Constitution

CONSTITUTION

St. Mary-Basha Catholic School Advisory Board

 

PREAMBLE

 St. Mary-Basha Catholic School is operated by St. Mary’s Catholic Church, Chandler, AZ, a Roman Catholic parish of the Diocese of Phoenix. The school is established to carry out the teaching ministry of the Catholic Church by preparing the students for a life that will positively impact the community through principles rooted in the Gospel and the teachings of the Catholic Church. As such, the religious and academic programs are and shall at all times continue to be in accordance with the teachings and laws of the Roman Catholic Church and the Diocese of Phoenix.

At this time, it is the intention of the pastor of St. Mary's Catholic Church to establish a "consultative" school advisory board to assist him and his appointed principal in the governance of St. Mary-Basha Catholic School.

This consultative school advisory board shall have as its sole concern the ministry of Catholic school education. The school advisory board, operating under the guidance of the Diocese of Phoenix Catholic Schools Office and the superintendent of Catholic schools, and in conformity with the diocesan school policies, shall concern itself with policy matters pertaining to the general excellence of Catholic education at St. Mary-Basha Catholic School.

ARTICLE I - NAME

The name of this body shall be the St. Mary-Basha Catholic School Advisory Board, hereinafter referred to as the “board”.

ARTICLE II – PURPOSE AND FUNCTION

 Section 1

The board is by its nature consultative to the pastor and principal. The function of the board shall be for the exercise of shared responsibility for fulfillment of the mission as a center of evangelization and excellence in Catholic education, and to provide leadership assistance and support for the School within the context of the mission at St. Mary-Basha Catholic School.

 Section 2

The main responsibilities of the board include the following:

A.    Policy: formulation and adoption of policy for the school, with the approval of the president- rector and principal, as needed, within the framework of diocesan policy. Monitor the implementation of school policy and procedure.

B.    Financial Planning and Management: providing advice and counsel with regard to long­ range financial planning, annual budget development, budget monitoring and financial reporting.

C.   Planning: development and regular updating of a 5-year strategic plan for the school; annual goal-setting for the School and for the board. The strategic plan should follow the guidelines of the Catholic Schools Office.

D.   Advancement: formulation and implementation of an advancement program (marketing, development and recruitment) for the school, following diocesan guidelines, and in cooperation with the Catholic Schools Office.

E.    Evaluation: systematically evaluating:

a.    The school's mission statement, goals and policies

b.    The board itself

c.    The principal through the process provided by the Catholic Schools Office

F.    Recommendations for the appointment of the principal: when a vacancy occurs, some board members will be asked to participate in the search process.

Section 3

The consultative board has no authority for formulating policies separate from the pastor and principal. The board does not have responsibility for determining the amount of parish funds used in support of the school and has no responsibility with regard to school curriculum, staff/personnel or students.

 ARTICLE III – RELATIONSHIP WITH OTHER GROUPS

 Section 1

Diocese of Phoenix

Regular information from the Diocese of Phoenix concerning diocesan policies impacting Catholic elementary education shall be provided by the principal as in-service programs to the board. The principal shall implement diocesan school policies formulated by the Diocesan Catholic Schools Office, approved by the Bishop and promulgated by the diocesan superintendent of Catholic Schools.

Section 2

Parish/Pastoral and Finance Councils

The board shall work in a cooperative and collaborative manner with the parish/pastoral and finance councils of St. Mary’s Catholic Church. Regular communication, including minutes of board meeting, shall be forwarded to the pastor.

 Section 3

Home and School Association

The President of the Home and School Association, or designated representative, shall serve as an ex officio member of the board with voting rights. The relationship between the board and the Home and School Association shall be characterized by a common vision, clarity of responsibilities, good communication and collaboration.

 Section 4

Faculty

The relationship between the board and the faculty shall be characterized by mutual support, good communication and cooperation. The principal represents the faculty to the board. From   time to-time, teachers and/or administrative team members may be invited to share information with the board on matters concerning the school. The board shall have no role in hiring, evaluating, terminating or renewing professional or support staff.

 ARTICLE IV - OFFICERS

 Section 1

All members who have served one year or more on the board are eligible for any office.

Section 2

The officers of the board shall be the chair, vice-chair and secretary. They shall be elected annually by the board membership, subject to ratification by the pastor. The election of officers shall take place at the annual meeting.

Section 3

The duties of the officers shall be:

Chair – The chair shall preside at all regular and special meetings of the board. The chair also shall preside at executive committee meetings at which the board agenda and packet is prepared.  The chair shall have authority to assign additional duties and responsibilities to individual board members, oversee committee activities, plan orientation for new members with nominating committee and principal, review board self-assessment and guide the board to consensus on future plans.

No individual shall be eligible to serve as chair of the board without having completed two years of service on the board. The chair of the board shall be a practicing Catholic.

 Vice-Chair - In the absence of the chair, the vice-chair shall perform all duties of the chair. The vice-chair shall be a member of the executive committee.

Secretary - The secretary maintains written record of all acts of the board; handles all correspondence for the board; preserves reports and documents; notifies members of date and time of meetings; ensures timely distribution of board packets in advance of board meetings; distributes minutes following each meeting and emails materials when possible. The secretary shall be a member of the executive committee.

Administrative Officer - The principal shall serve as the administrative officer to the board. In that capacity, the principal is a member of the executive committee. The principal may also call    meetings of the executive committee and shall be responsible for bringing information to the board, including diocesan policies and plans.

Section 4

Election and Term of Office: Officers of the board shall be elected at the annual meeting and appointed by the pastor for a term of one year. No officer may hold the same office for more than two consecutive years.

ARTICLE V – RULES OF ORDER

Section 1

As much as possible, the board shall reach consensus on all actions.

Section 2

Ordinarily, consensus or recommendations regarding policy matters and other major issues are not reached at the "first reading." The "second reading" of the policy occurs after additional consultation, committee work and clarification. At that time, the board begins its consensus building and recommendation process.

Section 3

A simple majority of the voting members of the board shall constitute a quorum for each meeting.

 ARTICLE VI – COMMITTEES

Section 1

Specific committee charges shall be adopted each year by the board at its annual meeting.

Members of standing committees shall be appointed by the chair of the board. Committee chairs must be members of the board, although committee members may be drawn from outside of the board membership. The chair of the board and the administrative officer of the board shall be ex officio members of all standing committees.

Section 2

Special or ad hoc committees shall be established by action and approval of the board. Such committees shall operate until the duty assigned to them is completed and will be dissolved at that time, or at any earlier date, at the discretion of the chair.

Section 3

The functions of all committees shall be to determine the facts, deliberate, take action and be consultative, but never to legislate or administer. Recommendations by any committee shall be subject to ratification and approval by the Board.

 ARTICLE VII -COMPENSATION

Board members shall not receive compensation for their services. However, bona fide expenses maybe reimbursed.

 ARTICLE VIII - CONFLICT/DUALITY OF INTEREST

Any board member having an interest in a contract or other transaction coming before the board or a committee of the board shall give prompt, full and frank disclosure of said interest to the board chair prior to the board acting on such contract or transaction. Upon such disclosure, the board member's interest shall be presented to the full board. The board shall determine, without participation by the interested member, at such time as disclosure is made to that body, whether disclosure shows that a conflict of interest exists or can reasonably be construed to exist.

If the board determines that such a conflict of interest exists, such member shall not vote nor, use personal influence on, nor participate in the discussions or deliberations with respect to such contract or transactions.

For purposes of this section, a person shall be deemed to have an interest in a contract or other transaction if he or she is a party (or one of the parties) contracting or dealing with parish, or is a director, partner, officer, or immediate family member of a director, partner, officer, or has a significant financial or influential interest in, the entity contracting or dealing with the school or parish.

ARTICLE IX-INDEMNIFICATION

Each member shall be provided defense and be indemnified against all expenses actually or necessarily incurred in connection with the defense of any action, suit or proceedings to which he or she has been made a party by reason of being or having been a board member, except in relation to matters in which the board member shall be adjudicated in an action, suit or other legal proceeding to be liable for gross negligence or willful misconduct in the performance of duty.

ARTICLE X AMENDMENTS

This constitution may be amended by a two-thirds (2/3) majority vote of the board and written approval of the pastor. Board members must receive written notice of amendments and copies of proposed amendments one month before a vote to amend.

Click here for PDF version