ST MARY’S EPISCOPAL PRIMARY SCHOOL PARENTS’ ASSOCIATION CONSTITUTION Name 1. The name of the association is St Mary’s Episcopal Primary School Parent’s Association. The Association will be non-political and non- sectarian. Purpose 2. The purpose of the Association is to support the quality of education offered by St Mary’s and to enhance the opportunities for the pupils. a) Promote the continual development of the community spirit involving both parents and children b) Promote the partnership between school and home c) Engage in activities which support the school d) Through fund raising enable the teaching staff to advance the education of the pupils Powers 3. The Association has the power to do anything considered to be in keeping with the ‘Purposes’ including raising, holding, investing, spending and distributing funds. 4. The committee shall be bound by decisions of the Ordinary Committee Meeting and shall report their activities to the Ordinary Committee Meeting. Membership 5. Ordinary membership is open to parents or guardians of children attending the school and nursery, provided the child has been offered a place in Primary 1. 6. Associate membership is open to individuals who are interested in promoting the ‘Purposes’ above. 7. Committee Members of the PA are required to conduct the business of the PA in a manner that puts the interests of the school and the wider membership first. Any concerns or issues between meetings should be addressed in private to the chair or deputy chair or brought up formally at the next meeting. General Meetings 8. The Annual General Meeting (AGM) shall be held in April each year. The notice calling the meeting shall be sent to Ordinary Members at least 4 weeks in advance of the meeting. The business shall include: a) A review of the previous year’s activity b) The approval of the accounts c) The appointment of the Auditor d) Any business submitted by the Committee or by Ordinary Members e) Election of members to serve on the committee f) Setting the maximum level of discretionary expenditure as set out in ‘Finance’ below g) Items for the agenda for the AGM can be submitted prior to the meeting by any Ordinary Member h) There will be a minimum of one Ordinary Committee Meeting per school term i) The Committee will have the power to call an Extraordinary General Meeting or Ordinary Members who number at least 10% of the parent body may call an EGM. Notice of the meeting specifying the business to be transacted, shall be sent to Ordinary Members not less than 2 weeks in advance of the meeting. Only the business stated in the notice calling the meeting may be transacted at the meeting j) At all General Meetings voting shall be on the basis of one vote per Ordinary Member present. Resolutions shall be carried by a simple majority, except when any change is to be made to the Constitution or the clause on Dissolution. In this situation the clauses Alteration to the Constitution and Dissolution apply. Associate Members have no vote at General Meetings. k) At all General Meetings a quorum shall consist of five Ordinary Members excluding the Committee Committee 9. The business of the Association is by a Committee consisting of not less than four and not more than ten members, including the Office-bearers. Election of members of the Committee takes place at the AGM in accordance with General Meetings clause above. 10. The proceedings of any meeting shall not be invalidated by any accidental omission to give notice of the meeting to, or the non-receipt of a meeting by, a member 11. Associate Members shall not be eligible for election to the Committee but may be co-opted. There may be up to a maximum of two Associate Members. 12. Elected members of the Committee must resign one year after election but are eligible for re-election or co-option. No member shall serve more than three years (including periods of co-option) unless the members in the AGM vote to extend the period of an individual’s service on the Committee. 13. The Officers of the Association are the Chair, Deputy Chair, Secretary and Treasurer. The Officers are voted by the Committee at the first meeting following the AGM and remain in office until the first meeting following the next AGM. 14. Between AGM’s, any vacancies on the Committee may be filled by co- option by the Committee. Co-opted members shall retire at each AGM however can be elected or co-opted again. 15. The Committee may delegate specific tasks to a sub-committee (sub- committee consisting of ordinary members) when required. If a sub- committee requires external input they need to obtain approval from three of the Office Bearers. 16. The Committee has the power to appoint specialist or professional advisers as appropriate who may attend meetings, however they are not allowed to vote. 17. A member of the Committee failing to attend three consecutive meetings will be considered to have resigned. However the Committee can override this clause. 18. An elected member of the Committee whose child has left the school must resign at the next AGM. However they can continue as an Associate Member if the Committee invite them and there is a vacancy. Committee Meetings 19. Meetings of the Committee will be held at least once a term and are usually arranged at the previous meeting. The Chair or half of the Committee Members can call additional meetings. 20. At all meetings there needs to be 50% of the Committee in attendance to form a quorum to pass decisions. 21. Each member of the Committee has one vote. Resolutions are made by a simple majority vote of those present. In the event of a tie the Chair’s decision is final. 22. The Secretary will take accurate minutes of all meetings and will make these available. A copy of all minutes shall be on file held by the Secretary. Finance 23. The funds of the Association must be lodged in a bank or building society in the name of the Association. The signatures of the Treasurer and one other Office Bearer are required for any withdrawals. 24. The Treasurer is responsible for keeping accurate books recording the financial transactions of the Association. The books shall be brought to balance by 31 March annually and an auditor appointed at the AGM shall audit the accounts. The auditor cannot be a member of the Association. The audited accounts will be submitted at the AGM for adoption. 25. The Association’s funds can only be spent in support of the ‘Purposes’ above. The Committee should agree expenditure at meetings. If necessary, however, the Treasurer and Chair or Deputy Chair can authorise expenditure up to a maximum determined at the AGM. 26. Requests for reimbursement of approved costs/expenses incurred on behalf of the Association must be submitted to the Treasurer with relevant receipts. Reimbursements will be paid by cheque. Alterations to the Constitution 27. No alterations or additions can be made to the constitution except at an AGM or EGM called for this purpose. a) The proposed change(s) must be advertised at least one month in advance of the meeting b) The changes must be approved by at least two thirds of those present who are entitled to cast a vote c) A quorum at this meeting shall consist of 10% of the Ordinary Members Dissolution 28. The Association may be dissolved at an EGM called for this purpose. a) The notice must be sent to the members at least 4 weeks in advance of the meeting. b) The decision to dissolve must be approved by at least two thirds of those present who are entitled to cast a vote c) A quorum at this meeting shall consist of 10% of the Ordinary Members 29. Any assets remaining on dissolution of the Association will be disbursed firstly to St Mary’s Episcopal Church, Dunblane and failing that for the benefit of Episcopalian education for children in Scotland, failing that to a children’s charity in Scotland. Definitions Parents’ Association – is the body of parents and carers of children in the school and nursery Ordinary Member – every parent or carer in the school or nursery provided the child has been offered a place in primary one Committee Member – is a non-office bearing member of the committee who has been elected by the ordinary members Associate Member – is a co-opted member, and is not a parent or carer but who wishes to support the ‘Purpose’ above Co-opted Member – is a committee member who has not been voted on by the ordinary members Office Bearer – are members of the committee who have been elected by committee members to fulfil the following specific roles: Chair, Deputy Chair, Secretary and Treasurer AGM – Annual General Meeting to be held once a year in April EGM – Extraordinary General Meeting called by Ordinary members or Committee Members