Friday 18 May 2012

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ASPA Constitution

TITLE
The Association will be known as Albyn School Parents’ Association

OBJECTIVES
The objectives of the Association will be:
- To foster and facilitate communication on matters of importance between parents and the school.
- To encourage and promote closer understanding between home and school and to advance the interests of the school.
- To arrange a program of events of interest, social and fund raising.
- To provide additional resources for the school.

MEMBERSHIP
Membership is open to all parents and guardians of pupils attending Albyn School.
Members are welcome to attend all events arranged by ASPA, as well as the AGM.

COMMITTEE
The Committee shall consist of five Executive Committee Members (namely Chairperson, Vice Chairperson, Deputy Vice Chairperson, Secretary and Treasurer) and one representative from each class (Ordinary Committee Members).

An Executive Committee Member shall normally hold office for a period of a year in any one position with the exception of Secretary and Treasurer. Secretary and Treasurer will be eligible for re-election for a further period of one year and up to a maximum of three years. Normally the Deputy Vice shall progress to Vice and then Chair in consecutive years. On completion of his or her term of office (whether extended by re-election or not) an Executive Member shall be eligible to another post as an Ordinary Committee Member. If the Vice-Chair position is vacant, or if the Vice-Chair does not wish to take the position of Chair the following year, then the Chair may stand for election at the AGM for an additional year as Chair.

An Ordinary Committee Member is elected by their class. An Ordinary Committee Member shall hold office for a period of two years. When an Ordinary Committee Member has completed his or her two years they shall make it known to their whole class that the position is vacant and that if more than one person is interested in filling the new position, that a full class vote shall be made. An Ordinary Committee Member retiring shall not be eligible for re-election to the Committee until a period of two years has elapsed, however, having retired as an Ordinary Committee Member they may be elected to an Executive post.

The Executive Committee will be elected at the AGM which will usually be held in the Autumn term. Any ASPA Member is entitled to attend and vote at the AGM. A quorum shall consist of at least half of the Committee members, including two outgoing Executive Committee members. The Committee shall have the power to co-opt members as and when necessary.

COMMITTEE MEETINGS
All apologies for absence from a meeting must be made to the Secretary prior to the meeting.

At all meetings, the Chairperson will preside, failing him or her, the Vice Chairperson or Deputy Vice, and in the event of the absence of both, the Committee shall elect a Chairperson.

The Association must recognise that before a final decision is made on any matter relating directly to school, there must be full discussion with the Headmaster.

AGENDA
The meeting will work to an Agenda. All items for the Agenda should be in the hands of the Secretary no less than one week before the Meeting.

VOTES OF MEMBERS
Each class shall have one vote normally via their class representative, but in the case of a proxy the members shall produce a proxy in writing executed on behalf of the appointer at the meeting. Issues requiring a vote from members shall be advised two weeks prior to the meeting. In the case of an equality of votes the chairperson shall be entitled to a casting vote in addition to any other vote they may have. Both Upper and Lower school have 50% of the voting rights.

CHANGES TO THE CONSTITUTION
Any changes to the constitution can be made at the AGM on approval of 60% of those present.

FINANCE
Financial year will end on 31st August .

No member of the Association may pledge the credit of the Association without prior authorisation of the Committee.

Albyn School Parents’ Association is a non-profit making organization. No funds will be paid back to members at any time.

All withdrawals of monies from the Association Account shall require the authority of the Treasurer or one of the other Executive Committee Members.

Prior to the AGM and at any time as the Committee shall decree, the accounts of the Association shall be audited. The auditor will be an Executive Member of the Committee.