Contents of the Constitution of Parent-Teacher Association

1. Name

   The name of the Association shall be St. Francis of Assisi's English Primary School Parent-Teacher Association, hereinafter referred to as the Association.

   
   
   
2. Address

   The registered address of the Association shall be 58, Shek Kip Mei Street, Kowloon.

   
   
   
3. Aims and Purposes
   1. Aims

      The aims of the Association shall be to form and maintain a partnership between parents and teachers to ensure continuing improvement in the education quality of the School and sound development of its pupils in studies and behaviour.

   2. Purposes
      The purposes of the Association are :-
      1. To Strengthen the link between parents, teachers and the school authority and act as an effective communication channel between the families of the pupils and the school.

      2. By creating opportunities for parents to contribute their expertise through assistance in the organization of extracurricular activities, to realize a joint force between parents and teachers to help the pupils to develop their many potentials.

      3. Through running recreational, cultural and educational activities, to encourage the exchange to insights and experiences between parents and teachers on child up-bring so as to help devise appropriate teaching methods for the healthy growth of the pupils.
   
   
   
4. Eligibility, Rights and Obligations of Membership
   1. Eligibility
      1. Parent Members

         All parents and guardians of the pupils studying in the School may be admitted as Parent Members through application. Membership is accorded on a one-family one-place basis. A family can be represented by either a parent or a guardian in a meeting and has the right for one count in a voting.

      2. Teacher Members

         The serving Principal and teachers of the School shall be Teacher Members of the Association ex officio.

      3. Honorary Members

         The Standing Committee shall have the authority to invite Managers of the School or other social dignitaries to be Honorary Members.

   2. Rights

      All members shall have the rights to join the activities organized by the Association. The rights to place motions, to vote, to elect and be elected at the Annual General Meeting (AGM) and an Extra General Meeting (EGM) are, however, exclusive to Parent Members and Teacher Members only.

   3. Obligations

      Members shall have the obligation to abide by the Constitution and observe all resolutions adopted in an Association meeting. It is also considered their duty to attend the AGM and EGM held within their membership. A member shall have to pay a first-year subscription upon admission to the Association.

   
   
   
5. Subscriptions

   Subscriptions are collected by the Standing Committee to meet the funding need and recurrent expenditure of the Association. Subscriptions charged shall be used to pay for printing, paper and stationery, and to meet the running cost of the activities organized. The Executive Committee shall decide on the amount of the annual subscription. The joining fee for the first year is $20.00. Fees paid shall not be refundable upon voluntary withdrawal. No fees shall be charged against Teacher Members and Honorary Members.

   
   
   
6. Organization

   Organization of the Association consists of the General Meeting and the Standing Committee.

   1. The General Meeting
      1. The General Meeting, which comprises the whole body of Members, is the highest source of authority of the Association. The business of the General Meeting includes amendment of the Constitution, discussion and promotion of the affairs of the Association, passing the financial report of the Association and election of members to the Standing Committee.

      2. The Annual General Meeting should be held as early at the beginning of an academic year as possible, and in any case not later than 30 November of the same year. The quorum of the AGM shall be 100 of the qualified members. In the event that the quorum cannot be reached in the first 30 minutes after the announced time of the Meeting, the Meeting shall be called off. A deferred General Meeting shall then be called within 14 days at the same time and place. No fixed attendance shall be required of this deferred General Meeting, in which the number of Members present shall form the quorum.

      3. Extra General Meetings shall be held at any time the Standing Committee considers necessary or an written request from not less than 50 qualified members. A notice of Meeting togethter with an Agenda stating the business to be discussed must be addressed to the Members in advance for the effect. Procedures and quorum of an EGM shall be the same as those for AGM.

   2. Standing Committee

      When the General Meeting is in recess, the Standing Committee shall be completely responsible for the day-to-day running of the Association. The Standing Committee shall consist of 25 Members. Parent Members shall be elected by the Annual General Meeting, whereas Teacher members shall be elected among the teaching staff of appointed by the Principal. The posts of the Standing Committee and their duties shall be as follows :-

      Chairman :

      1 person, to be held by a Parent Member.

      *Duties :

      To act on behalf of the Association; to be responsible for the convening of all Association meetings; to handle all Association affairs; to report on the affairs and financial status of the Association at the AGM; and to chair the election of a new Standing Committee.

      Vice-chairman :

      2 persons, one being the School Principal and one being a Parent Member.

      *Duties :

      To assist the Chairman in the implementation of all Association business. To deputize the Chairman when the Chairman is absent or on leave, and assume Chairmanship upon resignation of the Chairman.

      Honorary Secretary :

      4 persons, two being Parent Members and two being Teacher Members

      *Duties :

      To assist the Chairman in preparation of meeting agendas; to handle all correspondence, minutes of meeting and member registers of the Association.

      Honorary Treasurer :

      2 persons, one being a Parent Member and one being a Teacher Member

      *Duties :

      To be responsible for maintaining accounts and overseeing finances; to prepare the yearly financial statement for the scrutiny of the Standing Committee and the passing of the Annual General Meeting.

      Newsletter Editor :

      2 persons, one being a Parent Member and one being a Teacher Member

      *Duties :

      To be responsible for publications of the association.

      Academic Representative :

      2 persons, one being a Parent Member and one being a Teacher Member

      *Duties :

      To be responsible for planning and organizing academic activities.

      Recreation Representative :

      2 persons, one being a Parent Member and one being a Teacher Member

      *Duties :

      To be responsible for planning and organizing social and recreational activities.

      Member :

      10 persons, 7 being Parent Members and 3 being Teacher Members

      *Duties :

      To assist committee in managing general affairs and activities.

      Upon the resignation of a Committee member, the Standing Committee shall meet to appoint a member to fill the vacancy. Within 14 days after the AGM, a joint meeting of the outgoing and the in-coming Standing Committees shall be convened to hand over business and decide on theholder for each post.

   
   
   
7. Management and Administration
   1. A Notice of General Meeting specifying the date, venue and agenda of the Meeting shall be forwarded to all qualified Members at least two weeks before the date of the Meeting.

   2. A resolution made at a General Meeting shall be valid only when it is passed by more than half of the Members present. Inthe case of equal votes, the Chairman of the Meeting shall cast a deciding vote.

   3. The Standing Committee shall hold a minimum of two meetings in a year. In the case of equal votes, the Chairman shall cast a deciding vote. In the case a Parent Member resigns his office within his tenure, the Committee shall decide on a replacement.

   4. The tenure of a non-Teacher Member of the Standing Committee shall be one year, upon its lapse he can join the Committee again through election.

   5. All members of the Standing Committee are voluntary and shall draw no remuneration.
   
   
   
8. Finances
   1. The Treasurer shall be responsible for collecting subscriptions and depositing it to an appointed bank. All cheques shall be signed by two signatories to be valid. The two signatories shall be the Chairman or a Vice-Chairman or a Treasure on the one side, and the School Principal on the other.

   2. Expenditures of the Association's funds (from both subscriptions and donations) shall be used only for the development of Association affairs and members' welfare, together with the advancement of School educational activities. In no case shall expenditures be allowed to exceed funds held. No loans shall be made in the name of the Association.

   3. The Treasurer shall keep bills and vouchers for three years, after the lapse of which the bills and vouchers shall be void.

   4. The Treasurer shall give a report on the financial status of the Association at each Standing Committee meeting.
   
   
   
9. Auditing
   1. An Honorary Auditor shall be appointed at the Annual General Meeting to be responsible for auditing the accounts of the Association at least once in a year.

   2. A financial statement of the year prepared by the Treasurer, having duly audited by the Auditor and endorsed by the Standing Committee, shall be presented before the General Meeting for passing.
   
   
   
10. By-rules
    1. The School Management Committee shall have the right to disband the Association should the Committee, in their inspection of the activities and practices of the Association, satisfy themselves that these activities and practices are in conflict with the founding aims of the School.

    2. Dissolution
       The Association shall be dissolved if at an Extraordinary General Meeting of the Association held for the purpose, a resolution to that effect is passed by more than half of the Members present. Upon dissolution of the Association, assets of the Association shall be donated to the School or to a charity.

    3. Amendment of Constitution
       All amendments to the Constitution shall first be passed by the General Meeting and subsequently accepted by the Societies Office before they shall be effective.