GAP - Guardian Angels Parents

By-Laws for Guardian Angels Parents (GAP)

 

ARTICLE 1 - NAME
The name of the organization shall be Guardian Angels Parents (GAP) of Guardian Angels Parish.  

ARTICLE 2 - OBJECTIVE

1.  To advance the welfare of the school children of this parish through a coordinated effort of the parents.
2.  To assist in funding items or events which would otherwise not be provided.
3.  To foster a Christian family atmosphere through adult and family social activities.

ARTICLE 3- POLICIES  

1.  This Group is organized and operated with the consent of the Pastor of the Parish and shall be under his jurisdiction or one delegated by him.
2.  The program of this Group shall be educational and social and shall be implemented through meetings and committees.

ARTICLE 4- ELIGIBILITY  

1.  All parents, or those who act as parents, of students attending the Parish Education Programs.
2.  Pastor of the Parish, his Associates, and the Principal of the School
3.  Members of the Parish interested in advancing the objectives of the Group.

ARTICLE 5- EXECUTIVE BOARD  

1.  The Officers shall be: President, President-Elect, Secretary, Treasurer.
2.  The President shall preside at all General Meetings, call the Executive Board into session, and be responsible for all activities of the organization
3.  The President-Elect, in the absence of the President, shall perform all the duties of the President and shall succeed to the presidency at the conclusion of one year in this office.
4. The Secretary shall keep the minutes of all General Meetings of the Group, notify the membership of the time and place of meetings, to carry on such correspondence as is necessary for the orderly functioning of Group business.
5. The treasurer shall receive monies of the Group, keep an accurate record of these, and shall be responsible for payment of all bills upon order of the President.

The term of office of the President and President-Elect will be for one year. The terms of the Secretary and Treasurer are for one year, with the right of re-election, to serve no more than two consecutive terms.

These persons shall:
a. Prepare agenda for meetings
b. Hear reports of Standing Committees
c. Transact necessary business between meetings
d. Review plans of work of Standing Committees.
6.
 At the request of the GA Principal, the Executive Board may approve a reasonalbe and appropriate amount for a GAP function  when a general meeting vote cannot be held prior to the event.

ARTICLE 6- NOMINTIONS AND ELECTIONS  

1.  Any person wishing to fill office or persons wishing to nominate persons for office must submit said name to the President-Elect by the January general meeting to be presented to the membership for election.
2.  All newly elected officers take office at the conclusion of old business at the February meeting.
3.  Elected officers shall preside from February to February.

ARTICLE 7- COMMITTEES  

1.  The Standing Committees shall be: any committees operating under the current school year.
2.  Special committees may be appointed by the President
3.  The chairperson of all Committees shall report their plans and recommendations to the elected members of the Executive Board, and if approved, report them to the General Membership, as set in the GAP Committee Chairperson Guidelines attached.
   

ARTICLE 8- MEETINGS  

1.  The Group will meet monthly, at a time set by the Executive Board.
2.  Meetings of the Executive Board should be held prior to each General Meeting or at the call of the President
3.  General Meetings are open to all members of GAP
4. All General Meetings will be held at the Guardian Angels School; and , Board Meetings will be held at the discretion of the Board Members.

ARTICLE 9- ORDER OF BUSINESS  

1.  Call to Order
2.  Opening Prayer
3.  Welcome of New Members
4. Approval of Minutes
5. Treasurer's Report
6. Report of Committees
Committee reports shall be a progress report as to how the committee stands at the present time.  Any committee meeting may be held at the discretion of the committee head.
7. Program - Information
8. Old Business
9. New Business
10. Principal's Report
11.. Adjournment

ARTICLE 10- AMENDMENTS
Any amendments contrary to these By-Laws are to be drawn up by the Executive Board, and submitted to the membership for voice  vote.

 

ARTICLE 11- ATTACHMENTS
Attachment A: Committee Chairmen Guidelines / Treasurer's Guidelines

 

COMMITTEE CHAIRMEN GUIDELINES
Following are a few items we would like you to follow when running your particular program.  Hopefully, by doing these procedures, it will make it easier for all the people who have volunteered their services or who will be taking over after you.    

1.  Please plan on attending the GAP meetings, or send a representative of your project, once planning starts and continuing until the meeting following your event, to keep the members informed.
2.  Please pay close attention to last year's budget for your event.  Any increases or additions must be presented for the board for approval
3.  Please make sure that you call all the people who have signed up to help on your particular program.  Even if you have too many helpers please call everyone and explain to them that you will not be needing their services since so many people have volunteered to help.  You may choose to eliminate phone calls by stating very clearly on your sign up flyer that you will not be calling and volunteers should just show up.
4. All janitorial services, including setting up tables and chairs must be made in writing to the Principal, two weeks prior to the event.
5. Please make sure that on the day of your program is to be run that you or your co-leader or representative greet all the volunteers and introduce yourselves.  Please provide name tags so that everyone will feel more comfortable, especially if this is their first time working with GAP.  A sign-up sheet is also necessary.
6. After your particular program has been held, please hand in a written report including subcommittee reports to the GAP President explaining how and when all the details were handled.  Make sure it includes all the phone calls that were made (to whom and when you make them and the phone number).
7. You must submit a list of all volunteers that will be published in the GAP News.  Give a short paragraph concerning how the program went (ex: the children enjoyed it, it was very successful) to the President for the news.  All subcommittee heads are responsible for their list of volunteers as well.
8.
 All event funds are to be verified by two committee people, including the chair, with signatures submitted attesting the correct amount.
9.
 All event funds are to be reconciled to the attendee count
10.
 Every event shall have one person designated as the financially responsible person prior to the event or requesition of funds from the Treasurer

 

GAP TREASUERE GUIDELINES    

1.  A receipt is needed for every expenditure, whether paid by cash, check or credit card.
2.  Requests for checks or the cash box must be communicated to the Treasurer at least one week before required.  When a cash box is required, a check will be issued for the amount of change required.  It is the event coordinator's responsibility to obtain the correct change.
3.  Expenditures must be authorized before any funds are disbursed.
4. No overruns are authorized.  Overruns must be brought before the GAP group and authorized before payment.
5. All supplies, goods, and merchandise must be received in full before payment will be made.
6. Other than incidental payments no cash monies over $200 will be paid to anyone or any organization
7. All receipts should be deposited immediately in the GAP bank account, either by the Treasurer, President or chairperson of the event.
8. All bills paid on behalf of the school should be approved by the Principal.
9. Each year prior to finalization of the Budget, the Principal should provide list of items needed by the school.  These items will then be considered for the Budget.
10.
 GAP accounts shall be two party accounts.  Signatures shall include the President, President-Elect, Treasurer, Principal, and Pastor
11.
 An accounting of all checks including check number, date, payee and amount, shall be presented at GAP meetings for all  checks written since the last report.
12.
 GAP Bank statements will be presented at GAP meetings for the previous reporting period
13.
 GAP year end financials will be presented at the first GAP meeting after the closing of the financial year


UPDATES
18SE2002
 Article  5 Item 6 added.
18SE2002
 Committee Chairmen Guidelines - Items 8, 9, and 10 added
18SE2002
 GAP Treasurer Guidelines - Items 10, 11, 12, and 13 added
   

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