Mount Temple Parents’ Association Constitution
Dated 17 October 2013
This body shall be known as the Mount Temple Comprehensive School Parents’
Association (the Association).
All parents or legal guardians of students enrolled in the school shall automatically
be members of the Association, unless they notify the secretary of the Association
in writing that they do not wish to be members. In the constitution, parents refers to
both parents and guardians.
3.1The objectives of the Association shall be:
a. to promote the educational and general welfare and social interests of the pupils
of the school
b. to promote good relations, communication, understanding and co-operation
between parents, teachers, students and the school authorities
c. to encourage parents to take an active interest in the school
d. to support and promote the ethos of the school
e. to promote and support the role of parents and guardians as the prime carers of
f. to provide opportunities for discussion, information and consultation about matters
of common or topical interest to parents, teachers and pupils of the school
g. to inform and consult parents about the Association’s plans and activities
h. to inform, consult and promote debate amongst parents on education issues
i. to represent the views of parents on school policies and activities
3.2 In furtherance of the objectives, the committee may affiliate the Association
to appropriate national parents’ bodies such as PACCS (Parents’ Associations of
Community and Comprehensive Schools) and COMPASS.
4.1 The ordinary business of the Association shall be administered by a committee of
at least 12 and not more than 30 members of the Association.
4.2 Election of committee members shall take place at the annual general meeting
4.3 Committee members shall each be elected to serve for up to three years. Any
member retiring from the committee and still eligible may seek election for a further
three years. Following a consecutive second term, the committee member must
step down for a minimum of one year.
4.4 No member is eligible to continue on the committee when they have no child
enrolled in the school.
4.5 Vacancies on the committee shall be filled by election at the AGM. New
members can be co-opted to the committee during the year, but co-opted members
shall retire at the next AGM and, if eligible, may seek election to the committee.
4.6 The committee shall aim to have adequate representation from each school year
and from other groups as identified by the committee. The committee shall also aim
for a gender balanced committee.
4.7 A committee meeting shall take place immediately after the AGM with the sole
purpose of setting the date for the next committee meeting.
4.8 At the next committee meeting, which shall take place within 3 weeks of the
AGM, the committee shall elect its officers, including chair, vice-chair, secretary,
Public Relations Officer (PRO) and treasurer where a vacancy exists. At this
meeting, the dates of the committee meetings for the academic year shall be agreed.
4.9 If an officer vacancy arises during the year, the committee shall elect a
replacement at one of the next two committee meetings.
4.10 The tenure of the officers shall be two years, at which time they may offer
themselves for re-election for one further term. Following a consecutive second term,
the officer must step down from all office for a minimum of one year.
4.11 The committee may remove an officer at a committee meeting, having given
two weeks written notice of a motion to be proposed at a meeting to that effect.
To be valid, the motion must be proposed by a minimum of seven members of the
committee. The committee may elect a committee member to fill any officer vacancy,
however caused, provided that the replacement is eligible.
4.12 The Principal and two delegates from the teaching staff shall be invited to
attend each meeting, but they shall not be entitled to vote.
4.13 The committee shall meet monthly during the academic year. The quorum for
committee meetings shall be seven committee members, with at least two officers,
Where the chair or vice chair are unavailable, prior to the start of the meeting,
consent to hold the meeting shall be sought from the chair or vice chair. Consent
cannot be withheld without good reason. In the absence of both the chair and vice
chair, the committee shall elect one of its members to chair the meeting. Similarly,
in the absence of secretary, the committee shall elect one of its members to be
secretary for the meeting.
4.14 The committee may invite to general meetings or to committee meetings such
people as it decides. Guests may not vote at general or committee meetings and the
committee may ask guests to leave during committee or Association business.
4.15 Minutes of all meetings shall be kept by the secretary, who shall circulate the
minutes and the notice of the next meeting seven days prior to the next meeting and
then present the minutes to the committee for approval at that next meeting.
4.16 The committee may establish sub-committees to assist it from time to time.
Sub-committees shall consist of at least one committee member and may, with the
committee’s consent, include non-members of the Association. Sub-committees
shall report to the committee. The committee may at its sole discretion dissolve a
4.17 Decisions of the committee shall be decided by a simple majority of all
members voting following a full and frank discussion. In the event of a tied vote, the
chair has a second and casting vote.
4.18 Seven days prior to each meeting, a draft agenda shall be circulated by the
chair or if the chair is unavailable, the vice chair or secretary, with amendments or
additions to be notified and circulated not later than 2 days prior to the meeting. The
agenda shall set out clearly items to be covered at the meeting, including the chair’s,
principal’s and treasurer’s reports and other specified items.
4.19 Where an officer is temporarily unable to perform their duties, the committee
shall, at a committee meeting, elect another committee member to temporarily
perform those duties until such time as the incumbent officer is able to perform their
duties, however the acting officer and the incumbent officer shall be subject to the
normal limitations of tenure of officers as set out above.
5. General Meetings
5.1 The annual general meeting shall be held during the first two months of the
5.2 The committee shall call an extraordinary general meeting (EGM) when it deems
it desirable, on a majority decision, or when a written request to call an EGM is
received by an officer of the committee, signed by at least 50 parents and stating the
purpose of the proposed meeting. The secretary shall, within one month of receiving
such a request, summon the meeting, stating its purpose.
5.3 EGMs, as for AGMs, shall be held during term time, to allow as many members
as possible to attend.
5.4 Notice to parents shall be given fourteen days in advance of all general
5.5 General meetings shall be chaired by the chair or, in the chair’s absence, by the
vice-chair. In the absence of both, the committee shall elect one of its members to
chair the meeting.
5.6 The quorum for general meetings shall be at least 50 members, including at least
one officer (from chair, vice-chair, secretary, PRO, treasurer and any other named
officer) and three other committee members. At least one officer shall be required to
attend a properly convened general meeting. Matters arising at general meetings will
be decided by majority vote, unless otherwise stated in this constitution.
5.7 Amendments to the constitution may be made at a general meeting, provided
the amendments are notified to parents at least 14 days before the meeting and are
passed by a two-thirds majority at that meeting.
5.8 The business of the AGM shall include:
a. Noting attendance and apologies
b. Agree minutes of previous AGM
c. Chair’s report
d. Treasurer’s report
e. Election of committee members
f. Election of honorary auditor
g. Principal’s remarks
h. Other matters notified to the secretary prior to the AGM
6.1All notices and communications from the Association may be posted, hand-
delivered, transmitted electronically or given to a member’s child. Any such notice
shall be deemed to be duly delivered.
7.1 The financial year of the Association shall end on 31 August unless otherwise
agreed by a majority of the committee at a committee meeting.
7.2 The treasurer shall keep correct accounts and books showing the financial
affairs, receipts and disbursements of the Association.
7.3 Transfers between bank accounts of the Association and monies withdrawn from
the Association’s bank accounts shall require the signed authorisation of any two
of the following: the chair, the treasurer, the secretary and three other signatories
appointed by the committee.
7.4 The annual accounts shall be audited by the honorary auditor and shall be
available to members at the AGM and to members from the treasurer on request.
8. Parents’ Nominees to the Board of Management
8.1 The Association shall, at the request of the Board of Management (the
Board), nominate two representatives, one female and one male, to the Board of
Management. All Parents of children enrolled in the school at the time are eligible for
nomination and are entitled to vote should an election be required whether they are
members of the Parents’ Association or not.
8.2 Notice for nominations shall be given at least 28 days before the due date for
receipt of nominations and consents to be nominated. If, following closing of receipt
of nominations, an election is required, notice of election shall be given to parents 14
days in advance of the date of the election.
8.3 If either post has more than one Nominee, a postal ballot of all parents shall be
held for that post and the ballot shall be decided by the highest vote. In the event of
a tie, the chair shall have a casting vote.
8.4 Parents’ Nominees shall serve for the term of the board to which they are
appointed. Vacancies for parent Nominees during the term of the Board shall be
filled in accordance with the procedures detailed in paragraphs 8.1to 8.3 above.
8.5 Notwithstanding clause 2 and clause 4 above, Parents’ Nominees shall
automatically be members of the committee but shall not be officers.
9. Official Statements, Representations and Functions
9.1 No member of the Association, other than the chair, PRO or a member
nominated by either the chair, PRO or the committee, shall make any official or
public statement or representation on behalf of the Association.
9.2 The Association shall not involve itself in the day-to-day running of the school or
any contractual arrangements between the school authorities and the staff.
9.3 The Association recognises that matters concerning the school curriculum and its
implementation are the function of the school authorities.
9.4 The Association shall not deal with complaints against members of the school
staff or the Principal.
10. Winding Up of the Association
10.1 Winding up of the Association shall only be valid if accepted at a general
meeting convened for this purpose.
10.2 In the event of the winding up of the Association, any assets on hand shall be
presented to the Board of Management for school purposes.