1 Constitution and By-Laws of the Divine Mercy Catholic Academy Parent Teacher Organization (Revised February 2017) Article I Name The name of this association shall be the Divine Mercy Catholic Academy (DMCA) Parent Teacher Organization, (hereafter referred to as the PTO) located in Johnstown, in the Diocese of Altoona-Johnstown in the state of Pennsylvania. Article II Objectives Section 1. The mission of the DMCA PTO is to formally involve parents in their children s education by promoting and maintaining volunteer opportunities within the school as well as to support the administrators, the teachers, and the students by providing funds to enhance students learning experiences. Section 2. The PTO consists of four committees: Fundraising, Learning, Hospitality and Homeroom Parents. Members are encouraged to participate in at least one committee, but may elect to serve on more than one. Any parent who is unable to serve on a committee is welcome to help with any PTO activity, provided they have the necessary clearances and are up to date with the diocesan online Youth Protection Program to volunteer with students. Section 3. The DMCA PTO Committees are responsible for supporting the PTO mission and recruiting, communicating, and instructing necessary volunteers for their set committee. Section 4. The Fundraising Committee, along with the principal and vice-principals and Board fundraising chairperson, shall determine the needs for funds within the school and shall provide funds for students learning experiences. Section 5. The Learning Committee shall facilitate the active involvement of parents in their children s learning process and shall assist in the recruiting of speakers for in-school student programs and the PTO programs. The committee shall NOT develop school curriculum. Section 6. The Hospitality Committee shall help organize and plan as needed programs such as play receptions, Grandparent s Day, Teachers Breakfast/Luncheon, Kindergarten and Preschool Year-End Programs. as well as other activities as needed and in cooperation with the Principal/Vice-Principals.
2 Section 7. The Homeroom Parents Committee shall organize and plan classroom parties, field trips and Brown Bag Lunches as requested by the administration and faculty. Article III Membership DMCA PTO is an organization of parents or guardians of DMCA students, and teachers and administrators of Divine Mercy Catholic Academy (all campuses.) Membership in the PTO is automatic upon enrollment of children in the school or employment by the school. No dues or fees are required for membership. Rather, the PTO encourages parental/guardian involvement in and support of the PTO meetings and activities. Teachers are encouraged to attend or send a representative to the PTO meetings. All Officers and Committee Chairpersons must be active members of the PTO. Article IV Officers Section 1. The elected officers shall be the President, Vice President-East Campus, Vice President-West Campus, Vice President-Middle School Campus (at Bishop McCort HS), Secretary and Treasurer. Section 2. The President shall preside at the set agenda for all meetings of this Organization and its Executive Committee, authorizes payment of bills by the DMCA Business Manager and performs such duties as are incumbent of this office. Section 3. The Vice-Presidents shall, in the absence of the President, perform all the duties of the President and such duties as are assigned to this office. The Vice- Presidents shall be responsible for collecting Volunteer information for their particular campus at the beginning of each school year and distributing the contacts to the other Officers and Committee Chairs. Section 4. The Secretary shall keep the minutes of all meetings of the PTO and its Executive Committee, shall be responsible for receiving and maintaining all the PTO correspondence, communication and provide the set agenda for all meetings. Section 5. The Treasurer shall receive all moneys of the Organization and turn said monies over to the DMCA Business Manager who shall keep an accurate account of the Organization. The Treasurer, in conjunction with the DMCA Business Manager who will prepare the report, shall present financial reports at all the Executive and General PTO meetings. Section 6. These offices shall be elected at the April meeting by secret ballot. Section 7. Each Officer shall be responsible to and may be involved in one of the standing committees based upon his or her experience, knowledge of, involvement in and interest in the committee. Should two officers be interested in the same committee, the above points should be taken into consideration and if an agreement
3 cannot be reached, then the committee names should be chosen out of a hat to determine which officer is involved in which committee. Section 8. The term of the office shall be two years. No officer shall hold the same office for more than four consecutive years (two terms) unless the officer is unopposed in the election. Article V Executive Committee Section 1. The Executive Committee shall consist of the President, Vice President- East Campus, Vice President-West Campus, Vice President-Middle School, Secretary, Treasurer the attending Chairpersons of each of the standing committees, and an administrative and faculty representative. Any PTO Member may sit in on the Executive Committee meeting. Section 2. The voting members of the Executive Committee are the Vice President- East Campus, Vice President-West Campus, Vice President-Middle School, Secretary, Treasurer the attending Chairperson of each standing committee, and the administrative and faculty representative. The President may only vote to break a tie between other members of the committee. Section 3. The Executive Committee shall have full responsibility for the PTO s business affairs, including the approval of committee appointments, review of committee reports, formation and approval of the budget and the other administrative details. An approval shall consist of two thirds of the votes present. No vote shall be taken on any matter unless a quorum is present. Section 4. A quorum of the Executive Committee shall be four members of this committee as outlined in Section 2. Section 5. Meetings of the Executive Committee shall be determined by the Executive Committee and may be changed or cancelled at the discretion of the Officers. Section 6. The Calendar of Events for the following school year must be created and submitted to the necessary committees and the School Principal, by the Executive Committee, by June 30th. Article VI Disbursement of Funds Disbursement of funds under $250 not specifically budgeted will be approved by the President. Disbursement of funds over $250 will be approved by the Executive Committee. Expenses proposed for reimbursement must be submitted within 30 days of the purchase or of the PTO event. Also, written copies of the budget for each year shall be made available to those PTO members who so desire it at the first meeting of the PTO for the school year. All checks must be signed by the School Principal or Vice-Principal.
4 Article VII Meetings The regular meetings of the PTO shall be designated by the Executive Committee prior to the first meeting of the PTO. Special meetings shall be held at the call of the President. Article VIII Committees Section 1. The standing committees shall be Fundraising, Learning, Hospitality and Homeroom Parents. These committees shall perform such duties and functions as are described below. Section 2. The committees are directly responsible to the elected officers of the DMCA PTO. The committees shall consist of the Committee Chairperson, Co- Chairperson (if applicable) and any PTO member who would like to work on the committee. Section 3. The appointed Chairperson of each standing committee is responsible for the organization and meetings of the committee. He or she shall notify members of the committee of his or her appointment and shall inform the members and officers of upcoming committee meetings. She or he shall provide a list of members (with phone numbers) to the Executive Committee. She or he shall also submit an agenda of items to be discussed at the Executive Committee meeting to the President at least two days prior to the Executive Committee meeting. He or she shall keep the committee folder and be responsible for providing necessary paperwork for the use of next year s committee. Section 4. The appointed Co-Chairperson of each committee shall be responsible for assisting the Chairperson in his or her duties and responsibilities of the Chairperson so that the Co-Chairperson is ready to assume these duties in the following school year, if they so desire. Section 5. The chairperson of each committee shall hold this position for a twoyear term and may be offered the position of Chairperson for that same committee for the next two-year term. If the Chairperson does not want the position, the Co- Chairperson of the committee is encouraged to become the Chairperson. If neither the Chairperson nor the Co-Chairperson of a particular committee wants to fulfill the office of Chairperson in the following term, then a new Chairperson will be sought to serve the next two year term. If the committee fails to properly fulfill its responsibilities, the Executive Committee may seek a new Chairperson. Section 6. Suggestions of volunteers for new committee Chairpersons may be taken at the first meeting of the new term in the event that the current Chairperson of a committee does not want the position. Each of the persons suggested by another member should also be contacted to determine his or her interest in the position. Section 7. The Chairperson or Co-Chairperson of each standing committee shall submit a report with the committee findings and recommendations at the meetings
5 of the Executive Committee and should also make a report at the general meetings. This report should be submitted at the Executive or General Meeting, whichever is more immediate, following any events hosted by the committee. This report should review final numbers, successes, future recommendations and an updated list of volunteers from the event. Section 8. Ad hoc committees, in keeping with PTO objectives, may be appointed by the President with the approval of the Executive Committee as stated in Article V, Section 3. Article IX Nomination and Elections of Officers Section 1. A box for suggestions of potential Officers and new ideas/suggestions for the next term should be available at all the General Meetings. Each person whose name is suggested to run for an office should then be contacted by the Executive Committee to obtain his or her approval to be included in the nomination of officers. Section 2. Nominations from the floor may also be taken at the PTO meeting prior to the April election meeting. At the meeting prior to the April meeting, any nominee may also take a limited time to introduce him or herself and to discuss his or her ideas and opinions with the members of the PTO. Section 3. Officers shall be elected at the April meeting by a majority of the members voting by secret ballot. Also, ballots may be collected during school hours at specified times and places made known to all PTO members. Section 4. These ballots shall be counted by any two members of the PTO not running in the election who are available at the specified time determined to tally the votes. Section 5. At least one meeting of the old Officers with new Officers, as well as old Committee Chairpersons with new Committee Chairpersons shall take place to ease the transition of these positions. Section 6. If an Officer, other than the President, resigns within the first ninety days of the school year, a special election will be held to choose the Officer s replacement. If the President resigns, then the Vice President will assume the office of the President and a special election will be held for the office of the Vice President. If an Officer resigns after the first ninety days of the school year, volunteers may be used to take over the Officer s duties until the election for the following year is held. Article X Rules of Order Section 1. All general meetings of the PTO shall be conducted according to the ROBERT S RULES OF ORDER, REVISED, when not within the framework of these bylaws. Robert s Rules should be present at each meeting. Section 2. Any suggestion made at a General Meeting or by way of the PTO Suggestion Box concerning modification of established school policies and practices
6 shall be discussed by the members of the PTO. This suggestion may then be made into a motion and a vote taken at the PTO General Meeting. If the motion passes then the motion will be referred to the Executive Committee. An Executive Committee member then has the responsibility to discuss all suggestions with the Principal and report back at the next meeting. Section 3. The Agenda created for PTO General Meetings should have time allotments for each agenda item. If the time is exceeded, a PTO Member or Officer can ask to postpone the discussion to after the meeting or to another date and time. Article XI Amendments A proposal to amend these bylaws may be made at any regular meeting by a twothirds vote of the members present, providing notice of the proposed amendment has been given in writing two weeks prior to regular PTO Meetings to all PTO members. All suggested amendments properly notified and voted on by the members to these bylaws must be given the DMCA Board for final approval. The action of the DMCA Board is final. --- END ---