Parents Association Constitution
The Parents and Guardians of Willow Park Junior School (the School) acknowledge that
1.1 It is an educational establishment under the trusteeship of the Spiritan Education Trust, recognised as a centre of learning and a community of faith, where the traditions of the Spiritan Congregation are enshrined.
1.2 As a consequence, the Core Values as defined in the Mission Statement for the School, are promoted in the daily life of the School.
2.1 The Parents’ Association is the structure through which the parents and guardians of The School can work together for the best possible education of their children.
2.2 The Parents’ Association works with the principal, staff and the Board of Management to build effective partnership between home and school.
2.3 The Parents’ Association promotes the interests of the pupils in co-operation with the Board, Principal, teachers and pupils, in accordance with the provisions of the Education Act 1998.
3.0 TITLE/ MEMBERSHIP
3.1 The Body shall be known as the Willow Park School Parents’ Association (WPA).
3.2 All Parents and/or Guardians of pupils enrolled in the school are deemed to be members of the WPA.
3.3 The WPA recognises its role as supporting the school in its many and varied endeavours. It is recognised that these endeavours may vary from time to time as different needs and goals arise and develop. It equally recognises that it is not the appropriate forum to deal with any problems which relate to individual pupils or parents and/or teachers. Such issues are a matter for determination between the individual pupil and/or parents/guardians and the School authorities.
3.4 The WPA will remain an independent and autonomous body under the aegis of the school and its associated authority, but may, where it is considered appropriate and beneficial, affiliate to representational umbrella bodies and associations, where such affiliation has been deemed to be of benefit to the WPA and the School and where prior agreement for such affiliation has been agreed with the school and the associated authority.
4.1 To adopt a programme of activities which will promote the involvement of parents in the operation of the School, and advance the aims and objectives of the School, as outlined in the Mission statement, in consultation with the Principal.
4.2 To advise the Principal or the Board on matters relating to the School.
4.4 To provide opportunities for discussion, information and consultation about matters of common and/or topical interest to parents, teachers and pupils of the School.
4.5 To be aware of and embody the Ethos of the School and its Spiritan influence so that all can advance in a spirit of cooperation and mutual support, to the benefit of parents, guardians, pupils, teachers and the Community
4.6 The WPA will operate as a self-governing body determining the manner and means by which it seeks to fulfil its objectives as previously defined in paragraph 3.3 supra.
5.0 WPA COMMITTEE
5.1 The affairs of the WPA shall be conducted by the WPA Committee (“The Committee”) consisting of an executive group (The Executive) and a representative of each class (Class Rep).
5.2 The Executive will be comprised of a Chairperson, a Deputy Chairperson, an Honorary Secretary and an Honorary Treasurer. The Chairperson and Deputy Chairperson shall serve for one year while the Honorary Secretary and the Honorary Treasurer shall serve for two years.
5.3 Nominations for the positions of Chairperson and Deputy Chairperson shall be called for no later than the last day of March each year and shall close on the last day of April. In the event that there is more than one nomination for either or both positions, an election for either or both positions shall be held at the AGM. The AGM shall be held on a nominated day each year some time during the first fourteen days of the month of May. The AGM will be the last meeting of the Academic Year.
5.4 Nominations for the positions of Honorary Secretary and Honorary Treasurer shall be called for by no later than the last day of March each second year and shall close on the last day of April. In the event that there is more than one nomination for either or both positions, an election for either or both positions shall be held at the AGM. The outgoing Chairperson shall preside over the election and hand over to the new Chairperson on the last day of term last day of the final term of the academic year during which the AGM was held. In the event that there is only one nomination for any Executive position, the sole nominee shall be declared elected without a ballot.
5.5 Nominations for Class Rep shall be called for during the last term of each academic year. Each class shall be entitled to elect two (2) Class Reps in order to spread the workload but only one (1) Class Rep may vote at Committee Meetings, if both attend. It shall be left to each class to conduct the election process as it sees fit. In the event of a dispute, the election for the class in question will be conducted by The Executive. Class Reps may serve for no more than two (2) consecutive years. Results of Class Rep elections shall be notified to The Executive no later than the end of the old academic year.
5.6 The first meeting of the Committee will usually be held within fourteen days of the starting date of term 1.
5.7 Where there is more than one nominee for an Executive position, a secret ballot shall be held. The ballot shall be conducted on a ‘first past the post’ basis and the nominee with the most votes shall be declared elected. In the event that there is a tied vote, the Principal shall draw lots.
6.0 GENERAL MEETINGS
6.1 Fourteen days notice shall be given of any General Meeting. The manner of the giving of such notice shall be decided upon by the WPA, but shall be such as to ensure as far as possible that all parents/guardian receive same.
6.2 Extraordinary General Meetings will be called by the WPA when it deems it necessary to do so or when it receives a written request by Parents and/or Guardians of 20% or more of the pupils enrolled in the School.
6.3 A quorum for a General Meeting shall be fifteen members of the WPA. In the event that a quorum is not present at the day designated as the date for the General Meeting, the General Meeting may be reconvened for a date not less than seven nor more than fourteen days after the first prescribed date at which those present, whatever their number, shall be deemed to be a quorum.
6.4 Any parent or guardian of a pupil in the School Community may attend a General Meeting but voting will be limited to those entitled to do so (see section 5)
7.0 ROLE AND RESPONSIBILTIES OF THE COMMITTEE
7.1 The role of The Committee is to manage the business of the WPA in accordance with the Constitution. The Committee shall have responsibility for.
7.2.1 Planning for the future and developing and refining a vision for the WPA.
7.2.2 Planning and managing a programme of activities for the year.
7.2.3 Communicating, consulting with and involving as many parents as possible in the activities of the WPA.
7.2.4 Communicating and consulting with the Principal in planning the programme of activities for the year.
7.2.5 Arranging with the Principal and Board of Management a system for ongoing communication.
7.2.6 Reporting to parents about its work at the Annual General Meeting.
7.2.7 Communicating and consulting with other stakeholders in the school community.
7.2.8 Planning agenda and keeping records of meetings.
7.2.9 Looking after finances.
7.3 The Committee shall operate as follows:
7.3.1 The Committee shall hold office from the last day of term during which the AGM was held until the same date in the following academic year.
7.3.2 Parents representatives elected to the board of management are invited to attend Committee meetings.
7.3.3 Upon election to the Committee, the Committee Member shall hold office until the election of a new Committee.
7.3.4 Committee meetings shall be chaired by the Chairperson, or in his or her absence, the Deputy Chairperson. In the absence of the both the Chairperson and the Deputy Chairperson, those members present shall elect a chairperson for the meeting.
7.3.5 Committee resolutions shall be passed by a simple majority of those members present, all of whom are entitled to vote, subject to the provisions of 5.5 above. The Chairperson will have a casting vote.
7.3.6 A quorum for a meeting of the Committee will be fifteen (15).
7.3.7 The Committee shall usually meet on a monthly basis during the school year, starting with the Annual General Meeting in September.
7.3.8 The Honorary Secretary shall keep minutes of all discussions and decisions agreed at the Committee meetings.
7.3.9 The Principal (or the Principal’s representative) is invited to attend all Committee meetings.
7.3.10 The Committee may invite such persons as they wish to attend their meetings with the prior approval of the School Management.
7.3.11 The Committee may co-opt members to the Committee for specific purposes or to carry out specific tasks but may not co-opt persons generally. Sub-committees are not decision-making bodies. They must make recommendations to the main Committee.
7.4 Any decision involving the expenditure of more than €500 shall be made by The Committee. Decisions requiring the expenditure of less than that amount may be made by a majority of The Executive. In the event of a tied vote of the Executive, the Principal shall have a casting vote. In the event that the Principal or the Principal’s representative is not in attendance the matter will be deferred until the earliest opportunity to seek the principal’s vote in the matter.
8.0 SUB COMMITTEES AND WORKING PARTIES
8.1 The Committee may delegate work to sub-committees as it chooses.
8.2 Sub-committees shall report to the committee at the monthly meetings of the Committee
8.3 The Committee may at any time at its sole discretion dissolve a sub-committee
9.1 The Parents’ Association will finance its activities through fund raising, specifically for the work of the WPA and through a small annual charge levied on the parents to be agreed at the AGM and ratified by the Board of Management.
9.2 Funds raised for the school by the WPA are so raised in the name of the school and with its authority, to this end, any fund raising activity must have the prior approval of the Principal. The Committee will agree with the Principal as to the specific school projects for which funds are to be raised.
9.3 The Treasurer will be responsible for keeping the accounts of WPA finances. A statement of income and expenditure will be tabled at the AGM and progress reports provided at monthly meetings of The Committee.
9.4 The WPA will keep a bank account in its name. The Chairperson and The Treasurer will be signatories to the bank account and cheques may be signed by either.
10.0 ANNUAL REPORTS
10.1 The Honorary Secretary and Honorary Treasurer will submit Annual Reports for consideration by the members attending the Annual General Meeting. A copy of the Annual Reports will be made available to the School Management.
10.2 The Honorary Treasurer will be accountable to the School Management and the members for all monies to which the Association and its activities give rise.
11.0 CONSTITUTION AMENDMENTS
The Constitution may be amended at the Annual General Meeting by the following procedure:
11.1 A proposal to change the constitution should be submitted in writing to the WPA.
11.2 Notice of the proposal should be circulated by the Committee to all parents, at least two weeks prior to the Annual General Meeting. Notice shall be given in the same manner as notice of the meeting.
11.3 A two thirds majority of those present and voting at the General Meeting voting in favour of the amendment.
In the event of dissolution of the Association, all of its assets shall pass to the School.
Signed on Behalf of the Parents’ Association
Signed on Behalf of the Board of Management