OUR LADY OF THE LAKE
SCHOOL ADVISORY COUNCIL
CONSTITUTION AND BYLAWS
ORGANIZATION
Nature and Function
The Our lady of the lake School Advisory Council (referred to as SAC or Council) provides policy direction for program needs of the school, promotes the implementation of such policies, and ensures all policies conform to the policies established for the Catholic schools of the Archdiocese of Portland. Some of the areas that SAC is consulted include: planning, financial management, development, education, and selection of the school principal. SAC is advisory to the Pastor and to the Principal and has no governing and/or regulatory power. The Pastor enacts all school policy.
MEMBERSHIP
Composition
SAC consists of ten (10) voting members, in addition to the Pastor. the Principal, and the Vice Principal, who are ex-officio, non-voting members of the Council. The Council has an executive officer, the Principal, responsible to SAC for carrying out school policies and accountable to the Pastor and to the Department of Catholic Schools through the Archdiocesan Superintendent of Schools.
The Pastor approves the selection of all incoming members including:
Five (5) individuals nominated by SAC with expertise in finance, development, education, planning,
and/or public relations.
Three (3) parents elected by the Parent Association using voting ballots within the school community.
Two (2) parishioners (non OLL School parents) nominated by SAC for at-large positions.
Tenure of Office
Each member serves a three (3)-year term. S/he may serve an additional term as recommended by the Nominating Committee to ensure the stability of SAC. Terms of all members are staggered so that newer members can be added to the Council each year. Retiring members leave office on June 30; incoming members take office at the August meeting.
Eligibility
The Nominating Committee seeks to find incoming members who.
Understand the Catholic faith
Are committed to Catholic education & the school's philosophy Are not paid employees of the parish or the school
Can participate in meetings and committee work
Can maintain utmost integrity and confidentiality
Can deal with situations for the good of the entire school community
Selection of Members
The Nominating Committee, consisting of the Pastor, the Principal, the SAC Chairperson, and SAC members, seeks out and prepares a slate of prospective members.
Vacancies, Removal
A vacancy occurs when a member resigns, is disqualified by unexcused absences from two SAC meetings during one year, or is disqualified by an archdiocesan policy. When there are vacancies from un-expired terms or disqualification, the Pastor, after consultation with SAC, appoints new members to the Council. Any SAC member, other than an ex-officio member, who is absent without excuse from two regular meetings during one academic year (August -June), will cease to be a member.
OFFICERS
Organization
Officers include a Chairperson, an Assistant Chairperson, and a Secretary.
Election
All SAC members are eligible for any office. Officers are elected at a regular meeting, serve a one (1)-year term beginning in August, and may be re-elected for one (1) year. No officer holds the same office for more than two (2) consecutive terms.
Duties
The Chairperson presides at all regular and special meetings, executes all written communication on behalf of SAC, and performs all duties expected of this role and/or assigned by SAC. The Assistant Chairperson performs all the duties of the Chairperson when s/he is absent or unable to act.
The Secretary maintains a written record of all acts of SAC in archives at the school office; conducts, receives, and disposes of all correspondence as directed, and preserves all documents. This includes keeping the minutes of open and closed meetings and submitting copies for SAC approval. In the absence of the Chairperson and the Assistant Chairperson, the Secretary chairs SAC meetings.
The Principal, as the executive officer of SAC, participates in the deliberations of the Council, is responsible for implementing SAC policies, and has discretionary authority to make administrative decisions.
Removal
Any officer may be removed from office for cause by a vote of two-thirds (2/3) of the voting members of SAC.
COMMITTEES
Types of Committees
By resolution, SAC may form or discontinue standing committees as needed. By resolution, SAC may also form temporary committees to obtain information and may discontinue them at the completion of its task
Selection of Duties
SAC assigns the duties for both standing and/or temporary committees and determines the process for making appointments and filling vacancies. If this does not occur, then the SAC Chairperson appoints all committees.
METHODS OF OPERATION
Individual Members
SAC members have authority only when acting as a Council officially in session. SAC is not bound by any action or statement on the part of any individual member except when the Council has instructed a member to do so.
Policies and Bylaws
Any proposed new or amended policy or bylaw must be submitted in writing, read at a regular meeting, and lie over until the next regular meeting. A two-thirds (2/3) vote of SAC members is needed for its adoption as well as the approval of the Pastor and the Archbishop or designate. The Council does not adopt administrative regulations and is not to involve itself in the administration of the school.
Decision Making
SAC uses the discernment method of decision-making. When the Council cannot reach a consensus, a vote
is taken and the minutes reflect the differing positions and reasons. If disagreements arise between the
Pastor, the Principal and SAC, attempts should be made to resolve them before the Council reaches a conclusion. If a disagreement cannot be resolved, the Pastor's decision, after consultation with SAC, is binding.
MEETINGS
Schedules
SAC meets monthly at a publicly designated room. All meetings are open unless designated otherwise; there is a five (5)-day notice for regular meetings. Meetings may be changed by SAC or postponed by the Chairperson, the Pastor, or the Principal. The SAC Chairperson (or majority of voting members) may call a special meeting. All regular and special SAC meetings are held only if the Pastor and/or the Principal can attend.
Agenda
The SAC Chairperson and the Principal are responsible for preparing the agenda. Individual SAC members desiring an item to be put on the agenda notifies the Chairperson or the Principal at least ten (10) days before any regular meeting. Each member receives notice, a copy of the agenda, and supporting materials at least five (5) days before the meeting. Non-members seeking to address the Council during a regular meeting need the approval of the SAC Chairperson.
Format
The format of each regular meeting includes: opening and closing prayers, recommended actions and business, information and reports, and future business. When necessary, SAC discusses all confidential issues in executive (closed) session. SAC applies its own rules of procedure to be followed at meetings, but when such procedures are absent, Robert's Rules of Order will apply.
Quorum
For the transaction of official business, a majority of the ten (10) voting members need be present and voting with the Pastor and Principal attending. A simple majority of those present and voting shall carry the decision of SAC.
Minutes
The Secretary sends the minutes of each meeting to all SAC members, the school community, and the Archdiocese Superintendent of Catholic Schools.
Rev. June 2005