CONSTITUTION OF THE HAMILTON ASSOCIATION

 

 

1.      DEFINTIONS

 

“Association” means The Hamilton School Association.

 

“Association Team” means those individual Members who volunteer to be part of the Association team in accordance with Clause 3 below.

 

“Member(s)” means every parent, guardian or principal carer of a child attending the School as recorded in the School’s records (including the Early Years).

 

“School” means The Hamilton School (including the Early Years).

 

 

2.      AIMS AND OBJECTIVES

 

The aims and objectives of the Association are principally to promote and foster good relations between Members; Members and staff of the School; and Members and the School. PROVIDED ALWAYS that the Association shall not in any way interfere with the management and running of the School, which is acknowledged to be the remit of the Principal of the School.

 

 

3.      THE ASSOCIATION TEAM

 

3.1 The Association will be managed by a team of individual Members. At the start of every new School year, the School will invite all Members who wish to be part of the Association Team to volunteer and confirm their intention to be part of the Association Team to the School. These Members will form the Association Team. A meeting will then be arranged at which the Association Team will agree the roles they will play in the Association Team as set out in 3.3 below.

3.2 The appointment to the Association Team shall impose no compulsory duties or liabilities on the Association Team, other than as set out in Clause 5 below.

 

3.3 The Association Team will be composed of:-

 

1. The Chairperson;

2. The Treasurer;

3. The Secretary;

4. 10 or more ordinary team members. For the avoidance of doubt, whilst it is intended that 10 is the minimum number of ordinary team members, it is accepted that there may not be that many Members prepared to be part of the Association Team, and therefore there may be less than 10 ordinary team members.

 

It is intended that the Association Team should represent all the departments of the School.

 

 

4.      MEETINGS

 

4.1 The Association Team will formally meet at least once a month throughout the year.

 

4.2 The dates for each formal meeting of the Association Team will be agreed between the Association Team and the School, and advance notice of the formal meeting will be provided to the Members.

 

4.3 Members are welcome to attend and participate in all formal meetings.

 

4.4 Minutes of every formal meeting will be taken and distributed amongst the Members.

 

4.5 It is acknowledged that it may be necessary for informal meetings of the Association Team to be arranged (for example, when organising specific events). No formal notice of these informal meetings is required to be given to the Members, nor is it required that minutes of informal meetings are kept.

 

4.6 No meeting will take place (formal or informal) without at least 1 School liaison member of staff to act on behalf of and represent the School.

  

 

5. BANK ACCOUNT

 

5.1 The Treasurer along with 3 other Association Team members will be appointed as responsible for the management of the Association’s bank account and will have signing authority on behalf of the Association. All withdrawals of monies from the Association’s bank account will require the signature of 2 of these 4 Association Team members.

 

5.2 The Treasurer will be responsible for maintaining details of the incomes and expenditures of the bank account and shall report to the Association Team on this at every formal meeting.

 

5.3 The Association Team will be responsible for agreeing how the Association’s funds should be spent throughout the year.

 

5.4 No Member will be entitled to authorise expenditure on behalf of the Association without the prior authorisation of the Association Team.

 

 

6. PERSONAL INFORMATION

 

6.1 All Association Team members will be deemed to have consented to the disclosure to the Members of their name; the name of their child and the School department that their child attends, unless they have otherwise informed the School in writing.

 

6.2 All Association Team members will be deemed to have consented to the disclosure of their email address to all of the Association Team members, unless they have otherwise informed the School in writing.

 

6.2 All Members attending formal meetings are deemed to have consented to the disclosure to the Members of their name; the name of child and the School department that their child attends, unless they have otherwise informed the School in writing.

 

7. DISSOLUTION AND REVIEW

 

7.1 Both the Association and the School will ensure that the terms of this constitution are maintained and reviewed.

 

7.2 Notwithstanding the terms of this constitution, the School will be entitled to dissolve the Association with immediate effect, at any time.