CONSTITUTION PERSATUAN IBU-BAPA DAN GURU-GURU SEKOLAH UPLANDS, PULAU PINANG (UPLANDS SCHOOL, PENANG, PARENT TEACHER ASSOCIATION)

Transcription

1 CONSTITUTION PERSATUAN IBUBAPA DAN GURUGURU SEKOLAH UPLANDS, PULAU PINANG (UPLANDS SCHOOL, PENANG, PARENT TEACHER ASSOCIATION) CLAUSE 1 NAME 1 The Association shall be known as PERSATUAN IBUBAPA DAN GURUGURU SEKOLAH UPLANDS, PULAU PINANG (UPLANDS SCHOOL, PENANG, PARENTTEACHER ASSOCIATION, UPTA) Hereinafter referred to as the Association. 2. Meaning of name: 3. Level : Lainlain CLAUSE 2 ADDRESS 1. The registered address is THE INTERNATIONAL SCHOOL OF PENANG, JALAN SUNGAI SATU, BATU FERINGGHI PULAU PINANG or at such other place as may from time to time be decided by the Committee; and the postal address is THE INTERNATIONAL SCHOOL OF PENANG, JALAN SUNGAI SATU, BATU FERINGGHI PULAU PINANG 2. The registered and postal addresses shall not be changed without the prior approval of the Registrar of Societies. CLAUSE 3 OBJECTIVE 3.1 The objectives of the Association shall be : to encourage parents/guardians and teachers to work together for the educational welfare of the children and young people enrolled at Uplands by providing a forum for this purpose to work for the betterment of the school. Page 1 of 8

2 3.1.3 to harness the expertise, experience and influence of the members of the Association to further the aims and objectives of the school and to assist within the school in supplementary activities to provide a channel through which parents/guardians may understand better the teaching methods and materials used by the school to organise a programme of social events and meetings designed to foster friendly relationship among parents/guardians, and between parents/guardians and staff to enlarge the membership of the Association to promote public awareness of Uplands as an International School, its curriculum and of its importance within the local and expatriate community to find, from among the parent members of the Association, candidates for the positions of parent representative on the I.S.P. Schools Association Board of Governors, and to nominate and second those candidates at the AGM of the I.S.P. Schools Association Board of Governors, in accordance with the Memorandum of Association and Articles of Association of the I.S.P. Schools Association. CLAUSE 4 MEMBERSHIP 4.1 There will be two categories of membership, ordinary and associate. 4.2 Ordinary Membership. Every parent/guardian of a child enrolled in Uplands School and every members of Uplands School teaching staff shall be eligible to join the Association and thereby have the right to attend General Meetings, to vote at such meetings and to stand for election to an office of the Association. 4.3 Every application for membership shall be proposed and seconded by two existing members and shall be forwarded to the Secretary of the Association who shall at the first convenient opportunity submit it to the Committee for approval. The Committee may at its discretion reject any application without assigning any reason therefore. 4.4 Every applicant whose application has been approved as aforesaid shall upon payment of the prescribed subscription be admitted as a member of the Association and shall be entitled to all privileges of membership. 4.5 Associate Membership. Friends (including without limitation current and former students, former parents and former teachers) and members of the teaching staff of the school who are not parents or guardians shall be able to join the Association as associate members. They shall be proposed and seconded, then approved by the current Committee on an annual basis, but shall not have the right to vote or stand for election. CLAUSE 5 RESIGNATION AND TERMINATION 5.1 Any parent/guardian whose children are no longer at the school, or member of the teaching staff who is no longer employed at the school, automatically ceases to be an ordinary member of the Association. Page 2 of 8

3 CLAUSE 6 SOURCE OF INCOME 6.1 the yearly subscription shall be RM80.00 per family, payable in January, every year. 6.2 the fee set in Rule 6.1 is a minimum fee and it may be revised to another greater value by unanimous vote of the Committee, or by a vote of over 50% of members present and eligible to vote present at an EGM or AGM. Outside an EGM or AGM the fee may only be revised once per calendar year to another value, effective only for forthcoming calendar years, subject to revision under this Rule. Any proposal to adjust the fee by the Committee must be advised to members at least 14days prior to the Committee meeting where it is to be considered and member submissions must be heard and considered before the resolution is voted upon by the Committee. CLAUSE 7 GENERAL MEETING 7.1 The supreme authority of the Association is vested in a General Meeting of the members. At least one half of the total membership of the Association or twice the total numbers of the members of the Committee, whichever is the lesser, must be present at a General meeting for its proceedings to be valid and to constitute a quorum. 7.2 If half an hour after the time appointed for the meeting, a quorum is not present, the meeting shall be postponed to a date (not exceeding thirty days) to be decided by the Committee. If a quorum be not present half an hour after the time appointed for the postponed meeting, the members present shall proceed with the meeting, but shall not have the power to alter the rules of the Association or to make decisions affecting the whole membership. 7.3 An Annual General Meeting (AGM) of the Association shall be held as soon as possible after the close of the financial year, but no later than March 15 th, on a date, and at a time and place to be decided by the Committee. The business of the AGM shall be: to receive and approve the annual reports of the Committee and the audited accounts for the previous year; to elect office bearers for the coming year; to consider any other matters relevant to the progress and welfare of the Association; to appoint two auditors for the coming year. 7.4 Notice of the meeting shall be advised to members at least 14 days in advance. Copies of minutes and reports, together with the audited accounts for the previous year will be made available at the registered address. 7.5 An Extraordinary General Meeting (EGM) shall be convened whenever the Committee deems it desirable, or at the request in writing of not less than twenty voting members, or onefifth of the total voting members whichever is the lesser, stating the reasons for the meeting. An EGM shall be convened within 21 days of the receipt of a request, and notice of the meeting shall be sent out 14 days in advance. Page 3 of 8

4 7.6 Paragraphs 7.1 and 7.2 regarding the quorum and postponement of the AGM shall apply also to the EGM, but with provision that if no quorum is present after half an hour from the time appointed for a postponed EGM requisitioned by members, the meeting shall be cancelled and no EGM shall be requested for the same purpose until six months has elapsed. CLAUSE 8 COMMITTEE 8.1 A Committee of the Association shall be elected at the AGM and shall consist of seven parent and two teacher members: Chairman Vice Chairman Secretary Assistant Secretary Treasurer Two ordinary parent members One ordinary teacher member representing the Junior School One ordinary teacher member representing the Senior School 8.2 Nominations for election to the Committee shall be proposed and seconded, up to the time of the election at the AGM. Two ballots shall be held, one for parent representatives and one for teacher representatives. Only teachers may vote for teacher members, and only parents may vote for parent members. 8.3 Committee members are eligible for reelection, but may not serve for more than three consecutive years. Should the necessity arise, due to lack of numbers, a vote can be taken at the AGM to reelect a Committee member who has already served on the Committee for three consecutive years. No person may serve on the Committee for more than five consecutive years. 8.4 The Committee will appoint office bearers from among its members at its first meeting. The Committee shall hold meetings at least once in three months, and such meetings shall be notified seven days in advance. The Chairman or three members of the Committee shall have authority to call a meeting. The quorum for committee meetings shall be more than half of the Committee. 8.5 The function of the Committee is to organise the fundraising and social activities of the Association, and to conduct the business of the Association within the policy laid down by the General meeting. The Committee may not act contrary to the express wishes of the General Meeting. It shall furnish a report to each AFM on its activities during the previous year. 8.6 Where any urgent matter requiring the approval of the Committee arises, and it is not possible to convene a meeting, the Secretary may obtain approval by means of a letter. The following conditions must be fulfilled: The issue must be clearly set out in the letter and forwarded to all Committee members Page 4 of 8

5 8.6.2 At least one half of the members of the Committee must indicate whether they are in favour or against the proposal The decision must be by a majority vote. Any decision obtained by letter shall be reported by the Secretary to the next Committee Meeting and recorded in the minutes. 8.7 Any member of the Committee who fails to attend three consecutive meetings without satisfactory explanation shall be deemed to have resigned from the Committee. 8.8 If a post becomes vacant, the Committee shall have the power to coopt from the general membership until the next AGM. 8.9 The Committee shall form subcommittees if necessary and shall give instructions regarding special duties to the subcommittee In the event an existing Ordinary Member is not nominated and elected for a Teacher Representative position on the Committee, the position may be filled by the Committee, by coopting a member of the Teaching Staff to the position. In such circumstances the Teacher Representative automatically becomes an Ordinary Member of the Association and is not required to pay the subscription fee required in Rule 4.4. Alternatively the Committee may elect to leave the position vacant. CLAUSE 9 DUTIES OF OFFICE BEARERS 9.1 Chairman. The Chairman shall preside at General Meetings and at meetings of the Committee and, in the event of a tied vote, shall have a casting vote. The Chairman shall sign the minutes of all meetings. 9.2 ViceChairman. The ViceChairman shall assist the Chairman and shall deputize for the Chairman in his absence. 9.3 Secretary. The Secretary shall keep minutes of the Association, sign the minutes, be responsible for all official correspondence and keep all records. 9.4 Assistant Secretary. The Assistant Secretary shall assist the Secretary in carrying out his duties and shall act for him in his absence. 9.5 Treasurer. The Treasurer shall be responsible for the finances of the Association, keeping an account of income and expenditure. This office shall prepare and present audited accounts to the AGM. 9.6 Ordinary Committee Members. The ordinary Committee members shall assist in the running of the Association. CLAUSE 10 FINANCIAL PROVISION 10.1 Subject to the following provisions, the funds of the Association may be expended to further the objectives of the Association. This shall include the expenses of its administration and the audit of its accounts. Page 5 of 8

6 10.2 All expenditure in excess of RM shall be authorized in advance by the Committee. Expenditure up to RM may be approved by the Chairman and Treasurer. All transactions shall be signed by both the Treasurer and the Chairman or the Secretary All money shall be kept in a bank to be named by the Committee. The bank account shall be in the name of the Association The financial year of the Association shall be from the 1 st January to 31 st December. CLAUSE 11 AUDITORS 11.1 Two persons, who shall not be office bearers of the Association, shall be appointed by the AGM as Honorary Auditors. They shall hold office for one year and may be reappointed The Auditors shall be required to audit the accounts of the Association for the year. They may also be required by the Chairman to audit the accounts of the Association for any period within their tenure of office at any date, and to make a report to the Committee. CLAUSE 12 PROPERTY ADMINISTRATOR / TRUSTEES Tiada Berkaitan CLAUSE 13 INTERPRETATION 13.1 Between AGMs the Committee shall interpret the rules of the Association, and when necessary determine any point on which the rules are silent Between AGMs the Committee has the authority to act on behalf of the members of the Association, provided it acts within the general policy laid down by previous General Meetings. CLAUSE 14 ADVISOR / PATRON 14.1The Principal and Deputy Principal of Uplands School shall be appointed as advisors to the Association and shall be entitled to attend any meeting of the Committee or Members. Consistent with their role as advisors they are not entitled to vote on any resolution before the Committee. If they are Ordinary Members of the UPTA they may vote on any resolution put to the members of the UPTA in open meeting ONE Parent Representatives of the I.S.P. Schools Association Board of Governors who was nominated by the Uplands PTA in accordance with Rule may be resolution of the Committee be selected by the Committee to act as official representatives of the UPTA to the Board of Governors. Any person so selected will be entitled to attend any meeting of the Committee. Unless they are also a UPTA Committee member in accordance with Rule 8, then as advisors they are not entitled to vote on any resolution before the Committee. As members of the UPTA they may vote on any resolution put to the members of the UPTA in open meeting. Page 7 of 8

7 CLAUSE 15 PROHIBITION 15.1 None of the following games shall be run by the Association: Roulette, Lotto, Fantan, Poh, Peh Bin, Belangkai, Pai Kau, Yau Ngau, Ten and a half, Tien Kow, Chap Ji Kee, Sam Cheong, Twentyone, Thirtyone, all games of dice, Bankers games and all games of mere chance Neither the Association nor its members shall attempt to restrict, or in any other manner interfere with the trade or prices or engage in any trade union activities as defined in the Trade Union Act The Association shall not hold any lottery, whether confined to its members or not, without proper permission from the authorities concerned Benefits as stated in Section 2 of the Societies Act, 1966 should not be given by the Association to any members of members dependants. CLAUSE 16 AMENDMENT OF CONSTITUTION 16.1 Amendments to the constitution may only be approved at an AGM. Any notice of motion to amend the constitution shall be sent to the Secretary, with a proposer and seconder, and shall be received at least three weeks before the AGM, to permit 14 days prior circulation to members Application for any such alterations or amendments shall be made to the Registrar of Societies within 28 days from the date of the decision to make the change or amendment. Such alterations of amendments shall take effect from the date of their approval by the Registrar of Societies. CLAUSE 17 DISSOLUTION 17.1 The Association may be voluntarily dissolved at a General Meeting, specially convened for that purpose. Approval for the resolution must be by more than threefifths of the total membership In the event of the Association being dissolved, all debts and liabilities legally incurred on its behalf shall be fully discharged, and the remaining funds shall be disposed of in such a manner as decided by a General Meeting Notice of the dissolution shall be given within 14 days to the Registrar of Societies. CLAUSE 18 FLAG, LOGO AND BADGE 1 Flag Description 2 Logo Description 3 Badge Description Page 8 of 8