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H.S.A. CONSTITUTION

THE CONSTITUTION OF THE IMMACULATE CONCEPTION HIGH SCHOOL HOME AND SCHOOL ASSOCIATION

ARTICLE I: NAME

THE NAME OF THIS ASSOCIATION SHALL BE THE IMMACULATE CONCEPTION HIGH SCHOOL HOME AND SCHOOL ASSOCIATION (ICHS-HSA)

ARTICLE II: INTERPRETATION

IN THESE RULES UNLESS THE TEXT SHALL OTHERWISE REQUIRE “THE ASSOCIATION” SHALL MEAN ICHS HOME & SCHOOL ASSOCIATION.

ARTICLE III: OBJECTIVES

THE OBJECTIVES OF THE ASSOCIATION SHALL BE:

  • OPERATE WITHIN THE AMBIT OF THE SCHOOL VALUE SYSTEM AND BY DOING SO REINFORCE THE SCHOOL’S MISSION AND VALUES.
  • TO PROMOTE A CLEARER UNDERSTANDING OF THE MUTUAL RESPONSIBILITIES OF PARENTS AND TEACHERS REGARDING THE EDUCATION OF THE STUDENTS.
  • TO ENCOURAGE A GREATER DEGREE OF CO-OPERATION BETWEEN THE HOME AND SCHOOL IN DISCHARGING THEIR RESPONSIBILITIES CONCERNING THE RELIGIOUS, MORAL AND CIVIL TRAINING OF THE STUDENTS.
  • TO HELP PARENTS TO ACQUIRE AND IMPROVE PARENTING SKILLS IN ORDER TO BE MORE EFFECTIVE IN THE GUIDANCE AND TRAINING OF THEIR CHILDREN.
  • TO RAISE FUNDS TO ASSIST WITH THE DEVELOPMENT OF THE SCHOOL’S FACILITIES AND THE WELFARE OF STAFF AND STUDENTS.

ARTICLE IV: RESPECT FOR SCHOOL POLICIES

THE ASSOCIATION SHALL RESPECT THE ESTABLISHED SCHOOL POLICIES AND PRACTICES AS FORMULATED BY THE BOARD OF GOVERNORS AND THE ADMINISTRATION OF THE SCHOOL.

ARTICLE V: MEMBERSHIP

MEMBERSHIP SHALL CONSIST OF ALL PARENTS OR GUARDIANS OF THE STUDENTS, THE PRINCIPAL AND FACULTY MEMBERS OF THE SCHOOL.

ARTICLE VI: OFFICERS

THE OFFICERS OF THE ASSOCIATION SHALL BE:

  • PRESIDENT
  • VICE PRESIDENT
  • SECRETARY
  • ASSISTANT SECRETARY
  • TREASURER
  • ASSISTANT TREASURER
  • PUBLIC RELATIONS OFFICER
  • ASSISTANT PUBLIC RELATIONS OFFICER

OFFICERS SHALL BE ELECTED AT THE GENERAL MEETING HELD DURING THE FIRST TERM OF EACH SCHOOL YEAR AND SHALL BE ELIGIBLE FOR RE-ELECTION. ROTATION OF OFFICERS IS ALLOWED.

ARTICLE VII – TERM LIMITS

THE OFFICERS SHALL NOT SERVE MORE THAN THREE (3) CONSECUTIVE ONE YEAR TERMS WITHIN THE SAME POSITION. AN OFFICER WHO HAS NOT SERVED FOR A YEAR, WITHIN HIS/HER PREVIOUS POSITION SHALL BE ELIGIBLE FOR RE-ELECTION.

ARTICLE VIII: ANNUAL GENERAL MEETING

THE ANNUAL GENERAL MEETING OF THE ASSOCIATION SHALL BE IN THE THIRD TERM OF EACH SCHOOL YEAR. NOTICE OF SUCH ANNUAL GENERAL MEETING SHALL BE GIVEN AT LEAST TWO (2) WEEKS PRIOR TO SUCH MEETING. AT THIS MEETING, THE ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31, MAY OF THAT YEAR SHALL BE PRESENTED.

ARTICLE IX: AMENDMENTS

THE CONSTITUTION OF THE ASSOCIATION MAY BE AMENDED AT ANY GENERAL MEETING BY

  • A TWO-THIRD MAJORITY VOTE OF THE MEMBERS PRESENT, PROVIDED SUCH AMENDMENTS HAVE BEEN PRESENTED IN WRITING TO THE ASSOCIATION AT THE MEETING PRECEDING THE GENERAL MEETING; OR
  • A UNANIMOUS VOTE WITHOUT NOTICE.

ARTICLE XI - CONTRIBUTION

MEMBERS’ COLLAB TO THE ASSOCIATION SHALL BE AN AMOUNT AGREED ON ANNUALLY BY THE EXECUTIVE COMMITTEE AND RATIFIED BY THE SCHOOL’S BOARD.

ARTICLE XII - EXECUTIVE COMMITTEE

THE EXECUTIVE COMMITTEE SHALL CONSIST OF TWENTY ONE (21) MEMBERS, INCLUDING THE PRESIDENT, VICE PRESIDENT, SECRETARY, ASSISTANT SECRETARY, TREASURER, ASSISTANT TREASURER, PUBLIC RELATIONS OFFICER, ASSISTANT PUBLIC RELATIONS OFFICER, THE PRINCIPAL, ONE (1) MEMBER OF THE FACULTY SELECTED FROM AMONGST THEMSELVES AND APPROVED BY THE PRINCIPAL, AND ELEVEN (11) OTHER MEMBERS FROM THE ASSOCIATION.

EACH MEMBER ELECTED TO THE EXECUTIVE COMMITTEE SHALL SERVE FOR A PERIOD OF ONE (1) YEAR. OFFICERS AND MEMBERS OF THE EXECUTIVE COMMITTEE, WHO FAIL TO ATTEND THREE (3) CONSECUTIVE MEETINGS OF THE COMMITTEE WITHOUT NOTIFICATION, AUTOMATICALLY FORFEIT THEIR POSITION.

IF A VACANCY SHALL ARISE THE EXECUTIVE COMMITTEE MAY FILL SUCH VACANCY FROM TIME TO TIME BUT THE MEMBER SO SELECTED SHALL ONLY SERVE FOR THE BALANCE OF THE TERM REMAINING OF THE MEMBER WHO HAS FORFEITED THEIR POSITION.

THE IMMEDIATE PAST PRESIDENT OF THE ASSOCIATION SHALL BE AN EX- OFFICIO MEMBER OF THE EXECUTIVE COMMITTEE.

ARTICLE XIII - FUNCTIONS OF THE EXECUTIVE COMMITTEE

  • TO GUIDE AND DIRECT THE AFFAIRS OF THE ASSOCIATION.
  • TO REPRESENT THE INTEREST OF THE ASSOCIATION TO THE BOARD OF GOVERNORS AND TO OTHER BODIES CONCERNED WITH PROMOTING EDUCATION.
  • TO ALLOCATE AND USE FUNDS OF THE ASSOCIATION AS MAY BE AGREED.

ARTICLE XIV – SUB -COMMITTEES

THE EXECUTIVE COMMITTEE SHALL HAVE THE POWER TO APPOINT SUCH SUB COMMITTEES AS MAY BE NECESSARY. THE SUB COMMITTEES SHALL HAVE THE RIGHT TO CO-OPT SUCH ADDITIONAL MEMBERS FROM THE ASSOCIATION AS MAY BE NECESSARY. THE SUB COMMITTEE CHAIRMAN SHALL BE APPOINTED BY THE EXECUTIVE COMMITTEE AND SHALL BE A MEMBER OF THE EXECUTIVE COMMITTEE.

ARTICLE XV - MEETINGS

THE REGULAR MEETING OF THE ASSOCIATION SHALL BE HELD ONCE PER SCHOOL TERM. A SPECIAL GENERAL MEETING MAY BE CALLED AT ANY TIME WITHOUT NOTICE.

MEETINGS OF THE EXECUTIVE COMMITTEE SHALL BE HELD MONTHLY DURING THE SCHOOL TERMS, EXCEPT IN CASES OF EMERGENCY WHEN A SPECIAL MEETING MAY BE CALLED AT ANY TIME WITHOUT NOTICE. MINUTES OF THE PREVIOUS MEETING AND A COPY OF THE AGENDA SHALL BE FORWARDED TO EACH MEMBER AT LEAST TWO (2) WORKING DAYS BEFORE EACH MEETING.

ARTICLE XVI – QUORUM

SECTION 1: THE QUORUM OF AN ASSOCIATION GENERAL MEETING SHALL BE ONE HUNDRED AND FIFTY (150) MEMBERS.

SECTION 2: THE QUORUM OF THE EXECUTIVE COMMITTEE SHALL BE SEVEN (7) MEMBERS, TWO (2) OF WHOM SHALL BE OFFICERS.

ARTICLE XVII – HSA REPRESENTATIVE TO THE SCHOOL BOARD

THE PRESIDENT OF THE ASSOCIATION SHALL FULFIL THIS ROLE. IN THE EVENT THE PRESIDENT IS UNAVAILABLE TO FULFIL THAT FUNCTION, THE EXECUTIVE COMMITTEE SHALL NOMINATE FROM AMONGST THEMSELVES, A BOARD REPRESENTATIVE.

ARTICLE XVIII – AMENDMENTS

THE BY LAWS MAY BE AMENDED AT ANY REGULAR MEETING BY:

  • A TWO-THIRD MAJORITY VOTE OF THE MEMBERS PRESENT, PROVIDED NOTICE HAD BEEN GIVEN IN WRITING AT THE PREVIOUS REGULAR MEETING, OR
  • A UNANIMOUS VOTE WITHOUT PREVIOUS NOTICE.

BY LAWS

ARTICLE 1: DUTIES OF OFFICERS

SECTION 1 THE PRESIDENT SHALL PRESIDE AT THE MEETINGS OF THE ASSOCIATION AND OF ITS EXECUTIVE COMMITTEE AND SHALL BE EX-OFFICIO MEMBER OF ALL COMMITTEES AND SHALL PERFORM ALL OTHER DUTIES PERTAINING TO THE OFFICE.
SECTION 2 THE VICE PRESIDENT, IN THE ABSENCE OF THE PRESIDENT, SHALL PERFORM ALL THE DUTIES OF THE PRESIDENT AND SUCH DUTIES AS ARE ASSIGNED TO THIS OFFICE.
SECTION 3 THE SECRETARY SHALL
  • KEEP THE MINUTES OF ALL MEETINGS OF THE ASSOCIATION AND OF THE EXECUTIVE COMMITTEE;
  • KEEP A LIST OF ALL MEMBERS OF THE ASSOCIATION; AND
  • DISCHARGE SUCH DUTIES AS ARE INCUMBENT UPON THE OFFICE.
SECTION 4 THE ASSISTANT SECRETARY SHALL WORK IN CLOSE COLLABORATION WITH THE SECRETARY, ASSIST WITH THE SECRETARIAL DUTIES AND DEPUTIZE IN THE ABSENCE OF THE SECRETARY.
SECTION 5 THE TREASURER SHALL RECEIVE ALL MONIES OF THE ASSOCIATION, DISBURSE FUNDS AS DIRECTED BY THE EXECUTIVE COMMITTEE, AND SHALL KEEP AN ACCURATE ACCOUNT OF ALL SUCH TRANSACTIONS.
SECTION 6 THE ASSISTANT TREASURER SHALL WORK IN CLOSE COLLABORATION WITH THE TREASURER, ASSIST WITH DUTIES AND DEPUTIZE IN THE ABSENCE OF THE TREASURER.
SECTION 7 THE PUBLIC RELATIONS OFFICER (PRO) SHALL BE RESPONSIBLE FOR COMMUNICATING WITH ALL MEMBERS OF THE ASSOCIATION AND FOR PUBLICISING THE ACTIVITIES OF THE ASSOCIATION.
SECTION 8 THE ASSISTANT PUBLIC RELATIONS OFFICER (PRO) SHALL WORK IN CLOSE COLLABORATION WITH THE PUBLIC RELATIONS OFFICER, ASSIST WITH DUTIES AND DEPUTIZE IN THE ABSENCE OF THE PUBLIC RELATIONS OFFICER.
SECTION 9 THE OFFICERS SHALL BE ELECTED AT THE GENERAL MEETING HELD DURING THE FIRST TERM OF EACH SCHOOL YEAR.

September 28, 2016
Edited September 26, 2017