School Committee By-Laws

Our Lady of Perpetual Help School
School Committee By-Laws 

I. NAME

The name of this of this organization is the Our Lady of Perpetual Help (OLPH School Committee).

 II. PURPOSE AND GOALS 

A.        PURPOSE
            The purpose of the OLPH School Committee is to support the teaching mission of the Catholic Church by serving as a consultative body to the Parish and School administrators of OLPH School. The OLPH School Committee is commissioned by the Parish Pastoral Council as a committee of the Education Commission to formulate policy that will enhance the education ministry of OLPH Parish. The School Committee is subject to all regulations of the Diocese of Knoxville and to all By-Laws and Policies of the OLPH Parish Pastoral Council.

 B.        GOALS
            1.  The goals of the members of the School Committee are to:
                        a. Work together to carry out the responsibilities necessary to achieve       continual improvement of the Catholic educational system.
                        b. Enhance each member’s own ministry to the parish community and encourage the concept of lay ministry.
                        c. Develop ownership in the educational mission of the Parish and stability  for the future.
                        d. Enable the Parish and School administrators to concentrate on their ecclesiastical, educational, and administrative duties.
                        e. Serve as a source of good public relations and provide parents with a voice in their children’s education.
                        f. Encourage strategic planning for the educational ministry of OLPH Parish.
            2. The School Committee fulfills its goals by working closely with OLPH School Administration as well as with other Parish and Diocesan Boards and Committees. 

III. MEMBERSHIP 

A.        COMPOSITION
            The School Committee shall consist of the Parish Pastoral Council Commissioner of Education, ten to eleven Voting Members, the Parish Pastor, the School Principal and Faculty Director of Development. The Pastor, the Principal and Director of Development shall serve as non-voting members. The Commissioner of Education shall cast the deciding vote in the event of a tie vote among Voting Members. 

B.        QUALIFICATIONS

            1. Voting Membership shall be open to parents of OLPH students, alumni of OLPH School, parents of alumni, and members of the OLPH Parish community.
            2. No more than two non-Catholics may serve on the committee at any one time.
            3. No one who is an employee of the school, or spouse, parent, child or sibling of an employee of the school is eligible for School Committee membership.
            4. Voting members of the School Committee shall be chosen according to the    following guidelines.
                    a. Two persons shall be elected by the parish at large. Persons placed on the parish at large ballot must be members of OLPH Parish.
                    b. Two persons shall be elected by the Parish Pastoral Council.
                    c. Two persons shall be elected by the OLPH Home and School Association.
                    d. The remaining four to five voting positions shall be selected by the School Committee. 

C.        TERM OF SERVICE

            1. All Voting Members shall serve a two-year term with an option for reappointment up to a maximum of three terms or six years on the School committee.
            2. To maintain a continuity of School Committee work, one person from each category under Section III. B. Qualifications 4a, 4b, 4c, and two persons from 4d shall be elected to begin and end on odd numbered years.
            3. All regular Voting Member elections shall be completed before the scheduled May meeting. All terms of newly elected members shall begin on June 1 and end on May 31 of the appropriate year. 

D.        VACANCIES

            1. Vacancies of Voting Member positions may occur through resignation or through School Committee action for cause including inability of member to regularly attend meetings.
            2. Any action for removal of a Voting Member must be voted by secret ballot of the remaining School Committee members.
            3. Vacancies occurring between regular elections shall be filled for the remainder of the term by a vote of remaining School Committee members or according to the usual procedure for election of that position.

E.         ELECTION/NOMINATIONS OF VOTING MEMBERS

            1. For Voting Members selected by the School Committee, announcements for interested persons or nominations shall be made at the March meeting as well as in the School and Church communication during the month of March.
            2. The Principal or the Chairman shall provide all interested persons or nominees information on the nature of the School Committee and a written questionnaire. For consideration for a position the questionnaire must be submitted to the Principal or the Chairperson prior to the regular April meeting of the School Committee. Current members of the School Committee do not need to submit the questionnaire, but should notify the Principal or the Chairperson prior to the April meeting of their desire for reelection.
            3. Candidates for the positions shall be reviewed by the School Committee at the April meeting. Election of new members shall be by secret ballot of the Voting Members present. Candidates receiving the most votes shall be elected.
            4. The Chairperson shall notify all candidates of their election and provide information on the next scheduled meeting of the School Committee.
            5. In March, the Chairperson shall notify the Parish, the Parish Pastoral Council, and the Home and School Association of elected positions to be filled from each of these categories. The procedure for election of Voting Members of the School Committee from each of these organizations shall be determined by the organization. However, all interested candidates from these organizations shall complete the same questionnaire (referred to in Section III. E. 2) prior to election. The organizations shall notify the Principal or Chairperson of the newly elected candidates prior to the scheduled May meeting. 

IV. MEETINGS

 A.        MEETING SCHEDULE
            1. The School Committee shall meet regularly on the fourth Monday evening of each month except December, June, and July.
            2. Special meetings of the School Committee may be called by the Pastor, Chairperson, Principal, Education Commissioner, or any four members upon one week notice to all committee members.
            3. The May meeting shall be a joint session of present and newly-elected members of the School Committee.

 B.        TRANSACTION OF BUSINESS
            1. For the purpose of transacting official business, a quorum of more than half of the Voting Members must be present.
            2. An Agenda shall be developed cooperatively by the Chairperson and the Principal prior to the meeting. Any School Committee member may place an item   on the agenda for consideration by the Committee by notifying the Chairperson or the Principal at least one week prior to the meeting.
            3. Regularly scheduled meetings of the School Committee shall be open to the public, and visitors may speak to the subject at hand if properly recognized by the chairperson. For reasons of confidentiality and in the best interest of the School, meetings may be closed to the public.
            4. Business introduced by visitors will not be considered for action until the next Committee Meeting.
            5. The ordinary order of regular meetings shall be:
                        a. Opening Prayer
                        b. Calling of the roll
                        c. Approval of Minutes
                        d. Reports
                        e. Unfinished business
                        f. New business
                        g. Announcements
                        h. Closing prayer
            6. The Committee shall strive for consensus in the conduct of business. In the absence of a consensus, the Chairperson shall invoke Robert’s Rules of Order and a majority of the voting members present will be necessary for the passage of a motion.

 V. OFFICERS AND DUTIES

 A.        OFFICERS
            1. The officers of the School Committee shall consist of a Chairperson, Vice-Chairperson, and Secretary.
            2. The officers shall be elected from the Voting Members at the May meeting.
            3. The term of office shall be for one year beginning June 1 and ending May 31. 

B.        DUTIES
            1. Chairperson:
                        a. Presides at all meetings.
                        b. Assists the Principal with preparation of meeting agenda and notification of members of special meetings.
                        c. Notifies appropriate individuals and groups of vacancies and election of Voting Members as outlined in Section III. E. Election/Nomination of Voting Members.
                        d. Appoints Chairpersons of standing and special committees.
                        e. Serves as official representative of the School Committee at required functions.
            2. Vice-Chairperson:
                        a. Presides at all meetings in absence of Chairperson
                        b. Assumes duties of Chairperson if Chairperson is unable to complete term of office.
            3. Secretary:
                        a. Records attendance and minutes of all regular and special meetings of the School Committee. The minutes will be compiled and printed by the School Administration and maintained on file in the Principal’s office. Copies of minutes will be distributed to all School Committee Members.
                        b. Conducts, receives, and handles all correspondence of the School Committee as directed by the Chairperson. 

VI. RESPONSIBILITIES AND ACCOUNTABILITY

 A.        SCHOOL COMMITTEE FUNCTIONS
            1.  Participate in the development of a strategic plan for the operation and maintenance of OLPH School.
            2. Formulate goals in the areas of Curriculum, Enrollment, Staffing, Finance, Facilities, Development, and Public Relations for OLPH School.
            3. Recommend, develop, and defend policies that will guide the Pastor and the Principal in meeting the goals of the strategic plan.
            4. Review the annual budget of OLPH School as developed by the Principal and offer financial recommendations.
            5. Evaluate the effectiveness of School Committee policy in the achievement of goals.
            6. Maintain open lines of communication with the OLPH Parish community ands other Parish and Diocesan organizations.
            7. Properly notify appropriate Parish organizations as to when School Committee elections are to be held.
            8. Keep written records of School Committee activities.
            9. Establish a sinking fund for non-routine capital expenditures at the school. Moneys allocated for this fund will be listed as an expense item in each fiscal year budget and will be taken from revenues generated by tuition. The sinking fund account will be maintained in a local bank and administered by the parish bookkeeper and business office. Disbursements will be made based on recommendations by the School Committee with final approval coming from  the School Principal and the Pastor.

 B.        VOTING MEMBER RESPONSIBILITIES
            1. Know the functions and responsibilities of the School Committee as defined in the OLPH School Committee By-Laws.
            2. Attend and participate in at least 2/3 of all meetings of the School Committee and subcommittees as directed by the Chairperson.
            3. Be familiar with and abide by the Diocesan and Parish rules and regulations governing this Committee.
            4. Abide by the Code of Ethics for the Catholic School Board Members published by the National Catholic Educational Association.
            5. Respect the confidential nature of certain matters discussed at School Committee Meetings. 

C.        SCHOOL COMMITTEE ACCOUNTABILITY
            1. The School Committee is a consultative body commissioned by the OLPH Parish Pastoral Council under the guidance of the Education Commission.
            2. Strategic plans, goals, policies, and recommendations formulated by the School Committee are submitted to the Parish Council by the Commissioner of Education and to the Principal for review and approval.
            3. Financial recommendations are submitted to the Parish Finance Committee for approval.
            4. Final ratification of all policies is done by the Pastor.

 VII. COMMITTEES 

The Chairperson of the School Committee may appoint ad hoc subcommittees for the purpose of gathering data or doing preliminary policy formulation to be presented to the entire committee. Subcommittees are accountable to the School Committee according to the approved charge. Written records of subcommittee activities shall be submitted to the School Committee by the Chairperson of the subcommittee.

 VII. AMENDMENTS.

 These By-Laws may be amended by a consensus vote of the School Committee provided that one week notice is given to the Committee. Amendment of the By-Laws is subject to approval by the Parish Pastoral Council. At no time may these By-Laws or amendments conflict with the regulations of the OLPH Parish or the Diocese of Knoxville