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PTO Constitution and Bylaws
Cassie Baldwin, PTO President
Tuesday, September 01, 2015

Immaculate Heart of Mary Catholic School

PTO Constitution

Article I – Name

This organization shall be known as the Immaculate Heart of Mary Parent-Teacher Organization (IHM-PTO).

Article II – Vision and Mission

PTO Vision: Create a God-centered sense of belonging within the IHM school community.

PTO Mission: To welcome and engage IHM families; to facilitate the communication pathway between teachers and parents; and to provide fundraising opportunities to help support IHM school.

Article III – Membership

Membership shall be open to all parents/guardians of students enrolled in school and to the faculty of the school.

Article IV – Officers

The officers of this organization shall be the president, vice-president, secretary, and treasurer. The term of office shall be for one year, and no person shall be eligible to hold the same office for more than two consecutive terms. Should action teams/special committees be formed (see below), the officers will lead teams/committees in implementing the PTO Vision and Mission.

Article V – Executive Committee

The executive committee is comprised of the officers plus the pastor and principal. A past president may be a member of this committee. All matters pertaining to policy and administration shall be vested in the executive committee. Meetings of the executive committee shall be called by the president as needed.

Article VI – Action Teams/Special Committees

Action teams (or special committees) may be formed to facilitate the needs of the PTO. Examples of action teams may include, but are not limited to: Welcome Team, Publications Team, Event/Meeting Planning Team, Teacher Support Team, and Shirt Shop Team. Each team’s mission should align with the PTO mission and help achieve PTO goals. Team leaders and member roles will be filled on a volunteer basis and does not require an election.

Article VII – General Membership Meeting

There shall be at least three (3) general membership meetings held each school year. An officer election should take place at the last meeting of the school year.

BYLAWS

Article I – Duties of Officers

Section 1 – The president shall preside at all meetings of this organization. He/she shall create the PTO meeting/event schedule for the year, develop meeting agendas with input from officers and members, maintain the PTO email account, maintain PTO documents and perform other duties pertaining to the office including: appointing special committees as needed, serve as an ad hoc member of other committees, work cooperatively with the pastor, the principal, the other PTO officers, and the school board. Should special committees or action teams be formed, the president shall have close contact with team/committee leaders to ensure activities of those groups are planned and executed appropriately.

Section 2 – The Vice-President shall perform all the duties of the president in his/her absence, and shall assume the duties of president until the next annual election if the office becomes vacant.

Section 3 – The secretary shall record minutes at PTO meetings. Meeting minutes shall be made public through the IHM smartphone app and IHM School website. The prior meeting’s minutes shall be approved at general meetings.

Section 4 –The treasurer shall prepare the PTO budget for the upcoming school year and submit it to the executive committee for approval.He/she shall give an update on the PTO account at each general meeting in addition to a written report which shall be examined and certified by the executive committee. He/she shall oversee the process for reimbursement requests, approvals, and disbursements.

Article II – Election of Officers

Nominations of officers shall be made by any PTO member. A request for nominees will be made public. Nominees will be approached by the President to determine their willingness to serve as a PTO officer. If the nominee is willing to serve, their name shall be added to the ballot for PTO officer election. Voting shall be by secret ballot at or prior to the PTO’s last regular meeting of the school year. The election of officers shall take place at the last regular meeting of the school year. A simple majority vote of members present is needed for a person to be elected to an office.

Article III – Order of Business for General Meetings

  1. Call to Order and Welcome
  2. Prayer
  3. Review of Minutes
  4. President Report
  5. Treasurer Report (and other officers as needed)
  6. Committee/Action Team Report(s)
  7. Unfinished Business
  8. New Business
  9. Pastor’s Remarks
  10. Principal Report
  11. Program (if any scheduled)
  12. Announcements (next meeting)
  13. Adjournment
  14. Prayer

Article IV – Standing Rules

  • 1.Dues shall be $15 annually, payable at registration.
  • 2.Any fund-raising activities undertaken by the PTO must be in consultation with the principal and approved by the school board’s fundraising committee.
  • 3.All expenditures must have prior approval by the PTO officers before they can be submitted for reimbursement.
  • 4.Expenditures up to $100 may be approved by the executive committee without vote of general membership.
  • 5.Expenditures over $100 must have approval of the executive committee and be voted on by the general membership.
  • 6.Expenditures above $500 will have approval of the executive committee and school board before presenting for vote by general membership.
  • 7.Copies of the treasurer’s report shall be given to the pastor annually.
  • 8.The Immaculate Heart of Mary School Secretary shall receive all PTO dues and other monies and shall make disbursements as directed by the executive committee and the principal. The School Secretary shall maintain PTO financial records.
  • 9.An audit will be conducted by the beginning of the next school year.
  • 10.There must be two signatures on requests for reimbursement (PTO Treasurer and School Principal).
  • 11.Receipts must be kept for auditing purposes.

Article V – Parliamentary Procedure

The rules contained in ROBERT’S RULES OF ORDER, REVISED shall govern this organization in all cases not otherwise covered by this constitution and by bylaws.

Article VI – Review and Revisions of the Constitution and/or Bylaws

The constitution and bylaws shall be made available to all members. A copy of these documents shall be retained in the school office. The constitution and bylaws shall be reviewed annually at the first PTO officer meeting and revised as needed. Revisions will be approved by vote at the first general meeting. A two-thirds vote of the members present is needed to approve amendments or revisions to the constitution and bylaws.

Adapted from: the Manual of Policies and Regulations, Elementary and Secondary Catholic Schools of Arkansas, Diocese of Little Rock, 2011 Edition, Sections 3.03, 6.00, and 6.25. Pages 42, 81-85. Available at: http://www.dolr.org/offices/schools/policymanual_2011.pdf

Developed: Aug 2014

Reviewed: Aug 2015

Revised: Aug 2015