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PTA Information

 

CONSTITUTION AND BY-LAWS OF THE
INTERNATIONAL SCHOOL MANILA
PARENT TEACHER ASSOCIATION

(Proposed Revision August 2007) 

ARTICLE 1
Name and Purpose

Section 1: Name
The name of the organization shall be the International School Manila (ISM) Parent Teacher Association, hereinafter referred to as the PTA The PTA is an unincorporated, non-profit organization.

Section 2: Purpose
The primary purpose of the PTA is to:

a) Maintain an understanding, working relationship among the school administration and teachers, the parents of the students in the school and others interested in the stated mission and core beliefs of ISM.
b) Provide the ISM community with fun and family-friendly activities and celebrations throughout the year.
c) Provide services and programs in support of scholastic pursuits and extra-curricular activities of the students, in accordance with established school policy; d) Raise funds, transact business and exercise such functions as are necessary in the execution of the stated objectives of the organization;

ARTICLE II
Membership

Section 1: Membership
Parents/guardians of all students currently enrolled at ISM, as well as all faculty members and school administrators, are members of the PTA.

Section 2: Non-Profit Character of the PTA
The PTA shall be exclusively non-profit benefiting no individuals; no part of its activities shall relate to political or religious aims. It supports the school in providing education that promotes learning and furthers cultural and international understanding.

ARTICLE III
Code of Conduct

The organization shall be non-commercial, non-sectarian, and non-partisan. The organization shall seek to bring into closer relation the home and the school, that parents and educators may cooperate for the betterment of the education of our youth.

No part of the net earnings of the organization shall inure to the benefit or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in these Articles of Association. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence school governance, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for office.

This organization shall be available to aid school and community in the event of the need for cooperative action and parental service.

ARTICLE IV
Executive Board

Section 1: Executive Board Purpose
The main governing body of the PTA shall be called the Executive Board. It shall meet regularly to transact business.

Section 2: Composition
The Executive Board shall be composed of the President; Elementary, Middle School and High School Vice Presidents; Treasurer; Assistant Treasurer; Recording Secretary and Coordinating Secretary.

Section 3: Duties and Responsibilities of the Executive Board
The duties and responsibilities of the Executive Board shall be to:

a. set PTA policy, establish procedures and give general direction to the PTA;
b. appoint committees to carry out the regular activities of the PTA;
c. approve the work plans of appointed standing committees.
d. approve the annually audited Treasurer’s report.
e. create ad hoc committees for exceptional projects;
f. review and approve proposed budget for the current fiscal year.
g. present a report at the General meetings of the PTA for any action taken by the Executive Board since its previous meeting.
h. perform any other duties and responsibilities contained in this Constitution and By-laws.

ARTICLE V
Officers of the PTA

Section 1: Duties and responsibilities of Officers of the Executive Committee
General responsibilities pertaining to each office shall include, but are not limited to those listed below.

a. President - He/ she shall preside at all official PTA meetings and serve as an ex officio member of all PTA committees except the Nominating Committee. With the Treasurer, he/she shall draft the program budget for the year. He/she shall be the official representative of the PTA to the ISM community.
b. High School Vice President – He/she shall attend all High School parent representative Meetings and coordinates PTA activities with High School parent representatives.
c. Middle School Vice President - He/she shall attend all Middle School parent representative Meetings and coordinates PTA activities with Middle School parent representatives.
d. Elementary School Vice President - He/she shall attend all Elementary School Liaisons Meetings and coordinates PTA activities with Elementary School parent representatives.
e. Recording Secretary- The Recording Secretary shall prepare Minutes of the proceedings of all official PTA meetings and maintain a file of these Minutes. The Recording Secretary shall assume the duties of the Coordinating Secretary in his/her absence and such other duties as requested by the President. The Recording Secretary shall serve as the archivist of the PTA.
f. Coordinating Secretary- The Coordinating Secretary shall prepare all correspondence as requested by the President and chair the communications committee. He/she shall assume the duties of the Recording Secretary in his/her absence and such other duties as requested by the President. He/she shall serve as the organizer for PTA general and special meetings and be responsible for the physical set up for all PTA meetings.
g. Treasurer- Together with the President, he/she shall draft the program budget for the year. The Treasurer shall receive all monies of the organization; shall keep an accurate record of receipts and expenditures; shall pay out funds according to the approved budget, and shall make reports at the general and Executive Board meetings. The Treasurer’s account shall be examined annually and an annual report shall be submitted to the organization at the October meeting.
h. Assistant Treasurer- The Assistant Treasurer shall be the purchasing officer of the PTA. He/she shall be responsible for maintaining the inventory of PTA supplies and equipment. He/she shall assume other duties as requested by the Treasurer or President.

Section 2: Parent Representatives
Purpose: Parent Representatives help coordinate PTA activities at every grade level throughout ISM. There will be a maximum of 2 PTA Parent Representatives per grade level.

General Duties and Responsibilities: Parent Representatives:
a. coordinate grade-wide activities for which the grade, school, or PTA Vice Presidents request assistance;
b. attend meetings with school leadership as requested.
Duties and Responsibilites Specific to Elementary School Parent Representatives
Elementary School Parent Representatives shall coordinate with room parents to offer PTA assistance at every grade level. At an individual teacher’s request, Parent Representatives may help recruit room parents.

ARTICLE VI
Standing Committees and Ad-hoc Committees

Section 1: Purpose
Standing Committees shall be created by the incoming Executive Board, as may be required, to carry out the activities and programs of the PTA for the next academic year. The continued existence of each Standing Committee shall be reviewed annually. The Executive Board shall conduct this review at the end of each academic year.

The President shall be an ex-officio member of all committees except the Nominating Committee.

Section 2: Duties and responsibilities of the Standing Committee Chairperson
The chairpersons of Standing Committees shall present plans of work to the membership, and a yearly report to their successors. No committee work shall be undertaken without the approval of the Executive Board.

Section 3: Special Committees
Special committees may be appointed by the Presidents with the approval of the Executive Board.

ARTICLE VII
Meetings

Section 1: Executive Committee Meetings
The Executive Committee shall meet regularly to consider those matters which require attention.

Other members of the ISM community (e.g. School Administrator or Parent) may be invited to attend the meeting to address the group on matters of concern. Special meetings of the Executive Committee may be called by the President or by any three (3) members of the Executive Committee, upon notice at least 5 days.

Section 3: General Meetings
General meetings of this organization shall be held on the first Tuesday of the month, unless otherwise provided by the organization, or by the Executive Board. Ten- (10) days notice shall be given of a change of date.

Special meetings may be called by the Executive Board. Five- (5) days notice must be given.
The number of voting members present at any given meeting shall constitute a quorum for purposes of this organization. The President may, at her discretion, provide for absentee ballots to be submitted by voting members when an issue requires wide response.

Section 4: Voting at General Membership Meetings
a. Each member of the PTA is entitled to one vote.
b. Voting by proxy is not permitted; members must be present to cast their vote.
c. The PTA shall publish notice of intent to call a vote at least 30 days in advance. The notice may be delivered via email, published newsletters or text blast.

ARTICLE VIII
OFFICERS AND THEIR ELECTION
 

There shall be a Nominating Committee consisting of no less than five (5) members, one of whom shall be selected by the Executive Board from its body, and four (4) other members of the ISM community.
a. The Nominating Committee shall solicit nominations from the ISM community and present the slate to the community prior to the April meeting.
b. Following the report of the Nominating Committee at the April meeting, an opportunity shall be given for nominations from the floor.
c. Only a member who has consented to serve if elected shall be eligible for nomination, either by the Committee or from the floor.
d. Members of the Nominating Committee may not be nominated for Executive Office while serving on the Nominating Committee.
Officers shall be elected by ballot at the April General Meeting. When there is only one candidate for any office that election may be held by voice vote.
All officers, with the exception of the incoming Treasurer and incoming Assistant Treasurer, shall assume their official duties at the May general meeting, and shall serve a term of one. The incoming Treasurer and incoming Assistant Treasurer shall assume their new duties on August 1, the start of each new fiscal year.

A person shall not be eligible to serve more than two consecutive terms in the same office. A person who has served more than half a term shall be credited with having served that term.

The Executive Board shall fill vacancies occurring during the year by a majority vote. In case of a vacancy in the office of President, the Vice-President shall assume the office.

Article IX
Finance

Section 1: Fiscal Year
The fiscal year of the PTA shall be from August 1 to July 31, inclusive.

Section 2: Funds
Funds shall be derived from special fund raising efforts, donations and/or gifts. The Executive Board may propose annual membership dues of not less than P500/family to fund its operations.

Section 3: Budget
The President and the Treasurers shall be responsible for drafting the PTA’s budget. The Chairpersons of committees that raise money or disburse funds, as well as other members of the Executive Board, shall supply them with information to assist in the preparation of the budget.

The Executive Committee is responsible for reviewing the draft budget and recommending its approval. The budgetary year shall be from August 1 to July 31 to assure continuity of activities until the new budget can be prepared and approved.

Section 4: Signatories
The principal signatories on the PTA bank account (s) shall be the Treasurer and Assistant Treasurer. The President and one other Executive Committee Officer shall also be signatories.

In exceptional circumstances, other signatories may be added to the account, at the discretion of the President and Treasurer to facilitate the movement of funds. The signatures of any two (2) of the four persons designated as signatories on the account shall be required for the draft to be valid.

Section 5: Disbursements
Disbursements are to be made for budgeted purposes only. No PTA member may take commitments for expenditure of PTA funds for any purpose that has not been expressly approved by the PTA Executive Board, either during the budget process or as an additional appropriation. Disbursements that exceed budgeted amounts by more than an established amount are not permitted without the express approval of the Executive Board.

Section 6: Review
 

The financial records of the PTA shall be closed on July 31 and shall be submitted for review to an independent auditor.

ARTICLE X
Amending the Constitution

Section 1: Constitution Review Committee
The President may appoint a committee to review the Constitution and propose changes and/or amendments. A frequency of not less than two (2) years but not more than five (5) years is required. All changes shall be presented first to the Executive Committee for their approval before being put to a vote by the PTA membership.

Section 2: Amendments Proposed by Members
Any PTA member may propose changes and/or amendments to the Constitution by presenting said proposals in writing to the Executive Board .

Section3: Adoption of Amendments
After approval by the Executive Board, proposed changes and/or amendments to the Constitution shall be presented in writing to the membership for consideration at the next general membership meeting. Notice of intent to amend the Constitution must be issued in writing to the membership at least thirty (30) days in advance.

A vote to approve by the majority of the quorum is required for adoption.

ARTICLE XI
Parliamentary Authority


Robert’s Rules of Order shall be the parliamentary authority for all matters of procedure not specifically covered in the Constitution.

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