St. Stephen Catholic School
Parent-Teacher-Community
Organization
Constitution
and By-laws
Article I:
Name
The name of this organization shall be The
Parent-Teacher-Community Organization of St. Stephen
Catholic School (hereafter referred to as the PTCO.)
Article II:
Nature and Functions
The PTCO is an organization of parents,
faculty, and staff.
It is consultative in nature and function.
Its purpose is to strengthen the partnership between the
home, school, and community and to address issues of mutual
interest.
The PTCO shall
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Participate in ongoing spiritual and educational growth in
order to support a high standard of family life in
appreciation of catholic education.
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Provide fellowship among constituents of
St. Stephen
School by contributing to effective
communication and cooperation between parents, faculty, and
community.
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Assist and support the Pastor, Principal, faculty, staff and
school advisory board.
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Coordinate fundraising activities to help provide financial
support for the school.
Article III:
Authority
The PTCO shall function under the authority delegated to it
by the Pastor and Principal.
The Principal is responsible for providing leadership in the
formulation of recommendations and the decision-making
process.
Article IV:
Duties and Responsibilities
The PTCO
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Is supportive of the administrative procedures that have
been developed by the Pastor and Principal.
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Represents all parents and guardians of students at
St. Stephen
School.
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Promotes the identity of St. Stephen as a
Catholic School.
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Assists the Pastor and Principal, faculty and staff by
providing volunteer services that will help develop the
moral, intellectual, and physical life of students.
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Promotes St.
Stephen School
fundraisers.
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Offers well planned programs and information of particular
interest to parents, facilitating their role as primary
educators.
-
Coordinates activities with the Principal, faculty, and
School Advisory Board.
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Maintains confidentiality of all sensitive matters that come
before the organization.
Article V:
Membership
The general membership shall consist of
School parents and guardians, Pastor, Principal, faculty,
staff, relatives and church members of St. Stephen Catholic
Parish.
Article VI:
Meetings
There shall be three to five general PTCO
meetings during the school year.
Article VII:
Executive Board
The Executive Board shall consist of
President, Vice President, Secretary, Treasurer,
Social/Hospitality Coordinator, Fundraising Coordinator, and
School-Life Coordinator.
The Pastor and Principal shall be ex officio, non-voting
members of the Executive Board.
The Executive Board shall generally meet
monthly during the school year.
It is the responsibility of Board Members to fulfill their
duties as described herein.
The President Shall:
-
Preside at all meetings of the PTCO and the Executive Board.
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Prepare agendas for the Executive Board Meetings, in
consultation with the Principal, and distribute them in
advance.
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Prepare agendas for the General Meetings, in consultation
with the Principal and the Program Committee.
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Appoint chairpersons of special committees, including the
nominating committee, with the approval of the Executive
Board.
-
Oversee the function and performance of all Executive Board
members and committee chairs.
-
Maintain open communication with the Pastor, Principal, and
School Advisory Board.
The Vice President Shall:
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Perform all the duties of the President in the President's
absence
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Chair the Program Committee, which suggests, coordinates,
and presents programs of interest to the membership at the
General PTCO meetings.
The Secretary Shall:
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Record the minutes of the General and Executive Board
meetings and submit copies to the members of the Executive
Board, the Principal, Pastor, and School Advisory Board
Chairman.
-
Supervise taking of attendance at all general PTCO and
Executive Board meetings and include attendance figures in
the minutes.
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Prepare and disseminate correspondence and communication
from the PTCO including notice of all meetings.
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Keep a copy of the By-Laws and Standing Rules at all
meetings
The Treasurer Shall:
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Receive all funds for the Organization.
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Keep an accurate account of deposits and expenditures.
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Make only such payment as are authorized by the Pastor and
Principal.
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Submit a monthly financial statement to the Executive Board,
Pastor, and Principal.
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Submit a report at all general meetings.
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Prepare a year-end financial statement.
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Coordinate with the Fundraising Chair to reconcile all
monies collected from fundraising activities.
The Social/Hospitality Coordinator Shall:
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Provide for refreshments and babysitting at all general
meetings.
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Coordinate faculty luncheons, teacher appreciation week and
similar recognitions.
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Reach out to families who experience life changes (births,
deaths, illness, etc.)
The Fundraising Coordinator Shall:
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Organize and oversee all fundraising efforts.
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Appoint Sub-Committee Chairs as needed, and in consultation
with the Executive Board, for position such as Campbell's
Soup, Scrip, and Book Fair Chairs.
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Oversee the function of all subcommittees.
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Be responsible and accountable for all monies raised, and
forWArd them to the treasurer.
The School-Life Coordinator Shall:
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Organize and oversee all activities that impact school life,
including but not limited to volunteer activities,
publicity, and historian.
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Appoint Sub-Committee Chairs as needed, and in consultation
with the Executive Board.
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Oversee the function of all subcommittees.
Article VIII:
Election of Officers
The Nominating Committee, composed of one
representative of the Faculty and two parent members, shall
nominate the slate of officers. Any member of the organization may submit
names of candidates to the Nominating Committee.
All parent/guardian members of the
organization are eligible for office. Only current Executive
Board members are eligible for President. Candidates must
have one-year of board experience to be eligible for the
Presidency.
Faculty and staff are not eligible to hold office.
Board members shall not be members of the same household.
The slate of candidates shall be presented
to the Membership prior to the last General Meeting of the
year. Election
will take place by ballot at the final meeting of the school
year. All
members of the organization are eligible to vote. One vote
per family is allowed.
The term for each executive board position
shall be one year.
Officers may hold the same office, if elected, for two
consecutive terms. Committee chairmen may hold their
positions indefinitely but must be re-elected each year.
Note: If an executive board position has no
other willing nominee, the same person may hold the position
indefinitely, if re-elected.
Any mid-term vacancy on the Executive Board
shall be filled by nomination by the President, approval of
the Pastor and Principal, with a confirming vote of the
majority of the Executive Board.
Article IX:
Standing Committees
The Standing Committees of the organization
are the Program Committee, the Social/Hospitality Committee,
the Fundraising Committee, the School-Life Committee, and
the Nominating Committee. Each of these, with the exception of the
Nominating Committee, is chaired by a member of the
Executive Board.
Article X:
Conducting Business
All decisions will be determined by a
simple majority.
Minutes of the previous meeting, and the
agenda for the next scheduled meeting, should be submitted
to all Executive Board members at least five working days
before the meeting.
Items for the agenda should be submitted to the Chairman at
least 10 working days before the meeting.
The ordinary order of business shall be:
1.
Call to order
2.
Opening Prayer
3.
Approval of Minutes
4.
Pastor
5.
Principal
6.
Action Items (Old Business)
7.
Discussion Items (New Business)
8.
Committee Reports
9.
Questions
10.
Closing Prayer
The PTCO and the Executive Board may
establish its own rules and procedures, but in the absence
of such rules, Robert's Rules of Order (revised) shall
apply.
Article XI:
Amendments
Amendments of the Constitution and By-Laws
shall be proposed in writing at one regular meeting of the
Executive Board. If a majority vote of the Executive Board
supports the amendment, the proposed amendment will be brought
to the next general meeting of the PTCO.
A two-thirds vote of the PTCO members in attendance is required
to amend. The Pastor and Principal must approve all
amendments.
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