ARCHDIOCESAN COMMISSION
ON EDUCATION
CONSTITUTION
And
BY-LAWS
Revised July, 2011
CONTENTS
Page
ARTICLE IName 3
ARTICLE IIAuthority 3
ARTICLEIIICompetency 3
ARTICLE IVFunction and Structure 3
ARTICLE VMembership 4
ARTICLE VIMeetings 6
ARTICLEVIIQuorum 8
ARTICLE VIIIVoting 8
ARTICLE IXForms of Meetings 8
ARTICLE XAgenda 8
ARTICLE XICommittees 9
ARTICLE XIIRegional Commissions on Education 9
ARTICLE XIIIMinutes 9
ARTICLEXIVParticipation by Non-members 9
ARTICLE XVParliamentary Authority 10
ARTICLE XVIAmendments 10
ARTICLEI – Name
This Constitution and By-Laws sets forth the clauses governing the activities of an organization to be known as the “Archdiocesan Commission on Education” (ACOE).
ARTICLE II – Authority
Its authority derives first from the 1971 Synod through its Document on Education which was promulgated in October, 1974, and secondly from the Post-Synodal Task Force’s Document on Education Structure and Competency which was promulgated in June of 1976, and presupposes all the general Catholic educational philosophy contained in those documents. Like all commissions and committees of the Archdiocese, the Archdiocesan Commission on Education is fully subject to the Authority of the Archbishop.
ARTICLEIII – Competency
The Archdiocesan Commission on Education is the chief advisory body for Catholic education under the authority of the Archbishop
The ACOEshall advise the Archdiocesan leadership regarding Catholic education in its many forms, including Catholic schools, parish religious education programs, adult faith formation, and other religious/catechetical programs which are under the jurisdiction of the Archbishop.
ARTICLE IV- Function and Structure
It is the Commission’s duty to respond to the educational needs and concerns of the Archdiocese.
The Archdiocesan Commission on Education is comprised of two secondary bodies: The Archdiocesan Catholic School Council (ACSC) and the Archdiocesan Religious Education Council (AREC). Although each Council shall meet separately, time shall be allotted for the entire ACOE membership to meet with regularity (see Article VI).
The ACSC shall advise the Archbishop, the Director of Educational Services, and the Superintendent of Catholic Schools on the effectiveness, viability, policies, and governance of the Catholic schools and the Catholic Schools Office. The ACSC shall provide feedback on the effectiveness of the overall vision for Catholic school education in the Archdiocese.
The AREC shall advise the Archbishop, the Director of Educational Services and the Director of the Office of Evangelization and Catechesis on the effectiveness, viability, policies, and governance of parish religious education programs, adult catechetical programs, sacramental preparation programs, and evangelization efforts. The AREC shall provide feedback on the effectiveness of the overall vision for Catechetical and Evangelical programs in the Archdiocese.
ARTICLE V – Membership
1.)Qualifications
Commission members shall be selected chiefly on the basis of their qualifications and their interest in Archdiocesan education programs. Due consideration shall be given to proper representation of minorities and young people. In view of their leadership role in the Christian community, members of the Archdiocesan Commission onEducation shall avail themselves of training programs designed for their benefit.
2.) Elected and Appointed Members
There will be 20 voting members of the ACOE. 10 of these individual shall also be part of the ACSC and 10 individuals shall also be members of the AREC. All ACOE members should be members of either the ASCS or the AREC, although individuals may not be members of both bodies simultaneously (with the exception of the Director of Educational Services). The membership shall be allotted as follows:
- ACSC Members:
The membership of the ACSC shall be comprised of five “Elected Members” and five “Appointed Members”.
i.Elected Members are individuals who are elected by an organization within the Archdiocese. Elected members shall only be eligible to serve on the ACSC as long as they remain members of their sponsoring organization (see Article V, Section4). Elected members shall be elected according to the existing policies of each body. One elected member shall be provided from each of the following organizations:
1.The Cincinnati Area Commission on Education (CACE)
2.The Dayton Area Commission on Education (DACE)
3.The Northern Area Commission on Education (NACE)
4.The Archdiocesan Presbyteral Council. This member should also be the pastor of a parish associated with a school.
5.The Archdiocesan Business Managers Association. This member should be a school business manager or the business manager of a parish associated with a school.
- Appointed Members are individuals appointed directly by the Archbishop. Appointed members shall only be eligible to serve as long as they remain a member of their representative group. Appointed members shall be drawn from the following groups:
1.A current parent of a school in the Archdiocese.
2.A current member of a school board or commission of a school in the Archdiocese.
3.A graduate of a school in the Archdiocese.
4.A member of a religious order, preferably a Catholic school graduate, board member, and/or former teacher/employee.
5.A current principal or president of a school in the Archdiocese.
- AREC Members:
The membership of the AREC shall be comprised of four “Elected Members” and six “Appointed Members”.
i.Elected Members are individuals who are elected by an organization within the Archdiocese. Elected members shall only be eligible to serve on the AREC as long as they remain members of their sponsoring organization (see Article V, Section4). Elected members shall be elected according to the existing policies of each body. One elected member shall be provided from each of the following organizations:
1.The Cincinnati Area Commission on Education (CACE)
2.The Dayton Area Commission on Education (DACE)
3.The Northern Area Commission on Education (NACE)
4.The Archdiocesan Presbyteral Council. This member should also be the pastor of a parish with a religious education program.
- Appointed Members are individuals appointed directly by the Archbishop. Appointed members shall only be eligible to serve as long as they remain a member of their representative group. Appointed members shall be drawn from the following groups:
1.A current parent of a student of graduateof a parish religious education program.
2.A current member of a parish council.
3.A member of a religious order, preferably with a connection to a religious education program as a current or former teacher, DRE, etc.
4.A faculty member or administrator from the Athenaeum of Ohio.
5.Two (2)catechetically certified DRE’s, CRE’s, or ARE’s of parishes in the Archdiocese that reflect the diversity of the populations that we serve.
3.Administrative Officers
The Archbishop, Director of Educational Services, Superintendent of Catholic Schools, and Director of the Office of Evangelization and Catechesis (OEC) shall serve as ex officio non-voting members of the ACOE. The Director of Educational Services shall serve as the Chairperson of the ACOE.
The Superintendent of Catholic Schools shall serve as the chairperson and ex officio member of the ACSC. The Director of the OEC shall serve as the chairperson and ex officio of the AREC. The Director of Educational Services shall serve as an ex officio member of both bodies.
The Director of Educational Services may appoint a clerical employee to serve as secretary of the ACOE, ACSC, and/or AREC. This individual shall not be an official member of any of these bodies, but may attend meetings to record minutes and reference minutes of prior meetings.
4. Terms
a. Elected Members
Each elected member shall serve a term of three years, and may serve only two consecutive terms. If a member ceases membership of their local organization, a new representative shall be elected to complete the remainder of the term according to the determined procedures of that organization.
- Appointed Members
Appointed members shall serve a term of three years or at the discretion of the Archbishop, and will serve no more than two consecutive terms. An appointed member may no longer serve if they are not able to represent their designated group due to a change in status (i.e. if the appointed school parent on the ACSC withdraws their child from a Catholic school, they will no longer beeligible to serve on the ACSC or ACOE). If a change in an elected member’s status prevents them from serving, the Archbishop shall appoint an individual to serve for the remainder of the term. This individual should represent the same designated group as their predecessor.
5.Absences
Any member of the Commission absent without explanation from three consecutive meetings shall lose membership.
6.Vacancies
Vacancies on the Commission shall be filled by the original source of membership for the remainder of the term.
ARTICLE VI – Meetings
1. Types
a. Regular
Regular meetings are to be scheduled to conduct the business of the Commission as set forth in ArticleIV.
Regular meetings shall be open to the public at the discretion of the Chairperson.
- Special
Special meetings are to be convened to deal with any urgent matter which cannot be delayed until the time of the next regular meeting. Only the Chairperson may convene, but anyone may request, a special meeting.
c. Executive Sessions
Executive sessions shall be called at the discretion of the Chairperson whenever discussions will involve personalities or bear on an action not appropriate for the public notice until more fully developed.
Action taken in a confidential session must be ratified by vote in a public meeting.
2.Time and Place
a.Regular
Regular meetings of the Commission shall be held at least fivetimes per year.
In general, meetings will be held at BishopFenwickHigh School, but other sites may be designated by the Chairperson in keeping with the wishes of a majority of the Commission.
b.Special
The time and place for special meetings shall be designated by the Chairperson in keeping with the wishes of a majority of the Commission and as dictated by the circumstances requiring such meeting.
c.Executive Sessions
The time and place for executive sessions shall be designated by the Chairperson in keeping with the wishes of a majority of the Commission and as dictated by the circumstances requiring such session.
3.Notification
At least one week in advance of the date of a regular meeting, the Chairperson shall direct a written notification of the time and place of the meeting to each Commission member, along with the agenda for the meeting, together with whatever documentation is available at the time of mailing.
Notification of the first regular meeting of the academic year shall include a schedule showing the dates for all regular meetings to be held during that academic year.
Notification of the date, hour, and place of special meetings and of executive sessions will be given to members by the Chairperson when and in the manner dictated by the circumstances requiring such meetings.
ARTICLEVII – Quorum
A majority of the members (i.e. at least 11 voting members) is necessary for the transaction of business at ACOE meetings. A majority of members (i.e. at least 6 voting members) is necessary for the transaction of business at ACSC and AREC meetings.
ARTICLE VIII –Voting
A majority vote of those present shall be sufficient for any decision except as specified in ArticleXVI. At the Chairperson’s discretion, voting may be delayed in order to achieve greater representation. Votes may be written or voice, by a show of hands, or by a secret ballot, as determined by the Chairperson.
ARTICLE IX –Forms of Meetings
1. Regular Meetings
The format of regular meetings shall consist of the following:
a. A meeting of the ACSC. This meeting shall include reports and agenda items related specifically to the Catholic Schools of the Archdiocese.
b. A meeting of the entire membership of the ACOE. This meeting shall consist of reports and agenda items that are related to the state of religious education (in all forms) across the Archdiocese.
c. A meeting of the AREC. This meeting shall include reports and agenda items related specifically to parish Religious Education programs, Adult Faith Formation programs, and other programs supported by the OEC.
2.Special Meetings
Special meetings may be convened of the ACOE, the ACSC, and/or the AREC. The order of business for special meetings shall be determined by the Chairperson of the appropriate organization.
3.Executive Sessions
Executive Sessions may be convened for the ACOE, the ASCS, and/or the AREC. The order of business for executive sessions shall be determined by the Chairperson of the appropriate organization.
ARTICLE X – Agenda
1.Responsibility
The Chairperson, with the advice and co-operation of the administrative officers, shall prepare the agenda for all ACOE meetings. Likewise, the Chairpersons of the ACSC and the AREC shall prepare the agendas of these organizations.
2.Proposal of Items
Individual Commission members desiring an item to be included on the agenda shall notify the Chairperson of the ACOE, ACSC, or AREC at least one week in advance of the regular meetings. Such items will be placed on the agenda at the Chairperson’s discretion, and may be deferred to a later meeting if there is not time for sufficient preparation.
ARTICLE XI – Committees
Committees, chairperson and members, are to be appointed at the discretion of the Chairperson. Committees may be formed in association to the ACOE, ACSC, and/or AREC.
ARTICLE XII – RegionalCommissions on Education
- Purpose and Function
Three RegionalCommissions on Education shall be established to support educational programs in the Archdiocese. These Commissions shall exist to provide insight and advice on specific issues, generally of a regional nature, as designated by the Director of Educational Services. These issues shall include (but not be limited to) the following: Openings of new Catholic schools, Closures/Consolidations of Catholic schools, changes in school locations, innovative or unusual education programs, etc.
Area Commissions on Education are represented on the ACOE as per Article V, Section 2.
- Forms
The three Regional Commissions on Education shall be established as follows:
- Cincinnati Area Commission on Education (CACE)
- Dayton Area Commission on Education (DACE)
- Northern Area Commission on Education (NACE)
Each commission shall correspond to Catholic schools and religious education programs in their designated areas, as established by the Department of Education.
- Governance
Each area commission shall establish bylaws to govern their local organization. These bylaws shall be approved by the Archbishop.
ARTICLE XIII – Minutes
The Chairperson shall arrange for accurate transcriptions of all proceedings by appointing a secretary who may utilize recording devices (see Article V, Section 3). All minutes are to be kept in the office of the Director of Educational Services.
ARTICLEXIV - Participation by Non-members
1. By Written Communication
Non-members may present their views to the ACOE, ACSC, and/or the ARECby letters addressed to the Chairperson of the appropriate organization.
2. By Personal Appearance
Upon request, non-members may address questions or concerns to the ACOE, the ACSC, and/or the AREC. Permission must be granted by the Chairperson of the appropriate organization prior to the start of the meeting. In granting such permission, the Chairperson will specify the length of time to be allotted for the presentation.
ARTICLE XV – Parliamentary Authority
Robert’s Rules of Order shall govern the ACOE in all applicable cases and when not in conflict with these Bylaws.
ARTICLE XVI – Amendments
This Constitution and By-Laws may be amended by a vote of at least fourteenmembers of the ACOE. All amendments must be further ratified by the Archbishop.
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