The Association shall be called St Benildus College Parents’ Association and shall be hereafter referred to as the Association. The address of the Association shall be St Benildus College, Upper Kilmacud Road, Stillorgan, Dublin 18.
All references to a parent or parents in this constitution shall be deemed to include guardian or guardians.
The aims of the Association are as follows:
2.1. To work with the school principal, staff and the board of management to build an effective partnership of home and school, in accordance with the core values and ethos of the St Benildus College Mission Statement.
2.2. To provide a forum for the views of parents.
2.3. To represent these views to the Principal, the Board of Management and any other relevant persons or bodies as appropriate.
2.4. To foster cooperation between the school and parents.
2.5. To organise or assist with activities to improve the educational and financial resources of the school as required, subject to the approval of college authorities.
Membership of the Association shall be deemed to include all parents and guardians of pupils attending St Benildus College.
4. Officials and Committee
4.1. The committee of the Association is made up of volunteers from the parent body.
4.2. The officers of the Association shall be a Chairperson, a Deputy Chairperson, a Treasurer(s) and a Secretary.
4.3. The committee will also include the two parent representatives from the Board of Management.
4.4. The affairs of the Association shall be managed by the committee.
5. Election and Terms of Officers
5.1. The Chairperson and Deputy Chairperson shall be elected at the Annual General Meeting (A.G.M.) and shall assume office at the conclusion of that meeting.
5.2. The Treasurer(s) and Secretary shall be appointed by the committee at the first meeting of the current year.
5.3. Each member will serve for a one year period. There is no limit to the number of times a member may go forward on the committee. However, it is preferable to maintain a balance of both new and experienced members on the committee.
5.4. The term of office for officers is one year and a member may be put forward for the same office the following year. However after three consecutive years in a particular role, the member must step down from that role. The limit of three years for holding a particular role applies to all officer positions, with the goal of keeping a balance of experienced and new officers.
5.5. In the event of a vacancy occurring on the committee, the committee shall have the power to co-opt members until the end of the current year.
6. Conduct of Committee Business
6.1. Half of the committee number (which must include at least two officers) plus one, shall constitute a quorum for the conduct of business.
6.2. All financial expenditure must be carried by at least a two-thirds majority of the committee.
6.3. A resolution shall be adopted by a majority vote. In the event of a tie, the Chairperson shall have the casting vote in addition to their ordinary vote.
6.4. Minutes of committee meetings and of the A.G.M. shall be kept by the Secretary.
6.5. The treasurer(s) will be responsible for keeping the accounts of the Parents’ Association finances in an open and transparent manner. One treasurer will give a statement of income and expenditure at each committee meeting. The treasurer(s) will make the accounts available to the committee on their request.
6.6. The Parents’ Association will keep a bank account in its name. The treasurer(s) plus two officers of the committee will be signatories on the account and any two of these may sign cheques drawn on the account.
6.7. The committee shall meet at least four times a year.
6.8. The committee shall have the power to appoint sub committees to conduct specific projects.
6.9. Sub committees shall not be empowered to enter into financial commitments on behalf of the Parents’ Association without prior formal sanction.
6.10. Fundraising conducted by the Association on behalf of the school will be done with prior agreement of the school management and all monies raised will be lodged directly to the school bank account.
7. General Meetings
7.1. An Annual General Meeting (A.G.M.) shall be held not later than 31st October each year.
7.2. The following should happen at the A.G.M:
• The minutes of the previous A.G.M are read
• The Annual Report of the Chairperson shall be given.
• The Treasurer’s written statement of income and expenditure shall be issued to the attendees.
• The Chairperson and Deputy Chairperson for the coming year shall be elected.
• The annual subscription shall be fixed.
7.3. At least 14 days notice shall be given of each A.G.M.
7.4. The conduct of business at the A.G.M shall be in accordance with normal procedure.
7.5. The Chairperson shall be empowered to rule on the procedure to be adopted where he/she deems it necessary.
7.6. An Extraordinary General Meeting (E.G.M.) of all members may be called by the committee or by a written request signed by at least 30 members of the Association stating the purpose of the proposed meeting.
7.7. At least 3 weeks’ notice of an E.G.M. shall be given to all members
8.1 Each year parents will be invited to make a contribution towards the activities of the Association. Changes to the amount of this contribution must be agreed by a majority vote at the A.G.M
9.1. Amendments to the Constitution can only be made at the A.G.M.
9.2. Notice of a proposed amendment must be submitted in writing to the secretary at least 2 weeks prior to the A.G.M.
9.3. The text of the proposed amendment must be made available to all parents at least one week prior to the AGM.
9.4. The amendment must be carried by at least a two thirds majority vote at the A.G.M.
9.5. The committee shall ensure that a copy of the current Constitution is available to the parent body.