KILLERMONT PRIMARY SCHOOL PARENT TEACHER ASSOCIATION CONSTITUTION – SEPTEMBER 2022
NAME The name of the Association shall be Killermont Primary School Parent Teacher Association (“Association”) (often simply referred to as the PTA).
AIMS The aims of the Association are to advance the education and wellbeing of the pupils of the school and Early Years Centre (“the school”) by providing or assisting in the provision of facilities for education and activities at the school (not normally provided by the Local Authority). This includes:
a) Promoting co-operation and communication between parents and school staff; b) Promoting equality and fairness; c) The study and discussion of matters of mutual interest relating to the education and welfare of pupils; d) Engaging in activities which support and advance the education of pupils attending the school.
POWERS The Association shall have power to form a Committee which will have the power to do anything considered by the Committee to be in furtherance of the aims. Specific powers include:
a) To raise funds and invite and receive other contributions in furtherance of the aims of the Association; b) To purchase, retain and sell any assets of any description; c) To pay from the funds of the Association all the proper costs and expenses incurred by the Committee in establishing and administering funds of the Association; d) To reimburse themselves out of the funds of the Association created in the performance or exercise of their duties and powers; e) To employ and pay proper and reasonable remuneration to staff, professional and technical advisers whose services are, in the opinion of the Committee, required for the carrying out of the purposes of the Association.
MEMBERSHIP The Members of the Association shall comprise all parents/carers of children attending the school and all staff employed at the school.
4.1 Membership shall be open to: (a) All parents and carers of children attending the school; (b) The staff of the school; (c) Other interested persons in the community. 4.2 Membership of the Committee shall be confirmed to parents and carers of children attending the school and members of the Staff. (1)
GENERAL MEETINGS The Annual General Meeting (“AGM”) shall be held in September each year. The notice calling the meeting shall be sent to the parents and carers at least two weeks in advance. Meetings may take place online and/or in person, but the notice period and AGM procedures remain the same. Notice of Motions must be in the hands of the Secretary seven days prior to the date of the meeting at which the Motion is to be discussed. The business shall include:
a) The work of the PTA (often as reports from the Chair and the Treasurer) b) Approval of the accounts c) Appointment of an individual who will review the annual accounts d) Any resolutions submitted by the parents/carers e) Appointment of members to serve on the PTA.
At all general meetings, voting shall be on the basis of one vote per member present at the meeting. Resolutions shall be passed by a simple majority votes of those present. At all general meetings, the quorum shall consist of a minimum of 8 attendees.
The PTA committee or 30 parents/carers shall have power to call an Extraordinary General Meeting.
PTA MEMBERSHIP 6.1 The business of the Association shall be managed by a Committee. The Committee shall consist of not less than nine and not more than eighteen ordinary members: up to three members of the School teaching staff and one member of the EYC staff shall be members of the Committee. 6.2 The Office Bearers will be a Chairperson, Vice Chairperson (and or/ Co-Chairperson), Secretary, Treasurer and such others as may be required. 6.3 Office Bearers will hold office for a period of three years before retiring, and could, with approval of the Committee, be eligible for a further three year period. 6.4 The Office Bearers and members of the Committee shall be elected at the Annual General Meeting. The Committee shall have power to co-opt additional members to serve until the end of that current school year. The co-opted member shall then be eligible for election to the committee at the next AGM for a maximum of two further years. 6.5 The Committee shall have power to appoint sub- committees. 6.6 The Head Teacher will serve as the Honorary President. (2)
ORDINARY MEETINGS- COMMITTEE MEETINGS 7.1 Ordinary General Meetings and Committee Meetings will be held as required. Meetings may take place virtually (eg online) and /or in person. 7.2 Each member of the Committee shall have one vote and resolutions shall be passed by a simple majority vote of those present. The Chair shall have both a deliberative and casting vote. The Chair’s casting vote shall be used only in the event of a tie. 7.3 At all meetings, any votes should be determined by a majority vote with the Chair casting a deciding vote should there be a tie. 7.4 The adopted minutes of each meeting shall be displayed on the school website or newsletter; or any other medium of communication as is considered appropriate from time to time.
FINANCE The Financial Year of the Association shall be from 1st July to the 30th June in each year. A Bank Account will be maintained in the name of Killermont Primary School Parent Teacher Association; all withdrawals to be signed by the Treasurer and one other signatory who shall be either the Chair, Vice Chair or Secretary.
The funds of the PTA shall be lodged in a bank, building society or other account in the name of the PTA. Cheques shall be drawn, or withdrawals made against the signatures of at least two named PTA committee members. For electronic banking, make sure transactions are carefully recorded and shared at meetings. Invoices and expenses repayments should be signed off by two people.
The Treasurer shall be responsible for keeping accurate records of the financial transactions of the PTA. The Treasurer will submit each year Accounts which have been Indepenently Examined at the Annual General Meeting. The books shall be brought to balance prior to the AGM and the accounts shall be reviewed by an individual appointed at the previous AGM by parents/carers. The Treasurer should report on finances at every meeting.
The PTA shall be responsible for ensuring that all property/money received by the PTA shall be applied for the aims of the PTA.
CHANGES TO THE CONSTITUTION This constitution was agreed by all members present at the AGM on September 2022.
Changes or additions must be made at an AGM, or an EGM called for the purpose. The proposed change shall be specified in the notice calling the meeting and be approved by not less than two thirds of all parents/carers present.