THE PARENT AND TEACHERS ASSOCIATION OF THE JUNIOR SCHOOL CONSTITUTION 15 September 2011 1
THE PARENTS AND TEACHERS ASSOCIATION OF THE JUNIOR SCHOOL CONSTITUTION ARTICLE 1 FORMATION - NAME The Parents and Teachers Association of The Junior School of Nicosia, is established under the name The Junior School Parents and Teachers Association The JS PTA. ARTICLE 2 - REGISTERED OFFICE The Registered Office of the Association is The Junior School, Nicosia. ARTICLE 3 INTERPRETATION For the purposes of the Constitution the following interpretation will be given to each of the following words, unless the text dictates a different meaning: Parent Guardian relevant law. : Father, mother or guardian of a student. : A person appointed a guardian of a child under the provisions of the The School : refers to Key Stage 1 (KS1 - being Pre-Reception to Year 2) and Key Stage 2 (KS2- being Year 3 to Year 6) of the Junior School. Board of Governors : refers to the Junior School s Board of Directors who comprises of individuals elected to oversee the management of the School. Management Team or Senior Management Team : refers to the Principal, and the head teachers of KS1 and KS2. The Junior School Parents and Teachers Association : An organised group of at least 21 members, formed for non-profit goals. Member : refers to any parents, guardians, the Principal, the head teachers of KS1 & KS2 and any other teaching staff of KS1& KS2 of the Junior School that are eligible to participate in the JS PTA. JS PTA or Association Association. : refers to the Junior School Parents and Teachers Student : Registered student (male or female) under the relevant Rules of The Junior School. Teaching staff : refers to individuals who are engaged in either full time or part time employment at the school for the purposes of teaching students. JS PTA Committee : As described in Articles 17 and 18. JS Executive Committee : As described in Article 21, unless Article 18(6) applies. 2
Law time. : The relevant Laws of the Republic of Cyprus in place at the relevant ARTICLE 4 AIMS & OBJECTIVES The aims and objectives of the Association shall be: 1. To develop close and effective relationships between the parents, the teachers, the students and the Board of Governors for the purpose of supporting the social and community activities of the School. 2. To facilitate the above by organising social and fund raising activities. 3. To support the educational programmes of the School, where requested by the School s management, and if judged appropriate by the JS PTA Committee. 4. To do anything else within the Law that promotes the aims and objectives. ARTICLE 5 - MEANS OF ATTAINING THE OBJECTIVES For the purpose of attaining its objectives the Association has the right to: 1. Establish a bank account/bank accounts. 2. Print, publish, and circulate any document relating to the Association s objectives. 3. Organise social, artistic, athletic, cultural gatherings relating to the promotion of the Association's objectives ARTICLE 6 - MEMBERS 1. All parents or guardians of students attending the School shall automatically become a member of the Association with voting capacity. 2. Membership is personal and is restricted to two parents or guardians per student. 3. All teaching staff in the School shall automatically become a member of the Association with voting capacity. ARTICLE 7 - MEMBERS' RIGHTS 1. Each member has the right to elect and to be elected to the JS PTA Committee and to participate in the General Meetings, unless Article 7(2) is applicable. 2. A member of the Association who belongs to the Board of Governors of the School cannot be elected to the JS PTA Committee. 3. Every member has the right to inspect the JS PTA s administration and/or financial records, subject to the member submitting a letter, giving 14 days notice, bearing their request to the Secretary of the JS PTA. 4. Every member has the right to propose matters/issues to be considered by the Association. ARTICLE 8 - ANNUAL SUBSCRIPTIONS & CONTRIBUTIONS 1. All members may pay a mandatory annual subscription/contribution to be determined by the JS PTA Committee, subject to being previously approved by the members at a General Meeting. 2. The above subscription may be settled in a manner to be determined by the JS PTA Committee, subject to being previously approved by the members at a General Meeting. 3. The introduction of any optional subscription/contribution to be determined by the JS PTA Committee need not be approved by the members at a General Meeting. 4. Any optional subscription/contribution shall be communicated to the members in writing. 3
ARTICLE 9 - MEMBERS DUTIES 1. Every member must abide by the Constitution and comply with the resolutions of the General Meeting and the JS PTA Committee, as well as the Law. 2. A member shall act in good faith at all times and within the Law. A breach of the latter, will result in the JS PTA Committee examining the incident in detail and may lead to the imposition of all or any of the following sanctions: a. Cautionary Notice b. Expulsion, temporary or permanent 3. A member shall have a right of hearing to defend himself/herself prior to any sanction being imposed by the JS PTA Committee. 4. Any member that is struck off the members' list, expelled or who resigns shall have no claim to any property of the Association but shall remain fully liable to discharge his or her obligations, financial or otherwise. ARTICLE 10 - THE FUNDS OF THE ASSOCIATION 1. The Association shall derive its funds from any or all of the following sources: a. Income of any activities organised by the Association. b. Annual member subscriptions that have been introduced in accordance with Article 8(1). c. Any subsidies, donations, sponsorships, grants and bequests and other ex gratia payments accruing to the Association from legitimate sources. 2. The Funds of the Association shall be deposited in a bank or a building society in the name of the Association. 3. Unless otherwise stated by the JS PTA Committee, the Chairperson and the Treasurer shall operate any bank account/accounts jointly - all cheques drawn or withdrawals made shall be signed jointly by them. 4. At the end of each School year, the JS PTA Committee shall be required to ensure that the minimum balance of JS PTA bank account is not less than 4.000. ARTICLE 11 - EXPENSES The above mentioned Funds may be utilised, in accordance with the decisions of the JS PTA Committee, for any of the following purposes: a. Payment of administrative or other expenses of the Association. b. Payment in whole or in part of the cost of any School activity, equipment and/or amenity, over and above those that would normally be provided for by tuition fees, following a relevant request by the Principal, the KS1 or KS2 Head Teacher, and approved by the JS PTA Committee. c. Provision of financial or other types of awards. d. Covering the whole or in part, of the cost of any activities organised by the Association. e. Making contributions for any other purpose, for the benefit of any individual student, group of students, or the School. f. Payment of any other expenses necessary for promoting the objectives of the Association. ARTICLE 12 - ADMINISTRATION BODIES The Association's administration bodies are the following: 1. The General Meeting (see Articles 13 & 14) 2. The JS PTA Committee (6 Office Bearers who are parents, 2 parent representatives, 3 members of staff). 3. The Executive Committee (the Office bearers) 4
ARTICLE 13 - ANNUAL GENERAL MEETING ("AGM") 1. The Annual General Meeting is the supreme administrative body of the Association and all its decisions bind the Members and the JS PTA Committee. 2. The AGM will be held immediately following the commencement of the School year and preferably before the 30th September, at such time and place as may be determined by the JS PTA Committee. 3. The Activities of the AGM shall be: a. A report on the activity of the previous year, provided by the Chairperson. b. A presentation of a financial statement and balance sheet, provided by the Treasurer. c. Approval of (a) and (b) above - proposed and seconded. d. Approval of minutes of any previous General Meetings. e. Nomination and approval of an auditor. An auditor is deemed to be an individual, a member of the Association, but who is not a member of the JS PTA Committee. f. Any other Business included in the Agenda that is given to all members no less than 3 days before the AGM. g. To elect members to the JS PTA Committee, if the Constitution so demands. 4. The AGM is called by an advance written notice of no less than 10 days, excluding the day on which the notice is given or deemed to be given. The notice shall specify the place, date and time of the Meeting and list the issues to be addressed. The notice may be in the form of an e-mail. The notice will be deemed to be delivered on the date of the sender s delivery receipt. ARTICLE 14 - EXTRAORDINARY GENERAL MEETINGS: ("EGM") 1. All General Meetings, with the exclusion of the AGM, will be called Extraordinary General Meetings. 2. EGMs are called : a. By the JS PTA Committee, when the latter deems it necessary. b. Following a written request of at least one third of the members stating the reasons for the EGM and the issues to be addressed. Upon receipt of such a request the JS PTA Committee has a duty to call for an EGM which shall take place within 21 days of the request being received. 3. An EGM will be conducted in accordance with Article 15. 4. In EGMs only the matters for which the Meetings are summoned will be discussed and decisions made upon on. ARTICLE 15 - PROCEEDINGS DURING THE GENERAL MEETINGS 1. No business shall be transacted at any General Meeting unless a quorum is present when the meeting commences its business. For all purposes, the quorum shall be half of the members plus one being present. 2. If, within 15 minutes, from the time fixed for the holding of a General Meeting, a quorum is not present, the members present will be deemed to be a quorum. 3. The Chairperson of the Association presides over each General Meeting, unless the General Meeting decides otherwise. 4. The Chairperson may, with the consent of any Meeting at which a quorum is present and shall, if so directed by the meeting, adjourn any Meeting for another time and/or place as the Meeting may decide. 5. At any General Meeting a resolution put to the vote at the Meeting, shall be decided on a show of hands unless before the vote, a secret ballot is demanded by the majority of members present. In any General Meeting, resolutions are passed by majority of members present. 6. In case of a tied vote either by show of hands or by secret ballot, the Chairperson/anyone presiding over the Meeting shall have the casting vote. 5
7. The vote to elect members to the JS PTA Committee is secret and the Chairperson will not have the casting vote, unless Article 15(6) is applicable. ARTICLE 16 - MEMBERS' VOTES 1. Every member of the Association who is eligible to vote and present at a General Meeting, shall be entitled to one vote. ARTICLE 17 - ELECTION OF THE JS PTA COMMITTEE 1. Members who would like to be elected to the JS PTA Committee should submit their intention in writing to the current JS PTA Committee Secretary at least 2 days before the AGM. 2. In case the number of candidates exceeds the number of vacant places in the JS PTA Committee, elections will be carried out. 3. If the candidates are less than the vacant places, the candidates shall be automatically elected, and any shortfall may be filled by interested members present at the AGM. The nomination of the interested members shall be proposed and seconded. 4. The election will take place during the AGM. The election is conducted by ballot papers. The ballot papers will bear the Association's seal and will state the candidates' names in alphabetical order. Members entitled to be present and to vote will be given a ballot paper each, and a valid vote will be deemed that casted by a x, + or. The number of candidates that may be voted by a member should not exceed the number of Committee vacancies. To do so, will invalidate the ballot paper. 5. For the purpose of conducting elections, The General Meeting will appoint a 2 member Registrar Committee. Candidates cannot participate in this committee. 6. The members of the Registrar Committee shall be eligible to vote. 7. At the end of the vote, the Registrar Committee shall count the votes and prepare a list of the candidates elected as well as the runners-up. 8. In case of a tied vote the winner will be chosen by lot. 9. Candidates may be present during the counting of the votes. 10. Any appeal/objection will be considered by the General Meeting the decision of which shall be final. 11. The Registrar Committee shall deliver the election results to the JS PTA Committee Secretary who will announce the election results. 12. The assigning of positions with respect to the JS PTA Executive Committee will be voted on by the JS PTA Committee and not the members in the General Meeting. ARTICLE 18 - THE JS PTA COMMITTEE 1. The Association is governed by the JS PTA Committee that is elected during the AGM. 2. The JS PTA Committee shall comprise of The Executive Committee, 2 other parent members and 3 staff representatives. 3. The staff representatives shall be a Head Teacher representative, a KS1 teacher representative, and a KS2 teacher representative. 4. The role of the teacher representatives shall be to communicate to the JS PTA Committee ways in which the PTA can support the School and to inform the students and staff about the activities of the PTA, and how the teachers and students can support these activities. 5. At the first meeting of the newly elected JS PTA Committee there shall be elected a Chairperson, Vice Chairperson, Secretary, Assistant Secretary, Treasurer and Assistant Treasurer who will be the Executive Committee of the Association. 6
6. Should there not be enough members to satisfy the 6 Executive Committee positions, the Executive Committee may operate with a minimum of three Office Bearers being the Chairperson, the Secretary and the Treasurer. 7. The JS PTA Committee will execute all decisions of the General Meeting, administer and manage all affairs of the Association. Further, it will take all necessary steps towards attaining the objectives of the Association. 8. Meetings will be convened as the JS PTA Committee deems necessary. 9. If half of its members, plus one are present, a quorum is deemed to be present, for the JS PTA Committee. Decisions are taken by majority vote, and in case of a tied vote the Chairperson has the casting vote. ARTICLE 19 - POWERS AND DUTIES OF THE JS PTA COMMITTEE 1. The affairs of the Association shall be administered by the JS PTA Committee which may pay any expenses incurred in promoting the objectives of the Association and may exercise all powers of the Association that need not be exercised by the Association in a General Meeting. However, no regulation passed through General Meeting may invalidate any previous act of the JS PTA Committee. 2. All cheques, promissory notes, drafts, bills of exchange and other negotiable instruments and all receipts for money paid to the Association shall be signed, executed, accepted, endorsed or otherwise executed, as the case may be, in such manner as the JS PTA Committee will determine from time to time. 3. A meeting of the members of the JS PTA Committee, for which there is a quorum, is competent to exercise all such powers and duties conferred upon members or exercisable by the JS PTA Committee in general in accordance with the provisions of the Association's constitution. 4. The JS PTA Committee may appoint sub-committees as it thinks fit. Members of sub-committees need not be members of the Committee. The JS Committee may delegate powers to the sub-committees. Each committee so comprised conforms to the powers vested and to the regulations imposed upon it by the JS PTA Committee. 5. The members of the JS PTA Committee elect the Co-ordinators of the subcommittees. 6. The sub-committees regulate their meetings as their members may decide. Issues raised during such meetings are decided by majority vote of the members present. In case of a tied vote the Co-ordinator of the sub-committee shall have the casting vote. 7. All acts of members of the JS PTA Committee or the sub-committees are valid provided they were done in good faith. 8. Members of the JS PTA Committee shall assist in taking minutes of General Meetings, of minutes of the JS PTA Committee and sub-committees. Such minutes signed by the Chairperson at the next Meeting or Assembly, and approved by members present constitute final evidence of what is written in them without further proof. 9. A written decision signed by all members of the JS PTA Committee is as equally valid and binding as a decision taken in a JS PTA Committee meeting. 10. Special books will be kept, for which the Secretary of the JS PTA Committee will be responsible, with the minutes of the JS PTA Committee, General Meetings, and other sub-committee meetings. 11. The JS PTA Committee may announce vacancies relating to the position of members who have resigned, been expelled or have been absent for more than three consecutive meetings without prior notification to, and approval by, the Chairperson of the JS PTA Committee. 12. The JS PTA Committee will co-opt, in the event of a vacancy, a member to fill the vacancy until the next JS PTA elections. The Committee may invite any member to submit a letter of intention to co-opt. The Committee will then take a vote as to which member will be appointed to the vacancy. 7
13. The JS PTA Committee may invite anyone to be present during its meeting for the purpose of enhancing the Association's work, provided that such person will have no right to vote. ARTICLE 20 - DEPRIVATION OF MEMBERSHIP TO THE JS PTA COMMITTEE A JS PTA Committee member's position becomes vacant when: a. The member resigns its position by giving written notice to the JS PTA Committee; b. The member dies; c. The member is no longer a parent or guardian or teacher at the school; d. The member becomes mentally or physically incapacitated; e. The member is convicted of a crime involving immorality or dishonesty; f. The member is expelled in accordance with the provisions of the constitution. g. The member is unexplainably absent for more than 3 consecutive meetings of the JS PTA Committee without prior notification. h. The member is appointed as member of the Board of Governors of the Junior School. ARTICLE 21 - ELECTION OF JS PTA EXECTIVE COMMITTEE (THE OFFICE BEARERS) 1. Following election of its members in accordance with the Constitution, the JS PTA Committee shall meet to elect its Office bearers. 2. Such Office bearers are: the Chairperson, Vice-Chairperson, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, all of whom constitute the Executive Committee. 3. The JS PTA Committee will only proceed to elect its Officials if there is a quorum. A quorum is deemed present if half the members plus one are present. 4. If fewer than half members plus one are present they may await for 15 minutes. If following the lapse of 15 minutes a quorum is not present, members actually present will be considered a quorum. 5. JS PTA Committee Officials are elected by secret vote. 6. A candidate who gathers the votes of half the Members present, plus one, is elected to the office for which he run. 7. In the case of three (3) or more candidates running for the same post and if following the vote, none of them gathers the votes of half the members present plus one, a second vote will take place, the candidates being the two that gathered the highest number of votes. If three or more candidates equal the highest number of votes, the two who will be entitled to run for post will be chosen by lot. If there are two or more runners up with equal number of votes, the one who will be allowed to run for the post will be chosen by lot. 8. The term of office for JS PTA Committee Officials is 2 years. 9. Unless Article 21(10) is applicable, no member may serve as an Official for more than 2 consecutive terms. 10. Where a vacant position is not filled following an AGM/or EGM, or where a member has not offered to co-opt for vacancy, an Official who has served for 2 consecutive terms, has the right to co-opt for such a position until the next AGM. ARTICLE 22- - CHAIRPERSON 1. Any member of the JS PTA Committee may be elected Chairperson. 2. The Chairperson is responsible for the proper, smooth and effective running of the JS PTA Committee and the Executive Committee, and should ensure that all the issues on the agenda of meetings are sufficiently supported by relevant information, and that ample time is given to discuss and decide matters on the agenda. 8
3. The Chairperson co-signs with the Secretary any document. 4. The Chairperson co-signs with the Treasurer all cheques and the annual financial statement. ARTICLE 23 - VICE-CHAIRPERSON The Vice-Chairperson assists the Chairperson in the execution of his or her duties and replaces the Chairperson if he or she is absent and in such cases possesses the same powers and rights. ARTICLE 24 - THE SECRETARY 1. The Secretary shall keep: a. Correspondence files b. A book with minutes of JS PTA Committee meetings c. A book with minutes of Executive Committee's meetings d. A book of meetings of General Meetings/Assemblies. 2. Minutes shall be approved at the meeting next following that to which the minutes refer, and if purporting to be signed by the Chairperson or Vice Chairperson of such succeeded meeting, shall be receivable as prima facie evidence of the matters stated in such minutes. 3. The Secretary co-signs with the Chairperson all documents. ARTICLE 25 - ASSISTANT SECRETARY The Assistant Secretary assists the Secretary in the performance of his or her duties and stands in his or her place when the latter is absent. ARTICLE 26 - TREASURER 1. The Treasurer keeps book of accounts where he files regularly and with precision all incoming and outgoing payments of the Association. He receives money issuing relevant receipts and effects payments according to the decisions of the JS PTA Committee. 2. He or she reports to the administrative bodies of the Association and to the Auditors for matters relating to the financial situation of the Association whenever requested. 3. Co-signs with the Chairperson the Annual Financial Statement. ARTICLE 27 - ASSISTANT TREASURER The Assistant Treasurer assists the Treasurer in the performance of his or her duties and stands in his or her place when the latter is absent. ARTICLE 28 - EXECUTIVE COMMITTEE 1. The Executive Committee consists of the Chairperson, the Vice-Chairperson, the Secretary, the Treasurer, the Assistant Secretary and the Assistant Treasurer. 2. The Executive Committee executes the decisions taken by Meetings and by the JS PTA Committee. 3. The Executive Committee takes care of urgent matters and decides upon them within the boundaries of the decisions of the JS PTA Committee. 4. Meetings shall be convened whenever deemed necessary by the members of the Executive Committee 9
ARTICLE 29 - AUDIT 1. The AGM elects one auditor to inspect the JS PTA s accounts. 2. An auditor may be deemed to be an individual, a member of the JS PTA, but who is not a member of the JS PTA Committee. 3. If a member auditor cannot be found, the JS PTA Committee has the right to seek an auditor from external sources. 4. The role of the auditor is to inspect the Association's accounts at least once a year and counter sign the final Financial Report. 5. The auditors are elected for a term of one year which is renewable at subsequent AGMs. ARTICLE 30 - NOTICES 1. A notice or any other document may be served by the Association upon any member personally or through the member's child, or by post, by prepaid letter to the address of the member as shown in the Association's register of members, or via email. 2. Email notices will be deemed delivered upon the date of sender s delivery receipt. 3. Notices to members shall be deemed to have been duly served if they have been published in at least two daily newspapers. ARTICLE 31 - RIGHT TO VOTE 1. Every member of the Association shall have the right to vote at a General Meeting, unless otherwise specified in the Constitution herewith. 2. Voting cannot take place by proxy. ARTICLE 32 - INTERPRETATION OF THE CONSTITUTION Any matter not dealt within this Constitution or by law will be decided upon by the JS PTA Committee with the right of appeal to the General Meeting. ARTICLE 33 - REPRESENTATION The Association will be represented on any Court of law, Body or Authority by the Chairperson or Vice-Chairperson or anyone else appointed by the JS PTA Committee. ARTICLE 34 - THE SEAL 1. The Association shall have a seal bearing its name. 2. The Association may also have an emblem or flag. ARTICLE 35 - AMENDMENT OF THE CONSTITUTION 1. The Association may amend, delete, add to any or all of these articles of the Constitution at an AGM, or an EGM called for that purpose. The proposed change shall be specified in the notice calling the meeting. The changes may be approved by the consent of not less than 2/3 of the Members present and who are entitled to vote. 2. The Objectives of the Association in the articles may only be amended at a General Meeting upon a proposal by the Committee or at least 1/3 of the Members accompanied by a written submission which includes the proposed amendments. The decision to approve any amendment to the Objectives must be approved by 2/3 of the total number of the Members present and who are entitled to vote. 10
3. Any amendment to the Constitution must be notified to the Ministry of Interior by the JS PTA Committee within 21 days from the date of the Resolution adopting the changes. ARTICLE 36 - RELATIONS OF THE ASSOCIATION WITH THE SCHOOL MANAGEMENT 1. Other than the 3 staff representatives present at each JS PTA Meeting, the Board of Governors, the Principal, Head Teacher of KS1, Head Teacher of KS2 may be present in General Meetings and JS PTA Committee meetings, following an invitation by the JS PTA Executive Committee. 2. Their role is advisory and they have no right to vote. ARTICLE 37 - WINDING-UP AND LIQUIDATION 1. The Association will be wound up if at any time the number of its members does not exceed twenty (20). 2. In case of winding-up and liquidation, any assets remaining after the full settlement of all liabilities will become the property of the Junior School. 11