HSA Bi-Laws & Terms
SAINT AGNES HOME AND SCHOOL ASSOCIATION
CONSTITUTION AND BYLAWS
Article I: NAME
The name of this organization shall be Saint Agnes Home and School Association.
Article II: OBJECT
Section 1 The object of this Association shall be the advancement of Catholic education and the welfare of all children educated at St. Agnes School.
Section 2 It shall further be to act in the promotion of parent-school activities and to increase, on the part of its members, an interest in educational and civil affairs.
Section 3 Finally, it shall attempt to enhance the parents, and teachers’ role in the education of the child.
Article III: AUTHORITY
The pastor has the responsibility for the parish school and this Association shall function only with his consent.
Article IV: MEMBERSHIP
The membership shall be open to all parents/guardians whose children attend the parish school.
Article V: OFFICERS
Section 1 The officers of this Association shall be known as the
Executive Board. They are:
President
Vice President
Recording Secretary
Corresponding Secretary
Treasurer
The Executive Board shall meet at the discretion of the President.
Section 2. The term of the office shall be for two (2) years beginning
June 30 after the election. No person shall be eligible to hold the same office for consecutive terms.
Section 3. The President must be a practicing Catholic and have had previous Home and School Board experience. The president shall preside at all general membership meetings of this Association and meetings of the Executive Board; shall perform all duties pertaining to the office, appoint chairpersons of permanent committees with approval of the Executive Board shall appoint special committees with approval of the Executive Board; shall be an ex-officio member of all committees except Nominating and Auditing; shall receive notices of all meetings and counter-sign any checks.
Section 4. The Vice-President shall perform the duties of the President when asked and shall assume the duties of that office until the next annual election if the office of the President shall become vacant; shall coordinate the committees of the Board as directed by the President and shall perform such other duties as the President or Executive Board shall designate.
Section 5. The Recording Secretary shall keep a minute book showing a true and accurate record of all general membership meetings of this Association, and all meetings of the Executive Board, all meetings of the Board; shall assist the Communications Committee; and shall perform such other duties as the President or Executive Board shall designate.
Section 6. The Corresponding Secretary shall send notices of
general membership meetings to the members prior to said meetings; shall prepare public notices of all meetings and activities; shall handle such correspondence as the President or Executive Board; shall assist the Voluntary Assistance Committee; and shall perform such other duties as the President or Executive Board shall designate.
Section 7 The Treasurer shall collect all dues and receive all other monies; shall make disbursements only as directed by the Board and countersigned by the President; shall submit to the Board a proposed budget before the first general membership meeting; shall assist the Ways and Means Committee; shall present a financial report at each general membership meeting and a written annual financial report.
Article VI: NOMINATION OF OFFICERS
Section 1 Nominations for officers of the Association shall be made by a Nominating Committee of not less than three (3) persons appointed by the Executive Board.
Section 2 The Nominating Committee shall have sufficient time to secure nominees for all offices prior to the election meeting of the Association.
Section 3 The Nominating Committee shall make known to the Association all nominees secured for the offices. Additional nominations may be made from the floor of the election meeting, provided the prior consent of the nominee has been obtained.
Article VII: ELECTION OF OFFICERS
Section 1 The election proceedings shall be conducted by the Nominating Committee at the last general membership meeting of the school year.
Section 2 The time and place of the election meeting shall be made known to the Association so as to allow all interested members to be present.
Section 3 The election meeting shall be held prior to the end of the term of the current officers, but not earlier than March.
Section 4 Voting shall be by secret ballot, cast by the general membership at the election meeting. The majority of votes shall elect.
Article VIII: THE BOARD
Section 1 The administrative body of this Association shall be known as the Board. The Board consists of…
A Pastor of the parish
Executive Board
Principal of the parish school
Chairpersons of permanent committees
A faculty member
Section 2 All matters of policy and administration shall be vested in the Board.
Section 3 A quorum of the Executive Board shall be a majority of the members thereof.
Section 4 Meetings of the Executive Board shall be held at the call of the President or any three (3) members of the Executive Board. Meetings shall be open to members of this association.
Section 5 There should be a transition meeting in May of the Board and the Board Elect.
Section 6 The Board shall have the right to fill any vacancies among the officers of this Association.
Section 7 The Board shall approve the proposed budget and give prior approval to all expenditures of money.
Section 8 The President shall have the right to appoint a previous Board member to act as an advisor, whenever deemed necessary. Additional responsibilities may be assigned to that person by the President.
Section 9 The President shall have the right to add or delete permanent committees; to name special committees and to suggest the chairperson and members thereof, all with the approval of the Executive Board.
Article IX: COMMITTEES
Section 1 The permanent committees shall be the main means of accomplishing the objectives of the Association; therefore, permanent committees may be added or deleted by the President with the approval of the Executive Board. The permanent committees perform such other duties as the President shall designate. The permanent committees of this Association are:
Communications
Voluntary Assistance
Enrichment
Lunch
Ways and Means
Hospitality
Section 2 Communications committee shall provide means of communication to establish an awareness and better understanding of all Association activities. Additionally, Communications Committee shall assist with Public Relations.
Section 3 Voluntary Assistance Committee shall provide adult volunteer assistance to the staff and the school as needed.
Section 4 Ways and Means Committee shall plan, coordinate, and implement any fund-raising activities to support the school.
Section 5 Enrichment Committee shall coordinate extra-curricular and provide cultural activities and programs for the students.
Section 6 The chairpersons of permanent committees shall be appointed by the President and shall perform such other duties as the President and the Board shall designate.
Section 7 The membership of permanent committees shall consist of
a chairperson and at least two (2) members. A list of all permanent committee members shall be submitted to the Executive Board before the first general membership meeting. Members for subsidiary committees may be selected by the permanent committee chairperson as needed. The President shall be an ex-officio member of all permanent committees.
Section 8 Each permanent committee shall meet at least twice
a year to plan, schedule, and implement its activities and membership. The result of all permanent committee meetings shall be reported to the Executive Board. An annual written report of its activities, membership, and recommendations shall be conveyed to the Executive Board and become a part of the Association records.
Section 9 Special Committees shall be appointed by the President
and the Executive Board. The Nominating committee shall be appointed bi-annually as specified in Article VI, Section I, and Article V, Section 6, respectively. The President shall be an ex-officio member of all special committees except the Nominating committee. Upon completion of its specific purpose, the special committee shall submit a written report to be incorporated into the records of the Association.
Article X: GENERAL MEMBERSHIP MEETINGS
Section 1 There shall be periodic meetings during the school year. The time and place of said meetings shall be decided by the Executive Board.
Section 2 These meetings shall be open to all interested persons.
Section 3 Those present, from the general membership, shall constitute a quorum for voting purposes.
Article XI: PARLIAMENTARY PROCEDURE
Section 1 The rules contained in ROBERT’S RULES OF ORDER, REVISED shall govern this Association in all cases not covered by the Constitution and Bylaws or Standing Rules.
Section 2 A parliamentarian may be appointed by the President to give the final decisions on parliamentary rules.
Article XII: AMENDMENTS
Amendments to these bylaws shall be proposed in writing no less than 30 days before a general membership meeting. The voting shall take place at the next general membership meeting. A two-thirds vote of the general membership attending the meeting shall be necessary to amend.
STANDING RULES
These standing rules may be changed without prior notice. A two-thirds vote of the general membership attending the meeting shall be necessary to change.
- Membership dues shall be set annually by the Executive Board
- Unbudgeted expenditures up to $1000.00 may be approved by the Executive Board without a vote by the general membership.
- All expenditures, voted by the membership, must have had prior approval by the Executive Board.
- Copies of the annual Treasurer’s report shall be given to the pastor.
- No fund-raising activities shall be undertaken without the consent and approval of the pastor. These monies shall be expended only upon his approval.
- There shall be at least three (3) general membership meetings called each year.
Revised 2008
