PTA Constitution
Dean Park Primary School
Parent Teacher Association Constitution
- Title
The Association shall be known as the Dean Park Primary School Parent Teacher 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 by providing or assisting in the provision of facilities for education at the school (not normally provided by the Local Authority). This includes:-
a) promoting close co-operation and communication between parents and teachers
b) studying and discussing matters of mutual interest relating to the education and welfare of pupils
c) engaging in activities which support and advance the education of the pupils attending the school, including fund raising and after school activities
d) considering applications for funds put to the PTA from parents, teachers, Pupil Council and groups within the Parent Forum and granting funds to support such applications where the request is passed by a majority of the General Committee.
- Membership
The Members of the Association shall comprise all parents or guardians of children attending the school (including nursery class) and all teachers employed at the school.
With the newly formed Parent Forum and Parent Council it has been decided that the PTA continues to operate as a separately constituted organisation accountable to the Parent Forum.
- Powers of the Association
The Association shall have the power to do anything considered by the General Committee to be in furtherance of the aims. This includes the power:-
a) to raise funds and invite and receive 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 General Committee in establishing and administering the charity and 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 General Committee, required for the carrying out of the purposes of the Association
f) to establish and operate both current accounts and deposit accounts with bankers in the name of the Association provided that cheques drawn on such accounts shall not be signed by less than two members of the General Committee
5. Office Bearers
The Office Bearers of the Association shall consist of:
- The President (the Head Teacher of the School)
- Chairperson
- Vice Chairperson
- Secretary
- Treasurer
- Minute Secretary
The General Committee of the Association may appoint such other Office Bearers as may from time to time be deemed necessary.
The Office Bearers will be elected by the Committee at the first meeting after the AGM. Office Bearers will hold office for one year, being eligible for re-election. Where an Office Bearer’s position becomes vacant during the normal term of office the Committee may, at their discretion, opt to fill this post in one of the following ways: (i) the deputy for the post or an agreed member of the Committee may stand in for the duration, (ii) the Committee may elect a replacement from its membership or (iii) an Extraordinary General Meeting may be called to elect a new member to the post.
The Minute Secretary shall be responsible for keeping accurate Minutes of all meetings and distributing these to the Committee members. Copies should be made available to the Parent Council and to any member of the Association who requests them.
6. General Committee
The business of the Association shall be managed by a Committee of no more than 25 members, consisting of
21 parents, 3 teachers and the Head Teacher.
Members of the Committee shall be appointed at the AGM. They shall be elected for a period of 3 years or until the AGM immediately following three year’s service should they join mid-term. No one may stand for re-election within 2 years of their leaving the Committee.
In the event of any vacancies, the Committee shall have the right to co-opt as many members as necessary to complete the complement until the following AGM.
Where a member of the Committee fails to attend regular meetings and does not play an active role in any of the activities of the Association, the General Committee reserves the right to ask the member to step down.
Meetings of the General Committee shall be held as required during term time. At all meetings of the Committee a third of General Committee Members, at least two of whom are Office Bearers, shall form a quorum.
Each member of the committee shall have one vote and resolutions shall be passed by a simple majority vote of those present. The Chairman shall have the deciding vote which shall be used only in the event of a tie.
A representative from the PTA General Committee will attend Parent Council meetings and a representative from the Parent Council will also attend PTA General Committee meetings to ensure good communications between the two groups.
7. Annual General Meetings
The Annual General Meeting (AGM) shall be held in March or April each year. The notice calling the meeting shall be sent to members at least 21 days in advance provided that non-receipt of such notice by any member shall not invalidate the meeting.
The business shall include:-
a) the work of the Committee
b) approval of the Accounts for the preceding year
c) appointment of an independent examiner of the Accounts
d) receipt of reports of the Office Bearers
e) election of members to serve on the Committee
f) discussion of motions received
At all Annual General Meetings voting shall be on the basis of one vote per member present at the meeting.
At all Annual General Meetings the quorum shall consist of no less than 5 members of the Association.
The General Committee or a minimum of 25 members, on submission of a formal written request, shall have the power a call Extraordinary General Meeting (EGM).
Any member of the Association shall have the right to raise a motion to be voted on at the Annual General Meeting by sending the motion in writing to the Secretary by no later than 10 days prior to the AGM.
8. Finance
Funds of the Association shall be lodged in a bank, building society or other account in the name of the Association. Cheques shall be drawn or withdrawals made against the signatures of two named Committee members.
The Treasurer shall be responsible for keeping accurate records of the financial transactions of the Association.
The Association’s financial year shall end on the last day of February in each year. The accounts shall be reviewed annually by an independent examiner appointed at the previous AGM by the members.
The Committee shall be responsible for ensuring that all property/money received by/for the Association shall be applied for the aims of the Association.
9. Alterations to the Constitution
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 those present.
10. Dissolution
If it becomes necessary to dissolve the Association, by reason of it being impossible to achieve the objectives for which the Association is set up, this decision must be made by no less than 25 members of the Association voting in person plus the President of the Association. Any remaining funds should be distributed for the benefit of the children at the school.
11 The Dean Park Giving Scheme
11.1 Sub-Committee
There shall be a sub-committee of the PTA known as The Dean Park Giving Scheme Committee.
11.2 Purpose
The purpose of the committee will be to administer, control and direct the Dean Park Giving Scheme.
11.3 The Dean Park Giving Scheme
The Dean Park Giving Scheme (the Scheme) has been created as a successor to the Dean Park Deed of Covenant Scheme. Its primary purposes are to:
11.3.1 promote and administer a regular giving scheme for the parents and supporters of Dean Park Primary School and
11.3.2 apply any funds raised by the Scheme in a manner that works for the benefit of the children of Dean Park Primary School.
The decision as to how to pursue these purposes is solely that of the sub-committee. The General Committee of the PTA cannot direct or recommend any allocation of funds raised by the Scheme without seeking the prior approval and consent of the sub-committee.
11.4 Membership of the Sub-committee
11.4.1 The sub-committee shall exist of a minimum of 3 and a maximum of 6 members.
11.4.2 All teachers and all parents/ guardians of children at Dean Park Primary School shall be eligible to sit on the sub-committee whether or not they are on the General Committee of the PTA.
11.4.3 The membership of the sub-committee must include at least one teacher and one member of the General Committee of the PTA.
11.4.4 The first chairperson of the sub-committee shall be the chairperson of the Deed of Covenant Committee. Any future chairperson must be a parent/ guardian of a child in Dean Park Primary School who contributes to the Scheme and shall be nominated as such by the sub-committee.
11.4.5 Membership of the committee is by invitation of the chairperson who is required to obtain the agreement of a majority of the members of the sub-committee to any new member and advise all members of the sub-committee of any requests to join the sub-committee.
11.5 Powers
The sub-committee has such powers as they require to administer the scheme including (but not limited to) the power to
11.5.1 promote the Scheme;
11.5.2 prepare or instruct the preparation of accounts for the Scheme;
11.5.3 make payments on behalf of the sub-committee out of funds held by the Scheme
11.5.4 apply for payments under the Gift Aid Scheme (or any replacement for that) and
11.5.5 to retain appropriate records on behalf of the Scheme.
11.6 Meetings
Meetings will be held at least every four months and as required and/or at the reasonable request of any member of the sub-committee.
11.7 Voting
Any decision that requires to be made by the sub-committee will be made by simple majority with the chairperson having the casting vote (if required). At least 3 members of the sub-committee must be present for any vote.
11.8 Accounts
The accounts for the Scheme shall be prepared by or on behalf of the Treasurer for the PTA unless a member of the sub-committee agrees to undertake this task.