CONSTITUTION

St. Clare School Parent Teacher Council

ARTICLE I

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TITLE

The name of this body shall be St. Clare School Parent Teacher Council, hereinafter referred to as the PTC.

ARTICLE II

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NATURE AND FUNCTION

The purpose of the PTC shall be to support St. Clare School. The PTC is accountable to the principal who must approve all officers, the adoption of all resolutions, and any amendments to this constitution and/or bylaws. In fulfilling its purpose the PTC will have the following objectives:

· To work in conjunction with the St. Clare School Advisory Council to broaden understanding and foster appreciation of Catholic education;

· To assist in the operation of the school as needed through volunteer activities;

· To raise the appropriate funds for the support and benefit of the school.

· To develop within a Christian community, positive relations among parents, students, school faculty and the parish;, including teacher appreciation and parent education.

· To enable the entire school and parish community to achieve its stated mission and goals within the school's philosophy.

ARTICLE III

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MEMBERSHIP OF THE ASSOCIATION

Section 1. Number and composition

a) All parents or guardians of students enrolled in, St. Clare School shall be members of the Parent Association ;

b) Said PTC acts as an adjunct of the school, not to be confused with the St. Clare] School Advisory Council. The PTC has no governing and/or regulatory power.

ARTICLE IV

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OFFICERS

Section 1. Organization

There shall be an Executive Committee who shall be responsible for the operation and management of the PTC. It shall have full authority to commit the PTC to action in consonance with resolutions adopted at meetings of the PTC. The Executive Committee shall consist of the elected officers, school principal, and the chairpersons of the standing committees.

Section 2. Tenure of Office

Ordinarily the secretary and treasurer shall serve one term of two years. The vice‑president shall serve as president year two, thus completing a two‑year term. In the event of a Co-President position, a two year term is required. The expectation is that the second year a new prospective candidate will be trained during the second year.

*The above is structured as guidelines. However, individuals can serve more than one consecutive term if voted and agreed upon by the committee, as well as holding different positions for consecutive terms.

Section 3. Nomination and Elections, Vacancies, Removal

The Officers of the PTC shall seek out and prepare a slate of prospective nominees for vacant positions.

a. Eligibility:

The Nominee:

i) Has met all financial obligations of the school;

ii) Has shown interest in the activities of the school/parish;

iii) Has been cooperative with the school administration, staff, and other parents;

iv) Is supportive of and represents the Catholic identity of the school;

v) Has consistent attendance/participation at PTC meetings.

b. Nominations:

i) Nominations for new Officers of the PTC who meet the eligibility criteria shall take place at the April meeting of the Executive Committee;

ii) Any member of the Executive Committee may make nominations. No person shall be nominated without first receiving their permission;

iii) Members of the PTC may suggest names to a member of the Executive Committee;

iv) A member may nominate him/herself.

c. Elections:

i)

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A slate of approved candidates for each office will be sent to all members of the PTC in the month following the nominations;

ii) A date for return of the ballots shall be clearly listed;

iii) The secretary of Executive Committee will be responsible for counting the ballots;

iv) In case of a tie, the Executive Committee will choose the candidate. In the event that there is only one candidate, the principal & PTC president shall determine selection of the Executive Officer.

d. Term:

Newly elected officers of the PTC shall serve one term of two years taking office July 1^st. Retiring officers shall leave office on June 30^th. (* See exception noted in tenure of office).

e. Removal of Officers:

An Officer may be removed:

i) By the Executive Committee, with or without cause with the approval of the principal;

ii) For missing two consecutive meetings of the Executive Committee without being excused by the president;

iii) For not meeting the financial obligations of the school;

iv) For being uncooperative with the principal and/or pastor;

v) For being disruptive and/or disrespectful during meetings of the Executive Committee and/or open meetings of the PTC;

vi) Expulsion of officer’s child(ren) from the school.

f. The School Advisory Council shall appoint the School Advisory Council representative to the PTC.

g. If an Officer resigns or is removed, the unexpired terms of the PTC Officer shall be filled through appointment by the Executive Committee with the approval of the principal.

Section 4. Duties of the Officers

a. The president shall be responsible for scheduling and conducting meetings of the PTC and the Executive Committee in collaboration with the principal.

b. The vice‑president shall perform the duties of the president when s/he is absent or unable to act.

c. The secretary shall maintain a written record of all acts of the PTC; conduct, receive and dispose of all correspondence as directed; and preserve all reports and documents committed to his/her care in the school archives. These minutes need to be completed and distributed back to the committee within 2 days. This will ensure the distribution of minutes to the Student Advisory Council who meets the second Thursday of every month.

d. The treasurer, following the guidelines described in the Parish Administrative Manual and the “Church and School Related Organizations: Controls, Accounting, Reporting and Related Policies” document, shall account for all PTC funds, and will provide monthly reports to the president, school business manager/bookkeeper and the principal.

e. The School Advisory Council representative shall represent the PTC on the St. Clare School Advisory Council. He/she shall act as liaison between the two bodies, reporting on the activities of each group.

ARTICLE V

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MEETINGS

Section 1. Regular and Special Meetings

a) The Executive Committee shall meet monthly throughout the school year at a date and time determined by them and in collaboration with the principal.

b) The president may call special meetings as needed of the PTC with the approval of the principal.

Section 2. Open Meetings

a) Monthly meetings of the Executive Committee are open to all members of the PTC as long if there are agenda items that they are cleared with the president.

Section 3. Archives

Minutes of both the Executive Committee and meetings of the PTC, maintained by the secretary, shall be preserved in the archives in the school office.

Section 4. Rules of Procedure

The Parent Association may fix its own rules of procedure, but in the absence of such rules, Robert's Rules of Order shall apply.

ARTICLE VI

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COMMITTEES

Section 1. Standing Committees

a) The standing committees of the PTC shall be: Teacher Appreciation, Room Parents, Parent Involvement Program (PIP), and Hospitality.

b) The PTC may, by resolution, provide for such other committees, as it deems advisable and may discontinue the same at its pleasure.

Section 2. Temporary Committees

a. The PTC may, by resolution, provide for such special committees as it deems advisable and may discontinue the same at its pleasure and, in any event, will be considered dismissed with thanks at the completion of its task.

b. Each committee shall have such powers and shall perform such duties as may be assigned to it by the PTC and shall be appointed and vacancies filled in the manner determined by the Parent Association. In the absence of other direction, the president shall appoint all committees.

ARTICLE VII

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AMENDMENTS

Section 1. Amendments

This constitution may be amended, supplemented, suspended, or repealed, in whole or in part by a 2/3 majority of the entire Executive Committee no sooner than one month after the proposed amendment, supplement or repeal has been presented at an Executive Committee meeting. No such amendment, supplement or repeal of this constitution shall be effective unless approved in writing by the principal.

The entire membership of the PTC may be notified by the secretary of the proposed substantive changes by mail, school newsletter or email after the presentation of the proposed change to the Executive Committee. If the members have any comments they should respond in writing to the president of the PTC by the next meeting of the Executive Committee.

Section 2. Presentation

Amendments must be presented to the PTC president in writing at least two weeks prior to a meeting of the Executive Committee for discussion. After consultation and approval by the principal a vote may be taken at a subsequent meeting of the Executive Committee.

Section 3. Bylaws

Bylaws may be amended, supplemented, suspended, or repealed, in whole or in part by a 2/3 majority of the entire Executive Committee no sooner than one month after the proposed amendment, supplement or repeal has been presented at an Executive Committee meeting. No such amendment, supplement or repeal of this constitution shall be effective unless approved in writing by the principal.

The entire membership of the PTC may be notified by the secretary of the proposed substantive changes by mail, school newsletter, or email after the presentation of the proposed change to the Executive Committee. If the members have any comments they should respond in writing to the president of the PTC by the next meeting of the Executive Committee.

Bylaws

St. Clare Parent Teacher Council

ORGANIZATION

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JURISDICTION

The St. Clare Parent Teacher Council shall provide assistance for selective social and educational activities of the school, shall be responsible for the fundraising activities of the school, and shall work with the principal to insure that all activities are in accord with the intent and spirit of the policies established by the Archdiocese of Portland in Oregon. (Refer to Addendum)

MEMBERS

The PTC shall consist of all parents or guardians of students enrolled in St. Clare School, and all faculty.

EXECUTIVE COMMITTEE

The Executive Committee of the PTC shall consist of the president, the vice‑president, the secretary, the treasurer and the principal, and the chair people of standing committees.

TERMS OF OFFICE

The secretary and treasurer shall serve one term of two years. The vice‑president shall serve as president year two, thus completing a two‑year term. In the event of a Co-President position, a two year term is required. The expectation is that the second year a new prospective candidate will be trained during the second year.

ANNUAL DUES

Annual Dues shall be collected from all parents/guardians at formal registration of their child(ren) to the school. The amount of the dues will be determined by the current Executive Committee.

TEMPORARY PARENT ASSOCIATION COMMITTEES

All special committees shall be appointed by the Executive Committee, which may discontinue such committees at its pleasure and, in any event, each ad hoc committee will be considered dismissed with thanks at the completion of its task. Each entity shall have powers and shall perform such duties as may be assigned to it by the Executive Committee and shall be appointed and vacancies filled in the manner determined by the Executive Committee. In the absence of other direction, the president shall appoint all committees.

STANDING PARENT ASSOCIATION COMMITTEES

The Executive Committee may provide for such other committees as it deems advisable and may discontinue the same at its pleasure. Each committee shall have such powers and shall perform such duties as may be assigned to it by the Executive Committee and shall be appointed and vacancies filled in the manner determined by the Executive Committee. In the absence of other direction the president shall appoint all committees with the approval of the principal. The standing committees of the PTC are: Teacher Appreciation, Room Parents, Parent Involvement Program (PIP), and Hospitality.

DUTIES OF OFFICERS

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PRESIDENT

The president shall schedule and preside at all regular and special meetings of the Executive Committee and PTC at large; shall oversee all fundraising activities; speak on behalf of the PTC as required and, in general, perform all duties incident to the office of the president and such other duties as from time to time may be assigned to him/her by the PTC or principal.

VICE‑PRESIDENT

The vice‑president shall be an aide to the president, and in the case of absence or disability of the president, shall pro tempore assume and perform the duties of the president and, in general, perform all duties incident to the office of vice‑president and such other duties as from time to time may be assigned to him/her by the president.

SECRETARY

The secretary shall keep the minutes of the meetings of the PTC, be they Executive Committee or full PTC; submit a copy of the minutes within a (2 days) to the president and principal for approval; see that all notices are fully given in accordance with the provisions of the constitution; be custodian of the records of the PTC and provide the school Administrative Assistant with copies of the same for the school office/archive; submit the agenda for publication; submit the minutes of open meetings for publication; and, in general, perform all duties incident to the office of the secretary of the PTC and such other duties as from time to time may be assigned by the president; in the absence of the president and vice‑president, the secretary shall chair the meetings of the PTC.

TREASURER

The treasurer shall account for the funds of the PTC in accordance with the Parish Administrative Manual and the “Church and School Related Organizations: Controls, Accounting, Reporting and Related Policies” document make monthly reports to the president, business manager/bookkeeper, and principal; and, in general, perform all duties as from time to time may be assigned by the president.

METHODS OF OPERATION

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ADOPTION OF ADMINISTRATIVE REGULATIONS AND POLICIES

The PTC does not adopt administrative regulations or policies and is not to involve itself in the administration of the school.

MEETINGS (EXECUTIVE COMMITTEE, REGULAR, SPECIAL)

The Executive Committee shall meet monthly, as determined by the Committee, subject to change by the Committee itself or the postponement by the president. Regular Meetings of the full PTC shall be held at least (but not limited to) three times per year (Fall, Winter, Spring) and will be scheduled as determined by the president in collaboration with the principal.

TIME, PLACE, NATURE

All meetings may be held at such times and places as fixed by the president and principal. All Executive Committee meetings may be open at the discretion of the principal, and all meetings of the full PTC will be open.

CONSTRUCTION OF THE AGENDA

The president shall be responsible for preparing the agenda. Individual PTC members desiring an item be included on the agenda shall notify the president in writing at least ten days prior to any regular meeting.

ADVANCE DELIVERY OF MEETING MATERIALS

For all open meetings, the agenda shall be published and sent home prior to the date of the meeting. The secretary will submit the agenda for publication.

LENGTH OF MEETING

The goal of the PTC shall be to conduct its meetings within a two‑hour time limit.

PARLIAMENTARY PROCEDURE

The PTC may fix its own rule of procedure to be followed at meetings, but in the absence of such rules, Robert's Rules of Order shall apply.

MINUTES OF MEETINGS

The minutes of each meeting shall be kept by the secretary of the Executive Committee. Minutes from open meetings will be submitted for publication.

official signature

date:

Approval:

(Pastor)

date:

Approval:

(Principal)