ESPSA Constitution
1. VARIABLES LIST
The following variables specific to the Association shall be incorporated into the model constitution.
1.1 Type of Association: Parent Teacher Association
1.2 Association name in full: Earley St Peter’s School Association
1.3 School name in full: ..Earley St Peter’s CE School
School address:
Building name and / or number . Earley St Peter’s School
Street: Church Road
Town/city: Earley, Reading
County; Berkshire
Postcode: RG6 1EY
Country: England
1.4 The Committee
The minimum number of committee members/trustees: 2
2. OBJECTS
The object of the Association (the Objects) is to advance the education of pupils in the school in particular by:
2.1 Developing effective relationships between the staff, parents and others associated with the school;
2.2
Engaging in activities or providing facilities or equipment which
support the school and advance the education of the pupils.
3. POWERS
The committee members/trustees have the following powers, which may be exercised only in promoting the Objects:
3.1 To provide advice
3.2 To publish or distribute information
3.3 To co-operate with other bodies
3.4 To raise funds (but not by means of permanent trading)
3.5 To acquire or hire property of any kind
3.6 To make grants or loans of money and to give guarantees
3.7 To set aside funds for special purposes or as reserves against future
expenditure
3.8
To deposit or invest funds in any lawful manner (but to invest only
after obtaining advice from a financial expert and having regard to the
suitability of investments and the need for diversification)
3.9
To take out public liability and personal accident insurance to cover
Association meetings, activities, committee members/trustees, to insure
the Association’s property against any foreseeable risk and take out
other insurance policies to protect the Association where required
3.10 To employ paid or unpaid agents, staff or advisers
3.11 To enter into contracts to provide services to or on behalf of other bodies
3.12 To pay the costs of forming the Association
3.13 To obtain and pay for goods and services as are necessary for carrying
out the work of the charity
3.14 To open and operate bank and other accounts as the committee members/trustees consider necessary
3.15
To do anything else within the law that promotes the Objects BUT the
Committee shall not undertake any activity in the school premises
without the consent of the headteacher.
4. MEMBERSHIP
Members of the Association are:
4.1 In a Parents Association, the parents, guardians or carers of any pupil currently attending the school or
in a Parent Teacher Association, Parent Staff or Home-School Association as detailed above plus teaching and non-teaching staff currently employed by the school or
in any other Association, for example a Friends group, those described above and any person over the age of 18 wishing to offer appropriate support or help to the school and who is accepted by the Committee as a Member
4.2 Membership is terminated if:
4.2.1 the Member dies
4.2.2 the Member resigns by written notice to the Association
4.2.3
the committee members/trustees may for good reason, regardless of
whether or not this is at the request of the Governing Body or the
headteacher, exclude any person from membership or from attending an
event whose presence at or support of the school is deemed a danger to
the school or its pupils or staff or might bring the Association into
disrepute. Removal is not effective until the Member concerned has been
notified in writing of the proposal and his/her right to respond within
14 clear days, and the matter has been considered in light of any
representations made.
5. GENERAL MEETINGS (ANNUAL AND EXTRAORDINARY)
5.1 All Members are entitled to attend any General meeting of the Association
5.2
All General meetings are called by giving 21 clear days written notice
of the meeting to the Members. The notice should specify the date, time
and location of the General meeting as well as give an overview of the
agenda
5.3 There is a quorum at
a General meeting when the number of Members present is at least twice
the number of committee members/trustees in office at the start of the
meeting. The only exception would be at a General meeting where the
Association is being dissolved: please see Clause 13.
5.4
The Chair or (if the Chair is unable or unwilling to do so) some other
committee member/trustee elected by those present is in charge of a
General meeting
5.5 Except
where otherwise provided in this Constitution, every issue at a General
meeting is decided by a simple majority of the votes cast by the Members
present at the meeting
5.6
Except for the Chair of the meeting, who has a second or casting vote
where a vote is equally divided (tied), every Member present is entitled
to one vote on every issue
5.7
The Association must hold a General meeting within twelve months of the
date of the adoption of this constitution. Thereafter, an AGM must be
held in each subsequent year and not more than 15 months may elapse
between successive annual General meetings.
5.8 At an AGM the members:
5.8.1 receive the accounts of the Association for the previous financial year
5.8.2 receive the report of the committee members/trustees on the Association’s activities since the previous AGM
5.8.3 elect the committee members/trustees
5.8.4 appoint an independent examiner or auditor for the Association
5.8.5
may confer on any individual (with his or her consent) the honorary
title of Patron, President or Vice-President of the Association
5.8.6 discuss and determine any issues of policy or deal with any other business put before them
5.9
An EGM may be called at any time by the Committee and must be called
within 21 days to happen within three months of a written request to the
receiving committee members/trustees from at least ten members.
6. THE COMMITTEE
6.1
All members of the Committee are trustees of the charity and have
control of the Association, its property and funds. The Committee
members are referred to in this document as committee members/trustees.
6.2.1 Committee members/trustees shall be elected at the AGM and shall hold office until the next AGM
6.2.2 All committee members/trustees, except those who are co-opted, must be members of the Association
6.3.1
Committee members/trustees shall have the power to co-opt committee
members/trustees at any time, and co-opted committee members/trustees
shall serve until the date of the next AGM
6.3.2
The number of co-opted committee members/trustees must not be more than
50% of the total number of committee members/trustees
6.4
Nominations for election to the Committee may be made by any Member of
the Association and seconded by another. Such nominations must have the
consent of the nominee. Nominations should be made in writing to the
Chair at any time until the election process has been completed. If no
nominations or an insufficient number are received before the AGM, any
Members present may nominate a person, with their consent, and that
person may be appointed by a majority vote of those present.
6.5 A committee member/trustee (whether elected or co-opted) automatically ceases to be a committee member/trustee if he or she:
6.5.1
is disqualified under section 72 of the Charities Act 1993 as amended
by the Charities Act 2006 from acting as a charity trustee
6.5.2 is incapable, whether mentally or physically, of managing his or her own affairs
6.5.3 is absent from three consecutive meetings of the Committee without prior notification to the Secretary
6.5.4 ceases to be a member of the Association
6.5.5 resigns by written notice to the Committee but only if at least two committee members/trustees remain in office
6.5.6
is removed by a resolution passed by a majority of other committee
members/trustees. Removal is not effective until the committee
member/trustee concerned has been notified in writing of the proposal
and his/her right to respond within 14 clear days, and the matter has
been considered in light of any representations made
6.6
All committee members/trustees shall be entitled to reimbursement of
reasonable out-of-pocket expenses (including hotel and travel costs)
actually incurred in the administration of the Association.
6.7
A retiring committee member/trustee is entitled to an indemnity from
the continuing committee members/trustees at the expense of the
Association in respect of any liabilities properly incurred while he or
she held office.
6.8 A
technical defect in the appointment of a committee member/trustee of
which the Committee are unaware at the time does not invalidate
decisions taken at a meeting.
7. COMMITTEE MEETINGS
7.1 The Committee must hold at least three meetings every academic year.
7.2
A quorum at a Committee meeting is 50 per cent, rounded up to the
nearest whole number, of the total current membership of the Committee.
7.3
The Chair or, if the Chair is unable or unwilling to do so, some other
committee member/trustee chosen by the members present is in charge at
each Committee meeting.
7.4
Every decision may be made by a simple majority of the votes cast at a
Committee meeting. A resolution which is in writing and signed by all
committee members/trustees is equally valid. The resolution may be
contained in more than one document and will be treated as passed on the
date of the last signature.
7.5
Except for the Chair of the meeting, who has a second or casting vote,
every committee member/trustee has one vote on each issue.
8. POWERS OF COMMITTEE
The following powers are available to the Committee to help run the Association:
8.1
To delegate any functions of the Committee to sub-committees. These
must consist of two or more persons appointed by the Committee but at
least one member of every sub-committee must be a committee
member/trustee. All sub-Committee proceedings must be promptly reported
to the main Committee.
8.2 To
make Rules consistent with this Constitution about the Committee and
sub-committees, to govern proceedings at General meetings and generally
about the running of the Association including the operation of bank
accounts and the commitment of funds.
9. PROPERTY & FUNDS
9.1 The property and funds of the Association must only be used to fulfil the Objects (see clause 2).
9.2
Committee members/trustees can enter into contracts with the
Association for the provision of goods and services to the Association
(but not contracts of employment with the Association except with the
prior written consent of the Charity Commission) provided that:
9.2.1 the maximum amount is set out in writing and is reasonable for the services provided
9.2.2 the committee members/trustees are satisfied that the agreement is in the interests of the charity before entering into it
9.2.3 the total number of committee members/trustees entitled to such remuneration is in the minority from time to time.
9.3
Whenever a committee member/trustee has a personal interest in a matter
to be discussed at a meeting, the committee member/trustee must:
9.3.1 declare an interest before discussion begins on the matter
9.3.2 withdraw from that part of the meeting unless expressly invited to remain in order to provide information
9.3.3 not be counted in the quorum for that part of the meeting
9.3.4 withdraw during the vote and have no vote on the matter.
10. RECORDS & ACCOUNTS
10.1
The Committee must comply with the requirements of the Charities Act
1993 as amended by the Charities Act 2006 as to the keeping of financial
records, the audit or independent examination of accounts and the
preparation and transmission to the Charity Commission of:
10.1.1 annual reports
10.1.2 annual returns
10.1.3 annual statements of account
10.2 The Committee must keep proper records of:
10.2.1 all proceedings at General meetings
10.2.2 all proceedings at Committee meetings
10.2.3 all reports of sub-committees
10.3
Annual reports and statements of account relating to the
Associationmust be made available for inspection by any member of the
Association.
10.4 The Committee
must notify the Charity Commission promptly of any changes to the
Association’s entry on the Register of Charities.
11. NOTICES
11.1
Notice of any General meeting of the Association may be sent by hand,
by post, by suitable electronic communication (email) or in any
newsletter distributed by the Association to its Members. Notification
by hand may include distribution to parents, guardians and carers via
their children with or without other communications from the school
11.2 The address at which a Member is entitled to receive notices (if sent by post) is the last known address of the Member
11.3
A technical defect in the giving of notice which the Members or
committee members/trustees are unaware of at the time does not
invalidate decisions taken at a General meeting.
12. AMENDMENTS
This Constitution may be amended at a General meeting of the Association by a two-thirds majority of the votes cast, but:
12.1 The Members must be given 21 clear days’ notice of the proposed amendments.
12.2
No amendment is valid if it would make a fundamental change to the
Objects/clause 2 or destroy the charitable status of the Association and
no amendment may be made to clause 9 without the prior written consent
of the Charity Commission.
12.3
A copy of any resolution amending this constitution must be sent to the
Charity Commission within 21 days of it being passed.
13. DISSOLUTION
13.1
The Association may be dissolved by a resolution presented at an EGM or
an AGM where this is included in the notice of the meeting. The
resolution must have the agreement of two thirds of those voting and
must give instructions for the disposal of any assets remaining after
paying the outstanding debts and liabilities of the Association
13.2
The net assets shall not be distributed among the Members of the
Association but will be given to the school for the benefit of the
pupils of the school. In the event of the school closing any remaining
funds could be distributed to a neighbouring school or schools as
selected by the Committee.
13.3
If it is not possible to dispose of assets as described in clause 13.2
then the assets can be given to another charitable cause provided that
the cause is within the Objects of the Association.
13.4
The Trustees must notify the Charity Commission promptly that the
Association has been dissolved. The Trustees must comply with any
request from the Commission including providing the Association’s final
accounts.
14. INTERPRETATION
14.1 In this Constitution:
•
address: means a postal address or, for the purposes of electronic
communication, a fax number, an e-mail address or a text message number
in each case registered with the charity • AGM: means an annual general
meeting of the Members of the Association
• the Association: means the charity comprised in this constitution
• the Chair: means the Chair of the Association elected at the AGM
• charity trustees: has the meaning prescribed by section 97(1) of
the Charities Act 1993 as amended by the Charities Act 2006. Every committee member/trustee is legally a charity trustee.
• clear day: means 24 hours from midnight following the triggering event
• the Commission: means the Charity Commission for England and Wales: charitycommission.gov.uk
• the Committee: is the Governing Body of the Association and includes all elected and co-opted committee members/trustees
• committee member/trustee: means a Member of the Committee elected at the AGM by the Membership
•
co-opted committee member/trustee: means a Member of the Committee
appointed by the committee members/trustees in accordance with clause 6
•
EGM: means a general meeting of the Members of the Association which is
not an AGM• fundamental change: means a change that would not have been
within the reasonable contemplation of a person making a donation to
the Association
• general meetings: means any AGM or EGM
• Governing Body: means the Governing Body of the school
• headteacher: means the headteacher or Principal of the school
• independent examiner: has the meaning prescribed by section 43(3)(a) of the Charities Act 1993
• Member and Membership: refer to Members of the Association as set out in clause 4
• months: means calendar months
• the Objects: means the charitable Objects of the Association set out in clause 2
•
permanent trading: means carrying on a trade or business on a
continuing basis for the principal purpose of raising funds and not for
the purpose of actually carrying out the Objects
•
written or in writing: refers to a legible document on paper including a
fax message or an electronic communication where the Member or co-opted
committee member/trustee has agreed to receipt of notices by electronic
means
• year: means calendar year
14.2
References to an Act of Parliament are references to the Act as amended
or re-enacted from time to time and to any subordinate legislation made
under it.
Adopted at a meeting held at Earley St Peter’s School on 7th March 2014.
Signed by Kim Williams & Sarah Birney
Original documents stored with ESPSA secretary
ESPSA use the PTA UK model.
