Constitution

MOTTO: “Amor Omnia Vincit: LOVE CONQUERS ALL”

1. Name:

1.1 The St. Joseph’s Convent, St. Joseph Parent-Teacher Network (PTN) shall be known as the PTN.”

1.2 The PTN shall be a voluntary non-commercial and non-partisan organization devoted to the interests of the students, teachers, parents and the development of the St. Joseph’s Convent, St. Joseph.

2. Membership:

2.1. “Member” means a person who meets the criteria for membership in accordance with this Constitution. All members of the PTN must be registered through the registration form issued at the registration with a subscription fee of $60 per year.

2.2. Executive Committee” means the Executive Committee appointed in accordance with this Constitution.

2.3. “Principal” and “Vice Principal” means the Principal and Vice principal of St. Joseph’s Convent, St. Joseph.

2.4. “PTN” means the St. Joseph’s Convent, St. Joseph Parent-Teacher Network.

2.5. “School” means St. Joseph’s Convent, St. Joseph.

3. Constitution

3.1 This Constitution was adopted as the Constitution of the St. Joseph’s Convent, St. Joseph Parent-Teacher Network at a meeting duly convened on the ______________at the Auditorium of the St. Joseph’s Convent, St. Joseph.

4. Aims and Objectives:

4.1 To foster better relations among parents, the Principal, Vice Principal, teachers and students through Student Council President;

4.2 To assist the school in forming a Catholic, Christian educational community where all are welcome and where students recognize their human dignity and are empowered to live lives that are God-centered;

4.3 To educate members in the development of the student – spiritually, morally, physically, emotionally, socially and intellectually;

4.4 To support the school’s academic and non-academic programs fostering better relations among members, parents, teachers and students, keeping them informed with relevant and timely information;

4.5 To join hands in the parent-teacher-student triangle, to foster discipline in the home, school and community;

4.6 To support the School in improving facilities and providing opportunities through fundraising with at least (2) signature events, and in the upliftment of students through various avenues including business internships etc.

4.7 To mobilize relevant resources to assist the school and community;

4.8 To encourage new members to integrate into the School’s culture;

4.9 To promote such activities that will maintain and improve the status of the school using the following core values;-

4.10 To liaise and build a relationship with the student body through various lines of communication, with a particular focus on the President of the Student Council[SS1]

5. Core Values:

5.1 Respect - Respect for the views of all our Members is an integral core value of our PTN an these views must be expressed in a constructive and structured manner so as to display the utmost respect for each other.

5.2 Harmony/ Collaboration - We will work in partnership with a wide array of individuals and organizations to broaden and enhance our ability to serve and advocate for all children and families.

5.3 Commitment: We are committed to the school and dedicated to children’s educational success, health, and well-being through strong family and community engagement.

5.4 Diversity: We acknowledge the potential of everyone without regard, including but not limited to: age, culture, economic status, educational background, ethnicity, gender, geographic location, legal status, marital status, mental ability, national origin, organizational position, parental status, physical ability, political philosophy, race, religion, and work experience.

5.5 Truth/Accountability: All members have a shared responsibility to align their efforts toward the achievement of the PTN’s strategic initiatives.

6. Membership:(1) Ordinary (2) Financial[SS2] (3) Honorary

6.1 All CURRENT Teachers of the school and Parents or Guardians of the current Students are deemed to be Ordinary members of the PTN. Each Ordinary member is entitled to one vote exercisable when present at a meeting.

6.2 Former Students, their Parents or Guardians, and former Teachers, may on application in writing, be admitted to Honorary Membership of the PTN.

6.3 Honorary membership does not carry the entitlement to vote.

In the ordinary membership, there is no qualification as in the Honorary. There needs to be the qualification. [SS3]

6.4 The Secretary of the PTN shall keep a register of Members recording their names, address contact information and financial status. Every Member shall advise the Secretary of any change in address or contact details.

6.5 Every Member shall promote the interests and the objectives of the PTN and shall do nothing to bring the PTN into disrepute.

7. Election of Executive Committee

7.1 The following positions of the Executive Committee shall be elected every two (2) years from Members of the PTN at an Annual General Meeting, to be held no later than September 30th of each year:

a) President;

b) Vice-President;

c) Secretary;

d) Assistant Secretary;

e) Treasurer;

f) Public Relations Officer;

g) Two Trustees;

h) At least five, but no more than eight Floor Members, at least three of whom must be teachers

7.2 The election of the Executive Committee shall be conducted as follows:

a) The Principal will dissolve the executive and declare all positions open and will call for nominations from Members present at the Annual General Meeting;

b) Positions of the Executive Committee shall be filled on the basis of the highest number of votes for a nominee to a position by the Members present at the Annual General Meeting. In the event of any vote being tied, the President[SS4] shall have a casting vote;

c) In the event that there are no nominees for a position of the Executive Committee, the Committee may co-opt the services of a Member (with the consent of that Member) to fill the position;

d) The President of the PTN shall be elected from among the current parent members;

e) The Assistant Secretary may be a teacher of the school;

f) The Principal and Vice Principal shall be ex-officio members of the PTN;

g) No honorary member shall be eligible to hold office

7.3 In the event that a position of the Executive Committee becomes vacant between Annual General Meetings, the Executive Committee may co-opt the services of a current Member (with the consent of that current member) to fill the position and have that position confirmed by membership.

7.4 Any member of the Executive Committee may be removed by resolution at a General Meeting which is passed by a three quarter majority of Members present and voting at the General Meeting.

7.5 All members of the Executive Committee shall retire every two (2) years but shall be eligible to be re-elected.

7.6 The Principal shall have the final say in all matters which directly affect School Policy[SS5] .

8. Management by the Executive Committee

8.1 The Executive Committee shall be responsible for the strategic management and direction of the PTN and may develop a 5 year strategic plan

8.2 The PTN shall be administered, managed and controlled by the Executive Committee, which shall be accountable to the Members for the implementation of any decisions taken by or any policies of the PTN as approved by any General Meeting.

8.3 The Executive Committee shall meet as often as it may be necessary to plan the program of meetings, and to consider matters relating to the welfare of the PTN and such other matters as may be referred to it by the General Meeting.

8.4 Any member of the Executive Committee who absents him or herself from three (3) consecutive meetings of any kind, without reasonable excuse shall cease to be a member of the said Committee. Vacancies so caused shall be filled at the following General Meeting, by majority vote.

8.5 All Executive Committee meetings shall be chaired by the President, or in the President’s absence the Vice-President, or in the absence of both of them by some other member of the Executive Committee elected for the purpose of the meeting. The chair of the meeting shall have a casting vote, which may or may not be used at the Chairperson’s discretion.

8.6 The quorum of the Executive Committee meeting shall be 5 elected members of the Executive Committee, one of whom must be the President or Vice President.

8.7 The Executive Committee may appoint sub-committees consisting of such persons (whether or not Members of the PTN) on such terms and for such purposes as it thinks fit.

9. Sub-Committees:

9.1 Each Sub-Committee shall appoint its own Officers and shall be at liberty to recruit no more than five (5) members (who shall not be officers of such Sub-Committee) from the PTN to be its members.

9.2 All Sub-Committees shall be accountable to the Executive Committee.

10. Meetings:

10.1. The Annual General Meeting shall be held not later than September 30th each year at a time and place fixed by the Executive Committee.

10.2. The business of the Annual General Meeting shall include:

a) Approval of the minutes of the previous Annual General Meeting;

b) Annual report by the Executive Committee;

c) Statement of accounts and Treasurer’s report;

d) Election of the Executive Committee;

e) Production of audited financial statements

f) Motions of which notice has been given;

g) Any amendments to the Constitution; and

h) General business

10.3. Other General Meetings of the PTN shall be held at least once per term.

10.4. Other Special General Meetings may be called by:

a) The Executive Committee;

b) A request in writing to the Secretary by twenty (20) or more Members stating the purpose of the General Meeting.

10.5. Other Special General Meetings must be held within 28 days of being called for. Matters required to be discussed at any Special General Meeting duly called shall be clearly stated in the request for such meeting and only matters stated therein shall be discussed at such meeting.

10.6. Notice of any General Meeting must be provided at least 7 days before the General Meeting is held.

10.7. Unless the Executive Committee requires otherwise, the School will use reasonable endeavors to provide notice to members of the time, place and purpose of the General Meeting to Members. The failure by any Member to receive notice, via electronic or any other means of communication, of a General Meeting will not invalidate the meeting or its proceedings.

10.8. Members of the Executive Committee shall meet at least once per month.

10.9. The Executive Committee shall meet with the school board at least once an academic year.

10.10. The Executive Committee shall meet with the Student Council President at least once a school year

11. Procedure at all Meetings:

11.1 All Annual General, Other General, Special General and Executive Committee Meetings shall be chaired by the President, or in the President’s absence the Vice-President, or in the absence of both of them by some other member of the Executive Committee elected for the purpose of the meeting. The chair of the meeting shall have a casting vote, which may or may not be used at the Chairperson’s discretion.

11.2 The Presiding Officer at the Annual General Meeting in election year [SS6] shall be the Principal.

11.3 Thirty-five (35) members shall form a Quorum at any General, Annual General or (15) as a Quorum for Special General Meeting of the PTN. In the event that a quorum is not present within thirty (30) minutes of the scheduled time, the meeting shall be adjourned to a date to be fixed. At such adjourned meeting the number present shall form the quorum.

11.4 Votes at any General, Annual General or Special General Meeting of the PTN shall be decided by a simple majority of those present and entitled to vote and exercised, in the discretion of the Presiding Officer, as follows:

a. By show of hands; or

b. By secret ballot if called for.

11.5 No member shall exercise more than one vote notwithstanding that he may have been appointed to represent two or more interests but in case of equality of votes the Presiding officer shall have a second or casting vote.

11.6 Minutes shall be kept by the PTN, the Executive Committee and all other Committees and the appropriate Secretary shall enter therein a record of all proceedings and resolutions.

11.7 There will be no general meetings during vacation.

12 Duties of the Members of the Executive Committee:

12.1 The President shall:

a) preside at all General, Annual General, Special General and Executive Committee Meetings of the PTN; [SS7]

b) establish an agenda, in collaboration with the Secretary, for such meetings;

c) ensure that order is maintained within meetings;

d) keep the business of the Executive focused on the affairs of the school;

e) ensure that once projects are undertaken by the Executive that they are carried through to their completion;

f) have power to appoint sub-committees for specific purposes as agreed by the Executive Committee and shall be an ex-officio member of all such sub-committees;

g) shall have the power to designate an officer in his/her stead should he/she not be able to attend any of these meetings. [SS8]

h) To present the Annual Executive Committee’s Report of the PTN and its sub-committees at the Annual General Meeting.

12.2 The Vice President shall:

a) perform the duties of President in his/her absence;

b) assist the President generally in the discharge of his/her duties

c) share the responsibility of the President in monitoring projects undertaken and seeing them to their conclusion;

d) Perform any other duties as may be assigned to him or her.

12.3 The Secretary shall:

a) notify members of all relevant meetings

b) Record the minutes of all Annual General, Other General, Special General Meetings and Executive Committee meetings, and all such minutes when confirmed by the next such meeting shall be prima facie evidence that the meeting was called and are an accurate record of what occurred at that meeting;

c) Collect members subscriptions at Annual General Meeting

d) attend to all correspondence;

e) make available minutes of the Annual General, Other General, Special General Meetings and relevant reports to ALL members of the PTN [SS9]

f) assist in the preparation of the Executive Report of the PTN

g) perform any other duties as may be assigned

12.4 The Assistant Secretary shall:

a) perform the duties of the Secretary in his/her absence;

b) assist the Secretary generally in the discharge of his or her duties.

c) Make available the minutes of all meetings and all relevant reports to ALL members of the PTN.

12.5 The Treasurer shall:

a) Keep such books of account as may be necessary to provide a true record of the PTN’s financial position

b) Report on the PTN’s financial position at each Executive Committee meeting;

c) Receive contributions and other monies of the PTN, and pay out such amounts as shall be properly authorized by the Executive Committee.

d) Keep a proper account of Receipts and Payments (with corresponding Vouchers) and make a report thereon at every General Meeting

e) Submit an audited annual financial statement at the Annual General Meeting in September of each year

f) Keep in hand, or appoint a representative to keep in hand, an amount to be determined from time to time by the Executive Committee. All other monies must be deposited no later than ONE WEEK after receipt, in a Bank or Banks approved by the PTN.

12.6 The Public Relations Officer shall:

a) Be directly responsible for the feed of information to the media, parents and public in general, matters of pertinent interest to the school community;

b) Actively promote school functions; and

c) Assist in coordinating social events, to act as a liaison with other Parent Teacher Organizations.

d) Prepare releases for the media on the achievements of the students;

e) Prepare a newsletter to be distributed at the end of each term for the distinct purpose of informing the parent body of the achievements of the students during that term, the plans for the upcoming term, telephone contact numbers of persons on the Executive and any other information that may be deemed necessary.

f) Any interaction with the media must be channeled through the PRO, the President and the Principal of the school.

12.7 The Trustees shall:

a) Examine the accounts and assets of the PTN

b) Serve as another representative voice of the general parent body on the Executive.

c) Ensure that decisions are arrived at in an objective an impartial manner and that no portion of the general parent body is disadvantaged by decisions taken.

12.8 Floor Members

a) To assist with communication to the wider parent body, and relay feedback from the parent body to the Executive;

b) To support the Public Relations Officer in the promotion of school functions and activities;

c) To lead committees formed by the Executive and build relationships

d) To perform any other duties as may be assigned to him or her

13 Finance:

a) The PTN shall establish in its name an account(s) at any branch of a Commercial Bank or Financial Institution;

b) All monies collected on behalf of the PTN shall be deposited into such account(s);

c) The Financial Year of the PTN shall be from July 1st to June30th.

d) All withdrawals authorized by the PTN MUST BE SIGNED by either the PRESIDENT or VICE PRESIDENT or SECRETARY

14 Alterations to the Constitution:

14.1 This Constitution may be amended or replaced at any General Meeting of the PTN by a two-thirds majority vote of the members present and voting provided always that at least one month’s notice of the amendment be given in writing.

14.2 Any proposed motion to amend or replace the Constitution shall be signed by at least 20 Members and given to the Secretary in writing with an explanation of the reasons for the proposal at least 28 days before the General Meeting at which the motion is to be considered.

14.3 The Executive Committee can propose changes to the Constitution but these changes must be agreed to at a General Meeting of the PTN by a two-thirds majority vote of the members present and voting, provided always that at least one month’s notice of any amendments be given in writing

15 Reserve Powers and Interpretation:

15.1 The Executive Committee, Principal and Vice-Principal shall determine matters in which this Constitution and/or its rules and/or regulation made hereunder are silent, or

15.2 From which ambiguity or difficulty of interpretation arises. Its decision(s) on such matters shall be final.

16 Dissolution:

16.1 If the Executive Committee by a simple majority decides at any time that it is just and necessary or advisable to dissolve the PTN for any reason whatsoever it shall call a meeting of all members of the PTN entitled to vote of which meeting not less than twenty-one (21) days’ notice (stating the terms of the resolution to be proposed thereat) shall be sent to all members and advertised in a daily newspaper.

If such decision shall be confirmed by a simple majority of those members of the PTN present and voting at such meeting, the PTN shall immediately discharge all its liabilities, and any monies remaining after the satisfaction of all proper debts and liabilities shall be given to the School

[SS1]Ensure consistency using Student Council President and President of the Student Council

[SS2]We have not qualified/defined who is a financial member

[SS3]I am not sure we addressed this comment.

[SS4]Was this to be the President of Principal?

[SS5]We may need to qualify what this is.

[SS6]And in the year that is not an election year?

[SS7]This conflicts with 11.2 where we say that the Presiding Officer in an election year is the Principal

[SS8]Maybe this should be deleted especially in light of 12.2

[SS9]Should this be deleted re 12.4(c)?

Virtute et Labore