The Loretto School Parents' Association Constitution
The name of the Association shall be The Loretto School Parents' Association. Where the word 'School' is used it shall be deemed to mean Loretto School unless otherwise stated.
The Aims of the Association are to foster extended relationships between the Staff, parents and others associated with the School and to engage in activities which shall support the School and advance the education of its pupils.
All parents who have children in the School are automatically members of the Association
There shall be a Committee which shall consist of a maximum of 20 parents and a Secretary and a Treasurer (should one be required) and shall act as a key communication conduit to reflect the concerns and views of parents and pupils to the governors and school management.
The Committee shall have power to co-opt a member or members not necessarily from the parent body for such a purpose and for such a period as the Committee from time to time deems appropriate
A quorum shall consist of not less than 6 committee members, the Head or Senior Management and a member of the Governing body.
The Committee shall elect a Chair and a Vice-Chair from members who shall hold office until the next Annual General Meeting and who shall be eligible for re-election to those offices if still members of the Committee. If this is not by acclamation there shall be a secret ballot of those attending the AGM.
A Secretary and a Treasurer (if required) shall be appointed by the Committee either from its own number or from the Association, who shall hold office until the next Annual General Meeting and who shall be eligible for re-election.
Members of the Committee shall serve for two years or until their children have left the School, whichever is the shorter period and shall be eligible for re-election if still eligible
The Committee shall meet not less than once in each school term. It will be customary for the Head or Senior Management and a member of the Governing body to attend each meeting. The Committee may additionally be called at any time on being given 14 days' notice by The Chair or the Secretary provided he/she has been requested by notice in writing by at least three members of the Committee.
Nomination and election
Nominations to the Committee can be proposed by a member of staff, or the parent body (including committee members) or be self-nominated. The nominations shall be submitted to the Secretary in writing or by email at least ten days before the Annual General Meeting and shall be supported by at least two members of the Parents Association either at the meeting or in advance.
Committee representation shall be subject to variation as may from time to time be decided by the Committee, but at all times there should be a minimum of one representative from each House and one from each Year Group.
Where more nominations are received than there are places vacant on the Committee, a secret ballot of Committee members to determine who shall be elected to the Committee, shall take place, of those present at the Meeting, and those who have voted by proxy. Proxy votes may be submitted to the Secretary up to the time of the taking of the secret ballot in writing or by email. Election will be by simple majority.
It will be the responsibility of anyone communicating by email to ensure that their message has been received. Voting will not be reopened in the event of a message being sent but not received by the relevant time.
The Annual General Meeting of the Association shall take place in the Autumn term and any other meetings of the Association at such times as the Committee shall deem necessary. Not less than 14 days' notice of all Meetings shall be given to members. A Special Meeting may be called by members on written notice including the agenda of no less than 10 members to the Secretary in like manner on 30 days’ notice.
Accounts and finance
Proper books of Accounts shall be kept by the Treasurer if the Association receives any assets or generates any income and shall be laid before the Annual General Meeting by the Treasurer or his delegate. The Committee shall maintain such bank account or accounts in the name of the Association as they think fit. Cheques shall be signed by such persons as the Committee shall from time to time authorise.
If at any time the Committee decides that the purposes of the Association cannot continue to be carried out, they shall call a Special General Meeting of all Members of the Association and put forward a Resolution to that effect which will require a vote of three-quarters of those present or by proxy, whereupon any assets of the Association shall be given or transferred the school to be used for the best interests of the school as decided by the Board of Governors
No alteration or amendment of this Constitution shall be made except by Resolution at the Annual General Meeting or Special General Meeting which must be passed by a majority of three-quarters of those present in person or by proxy. Any member who wishes to propose any alteration in the Constitution shall give notice of such proposals to the Secretary at least 30 days before the proposed date of the Meeting at which the proposal is to be discussed.
All other matters shall be for the Committee to consider and determine.
All members of the Committee of the Parents’ Association holding Office under the Association as constituted at the time of the adopting of this Constitution shall remain in Office until such time as the membership of the Committee under this Constitution and its Officers has been fully implemented.