Parents Association Constitution 2010 Print
Holy Family Community School Parents’ Association Constitution
HOLY FAMILY COMMUNITY SCHOOL PARENTS’ ASSOCIATION
CONSTITUTION AND RULES
Adopted at AGM 11th October 2010
Unless otherwise indicated, the following words or terms shall, for the purpose of these rules, bear the meanings assigned to them hereunder:
(a) “The School” shall mean the Holy Family Community School.
(b) “Student” shall mean a child who is enrolled at the school.
(c) “Parent” shall mean the father, mother, foster-parent or guardian of a student.
(d) “The Association” shall mean the Association of parents of the school.
(e) “Council” shall mean the executive committee of the Association constituted in accordance with paragraphs 5 and 6 of these rules.
(f) “Board of Management” shall mean the management body set up in accordance with Part 4 of the Education Act 1998 and as provided for in the ‘Instrument of Management’ in the Deed of Trust for Community Schools. The Board is responsible for the government and direction of The Holy Family Community School subject to the provisions of the First and Second Schedules of the Deed of Trust for Community Schools and the provisions detailed in Part 4 of the Education Act 1998.
(g) “Staff” All those employed by the school.
The name of the Association shall be “The Holy Family Community School Parents’ Association”.
(a) To promote the role of parents as the prime educators of their children.
(b) To safeguard the rights and promote the legitimate aspirations and interests of parents, students and staff in all matters pertaining to the school.
(c) To foster the development of the school as a progressive and respected centre of learning and as a focus of social and cultural activity within the Community.
(d) To elect the parents’ nominees to the Board of Management.
(e) To advise the parents’ nominees of the views and opinions of the parents and to offer such advice as the Association sees fit.
(f) To consult and liaise as necessary with the Principal of the school and the Board of Management in matters affecting the school.
(g) The Association, in discharging its functions, recognises that the resolution of problems relating to individual students or parents will be for determination between the individual student and/or parents and the school authorities.
All parents of students enrolled in the school are automatically members of the Association.
(5) GENERAL MEETINGS
(a) The Annual General Meeting shall be held in the first term of the school year and not later than the end of the second week of October.
(b) Extraordinary General Meetings will be called by the Council when they deem it desirable or when they receive a written request signed by ten per cent of the members.
(c) Written notice will be sent to all members seven days or more in advance of General Meetings and such notice will contain an agenda for the meeting.
(d) General Meetings shall be chaired by the Chairperson. In the absence of the Chairperson, General Meetings will be chaired by the Vice-Chairperson. Otherwise, the Council shall elect one of their members to chair the meetings.
(e) The Council may invite to General Meetings such persons as they wish.
(f) A quorum of a General Meeting shall be the number of members of not less than 1.5% of the number of students on the school register on the first day of October of the current school year.
(a) A quorum at Council meetings shall be the number of members of not less than 50% of AGM quorum [see rule 5 (f)].
(b) At its first meeting in each year the new council shall elect Honorary Officers: a Chairperson; Vice-Chairperson; Hon. Secretary, Hon. Treasurer and other Honorary Officers as deemed necessary.
(c) The Principal and Deputy Principal shall be honorary ex-officio members of the Council.
(d) Council meetings shall be chaired by the Chairperson. In the absence of the Chairperson, meetings shall be chaired by the Vice-Chairperson. Otherwise those members present shall elect a chairperson for the meeting.
(e) Council resolutions shall be passed by a simple majority of those members present and voting. The Chairperson will have a casting vote.
(f) The affairs of the Association shall be conducted by a Council consisting of two parents’ nominees on the Board of Management plus up to seventeen additional members. These additional members shall be elected at the Annual General Meeting of the Association.
(g) Ordinarily, Council members shall be given notice seven days or more in advance of meetings and such notice will include the agenda for the meeting.
(h) The Honorary Secretary shall keep minutes of all the resolutions passed at Council meetings. In the absence of the Honorary Secretary those members present shall elect a member to act as Secretary for the meeting.
(i) Council may invite to attend its meetings such persons as it wishes.
(j) Council shall normally meet once per month from September to June. Council must meet at least four times during its term of office.
(k) Council shall make its own standing orders consistent with the Constitution and Rules.
(l) Meetings of Council shall be called by the Chairperson or Secretary or at the request of any six members.
(7) ELECTION OF COUNCIL
(a) Only members of the Association are eligible for election to the Council.
(b) Council members, other than Board nominees, shall be elected at the Annual General Meeting. Eight members of the outgoing Council shall retire each year – members retiring by seniority or by choice or if necessary by drawing lots. The outgoing Chairperson and Secretary shall be excluded from such drawing of lots.
(c) A member of the Council must resign on ceasing to be a parent of a student in the school.
(d) Voting shall be by secret ballot on a straight count basis.
(e) Nominations for election shall be accepted at the Annual General Meeting. In any case where a nominee is not present at the Annual General Meeting his or her nomination must be submitted to the Honorary Secretary in writing before or at the Annual General Meeting and must carry the nominee’s consent and the signature of a proposer and a seconder, both of whom must be members of the Association.
(f) If a vacancy arises during the period of office of the Council, such vacancy may be filled by co-option at the discretion of the Council.
(g) The Council shall have powers of co-option in the event of additional members being considered necessary. The numbers of such co-opted members shall not exceed three in any one year of office of the Council and they shall retire at the end of the term of office of the Council.
(8) ELECTION OF PARENTS’ NOMINEES TO THE BOARD OF MANAGEMENT
(a) Elections will be organised by the Council prior to the expiry of the term of a Board of Management in accordance with the terms of the Deed of Trust and the following procedures:
(i) The election shall be held at a General Meeting of the Association convened for that purpose at such date and time as the Council resolves.
(ii) The nominees shall be elected on a straight count basis by secret ballot. In the event of a tie the result shall be determined by the drawing of lots.
(iii) Notice of the election shall be sent to all parents at least fourteen days in advance of the date of election.
(iv) Nominations for election shall be accepted at the General Meeting. In any case where a nominee is not present at the General Meeting his or her nomination must be submitted to the Honorary Secretary in writing before or at the General Meeting and must carry the nominee’s consent and the signature of a proposer and a seconder, both of whom must be parents.
(b) In the event of a nominee ceasing to be a member of the Board of Management other than on expiry of the term such vacancy shall be filled by a special election conducted in accordance with the procedures in (a) above.
(c) In accordance with the Deed of Trust a parents’ nominee on the Board of Management may be removed from office by the Parents’ Association. A referendum to decide such action shall be organised by the Council on receiving a written request for such removal signed by more than ten per cent of the members of the Association. The referendum shall be six weeks from the date of receipt of the written request and shall be regarded as being carried if the request is supported by at least fifty per cent of those voting provided that at least fifty per cent of those eligible to vote do so.
(9) SUB-COMMITTEES AND WORKING PARTIES
The Council may constitute sub-committees and working parties as it considers desirable – all of which will report as requested to the Council. At least two Council members will be members of each such sub-committee or working party.
(a) The Council shall have power to organise fund raising activities to provide whatever funds are considered necessary to properly carry out its functions.
(b) Decisions on expenditure shall be made by the Council.
(c) Proper accounts shall be kept by the Honorary Treasurer of all monies received and paid out.
(d) The Council shall maintain a bank account in the name of the Association into which all monies received by and on behalf of the Association shall be paid. All cheques and drafts drawn thereon shall be signed by the Honorary Treasurer and the Honorary Secretary or by the Honorary Treasurer or the Honorary Secretary and one other Council member.
(e) The financial year shall be from 1st September to 31st August.
(11) CONSTITUTION AND RULES
These rules, or any of them, may be revoked, altered or varied and new rules may be made only by a decision taken at an Annual General Meeting or an Extraordinary General Meeting called for that purpose.
Motions for the above purpose for consideration at an Annual General Meeting must be submitted in writing to the Honorary Secretary on or before the first Friday after school reopens in September and must carry the name of a proposer and a seconder, both of whom must be members of the Association.
Motions concerning rules, whether considered at an Annual General Meeting or an Extraordinary General Meeting, shall be deemed to be passed only where in those votes in favour of the motion represent at least two thirds of the total votes cast thereon.
(12) ANNUAL REPORTS
The Secretary and Treasurer will submit annual reports for consideration by the members attending the Annual General Meeting.