Diocese of St. Augustine. Catholic School Advisory. Board Manual

Transcription

1 Diocese of St. Augustine Catholic School Advisory Board Manual Diocese of St. Augustine Office of Catholic Schools/dosafl.com January 2015

2 TABLE OF CONTENTS Community of Catholic Schools & Introduction 3 Governance & Formation of the School Advisory Board 4-6 Essentials of Effective Boards 7-12 Committees School Advisory Board Evaluation Process 14 Meetings Appendix Sample Constitution & Bylaws Outline 17 Sample Constitution & Bylaws Elementary & Secondary School Advisory Board Appendix II Sample Strategic Long Range Plan Sample Strategic Long Range Plan Committee Report Form 30 Sample Committee Report Form 31 Sample Meeting Agenda 32 Sample Guidelines for Conducting a School Advisory Board Meeting 33 Sample Information Sheet for Prospective Board Members 34 Sample New Board Member Expectation Form 35 Appendix III Sample Facilities Standing Committee Form 37 Sample Finance Standing Committee Form 38 Sample Marketing/Development Standing Committee Form 39 Sample Strategic Planning Standing Committee Form 40 Sample Technology Standing Committee Form 41 2

3 Sample Standing Committee Evaluation Form 42 Appendix IV Sample Self-Evaluation for School Advisory Board Sample Annual Report for Anywhere Catholic School

4 COMMUNITY OF CATHOLIC SCHOOLS The Diocese of St. Augustine Catholic school community comprises a total of 33 Catholic schools, including 24 elementary schools, one special education school, four early learning centers, and four secondary schools. These schools educate approximately 11,000 students who come from parishes throughout the Diocese. Catholic schools consistently: provide a Christ-centered environment; offer a comprehensive and rigorous academic curriculum based on 21 st century research, with faculty using dynamic teaching methods; form young Catholics who develop a strong relationship with Jesus Christ; prepare students to meet global challenges; emphasize servant leadership; encourage students to think critically and creatively; prepare students to be effective communicators and problem-solvers; nurture God-given talents; and are grounded in the eternal values of our Catholic faith. The purpose of this publication is to provide guidance for elementary and secondary advisory school boards as they fulfill leadership roles as part of the educational mission of the Catholic school. Such boards work to advise the pastor/ president and principal in the school s operation. Members agree to follow the policies and administrative procedures of the Diocese of St. Augustine and the Office of Educational Services (OES). Members collaborate to use their talents and insights for the common good of the community to promote the mission and goals of Catholic education. Members defer personal agendas in order to address, with other board members, the issues, concerns and challenges in meeting the educational needs of students. Members model the faith community to its constituents to promote respect between and among each other, acknowledge varying views of members, and support decisions recommended by the board. 4

5 GOVERNANCE AND FORMATION OF THE ADVISORY BOARD Participation in the ministry of Catholic education is one of the ways individuals can participate in the life of the church in a significant way. This realization is the first and primary reason for having Catholic education boards that provide concrete means for people to contribute to Catholic education and thereby build the kingdom of God. Participation in the life of any organization is bound to bring with it an increase of pride and ownership. Many adult Catholics enjoyed the benefits of a Catholic school education and welcome the chance to provide the same opportunities for this generation of children and youth. People appreciate recognition of their expertise and are eager to offer their services as board members. Boards with welldeveloped plans and policies provide stability when parish and school administrators are changed. In order to secure the best advice in matters of school concerns, the pastor/president and principal should seek knowledgeable people to serve on the board. The reason we say they are advisory is that the Bishop, himself, as a Corporation Sole, is responsible for each parish or institution. He relies on the superintendent, pastor/president and principal for guidance and advice in regard to the school and they rely upon the laity. The Catholic School Advisory Board is constituted as a cooperative endeavor of the clergy and laity whose primary intent is to continue the fine tradition of our Catholic schools that serve children and parents in the quest for faith and knowledge in today's world. School board members serve the school by fostering a clear focus on the school s sustainability and school mission. Know what your organization does and whom it serves Never miss an opportunity to say something good about your organization Go beyond compliance. Do the right thing at all times (Ingram, 2012). The Role of the Bishop Governance of Catholic schools rests with the Bishop of St. Augustine, Bishop Felipe Estevez, who exercises it directly or through his delegates. In accordance with Canon Law, the Bishop is the chief catechist of the diocese with final authority over schools. Advisory Board Guidelines have been approved by the Bishop. The Role of the Diocesan Superintendent of Schools The Superintendent of Schools serves as the Bishop s educational executive, charged with the task of coordinating and facilitating the services of the diocese to elementary and secondary schools. The 5

6 Superintendent provides leadership and support to the president, principal and pre-school director of all schools in the diocese. The Superintendent formulates the Advisory Board Guidelines. The Superintendent attends regular and executive board meetings and serves as an ex-officio, non-voting member of the high school advisory boards The Role of the President in the Diocesan High Schools The office of President has as its primary purpose to provide overall leadership for the diocesan Catholic high schools. The President has the responsibility for both the spiritual and administrative leadership of the high school. The President is responsible for promulgating school policies, and for approving local school advisory board decisions. The President serves as an ex-officio non-voting member of the school board. The Role of the High School Principal Under the supervision of the President/Superintendent, the Principal is responsible for the day-to-day administration of the school. The Principal apprises the board on the implementation of policies, informs the board about school programs, events, and needs, attends board meetings and executive sessions and prepares the board agenda in collaboration with the president and chairperson. The Principal serves as an ex-officio non-voting member of the advisory board. The Role of the High School Advisory Board Each diocesan high school shall have a local school advisory board. The board supports the President and Principal and promotes the mission of the school. The board assists the school in achieving its goals to provide quality Catholic education. The selected members serve as the voting members of the board. The Role of the Elementary School Pastor The ultimate responsibility of the parish and school rests with the pastor who is appointed by the Bishop. The pastor supports the work of the board and should be regularly consulted and informed in the work of the board. The pastor approves local school advisory board decisions. The pastor attends all regular and executive board meetings, represents the interests of the parish to the board and represents the interests of the school to the parish. He serves as an ex-officio non-voting member of the advisory board. The Role of the Elementary School Principal The Principal provides the overall leadership for the diocesan elementary school. The Principal, along with the faculty and students, ensure the development of religious attitudes and values, fostering community, worship, service to others and educational excellence as outlined in the pastoral To Teach as Jesus Did. Among the Principal s responsibilities to the board include: (1) apprising the board on the implementation of policies, (2) informing the board about school programs, events and needs, 6

7 attends board meetings and executive sessions, and (3) preparing the board agenda in collaboration with the chairperson. The Principal serves as an ex-officio non-voting member of the board. The Role of the Elementary School Advisory Board Each diocesan Catholic elementary school shall have a local school advisory board. The board assists the pastor and the principal in promoting the mission of the school and assists the school in achieving its goals to provide a quality Catholic education. The selected members serve as the voting members of the board. Board Formation: Board Composition-Voting Members: The process of selecting membership on the school s advisory board should include consideration of the nominee s qualifications and the needs of the parish and school. Nominees to the board do not need to be a member of the parish, but must have an interest and meet board member expectations: Commitment to Catholic school education and its mission Expertise in an area of school need Willingness to dedicate time in the work of the Board Objectivity in making recommendations Respectful and collaborative approach to serving Nominees may not be employees of the school or the spouse of an employee of the school, [See Appendix I, Sample Constitution and Bylaws for Elementary Schools.] Board member composition may include individuals from the various constituencies represented in the school community, including professionals and alumni. It is also useful to consider individuals from the wider parish community. Constitution & Bylaws: Each School Advisory Board shall define its authority and membership through a written constitution adopted by the board and approved by the pastor and superintendent of Catholic schools. Local constitutions and bylaws shall be in accord with diocesan policies and procedures [See Appendix I, Sample Constitution and Bylaws.] The Constitution establishes the board as an advisory group to the local authority. Bylaws serve as guidelines for how the board functions and carries out its responsibilities as a group. 7

8 ESSENTIALS OF EFFECTIVE BOARD: PURPOSE, PEOPLE & PLAN School boards play an integral role in a Catholic elementary and high school s ability to make informed decisions and think strategically about its future. Boards are involved in fostering a clear focus on the school s sustainability and school mission. Drawing on research published on effective Catholic school boards, three essentials to effective boards include: establishing the board s purpose, selecting the right people to serve on boards, and developing a solid plan of board tasks. Leadership and learning are indispensable to each other. (John Fitzgerald Kennedy) PURPOSE Change Agents and Sustainability The Board s primary role is the school s long-term sustainability! Boards should be open to new ways of reaching these goals by reviewing school budgets carefully for ways to manage issues related to sustainability, such as improving school development and marketing. (Geruson, et.al., 2013). Living the Mission Boards are more successful when they are focused on the school s mission in the way members collaborate with one another and in recommendations each makes. Board members should be able to follow the traditions of the Catholic school, supporting and respecting love and concern for serving children. Advisory boards are not responsible for the following: acting as a grievance committee or conciliators for any group or party; hiring, evaluating or terminating faculty and staff; advising principals in personnel or discipline matters; administering the school or telling the principal how to administer the school, or implementing school policies and procedures PEOPLE Matching Board Member Skillsets to School Needs Board member selection should be based on school needs. School pastors and principals should identify the school s most pressing needs and select board members based on his or her knowledge, 8

9 skills, and resources to achieve those goals. In a 2012 article, its author, Masaoka mentions three benefits to this approach: 1. Expand the field of sight in recruiting for the board. Rather than just looking for someone in marketing, we [school leaders] think more widely and include bloggers, writers, and community organizers. 2. Select members based on skills, rather than on background or demographics. These criteria can prevent recruiting someone who may not or will not do what we may have assumed they could accomplish. 3. Direct attention and resources to the immediate needs of the organization (Masaoka, 2012). Recruit a balance of members reflective of the school s diverse population who are willing to give generously of their time and talent. Board Member Qualifications Members must be at least 21 years of age. Typically, no employee of the local school or parish and no member of the immediate family of an employee is eligible for membership. The term "immediate family" is defined as spouse, child, parent, sibling or in-law. Membership is limited to one person per household. Board Member Selection Process 1. There is a recommendation of a potential board candidate. 2. The board chairperson, along with the pastor/president, and principal, will confirm whether or not the chairperson should contact the candidate to formally assess his/her interest. 3. An Information Sheet for Prospective Board Members is sent to the candidate, [See Appendix II, Information Sheet for Prospective Board Members.] 3. The candidate completes the Information Sheet profile for the president/pastor, principals review. The profile should include: a. family information; b. parish membership and his/her involvement in any parish activities; c. any involvement the candidate might have had or currently has in Catholic education; d. community involvement; and e. any talents or skills he/she would contribute to any standing committees. 9

10 4. The president/pastor or principal checks candidate s references through various contacts listed. 5. If approved by the president/pastor, the chairperson sets up a time and place for a meeting to go over board member expectations, [See Addendum II, Sample New Advisory Board Member Expectation form.] 6. The candidate affirms or rejects his/her interest in being a member of the school advisory board. 7. Once approved, the new board member is welcomed to the board by the president/pastor, introduced to the board membership, and his/her membership on the board is announced to the community. Using these criteria will help you select board members who will expect to work toward school goals! Removal of School Advisory Board Members Any school board member, other than an ex-officio member, who has two (2) unexcused absences for two (2) consecutive regular meetings or a total of four (4) excused absences from regular meetings in the course of one year, shall be recommended to the Pastor for removal from the board. New Board Member Orientation and Ongoing Training New board members are required to attend the school board training sponsored by the diocese. Communication Regular communications with the fellow board members, the principal, faculty, staff and the school families will promote transparency, build community and advance the school s mission. Below are some examples of effective communication between the board and its constituents: Names of the board members are on the school s website, printed in handbooks and other publications for easy reference for those who have questions. Board minutes may be posted on the school s website. Committee reports are published in newsletters and on the school s intranet site. The board chairperson may speak at the home and school association meetings to inform others about board activities. The board chairperson regularly communicates with the principal. 10

11 Pastor/President Engagement is Critical to Board Success The pastor/president is integral to the success of the school board. He provides key connections between the parish/school communities and can help board members, along with the principal, focus on goals that will generate a positive impact for the parish and school. As designated by the Bishop, the pastor/president s canonical authority includes being an active participant during meetings and having the final say in the school s policies and operations. As the inspirational leader of the parish/school, his role is pivotal in working alongside the school s principal to articulate the school s needs and inspire board members and families to action. School Advisory Board Membership The work of the advisory board is driven by the school s strategic plan and the vision of the pastor/ president and principal. Board effectiveness is dependent upon the administration clearly articulating areas of need and selecting board members who can offer time and talent to work on projects on behalf of the school. Composition School Advisory Boards should be comprised of no fewer than nine (9) and no more than 15 voting members proposed by the pastor/president and principal. Board membership should include the following: At least five (5) members with experience in the areas of strategic planning, finance, facilities, marketing or development; other members may bring other talents and strengths to the board. Current & Past Home & School Association President may serve (ex-officio non voting member) Faculty Representative (ex-officio non-voting member) Pastor (ex-officio non-voting member) Principal (ex-officio non-voting member) High School President (ex-officio non-voting member) Superintendent (ex-officio non-voting member) High School Advisory Boards Members may serve a maximum of two-or-three year terms. The pastor/president shall have the authority to remove any member of the board at any time, with or without cause. 11

12 Officers The school board officers should include a chair, vice chair, and a secretary. Officers generally serve no more than two consecutive one-year terms. Elections are held annually with the term of office beginning on July 1 and ending on June 30. Chairperson: The chairperson of the school advisory board shall appoint the chairpersons of the standing committees, except when the bylaws require otherwise; presides over all meetings or secures a substitute, and operates within the policies and procedures of the Diocese of St. Augustine and the board s bylaws.((see Appendix I, Sample Constitution and Bylaws). Vice Chairperson: The vice chairperson, in the absence of, or at the request of the chairperson, shall perform duties and exercise the functions of the chairperson and when so acting, shall perform such other duties as delegated by the chairperson. Secretary: The secretary shall keep accurate minutes of all regular and executive school advisory board sessions, and shall perform such other duties as delegated by the president. PLAN Work of the Board What you get by achieving your goals is not as important as what you become by achieving your goals. Zig Zigler Effective boards set aside time to plan, to envision accomplishments and to outline steps to reach that vision. The principal informs the board about the annual school goals and objectives developed by the principal and faculty members and gives monthly progress reports. The school advisory board s goals support the school goals and are integrated with the school s strategic plan, [See Appendix II, Sample Strategic Long Range Plan Committee Report Form.] Goals and Objectives A goal is a statement of broad direction or purpose. A goal, by definition, will identify some outcome that will be achieved. A goal is stated in general terms, point to some future outcome and identify what will be accomplished. An objective is the specific method or procedure that will be used to achieve a goal. 12

13 Objectives are specific, describe what will be completed, when it will be completed and can be evaluated for its implementation. Effective boards have a bias for action. They set goals, decide how to achieve them, and carefully manage time and resources to execute their priorities (Geruson, G. et. al., 2013, p. 196). Committees of the School Advisory Board Increasingly, the work of school boards is completed in committees. Bylaws, or the operating principles of the board, define the board committee s jurisdiction and purpose. Setting annual priorities within standing or ad hoc committees identifies the priority needs of the school and establishes the way in which members should work. Intrinsic to the process is a commitment to determine a sequence of actions for accomplishing goals. In a typical scenario, a board identifies a committee for a given purpose and determines its composition. The board directs work to be done on a particular issue/ question by the committee. Information is then gathered and brought back to the board for its review. This committee-based process enables more effective use of members time and talents. The committee chairperson is responsible for completing a committee report form for each meeting, [See Appendix II, Sample Committee Report Form.] Strategic Planning Committee The strategic planning committee assists the administration in creating a 3-to-5 year strategic plan and monitors its implementation and evaluation. Strategic Planning Committee Duties: 1. Assist the board and school administration in establishing long-range strategic goals, based on an appropriate assessment and analysis in light of the program s mission statement, [See Appendix II, Sample Strategic Plan]. 2. Monitor the progress of the strategic plan (goals and objectives) quarterly through committee reports to the board and provide a formal, written annual report summarizing the accomplishments, [See Appendix II, Sample Strategic Long Range Plan Committee Report Form.] 3. Receive recommendations from other committees for next year s planning objectives. 4. Recommend objectives to the board for the next year in conjunction with the school administration, and prepare an annual report that reviews and summarizes the successes, concerns, and plans for the upcoming year. 13

14 Standing and Ad Hoc Committees Boards set annual priorities within standing or an ad hoc committee which identify the priority needs of the school and establish the way in which members should work. Typical standing committees on school advisory boards, comprised of between three-to-five members, generally include finance, marketing, development, facilities, technology, planning, and the executive committee. Standing committees should be identified based on the needs of the school and parish. An end-of year standing committee evaluation stating yearly goals and outcomes should be completed. [See Appendix III, Standing Committee Forms and Annual Standing Committee Evaluation Form.] Ad hoc committees, or special committees that have limited scope and timeframe, are created for special purposes and handle very specific tasks and projects. Each committee should have a clear and simple written explanation of its duty as articulated during the board's planning session. Minutes should be recorded at every committee meeting and distributed to members. Committee chairs should be a board member; however, committee members can be non-board members. Committee members may be recruited by the chair, principal and others from the school, parish or community to bring the required skills, resources, and expertise to a situation/problem. Analyzing Data with a Strategy Effective boards should base decisions on data gathered from the school or through standing or ad hoc committees. Board members should review data and offer pastors/presidents and principals options for resolving problems/challenges. Transparency in accessing data and reporting outcomes to constituents helps to involve stakeholders in strategic planning, budgeting, and managing enrollment and development initiatives. Effective boards think strategically in guiding the work of the board. Schools are dynamic environments. If the school is in need of immediate decisions to address pressing concerns, the board should adjust board work to meet school needs. Staying Focused Effective committees, whether standing or ad hoc, need to stay focused on its annual goals. Ways to keep members enthusiastic and on target include the following best practices : keep committee sizes small and manageable (3 to 5 members); develop clear, concise plans for committee work and a timeline of expected completion of tasks; recruit non-board members with an expertise related to the committee's task; ask a board member to chair each committee, and promote a sense of ownership by making each committee responsible for its own report. Effective committees can make the difference getting the ongoing work of the school completed. When 14

15 committee members complete their final reports or make recommendations, their work should be acknowledged. School Advisory Board Evaluation Process Research says, complete a self-assessment periodically. Boards improve when they regularly ask these questions: What are we doing? Why are we doing it? How well are we doing it? How can we do it better? The board should conduct a self-assessment annually, [See Appendix IV, Sample Self-Evaluation of a School Advisory Board.] A final Annual Report providing the school s vision, short and long-term goals and income and expenses for the school year is sent to the community (See Appendix IV, Sample Annual Report). Meetings Effective boards engage in big picture discussions and strategic thinking. They avoid lengthy discussions about operational issues and know when to refer topics to the appropriate committees. Agenda Preparation The meeting agenda should be well-planned by the chairperson with the help of the pastor/president and principal and should follow a pre-determined format, [See Appendix II, Sample Advisory Board Meeting Agenda & Guidelines for Conducting a School Advisory Board meeting]. Prior to beginning discussions, members should understand the total time allocation and the desired outcome for each topic. This avoids long, unproductive meetings. Executive Sessions: All meetings of the school advisory board may be attended by interested individuals unless the meeting is designated as an executive session. Recommendations for executive sessions are presented and voted upon by the school advisory board membership. The school advisory board will go into executive session whenever the issues involve confidential matters. Non-Board Members: Non-board members may address the school advisory board. Boards may place a limit on speaking time. 15

16 Records and Minutes: A written record, archive, is to be kept for school advisory board meetings, executive sessions, and executive committee meetings. The Secretary is responsible for maintaining and preserving a record of the meeting minutes. Rules of Procedure: School advisory board meetings should follow Robert s Rules of Order. [See Appendix II, Guidelines for Conducting a School Advisory Board Meeting.] Excused Absences: The secretary of the board, with concurrence of the executive committee, may grant excused board member absences. 16

17 APPENDIX I Sample Constitution and Bylaws Outline Sample Constitution & Bylaws for Elementary & Secondary School Advisory Boards 17

18 SAMPLE CONSTITUTION AND BYLAWS OUTLINE Each school advisory board shall define its authority and membership through written constitution adopted by the board and approved by the pastor and superintendent of Catholic schools. Local constitutions and bylaws shall be in accord with Diocesan policies and procedures. A current copy of these documents shall be on file at the Office of Catholic Schools. The Constitution establishes the board as an advisory group to the local authority. The bylaws serve as guidelines for how the board functions and carries out its responsibilities as a group. Constitution & Bylaws: Topics included in the Constitution & Bylaws are as follows: Article I. Article II Official name Purpose and function Article III. Relationship with other groups A. Diocese of St. Augustine B. Parish/pastoral and finance councils C. Parent organization D. Faculty Article IV. Bylaws Section 1. Code of Conduct Section 2. Membership: Number of members, procedure for selecting board members and members general eligibility Section 3. Nominations: Procedure for selecting board members, criteria for selection Section 4. Terms of Office Section 5. Resignation and Removal from Office Section 6. Officers: Eligibility, selection and terms of office Section 7. Meetings: Location, frequency, agendas, order of business, quorum, public address Section 8: Committees: Committee membership, Standing Committees and Ad-Hoc Committees Section 9: Review and Amendments to Bylaws 17

19 Section 10: Adoption of Bylaws SAMPLE CONSTITUTION AND BYLAWS OF THE ANYWHERE CATHOLIC SCHOOL ADVISORY BOARD Article I Name The name of this organization is Anywhere Catholic School Advisory Board ( the board ). Article II Purpose The Anywhere Catholic School Advisory Board is constituted as a cooperative endeavor of the Parish, school and community, whose primary intent is to continue the fine tradition of Anywhere Catholic School ( ACS ); supporting its mission, while serving the children and parents in the quest for faith and knowledge in today s world. The duties of the board are as follows: a. assisting in supporting the goals of the institution, the Diocese of St. Augustine, and the Florida Catholic Conference; working to further the goals of Catholic education and stewardship; b. to participate in communicating the purpose and programs of the school; c. to facilitate long and Short Term Strategic Planning; 1. to assist in formulating strategic goals for the direction of the school; 2. to assist in the maintenance, upkeep, planning, and building of educational facilities; 3. to assist in the formation of financial plans, budgeting, and financial reporting; d. to provide advice and counsel to enhance the image, enrollment, and financial viability of the school; e. to provide advice and counsel with regard to school policies in areas determined by the Pastor and Principal; f. to evaluate mission effectiveness; 18

20 g. to provide advice and counsel with regard to communicating school policies and activities to various school and community entities; h. to build relationships and encourage communication between Anywhere Catholic School, Anywhere Catholic School parents, surrounding parishes and the broader community. The school advisory board is advisory in nature and has no authority to implement policies separate from the Pastor and Principal. The board does not have the responsibility for determining the amount of Parish funds in support of the school and has no responsibility with regard to the school s staff/ personnel or students. Article III Relationship with Other Groups Section I: The Diocese of St. Augustine and the Diocesan Advisory Board of Education ( DABE ) The Principal will provide regular information from the Diocese concerning Diocesan, Provincial or FCC policies impacting Anywhere Catholic School. The Principal shall be responsible for implementing Diocesan policies in the school. Section II: Parish Pastoral and Finance Councils The school board shall work in a cooperative and collaborative manner with the Parish and Finance councils of Anywhere Catholic Parish. Section III: Parent Teacher Organization ( PTO ) The President of the PTO may serve as an ex-officio non-voting member of the School Advisory Board. The relationship of the Board and the PTO shall be characterized by a common vision, clarity of responsibility, good communication, and collaboration. Section IV: Faculty The relationship between the Board and Faculty of the school shall be characterized by mutual support, good communication, and cooperation. The Faculty Representative and the Principal represent the Faculty on the Board. From time to time, teachers may share information with the Board on matters concerning the school, via the Faculty Representative. Article IV Bylaws 19

21 The Bylaws serve as guidelines for how the board functions and carries out is responsibilities as a group. Section 1: Code of Conduct The Code of Conduct for Advisory School Board Members defines inherent expectations in the board s purpose. By accepting membership, Board members ascribe to the code in their common work to promote the mission and purpose of Catholic education. The Code of Conduct addresses the following: conflict of interest, confidentiality, objectivity, justice, fairness and unity of purpose. Conflict of Interest: Advisory Board members shall avoid situations that present actual, perceived or potential conflict between their interest and the interest of the school. When avoidable, he/she shall disclose a conflict and abstain from voting on matters where conflict exists. Confidentiality: Advisory Board members are responsible to keep matters discussed in executive/closed sessions in confidence. Objectivity: Advisory Board members are asked to identify and manage any personal biases. Members are advised to view situations from multiple viewpoints, rather than solely from personal perceptions, assumptions and feelings. Justice and Fairness: Decisions made from Advisory Board recommendations approved by the Pastor should be the result of honest and open discussion by all members. Members must uphold decisions, even if they may be contrary to a member s viewpoint. A communication plan should be developed and executed if a decision will affect various constituencies. Unity: Advisory Board members should function within the framework of the leadership of the parish to achieve its goals. As members of the faith community, members should strive to cooperate to achieve its goals. Section 2: Membership The School Advisory Board shall consist of ten (10) members who are representative of the Catholic community of Anywhere Catholic School, including the Pastor of Anywhere Catholic Parish, the Principal, and the School Advisory Board chairperson. Members may be appointed by the Pastor, in consult with the Principal. The Pastor and Principal serve as ex-officio non-voting members of the board, and the Current & Past PTO president may serve as well as a representative of the faculty ( faculty representative ) ex-officio nonvoting members. At Large members may include, parents of students enrolled at Anywhere Catholic School, 20

22 alumni/parents of alumni; leaders within the Catholic, civic, business, and professional communities; area educators or pastors; parishioners of Anywhere Catholic Parish or surrounding parishes. Section 3: Nominations of Voting Members Prospective voting members shall be nominated by a committee consisting of the Pastor, the Principal, and the Chairperson of the Board, and other members appointed by the Pastor. Prospective voting members should meet the following criteria: a. have an interest and commitment to Catholic education in general and a specific commitment to the mission of Anywhere Catholic School; b. be available to attend meetings, diocesan workshops and trainings, periodic in-service programs, and to participate in committee work; c. be able to maintain a high level of integrity and confidentiality; and d. be able to deal with situations as they relate to the good of the educational ministry of the parish and the school. Section 4: Terms of Office Each school board member/nominee shall be appointed by the pastor for a three-year term. New members shall be appointed by the close of the current school year, for the following year, unless they are replacing an existing member. New appointees should attend the final meeting of the current year and will have special voting rights as determined by the President and/or Chairperson of the board. The Current and Past PTO president may serve as an ex-officio non-voting member. Faculty representatives shall be voted upon by the faculty and shall serve a term of one year as an ex-officio non-voting member. Teachers may be reelected, but may serve no more than three consecutive years. The president of the board may choose to extend the maximum appointment of a board member s term by one year should a circumstance arise where a majority of at large members terms end in the same year. Section 5: Resignation and removal of School Board Members A school board member may resign at any time by giving written notice to the School Advisory Board Chairperson and/or Pastor. 21

23 Members who are absent without excuse from more than three meetings in a school year may be dismissed by the Chairperson, who, in concert with the Pastor and Principal, shall appoint a replacement for the remainder of that members term. A board member s appointment may be terminated at any time by the Pastor/President for actions that may bring discredit to the school or parish. Section 6: Officers The officers of the school advisory board shall be the Chairperson, Vice Chairperson, and Secretary. The Vice- Chairperson and Secretary may be appointed by the Chairperson or be voted on by members of the board at the May meeting. The Chairperson is appointed by the Pastor, or voted upon by the members of the board at the May meeting, with full voting rights. His/her term shall be two years from their appointment. No individual shall be eligible to serve as the Chairperson of the school board without having completed one year of service on the board. Duties shall be: Chairperson: The Chairperson shall preside over all regular and special meetings of the school advisory board and prepare the school board agenda in concert with the Principal. The Chairperson shall have the authority to assign additional duties and responsibilities to individual members, including appointments to committees. Vice Chairperson: in the absence of the Chairperson, the Vice Chairperson shall perform all duties of the Chairperson. He/She shall assist the Chairperson in managing the activities of the board. Secretary: the Secretary shall be responsible for keeping accurate minutes, appointments of all committees, and attendance related to school board Section 7: Meetings Location: The council shall meet at Anywhere Catholic School or at another location as determined by the Chairperson, Pastor, or Principal Frequency: The council shall meet on the third Thursday of the months of August, September, October, November, January, February, March, April and May of each year (Time of meetings, be specific). The August meeting may be an organizational meeting specifically to review the goals and pressing matters to the Advisory Board as determined by the Pastor, Principal or Chairperson. Meetings may be cancelled, or a special meeting may be called, at the discretion of the Chairperson, following consultation with the Pastor and/or Principal. Agenda: The agenda shall be set and distributed by the Chairperson, after consultation with the Pastor and Principal. Order of Business: 22

24 Meetings shall include the following items of business, as well as any others as determined by the Chairperson: a. Call to order b. Prayer c. Approval of minutes d. Old business e. Committee reports f. New business g. Call for adjournment Quorum: A Quorum will be needed for approval of policy or where a vote is necessary. A majority of the voting members of the board shall constitute a quorum. Voting shall normally be conducted by a show of hands or simple voice. However, voting may be taken by secret ballot if a board member so requests and if the suggestion is approved by a 2/3 vote of present Board members. Public Address: Advisory Board Meetings are closed sessions. However, should a member of the parish or school community wish to address the board, written notice must be provided in advance to the Chairperson, who, after consultation with the Pastor/President, may allow for a brief presentation to be made at the beginning of a regular meeting. If it is deemed appropriate by the Pastor, the Chairperson may call a special session with a full or partial board to hear the matter. Section 8: Committees Standing Committees: The Board shall function through committees. Each committee shall have a board member, or a designee as appointed by the principal, as its chair. Standing committees may include a. Long range planning b. Facilities/maintenance c. Budget and Finance d. Safety 23

25 e. Technology f. Marketing Ad Hoc Committees: The Chairperson, at his or her discretion, may establish such committees according to the needs and requirements of the board. Section 9: Review of Bylaws & Amendments Review: The Board shall regularly review the Bylaws and policies of the School Advisory Board. Amendments: These Bylaws may be amended at any regular meeting by a simple majority vote of the full Board, provided that any such Amendment is submitted in writing to all members prior to the meeting. Amendments shall be subject to ratification by the Pastor. Section 10: Adoption: These Bylaws and any amendments shall become effective upon the date of the adoption, unless otherwise noted. 24

26 Adopted by: Name: School Advisory Board Chairperson Name: School Advisory Board Vice-chairperson Name: School Advisory Board Secretary Name: School Advisory Board Member Name: School Advisory Board Member Name: School Advisory Board Member Name PTO President Name: Faculty Representative Name: Principal of Anywhere Catholic School Ratified By: Name: Pastor of Anywhere Catholic School These bylaws have been adopted by the Anywhere Catholic School Advisory Board members and ratified by the Pastor of Anywhere Catholic Parish on this day of in the year. 25

27 APPENDIX II Sample Strategic Long-Range Plan Sample Strategic Long Range Plan Committee Report Form Sample Committee Report Form Sample Meeting Agenda Sample Guidelines for Conducting School Advisory Board Meeting Sample Information Sheet for Prospective Advisory Board Members Sample New Advisory Board Member Expectation Form 26

28 School long-range plans may have multiple goals. The following are samples (A-D) of four goals with accompanying action step examples. SAMPLE STRATEGIC LONG-RANGE PLAN FOR ANYWHERE CATHOLIC SCHOOL Goal A: Increase awareness and importance about Catholic education at Anywhere Catholic School to parishioners and the broader public sector Outcomes: Action Steps Resources Dates Persons Resp. A.1. Continue and enhance the Marketing Committee which, among other areas, emphasizes and markets the school s Catholic identity within the context of faith and community. A.2. Continue to develop promotional materials: such as, brochures, DVD s, etc. about the school. A.3. Recognize and market achievements through the parish bulletins, from the pulpit, and the school website. A.4. Market the dedication and expertise of the faculty and staff through biographies in the parish bulletins and the website. A.5. Provide a sufficient formal budget to market the school. A.1. A.2. A.3. 27

29 A.4. A5. SAMPLE STRATEGIC LONG-RANGE PLAN FOR ANYWHERE CATHOLIC SCHOOL Goal B: Cultivate community resources Action Steps Resources Dates Persons Resp. B.1. Develop partnerships with local educational institutions to provide learning opportunities. B.2. Develop partnerships with civic and business communities to provide support for the students educational experiences. Outcomes: B.1. B.2. 28

30 SAMPLE STRATEGIC LONG-RANGE PLAN FOR ANYWHERE CATHOLIC SCHOOL Goal C: Ensure a safe environment for students and faculty Action Steps Resources Dates Persons Resp. C.1. Form a committee of school and parish stakeholders with an expertise in safety and security to evaluate facilities and develop a safety plan C.2. Establish system for tracking safety incidents to enable better analysis for improvement C.3. Publicize safety and security updates to the school through school and parish bulletins. Outcomes: 29

31 C.1. C.2. C.3. SAMPLE STRATEGIC LONG-RANGE PLAN FOR ANYWHERE CATHOLIC SCHOOL Goal D: Create a plan to study the feasibility of constructing a new gymnasium and multi-purpose playground space. Action Steps Resources Dates Persons Resp. D.1. Review previous feasibility study and develop a committee and timeline for new construction. D.2. Identify space or location of existing property that would be suitable for use as a gymnasium/playground. D.3. Develop and implement a public relation/capital campaign to find and cultivate donors. 30

32 D.4. Coordinate with other churches and organizations in the immediate area for joint initiative/ownership/use of playground in area. Outcomes: D.1. D.2. D.3. D.4. SAMPLE STRATEGIC LONG RANGE PLAN COMMITTEE REPORT FORM Committee: Date of Committee Meeting: Members Present: Strategic Plan Consulted 31

33 Yes No Strategic Plan Objectives Addressed: Comments: Submitted by: Actions Discussion Responsible Party Status 32

34 SAMPLE COMMITTEE REPORT FORM Name of School: Title of Committee: Date Report Presented: Committee Members Present: Committee Members Absent: State Goal: Summary of Committee s Actions: Recommendations: 33

35 Actions Required by Board: SAMPLE ADVISORY BOARD MEETING AGENDA Meetings should include all of the following items of business, as well as any others as determined by the Chairperson. -- (Name of School) Advisory Board Meeting Date: Time: Place: In attendance: These are all the members who were present for the meeting, and those who were absent. a. Call to order b. Prayer c. Approval of minutes d. Old business e. Committee reports f. New business g. Call for adjournment 34

36 SAMPLE GUIDELINES FOR CONDUCTING A SCHOOL ADVISORY BOARD MEETING Guidelines are defined within the written bylaws of the School Advisory Board. 1. PROCEDURES a. Meeting Location & Frequency-Be specific as to days, months and times, such as the following: School Advisory Board meetings should take place quarterly throughout the academic year, or as needed. The Chair should communicate any additional dates for meetings. Be specific as to days, months, and times. [i.e., meeting location, dates, and agendas should be sent out prior to each meeting] b. Quorum: This is a simple majority of voting members of the School Board. c. Agenda: The Chair in concert with the principal determines the agenda and order of business. d. Timeframe: The Board meeting is held during the school s academic calendar. 35

37 2. RULES OF ORDER a. Consensus-building: Agenda items presented to the Board are open for discussion by members. All members should have an opportunity to express their opinions during this deliberation process. Members should try to reach consensus on agenda items. The chair will call for a vote. Members may vote or abstain from voting. A simple majority, or consensus on an agenda item, shall be reported in the meeting minutes. 3. CONFLICT OF INTEREST a. To Vote or Not to Vote: When a Board member has a conflict of interest, or there is an appearance of a conflict of interest on an agenda item, that member is not allowed to cast a vote on the issue. If there is a question of a conflict of interest, the Board Chair will hear the concerns and have the authority to decide whether that member will be permitted to vote on the issue. SAMPLE INFORMATION SHEET FOR PROSPECTIVE ADVISORY BOARD MEMBERS You have been recommended to us as one who is interested in Catholic Education and would consider serving and contributing on our School Advisory Board of Education. The following is information about the board and its mission. Catholic Education The Diocese of St. Augustine has 24 Elementary Schools, 1 Special Education School, and 4 High Schools. There are more than 10,000 students attending these schools in our diocese. Anywhere Catholic School has an enrollment of 600 students in grades Pre-Kindergarten 4 to 8 th Grade. Anywhere Catholic School Advisory Board 36

38 The Anywhere Catholic School Advisory Board assists the Pastor and the Principal in helping our school provide a quality Catholic education to our students. It consists of 7 members who contribute their time and talents to this endeavor. Each member serves for a 3-year term. Put in specific times when board meets, such as the following: The Board meets 6 or 7 times a year at Anywhere Catholic School; usually on the 2 nd Tuesday of the month at 6:00 p.m. for a little over an hour. The Anywhere School Advisory Board has five standing committees: Finance, Communication, Technology, Marketing and Facilities. We would like to know more about you! Information from Prospective Members Please take a few minutes to provide us a short narrative about you. Information about your family if married, your spouse s name and the number of children or grandchildren you might have. Have any attended or are attending Catholic school? The name of your parish, and your involvement in any parish activities. Any involvement you might have had or currently have in Catholic education. Any other community involvement you might have that is not shown in your narrative. Any talents or skills you might have that would contribute to the Board s standing committees. The Board thanks you ahead of time for this information. Your information will be shared with the Pastor/ President. Thank you for your interest in the Anywhere School Advisory Board. SAMPLE DIOCESE OF ST. AUGUSTINE (NAME OF SCHOOL) NEW ADVISORY BOARD MEMBER EXPECTATIONS Board Member Expectations Thank you for your interest in the (Name of School) Advisory Board. As a working Board, each Board Member commits to supporting the school in the ways that help us stay strong, viable and continue to meet our mission, (Insert your school s mission statement). 37