St. Mary School

School Service League

Constitution and By Laws

The  School Service League of St. Mary was formed to be a fundraising group to raise money for the benefit of the school and to promote the general and spiritual welfare of the pupils of St. Mary. It also encourages closer relationships between the home, school, Church and State. Another goal is to unite parents and guardians in a closer school and parish spirit and thus provide cooperative effort in recognizing and being responsible to the needs of St. Mary School.

Any faculty member of St. Mary School or parent or guardian of a child in attendance at St. Mary School is eligible to become a member of the School Service League.

Officers of a Board shall run the School Service League. The Officers shall consist of:

The Executive Board shall consist of the Ex-Officios, the four elective officers and the outgoing President.  The Executive Board shall meet on the FIRST MONDAY of the month as the school calendar permits, except on those months when a General Meeting is scheduled. The Board will meet at the discretion of the President and the Principal on those months.  The Board shall offer suggestions for any special expenditures or activities for approval by the Board.

Nominations: The Nominating Committee shall be appointed by the Executive Board. The Principal shall be Ex-Officio, a member of this committee.  The Nominating Committee shall, at the March meeting, present its recommendations for Officers. Nominations may also be made from the floor. This list of candidates will be published and elections shall take place by secret ballot during the month of April.

Elections:  The President, Vice President, Secretary and Treasurer shall be elected annually by secret ballot. Ballots shall be tallied by the Ex-Officios. A Majority of votes cast shall decide the election. Election results shall be published immediately following the election.

Terms:  All Officers may be elected for no more than two consecutive terms. Term of officers is July through June of the following year.

Appointments: the President shall appoint all committee chairpersons. Any member may be asked to volunteer to serve on committees.

Resignations: Any Officer may resign from office at any time. Such resignation shall be made in writing and shall take effect when accepted by the Executive Board.

Vacancies: In case of extended absence or resignation of an Officer, all officers move up in position. If an Officer chooses to remain in their current position, the Executive Board shall elect a new Officer to fill the remaining vacant term.

Absences: Should a Board Member miss two consecutive meetings without just cause, that member will be asked to tender their resignation.

Officers & Executive Board Members

The Officers for the 2006 – 2007 school year are:

Duties of Board Members

The Duties of the Officers are as follows:

President: The President shall preside over all meetings and shall appoint committee chairpersons.

Vice President: The Vice President shall have all the powers and performance of all duties of the President in the absence of the latter.

Treasurer: The Treasurer shall:

• Collect all dues and other monies
• Deposit all monies in to the bank account in the name of the SSL
• Pay all approved obligations of the SSL
• Keep accurate records of all receipts and disbursements
• Present report of the financial condition at all meetings
• All checks are to be signed by the Treasurer and countersigned by another Officer

Secretary: The Secretary shall:

• Keep records of proceedings of SSL Meetings and read minutes at meetings.              
• Conduct correspondence
• Receive and file reports of committee chairpersons
• Notify Board members of meetings not previously scheduled, with a minimum of 24 hours advance
• Publish meeting minutes
• Prepare and publish approved agenda 1 week prior to all Board Meetings 

The President shall preside at all meetings, or in the absence of the President, the Vice President shall preside. The Secretary shall act as Secretary at all meetings, but in the absence of the Secretary, the President may appoint any member to serve as Secretary for the meeting.

The Executive Board is authorized to select such depositories, as it shall deem proper for the funds of the School Service League. Two authorized signatures will be required on each check. All current Officers shall be authorized signatures. All bills and expenditures are to be approved at monthly Board meetings. In the event a bill / expenditure must be paid prior to a scheduled meeting, approval must be sought by the Treasurer of at least two Officers prior to paying said expense. All expenses are to have appropriate back up.

Notes, loans, receipts, acceptances, contracts, and releases are to be reviewed by the Executive Board prior to any authorized signatory affixing their signature.

Meetings:  the Board will meet on the first Monday at 7:00 PM of each month during the school year. A quorum must be present to hold a meeting. A quorum consists of one Ex-Officio and three other Executive Board Members. Meetings should be governed by the following rules:

• Call the meeting to order
• Opening Prayer.
• Minutes of previous meetings read by Secretary and vote for approval
• Correspondence received and sent summarized by the Secretary
• Treasurer's written report of prior months income and expenses, bank account balances and projected income and expenses.
• Review Committee Chairperson's written reports
• Old business
• New business
• Adjournment with prayer

The Principal will schedule General Meetings.

Special meetings shall be held whenever called by the Executive Board. The Secretary shall give written notice of such Special meetings at least one day prior to the meeting date. Notice of the Special Meeting shall indicate the purpose for which it has been called and the person calling the Special Meeting. 

Written notice of the place, date and time of any meetings shall be given to each member by delivery through the weekly envelope at least one day prior to the meeting.

No Board Meeting shall take place without an Ex-Officio in attendance.

Membership Dues:  Dues of $15.00 per family per year is due every September.

By-Laws: Any amendments proposed to these by-laws must be submitted in writing to the presiding Officer at any General Meeting. The proposed amendment shall be read to the membership at said meeting by the Secretary or designates and then discussed and voted upon at the same General Meeting or at a Special Meeting called for said vote. A majority vote of those present in favor shall be necessary for approval. 

Committees

Committees: The President shall appoint the Chairperson and may appoint a co-chairperson for each committee. Committees may be formed and are not limited to the following: Publicity, Finance, Technology, and Social.  The Board may establish and appoint committees. The President shall appoint the chairperson of each committee. Each committee so appointed shall have only the powers specifically delegated to them by the Board.

Committees for the 2007- 2008 school year: 

SSL Calendar

Fundraising & Family Events:

Meeting Agendas & Minutes