Altar and Rosary Society’s By-Laws

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BY-LAWS
ALTAR AND ROSARY SOCIETY OF ST. PATRICK’S
ST. PATRICK’S CATHOLIC CHURCH
COUNCIL BLUFFS, IOWA

rev. 5/8/2018

 

Article 1: NAME: The organization shall be known as Altar and Rosary Society of St. Patrick’s

Article 2: PATRONESS The patroness shall be the Blessed Virgin Mary, Our Lady of Good Counsel

Article 3: MISSION The mission of the Altar and Rosary Society (ARS) of St. Patrick’s is to enhance the spiritual growth of the parishioners by demonstrating care of the altar and the church environment and by promoting the praying of the rosary.

Article 4: MEMBERSHIP

A. ELIGIBILITY:

1. Membership is open to all females of St. Patrick’s parish over the age of 16.
2. Women over 80 years of age are honorary members and are no longer required to pay dues.
3. Attendance at monthly meetings is encouraged to be a member in good standing.

B. YEAR: The membership year begins in September and ends in August.

C. BENEFITS OF MEMBERSHIP:

1. Members have the right to nominate themselves or others for a position on the Governing Board.
2. Each member has one vote when business is transacted.
3. All members are encouraged to take a role on the Governing Board at some time.
4. A Mass will be said in the memory of each woman of the parish on or near her birthday following her death.
5. A Rosary will be said by the membership for each women of the parish at the ARS meeting following her death.

D. DUES

1. Dues are $20 per household.
2. Dues are payable to the Finance Chair in the fall of each year.
3. Dues are payable at the time someone joins.
4. Dues are used to pay for the activities that support the organization.
5. No one will be denied membership due to financial hardship.

E. AFFILIATIONS: The Society will continue to affiliate with the Diocesan Council of Catholic Women (DCCW) and the National Council of Catholic Women (NCCW).

Article 5: MEETINGS

A. FREQUENCY: Monthly general meetings are to be held September through May, excluding the month of December. The Governing Board will determine the date and time of the meetings for the current year; this calendar will be published and posted on the website and other social media.

B. VOTING: To transact business, there shall be a simple majority of voting members present at a regular or special meeting, including at least two officers and two chairpersons.

Article 6: GOVERNING BOARD MEMBERS AND DUTIES

A. The Governing Board and their associated duties are as follows:

1. Officers:

a. The PRESIDENT-

● Officiates at monthly business meetings, governing board meetings, and any special meetings;
● Prepares the agendas for all meetings
● Is the Chair of the Nominating Committee for the upcoming Governing Board, as her term as President comes to an end
● Is the spokesperson for the organization
● Promotes to the position of Immediate Past President when her one-year term ends

b. The VICE PRESIDENT/PROGRAM CHAIR

● Officiates at meetings in the absence of the President;
● Chairs the Program Committee, which arranges for speakers and events and creates a Society calendar of meetings and events for the year.
● Promotes to the President for the next term when her one-year term ends, or should the President become incapacitated or resigns

c. The SECRETARY

● Records the minutes of all meetings and publishes the minutes in print and on the Society portion of the Parish website
● Serves as corresponding secretary
● Serves for a one-year term

d. The IMMEDIATE PAST PRESIDENT-

● Serves as an advisor to the Board for a one-year term
● Supervises the election of officers and chairpersons and the discernment process for selecting specific positions on the Governing Board
● Conducts the Installation Ceremony for the new governing board in May

2. Chairpersons (each has a one-year term)

a. FINANCE CHAIR/MEMBERSHIP

● Documents expenditures and requests payments from the Church Business Manager
● Prepares a budget for the upcoming year and gains approval from the Governing Board and the Church Business Manager
● In coordination with the Church Business Manager, prepares monthly financial reports with income/expenditures and at least quarterly a comparison of actual vs. budget.
● Chairs the Membership committee, which is responsible for collecting the dues, growing the membership and maintaining a current list of active members and member information (phone numbers, e-mail addresses, birthdates, etc.)
● Documents and maintains procedures for approval of expenditures; obtains approval of procedures by Governing Board members.

b. HOSPITALITY CHAIR

● Serves as hostess for monthly meetings and special Society events.
● Chairs the Hospitality Committee, which is responsible for acquiring refreshments for the meetings and welcoming program speakers.

c. PUBLICITY/PUBLIC RELATIONS CHAIR

● Communicates and promotes the Society and its meetings, activities and events through various channels.
● Chairs the Publicity/Public Relations Committee, which is responsible for maintaining the Society portion of the parish website; publicizing the upcoming meetings, speakers, and events in the bulletin and on the website and by other means, as appropriate; and assists the secretary with publishing the minutes of all meetings.
● Takes photos of Society events and maintains historical records of the Society.
● Documents and maintains a procedure for Communications and Publicity/Public Relations and obtains approval by Governing Board members.

d. ROSARY CHAIR

● Chairs the Rosary Committee, which is responsible for leading the Rosary prior to all meetings and the innovative promotion of the praying of the rosary to the parish community.
● Provides educational programs, especially during October, which is Rosary Month, and May, the Month devoted to Mothers and especially Mary.
● Organizes and promotes an annual Rosary Rally in October.
● Supervises and promotes May Crowning.
● Arranges for the Masses to be said in honor of each deceased woman of the parish on or near her birthday following her death.

e. ALTAR CHAIR

● Chairs the Altar Committee, which is responsible:

o to care for the altar linens, vessels, and candles;
o to provide an attractive decor for the altar and the church;
o to maintain the vestments and altar servers’ garments.

● Receives advice/training from Pastor and prior Altar Chairs

3. SPIRITUAL DIRECTOR

▪ He will be the pastor or a deacon who is appointed by the pastor.
▪ He may attend Governing Board meetings and Society meetings.
▪ The Spiritual Director has one vote.
▪ His term is ongoing until reappointment by the pastor.

B. The Governing Board will be selected by a combination of an election (voting) and a discernment process.

1. ELECTION PROCESS

a. In January of each year, nominating committee, chaired by the current President, will be appointed to acquire candidates for the upcoming Governing Board. Any member may nominate herself or make a nomination to the nominating committee.
b. In February, the Nominating Committee will present the slate of candidates to the Governing Board for approval.
c. In March, the candidates will be presented to the Society at their regular meeting.
d. After presentation at the March regular meeting, the election will take place among the members and the Governing Board members will be announced.

● The Immediate Past President will preside over the election process to determine the most efficient method of voting, so every member has the opportunity to vote.
● The ballot will identify the candidates and the number of selections to make.

2. DISCERNMENT PROCESS
In late April, the Immediate Past President will facilitate a discernment process, including prayer, reflection, and discussion to discern which role is most suitable for each member of the upcoming Governing Board. In the event of a vacancy or indecisions, the President, Vice President, and Immediate Past President will make an appointment based on their assessment and the election results.

● NOTE: Officers may not serve consecutive terms in the same office.
● A Chairperson can only serve in the same position two consecutive terms.

3. INSTALLATION
The Immediate Past President will conduct the installation of the incoming Governing Board members at the regular May meeting.

● The Past President will honor and give recognition and appreciation to the outgoing board members.
● The Spiritual Director or his appointee will honor the Past President for her Leadership.

Article 7: AMENDING THE BY-LAWS
The By-Laws may be amended by a simple majority of the members present at either a regular or special meeting. A notice of such meeting must be made at least one month prior to the meeting in which the By-law changes will be voted upon. It will be announced in the bulletin and in the Society portion of the parish website. The intended By-Law changes must be stated in writing in the announcements.

Article 8: Robert’s Rules of Order, Newly Revised shall be the authority of parliamentary procedures. A Parliamentarian may be appointed by the president, if requested by one or more Society members.