Rules of the Thornleigh West Public School Parents and Citizens Association

THORNLEIGH WEST PUBLIC SCHOOL PARENTS’ AND CITIZENS’ ASSOCIATION

Rules of the Thornleigh West Public School Parents and Citizens Association

1. The rules are made under the constitution of Thornleigh West Public School Parents and Citizens Association (Constitution).

2. The Association is formed for the benefit of the students of Thornleigh West Public School (School), and to that end it will:

(a) participate as much as possible in the activities of the School and communicate with all members of the School community;

(b) co-operate in the activities of the Federation of Parents and Citizens Associations of New South Wales; and

(c) promote the interests of public education.

3. No person will hold the same Office on the Executive Committee of the Association for more than three consecutive years.

4. The financial year of the Association shall close on 30th November each year.

5. The Annual General Meeting of the Association shall be held in March of each year, in conjunction with and preceding the ordinary general meeting of the Association for that month. The agenda of the Annual General Meeting shall include the Annual Report, Audited Financial Report, conferring of any honours, appointment of an auditor for the ensuing year, election of an Executive Committee for the ensuing year, setting the annual subscription (membership fee) of the association for the ensuing year, and reviewing the by-laws and policies of the association.

6. An ordinary general meeting of the Association shall be held on Tuesday in Week 3 and Week 8 of each school term at 7:30pm or on such other days and times as may be resolved by the Executive Committee.

7. If a meeting of the Association for which due notice has been given does not achieve a quorum within 15 minutes of the advertised starting time the Secretary shall, or in the absence of a Secretary remaining members of the Executive Committee shall, or failing that any five members of the Association shall call a further meeting with a lapse of not more than 28 days of term time to carry on the business of the Association.

8. An ordinary general meeting of the Association may declare any Officer who has been absent for three consecutive meetings without an apology being received and accepted by the meeting, to have vacated their Office and to have created a casual vacancy to be dealt with by means of Rule 6 of the P&C Association Constitution.

9. All meetings of the Association will be conducted in accordance with these Rules and the policies of the P&C Association. Members shall conduct themselves accordingly, including by:

(a) acting in accordance with the Objects of the Association;

(b) declaring at the start of a meeting of the Association any potential or perceived conflict of interest in respect of an agenda item for that meeting, and declaring, as soon as it arises, any potential or perceived conflict of interest in respect of any other item of business that arises in the course of the meeting, irrespective of whether the potential or perceived conflict of interest is a potential or perceived conflict of interest of the member or another member of the Association or any other person. If a member declares a conflict of interest the meeting shall decide on the participation in the activity or vote.

10. Each ordinary general meeting of the Association shall be conducted as follows:

Welcome and formal opening of meeting;

Apologies;

Minutes of the previous meeting (Receipt/Amendments/Adoption);

Business arising from the previous meeting Minutes;

Correspondence;

Reports (including Treasurer/Sub-Committees/Principal’s/Representative);

General Business;

Meeting Close.

11. Any person eligible for membership of the Association may become a member or renew their membership of the Association by paying the required membership fee of $1.00 to the Association Treasurer, or nominee of the Association Treasurer, at any ordinary general meeting of the Association or online via the platform utilised by the Association. Membership shall remain current until the close of the following Annual General Meeting. The Secretary shall be responsible for maintaining an up-to-date register of Association members.

12. The Officers of the Association shall be responsible for dealing with employment-related statutory responsibilities as well as staff management and performance once a resolution of the P&C Association has been passed to employ staff.

13. Employees of the Association are ineligible to hold positions on the Executive Committee of the Association or participate in any debate or voting at a meeting of the Association in relation to any aspect of their employment.

14. The Association may elect representatives who will be responsible for representing the Association on committees or at events. Members who are so elected to represent the Association shall provide a report to the next ordinary general meeting of the Association.

15. Any motion to expend Association monies must be placed on the agenda for the meeting of the Association at which it is to be considered, and the running costs of subcommittees of the Association are to be considered when resolving to expend such monies. A resolution to expend Association monies may not be passed at a meeting of the Association unless a current Treasurer’s report has been presented and endorsed at that meeting.

16. As close as possible before each Annual General Meeting of the Association, Officers of the Executive Committee of the Association shall hold a budget meeting with the Principal of the School to discuss items on which the School seeks financial support of the Association in the following calendar year. An annual budget of the Association shall be presented at its Annual General Meeting and shall include projected operating expenses of the Association, including its subcommittees, and items identified in the budget meeting with the Principal.

17. Annual budgets of the Association and its Subcommittees shall be subject to resolution at a meeting of the Association. The annual budgets shall form the basis of all expenditure of the Association for the ensuing calendar year. Any variation of the annual budgets must be approved by resolution of a meeting of the Association. A resolution to vary an annual budget may not be passed at a meeting of the Association unless a current Treasurer’s report has been presented and endorsed at that meeting.

18. The Association may confer the honour of Life Membership or Outstanding Service on a member of the Association or a volunteer who has made a significant contribution to the work of the Association by resolution of the membership. Life Members may attend and speak at meetings but are not entitled to vote or to hold Office unless they are also financial members of the Association.

19. The Association may remove an honour it has bestowed if the recipient of such honour has been convicted of committing an offence that may be punishable by law or upon the Association subsequently resolving that the recipient of the honour has brought the Association into disrepute.

20. The Rules may be adopted, altered, or withdrawn according to a simple majority vote at any meeting of the association for which a month’s notice has been given.

President: Meera Seemampillai

Vice President: Jarrod Myers

Secretary: Melannie Hogan

Treasurer: Gregory Chard

Date: 31/08/2021

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TWPS P&C Bylaws/Rules 31st August, 2021