MCSS PTA CONSTITUTION


  1. Preamble

Conscious of the mission of Jesus: ‘I have come that they may have life and have it to the full’ (Jn 10:10), we aim to have a school community, which is concerned with people as sons and daughters of God. In an atmosphere of welcome and warmth each individual is valued for himself or herself irrespective of ability and achievement. Each and every one learns to grow at different levels—intellectually, spirituality, psychologically, emotionally and physically— through involvement in a balance of academic, religious, cultural and sporting activities.

  1. School’s Vision for Parents

In sending children to Mount Carmel School, parents enter into a partnership with the School’s Management and staff through:

2.1 Their commitment to the Christian understanding of life so that the values held

by parents are supportive of those espoused by the School;

2.2 Their active concern for all aspects of their children’s educational development;

2.3 Their co-operation with the discipline of the school;

2.4 Their support of the School’s various religious, social, cultural and sporting

activities;

2.5 Their commitment to the financial support of the School through the payment of the yearly fee and through other fund-raising activities that may arise.

  1. Name

3.1. The name of the association is Mount Carmel Secondary School PTA.

3.2. Mount Carmel Secondary School PTA hereinafter shall be called ‘the Association.’

  1. Mission

4.1. The Association is dedicated to ensuring that Mount Carmel Secondary School is a safe and caring environment which nurtures character development, positive attitudes and superior academic skills, such that each student may achieve his or her best potential, and may become a valued member of society.

4.2. Mount Carmel Secondary School is hereinafter called ‘the School.’

  1. Aims and Objectives

The principal objective of the Association is to enhance the quality of education of the students through:

5.1. Developing effective relationships between the parents, staff and others associated with the School.

5.2. Providing facilities and equipment, which support the School and advance the education of the pupils.

5.3. Engaging in fund-raising activities for the purpose of meeting the expenses of the association and to support the School.

5.4. Founding scholarships and prizes for the pupils of the School.

5.5. Funding in-service training programmes for the improvement of the staff.

5.6. Communicating a positive image of the School to the wider community.

  1. Reservations

6.1. It should be stressed from the outset that the day-to-day running of the School, its curriculum and educational methods employed are the responsibility of the School Management, spearheaded by the Principal.

6.2. The activities of the Association shall be channeled towards the provision of educational facilities, the raising of funds for school projects and the promotion of the general well being of the School.

6.3. With regard to issues bordering on school management, the Association’s voice shall be merely consultative.

  1. Powers of the Association

The Executive Committee (hereinafter shall be called ‘the Committee) validly exercises its power to promote the aims and objectives of the Association in the following areas:

7.1. To accept gifts or donations towards the attainment of the objectives of the Association.

7.2. To acquire and hire property of any kind.

7.3. To raise funds for school projects and facilities.

7.4. To invest the money and property of the Association with the consent of majority of the members in the Annual General Meeting (hereinafter referred to as AGM).

7.5. To open and operate the Association’s bank account.

  1. Membership

All parents/legal guardians of students enrolled at the School and all teachers of the School are automatically members of the Association.

8.1. There are three classes of membership: ordinary, ex officio and honorary.

8.2. Ordinary membership refers to the parents/legal guardians and the teachers (excluding the members of the school management) of the school.

8.3. Ex official membership refers to the proprietor of the school (the Major Superior of the Discalced Carmelites or his Delegate), the delegate of the Religious of Jesus and Mary and the members of the school management.

8.4. Honorary membership refers to those persons who were co-opted into the Association because of the bright prospects of the social status, position, qualification, and affluence to the Association.

8.5. Unlike the ordinary and ex official members, the honorary members cannot vote nor be voted for, but are simply invited to the Association’s meeting because of the benefit that their influence can bring the School.

  1. Membership Directory

The membership directory contains all contacts of parents, teachers and the members of management in the School.

9.1. The Secretary of the Committee maintains a membership directory.

9.2. At the beginning of each academic year, the Secretary will collate or update the contact number or address of the parents in the School for easy circulation of information.

9.3. All members of the Association are obliged to notify the Secretary in writing about any change in contact number or address.

  1. Executive Committee

The Committee is responsible for the management and strategic direction of the Association. It shall have the power at any time to fill any casual vacancies among its officers.

10.1. Membership in the Committee is divided in to two parts: ordinary and ex official.

10.2. Ordinary membership refers to all offices other than the members of the school management.

10.3. Ex official membership refers to all the members of the school management.

10.4. The following are the members of the Committee: the chairman, the vice chairman, the secretary, the assistant secretary, the treasurer, the assistant treasurer/fundraiser, one elected parent-member, one elected teacher-member, the principal (ex official), the vice principal(s) (ex official) and the school bursar (ex official).

  1. Duties of the Officers of the Executive Committee

In discharging their various roles and in making their unique contributions at meetings, the officers of the Executive Committee are expected to foster a friendly spirit amongst the group.

11.1. Chairman: The Chairman exercises a general administrative responsibility and control over the activities of the Association. He/she presides at all meetings of the Association, guides the activities of the Association and performs other duties that usually pertain to the office of the Chairman. He/she, in consultation with the Principal, must authorize the disbursement of any fund from the Association’s account. He/she shall be a parent and one of the signatories to the Association’s account.

11.2. Vice Chairman: The Vice Chairman assists the Chairman in the performance of his/her duties and in the absence or incapacity of the Chairman performs the duties of the Chairman. In the absence of both, the Committee shall elect a presiding Chairman. He/she shall be a parent.

11.3. Secretary: The Secretary is responsible for all the administrative correspondence of the Committee and maintains the membership directory and the register of the voting members. He/she is to prepare the notification for all meetings and disseminate this notice in the most effective way using his discretion. He/she is to write the minutes of every meeting and read it out at the subsequent meeting. He/she shall be a teacher.

11.4. Assistant Secretary: The Assistant Secretary, in the absence of the Secretary, shall perform all secretarial roles. He/she shall be a parent.

11.5. Treasurer: The Treasurer/Fundraiser shall keep record of all transactions of the Association. He/she shall collect money or levies meant for the Association. He/she shall disburse funds from the Association’s account only after getting the confirmation from the Chairman. He/she shall be a parent.

11.6. Assistant Treasurer: In the absence of the Treasurer, the Assistant Treasurer assumes responsibility for the management of the Association’s funds. He/she shall be a teacher.

11.7. Fundraiser: The Fundraiser is responsible for co-ordinating all fund-raising activities determined by the Committee. He/she shall be a parent.

12.  Subcommittees 

In order to efficiently organize or participate in certain school events, the Committee can set up a subcommittee from members of the Association.

12.1. The Committee reserves the right to delegate any of the powers of the committee to the subcommittee, except those of electing and expelling the Committee members.

12.2. The subcommittee is obliged to present their proposal to the Committee for endorsement and implementation.

  1. Sources of Funds

The following shall be the sources of the Association’s funds:

13.1. Gifts and Donations: This refers to the money and valuables received by the Association for the School’s development.

13.2. Annual PTA Levy: This refers to the levy designated for the Association but is embedded in the school fees and is usually remitted to the Association’s account at the end of the year.

13.3. Special Levies: These are levies imposed by the Committee to meet special needs of the School.

13.4. Dividend from Investments: This refers to the profit the Association realizes through trading, giving out loans and other forms of bank transactions.

  1. Resignation of an Officer from the Executive Committee

14.1. Any member of the Committee may resign office by giving the Secretary thirty (30) days notice in writing of his/her intention to do so.

14.2. The Committee member who wishes to leave should ensure that all the properties of the Association in his possession are handed over.

14.3. As soon as the Secretary receives a letter of resignation, the resigning officer loses

every power and right to act in the Committee and is thus considered freed from his responsibility.

  1. Removal of an Officer from the Executive Committee

There are four ways an officer can lose his membership from the Committee: opting out of the Association or the School’s teaching staff, withdrawal of child/child finishing from the school and vote of no confidence.

15.1. An officer is removed from office ipso facto, if as a parent, he/she ceases to be a member of the Association; or as a teacher, and he/she resigns or is dismissed from the School’s teaching staff.

15.2. An officer might lose his membership of the Committee if his/her child has finished from the School.

15.3. A member of the Committee can lose his/her office, if through a vote of no confidence, he/she is voted out by at least two-thirds of the valid voters present.

15.4. A member is considered to have lost his/her office if he/she absents him/her self from two consecutive meetings.

  1. Funds, Bank Accounts, Signatories

16.1. All the funds of the Association will be deposited in an account with a bank approved by the Association.

16.2. The signatories to the Association’s account shall be any two of the Chairman, the Treasurer, the Principal and the Bursar.

16.3. The mandate for all valid transactions must always be one from the Chairman or the Treasurer and one from the Principal or the Bursar.

16.4. Requests for sums of N100,000 and above must be submitted in writing to the Committee and approved by a two-third majority of members present, which must include at least two of the four signatories, one of whom is a parent.

  1. Financial Year

The financial year of the Association will begin in September at the resumption of school and end on the 31st of July each year. In order to get the expenses to which day the accounts of the Association shall be balanced.

  1. Audit

18.1. The Committee will appoint an Auditor to examine and confirm the accounts of the Association.

18.2. The auditor will not be a member of the Committee or a member of the Board of Directors.

18.3. The accounts will be presented to the Committee no later than 7 days prior to the relevant Annual General Meeting.

18.4. A copy of the audited accounts will be in the Committee’s archive in the custody of the Secretary and will be made available to any member of the Association who wishes to review the accounts.

  1. Meetings

19.1 Executive Committee: This committee will meet once every term. The Principal will propose the precise date for the meeting.

19.2 Annual General Meeting: This assembly will meet once every year. The Principal, in consultation with the Executive Committee, will fix the date for this assembly.

19.3 Extraordinary General Meeting: This general assembly can only be convoked when the Carmelite Delegate deems it necessary.

  1. Notifications

20.1. Executive Committee: The notice for this meeting must be at least three (3) days.

20.2. Annual General Meeting: The notice for this meeting must be at least seven (7) days.

20.3. Extraordinary General Meeting: The notice for this meeting must be at least fourteen (14) days.

  1. Quorum

21.1. Executive Committee: The quorum for this assembly is formed, if both the Chairman or Vice Chairman is present and the total number of members with a voting right is up to five (5).

21.2. Annual General Meeting: The quorum for this assembly is attained if the following conditions are met: first, the presence of either the Chairman or Vice Chairman; second, the presence of a minimum of five teachers; third, the presence of a minimum of twenty parents.

21.3. Extraordinary General Meeting: The quorum for this assembly is reached, if both the Chairman or Vice Chairman is present and at least twenty other members of the body are present.

  1. Elections

The election of the members of the Executive Committee will take place every two years at an AGM. The following will be the modalities for the election:

22.1 Ballot: The election will be done through a secret ballot.

22.2 Chairman: The Carmelite Delegate is to propose candidates for the post of Chairman.

22.3 Other offices: For all other offices, the house will propose such candidates for election.

22.4 Manifesto: The candidates for the office of Chairman will present a brief manifesto to the whole house just before the election if so desired.

22.5 Validity: An election is valid if the candidate receives a simple majority of the vote required of the entire votes counted.

  1. Dissolution of the Association

If for any reason the Association is dissolved, all funds accruing to the body will be automatically transferred to the school account. The fund of the Association is always the school’s property.

  1. Special names

24.1 Carmelite Delegate: This refers to the Carmelite designated by the Proprietor to represent him in all school affairs.

24.2 Principal: This refers to the academic head of the school, which may or may not be the Carmelite Delegate.