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CONSTITUTIONS MADE EASY 

Some Helpful Hints for PTAs and Parent Councils

Updated: June 2007

Many parents bring problems to us concerning constitutions.   The constitution may be lost, considered irrelevant, have become out-of-date or unhelpful. A good constitution should fall into none of these categories.

The main function of a constitution is simply to describe your organisation and how it will carry out its objectives.

To be useful, a constitution should be as simple as possible and cover the things that matter to your own organisation.

Whilst an agreed statement of objectives may normally be enough, as most people are reasonably fair-minded and will work with others in a spirit of give and take, a well- written constitution can be very useful, particularly for a new committee.

The main benefits are that it will

• ensure that the organisation runs smoothly regardless of changes in the committee
• provide a framework for settling any serious disagreements
• make sure that the finances are looked after properly
• provide continuity

The constitution should not make it more difficult for the PTA or Parent Council to work.   For example, it should not limit topics for discussion or types of activity whether fundraising events or other meetings.

Some of the important things that should be covered are:-

• name:  not usually too difficult to decide on!
• the aims and objectives:  this can be simply that the organisation exists to support the school and improve home-school links
• who the members are:  With the PTA, this is usually all parents and teachers at the school.    The PTA committee runs the PTA on behalf of the members.    With Parent Councils, the members are the members of the council, but, like the PTA, they are responsible to all the parents in the school – the Parent Forum – for what they do.   The Parent Council is essentially the business committee of the Parent Forum.
• how the committee is elected including the number of people who should serve.   It is better to give a range between say 4 and 15 so that you can always form a committee
• how nominations for office-bearers are made and the election arrangements
• voting procedures
• the need for an annual audit and financial report
• how often the committee should report to parents i.e. at least once a year at the AGM
• arrangements for calling general meetings to discuss formal PTA/Parent Council affairs (obviously there are no formal procedures for calling ordinary parents’ meetings arranged by the PTA/Parent Council as part of the programme of activities)
• how the constitution can be changed
• winding up procedures if the PTA or Parent Council ceases to exist.   Most crucially this means what happens to any remaining funds.

If issues like these are covered, and the constitution is readily available, difficulties can often be dealt with speedily and without causing bad feeling.

We have “Model Constitution” leaflets which give simple, straightforward examples for most PTAs and/or Parent Councils.   Where there are opportunities to adapt it to suit individual needs, these are clearly indicated in the text along with a brief explanation of different options.   It is important that your own circumstances are reflected in your constitution.

A few organisations have charitable status.   If your organisation wants to consider acquiring charitable status, it needs to apply to the Office of the Scottish Charity Regulator, (OSCR) .   The wording of the objects clause is extremely important if your organisation is to fulfil the regulations set by OSCR.   Each case is considered on its own merits so we cannot guarantee that charitable status will be given to a PTA just by following our advice.

Standing Orders
There are, of course, other procedures that you might want to have laid down to ensure the smooth running of the organisation.   These can be in the form of standing orders which can be changed when necessary.   The following topics could be covered in this way.

Committees

You could specify what constitutes a proper committee meeting, how often they take place, who takes the minutes and how decisions should be taken.

Finances

You could lay down procedures for counting and holding money.   For example, you could specify the good practice of having two committee members involved in counting money.

Banking arrangements could be detailed i.e. where the bank account is to be held, and the need for two signatures on cheques but more for than two people entitled to sign

It is also helpful to spell out how decisions should be made on how to spend any money raised.

Other leaflets available

• What is a PTA?
• What is Parent Council?
• A Model Constitution (PTAs)
• A Model Constitution (Parent Councils)
• Charities, Constitutions & Confusion
• Money matters
• The Qualifications Mystery Tour!
• Advice on Disclosure Checks

ABOUT S.P.T.C.

You may be interested to know that our membership insurance scheme covers:

• Public Liability
• Personal Accident
• Fidelity Guarantee
• Employer's Liability
• All-Risks for equipment purchased for the school
• Short-term all-risks insurance for special events.