St. Mary Parents Association Bylaws
Article I: Name
The name of the organization shall be the St. Mary Parents Association, and is to be referred to in these bylaws as "SMPA." The SMPA shall consist of the SMPA Board, Coordinators and Event Chairs.
Article II: Purpose
The purpose of the SMPA shall be to 1) support a working relationship between the school faculty, administration and school parents; 2) promote volunteerism and service to benefit the school, parish and community; and 3) raise money to support the needs of the school.
Article III: Members
Membership to the SMPA shall be open to all parents and/or guardians of students attending St. Mary School.
Article IV: SMPA Board Positions and Duties
- The SMPA Board shall consist of: President/Co-Presidents, Vice-President/Co-Vice Presidents, Treasurer, Secretary, and Parish Council Representative. The President/Co-Presidents shall preside at all meetings of the SMPA Board.
- All SMPA Board members are required to attend regularly scheduled SMPA meetings and SMPA General Meetings as scheduled by the President/Co-Presidents.
- The President's/Co-Presidents' duties shall include, but not be limited to, the following: (1) represent the SMPA Board; (2) manage and oversee SMPA events and obligations; and (3) sign contracts and other instruments necessary to carry out the affairs of the SMPA.
- The Vice President's/Co-Vice Presidents' duties shall include (1) Perform the duties of the President/Co-Presidents in his or her absence; and (2) assist the President/Co-Presidents as necessary.
- The Treasurer's duties shall include: (1) pay all bills and issue reimbursements authorized by the budget or the SMPA Board; (2) present a written and/or oral financial report at SMPA Board meetings and General Meetings; (3) endorse all checks and deposit all money in a bank selected by the school; (4) keep complete and accurate books of accounts that shall be available for inspection by SMPA Board members at all reasonable times; and maintain financial reporting following the fiscal year September 1st to August 31st.
- The Secretary's duties shall include: (1) record minutes at SMPA Board meetings and General Meetings; (2) present meeting minutes at SMPA Board meetings and General Meetings; and (3) create meeting agendas and fliers for meetings as requested by the President/Co-Presidents.
- The Parish Council Representative's duties shall include: (1) attend Parish Council meetings as necessary and act as a liaison between the Parish Council and the SMPA.
Article V: SMPA Board Meetings
- The SMPA Board meetings shall be scheduled monthly or as needed at a time and place to be selected by the President/Co-Presidents of the SMPA. SMPA Board meetings shall be open to all members of the SMPA (Board members, Preschool Liaison, Coordinators and Event Chairs).
- In attendance at the meetings shall be the President/Co-Presidents, Vice-President/Co-Vice Presidents, Treasurer, Secretary, Parish Council Representative, school faculty member, SMPA event chairs for upcoming events, and any person considered necessary by the President/Co-Presidents.
- The SMPA Board shall determine policy for the SMPA and shall conduct all routine business of the SMPA, such as discussing possible fundraisers, reviewing current events and fundraisers, etc. Policy and business decisions made at meetings of the SMPA Board shall be made by a vote of the Board members present. A simple majority shall be required for the approval of any motion.
Article VI: SMPA Coordinators and SMPA Event Chairs
1. There shall be the following SMPA Coordinators: Social Arrangements, Box Tops, Room Parent, Sunday Coffee, Sunshine, Host Family, Baking Committee, Grocery Store Rewards, Zenfolio, Scrip Program, Volunteer, Student Directory, Newsletter and Uniform Swap. Based upon the current need, coordinator positions may be added or removed by the President/Co-President.
2. The duties of the Coordinators and Event Chairs shall be prescribed in writing by the President/Presidents.
3. Events may be added or removed at the discretion of the President/Co-Presidents
4. It is recommended that Event Chairs and Coordinators do not chair the same event for more than two consecutive years, as others may want an opportunity to chair. After two years, the Event Chair or Coordinator position should be opened to all parents/guardians of students. If after two years, a new Event Chair or Coordinator cannot be found, the President/Co-Presidents may ask the previous Event Chair or Coordinator if they would like to serve another year. The position should be opened to the parents/guardians of students again the following year.
Article VII: Spiritual Director
The spiritual director of the SMPA shall be the pastor of St. Mary Parish or his representative.
Article VIII: Board Member Terms
- Vice President/Co-Vice Presidents may become President/Co-Presidents following their term as Vice President/Co-Vice Presidents; however, it is not necessary that this transition take place.
- SMPA positions should begin July 1st and end the July 1st of the year completing the volunteer's term, with the exception of Host Family Coordinator which begins May 1st and ends May 1st of the year completing the volunteer's term.
- No Board member may serve in a position for more than two years or in any combination of Board positions for a consecutive period of more than four years unless there is a shortage of volunteers and the Board member chooses to continue in a position on the Board. The exception to this rule is the Treasurer, who may serve up to 3 years as Treasurer and then hold a different position on the SMPA Board for up to 2 years.
- All positions are volunteer-based. If multiple volunteer candidates are interested in the same position, a formal election may be implemented by the current President/Co-Presidents.
Article IX: General SMPA Meetings
- There shall be three General SMPA Meetings during the school year (one in the fall, winter and spring). One of these meetings may be a feedback forum.
- All General Meetings are open to the school faculty, administration and parents/guardians of students.
- Special meetings of the SMPA may be called by the President/Co-Presidents. Only the business as noted in the special meeting notice will be discussed.
Article X: Income and Distribution
- No part of the income of the SMPA shall be for the benefit of any member, director or officer of the SMPA or any private individual, except that reasonable compensation may be paid for services rendered to or for the SMPA affecting one or more of its purposes.
- The SMPA is a part of St. Mary Parish of Shrewsbury, Massachusetts. As such, its assets and their disbursement are under the direct control of the Pastor of St. Mary Parish. In the event of the dissolution of the SMPA, all its assets shall remain the property of St. Mary Parish.
Article XI: Prohibited Activities
No part of the activities of the SMPA shall be carrying on propaganda, or otherwise attempting to influence legislation or participating in or intervening in (including the publication or distribution of statements) any political campaign on behalf of any candidate for public office. Nor shall the SMPA engage in or undertake any political campaign on behalf of any candidate for public office. Nor shall the SMPA engage in or undertake any activity that is not permitted by St. Mary Parish or by the Diocese of Worcester.
This includes activities not permitted by a corporation exempt from Federal Income Tax under Section 501 (c)(3) of the Internal Revenue Code of 1954 or any corresponding future of the Revenue Code, as the SMPA is part of St. Mary Parish, which is such a corporation.
Article XII: Indemnification of Officers
The members may vote to indemnify any officer of the SMPA for any losses, damages or claims sustained or suffered by any such officer in the conduction of SMPA affairs.
Article XIII: Professional Advisors
The President/Co-Presidents may appoint legal, financial and/or accounting advisors who will be available to offer counsel and assistance to the SMPA.
Article XIV: Parliamentarian
The President/Co-Presidents may appoint a parliamentarian for consultation and/or advice as needed.
Article XV: Parliamentary Authority
Robert's Rules of Order, Newly Revised shall be the parliamentary authority in all cases not covered by these bylaws.
Article XVI: Amendments
- All proposed amendments to the bylaws shall be submitted in writing to the President/Co-Presidents, who shall present them to the SMPA Board for its recommendations.
- Bylaws may be amended by the President/Co-Presidents and should be voted on by the Board. A majority vote by the Board is required to amend the bylaws.
- If necessary, bylaws may also be amended at a special meeting of the SMPA Board as described in Article IX, Section 3 of these bylaws.
- Bylaws shall be provided on the school website and thereby made available to all school parents/guardians of students.