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Peterhouse Boys

Constitution

PETERHOUSE PARENTS’ ASSOCIATION CONSTITUTION

1. FOREWORD

The Peterhouse Parents Association (PA) pertains to all three schools in the Peterhouse Group: Peterhouse Boys (PHB), Peterhouse Girls (PHG) and Springvale House (SVH).

2. OBJECTS

2.1 The objects of the association are to:

i. Promote communication, understanding and good relations between the Peterhouse Group and in particular its Top Management Team (the Rector, the Business Director, the HMPHG and the HMSVH) and the parents with a view to sharing ideas on matters of common concern.
ii. Encourage parents to take an interest in the activities of the school.
iii. Promote and protect the good name of the school.

3. MEMBERSHIP OF THE ASSOCIATION

3.1 Every parent or guardian of a pupil attending the Peterhouse Group will automatically be a Member of the PA

3.2 The Rector, the Business Director, the HMPHG and the HMSVH will be ex-officio members of the PA

3.3 A Member whose child ceases to be a pupil of the Peterhouse Group for any reason whatsoever will automatically lose his/her membership.

4. EXECUTIVE COMMITTEE

4.1 The affairs of the PA will be managed by an Executive Committee, including a Chairman, Deputy Chairman and Secretary of no less than 6 and up to 10 elected representatives from all 3 schools in the Peterhouse Group, whose services to the PA and the school will be voluntary and rendered free of any remuneration whatsoever.

4.2 In addition the Rector is ex officio a Member of the Executive Committee and is expected to attend meetings of the Executive Committee

4.3 The Chairman and the Deputy Chairman are ex officio members of the Peterhouse Group Executive Committee (EXCO) and Finance Committee (FINCO)

4.4 The Executive Committee may exercise any of the powers laid out this Constitution, other than those powers which may only be exercised by the PA in meetings of the PA (See Paragraphs 5.1 and 5.2 below).

4.5 The Executive Committee may from time to time co-opt any Member or Members for the purpose of advising it or assisting it on any matter upon which it requires such advice or assistance, but the Member or Members so co-opted will not be entitled to exercise any vote.

4.6 All elected and ex-officio members of the Executive Committee will have one vote with the Chairman having a casting vote in the event of an equality of votes.

4.7 The elected Members of the Executive Committee will hold office for a period of 2 years from the date of his/her election.

4.8 A retiring Member of the Executive Committee will be eligible for re-election for up to three further periods of 2 years (i.e. a Member may serve on the Executive Committee for a maximum of 8 years).

4.9 An elected Member of the Executive Committee will cease to hold office if:

i. He/she is absent from two consecutive meetings of the Executive Committee without leave of the Chairman.
ii. He/she no longer has a child within the Peterhouse Group.
iii. he/she resigns from office.

4.10 If at any time a vacancy occurs amongst the elected Members of the Executive Committee or a vacancy is not filled at an Annual General Meeting (AGM), the Executive Committee may appoint an eligible person to fill the vacancy and the person so appointed will be deemed to be an elected Member and will hold office until the next AGM.

4.11 Duties of the Chairman include:

i. In liaison with the Rector’s Secretary, to convene and chair all meetings of the Executive Committee.
ii. In liaison with Rector’s Secretary, to convene and chair all meetings of the PA.
iii. In liaison with the Chairman of the Peterhouse Executive Committee (EXCO) and Rector’s Secretary, to convene and chair all fees’ meetings.

4.13 The Chairman will ensure that at least 3 meetings of the Executive Committee are held each year.

4.14 At least 7 days’ notice should be given of any meeting of the Executive Committee unless all the Members of the Executive Committee agree to accept a shorter period of notice.

4.15 At any meeting of the Executive Committee:

i. 6 Members will form a quorum.
ii. The Chairman will preside, or in his/her absence, the Deputy Chairman, or in his/her absence any Member present elected by the meeting will preside.
iii. The person presiding may, in the event of any equality of votes exercise a casting vote in addition to their deliberative vote.

5. MEETINGS OF THE ASSOCIATION

5.1 AGM

i. The AGM of the PA will be held before the end of the Trinity term each year.
ii. Notice of the AGM will be sent to Members of the PA not less than 14 days prior to the date of the AGM.
iii. 20 Members will form a quorum.
iv. If at the AGM 20 Members are not present and therefore a quorum has not been formed, the meeting will be adjourned and will be reconvened within 3 weeks; the Members present at the reconvened meeting will form a quorum.
v. All decisions will be made by simple majority.
vi. The Chairman will preside or, if he/she is absent the Deputy Chairman, or if he/she is absent any Member of the Executive Committee will preside.
vii. The person presiding may, in the event of any equality of votes, exercise a casting vote in addition to his/her deliberative vote.

5.1.1 At the AGM the following business will be conducted:

i. Reading and adoption of minutes of the previous annual General Meeting.
ii. Report of the Chairman.
iii. Report of the Rector.
iv. Election of the Executive Committee including the Chairman, the Deputy Chairman, the Secretary and other Members of the Executive Committee (See Paragraph 6 below).
v. AoB – any other items for the agenda must be submitted by Members of the PA at least 10 days in advance of the AGM.

5.2 FEES’ MEETING

A fees’ meeting will be conducted in the same manner as an AGM save that the quorum for a meeting called to consider school fees and levies payable at the School will be 20% of the parent body, including votes cast by proxy.

5.3 SPECIAL GENERAL MEETING

5.3.1 The Chairman may at any time and will, if so requested by not less than 50 Members of the PA in writing, convene a Special General Meeting of the PA.

5.3.2 Notice of a Special General Meeting will be sent to Members of the PA not less than 14 days prior to the date of the Special General Meeting.

5.3.2 50 Members will form a quorum.

5.3.3 If at the Special General Meeting 50 Members are not present and therefore a quorum has not been formed, the meeting will be cancelled.

5.3.4 All decisions/resolutions will be made by simple majority.

5.3.5 The Chairman will preside or, if he/she is absent the Deputy Chairman, or if he/she is absent any Member of the Executive Committee will preside.

5.3.6 The person presiding may, in the event of any equality of votes, exercise a casting vote in addition to his/her deliberative vote.

6. ELECTION OF EXECUTIVE COMMITTEE MEMBERS

6.1 Members of the Executive Committee including the Chairman, Deputy Chairman and Secretary will normally be elected at the AGM, unless their term of office has not expired (see Paragraphs 4.7 and 4.8 above).

6.2 Nominations for the Executive Committee including the Chairman, Deputy Chairman and Secretary will be sent to the Chairman not less than 7 days prior to the AGM on the relevant form (See Annex A below). In the event that nominations are not submitted in advance of the AGM they may be received at the AGM, but nominations sent prior to the AGM will take priority.

6.3 Any Member of the PA will be eligible to be elected into the Executive Committee on condition that such a member is not in arrears in terms of fees or levies payable to the Peterhouse Group.

6.4 Voting will be by show of hands at the AGM.

7. GENERAL

7.1 This constitution may be amended or replaced at any time by a resolution passed by a 2/3rds majority of Members present and voting at the AGM.

7.2 The inadvertent omission to give notice or the non receipt of notice of a meeting by a Member of the PA will not invalidate any proceeding or resolution at a meeting.


Adopted at the PA AGM
22 June 2017




Annex A

PETERHOUSE PARENTS’ ASSOCIATION

NOMINATION FORM FOR THE EXECUTIVE COMMITTEE


I……………………………………………………………………………………………..

being parent/guardian of (Name/House/Year Group of Pupil)

…….…………………................................………………………………………………...

do hereby nominate (NAME OF PARENT)

……………………………………………………………………………………………….

being parent/guardian of (Name/House/Year Group of Pupil)

……………………………………………………………………………………………….

FOR THE POSITION OF

………………………………………………………………............................................…

ON THE EXECUTIVE COMMITTEE OF THE PETERHOUSE PARENTS’ ASSOCIATION

SIGNED……………………………………………………………………………………..

DATE:………………………….…………………………………………………………...

I……………………………………………………………………………………………

accept the nomination

SIGNED…………………………………………………………………….……………….

DATE:……………………………………………………………………………………..

Fees/levies pad and up-to-date: Yes          -            No

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