Home and School Association Bylaws
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St. Mark the Evangelist Catholic School HOME AND SCHOOL ASSOCIATION BYLAWS
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Article 1: Name
The name of this organization shall be St. Mark the Evangelist Catholic School Home and School Association (“HSA”) of Collin County, Roman Catholic Diocese of Dallas, State of Texas, under the umbrella of St. Mark the Evangelist Catholic School.
Article 2: Objectives
The objective of the St. Mark the Evangelist Catholic School Home and School Association is to conduct meetings, engage in activities, and raise funds that will:
1. Support the awareness of and appreciation for Catholic education in the home and school.
2. Serve as an auxiliary to the school administration in obtaining and providing funds and support deemed necessary for the growth, education, and development of our children.
3. Create opportunities for social interaction among students, parents, teachers, and administration.
4. Work to cooperate with the school and bring a closer working relationship between home and school.
Article 3: Tax Exempt Status
Section 1. Tax Status.
The purpose for which the organization exists is to support St. Mark the Evangelist Catholic School which has been determined by the Internal Revenue Code to be a section 501(c)(3).
Section 2. Limitations.
Notwithstanding any other provisions of these articles, this organization shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under section 501(c)(3) of the Internal Revenue Code of 1986 or the corresponding provision of any future United States Internal Revenue Law.
Article 4: Membership
Section 1. Eligibility.
Persons eligible for membership in the St. Mark the Evangelist Catholic School HSA shall consist of parents and guardians of the students of the School. Honorary membership shall be extended to members of the faculty, the administration, and the pastor of St. Mark the Evangelist Catholic Church.
Section 2. Dues.
a. The Executive Board shall establish dues for the following school year at the last General Meeting. Dues will be collected on a per household basis at the beginning of each school calendar year, or upon enrollment if enrolled after the school year has begun.
b. All current (paid) HSA members who are present at general meetings may vote on association business.
c. Dues entitle current (paid) members to voting privileges and eligibility for election to office.
Article 5: Volunteers
Section 1. Minimum Requirements.
All HSA volunteers, including but not limited to Executive Board, Room Parents, Field Day volunteers, must meet the minimum requirements for volunteering as defined by St. Mark the Evangelist Catholic School and the Roman Catholic Diocese of Dallas.
Section 2. Special Events.
All Field Day volunteers must be current (paid) HSA members and must meet the minimum volunteer requirements to participate.
Section 3. Deadlines.
The HSA Executive Board will work with the school’s principal to establish the deadlines for sign-up and completion of volunteer minimum requirements for all HSA sponsored events.
Article 6: Officers
Section 1. Inherent Officers.
The Pastor of St. Mark the Evangelist Catholic Church will serve as the HSA spiritual director. The Principal of St. Mark the Evangelist Catholic School will have final authority & approval on all HSA business including expenditures, actions, and contracts. The immediate Past-President serves in a non-voting, advisory position for one school year after serving as President.
Section 2. Elected Officers.
The elected officers of HSA shall be the President, Vice-President, Secretary, Historian/Community Liaison and Treasurer.
Article 7: Executive Board
Section 1. Members.
The Executive Board shall be comprised of the elected officers of HSA and the Immediate Past-President (as a nonvoting advisor).
Section 2. Duties.
The duties of the Executive Board shall be to keep principal informed of Executive Board discussions, proposals, and planned expenditures. They shall perform necessary business pertaining to the association meetings, approve plans of committees, report to the general membership on the necessary business, and discuss proposed expenditures of the association funds.
Section 3. Meetings.
Regular meetings of the Executive Board shall be held prior to General Meetings and on an as needed or scheduled basis. The Executive Board can meet as needed during the school year and Executive Board meetings can be called by the President and/or Principal.
Article 8: Elected Officers
Section 1: Officers.
a. The elected officers of HSA shall be the President, Vice-President, Secretary, Historian/Community Liaison and Treasurer. These elected officers, in addition to the immediate Past-President shall comprise the “Executive Board”.
b. Each elected member of the Executive Board shall be a current (paid) member of the HSA, meet the minimum volunteer requirements as defined by St. Mark the Evangelist Catholic School, and be a family in good standing with the school as confirmed by the school’s business office.
c. A term is defined as one year commencing the 30th day of June .
d. The President remains a member of the Executive Board as Immediate Past President in a non-voting, advisory position for one school year after serving as President.
e. An officer may serve in the same office for two consecutive terms before another election procedure is required for that office, after which, an officer may become an eligible nominee for the same office or another open office.
Section 2: Election of Officer Procedures.
a. Only those members who are in good standing with the school as confirmed by the school’s business office and who have paid their dues shall be eligible for nomination to an elected office.
b. Members shall be notified at the 3rd HSA General Meeting and in the weekly school bulletin of available elected office positions.
c. Names of nominees for elected officer positions shall be submitted in writing to the current HSA President.
d. Ballots will be created using all eligible nominees.
e. Members shall vote using an electronic survey system. There will be a voting period of 2 weeks starting 1 month after the date of the 3rd General Meeting. Names will be submitted to the principal for final approval prior to public announcement.
f. Newly elected HSA officers will be announced in the next scheduled weekly bulletin and formally introduced at the 4th HSA General Meeting.
g. A transitional meeting between the out-going and in-coming officers shall be held before June 30th .
h. Existing officers shall reconcile the final year end budget prior to handing it over to new officers on June 30th.
i. New officers shall officially take office on July 1st.
Section 3: Unexpected Executive Board Vacancies.
In the event of a vacancy of an officer during the school year, a new officer shall be appointed by the President, with principal’s approval, with the exception of the Presidency, which would be assumed by the Vice-President. Chairperson vacancies shall be filled by the Executive Board.
Section 4: Loyalty.
The duty of loyalty requires that an officer act with best interest of the association in mind. The officers must be willing to contribute enough time to serve the HSA and further its work. The officers must be willing to learn, grow, work well with others as part of a team, and have respect for each other and other members. They must be interested in all programs within the school, the education and the well-being of our children and our community.
Section 5: Removal.
Removal from office may occur by a majority vote of the Executive Board for failure to perform assigned duties, corruption, or any act that brings dishonor to the association or negates the objectives of the association. Removal shall take place after the board has reasonably discussed the problem and all attempts have been made to resolve the problem and has been discussed and approved by the principal.
Article 9: HSA Executive Board Officer Responsibilities
The St. Mark the Evangelist Catholic School Home & School Association serves as a valuable resource for St. Mark the Evangelist Catholic School administration, faculty and staff, as well as the general membership, and provides an important bridge between home and school. It is the HSA Executive Board’s role to provide structure and support to the organization and its committees. The board functions as a team where all members work together to carry out this important role.
Section 1: Officer Responsibilities.
a. The President presides over the HSA, calls all meetings, establishes meeting agendas, appoints a chair for each committee and shall serve as ex-officio member on each committee, and oversees all HSA events. The President shall serve as an advisor to the new Executive Board in a non-voting role for a period of one school year after his/her term is complete. The President will be current (paid) member of the HSA and meet the minimum volunteer requirements as defined by St. Mark the Evangelist Catholic School and be in good standing with the school as confirmed by the school’s business office.
b. The Vice-President assists the President, coordinates HSA events such as back-to-school events and the Faculty/Staff Christmas Celebration, and acts as a liaison between the Executive Board and designated committees. In the absence of or in the case of resignation of the President, the Vice-President shall perform the duties of that office. The Vice President will be current (paid) member of the HSA and meet the minimum volunteer requirements as defined by St. Mark the Evangelist Catholic School and be in good standing with the school as confirmed by the school’s business office.
c. The Secretary keeps an accurate record of all executive and general meetings and furnishes a copy of the minutes to the Executive Board and principal prior to the next meeting. The Secretary handles all correspondence of the association, including on social media, and collects all information from the Executive Board and Committee Chairpersons for submission in the weekly school bulletin. Additionally, the Secretary updates all documents throughout the year. The Secretary submits HSA General Meeting’s minutes for publishing on school web site. This position acts as liaison between the Executive Board and designated committees. The Secretary will be current (paid) member of the HSA and meet the minimum volunteer requirements as defined by St. Mark the Evangelist Catholic School and be in good standing with the school as confirmed by the school’s business office.
d. The Treasurer shall monitor HSA estimated and actual budgets and work directly with school's business manager to create an accurate financial report for each HSA meeting. The treasurer regularly reports the status of treasury as well as provides reports on HSA membership. This position also tracks HSA membership. The Treasurer will be current (paid) member of the HSA and meet the minimum volunteer requirements as defined by St. Mark the Evangelist Catholic School and be in good standing with the school as confirmed by the school’s business office.
e. The Historian/Community Liaison shall document the school and HSA history and events. Will also serve as the bridge between the parent community and the parish. This position will also coordinate community fundraising events. The Historian/Community Liaison will be current (paid) member of the HSA and meet the minimum volunteer requirements as defined by St. Mark the Evangelist Catholic School and be in good standing with the school as confirmed by the school’s business office.
Section 2: Absence.
In case of absence, officers shall present their report to the presiding officer prior to the meeting.
Article 10: Committees
1. At the discretion of the Executive Board, committees shall be created, their responsibilities defined and/or delegated, or eliminated as necessary to promote the objectives of the association.
2. The Chairpersons of all committees shall present their plans to the Executive Board for approval. No program may be undertaken without the consent of the Executive Board and principal.
3. In case of absence at Executive Board or General Meetings, chairpersons shall present their reports to the officer liaison prior to the meeting.
4. Any committee member who does not follow the established money handling procedures will be brought before the Executive Board and principal and may be dismissed from their position.
Article 11: Meetings
Section 1. General Meetings.
a. A minimum of four (4) General Meetings of the HSA shall be scheduled by the President with adequate notice. All General Meetings are open to HSA members and parents/guardians of children attending St. Mark the Evangelist Catholic School, the faculty and administration of this school, and the pastor of St. Mark the Evangelist Catholic Church.
b. General Meetings shall be held quarterly each school year. Additional meetings may be scheduled by the President as needed.
c. Change of date of any General Meeting or scheduling of any special meetings shall be preceded by timely notification, of at least one week prior to the scheduled meeting.
Section 2. Executive Board Meetings.
The Executive Board shall meet as needed throughout the school year. All board meetings are closed in the interest of time and efficiency. Exceptions may be granted by the board to invited guests representing official board business. The presence of the majority of the Executive Board shall constitute a quorum at an Executive Board meeting and is required for a vote to occur.
Section 3. New Business.
Before new business can be placed on the agenda of any Executive or General Meeting, it must be submitted in writing to the President for consideration, forty-eight hours prior to the scheduled meeting.
Article 12: General Meeting Procedure
Section 1. Order of Business.
The order of business at General Meetings shall be as follows to assure a prompt and productive meeting.-
- Opening Prayer
- President’s Welcome
- Review of Previous General Meeting’s Minutes
- Treasurer’s Financial Report
- Old Business
- New Business including Committee Chairperson Reports
- Review of Current Meeting Minutes
- Closing Prayer
- Adjournment
Section 2. Speeches.
Unless exempted by the presiding officer, member’s speeches shall be limited to approximately three (3) minutes.
Article 13: Monies
Section 1: Accounting of Funds.
a. All funds collected and expenses paid shall be accounted for by the Treasurer in cooperation with the school’s Business Manager in accordance with the Accounting Standards identified by the Diocese of Dallas.
b. All requests for disbursement of funds must be submitted in writing with supporting documentation (original receipts) to the school’s Business Manager in accordance with the Accounting Standards identified by the Diocese of Dallas. Prior to any disbursements, the Treasurer must review and approve all requests.
c. A carry-over amount of fifteen hundred dollars ($1500) shall be left in the treasury of the association for succeeding officers to begin the next school year.
Section 2. Money Handling Procedures.
To ensure consistent handling of all HSA monies in relation to HSA events, procedures are in place to protect the HSA volunteers as well as the HSA monies.
a. All monies, be they cash or check, must remain on school grounds in a secure location at all times.
b. When handling money, there should always be at least two unrelated current HSA members present.
c. All committee members must adhere to proper money handling procedures as defined in the HSA By-Laws (which are aligned to the accounting standards policies provided by the Diocese of Dallas).
Section 3: Annual Budget.
An annual proposed budget shall be prepared by the Treasurer in cooperation with the Principal and Executive Board and submitted to the principal and business manager by May 31st for approval.
Article 14: Parliamentary Procedures – Rules of Order
“Robert’s Rules of Order (newly revised)” shall govern this association in all cases in which they are applicable and not in conflict with these by-laws.
Article 15: By-Laws
Section 1. Annual By-Law Review.
The Executive Board shall conduct an annual review the HSA By-Laws. Any suggested changes must be presented to principal for approval and then to HSA members for approval.
Section 2. Conformance.
All amendments must be in accordance with the policy and rules set forth by the Catholic Schools Office of the Diocese of Dallas.
Section 3. Adoption By Majority.
The by-laws shall be adopted with a majority vote of the current (paid) HSA members present at any General Meeting. Prior notification of altering the by-laws as an agenda item must be made to the membership.
Article 16: Amendments
Section 1. Adoption.
The by-laws may be amended at any general meeting by a majority vote of the members present and eligible to vote, provided that the membership has been notified of the pending amendments prior to the general meeting.
Section 2. Effective Immediately.
Amendments to these by-laws shall immediately take effect at the conclusion of the general meeting in which the majority of the eligible (voting) members present approved the amendment.
Article 17: Dissolution
Section 1. Dissolution.
The association may only be dissolved with principal approval followed by a majority vote of the members present at a meeting called and publicized for the purpose of the dissolution of the St. Mark the Evangelist Catholic School Home and School Association.
Section 2. HSA Assets.
In the event of dissolution of the association, all monies and assets will become permanent property of St. Mark the Evangelist Catholic School, in accordance with the provisions of Section 501 (c)(3) of the Internal Revenue Code.
Bylaws approved and adopted on: September 19, 2022
President: Natalie Laurent
Vice-President: Betsy Dehart
Secretary: Melissa Neece
Treasurer: Sharon Mattis
Historian/Community Liaison: Chinwe Ezetendu
Principal: Pam Steinkirchner -