Constitution of (insert school name) Parents’ Club/Association (delete which ever one does not apply)
The organisation formed under this constitution shall be known as (insert name of parents' Club/association) hereinafter referred to as “the Club/Association”. (delete which ever one does not apply)
1. Aims and Objectives
The aims and objectives of the Club are:
to contribute to the wellbeing of the school community
to encourage the participation of all parents in the life of the school and the education of their children
to provide opportunities for all parents of students of the school to discuss issues concerned with the welfare and the general education policy of the school and to assist in the development of a shared parent view
to contribute to proposals on school policy and other educational issues to the school council
to provide opportunities for parents to get to know each other and to be informed about their child’s school
to provide information for parents to extend their understanding of school issues
to work in cooperation with the school council and the principal
to raise funds for the benefit of the school (optional).
Membership shall be open to any parent or guardian of a child attending the school or any other interested party.
All members must pay an Annual Membership Fee. Upon paying the Annual Membership Fee, a person becomes a Financial Member of the Club for one school year. The Club Secretary shall maintain a register of Financial Members of the Club and their addresses, and provide an attendance book for members to sign at each meeting they are in attendance.
Only Financial Members are eligible to vote at any Club meeting or for election to any office in the Club.
Annual Membership Fee
The Annual Membership Fee shall be payable on or before the Annual General Meeting of the Club or at any General Meeting of Club. Only financial members shall be eligible to vote at any meeting. The amount of the Annual Membership Fee for the following year shall be determined by a majority vote of Financial Members present at the Annual General Meeting.
The Club shall have as a minimum number of office bearers, a President, Secretary and Treasurer. Other office bearers may be elected as required. All office bearer positions shall be declared vacant at the Annual General Meeting and shall be open to any Financial Member of the Club. Office bearers will be elected to office for a period of twelve months or until the next Annual General Meeting.
5. Election of office bearers
Elections shall be conducted by an independent person, such as the Principal, a teacher at the school or a senior education officer and may be conducted by secret ballot.
A Financial Member who nominates for office must be present at the Annual General Meeting or have indicated their intention to nominate in writing to the President prior to the meeting.
An office bearer of the Club may be removed from office (but not from membership of the Club) by a resolution carried by a majority vote of members present at a General Meeting. Notice of intention to move a resolution that an office bearer be removed from office shall be included in the notice summoning the meeting at which the resolution will be moved. Such notice must be circulated to all Financial Members and the office bearer, at least seven days prior to the meeting at which the resolution will be considered.
The office bearer in question must have an opportunity to respond at the meeting to a written copy of the claim made against him/her, which must be provided to him/her at least seven days prior to the meeting at which the resolution will be considered.
A casual vacancy caused by the resignation, removal or death of an office bearer shall be filled at the next meeting of the Club, and notice of this shall be provided to all Financial Members of the Club at least seven days prior to the meeting at which the election shall be held.
6. Annual General Meetings
The Annual General Meeting of the Club shall be held during the month of (insert month) unless the majority of members present at an Annual General Meeting vote, after proper notice of motion to change the date.
7. General Meetings
General Meetings shall be held monthly unless otherwise decided on. All members shall be notified of the date at least one week before each meeting.
8. Extraordinary Meetings
An extraordinary meeting of the Club can be called, upon a written request to the President or Secretary, by three Financial Members or by a general meeting of the Club. Written notice of the time, date, place and object of an Extraordinary Meeting must be provided to all Financial Members no less than four days before an Extraordinary Meeting occurs.
The quorum for a meeting of the Club shall be (insert number) Financial Members.
Note: it is suggested that Clubs specify either 10% of financial members or a nominated number (delete this line when quorum entered)
Only Financial Members present at any meeting shall be entitled to vote. Voting shall be by a show of hands unless a majority of those present request a secret ballot. Where voting is tied, the President may exercise a casting vote.
A separate account must be maintained for the purpose of:
(a) the administrative functions of the parents’ Club; and
(b) the raising of funds by the parents’ Club for the benefit of the school.
The Club account must be either a separate bank account maintained by the parents’ Club or a separate subprogram maintained for the parents’ Club within the school’s official account. Clubs may choose either of these options for this purpose. Select Option A or Option B as required – details below.
Option A: or Option B:
Please indicate chosen option.
Option A: A separate program within the School Council official account
The Club will have a discrete program within the school’s official account on CASES 21. Expenses that have been incurred with the approval of a general meeting may be reimbursed on production of a receipt, in accordance with the school’s procedures.
The Club’s finances will be audited along with those of the school.
Option B: Separate Parents’ Club bank account(s)
If the parents’ Club maintains a bank account-
the bank account must be in the name of the parents’ Club; and
the parents’ Club must supply a monthly bank statement (showing debits, credits and outstanding balance) to the school council; and
the parents’ Club must ensure that all financial details are recorded within the school’s official account.
A Parents’ Club fundraising bank account will be recorded on CASES 21 for holding funds raised for the benefit of the school. All cheques drawn on this account shall be signed by the Treasurer or Secretary of the Club and counter-signed by the Principal.
The signatories for a Parents’ Club administrative function bank account shall be any two of the President, Secretary and Treasurer. These funds must be solely derived from membership subscriptions and membership contributions. This account must also be recorded on CASES 21.
Immediately prior to the Annual General Meeting, the Club will arrange for an audit of its accounts by an independent auditor appointed by a general meeting of the Club. A copy of the signed, audited financial statement shall be circulated to each member present at the Annual General Meeting and to the School Council.
The Club shall not be for profit or gain of its individual members.
The Club may undertake fundraising activities, with the prior approval of the school council, having as their object the establishment or augmentation of school funds or funds for a particular school purpose.
The school council must not reject a fundraising activity until it has considered a recommendation by a committee consisting of-:
(a) the President of the school council or the President’s nominee, who must be the chairperson; and
(b) one other representative of the school council elected for the purpose by the school council; and
(c) 2 representatives of the Club; and
(d) the principal.
(Source: Education and Training Reform Regulations 2007)
13. Club Records
All minute books, correspondence, annual financial statements, expenditure vouchers, and other documents of the Club will be the property of the Minister and will be made available to officers authorised by the Secretary of the Department of Education and Training. All such records not in current use will be filed in the school building with other school records.
14. Representation on School Council
Where the School Council invites the Club to nominate a member to fill a Community Member Category position on the School Council, the Club shall elect a member, other than an employee of the Department of Education and Early Childhood Development as the Club nominee. Upon co-option to the School Council, the nominee will be a full member of the School Council with the same responsibilities as all other members of the School Council.
15. Alteration of Constitution
Proposals for changes to the Club’s constitution may only be made at the Club’s Annual General Meeting or Extraordinary Meeting and should be the first agenda item at that meeting. Notice to add to, amend or delete any part of the constitution shall be given in writing to the Club secretary, who shall circulate such notice of motion, in writing to all Financial Members at least one month prior to the Annual General Meeting or Extraordinary Meeting . Such amendments must be voted on in the form in which they were circulated.
Following endorsement by the Annual General Meeting or extraordinary meeting, all changes to the Constitution must be forwarded to the Department of Education and Training for approval by the Minister.
A Club may not be dissolved unless-
all reasonable steps have been taken to circulate a notice of the proposed dissolution generally throughout the school community: and
a meeting to discuss the notice of dissolution is held not less than 14 days after the circulation of that notice; and
at least two-thirds of those present at that meeting agree to the dissolution.
Following this meeting, if a decision is made to dissolve a parents’ Club under the Regulations the following actions must be taken-
all the remaining funds, after the proper payment of outstanding liabilities, are to be transferred to the school council; and
all property and other assets are to be transferred to the control of the school council; and
a person present at the meeting must report the dissolution in writing to the school council as soon as practicable.
The school council must report as soon as practicable the dissolution to the Minister and advise him or her of the completion of actions outlined above.
Membership of Parents Victoria
Parents Victoria is a not-for-profit organisation, representing parents and parent
Clubs in Victorian Government schools. The Club may choose to become a member of Parents Victoria. Delegates elected by the Club to attend conferences of Parents Victoria shall vote as directed by the Club.