Saint Anthony's High School Fathers' Guild Constitution and Bylaws

Saint Anthony's High School Fathers Guild Constitution and Bylaws June 1, 2014 As approved by the Executive Board, St Anthony’s High School Fathers Guild _____________________________________ Brother Gary Cregan, O.S.F. - Principal _____________________________________ Patrick Maguire - Moderator _____________________________________ John F. Kozlowski - President _____________________________________ Frank Faber - VP Support Services _____________________________________ Walter Buttler - VP Guild Matters _____________________________________ Carlos H. Garcia - Treasurer _____________________________________ Peter L. Rand - Corresponding Secretary _____________________________________ Shelbert Jones - Recording Secretary _____________________________________ John F. Kennedy - Past President
Saint Anthony s High School Fathers Guild Constitution and Bylaws June 1, 2014  As approved by the Executive Board, St Ant...
TABLE OF CONTENTS Preamble........................................................................................................................1 Definition of Terms.......................................................................................................1 Meeting ………………………………………………………………………………..1 Member in good standing..............................................................................................1 The Fathers Guild website............................................................................................1 The Fathers Guild School Year ...................................................................................1 Webmaster.....................................................................................................................2 Article I - Membership ……….....................................................................................2 Sec. 1 – Membership (defined).....................................................................................2 Article II –Dues.............................................................................................................2 Sec. 1 - Annual Dues and Subsequent Renewal Dues...................................................2 Sec. 2 - Initial Dues........................................................................................................2 Sec. 3 - Membership and Renewals...............................................................................2 Article III - Meetings......................................................................................................2 Sec. 1 - Executive Board Meetings.................................................................................2 Sec. 2 - General Membership Meetings..........................................................................3 Sec. 3 - Special General Membership .............................................................................3 Sec. 4 - Annual Meetings.................................................................................................3 Sec. 5 - Special Executive Board meetings.....................................................................3 Sec. 6 - Voting Eligibility................................................................................................3 Sec. 7 - Order of Business................................................................................................4 Article IV- Executive Board.............................................................................................4
TABLE OF CONTENTS Preamble...................................................................................................
Sec. 1 - Responsibility and Authority...............................................................................4 Sec. 2 – Qualifications...................................................................................................5 Sec. 3 - Election of Board Members……………………..............................................5 Sec. 4 – Duties................................................................................................................5 Sec. 5 – Authority...........................................................................................................5 Sec. 6 – Quorum.............................................................................................................5 Sec. 7 – Absence.............................................................................................................5 Sec. 8 – Vacancies..........................................................................................................6 Article V – Officers............................................................................................................6 Sec. 1- Number of Officers............................................................................................6 Sec. 2- Additional Board Advisors................................................................................6 Sec. 3 – Terms of Service..............................................................................................6 Sec. 4 - Authority of the Officers...................................................................................6 Article VI – Committees....................................................................................................9 Sec. 1 - Committees.......................................................................................................9 Sec. 2 - New Events Proposals....................................................................................10 Sec. 3 - Committee Chairmen......................................................................................10 Sec. 4 - Committee Chairman Report.........................................................................10 Article VII - Election Process.........................................................................................11 Sec. 1 - Election Committee.......................................................................................11 Sec. 2 - The Ballot......................................................................................................11 Sec. 3 - The Voting Members.....................................................................................11 Sec. 4 - Write-in nominations.....................................................................................11
Sec. 1 - Responsibility and Authority...............................................................................4 Sec....
Sec. 5 - Restricted Members........................................................................................11 Sec. 6 - The Election Process Timetable ....................................................................12 Article VIII – Amendments.............................................................................................12 Article IX - Removal of Board Officer...........................................................................12 Sec. 1 - Removal of Officers.......................................................................................12 Article X – Removal of a Member..................................................................................13 Article XI – Dissolution ..................................................................................................13 Article XII – Adjudication ..............................................................................................13
Sec. 5 - Restricted Members........................................................................................11 Sec....
Preamble The purpose of the St. Anthony’s High School Fathers Guild (hereinafter, “Fathers Guild” or “Guild”) is to enhance the character, spiritual and academic growth of the student body of St. Anthony's High School. The major objectives of the Fathers Guild are to: 1) Provide support and assistance for Fathers’ Guild and School sponsored functions as needed, e.g.: chaperones, advisory committees, proctors, etc., and 2) Promote and enhance fellowship within and among St. Anthony High School students, faculty, parents and Fathers Guild members. Definition of Terms Meeting A meeting is defined as a gathering of Fathers Guild members where business is conducted and minutes are kept. Member in good standing A member in good standing shall be defined as one who has: a) Paid initial membership dues; or b) Has paid subsequent annual renewal dues; and c) Has attended at least two (2) General Meetings and participated in at least four (4) Fathers Guild events in any one (1) school year. d) An “Alumni Father” shall constitute a member in good standing pursuant to paragraphs (a) or (b) and (c) hereinabove and who has had a child graduate from St. Anthony’s High School. e) In the event a prospective member shall not be able to comply with the terms of paragraphs (a) or (b) above due to financial hardship, the Executive Board may waive said provisions and assess membership dues of a nominal amount, but in no circumstance more than one dollar ($1.00). The Fathers Guild website Shall be defined as www.stanthonyhsfathersguild.com The Fathers Guild School year The Fathers Guild school year shall begin on September 1st and end on August 31st. 1
Preamble The purpose of the St. Anthony   s High School Fathers Guild  hereinafter,    Fathers Guild    or    Guild     is...
Webmaster The Webmaster shall be the member or members assigned the responsibility of maintaining and modifying the Fathers Guild website. The Webmaster(s) shall work with the Corresponding Secretary in this regard. Article I- Membership Sec. 1 – Membership (Defined) (a) Membership in the Fathers Guild shall be open to fathers or male guardians of any student currently enrolled at St. Anthony's High School, and fathers or male guardians of St. Anthony's High School alumni. (b) A “member” is defined as a person who has paid their membership dues by the September General Meeting. Article II – Dues Sec. 1 - Annual Dues and Subsequent Renewal Dues The Executive Board will recommend annual dues and subsequent renewal dues, based on annual operating expenses. Sec. 2 - Initial Dues Initial membership dues assessment shall be recommended by the Board. Sec. 3 - Membership and Renewals Dues collected for new membership and renewals shall be utilized for the Fathers Guild operational expenses. Article III – Meetings Sec. 1 - Executive Board Meetings A monthly Executive Board Meeting shall be held as scheduled on the St Anthony High School calendar. The meeting will be open to all current members. 2
Webmaster The Webmaster shall be the member or members assigned the responsibility of maintaining and modifying the Father...
Sec. 2 - General Membership Meetings A General Membership Meeting shall be held each month, as scheduled on the St. Anthony’s High School calendar and website. The General Membership Meeting shall be open to all current members. In addition, non-members who qualify for membership may apply and pay current dues at any General Membership Meeting, and thereby become members. Sec. 3 - Special General Membership Meetings By vote or consensus, the Executive Board may schedule a Special General Membership Meeting, provided that notice of the meeting is sent to all members via email or published on the Fathers Guild website within a reasonable period of time in advance of the meeting date. Sec. 4 - Annual Meetings There shall be an Annual Meeting of the Fathers Guild every April for the purpose of electing officers to the Executive Board. Notice of this meeting shall be sent by email and published on the Fathers Guild website. Said notice shall indicate the date, place time, and purpose of the meeting. The notice shall also include a list of all candidates and the office each candidate seeks. Sec. 5 - Special Executive Board meetings A Special Executive Board Meeting may be convened at the discretion of the President, School Principal, or Fathers Guild Moderator. In the President's absence, a Vice-President may convene a Special Executive Board Meeting. Special Executive Board Meetings may be called to discuss any subject or issue deemed necessary. Special Executive Board Meetings are closed to the General Membership and need not be announced to the General Membership. Sec. 6 - Voting Eligibility All members of the Fathers Guild that are members in good standing shall be eligible to vote. For voting purposes, a “member in good standing” shall be based upon the member’s participation in Fathers Guild events scheduled from April to March of each year. 3
Sec. 2 - General Membership Meetings A General Membership Meeting shall be held each month, as scheduled on the St. Anthon...
Sec. 7 - Order of Business At all meetings of the Fathers Guild the order of business shall be as follows: 1) President's Welcome 2) Recognition and greetings for new members and visitors 3) Opening prayer 4) Pledge of Allegiance 5) Roll Call of Officers 6) Reports a) Report of the Treasurer b) Reading of the minutes by Recording Secretary c) Benevolence Report d) Report of the Vice President of Support Services e) Report of the Vice President of Guild Matters f) Report of the Corresponding Secretary 7) Upcoming Events 8) Special Thanks 9) Unfinished business 10) New business 11) Adjournment 12) Closing prayer The content or sequence of the order of business list may be revised at any meeting of the Fathers Guild as deemed necessary by the President. The President (without the requirement of discussion or vote) shall decide any questions concerning the priority or order of business. Article IV- Executive Board Sec. 1 - Responsibility and Authority 1) Executive Board members should attend all Fathers Guild meetings unless otherwise excused. 2) Responsibility and authority for the property, conduct of business, and administrative duties of the Fathers Guild shall be vested in an Executive Board. 4
Sec. 7 - Order of Business At all meetings of the Fathers Guild the order of business shall be as follows  1  President s ...
Sec. 2 – Qualifications Members in good standing, who have attended five (5) or more General Meetings per school year, shall be eligible to serve on the Executive Board. Any member in good standing who is nominated for a position on the Executive Board must have a current student enrolled at St. Anthony’s High School. The exception to the above qualification is where a current Executive Board Member is serving in the second year of a two (2) year term, and his son or daughter graduated from St. Anthony’s High School in the previous academic year. Sec. 3 - Election of Board Members All members of the Executive Board shall be elected at the April General Membership meeting. Sec. 4 – Duties The Executive Board shall be responsible for the proper control and administration of all Fathers Guild material, events, equipment, records, activities and funds. Sec. 5 – Authority The Executive Board shall have the authority to schedule and hold meetings, appoint committees, authorize proper expenditures, and take any necessary and proper steps to accomplish the mission of the Fathers Guild and to enhance its role of service to the community of St. Anthony's High School. All such authority is subject to St. Anthony’s High School administrative review. Sec. 6 – Quorum A majority of the Executive Board shall constitute a quorum for the transaction of business. Sec. 7 – Absence A member of the Executive Board who is absent from two consecutive scheduled meetings (Executive and/or General, and without prior notification to the Executive Board) is subject to removal from the Board. 5
Sec. 2     Qualifications Members in good standing, who have attended five  5  or more General Meetings per school year, s...
Sec. 8 – Vacancies The President shall nominate a member in good standing to fill any vacancy on the Executive Board. The appointment of the nominee is subject to a majority vote of the Board. Appointed members shall serve until the end of the current term. In the event the President’s position becomes vacant, the Executive Board shall appoint an Interim President from the Executive Board for the remainder of the current term. If the Executive Board cannot reach agreement on an Interim President, then the Moderator of the Father’s Guild shall make such appointment. Article V – Officers Sec. 1- Number of Officers The President, with the advice and consent of the Executive Board, shall set the number of Executive Board Officers. Sec. 2- Additional Board Advisors The President, with the advice and consent of the Executive Board, may appoint Fathers Guild members as additional advisors to the Executive Board. Sec. 3 - Terms of Service Elected officers of the Executive Board shall serve for the following terms, each of which will commence in July of the current school year and end in June of the following year: President - two (2) years; Vice President of Support Services - two (2) years; Vice President Guild Matters – one (1) year; Treasurer – two (2) years; Corresponding Secretary – one (1) year; Recording Secretary – one (1) year. Sec. 4 - Authority of the Officers The following outlines the duties and Authority of the Officers and the order of succession: 1) President The position of President is charged with the following responsibilities: Presides at the General Meetings of the Fathers Guild and of the Executive Board. 6
Sec. 8     Vacancies The President shall nominate a member in good standing to fill any vacancy on the Executive Board. Th...
Shall inform those members present on all matters pertinent to the mission and welfare of the Fathers Guild. If the President knows he will not attend the next monthly meeting, he may appoint a Vice President to assume the duties of the President for such meeting. In the absence of an appointment, the Vice President of Support Services will assume the duties. The President may serve as a member of any committee except the Election Committee. Shall appoint Chairpersons of the following Committees and positions: Hospitality Committee, Membership Committee, Communion Breakfast, Father/Daughter Dance, Volleyball Night and Sergeant at Arms, and any future committees. 2) Vice President of Support Services The position of Vice President of Support Services is charged with the following responsibilities: Oversight of all Fathers Guild and certain School sponsored events, including coordination of all members and other volunteers who will be working the events. Advise the membership at each General meeting about upcoming events where support is required. Maintain appropriate logs of all members who attend events and meetings. Select a Deputy of Support Services who shall act in a secondary supervisory capacity for all events. Collect and maintain event procedure manuals from Committee chairman following each Fathers Guild event. 3) Vice President of Guild Matters The position of Vice President of Guild Matters is charged with the following responsibilities: Announce and disseminate information about Guild events to the general membership at the General Membership Meeting (i.e.: Fathers Guild Golf Outing; Father/Daughter Dance; etc.). Assist with the solicitation of volunteers to the various committees. Assist Chairpersons with meeting the needs of the committees to assure the success of the events. Ensure that the St. Anthony’s Facility Form be given to each chairman and completed for review and storage in the Fathers Guild files. 7
Shall inform those members present on all matters pertinent to the mission and welfare of the Fathers Guild. If the Presid...
In the event a Chairman or co-chairman is unavailable to supervise an event, the Vice President of Guild Matters shall assume those duties. 4) Treasurer The position of Treasurer is charged with the following responsibilities: Keep an accounting of all revenues and expenditures, as well as and all other financial transactions of the Fathers Guild. He shall make disbursements as needed for the purpose of Guild business. Submit monthly and annual financial reports to the School Treasurer, which shall conform to the school auditing procedures as requested or otherwise required. Approve, by signature, all withdrawals or expenditures. In the absence of the Treasurer, the signature of the President is required. Two authorized signatures are required on all checks disbursed by the Treasurer. Authorized signatories to Fathers Guild bank accounts shall be: President, Treasurer, Past President and Moderator. Maintain the records and files of his office so as to have them readily available for examination by the Executive Board or members in good standing at all times. At the expiration of his term of office, the Treasurer shall transfer all accounts and records for which he is responsible to his successor, or in the event that no successor has been yet named, to the President. 5) Corresponding Secretary The position of Corresponding Secretary is charged with the following responsibilities: Draft and disseminate all correspondence to or from members of the Fathers Guild. Notify the membership of all pending Fathers Guild meetings, announcements and events. Work with Webmaster to maintain and update the Fathers Guild website and bulk mailings. Execute all Fathers Guild business not specifically assigned to other members or committees. Disseminate information from Committee Chairmen to Executive Board. 8
In the event a Chairman or co-chairman is unavailable to supervise an event, the Vice President of Guild Matters shall ass...
Ensure that stock of mailing materials is sufficient to provide Executive Board Members with material they require for mailings. 6) Recording Secretary The position of Recording Secretary is charged with the following responsibilities: Keep accurate and detailed minutes of all Fathers Guild meetings, including Monthly General, Executive Board and Special Executive Board meetings. Provide written minutes at all General Meetings and make Executive Board meeting minutes available upon request. Maintain any event procedure manuals in the Fathers Guild office. 7) Immediate Past President The Immediate Past President who is also a member in good standing shall have the right to vote at Executive Board Meetings. 8) Board Advisor(s) Board Advisor Position(s) are appointed by the President and approved by the Board, for a term of one (1) year. Board Advisors possess no voting rights. Board Advisors may be re-appointed for subsequent terms. 9) Ex-Officio members The School Principal and the Moderator of the Guild shall be ex-officio members of the Executive Board with the right to vote. All Guild matters that require School intervention shall be presented to the Principal by the Moderator. Article VI – Committees Sec. 1 – Committees 1) A list of committees shall be maintained, and made available to the membership by the Recording Secretary. The President may appoint committees as needed with the advice and consent of the Board. 2) In order to hold a position of Chairman or Co-Chairman of a Committee, one must be a member in good standing and be approved by two thirds of the Executive Board. 9
Ensure that stock of mailing materials is sufficient to provide Executive Board Members with material they require for mai...
3) An Executive Board member may hold a Chair Position with the approval of a majority of the Executive Board. 4) The Executive Board, with the consent and approval of the school administration, will determine the events to be held. Said consent and approval of the school administration will be sought through the Guild Moderator. 5) A Committee Chairman or Co- Chairman may be removed with or without cause by the President with a majority of votes of the Executive Board. Sec. 2 - New Events Proposals Any member may present to the Executive Board a new event proposal with a cost and profit statement anticipated for the new event. The Executive Board will then vote on whether to approve or reject funding and/or other support of the new event. All new events are subject to prior approval of the school administration, which is to be sought through the Guild Moderator. If the new event is approved, a committee for the event must be formed. For purposes of this paragraph, an “event” is defined as any function either directly or indirectly supported by or for St. Anthony’s High School (ex.: the Communion Breakfast, a sporting event, graduation mass or ceremony, Junior Ring Banquet, etc). Sec. 3 - Committee Chairmen All Committee Chairmen will present a summary to the Executive Board detailing the exact process as to how each event will be run. This should include the number of people required to run the event, job descriptions for each position, cost of supplies and anticipated revenue. Upon completion of an event, the Procedure Manual will be updated, when necessary, to describe and/or record changes to ensure the success of the subsequent years' events. Sec. 4 - Committee Chairman Report All Committee Chairman and Co-Chairman must present the status of the event to the Executive Board, at the Executive Board meeting immediately preceding the event. 10
3  An Executive Board member may hold a Chair Position with the approval of a majority of the Executive Board. 4  The Exec...
Article VII - Election Process Sec. 1 - Election Committee In February the President shall appoint an Election Committee Chairman. 1) The Chairman of the Election Committee shall find two (2) or more members to assist with the responsibility of this committee. 2) It shall be the duty of this committee to prepare a slate of candidates for the annual election. The slate of candidates shall be posted on the Father's Guild website in March. No further nominations shall be accepted after the March General Membership meeting. Members interested in being nominated after the March General Membership meeting must comply with the provisions of Article VII, Section 4, herein. Sec. 2 - The Ballot The Ballot shall list the name of all candidates for office (who must be members in good standing), and the position they are seeking. Sec. 3 - The Voting Members The Fathers Guild Membership Chairman and VP of Support Services shall submit a list of all members in good standing to the Election Committee Chairman by March of the school year. A member who wishes to vote must be present at the April General Membership when the voting process will take place. Sec. 4 - Write-in nominations Write-in nominations are permitted, but must be submitted to the Chairman of the Election Committee at or prior to the April General Meeting. Write-in Candidates must have a minimum of twenty-five (25) signatures from members in good standing in support of the nomination. Sec. 5 - Restricted Members No member of the Executive Board shall be eligible to serve on the Election Committee. 11
Article VII - Election Process Sec. 1 - Election Committee In February the President shall appoint an Election Committee C...
Sec. 6 - The Election Process Timetable 1) February - The general membership shall be notified prior to the February meeting (by email and publication on the Fathers Guild website) that the nomination for officers is open. Members in good standing may submit names of nominees to any member of the Election Committee. 2) March - the Slate of Candidates shall be presented at the March General Meeting, e-mailed to the membership and placed on the Fathers Guild website. 3) April - All members in good standing may vote at the April General Meeting. 4) June - elected officers will be installed at the June General Membership Meeting. 5) July –elected officers begin their respective terms. Article VIII – Amendments These bylaws may be amended, revised, or repealed by a majority vote at any duly scheduled General Meeting of the Fathers Guild after thirty (30) days prior written notice to the members. A member in good standing may submit proposed amendments to the By-Laws to the Executive Board in writing at any regularly scheduled board meeting. The proposed amendment(s) will be submitted to the membership for a vote if approved by a majority of the board members. All amendments are subject to the approval of the Principal of the High School. Article IX - Removal of Board Officer Sec. 1 - Removal of Officers 1) Pursuant to Article IV, Section 7 herein, any Executive Board member absent from two (2) or more consecutive Executive Board and/or General Meetings without prior authorization subject to removal. 2) Any Executive Board member whose actions are deemed by the Executive Board, School Principal or Moderator to constitute unethical, illegal or self-dealing behavior, or who is deemed to be acting in any manner which denigrates or otherwise brings disrepute upon St. Anthony’s High School or the Fathers Guild may be subject to removal. 3) The offending Board Member may be removed from office upon two-thirds (2/3) vote of the Executive Board, or by unilateral decision of the School Principal. 12
Sec. 6 - The Election Process Timetable 1  February - The general membership shall be notified prior to the February meeti...
Article X – Removal of a Member 1) Any other behavior, public or private, by a Fathers Guild Member, which harms or damages the reputation of the school or Fathers Guild or its members, may be subject to removal from the Fathers Guild. 2) The offending Member may be removed upon two-thirds (2/3) vote of the Executive Board, or by unilateral decision of the School Principal.. Article XI – Dissolution Upon dissolution of the Fathers Guild, all funds, investments and other assets of the Fathers Guild shall become the sole property of St. Anthony's High School, South Huntington, New York. Article XII – Adjudication All rules and regulations expressly or not expressly covered in these by-laws will be adjudicated by and at the discretion of the Principal of St. Anthony’s High School. 13
Article X     Removal of a Member 1  Any other behavior, public or private, by a Fathers Guild Member, which harms or dama...