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PAULINE MEMORIAL CATHOLIC SCHOOL
PARENT TEACHER ORGANIZATION
CHARTER
Article I: Name
The name of this organization shall be the Pauline Memorial Catholic School (PMCS) Parent Teacher Organization, commonly referred to as PTO.
Article II: Mission
With Jesus Christ as our guide, our mission is to enhance the learning environment for students, administration, and faculty at Pauline Memorial Catholic School by raising funds and building community to support the goals of the school.
To achieve this mission, the organization shall:
Cooperate with the principal and school advisory board to promote the educational, spiritual, physical, cultural, and social development of the students.
Promote communication among parents, teachers and administration to provide for a closer relationship between the home and the school, so that parents and teachers may cooperate in the education of the students.
Enhance the education of the PMCS students through volunteer help, enrichment programs and fund-raising activities to support those programs.
Article III: General Membership and Fees
General Membership shall consist of the principal and teachers of PMCS as well as the parents or guardians of any students enrolled at PMCS. No fees for membership shall be charged unless voted and approved by the PTO General Membership.
Article IV: Organization Form
The PTO is currently chartered as an advisory committee to Pauline Memorial Catholic School (PMCS) of St. Paul(s Catholic Church of the Diocese of Colorado Springs, Colorado.
Article V: Executive Board of Directors
Section 1: Number of Directors and Presidents-Elect
1. The Executive Board of this organization shall consist of a President or Co-Presidents, a Secretary, and a Treasurer, elected by the membership, each of whom shall serve as voting Directors ex officio1, together with such other voting Directors as may be elected by the membership. Voting Directors shall number less than five (5) nor more than seven (7), as determined by the membership at the general election meeting described herein.
2. The Executive Board may also include a President-Elect or Co-Presidents Elect, who shall not vote as Directors until the commencement of their term of office. The use of President-Elect or Co-Presidents Elect positions is highly encouraged to provide mentoring and continuity but is not required; the recommendation to have such offices being made from time to time by the Executive Board prior to the election meeting of the membership.
Section 2: Term of Office and Service Limits
The term of a President or Co-Presidents, the Secretary, the Treasurer, and any Director shall be one year and shall not exceed two consecutive terms as an officer or Director in any capacity. The term of office shall begin on July 1 to coincide with the fiscal year of the organization and terminate at the end of such fiscal year.
Section 3: Election of Officers and Directors
Officer and Director nominees for the next term of office shall be announced by the Executive Board for election by the General Membership at the regular annual April PTO meeting. Additional candidates may be nominated orally or in writing from the membership at such meeting and shall be eligible for election without the concurrence of the Executive Board of Directors. This meeting shall be well-publicized to all PMCS parents to encourage attendance. Officers and Directors shall be elected by the membership from the nominees proposed at the announced election meeting. Each member shall be entitled to one vote per member actually present at such meeting (not one vote per student) and proxies for voting shall not be permitted. Election shall be by a simple majority of those members present and voting for each office or director.
Section 4: Qualification for Office
Each serving officer and Director shall be a member of the PTO.
Section 5: Vacancies
A vacancy occurring in any office shall be filled for the unexpired term by a majority vote of the attendees at the next regularly scheduled meeting or at a special meeting called for that purpose. The vacancy shall be announced to the general membership to solicit a replacement. If vacancies should occur in all the offices, the principal of PMCS shall call a special meeting to nominate and vote on replacements for the offices.
Article VI: Duties of Officers
Section 1:
The duties of the President or Co-Presidents shall include:
1. Presiding at all regular and Executive Board meetings of the organization,
2. Sitting on the PMCS School Advisory Board,
3. Coordinating the work of the officers and committees of the organization in order that the objectives may be promoted,
4. Approving the chairpersons of all committees, and
5. Performing such other duties as may be prescribed in the Charter, assigned by the organization or by the Executive Board.
Section 2:
We highly encourage President-Elect or Co-Presidents-Elect positions to begin close to the beginning of the school year, if possible. The duties of President-Elect shall include:
1. In the absence of the Co-Presidents, performing all duties of Co-Presidents,
2. Working closely with the Co-Presidents and assisting the Co-Presidents in their duties.
Section 3:
The duties of the Secretary shall include:
1. Recording the minutes of all regular and Executive Board meetings of the organization,
2. Posting the minutes by the end of the week following a regular PTO meeting,
3. Providing copies of minutes to all Executive Board members, whether in attendance or not,
4. Having available a current copy of the Charter for reference at any organization meetings,
5. Preparing all PTO correspondence, including thank-you notes,
6. Performing such other duties as may be needed.
Section 4:
The duties of the Treasurer shall include:
1. Keeping a full and accurate account of receipts and expenditures,
2. Making disbursements as authorized by the Executive Board and this Charter,
3. Presenting a financial statement at every regular meeting of the organization and at other times as requested by the Co-Presidents or Executive Board,
4. Preparing an annual budget with input from the Executive Board and committee chairpersons with approval by the membership at the commencement of the fiscal year, and
5. Performing such other duties as may be needed.
Article VII: Duties of the Executive Board
The duties of the Executive Board shall include:
1. Transacting necessary business in the intervals between the regular meetings of the General Membership,
2. Creating standing and special committees,
3. Reviewing the plans of work of the standing and special committees,
4. Preparing and submitting an annual budget to the General Membership for approval at a regular PTO meeting within two months of the commencement of the fiscal year and for a period not to exceed two months after the end of the fiscal year or until another budget has been so approved, and
5. Approving routine bills within the limits of the budget (see Article XI: Fiscal Affairs - Section 3),
6. Voting privileges (as defined in Article III).
Article VIII: Duties of the General Membership
Section 1:
A member of the organization (as defined in Article III) shall have voting privileges at any meeting he/she attends. No proxy voting shall be allowed.
Section 2:
The function of the Principal shall be to provide a report on pertinent school needs and activities with which to assist the PTO in determining spending and activity priorities. The Principal(s vote shall be used only in the case of a tie.
Section 3:
The function of the Teacher Representative shall be to act as a liaison between the PTO and the teachers. The Teacher Representative may vote as a member of the PTO (as defined in Article III).
Section 4:
A quorum at all General Membership meetings shall consist of one more than half of the meeting attendees. No proxy voting shall be allowed.
Article IX: Committees
Section 1:
Only members of the organization shall be eligible to serve in any elective or appointive position.
Section 2:
There shall be such special or standing committees as the Executive Board may deem necessary to carry on the work of the organization.
Section 3:
The chairpersons of each standing committee shall present a plan of work to the Executive Board for approval. No committee work shall be undertaken without the consent of the Executive Board.
Section 4:
If a special committee is created and appointed for a specific purpose, it automatically goes out of existence when its work is done and its final report is received.
Section 5:
When requested by the Executive Board, committees shall present a report at the regular meetings of the organization.
Section 6:
Whenever possible, appointment of committee chairpersons should strive to represent a cross-section of school families (i.e., preschool, elementary, junior high, parish families, non-parish families, etc).
Section 7:
Suggested committees may include but are not limited to the following: Taste and Traditions of Pauline, Sally Foster, Pauline Panache, Golf Classic, and Sock Hop.
Article X: Meetings
Section 1:
Regular PTO meetings of the General Membership shall be held once monthly during the school year and shall be open to all PTO members (as defined in Article III).
Section 2:
The dates and times of the regular PTO meetings shall be fixed by the Executive Board at the first meeting of the school year.
Section 3:
Special meetings of the Executive Board or General Membership may be called by the President or Co-Presidents, the principal or by a majority of the Executive Board.
Section 4:
Decisions made by the General Membership shall be by a quorum (one more than half of the meeting attendees). No proxy voting shall be allowed. For fiscal decisions to be made, a meeting of the General Membership must have at least 10 people present. Decisions made by the Executive Board shall be by a quorum (one more than half of the voting members). If 10 people are not present at a meeting to vote on a fiscal decision, the President or Co-Presidents shall call the Chairperson for each of the fund-raising events of the current fiscal year to get additional votes verbally.
Section 5:
Matters may be placed on the Agenda for regular meetings of the General Membership by contacting the President or one of the Co-Presidents at least one week prior to the meeting.
Article XI: Fiscal Affairs
Section 1:
The fiscal year of the organization shall be July 1 - June 30 unless otherwise determined by the Executive Board or principal of PMCS or St. Paul(s Catholic Church of the Diocese of Colorado Springs, Colorado.
Section 2:
Profits from PTO fund-raising events shall be used to reflect the mission and purpose of this PTO. Profits from PTO fund-raising events shall not be used in the church(s operating funds according to the goals and purposes of this PTO organization.
Section 3:
Purchases for items within the approved operating budget limits for the fiscal year require no further voting. Purchase decisions deviating from the approved operating budget shall be made by a simple majority of the members present at a regular PTO meeting. If an expenditure decision for a purchase under $1,000 is felt to be necessary by the Executive Board, then a majority vote of the Executive Board shall be required before the purchase can be authorized. All other expenditures or commitments of funds of the PTO to be made in that fiscal year, including extraordinary expenditures, shall be made only after approval by the General Membership at a regular or special meeting upon proper notice. Commitments of funds or expenditures to be made beyond the fiscal year shall require a 67% vote of the membership present at a regular or special meeting with not less than 15 days advance written notice of such item stating the nature and amount of the proposed commitment or expenditure.
Section 4:
If possible, all profits from PTO fund-raising during a particular school year shall be expended during that same school year. That amount which is necessary for reserves, operating and start-up expenses shall be carried forward to the next school year. Unexpended funds shall be carried over to the next year(s budget.
Section 5:
The PTO accounting records shall be audited on an annual basis by someone other than a member of the Executive Board. This audit can be completed by anyone within the PTO General Membership at the discretion of the principal of PMCS.
Article XII: Amendments
This charter shall be reviewed on an annual basis by the Principal, PTO Executive Board, Teacher Representative, and any other interested members of the PTO. If it is recommended that the charter be amended, it may be amended at any regular meeting of the organization by a quorum, provided the proposed amendments have been submitted in writing at least 10 days prior to the meeting at which it is to be voted on.
Article XIII: Dissolution
In the event of the dissolution of the PTO organization, its assets shall be distributed to any tax-exempt organization or organizations as approved by a quorum vote of the General Membership at a regular or special meeting.
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