Home and School Association
Constitution and Bylaws

Accepted by Membership 4/23/02

• ARTICLE I
  
  NAME:
  
  The name of this Association shall be the Holy Rosary Home and School Association. (H.S.A.)
  

• ARTICLE II
  
  PURPOSES:
  
  The purpose of the Holy Rosary H.S.A. is:
  
  a) To act in the promotion of parent-school activities and to increase, on the part of it’s members, interest in educational and civic affairs.
  
  b) To attempt to enhance the parents’ and teachers’ roles in the education of the child by increasing their knowledge of education and its processes, by increasing their mutual understanding of children and also by providing an opportunity for parents and teachers to work together for the good of the child.
  
  c) To organize fundraisers to promote and support the education of the children in terms of extra programs and activities that fall outside the school-operating budget.
  

• ARTICLE III
  
  MEMBERSHIP:
  
  Any parent or guardian of a child registered in Holy Rosary School automatically becomes a member of the Association. However, for the purpose of holding office and/or voting, said member must be current in the payment of his/her dues. Dues must be received by January 1st of the current school year to be eligible to hold a board position the following year.
  
  
  OFFICERS:
  
  Section 1. The officers of this Association shall be President, Vice-President, Secretary and a Treasurer. The term of office shall be for one fiscal school year for all officers. No person shall be eligible to hold any office for more than two terms consecutively
  
  Section 2. The President shall preside at all meetings of the Association and of the Executive Board. The Board shall plan the agenda and preside at the monthly Association meetings. The date and time of these meetings must be cleared with the principal. The president is responsible for notifying the principal of all meetings. The President shall act as a liaison between Pastor, Principal, Parish Council and the membership of the Association. The President shall oversee and assist in coordinating all activities of the Association, assist in the decision making process for the expenditure of Association funds, co-sign all checks written by the Treasurer and assist in recruiting adequate members for the committees of the Association. The President shall appoint special committees as needed, be an ex-officio member of all committees and shall receive notices of all meetings
  
  Section 3. The Vice-President shall work closely with the President in sharing all responsibilities and duties of the President’s office. The Vice-President shall oversee all permanent and or special committees and is responsible for keeping the committee description and volunteer data base information up to date. In the absence of the President, the Vice-President shall assume the duties of the President.
  
  Section 4. The Secretary shall keep a true and accurate record of all meetings of the association and of the Executive Board. The minutes of the monthly meetings shall be kept by the secretary and circulated to the entire membership as soon as possible after the meetings. The Secretary is responsible for distributing the agenda for the upcoming meeting to the entire membership. The Secretary keeps minutes of all workings meetings. These minutes should be distributed to those attending the working meeting. She/he shall send notices of Executive Board meetings to the Board members prior to said meetings. She/he shall execute additional correspondence as necessary.
  
  Section 5. The Treasurer shall receive all dues and other monies and shall make disbursements only as directed by the Executive Board. The Treasurer shall make a verbal financial report at the monthly meetings of the Association. The report should reflect projected expenses as well as monthly disbursements. In February and June a written report, prepared by the Treasurer should go to the principal, pastor and finance committee of the parish council as well as to the membership detailing profits, disbursements and other totals f the Association. The Treasurer is responsible for maintaining all financial records for the past four years as well as current year. The Treasurer and/or someone designated by the Executive Board shall be responsible to attend certain H.S.A. fundraisers.
  

• ARTICLE IV:
  
  EXECUTIVE BOARD
  
  Section 1. The administrative body of this Association shall be known as the Executive Board. The Board shall consist of a President, Vice-President, Secretary, Treasurer, the school principal and a priest-representative of the parish.
  
  Section 2. The Executive Board shall form plans and discuss matters pertaining to the interest of the Association. The Executive Board shall meet for work session once a month to act on business requiring attention between monthly meetings of the Association as well as to plan the agenda of the Association’s monthly meetings.
  
  Section 3. Four members of the Executive Board shall be a quorum. Passage of any business shall be by a simple majority of those present. If there is a tie, the issue should be brought to the monthly meeting of the Association.
  
  Section 4. Special meetings of the Executive Board shall be held at the call of the President or any 2 members of the Executive Board.
  
  Section 5. The Executive Board shall have the right to fill any vacancies among the officers of the Association, subject to subsequent approval of the membership.
  
  Section 6. The elected officers of the Executive Board shall have the right to add or delete permanent committees, and shall have the power to appoint the chair people of said committee
  

• ARTICLE V:
  
  COMMITTEES
  
  There shall be Five permanent committees of the Association: Fundraising, Education Enrichment, Class Parents, Nominations and Marketing. A committee chairperson, once selected, shall serve for a period of at least one year but not more than 2 years consecutively. An exception to this can be made with a vote at the monthly H.S.A. meeting. There shall be accountability by each committee chairperson to the Executive Board and the Association. Detailed notes shall be given to the Vice-President on the various needs, expenses, timetable of events, etc. for each committee.
  

• ARTICLE VI
  
  MONTHLY MEETINGS
  
  1. There shall be monthly meetings of the entire H.S.A. membership.
  
  2. A minimum of 10 members in good standing (dues paid in full) at meetings shall constitute a quorum.
  
  3. Passage of any business shall require at least a majority vote of those present.
  
  4. The President shall preside at all meetings following the pre-set agenda. In the event of the President’s absence, the following shall preside in descending order: Vice-President, Treasurer, and Secretary.
  
  5. Special meetings of the H.S.A. may be called by the Executive Board when sufficient reason warrants. The Secretary shall give notification of any such special meeting in writing as soon as possible.
  

• ARTICLE VII
  
  FINANCES
  
  1. The fiscal year shall be from July 1st to June 30th.
  
  2. The finances of the Association shall be derived from dues, fundraisers and other sources as may be approved by the Executive Board.
  

• ARTICLE VIII
  
  ELECTIONS
  
  1. Nominations should be submitted to the Nominating Committee prior to the March meeting. Nominees willing to accept their nomination will be announced at the March meeting.
  
  2. The nominating committee shall prepare a list of the candidates for election. The list of candidates shall be placed on a written ballot and a copy of the ballet sent to every member in good standing. The election shall be by written ballot and a plurality of votes cast shall determine the next year’s slate of officers.
  
  3. The votes shall be counted by a designated Executive Board member and chair person of the nominating committee.
  

• ARTICLE IX
  
  AMENDMENTS
  
  Proposed amendments to this Constitution shall be submitted in writing to the Executive Board, which will, upon a quorum vote of the Executive Board, submit such amendment to the membership for consideration at least one month prior to a vote being taken on the amendment.
  

BYLAWS

• ARTICLE 1
  
  COMMITTEES
  
  1. The Five permanent Committees are: Fundraising, Educational Enrichment, Class Parents, Marketing, Nominating and such others as the Executive Board may determine from time to time. Each permanent committee and subcommittees shall submit to the Executive Board an annual written report at the end of the function. Each committee is also responsible for maintaining a working file on their actions, expenditures contacts, etc. As the need arises, the Executive Board shall determine the duties for permanent committees other than those described.
  
  a. The Fundraising Committee consists of the parents who organize and chair H.S.A. various fundraisers throughout the year. Parents are asked to volunteer to work on at least one of the following fundraisers sponsored by the H.S.A.: Wrapping Paper, Craft Fair, Santa’s Secret Shop, Candy Sale. Descriptions of these committees can be found attached to the Constitution/By-Laws. The Vice-President has detailed descriptions of how each of these events is organized.
  
  b. Educations Enrichment Committee consists of programs and events sponsored by the H.S.A., which are meant to complement the academic course of study as well as the social life of the school. Cultural Arts programs, the Book Fair, and Reading Is Fundamental (RIF) are examples of activities sponsored by H.S.A. under this Committee.
  
  c. Class Parents is coordinated by a class liaison that works with the Principal and the H.S.A. It consists of volunteer parents who organize special events in the classroom under the direction of the classroom teacher.
  
  d. Marketing consists of various activities designed to promote Holy Rosary School and the activities of the school to the membership, parishioners and community. Local media, church bulletin, the Holy Rosary School Website are some of the tools used to disseminate information in a timely matter. .
  
  e. The Nominating Committee is an ad hoc committee consisting of a chairperson and two other members of the Association. The Executive Board shall appoint the members of this committee by the February meeting.
  

• ARTICLE II
  
  FINANCES
  
  1. Dues: the Executive Board shall determine the dues of the H.S.A. These dues entitle each parent and/or guardian to all rights of full membership in the H.S.A.
  
  2. Operational expenses of the Association above $200 must be approved by a plurality of votes at a monthly meeting.
  
  3. The Association shall maintain a checking account in a local bank in the name of the Association. Disbursements made in the name of the Association shall be by check, signed by the Treasurer and President.
  
  4. Someone other than the Treasurer or a member of the Executive Board may be asked to audit the H.S.A.’s books for the purpose of accuracy.
  
  5. The Treasurer shall submit, in writing, an account of the monies disbursed and deposited for the previous months at the February and May monthly meeting of the H.S.A. This report should be included in the written minutes of the monthly H.S.A. meeting.
  
  6. Short and long range financial planning should be discussed with the membership at least twice a year for the purpose of efficient and beneficial use of the funds for the children of Holy Rosary School.
  

• ARTICLE III
  
  AMENDMENTS
  
  Proposed amendments to these by laws shall be submitted in writing to the Executive Board which will, in turn, submit such amendments to the membership for consideration at least 2 months prior to a vote being taken on the amendment. Any member in good standing present at the monthly meeting will be allowed to vote. Plurality will decide if the amendment is adopted.
  

• ARTICLE IV
  
  MONTHLY MEETINGS
  
  1. All meetings of the Association shall be conducted in accordance with the accepted rules of parliamentary procedure.
  
  2. All business in monthly meetings shall be introduced by means of a pre-set agenda before discussion shall be permitted. The President shall rule any discussion out of order until a motion is made and seconded. In this way there is always a motion on the floor, which can be acted on by amendment, referral to a committee, postponement, laying on the table, adoption or rejection. People who speak at meetings should identify themselves by name for the purpose of accurate recording of the minutes of the meeting. All items regarding a vote must be introduced and put on the agenda for the following meetings.