Article I – Name

The name of the organization shall be the Saint Gabriel Consolidated School PTO.

Article II – Purpose 

The organization is formed for the purpose of supporting the education of children at St. Gabriel Consolidated School by fostering relationships among the school, parents, and teachers. The organization will accomplish these goals, in part, by promoting projects beneficial to the school, its staff, and students.

Article III – Members 

Section 1. Any parent, guardian or other adult standing in loco parentis for a student at the school may join the organization as a member, and once joined, shall have voting rights. The principal and any teacher employed at the school are automatically a member with voting rights in the organization.

Section 2. Dues, if any, will be established by the executive board. The dues will be assessed per family, thus providing membership privileges to any immediate family members. If dues are charged, a member must have paid his or her families dues to be considered a member in good standing with voting rights. The principal and any teachers of St. Gabriel Consolidated school will not be required to pay dues.

Article IV – Officers and Elections 

Section 1. Officers. The officers shall be a president, vice president, secretary, and treasurer.

President. The president shall determine the agenda for and preside over meetings of the organization and executive board. He or she shall serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as ex-officio member of all committees, and coordinate the works of all officers and committees in order that the purpose of the organization be served. He or she will approve all committee expenses prior to submitting them to the treasurer. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. He or she will send notices of meetings to the membership, coordinate volunteer and staff appreciation, and serve as a member of committees as specified by the president. The vice president will automatically serve as the organization’s president the following year. Secretary. The secretary shall keep all records of the organization, take and record minutes, handle correspondence, and maintain communications with the membership. He or she also keeps a copy of the minutes, by-laws, rules, membership list, and other necessary supplies, and brings them to meetings. The secretary is responsible for parliamentary procedure during meetings of the organization and other such duties as prescribed by the parliamentary authority of the organization. Treasurer. The treasurer shall receive all funds of the organization, keep and accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board and make a full report at the end of the year. The treasurer will report gross receipts and expenditures to the school’s business manager on an annual basis. Section 2. Nominations and Elections. Elections will be held in the spring. The vice president will automatically assume the office of president. Candidates for each executive board office, other than president, will be solicited from the membership of the organization. If there is more than one (1) candidate slated for an office, a ballot vote will be taken for the offices of the executive board, other than president. Only organization members with voting rights may participate in the election process. Three (3) members, appointed by the vice president, shall count the ballots. Newly elected officers will be installed at the final PTO meeting of the school year.

Section 3. Eligibility. Members are eligible for office if they are members in good standing at least 30 days prior to the nominations.

Section 4. Terms of Office. The vice president is elected and will serve for two (2) years. The first year, he or she will serve as vice president. The 2nd year, he or she will serve as president. All Officers, other than the vice president, are elected for one (1) year and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one (1) office at a time. All offices must be held until a successor can be elected and trained.

Section 5. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. If there is a vacancy in any other office, the vacancy will be filled by a member appointed by the executive board. This appointment may be of an interim or permanent nature. At the executive board’s discretion, it may choose to have the membership vote on the nomination of new candidates with a ballot vote. Any vote by the membership must be proceeded by written notification one (1) week prior to the actual vote.

Section 6. Removal from office. In the event an officer fails to fulfill the designated duties of his/her office and/or has been absent from two (2) consecutive executive board meetings without proper notice, the executive board, at their discretion may remove the officer from office. Officers can be removed from office with or without cause by a majority vote of those present (assuming a quorum) at a regular executive board meeting where previous notice has been given.

Article V – Meetings 

Section 1. Regular Meetings. The regular meetings of the organization shall be held during the school year at a time and place determined by the executive board at least one month prior to the meeting. The annual meeting will be held in May. The annual meeting is for receiving reports, inducting officers, and conducting other business that shall arise. The vice president will notify the members of a regular meeting in a flyer sent home with students at least one week prior to the meeting.

Section 2. Special Meetings. The president, any two members of the executive board, or five members submitting a written request to the secretary may call special meetings. Previous notice of the special meeting shall be sent to the members at least ten (10) days prior to the meeting, by flyer.

Section 3. Quorum. The quorum shall be ten (10) members of the organization.

Article VI – Executive Board 

Section 1. Membership. The executive board shall consist of the officers, and principal.

Section 2. Duties. The duties of the executive board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership. All business transacted requires adoption by the majority of the officers present. The Principal, as the representative of the Pastor’s Board, has final veto authority over all decisions made by the officers.

Section 3. Meetings. Meetings shall be held as deemed necessary by the executive board. Any two board members within 24 hours notice may call a meeting.

Section 4. Quorum. Half the number of the board members plus one constitutes a quorum.

Section 5. Removal and vacancies. See Article IV, Sections 5 and 6.

Article VII - Committees 

Section 1. Membership. Committees may consist of members and board members, with the president acting as an ex-officio member of all committees.

Section 2. Standing Committees. The following committees shall be held by the organization:

Fundraising, Hospitality, Membership, Communications, Arts & Enrichment, Events.

Section 3. The board may appoint additional committees as needed.

Article VIII. – Finances 

Section 1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the membership.

Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3. The board shall approve all expenses of the organization.

Section 4. Two authorized signatures shall be required on each check. Authorized signers shall be the president and treasurer.

Section 5. The treasurer shall prepare a financial statement at the end of the year to be reviewed by the officers.

Section 6. The president shall appoint at his or her discretion an outside auditor to audit the books of the organization.

Section 7. Upon dissolution of the organization, any remaining funds should be used to pay outstanding bills, and, with the membership’s approval, spent for the benefit of the school.

Section 8. The fiscal year shall correspond with the school year and be Aug 1st – July 31st.

Section 9. The financial statements for the organization will be submitted to the business manager of St. Gabriel Consolidated School for inclusion in their tax statements on an annual basis.

Article IX – Parliamentary Authority 

“Robert’s Rules of Order” shall govern meetings when they are not in conflict with the organizations’ by-laws.

Article X. Standing Rules 

The Executive Board may approve standing rules. The secretary shall keep a record of standing rules for future reference.

Article XI – Dissolution 

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at a meeting assuming a quorum.

Article XII – Amendments 

These by-laws may be amended at any regular or special meeting, providing that previous notice was given at least ten (10) days prior to the vote. The notice of proposed amendments must have been read at the prior meeting or provided in writing and then sent to all members of the organization by postal mail, flyer through the students, e-mail, or fax. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.