St. Mary Advisory Council By-Laws

Mission Statement:

ST. MARY'S SCHOOL ADVISORY COUNCIL SHALL REPRESENT THE PARISH IN ASSISTING ST. MARY CHURCH AND SCHOOL IN ITS MISSION TO PROVIDE THE CHILDREN OF ST. MARY SCHOOL WITH THE BEST POSSIBLE MEANS NECESSARY FOR THEIR EDUCATIONAL AND SPIRITUAL DEVELOPMENT.

ARTICLE I - NAME

The name of this body will be referred to as the St. Mary School Advisory Council, of Westphalia, in the Diocese of Lansing; State of Michigan.


ARTICLE II - PURPOSE AND DUTIES

Section 1.      Purpose.

The St. Mary School Advisory Council believes that parents share a vested interest in the education of their children.  As such, the Council will serve as an organized body for parents, faculty and parishioners to participate in the process and provide input on the educational and spiritual growth of their children.  The Council will serve in an "advisory" role, providing input and advice to the Principal and Pastor of St. Mary School on areas related to the Council’s mission.  The decision to implement such recommendations will remain at the discretion of the Principal in collaboration with the Pastor. 

Section 2.      Duties. 

A.                   School/Student Performance.  Review school and student performance based on input from Principal, faculty, and Pastor.  Input from the parents and other interested parties will be considered.  Evaluate student performance from the principal.  Review trends related to grade averages and standardized test scores.

B.                   Educational Facilities.  Review and make recommendations on the school facilities and equipment with the aim of maintaining and improving the educational needs of students.

 

C.                   Spirituality.  Review and make recommendations on activities related to the spiritual growth of students at St. Mary School

 

D.                   Fundraising.  Review and make recommendations on the various fundraisers held throughout the school year by the students of St. Mary School.  Review and make recommendations on the fundraisers held by the Council.

 

E.                   Parental Concerns.  Review and make recommendations on issues brought forward by parents and parishioners regarding policies that affect the student body.  No issues involving curriculum, budget, tuition, and/or school faculty will be considered. 

ARTICLE III - MEMBERSHIP

Section 1.      Eligibility for Council Membership:

A.   Any adult who is 21 YEARS OF AGE.  They must be an active and  registered member who contributes financially to St. Mary Church in an official capacity. 

B.    Any parent of a student currently enrolled at St. Mary School.

C.   Existing members of the Council may continue to serve, if nominated and re-elected.  No member shall serve more than two terms.   

Section 2.   Terms of Office.

Each member shall serve a term of two years, with the exception that the original members shall serve terms varying from one to three years with approximately one third serving a one-year term, one-third a two-year term, and one-third a three-year term, to be determined by lot.  Members may serve only two consecutive terms.

Section 3.   Number of Members.  The Advisory Council will be comprised of 10 members.  The Pastor, Principal, and teacher shall be considered ex officio.    

(1)  The Pastor of St. Mary Church;

(2)  The Principal of St. Mary School;

(3)  A faculty member at St. Mary School;

(4)  Five elected positions who are parents of children at St. Mary School;

(5)  Two positions, appointed by the Pastor of St. Mary Church, who do not have students enrolled in the school, but who share a vested interest in the educational experience of students at St. Mary School. 

ARTICLE IV - OFFICERS 

Section 1. Once elected and/or appointed, the Council shall name officers, consisting of a president, vice president, secretary, and treasurer. 

Section 2.   Only members who have previously served on the Council are eligible to be president.

Section 3.   The duties of the officer shall be as follows:

A.                  The president shall preside at the meetings of the Council and perform such duties as are incumbent on this office. 

B.                   The vice president, in the absence of the president, shall perform all the duties of the president. 

C.                  The secretary shall keep minutes of all council meetings and shall discharge such duties as are incumbent upon this office. 

D.                    The treasurer shall keep an accurate account of the general fund account and shall pay bills authorized by the Council. 

ARTICLE V - NOMINATION

Section 1.  At the end of the two-year term, and at the end of the current school year, nominating forms will be available at the school and church for individuals to nominate persons to serve on the Council for a two-year term for the coming school year.  The Council President will appoint two people whose terms will be ending to sit on the nominating committee.  The Council secretary shall make nominating petitions available 30 days prior to election of Council members.

Section 2.   Those nominated will be contacted to verify willingness to serve on        Council. 

ARTICLE VI - ELECTIONS

Section 1.   Method of Voting.

The annual election of Council members shall be by special ballot.  It shall be held in May of each year at a time and place designated by the Council.  

Section 2.   Eligibility for Voting.

All contributing members of the parish and all parents (Catholic and non-Catholic) of enrolled students.

Section 3.   Compiling Votes.

Names will be compiled on a ballot, with the top two vote-getters elected to serve on the Advisory Council for the next two years.  The term of office shall expire with the installation of the new members; which will be the final agenda item for the May meeting.

Section 5.  Resignation, Vacancies, Removal, Absences, Increases.

A council member may resign by giving written notice to the President.  A council member may be removed from office without assignment of cause by the vote of at least two-thirds of the entire Council.  If a member misses three (3) consecutive meetings without excuse, such absences shall warrant the resignation of member. 

Section 6.      The Council may increase the number of members only with the approval of two-thirds of the Council members.  To fill any vacancy or increase in number of members, the Council shall administer the nomination and elections process.

Section 7.      If the Council is unable to find nominees who are willing to fill the vacancies on the Council, the Council will be dissolved by a two-thirds vote of the Council.  If two-thirds of the Council does not vote to dissolve the Council, a new set of nominees will be obtained according to the procedures outlined in Section 1, Article V of these bylaws.  If the new set of nominees is unwilling to fill the vacancies, the Council will be dissolved automatically. Any remaining balance in the Council’s account will be given to St. Mary School to be used at their discretion.   

ARTICLE VII - MEETINGS

Section 1.  Place of Meeting. 

The meetings of the Council shall be held at the school library or somewhere else on parish grounds designated by the Council. 

Section 2.  Regular Meetings. 

The Council will meet at 7:00 pm on the 2nd Thursday during the months of September, November, January, March, and May.  There shall be general forum meetings held in the fall and spring to be held in the school gymnasium at a date and time to be announced by the president. 

Section 3.  Special Meetings. 

The President of the Council may call special meetings of the Council at any time.  In addition, special circumstances or pressing issues may warrant the immediate attention of the Council, necessitating the need for a special meeting of the entire membership.

Section 4.  Quorum. 

A quorum shall consist of a majority of the members of the Council.  The Council at any meeting at which the required quorum is not present shall consider no official business.

Section 5.  Public Attendance.

All regular meetings of the Council shall be open to members of the parish and to parents of students receiving their education at St. Mary School.  Any member of St. Mary Parish or parent of a student attending St. Mary School may have up to five minutes at the beginning of any regular meeting to present information pertinent to the work of St. Mary Council.  A parent who wishes to speak at a Council meeting must inform the Council President on the content that they will present at the meeting.  This information must be presented to the Council President one week prior to the meeting.  No more that six speakers will be allowed per Council meeting.  Additional opportunities may be provided at the discretion of the chairperson.  Any suggestion or concern brought to the attention of the Council during a regularly scheduled meeting shall be reviewed and considered by the Council with a report and/or decision shared with the membership at the next regularly scheduled meeting.

Section 7.  Written Record

A written record of all acts of the Council shall be maintained by the secretary or recording secretary, and preserved in the parish archives.
 
Section 8.  Rules of Order. 

All meetings of this Council shall be conducted according to the Robert's Rules of Order, when not inconsistent with these bylaws.

SECTION 9.  Authorization of Revenue Expenditures.

A Majority of members may authorize expenditures of revenues up to an agreed upon amount for recurring expenses and projects.  Additional expenditures shall be authorized by a majority vote.  These decisions shall be made at the fall meeting.  Unless otherwise stated, the principal and pastor’s agreement with the authorization of expenditures of revenues shall be presumed. 

ARTICLE VIII.  AMENDMENTS

Section 1.  Amendments.

These bylaws may be amended by a two-thirds vote of the Council, provided such amendments have been presented prior to the meeting, with approval of the Pastor.

Final Draft May 04