1. NAME:
Aggrey Memorial Secondary School Parent -Teacher Association

2. MEMBERSHIP:
All parents or guardians of students of the school are automatic members of the Association.

3. OBJECTIVES: 
(i) To create intellectual and social safety for students, teachers and parents so that teaching and learning occur through partnership of mutual valuing and respect.

(ii) To involve parents in the development of school policy, programs and activities.

(iii) To promote good relationship among  parents, teachers, students and the school authority.

(iv) To provide opportunities for parents and teachers to exchange ideas and information on the education of their children and to discuss problems of mutual interest for solution.

(v) To assist in the provision of extra -curricular activities, as requested by the school.

(vi) To raise funds and to utilise the funds as deemed appropriate by the the school management and the PTA Executive Committee.

4. PLENARY MEETINGS:
(i) The General meeting shall be held at least one in a term.

(ii) The Proprietor in consultation with the Executive Committee shall call plenary meeting and emergency  meeting when the need arises.

(iii)  Notification of meeting shall be given to parents not less than 5 days except emergency meeting.

(iv) General Meetings shall be chaired by the PTA Executive Chairman /Chairperson, or in his or her absence the vice chairman or chairperson shall chair the meeting. In the absence of them the Executive Committee shall elect one of its members to chair the meeting.

(v) A quorum for a General Meeting shall be at least 10 parents and at least 3 Executive Committee members including the proprietor or his representative, the Chairperson or Vice chairperson.

(vi) The school secretary shall read and take the minutes of the meeting. In his or her absence the proprietor shall appoint any of the staff to carry out the duty.

(vii) All plenary meetings are compulsory to all parents. Failure to attend general meeting by a parent without permission shall attract a fine define by the PTA Executive Committee.

(vii) All meetings shall commence with prayer and national anthem and end with prayer.

(viii) Every decision taken at the meeting bounds all parents.

(ix) The plenary meeting shall not be a forum for complaints and castigation against either a teacher or parent. Such issues shall be addressed through the school management or private discussion with the PTA Executive Committee on grave issues.

5. PTA EXECUTIVE COMMITTEE:
(i) The school PTA Executive Committee shall consist of minimum of 12 and maximum of 15 members.

(ii) The Executive Committee members shall elect its officers under the supervision of the proprietor at their first sitting.

(iii) The officials of the PTA Executive Committee shall include:
1. The Chairman / Chairperson
2. Vice chairman / Chairperson
3. The Secretary (the school secretary /Registrar)
4. Treasurer
5. Other  members

6. FUNCTIONS OF EXECUTIVE COMMITTEE
(i) The Executive Committee shall be headed by a Chairman or chairperson to administer the affairs of the PTA of the school.

(v) It shall update and involve parents with the information about the development of school policy, programs and activities.

(vi) It shall serve as a platform to promote good relationship among  parents, teachers, students and the school authority.

(vii) The school management shall involve the PTA Executive Committee for mediation on grave matters between the school,  parents and teachers.

(viii) It shall play advisory role in the school’s administrative matters.

(ix) It shall represent the positive views of parents or guardians of the school.

(x) In consultation with the the School Management it shall support parents, teachers and students to ensure that everyone is  treated in accordance with the rules that govern the school.

(xi) It shall play mediation role between the school and parents for harmonious relationship.

(xii) It shall collaborate with the school management to ensure that parents obey the rules and regulations of the school.

(xiii) It shall ensure that the parents and students are not exploited by the school.

(xiv) It shall serve as a platform for the resolution of parent’s  grievances that are concern with the school.

(xv) It shall encourage fellowship among the parents, teachers, students and the community.

(xvi) It shall collaborate with the school management to create avenue to achieve a mutual understanding of goals and problems in educating children.

(xvii) It shall ensure that the students receive functional education that can promote moral, intellectual, and physical ability. 

(xviii) It shall support the school with activities where parents involvement is required.

(xix) The Executive Committee shall have the power to sanction parents for misdemeanor that can undermine the progress of the school.

(xx) It shall have the power to sanction parents for gross misconduct that impugns the image of the school.

(xxi) It shall support and cooperate with the school to eradicate indiscipline among the students of the school.

(xxii) In consultation with the School Management, the Executive Committee shall levy parents and fundraise for the school, in order to promote infrastructural development, conducive learning environment for the students.

(xxiii) It shall ensure that parents do not neglect their financial obligations they owe the school by putting in place mechanism that will reinforce them to meet up so as not to impede the growth and the smooth running of the school.

7. ELECTION OF EXECUTIVE COMMITTEE

(i) The election of the PTA Executive Committee shall be conducted every two years.

(ii)  Parents shall elect the members of the PTA Executive Committee of the school.

(iii) The Proprietor shall dissolve the Executive Committee after its tenure expiration at the plenary meeting and supervise the election of the new members by the parents.

(iv) Parents shall reserve the discretion to renew their tenure or elect new members.

(v) In consultation with the school management a member of Executive Committee can be impeached by two -third majority of parents at a plenary meeting for gross misconduct and abuse of office.

(vi) The election shall take place in September of every two years. The new administration shall be inaugurated and take over in September of the same month.

(vii) The nomination of a candidate can be made by any legitimate member of the PTA at the meeting (parents, management and teachers of the school). Any nomination the is not seconded by two parents shall be considered null and void.

(viii) During the election the candidates shall not be present. After the election the proprietor who shall be the returning officer in the election shall call the candidates back to the meeting to announce the result.

(ix) The handing over shall take place within 3 days during Executive Committee meeting supervised by the proprietor.

(x) In consultation with the school management an Executive Committee member can be impeached by two -third majority of the members of the Executive Committee at a sitting for gross misconduct and abuse of office. In that case, a motion for his or her impeachment shall be moved and must be seconded by two members at the meeting to make the member excuse him or herself from the meeting for the process of the impeachment. He or she shall be invited by the proprietor to be communicated with the outcome of the impeachment.

(xi) Any impeachment of an Executive Member without the consultation with the school management shall be considered null and void.

(xii) Any impeachment of an Executive Member without two -third majority support shall be considered null and void.

8. MEETING OF EXECUTIVE COMMITTEE
(i) It shall meet once in a month except there is an emergency meeting.

(ii) The committee shall organize annual meeting to appraise its activities.

(iii) Four members of the Executive Committee with the Proprietor form a quorum for Executive Committee meeting.

(iv) The Executive Committee members may have private meeting without the school management on some sensitive issues. In that case six members including the chairperson or the Vice chairperson shall form a quorum. The Chairperson shall therefore appoint someone among them to serve as secretary.

(v) An Executive Committee member who comes late for a meeting shall pay a fine of #100.

(vi) A member who absents him or herself from a meeting without apology shall pay a fine of #200.

(vii) A member of Executive Committee who deliberately absents him or herself from meeting without apology for three consecutive times shall have his or her seat declared vacant. In that case, a bye- election shall be conducted for a replacement. And the bye- election shall take place at the plenary meeting.

(viii) The Executive Committee meeting shall not be a forum for  matters that are detrimental to the progress of the school.

(ix) The Executive Committee meeting shall be a forum for ONLY matters that promote the students welfare and the progress of the school.

9. Duties of the Chairman or Chairperson of the PTA Executive Committee
(i) The Chairman or chairperson shall ensure that the business of the PTA is conducted in accordance with the positive wishes of the representatives of the PTA.

(ii) In all his or her dealings, he or she shall uphold the constitution of the PTA. And that he or she shall not do anything that violates the constitution.

(iii) He or she shall preside over PTA meetings and ensure that they are effective and that decisions taken at meetings are carried out in a manner that reflects the needs and wishes of the representatives of the PTA.

(iv)  He or she shall ensure that PTA business is conducted in an open and transparent way and that all relevant documents are kept save for reference. 

(v) He or she shall support and authorise the work of PTA members.

(vi) In consultation with the school management he or she shall prepare the PTA annual report for the Annual General Meeting.

(vii) He or she shall welcome and involve other parents into the PTA.

(viii) He or she shall consult the school management to initiate plans for fundraising activities to support the school. 

(ix) He or she shall work hand in hand with the school Management to ensure the the PTA is effective and result -oriented to support the growth and progress of the school to serve the moral, social and academic interest of the students of the school.

10. Duties of the PTA Executive Committee Vice -chairman or Vice -chairperson
(i) He or she shall assist and support the chairman or chairperson in all aspects of his or her roles, to ensure that the business of the PTA is conducted in accordance with the positive wishes of the representatives of the PTA and to uphold the constitution of the PTA.

(ii) He or she shall deputize the chairman or chairperson to carry out all his or her functions in his or her absence.

(iii) The Chairman or the chairperson shall assign him or her to perform certain duty when deemed it necessary.

11. Duties of PTA Executive Committee Secretary 
(i) The Secretary shall ensures that the PTA runs smoothly and provides a link between 
Committee Members and the PTA, and between the PTA and the School. This requires good organisational and communication skills and being able to stick to deadlines.

(ii)  He or she shall perform the secretarial duties required for the smooth running of the PTA administration and to lead in producing timely communication on all aspects of PTA activity and business.

(iii)  He or she had shall ensure that all arrangements are made for PTA meetings.

(iv) He or she shall be the custodian of the records and other correspondence of the PTA. 

(v) He or she shall ensure that PTA meetings are publicised in advance of the meeting.

(vi)  He or she shall ensure that PTA meeting agendas and minutes are completed and distributed in a timely manner, including publishing on website.

(vii) He or She shall take minutes at PTA meetings and the Annual General Meeting.

(viii) He or she shall assist the Chairperson, Vice -Chairperson, and Treasurer with specific requests which require written correspondence.

12. Duties of the Treasurer of PTA Executive Committee
(i) The treasurer shall maintain up-to-date records of all PTA financial transactions.
(ii) Day-to-day management of accounts, including issuing bills and receipts on behalf  of the PTA and making payments.
(iii) To prepare and update financial ledgers on a regular basis.
(iv) To complete banking transactions on a regular basis.
(v) He or she shall report the money raised from fundraising activities to the appropriate stakeholders.
(vi) He or she shall prepare and report financial statements at PTA Meetings.
(vii) He or she shall present  Financial Report for the Annual General Meeting.