St. Mary Cathedral Parish & School

Parish School Governance St. Mary Cathedral Parish & School School Advisory Council Constitution Approved by Parish Pastoral Council April 25, 2014 -i-

Constitution of the St. Mary Cathedral School Advisory Council TABLE OF CONTENTS ARTICLE I: Name, Address, and Purpose.......................... 2 Section 1. Name and Address Section 2. Purpose ARTICLE II: Functions of the School Advisory Council............... 3 (a) Strategic Planning (b) Policy Formulating (c) Finances (d) Development and Marketing (e) Principal Selection (f) Self Evaluation (g) Communication (h) Stewardship ARTICLE III: Membership......................................... 5 Section 1. Number of Members Section 2. Qualifications Section 3. Term of Office Section 4. Expiration of Term Section 5. Number of Terms Section 6. Ex Officio Members Section 7. Vacancies Section 8. Removal of Council Members Section 9. Selection Process of Council Members -i-

Constitution of the St. Mary Cathedral School Advisory Council TABLE OF CONTENTS (continued) ARTICLE IV: Officers........................................... 7 Section 1. Designation Section 2. Election of Officers Section 3. Removal of Officers Section 4. Duties of Officers Section 5. Compensation ARTICLE V: Meetings........................................... 8 Section 1. Organizational Meeting Section 2. Regular Meetings Section 3. Notice of Regular Meetings Section 4. Special Meetings Section 5. Notice of Special Meetings Section 6. Open Meetings Section 7. Non-Members Addressing School Advisory Council Section 8. Quorum Section 9. Conduct of Meetings Section 10. Council Vote ARTICLE VI: Committees........................................ 10 Section 1. Ad Hoc Committees Section 2. Standing Committees ARTICLE VII: Amendments....................................... 10 Section 1. Amendment of Constitution ARTICLE VIII: Miscellaneous..................................... 11 Section 1. Severability -ii-

Constitution of the St. Mary Cathedral School Advisory Council Go, therefore, and make disciples of all the nations, baptizing them in the name of the Father, and of the Son, and of the Holy Spirit. Matthew 28:19 ARTICLE I. Name, Address, and Purpose Section 1. Name and Address The name of this organization is the St. Mary Cathedral School Advisory Council, hereafter referred to as School Advisory Council. The mailing address of the School Advisory Council is c/o St. Mary Cathedral School, 321 North Otsego Avenue, Gaylord, MI 49735, or at such other address that may be designated, from time to time, by the School Advisory Council. Section 2. Purpose The purpose of the School Advisory Council is to provide the Pastor of St. Mary Cathedral Parish (hereinafter referred to as the Pastor and the Parish respectively) and Principal of St. Mary Cathedral School (hereinafter referred to as the Principal and the School respectively) with general counsel and advice regarding issues affecting the School, as well as assistance with organizing and implementing programs and special initiatives. Seeking to be guided by the Holy Spirit, the members of the School Advisory Council are charged with assisting to ensure that the School is providing a high quality education within the context of a faithful Catholic environment. In addition to the responsibilities outlined above, the School Advisory Council will adopt and support the following: The School Advisory Council is ultimately accountable to the Pastor of the Parish who has Ecclesial authority over the school and the final say in all decisions. The School Advisory Council must comply with the regulations of the Diocese of Gaylord. The School Advisory Council must work in collaboration with the Pastor, parish staff and Parish Pastoral and Finance Council members, and the Principal and staff of the School. The relationship between the School Advisory Council, the Pastor, the Principal, the Parish and School staff should be a cooperative one. All entities should realize that there is a common goal of faith formation and academic excellence for the School. The Pastor and Parish staff bring a high degree of theological and pastoral training and experience to the School, while the Principal and School staff bring a high degree of academic training and experience to the School. These areas of expertise -1-

must be acknowledged and utilized effectively. The School Advisory Council acts as the representative of the Parish and, therefore, should reflect the desires of the Parish community. A member of the Parish Pastoral Council shall be a voting member of the School Advisory Council and serve as the liaison between the Councils. Minutes of School Advisory Council meetings shall be provided to the Parish Pastoral Council. ARTICLE II. Functions of the School Advisory Council Section 1. Functions of the School Advisory Council The functions of the School Advisory Council shall include, but not be limited to, the following: (a) Strategic Planning. The function of the School Advisory Council is to review and make recommendations on the activities of the School as follows: The School Advisory Council, together with the Principal and subject to the approval of the Pastor and the Parish Pastoral Council, will set goals and objectives for the School. The School Advisory Council shall assist the Pastor with identifying and establishing the short and long term goals and objectives of the School Advisory Council. The School Advisory Council may also delegate the responsibility for the continuing review of these goals and objectives for the benefit of the School community to Standing or Ad Hoc Committees of the School Advisory Council (as defined in Article VI, and collectively referred to herein as Committees ). These goals should reflect a vision of continued improvement of the overall operation of the School. The School Advisory Council shall issue a report to the School community, no later than September of each calendar year, delineating the School Advisory Council s short and long term goals for the then-current school year. (b) Policy Formulating. The goals and objectives of the School will be carried out by the formation of policies as follows: The School Advisory Council does not implement policy but instead writes a guide to action in the form of recommendations. Each year the School Advisory Council shall review the section of the Diocesan policies as part of the Diocesan cycle. The School Advisory Council shall submit suggestions and recommendations to the Diocesan Catholic Schools Advisory Council regarding the reviewed section. The School Advisory Council shall offer advice and insight regarding local policies to the Principal and Pastor. The School Advisory Council shall vote on any amendments to local policies which shall serve solely as recommendations to the Pastor and Principal. -2-

(c) Finances. The School Advisory Council, with input from the Principal, will submit a school budget to the Parish Finance Council as follows: This budget is based on the priorities and goals set for the operations of the School. The School Advisory Council will also study sources of revenue for the School. The School Advisory Council will include a voting member of the Parish Finance Council (hereinafter referred to as the Finance Council ) who will serve as the School Advisory Council representative to the Finance Council who shall serve on the Finance subcommittee and, on or before the second Finance Council meeting of the calendar year, present the proposed school budget and tuition rate to the Finance Council on an annual basis, and shall provide monthly updates in writing as needed. The School Advisory Council may also make recommendations to the Finance Council in writing. Any response from the Finance Council to the School Advisory Council s recommendations shall be reported to the School Advisory Council at the next regularly scheduled School Advisory Council meeting. The School Advisory Council shall also monitor and approve the budgets of the School Advisory Council and its Committees, if applicable, as prepared by the School Advisory Council Treasurer. (d) Development and Marketing. The School Advisory Council shall promote and participate in school activities which further the goals and objectives established by the School Advisory Council, including but not limited to development, public relations, stewardship initiatives, inclusion in parish life, marketing activities, and activities surrounding special and extracurricular events, as deemed appropriate by the School Advisory Council and with approval of the Pastor and Principal. The School Advisory Council will establish long-range goals that will address advancement, recruitment, and the public relations activities of the School. The School Advisory Council will promote the role of discipleship in the life of the school and seek to continually enhance and promote the role of the School as an apostolic mission of the Parish. (e) Principal Selection. The School Advisory Council shall have a participatory role in the selection of a new principal. This may be accomplished through a special meeting with the School Advisory Council and Pastor for the purpose of interviewing approved candidates. The School Advisory Council may make recommendations to the Pastor, but the final decision as to who is hired lies with the Pastor. The School Advisory Council may also provide advice with regard to the diocesan evaluation process. (f) Self Evaluation. The School Advisory Council shall periodically, but no less than once per school year, review its own performance by evaluating and measuring the effectiveness of its policies and projects at the end of each school year. The School Advisory Council shall also evaluate whether it -3-

achieved the goals and objectives set by the School Advisory Council. Evaluations will be conducted in the spring of each year and a report distributed to the parish community. (g) Communication. The School Advisory Council shall, on a regular basis, seek and receive information from the Pastor, Principal, educators, committees, parents and parishioners, which it shall use to make decisions. The School Advisory Council shall publicize its activities and meetings as often as practical using the Marketing/Communication Committee and/or the School Advisory Council Secretary as appropriate. Approved meeting minutes will be posted to the School Advisory Council s online forum publically on a monthly basis. (h) Stewardship. The School Advisory Council shall work in tandem with the Parish Pastoral, Finance and Stewardship Councils in developing and fostering a Stewardship way life of among Catholic school families. The School Advisory Council will be responsible for developing the spiritual core values of identity, trust, gratitude and love. Stewardship is about developing discipleship where both students and parents may encounter Jesus Christ in all aspects of life, both within and outside of the school day. ARTICLE III. Membership Section 1. Number of Members The School Advisory Council shall be composed of nine (9) recommended members and six (6) non-voting ex-officio members which includes the Pastor (or designated representative), Principal, Pastoral Associate, Business Manager, Athletic Director and Teacher Representative. Additional non-voting members may include the immediate Past President of the School Advisory Council. The Pastor reserves the right to approve all recommended School Advisory Council members. Section 2. Qualifications The School Advisory Council shall consist of registered parishioners over the age of 21, or registered parishioners over the age of 21 who are also the parents or legal guardians of students enrolled at the School. Members must be registered, active parishioners of St. Mary Cathedral and must be a Catholic in good standing with the Church (see Catechism of the Catholic Church 2041-2043). An active parishioner is defined as one who participates in a parish ministry at the church and a school ministry at the school; supports their parish financially, actively participate in Mass each week, and share their time and talents within the parish and school community. The following guidelines will also be followed: No paid, regular employees of the School, or their immediate family, may serve as a voting member of the School Advisory Council. Members must possess a high level of integrity and confidentiality. Members must be willing to support and participate in developmental activities. -4-

Members must exhibit a demonstrated competence and professionalism in their chosen field of committee work. Members must participate in Stewardship development and formation through School Advisory Council education established by the Parish Stewardship Council. Members must be able to serve for three (3) consecutive years and attend monthly meetings. Members must have regular computer and internet access allowing the ability to communicate online and receive all School Advisory Council communications. Members must agree to attend the orientation and planning meetings, which will be the first and second meetings of each new School Advisory Council term. Section 3. Term of Office Except for terms set at the School Advisory Council s initial organizational meeting, the terms of the voting members shall be staggered so that each year, three (3) voting members end their term and three (3) members are chosen to fill the vacancies using the process outlined in Article III Section 9. Section 4. Expiration of Term Prior to the expiration of each member s term, the School Advisory Council shall hold elections in the manner prescribed in Article III Section 9 in order to fill the expiring seats on the School Advisory Council. The members whose terms have expired shall continue to hold membership on the School Advisory Council until their respective successors have been selected and attend their first meeting. The general election of School Advisory Council members shall occur no later than the regularly scheduled School Advisory Council meeting for May of each calendar year. Section 5. Number of Terms A member who has served two (2) consecutive three-year terms must sit out one (1) full calendar year following the end of his or her last term, prior to running for a School Advisory Council position again. Section 6. Ex Officio Members The School Advisory Council shall include the following ex officio, non-voting members: the Pastor (or designated representative), Principal, Pastoral Associate, Business Manager, Athletic Director and Teacher Representative. Section 7. Vacancies Vacancies on the School Advisory Council caused by any reason other than the expiration of a member s term shall be filled by a majority vote of a quorum of the School Advisory Council. Recommendations will be made to the Pastor for review and then to the School Advisory Council President to fill the position or leave it vacant until the next election. If the School Advisory Council decides to fill the vacancy by -5-

appointment, the member selected by the School Advisory Council shall serve the remainder of the term created by the vacancy. If the School Advisory Council decides to leave the position vacant, it shall be filled by a member pursuant to the annual election procedures in Article III Section 9 of this Article and such member shall serve for the remainder of the term. Section 8. Removal of School Advisory Council Members Any member of the School Advisory Council who has three (3) consecutive unexcused absences from School Advisory Council meetings may be removed upon motion of a School Advisory Council member and the concurrence of a majority of the remaining members. An individual who has been removed from the School Advisory Council will receive verbal and written notification. Section 9. Selection Process of School Advisory Council Members Requests for nominations and eligibility requirements for School Advisory Council members shall be posted in St. Mary Cathedral Parish communication channels and on the Parish web site for at least three (3) weeks prior to the application deadline. Applications shall be completed by interested parties and submitted to the Parish Office for the Pastor to review. (a) The Pastor will send qualified applications to the School Advisory Council. In the event there are insufficient applicants to fill all vacancies, the Pastor, pursuant to Section 7 of this Article, may, in his sole discretion, either a) appoint a qualified applicant to the vacant position(s) which appointee(s) shall serve until the next election; or b) leave the position(s) vacant until the next election at which time the seat(s) shall be filled by member(s) pursuant to the annual election procedures and such member(s) shall serve for the remainder of the term. (b) The Pastor shall have final approval of all School Advisory Council members. (c) The new term for School Advisory Council members will begin with the June meeting. Each School Advisory Council member shall serve on a Standing Committee and such committee assignments shall be designated at the June meeting. ARTICLE IV. Officers Section 1. Designation The principal officers on the School Advisory Council shall be the President, the Vice- President, the Secretary and the Treasurer, all of whom shall be recommended by the School Advisory Council and approved by the Pastor. Except for the positions of Secretary and Treasurer, no member shall hold more than one (1) office concurrently. Section 2. Election of Officers The officers of the School Advisory Council may be nominated by any School Advisory Council member before the May meeting. Those nominated for the offices of President and Treasurer shall have served at least seven (7) months on the School Advisory -6-

Council. The officers shall be recommended annually by the School Advisory Council members at the May meeting and approved by the Pastor. Terms will begin in June of each school year. Section 3. Removal of Officers Upon the vote of a majority of the members of the School Advisory Council or directly by the Pastor, any officer may be removed and a successor may be recommended at any regular or special meeting of the School Advisory Council. Section 4. Duties of Officers The principal officers of the School Advisory Council shall perform the following duties: (a) President. The President of the School Advisory Council shall preside at all meetings of the School Advisory Council and shall be able to appoint Committee members from among School Advisory Council members, parishioners and school parents. The President shall set the annual meeting schedule for the School Advisory Council and reserve meeting space. The President shall set the agenda for each meeting. The President will be the primary School Advisory Council contact person for the Pastor and Principal. (b) Vice-President. The Vice-President shall act in the President s absence, and shall have all the powers and duties of the President when so acting. In the event the President and Vice-President are unable to act, the School Advisory Council shall appoint some other member of the School Advisory Council to do so on an interim basis. (c) Secretary. The Secretary shall be responsible for documenting the minutes of all meetings of the School Advisory Council. Such minutes shall be distributed to the members no more than one week after each meeting. The Secretary shall have charge of all books and papers as the School Advisory Council may direct. The Secretary shall be responsible for sending notice to members for all regular and special meetings. The Secretary shall maintain an accurate roster of all School Advisory Council members. The Secretary shall advise the members of the School Advisory Council of the date, time and place and distribute the agenda and related materials for the School Advisory Council meetings at least five (5) days in advance of School Advisory Council meetings. The Secretary shall be responsible for providing updates, School Advisory Council roster and approved meeting minutes to the parish web site coordinator for posting to the School Advisory Council page on the parish web site. (d) Treasurer. The Treasurer shall serve as the School Advisory Council representative to the Finance Council and shall perform the duties required by Article II, Section1(c). Additionally, the Treasurer shall be responsible for preparing an annual School Advisory Council budget to be approved by the School Advisory Council in August of each year. The Treasurer shall be responsible for keeping records of all financial transactions of the School Advisory Council and submitting monthly reports of expenditures to the members. The Treasurer shall submit requests for payments or reimbursements to the Principal, who shall be the custodian of the funds allocated to the School Advisory Council. -7-

Section 5. Compensation School Advisory Council members shall not be compensated for serving on the School Advisory Council but may be reimbursed by the Principal for reasonable out of pocket expenses incurred on behalf of the School Advisory Council. ARTICLE V. Meetings Section 1. Organizational Meeting The first meeting of a newly formed School Advisory Council shall be held in June, at such time and at such place as shall be fixed by the School Advisory Council. Section 2. Regular Meetings Regular meetings of the School Advisory Council shall be held no less than once per month during the months of August, September, October, November, December, January, February, March, April, May and June, at such place and time as determined by the President. Any School Advisory Council member may propose new business agenda matters in writing to the President at least one week prior to the next scheduled meeting. Regular meetings of the School Advisory Council will be held at the Cathedral Parish. Section 3. Notice of Regular Meetings Notice of all regular meetings of the School Advisory Council, including the distribution of the meeting agenda and materials shall be provided by the Secretary to each School Advisory Council member via electronic mail at least five (5) days prior to the date of the meeting. Section 4. Special Meetings Special Meetings of the School Advisory Council may be called by the President or the Pastor when deemed necessary to conduct business that cannot wait for the next regularly scheduled School Advisory Council Meeting. Section 5. Notice of Special Meetings Notice of all special meetings shall be given to all School Advisory Council members via electronic mail, in person or by telephone no less than two (2) days prior to such meeting by the President or the Pastor. Section 6. Open Meetings All meetings of the School Advisory Council shall be open to attendance by any parishioner or any parent/guardian of a child attending the School. The School Advisory Council may go into closed, executive session when discussing matters it deems necessary and appropriate to keep confidential when such parties are in attendance. Section 7. Non-Members Addressing School Advisory Council School parents or parishioners must submit a request for any agenda item to the President at least ten (10) days prior to the next School Advisory Council meeting for -8-

placement on the meeting agenda. Additionally, at the end of the meeting, the President, at his or her discretion, may designate a one-minute time period to hear individual comments from parishioners or parents attending the meeting. Section 8. Quorum At all meetings of the School Advisory Council, two-thirds of the voting members shall constitute a quorum for the purpose of transacting School Advisory Council business. Section 9. Conduct of Meetings The President shall preside over all regular and special meetings of the School Advisory Council at which they are present. The Secretary shall keep the minutes of the School Advisory Council in a Book of Minutes. The Secretary shall provide each School Advisory Council member with an agenda for each meeting prior to the meeting. The ordinary order of the meetings shall be as follows: 1. Prayer 2. Calling of Roll 3. Approval of Minutes 4. Principal and Faculty Report 5. Pastoral Associate - Religious Education Department Report 6. School Advisory Council Committee Reports 7. Treasurer s Report 8. Old Business 9. New Business 10. Adjournment 11. Closing Prayer Section 10. School Advisory Council Vote Each voting School Advisory Council member shall be entitled to one (1) vote, and a majority vote of all such members present at a meeting where a quorum is present shall govern the actions of the School Advisory Council. ARTICLE VI. Committees Section 1. Ad Hoc Committees The School Advisory Council may from time to time establish Ad Hoc committees (such as the Principal Selection Committee) with the powers and duties that the School Advisory Council shall authorize. Committee members shall be appointed by the President upon the recommendation of the Pastor, the School Advisory Council, the Principal and/or the educators. Committee members shall report their activities to the School Advisory Council in the manner prescribed in Section 2 below, and shall serve at the discretion of the School Advisory Council. -9-

Section 2. Standing Committees The School Advisory Council may establish the following Standing Committees: Catholic Identity, Faith Formation and Religious Education Stewardship Alumni Relations, Marketing, and Communication Academic Enhancement, Student Achievement and Curriculum Finance, Budget, Enrollment and Grant Writing Maintenance, Building and Grounds Athletics Committee members and chairpersons shall be appointed by the President at the June meeting each year. Standing Committees shall report their activities to the School Advisory Council through written monthly Committee reports which shall be submitted to the Secretary at least five (5) days prior to the next scheduled School Advisory Council meeting. The Committees shall be responsible for planning and implementing the School Advisory Council s goals and objectives for the school year. Committee meetings shall be held at the discretion of the Committee chairperson in consultation with other Committee members. The Pastor reserves the right to appoint Committee members and chairpersons. ARTICLE VII. Amendments Section 1. Amendment of Constitution This Constitution may be amended by the Pastor, or at a regular or special meeting of the School Advisory Council by a vote of two thirds of all the voting School Advisory Council members. The proposed amendment must be distributed, in writing, to each School Advisory Council member and to the Pastor at least thirty (30) days prior to the meeting at which it is to be voted upon. ARTICLE VIII. Miscellaneous Section 1. Severability Should any part, section, or provision of this Constitution be determined to be unconstitutional and/or unenforceable as a matter of law, the invalidity of any such part, section, or provision shall not impair or affect in any manner, the validity, enforceability, or effect of the remaining balance of this Constitution. -10-

IN WITNESS WHEREOF the undersigned Pastor of the Parish and School has reviewed and hereby approves this Constitution. Date: Rev. James M. Bearss, Pastor St. Mary Cathedral Parish & School IN WITNESS WHEREOF the undersigned members of the St. Mary Cathedral School Advisory Council certify and hereby adopt this Constitution this day of 20. 1. 2. 3. 4. 5. 6. 7. 8. 9. -11-