(REVISION 3 – February, 2014)
BY-LAWS OF THE PARENT-TEACHER FELLOWSHIP (PTF)
OF PRINCE OF PEACE CHRISTIAN SCHOOL (POPCS)
4004 MIDWAY ROAD
CARROLLTON, TEXAS 75007
ARTICLE I: MEETINGS
A. Regular meetings of the Parent-Teacher Fellowship (hereinafter referred to as “PTF”) shall be held periodically during the school year, at times and dates determined by the PTF Board of Directors (hereinafter referred to as the “PTF Board”) at the beginning of each school year.
B. At all meetings, questions of order shall be decided in accordance with Robert’s Rules of Order, Newly Revised.
ARTICLE II: COMPOSITION OF PTF BOARD OF DIRECTORS
1. PRESIDENT: The President shall preside at all meetings of the PTF. He/she shall be an ex-officio member of all committees and shall have general supervision of all PTF activities. The President shall prepare the agenda for each regular meeting and PTF Board meetings.
2. VICE PRESIDENT: The Vice President shall generally assist the President. In the absence of the President, or at the President’s request, the Vice President shall perform the duties of the President.
3. SECRETARY: The Secretary shall permanently record the proceedings of the regular PTF meetings and the PTF Board meetings and shall attend to all correspondence. A copy of all minutes will be provided, upon request, to the board of directors of POPCS (the “Board of Directors“). If he/she is absent at a meeting, it is up to the Secretary to appoint someone to record the proceedings.
4. TREASURER/CO-TREASURER: The Treasurer shall receive all PTF money, shall deposit funds in a bank approved by the Board of Directors, shall disburse all funds as ordered by the PTF Board and shall submit a current financial report at each PTF Board meeting and make available copies of the financial reports at each regular PTF meeting. Copies of financial reports shared at PTF meetings will be distributed to the chief financial officer of POPCS. The Treasurer will submit a comprehensive report at the end of each fiscal year. He/she shall preserve all vouchers, receipts, bank statements and canceled checks. The Treasurer shall annually submit all of these records to the Board of Directors. To the extent required by the Board of the Directors, an employee of Prince of Peace Christian School shall serve as Co Treasurer.
5. PARLIAMENTARIAN: The Parliamentarian shall ensure that order is kept in at all PTF meetings, shall become familiar with the Amended and Restated Constitution of the Parent-Teacher Fellowship of Prince of Peace Christian School (the “Constitution“) and the Bylaws and shall act as a resource for the PTF in maintaining the Constitution and Bylaws. The Parliamentarian shall determine if a quorum of the PTF Board has been met. The Parliamentarian will assist the President and PTF Board in any manner or project deemed necessary. The Parliamentarian shall review the activities of the PTF Board to assure compliance with the Bylaws and the Constitution.
6. HISTORIAN: The Historian shall be responsible for keeping an accurate record of School/PTF events and activities, as well as, maintaining materials related to the history of the PTF. The Historian shall maintain and create a scrapbook(s) and may enlist the help of other PTF volunteers to help him/her do so. The Historian shall take pictures of Prince of Peace events and may enlist the help of other PTF volunteers to help him/her do so. The Historian shall compile pictures and distribute appropriately to assist with our school yearbook.
B. PTF BOARD OF DIRECTORS
A. The PTF Board shall handle the regular business of the PTF. The PTF Board has the full powers to act upon, and to make rules and regulations consistent with the PTF Bylaws, Constitution, POPCS mission and vision as deemed necessary, and in the best interest of the PTF and POPCS. The PTF Board shall prepare short-term and long-range plans designed to achieve the purpose of the PTF. It shall hear the reports of any special committees and shall amend and/or approve them as necessary. The PTF Board shall consist of all PTF Officers that are elected and PTF Standing Committee Chairpersons who are appointed by the President.
B. Regular meetings of the PTF Board will be held during the school year. A quorum for conducting the business of the PTF Board shall be not less than 70% of the members of the PTF Board.
C. STANDING COMMITTEE CHAIRPERSONS
The Chairpersons of the Standing Committees of the PTF Board shall be appointed by the PTF President. Standing Committee Chairpersons may include, but are not limited to the following:
Hospitality Coordinator – Oversees planning and execution of Welcome Back Breakfast, Muffins with Mom, Grandparents Day, Donuts with Dad, Teacher Staff Meetings and Kindergarten/Pre-school Orientation
Middle School Coordinator – Serves as a liaison between the middle school principal and the PTF, organizes middle school mixers.
Public Relations/Newsletter – Responsible for the publication of the PTF Newsletter
PTF Rep Chairperson – Coordinates with PTF representatives for each class and oversees planning and execution of Teacher Appreciation Luncheon and teacher birthday recognition.
High School Coordinator – Serves as a liaison between the high school principal and the PTF.
Volunteer Coordinator – Coordinates volunteer activities; responsible for tracking volunteer hours.
Special Promotions Chairperson – Oversees and organizes school store, ice cream sales, spirit wear sales, and cookie sales.
Special Events Coordinator – Oversees planning and execution of special events including spring carnival.
Shop For POP Chairperson – Oversees the sale of Shop for Pop Cards.
Community Service Coordinator – Works with school principals to determine school wide service projects and organizes service projects for entire school.
New Family Liaison Chairman – Welcomes new families to POPCS and coordinates preparation and distribution of POPCS information guide.
Fundraising Coordinator – Coordinates family night events, sale and distribution of school supply packs and the used uniform sale.
The PTF Board has the authority to create such standing committees as it may deem necessary to promote and carry on its work.
ARTICLE III: ELECTION OF OFFICERS
A. In February of each year, the PTF Board shall solicit candidates to serve as elected Officers for the following school year. The PTF Board shall publish requests for candidates in The Eagle Express and the PTF Newsletter.
B. If only one candidate is running for an elected office, that candidate is considered to be elected and a formal election is not necessary.
C. To the extent there are multiple candidates for the same position, the election shall take place during the week prior to and shall be completed by the end of the school day on the second Friday of the month of April. The election of officers shall be decided by the candidate receiving the majority of votes.
• Ballots shall appear in The Eagle Express and the PTF Newsletter during the first two weeks of April.
• A ballot box will be placed in a designated area within the school for the purpose of selecting votes.
D. Each elected officer shall serve a two-year term. Each officer shall be eligible to succeed himself /herself in office for a maximum of two additional one-year terms, after which he/she becomes ineligible for the office for a two year period. At least one officer and 3 standing committee members shall continue in office each year.
E. Terms of office will commence on at the conclusion of the final PTF Board meeting for the school year. New officers shall attend PTF Board meetings as soon as they are elected or appointed.
F. In the event of a vacancy in the office of the President, the Vice President shall succeed to the office of President for the remainder of the term. In the event of a vacancy in the office of Vice President, Secretary, Treasurer, Parliamentarian or Historian, the vacancy shall be filled by a special election as decided by the PTF Board. Nominations are to be made by the PTF Board. The person receiving the most votes cast shall fill the unexpired term.
G. Members of the Board of Directors shall not be eligible to hold an elective office or serve as a chairperson of a standing committee.
ARTICLE IV: FISCAL POLICIES
A. DUES. PTF shall receive from POPCS $10.00 per child from Registration Fees to be used at the PTF Board’s discretion; provided, however, that PTF shall direct that such Registration Fees for students that are in the high school shall be given directly to the High School Parent Organization for Senior High Students and Educators (HS POSSE).
1. By May 15th of each year, the PTF Board will propose and approve a budget for the following school year. The annual budget shall be submitted for review by the chief financial officer of POPCS and is subject to the review and approval of the Board of Directors.
2. All budgeted expenditures may be disbursed by the Treasurer if in accordance with the current approved budget. Unbudgeted items which exceed $200, or those amounts that are not in accordance with the budget, may be disbursed only after receipt of approval of the PTF Board.
3. Following the end of each school year, the Treasurer shall provide the chief financial officer of POPCS with an end of school year statement of activities and balances. Such statement shall be delivered by July 31st of each year.
ARTICLE V: MEMBERSHIP ATTENDANCE AND CODE OF CONDUCT
A. All members of the PTF Board are required to attend a minimum of 80% of scheduled board meetings. If a PTF Board member misses a meeting, it is their responsibility to obtain the minutes from that meeting.
B. In the event of excessive absence, PTF Board members will be subject to a PTF Board review to evaluate their position. The PTF President will make the final decision.
C. All members of the PTF Board shall be required to comply with the Leadership Requirement Policy set forth on Exhibit A hereto. Failure to comply with such policy shall result in the removal of such PTF Board member from the PTF Board.
Leadership Requirement Policy
Policy to Ensure High Standard for Leadership Positions at POPCS
Because Scripture places a clear emphasis upon the qualifications for leadership in the church (I Timothy 3:1-13 and Titus 1: 5-9) and because the leaders of the school have a dynamic impact upon the outcome of its ministry:
We will be shepherds over the flock God has entrusted to us. We do this not because we have, to but because we want to. We will not be rulers over the people entrusted to us, but examples for all to follow. (I Peter 5:2-4)
The Board of Directors, Headmaster, Faculty, Staff, and parent leadership, will speak highly of the School Ministry at Prince of Peace. As we are made aware of concerns, the PTF Board will help in getting the concerned parties together to resolve an issue.
AMENDED AND RESTATED CONSTITUTION OF
THE PARENT/TEACHER FELLOWSHIP OF PRINCE OF PEACE CHRISTIAN SCHOOL
ARTICLE I: NAME
The name of this organization shall be: The Parent-Teacher Fellowship of Prince of Peace Christian School ("PTF").
ARTILCE II: PURPOSE
A. The purpose of the PTF shall be to provide an organization that integrates students, parents, faculty and staff into an effective and caring school family.
B. To achieve this purpose, the PTF shall seek to:
• Be instrumental in developing relationships that promote an extended Christian family environment by sponsoring activities and events which focus on familial participation.
• Act as a conduit through which students, families, faculty and staff will bond together to form trusting and supportive relationships.
• Promote two-way communication between home and school and facilitate communication among parents, teachers and staff.
ARTICLE III: POLICIES
A. In keeping with the purpose of the PTF, the policy of the PTF shall be to provide an organization that integrates students, parents, faculty and staff into an effective and caring school family.
B. All programs and activities of the PTF are subject to review by the board of directors of Prince of Peace Christian School (the "Board of Directors").
C. The PTF shall not conduct or carry on any activities not permitted to be conducted by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code.
ARTICLE IV: MEMBERSHIP
A. Membership in the PTF shall be open to:
• All parents and legal guardians of children enrolled at Prince of Peace Christian School.
• All school staff and members of the Board of Directors.
B. All members shall be entitled to participate in all the activities of the PTF and shall have the right to vote and hold office, provided that members of the Board of Directors shall not hold an office of the PTF.
ARTICLE V: ORGANIZATION STRUCTURE
A. The elected officers of the PTF shall be the President, Vice President, Secretary, Treasurer, Parliamentarian and Historian.
B. The PTF Board of Directors (hereinafter referred to as the "PTF Board") shall consist of the elected officers of the PTF, and the Chairperson or co-chair of each standing committee of the PTF. Representatives of the faculty and a representative of the Board of Directors shall be ex-officio members.
ARTICLE VI: AMENDMENTS
This constitution or any of its by-laws may be amended by a two-third majority vote of the members at a regular meeting of the PTF provided a copy of the proposed amendment has been distributed to all parents. All amendments must be ratified by the Board of Directors.
ARTICLE VII: DISSOULTION
In the event the PTF shall be dissolved, all assets shall become the property of Prince of Peace Christian School.