CONCORD/CASS PTC BY-LAWS

Amended 9/07

PARENT TEACHER CLUB OF 

CASS SCHOOL DISTRICT 63

BY-LAWS

ARTICLE I:  NAME

The name of this organization shall be the Parent Teacher Club of Cass School District 63, hereafter referred to as the “PTC”.

ARTICLE II:  OBJECTIVES

The purpose of this organization shall be to enrich the educational environment for our students by providing services, social events and fundraisers that will benefit the children and teachers within Cass School District 63.  This will be accomplished by:

Section 1

Raising money to be spent and/or donated, as agreed upon by the PTC General Membership.  Items will be chosen from a list submitted by the Superintendent as a result of collaboration between the Board of Education, the Principals, the Superintendent and the faculty but not excluding PTC recommended donations following the above objectives.  Money that is not spent and/or donated in a given school year will remain in a PTC Treasury in an amount not to exceed $3000.00 over the budget amount.

Section 2

Raising money to provide recreational or supportive activities (financial, social and/or emotional) for students, teachers, and/or school staff.  Appropriation will be mutually agreed upon among the Board of Education, the Principals, the Superintendent, the faculty and the PTC.

Section 3

Promoting cooperation and communication between home and school.

ARTICLE III:  MEMBERSHIP

Section 1

Any parent, guardian, grandparent and/or faculty member within Cass School District 63 interested in the objectives of the PTC may become a member upon payment of dues.  Amount of dues shall be reviewed by the Executive Board and voted upon yearly by the General Membership.  The membership year shall be July 1-June 30.

Section 2

Only members whose current dues are paid shall have the privilege of holding office, chairing committees, and voting on issues brought before the PTC.

Section 3

A copy of the By-Laws shall be made available to any interested party upon request.

Section 4

The PTC shall conduct an annual enrollment of members, but may admit individuals to membership at any time during the school year.  In order to be a voting member, dues must be paid 30 days prior to the vote.

ARTICLE IV:  OFFICERS AND THEIR ELECTION

Section 1

The officers shall be President, Vice President, Secretary and Treasurer.  These officers shall be elected annually at the May PTC meeting following the procedures established by the Nominating Committee.  The term of office shall be one year.  A simple majority of the PTC members present shall elect.  For transitional purposes, a co-president may be elected to help with the responsibilities of president.

Section 2

The outgoing President shall serve in an advisory capacity to the incoming President for the next school year.

Section 3

The new officers and standing committee chairpersons shall begin their term of office July1.

Section 4

In the event an officer must resign a position, the General Membership will be polled for a replacement.  If there are no volunteers, the PTC Executive Board will recommend a candidate to be approved by the General Membership at the next PTC meeting.

Section 5

Any person employed by Cass School District 63 shall not be eligible to hold above stated offices.

ARTICLE V:  DUTIES OF OFFICERS

Section 1

The duties of the President shall be as follows:

1. The President shall preside at all meetings.
2. The President and Secretary shall keep on file a copy of all officers and committee job descriptions that shall be updated as required.
3. The President shall cooperate with the office of the Superintendent of Cass School District 63 and maintain a cooperative working relationship between the PTC and the Board of Education.

Section 2

The Vice President shall assist the President in all duties, which will include, but not be limited to, attendance at meetings, representing the organization in the President’s absence and overseeing committees.  The Vice President shall be responsible for any and all publicity.

Section 3

The Secretary shall keep a record of all PTC meetings.  The Secretary shall have custody of all books except those of the Treasurer and President.  The Secretary, along with the Treasurer, shall keep a record of all paid members of the PTC.

Section 4

The Treasurer shall receive and have custody of all money and shall keep an accurate record.  Standing committees, functioning longer than 3 months, shall file quarterly reports with the Treasurer.  The Treasurer, or in her absence the President, shall pay out all money approved by the General Membership. 

The Treasurer shall file all appropriate forms with the Internal Revenue Service.  The PTC is required to file a yearly tax return on FORM 990 to the Internal Revenue Service each year.  This return is due on the 15^th day, 5 months after the year end.  As our year end is on 6/30, the FORM 990 is due no later than 11/15 of each year.  The PTC Treasurer will be responsible for preparing and filing this form.  There is no legal requirement for the PTC to have their records audited.

Section 5

The PTC Executive Board shall consist of the four officers listed above.  If the president wishes to work with the previous president for one year, the president and co-president may run for office.

Section 6

Standing committees shall be created by the General Membership as required to fulfill the Club’s fundraising needs of other objectives.  Each standing committee shall consist of a chairperson and one or more members, as required.  Each chairperson shall be prepared to give a report at each PTC meeting.  Each chairperson shall file a job description with the President and Secretary, as required.  Each standing committee chairperson will be required to update the President regarding committee activities.

Section 7

The PTC Executive Board, should their schedule permit, will regularly attend Board of Education meetings.

Section 8

The Nominating Committee shall consist of volunteers.  The duties shall be to establish nomination and election procedures, to seek candidates to fill offices and to conduct a fair and unbiased election.  In making the appointments, the PTC Executive Board shall take the following into consideration:

1. There shall be at least 3 members, but not more than 7.
2. To ensure a heterogeneous committee; residence, age of the children and gender shall be considered.
3. A nominating committee member shall not be appointed in consecutive years.

ARTICLE VI:  MEETINGS

Section 1

General member meetings shall be held regularly during the calendar year.  Dates shall be published in the school newsletter and advanced notice of at least 7 days shall be given.  Special meetings may be called by the President, if deemed necessary, and all executive officers, committee chairpersons, and members shall be notified.

Section 2

Voting in elections must be taken by a closed ballot.  A simple majority of the General Membership present shall constitute passage of the vote.  In case of a tie, the Executive Board and the standing committee chairpersons will take another vote and passage of that vote will consist of a simple majority.

Section 3

A vote by the General Membership may not be taken on any issue that is not on the agenda for a given meeting.  A member may take a motion from the floor to put the issue on next meeting’s agenda for a vote to be taken at that time.

Section 4

The Executive Board shall hold its own meeting, as necessary.

Section 5

Individuals are permitted to address the PTC during the General Membership questions/comments section of the agenda.  Comments will be limited to 2 minutes for each individual and a maximum of 6 minutes per subject.  The questions/comments section of the agenda will be limited to 20 minutes.

Section 6

If a member would like an issue to appear on the agenda for the next PTC meeting, he/she may either contact the President or Secretary 7 days prior to the meeting, or may participate in the questions/comments section of the agenda.  To participate in the questions/comments section, a member needs to complete the appropriate boxes on the member sign-in sheet.

ARTICLE VII:  DUTIES OF THE GENERAL MEMBERSHIP

Section 1

The General Membership shall meet routinely during the calendar year to conduct PTC business.

Section 2

The General Membership shall approve the dispersal of PTC money by a simple majority vote of the members present.

Section 3

The General Membership shall approve all plans for fundraising to insure the objectives of the PTC are met.

Section 4

The General Membership shall amend and approve the By-Laws by a simple majority vote of those present.

ARTICLE VIII:  AMMENDMENTS

Section 1

Motions for amendments and revisions of these By-Laws may be made by any member of the PTC.  Such motions shall be presented at the next PTC meeting.  A simple majority of the General Membership present shall be required to amend these By-Laws.

Section 2

Any amendment of revision made to these By-Laws must be submitted to the Board of Education for approval.

ARTICLE IX:  DISSOLUTION OF THE PTC

Section 1

The Parent Teacher Club may be dissolved only after the following procedures are met:

1. The issue of dissolution must appear on the agenda 7 days prior to any scheduled PTC meeting.  The membership present at the meeting will discuss and vote on whether to conduct a “Dissolution Election”.  A two thirds majority vote is required to approve such an election.
2. The PTC may not accept new members once a Dissolution Election has been approved. New members may not join until after such election is completed.
3. The “Dissolution Election” shall take place no less than 2 weeks after the vote to hold such an election.  The Executive Board must plan a special meeting to hold such election.
4. PTC membership must be notified in writing of the date and time of the Dissolution Election.  This notification must go out at least one week prior to the scheduled election date.
5. Members who cannot attend the meeting will be given a chance to complete an absentee ballot. The member’s name must appear on the ballot to be valid.
6. The PTC Executive Board will conduct the election, and ensure that the ballots are valid and properly counted.  A teacher representative must also be present when counting the ballots. A two thirds majority vote is needed to approve dissolution of the PTC.