The Constitution of the Parmiter's Parents' Association

1. ASSOCIATION

1.2 The Association shall be know as The Parmiter's School Parents' Association

The Contact Address shall be:

Parmiter's School,

High Elms Lane,

Garston,

Near Watford,

WD25 0UU

1.3 The Committee shall consist of the following members:

President: The Head of Parmiter's School

Officers: Chair, Vice-Chair, Secretary, and Treasurer

Ordinary Committee Members

Co-opted Committee Members

Teaching and non-teaching staff representatives

2. OBJECTS

The object of the Association ("the Objects") is to advance the education of pupils in the School in particular by:

Developing effective relationships between the staff, parents and others associated with the School.

Engaging in activities which support the School and advance the education of the pupils.

Providing and assisting in the provision of such facilities or items for education at the School (not provided from statutory funds) as the committee shall from time to time determine.

 

3. POWERS

The Association has the following powers, which may be exercised only in promoting the Objects:

3.1 To provide advice

3.2 To publish or distribute information.

3.3 To co-operate with other bodies.

3.4 To raise funds. (But not by means of taxable trading)

3.5 To acquire or hire property of any kind.

3.6 To make grants or loans of money and to give guarantees.

3.7 To set aside funds for special purposes or as reserves against future expenditure.

3.8 To deposit or invest funds in any lawful manner.

3.9 To take out public liability and personal accident insurance to cover Association meetings, activities, Officers, and Committee Members, to insure the Association's property against any foreseeable risk and take out other insurance policies to protect the Association where required.

3.10 To insure members of the Committee against the costs of a successful defence to a criminal prosecution brought against them as charity trustees or against personal liability incurred in respect of any act or omission which is or is alleged to be a breach of trust or breach of duty.(Unless the member concerned knew that, or was reckless whether, the act or omission was a breach of trust or breach of duty)

3.11 Subject to clause 9.2, to employ paid or unpaid agents, staff or advisers.

3.12 To enter into contracts to provide services to or on behalf of other bodies

3.14 To do anything else within the law, which promotes the Objects.

4. MEMBERSHIP

Members of the Association are:

4.1 The parents, guardians or carers of a pupil currently attending the School.

4.2 The members of the teaching and non-teaching staff currently employed by the School.

4.3 Any person wishing to offer appropriate support or help to the School and who is accepted by the Committee as a member.

The Committee may for good reason exclude any person from membership whose presence at or support of the School is deemed a danger to the School or its pupils or staff or might bring the Association into disrepute (but only after notifying the member concerned in writing and considering the matter in the light of any written representations which the member puts forward within 14 clear days after receiving notice).

5. GENERAL MEETINGS

5.1 All members are entitled to attend any Meeting, AGM or EGM of the Association.

5.2 General meetings are called by 21 clear days' written notice to the members specifying the business to be transacted.

5.3 There is a quorum at a general meeting if the number of committee members personally present is at least 10 or 1/3 of the total committee membership, whichever is less.

5.4 The Chair or Vice-Chair presides at a general meeting. If they are unable or unwilling to do so, some other member of the Committee chosen by the members present presides at each Committee meeting.

5.5 Except where otherwise provided in this Constitution, every issue at a general meeting is determined by a simple majority of the votes cast by the members present in person.

5.6 Except for the chair of the meeting, who has a second or casting vote in the case of a tie, every member present in person is entitled to one vote on every issue.

5.7 An AGM must be held in every year.

5.8 At an AGM the members:

5.8.1 Receive the accounts of the Association for the previous financial year.

5.8.2 Receive the report of the Committee on the Association's activities since the previous AGM

5.8.3 Elect the Committee and Officers.

5.8.4 Appoint an independent examiner or auditor for the Association.

5.8.5 May confer on any individual (with his or her consent) the honorary title of Patron, or Vice-President of the Association.

5.8.6 Discuss and determine any issues of policy or deal with any other business put before them.

5.9 An EGM may be called at any time by the Committee and must be called within 21 days after a written request to the Committee from at least 10 Association members.

6. THE COMMITTEE

6.1 The Committee as charity trustees have control of the Association and its property and funds.

6.2 The Committee when complete shall comprise the officers and the other persons set out in clause 1.3 all of whom must be members of the Association.

6.3 The number of co-opted Committee Members (who need not necessarily be members of the association) shall not exceed 50% of the number of ordinary committee members.

6.4 The Committee shall be elected at the AGM and shall hold office until the next AGM. Committee members may be co-opted by the Committee at any time and shall hold office until the next AGM.

6.5 Nominations for election to the Committee of Ordinary Committee members shall be made by one member of the Association and seconded by another. Such nominations must have the consent of the nominee. Nominations should be made to the Chair at any time until the election process has been completed.

6.6 Nominations for Officers shall be given to the secretary in writing, no less than 7 days prior to the AGM together with the names of a proposer and seconder and the consent of the candidate. In the event that there are more candidates than vacancies, a ballot shall be held at the AGM. In the event that there are insufficient candidates, the Committee shall have the power to co-opt additional members.

6.7 Teaching and non-teaching staff representatives shall be appointed by their respective groups within the School.

6.8 A Committee Member automatically ceases to be a member of the Committee if he or she:

6.8.1 Is disqualified under the Charities Act 1993 from acting as a charity trustee.

6.8.2 Is incapable, whether mentally or physically, of managing his or her own affairs.

6.8.3 Ceases to be a member of the Association.

6.8.4 Resigns by written notice to the Committee. (but only if at least two Committee members will remain in office)

6.8.5 Is removed by a resolution passed by a majority the other members of the Committee present at a meeting after inviting the views of the Committee member concerned and considering the matter in the light of any such views.

6.9 A retiring committee member is entitled to an indemnity from the continuing Committee members at the expense of the association in respect of any liabilities properly incurred while he or she held office.

6.10 A technical defect in the appointment of a Committee member of which the Committee is unaware at the time does not invalidate decisions taken at a meeting.

7. COMMITTEE MEETINGS

7.1 The Committee must hold at least one meeting per term.

7.2 There is a quorum at a committee meeting if the number of members personally present is at least 10 or 1/3 of the total membership, whichever is less.

7.3 The Chair or Vice-Chair presides at a meeting. If they are unable or unwilling to do so, some other member of the Committee chosen by the members present presides at the meeting.

7.4 Every issue may be determined by a simple majority of the votes cast at a Committee meeting but a resolution which is in writing and signed by all members of the Committee is as valid as a resolution passed at a meeting and for this purpose the resolution may be contained in more than one document and will be treated as passed on the date of the last signature.

7.5 Except for the chair of the meeting, who has a second or casting vote in the case of a tie, every Committee member has tne vote on each issue.

8. POWERS OF COMMITTEE

The Committee has the following powers in the administration of the Association:

8.1 To delegate any of their functions to sub-committees consisting of two or more persons appointed by them. (but at least one member of every sub-committee must be a Committee member and all proceedings of sub-committees must be reported promptly to the Committee)

8.2 To make Rules consistent with this Constitution about the Committee and sub-committees, and to govern proceedings at general meetings and generally about the running of the Association. (including the operation of bank accounts and the commitment of funds)

9. PROPERTY & FUNDS

9.1 The property and funds of the Association must be used only for promoting the Objects.

9.2 Bank accounts shall be operated in the name of the Association and withdrawals shall be made on the signature of any two of the Officers of the Association.

9.3 No Committee member may receive any payment of money or other material benefit (whether direct or indirect) from the Association except:

9.3.1 Under clause 3.10 (indemnity insurance)

9.3.2 Reimbursement of reasonable out-of-pocket expenses (including hotel and travel costs) actually incurred in the administration of the Association.

9.4 Whenever a Committee member has a personal interest in a matter to be discussed at a Committee meeting, the Committee member must:

9.4.1 Declare an interest before discussion begins on the matter.

9.4.2 Withdraw from that part of the meeting unless expressly invited to remain in order to provide information.

9.4.3 Not be counted in the quorum for that part of the meeting.

9.4.4 Withdraw during the vote and have no vote on the matter.

10. RECORDS & ACCOUNTS

10.1 The Committee must comply with the requirements of the Charities Act 1993 as to the keeping of financial records, the audit or independent examination of accounts and the preparation and transmission to the Commission of:

10.1.1 Annual reports.

10.1.2 Annual returns.

10.1.3 Annual statements of account.

10.2 The Committee must keep proper records of:

10.2.1 All proceedings at general meetings.

10.2.2 All proceedings at Committee meetings.

10.2.3 All reports of sub-committees.

10.3 Annual reports and statements of account relating to the Association must be made available for inspection by any member of the Association.

11. NOTICES

11.1 Notices under this Constitution may be sent by hand, or by post or by suitable electronic means or in any newsletter distributed by the Association. Notification by hand may include distribution to parents, guardians and carers via their children with or without other communications from the School

11.2 The address at which a member is entitled to receive notices (if sent by post) is the last known address of the member.

11.3 A technical defect in the giving of notice of which the members or the Committee members are unaware at the time does not invalidate decisions taken at a meeting.

12. AMENDMENTS

This Constitution may be amended at a general meeting by a two-thirds majority of the votes cast, but

12.1 The members must be given 21 clear days' notice of the proposed amendments.

12.2 No amendment is valid if it would make a fundamental change to the Objects or to this clause or destroy the charitable status of the Association.

13. DISSOLUTION

13.1 The Association may be dissolved by a resolution presented at an EGM called for this purpose. The resolution must have the assent of two thirds of those present and voting. Such resolution may give instructions for the disposal of any assets remaining after satisfying any outstanding debts and liabilities.

13.2 The net assets shall not be distributed among the members of the Association but will be given to the School for the benefit of the pupils of the School, or in the event of the School closing to such other neighbouring school or schools the Committee shall decide.

13.3 If effect cannot be given to this provision then the assets can be given to some other charitable purpose.

14. INTERPRETATION

In this Constitution:

'AGM' means an annual general meeting of the members of the Association

'the Association' means the charity comprised in this constitution

'the Chair' means the chair of the Association elected at the AGM

'charity trustees' has the meaning prescribed by section 97(1) of the Charities Act 199‘clear day' means 24 hours from midnight following the triggering event

'the Commission' means the Charity Commissioners for England and Wales

'the Committee' is the governing body of the Association

Co-opted Committee member' means a member of the Committee appointed by the members of the Committee in accordance with clause 6.

'EGM' means a general meeting of the members of the Association which is not an AGM

'fundamental change' means such a change as would not have been within the reasonable contemplation of a person making a donation to the Association

'general meetings' means any AGM or EGM

'Governing Body' means the governing body of the School

'Headteacher' means the Headteacher or Principal of the School

'independent examiner' has the meaning prescribed by section 43(3)(a) of the Charities Act 1993

'material benefit' means a benefit which may not be financial but has a monetary value

'member' and 'membership' refer to members of the Association

'months' means calendar months

'the Objects' means the charitable objects of the Association set out in clause 2

'taxable trading' means carrying on a trade or business on a continuing basis for the principal purpose of raising funds and not for the purpose of actually carrying out the Objects

'written' or 'in writing' refers to a legible document on paper including a fax message

'year' means calendar year

References to an Act of Parliament are references to the Act as amended or re-enacted from time to time and to any subordinate legislation made under it.

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