Sutherland PTA By-Laws
BYLAWS FOR the Sutherland School PTA
The double starred (**) areas are in conformity with the regulations of Section 501 (c) (3) of the Internal Revenue Code and are required in the bylaws of the state, region(s), councils and local PTA/PTSA units. The number symbol (#) areas are required in the bylaws of region(s), councils and local PTA/PTSA units of the Illinois PTA. Constituent association refers to all associations in membership with the Illinois PTA, including region(s), councils and local PTA/PTSA units.
ARTICLE I - NAME
The name of this association is the Sutherland School Parent-Teacher Association (Sutherland PTA) of Chicago. It is a local PTA unit organized under the authority of the Illinois Congress of Parents and Teachers (Illinois PTA), a branch of the National Congress of Parents and Teachers (National PTA). These bylaws shall be deemed to be a part of the Articles of Organization. This PTA is incorporated under the laws of the State of Illinois.
** ARTICLE II - ARTICLES OF ORGANIZATION/GOVERNANCE
The Articles of Organization of the Sutherland PTA include (a) the bylaws of such association and (b) the certificate of incorporation or articles of incorporation of such association.
The Sutherland PTA shall be governed by these Bylaws, the Illinois PTA Bylaws and the Standing Rules of the Sutherland PTA (the “Standing Rules”).
ARTICLE III - OBJECTS
The Objects of the Illinois PTA and the Sutherland PTA, in common with the purposes of National PTA are:
a. To promote the welfare of children and youth in home, school, community, and place of worship.
b. To raise the standards of home life.
c. To secure adequate laws for the care and protection of children and youth.
d. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.
e. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.
The Objects of the Illinois PTA and the Sutherland PTA are promoted through an educational program directed toward parents, teachers, and the general public; are developed through conferences, committees, projects and programs; and are governed and qualified by the basic policies set forth in ARTICLE IV.
The association is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter "Internal Revenue Code").
ARTICLE IV - BASIC POLICIES
The following are basic policies of the SutherlandPTA in common with those of National PTA and Illinois PTA:
**a. The association shall be noncommercial, nonsectarian, and nonpartisan.
**b. The association or members in their official capacities shall not endorse a commercial entity or engage in activities not related to promoting the Objects of the association.
**c. The association or members in their official capacities 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; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
d. The association shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.
#e. The Illinois PTA or any of its divisions may cooperate with organizations and agencies concerned with child welfare, but a PTA representative shall make no commitments as an individual that bind the group represented.
**f. No part of the net earnings of the association shall inure to the benefit of or be distributable to its members, directors, trustees, officers, or other private individuals except that the association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the ARTICLE III OBJECTS as contained herein.
**g. Notwithstanding any other provision of these articles, the association shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
**h. Upon the dissolution of the association, after paying or adequately providing for the debts and obligations of the association the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations which have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code. Upon dissolution and withdrawal of the charter, each local PTA unit shall be required to follow procedures as directed in the ARTICLE XIII RELATIONSHIP WITH NATIONAL PTA AND ILLINOIS PTA as contained herein.
ARTICLE V - MEMBERSHIP AND DUES
Every individual who is a member of a local PTA unit is, by virtue of that fact, a member of National PTA and of the Illinois PTA by which a local PTA unit is chartered and is entitled to all the benefits of membership.
Membership in each local PTA unit shall be made available by the local PTA unit to all who believe in the Mission and Vision statements of National PTA and the Objects of Illinois PTA inclusively.
Each local PTA unit shall conduct an annual enrollment of members but may admit individuals to membership at any time.
a. Every local unit will establish a membership year.
b. The membership year of the Sutherland PTA shall begin on July 1 and end on June 30.
c. Persons who join during the membership year shall pay dues for that year. Persons may hold membership in one (1) or more local PTA units upon payment of all-inclusive dues as required by the bylaws of each local PTA unit. Newly chartered local PTA unit members shall be issued charter membership cards valid for a determined period of time.
d. The membership year of the Illinois PTA shall be July 1 through June 30.
Only members of this local PTA unit who have paid dues for the current membership year may participate in the business of this local PTA unit.
The privilege of making motions and voting in a local PTA unit shall be limited to members of the local PTA unit.
Only a dues paying member of a local PTA unit may be eligible for election or appointment to office or chairmanship in the Illinois PTA or any of its divisions.
No person shall hold an elected or appointed position in any local PTA unit who is not a member in good standing.
Each member of a local PTA unit shall pay annual dues to said association as may be prescribed by the association. The amount of dues shall include the portion payable to the Illinois PTA (the "state portion") and the portion payable to National PTA (the "national portion").
a. The national portion of each member's dues shall be determined by the delegates to the National PTA annual convention.
#b. The amount of the state portion of each member’s dues shall be determined by the Illinois PTA. The annual dues to the Illinois PTA shall be two dollars ($2.00) per capita for every member of each local PTA unit.
c. The amount of the local membership dues shall be determined by the members of the local PTA unit.
a. The state and national portions of the dues paid by each member of a local PTA unit shall be set aside by the local PTA unit and remitted to the Illinois PTA through channels and at times as the state PTA bylaws may provide. The Illinois PTA shall remit to National PTA the amount of the national portion of dues paid by all members of local PTA units in its area.
b. The initial state and national portion of the dues paid by each member to a local PTA unit shall be set aside by the local PTA unit and remitted to the Illinois PTA postmarked no later than October 1. Dues should be submitted monthly thereafter, should new members join the PTA in the previous month.
a. A local PTA unit shall be considered delinquent if by December 31 it has failed to send to the Illinois PTA the state and national portion of dues paid by no less than twenty-five (25) individual members, or no less than ten (10) individual members for a new local PTA unit or for an existing local PTA unit where the school enrollment is less than one hundred (100) students.
b. A local PTA unit not affiliated with a school shall be considered delinquent if by December 31 it has failed to send to the Illinois PTA the state and national portions of dues paid by no less than ten (10) individual members.
c. Local PTA units which fail to send to the state office of the Illinois PTA by June 30 the national and state portions of dues paid by individual members shall be discontinued as local PTA units and their charters shall be withdrawn, as provided in ARTICLE XIII.
d. Reinstatement procedures and reinstatement fees shall be in such manner as prescribed by the state board of managers.
ARTICLE VI - OFFICERS AND THEIR ELECTION
Each officer or board member of a local PTA unit shall be a member of the local PTA unit.
a. The officers of this association shall be a president, first vice president, secondvice president, two (2) corresponding secretary(s), two (2) recording secretary(s), and a treasurer.
b. Officers shall be elected by ballot annually at a spring meeting. However, if there is only one (1) candidate for any office upon adoption of a motion from the floor the election for that office (or offices) may be by voice.
c. Officers shall assume their official duties at the beginning of the new fiscal year and shall serve for a term of two (2)year(s) or until their successors are elected and assume their duties.
d. A person shall not be eligible to serve more than two (2) consecutive terms in the same office.
The members of the nominating committee for officers of a local PTA unit shall be elected.
a. There shall be a nominating committee consisting of five (5) members, two (2)of whom shall be elected by the executive board from its body, and three (3)elected by this association at a general membership meeting at least three (3)months prior to the election. There shall be one (1) alternate elected by the executive board and one (1) from the association. The committee shall choose its own chairman before the close of the general membership meeting at which they are elected.
b. The nominating committee shall select one (1) nominee for each office to be filled and report at a general meeting at least thirty (30) days prior to the election meeting.
c. During the election meeting, an opportunity shall be given for nominations from the floor.
d. Only those who have consented to serve if elected shall be eligible for nomination either by the committee or from the floor. No one may be eligible to election who has not been a member of this association or that of a feeder school for at least thirty (30) days.
e. To be eligible to vote in any election a person must have been a member for at least thirty (30) days.
a. In case a vacancy occurs in the office of president, the first vice president shall serve as president for the un-expired term. In case a vacancy occurs in the office of president and first vice president, the second vice president shall serve as president for the un-expired term. A vacancy occurring in any other office shall be filled for the un-expired term by a person elected by a majority vote of the remaining members of the executive board, notice of such election having been given.
b. In case a vacancy occurs in the office of president, first vice president and second vice president, the senior recording secretary shall call a special general membership meeting for the purpose of filling the vacant officer positions, prior notice having been given.
ARTICLE VII - DUTIES OF OFFICERS
The president shall:
a. preside at all meetings of this association and the executive board;
#b. be a member ex-officio of all committees except the nominating committee and, if authorized to sign checks, the audit committee;
c. sign all legal documents, including contracts;
d. appoint members to special committees;
e. be responsible for other duties as may be assigned to him by the association or the executive board;
f. delegate the work of the association to other officers or chairmen as may be appropriate; and
g. coordinate the work of the officers and committees in order that the Objects may be promoted.
The first vice president shall:
a. act as aide to the president, and shall perform the duties of the president in the absence or inability of that officer to serve; and
b. perform such other duties as may be delegated.
The second vice president shall:
a. act as aide to the president, and shall perform the duties of the president in the absence or inability of that officer and the first vice president to serve;
b. have a current membership list; and
c. perform such other duties as may be delegated.
The recording secretary(s) shall:
a. record the minutes of all meetings of this association;
b. have a current copy of the bylaws; and
c. perform such other duties as may be delegated.
The corresponding secretary(s) shall:
a. conduct correspondence of the association as directed; and
b. perform such other duties as may be delegated.
The treasurer shall:
a. receive all monies of this association and keep an accurate record of receipts and expenditures;
b. place all monies in a depository approved by the executive board;
c. pay out funds in accordance with the budget as approved by the membership and authorized by properly signed vouchers. Vouchers shall be signed by two (2) persons. Checks shall be signed by the treasurer or one (1) other duly elected and authorized officer.
d. present a written financial statement at every meeting of the association and at other times as requested by the executive board making a full report at the general memberhsipmeeting in June.
#e. be responsible for the remittance of the state and national portion of the dues paid by each member as directed in ARTICLE V of these bylaws;
f. provide the checkbook, all bank statements, canceled and voided checks, deposit slips, treasurer's record book and receipt book, vouchers and invoices for all disbursements to the audit committee;
g. be responsible for completion and filing of appropriate forms as may be required by Internal Revenue Service Regulations no later than the date established by the regulations; and
h. not be a member of the audit committee.
All officers shall:
a. perform the duties prescribed in the parliamentary authority of this association, as set forth in ARTICLE XV herein, in addition to those outlined in these bylaws and those assigned from time to time;
b. perform the duties prescribed in the Standing Rules; and
c. deliver to their successors all official material prior to the start of the fiscal year with the exception of the treasurer who will deliver materials at the conclusion of the annual audit.
ARTICLE VIII – GENERAL MEMBERSHIP MEETINGS
Regularly scheduled meetings of this association shall be held at least five (5)times during the school year. Dates of meetings shall be determined by the executive board and announced at the first general membership meeting of the year. Seven (7)days notice shall be given of a change of date.
General membership meetings are convened to conduct the business of the association. Business shall include, but is not limited to: adoption of the audit report, adoption or amending the budget, amending the bylaws, the election of a nominating committee, and the election of officers.
Special meetings may be called by the executive board, three (3)days notice having been given.
The Junemeeting shall be the annual meeting at which time annual reports shall be given.
Bylaws of each local PTA unit shall include a provision establishing a quorum.
A quorum for the transaction of the business of this association shall consist of ten (10)members which includes at least two (2) officers.
Proxy voting shall be prohibited.
ARTICLE IX - EXECUTIVE BOARD
This association shall establish an executive board.
The executive board shall consist of the officers of this association.
A PTA member shall not serve as a voting member of a local PTA unit's board while serving as a paid employee of or under contract to a local PTA unit.
The executive board shall:
a. review tentative budget for recommendation as a proposed budget to the general membership for adoption;
b. transact necessary business in the intervals between general membership meetings and such other business as may be referred to it by this association;
c. create standing committees;
d. approve plans of work of the standing committees;
e. select the chairman of each standing committee;
f. present reports and recommendations to the general membership meeting of this association;
g. appoint member(s) to serve as liaisons between the PTA and other school organizations and clubs including but not limited to the Local School Council and Athletic Board.
h. approve routine bills within the limit of the budget; and
i. elect an audit committee.
Regular meetings of the executive board shall be held monthly or bi-monthlyduring the year, the time to be fixed by the board at at the beginning of each month. At least three (3) days notice shall be given if there is a change of the regular meeting date. Five (5) members shall constitute a quorum. Unless otherwise stated, all decisions of the executive board shall be made by an affirmative vote of the majority of board members present.
Special meetings of the executive board may be called by the president or by a quorum of the board provided that members receive three (3) days notice.
Any appointed board member not performing duties as outlined in the bylaws or procedures may be removed by the affirmative vote of two-thirds (2/3) of the board members present and voting prior notice having been given. Any appointed board member absent for three (3) consecutive meetings without prior notice shall automatically forfeit his place on the board and be so notified.
ARTICLE X - EXECUTIVE COMMITTEE
The executive committee shall consist of elected officers.
The committee shall meet as soon as the officers have been duly elected for the purpose of selecting the chairmen of standing committees and formulating tentative plans for their term of office. The committee shall meet on other occasions as necessary.
ARTICLE XI - STANDING AND SPECIAL COMMITTEES
The executive committee shall create such standing committees as it may deem necessary to promote the Objects and carry on the work of this association. The chairman of standing committees shall be selectedby the executive board for a term of one (1) year.
Upon written request, the chairman of each standing committee shall present a written plan of work to the executive committee for approval. No committee work shall be undertaken without the consent of the executive committee. Standing committees shall be further governed as set forth in the Standing Rules.
Special committees may be created by the executive committee or the membership as the need arises. Special committees shall be further governed as set forth in the Standing Rules.
The executive committee may dissolve any standing or special committee as the need arises.
The local PTA unit financial records must be audited annually at the close of the fiscal year and upon change of treasurer during the term of office. An audit committee of at least three (3) members shall be elected by the executive committee at its final meeting of the fiscal year. The committee shall examine the financial records and report its findings to the membership at the first general membership meeting of the new fiscal year. By decision of the executive board, a professional auditor may be used. Anyone authorized to sign checks is not eligible to audit the financial records.
The president shall be a member ex-officio of all committees except the nominating committee and, if authorized to sign checks, the audit committee.
ARTICLE XII - REPRESENTATION
This association may be represented at the district annual meeting and at the annual or special convention of the Illinois PTA as provided in the state bylaws.
ARTICLE XIII - RELATIONSHIP WITH NATIONAL PTA AND ILLINOIS PTA
This local PTA unit shall be organized and chartered under the authority of the Illinois PTA in the area in which this local PTA unit functions in conformity with rules and regulations not in conflict with the Bylaws of National PTA as the Illinois PTA may in its bylaws prescribe. The Illinois PTA shall issue to this local PTA unit an appropriate charter evidencing the due organization and good standing of this local PTA unit.
A local PTA in good standing is one that:
a. adheres to the Objects and basic policies of the PTA;
b. remits the national portion of the dues through the Illinois PTA to reach the national office by dates designated by National PTA;
c. has bylaws approved according to the procedures of the Illinois PTA; and
d. meets other criteria as may be prescribed by the Illinois PTA.
This local PTA shall adopt bylaws for the governance of the association as may be approved by the Illinois PTA. Such bylaws shall not be in conflict with the Bylaws of National PTA or the Bylaws of the Illinois PTA.
Bylaws of this local PTA unit shall include an article on amendments.
a. All local PTA units' bylaws and amendments thereto shall be approved by the district director or the designated representative of the state board of managers. Bylaws shall be submitted for review upon request and/or every two (2) years.
b. If approved bylaws do not exist, the current ILLINOIS PTA BYLAWS FOR LOCAL PTA UNITS
shall be in effect.
This local PTA unit shall collect dues from its members and shall remit a portion of such dues to the Illinois PTA as provided in ARTICLE V.
This local PTA unit shall keep permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the association, including, specifically, the number of its members, the dues collected from its members and the amount of dues remitted to the Illinois PTA. Permanent books of account and records shall at all reasonable times be open to inspection by an authorized representative of the Illinois PTA.
The charter of this local PTA unit shall be subject to withdrawal and the status of such association as a local PTA unit shall be subject to termination in the manner and under the circumstances provided in the bylaws of the Illinois PTA.
If a local PTA unit wishes to be discontinued or is dropped, its charter shall be withdrawn by the Illinois PTA.
A local PTA unit may dissolve and terminate its association in the following manner:
a. Upon receipt of a signed petition of fifteen (15) members or twenty five percent (25%) of the membership not including members of the executive board, of a local PTA unit, whichever is larger, recommending dissolution of the local PTA unit, the executive board of that local PTA unit shall submit the question of dissolution to a vote at an open membership meeting of members having voting rights, and that all monies shall be frozen except for those already budgeted or approved until the question of dissolution has been decided. If dissolution is approved, disposition of funds shall be in accordance with ARTICLE VI, #Section 8. a. of the Illinois PTA Bylaws. The executive board of such local PTA unit shall not submit the question of dissolution on its own motion.
b. Written notice stating the question of such dissolution shall be given to each member entitled to vote at such meeting, to the president of the Illinois PTA, and to the appropriate district director or designated representative of the state board of managers, at least sixty (60) days prior to the date of such meeting. Notice to district director or designated representative of the state board of managers must include a written copy of the signed petition, as required in the previous section of this Article.
c. Only those persons who were members in good standing of the local PTA unit on the date of submission of the question of dissolution and who continue to be members in good standing on the date of the meeting shall be entitled to vote on the question of dissolution.
d. Approval of dissolution of the local PTA unit shall require the affirmative vote of at least two-thirds (2/3) of the membership. The district director or designated representative of the state board of managers shall be invited to this meeting. Proxy voting shall be prohibited pursuant to the terms established within these bylaws.
e. Upon dissolution and withdrawal of the charter, each local PTA unit shall be required to follow procedures as directed in the previous sections of this Article.
This local PTA unit is obligated upon dissolution or withdrawal of its charter by the Illinois PTA:
a. To yield up and surrender all of its books, records, assets and property to the designated representative of the Illinois PTA who will distribute such assets as directed by the Illinois PTA;
b. To cease and desist from the further use of any name that implies or connotes association with the Illinois PTA or status as a constituent association; and
c. To carry out promptly under the supervision and direction of the Illinois PTA all proceedings necessary or desirable for the purpose of dissolving the SutherlandPTA.
When the Illinois PTA office receives notification of the dissolution from the district director or designated representative of the state board of managers, the Illinois PTA treasurer shall notify the local PTA unit by certified mail that this local PTA unit is no longer a tax exempt or tax deductible association of the Illinois PTA.
Dissolution of a local PTA unit pursuant to the previous sections of this Article shall not preclude the immediate organization of a new local PTA unit. Upon approval by the Illinois PTA, a new charter shall be issued.
This local PTA may adopt Standing Rules for the governance of the association as may be approved by the members from time to time. Such Standing Rules shall not be in conflict with these Bylaws, the Bylaws of National PTA or the Bylaws of the Illinois PTA.
ARTICLE XIV- FISCAL YEAR
The fiscal year of this association shall begin on July 1and end on the following June 30.
#ARTICLE XV - PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the SutherlandPTA in all cases in which they are applicable and in which they are not in conflict with these bylaws, the bylaws of National PTA, the bylaws of the Illinois PTA, or the articles of incorporation.
ARTICLE XVI - AMENDMENTS
a. These bylaws may be amended at any general membership meeting of this association by a two-thirds (2/3) vote of the members present and voting provided that notice of the proposed amendment shall have been given at the previous general membership meeting or written notice of the proposed amendment has been given to all members thirty (30) days in advance of the general membership meeting at which the amendment is to be considered, a quorum being present, and that the proposed amendments shall be subject to approval of the district director or the designated representative of the state board of managers of the Illinois PTA.
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 association or by a two-thirds (2/3) vote of the executive board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of the amendment.
c. Two (2) copies of all proposed amendments or revisions shall be submitted to the district director or the designated representative of the state board of managers for review prior to presentation at a general membership meeting of the association for its consideration and action.
d. After approval by a two-thirds (2/3) vote at a general membership meeting of the association, two (2) copies of all amendments or revisions shall be sent for approval to the district director or designated representative of the state board of managers.
e. Submission of amendments or revised bylaws for approval by the Illinois PTA shall be in accordance with the Bylaws of the Illinois PTA.
This local PTA unit shall include in its bylaws provisions corresponding to the Illinois PTA Bylaws as are identified herein by a double star (**).
The adoption of an amendment to any provision of the Illinois PTA Bylaws identified by a double star (**) shall serve automatically and without the requirement of further action by the Sutherland PTA to amend their corresponding bylaws. Notwithstanding the automatic character of the amending process, local PTA units shall promptly incorporate such amendments in their respective bylaws.
Each local PTA unit shall include in its bylaws provisions corresponding to the provisions of such of these bylaws as are identified by the number symbol (#).
The adoption of an amendment to any provision of the bylaws of the Illinois PTA identified by a number
symbol (#) shall serve automatically and without the requirement of further action by the SutherlandPTA to amend their corresponding bylaws.
Approved by: ___________________________ ________________________________
District director or designated PTA President representative of the state board of managers
on _______________________________ __________________________________
Date PTA Corresponding Secretary
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