St. Mary – St. Michael
School
HOME AND SCHOOL
ASSOCIATION
CONSTITUTION
Article I: Name
The
name of this organization shall be “St. Mary – St. Michael Home and School
Association” (HSA) of Derby, in the Archdiocese of Hartford, State of
Connecticut.
Article
II: Mission
Statement
To create a partnership between the school and the parents to
enable the growth and development of the children and their education. As well as foster enrollment, helping
to maintain the schools’ financial stability.
Article
III: Objectives
The
objectives of this Association shall be:
A.
To promote communication and cooperation
between school and home
B.
To mission the philosophy of St. Mary – St.
Michael School
C.
To create a better understanding of the goals
and spirit of Catholic education in the school and parishes
D.
To meet fund raising objectives
E.
To secure adequate laws for the care and
protection of children
Article
IV: Respect
for Diocesan and School Policies
The St.
Mary – St. Michael HSA shall respect the established diocesan and school
policies as well as the practices set forth by the Pastors and by the
school.
Article V: Membership
All
parents, guardians and faculty are encouraged to participate as a member of the
HSA.
Article
VI: Officers
Section
1. The elected officers
shall be president, senior vice president,
vice president, co-treasurers, recording secretary, and corresponding secretary.
Section 2. The officers shall be
installed at the last meeting of the school year.
Section 3. The term of the office shall be two years. No officer shall hold the same office
for more than one term, with the exception of the Sr. VP and President
positions, or any unforeseen circumstances.
Section 4. Officers shall assume their
official office duties following the close of the fiscal year and shall serve
for a term of 2 years when their successors are scheduled to be elected.
Section 5. A vacancy occurring in the office of president shall be
filled for the remainder of the unexpired term by a vice president, starting
with the senior vice president. If none of the vice presidents are able to fill
the position then a nominating committee is formed. A vacancy in any other office other than president shall be
filled by the Executive Board.
Article
VII: Spiritual
Advisor
The
Pastors or a priest appointed by them shall be the spiritual advisor.
Article
VIII: Affiliation
The St.
Mary – St. Michael HSA shall be affiliated with the office of Catholic schools.
Article
IX: Annual Meeting
The
annual meeting of the St. Mary – St. Michael HSA shall be held annually, on a
date to be determined by the Principal and Executive Board.
Article
X: Amendments
The
constitution may be amended by a two thirds vote of the members present and
entitled to vote, and should be presented in writing, proceeding the vote.
St.
Mary – St. Michael School
HOME
AND SCHOOL ASSOCIATION
BY-LAWS
Article
1 – Officers
Section
1. The
President shall…
a. Serve a
term of 1 year
b. Preside at
all meetings at the HSA
c. Sign all
contracts
d. Serve as
an ex officio member of all committees except the nominating committee
e. Coordinate
the work of the officers and committees of the HSA in order that the purposes
may be promoted;
f. Perform
such other duties as may be provided for by these bylaws, prescribed by the
parliamentary authority, or executive board of directors.
The Senior Vice President shall…
a. Serve a
term of 1 year, and then move into the position President the following year.
b. Act as
aide to the president
c. In their
designated order, perform the duties of the president in the president’s
absence or inability to serve
d. Perform
such other duties as may be provided for by these bylaws, prescribed by the
parliamentary authority, or directed by the president, the executive board of
directors.
The Vice President shall…
a.
Be responsible for the assessment program.
b.
Maintain/update family database to reflect all
assessment funds and hours accumulated over the course of assessment year (July
1st to June 30th).
c.
Receive volunteer hours; list of funds raised
by event chairs within two weeks of event completion.
d.
Receive bingo hours and lunchroom/office
volunteer hours at least one week prior to assessment statements being
distributed.
e.
Print assessment statements and give them to
office staff the Wednesday of report card week.
f.
Send final billing in July to all families who
have not met assessment requirements as of June 30th.
g.
Provide Treasurers with detailed chart of
family names and amounts owed as of June 30th in order for
Treasurers to track and deposit assessment monies received.
The Co-Treasurers shall…
a.
Receive all dues and other monies of the
Association
b.
Keep an accurate account of the above, and
shall pay bills upon receipt.
c.
Keep a full and accurate account of the
receipts and disbursements in the books belonging to St Mary - St. Michael HSA
d.
Provide a full written financial statement to
the board of directors at each meeting
e.
Present account balances at every meeting of
the HSA
f.
Provide full financial statements to members
g.
Submit the books annually for a review by the
Archdiocese for audit purposes.
h.
Perform such other duties as may be provided
for these bylaws, prescribed by the School Board, or directed by the president,
the executive HSA board of directors.
The
Recording Secretary shall…
a.
Record the minutes and attendance of all
meetings
b.
Be prepared to read the records of any
previous meetings
c.
File all records
d.
Have a current copy of the bylaws
e.
Maintain a membership list
f.
Perform such other duties as may be provided
for by these bylaws, prescribed by the parliamentary authority, or directed by
the president, the executive board of directors.
The
Corresponding Secretary shall…
a.
Be responsible for conducting all
correspondence (i.e. social media i.e. Facebook, Twitter and blogs) and
preparation of all notices following approval by the Principal
b.
Create brochures and Handbooks for all the
HSA
Grant Writer…
a.
Two to three members who will provide support
and seek grants that may be available for the school.
Article
II – Finances
Membership
dues in the St. Mary – St. Michael HSA shall be $5.00 per year per family. Upon receipt of the annual dues,
membership cards shall be provided by the treasurer and credited to the
family’s assessment.
The
raising and disposition of funds shall be subject to the approval of the
Pastors.
Article III – Executive Committee
The Executive Board of Directors shall
consist of the President, Vice Presidents, Recording Secretary, Corresponding
Secretary, Co-Treasures, the Pastors ex officio and the school Principal, ex
officio. These persons shall have
full responsibility for the HSA, including the approval of committee appointments,
review of their reports.
Article IV – Meetings
The regular meetings of the HSA shall
be held in accordance with the schedule determined by the Executive Board of
Directors and the Principal.
Article V – Committees
Section 1. The President with the approval of the Executive Committee
may appoint special Committees in keeping with the HSA objectives
Section
2. The Chairmen of the special
committees shall report their findings and recommendations to the Executive Committee
and, if approved, report them to the general membership.
Article VI – Nominations and Elections
Establish a Nominating Committee. HSA solicits nominees during the
December meeting of the previous year.
The nominations are made January-February timeframe of the new
year. The voting occurs in
April-May by a simple majority of members present. The new officers are installed by the last meeting of the
academic school year. If
there are no volunteers by February, the Nominating Committee will recruit
potential nominees.
Article VII – Rules of Order
All meetings of this Association shall
be conducted according to Robert’s Rules of Order, Revised, when not
inconsistent with the Constitution and Bylaws.
Article VIII – Quorum and Voting
The quorum
of an Association meeting shall consist of one-fourth of the membership who are
present at the meeting and/or by
absentee ballot. The method of
absentee ballot is to be determined by the Executive Committee to prevent any
duplication of ballots.
Article IX – Amendments
These
By-Laws may be amended at any given regular meeting by a two-thirds of the
members present and voting, provided notice has been given in writing 15 days
prior to the meeting in which the voting will take place.
HSA Assessment Guidelines
Mission:
To supplement the schools operating framework, inclusive of an equal
contribution from every family.
The HSA board will provide an Assessment Status update to each
family on a quarterly basis in sequence of the student report card
schedule. The assessment summary
will provide awareness on the amounts that are accumulated vs. the required
amount still owed.
Assessment
Scheme:
Total Value of the assessment is $375; Hours = 35 hours
Bingo Hours – 25 hours (Value $100)
Volunteer Hours – 10 hours (Value $75)
Fundraising - $200 - *this
may not always be a dollar for dollar match.
Fundraiser options include…
-
Golf Tournament, Yankee Candle, Galaxy,
Walk-a-thon, Butterbraid, Duck Race, and Spell-a-thon, and others that are
referenced in the HSA handbook.
Each family is required to meet the assessment requirements above
by the end of each assessment school year which will fall on June 30th. If the family does not meet the requirements of the
assessment responsibility by August 1st prior to the next academic
school year, the family will be subject to a submission to an independent
collection agency. The penalty fee
will be based on the discretion of the HSA Executive Committee and/or the
School Board.
The following events are included and are subject to being
facilitated during the school year…
a)
The list of eligible fundraising events and
hours of eligible volunteers work will be provided to their membership annually
by the Executive Committee at the ‘Back to School Meeting’.
b)
The guidelines are required to be reviewed on
an annual basis by the Executive Committee to ensure that the allocation is
aligned to the school’s financial status.
c)
Any relief on the above requirements must be
proposed by the school Principal and approved by the majority of the Executive
Committee.
HSA Board
Member Recruitment:
As an incentive to recruit volunteers to participate as an HSA
Board Member – A total of 10 hours will be added to the accumulation of
Volunteer hours.
Student Referral
Incentive Program:
Fundraiser Assessment waived for one
full calendar school year (Value $200)
Note: Bylaws are in effect as of March per the
agreement of HSA members.
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