Parent Council Constitution

1 Aims

a)  To work in partnership with the school to create a welcoming school that is inclusive for all parents and pupils.
b)  To develop and engage in activities which support the education and welfare of the pupils.
c)  To identify and represent the views of the parents to the Head Teacher, Education Authority and Education Scotland (HMIE) in the education provided by the school and other matters affecting the education and welfare of the pupils.
d)  To promote events/contact between the school, parents, pupils, providers of nursery education and the local community.
e)  To fundraise.
f)  To be involved in the appointment of the senior staff.

2 Parent Forum and Council

a)  All parents or guardians with children attending The James Young High School are automatically a member of the Parent Forum
b)  Any parent/guardian with a child at the school may propose themselves to become a member of the Parent Council
c)  The business of the Parent Forum shall be managed and coordinated by the Parent Council and consist of parents, teachers and co-opted members.
d)  The Parent Council shall comprise of a minimum of 6 and maximum of 28 members of the Parent Forum
e)  Parent Council members will be elected at the Parent Forum AGM. They will be elected annually and can be proposed by other parents or volunteer themselves.
f)  In the event that the number of parent volunteers exceeds the number of Parent Council places set out in the constitution, members will be elected by a vote of the members present at the Parent Forum AGM.
g)  Anyone not elected as a Parent Council member by the Parent Forum AGM may have the opportunity to be part of any subgroups set up by the Parent Council.
h)  If a Parent Council member acts in a way that is considered to undermine the aims of the Parent Forum, their membership of the Parent Council shall be terminated, if the majority of the Parent Council members agree. Termination shall be confirmed in writing to that member.
i)  Membership of the Parent Forum and/or Parent Council ceases immediately the children of parents or guardians leave the school.

3 Parent Council Office Bearers

The Parent Council shall elect office bearers at the first meeting after the AGM. The previous year's office bearers will oversee the proceedings until this time.
Office bearers will be as follows:

• Chairperson - Shall call and chair meetings and will be the main spokesperson for the Parent Council. The Chairperson shall have both a deliberative and casting vote. The casting vote only being used in the event of a tie.
• Vice Chairperson - Deputy for Chairperson in their absence.
• Secretary - Responsible for keeping accurate minutes of all meetings.
• Treasurer - Responsible for collection and banking monies and maintaining accurate financial records of the Parent Council.
• Events Co-ordinator - Responsible for organising events and Chairperson of Fundraising Sub Committee
• Others - as may be required and agreed by the Parent Council If any office bearers cease to have a child who is a pupil at the school as noted at 2(i), they will immediately resign from their role and other members of the Parent Council will take on the responsibilities of the role until a new office bearer is appointed at the AGM.

4. Co-opted members

a)  The Parent Council may co-opt any teacher, school staff member, any sixth year pupil, a member of the community or a member of the Parent Forum who is willing and able to assist the Parent Council to fulfil the aims of the Parent Forum at any time. Anyone co-opted will become a member of the Parent Council.
b)  The number of elected parent members on the Parent Council must be greater than that of the co-opted members.
c)  All co-opted members will be co-opted normally on an annual basis and be eligible for re-election annually

5. Head Teacher

The Head Teacher is entitled to attend all meetings and be given copies of all Parent Council meeting Minutes.

6. Powers

The Parent Council shall have the power to do anything considered reasonable by the Parent Forum to be in furtherance of its aims.

7. Parent Forum and Parent Council Meetings

The notice calling any Annual General Meeting (AGM), Extraordinary General Meeting (EGM) or Parent Council Meeting shall be communicated to members of the Parent Forum at least two weeks in advance unless the Chairperson believes that there are exceptional circumstances requiring less notice. In exceptional circumstances the Chairperson in consultation with the Head Teacher may cancel meetings at short notice for any unforeseen reason. Such a cancellation will be communicated to all parents as early as possible.

The AGM shall take place every 12 months, preferably at the first meeting of the new term after the summer break (normally September). The business at the AGM shall include:

1. The work of the Parent Council
2. A report by the Head teacher
3. Approval of accounts
4. Appointment of an auditor
5. Any competent resolutions submitted by members
6. Election of Parent Forum members to serve on the Parent Council

a)  At all AGM meetings, voting shall be on the basis of one vote per Parent Forum member in attendance.
b)  A Parent Forum EGM can be called at any time if deemed necessary by the Parent Council or 6 parents from the Parent Forum.
c)  At all Parent Forum meetings, 6 Parent Forum members shall form a quorum with the Chairperson having a casting vote if the need arises.
d)  Agendas for each meeting will be made available to the Parent Forum and Council at least 5 days in advance of the meeting
e)  Any item requested to be added to the agenda shall be advised to the Chairperson at least seven days in advance of the meeting. The Chairperson shall then determine whether it is appropriate to deal with the item at the forthcoming meeting or take the matter forward to the next meeting. Any item raised under 'Any Other Business' may be discussed at the Chairpersons discretion, at that meeting or continued to the next meeting to allow further information to be obtained.
f)  Meetings of the Parent Council will 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, Head Teacher, or his representative can attend.
g)  Each member of the Parent Council shall have one vote and resolutions will be passed by a simple majority vote of those present. The Chairperson will have a casting vote if needed.
h)  Copies of the Minutes of all meetings shall be available to all parents of pupils at the James Young High School and to all teachers at the school.
i)  Copies of Minutes will be available from the Secretary of the Parent Council, from the school office, the school web site and other distribution points as decided by the Parent Council.
j)  A Parent Council Meeting shall be held no less than once per school term.
k)  Dates of the Parent Council meetings will be made public at the start of each term, wherever possible a minimum of four weeks in advance via the areas noted above in (i).
l)  At all Parent Council meetings, 6 Parent Council members, at least 2 of whom should be office bearers, will form a quorum.

8. Finance

a)  Funds will be lodged in a bank, building society or other account in the name of The James Young High School Parent Council, Cheques shall be drawn or withdrawals made against the signatories of two named Parent Council office bearers.
b)  Financial records will be maintained and balanced on a regular basis in preparation of the accounts being audited six weeks before the AGM.
c)  The auditor appointed at the previous AGM will audit accounts.
d)  The Parent Council shall be responsible for ensuring that all property or monies received on behalf of the Parent Council are applied in line with the aims of the Parent Forum.

9. Changes to the Constitution

Changes or additions to the Constitution must be made at an AGM or an EGM called for the purpose. The proposed changes shall be specified in the notice calling the meeting and be approved by a majority vote of the members of the Parent Forum present.

10. Dissolution of Parent Council

In the event that the Parent Council ceases to operate for any reason, any Parent Forum assets or remaining funds in a Parent Council bank account should be transferred or paid to the school immediately and retained or distributed by the school for the benefit of the children at the school until such time as a new Parent Council banking relationship can be agreed and put in place.