shall

1. Transact the necessary business between organization meetings and such other business as may be referred it by RV PTO.

2. To create standing committees

3. Approve plans of working committees

4. Fill vacancies in office

5. Present a report to the organization

6. Transact business of the RV PTO in emergency, as well as approve routine bills as long as they are not in excess of $250. If more than $250 there needs to be a two-thirds vote to approve it.

 

C. Executive board meetings shall be scheduled as needed and events require. A quorum of two thirds must be present to conduct business.

 

D. In the event that an executive board member shall absent oneself from two or more regular meetings without due cause it shall be, at the discretion of the majority of the executive board, considered a resignation from one’s position.

 

E. In an election year, determined nomination proceedings the RV PTO will assign job duty of the elected one.

 

 

Article IX DUTIES OF OFFICERS

 

Section 1 President

  1. 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.
  2. Have general charge and supervision of the business and affairs of the RV PTO 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.
  3. Serve as the primary contact to the Principal and represent the RV PTO at meetings of other groups, if needed, or designate another member in good standing.
  4. Create and appoint members to special committees as necessary.
  5. Be the main contact for members of all committees of the RV PTO.
  6. Review the Treasurer Reports and supportive documentation.
  7. Perform such other duties as may be delegated.
  8. Review RV PTO websites and social media site(s) updating as needed. 

Section 2 Vice-President (Occupied by 1 or 2 people)

  1. Coordinate fundraising efforts for the organization and act as an aide to the President.  All fund raising events shall require Executive Board approval.
  2. Oversee all fundraising selections.  Plan, promote, and evaluate.
  3. Perform the duties of the President in their absence or inability to act.
  4. Perform such other duties as may be delegated.

E.Act as a liaison to the school administration regarding RV PTO funded programs and/or assemblies by relaying any communications from the school, staff, and district to the RV PTO and vice versa.

F.Perform the duties of the President if the President and 1st Vice President are absent.

G.   RV PTO insurance policy renewal

  1. Perform such other duties as may be delegated.

Section 4 Secretary

  1. Attend all meetings of the organization and Executive Board and act as clerk thereof and record all votes and minutes of all proceedings.
  2. Record, maintain, and distribute all approved minutes, agendas, and materials distributed by the RV PTO.
  3. Secure a current copy of the bylaws.
  1. With Executive Board approval, manage outgoing communications, including but not limited to, email, reminders, announcements, and newsletters.
  1. Perform such other duties as may be delegated.

Section 5 Treasurer

  1. 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 Treasurer.  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 RV PTO with the Treasurer as the authorizer. 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. Preserve financial records, including invoices and control forms.
  1. Lead annual budget development process.
  2. Update the signature cards at the RV PTO’s bank.
  3. Present a written financial statement at each general meeting of the organization and at other times as requested by the Executive Board.
  4. All tax forms, to include sales tax exemption letters will be kept by the treasurer.  Full RV PTO board approval must be obtained prior to utilization of forms by any non-board member.
  5. Manage key organizational filing and renewal dates, including but not limited to, incorporation with the state, and IRS Form 990 or 990-EZ (annual IRS information return required for 501 (c)(3) groups).
  6. Facilitate annual financial review (audit)
  7. 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 C.A.P.E Rep

  1. Serve on the District CAPE Committee
  2. Report any news or responsibilities that C.A.P.E as bestowed upon RVPTO to keep with the requirements of their rules and regulations

 

 

Article X STANDING COMMITTEES

 

A. Standing committees shall be formed by the Executive Board as deemed necessary to promote the objectives of the Organization and to carry on its work.

 

B. A standing committee chairperson shall hold that position not more than two years unless no other volunteers are found.

 

C. Chairpersons of all committees shall be members in good standing.

 

D. Chairpersons of all standing committees shall be accountable to the executive board for that committee’s responsibilities and plans of work. No committee work shall be undertaken without such approval.

 

Article XI AUDITS/FINANCES

 

A. Books shall be submitted annually or upon change of office for an audit by an auditor or auditing committee of not fewer than three members, who, satisfied with the treasury accounts are correct, shall sign a statement of that fact.

 

B. The new executive committee shall not accept unaudited financial records.

 

C. In the event of a vacancy in the office of treasurer, the books shall be audited before the new treasurer takes office.

 

D. At least $1000 and no more than $3000 shall remain in the treasury as a working balance to start the new year.

 

Article XII SOCIALMEDIA

 

  1. Social Media and Official PTO Communications only promote RV PTO, River View Elementary,  District 202, community activities and will be handled as such:
  1. All official RV PTO communications will be accomplished via email, with the official RV PTO email address, rvpto@outlook.com or through the River View Elementary School office.
  2. President and Vice President will have free access to the email account, with primary responsibility being assigned at the start of the term.  
  3. President and Vice President will have free access to the social media account, with primary responsibility being assigned at the start of the term.
  4. All members of the RV PTO and RV PTO Board will adhere to the following guidelines regarding social media posts on the RV PTO account:  If a message or post includes negative opinions or comments, or encourages negativity toward RV staff, the RV PTO Board, RV 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 River View PTO (RV PTO), River View 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 the PTO board.

 

Article XIII AMENDMENTS

 

A These By-Laws may be amended at any regular meeting of the Organization by a two thirds majority of the members present and voting, provided written notice of the proposed amendment shall have been given to the membership at least thirty (30) days prior to the meeting at which the amendment is voted upon.

 

B. A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws by a majority vote at a meeting of this RV PTO, or by a two-thirds vote of the executive committee.