Constitution & Bylaws

Transcription

1 St. Jude Catholic School School Board Constitution & Bylaws St. Jude Catholic School School Board Constitution & Bylaws Board Approved: October 3, 2014 Board Approved & Effective 10/04/2014 Page 1 of 29

2 St. Jude Catholic School School Board Constitution & Bylaws TABLE OF CONTENTS School Mission Statement & Philosophy of Education: 3 School Board Mission: 4 General Policy Statements 4 Article I - The Name of the Board 5 Article II - The purpose and function of the Board 5 Article III Relationship with Other Groups 6 Article IV- Board Membership 7-8 Article V - Offices of the Board 9 Article VI Meetings 10 Article VII Quorum 11 Article VIII - Role of Pastor 11 Article IX - Role of Principal 11 Article X - Committees Article XI - Amendments 13 A - Meeting Agenda Template 15 Exhibit I : Meeting Procedure Exhibit II Prayers for School Board 18 Exhibit III: Parliamentary Procedure extrapolated from Roberts Rules of Order B - Board Self Assessment C - Statement of Candidacy Template 27 D - Policy Proposal/Change Template 28 E - Liaison Report Template 29 Board Approved & Effective 10/04/2014 Page 2 of 29

3 St. Jude Catholic School School Board Constitution & Bylaws School Mission Statement & Philosophy of Education: "LEARNING AND LIVING OUR FAITH"- St. Jude Catholic School is the educational center of our diverse faith community. We demonstrate our commitment to living as Jesus taught by continuously refining and integrating Catholic values, not only in the academic setting but also throughout our lives in both our Parish and the community at large. PHILOSOPHY OF EDUCATION It is the philosophy of St. Jude School to recognize the parents as the primary educators of their children. Therefore, it is with the active involvement of our parents that together we strive to help our students reach their fullest potential by helping them become: Spiritual Persons: who constantly seek to further a relationship with God: who recognize and proclaim the goodness and grace of God; in themselves and in others; who are willingly committed to a Christian lifestyle, and who worship actively with the Faith Community. Loving Persons: who willingly and creatively share their time and talents with the diverse society; who are accepting, compassionate and sensitive to those who are met throughout life, while continuously spreading the message of Jesus Christ. Responsible Persons: who confidently and competently respond to meeting just needs, protecting personal rights, and respecting the earth s environment; who are committed to peaceful resolution conflict while striving for academic excellence based on the individual needs and capabilities. Board Approved & Effective 10/04/2014 Page 3 of 29

4 St. Jude Catholic School School Board Constitution & Bylaws School Board Mission: The mission of the School Board in St. Jude Parish is to advance the quality of education for the students by providing leadership, advice and support to the pastor, principal and members of the school community. The School Board adopts the school s mission statement and the periodic review of its operational validity and Catholic identity. GENERAL POLICY STATEMENTS The following policy statements should assist Board members to see their service as a form of ministry. Foremost in the minds of Board members should be the understanding of their role as evangelizers, bearers of the Good News of Jesus, and their call to reflect on the challenges of the Gospel. By joining with other representatives of the parish community, together they witness to the power of the Spirit at work in the whole Church. The Board shall function with limited jurisdiction. The Board must be concerned specifically with the faith formation of the school community and the education mission of the school. The Board must understand and support the diocesan educational mission. Board leadership has the responsibility to provide initial formation and continuing training to Board members. Every non-student organization or association connected with the school is subordinate to the Board. The Board must respect the distinction between policy and administrative decisions. As a coordinating and unifying structure for the school, the Board must work to foster partnership with parents and to involve the parish communities in the Board s mission. The Board must communicate regularly with the entire parish and with the civic community of which it is a part. The Board must have a formal and visible structure with a that align to standards established by the Catholic Schools Office of the Diocese of Joliet. Board Approved & Effective 10/04/2014 Page 4 of 29

5 St. Jude Catholic School School Board Constitution & Bylaws Article I. The name of the Board The name of this body shall be the Saint Jude Catholic School Board (herein after referred to as the Board ). Article II. The purpose and function of the Board The purpose of the School Board is to work in an advisory capacity with the Principal and Pastor to develop and strengthen the school as a Catholic community and educational institution. Section 2.01 Board Scope: (b) (c) (d) (e) (f) (g) (h) Finance - the parish finance manager and finance committee manage all financial controls and funds of the school. The role of the Board as it relates to finance are: Understand the financial health of the school including the review of the annual budget and performance to plan. Make recommendations for annual tuition & fee schedules to cover operational costs of the school. Identify and plan for additional sources of funding Property and Maintenance - all school facilities belong to the parish. All capital improvements, regardless of who is providing the funding, must be coordinated with and approved by the Pastor of the parish. Advancement & Development not to conflict with parish or diocesan advancement & development efforts. Strategic Planning a 3-5 year plan for the school. Policy Development of non-student/academic related policies that are not the responsibility of the parish. (Example: Board bylaws, the Fair Share Program, Tuition Payment...) Assisting the Pastor in the selection of a Lay Principal Evaluation of the Board itself Understanding Major Curriculum changes Board Approved & Effective 10/04/2014 Page 5 of 29

6 St. Jude Catholic School School Board Constitution & Bylaws Article III. Relationship with Other Groups The Board shall maintain a presence and relationship with non-student school organizations, the parish and the diocese of Joliet. Section 3.01 School Organizations - Every non-student organization or association connected with the school is subordinate to the Board. A liaison from the Board will be assigned/appointed to school groups: (b) (c) Parents Club Fundraising Committee Marketing Committee Athletic Board A liaison from the voting Board membership will be assigned to represent the Board to each recognized school organization. The liaison shall represent the board to the school group and the group to the board. The liaison will share Board activities and promote group alignment to the strategic plan. The liaison shall request time on the agenda if a group wishes to present or request board approval on a topic. (d) Provide a written update of the activities of their respective organization to the Board (see appendix E) (i) Written update should be delivered by to each Board member a minimum of one day prior to the regular meeting. (ii) The Board members will review the updates prior to the meeting and present any questions to the liaison. Section 3.02 Parish - The Board represents St. Jude Catholic School as a ministry of St. Jude Parish. The Board shall ensure representation to promote the school as a viable component of our parish community. The Board will assign/appoint a liaison for: (b) Pastoral Council Parish Finance Council A liaison from the voting Board membership will share school updates with the parish group(s) and liaison will present to the Board the groups activity, work, issues, questions or concerns related to the school. Provide a written update of the activities of their respective organization to the Board (i) Written update should be delivered by to each Board member a minimum of one day prior to the regular meeting (ii) The Board members will review the updates and present any questions to the liaison Board Approved & Effective 10/04/2014 Page 6 of 29

7 St. Jude Catholic School School Board Constitution & Bylaws Article IV. Board Membership The Board shall be comprised of eligible members of the parish and school community and be bound by the values of the Catholic faith in pursuit of fulfilling the mission of the school. Section 4.01 Composition, Eligibility (b) Members of the Board shall be the Pastor (ex officio), the Principal (ex officio), and seven to nine elected/appointed members of Saint Jude s Parish, New Lenox. Eligibility for membership: (i) Twenty-one (21) years of age or older (ii) Credible witness of the Catholic faith and member of the Parish; non-catholics may be eligible, if unopposed to the tenets of Catholicism. (iii) Genuine interest in Catholic school education (iv) Ability to work with others to achieve consensus (v) Available for meetings, committee work, and in-services (vi) Supportive of school philosophy and mission (vii) Willing to maintain confidentiality and exhibit the highest levels of respect, integrity. Section 4.02 Tenure of Office (b) The normal term of each Board member is three (3) years, renewable for a second term. After the second term, there must be a one-year interval before the individual is again eligible for Board membership. Staggered term lengths are recommended to ensure cohesion of Board functions. Section 4.03 Appointment, Vacancies, Removal A nominating committee chaired by the Board Vice- President will oversee and conduct the processes associated to with filling open seats on the Board. [See Article 10 Section 2] (b) Eligible persons are invited to submit their candidacy by completing the statement of candidacy form [see Appendix C] to the Nominating committee beginning the Monday following the February Board meeting and closing the second Thursday in March. (c) (d) (e) (f) The nominating committee will compile profiles of all candidates and present those candidates to the Board at the April Board meeting. (i) If the number of candidates is equal to the number of open seats on the Board. The Board then submits the candidates to the pastor for appointment. (ii) If the number of candidates exceeds the number of open seats the Board president will call for a school and parish wide election to be facilitated by the nominating committee in April. The candidates elected will be submitted to the pastor as recommendation for appointment at the May meeting. Each June newly appointed members of the Board shall be installed. In the event that a Board seat is vacated through resignation or removal, the Pastor through a discerned appointment fills unexpired terms, with consult from Principal and nominating committee. Any Board member, other than ex-officio, who is absent from two (2) regular meetings during one (1) academic year (August-June) will be relieved of their membership term unless an absence is excused by the Board. Board Approved & Effective 10/04/2014 Page 7 of 29

8 St. Jude Catholic School School Board Constitution & Bylaws Section 4.04 The Responsibilities of the Board (b) (c) (d) Establish annual goals for Board that supports the function and execution of Board responsibilities. (i) Goals will be defined and outlined during the June regular Board meeting as part of New Business with participation from all Board members. (ii) The Board president will document the goals outlined by the Board and submit for a vote at the August regular Board meeting. (iii) The Board goals will be communicated to the parish & school community following their approval. Adoption of the school s mission statement, and periodic review of its operational vitality. (i) Review will be added to the August Board meeting and the Board will vote to either: 1) Take no action 2) Commission an ad hoc committee to recommend updates a) The ad hoc committee chair will be named b) The ad hoc committee will present a recommendation to the Board at the December meeting. The development and regular updating of a 5-year plan for the school. The long-range plan should follow the guidelines of the Office of Catholic Schools (CSO). Establish committees and committee objectives to work on topics/issues that require specialized focus or skills. Section 4.05 Evaluation (b) (c) (d) Systematically evaluating the school s mission statement and goals. The Board itself. The recommendation and adoption of policy for the school, as needed, within the framework Diocesan policy. Policies (i) The creation, amendment or revision can be recommended by any voting Board member, the recommendation and policy will be within the jurisdiction of the Board. (ii) Recommendations must be presented in a regular Board meeting. 1) The creator will present the policy and its intended benefit. 2) Each Board member will be given an appropriate amount of time to ask questions, express support or concern. (iii) The creator of the proposed policy will make any updates based on the Board response and provide the updated version 10 days prior to the next regular Board meeting. (iv) During the next regular Board meeting the Board shall vote on the acceptance of the policy. 1) If a approved by the Board, the policy is submitted to the pastor for acceptance. a) Once accepted the policy is published on the Board page of the St. Jude School Website. b) If the pastor or principal reject the proposal they will communicate their position and rationale to the Board. The decision of the pastor is final. 2) If not approved by the Board the issue of the policy is no longer under consideration. Section 4.06 Recommendation for the appointment of the Principal: when a vacancy occurs, some Board members will be asked to participate in the search process The Board will adhere to the Principal Search Committee Guidelines established by the Joliet Dioceses Catholic Schools Office. Board Approved & Effective 10/04/2014 Page 8 of 29

9 St. Jude Catholic School School Board Constitution & Bylaws Article V. Officers of the Board The Board shall establish and define officer roles as a core part of the Board structure. The officers will be elected from the Board voting membership and hold responsibility for Board operations, goal setting and communications. Section 5.01 Officers The officers of the Board shall be: (i) President (ii) Vice-President (iii) Secretary Section 5.02 Eligibility & Terms (b) (c) (d) Voting members of the Board are eligible for any office The President will be elected by the Board members at the May meeting; the president must have served on the Board for at least one full year. (i) The president may serve no longer than two consecutive terms. (ii) Upon completion of the term the president may serve in a non-voting advisory capacity on the Board. (iii) Should the Board President resign or removed from the position. The vice president shall immediately become president and call for an election to fill the vacant vice president office. The Vice-President when possible has served on the Board the full prior year. The Vice-President and Secretary will be elected by the Board members at the May meeting, for a period of one year. Section 5.03 Responsibilities of the Board President. (b) (c) (d) Call and preside at all regular and special meetings of the Board. Enforce the of the Board. Perform any and all duties incident to the office of president. Be an ex-officio member of all committees. Section 5.04 Responsibilities of the Board Vice-President: (b) Section 5.05 (b) (c) (d) (e) (f) Assist the President and assume the duties of the President as required. Chair the Nominating Committee for the May election with the assistance of two other Board members. Responsibilities of the Board Secretary: Record and maintain minutes of all regular and special meetings. Be the custodian of the. Present the minutes and other material as required at the meetings. Answer correspondence pertaining to the Board. Compile and report the results of the annual Board self-evaluation Perform all duties incident to the office of Secretary. Board Approved & Effective 10/04/2014 Page 9 of 29

10 St. Jude Catholic School School Board Constitution & Bylaws Article VI. Meetings The Board shall establish regular meetings to conduct the business of the Board. General business and voting will occur in public sessions. Executive and closed sessions will be used to deliberate and discuss topics in greater detail or those of great sensitivity. Other meetings may be called by the president, principal or pastor who will indicate open, closed or executive session status. Section 6.01 Meetings of the Board The Board shall meet monthly from August through June. Special meetings may be called at the discretion of the President or upon the request of four (4) Board members with seven (7) days prior notice. (i) Regular Meeting dates and times will be established annually at the June meeting. The dates, times and location will be posted in the parish calendar on the parish website (ii) Regular meetings will begin no earlier than 6:30 pm (iii) Regular meetings should be scheduled for a maximum of two hours, not including executive session. (iv) In the event that a meeting must be canceled or changed notice will be provided to the parish office by the board president, secretary or principal and communicated to the school community as soon as possible. Section 6.02 Meeting procedure (i) The Board shall conduct meetings closely aligned to Roberts Rules of Order. [See ITEM A MEETING PROCEDURE and Appendix A exhibit ii] Section 6.03 Public interaction during Board meetings (b) (c) Board meetings are to be open to parents, guardians and members of the community unless designated by the President, Principal or Pastor as closed or executive session. In the event someone outside of the Board desires to address the Board as part of the agenda, a request must be made to the President, Principal or Pastor at least five days prior to the meeting. (i) Presentations are to be limited to 10 minutes unless otherwise approved by the president. When time allows in the agenda non-board attendees may have a opportunity to share in an open forum at the conclusion of regular Board business. (i) The president presiding over the meeting shall determine if time allows for public comment. Section 6.04 The Agenda (b) The Board president shall hold responsibility for the creation of the regular meeting agenda The agenda shall be distributed to all Board members at least two days prior to the meeting date. Section 6.05 Executive session Executive sessions may be called by the President, Principal or Pastor or through an approved motion by any Board member during a regular meeting. (i) Executive sessions should be called to discuss any sensitive topics or to enable the Board to engage in dialogue for the development of a clear position. (ii) Executive or Closed session meeting decisions are not official until approved/endorsed during an open session. Board Approved & Effective 10/04/2014 Page 10 of 29

11 St. Jude Catholic School School Board Constitution & Bylaws Article VII. Quorum A quorum for the transacting of business shall be a simple majority of the total number of voting members with the Principal and/or Pastor present. Majority shall be defined has one more than one-half of the voting membership. Section 7.01 For the purpose of transition of official business, it shall be necessary that a majority (1/2+1) of the total-voting members of be present at voting. Voting members of the board shall mean the (7-9) elected/appointed representatives. Section 7.02 A simple majority of those present and voting shall carry the motion, decision, and/or election unless otherwise specified in the constitution. Article VIII. Role of Pastor The pastor is a non-voting ex-officio member of the Board. The Board recognizes the Pastor s authority. He is the administrative and spiritual leader of the parish. The Board accepts his role as the final decision maker of all parish ministries including the school. Article IX. Role of Principal The principal is a non-voting ex-officio member of the Board. The principal is the chief administrator of the school responsible for all aspects of the school s academic, spiritual, student and personnel matters. The Principal is accountable to the Pastor and the Diocesan Superintendent of Schools. Section 9.01 The Pastor appoints and evaluates the Principal. Section 9.02 The curriculum student/parent/faculty polices, and daily operation of the School is the responsibility of the Principal. The principal should regularly inform the Board in these areas and seek advice or council as needed. Section 9.03 The Principal shall communicate the educational goals and objectives of the school and chair the academic excellence pillar of the strategic plan. Board Approved & Effective 10/04/2014 Page 11 of 29

12 St. Jude Catholic School School Board Constitution & Bylaws Article X. Committees The Board shall establish committees to research organize and present information to the Board to enable the Board to take action and take action on those items approved by the Board. The board shall establish standing committees to execute ongoing strategic and operational work. The board shall establish ad hoc committees, as needed, to address short term needs. Section Committee Types. Standing Committees provide continuity for ongoing Board operations. (i) The President, Principal and/or Pastor may serve as ex-officio members of each standing committee. (ii) The Board will establish the scope and objectives of a standing committee. (iii) Standing committees will own execution of a specific pillar of the strategic plan, along with normal operational functions within the scope of said committee. (iv) Standing Committees research, present information and take action on those proposals that have been approved by the Board. (v) Standing committees provide a monthly report of activities, progress (vi) A chair is appointed/assigned by the Board President. 1) Chair holds responsibility for establishing committee membership, which can include both Board and non- Board members 2) Chair establishes meeting times, specific goals and timelines for the committee. 3) Chair ensures that the work of the standing committee aligns to the goals of the Board and the strategic plan 4) Chair provides the minutes from committee meetings and reports on the work of the committee as an agenda item in each regular Board meeting. 5) Chair requests time on the regular Board agenda for any items the committee is seeking or requiring Board approval and represents proposals from the standing committee to be voted on by the Board at a regular Board meeting. (b) The Board, to meet a specific objective at a given time, establishes ad hoc committees. (i) Ad hoc committees may be a sub-committee of a standing committee or an independent committee established by the Board. 1) The Chair and objectives of the ad hoc committee will be assigned at the time the committee is established (examples: Fundraising, Open house, Fair share, Technology assessments, Political action, etc.) 2) Ad hoc committees will present a regular updates to the Board on activity and progress or included in the standing committee update. (ii) Ad hoc committee membership will include both Board and non-board members 1) Non-Board members do not actively participate in Board meeting after giving their report Board Approved & Effective 10/04/2014 Page 12 of 29

13 St. Jude Catholic School School Board Constitution & Bylaws Section The Saint Jude School Board Standing Committees Nominating Committee The Board establishes a nominating committee to seek new Board members to replace those whose terms have expired. The Pastor must approve the nominations for Parish School Boards. (i) Membership 1) The vice-president of the Board will serve as the chair 2) The Chair will form the committee of Board members to meet the objectives of the committee. (ii) Responsibilities: 1) Will establish a process for evaluating the effectiveness of the current Board. a) Beginning with the May regular meeting of the Board, the committee will lead the Board in a self-evolution process, and outline strengths and opportunities in Board performance. 2) Identify skill / experience gaps within current Board membership. 3) Identify candidates who would increase the diversity of the Board membership skills and experiences. Committee will encourage those candidates to submit their candidacy. a) Following the regular February meeting of the Board the committee shall announce Board openings to the school and parish community. b) Accept applications from all interested candidates. c) Prior the April regular Board meeting the committee will complete profiles for all interested candidates 4) Recommend candidates for committee appointment to the standing committee chairs. 5) Each April the committee shall present all interested candidates and profiles to the Board a) In the event that the number of candidates out numbers the amount of open seats the committee will facilitate a school and parish wide election in April [See Article IV] b) Each May the committee will present the recommended or elected candidates to the Board for recommendation to the pastor. Article XI. Amendments When changes are required to the Constitution or Bylaws proposed amendments will be presented to the Board. Amendments require a 2/3 majority of all voting members. Section Amendments This constitution & bylaws may be amended, supplemented, suspended, or repealed, in whole or in part, by a vote of two thirds of the total voting membership subject only to regulations of the Diocesan Board of Education Section Presentation Amendments must be presented to the Board in writing at least two weeks prior to the meeting for discussion and voted on at a subsequent meeting. Board Approved & Effective 10/04/2014 Page 13 of 29

14 Effective 10/04/2014 Page 14 of 29

15 A - Meeting Agenda Template Meeting Agenda Template Agenda : St. Jude School Board Date Time I. Call to Order - Name (president or vice-president) TIME II. Opening Prayer - Name (Board member) TIME III. Review & Approval of Agenda Name (president or vice-president) TIME IV. Review & Approval of Minutes Name (secretary) TIME V. Principal Update Name (principal ) TIME VI. Pastor Update Name (pastor ) TIME VII. VIII. Liaison Updates: a. Athletic Board Name (Board member) TIME b. Parents Club Name (Board member) TIME c. Marketing Name (Board member) TIME d. Fundraising Name (Board member) TIME e. Finance Council Name (Board member) TIME f. Pastoral Council Name (Board member) TIME Committee Updates: IX. Old Business a. TOPIC NAME TIME X. New Business a. TOPIC NAME TIME XI. Public Comment (if time in the agenda allows) XII. Call for Executive Session - XIII. Adjournment & Closing prayer Effective 10/04/2014 Page 15 of 29

16 A - Exhibit I: Parliamentary Procedure extrapolated from Roberts Rules of Order Meeting Procedure using tailored with Robert s Rules of Order (see exhibit i) Meeting Called to order by President Opening prayer which includes conducted by a Board member Roll Call, Review and Approval of the Agenda Secretary conducts Roll Call President Calls for Comment on the Agenda anyone who would like to have an item added shall propose additions and time allotted Secretary Summarizes Additions President Calls for a motion on additions President Calls for a motion to approve agenda Review and Approval of the Minutes Secretary presents minutes President Calls for comment Board Members provide comments Secretary - summarizes comments President Calls for a motion on additions President calls for a motion to approve Minutes Liaison Updates President calls for Board comment on any committee update o Each Board member is allowed 1 opportunity to comment o Any items requiring a vote all motioned, seconded, then approved or denied Principal Report Principal updates the Board After the report the President calls for Board comment o Each Board member is allowed 1 opportunity to comment Pastor Report Pastor updates the Board After the report the President calls for Board comment o Each Board member is allowed 1 opportunity to comment Old & New Business Each item is presented by the owner on the agenda Item owner shall designate purpose of the request (is the item for Board approval, a question to be considered or information) Effective 10/04/2014 Page 16 of 29

17 If a Board member determines discussion of the item is required said Board member shall motion for discussion o Discussion shall be limited by time of 5 minutes for each member to speak on the topic and each member may only be granted 1 opportunity to speak until all Board members have had the opportunity to discuss Debate or Discussion can be ended by the chair or by a Board motion to Table the Discussion for a later date, Table the Discussion for research or Table the Discussion for executive session Open Forum When time allows the President shall call for an Open forum to offered to public comment on any topic. Comments will be limited to 2 minutes unless a request is made for additional time by motion of the Board. Commenter should outline the purpose of the comment (is the item for Board approval, a question to be considered or information) Review Action Items and Deliverables President Calls the Secretary to review all action items and deliverables captured during the meeting President Calls for a Motion to Discuss or Approval President Call for a vote President Calls for a motion to conclude in prayer and adjourn President Call for a vote Closing Prayer Effective 10/04/2014 Page 17 of 29

18 A - Exhibit II : Prayers for School Board Meetings Opening Prayer Lord God of Holiness, You have called us to serve you in the mission of Catholic education. We meet here as your disciples, and we ask for the grace of your divine guidance. Help us to truly serve your holy people in your Church as she proposes anew the perennial truth of Christ gospel. May the needs of our Catholic school and the common good of our parish be our primary concerns. May the material aspects we discuss not blind us to the reason for our Catholic school: to encounter Christ in His Church so as to grow in holiness. May the Holy Spirit who inspired the Pentecost meeting of the Apostles, visit us and grant us the light of Divine Wisdom. We ask this through our Lord, Jesus Christ, who lives and reigns with You and the Holy Spirit, forever and ever. Amen. Closing Prayer: Lord of Day and Night of beginnings and endings, as we prepare to conclude this meeting, we once again lift up our hearts to You, the Divine Source of All Life. We thank you for the gifts that have been present within this act of service to our Catholic school. For the gifts of friendship and understanding, of mutual respect and shared vision, we praise You. For the gifts of perseverance and insight into the common concerns we share, for these and all other graces, we give you thanks. As You have blessed our coming together, now bless our departure and journeys homeward. Through the intercession of the Blessed Mother, Mary, most holy, Queen of the Family, may your blessing be upon us, in the name of the Father, Son and Holy Spirit. Amen. Effective 10/04/2014 Page 18 of 29

19 A - Exhibit III : Parliamentary Procedure extrapolated from Roberts Rules of Order What Is Parliamentary Procedure? It is a set of rules for conduct at meetings that allow everyone to be heard and to make decisions without confusion. Why is Parliamentary Procedure Important? Because it's a time tested method of conducting business at meetings and public gatherings. It can be adapted to fit the needs of any organization. Today, Robert's Rules of Order newly revised is the basic handbook of operation for most clubs, organizations and other groups. So it's important that everyone know these basic rules! Organizations using parliamentary procedure usually follow a fixed order of business. Below is a typical example: 1. Call to order. 2. Roll call of members present. 3. Reading of minutes of last meeting. 4. Officers reports. 5. Committee reports. 6. Special orders --- Important business previously designated for consideration at this meeting. 7. Unfinished business. 8. New business. 9. Announcements. 10. Adjournment. The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the entire membership take action or a stand on an issue. Individual members can: 1. Call to order. 2. Second motions. 3. Debate motions. 4. Vote on motions. There are four Basic Types of Motions: 1. Main Motions: The purpose of a main motion is to introduce items to the membership for their consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions. 2. Subsidiary Motions: Their purpose is to change or affect how a main motion is handled, and is voted on before a main motion. 3. Privileged Motions: Their purpose is to bring up items that are urgent about special or important matters unrelated to pending business. 4. Incidental Motions: Their purpose is to provide a means of questioning procedure concerning other motions and must be considered before the other motion. Effective 10/04/2014 Page 19 of 29

20 How are Motions Presented? 1. Obtaining the floor a. Wait until the last speaker has finished. b. Rise and address the Chairman by saying, "Mr. Chairman, or Mr. President." c. Wait until the Chairman recognizes you. 2. Make Your Motion a. Speak in a clear and concise manner. b. Always state a motion affirmatively. Say, "I move that we..." rather than, "I move that we do not...". c. Avoid personalities and stay on your subject. d. Wait for Someone to Second Your Motion e. Another member will second your motion or the Chairman will call for a second. f. If there is no second to your motion it is lost. 3. The Chairman States Your Motion a. The Chairman will say, "it has been moved and seconded that we..." Thus placing your motion before the membership for consideration and action. b. The membership then either debates your motion, or may move directly to a vote. c. Once the chairman presents your motion to the membership it becomes "assembly property", and cannot be changed by you without the consent of the members. 4. Expanding on Your Motion a. The time for you to speak in favor of your motion is at this point in time, rather than at the time you present it. b. The mover is always allowed to speak first. c. All comments and debate must be directed to the chairman. d. Keep to the time limit for speaking that has been established. e. The mover may speak again only after other speakers are finished, unless called upon by the Chairman. 5. Putting the Question to the Membership a. The Chairman asks, "Are you ready to vote on the question?" b. If there is no more discussion, a vote is taken. On a motion to move the previous question may be adapted. Voting on a Motion: The method of vote on any motion depends on the situation and the by-laws of policy of your organization. There are five methods used to vote by most organizations, they are: 1. By Voice -- The Chairman asks those in favor to say, "aye", those opposed to say "no". Any member may move for a exact count. 2. By Roll Call -- Each member answers "yes" or "no" as his name is called. This method is used when a record of each person's vote is required. Effective 10/04/2014 Page 20 of 29

21 3. By General Consent -- When a motion is not likely to be opposed, the Chairman says, "if there is no objection..." The membership shows agreement by their silence, however if one member says, "I object," the item must be put to a vote. 4. By Division -- This is a slight verification of a voice vote. It does not require a count unless the chairman so desires. Members raise their hands or stand. 5. By Ballot -- Members write their vote on a slip of paper, this method is used when secrecy is desired. There are two other motions that are commonly used that relate to voting. 1. Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option is always present, however, to "take from the table", for reconsideration by the membership. 2. Motion to Postpone Indefinitely -- This is often used as a means of parliamentary strategy and allows opponents of motion to test their strength without an actual vote being taken. Also, debate is once again open on the main motion. Parliamentary Procedure is the best way to get things done at your meetings. But, it will only work if you use it properly. 1. Allow motions that are in order. 2. Have members obtain the floor properly. 3. Speak clearly and concisely. 4. Obey the rules of debate. 5. Most importantly, BE COURTEOUS. Effective 10/04/2014 Page 21 of 29

22 B - School Board Self-Assessment School Board Self-Assessment Board Member Name: Date: School Board Name: Board President Name: Principal Name: Submit completed form to the Secretary of the Board at least seven (7) days prior to Annual Planning Meeting MISSION AND PURPOSE Fundamental to the school s performance is a clear, strong mission and purpose. A successful Board must know what it does, whom it serves and why. MISSION AND PURPOSE Excellent Good Poor N/A The statements of mission and purpose are well understood and supported by the Board The Board consistently relates its decisions to the mission The Board is active in ensuring that the school s mission is promoted in the school and on the Board The Board reviews the bylaws on a regular basis and revises when necessary The Board in collaboration with the school community annually reviews the Mission Statement and revises it when necessary Comments: STRATEGIC PLANNING Planning for the school s future is critical for its success. Such planning should be reviewed and approved by the Board. STRATEGIC PLANNING Excellent Good Poor N/A Performance of the Board in initiating strategic planning The Board s participation in strategic planning The Board accomplishes the activities for which it has responsibility in the strategic plan The Board reviews and/or revises its Strategic Plan on a regular basis (annually) Comments: Effective 10/04/2014 Page 22 of 29

23 ADVANCEMENT/MARKETING (Public Relations and Marketing, Fund Development, Alumni and Constituency Relations, and Enrollment Management) The Board should ensure that the school has the resources needed to be effective. The role of the Board should include the attraction of funds and friends to the school. It should help build confidence in the school for the long term. The Board should promote public awareness of the school and create good will within the community. ADVANCEMENT Excellent Good Poor N/A Board leadership in adopting and implementing a fiveyear advancement plan (i.e., endowment, capital campaigns, annual fund, constituency relations) Board leadership in adopting and implementing a fiveyear public relations plan Board leadership in adopting and implementing a fiveyear marketing plan, including enrollment management Regular monitoring and updating of plans Comments: FINANCIAL MANAGEMENT The Board should assist in the effective management of the school. This may include formulating and adopting policies, overseeing investments, and participating in the budget process and financial plan section of the Strategic Plan of the school. FINANCIAL MANAGEMENT Excellent Good Poor N/A The Board reviews and approves the budget prepared by the Finance Committee The Board receives and systematically reviews financial reports (i.e., monthly) on a regular basis The Board is consulted in all financial matters concerning the school The Board composition includes members who bring special expertise to financial matters Comments: THE BOARD AGENDA BOARD AGENDA Excellent Good Poor N/A The Board agenda is prepared collaboratively by the principal/chief administrator (and pastor for parish school Boards) and Board president The agenda and committee reports are distributed at least one week in advance of meetings The agenda and committee report are accompanied by appropriate background data The orientation of new Board members and the continued updating of all Board members are offered Comments: Effective 10/04/2014 Page 23 of 29

24 PASTOR, PRINCIPAL/CHIEF ADMINISTRATOR AND THE BOARD The pastor, principal/chief administrator, and the Board must maintain an effective working relationship. The relationship between the pastor, the principal/chief administrator, and the Board president is particularly important. PASTOR, PRINCIPAL/CHIEF ADMINISTRATOR Excellent Good Poor N/A AND THE BOARD The Parish School Board understands its role as a consultative body to the pastor and the principal The Diocesan High School Board understands its role as consultative to the chief administrator and superintendent The Board President effectively presides over meetings Communication between the administration and president is evident The Board is faithful to the agenda, moving through items in a deliberate and orderly fashion The Board carefully examines all issues and items brought to its attention The Board fosters openness and objectivity during meetings, and encourages expression of competing points of view The Board makes effective use of the time, talent, and other resources available to it The Board has enough time to complete its work The Board monitors its decisions to evaluate their effectiveness The Board participates in the performance appraisal of the school principal/chief administrator as directed by the Catholic Schools Office. The Board evaluates its own performance on an annual basis using the diocesan-approved instrument The Board is publicly supportive of the school and its administration The Board works as a team to advance the mission of the school Comments: COMMITTEES: Strategic Planning, Advancement/Marketing, Finances, Nominating, etc. COMMITTEES Excellent Good Poor N/A Committee meetings are frequent enough Committee addresses issues of substance Committee reports are submitted to the president prior to distribution of Board agenda The committees have clearly defined tasks The committees report regularly about their progress on assigned tasks Committees are viewed as the backbone of the Board Committees of the Board think strategically to accomplish their task, which is to ensure the long-term viability of the school Comments: Effective 10/04/2014 Page 24 of 29

25 EVALUATION OF INDIVIDUAL BOARD MEMBER Each member may respond to this section only after having completed all other parts of the Evaluation. Please rate your own performance. SELF-EVALUATION Excellent Good Poor N/A Your familiarity with the school s mission, organization, plans, priorities, finances, and character Attendance at Board meetings Familiarity with agenda items and key issues in advance of meetings Active participation in Board meetings Active work on regular Board committees (attendance at meetings, participation in discussions) Regularly read the school s newsletters, bulletins, announcements, and otherwise stay abreast of developments in the school Maintain a good working relationship with the administration How would you rate your own, overall contribution as a Board member? How would you rate your own, overall personal satisfaction as a Board member Active participation in school activities Maintain confidentiality of all Board business Awareness of and adherence to Board conflict of interest policy Comments: Effective 10/04/2014 Page 25 of 29

26 Other comments about the functioning of the School Board and recommendations: (SWOT Strengths, Weaknesses, Opportunities, Threats) Strengths Weaknesses Opportunities Threats (Adapted by the Catholic Schools Office, September 2013, Original Source Unknown) Effective 10/04/2014 Page 26 of 29

27 C - STATEMENT OF CANDIDACY TEMPLATE STATEMENT OF CANDIDACY ST. JUDE CATHOLIC SCHOOL BOARD Name Relationship to School Home Address Tel. # Work Address Tel. # Occupation Children and Ages Activities Specific Talents Available to the Board Please provide your vision for the future of the school: Are you willing to give time and energy to membership? Signature Date Effective 10/04/2014 Page 27 of 29

28 D - Policy Proposal or Change Form Proposed New Policy or Change in Policy Form Submitted by: (Name of Individual or Group) Date: New Policy Change in Policy# Recommended new policy or change in policy (change in policy requires copy of the original written policy with track changes in the narrative submitted with this form): Indicate the need for the policy or change in policy: Perceived consequences of the new policy or change in policy: Reviewed by: Board President Date Principal/Chief Administrator Date Reviewed and recommended by the Board on Approved by the pastor in parish schools for implementation on Pastor Date Date Date Effective 10/04/2014 Page 28 of 29

29 E Liaison Report Form School Board Liaison Report Title Group: Date Report Presented: Board Member: Summary of Committee's Groups Activity (highlight of topics or actions of the group): Implications to the Board (outline any outcomes of the meeting that the board needs to be specifically aware of. This could include simply to consider impacts of action or specific requests for the board action): Effective 10/04/2014 Page 29 of 29