Reading School Parents' Association Constitution

A. Name.

The name of the Charity is "Reading School Parents' Association
("the Association")

 

B. Administration

Subject to the matters set out below the Association and its property shall
be administered and managed in accordance with this constitution by the members
of the Executive Committee, constituted by clause G of this constitution ("the
Executive Committee").

 

C. Objects.

The object of the Association is to advance the education of pupils in the
school. In the furtherance of this object the association may:-


1. Develop more extended relationships between the staff,
parents and others associated with the school.

 

2. Engage in activities which support the school and
advance the education of the pupils attending it.

 


3. Provide and assist in the provision of such facilities
or items for education at the school (not provided from statutory
funds) as the committee in consultation with the Governing Body shall
from time to time determine.

 

 

D. Powers

In furtherance of the objects but not otherwise the Executive Committee may
exercise the following powers:

(i) power to raise funds and to invite and receive contributions provided that
in raising funds the Executive Committee shall not undertake any substantial
permanent trading activities and shall conform to any relevant requirements
of the law;

(ii) power to co-operate with other charities, voluntary bodies and statutory
authorities operating in furtherance of the objects or of similar charitable
purposes and to exchange information and advice

with them;

(iii) power to establish or support any charitable trusts, associations or
institutions formed for all or any of the objects;

(iv) power to appoint and constitute such advisory committees as the Executive
Committee may think fit;

(v) power to do all such other lawful things as are necessary for the achievement
of the objects.

 

E. Membership

(1) Membership of the Charity shall be open to any parents, step parents and
guardians of boys present and past of Reading School person over the years
interested in furthering the objects and who has paid the initial subscription
laid down from time to time by the Executive Committee.

(2) The Head Master and members of the staff of the School shall automatically
be Associate members of the Association without payment of the subscription.

(3) The membership subscription shall be determined at the Annual General Meeting.
The subscription shall be a single payment which shall provide membership for
all parents, step parents and guardians of a boy for as long as the boy or
any brothers of the boy are on the School roll.

(4) Members whose sons/wards have left the School may become Associate members.
Associate members will receive Association literature upon annual request to
the Membership Secretary in September of each year.

(5) Every member other than Associate members shall have one vote.

(6 ) The Executive Committee may by unanimous vote and for good reason terminate
the membership of any individual: Provided that the individual concerned shall
have the right to be heard by the Executive Committee, accompanied by a friend,
before a final decision is made.

 

F. Honorary Officers.

At the Annual General Meeting of the Association the members shall elect from
amongst themselves a Chairman, a Secretary, Assistant Secretary, Treasurer,
Assistant Treasurer and Membership Secretary, who shall hold office from the
conclusion of that meeting.

 

G. Executive Committee.

(1) The Executive Committee shall consist of not less than nine members nor
more than fifteen members being:

(a) the honorary officers specified in the preceding clause;

(b) not less than three and not more than nine members elected at the Annual
General Meeting who shall hold office from the conclusion of that meeting;

(2) The Executive Committee may in addition appoint not more than three co-opted
members but so that no-one may be appointed as a co-opted member if, as a result,
more than one third of the members of the Executive Committee would be co-opted
members. Each appointment of a co-opted member shall be made at a special meeting
of the Executive Committee called under clause J and shall take effect from
the end of that meeting unless the appointment is to fill a place which has
not then been vacated in which case the appointment shall run from the date
when the post becomes vacant.

(3) All the members of the Executive Committee shall retire from office together
at the end of the Annual General Meeting next after the date on which they
came into office but they may be re-elected or re-appointed.

(4) The proceedings of the Executive Committee shall not be invalidated by
any vacancy among their number or by any failure to appoint or any defect in
the appointment or qualification of a member.

(5) Nobody shall be appointed as a member of the Executive Committee who is
aged under 18 or who would if appointed be disqualified under the provisions
of the following clause.

(6) No person shall be entitled to act as a member of the Executive Committee
whether on a first or on any subsequent entry into office until after signing
in the minute book of the Executive Committee a declaration of acceptance and
of willingness to act in the trusts of the Association.

 

H. Determination of Membership of Executive Committee.

A member of the Executive Committee shall cease to hold office if he or she:

(1) is disqualified from acting as a member of the Executive Committee by virtue
of section 72 of the Charities Act 1993 (or any statutory re-enactment or modification
of that provision);

(2) becomes incapable by reason of mental disorder, illness or injury of managing
and administering his or her own affairs;

(3) is absent without the permission of the Executive Committee from all their
meetings held within a period of six months and the Executive Committee resolve
that his or her office be vacated; or

(4) notifies to the Executive Committee a wish to resign (but only if at least
three members of the Executive Committee will remain in office when the notice
of resignation is to take effect).

 

I. Executive Committee Members not to be personally interested.

(1) No member of the Executive Committee shall acquire any interest in property
belonging to the Association (otherwise than as a trustee for the Association)
or receive remuneration or be interested (otherwise than as a member of the
Executive Committee) in any contract entered into by Executive Committee.

 

J. Meetings and proceedings of the Executive Committee.

(1) The Executive Committee shall hold at least three ordinary meetings each
year, a meeting being held in each school term. A special meeting may be called
at any time by the Chairman or by any two members of the Executive Committee
upon not less than 4 days' notice being given to the other members of
the Executive Committee of the matters to be discussed but if the matters include
an appointment of a co-opted member then not less than 21 days' notice
must be given.

(2) The Chairman shall act as chairman at meetings of the Executive Committee.
If the Chairman is absent from any meeting, the members of the Executive Committee
present shall choose one of their number to be chairman of the meeting before
any other business is transacted

(3) There shall be a quorum when at least one third of the number of members
of the Executive Committee for the time being or five members of the Executive
Committee, whichever is the greater, are present at a meeting.

(4) Every matter shall be determined by a majority of votes of the members
of the Executive Committee present and voting on the question but in the case
of equality of votes the chairman of the meeting shall have a second or casting
vote.

(5) The Executive Committee shall keep minutes, in books kept for the purpose,
of the proceedings at meetings of the Executive Committee and any sub-committee.

(6) The Executive Committee may from time to time make and alter rules for
the conduct of their business, the summoning and conduct of their meetings
and the custody of documents. No rule may be made which is inconsistent with
this constitution.

(7) The Executive Committee may appoint one or more sub-committees for the
purpose of making any inquiry or supervising or performing any function or
duty which in the opinion of the Executive Committee would be more conveniently
undertaken or carried out by a sub-committee: provided that all acts and proceedings
of any such sub-committees shall be fully and promptly reported to the Executive
Committee. The Chairman of any such sub-committees shall be a member of the
Executive Committee.

(8) The Chairman of the meeting can delay the voting on any issue until the
next meeting if he feels it is in the best interests of the Association to
do so.

 

K. Receipts and expenditure.

(1) The funds of the Association, including all donations contributions and
bequests, shall be paid into an account operated by the Executive Committee
in the name of the Association at such bank as the Executive Committee shall
from time to time decide. All cheques drawn on the account must be signed by
at least two members of the Executive Committee.

(2) The funds belonging to the Association shall be applied only in furthering
the objects.

 

L. Accounts.

The Executive Committee shall comply with their obligations under the Charities
Act 1993 (or any statutory re-enactment or modification of that Act) with regard
to:

(1) the keeping of accounting records for the Association;

(2) the preparation of annual statements of account for the Association;

(3) the auditing or independent examination of the statements of account of
the Association; and

(4) the transmission of the statements of account of the Association to the
Commission.

 

M. Annual Report.

The Executive Committee shall comply with their obligations under the Charities
Act 1993 (or any statutory re-enactment or modification of that Act) with regard
to the preparation of an annual report and its transmission to the Commission.

 

N. Annual Return.

The Executive Committee shall comply with their obligations under the Charities
Act 1993 (or any statutory re-enactment or modification of that Act) with regard
to the preparation of an annual return and its transmission to the Commission.

 

O. Annual General Meeting.

(1) There shall be an Annual General Meeting of the Association which shall
be held in the month of September in each year or as soon as practicable thereafter.

(2) Every Annual General Meeting shall be called by the Executive Committee.
The Secretary shall give at least 14 days' notice of the Annual General
Meeting. All the members of the Association shall be entitled to attend and
vote at the meeting.

(3) Before any other business is transacted at the first Annual General Meeting
the persons present shall appoint a Chairman of the meeting. The Chairman shall
be the Chairman of subsequent Annual General Meetings, but if he or she is
not present, before any other business is transacted, the persons present shall
appoint a Chairman of the meeting.

(4) The Executive Committee shall present to each Annual General Meeting the
report and accounts of the Association for the preceding year.

(5) Nominations for election to the Executive Committee must be made by members
of the Association in writing and must be in the hands of the Secretary of
the Executive Committee at least 7 days before the Annual General Meeting.
Should nominations exceed vacancies, election shall be by show of hands of
those present.

(6) At the Annual General Meeting shall be elected one of the three Association
Representatives to the Reading Foundation. Each representative shall serve
for three years and one representative shall retire each year by rotation.
A representative may be re-elected. A serving representative must be a voting
member of the Association.

 

P. Special General Meetings.

The Executive Committee may call a Special General Meeting of the Charity at
any time. If at least twenty members request such a meeting in writing stating
the business to be considered the Secretary shall call such a meeting. At school
working days' notice must be given. The notice must state the business
to be discussed.

 

Q. Procedure at General Meetings.

(1) The Secretary or other person specially appointed by the Executive Committee
shall keep a full record of proceedings at every General Meeting of the Association.

(2) There shall be a quorum when at least ten members of the Association are
present at any General Meeting.

 

R. Notices.

Any notice required to be served on any member of the Association shall be
in writing and shall be served by the Secretary or the Executive Committee
on any member either personally or by sending it through the post in a prepaid
letter addressed to such member at his or her last known address in the United
Kingdom, and any letter so sent shall be deemed to have been received within
10 days of posting.

 

S. Alterations to the Constitution.

(1) Subject to the following provisions of this clause the Constitution may
be altered by a resolution passed by not less than two thirds of the members
present and voting at a general meeting. The notice of the general meeting
must include notice of the resolution, setting out the terms of the alteration
proposed.

(2) No amendment may be made to clause A (the name of charity clause), clause
C (the objects clause), clause I (Executive Committee members not to be personally
interested clause), clause T (the dissolution clause) or this clause without
the prior consent in writing of the Commissioners.

(3) No amendment may be made which would have the effect of making the Association cease to be a charity at law.

(4) The Executive Committee should promptly send to the Commission a copy any
amendment made under this clause.

 

T. Dissolution.

If the Executive Committee decides that it is necessary or advisable to dissolve
the Charity it shall call a meeting of all members of the Charity, of which
not less than 21 days' notice (stating the terms of the resolution to
be proposed) shall be given. If the proposal is confirmed by a two-thirds majority
of those present and voting the Executive Committee shall have power to realise
any assets held by or on behalf of the Charity. Any assets remaining after
the satisfaction of any proper debts and liabilities shall be given or transferred
to such other charitable institution or institutions having objects similar
to the objects of the Charity as the members of the Charity may determine or
failing that shall be applied for some other charitable purpose. A copy of
the statement of accounts, or account and statement, for the final accounting
period of the Charity must be sent to the Commission.

 

W. Arrangements until first Annual General Meeting.

Until the first Annual General Meeting takes place this constitution shall
take effect as if references in it to the Executive Committee were references
to the persons whose signatures appear at the bottom of this document.