PTFA Constitution

The name of the Association shall be The Westerton Primary School Parents Teachers and Friends Association.

The object of the Association is to advance the education of pupils in the school.  In furtherance of this object the Association may:-

  • Develop more extended relationships between the staff, parents and others associated with the school.
  • Engage in activities to support the school and advance the education of the pupils attending it.
  • Provide and assist in the provision of such facilities or items for education at the school (not provided from statutory funds) as the Committee in consultation with the Governing Body shall from time to time determine.  (see note 1)

The Association shall be non-party political and non-sectarian.

The Association shall take Public Liability and Personal Accident Insurance to cover its activities and officers.

The Association may appoint a President.

Membership shall consist of all parents/guardians of pupils attending the school and all staff.

The management of the Association shall be vested in a Committee consisting of the following officers: Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer, together with a minimum of 6 other members. 

The Committee shall have the power to co-opt a maximum of three people.

The Officers and Committee shall be elected at the Annual General Meeting and shall serve until the commencement of the next Annual General Meeting.

A third of the Committee shall constitute a quorum.

Voting shall be decided on a simple majority of  the votes cast by  members present at the meeting.  Each member is entitled to one vote.  The Chair has a second casting vote that may be used in the event of a tied vote.

The Committee may appoint sub-committees as deemed necessary and shall prescribe their functions and expenditure limits, subject to acts and proceedings of such sub-committees being reported back to the Committee.

Committee meetings shall be held at least once per term.

The Annual General Meeting will be held in the first half-term of the autumn term.  At this the Chair shall be taken by the Chairman or if absent, by the Vice-Chairman.

Nominations shall be proposed and seconded by members and shall have the consent of the nominee.  Nominations may be made at any time prior to the start of the AGM.

The Committee may fill casual vacancies by co-option until the next AGM.

At the AGM the Committee shall elect two auditors reasonably considered to be competent to examine the accounts and books of the Association.  These people shall not be members of the Committee.

Special General Meetings may be called at the written request of a minimum of 10 members.

Thirty days notice shall be given of any Special General Meeting to all members of the Association.

The Honorary Treasurer shall be responsible for keeping account of all income and expenditure and shall present a financial report to all Committee meetings, and shall present the accounts duly audited or independently examined for approval by the members at the AGM.Bank accounts shall be operated in the name of the Association and withdrawals shall be made on the signature of any two Officers of the Association.

The financial year shall start on the first day of September.

Any matter not covered by the Constitution and concerning the organisation and activities of the Association shall be dealt with by the Committee whose decision shall be final.

Annual Report – The Committee shall comply with their obligations under the Charities Act 1993, and the Charities (Accounts and Reports) Regulations 1995 with regard to the preparation of an annual report and its transmission to the Commissioners.

Annual Return – The Committee shall comply with their obligations under the Charities Act 1993 with regard to the preparation of an annual return and its transmission to the Commissioners.

No alteration to this Constitution may be made except at the Annual General Meeting or a Special General Meeting called for this purpose.  No amendments or alterations shall be made without the prior written permission of the Charity Commission to Clauses 2,23,24,25 and 26 and no alteration shall be made which could cause the Association to cease to be a charity in law.  Alterations to the Constitution shall receive the assent of two thirds of the members present and voting at an AGM or Special General Meeting.

The Association may be dissolved by a resolution presented at a Special General Meeting called for this purpose.  The resolution must have the assent of two thirds of those present and voting.  Such resolution may give instructions for the disposal of any assets remaining after satisfying any outstanding debts and liabilities.  These assets shall not be distributed among the members of the Association but will be given to the school for the benefit of children in the school, or  in the event of a school closure to the school to which the majority of the children of the closing school will go, in any manner which is exclusively charitable in law.  If effect cannot be given to this provision then the assets can be given to some other charitable purpose.

NOTES

Financial support may be provided with the following general points in mind:

  • Funding should be provided for the maximum benefit of pupils across the school rather than a focus likely to benefit individuals or a narrow group
  • Wherever possible the committee should avoid providing for items already covered by statutory funds
  • Favour may be given to capital items or projects that would provide long-term significant benefit to current and future pupils
  • Significant events may be supported as one-offs e.g. national or specific school-related celebrations, key dates or milestones
  • Where support is for items or events of a non-capital nature, care should be taken to ensure fairness across groups of pupils
When making decisions about spending the committee may find it useful to receive at a meeting a menu of suggestions, prepared by the Headteacher in consultation with staff or governors, in order that considered choices may be made.  These suggestions should be sent in advance of the meeting, together with the agenda.