CONSTITUTION
AND
BY-LAWS OF
THE
ALL SAINTS
CATHOLIC SCHOOL
PARENTS
TEACHERS ORGANIZATION
June
2005
NAME
This organization shall be known as ALL SAINTS CATHOLIC SCHOOL PARENTS TEACHERS ORGANIZATION.
OBJECTIVES
This primary objective of this organization shall be to promote the development of Catholic education and community at All Saints School. To achieve this objective, the organization shall:
MEMBERSHIP
Section 1. Membership shall include all due paying parents/guardians of students enrolled in All Saints School, and principal, faculty and pastors.
Section 2. Annual dues shall be established by the Executive Board on a per family/guardian basis.
Section 3. All dues paying members shall be entitled to all privileges and benefits of the organization, including the right to vote and hold office.
EXECUTIVE BOARD
Section 1. The governing body of this organization shall be an Executive board, which shall consist of the principal of the school [ex-officio], the immediate past, President, [ex-officio], the President, co-President, the Vice-President, the co-Vice President the Secretary, and the Treasurer.
Section 2. The Vice-President shall serve one year as Vice President and shall become the President the year following the year. All other non-ex-officio members of the Executive Board shall serve for a minimum term of two years, not to exceed four years.
Section 3. The officers of the Executive Board are the President, co-President, Vice-President, co-Vice President, Secretary and Treasurer. The duties of the officers shall be as specified in the By-Laws.
Section 4. The management of this organization shall be vested in the Executive Board.
Section 5. All matters pertaining to the planning, administration, and programming of the organization shall be vested in the Executive Committee, subject to policies of the Diocese and local School Advisory Council. Meetings of the Executive Committee shall be called by the president or principal as needed. A majority of members shall constitute a quorum.
MANNER OF
ELECTIONS
Section 1. A Nominating Committee shall be chaired by the Vice-President of the organization and include the officers and ex-officio members of the Executive Board. The Nominating Committee shall solicit volunteers for the offices and committee chairmanships which become vacant each year. Candidates for such vacancies may also be nominated by the membership and presented to the President of the organization prior to April 1.
Section 2. The term of each
officer shall begin May 15 and end May 15 of the second calendar year.
Section 3. All officers are eligible for re-election but may only serve for two consecutive terms.
Section 4. A vacancy occurring in an office shall be filled by the appointment of the Executive Board and approved by the pastoral administrator and principal.
MEETINGS
Section 1. The regular membership meetings of this organization shall be held at dates selected by the Executive Board. At least four [4] regular membership meetings shall be held between September 1 and May 31.
Section 2. It shall be the duty of the secretary to furnish written notice of all regular meetings to the members at least five [5] days prior to the day of the meeting. Such notices may be incorporated in the school newsletters.
Section 3. Meeting of the Executive Board shall be called by the President as required to conduct the business of the organization.
Section 4. Special meetings of the regular membership may be called at any time by the Executive Board or upon the written request to the Executive Board by a majority of the members of the organization.
AMENDMENTS TO THE
CONSTITUTION
Section 1. All amendments to the Constitution shall be provided in writing to the Executive Board who shall see that copies of same are submitted to each member of the organization at least ten [[10] days before a regular membership meeting or a special meeting is called for the purpose.
Section 2. A two-thirds majority of the voting membership in attendance at the meeting shall be required for adoption of amendments to the Constitution.
ARTICLE I
MANAGEMENT
Section 1. Appropriation for all monies in excess of $100.00 per single item for expenditures of the organization shall be authorized by majority vote of the Executive Board.
Section 2. The Treasurer will prepare all checks for
disbursement and obtain appropriate signature.
Section 3. The fiscal year of this organization shall be from July 1 through June 30.
DUTIES OF
OFFICERS
Section 1. The President shall preside at all meetings of the organization and Executive Board; shall exercise a general supervision over the interest and welfare of the organization; shall appoint committees and the chairperson thereof, not otherwise provided for in the By laws; shall call special meetings of the organization and Executive Board as required in Article VII, Sections 3, 4, and 5 of the Constitution; shall call upon each committee chairperson to present positive attainable objectives for the fiscal year; shall be an ex-officio member of all committees; shall ascertain that all Executive Board members are familiar with the Constitution and By-Laws of the organization and that all such members fulfill their duties; shall serve as PTO representative on the School Advisory Council; shall perform such other duties as may be described in these By-Laws and Constitution or as assigned by the organization or by the Executive board.
Section 2. The Vice-President shall act as an aide to the President; shall assume, perform, and exercise all the powers and duties of the President in the event of absence or incapacity; shall act as chairman of the nominating committee; and shall perform such other duties as required by the Constitution and By-Laws of the organization and as delegated by the current Executive Board.
Section 3. The Secretary shall maintain an accurate
written record of all organization and Executive Board meetings; shall submit
minutes of such meetings for approval at each succeeding meeting; shall issue
and distribute all notices of meetings and other organization announcements;
shall be the teller for any action of the organization involving a vote of the
Executive Board and /or general membership; shall perform such other duties as
required by the Constitution and By-Laws of the organization and as delegated by
the current Executive
Board.
Section 4. The treasurer shall receive the annual dues for family membership; shall keep and maintain all membership records; shall counsel the organization in its financial activities to achieve the objectives of the organization; shall receive and be accountable for all monies of the organization; shall act as treasurer of all PTO events; when funds are generated they shall be made available and deposited; shall issue disbursement from the PTO funds as authorized by the President and the Executive Board; shall maintain an accurate written record of all receipts and expenditures; shall present a statement of account at every meeting of the organization and as requested by the Executive Board.
EXECUTIVE BOARD
Section 1. The Executive Board shall control and manage the activities of the organization and the appropriation of funds.
Section 2. The Executive Board will transact the necessary business in the intervals between regular membership meetings and such other business as may be referred to it by the organization members.
Section 3. The Executive Board shall prepare and approve an operating budget; shall be a Nominating Committee in accordance with Article V of the Constitution; shall approve the objectives of all committees; shall be empowered to fill vacancies within its body; and shall act on behalf of organization members in all matters pertaining to the organization; shall review a calendar of events with the Advisory Council..
Section 4. Each Executive Board member shall deliver to their successor all material following appointment of the successor. This will include a written resume of the Executive Board members’ activities, recommendations and job specifications.
COMMITTEES
Section 1. The Executive Board shall appoint any new committees deemed necessary to conduct the business of the organization and designate the chairperson thereof.
Section 3. Each committee shall consider such matters and assume such activities as are pertinent to its specific objectives. All committee reports are to be made to the Executive Board and/or an Executive Board member.
Section 4. Each committee chairperson is responsible for recruiting
members to help in the work of their committees as needed, to keep within the allocated budget given
the by Executive Board.
Section 5. Each committee chairperson must get the
approval by the Executive Board and then the principal prior to sending any
written communications to parents and/or staff.
QUORUMS
Section 1. The constitutional quorum of the organization shall be:
[a] The members present at any regular or special membership meeting.
[b] The majority of members of any committee.
Section 2. The quorum of the Executive Board shall be four [4] members.
MEETINGS
Section 1. The order of business for general meetings ordinarily is as follows:
[a] Call to order and prayer
[b] Minutes and Treasurer’s Report
[c] Committee reports [if any]
[d] Unfinished business
[e] New business
[f] Principal’s remarks
[g] Adjournment
[h] Program [if any scheduled]
[I] Closing prayer
Ordinarily, procedures shall be organized but with a level of suitable informality. If needed to move action, the President may invoke Robert’s Rules of Order in all cases not otherwise covered by the Constitution and By-Laws. Those present shall constitute a quorum.
AMENDMENTS
All amendments to these By Laws shall be subject to the same provisions as those regulating the Constitution.
Recommended by ____________________________________________ ___________
Parents Teacher Organization Date
Signed by _____________________________________________ ___________
Principal of All Saints School Date
Approved by ______________________________________________ _________
Superintendent of Catholic Schools Date