St. Edward-Epiphany Catholic School HSA Board Nomination Form (2024-2025 School Year)
The Home and School Association ("HSA") and its Board both play a critical role in the overall success of St. Edward-Epiphany Catholic School.  Each year, SEES Administration, in cooperation with the current HSA Board asks current parents to participate in the process of nominating and subsequently electing HSA Officers and/or Board members for the following school year.

Please take a moment to review the HSA Board positions (and the responsibilities that accompany each position) that will be accepting nominations for the 2024-2025 School Year.  If you would like to nominate yourself or another SEES parent that you feel would be a successful candidate for an open board position, please do so below.

HSA Board Nomination & Election Timeline (2024-2025 School Year):
(March 15, 2024) Nomination Form opens to SEES Parents
(March 29, 2024) Nomination Form closes - NO additional submissions accepted
(April 12, 2024) Ballot Form opens to SEES Parents
(April 26, 2024) Ballot Form closes - NO additional submissions accepted
(May 1, 2024) 2024-2025 HSA School Board announced to SEES Community

2024-2025 HSA Board Meeting Dates
As a voting/non-voting member of the HSA Board, attendance at ALL HSA Board Meetings is expected.  HSA Bylaws state that the HSA Board will meet monthly, on the second Tuesday of the month unless otherwise approved.  Below please find a list of meeting dates* (please note that summer meeting dates are NOT mandatory):

May 14, 2024 (Transitional Board Meeting - all current and incoming Board Members are required to attend)
June 11, 2024 (optional Board Meeting)
July 9, 2024 (optional Board Meeting)
Aug 13, 2024 (Board Meeting)
Sep 10, 2024 (Board Meeting)
Sep 18, 2024 (General HSA Meeting - all SEES parents invited to attend)
Oct 8, 2024 (Board Meeting)
Nov 12, 2024 (Board Meeting)
Dec 10, 2024 (Board Meeting)
Jan 14, 2025 (Board Meeting)
Jan 30, 2025 (General HSA Meeting & State of the School Address - all SEES parents invited to attend)
Febuary 11, 2025 (Board Meeting)
Mar 11, 2025 (Board Meeting)
Apr 8, 2025 (Board Meeting)
May 13, 2025 (Transitional Board Meeting - all current and incoming Board Members are required to attend)

*dates are subject to change in the event of inclement weather or other unforseeable events

HSA PURPOSE AND OBJECTIVE (as stipulated by Article I of the Bylaws)
The mission of the Home and School Association (“HSA”) is to further enhance the schools mission to develop compassionate, faith based leaders who will become purpose-driven problem solvers and will positively impact and inspire the world around them. This shall include:
  • Providing spiritual opportunities and fellowship that develops a strong and meaningful Christian community among school families, faculty, and administration.
  • Providing a vehicle of communication between parents and the school.
  • Planning and coordinating fund raising activities.
  • Providing interesting and informative programs relevant to the needs of the school community.
  • The membership of the HSA shall consist of each parent or legal guardian of the students (this may include additional family members as determined by the HSA Board), the faculty at St. Edward-Epiphany School, and the HSA Board members. Students shall be non-voting members.
  • The Home and School Association shall follow the established school policies and practices set forth by the School Advisory Board and by the school Principal.
Thank you for taking the time to participate in the HSA Nomination Process - if you have questions, please feel free to contact SEES Front Office at office@seeschool.com or by phone at 804.272.2881.

HSA Board President

Roles & Responsibilities:

The HSA Board President is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a one (1) year term.

The HSA Board President shall present a report of the conditions of the HSA, a statement of objectives and an agenda for the HSA for the new school year at the first General HSA Meeting of the new term.

The HSA Board President shall preside at all meetings of the HSA and its Board.

The HSA Board President shall represent the HSA as a member on the School Advisory Board and apprise the HSA Board of its activities and budget.

The HSA Board President shall appoint all special committees with the assistance of the Chair of the Board and the HSA Board Vice President.

The HSA Board President shall monitor and document attendance and send a request for resignation for any member who fails to meet the attendance requirements.

The HSA Board President shall serve as ex-officio of and resource for all event committees.

The HSA Board President shall notify all Board Members of regular and special meetings of the HSA Board.

 *
HSA Board Vice President

Roles & Responsibilities:

The HSA Board Vice President is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a one (1) year term.

The HSA Board Vice President shall perform the duties of President in the absence of that officer, and assume the role of President should the President have to step down.

Participate in planning (with the President, Chairman of the Board and School Director of Advancement) of the HSA Board.

 *
HSA Treasurer (this position is NOT currently open for nominations)

Roles & Responsibilities:

The HSA Treasurer is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a three (3) year term.

The HSA Treasurer shall maintain and reconcile a general checking account in the name of the HSA.

The HSA Treasurer shall keep accurate account of all receipts and disbursements, and obtain a financial summary from all event chairpersons.

The HSA Treasurer shall maintain control of HSA funds to include fundraising events.

The HSA Treasurer shall prepare and read a financial report at all regular meetings of the Board.

The HSA Treasurer shall prepare a summary report (after the end of his/her term of office) for the fiscal year ending June 30th with the assistance of the newly elected Treasurer (when applicable).

The HSA Treasurer shall serve as a member of the school Finance Committee, and undergo audits per Finance Committee policy.

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Recording Secretary

Roles & Responsibilities:

The Recording Secretary is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a one (1) year term.

The Recording Secretary shall keep an accurate record of all meetings of the HSA and its Board, and deliver minutes to the President for approval.

The Recording Secretary shall deliver approved minutes to Board members via email within one (1) week of the meeting date.

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Room Parent Coordinator

Roles & Responsibilities:

The Room Parent Coordinator is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a one (1) year term.

The Room Parent Coordinator shall serve as liaison between the Board and the Room Parents, including attending all HSA Board meetings, distributing Board Meeting minutes to respective grade levels within three days of receiving the minutes from the Recording Secretary.  The President and Vice President of the HSA shall be copied on this email as well.

The Room Parent Coordinator shall collaborate with grade level Room Parents on HSA events (eg. Fall Festival carnival games, Secret Santa Shop craft making, Teacher Appreciation Week, etc).

The Room Parent Coordinator shall communicate to Room Parents who have grade-specific responsibilities what their role(s) may be for the following (but not limited to) events:

First Communion Chair(s) organize celebration and Rosary making in May.

8th Grade Lunch/Dance Chair(s) organize the 8th Grade Memory Books in the Spring and the Graduation Luncheon and Dance at the end of the year.

Middle School Dance Chair(s) organize the 6th, 7th and 8th Grade Middle School Dance in September.

New/Upcoming 8th grade representative organizes the 8th/9th grade yearbook signing party to take place the first week back to school.

The Room Parent Coordinator shall serve as a grade level community builder.

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Small Fundraising Coordinator

Roles & Responsibilities:

The Small Fundraising Coordinator is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a one (1) year term.

The Small Fundraising Coordinator shall coordinate, delegate and execute school Spirit Nights and other small fundraising activities throughout the year.

The Small Fundraising Coordinator shall build and maintain relationships between the school and community businesses that participate in our small fundraising programs.

The Small Fundraising Coordinator shall encourage family involvement in small fundraising events, such as Spirit Night, AmazonSmile, etc.

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Volunteer Coordinator

Roles & Responsibilities:

The Volunteer Coordinator is a voting member of the Board, who shall be nominated and elected by its members-at-large for a minimum of a one (1) year term.

The Volunteer Coordinator shall communicate with event chairs regarding volunteer needs.

The Volunteer Coordinator shall assist with volunteer recruitment for events, as requested by event chairs or other Board members.

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Faculty Representative

The Faculty Representative is a voting member of the Board, who shall be nominated and/or appointed by the Chairman of the Board for a minimum of a one (1) year term.

The Faculty Representative shall serve as a liaison between the HSA Board and the Faculty. *
Chairman of the Board (this position is NOT currently open for nominations)

Roles & Responsibilities:

The Principal of the school shall fill the office of Chairman of the Board.

The Chairman of the Board shall have the privilege of voting as a tie-breaker.

 *
Event Chairs (non-voting members)

Event Chairs are volunteers who are nominated, invited or appointed to their leadership role by any and/or one of the following: HSA President, Chairman of the Board, School Administration, Director of Advancement.

The Event Chairs are responsible for attending all HSA meetings before, during and after their scheduled event and delivering status and budget updates to the HSA Board and/or members at-large.

HSA Events are as follows (but not limited to):
Eagles 5k & Fun Run (Homecoming)
Fall Festival
Santa Breakfast
Secret Santa Shop
First Holy Communion
8th Grade Luncheon & Events
Middle School Event(s)
Father/Daughter Dance (or event)
Mother/Son Dance (or event)
Cornhole Tournament
Sports Concessions
Teacher Appreciation (Week & Fall/Spring Luncheons)
Grandparents Luncheon

If there is a specific event that you would like to nominate yourself or someone else to chair, please use the space provided below - please note that ALL event chairs are considered to be non-voting members of the HSA Board and that attendance at all regularly scheduled meetings is expected)
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