To ensure continuity and provide support, a transition period shall commence following elections. During this transition, a meeting shall be convened, attended by all the newly elected and outgoing Executive Council Members. Council and Association procedures, event planning, and fiscal management shall be discussed. The transition period shall be completed by June 30th.
The tenure of the Executive Council shall be July 1st to June 30th.
Section 3 – Council Responsibilities
The Executive Council responsibilities shall include, but not be limited to, the following:
The Council shall conduct itself in a collaborative manner, with no Council Member having greater authority than any other, and may choose to rotate individual responsibilities throughout its term.
The Executive Council shall select two Executive Council Members who will act as Co-Chairs. Co-Chairs shall serve as spokespersons for the Association and shall be responsible for presiding over Council and Association meetings.
Article II - Fiscal Management
Section 1 – Financial Procedures
Financial duties shall be performed within established Association guidelines approved by the Pastor and parish CPA. No Executive Council Member shall be solely responsible for all financial duties.
Section 2 – Account Management
All dues and other monies of this Association shall be deposited in the established bank account. There shall be five (5) authorized account signers consisting of three (3) Executive Council Members, the Pastor, and the Principal. Each check must be signed by one (1) Executive Council Member, and countersigned by the Pastor or Principal. A minimum balance of $2,000.00 shall be left in the Association bank account at the end of each school year.
Two individuals must be present to perform the following financial responsibilities:
Section 4 – Financial Reporting
A written financial report, identifying all income and expenditures, shall be distributed at all regular Association meetings.
To ensure accuracy and compliance with generally accepted accounting practices, the parish CPA shall annually review all financial records of the Association. Financial records must be available for review upon request of the Pastor.
Donations to St. Matthias School shall be presented at the second and third regular Association meetings.
The Executive Council has the authority to approve gifts of up to $100 per individual.
To comply with Article IV., Section 1 of the Association Constitution, annual dues of $10 per family shall be collected at registration.
All meetings of the Association shall be conducted according to Robert's Rules of Order (Revised) when not inconsistent with the Constitution and By-Laws of the Association.
The Association shall not serve as a forum to discuss individual students, parents, or school employees. All members shall conduct themselves in a manner reflecting the school's Christian values.
Section 1 – Formation and Structure
The Executive Council shall have the authority to create committees to meet the objectives of the Association. The Executive Council shall appoint a Chairperson for each committee. Association members, parishioners, alumni, or other individuals specifically approved by the Executive Council, may be members of a committee. Each committee shall have an Executive Council member assigned to serve as a liaison.
Section 2 – Planning and Budgeting
The Executive Council shall provide goals and directives for each committee. The committee shall then formulate and present a plan for Executive Council approval. The Executive Council liaisons shall oversee all financial matters for their assigned committees.
Article VI - Nominations and Elections
Section 1 – Nomination Committee
The members of the Nomination Committee shall be announced once appointed by the Executive Council. The Nomination Committee shall be appointed no later than March 1st annually. This Committee shall consist of at least five (5) but no more than eight (8) members. Members of the Nomination Committee shall not be eligible for candidacy.
The Nomination Committee shall contact Association members to request nominations for the Executive Council. Once nominations are received, the Nomination Committee shall contact each nominee to determine acceptance of candidacy and obtain a brief biographical summary. Biographical summaries of candidates shall be circulated to Association members no later than two weeks prior to the date of the election.
Section 3 – Election Committee
The Election Committee shall consist of the Nomination Committee and a faculty member appointed by the Principal. Elections will be held at the third regular meeting. The Election Committee shall conduct the election, count the ballots and report the result to the Executive Council, who shall then announce the result to the Association membership.
Section 4 – Election Procedure
The election ballot shall identify each candidate. Ballots shall be distributed to those members eligible to vote, in accordance with Article V of the Association's Constitution. Voters shall complete the ballot by indicating an affirmative vote for a maximum of eight (8) candidates, and a negative vote for each candidate not acceptable to them. All candidates who receive a majority of affirmative votes shall be ranked. The eight highest-ranking candidates shall constitute the new Executive Council. In the event of a tie for the eighth position, the tie shall be broken by a runoff between those individuals.
Section 1 – By-Law Review Committee
Annually, a committee will be appointed to review and make recommendations to revise this document if necessary. The By-Law Review Committee shall be appointed by the Executive Council and shall consist of at least five (5) but no more than eight (8) members, as well as a faculty member who will be appointed by the Principal. The Committee shall make its recommendation within (4) weeks of being appointed.
These By-Laws may be revised at any meeting by a two-thirds (2/3) vote of those entitled to vote in accordance with Article V., Section 3 of the Association's Constitution, provided such revisions have been presented in writing and sent to all members two (2) weeks prior to the meeting at which the vote will be taken.
"Alone we can do so little. Together we can do so much." - Helen Keller
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