Constitution and By-Laws

CONSTITUTION

Of

SAINT ANDREW CATHOLIC SCHOOL ADVISORY COUNCIL

 

MISSION STATEMENT

Saint Andrew Catholic School Advisory Council exists to assist the Administration of Saint Andrew Catholic School and Parish of Saint Andrew Catholic Church help families pass on faith and knowledge to the youngest generation of Catholic Christians.

ARTICLE I

Title

1.1   The name of this body shall be Saint Andrew Catholic School Advisory Council, hereinafter referred to as the Council.

ARTICLE II

Authority

2.1   The Council shall be governed by this Constitution and the By-Laws, and any amendments thereto.

ARTICLE III

Nature and Function

3.1   This Council is an advisory board assisting in the operation of Saint Andrew Catholic School subject to such policies and regulations that proceed from the Bishop of the Diocese of Fort Worth.  The Council is established to assist the Pastor of Saint Andrew Catholic Church and the Principal of Saint Andrew Catholic School in the governance of the educational program at Saint Andrew Catholic School.  The Council is advisory to the Pastor of Saint Andrew Catholic Church and the Principal of Saint Andrew Catholic School in that the Council cannot act apart from, nor make decisions that are binding without approval from the Pastor of Saint Andrew Catholic Church and the Principal of Saint Andrew Catholic School.

3.2    A partial list of the duties and functions are as follows:

3.2.1     Develop policies consistent with the directives of the Diocesan School Advisory Council, Pastor of the Saint Andrew Catholic Church and the chief administrator of Saint Andrew Catholic School.

3.2.2     Foster better understanding of and support for Catholic education.

3.2.3     Be responsible for establishing policies under which Saint Andrew Catholic School administrators shall operate the educational programs.

3.2.4     Determine policies relating to planning, operating, and maintaining Saint Andrew Catholic School.

3.2.5     Be responsible for the determination of tuition rates and salary guidelines.

3.2.6     Plan, publish and review the annual budget and securing adherence to the budget.

3.2.7     Serve as planning and building committee for new facilities.

3.2.8     Serve as Saint Andrew Catholic School’s representatives on permanent committees and committees established by the Chair on a standing or ad hoc basis.

3.2.9     Establish and enforce a code of ethics for the Council.

 

3.3   The Council is responsible for and will be consulted regarding the following areas:

3.3.1     Planning;

3.3.2     Policy development and compliance;

3.3.3     Finances;

3.3.4     Development.

ARTICLE IV

Membership, Election and Terms

 

4.1   The members of the Council shall be elected according to the By-Laws.

 

4.2    Number and composition of members:

4.2.1     The Council shall be composed of nine voting members.

4.2.2     The principal of Saint Andrew Catholic School shall be an ex-officio, non-voting member of the Council.

 4.2.3     The Pastor of Saint Andrew Catholic Church shall be an ex-officio, non-voting member of the Council.

 

4.3     Conflict of Interest: 

4.3.1     No Council member shall have a member of his/her household on Saint Andrew Catholic School staff. 

4.3.2     No Council member, or a member of his/her household, during his/her tenure as a member of the Council, shall serve as a voting member of the Pastoral Council or Finance Council of Saint Andrew Catholic Church, or as a member of the Saint Andrew Home and School Executive Committee.

4.3.3     No Council member during his/her tenure as a member of the Council shall serve in a salaried position in Saint Andrew Catholic School.

4.3.4     Not more than one member of a household shall serve on the Council at any given time.

4.3.5     Council members duly elected from Saint Andrew Catholic Church, through either the Saint Andrew Catholic Church or Saint Andrew Catholic School elections, who change affiliation shall automatically cease to be Council members.

 

4.4    Election and Term of members

4.4.1     Six members shall be elected by and from parents with children at Saint Andrew Catholic School.

4.4.2     Three members shall be elected by and from the members of Saint Andrew Catholic Church.

4.4.3     The time, place and procedure of these elections shall be stated in the By-Laws.

 

4.5   Tenure of Office

4.5.1     Each member shall serve a term of three years.

4.5.2     No member may be elected for more than two consecutive three year terms.

4.5.3     Terms shall be staggered so that three new members are elected annually: two members from Saint Andrew Catholic School and one member from Saint Andrew Catholic Church.

4.5.4     Newly elected members shall begin their term of office July 1st following their election.

 

ARTICLE V

Officers

 

5.1    The officers of the Council shall consist of Chair, Vice-Chair, and Secretary and the Executive Secretary, who shall be the principal of St. Andrew School.

 

5.2    The officers of the Council shall be elected annually by the Council at the regular meeting in May.  They shall begin their terms on July 1.

 

5.3    All voting members of the Council that have served for one or two years are eligible for any office.  Newly elected members may observe the election process but they can neither vote not be nominated or run for office.  Retiring members of the Council will vote for officers of the coming year.

 

ARTICLE VI

 

Meetings

 

6.1    Regular meetings will be held at Saint Andrew Catholic School once a month at a time designated by the Council.

 

6.2     Executive Sessions may be called at any time by a motion of a member of the Council.  The only attendees in Executive Session shall be the nine voting members of the Council and the two ex-officio members as defined in Section 4.2 above.

 

6.3     Quorum:  For the purpose of transacting official business, it shall be necessary that a majority of the total members of the Council be present and voting.

 

ARTICLE VII

 Amendments

 

7.1    This Constitution may be amended by a vote of two-thirds of the total voting member’s subject only to the regulations of the Diocesan Advisory Council.

 

7.2     Amendments must be presented to the Council at least one meeting prior to voting on such.

 

ARTICLE VIII

 Indemnification

 

8.1    Directors and Officers.  Saint Andrew Catholic School and the Council shall indemnify to the fullest extent permitted by law, any person who is made, or threatened to be made, a party to or witness in, or is otherwise involved in, any threatened, pending or completed action, suit or proceeding, whether civil, criminal, administrative, investigative, or otherwise (including any action, suit or proceedings by or in the right of the Council) by reason of the fact that:

a. The person is or was a member of the Council or any of its committees.

 

8.2    Employees and Other Agents.  The Council may indemnify its agents to the fullest extent permitted by law.

 

8.3    Survival of Rights.  The rights conferred on any person by this Article VIII shall continue as to a person who has ceased to be a member of the Council; and shall inure to the benefit of the heirs, executors and administrators of such person.

 

 

ARTICLE IX 

Interpretation of the Constitution

 

9.1    The Council shall be recognized as having full power in case of dispute, to interpret, to declare, and to state fully the meaning of any section, clause, or word within the framework of this constitution, subject to the approval of the Diocesan Advisory Council.

 

This Amended Constitution shall take effect on the date it is approved by the Council, as evidenced by its Chair’s signature, together with all other required signatures. 

 

Chairman Charlie Klutz

Saint Andrew Catholic School Advisory Council Date: 1/9/12

 

Father Tom Stabile

Pastor Saint Andrew Catholic Church Date: 1/9/12

 

Charlie Llewellyn

Principal Saint Andrew Catholic School Date: 1/9/12

Approved by Diocesan Superintendent of Schools Date: 12/28/11


 

AMENDED BY-LAWS OF

SAINT ANDREW CATHOLIC SCHOOL ADVISORY COUNCIL

 

By-Law I – Election Procedures

 A.   Qualifications of Nominees

1.   A Nominating Committee Chair shall be appointed by the Chair of the Council at the September meeting

2.   School Nominees:

a.   The nominee’s family must be registered members of Saint Andrew Catholic Church for at least one year prior to the elections;

b.  The nominee’s family must have been active and contributing time, talent and treasure to the Saint Andrew Catholic Church parish for at least one year prior to the elections;

c.   The nominee must be at least 18 years of age;

d.   Each nominee must be approved by the pastor of Saint Andrew Catholic Church;

e.   The nominee must have a child who has attended Saint Andrew Catholic School for a minimum of two years prior to the elections;

f.   The nominee must be a parent of a child currently attending Saint Andrew Catholic School;

g.   The nominee may be a non-Catholic; however, only one non-Catholic may serve on the Council at any time; and,   

h.   In cases of divorce, a parent is defined as the Managing Conservator.

3.   Parish Nominees:

a.   All the above except sections 2 (e) and (f)

4.   Conflict of Interest – See Amended Constitution Article IV, Section 4.3.

5.   The Nominating Committee shall submit to the Council by the regular meeting in March the names of qualified nominees for the vacancy to be filled.  In addition, the names of qualified nominees may be submitted by any parishioner or parent with a child at Saint Andrew Catholic School, by furnishing such a nomination in writing and co-signed by the nominee, to the Chair of the Council before the March meeting.

 

B.   Election Process of Nominees

1.   Parish Elections -- The following procedure shall be followed in parish elections:

a.   Elections shall be held each year;

b.   The dates of the election will be decided at the March meeting of the Council;

c.   Ballots shall list the nominees in an order selected by lot;

d.   Ballots shall be made available at all Sunday Masses on the two successive weekends in the spring determined by the Nominating Committee;

e.   The ballot shall be provided; and,

f.   Each parishioner will be instructed to vote for one name on the ballot, to sign and place the ballot in a designated box.

2.   School Elections -- The following procedure shall be followed in school elections:

a.   Elections shall be held each year;

b.   The dates of the election will be decided at the March meeting of the Council;

c.   Ballots shall list the nominees in an order selected by lot;

d.   On the date selected by the Council, the Nominating Committee shall distribute ballots to each parent of children currently attending Saint Andrew Catholic School, in cases of divorce, a parent is defined as the Managing Conservator;

e.   Voters shall be instructed to vote for two names on the list; and,

f.   The ballot shall be signed by the voter and returned to the Chair of the Nominating Committee on or before the date specified by the Council.

C.   Tabulation of Ballots

1.   All ballots shall be opened and counted by a committee appointed by the Chair of the Council for this purpose, at least one of whom shall not be a member of the Council or a nominee for a vacancy thereon.  Computation of the ballots shall be on the premises of Saint Andrew Catholic School.

2.   A plurality of votes cast shall be sufficient for election.

3.   If more than one non-Catholic nominee has a plurality of votes, the one with the most votes will be declared the winner.  Any others will not be considered for the other two open positions even if they have more votes than the Catholics participating in the election.

4.   The results of both elections shall be made known at once to all the nominees and to the Council members by the Chair of the Council and shall be announced publicly at the next Council meeting and on the Saint Andrew Catholic School website.

 

By-Law II – Membership

A.   Vacancies on the Council occurring in the period between elections may be filled by the Council from persons qualified by By-Law I Section A; 2. and 3 above.  Such appointment shall pertain to the unexpired term.

B.   Attendance and unexcused absences shall be noted and recorded in the minutes.  Any member of the Council, other than an ex-officio member, who is absent from two consecutive meetings, shall, unless, excused by action of the Council, cease to be a member.  In the event of such an event the vacancy will be treated as stated in Section A above.

 

By-Law III – Officers

A.   The duties of the officers are as follows:

1.   The Chair shall preside at all meetings of the Council, represent the Council in its official capacity, appoint all committees as become necessary from time to time, and shall set the agenda with the principal.

2.   The Vice-Chair shall perform all the duties of the Chair when he/she is absent or unable to act, shall be responsible for a monthly report on the status of Saint Andrew Catholic School budget, and shall oversee with Saint Andrew Catholic School administration, preparation of the annual budget of Saint Andrew Catholic School.

3.   The Secretary shall conduct, receive and dispose of all correspondence as directed, arrange dates and places for the Advisory Council meetings, and serve as Chair of the Fundraising Committee.

4.   The principal, as Executive Secretary, shall be responsible to the Council for carrying out its policies and shall officially report the actions of the Council to the pastor of Saint Andrew Catholic Church; with the Chair shall develop an agenda for meetings; shall preserve all reports and documents committed to her/his care which are proper to the Council; shall suggest policies to be adopted; shall act as professional consultant; shall keep the minutes of the meetings; shall send a copy of the minutes to the diocesan school office; shall implement Council decisions; shall prepare reports as deemed necessary; shall provide all notifications as called for by these By-Laws and/or the Constitution.  With the approval of the Council, the Executive Secretary shall appoint a person, not a member of the Council, as recording secretary. 

 

By-Law IV – Council Meetings

A.   All regular meetings of the Council are to be open meetings unless designated as being Executive.  The right of non-members to address the Council shall be limited to those whose petition has been approved by the Chairman of the Council in advance of the regular meetings.

B.   Executive Sessions may be called at any time by a motion of a member of the Council.  The only attendees in Executive Session shall be the nine voting members of the Council and the two ex-officio members as defined in Section 4.2 above.

C.   Special meetings may be called by the Pastor, the Chairman, or by any three (3) members.

D.   A simple majority of those present and voting shall carry the motion unless otherwise specified in the Constitution.

E.   A written record of all acts of the Board, maintained by the Secretary, shall be preserved in Saint Andrew Catholic School Archives.

F.   Because of the consultative nature of the Council, no meeting will be held without the pastor of Saint Andrew Catholic Church and/or the principal of Saint Andrew Catholic School or their designee in attendance.

G.   Rules of Procedure – The Council may fix its own rules of procedure, but in the absence of such rules, Robert’s Rules of Order, shall apply.

H.   A written agenda for the regular meetings shall be sent to each member prior to the meeting.

I.   In the event a Council member is absent from a meeting, he or she may vote absentee on any issues previously proposed to the Council.

J.   Decisions of the Council shall be arrived at by a consensus model.

K.   The ordinary order of the meetings shall be:

1.   Call to Order

2.   Prayer

3.   Apporval of Minutes

4.   Unfinished Business

5.   New Business

6.   Open Forum

7.   Principal’s Report

8.   Committee Reports

9.   Prayer

10.  Adjournment

 

By-Law V – Amendment

A.   By-laws may be amended by a vote of one more than a simple majority of the members present at any regular meetings, providing the amendment has been presented at the previous meeting of the Council.

 

By-Law VI – Policies and Procedures

A.   The Council shall recommend policies and procedures for operating Saint Andrew Catholic School.

B.   To establish a new policy or procedure or to change an existing policy or procedure, a quorum of the voting membership is required. A policy or procedure change may be presented at any meeting, but shall not be voted upon until the following meeting.

C.   The Policy and Procedure Manual, amended January 9, 2012, contains all approved policies and procedures of the Advisory Council of Saint Andrew Catholic School.

 

By-Law VII – Committees

A.   The Council shall establish the following permanent advisory committees:

1.    Building and Grounds Committee;

2.    Finance Committee;

3.    Communications and Website Committee; and,

4.    Nominating Committee.

B.   Other advisory committees, as needed, will be created by the Council.

C.   One member of the Council will act as the liaison between the Council and the Parish Pastoral Council.  The term for this position will be one (1) year. 

D.   One member of the Finance Committee will act as liaison between the Council and the Parish Finance Council.  The term for this position will be one (1) year. 

 

Revised 1984

Revised 1987

Revised 3/28/88

Revised 5/11/92

Revised 5/15/95