Constitution

1. The name of the association shall be: The Roecroft School Association.

2. The aims of the Association:

  • To support the school in the education of our children
  • To help raise funds to enrich the resources of the school.
  • To foster links within the school and the local community

3. The Association shall be non-party political and non-sectarian.

4. The Association shall take out Public Liability and Personal Accident Insurance to cover its meetings, activities, Officers and Committee via annual membership of the N.C.P.T.A.

5. Membership shall consist of Governors, Headteacher, Staff, Parents or Guardians of pupils of the school and be open to friends and family of pupils, past or present.

6. The management of the Association shall be vested in a Committee consisting of:

  • Chair
  • Vice Chair
  • Honorary Secretary
  • Honorary Treasurer

These Officers shall be elected at the AGM to be held during September each year. Serving Officers shall remain in office until the following AGM. No two members of the same family will serve as Officers at the same time but two members of the same family may serve on the Committee at the same time. However, sudden vacancies of Officers may be filled by a co-opted member of the Association. This may mean as an interim measure two members of the same family may hold office.

The Headteacher is the ex-officio, non-voting President of the Association.

7. The Committee will request from the Headteacher a ‘wish list’ to support the aims in advance of the AGM. The Association may propose expenditure on items to support the work of the Association.

8. 4 Members of the Committee shall constitute a quorum, 2 of whom need to be elected Officers.

9. The Committee may appoint sub-committees provided that all acts of the sub-committee be reported to the Committee as soon as possible and provided that no such sub-committee shall expend funds of the Association otherwise in accordance with the budget agreed by the Committee. All Association funding decisions need to be approved at a formal committee meeting.

10. Committee meetings shall be held at least once a term. All meetings will be held at the school. Event sub-committees may be held off site.

11. The Annual General Meeting (AGM) will be held during September. The chair shall be taken by the Chair or in that absence by the Vice-Chair of the Committee.

12. Nominations shall be proposed and seconded by members and should have the consent of the Nominee. Nominations may be made at any time prior to the commencement of the AGM.

13. The Association accounts shall be audited independently and be presented to the Governing Body in the Autumn Term.

14. The Honorary Treasurer shall be responsible for the keeping account of all income and expenditure and shall present a financial report to all committee meetings and present the audited accounts at the AGM.

15. All event monies shall be counted immediately on school premises by a minimum of two members, at least one of which shall be an Officer. Total amount to be removed from site shall be signed and countersigned by the members performing the count. Monies should be removed from the site by the Honorary Treasurer if in attendance. If Treasurer is not in attendance the monies may be removed by another Officer and passed to the Treasurer at the earliest opportunity.

16. A bank account shall be operated in the name of the Association and withdrawals made on the signature of any two of the registered signatories.

17. The Financial Year shall commence on 1 st August.

18. Special General Meetings may be called at the written request of a minimum of 10 members.

19.Thirty days notice shall be given of any Special General Meeting to all members of the Association

20. All relevant communication leaving the Association should have prior approval of both the Chair and the Headteacher.

21. Any matter not covered in the Constitution concerning the organisation and activities of the Association shall be dealt with by the Committee whose decision is final.

22. No alteration to this Constitution may be made except at the Annual General Meeting or a Special General Meeting called for this purpose. No amendment or alterations shall be made without the prior written permission of the Charity Commission to Clauses 2, 22 and 23 and no alteration shall be made which could cause the Association to cease to be a charity in law. Alteration to the Constitution shall receive the assent of two thirds of the members present and voting at the A.G.M. or Special General Meeting.

23. The Association may be dissolved by a resolution presented at a Special General Meeting 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. These assets will be given to the school, or in the event of the school closure to the school where the majority of the children of the closing school will go, in any manner which is exclusively charitable in law. If effect cannot be given to this provision then the assets can be given to some other charitable purpose.

May 2007

THE CHAIR

The Chair of any committee leads the team, both within the school and outsode at County level and often in the local community too.

BEFORE MEETINGS:

  • Draws up the agenda with the Secretary
  • Ensures all committee members are informed of the meeting with plenty of time
  • Ensures the AGM is advertised at least 2 weeks prior to taking place
  • Ensures that all relevant information on matters to be discussed is readily available to all
  • Prepares their own report on events/happenings since the last meeting

AT THE MEETING: