LIS PTA Constitution

 

Article 1: Name

The name of this association shall be the Lucaya International School (LIS) Parent Teacher Association (PTA)

 

Article 2: Address

Chesapeake Drive, Freeport, Grand Bahama

 

Article 3: Mission Statement

The LIS PTA’s mission is to promote and organize events to bring the school community together and to raise funds for the benefit of the school community. We will work together with LIS to advance the interests of the school and to promote the well-being of students, parents/guardians and teachers.  We will encourage direct communication within the LIS community, in an atmosphere of goodwill and cooperation.

 

Article 4: Aims and Objectives:

1. The PTA provides ways for parents/guardians to get to know each other and build a sense of community.

2. Through the PTA we will create a venue for parents/guardians to get involved with the school, by creating meaningful opportunities for the involvement and volunteer service responsive to the needs of the school.

3. Develop and encourage good relations between parents/guardians, staff, friends of the school, and other members of the wider community.

4. The PTA will endeavor to raise funds for the betterment of the school, its facilities, its classrooms and educational enhancement.

 

Article 5: Membership

Membership to the PTA is automatic for all parents/guardians of the students attending LIS and for all members of staff at LIS.

1. No fees are required to be a member of the LIS PTA.

2. Members who agree to volunteer for Council positions are required to attend all monthly meetings in order to exercise voting rights.

3. Council or Committee Members failing to attend three consecutive meetings, without notice, may be deemed to have retired from the Council/Committee.

 

Article 6:  Composition of the LIS PTA Council

PTA COUNCIL

Council Officers

1.    President

2.    Vice President

3.    Treasurer

4.    Secretary

Council Members

5.    Welcome Committee Coordinator

6.    Primary School (Pre K- Year 6) Teacher Representative

7.    Secondary School (7-13) Teacher Representative

8.    Teacher Representative (Any Grade)

9.    Volunteer Coordinator

10. Homeroom Parent Coordinator

11. Communications Coordinator 

12. Member

13. Member

Notes:

1.    Out of the 13 PTA Council officers/members a minimum of 3 members should be teachers.

2.    The Headmaster will be a permanent non-voting member of the PTA Council.

 

Article 7:  Responsibilities of the PTA Council officers and members

The President

  • Is responsible for scheduling PTA meetings, in conjunction with the PTA for setting the agenda
  • Will be an ex-officio member of all committees
  • Presides at all meetings
  • Opens and closes meetings on time
  • Shall call additional meetings when he/she thinks they are required
  • Ensure that the AGM is organized for November and present an Annual Report together with the other Officers
  • The President’s role is to lead objectively and serve diplomatically
  • Will only vote in the event of a tie and will have the casting vote
  • Encourage all Council members to take part in any discussions and ensure that issues are properly debated and an agreement is reached
  • Call upon each committee to prepare a plan of work.
  • Ensure that all responsibilities of other Officers and committees are carried out
  • Will invite vendors, consultants/advisors or specialists to the PTA meetings as and when required
  • Will approve and send minutes and documents to the webmaster for posting on the LIS PTA website

 

The Vice President

  • Will assist the President and may be called upon at any time to temporarily assume the duties of President
  • In the event of the President’s resignation the Vice President will carry out the President’s duties until the next AGM
  • Preside at meetings in the absence of the President
  • Will make his/herself familiar with the role of the President so he/she can assume the responsibility as and when needed

 

The Secretary

  • Is responsible for all PTA correspondence
  • Is responsible for keeping accurate minutes of all PTA meetings
  • Will work closely with the President to ensure that the agenda and minutes of the last meeting are received by all members at least two days before the next meeting
  • Have on hand at meetings, a copy of the Constitution and minutes of previous meetings, including any correspondence and documents that may need to be referred to
  • Will present minutes of the previous meeting for approval at the next meeting
  • Deliver to his/her successor, all books, documents and correspondence pertaining to the office of Secretary

 

The Treasurer

  • Will keep accurate accounts of the PTA funds and submit a written financial report at the monthly PTA meetings. An electronic copy of this monthly report will be submitted to the Communications Committee/webmaster to be uploaded online to the LIS PTA website and/or the LIS PTA Facebook page
  • The Treasurer will collect and deposit all monies in the PTA bank account
  • All funds received should always be counted in the presence of at least one other person
  • Ensure all invoices are paid on time
  • Independently reviewed accounts made by a certified/chartered accountant will be presented at the AGM, together with an estimated projected budget for the forthcoming year
  • Deliver to his/her successor all books, papers and documents pertaining to the office of Treasurer

 

Welcome Committee Coordinator

  • Is responsible for welcoming all new students and their families to school, updating information in the Welcome Committee booklet, and ensuring that all new parents/guardians and teachers of the school receive an updated copy of the booklet.

 

Volunteer Committee Coordinator

  • Help recruit volunteers for PTA events, subcommittees and fundraising. This may include working closely with the homeroom parent’s coordinator for communication purposes
  • Act as a liaison between subcommittees and the PTA, if a PTA member is not heading up the subcommittee
  • Help make sure volunteers feel appreciated for their help and time
  • Organize mini socials

 

Homeroom Parents Committee Coordinator

  • Prepare Homeroom Parents contact list
  • Communicate volunteering opportunities for different school events
  •  Point of contact for all Homeroom Parents

 

Communications Committee Coordinator

  • Responsible for creating and editing the LIS PTA newsletters, marketing materials, press releases, content on the website, and messages on the LIS PTA Facebook fan page

 

Council Member

  • Initiate, organize, coordinate, promote, and facilitate the PTA programs and events.

 

Primary School Teacher Representative

  • Volunteers at PTA fundraisers and communicates Primary School didactic material needs to the PTA, and presents their teacher fund application forms at the PTA meetings.

 

Secondary School Teacher Representative

  • Volunteers at PTA fundraisers and communicates Secondary School didactic material needs to the PTA, and presents their teacher fund application forms at the PTA meetings.

 

Article 8: Subcommittees
 
  • Subcommittees are to be appointed by the PTA Council per event. The PTA Council can appoint an unlimited number of subcommittees to each committee, and any number of members to each committee/subcommittee, to help deal with any matters arising.

 

 

Article 9: Nominations and Elections

  • The election of the PTA Council shall take place at the Annual General Meeting
  • Nomination forms will be made available at least 14 days prior to the Annual General Meeting. The candidate who receives the greatest number of votes for each position shall be elected
  • The term of election for the PTA Council shall be for a period of two years. All Council members are eligible for reelection
  • In the event that a position on the PTA Council is vacated, then the PTA Council may fill the position by invitation until the next Annual General Meeting

 

Article 10: Meetings

Annual General Meeting

  • An Annual General Meeting will be held each year in the month of November
  • The purpose of the AGM is to elect the PTA Council Officers and to provide an annual report which will include a financial report.  Financial year ends at September 30th
  • All members of the PTA are eligible to vote at the AGM

 

Monthly Meetings

  • The PTA Council will meet once per month. In addition the PTA Council may hold additional meetings as and when required in order to deal with any matters needing attention.

 

Open General Meeting

  • The PTA will endeavor to work together with the Board to hold General Open Meetings as and when needed.

 

Quorum

  • A quorum for voting purposes shall exist when two thirds of the PTA Council is present.

   

    Article 11: Distribution of Funds

The distribution of funds is to be decided by the PTA Council. Any teachers applying must first apply to the Headmaster for any requests of funding.  All applications for PTA funding must be submitted on the PTA application form, and teachers must hand it in to the PTA Teacher Representatives. Funds can be applied for throughout the school year. 

 

Article 12

The PTA is a non-profit, non-religious and non-political organization.

 

Article 13: Liabilities of members

No members of the PTA shall have any personal obligation in respect to the PTA liabilities.

 

Article 14: Dissolution

In the event of dissolution of the PTA Council all assets will be frozen until a new PTA Council has been formed. In the unlikely event of a new PTA Council not being formed, all PTA assets will be transferred to LIS within six months of the dissolution.

 

Article 15: Amendments

This Constitution may be amended at any AGM by a two thirds majority vote of the members present, provided that notice of the proposed amendment has been given at least two weeks prior to the AGM. 

Freeport, Nov. 09th 2011

 

Download: LIS PTA CONSTITUTION Amended - 2011 AGM.pdf (263,2 kB)

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