CONSTITUTION
OF
ST. ANNE’S NATIONAL SCHOOL
September 2014
September 2014
- NAME OF THE ASSOCIATION
i)
The
Association shall be known as St. Anne's National School Parent Teacher
Association (hereafter referred to as the PTA).
ii)
The
school referred to in this document is St. Anne's National School
- MEMBERSHIP OF THE PTA
i)
All
parents/guardians of children enrolled in the school and all teaching staff are
deemed to be members of the PTA.
- PURPOSE OF THE PTA
i)
The
purpose of the PTA is to provide a structure through which the
parents/guardians of children attending St. Anne's can work together with the
staff for the best possible education for their children.
ii)
The
PTA will work with the Principal, staff and Board of Management to build an
effective partnership of home and school.
- AIMS OF THE PTA
i)
To
enable parents to play their part in ensuring the best possible education for
their children.
ii)
To
promote the interests of pupils in co-operation with the Principal, staff and
Board of Management, in accordance with the provisions of the Education Act,
1998.
iii)
To
promote mutual understanding and co-operation between parents/guardians and the
Principal, staff and Board of Management, in relation to the education of their
children.
iv)
To
help promote the development of the educational services within the school.
v)
To
encourage parent effort for help with school projects, voluntary work, working
in cooperation with the fundraising/development group, etc.
vi)
To
engage in activities for the achievement of the above aims.
vii)
To
represent the parents of the school to the National Parents Council.
- STRUCTURE and FUNCTION
5.1 The PTA Committee
i)
The
members of the PTA will elect a committee with a maximum of 15 and a minimum of
8. (including the Parent’s Nominees to the Board of Management and the Teacher
Representatives) – see 5.2 below.
ii)
Parents/guardians
of children from every class group level should be represented i.e. two parents
from Junior/Senior Infants, two parents from 1st /2nd Class, two parents from
3rd/4th Class and two parents from 5th/6th Class.
iii)
The
committee should strive to achieve gender balance.
iv)
The
committee will ensure that a minimum of two places be made available for new
members each year.
v)
The
PTA committee will maintain membership of the National Parents Council Primary
by annual subscription.
5.2 Electing the PTA Committee
The PTA Committee will
comprise Parent/Guradian Representatives, Teacher Representatives, and the Parent’s Nominees
to the Board of Management
5.2.1 Parent/Guardian
Representatives
i)
These
members of the committee will be elected each year at the PTA AGM.
ii)
Candidates
to serve on the committee must be nominated and seconded at the AGM before they
are voted in to office. Nomination forms will be distributed in advance of the
AGM and may be returned to reach the Secretary of the PTA by the date
specified.
iii)
Secret
ballot may be used where there are more nominations than places available.
iv)
Each
eligible parent/guardian attending the AGM shall have one vote.
v)
Each
member will be elected for one year. Members may go forward for election in
subsequent years however no member may sit on the committee for more than three
consecutive years. This term may be extended if a committee member is
subsequently elected as a Parent’s Nominee to the Board of Management.
5.2.2 Teacher
Representatives
i)
There
will be 2/3 places available on the committee each year for Teacher
Representatives.
vi)
Teachers
will be elected in house prior to the AGM to include ideally both Class and
Resource Teachers as well as a gender balance.
vii) Teachers
will be elected for one year. Teachers may go forward for election in
subsequent year however no teacher may sit on the committee for more than two
consecutive years.
5.2.3 Board of
Management Parents Nominees
The
Parents elected nominees on the Board of Management:
i)
are
automatically members of the PTA committee but will not hold an officer
position on the committee.
ii)
should
attend, individually or jointly, at least half the PTA committee meetings
5.3 Work of the PTA Committee
The PTA Committee is the team that will
manage the tasks of the association. The committee will:
i)
Undertake
a programme of activities which will promote the
involvement of parents and which will support pupils, parents and school staff.
ii)
Plan
for the activities of the PTA, noting any feedback from parents/guardians and
staff.
iii)
Be
responsible for seeing that activities are run in an efficient and effective
way.
iv)
Consult
with the school Principal when planning the programme
of activities each year.
v)
Be
responsible for ensuring that it puts in place, in consultation with the
Principal and the Board, arrangements for ongoing communications between them.
vi)
During
the school year, keep parents/guardians and staff informed of its activities
and events, e.g. through circulars, newsletters, meetings and other appropriate
means.
vii)
Report
to the parents/guardians and teachers about the work of the committee at the
Annual General Meeting (AGM).
viii)
Manage
and account for any funds collected by the PTA.
ix)
Where
necessary, advise the Principal and Board on any matters relating to the
school, in accordance with the Education Act, 1998, 26 2 (a). "Advise the Principal or the Board on any matter relating to the
school and the Principal or Board, as the case may be, shall have regard to any
such advice.”
5.4 AGM/EGM
i)
The
AGM of the PTA will be held each year in September or October.
ii)
A
quorum of 30 members can request in writing that an Extraordinary General
Meeting be called.
iii)
Where
a committee calls an AGM or EGM, all members of the PTA must be invited in
writing not less than one week before the meeting.
iv)
30
members of the PTA shall constitute a quorum for an AGM/EGM. If there is no
quorum for the meeting then members must be invited within one week to a
rescheduled meeting.
5.5 Committee Meetings
i)
The
committee shall meet at least once a month during the school year.
ii)
Meetings
will take place in the school
iii)
A
quorum for any committee meeting shall be 50% of the full committee (excluding
the Board of Management Parents nominees) plus one, and must include at least
one Officer.
iv)
The
committee shall at its first meeting elect the following officers: Chairperson,
Vice- Chairperson (optional), Secretary and Treasurer.
v)
Depending
on workload, the committee can optionally elect, at its first or subsequent
meetings either or both of the following posts: Assistant Secretary and
Assistant Treasurer.
vi)
If
there are more nominations than places for any Officer post then secret ballot
may be used to elect an Officer.
vii)
An
elected Officer may hold any one position for a maximum of three years.
viii)
Minutes
of each committee meeting duly adopted and signed shall be kept.
ix)
A
copy of any correspondence or documents presented or distributed at a meeting
must be kept with the relevant minutes.
x)
Each
year the outgoing Secretary shall hand over all of the PTA files to the
incoming Secretary for safe keeping. The committee will on a year to year basis
agree on a secure location to store the association’s files.
xi)
Any
committee member who misses three consecutive meetings without prior notice
will automatically cease to be a member of the committee.
xii)
If
for any reason an Officer post becomes vacant, the elected committee shall fill
the vacancy at the first opportunity. The committee member must be proposed and
seconded at the committee’s monthly meeting or at a special committee meeting,
when at least one officer and half of the committee members are present.
5.6 Co-options and Subcommittees
i)
Parents/guardians
or teachers may be co-opted onto the committee at any time to fill vacancies
which may arise. Subcommittees can be
set up to run particular events or for a particular task.
ii)
Subcommittees
may also co-opt people to assist them in their work with the prior knowledge of
the main committee.
iii)
The
subcommittees are accountable to the main committee and may only make decisions
in consultation with the main committee.
iv)
Subcommittees
may be dissolved at any time.
v)
At
least one member of the committee shall be appointed to each sub-committee.
- FINANCE
i)
The
PTA will finance its activities through fundraising events specifically to
support the work of the PTA.
ii)
The
Annual Accounts shall be professionally audited and compiled from 1st September
to 31st August the following year.
iv)
A
written statement of income and expenditure will be given at the PTA AGM.
v)
Funds
shall be lodged to an account in the name of the Association, in a financial
institution as approved by the Committee.
The signature of the Treasurer and another Officer will be required on
all cheques or withdrawal forms.
vi)
All
spending, or commitments to spend, on behalf of the PTA, must be agreed
beforehand with the Treasurer or Chairperson.
vii)
To
facilitate the organising of PTA events, the committee can agree to
provide a float to a sub-committee on the understanding that records of all
outlays and receipts are forwarded to the Treasurer immediately after the
event.
- FUNDRAISING FOR THE SCHOOL
i)
Any
fundraising activities for the school by the PTA will only be undertaken with
the prior agreement of the Board of Management, who shall ensure effective
co-ordination and communication with the Fundraising/Development
Committee.
- GENERAL
i)
The
PTA Constitution shall be altered only at an Annual General Meeting or at a
Special General Meeting, when two-thirds of those present and entitled to vote
so agree. Alterations must be notified
in writing to reach the Secretary, not later than one week before the date of
the AGM or Special General Meeting. The PTA committee will then circulate these
proposals to all parents and teachers before the AGM/EGM.
ii)
The
PTA recognises that matters relating to an individual pupil
or teacher are for private discussion between the parent and the child's class
teacher, or where necessary, the school Principal or the Chairperson of the
Board of Management.
September
2014
CONSTITUTION OF THE PARENTS' ASSOCIATION
OF ST. ANNE'S N.S. SHANKILL.
27th October 2001
1. NAME OF ASSOCIATION
1.1. The Association shall be known as the St. Anne's National School Parents' Association.
1.2. The school referred to in this document is St. Anne's National School, Shankill.
2. MEMBERSHIP OF THE PARENTS' ASSOCIATION
2.1. Membership of the Association is open to all parents or guardians of children enrolled in the school.
3. PURPOSE OF THE PARENTS' ASSOCIATION
3.1. The purpose of the Parents' Association is to provide a structure through which the parents and guardians of children
attending St. Anne's can work together for the best possible education for their children.
3.2. The Parents' Association will work with the principal, staff and board of management to build an effective partnership
of home and school.
4. AIMS OF THE PARENTS' ASSOCIATION
4.1. To enable parents to play their part in ensuring the best possible education for their children, through the Association's activities.
4.2. To promote the interests of pupils in co-operation with the principal, staff and board of management, in accordance
with the provisions of the Education Act, 1998.
4.3. To promote mutual understanding and co-operation between parents/guardians with the principal, staff and board of
management, in the education of their children.
4.4. To help promote the development of the educational services within the school.
4.5. To encourage parent effort for help with school projects, voluntary work, fundraising, etc.
4.6. To engage in activities for the achievement of the above aims.
4.7. To represent the parents of the school to the National Parents Council.
5. STRUCTURE
5.1. Work of the Parents' Association Committee
The Parents' Association committee is the team that will manage the tasks of the association on behalf of the parent
body. The committee will:
a) Undertake a programme of activities which will promote the involvement of parents and which will support
pupils, parents and school staff.
b) Plan for the activities of the Association, noting any feedback from parents or guardians.
c) Be responsible for seeing that activities are run in an efficient and effective way.
d) Consult with the school principal when planning the programme of activities for a particular year.
e) Be responsible for ensuring that it puts in place, in consultation with the principal and the board,
arrangements for ongoing communications between them.
f) During the school year, keep parents and guardians informed of its activities and events, e.g. through
circulars, newsletters, meetings and other appropriate means.
g) Report to the parent body about the work of the committee, at the Annual General Meeting (AGM).
h) Manage and account for any funds collected by the Parents' Association.
i) Where necessary, advise the principal and board on any matters relating to the school, in accordance with
the Education Act, 1998, 26 2 (a).
"Advise the Principal or the board on any matter relating to the school and the Principal or board,
as the case may be, shall have regard to any such advice//
5.2. Membership of the Committee
a) The members of the committee will be elected each year at the AGM of the Parents' Association, which will
be held in September or October of each year.
b) Each eligible Parent or Guardian attending the meeting shall have one vote.
c) Thirty eligible Parents/Guardians shall constitute a quorum for a General Meeting or an Extraordinary General Meeting. If there is no quorum for the meeting, members must be invited within one week to a rescheduled meeting as per Section 5.3.b.
d) Candidates to serve on the committee must be nominated and seconded at the AGM before they are voted
into office. Secret ballot may be used where there are more nominations than places available.
e) The number of the committee will be a maximum of 18, with a minimum of 8 (excluding the Board of Management Parents representatives).
f) Each member will be elected for one year. Members may go forward for election in subsequent years.
g) An elected officer may hold any one position for a period of not more than three consecutive years.
h) The committee shall meet at least once each month during the school year.
i) Any committee member who misses three consecutive meetings without prior notice will automatically
cease to be a member of the committee.
5.3. Meetings
a) Minutes of each committee meeting duly adopted and signed shall be kept.
b) Where a committee calls an Annual General Meeting or an Extraordinary General Meeting then all members must be invited, in writing, not less than two weeks before the meeting.
c) A quorum of 30 parents can request in writing that an Extraordinary General Meeting be called.
d) A copy of any correspondence or documents presented or distributed at a meeting must be kept with the relevant minutes.
e) Each year the outgoing Secretary shall hand over all of the Parents' Association files to the incoming Secretary for safekeeping. The committee will, on a year-to-year basis, agree on a secure location to store the association's files.
f) A quorum for any committee meeting shall (excluding the Board of Management Parents Representatives)
consist of at least one officer and half of the committee members, i.e. 5.
g) The elected committee shall, at its first meeting, elect the following Officers:
> Chairperson
> Vice-Chairperson
> Secretary
> Treasurer
h) Depending on workload, the committee can optionally elect, at its first or subsequent meetings, either or both of the following posts:
> Assistant Secretary
> Assistant Treasurer
i) Each year the elected committee shall affiliate to the National Parents Council Primary.
j) The elected committee shall, at its first meeting, elect the appropriate number of delegates to the National Parents Council County Committee and any other position they deem necessary to effectively carry out their functions.
k) If for any reason an Officer post becomes vacant, the elected committee shall fill the vacancy at the first opportunity. The committee member must be proposed and seconded at the committee's monthly meeting
or at a special committee meeting, when at least one officer and half of the committee members are present. l) If there are more nominations than places for any Officer post, secret ballot may be used to elect an Officer.
5.4. Board of Management Parents Representatives
The parents' elected representatives on the Board of Management:
a) Should attend, individually or jointly, at least half the Parents' Association committee meetings, i.e. 5. b) Are automatically members of the Parent's Association committee.
c) Cannot hold an officer post on the Parents' Association committee.
d) Shall be in addition to the members elected at the Annual General Meeting.
5.5. Co-options and Subcommittees
a) People may be co-opted onto the committee at any time to fill vacancies, which may arise or to assist them in their work. Subcommittees can be set up to run particular events or for a particular task.
b) Subcommittees may also co-opt people to assist them in their work with the prior knowledge of the main committee.
c) The subcommittees are accountable to the main committee and may only make decisions in consultation with the main committee.
d) Subcommittees may be dissolved at any time.
d) At least one member of the committee shall be appointed to each sub-committee.
6. FINANCE
6.1. The Parents' Association will finance its activities through fund raising events specifically to support the work of the
Parents' Association.
6.2. The Annual Accounts shall be professionally audited and compiled from 1st September to 31st August the following year.
6.3. The Treasurer will be responsible for keeping the accounts of the Parents' Association finances.
6.4. A written statement of income and expenditure will be given at the Association's AGM.
6.5. Funds shall be lodged to an account in the name of the Association, in a financial institution as approved by the
Committee. The signature of the Treasurer and another Officer will be required on all cheques or withdrawal forms.
6.6. All spending, or commitments to spend, on behalf of the Association, must be agreed beforehand with the Treasurer or Chairperson.
6.7. To facilitate the organising of Association events, the Association can agree to provide a float to a sub-committee on the understanding that records of all outlays and receipts are forwarded to the Treasurer immediately after the event.
7 FUNDRAISING FOR THE SCHOOL
7.1. Fundraising for the school by the Parents' Association will only be undertaken with the prior agreement of the Board of Management. The Parents' Association committee will agree with the Board as to the specific school projects for which funds are to be raised by the Parents' Association.
8 GENERAL
8.1. The Association's Constitution shall be altered only at an Annual General Meeting or at a Special General Meeting, when two-thirds of those present and entitled to vote so agree. Alterations, with the names of proposer and seconder, must be notified in writing to reach the Secretary, not later than one week before the date of the Associations AGM or Special General Meeting.
8.2. The Association recognizes that matters relating to an individual pupil or teacher are for private discussion between the parent and the child's class teacher, or where necessary, the school Principal or the Chairperson of the Board of management.
