BYLAWS OF ST. MARY’S CATHOLIC SCHOOL

HOME AND SCHOOL ASSOCIATION

 (HASA)

Mission Statement

Our purpose is to foster the growth and development of the SMS family through our many HASA directed service events, social activities, and educational enhancements that strengthen our sense of community and spiritual acuity.  

Article I – Name

The name of this organization shall be the St. Mary’s Home and School Association (HASA).

Article II – Purpose and Policy

The purpose of this organization shall be to support the Catholic education of children at St. Mary’s Catholic School by fostering relationships among the school, parents, and teachers by:

  1. Providing an opportunity for parents and teachers to work together for the benefit the students.
  2. Furthering communication between parents and the school.
  3. Encouraging parent participation within the school.
  4. Hosting various service events and social activities.
  5. Assisting teachers in the planning and implementation of extracurricular activities and supplementing classroom needs.
  6. Sponsoring informational presentations for the school.
  7. Nurturing a positive spiritual and emotional environment for the entire school community.

Article III – Authority

The Pastor of St. Mary’s Catholic Church and the Principal of St. Mary’s Catholic School have the responsibility for the school and this association shall function only with their consent.  The school is the legal charity and shall be listed as such on all necessary documents.

Article IV – Members

Section 1: Membership

Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights.  The Pastor of St. Mary’s Catholic Church and the Principal of St. Mary’s Catholic School shall also be members and have voting rights.  Any teacher employed at the school may be a member and have voting rights.  All general body meetings shall be open to the members of this organization.  There are no membership dues. 

Section 2: Obligations

Members of HASA will support this organization by participating in the activities that it sponsors.  Any member of this organization shall require the approval of the President prior to acting as a spokesperson for this organization.

Section 3: Privileges

All members of this organization will be:

  1. Eligible to hold office.
  2. Have reasonable access to review the bylaws, minutes of the meetings, and records.
  3. Eligible to attend all general meetings.
  4. Eligible to participate in all the activities and benefit from any special programs of the organization.

Article V – Officers

Section 1: Officers

  1. The officers shall be a president, a vice-president, a secretary, a treasurer, a social events coordinator, a homeroom representative coordinator, a middle school representative, and a teacher representative.  
  2. Officers of this organization shall be members of St. Mary’s Catholic School.

Section 2: Duties

President

  1. Shall serve as the primary contact for the principal and meet with the principal at the beginning of the term to establish agreed upon expectations and procedures.
  2. Shall preside over the committee member and general membership meetings and HASA sponsored events.
  3. Shall develop meeting agendas in collaboration with other committee members.
  4. Shall facilitate and coordinate collaborative efforts to strengthen relationships and achieve the goals set by the committee members.
  5. Shall submit all spending requests to Principal for prior approval.
  6. Shall provide a transition meeting for the upcoming officers.
  7. Shall adhere to these bylaws and see that all committee members adhere to these bylaws.

Vice President

  1. Shall attend the committee member and general membership meetings and HASA sponsored events.
  2. Shall assist the president and carry out the president’s duties in his or her absence or inability to serve.  
  3. Shall support and engage members in achieving the goals set by the committee members.
  4. Shall keep minutes of committee member and general membership meetings in the absence of the Secretary.
  5. Shall coordinate the Tiger Time Restaurant Fundraisers.
  6. Shall adhere to these bylaws.

Secretary

  1. Shall attend and keep minutes of all the committee member and general membership meetings and HASA sponsored events.
  2. Shall submit completed minutes to committee for approval within one week of meeting.
  3. Shall upload approved minutes to HASA Google Account.
  4. Shall assist in drafts of flyers and announcements. Shall receive prior approval by the President for all correspondence.
  5. Shall write and keep record of thank you cards given by HASA.
  6. Shall adhere to these bylaws.

Treasurer

  1. Shall attend the committee member and general membership meetings and HASA sponsored events.
  2. Shall ensure all reimbursement requests, receipts, and invoices are given directly to the school office.
  3. Shall preserve all copies of receipts and invoices from the school office as related to HASA expenditures.
  4. Shall keep a running budget by recording all HASA income and expenses, including personal expenses made by officers and committee members for HASA events submitted for reimbursement or donation to help the school.
  5. Shall assist in updating the proposed budget for the next school year.
  6. Shall adhere to these bylaws.

Social Events Coordinator

  1. Shall attend the committee member and general membership meetings and HASA sponsored events.                  
  2. Plans and organizes the food and drinks for all HASA sponsored events. HASA sponsored events are as follows: The Back to School Splash, Meet and Greet/HASA Fall General Meeting, Grandparents Day, Staff Christmas Luncheon, Catholic Schools Week-Tiger Treats and Family Night, HASA Spring General Meeting/Family Night, Staff Appreciation Week.
  3. Adheres to the Bylaws.

Homeroom Representative Coordinator

  1. Shall attend the committee member and general membership meetings and HASA sponsored events.
  2. Shall assist in selecting Homeroom Representatives for each grade level.
  3. Shall act as the liaison between the committee members and the Homeroom Representatives for each grade level.
  4. Shall remain in constant contact with the Homeroom Representatives. Shall keep them updated on upcoming events, projects, holidays, etc.
  5. Shall adhere to these bylaws.

Middle School Representative

  1. Shall attend the committee member and general membership meetings and HASA sponsored events.
  2. Shall act as the liaison between the committee members and the Middle School teachers and students.
  3. Shall assist in coordinating activities that are age appropriate.
  4. Shall adhere to these bylaws.

Teacher Representative

  1. Shall attend the committee member and general membership meetings and HASA sponsored events.
  2. Shall act as the liaison between the teachers and HASA.
  3. Shall adhere to these bylaws.

Article VI – Elections

Section 1: Nominations

Nominations for officer positions may be made by an individual seeking to run for an officer position or by a member of the St. Mary’s Home and School Association who wishes to nominate another individual for an officer position.  Nominees will be notified and finalized by the Principal. If no nominations are received for a particular office, then the principal may appoint someone without election.

Section 2: Voting Process

Only a parent/guardian of a child attending St. Mary’s Catholic School or a teacher working at St. Mary’s Catholic School may vote.  Votes will be collected on paper ballots only, no electronic or verbal votes will be considered.

Voting occurs the night of the selected Spring General HASA Meeting (SGHM).  Absentee voting will be granted by the principal if the date of the SGHM shows valid conflict with other school calendar activities (i.e. same weekend as 1st Communion). Absentee voting will extend only till the following Wednesday by 12 noon and must be conducted on school campus in the main office.  Questions on the voting procedure may be directed to the principal.

Section 3: Terms of Office

  1. Officers are elected for one year.
  2. A person may serve no more than three (3) terms total on HASA unless appointed by the principal (e.g. 1 year Treasure + 2 years Vice-President = no more terms available).  
  3. Each person elected shall hold only one office at a time.  
  4. All officers shall assume their duties to coincide with the St. Mary’s Catholic School fiscal year (currently July 1st through June 30th)

Section 4: Installation of Committee Members

The newly elected officers will be installed during the last St. Mary’s Home and School Association board meeting of the school year and will assume their duties to coincide with the St. Mary’s Catholic School fiscal year (July 1st through June 30th).

 

Article VII – Vacated Offices

Section 1: Removal from Office

  1. An officer, either elected or appointed, may be removed by the Principal whenever, in his/her judgment, the best interests of this organization will be thereby served.
  2. The Principal will then meet with the officers to appoint a person to fill the vacated office position.
  3. The President may appoint a person to fill the committee chairperson vacancy after consulting with the Principal.

Section 2: Resignations

  1. In the event of the resignation of a committee member, the Principal will meet with the committee members to appoint a person to fill this vacancy.
  2. In the event of the resignation of a committee chairperson, the President may appoint a person to fill the vacancy after consulting with the Principal.

Article VIII – Meetings

Section 1: General Membership Meetings

  1. There shall be at least two general membership meetings each year.
  2. Meeting dates will be posted on the school calendar and shall be open to all members of the St. Mary’s Home and School Association.

Section 2: Officers

  1. The officers will meet once a month.
  2. The dates for the meetings will be determined by the President.

Article IX – Funds

The St. Mary’s Home and School Association shall follow all accounting principles of the school.  The Pastor and the Principal have ultimate authority over all St. Mary’s Home and School Association funds.

 Section 1: Authorization of Purchases and Expenditures

  1. All purchases must have prior written approval from the Principal.

Section 2: Reimbursement

  1. A reimbursement/expense sheet must be submitted to the school office.
  2. No reimbursement checks will be issued without receipt(s) and reimbursement request.
  3. No check shall be made out to cash.

Section 3: Monies

  1. All monies raised by St. Mary’s Home and School Association are raised on behalf of the school and are school assets from the moment of collection.
  2. All monies belonging to this organization shall be deposited in the St. Mary’s Catholic School account.

Section 4: Income Generating Projects

Specific plans for income-generating projects must be submitted to the Principal for approval.

Article X – Fiscal Year

This organization shall operate on a fiscal year beginning July 1st and ending June 30th.

Article XI – Amendments

These bylaws may be amended at any regular or special meeting of the officers and/or members, provided a quorum is present, by two-thirds (2/3) vote of the members present and voting.  The board shall consider whether the recommendations submitted

  1. meet the needs of HASA
  2. have clear intent, and
  3. are not in conflict with nor repeat any item in the bylaws

Previous notice of each amendment shall be given in writing at the prior meeting and then sent, by e-mail or postal mail, to all members of the organization by the secretary.  The amendment becomes effective upon receipt of approval from the principal.

Article XII – Activities and Social Events

Activities and Social Events of the St. Mary’s Home and School Association are:

  1. Back to School Splash
  2. Meet & Greet/HASA Fall General Meeting
  3. Grandparents Day
  4. Middle School Casual Fall Dance
  5. Red Ribbon Day
  6. Advent Wreath Blessing
  7. Staff Christmas Luncheon
  8. Middle School Formal Winter Snowflake Dance
  9. Catholic Schools Week Tiger Treats & Service Project
  10. HASA Family Night
  11. Casino Night Donation
  12. RCIA Dinner Donation
  13. HASA Spring General Meeting/Family Night
  14. Staff Appreciation Week
  15. Tiger Time Restaurant Fundraisers