Constitution
1. Name
1.1 The name of the Association shall be the Loreto Stephen’s Green Parents’ Association hereafter referred to as the Parents’ Association.
2. Aims
2.1 To assist in furthering the objectives of the school.
2.2 To provide a forum to inform and consult parents regarding school policy, plans and activities and to communicate parents’ views on such issues to the school Principal. However, the Parents’ Association will not be involved in matters relating to the internal administration of the school.
2.3 To encourage and facilitate the participation of parents in promoting the well-being and interests of the pupils of the school
2.4 To work, through affiliation, with regional or national bodies representing parents where such affiliation would be in the best interests of the pupils, school and parents. The decision to affiliate to any such body will be at the discretion of the Executive Committee.
3. Membership
3.1 All parents and guardians of pupils of Loreto College, 53 St. Stephen’s Green shall be deemed to be members of the Parents’ Association.
4. Executive Committee
4.1 The business of the Parents’ Association shall be carried out by an Executive Committee, hereafter called the Committee.
4.2 Members of the Committee shall be elected for a period of three years. It shall not be possible to serve two consecutive terms on the Committee.
4.3 If a member does not attend three consecutive Committee meetings, without good reason, he/she will be deemed to have resigned from the Committee.
4.4 Each class shall have one parent or guardian, elected by the parents/guardians of that class, as a representative on the Committee.
4.5 In addition to the class representatives, the Principal and another representative of the school shall be ex-officio members of the Committee.
4.6 In the event of a member of the Committee resigning or if a particular class does not elect a representative at the AGM, the Committee may co-opt a parent/guardian to the vacancy until the next AGM.
4.7 At it’s first meeting the Committee shall elect, for a term of one year, Officers of the Association, namely a Chairperson, Vice Chairperson, Secretary and Treasurer from amongst its members. A simple majority will determine the outcome of the election for those posts. In the event of a tie the matter shall be decided by the drawing of lots. The Officers may hold the positions for a maximum of three successive years but must be re-elected by the members of the Committee each year
4.8 The Committee shall hold at least one meeting each term.
4.9 Fifty percent of its membership shall constitute a quorum for any Committee meeting.
4.10 The Committee may, at its discretion, set up any sub-committee it deems necessary for specific purposes.
4.11 All decisions of the Committee shall be decided by a simple majority of all members voting on an issue and in the event of a tied vote the Chairperson shall have a casting vote.
5. Annual General Meeting
5.1 An Annual General Meeting (AGM) of the Association shall be before the end of October each year
5.2 At least three weeks notice of the date of the AGM shall be given, in writing, to the members of the Association. The notice shall include the agenda for the AGM.
5.2 A report on the activities of the Association and on its financial position shall be presented to the AGM
5.3 Notification of upcoming vacancies on the Committee shall be circulated to parents and guardians in the year groups where vacancies exist at least three weeks before the AGM. Any parent or guardian interested in seeking election to a vacancy on the Committee should inform the Chairperson of the Association in writing at least two weeks before the Annual General Meeting. A ballot paper listing candidates for election will be circulated not later than seven days prior to the AGM to the parents/guardians in the year group where elections are required. The ballot paper should be completed and returned to the Chairperson no later than the day before the AGM. The results of the ballot will be announced at the AGM.
5.4 Each parent or guardian shall be entitled to vote in elections to the Committee in respect of vacancies arising in the representation of a class in which he/she has a child.
5.5 Any amendment to the constitution should be passed by a simple majority of those attending the Annual General Meeting. Notice of any proposed amendments should be submitted in writing to the Secretary, not later than two weeks before the due date of the AGM.
6. Board of Management
6.1 The Committee shall organise an election to elect from the parent body, two parent representatives to the Board of Management. The election will normally take place at the Association AGM.
6.2 Representatives shall be elected for a three year term.
6.3 All parents and guardians in the school shall be eligible for election
6.4 Notice of vacancies shall be sent to all parents two weeks before the election. Nominations should be received seven days before the election.
6.5 If there are more than two candidates for election a secret ballot shall take place. In the event of a tie, the matter shall be decided by the drawing of lots.
6.6 Parents elected to the Board of Management shall be deemed to be ex-officio members of the Committee.
7. Miscellaneous Provisions
7.1 If a member of the Committee is selected to represent the Association on a regional or national parents’ association to which the Association is affiliated, he or she will remain a member of the Committee notwithstanding paragraph 4 above.
7.2 An Extraordinary General Meeting (EGM) may be called at the written request, of not less than forty parents of existing pupils in the then current school year. The request should state clearly the reason for the meeting. Such a meeting will be convened within 30 days of receipt of a properly constituted request. Fifty parents shall constitute a quorum for the meeting
7.3 Notwithstanding the provisions of Paragraph 5.5, this Constitution shall be reviewed by the Committee every 5 years and the results of that review shall be presented to the subsequent AGM.