 | ST. PETER CATHOLIC INTERPARISH
SCHOOL ADVISORY BOARD THE CONSTITUTION & BY LAWS
(Revised 1/06} CONSTITUTION
ARTICLE I - TITLE
The name of this body shall be "St. Peter Catholic Interparish School Advisory Board", herein referred to as Board.
ARTICLE II - PURPOSE AND FUNCTION
The purpose of the Board is to share responsibility for the Catholic Education of the students of St. Peter Interparish School, herein referred to as School, with the Pastor and the Principal, acting as a representative group to give general guidance.
The basic responsibilities of the group are the following:
a) To participate in School and Board goal setting.
b) To pursue goals of long-range planning and public relations seeking a better understanding and wider support of Catholic Education within the parishes and the local community.
c) To formulate and communicate all policies, which are compatible with diocesan policies, required for the operation of the School.
d) To establish committees on a standing or ad hoc basis according to need.
e) To participate in the selection and evaluation of the Principal according to Board policies. Recommendations are forwarded to the Pastor for approval, from among candidates approved by the Diocesan School Office.
f) To review and recommend the annual School budget for presentation to the Parish council.
g) To review and evaluate Board operations.
ARTICLE III - MEMBERSHIP
SECTION A
1. Voting members of the Board shall consist of seven lay members from St. Peter Parish and two lay members from St. Andrew Parish.
2. A member of the Board shall be at least 21 years of age and a participating member of St. Peter or St. Andrew parishes; or a non-Catholic parent of a student enrolled in the School.
3. Ex-officio members of the Board shall consist of the Pastors, the Principal, Assistant Principal, and the President or his/her representative of the Home and School Association.
4. No Board member shall have a member of his/her household on the school staff.
5. School staff members and salaried parish employees shall not be eligible for election to the Board.
6. Not more than one member of a household shall serve at a given time.
SECTION B
Three members shall be elected each year to serve a term of three years. Board members shall not serve more than 2 consecutive terms. Terms shall begin at the close of old business at the last meeting of the school year.
SECTION C
Members shall be elected by a ballot mailed in the family packet in the spring according to the guidelines as established by the Public Relations and School Board Election Committee under By-Laws, Article I: Membership, Subsection 1: Process for Election.
ARTICLE IV - OFFICERS
The officers of the Board shall consist of President, Vice-President, and Secretary, all of whom shall be elected annually by the Board membership at the last regular meeting of the academic school year. Any elected member of the Board is eligible for any office.
SECTION A (President)
The President shall oversee and preside over the meetings at all regular and special meetings of the Board. The President, Vice-President and the Principal shall plan the agenda prior to each monthly meeting. The President shall accept calls from Board members unable to attend meetings and accept responsibility for those members for reporting to the overall board in their absence.
The President will represent the School at the Parish Council monthly meeting or choose a Board member to go in his or her place. The President will represent the Board at the Parish Finance Committee during the presentation of the School budget.
The President shall also appoint a chairperson for each committee and select Board members to serve on each committee.
SECTION B (Vice-President)
The Vice-President, in the absence of (or at the request of) the President, shall fulfill the Presidential duties and shall oversee meetings in the absence of President. The Vice-President participates at the monthly Board agenda planning meetings.
SECTION C (Secretary)
The Secretary shall take minutes of the meetings. The Secretary shall maintain a written record of all acts of the Board; conduct, receive, and dispose of all correspondence as directed; preserve all reports and documents committed to his/her care and prepare and provide minutes of the previous meeting.
ARTICLE V - MEETINGS
SECTION A
The Board shall hold regular meetings once a month from August through May at a place and time selected by the Board members.
The President may call a special meeting as needed in the months of June or July or as requested by any three members of the Board. The President shall notify Board members of any special meetings.
SECTION B
For the purpose of transacting official business, it shall be necessary that all members of the Board be informed of the meeting and that at least five voting members of the Board be present.
ARTICLE VI - RELATIONSHIPS
SECTION A
The Board shall formulate policies, the Pastor shall enact them, and the Principal shall implement them.
The Board shall relate to the parish council or finance committee in matters pertaining to the funding requested from the Parish.
The Board shall communicate regularly with parents of the students and with faculty through the Principal.
The Principal shall be the executive officer.
ARTICLE VII - COMMITTEES
SECTION A
The Board shall have committees such as: Finance Committee; Athletic Committee; Space and Enrollment Committee; School Health, Maintenance & Safety Committee; and Public Relations and School Board Election Committee. Ad hoc committees may be appointed as needed.
The appointment of regular committees shall be part of the new business conducted during the last regular meeting of the academic year.
ARTICLE VIII - AMENDMENTS
This Constitution shall be amended by a vote of two-thirds of the voting membership and approved by the Pastor, subject to regulations of the Ordinary of the Diocese and the Diocesan School Office.
Amendments shall be presented in writing to the Board at least two weeks prior to discussion by the Board. Voting will be at the following meeting. This provision may be suspended by a unanimous vote of the Board members present.
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BY-LAWS
ARTICLE I - MEMBERSHIP
I PROCESS FOR ELECTION
The Public Relations and School Board Election Committee shall execute the following process of election:
A. Solicitation Campaign
This shall include at least three different methods during the first two quarters of the school year. These may include, but not be limited to:
1) Presentations at Home and School Association Meetings especially if there is an Open House.
2) Advertisement in the St. Peter and St. Andrew Church Bulletins, and
3) Parent’s newsletter
B. Establish an election date that is in the month of April.
C. Preparation of the Slate of Candidates
1) The list of potential candidates shall be submitted to the Pastor for approval before the candidates are contacted.
2) The Committee shall then qualify each candidate and present the slate of candidates to the Board for approval at the January meeting.
3) Pastor approved candidates shall be requested to provide information to be included on the ballot.
4 Each candidate shall have an opportunity to approve the final copy of his/her information to be included on the ballot.
D. Distribute ballots to each parent and/or guardian, and to St. Peter adult parishioners to vote for the St. Peter members of the Board.
E. Counting of ballots.
1) At least three Board members, excluding any incumbent candidates, shall be present for the counting of the ballots.
2) In case of a tie, a ballot is voted upon by the current Board within 48 hours, excluding any incumbent candidates.
II VACANCIES
A. If a member of the Board fails to attend three meetings per year without good cause, in the judgment of the Board, the Board shall declare his/her place vacant.
B. When a vacancy shall occur in the membership, the President shall appoint a nominating committee of not less than two members. The Board shall choose a member from among those nominated to fill the vacancy until the next regular election of Board members.
ARTICLE II - POLICY
Formulation of policy includes:
1) Drafting of a proposed policy by an individual or committee;
2) Board discussion to clarify;
3) Board contact with constituents to assess;
4) Board discussion to work toward consensus;
5) Enacted by the Pastor;
6) Entered into the system of current policies;
7) Communicated to all concerned and reviewed regularly.
ARTICLE III - SEARCH FOR PRINCIPAL
When a new Principal is needed, the Board President and Pastor shall appoint a search committee of three to five members, totally or predominantly composed of Board members. In recommending a Principal for hiring, the search committee must adhere to Purpose and Function, Article II: Item E, of the Constitution.
ARTICLE IV - COMMITTEES
General
The Board committees are responsible for organizing and planning the work of each committee based on the following descriptions. Each committee shall consist of at least one or more Board members depending on the workload of the committee. Non-Board members are encouraged to participate in the committees. Each committee shall have a chairperson who is responsible for calling committee meetings and reporting to the Board on committee activities. Board members shall be a member of at least one of the following committees.
I FINANCE COMMITTEE
The Finance Committee shall be responsible for the formulation of the operating budget for the School. This Committee will be fiscally responsible to St Peter Parish in reviewing present and future financial needs of the School. It will ensure that all committees that are raising money on behalf of the School report to the Board. Membership of the Finance Committee shall consist of a minimum of 2 Board members, one representative from each St. Peter and St. Andrew Parish, and the Principal. An ad hoc member approved by the Board may also be included.
Committee Functions:
1. Work with the Principal in preparing the school budget in December and January. Areas such as school administration, educational programs, school support programs, extra-curricular activities, plant operation and maintenance, capital improvements, and Board administration are to be considered. Approval of the budget shall be obtained from the Board and presented to the Parish Finance Committee in February. The final presentation to Parish Council will be in May.
2. Secure financial appropriations from the St. Peter Parish Council to augment projected receipts for the purpose of achieving a balanced school budget. Appropriated Parish Funds shall be managed at the discretion of the School Administration within the guidelines of the operating budget approved by the Board.
3. Provide assistance to either St. Peter or St. Andrew Parish in securing financial support for the School's operating budget.
4. Hold accountable all groups and committees that raise money on behalf the School by having the group(s) report to the Board as appropriate.
5. Oversee the SCRIP Program and its operation.
6. Work with various Grant Writers to find other methods to bring income to the School.
II ATHLETIC COMMITTEE
The Board shall have one member who serves as a liaison between the Board and the St. Peter Interparish School Athletic Committee overseeing the athletic program at the school. The functions and duties of the Athletic Committee are noted in the St. Peter Interparish School Athletic Policy Handbook.
III SPACE AND ENROLLMENT
The Space and Enrollment Committee is responsible for monitoring the enrollment status and space requirements for the School. The committee works with the school administration to determine how to make the best use of available space on the campus to achieve the educational goals of the School. The committee is also responsible for maintaining the policies and procedures of the Board.
Committee Functions:
1. Work with the Principal and school administration to determine the use of space within the campus. Determine what space is available and how to best use this space to address the needs of the School.
2. Monitor enrollment at the School. Work with the Principal and school administration to maximize the enrollment opportunities for members of St. Peter and St. Andrew parishes.
3. Review Board polices on a continuing basis. Policies should be reviewed and updated on a bi-yearly basis. The committee works with the Principal to maintain the school board handbook and to assure that the policies of the Board are in compliance with diocesan policy and goals.
IV SCHOOL HEALTH, MAINTENANCE, & SAFETY COMMITTEE
The Health, Maintenance and Safety Committee is responsible for identifying and addressing any area of concern that pertains to the establishment of a well maintained facility and the safe and healthy environment conducive to the educational needs of the current and future generation of St. Peter students and faculty.
Committee Function:
1. Conduct inspection of the School building in September and February each year.
2. Develop a long-range plan for continued improvement of School buildings and grounds.
3. Support the Principal in the promotion of good health practices as members of the Wellness Committee.
4. Establish and maintain a healthy environment for the students and faculty.
5. Assist the Principal in developing policies and procedures that have the safety of the students and faculty as the highest priority.
6. Coordinate with St. Peter Parish maintenance committee.
V PUBLIC RELATIONS AND SCHOOL BOARD ELECTION COMMITTEE
The mission of the Public Relations and School Board Election Committee shall be to promote communication with the St. Peter and St. Andrew Parish population, general public, and the media, and to facilitate the election of Board members.
Functions:
1. Consist of a minimum of two Board members (one member from St Peter Parish and one member from St. Andrew Parish), the Principal or Assistant Principal, and, if possible, two parents.
2. Follow the guidelines as set forth in By-Laws, Article I, Membership, and Subsection 1: Process of Election.
3. Update and distribute brochures;
4. Promote School activities;
5. Communicate with local media;
6. Solicit parent involvement;
7. Present to the Board a slate of nominees at the January meeting for approval;
8. See that the election ballot consists of a minimum of two nominees for each Board position to be filled;
9. Develop and enhance relationships with alumni.
ARTICLE V - MEETINGS
For the purpose of transacting official business, it shall be necessary that at least five voting members be present. A simple majority of those present and voting shall carry the motion unless otherwise specified in the Constitution or by-laws.
A member who is unable to attend a meeting shall notify the Board President not less than 48 hours in advance of the meeting, if possible, so that such meeting which would lack a quorum would be deferred.
Meetings of the Board shall be devoted solely to the official business for which the Board was established, and shall not be employed to promote either social activity or political solicitation.
Regular meetings of the Board ordinarily shall be open. To treat confidential matters, a session may be declared an Executive (closed) Session by the Board President. Executive Sessions are limited to Board members (voting and non-voting) only. Special meetings may be called by the Board President and shall be designated for either open or executive sessions.
The right to address the Board shall be limited (5 minutes) to those whose petition, submitted in writing at least 1 week before the meeting, has been approved by the President for the agenda. This provision may be suspended by a majority vote of the Board members present. The Board shall only be addressed about policy issues, personnel issues are referred to the Principal and Pastor.
The Principal shall preserve a written record of all acts of the Board, recorded by the Secretary, in the Principal’s office.
Although Robert's Rule with yes/no voting may be required on occasion, the board shall generally work toward consensus.
The order of business shall be at the discretion of the presiding officer.
ARTICLE VI -AMENDMENTS
An amendment, proposed as herein required, shall be further amended at the meeting during which it is presented for adoption, and prior to such adoption.
A by-law shal1 not be suspended unless specifica1ly so provided by another by-law, or by its own provision to that effect.
These by-laws shall be amended by a vote of two-thirds of the voting membership and approved by the Pastor, subject to regulations of the Ordinary of the Diocese and the Diocesan School Office.
Amendments shall be presented in writing to the Board at least two weeks prior to voting on such. This provision may be suspended by a unanimous vote of the Board members present.
Revised January 24, 2006
DSP 9301
See Principal’s Master School Board Handbook for signed policies
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President of School Board
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Principal
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Pastor
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