BY-LAWS AMENDED AND RESTATED
October 16, 2025
ARTICLE I: NAME
The name of the organization shall be Cleburne Eubanks Intermediate School Parent Teacher Organization (Eubanks PTO).
ARTICLE II: MISSION STATEMENT
Who We Serve
The objective of the Eubanks PTO is to serve the staff, teachers, and students of Cleburne Eubanks Intermediate School, as well as community organizations with special needs.
Why We Serve
We are a service organization that offers our time and talent. We also provide a corridor of communication between parents and the school community.
How We Serve
In keeping with the Core Values of CISD, we are a unified membership that serves on committees of interest and directs programs on behalf of, and for the benefit of, Eubanks parents, students, faculty, and our surrounding community.
ARTICLE III: BASIC POLICIES Section 1. The name Eubanks PTO or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan, religious, or political interest, or for any other purpose than the regular scope of work of the organization.
Section 2. Eubanks PTO shall seek neither to direct the administrative activities of the school nor to control its policies.
ARTICLE IV: MEMBERSHIP & DUES
Section 1. Membership is open to all members of the Eubanks community upon payment of dues.
Section 2. Dues, if any, will be established by the Executive Board and may be revised at any time with a 2/3 vote during Executive Session.
Section 3. An annual membership drive shall be conducted from approximately mid-July through mid September. Membership shall be available on an ongoing basis, and dues will be prorated after January 1st for families new to Eubanks. Membership shall be valid for one (1) year and must be renewed each year to remain active.
Section 4. All Executive Board members, Committee Chairpersons, and PTO Volunteers must complete a background check as mandated by Carroll ISD and have paid their PTO dues by the close of the fall PTO Membership Drive, which typically occurs in mid- September. Any Executive Board Member or Committee Chair who has not fulfilled these obligations are ineligible to serve in their position and is subject to removal by a majority vote of the Executive Board.
Section 5. The Eubanks membership roster is to be revealed to the Executive Board only. A duplicate copy is to be made and will be used for the Eubanks directory. The Secretary shall retain a copy.
Section 6. If dues are charged, a member must have paid his or her dues at least 14 calendar days before a general meeting to be considered a member in good standing with voting rights. After an eligible candidate for Eubanks PTO membership pays their dues, that candidate shall become a member of the Eubanks PTO and shall be entitled to one vote at general Eubanks PTO meetings. In the case of parent members, membership is held by the family of the Eubanks student, entitling each family living together to one vote and up to two listings in the Eubanks directory.
Section 7. Only current Eubanks PTO members in good standing may vote on items presented at general meetings or on items circulated by the Eubanks PTO for an online vote. The Eubanks PTO General Membership shall be entitled to vote on the following matters:
- Election of Executive Board members
- Disbursement of Eubanks funds outside of the annual Eubanks budget, subject to Article IX, Section 2. (See below)
- Any other matters the Executive Board may request
ARTICLE V: MEETINGS
Section 1. The dates and frequency of Eubanks PTO General Membership meetings shall be approximately once per semester during the active school year, as determined by the President and applicable Eubanks staff. To the extent practicable, Eubanks PTO will hold one evening meeting per year.
Section 2. Executive Board meetings shall be held monthly, with dates and times to be determined by the President and applicable Eubanks staff.
Section 3. One percent (1%) of the current membership, including two (2) Executive Board members, shall constitute a quorum for the transaction of business at General Membership meetings.
Section 4. Special meetings of the organization and/or the Executive Board may be called by the President (or a majority of the Executive Board) with a minimum of two (2) days’ notice.
ARTICLE VI: EXECUTIVE BOARD AND THEIR ELECTIONS
Section 1. The Executive Board of this organization shall consist of the following offices:
- President
- Secretary
- Treasurer
- VP of Fundraising
- VP of Special Events
- VP of Hospitality
- VP of Volunteers
- VP of Disbursements
- VP of Communications and Technology
-VP of Merchandising
- Principal (or his/her designee)
- Staff Liaison
Section 2. The regular term of office for each Executive Board member shall be one (1) year.. The Principal and Staff Liaison of Eubanks (or his/her designee) shall be an ex officio member of the Executive Board. All ex officio members shall be entitled to participate in meetings, discussions, and other Eubanks activities, but he/she shall not be entitled to vote on Executive Board matters.
Section 3. Election of the Executive Board members shall be held in April, with results presented to the General Membership as soon as the vote closes.
Section 4. Only members who have consented to serve may be eligible for election.
Section 5. To ensure a smooth transition, Executive Board members who are elected in April will work with the existing Executive Board through the end of the school year/ last day of school, at which time they officially assume their duties.
Section 6. Members of the Executive Board shall appoint a Chairperson for all Committees established during the applicable school year, with final approval of said Chairperson given by the President. Committees may vary from year to year, at the discretion of the Executive Board.
Section 7. No Executive Board member or committee chair shall serve more than two (2) consecutive years in the same capacity unless the Executive Board approves additional terms.
Section 8. In case of a vacancy in an elected office, the vacancy shall be filled as quickly as possible.
Section 9. If a vacancy occurs in the office of President, the Vice President of Communications will become the President. At the next regularly scheduled meeting, a new Vice President of Communications will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting. Should the Vice President of Communications be unavailable or unwilling to take on the duties of President, the order of succession is thus: VP of Fundraising; VP of Special Events, VP of Disbursements; VP of Hospitality; VP of Volunteers; Secretary; Treasurer.
Section 10. Each Executive Board member & Committee Chair shall keep an updated electronic record accessible to all board and committee members containing all information and paperwork pertaining to his/her duties. All relevant material will be relinquished to Eubanks PTO upon completion of a term or upon resignation.
Section 11. Eubanks Executive Board members and Committee Chairs can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a general meeting where previous written notice of the pending removal vote of at least three (3) days has been given to the person up for removal.
ARTICLE VII: EXECUTIVE BOARD MEMBER DUTIES
Section 1. President: The President shall preside at all meetings of the organization and work closely with the principal to understand and execute the vision of the Eubanks administration. The President shall be a non-voting member, but only given authority to vote during Executive Board meetings when a vote results in a tie. The President shall be an ex officio member of all committees except for the Nominating Committee (should one exist) and shall have the authority to appoint any special committees as needed. Authority also extends to the ability to sign checks on behalf of Eubanks PTO.
Section 2. Secretary: The Secretary shall attend & record the minutes of all Executive Board and/or General Membership meetings. Minutes will be provided in a timely manner following the meeting. As Parliamentarian, the Secretary shall have parliamentary authority and shall make sure the organization is governed by maintaining Robert’s Rules of Order (Revised). The Secretary will oversee the many administrative aspects of the organization and shall also serve as the President’s “right hand,” assisting where necessary.
Section 3. Treasurer: The Treasurer shall be responsible for keeping Eubanks PTO financially sound, as well as the implementation of proper internal controls relating to accounting procedures. The Treasurer shall receive all monies of the organization, which should be counted and deposited within 48 hours of receipt. He/she shall have authority to sign checks on behalf of Eubanks PTO. The Treasurer shall prepare an annual budget for the Executive Board’s review and approval. Additionally, a financial update shall be provided each month at the Executive Board meeting. Financial updates should also be readily available to any Eubanks PTO member upon request. Duties and responsibilities extend to providing a year-end report (due date to be agreed upon by the President & Treasurer), filing of necessary tax forms with the Texas State Comptroller’s Office, maintaining proper insurance coverage for the organization (annually), and allowing for visual accessibility of finances to the President. The Treasurer is required to review and approve contracts before an Executive Board member may sign. Additionally, he/she shall also provide cost- benefit analysis for any PTO committee that requests it.
Section 4. VP of Fundraising: The VP of Fundraising will have the sole responsibility of finding and creating new fundraising opportunities for Eubanks PTO each year through various activities, as approved by the President and the Principal.
Section 5. VP of Special Events: The VP of Special Events will work closely together with the VP of Fundraising. The VP of Special Events will be responsible for the oversight of all events at Eubanks, ensuring proper support is provided for the execution of said event. VP of Non-Fundraising events include Breakfast, Fall Family Carnival, Homecoming Parade, Grandparents Day, Morning with Mom, and Morning with Dad.
Section 6. VP of Volunteers: The VP of Volunteers shall serve as a liaison between Grade Level Coordinators and homeroom parents. Additionally, he/she will make sure that the volunteers are following Article IX: Section 3 and Article IV: Section 4.
Section 7. VP of Hospitality: The VP of Hospitality will be responsible for oversight of events serving the faculty and staff at Eubanks, ensuring proper support is provided for execution of said events. These events include monthly staff luncheons, teacher breakfasts, Biweekly snack cart, and all Staff Appreciation Week events. This VP is also responsible for making sure the teacher’s lounge is stocked.
Section 8. VP of Disbursements: The VP of Disbursements shall communicate with teachers and school staff to ensure everyone understands the purpose of disbursements. The VP will create a flyer explaining disbursements at the PTO general meeting and share with teachers via email and posting in the break room. He/she will meet with the principal, vice principal and secretary as needed to discuss the annual plan for disbursements, including budget, timeline and overall goals for the school year. This VP will work with the school secretary to create a Google form that will be sent out to teachers following the planned timeline for the year. He/she will meet with the secretary and Principal to discuss the disbursement list before purchasing and will use both teacher and school budgets when possible to make the most of financial bandwidth. He/she will also communicate with teachers and PTO social media to push out wish lists for smaller items to optimize purchasing power of disbursements. This VP is responsible for ordering items from the disbursements list, scheduling deliveries and communicating with office staff and teachers to ensure delivery of all purchases. He/she shall ensure all vendors are set up as tax free and will maintain a list of tax-free vendors, updating as needed. This VP shall maintain a disbursement email account and user accounts for online purchases and shall attend all PTO meetings and update the board on budget and purchases.
Section 9. VP of Communications and Technology: The VP of Communications will be responsible for all communication between Eubanks PTO members, Eubanks families and staff. Duties will include social media communications, administer the electronic PTO wide text group (GroupMe), administer all FB class group pages, manage the public and private PTO Facebook pages, manage the public and private PTO Instagram pages and will be responsible for creating print and electronic graphics. The VP will handle all tech related tasks for the PTO Executive Board and PTO general membership. The VP of Technology is responsible for maintaining the PTO Domain (www.eubankspto.com). They are also responsible for JotForm maintenance, updating the shared passwords and the maintenance of the shared PTO drive.
The duties of each Executive Board member shall be clearly communicated to the potential candidate, and will also be in written form and contained within their related training doc.
ARTICLE VIII: Committee Chair Duties
The duties of each Committee Chair shall be clearly communicated to the potential candidate. All Committee Chairs will be required to adhere to and maintain a working budget, set by the Executive Board in advance. This budget shall be made available to the Executive Board as requested.
ARTICLE IX: STANDING RULES
Section 1. Apart from the provisions of Article IX, Section 2, all funds disbursed outside of the annual Eubanks PTO budget must be approved by a majority vote of the Eubanks PTO General Membership.
Section 2. The Executive Board shall have the authority to make financial decisions related to Eubanks PTO at the beginning of the fiscal year and prior to the final approval of the budget. The budget must be approved by a majority vote of the Executive Board, prior to the first general meeting.
Section 3. The Executive Board shall have the authority to reallocate or disburse funds up to $2500 in a specific budgeted category, without a General Membership vote.
Section 4. Eubanks PTO volunteers cannot pay vendors or spend money in excess of $100 on behalf of Eubanks PTO and expect to be reimbursed without first (1) informing the Executive Board member supervising their committee or the President, or (2) submitting a prior written request to the Treasurer, and receiving in return written approval from the Treasurer.
Section 5. Any Executive Board member shall have the authority to sign contracts provided the Treasurer or VP of Disbursements has reviewed and approved said contract prior to signature.
Section 6. All expenses shall be submitted to the Treasurer for reimbursement within 30 days of transaction. All expenses related to the current school year incurred in May must be submitted for reimbursement by June 1st of the same calendar year.
ARTICLE X: PARLIAMENTARY AUTHORITY
Section 1. Robert’s Rules of Order, Revised, shall govern this organization.
ARTICLE XI: INSURANCE
Insurance coverage for the organization (including Membership, Officers, Liability, etc.) must be renewed each year and maintained as “current.”
ARTICLE XII: AMENDMENTS
These bylaws may be amended at any regular meeting of the Executive Board by a 2/3 majority vote of the members present. All prior approved votes shall not be overturned except by a majority of the Executive Board.