AND RESTATED BYLAWS OF
MONICA SCHOOL PARENT TEACHER ORGANIZATION
March 3, 2016
it has been deemed necessary by the pastor, principal, the parents and
for the community of St. Monica Catholic School (“SMS”) to be served by a
organization (the “PTO”), which will be governed by its bylaws and a
the Bylaws of St. Monica School Parent Teacher Organization were last
to be effective September 13, 2011 (the “2011 Bylaws”);
almost one year after the effective date of the 2011 Bylaws, the Diocese of
revised its Handbook of Policies and Procedures for Elementary and Secondary
(August 15, 2012), which governs the authority and jurisdiction of the PTO;
the 2011 Bylaws should be amended to reflect changes in the Handbook of
and Procedures for Elementary and Secondary Schools and the current innerworkings
the PTO; and
under Article XIV of the 2011 Bylaws:
Bylaws may be amended at any meeting of the organization by a twothirds
of those present, providing notice of such intent is given to the
membership no less than 10 school days prior to a meeting of the
BE IT RESOLVED, that notice and voting requirements of the 2011
have been met and that the below Amended and Restated Bylaws of The St.
School Parent-Teacher Organization (the “Bylaws”) are hereby consented to,
of and ratified.
name of this organization will be the St. Monica Parent Teacher Organization
in the Recitals, the “PTO”).
Section 1. Diocesan
Requirements. Section 3362 of the Dallas Diocese Handbook of
and Procedures for Elementary and Secondary Schools (eff. Aug. 15, 2012) (the
Handbook”) requires that the PTO:
a. derive its tax-exempt status
through St. Monica Catholic Church (the “SMCC”)
and/or The Roman Catholic Diocese of
b. be subject to diocesan policies;
c. not be separately incorporated
from SMS, SMCC or The Roman Catholic Diocese
Section 2. Jurisdiction.
Section 3342 of the Diocese Handbook provides that the PTO
under the jurisdiction of the SMS Principal and the SMCC Pastor. The PTO
body oversees the daily operations of the PTO.
Section 3. Use
of Funds. Section 3342 of the Diocese Handbook provides that all funds
by the PTO shall be used only for the benefit of the SMS community and for the
and necessary operating expenses of the PTO. Therefore, the funds
by the PTO fundraising efforts are intended to fund initiatives and programs
the SMS community, pay for reasonable and necessary expenses of the PTO and
donations toward school projects to be determined by the SMS Principal with
from the PTO Executive Board. Funds will be deposited with SMS in a reasonable
consistent with these principles. As an example, the PTO may hold its funds in
bank account with the SMS Principal and/or SMCC Pastor acting as additional
As set forth under Article VI, expenditures of these funds must be approved
the Chief Administrator or designee, which for the purposes of these Bylaws is
Principal or his or her designee.
purpose of this PTO will be to promote the spiritual, educational and physical
of the children of SMS. It is also the aim of the PTO to bring into closer
the HOME, CHURCH, and the SCHOOL. The PTO accomplishes its purpose
programs, initiatives and fundraising, all of which should be an example of
community life. These are stated in the Letter of Saint Paul to the Ephesians,
4, Verse 2-4 and 29-32.
“Bear with one another charitably,
in complete selflessness, gentleness and
patience. Do all you can to preserve
the unity of the Spirit by the peace that
binds you together. There is one
Body, one Spirit, just as you were all called
into one and the same hope when you
were called…Never have grudges
against others, or lose your temper,
or raise your voice to anybody, or call
each other names or allow any sort
of spitefulness. Be friends with one
another, and kind, forgiving each
other as readily as God forgave you in
PTO Executive Officers, members of the PTO Executive Board, Homeroom Parents
members are asked to conduct their duties as much as possible according to
In addition, all PTO Executive Officers, members of the PTO Executive Board
Homeroom Parents must have a Safe Environment Badge issued for the school year
which he or she holds his or her respective position.
Pastor of SMCC, the Principal, faculty and staff of SMS, and the parents or
SMS students will be considered members of the PTO (the “General Membership”).
dues are collected as part of the School Academic Fee, and are determined by
Executive Officers and approved by the St. Monica School Board (the “School
These are then passed on to the PTO through the SMCC Business Office.
VI PTO BUDGET
Section 1. Budget.
In accordance with the guidelines set forth by the Diocesan
and as set forth in Article II above, the PTO will prepare an annual proposal
finances and activities for the upcoming school year (the “Budget”). The
is to specify regular line items for standing expenses assumed by the PTO. The
will submit its Budget in August and May to the School Board for review. The
to the extent possible, to pre-fund next year’s Budget first, prior to making
toward additional school projects.
Section 2. Approval.
After input from the PTO Executive Board, the Budget will be
by (i) a majority vote of the PTO Executive Officers and (ii) the Chief
or Designee, as referred to in Article II.3 of these Bylaws. The Budget
then be presented at the first PTO Meeting of the General Membership of the
for approval by the majority of the General Membership present.
Section 3. Changes.
Significant changes in plans from the approved Budget will require
explicit approval of the School Board and General Membership.
Section 4. Compilation.
Additionally, an annual compilation will be conducted by an
source of the PTO after the close of each fiscal year, to be completed before
new school year begins.
VII EXECUTIVE OFFICERS
Section 1. The
Executive Officers are the SMCC Pastor, SMS Principal, President,
Vice-President, 1st Vice-President, 2nd Vice President, 3rd Vice President,
Treasurer and Assistant Treasurer (collectively, the “Executive Officers’).
Section 2. The
following Executive Officers will be elected pursuant to the procedures
forth under Article XIII: President, Executive Vice-President, 1st
President, 3rd Vice President, Secretary, Treasurer and Assistant Treasurer
Section 3. In
the event of a vacancy of an office, a new Elected Officer will be appointed
installed by the President.
Section 4. In
order to insure a smooth and orderly transition from one year to the next,
outgoing and incoming Elected Officers will meet at some time following the
and before the end of the school year.
VIII EXECUTIVE BOARD
Section 1. The
Executive Board will be comprised of voting and non-voting members.
voting members will be the Executive Officers and a Faculty Representative, as
below. The non-voting members are the PTO Executive Board Advisor, the
Level Representatives and the Committee Chairpersons, all as defined below.
Section 2. The
Faculty Representative will be a faculty member appointed by the SMS
to act as liaison with the PTO.
Section 3. The
PTO Executive Board Advisor is a one-year, non-voting advisory
to be held by the previous year’s PTO President. In the event that the previous
PTO President is unavailable to fulfill this position, the PTO President may
another previous PTO President as PTO Executive Board Advisor.
Section 4. The
Grade Level Representative will be a representative from each grade
One or two people may hold this position. The selection will take place at the
of the General Membership (the “May Meeting”). Those persons interested in
Grade Level Representative for the following school year should attend this
If more than two persons express interest in being selected as Grade Level
at the May Meeting and, if after discussion with the President, no
can be reached as to whom will act as Grade Level Representative or Grade
Representatives, two individuals will be chosen at random. The Preschool and
Grade Level Representatives will also be chosen at this time from parents
currently have children at SMS and will also have a Preschooler or
in the upcoming school year.
Section 5. The
Committee Chairpersons refer to the chairperson of the PTO
and who shall be appointed by the President.
Section 6. The
Executive Board will meet at the discretion of the President. These
will be in addition to attendance at General Membership meetings.
Section 7. Any
new business to be conducted at any General Membership meeting
be presented to the President prior to presentation at the general meeting.
Section 8. Any
voting member of the Executive Board who is absent from two
General Membership meetings and/or Executive Board meetings may be
to review by the voting members of the Executive Board. The Executive Board
rule on the member’s fitness to continue in office and may remove that member
his or her position on the Board.
Section 9. In
the event of a vacancy of a non-voting member of the Executive Board, the
will fill the vacancy on the Board by appointment.
IX DUTIES OF EXECUTIVE OFFICERS
Section 1. President.
It will be the duty of the President to preside at all meetings,
any officers not subject to election by the General Membership and appoint all
Chairpersons. The President will give a report at each meeting of the
Board and at each General Membership meeting. The Executive Board
for the Pastor and the Principal) will report to the President or the
Vice-President. The Executive Vice-President will preside over the
and activities as discussed with the President. The Executive Vice-
(EVP) will be the chief parliamentarian at all meetings and address any
question arising at any meeting. ROBERTS RULES OF ORDER, REVISED
be the authoritative reference for use in meetings of the organization. In the
of the President at an Executive Board meeting or General Membership
the EVP will preside over those meetings. If the current President is unable to
his or her responsibilities through the current school year, the EVP will
the PTO Presidency. In this event, the EVP position may remain vacant until the
Vice-President. The 3rd Vice-President will preside in the absence of the
and the President. The 3rd Vice-President will coordinate the Grade
Representatives and Homeroom Parents for Grades 6 through 8. The 3rd Vice-
will instruct these Grade Level Representatives and their Homeroom Parents
their duties and remind them of their responsibilities. The 3rd Vice-President
over the committees and activities as discussed with the President.
Vice-President. The 2nd Vice President will preside in the absence of the
Executive Vice-President and the President. The 2nd Vice-President will
the Grade Level Representatives and Homeroom Parents for Grades 3
5. The 2nd Vice-President will instruct these Grade Level Representatives and
Homeroom Parents of their duties and remind them of their responsibilities. The
Vice-President will preside over the committees and activities as discussed
Vice-President. The 1st Vice-President will preside in the absence of the
the 1st Vice-President, the Executive Vice-President and the President. The
of the 1st Vice-President will include the coordination of the Grade Level
for Preschool through 2nd Grade and Homeroom Parents of those
The 1st Vice-President will instruct Grade Level Representatives and
Parents of their duties and remind them of their responsibilities. The 1st
will preside over the committees and activities as discussed with the
The Secretary will keep and record the minutes of all meetings of the
Board and of the General Membership. The Secretary will post the minutes of
previous meeting at each meeting and make them available to the SMS community.
Secretary will keep a record book in which the Bylaws, with amendments thereto,
entered to date.
The Treasurer will receive and disburse all monies, render an itemized
of receipts and expenditures and pay out money only upon order of the
Officers, or in an emergency, upon order of the President. The President and
Officers may establish procedures, which permit the Treasurer to disburse
without direct authorization of each expenditure upon compliance with the
established by the President and Executive Officers. The Treasurer will, in
with the President and the SMS Principal, draw up and present for approval
Budget pursuant to Article VI.
each meeting of the Executive Board and General Membership meeting thereafter,
Treasurer will present detailed budgetary updates. Copies of all treasurer
be given to the SMS Principal. No person may serve two consecutive one-year
Treasurer. The Assistant Treasurer will serve at the discretion of
His or her duties may include oversight of specific budgetary areas.
Section 2. In
case of absence from an Executive Board or General Membership meeting,
officers and chairpersons will present their reports prior to the meeting to
Section 1a. The
President will appoint the chairpersons of all committees. The
will discuss the importance of attendance at all meetings with the newly
Each committee chairperson will report to the President and Treasurer on a
during the preparation for an event. The committee will suggest the dates of
keep accurate records of monies disbursed and/or merchandise purchased,
a written budget, publicize the event, and handle all other details of the
committee will submit a written report to the Executive Board at the conclusion
Each committee chairperson will file a written report with the Executive Board
conclusion of his or her duties. These reports will be retained by the
furnish copies to the following year’s chairperson.
Section 2. Standing
Committees. The Standing Committees of the PTO are
to be Autumnfest, Spirit Store and Used Uniform Sale, but are more
set forth on Addendum A.
Section 3. Other
Committees. The President may provide for other committees, with
by the Executive Officers. Each committee will have such powers, duties and
as assigned by the President.
Section 4. Election
Committee. An Election Committee will be appointed by the
from members of the PTO. The committee will consist of at least two existing
Board members, who are not candidates for any of the Elected Offices, and
members of the General Membership, who also do not intend to seek office. If an
Committee member wishes to resign from the Election Committee to seek
he or she must resign no later than three weeks prior to the election. His or
must be accepted by the President at least three weeks prior to election.
SMCC Pastor and the SMS Principal will be “Ex-Officio” members of the Election
The Election Committee will conduct the PTO Election as set forth under
XI HOMEROOM PARENTS
Selection. During the first 10 days of school, the 1st Vice-President, 2nd
the 3rd Vice-President and the Grade Level Representatives will
and coordinate a meeting to organize and select Homeroom Parents. The
Level Representative for the grade may also be selected as Homeroom Parent for
Homeroom his or her child is in for that grade.
Section 2. Head
Homeroom Parent. The Grade Level Representative may also act as
Homeroom Parent for that particular grade. If the Grade Level Representative
it necessary to have a Head Homeroom Parent other than himself or herself, all
interested in serving as Homeroom Parents of a particular class will meet to
one parent who will serve as Head Homeroom Parent. If more than one
wishes to be Head Homeroom Parent for any particular homeroom, the Vice-
responsible for the grade level shall make the final decision regarding the
of the Head Homeroom Parent. The Vice-President may determine that the
will be shared or may select one or more of the parents to assume the duties of
Section 1. The
General Membership meetings of the PTO will be scheduled monthly in
months of September to May. There will be a 7-day notification in the event
change in the date of any regular General Membership meeting or Special
During General Membership meetings, members will not present new
without prior consent from the President. The President will coordinate these
to ensure they pertain to the business and responsibilities of the PTO.
Section 3. The
President will limit these presentations, as he or she deems appropriate
ensure a timely General Membership meeting. Following these member
the President will accept appropriate discussions.
Section 1. Nominations.
At the March Meeting of the General Membership, the Election
as set forth under Article X.4, may take nominations for any of the Elected
positions. The Election Committee will inform each qualified candidate of the
of the office to which he or she has been nominated and may seek the
of such nomination. The Election Committee is responsible for providing to
General Membership a slate of at least one qualified candidate for each
no later than 10 days before the April Meeting.
Section 2. Election.
If an election is necessary for a position or positions, the Election
will oversee the entire election process: including, but not limited to,
information concerning candidates, distributing ballots to the General
electronic or otherwise, counting ballots, and any other actions it deems
to conduct a fair election.
Section 3. Voting.
The Elected Officers will be elected by plurality vote of the General
at the April meeting of the current year, and installed at the May meeting
set forth in Article 8 of these Bylaws.
Section 4. Installation.
The Incoming Elected Officers will be formally installed at the
Meeting of the current year and, except for the incoming Treasurer, will assume
her duties following the end of the current school year. The incoming Treasurer
his or her duties beginning with the Fiscal Year, which is currently July 1.
PTO may request that the Holy Sacrifice of the Mass be offered on the following
the first day of school in honor of the Holy Spirit for the success of the
the last day of school in thanksgiving for the successful completion of the
or upon the death of any current member of the organization or his or her
three times a year for the deceased relatives and friends of the PTO members.
Bylaws may be amended at any meeting of the PTO by a two-thirds vote of those
providing notice of such intent is given to the General Membership no less than
school days prior to a meeting of the General Membership.
to and approved by the General PTO Membership on March 3, 2016.