Parent Teacher Association Policy

1. Introduction

The Parents Teachers Association (PTA) of St. Joseph Integrated Secondary School is established as a partnership between parents/guardians and the school to promote the welfare and educational advancement of all students. This policy outlines the structure, roles, responsibilities, and operational guidelines of the PTA in alignment with the school's vision of "Transformation of society and humanity by producing citizens who are grounded in the truth and rooted in Catholic values with a spirit of service and respect for others."

2. Purpose and Objectives

2.1 Purpose

The PTA serves as a bridge between the home and school, fostering collaborative relationships that support the holistic development of students in accordance with the school's five foundational pillars.

2.2 Objectives

• To promote the welfare of students at St. Joseph Integrated Secondary School
• To strengthen the partnership between parents/guardians and the school administration
• To support the school's mission of providing holistic (integrated) education
• To mobilize resources and support for school development projects
• To facilitate communication between parents and teachers
• To promote and uphold Catholic values and the school's ethos
• To support fundraising initiatives for school infrastructure and programs
• To provide a forum for addressing parental concerns and suggestions

3. Membership

3.1 Eligibility

All parents and legal guardians of students enrolled at St. Joseph Integrated Secondary School are automatically members of the PTA. Membership is effective upon the student's enrollment and continues throughout their time at the school.

3.2 Rights and Responsibilities

Members have the right to:

• Attend all general meetings
• Vote in elections and on matters requiring membership approval
• Stand for election to the PTA Committee
• Receive information about PTA activities and school matters
• Participate in PTA events and initiatives

Members have the responsibility to:

• Support the school's mission and values
• Attend PTA meetings whenever possible
• Contribute to PTA activities and fundraising efforts
• Work collaboratively with teachers and school administration
• Act in the best interests of all students

4. PTA Committee Structure

4.1 Composition

The PTA shall be governed by a Committee comprising elected office bearers and ex-officio members.

4.2 Executive Office Bearers

A. Chairperson

• Preside over all PTA meetings (General and Committee meetings)
• Provide leadership and direction to the PTA
• Serve as the primary liaison between the PTA and school administration
• Represent the PTA at school functions and external events
• Sign official PTA documents and correspondence
• Ensure the PTA operates in accordance with this policy
• Set meeting agendas in consultation with the Secretary
• Cast a deciding vote in case of a tie during Committee decisions

B. Vice Chairperson

• Assist the Chairperson in carrying out their duties
• Preside over meetings in the absence of the Chairperson
• Assume the duties of Chairperson if the position becomes vacant
• Coordinate specific projects as delegated by the Chairperson
• Support Committee members in their roles
• Serve as acting Chairperson when required

C. Secretary

• Maintain accurate records of all PTA meetings (minutes)
• Handle all PTA correspondence
• Issue notices for meetings with at least 14 days advance notice
• Maintain membership records and attendance registers
• Keep custody of all PTA documents and records
• Prepare meeting agendas in consultation with the Chairperson
• Circulate minutes within 7 days of meetings
• Maintain a register of Committee members and their contact information

D. Treasurer

• Maintain accurate financial records of all PTA funds
• Receive and receipt all money on behalf of the PTA
• Make payments as authorized by the Committee
• Present financial reports at all general meetings
• Prepare annual financial statements
• Ensure proper banking of all PTA funds
• Maintain a transparent accounting system
• Work with auditors for annual financial audits
• Present the annual budget for approval

4.3 Additional Committee Members

E. Organizing Secretary

• Coordinate and organize PTA events and activities
• Mobilize parents for meetings and school functions
• Coordinate fundraising activities
• Liaise with sub-committees on various projects
• Ensure effective communication among Committee members
• Assist in planning and executing PTA programs

F. Committee Members (4–6 members)

• Attend all Committee meetings
• Participate in PTA activities and projects
• Serve on sub-committees as assigned
• Represent specific forms/classes as designated
• Support the executive office bearers in their duties
• Contribute ideas and suggestions for PTA improvement
• Assist in mobilizing other parents for activities

4.4 Ex-Officio Members (Non-Voting)

A. School Headteacher

• Provide guidance on school policies and educational matters
• Facilitate communication between PTA and school administration
• Attend PTA meetings as an advisor
• Present school needs and priorities to the PTA
• Ensure PTA activities align with school objectives

B. School Manager

• Provide administrative support to the PTA
• Advise on operational and logistical matters
• Facilitate resource allocation for PTA activities
• Ensure compliance with school policies

C. Teacher Representative

• Represent teaching staff perspectives
• Facilitate communication between PTA and teachers
• Provide insights on academic and co-curricular matters
• Participate in planning joint activities

5. Election of Office Bearers

5.1 Eligibility to Stand for Election

• Must be a parent/legal guardian of a currently enrolled student
• Must be a member in good standing with the PTA
• Must be willing to serve for the full term
• Must be committed to the school's Catholic values and mission
• Should have no conflict of interest with the school

5.2 Election Procedure

• Elections shall be held annually at the Annual General Meeting (AGM)
• Nominations shall be called at least 21 days before the AGM
• Nominations must be submitted in writing with proposer and seconder signatures
• Nominees must provide written consent to their nomination
• If only one nomination is received for a position, that person is elected unopposed
• If multiple nominations are received, elections shall be by secret ballot
• Each member present at the AGM has one vote per position
• The candidate receiving the simple majority of votes cast shall be elected
• In case of a tie, a second ballot shall be conducted between tied candidates
• Election results shall be announced immediately and recorded in the minutes

5.3 Term of Office

Office bearers shall serve for a term of two (2) years and may be re-elected for one additional consecutive term. After serving two consecutive terms, a person must wait one year before being eligible for re-election to the same position.

5.4 Casual Vacancies

If a Committee member resigns or is unable to continue serving, the Committee may co-opt a member to fill the vacancy until the next AGM, at which time an election shall be held for the remainder of the term.

6. Meetings

6.1 Annual General Meeting (AGM)

• Shall be held once per year, preferably at the beginning of the school year
• Notice must be given at least 21 days in advance
• Agenda shall include: annual reports, financial statements, elections, and any special business
• Quorum: at least 30% of PTA members or 50 members, whichever is less
• All members have voting rights

6.2 General Meetings

• Shall be held at least once per term (minimum 3 per year)
• May be called by the Chairperson or upon written request by at least 20 members
• Notice must be given at least 14 days in advance
• Quorum: at least 25 members
• Purpose: discuss school matters, approve major expenditures, and address parental concerns

6.3 Committee Meetings

• Shall be held at least once per month during term time
• May be convened by the Chairperson as needed
• Notice must be given at least 7 days in advance
• Quorum: simple majority of Committee members
• Purpose: plan activities, review finances, address operational matters

6.4 Special Meetings

Special meetings may be called by the Chairperson or upon written request by at least one-third of the Committee members to address urgent matters. At least 7 days notice must be given stating the purpose of the special meeting.

7. Financial Management

7.1 Sources of Funds

• Membership fees (if applicable)
• Fundraising activities
• Donations and grants
• Income from PTA-organized events
• Other lawful sources approved by the Committee

7.2 Financial Controls

• All funds shall be deposited in a bank account opened in the name of the PTA
• The bank account shall require two signatories: Chairperson and Treasurer
• All payments above MWK 100,000 require Committee approval
• Proper receipts must be issued for all monies received
• Expenditure must be supported by receipts and invoices
• Financial records must be available for inspection by members
• An annual budget shall be prepared and approved at the AGM

7.3 Annual Audit

The PTA accounts shall be audited annually by an independent auditor appointed at the AGM. The audit report shall be presented at the following AGM.

8. Code of Conduct

All PTA Committee members and members shall:

• Uphold the Catholic values and mission of St. Joseph Integrated Secondary School
• Act with integrity, honesty, and transparency in all PTA matters
• Maintain confidentiality regarding sensitive school and student information
• Respect the dignity and rights of all students, parents, and staff
• Work collaboratively and avoid conflicts of interest
• Support decisions made democratically by the PTA
• Refrain from using PTA position for personal gain
• Promote a positive image of the school in the community
• Comply with the school's safeguarding policies

9. Removal from Office

A Committee member may be removed from office by a two-thirds majority vote at a General Meeting if they:

• Fail to attend three consecutive Committee meetings without valid reason
• Engage in conduct contrary to the school's values or this policy
• Breach confidentiality or act against the interests of the school
• Fail to fulfill their duties and responsibilities
• No longer have a child enrolled at the school

The member must be given 14 days written notice and an opportunity to respond before any vote.

10. Amendment of Policy

This policy may be amended by a two-thirds majority vote at an AGM or Special General Meeting, provided that:

• Proposed amendments are submitted in writing at least 21 days before the meeting
• The proposed amendments are circulated to all members with the meeting notice
• Any amendments must be consistent with the school's mission and values
• Amendments require endorsement by the School Director

11. Dispute Resolution

Any disputes or grievances arising from PTA activities shall be addressed through the following process:

1. Informal resolution through discussion between parties involved
2. Mediation by the Chairperson and/or Headteacher
3. Referral to the full Committee for resolution
4. If unresolved, referral to the School Director for final decision

12. Dissolution of the PTA

The PTA may be dissolved by a three-quarters majority vote at a Special General Meeting called specifically for this purpose. In the event of dissolution:

• All debts and liabilities shall be settled
• Remaining assets shall be transferred to the school for educational purposes
• The decision must be approved by the School Director
• Proper records of the dissolution shall be maintained

13. Policy Review

This policy shall be reviewed every three years or as circumstances require. The review shall be conducted by the PTA Committee in consultation with the school administration and presented to the AGM for approval.

14. Effective Date

This policy comes into effect upon approval by the School Director and ratification by the PTA membership at a General Meeting.

The source document includes signature blocks for School Director and PTA Chairperson approval without recording a completed date in the shared file.

St. Joseph Integrated Secondary School | Benga, Nkhotakota District. Email: stjosephsecondary.benga@mcspa.org