Constitution

CASHMERE AVENUE SCHOOL HOME AND SCHOOL ASSOCIATION CONSTITUTION (Amended April 2018)

_________________________________________________________________________

  1. NAME

The name of the Association shall be “The Cashmere Avenue School Home and School Association” (Home and School Association).


  1. OBJECTIVES

The objectives of the Association shall be:

To act in co-operation with the teaching staff in matters pertaining to the school as outlined below:

  1. To promote a sense of community among the parents, guardians, teachers and the children of Cashmere Avenue School, Khandallah, New Zealand.


  1. To promote closer contact and co-operation between the teaching staff of Cashmere Avenue School and the parents and guardians of the pupils.


  1. To raise funds for Cashmere Avenue School purposes.


  1. To co-operate with the Cashmere Avenue School Board of Trustees (Board of Trustees).


  1. To do all things incidental to or conducive to the attainment of the foregoing objectives.


  1. MEMBERSHIP

Membership shall be open to all parents, teachers and guardians of children currently attending Cashmere Avenue School.


  1. OFFICERS

  1. The Officers of the Association shall consist of a minimum of eight members all of whom shall be elected at the Annual General Meeting including:

    1. Chairperson

    2. Deputy Chairperson

    3. Secretary

    4. Treasurer and

    5. A minimum of four Committee Members.


  1. The following will be ex-officio members of the Committee:

    1. The Principal or Representative

    2. The Deputy Principal or Assistant Principal or Representative

    3. The Chairperson of the Board of Trustees or Representative

    4. The Secretary or Treasurer of the Board of Trustees or Representative




  1. POWERS AND MEETINGS OF THE COMMITTEE

  1. The management and control of the Association shall be vested in the Committee who may exercise all powers and do all acts which may be exercised or done by the Association and which are not expressly directly to be exercised or done by the Association in General Meeting.


  1. The committee shall meet as required.  The Chairperson or the Secretary may summon meetings.  Any three members of the Committee may sign and serve on the Chairperson a demand for a Committee meeting.  If such a meeting is not held within 30 days after service of the demand the demanders shall be entitled to summon such a meeting.


  1. QUORUM

Six shall form a quorum at all Committee Meetings.  A quorum may be made up of elected and ex-officio members.


  1. VACANCIES

Vacancies occurring during the year may be filled by co-option by the remaining members of the Committee.


  1. SUB-COMMITTEES

The Committee shall have the power to appoint sub-committees for specific purposes consisting of at least two committee members and as many other members as may be necessary.



  1. CONTROL AND INVESTMENT OF FUNDS

  1. Expenditure of funds raised by the Home and School Association shall be determined by the Home and School Association after consultation with the Board of Trustees, the Principal and Staff and in accordance with the School’s annual budget and planned expenditure requirements.


  1. Any expenditure by the Home and School Association of funds on School property or assets requires the approval of the Board of Trustees.


  1. Unless otherwise agreed by the Home and School Association funds shall be spent on specific projects.


  1. All payments out of the Association’s funds shall be made by the authority of the Committee.  The Treasurer may pay accounts, for both general and specific events, between meetings subject to limits as defined by the Committee in advance, such payments to be ratified by the committee at its next meeting.


  1. The Association’s bank account shall be operated upon by the Treasurer and one other member of the Committee or by such other persons as the Committee shall determine from time to time.  All cheques and other negotiable instruments may be endorsed by the Secretary or Treasurer or any other member of the Committee duly authorised by resolution of the Committee. Two signatories are required.


  1. All Association funds not required immediately for the ordinary purposes of the Association may be deposited by the Committee into an account at a registered bank or a fully owned subsidiary of a registered bank.


  1. The Committee may appoint an acting Treasurer to act during any period when the Treasurer is not available to sign cheques or other documents through absence or illness or from any other cause.  During the term of appointment the Acting Treasurer may exercise all the powers and authorities of the Treasurer.


  1. No Personal Benefit

Notwithstanding any of the other provisions of this Constitution, none of the Association’s funds or assets shall be applied for the personal use or benefit of any member, or any associated person of a member, other than where:

  1. The relevant recipient is being paid or compensated for goods or services or some other asset (including money) and the payment or compensation does not exceed that which would be paid in a reasonable “arm’s length” transaction; and


  1. The relevant recipient has not participated in any material way in the Association’s decision to apply its funds or assets in that way.

For the avoidance of doubt, the application of the Association’s funds or assets towards projects benefiting Cashmere Avenue School shall not be considered as conferring a personal use or benefit on any member, or any associated person of a member.

  1. The annual Statement of Accounts are required to be reviewed by a suitably qualified professional.



  1. LIABILITIES

  1. The Association can incur liabilities with the approval of the Board of Trustees in the normal course of fund raising activities.  Under no circumstances are the liabilities contingent or otherwise to exceed $1,000 without the consent of members of the Home and School Association being obtained at a committee meeting.


  1. All expenditure should be accompanied by an invoice or receipt.  Cheques for reimbursement or incurred expenses will not be issued without an invoice or receipt.



  1. ALTERATION OF RULES

  1. These rules may be altered at a General Meeting called for this purpose as in 12(iii) below.


  1. No addition to or alteration of the objects, personal benefit clause or the winding up clause shall be approved without Inland Revenue approval.


  1. The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.



  1. GENERAL MEETINGS

  1. General Meetings shall be held as often as required in the opinion of the committee but there must be at least one General Meeting a year.


  1. The Annual General Meeting of the Association shall be held in Term 2 of each year at which the reviewed Statement of Accounts shall be presented.


  1. Notice of a General Meeting called for the purpose of any alterations to the Rules of the Association or for winding-up the Association shall be given by distribution of a circular in which the proposed resolution is stated, to parents at least seven days before the date of such a meeting.  Ten members, including officers, shall constitute a quorum at a General Meeting and at majority of those present shall be sufficient to pass the resolution.


  1. Special General Meetings can be called at the request of the Principal, or Chairperson or Deputy Chairperson of the Home and School Association at seven days notice.



  1. WINDING UP

A majority of members present at the General Meeting called for this purpose may resolve that the Association be wound up and in that event the funds of the Association shall be paid over to the Cashmere Avenue School Board of Trustees.


Ċ
Sonia Glen,
Jun 9, 2019, 9:37 PM
Comments