The Constitution of
Polar Star Educational Association
Espousing excellence and worthwhile achievement
while inspiring greatness in our homes and families.
while inspiring greatness in our homes and families.
Article I – VISION
We the families of Polar Star do establish and ordain this constitution to support us as we obtain a liberal arts leadership education based on the principles in A Thomas Jefferson Education. We join together as a community to inspire our youth and adults through the practice and apprentice scholar phases. We work to instill a sense of allegiance to God, Self, and Country. Polar Star is dedicated to Christ-centered principles and respects each family’s core book. Each person has a unique mission to fulfill and Polar Star helps to develop the necessary vision, mission, skills and abilities. We believe the family is the center of learning and plays a pivotal role in the success of their youth. Polar Star exists to support parents and provide group learning environments to enhance the educational lives of their youth.
The youth mission statement will be:
I am discovering the best within me.
The great leadership I discover
in scripture, literature, and history
will become as a Polar Star to me and to others.
My attitude, actions, convictions, service and scholarship
will make a tremendous difference
in my life, my family, and my world.
Article II – FAMILY MEMBERSHIP
Membership in Polar Star is a family, not an individual, decision and commitment. Our community brings together families with like culture, common goals, shared values, and common educational philosophies. Membership is not restricted to any one religious affiliation. However, some classes include discussion of religion as history is taught through a worldview that includes Divine Providence, students learn to use their core book to find truths, and prayers are given in Jesus Christ’s name. Mentors are expected to maintain respectful discussions regarding religion and core books, but parents should determine if a mentor is right for their children. As Polar Star grows to a maximum of thirty families, we will encourage the formation of additional New Commonwealth Schools with their own Constitution and leadership.
Section 1 – Membership Qualifications: Families become members when they read and sign this Constitution. Membership is open to families with youth between the ages of 12 and 18. Youth need to be 12 by the first day of class in September and no older than turning 18 by the end of the current school year. Exceptions can be made to complete TJYC and for very mature 11 year olds who will turn 12 before January 1st. Mentors of each class should be consulted and agree to any exceptions.
Each family pays a nonrefundable, annual family registration fee. Returning families have first priority in Polar Star and the siblings of current students will be accepted first. To reserve space for the following school year, the registration fee must be paid in the spring by the date determined by the Executive Board.
Section 2 – Expectations: Membership in Polar Star comes with the following responsibilities:
- To provide a vision of our educational and organizational goals, each family should read A Thomas Jefferson Education by Oliver DeMille.
- Attend the parent meetings at the beginning, midyear and end of each year.
- Frequent communication is essential for Polar Star to run smoothly. Each family is expected to access their email often. It is your responsibility to access information and respond to requests in a timely manner.
- Members are to look for unmet needs and fulfill them. Each person’s talents are unique and each family has something to give. When we take ownership it adds to the sense of community and makes a richer environment for all.
- Dress standards – As statesmen we will dress modestly. Modest and dignified clothing includes long pants and skirts, shirts with sleeves, shirts covering the midriff, and modest necklines. All undergarments must be covered. The Executive Board will add additional guidelines as needed; see dress code below.
- Behavior and discipline standards – We expect all to be cooperative and respectful to mentors and peers. Clean and dignified language and actions are required.
- If a youth is unable to conform to these standards, it is the parent’s ultimate responsibility to take necessary action. Repeated problems may be taken to the Executive Board for resolution.
- The Association does not intend to force students to leave the association but if a student’s behavior becomes unacceptable the Teacher of the class and/or Polar Star Leader has the power to ask a student to leave temporarily or permanently. This association is not for every student. There are high expectations. Some students are not ready to meet those expectations. Parents will be sensitive to the needs of their student(s) and considerate of the other students in the group.
Section 3 – Fees and Expenses: Fees will be assessed by the Executive Board and include the annual family registration fee (specifically set aside to pay LEMI training registration fees and mentor packets), tuition (which includes costs for rent and insurance), and class fees. Families are responsible for acquiring any necessary books, student binders, and other class materials. Other fees and expenses might include field trips, certification fees, award fees, production expenses, etc.
- This association is not for profit. however, fundraising money remains in the account at the end of the year to fund field trips and LEMI training for the future.
- Monies will be allocated to remain in the account.
- Students who have a parent teaching a class do not have to pay for that class. If a student is not enrolled in the class their parent is teaching the family will be offered a waiver from the fees of another comparable class.
- Collected fees are not refundable unless deemed necessary by the treasurer and Chairperson.
- Fees are due before or on the first day of each semester. Each family is responsible to pay their fees to the treasurer. Non-payment will result in disciplinary action.
Article III – POLAR STAR BOARD
The members of Polar Star will be served and represented by an Executive Board and an Advisory Board. The Executive Board will be elected by the members each spring and consists of the Chairman, Co-Chairman, and Parent Representative.
EXECUTIVE BOARD – Qualifications for the following positions:
- Be a member of Polar Star for one year, have a participating youth, and attend weekly class days at least 80% of the time.
- Have an understanding of and be committed to a Thomas Jefferson Education.
- Be working diligently on their own liberal arts education.
- Be committed to upholding this Constitution and our Christ-centered foundation.
Section 1 – Chairman
Additional Qualification: be a LEMI-trained mentor
A. Responsibilities:
- Provide vision for Polar Star
- Work with Co-Chair to administrate the needs of the weekly classes
- Appoint officers to the Advisory Board with the approval of the Executive Board
- Train and work closely with each officer while respecting her stewardship
- Preside over Board Meetings and Parent Meetings
- Network with parents and consult with Mentor Representative regarding choosing mentors. Final decisions regarding choosing mentors are made by the Executive Board.
- Work with the Mentor Representative to handle concerns or disputes with mentors
- Make final decisions regarding disciplinary actions and deliver decisions to the parent and/or mentor
- Work with Executive Board to create, maintain, and enforce Policies and Procedures and fees
- Maintain a commonwealth checkbook with the Treasurer
- Work with the Facilities Coordinator to secure a building each year
- Set up additional short term committees as needed such as Student Council Advisor, Statesmanship Club advisor, publicity, public relations, special events, etc.
B. Executive power: the Chairman has the ability to act for the Board in exceptional circumstances such as timeliness, absence of other board members, or privacy issues. Chairman has veto power to be used only for critical issues that affect the vision of Polar Star. A veto can be overturned by 2/3 of the Membership.
C. The term for this position is one year, with a two-year consecutive term limit.
Section 2 – Co-Chairman
A. Responsibilities:
- Assist the Chairman with such things as: calling and conducting quarterly board meetings, preparing agendas, and creating class schedules and event calendar.
- Administrate needs of weekly class meetings
- Oversee the registration process, by collecting information from Mentors and Mentor Representative for fees on classes and consulting with the Treasurer
- Maintain Polar Star library
B. The term is one year with a two-year consecutive term limit.
Section 3 – Parent Representative
A. Responsibilities:
- Act as liaison between parents and Chairman
- Maintain open communication with parents and bring their concerns or suggestions to the Executive Board
- Consult with Chairman regarding discipline problems
- Organize Parent Scholar Nights and Parent Meetings
- Be a contact person for families interested in joining Polar Star.
B. Conduct short interviews with each potential new family to determine if the family has completed the requirements for membership and if their educational philosophy aligns with the group.
C. The term is one year with a two-year consecutive term limit.
ADVISORY BOARD: The following officers serve the Executive Board by providing input based on their area of stewardship and attend board meetings as requested by the Executive Board. Their individual or family input should go through the Parent Representative just as the rest of the General Membership. All Advisory Board members must have a child in Polar Star and attend weekly class days whenever possible.
Section 4 – Mentor Representative
“A school rises to the level of its Principal Mentor,” Oliver DeMille
This position is elected by the Polar Star mentors.
A. Qualifications:
- Have a vision of what Polar Star has offered to families in the past and is committed to seeing it continue and expand.
- Have served on the executive board for at least a 2 year term.
- Have an understanding of and be committed to a Thomas Jefferson Education
- Be a LEMI trained mentor
- Be working diligently on their own liberal arts education
- Currently mentoring a class
B. Responsibilities:
- Support and inspire mentors throughout the year
- Hold meetings for the current group of mentors
- Make recommendations to the Chairman for mentors of scholar projects and classes
- Bring concerns of the mentors to the Executive Board
- Receive parents’ concerns about mentors and assist the chairman in resolving conflicts
C. Term is one year with an option for re-election
Section 5 – Treasurer
The Treasurer will be appointed by the chairman with the approval of the executive board.
A. Responsibilities:
- Collect all fees from families
- Maintain bank account with Chairman
- Make monthly payments and reimbursements in a timely manner
- Provide Executive Board with a financial statement each month
- Provide financial statements showing expenses year-to-date and projected expenditures at each parent meeting
- Works with the Co-Chair in the registration process, provides forms for registration each semester
B. The term is 1 year with an option for reappointment.
Section 6 – Facilities Coordinator
The Facilities Coordinator will be appointed by the chairman with the approval of the executive board.
A. Additional Qualifications:
- Be diplomatic in dealing with others and in representing Polar Star
B. Responsibilities:
- Maintain a good relationship with building owners and reserve rooms for special events
- Research and make recommendations for new facilities when needed
- Coordinate cleaning of building and make sure building is well-maintained
C. The term is 1 year with an option for reappointment.
Section 7 – Secretary/Historian
The Secretary/Historian will be appointed by the chairman with the approval of the executive board.
A. Additional Qualifications:
- Be organized and careful in maintaining records
B. Responsibilities:
- Maintain a current roster of Polar Star families, current class lists, and file of records.
- Record minutes of meetings and publish them on the blog
- Maintains the official Polar Star Blog or website. Provide and distribute necessary documents and forms
- Keep an ongoing history of events and meetings
C. The term is 1 year with an option for reappointment.
Section 8 – Youth Colloquia Mentor
The Youth Colloquia Mentor is appointed by the Chairperson with the approval of the executive board.
A. Responsibilities:
· Provide list of books for youth colloquia group to choose from
· Work with the youth colloquia group
· Be liaison between youth colloquia group and Polar Star group
B. She will be appointed by the chairman with the approval of the executive board.
Section 9 – Student Representative [Current President]
The Student Representative is a student, elected by the students as their President.
A. Qualifications:
- One year as member of Polar Star and currently enrolled in a scholar project
- Have an understanding of and be committed to a Thomas Jefferson Education
- Have an understanding of the needs of the youth
B. Responsibilities:
- Represent the needs of the students to the board and attend meetings as invited
- Facilitate elections of student government as follows:
Offices – Officers will be elected at the Kickoff in the fall
Youth will elect a President, 2 Vice-Chairs over Colloquiums,
2 Vice Chairs over Activities, 2 Secretaries and 2 Historians to serve for the year
Duties – All officers will set the example for other youth in their kind behavior towards other youth and in taking charge of their own education.
President will run student elections and weekly devotional
Colloquium Vice-Chairs will announce and promote colloquia, participate in the selection of books, and attend all colloquia
Activities Vice-Chairs will help in planning formal and informal dances, parties and other events
Secretaries will keep track of birthdays and recognize individuals on their birthday week
Historians will take pictures and post them on the blog for others to view.
Section 10 – Patriarch Judicial Committee for Special Circumstances
This is a standing committee of three fathers, elected each spring at the Parent Meeting, and called upon as needed by Executive Board or individual members.
A. Qualifications:
- When possible be a husband of a past Polar Star chair or co-chair
- Cannot be on or have their wife on current Executive Board
B. Responsibilities:
- Judge what “a reasonable man would do” if there is a dispute or an issue not addressed specifically in the constitution
- A majority vote is binding on all parties concerned
Section 11 – Unfulfilled duties
In the event that an elected officer cannot fulfill the responsibilities, there will be an election held according to the established election procedures (See Article VI). In the event that an appointed officer is not fulfilling her responsibilities, the chairman will find a replacement.
Article IV – MENTORS
Mentors of Polar Star classes/scholar projects form a standing committee with the Mentor Representative as head. Polar Star will not offer full-time classes as this may hinder students from acquiring a liberal arts education. Most scholar projects and classes will meet only once weekly, allowing hours of personal study. As we encourage and enable youth and parents to become self-directed scholars, we will protect and value personal study time.
- Demonstrate core values and abilities, such as sound judgment, emotional stability, and good moral character
- Have inspirational teaching skills to sustain the student’s love of learning
- Mastery of most of the scholar skills and abilities
- Uphold the vision and expectations of Polar Star
- Inspire and provide an example for the students in behavior, dress and personal scholarship
- Provide the board with an outline or brief description of the class/scholar project
- Decide age limits, prerequisites and number of students allowed in the class/scholar project with approval by the Executive Board
- Be organized, prepared and begin and end class on time
- Work with the students to maintain proper conduct and behavior in the classroom
- Attend meetings of the Mentor Committee as announced by the Mentor Representative
Article V – EDUCATIONAL PLAN
Polar Star provides educational opportunities for youth that are not easily provided at home and will foster leadership ability. Youth need to have mentors to encourage them to explore scholarly pursuits and prepare them for leadership roles in their community. Participating in scholar projects gives youth a sense of vision and mission, and helps them to develop the skills and abilities needed to become scholars.
Section 1 – Practice and Apprentice Scholar Classes:
These classes will be offered each year as long as there is a trained mentor to head the class and enough students. Mentors must be trained by Leadership Education Mentoring Institute (LEMI) or be mentored by another parent trained by LEMI.
Key of Liberty—This Practice Scholar Project is a two-semester study of the US Founding and Constitution.
Sword of Freedom—This Practice Scholar Project is one-semester study of the
Civil War Era. It is best taken after Key of Liberty.
Shakespeare Conquest—This two-semester Practice Scholar Project includes the study of Shakespeare and acting and the spring production of a Shakespearean play.
Pyramid Project—This two-semester Project/Apprentice Scholar Project includes the study of scientists and the Inteligro method designed for students 14 and older.
Thomas Jefferson Youth Certification—This Apprentice Scholar Project is a three – four semester study of leadership and Thomas Jefferson Education designed for students 14 and older.
The Five Pillar Tutorial—This Adult Apprentice Scholar Project is a four-semester tutorial that will assist adult students through the Five Pillar Certification offered by George Wythe College STAR .
Section 2 – Supplemental Classes:
Polar Star encourages other classes as needs and interests arise. These classes must follow our objective and mission and be approved by the Executive Board. Classes that build on LEMI scholar projects, such as Classical Acting, should be presented by trained LEMI mentors. If a parent sees a need for their child and would like to have it fulfilled but does not have an expertise in that field she may look for a teacher and make a recommendation to the Executive Board. Mentors may be parents, volunteers or paid teachers. These mentors are encouraged to respect the principles of A Thomas Jefferson Education.
Section 3 – Building Supervision and Cleaning
Any parent that is not a teacher will be expected to sign up for one or more times each semester to supervise at the building in which the classes are held. The parent will be expected to be present in the building for the entire day. They will also stay to the end of the day, clean, and lock up the building. They will ascertain that all youth have left the building and have rides home.
Section 4 – Parents as Teachers
Any parent who has a class that they would like to offer should contact the Polar Star Leadership before the spring parent meeting and come prepared to present ideas at the spring parent meeting.
Section 5 – Colloquium Club
A Youth Colloquium Club will be administered as long as there is a parent willing to mentor the club and attend each colloquium.
Section 6 – Dances
The purpose of Polar Star family dances is to provide a Family Event that brings families together and supports the Polar Star Community. Those invited to attend these dances are Polar Star families, families who have been invited by Polar Star families, and invited individual friends who come with a family. There are to be no youth under 18 with dates at these dances, and all dates must come as guests of a family. The Family Dance is for entire families, and the Formal Ball is for family members age 12 and over. The dress standard for the Formal Ball includes no sleeveless, backless, above the knee, low or revealing dresses and boys in dress shirts and ties with Sunday pants, suits or tuxedos.
Section 7 – Discipline Policy
The Grandma Standard
A. Behavior you would display in front of or towards your Grandma. (If your student does not know what a grandma standard is explain it to them. – Refer to the pamphlet For the Strength of Youth.)
B. Parents are responsible for the training of their own student. If a student is disruptive, disrespectful, irresponsible, inappropriate, using hurtful, crude or vulgar language or overall does not want to comply, this is an issue that the parents must address with their student.
C. Positive Interaction is one of the goals of Polar Star. Negative communication in any of the following forms will not promote unity or foster Christ-like relationships
· Student to student
· Student to parent
· Parent to parent. (Please take Isa. 29:20-21, 1 Pet. 1:15, D & C 88:124, D & C 136:24, Matt 5:25-26 and 3 Nephi 12:23-25 as your guide in resolving conflicts. If there are any concerns throughout the year via these guides please bring them to the leadership. Please keep each other’s names safe in your home.)
D. Protocol for disciplinary action
· The teacher, administrator or building supervisor should
1. Take immediate action.
2. If necessary, notify the parent and ask the parent to attend class.
3. If behavior problems still persist the student will be asked by the Chairperson to withdraw permanently.
Section 8 – Dress Code
Clothing for regular Polar Star school days is to follow these guidelines:
- Slacks for boys, and skirts or dress pants for girls
- Button-up shirts & conservative ties for boys, Button-up blouses for girls with optional layering underneath.
- Cardigans, pullover sweaters or vests may be worn on cool days, but they may not have hoods. No shrugs.
- No flip-flops (sandals must have heel straps)
- No hats are to be worn in the building unless they are official hats related to the class
Article VI – MEETINGS
General Membership:
A minimum of three Parent Meetings will be held each year. At least one parent from each family should be in attendance. If a parent is unable to attend, they are responsible for obtaining any necessary information.
- Parents meetings will be a reasonable length in time 1- 1 1/2 hrs. They will be orderly but will not follow Roberts Rules.
- Parents will be contacted by e-mail as to the day, time and place of the meetings. The end of year meeting information will also be posted on the website / blog.
- Attendance of at least one parent at a meeting on parent mentoring is strongly suggested.
- Additional meetings can be called if deemed necessary.
Beginning of the Year Parent Meeting:
This meeting will be held before the beginning of the school year, typically in August. This will be a type of orientation meeting to provide families with information about current policies and activities. Mentors will provide parents with information about classes/scholar projects. Advisory Board officers will be appointed prior to this meeting and will be introduced. Parents will complete registration packets and pay fees.
Midyear Parent Meeting:
This meeting will be held in January to give parents information for the winter/spring semester classes. Registration forms will be filled out and fees paid. Any pressing information will be presented by the executive board.
End of the Year Parent Meeting:
This meeting will be held near the end of the school year, typically in May. A preliminary plan will be presented for classes beginning in the Fall. Scholar projects, mentors and scheduling will be discussed. A date for the first day of Fall classes will be announced. Elections will be held for officers. Financial statements will be presented and preliminary fees for the Fall will be announced.
Executive Board Meetings:
Closed to the general membership and advisory board, unless invited. Held as needed.
Board Meetings:
Held quarterly or as needed; open to the general membership. Agenda will be posted one week in advance and minutes posted one week after meeting. Parent participation is encouraged within the guidelines listed in the current policies and procedures. After conferring with appropriate Advisory Board members, the Chairman and/or Executive Board will make final decisions. Decisions can be overturned by a 2/3 majority vote of the general membership.
Referendum Process:
The Parent Representative will receive requests for overturning a decision (respecting requests for anonymity), present the request to the membership, allow 2 weeks for discussion, and then administer a secret ballot vote. Requests from a member to overturn a board decision should not be submitted lightly, but only after careful pondering and if needed to keep the board in line with our vision (see Article I).
The Vote:
Listed below are the requirements necessary for a family to vote:
- Families must be a Polar Star member for one school year with a child registering in Polar Star for the upcoming school year.
- Families must be current in financial obligations.
- Each family will have one vote.
Election Process:
- Secret nominations will be submitted three weeks prior to the year-end parent meeting typically held in May.
- The Board will verify acceptance of nomination, one candidate cannot run for more than one position.
- A ballot will be published one week prior to meeting.
- Under extenuating circumstances a member may cast an absentee ballot.
- Voting will be done in the following order: Chairman, Co-chairman, and Parent Representative. Nominations from the floor will be accepted and verified before each vote is taken. Ballots will be cast at the Parent meeting and counted by two individuals who are not candidates.
- Board positions are elected by a simple majority. If needed, the candidates with the two highest vote counts will participate in a runoff vote until the 50% +1 is achieved.
Article VII – COMMITTEES
It is expected that everyone give the best they can to Polar Star as volunteers serving on various committees. No one can know what another family’s “widow’s mite” is; expectant mothers are excused as much as possible from volunteering. At the Parent Meeting, some or all of the following standing committees will be created.
1. Statesmanship Club Advisor (American Youth Leadership Institute)
· Coordinate with AYLI for Focus on the Founders, Constitution Bowl, Parliamentary Procedure
2. Dances
· Family Dance
· Winter Formal
3. Kickoff Committee
4. Mock Trial
5. Student Government Advisor
Article VIII – AMENDMENTS
The Polar Star Constitution may be amended in one of two ways:
- The Executive Board members may write a proposal for an amendment, or
- Members may submit a written proposal for an amendment to the Executive Board.
All amendments will be submitted to the families for a vote after a two-week notification period. Two-thirds of the General Membership vote is necessary to pass an amendment.
Article IX – RATIFICATION
Two-thirds of the General Membership of the Polar Star Educational Association is sufficient to ratify this Constitution, effective immediately.
November 2011
Signed by the Families of Polar Star Educational Association
