PARENTS AND TEACHERS ASSOCIATION (BSMPTA)
THE CONSTITUTION

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PURPOSE
  1. The name of the Association shall be the British School Manila Parents and Teachers Association (BSMPTA).
  2. The object of the Association shall be to promote and enhance the British character and values of the education offered by the school by:
    1. Maintaining, developing and extending relationships between parents, staff, Governors and others associated with the school;
    2. Organising activities which support and advance the education of the pupils attending the school;
    3. Raising and dispensing funds and /or providing resources to assist projects, not normally provided for by the School, in order to enhance the well being of and provide benefit to its pupils.


MEMBERSHIP

  1. Membership shall consist of all parents and/ or guardians of pupils at the School. In addition, Teachers and Governors of the school shall be considered honorary Members. Each family or honorary member shall be entitled to one vote at all General Meetings.
  2. Membership shall cease when a pupil leaves the School or Teacher / Governor is no longer attached to the School.
  3. The administration of the Association shall be vested in the Committee which shall consist of a President, Vice- President, Secretary and Treasurer (Officers of the Association) and up to seven (7) additional parent committee Members and two (2) teachers including the Head Teacher or their representative.

BSMPTA COMMITTEE

  1. All committee positions, except the teacher representatives, shall be elected to the Annual General Meeting (AGM) and shall serve until the commencement of the next AGM. The Head Teacher shall nominate the teacher representatives.
  2. Members may nominate themselves or other Members using the official Nomination Form, provided always that when nominating other members they have obtained the agreement of the proposed nominee who shall sign the Nomination form. Nominations for more than one position may be held at one time.
  3. Nominations for Officers of the Association and membership of the Committee shall be received at the School Office, marked for the attention of the President of the BSMPTA, or from the floor at the AGM.
  4. All members of the committee including specifically the positions of the President, Vice President, Secretary and Treasurer shall be elected directly at the AGM. Other positions within the committee will be elected by committee as required.
  5. If the nominations for Officers are un- contested then the nominees shall be declared unanimously elected. If nominations for the committee do not exceed seven (7) then the nominees shall be declared unanimously elected. In the event that more than one nomination is received for any one officer position or exceeds seven (7) for the Committee an election shall be held by ballot at the same AGM.
  6. The committee shall have the power at any point to appoint a Member of the association to the committee in order to fill a casual vacancy. Any member so appointed shall hold office only until next AGM.
  7. The Committee shall meet as necessary. Five committee members, one being an officer of the committee, who shall chair the meeting, shall constitute a quorum. Majority vote shall decide all actions and in the event of a split vote the President or chair of the meeting shall have the casting vote.
  8. The Committee may appoint sub- committees, as required, which shall report back to the Committee all acts and proceedings on a regular basis. No such sub- committee shall expend or commit funds of the association not already budgeted for and agreed by the Committee.


DUTIES OF THE OFFICERS OF THE COMMITTEE

  1. The President shall, among other things, preside over all the meetings of the Association and its Committee and shall act as the principal representative of the Association. The President or elected chair shall declare the opening and closing of all meetings direct any discussions and accord the right to speak, put questions to a vote and announce decisions. The President shall conduct the meetings of the Committee in accordance with this Constitution and any guidelines of the Committee. The interpretation of Constitutional issues, if these cannot be agreed upon after appropriate discussion, shall be ruled by simple majority vote.
  2. The Vice- President shall assist the President in carrying out the functions of that office and shall perform the duties and exercise the powers of the President during absences of the President.
  3. The Secretary shall assist the President in carrying out the functions of that office and shall keep Minutes and records of all meetings of the Association and the Committee and handle correspondence addressed to the Association. The Secretary shall be responsible for giving appropriate notice of all meetings and the distribution of nomination forms as required. Copies of the approved minutes of all meetings shall be held by the secretary and be available for reference upon request.
  4. The Treasurer shall be custodian of the BSMPTA funds and shall be responsible for keeping accurate financial records, presenting a monthly financial report at Committee meetings, recommending management of the Associations’ funds and submitting audited financial reports at the AGM.

FINANCING OF THE ASSOCIATION

  1. The financial year of the Association shall be from 1st September to 31st August of the following year.
  2. An annual membership subscription shall be levied on members of the Association and will be billed as part of the School Fees.
  3. The amount of the annual subscription shall be determined by the Committee of theAssociation in conjunction with the Board of Governors and is non refundable in event that the membership of the Association ceases for whatever reason.
  4. Bank accounts shall be operated in the name of the Association and withdrawals shall require the signature of two out of five authorized signatories, one of whom shall be an Officer. All authorized signatories shall be members of the Committee.
  5. The Treasurer shall deposit all monies of the Association in a bank account at the earliest opportunity, except for a reasonable working balance, (as defined by the committee from time to time) that may be retained as a petty cash float. Unallocated funds should be invested following approval of the committee.
  6. The Association may raise funds by means other than annual subscriptions as approved by the Committee.

GENERAL MEETINGS OF THE ASSOCIATION

  1. The attendance of at least (20%) of the voting Members shall constitute a quorum for a General Meeting.
  2. If a quorum is not present at the published start time of a General Meeting the President shall adjourn the meeting and reconvene it when a quorum compromising ten percent(10%) of the voting Members are in attendance and where proxies are held for at least a further ten percent(10%) of the Voting Members.
  3. A Member shall be allowed to act as a proxy for up to five (5) members. Where a member is acting as a proxy they must declare the Member(s) for whom they are the proxies at the start of the meeting. Members who cannot attend in person may also appoint an Officer as their proxy. In this respect Officers may hold unlimited proxies.
  4. The Annual General Meeting (AGM) of the association shall be convened within four (4)
    weeks of the start of the school year for the purpose of considering the previous AGM’s minutes; The President’s report; the Treasurer’s report; Election of the new Committee and other such matters as may be decided by outgoing Committee.

A written notice of the AGM, together with the nomination forms for election to the Committee, shall be sent to each Member at least fourteen (14) calendar days prior to the date of the meeting.

Members present at the AGM may propose resolutions to be voted on. Provided such resolutions are seconded a vote will be taken at the meeting.

  1. Special General Meetings (SGM) of the Association with a specific agenda may be convened by the Committee whenever it deems it necessary, or upon the written request of at least ten (10%) of voting Members.

The SGM must be convened with in thirty (30) calendar days from receipt of the request. A written notice of a SGM shall be sent to each Member at least fourteen (14) calendar days prior to the date of the Meeting.


AMENDMENTS TO THE CONSTITUTION

  1. The Constitution of the Association may be amended at a General Meeting of the Association provided previous notice of the intention to amend has been given in writing to the Members at least thirty (30) calendar days prior to the date of a General Meeting. The Secretary of the Association shall be supplied with a written text of the proposed amendment(s) which will be distributed to all Members at least fourteen (14) calendar days prior to the date of the General Meeting.
  2. The Committee of the Association may provide the voting Members its recommendation as to such amendment(s) at the time that the written text of the proposed amendment(s) is/are distributed.
  3. A quorum will be achieved by the attendance wither in person or by proxy vote of at least fifty-one (51%) percent of voting Members.
  4. A vote in favour of sixty six percent (66%) of the voting Members present in person or by proxy vote at the General Meeting shall be required for adoption of an amendment(s).
  5. The text of the proposed amendment(s) may itself be amended at the General Meeting provided a simple majority of voting Members is physically present at the General Meeting and sixty six (66%) percent of the Voting Members vote in favour.
  6. The text of an approved amendment(s) shall be circulated to all Members as soon as possible after approval and the amendment(s) shall take effect immediately following approval at the General Meeting. No amendment may be applied retrospectively.


DISSOLUTION OF THE ASSOCIATION

  1. The Association may be dissolved by the decision of the Voting Members at either an AGM or SGM provided the decision is approved under the same terms that are required for proposed amendments to the Constitution.
  2. In the event the school is dissolved, then the BSMPTA shall automatically be dissolved.
  3. In the event of a decision to dissolve the Association the assets of the Association shall be donated to the School. In the event that the School itself is dissolved the assets of the Association will be donated to recognized charities selected by the outgoing Committee.

This Constitution was approved by the General Meeting held on 20 March 2002 and supercedes the Constitution approved by the General Meetings held on 28th September 1977 and amended by the General Meeting held on 1st October 1981, 2nd February 1984, 19th February 1987 and 4th April 1995.

 

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