Constitution

Parents Association Constitution

1.Title

1.1 The Association shall be called Castletroy College Parents Association (herein called the CCPA or the Association).

2.Membership

2.1 All parents or guardians of pupils currently attending the College shall be deemed to be members of the CCPA.
2.2 The CCPA shall be autonomous, non-party political and non-denominational.

3. Aims and Objectives

3.1 To solicit the views of parents of the CCPA on relevant matters and to reflect those views in the actions and activities as appropriate.
3.2 To encourage parents participation in promoting the well being and interests of the students of Castletroy College.
3.3 To foster co-operation between parents, teachers and school management.
3.4 In co-operation with the School Management to elect Parents/Guardians Nominees to the the Board of Management.
3.5 To raise relevant issues of concern with the Board of Management through the parent/guardian nominees on the Board of Management.
3.6 To fund-raise where deemed necessary to provide teaching aids and equipment for the benefit of the school.
3.7 To promote representation on relevant national Educational Bodies.
3.8 Notwithstanding para 3.1, 3.2, 3.5 and 3.7 above the Association will not involve itself in representation on matters involving individual students of Castletroy College.

4. Committee

4.1 The members of the Committee who shall be members of the CCPA will be elected each year at the AGM of the CCPA.
4.2 The Committee of the CCPA shall comprise not less than 8 elected members and not more than 20 elected members.
4.3 At the first meeting of the Committee following the AGM these members shall elect from among their number the officers of the CCPA who will include: – A Chairperson, a vice-chairperson, an honorary secretary and an honorary Treasurer. The Committee may, at their absolue discretion appoint additional officers.
4.4 Parents respresentatives elected to the Board of Management are automatically members of the Parents Association Committee, but shall not hold an officer post.
4.5 The elected members of the outgoing Committee shall be deemed to retire each year immediately on conclusion of the AGM but shall be eligible for re-election. The Chairperson, vice-chairperson, hononary secretary, hononary treasurer and other officers may not remain in the same office for more than two successive years.
4.6 Should a vacancy occur on the committee during the year the Committee may co-opt any member of the CCPA to fill the vacancy until the next AGM. Such member shall be deemed to retire at the same time as the elected members.
4.7 If a member does not attend three consecutive Committee meetings without apologies he/she shall be deemed to have resigned from the committee.
4.8 Six members of the Committee shall be required as a quorum at a Committee meeting. Where a quorum is not present the meeting shall not proceed. A notification of the fact of there not being a quorum shall be issued to each Committee member within 7 days of the proposed alternative date together with notification of the proposed alternative date for such meeting. Such reconvened meeting may proceed in the event of at least four members being present.
4.9 Sub-committees set up for a specific purpose shall meet from time to time as required and report back to the Committee. Such sub-committees shall be regarded as ceased once they have reported back to the Committee unless otherwise decided by the Committee.
4.10 The Committee shall meet at least once each term but ideally once a month during school term.
4.11 The secretary shall circulate minutes and agenda to the Committee at least 7 days prior to each meeting of the Committee.
4.12 Where the Chair or Vice Chair is not present, the Committee may appoint from their members a person to Chair the meeting. Where the Secretary is not present , the Committee may appoint from their members a person to be secretary for the purposes of that meeting.
4.13 Issues at the meeting will where possible,be decided by concensus, otherwise by simple majority through a show of hands. If there is an equality of votes, the Chairperson will have the casting vote.
4.14 Only Committee members have the right to vote at Committee meetings.
4.15 The Committee may invite a person or persons to attend its meetings as it deems desirable or necessary.
4.16 Decisions of the Committee are binding to all Committee members. Each member of the Committee accepts responsibility for the decisions of the Committee as long as he/she is a member of the Committee.

5. AGM

5.1 The Annual General Meeting shall be held no later than mid October.
5.2. The outgoing committee shall remain in office until the conclusion of the AGM.
5.3. Not less than fourteen days notice of the AGM shall be posted on the Castletroy College web site, accompanied by the agenda for the AGM plus nomination form for election to the incoming committee. Members that have provided a contact number for the “text a parent” service shall receive notification of this posting on the website not less than ten days prior to the AGM. The notice for the meeting should be drawn up and agreed between Chairperson and the      Secretary.”                                                                                                                                                                          5.4 In the event of there being a greater number of nominations than places on the Parents Association Committee a vote shall be taken: Two tellers will be appointed to count the vote, which shall be by secret ballot, voting for one candidate only. In the case of there being an equality of votes, the Chairperson will have the casting vote.
5.5 The first meeting of the Committee shall be decided at the AGM and notification will be given by the outgoing Secretary to the incoming Committee.
5.6 The AGM shall be chaired by the Committee Chair.
5.7 The number of Association Members present at the AGM or EGM shall constitute a quorum.

6. Finance

6.1  A bank account shall be kept in the name of the CCPA under the supervision of the Honorary Treasurer. All expenses shall be paid by  cheque and signed by the Principal of Castletroy College and at least one of the following named persons i.e. chairperson, treasurer, secretary.                  6.2 A finacial statement shall be available for each meeting of the Committee.                                    6.3 An Income and Expenditure Account and balance sheet for the financial year shall be prepared by the Hononary Treasurer and presented at the AGM.

7. Confidentiality

7.1 Members of the CCPA shall undertake to use all or part of any confidential information that is provided to the CCPA exclusively for the business of the CCPA. Members may not directly or indirectly use or disclose such information in whole or in part to a third party without the prior approval/agreement of the Committee of the CCPA.

8. EGM (Extraordinary General Meeting)

8.1 It shall be open to members of the Association to call for the convening of an Extraordinary General Meeting (EGM) of the Association provided such request is supported by at least 25% of the members of the Association. Notification of such request should be in writing to the Committee Secretary together with the signatures of their supporting the request. The request shall set out clearly the business to be conducted at such EGM.
8.2 The Committee shall, on receipt of a valid request for an EGM, cause such EGM to be convened within 4 weeks of such a request being received.

9. Constitution

9.1 The Constitution may be amended at the Annual General Meeting.
9.2 Amendments shall require a two-thirds majority of the meeting. Notice of proposed changes must be submitted to the Secretary in writing at least 3 weeks prior to an AGM or EGM of the Association. Such proposed changes shall be circulated with the notification of the AGM or EGM at which they are going to be considered.