Gullane Primary and Nursery School

Parent/Carer Council

Constitution

Adopted 6 September 2007

Amended [insert date of AGM]

Gullane Primary and Nursery School Parent/Carer Council

Constitution

As adopted at the EGM held 6 September 2007

Aims and Objectives

1. The aims of Gullane Primary and Nursery School Parent/Carer Council (referred to in this

Constitution as the PCC) are:

To work in partnership with the school.

To promote and develop partnership between the school, pupils and all parents/carers.

To promote a welcoming ethos among all parents/carers, encouraging diversity and

equality within the school.

To develop and engage in activities which support the education and well-being of

pupils.

To promote and encourage the participation of parents/carers in these activities.

To identify and represent the views of parents/carers on the education provided by the

school and other matters affecting the well-being of pupils and to work with the

school to effect any changes deemed necessary.

To participate in the appointment procedures for Head Teacher and Depute Head

Teacher appointments.

To make representations to appropriate bodies or persons on any matters within its

aims and objectives.

Membership

2. Membership of the PCC is made up of parent/carer members and non-parent/carer members.

Parent/Carer members must have a child attending the school.

3. The membership will be a minimum of nine parent/carer members. The maximum size is

thirty, at least three quarters of which should be parent/carer members.

4. Parent/Carer members of the PCC will be chosen for a period of one year, after which they

may put themselves forward for re-selection if they wish up to a maximum of three years’

service for as long as they have children in the school or nursery.

5. The PCC will be made up of:

(a) two representatives from each year group (including each of the two nursery groups) who

will be parents/carers of children in those year groups. Where the year group is a

composite class it is preferred that each age group of children has parent/carer

representation; and

(b) one representative from each permanent sub-group set up or adopted by the PCC

6. In the event that the number of volunteers is greater than the number of places as stated in the

constitution, members of the PCC will be selected randomly by drawing names out of a hat.

Where the draw is for a composite class, a parent/carer will be drawn for each age group of

children unless all parents/carers putting themselves forward are from one age group.

Any vacancy in membership of the PCC will be filled by self-nomination from among the

relevant year group parents/carers or sub-group membership.

7. The Head Teacher is available to advise and support the PCC and will be invited to meetings.

If they cannot attend they may appoint a representative from among the teaching staff to

attend in their place.

8. Anyone not selected to be a member of the PCC may be offered the opportunity to be part of

a sub-group set up by the PCC.

9. The PCC may co-opt up to five members to assist with carrying out its functions.

At least three quarters of the PCC will be members of the Parent/Carer Forum.

10. Co-opted members may include representation from teaching and support staff at the school

(on a voluntary basis only) , local councillors, pupils, community leaders and others.

11. Co-opted members will serve for a period of one year, after which time the PCC will review

and consider requirements for co-opted membership.

12. The PCC may choose to set up sub-groups or adopt existing groups as sub-groups:

(a) Permanent sub-groups such as Fundraising and School Grounds will have a permanent

member on the PCC nominated for one year and serving in addition to the class

representatives;

(b) Short-life sub-groups may be established from time to time by the PCC. A member of

the PCC will serve on each short-life sub-group and report back to the PCC on activities.

Short-life sub-groups will last as long as required to carry out their tasks. Membership

should be reviewed annually.

Termination of Membership

13. Should a member of the PCC act in a way that is considered by other members of the PCC, to

undermine its objectives, their membership of the PCC shall be terminated if the majority of

the members agree. Termination of membership would be confirmed in writing to the

member within ten working days of the decision being taken.

Office Bearers

14. The Chair and other office bearers, (Vice-chair, Treasurer) will be agreed by the members of

the PCC immediately following its formation. Office bearers will be re-selected by the PCC

on an annual basis.

15. The Chair of the PCC will be a parent/carer of a child attending Gullane Primary and Nursery

School. If the child ceases to be a pupil, a new Chair will be agreed at the next meeting of the

PCC.

16. The PCC will appoint a person to be Clerk and who may, unless s/he is a member of the PCC

be paid for his/her services. The Clerk will be responsible for preparing the agenda and

minutes of all meetings and for collecting and distributing mail received by the PCC, and

such other duties as are necessary.

Meetings

17. If at least 5% of the members of the Parent/Carer Forum request an EGM to discuss issues

within the PCC remit, the PCC shall arrange this. They will give notice of the meeting to

members of the Parent/Carer Forum at least one week in advance of the meeting and, at the

same time, circulate notice of the matter or matters to be discussed at the meeting.

18. Copies of agendas and minutes of all meetings will be available to all parents/carers of

children at Gullane Primary and Nursery School and to all members of staff at the school.

Copies will be available from the Clerk to the PCC and from the school office as well as

being posted on the school website.

19. Meetings of the PCC shall be open to the public, unless the PCC is discussing an issue which

it considers should be dealt with on a confidential basis. In such circumstances, only

members of the PCC, the Head Teacher or his/her representative, and anyone specifically

invited to the meeting such as the Director of Education and Children’s Services, or his/her

representative, can attend.

Transparency/Accountability

20. The PCC is accountable to the Parent/Carer Forum of Gullane Primary and Nursery School

and will make a written report to it at least once each year, before the AGM, on its activities

on behalf of all the parents/carers.

21. The PCC will proactively engage with members of the Parent/Carer Forum and encourage

wider involvement in its aims and objectives by (among others):

(a) ensuring that details of meetings and agendas are readily available to all members of the

Parent/Carer Forum as set out in paragraph 17 above;

(b) encouraging members of the Parent/Carer Forum to contribute to debate in the PCC

meetings, either by attending themselves or by putting questions/issues through the class

or sub-group representatives;

(c) encouraging the participation of members of the Parent/Carer Forum in sub-groups or

school clubs to take advantage of their particular interests or expertise and to support

pupils in their areas of interest;

(d) regularly communicating with members of the Parent/Carer Forum about its activities

through the Head Teacher’s regular newsletters, direct correspondence through the blue

bags, items on the school website and/or any other effective means;

Quorum

22. The quorum of the PCC shall be not less than 40% of its members and proceedings shall not

be invalidated by any vacancy in the membership.

Annual General Meeting

23. The AGM will be held in August of each year to ensure that representation reflects that year’s

composite class structure. Notice of the meeting including date, time and place, will be sent

to all members of the Parent/Carer Forum at least two weeks in advance. The meeting will

consider:

a. A report on the work of the PCC and its sub groups.

b. Selection of the new PCC.

c. Discussion of issues that members of the Parent/Carer Forum may wish to raise.

d. Approval of accounts and appointment of auditor.

24. The PCC will meet at least once in every school term.

Voting

25. Should a vote be necessary to make a decision, each parent/carer member at the meeting will

have one vote, with the Chair having a casting vote in the event of a tie.

26. Any two members of the PCC can request that an additional meeting be held, and all

members of the PCC will be given at least one week’s notice of the date, time and place of

the meeting.

Finance

27. The Treasurer will open a bank or building society account in the name of Gullane Primary

and Nursery School Parent/Carer Council for all PCC funds. Withdrawals will require the

signature of the Treasurer and at least one other member.

28. The Treasurer will keep an accurate record of all income and expenditure, and will provide a

summary of this for each PCC meeting. The books shall be brought to balance six weeks

before the AGM and the accounts shall be audited by an auditor appointed at the previous

AGM. The Treasurer will present a full account for the AGM.

29. The PCC shall be responsible for ensuring that all monies are used in accordance with the

objectives of the PCC.

30. Funds raised by the PCC or any sub-group will be allocated following discussion at a PCC

meeting, bearing in mind the needs and priorities of the School and Nursery. Where the PCC

agrees priorities for fund-raising in advance, the funds raised should be used for that specific

purpose.

Amendments

31. Changes or additions to the constitution must be made at an AGM or an EGM called for the

purpose. The proposed change shall be specified in the notice calling the meeting and be

approved by not less than 50% of those attending the AGM/EGM.

32. Copies of the amended constitution will be lodged with the Education Authority and Head

Teacher.

Dissolution

33. Should the PCC cease to exist, any remaining funds will be passed to the Education Authority

to be used for the benefit of the school. If the school is amalgamating, the funds will be

passed to the school or schools which pupils will attend.

Signed:

(Chair)

Date: 6 September 2007