Constitution and By-Laws
Of the Home and School Association of St. John School

Constitution

Article I             Name
Section 1:  This association shall be known as the “Home and School Association of St. John School”, hereinafter, in this document, referred to as the “Association”.

Article II            Objectives
Section 1:  The purpose of this organization shall be to support the school and enhance the school’s philosophy and mission by:
A.  Nurturing a positive spiritual environment for the school community.
B.  Creating opportunities for all members of the SJS community to interact socially.
C.   Providing programs relevant to the needs of the school community.
D.   Providing a vehicle for communication between parents and the school.
E.  Providing supplemental income to strengthen the financial health of the school.
F.  Securing and coordinating parent volunteers for Home and School Association sponsored events and specified activities that support the teachers and staff.

Article III            Membership
Section 1:  Membership of the Association shall consist of the parents (guardians) of enrolled students, pastor or associate pastor, school principal and faculty of this school.

Article IV            Nomination of Officers
Section 1:  A nominating committee shall consist of the Ways and Means Chair, one faculty member and the Principal.  This committee shall present a slate to the Executive Board of at least one candidate for each office to be filled.
Section 2:  In March, notice in the Rainbow will invite nominations to be submitted to the nominating committee.
            Section 3:  The consent of each nominee must be secured.

Article V            Election of Officers
            Section 1:  Officers to be elected are the President, Vice President, Secretary and              Treasurer.
Section 2:  Should there be more than one nominee for any office; elections             shall be by written ballot.
Section 3:  Officers shall be elected to serve for one year, but not more than two successive terms in the same office.
Section 4:  Elected officers will be elected at the May meeting.

Article VI            Duties of Officers
Section 1:  The President shall preside at all meetings of the Association and of the Executive Board; shall call all committees except the nominating committee; shall appoint special committees as needed; shall represent the Association in all transactions with other organizations either in person or by delegation; shall consult and consider the opinions of the members of the Association, Principal, and Executive Board.  The President and/or Principal shall be required to review bank statements two times per year.
Section 2:  The Vice President shall act as assistant to the President.  The Vice President shall also take the position of Room Parent Chair.  The Room Parent Chair shall, at the beginning of the school year, coordinate and supervise the room parents and explain their duties at a called meeting.  
Section 3:  The Secretary shall record and handle all correspondence of the Association, including thank you notes to chairs of every event, read all communications, keep an accurate record of all meetings of the Association and submit them to the Principal.
Section 4:  The Treasurer shall arrange for deposits of all funds of the Association; shall make such disbursements as voted by the membership or required by standing disbursements as voted by the membership or required by standing obligations of the Association; shall keep an itemized account of all transactions of the previous month and shall present a written report of the transactions to the Executive Board; shall report to the membership as to the current status of funds on hand at each meeting.
 
Article VII            Vacancies of Officers
Section 1:  A vacancy in the office of the President shall be filled by the Vice President.  The Executive Board, if deemed necessary, shall nominate a Vice President to fill that position until the next annual election.

Article VIII            Executive Board
Section 1:  The Executive Board, hereinafter referred to the Board, shall consist of all elected officers and the Principal.
Section 2:  The Board shall meet monthly at an agreed upon time.
            Section 3:  A majority of the Board will constitute a quorum.
Section 4:  The President may call a special meeting to handle emergency business, to discuss plans of action and policy of urgency, and to transact business referred to or by the membership.

Article IX            Amending the Constitution
Section 1:  This Constitution may be amended by a two-thirds vote of the members present, provided such amendments have been presented to the Association one month prior to regular meeting.

By-Laws

1. Meetings

Meetings shall be held at least three times during the academic year.

1. Records and Minutes

The chairman of each committee and subcommittee shall keep a notebook record of committee activities.  This record will be turned in yearly to the Principal to be maintained in the school office.  Minutes of the general meetings shall be kept.  Records of the Treasury for the past four years shall be stored for reference.  The storage location shall be on the school premises at a place designated by the Principal for safe storage and ready reference.

1. Rules of Order

All meetings of the Association shall be conducted according to Roberts’ Rules of Order, when not consistent with the Constitution and By-Laws.

1. Quorum

The membership present at any regular meeting shall constitute a quorum.

1. Standing Committees
2. Middle School Retreat – Parents who plan and coordinate the two day retreat in fall to focus on team building and spiritual unity.
3. Ways and Means /Fundraising – Parents who decide upon fundraisers and secure chairs to support the associations’ budget.
4. Room Parent – Parents who assist teachers with classroom parties, fieldtrips and special events.
5. Hospitality- Parents who plan and coordinate teacher appreciation events sponsored by the Home and School Association throughout the year.
6. Parent Enrichment Team (PET) – Parents who work together to plan educational enrichment activities to assist teachers with Funtastic Fridays.
7. Yard Duty – Parent who coordinates the parent yard duty schedule and guidelines in conjunction with the school office.
8. Parent Ambassadors – Parents who act as ambassadors for each grade to welcome new families and ease the transition to new school and or grades.

The President shall present the chairman of each standing committee to the general membership at the first meeting of the Association.
The number of standing committees may be augmented or decreased as required by the activities of the Association.

1. Standing Commitments

The Association shall sponsor and pay the cost of a luncheon for graduates and faculty, refreshments after the Christmas program, Catholic Schools Week luncheon, Back to School reception, Middle School Retreat and Teacher Appreciation luncheon.

1. Amendments to the By-Laws

A proposed amendment to the By-Laws must be presented to the membership one month prior to a regular meeting.  It must then lie over for consideration and report by the Board at the next meeting with the final vote then being taken.

Revised 3/12/08