Constitution of the Parent Council of Burnside Primary School
1.1 The objectives of the Parent Council are:
- to work in partnership with the school to create a welcoming environment which is inclusive for all parents (which term is used to include all parents, guardians and carers of children at the school) and children;
- to promote partnership between the school, its pupils, the parents of children attending the school and the local community;
- to develop and engage in activities which support the education and welfare of the pupils of the school; and
- to identify and represent the views of parents on the education provided by the school and other matters affecting the education and welfare of the pupils.
2. Membership of the Parent Council
2.1 The membership will be a minimum of three parents and a maximum of thirty parents of children attending the school.
2.2 Any parent of a child at the school may volunteer to be a member of the Parent Council. In the event that the number of volunteers exceeds the maximum number of members allowed in this constitution, members will be chosen by sightless selection (names in a hat). Anyone not selected to be a member of the Parent Council may be offered the opportunity to be part of any sub-group or sub-committee set up by the Parent Council.
2.3 The main point of entry for membership to the Parent Council will be at the Parent Council’s Annual General Meeting (“AGM”). However, subject to the maximum membership provisions in clauses 2.1 and 2.2 above, any parent of a child at the school may volunteer to be a member of the Parent Council at any time throughout the school year.
2.4 Post holding positions will include a Chair, Vice Chair, Treasurer and Secretary.
2.5 If a member of the Parent Council acts in a way that is considered by other members to undermine the objectives of the Parent Council, their membership of the Parent Council shall be terminated if the majority of parent members agree. Termination of membership would be confirmed in writing to the member by the Chair or designated representative of the Parent Council.
2.6 The Parent Council may establish such sub-groups and/or sub-committees as required to meet the aims of the Parent Council. Each sub-group and/or sub-committee will report to the Parent Council on a regular basis and will operate under the supervision of the Parent Council.
3.1 The Parent Council may co-opt further members as required to assist it with carrying out its functions. These co-opted members do not require to be parents of children at the school and can include teaching and support staff of the school.
3.2 The number of parent members on the Parent Council must always be greater than the number of co-opted members, two thirds being made up of parent members and one third co-opted members. Co-opted members will be invited to serve for a period of one year after which time the Parent Council will review and consider requirements for co-opted membership.
4. Period of tenure
4.1 Members of the Parent Council will be selected for a period of three years, or until they cease to be a parent of a child at the school, whichever is sooner. Parents may offer themselves for reselection or re-election at the expiry of the three-year period provided their child is still attending the school.
4.2 With reference to clause 4.1, for those parents who become members of the Parent Council at the Parent Council’s AGM, their three year period of tenure will start from the date of that AGM and will expire three years later or until they cease to be a parent of a child at the school, whichever is sooner. For those parents who become members of the Parent Council at another point throughout the school year, their three year period of tenure will be backdated to start retrospectively from the previous AGM of the Parent Council and will expire three years from the date of that AGM or until they cease to be a parent of a child at the school, whichever is sooner.
5. Selection of office bearers
5.1 The Chair, Vice-Chair, Secretary and Treasurer of the Parent Council will be agreed by the members of the Parent Council immediately following its formation. Thereafter, office bearers will be re-selected by the Parent Council on an annual basis at the Parent Council’s AGM.
5.2 The Chair and Vice Chair must be parents of children attending the school. If, prior to the AGM, the child ceases to be a pupil of the school, or if the Chair or Vice Chair are for any reason unable or unwilling to continue in that role, a new office bearer will be agreed at the next meeting of the Parent Council.
6. Report/meeting arrangements
6.1 The Parent Council will meet at least once in every school term.
6.2 For the purpose of meetings, one-third of the Parent Council members, including co-opted members, shall constitute a quorum.
6.3 Should a vote be necessary to make a decision, each parent member at the meeting (including co-opted parent members) will have one vote, with the Chair having a casting vote in the event of a tie. It is noted that the role of headteacher as professional advisor precludes them from having voting rights.
6.4 Any two members of the Parent Council can request that an additional meeting be held, and all members of the Parent Council will be given at least one week’s notice of the date, time and place of the meeting.
6.5 If ten or more members of the Parent Forum (the Parent Forum comprising all of the parents of children attending the school) request a special general meeting to discuss issues falling within the remit of the Parent Council, the Parent Council shall arrange this within three weeks of receiving the request. The Parent Council shall give all members of the Parent Forum at least one week’s notice of the meeting and, at the same time, circulate notice of the matter, or matters, to be discussed at the meeting.
6.6 The Parent Council is accountable to the Parent Forum of Burnside Primary School. The Parent Council will make a report to the Parent Forum at least once each year on its activities.
6.7 The AGM of the Parent Council will be held (at an agreed date) during the Summer School Term (April – June) of each year. A notice of the meeting including date, time and place will be sent to all members of the Parent Forum at least two weeks in advance. The meeting will include:
- a report on the work of the Parent Council and any sub-groups and/or sub-committees;
- selection of the new Parent Council;
- discussion of issues that members of the Parent Forum may wish to raise;
- and approval of the accounts and appointment of the auditor.
7. Minutes/procedures of meetings
7.1 Copies of the minutes of all meetings of the Parent Council will be available to all parents of children at Burnside Primary School and to all teachers at the school. Copies will be available from the Secretary of the Parent Council on request, from the school office and will be posted on a web forum should such provision exist.
7.2 Meetings of the Parent Council shall be open to the public, unless the Parent Council is discussing an issue which it considers should be dealt with on a confidential basis. In such circumstances, only members of the Parent Council and the headteacher, or his or her representative, may attend.
7.3 Members of the public who are unable to attend a Parent Council meeting but who would like the Parent Council to consider issues, views or topics falling within the remit of the Parent Council, should put them in writing to the Parent Council c/o Burnside Primary School. Such requests will be considered at the next meeting of the Parent Council.
8.1 The Treasurer will open a bank or building society account in the name of the Parent Council for all Parent Council funds. Withdrawals will require the signature of the Treasurer and one other Parent Council member.
8.2 The Treasurer will keep an accurate record of all income and expenditure, and will provide a summary of this for each Parent Council meeting and a full account for the AGM.
8.3 Any sub-group and/or sub-committee of the Parent Council will report its financial affairs to the Treasurer and the Treasurer will make suitable arrangements to ensure that appropriate records of income and expenditure by the sub-group and/or sub-committee are maintained.
8.4 The Parent Council accounts will be audited by the auditor appointed at the previous AGM.
8.5 The Parent Council shall be responsible for ensuring that all monies are used in accordance with the objectives of the Parent Council.
8.6 Should the Parent Council cease to exist, any remaining funds will be passed to the headteacher of Burnside Primary School to be used for the benefit of the school, where this continues.
9. Changes to constitution
9.1 The Parent Council may change its constitution after obtaining consent from members of the Parent Forum. Members of the Parent Forum will be sent a copy of any proposed amendment and given two weeks to respond to the proposal.
9.2 A copy of the revised constitution will be supplied to the headteacher and the education authority.
Constitution confirmed December 2016