Metro Christian Academy

Parent Teacher Fellowship By-Laws

Article I. NAME

Section 1.01 The name of the association shall be called Metro Christian Academy Parent-Teacher Fellowship (PTF).

Article II. MISSION STATEMENT

The Parent Teacher Fellowship exists to serve and support the students, staff, and administration of our school by fostering Christian fellowship, encouraging servant leadership, strengthening relationships, and creating opportunities to grow together in faith and community.

Article III. OBJECTIVES

Section 3.01 To encourage and support the school’s Christ-centered mission by fostering a community built on faith, prayer, service and biblical principles.

Section 3.02 To foster meaningful relationships among parents, teachers, staff, administration and students, to create a welcoming, unified school environment.

Section 3.03 To provide opportunities for parents to serve the school community by sharing their time, talents, and resources in ways that reflect Christ’s example of service.

Section 3.04 To organize events and activities that bring families together, build friendships, strengthen school spirit, and encourage a sense of belonging.

Section 3.05 To help secure monies through activities, projects and donations for financial support of the school in cooperation with the Tulsa Christian Education Corporation, and with prior approval of the fundraising committee.

ARTICLE IV. BASIC POLICIES

Section 4.01 The purpose of PTF exists to support the mission of the school by fostering a strong partnership among parents, teachers, staff and administration. Our purpose is to serve our school community while reflecting Christian values in all we do.

Section 4.02 PTF shall be in alignment with Metro Christian’s interdenominational and non-partisan standing.

Section 4.03 PTF shall seek to support Metro policies and procedures, no matter the personal opinion of the individuals on the Executive Board. Responsibility for school administrative and policy decisions remains with the school’s leadership and Board of Trustees.

Section 4.04 PTF shall maintain the integrity of the Executive Board by keeping it diverse and representative of all three schools.

ARTICLE V. MEMBERSHIP

Section 5.01 General Membership: Teachers, staff, administration, parents and grandparents of children enrolled at Metro Christian Academy are eligible for general membership.

Section 5.02 Dues or membership fees will be set by the PTF Executive Board. Current dues will be reviewed and approved annually by the Executive Board per family, teacher, staff or administrator.

ARTICLE VI. MEETINGS

Section 6.01 General Update meetings of the PTF will be held at least 2 times between September and May. Attendees shall include the PTF Executive Board, General Board Committee Chairs, the Head of School, and Principal(s) or a representative appointed by those persons. All General Update meetings shall be open to anyone interested in attending.

Section 6.02 Special meetings of PTF may be called by the president(s) or by at least 5 of the PTF Executive Board, as long as five (5) days (written or verbal) notice have been given.

Section 6.03 The election meeting shall be held between March and May.

Section 6.04 The transaction or business at PTF meetings will be determined and approved by a quorum of 5 (five) or more. Once a quorum is present, a notion may be approved by a simple majority vote, unless otherwise specified herein.

ARTICLE VII. OFFICERS AND ELECTIONS

Section 7.01 Each officer of the PTF Executive Board must be a member of the PTF organization.

Section 7.02 Nomination and Election of Executive Officers.

a) The nominating committee shall consist of seven (7) or nine (9) PTF members, including the school’s PTF Liaison, the current President(s), and the President(s)-Elect. Each individual shall count as one committee member and have one vote. The Executive Board shall select the additional members from the PTF membership at least one month before the approval of officers, giving preference to representation from the elementary, middle and high schools, and Spanish Immersion. The current President(s) shall chair the committee.

b) The officers of the PTF Executive Board shall consist of a President(s), a President(s)-Elect, two Vice-Presidents of the high school, two Vice-Presidents of the middle school, four Vice-Presidents of the elementary school (with one Vice-President being within the Spanish Immersion program), a Communications and Communications Elect, a Treasurer, a Treasurer-Elect, a Social Chair(s) and Social Chair(s)-Elect, and a Chaplain.

c) The nominating committee shall nominate an eligible person for each office to be filled. Only those persons who have signified their consent to serve if approved shall be nominated for such office.

d) A person shall not be eligible to serve more than two executive terms in the same office. An exception may be made if approved by the Executive Board when a reasonable effort has been made to fill an existing vacancy.

e) The slate of nominees shall be posted at least one week before the approval at an Executive Board meeting. Officers shall be approved at an Executive Board meeting by a simple majority vote, provided a quorum is present.

f) The new executive officers shall be introduced annually at the PTF General Update spring meeting.

g) Officers shall assume their official duties, following the close of the regular school year, unless otherwise specified, and shall serve for a term of one year or until their successors are elected or as set out in Article VI, Section 2 subparagraph d above.

Section 7.03 Vacancies

a) A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the PTF Executive Board, notice of such election having been given at least one week prior to the election. In case a vacancy occurs in the office of the President(s), the President(s)-Elect, or the Vice-Presidents in order of succession. If more than one Vice-President is in office a simple election may take place and approved by a simple majority vote, provided a quorum is present.

ARTICLE VIII. DUTIES OF EXECUTIVE BOARD OFFICERS

Section 8.01 President(s)

a) The President(s) shall reside at all meetings of the PTF and the PTF Executive Board, shall perform such other duties as may be prescribed in these By-Laws or assigned that person by the PTF Executive Board, and shall coordinate the work of the Executive Board and General Board in order that the objectives, as listed on page one, may be prompted.

b) The President(s) shall serve as chairperson(s) of the Nominating Committee.

c) The President(s) shall serve as a voting member of the TCEC Board.

Section 8.02 President(s)-Elect

a) The President(s)-Elect should have served at least one year on the PTF Executive Board, or as a General Board Chair, shall act as an aide to the President(s) by ensuring a smooth transfer of officers, and shall perform the duties of the President(s) in the absence or disability of that officer to act.

b) The President(s)-Elect shall serve as a representative on the Metro Foundation Board.

Section 8.03 The Vice-Presidents of the High School shall act as aides to the President(s), coordinate the work of the standing committees of the PTF that are necessary to person the objective of the organization, and shall report the activities, needs and successes of the high school. The high school Vice-Presidents shall perform the duties of the President(s) in the absence or disability of that office to act in succession after the President(s)-Elect.

Section 8.04 The Vice-Presidents of the Middle School shall act as aides to the President(s), coordinate the work of the standing committees of the PTF that are necessary to person the objective of the organization, and shall report the activities, needs and successes of the middle school. The middle school Vice-Presidents shall perform the duties of the President(s) in the absence or disability of that office to act in succession after the President(s)-Elect.

Section 8.05 The Vice-Presidents of the elementary shall act as aides to the President(s), coordinate the work of the standing committees of the PTF that are necessary to person the objective of the organization, and shall report the activities, needs and successes of the elementary. The elementary Vice-Presidents shall perform the duties of the President(s) in the absence or disability of that office to act in succession after the President(s)-Elect.

Section 8.06 The Treasurer shall be responsible for all funds turned over to the Treasurer and those funds in the bank account of PTF, starting June 1. Individual fundraising chairpersons are responsible for monies earned until those funds are turned over to the Treasurer. The Treasurer shall be responsible for paying bills in a prompt and proper manner. The Treasurer shall keep a full and accurate account of all receipts and expenditures of PTF. A separate checking account for PTF funds will be maintained. A full report shall be made before any records or monies are turned over to his/her successor. The Tulsa Christian Education Corporation Board of Trustees, Finance Committee, and/or CFO may request an examination of records. The Treasurer will provide records upon this request. Expenditures included in an annual budget approved by the Executive Board may be authorized by the President(s) and paid by the Treasurer without further Executive Board approval. Expenditures not included in the approved budget totaling $2,000 or less may be authorized by the President(s). Unbudgeted expenditures exceeding $2,000 require prior approval by a simple majority vote of the Executive Board, provided a quorum is present. Related expenditures for the same purchase or project shall be considered together when applying this threshold, and shall not be divided to avoid approval requirements. All expenditures must comply with applicable school financial policies and procedures.

Section 8.07 The Treasurer-Elect shall aid the Treasurer, performing duties assigned by the Treasurer in preparation for assuming this office.

Section 8.08 The Communications Chair(s) and Elect(s) position shall notify all board members of meetings, take minutes at all Executive Board meetings, keep records of any motions and voting handled through email, send other correspondence as directed and other duties as assigned.

Section 8.09 The Chaplain shall present a devotional and lead the prayer at all Executive Board and PTF meetings and encourage prayer that the endeavors of this organization shall be under God's leading.

Section 8.10 The Social Chair(s) and Social Chair(s)-Elect shall be the liaison to the Executive Board and the General Board Committee Chairs, giving reports when needed at the Executive Board meetings, along with heading up the Mother-Son, Mother-Daughter, and any other events deemed necessary by the Executive Board.

Section 8.11 All officers shall:

a) Attend Executive Board and General PTF meetings.

b) Perform the duties prescribed in the Parliamentary Authority in addition to those outlined in these By-Laws and those assigned from time to time, along with guidelines that have been provided to them via President(s) or President(s)-Elect at the beginning of their term.

c) Update their respective guidelines that have been provided to them via President(s) or President(s)-Elect at the beginning of their term, get approved by the President(s) or President(s)-Elect, and deliver to their successors all official material no later than ten (10) days following the meeting at which the new officers are installed.

Section 8.12 In the event any officer of the Executive Board does not satisfactorily fulfill their duties as outlined under Article VII as determined by the majority agreement of the Past President(s), President(s), and President(s)-Elect, that officer shall be removed from their PTF position.

Section 8.13 The duties of the Executive Board are to strengthen the position of the President(s), to transact any necessary business and to act in emergencies.

ARTICLE IX. GENERAL BOARD COMMITTEES

Section 9.01 Only members of the PTF shall be eligible to serve in an appointive position.

Section 9.02 All General Board Committees will be approved by the incoming Executive Board at the first meeting in May.

Section 9.03 The General Board Committee Chairs shall be selected by the PTF President(s) of the Executive Board. The term by each chair shall be one year or until the election or appointment of that person's successor.

Section 9.04 The power to form General Board committees and appoint their member rests with the Executive Board. The Executive Board may create a committee as it deems necessary to promote the objective and carry on the work of PTF. As a committee is created and appointed for a specific purpose, it is automatically terminated when its work is done and its final report is received.

Section 9.05 The President(s) shall be an “ex officio”: (by virtue of or because of their office) member of all committees except for the nominating Committee.

ARTICLE X. DUTIES OF GENERAL BOARD COMMITTEE CHAIRS

Section 10.01 Duties of the General Board Committee Chairs include the following:

a) Attend both PTF General Update meetings, one in the fall and one in spring, to give an update.

b) Transact necessary business in the intervals between PTF meetings and such other business as may be referred to it by the PTF.

c) Present a report when necessary.

d) Act upon the Treasurer's recommendations and disperse all monies on an annual basis, leaving adequate operating funds for the beginning of the next school year.

e) Provide Treasurer with receipts and/or reimbursement requests no later than 14 days after conclusion of event.

Section 10.02 In the event any General Board Committee chair does not satisfactorily fulfill their duties as a term and by the majority agreement of the Past President(s), President(s), and President(s)-Elect, that officer shall be removed from their PTF position.

ARTICLE XI. PARLIAMENTARY AUTHORITY

Section 11.01 Robert’s Rules of Order Newly Revised shall govern the Parent-Teacher Fellowship in all cases in which they are applicable and which they are not in conflict with these By-Laws.

Section 11.02 A committee may be appointed by the Executive Board to review and revise the existing by-laws.

Section 11.03 The By-Laws shall be reviewed every two (2) years and updated as needed to reflect changes within PTF’s needs, practices and applicable requirements. Any revisions must be approved by a majority vote within the Executive Board.

Section 11.04 The By-Laws may be revised or amended at any PTF Executive Board meeting by a simple majority vote of the members present.

October 13, 2026