St. Joseph Home and School Organization Bylaws
Objective and Purpose:
- To coordinate and consolidate the educational activities of Home and School by developing and deepening a mutual understanding of the objectives of Catholic education and by cooperative action to achieve them. In short, a two-way communication between Home and School.
- To correct and to improve the neighborhood’s environmental conditions which influence a child’s behavior.
- To help provide financial support for the needs of the school.
All parents, guardians, and persons responsible for St. Joseph’s students, as well as school Principal, faculty and staff are members of the organization.
Section 1. Executive Board
The Executive Board shall have the general management and control of the business and affairs of the organization and may exercise all the powers possessed by the organization.
The members of the Executive Board shall consist of the officers listed below. The school Principal will serve as an advisor to the Executive Board. The School faculty, staff, and Board of Education members may not hold an Executive Board position. The Executive Board will meet as often as deemed necessary.
Section 2. Officers
The officers of the organization shall consist of the President, Vice President, Secretary, Treasurer and Assistant Treasurer. Commencing with the July 1, 2013 fiscal year, no officer may be eligible to serve more than two consecutive terms in the same office.
Section 3. Election of Officers
By April 1st of the organization’s program year, the membership shall begin the election of all officers with the exception of the President. The present Vice President will automatically become President at the conclusion of the President’s term. Should the Vice President decline the office of President or if there is a vacancy in the office of Vice President, the President may rerun for a second term.
The President shall appoint a three member Nominating Committee consisting of one (1) school staff member, one (1) K-4 representative, and one (1) 5-8 representative. The Vice President shall serve as chair of the committee.
Any member of the Home and School Organization is eligible for nomination, with the exception of the school faculty and staff pursuant to Section 1 (Executive Board). Anyone interested should contact the Nominating Committee no later than two weeks prior to the April meeting.
The approval of the slate of officers will be held at the general meeting to be held in May. The Vice President will ask for approval of the slate by a yes or no vote. A simple majority of those present is necessary for approval.
Elected officers will be installed at the May meeting.
Section 4. Meeting of the Organization
The organization shall meet the 2nd Tuesday of each month school is in session with the exception of March and December. Notice of the meeting and the agenda shall be provided to all members the week prior the scheduled meeting.
Every meeting should begin with a prayer and may be followed by some type of information helpful to parents. At the organization’s regular business meetings, which should follow rather than precede the program, members should be free to express their views about school matters, all of which should be referred immediately, without a vote of the membership, to the Executive Board by way of recommendation. The Executive Board, in turn should consider such recommendation, vote on them, and return their decision to the membership at the next regular meeting.
Duties of Officers
Section 1. President
The President shall preside at the general meetings of the Home and School Organization, the Executive Board and the Finance Committee. The President ex-officio is a member of all the Committees. The term of office is one year at the conclusion of which the Vice President will succeed to the office of President. Should the Vice President decline, the incumbent President may run for a second term.
Section 2. Vice President
The Vice President shall assist the President with the overall management of the Home and School Organization. The Vice President shall preside at meetings of the organization, the Executive Board and the Finance Committee if the President is unavailable and perform such duties as are incumbent upon this office. The Vice President shall serve as the chair of the Nominating Committee. At the conclusion of the President’s term, the Vice President will automatically become President.
Section 3. Secretary
The Secretary shall keep the minutes of the Home and School Organization meetings, meetings of the Executive Board and meetings of the Finance Committee. The Secretary shall also discharge such duties as are incumbent upon this office. The Secretary will be the point person to funnel the Home and School communications to the school office for distribution to the membership. The term of office is one year with the option to run for a second term by notifying the Nominating Committee of this decision pursuant to section 3 (election of officers).
Section 4. Treasurer
The Treasurer shall administer all monies of the Home and School Organization, and shall keep an accurate account of same and shall submit all bills for payment. The Treasurer, in cooperation with the church accounting staff, will evaluate any state or federal tax matters arising from organization activities. The handling of money, particularly monies received directly by the school office, will be in accordance with the policy enacted by the Pastor, Principal and church accounting staff which may change from time to time. The Treasurer will present financial statements at each general meeting of the Home and School Organization. In addition, the Treasurer shall prepare the yearly budget in coordination with the Finance Committee. The term of office is one year with the option to run for a second term by notifying the Nominating Committee of this decision pursuant to section 3 (election of officers).
Section 5. Assistant Treasurer
The Assistant Treasurer shall assist the Treasurer in all financial matters before the organization if the Treasurer is unavailable and perform such duties as are incumbent of this office. The term of office is one year with the option to run for a second term by notifying the Nominating Committee of this decision pursuant to section 3 (election of officers).
Section 6. Vacancies
A vacancy in any office will be filled by the Executive Board for the unexpired portion of the term. A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.
Section 7. Expulsion of Elected Officers
Any of the organization’s officers may be expelled from office by a three-fifths vote of the officers present at an Executive Board meeting. Such removed or expelled person or persons shall have at least thirty (30) days’ notice prior to expulsion to afford full opportunity to defend him/herself or themselves before the final vote is taken.
Section 1. Finance Committee
The purpose of the Finance Committee is to review requests for funds, make recommendations to the Home and School Organization for voting, and to set the budget for the upcoming program year.
The Finance Committee shall consist of the following members:
- Executive Board
- (1) parent representative from grades K-2
- (1) parent representative from grades 3-5
- (1) parent representative from grades 6-8
- School Principal
Each of the parent representative positions will be held for two years. A portion of the terms will expire alternately each year. School staff, faculty, and Board of Education are not eligible.
Interested parties should contact a member of the Executive Board no later than two weeks prior to April 1st.
A closed ballot vote will take place at the time of the general election for the Home and School Organization. A simple majority of those present is necessary for election. The Executive Board can dispense with the ballot vote if only one candidate exists for each open position.
Section 2, Home and School Organization Committees
The Executive Board may organize such Committees that are necessary to perform the functions of the organization. The Executive officers shall set calendar dates for Home and School related activities and appoint Committee chairpersons to perform the duties that are necessary. The Committees will be specified by the officers of the Home and School Organization as deemed necessary.
Section 3. Bylaws Committee
The Executive Board shall comprise the Bylaws Committee. Proposed new amendments, additions or deletions must be read at one Executive Board meeting and provided to the members of the organization in advance of the meeting of their consideration.
Amendments to the bylaws shall be approved by a simple majority of those in attendance at the next monthly meeting of the Home and School Organization.
Section 1. Fiscal Year
The organization’s fiscal year and program year shall run from July 1 to June 30. All funds under the control of the organization shall use the same fiscal year. The organization shall carry forward a minimum balance of $3,000 at the conclusion of the fiscal year. The organization shall be allowed to reserve funds in excess of $3,000 for specific projects.
Section 2. Segregated Funds and Purposes
The purpose of the general fund is to receive and expend all funds raised through the Home and School Organization. The general fund shall fund but is not limited to the following:
- Program support (i.e. Committees, meetings of the organization, other expenses of the organization).
- Teacher continuing education and professional development.
- All-School enrichment programs.
- Other needs as determined by the Finance Committee.
The apparel program shall be a self-supporting program administered through the general fund of the organization. The apparel program may carry inventory as approved by the Finance Committee.
The purpose of this fund is to support individual classrooms and teachers at the school through, but not limited to, the following:
- Classroom materials and supplies
- Specialty furniture or items for the classroom
- Grade appropriate enrichment opportunities
All materials purchased are property of the school.
Section 3. Budget Policies
All requests for expenditures from the fund must be submitted in advance to the school administrator prior to consideration by the Finance Committee.
Any assigned POOR funds remaining at the end of the current school year will carry over to the following school year.
Request for Expenditures
All requests for expenditure from the general fund shall be submitted to the Finance Committee in advance of incurring the expense. Any request for expenditure not submitted in the appropriate form shall be returned to the individual making the request.
Items that are not required to receive advance approval from the Finance Committee and the general membership include:
- Each Committee shall be provided the budget amount and are required to adhere to that limit. Expenditures must be accompanied by the appropriate document to be reimbursed.
- General administrative expenses of the organization. Meeting expense, office supplies, etc. are not required to receive advance approval. Expenditures must be accompanied by the appropriate document to be reimbursed.
- Receipts must accompany any request for reimbursement after the expenditure is approved.
The Finance Committee shall present an annual budget for the general fund to the membership at the first general membership meeting of the school year.