Highgate Pre-Prep & Junior Schools' PA Constitution : Approved 9 June 1993 (Amended 24 June 1998)

 

 

1.  NAME The name of this Association is the Highgate Pre-Prep and Junior School Parents Association.

 

 

2.  PURPOSE The objects of this Association are:

 

a) To organise functions for parents and friends of the Junior School and Pre-Preparatory School to meeting together socially;

b)  To raise money for both the school and its students; and

c)  To provide a channel for offers of voluntary help to the school

 

 

3.  BASIC PRINCIPLES The following are the basic policies of the Association:

a)  The Association shall be non-commercial, non-partisan and non-sectarian;

b)  No part of the net earnings of the Association shall benefit, or be distributable to its members, officers or other private personal except to pay reasonable compensation for services rendered in furtherance of the purposes set forth in Point 2 above;

c) The Association recognises that the authority for making decisions about school policy rests in the hands of the Headmaster, the Master of the Junior School and the Board of Governors.

d)  Upon dissolution of this Association, after paying or adequately providing for the debts and obligations of the Association, the remaining assets shall be distributed to the Bursar of Highgate School to be used for the benefits of the Junior School and Prep-Preparatory School.

 

 

4.  MEMBERS Parents and Guardians of the current students at the Highgate Junior School and Pre-Preparatory School are automatically members of the Ass.  Others who have an interest in the school, including teachers, parents of former students and others, may join the Association by informing the Chairman of their interest.  The school office will retain a current list of the Association members.

 

5.  OFFICERS The officers of the Association shall consist of a Chairman, Vice Chairman, Treasurer, Secretary and other such officers as the Management Committee may approve.  Officers shall be elected annually for a renewable on-year term at the Annual General Meeting (AGM) to be held in June.  Officers shall be elected by ballot.  When there is only one candidate for an office, election may be by voice vote.  A majority vote of the members present at that meeting shall elect.  The term of office runs from 1 August to 31 July for all Association officers.

 

6.  DUTIES OF OFFICERS

a) The Chairman presides at all meetings, prepares agenda, monitors debate so that all points of view are heard and that democratic rule predominates, insures decisions are implemented and insures that the provisions of the Constitution are implemented.

 

b) The Vice Chairman fills in for the Chairman when he/she is unavailable and performs other duties upon consultation with the Chairman and Management Committee.

 

c) The Treasurer shall have custody of all of the funds of the Association and shall keep a full and accurate account of receipts and expenditures.  The Treasurer shall make disbursements in accordance with budgets adopted by the Management Committee and shall present a financial statement at every meeting of the Management Committee and at other times when requested by the Chairman or Management Committee.  Association accounts will be available for periodic auditing, as required by the Management Committee.

 

d) The Secretary shall record the minutes of all meetings of the Management Committee and Association, shall send out notices as determined by the Management Committee, shall send out all correspondence on behalf of the Association and shall insure that all members are aware of the Association’s activities.

 

7. MANAGEMENT COMMITTEE  The Management of the Association shall be vested in a ManagementCommittee consisting of the officers of the Association, the master of the Junior School or his designates, including one representative each from Cholmeley House, Field House and Pre-Preparatory School and 1 Parent Representative each from Years 3,4,5,6,7 and 8 and parents from the Pre-Preparatory School.

 

The Management Committee shall meet at least once each school term and additionally as required.  The Management Committee shall conduct the business with a quorum of 7 parents.  It shall have general charge and control of the affairs, funds and property of the Association.  It approves the adoption of budgets, expenditures, the formation and review of the work committees.  It fills mid-term vacancies of officers.  It has the power to co-opt additional members as necessary.  It may deal with any matter not provided for in this Constitution concerning the organisation and activities of the Association.

 

Management Committee members should attend all Management Committee meetings and should participate in the execution, as well as the planning, of all Association events and programs.  The term of office for all Management Committee members runs from August 1 to July 31.

 

8.  NOMINATIONS The Management Committee shall solicit nominations for the Association at the beginningof the summer terms preceding the Annual General Meeting.  The Management Committee will seek volunteers to serve as officers of the Association and at least 1 parent representative for each classroom.  Representation on the Management Committee is outlined in Point 7 above and will be decided among the volunteers upon consultation with the chairman of the Management Committee.  Nominations may be proposed and seconded by members with the consent of the nominee at any time prior to the beginning of the Annual General Meeting or during the Meeting.  All nominees should understand the provisions of the Constitution, be representative of the student body and be enthusiastic above executing the Association’s works.

 

9.  CHANGES TO THE CONSTITUTION Alterations to this Constitution may be made only at an Annual General Meeting or a Special General Meeting called for this purpose.  Alterations to the Constitution shall receive the assent of two thirds of the members present and voting at an Annual General Meeting or Special Meeting.