Bylaws of St. Stephen’s Episcopal School PTO
ARTICLE I: NAME, DESCRIPTION, & PURPOSE
Section 1: NAME—The name of the organization shall be St. Stephen’s Episcopal School PTO. The PTO is located at 1800 Sul Ross, Houston, Texas 77098.
Section 2: DESCRIPTION—The PTO is a nonprofit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Section 3: PURPOSE—The purpose of the PTO is to enhance and support the educational experience at St. Stephen’s Episcopal School, to develop a closer connection between school and home by encouraging parent involvement, and to improve the environment at St. Stephen’s Episcopal School through volunteer and financial support.
ARTICLE II: MEMBERSHIP
Membership shall be automatically granted to all parents and guardians of St. Stephen’s students plus all staff at St. Stephen’s Episcopal School. Dues shall be set annually by vote of the Executive Board. Members have voting privileges, one vote per household.
ARTICLE III: OFFICERS
Section 1: EXECUTIVE BOARD—The Executive Board shall consist of the following officers: President, Past President, Communications, Treasurer, High School Representative, Middle School Representative, and Elementary School Representative. Officer positions can be shared. The Head of School, or his/her designee, is a voting member of the Executive Board.
Section 2: TERM OF OFFICE—The term of office for all officers is one year, beginning August 1
and ending July 31 of the following year.
Section 3: QUALIFICATIONS—Any PTO member in good standing may become an officer of the PTO.
Section 4: DUTIES Executive Board: Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, and approve by majority vote of the Board unbudgeted expenditures of no more than $100.
President: Preside at general PTO meetings and Executive Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO.
Past President: Oversee the committee system of the PTO, assist the President, and chair meetings in the absence of the President.
Communications Secretary: Record and distribute minutes of all Executive Board meetings and all general PTO meetings, prepare agendas for official PTO meetings, and hold historical records for the PTO. Manage communications and marketing for the PTO, including but not limited to PTO newsletters, email broadcasts, website, bulletin boards, etc.
Treasurer: Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, follow all financial policies of the PTO, and hold all financial records.
Section 5: BOARD MEETINGS—The Executive Board shall meet monthly during the school year,
or at the discretion of the President.
Section 6: REMOVAL—An officer can be removed from office for failure to fulfill his/her duties,
after reasonable notice, by a majority vote of the Executive Board.
Section 7: VACANCY—If a vacancy occurs on the Executive Board, the President shall appoint
a PTO member to fill the vacancy for the remainder of the officer’s term.
ARTICLE IV: MEETINGS
Section 1: GENERAL PTO MEETINGS—General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Executive Board.
Section 2: VOTING—Each member in attendance at a PTO meeting is eligible to vote, one vote per household. Absentee and proxy votes are not allowed.
Section 3: QUORUM—Seven (7) members of the PTO present and voting constitute quorum for
the purpose of voting.
ARTICLE V: FINANCIAL POLICIES
Section 1: FISCAL YEAR—The fiscal year of the PTO begins August 1 and ends July 31 of the following year.
Section 2: BANKING—All funds shall be kept in a checking account in the name of St. Stephen’s Episcopal School PTO, requiring two signatures of the Executive Board and held at a local financial institution.
Section 3: REPORTING—All financial activity shall be recorded in a computer-based or manual accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. The PTO shall arrange an independent review of its financial records each year.
Section 4: ENDING BALANCE—The organization shall leave a minimum of $2,000 in the treasury at the end of each fiscal year.
Section 5: CONTRACTS—Authority to sign contracts on behalf of the PTO is limited to the President or the President’s designee. Such authority for any contract shall be determined by a majority vote of the PTO at a regular meeting. Any contract with a combined liability of over $2000 will require the written approval of the Head of School of St. Stephens Episcopal School Houston for authority.
ARTICLE VI: BYLAWS AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a
PTO meeting shall be considered for voting at a subsequent meeting. Two-thirds (2/3) approval
of all members present and voting is required to adopt an amendment to the bylaws.
ARTICLE VII: DISSOLUTION
In the event of dissolution of the PTO, any funds remaining shall be donated to St. Stephen’s Episcopal School.
ARTICLE VIII: PARLIAMENTARY AUTHORITY
The authority for this organization shall be Robert’s Rules of Order Newly Revised.