Revised May 2, 2017

ARTICLE – 1 – NAME

The name of this organization shall be Humberside Montessori School Parents’ Association (PA).

ARTICLE – 2 – MISSION STATEMENT

The Humberside Montessori Parents’ Association (PA) is an inclusive organization which shall further the interest of all children at the school by providing inspiration, encouragement and support of their education in a manner consistent with Montessori philosophy and curriculum.

The PA will maintain an open and collaborative exchange of ideas, liaise with the School Administration, support and provide a voice for parents and guardians, and work to build a strong community within the school.

ARTICLE – 3 – MEMBERSHIP

All parents or guardians of children attending Humberside Montessori School are PA members and are eligible to vote at meetings. No proxies will be permitted.

ARTICLE – 4 – EXECUTIVE

  1. The Executive shall consist of the Principal, Past Chair and the following elected officers: 2 Co-Chairs, Treasurer, Secretary, Communications Coordinator, and Multimedia Coordinator, Fundraising coordinator, and up to three Executive Members at Large.
  2. No individual may hold more than one position on the Executive.
    The Principal has the right to remove any member of the Executive at his sole discretion.

ARTICLE – 5 – LEVEL REPRESENTATIVES

There will be proportional representation for the different levels of students in the school. The current level representation will be as follows: 5 Level Representatives (2 Casa, 1 Lower Elementary, 1 Upper Elementary, and 1 Adolescent).

ARTICLE – 6 – GENERAL RESPONSIBILITIES OF THE PA EXECUTIVE

The general duties of Executive members are:

  1. To fulfill the mission of the PA;
  2. To regularly attend PA meetings;
  3. To provide overall governance, leadership and strategy for all PA programs and initiatives;
  4. To discuss and coordinate upcoming PA activities and expenditures;
  5. To ensure that any PA vacancies arising prior to the AGM are filled in accordance with these Terms of Reference.

ARTICLE – 7 – SPECIFIC DUTIES OF PA EXECUTIVE AND LEVEL REPRESENTATIVES

See Appendix A

ARTICLE – 8 – ELECTION OF EXECUTIVE AND LEVEL REPRESENTATIVES

1. CANDIDATES/ELECTION

  1. A call for candidates for the election of the Executive and Level Representatives will be
    presented no less than ten school days prior to the Annual General Meeting (AGM).
  2. Interested candidates must submit their Declaration of Intent five school days prior to the AGM. These names must be posted a minimum of two school days prior to the AGM.
  3. No one may nominate another person. Interested individuals must nominate themselves.

The current PA Co-Chairs will present the nominees for election at the AGM and will preside over the elections.

  1. The candidates for Co-Chairs must be actively involved members of the PA.
  2. Election of the Executive shall be by a majority vote of the members of the PA present at the AGM. If no majority is found on the first vote, the candidate having the fewest votes is removed from the field and the vote is repeated until a majority is found.

Election of Level Representatives shall be by a majority vote of members of the Executive plus the members of the PA present whose children are in the corresponding level. If no majority is found on the first vote, the candidate having the fewest votes is removed from the field and the vote is repeated until a majority is found.

2. TERMS of OFFICE

  1. All members of the Executive and Level Representatives shall serve for one year.
  2. There are no term limits.

3. VACANCIES

Notwithstanding Article 4 (b) in the event of a vacancy on the Executive or the Level Representatives the Executive shall call for a volunteer from among the PA members at least five school days before designating, by majority vote, an interim appointee.

ARTICLE – 9 – MEETINGS

1. ANNUAL GENERAL MEETING (AGM)

  1. An Annual General Meeting (AGM) of the PA shall be held in June of each year. b. The purposes of the AGM shall be:
    1. To present the year–end report;
    2. To elect the Executive and Level Representatives;
    3. To discuss any other PA business.

2. GENERAL MEETINGS

The Purpose of the General Meetings is to provide a forum for all members of the PA to meet and discuss PA related business, hear updates on activities and initiatives and make decisions.

  1. In addition to the AGM, there shall be a minimum of seven PA meetings held each school year in September, October, November, January, February, April and May.
  2. Items should be given to the Executive at least five school days prior to the General Meeting in order to be included on the Agenda.
  3. The Agenda for the General Meeting will also include a Financial Report, active Sub-Committee reports and new PA business.

3. VOTING – GENERAL RULES FOR ALL MEETINGS

  1. All PA members are permitted to vote.
  2. Voting is by a show of hands.
  3. Proxies are not permitted.
  4. The result of the vote shall be recorded in the minutes of the meeting.
  5. Decisions shall be by a simple majority.

4. EXECUTIVE MEETINGS

The purpose of Executive Meetings is to provide opportunities for the Executive to:

  1. Build a strong and cohesive Executive for the PA
  2. Provide orientation and information to new Executive members
  3. Refine ideas and draft plans for discussion and approval at the General Meetings
  4. Provide feedback and direction to the co-Chairs and other Executive members
  5. Discuss potential new initiatives with the Principal prior to General Meetings

There will be a minimum of 3 Executive Meetings each Year:

  1. one prior to the first PA meeting to orient new members
  2. one prior to April meeting to discuss and refine any proposed changes to the Rules of Order prior to public posting
  3. one or more additional meetings as needed (may be in person or virtual)

ARTICLE – 10 – THE PA YEAR

The year of the PA shall be from July 1st to June 30th.

ARTICLE – 11 – SIGNING AUTHORITY

  1. All decisions relating to PA commitments and expenditures in excess of $1000 require Executive approval.
  2. The Co-Chairs, Treasurer, and Principal are signing authorities on the PA Bank Account and a minimum of two of these are required to sign all cheques.
  3. Signing authorities will not co-sign cheques made payable to themselves.

ARTICLE – 12 – COMMENCEMENT

These Rules of Order shall come into force and effect immediately upon having been approved by majority vote of those in attendance at the May 2nd, 2017 PA meeting.

APPENDIX “A”

DUTIES OF EXECUTIVE & LEVEL REPRESENTATIVES

Co-Chairs

  • Liaise with Principal and Staff.
  • Act as PA Spokespersons and preside over AGM, Executive Meetings and General Meetings.
  • Oversee creation and distribution of broadcast communication to parents.
  • With Executive, determine and communicate PA initiatives.
  • Draft year-end report with input from Executive, Level Reps, and Event/Initiative coordinators.
  • Oversee sub-committees for PA events and fundraising.
  • Support the goals and work of the PA in general.

Treasurer

  • With Executive develops an operating budget and ensures accurate financial records are consistently maintained, including cash flow, expense tracking and forecasting.
  • Provides financial updates at meetings and timely reporting outside of PA meetings if needed.
  • Provides Annual Financial Statement and estimates to year-end for Final report and presents at AGM.
  • Maintains accurate records of all financial transactions in accordance with standard bookkeeping procedures and practices.
  • Ensures that financial papers and records are accessible to the Executive at all times and secured in the designated secure location.
  • Completes Final Financial Statement before end of term.
  • Presents Final Financial Statement from previous year, and Opening Statement at the September PA meeting.
  • Provides cash float for events whenever necessary.
  • Other financial duties as required.
  • Supports the goals and work of the PA in general.

Secretary

  • Records the minutes for all PA meetings.
  • Maintains records of the PA meetings and ensures effective management of PA records.
  • Ensures minutes are distributed to members within five school days after each meeting.
  • Drafts meeting agendas from past minutes, calendar of upcoming events, and consultation with co-Chairs.
  • Posts draft agenda 5 school days prior to meeting with a call for additional PA related agenda.
  • Posts final agenda for meeting 1 day prior to meeting.
  • Supports the goals and work of the PA in general.

Communications Coordinator

  • Works with PA and Executive to develop a communication plan corresponding to the year’s activities
  • Recommends appropriate media to meet PA communication goals and objectives
  • Responsible for the timely implementation of the communication plan
  • Drafts or edits all PA communications materials to ensure consistency with PA message and role
  • Advises PA on issues and concerns related to security and privacy of information
  • Provides final draft of communications to Co-Chairs for approval, posting, and circulation
  • Supports the goals and work of the PA in general.

Multimedia Coordinator

  • Works closely with Communications Specialist to ensure timely implementation of communication plan
  • Coordinates submissions for PA newsletter and communiqués regarding PA events
  • Following the communication plan designs and develops multimedia communications from approved content.
  • Ensures that the website, print and other relevant media are timely, appropriate, and effective and conform to privacy and security policies.
  • Supports the goals and work of the PA in general.

Fundraising Coordinator

  • Works with PA & Executive to develop a Fundraising plan corresponding to the year’s fundraising needs and any designated special projects
  • Recommends fundraising activities to meet the goals and objectives and presents to PA for input and approval
  • Responsible for the timely implementation of the fundraising plan
  • Works with the Communication Coordinator to communicate fundraising opportunities and needs
  • Provides final draft of fundraising communications to co-chairs for approval, posting, & circulation
  • Supports the goals and work of the PA in general

Executive Members at Large

  • Actively participates in event planning and/or fundraising activities and/or special projects
  • Supports the goals and work of the PA in general

Level Representatives

  • Attends events appropriate to their level of representation, including but not limited to PA sponsored events, school sponsored events, and workshops.
  • Liaises between the parents of their level of representation and the PA Executive.
  • Acts as a welcoming committee to new parents throughout the year, especially but not limited to September and January-start families.
  • Supports the goals and work of the PA in general.

Past Chair

  • Appointed if the immediate Past Chair has child still attending HMS and is able/willing to serve.
  • Acts as a non-voting member of the Executive and serves in an advisory capacity to the Co-Chairs as needed.
  • Is a regular voting member of the PA at General Meetings and AGM.