Home and School

Home and School

2017-2018 Home and School Association Board

President:  Jill Lininger

Vice President:

Secretary:  Kendra Wagner

Treasurer:  Maggie Lipski

Communications Coordinator:  Barry Chambers

Volunteer Coordinator:  Scott Brooks

 

 

St. Matthew Home and School Association Bylaws

Article I          Name

The name of this association shall be the St. Matthew Home & School Association, in the Archdiocese of Milwaukee.

Article II          Objectives

  1. Coordinate communication between St. Matthew families and the school.
  2. Achieve financial/fundraising goals to help support the short- and long-term viability of St. Matthew School. This includes providing direct financial support to the school for school operating budget and for the purchase of items that meet identified needs for individual classrooms, improvements to the physical environment of the school, capital purchases that fall outside the school budget or other identified improvements or enhancements.
  3. Identify and sponsor social and enrichment opportunities for students, parents, and staff.  Sponsor events and activities that nurture the spiritual and educational initiatives of the home, school and parish community of St. Matthew.

Article III          Membership/Parent Involvement

Section 1

All parents of St. Matthew School students are members of the St. Matthew Home and School Association.

Section 2

To ensure that the Association meets its stated objectives, parents are expected to participate both financially and with volunteer time in Home and School Association events and activities.

Article IV          Officers

Section 1

The officers of the Association shall be the President, Vice President, Communications Coordinator, Volunteer Coordinator, Secretary, Treasurer and liaison from the Home and School Association to the School Advisory Board.  The Pastor, School Principal, and Parish Director of Stewardship may serve as ex-officio members (without voting privileges).

Section 2

Officers shall serve for a minimum term of one year and a maximum term of three years in a give position.  The President shall serve a minimum two-year term as President.  The Treasurer shall serve a minimum of a two-year term as Treasurer.

Section 3

The term of office will coincide with the organization’s fiscal year and begin on July 1 and end on June 30 of the following year.  The incoming Board shall attend the last meeting of the fiscal year for planning purposes, but without voting privileges.

Section 4

A vacancy occurring in any elected office shall be filled by the President and Vice President with the approval of the Board.

Article V          Duties of Officers

Each officer is expected to attend monthly Home and School Association meetings, oversee a minimum of (1) primary fundraising event within the school year (July through June), have routine contact with committee chairpersons and provide support to committee chairs as necessary.

Section 1

The President assumes the following duties:  set the agenda and preside over all Board meetings of the Association; establish the Home and School calendar; provide oversight responsibility for all of the events and activities of the Association; and ensure that the Association fulfills its mission, objectives and financial goals/commitments. The President is responsible for annual review and update of the Bylaws.

Section 2

The Vice President assists the President.  The Vice President provides leadership and oversight for identified committees.  The Vice President provides leadership in recruiting new officers and committee chairs to the Board.

Section 3

The Communications Coordinator coordinates and manages all Home and School communications to the St. Matthew School and Parish community.  The Communications Coordinator oversees Home and School communications that are made in e-blasts, weekly folders, on SchoolSpeak, social media, community outlets, other Catholic parishes,  and other communication mediums.

Section 4

The Volunteer Coordinator coordinates and manages the assignment of parents to volunteer responsibilities for all Home and School sponsored events and activities.

Section 5

The Home and School Association liaison to the School Advisory Board attends meetings of both organizations, providing updates as requested on Home and School initiatives to the School Advisory Board and providing a summary of the School Advisory Board meetings to the Home and School Association Board.

Section 6

The Secretary records accurate minutes of all Board meetings and distributes such minutes in a timely manner to the Home and School Association Board, and upon approval by the Home & School Association Board the minutes are posted on the School information system.  The Secretary purchases  gifts, as requested, for teachers and faculty.

Section 7

The Treasurer provides oversight responsibility and advises the Board of the Association’s overall fiscal health and wellbeing.  The Treasurer manages the Association’s funds based on general accounting principles (including but not limited to keeping an accurate record of all receipts and expenditures and making disbursements only with approval of the Board).  The Treasurer will educate and advise the Board on the Association’s status and opportunities, prepare and submit monthly financial reports to the Board and its ex-officio members, manage the budgeting process and prepare books for any financial review at the close of each fiscal year (June 30).

Article VI          Board Meetings

Section 1

Regular meetings of the Home and School Association Board will be held once each month at a time and place agreed upon by the Board.  If needed, additional meetings may be scheduled with at least 24 hours notice.

Section 2

A member of the Board who does not attend more than four meetings in a one-year period may forfeit his/her voting privilege on the Board.  Based on the circumstances, the Board may ask the member to resign from the Board and seek a replacement prior to the end of the year.

Section 3

Quorum shall be 2/3 the number of Board members.

Section 4

Changes in policy shall be approved by a 2/3 vote of the Board.

Section 5

Voting on previously discussed issues/expenditures may occur via e-mail if necessary and the President will document results and forward to the Secretary for inclusion in the meeting minutes.

Article VII          Finances

Section 1

A tentative budget shall be drafted in the spring for the upcoming school year and approved by a 2/3 vote of the Board.

Section 2

The Treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3

The Board shall approve all budgeted expenses of the organization.

Section 4

The Board shall approve unbudgeted discretionary fund disbursements by a 2/3 vote of the Board.

Section 5

The treasurer shall prepare a financial statement at the end of the year for any financial review.

Section 6

The fiscal year shall run from July 1 to June 30 of the following year.

Article VIII          Identified Committees

Section 1

Special committees shall be created as deemed necessary to carry on the work of the Association by the President with the approval of the Board.  Each special committee shall follow the guidelines as created by the Board in consultation with the Principal.  Special committee chairs shall be appointed by the Board.

Section 2

There will be a chairperson for all committees appointed by the Board.

Article IX          Roles and Responsibilities of Chairpersons

Section 1

Chairpersons of Home and School Association committees are expected to lead, manage and successfully implement (with committee support) the events and activities for which they are responsible, based on stated goals and objectives, and in the collaborative spirit of the St. Matthew Home and School Association.

Section 2

Chairpersons are responsible for effectively encouraging and managing active and engaged involvement of committee members (i.e., parent volunteers) to achieve desired outcomes.

Section 3

Chairpersons are responsible for keeping their respective Board Members informed of the committee’s progress, needs and/or changes.

Section 4

Chairpersons shall adhere to the Financial Policies and Procedures of the organization.  All income shall be counted by 2 individuals at the end of the event, recorded, and delivered to the Treasurer for deposit within 48 hours of the end of the event.

Section 5

Chairpersons are responsible for providing a record of their committee’s accomplishments by completing and submitting an Event Report Form within 30 days of the event or activity to their respective Board Member.  Requests for reimbursement must also be submitted within 30 days to the Association Board Treasurer via the Request for Payment Form.  Payment requests not submitted within 30 days of the event or activity may be denied.  Any non-disbursed funds that remain unaccounted for at the end of the Home & School Association’s fiscal year shall be allocated to the Home & School Association’s general funds.

Article X          Board/Committee Chair Appointments

Section 1

With the advice and counsel of the President and Board, the Vice President will provide leadership in recruiting new officers to the Board and chairpersons to the various committees.

Section 2

Open Board positions will be announced via SchoolSpeak and the nominations form.  Elections will beheld for any and all officer positions for which multiple candidates express interest prior to the deadline.  Positions remaining open will be filled by the Vice President.

Section 3

The Board will approve (by 2/3 vote) all new officer appointees.  Elections do not apply to committee chairperson positions.

Section 4

A committee chairperson may chair a committee for no more than three consecutive years unless no  other parent steps forward to assume the leadership role.

Section 5

Officers can be removed from office with or without cause by a 2/3 vote of those present (assuming a quorum) at a meeting where previous notice has been given.

Article XI          Parliamentary Authority

Robert’s Rules of Order Newly Revised (RRONR) shall govern meetings when they are not in conflict with the organization’s bylaws.

Article XII          Amendments

Section 1

The Home and School Association Bylaws will be reviewed annually by the Board.

Section 2

The Home and School Association Bylaws may be revised with a two-thirds (2/3) approved vote of the Board.  These revisions will be made available to the Home and School Association Board, its ex-officio members, and the membership at large (parents) via the school information system.