Regulations and Rules of Operation of the Parents Association (“PA”) of the European School in Mol
MASTER DOCUMENT May 2009
This is the English text of the Dutch equivalent “Huishoudelijk Reglement van de Oudervereniging van de Europese School te Mol” which, in the case of conflict, is the authoritative source of information.
Meetings of the PA Management Board:
The PA Management Board (henceforth: “Board”) meets at regular times - usually at least once every month- on the place, day and hour as mentioned in the notice of meeting – by letter or email - , the notice also attaching the agenda. Extraordinary Board meetings can be called, provided that all Board members are being called, by the chairman/chairwoman (henceforth “chairperson”)or another Board member.
§ 2 Agenda:
The agenda is compiled by the general secretary in consultation with the chairperson. Board members can put forward points for the agenda until two days before the meeting. The Board may only discuss issues that are mentioned on the agenda. In case of urgency, agenda points may be added at the start of the meeting provided that at least two thirds of those members present at the meeting agree.
The notice of meeting – by letter or e-mail - comprising the proposed agenda and the updated imminent calendar dates of the current working year, should be with the Board members at least 24 hours before the meeting.
§ 3 Voting and decision making:
A decision of the Board is only valid if at least half of the Board members are present. In cases of voting, more than half of the votes are required for a proposed decision.
Each Board member is entitled to one vote.
An absent Board member can delegate his/her vote to another Board member.
§ 4 Reporting and minutes:
A report of the meeting is drawn up by the minutes secretary. The minutes must reach all Board members at least one week before the next Board meeting. Each Board member is –at the start of the meeting- entitled to comment on the minutes of the previous meeting. If there is consensus about the comments the chairperson has a duty to make an amendment note to the minutes to be included in the next meeting report.
The approved (working group) reports and minutes of the Board meetings are to be signed by the chairperson and the general secretary and kept safe in a register in the PA office, as well as in ContactOffice (virtual office/digital office).
§ 5 Absenteeism:
A Board member who cannot attend a Board meeting has a duty to excuse himself/herself, if necessary verbally to those Board members whom he/she is able to contact. An absent Board member can delegate his/her vote to another Board member.
Duties of the members of the PA Board
§ 1 General:
Each Board member has a duty to make a positive contribution to the Parents Association, in the field of administration/management, organisation or education. It is a duty of each Board member to present issues that are deemed to require attention to the Board meetings to be discussed there and then. A Board member is bound to confidentiality towards third parties and also towards other PA members. This relates to both the contents and the events of Board meetings and to any information that he/she may learn as a result from his/her role. The Board members have a duty to ensure –with the utmost care and regardless of standing, position or profession- the correct application and upholding of all the rules as stipulated in the Statues and these Regulations. Each Board member has a duty to report any deviation of those rules in the next Board meeting.
A task and responsibility of a Board member can temporarily be taken over by another Board member or an associate Board member. In extraordinary cases a task or responsibility can be temporarily taken over by a member outside the Board or an ‘external’ third party. In such a case the chairperson has the direct responsibility for the task within the Board to which he/she is accountable. Associate Board members can also be appointed to give support to the Board in general and/or to execute a specific task.
§ 2 Direction:
The PA Board is ultimately responsible and unbiased, heads and manages the Parents Association, takes measures and decisions, and judges and issues regulations. Equally it has an executive role in cases not foreseen by the Statues or the Regulations. The Board can establish working groups who take on a particular part of the activities undertaken by the PA. Each working group reports regularly to the Board –in principle at least once a month- by a member acting as the group’s secretary.
Specific and defined tasks (e.g. Daycare and Afterschool activities) may partly be carried out by third parties, by means of a free lance contract . The persons involved in carrying out the tasks, should assist part of the Board meetings if deemed appropriate by the Board. Involved PA members may be appointed associate Board members.
Also the Board may involve outside parties as advisors to working groups or to the Association in general.
Board members, associate Board members and members of working groups are only discharged from their responsibilities after completing their tasks or ensuring the smooth transfer of their tasks to another person. If there is no clear agreement about the manner in which such succession/transfer has taken place, then the joint opinion of the Board is decisive and those involved are obliged to co-operate with it. This will not necessarily apply if a situation arises beyond the individual’s control which makes it impossible to carry through.
a) is the first representative of the PA towards third parties
b) directs the Board meetings and the General Assembly
c) guards over the strict outworking of the Statues and the Regulations
d) ensures that the Board makes a strategic plan before the start of each working year
e) ensures that the decisions of the Board and the General Assembly are carried out
f) keeps in touch with all working groups of the Association
g) is the legal signatory except in cases where the general secretary’s or treasurer’s signature is also required.
§2.2 Vice chairperson:
The vice chairperson replaces the chairperson when the latter is absent.
§ 2.3 General Secretary:
a) The general secretary receives all correspondence - i.e. letters or emails- of an official nature and replies to those as appropriate
b) Informs any Board member concerned about any correspondence, facts and notices that reach the secretary and does so without delay
c) Calls Board members, the committee of appeal (this is a group to be formed ‘ad hoc’ whose task it is to rmediate in case of conflicts )and the General Assembly at the days, times and places as fixed by the Board
d) Compiles the agenda for all Board meetings and for the General Assembly
e) Ensures the taking down of minutes of all Board meetings and the General Assembly and keeps these minutes, undersigned by himself/herself and the chairperson, in a register. He/she may appoint another Board member as the minutes secretary to this end.
f) Lodges the ‘minutes’ in a register after signing by himself/herself and the chairperson and places them on ContactOffice as well
g) Delivers the minutes to the Board members, at least one week before the next meeting
h) Ensures that the list and ‘register’ of active PA members is complete, making updates in agreement with the legal regulations (Belgian VZW -Vereniging zonder Winstoogmerk- or Non Profitmaking Organisation, NPO)
i) Passes on information about new volunteers to VZW without delay; such in relation to e.g. insurance purposes
j) Should be informed immediately about accidents and compensation claims that occur within the association; and deals with the necessary follow-up of the relevant files
k) Lodges a copy of the current PA members register and the approved annual account of the past working year with the griffie of the Rechtbank van Koophandel within a month of the general assembly
l) reports any amendment in the statutes, the member register or the composition of the Board to the griffie van de Rechtbank van Koophandel within a month of the amendement having taken place.
m) is the legal signatory for the Parents’ Association unless a signature of the chairperson, the treasurer or another Board member is also required.
§ 2.4 Treasurer:
a) Accurately maintains double entry bookkeeping records in accordance (according to principles described by Royal Decree dated the 26th of June 2003) recording income and expenditure documented by the relevant supporting documents.
b) Reports on the financial state of affairs during every Board meeting
c) Is charged with the preparation of the annual accounts (= a document that summarises income and expenditure of the last year, supported by the relevant documentation) and the budget (= an estimate of the income and expenditure for the coming financial year) and presents both to the members of the annual general assembly after prior approval by the Board.
d) Prepares the Association’s annual tax returns and submits this to the relevant authority in a timely fashion.
e) Is charged in conjunction with the working parties with the timely settlement of accounts which have become due as a result of the Association’s operation and the decisions of the board.
f) Checks and supervises the financial operation of the working groups that have been approved by the Board, is joint-signatory with the chairperson and assistant-treasurer on all of the Association’s (bank)accounts and bears the final responsibility for financial affairs to the general assembly.
g) Is authorised to be co-applicant with Transport, Day care and Afterschool Activities to issue invoices on behalf of the Association.
h) Is prohibited from incurring expenses or making donations that have not been approved by the Board
i) Is the legal signatory except in cases where the chairperson’s or the secretary’s signature is also required.
3. Tasks and responsibilities of the Working Groups
§ 3.1 General
a) Working groups report regularly, in every Board meeting or , if this is not possible due to absenteeism, by written or email reports, about the status and the outlook of their activities
b) Groups file all key documents such as status reports and participants lists; in lever arches in the PA office and on ContactOffice for quick reference by all Board members
c) All groups are responsible for handling their financial affairs and liaise regularly with the treasurer for consolidation. For payments to third parties, the protocol of signatories should be followed as established by the Board
d) Groups may use outside advisors or helpers. If costs are involved, proposals need the Board’s formal approval.
§3.2 Canteen committee
a) This working group is responsible for the management of the canteen.
b) The canteen committee is a joint working group which consists of members of the school management, the canteen, academic staff, the Parents Association and pupils of the secondary school.
c) According to the statutes of the canteen committee, the Parents Association is entitled to three seats on the canteen board. The Parents Association is also President of this Committee, and in case of differences the President’s vote can be decisive.
d) The Canteen Committee meets at least four times per year.
e) The canteen committee reports to the daily management of the school.
§3.3 Education Councils for primary and secondary schools
a) There is one Board member responsible per language section for each of the Primary and Secondary school’s Education Councils (EC, also known as Pedagogical Committee or Teaching Committee)
b) There is also one Board member responsible per language section for the joint council (Mixed Education Council), for both school divisions together
c) One ensures that issues raised by class representatives are collected at class representatives’ meetings and that agenda items as raised by the Board are also collected
d) Passes on agenda items to the relevant coordinator(s) in both the primary and secondary schools.
e) Reports back on meetings and decisions made by the Education Councils, both to the Board as well as to the class representatives
f) The coordinators for the different language sections can meet with inspectors for the different subjects within their language section
§3.4 Interparents (IP)
a) The members of this working group attend IP meetings and working groups of IP
b) Participate in discussions with IP via e-mail and the Yahoo Group
c) Report regularly to the Board on (recent ) IP meetings and on developments deemed relevant to IP and/or ES Mol
d) Register and update information in relation to Interparents, ensuring that all documents are accessible to Board members
e) File approved annual reports of IP in PA office and on ContactOffice (older files in Archive on Interparents website).
§3.5 Health and Safety
a) The working group has at least 2 members.
b) Represents the ParentsAssociation in the School’s Working Group on Health & Safety
c) Presents proposals from the Board relating to Health and Safety to the School’s Working Group. This includes proposals related to the School’s car parks and road safety on the School grounds
d) Assists in the formulation of the School’s policies, rules and campaigns (e.g. “anti bullying policy”, smoking ban)
e) ‘Monitors’ H&S issues as experienced and/or reported by pupils and parents
f) Reports back to the Board and Class reps about c), d) and e).
a) The Working Group consists of several members.
b) Prepares the bus regulations and provides this to users and parents
c) Liaises with users of the bus service and their parents.
d) Follows up applications from (prospective) bus users.
e) Prepares invoices and provides invoices to the relevant families in a timely fashion
f) Follows up outstanding non-payments and sends out reminders in case of non-payment
g) Regularly provides a Financial report to the Board
h) Surveys “customer satisfaction” by providing pupils and their parents with questionnaires. The Working Group evaluates the results of such surveys
i) All key documents are filed on Contactoffice
j) The treasurer is given a transport ‘users’ list every month
§3.7 After school day care (Garderie)
a) Each child is enrolled each term through the use of an application form
b) Check of the application forms, also for use on the PA website
c) Compilation and monthly modification of the attendance register after comparison with after school activities
d) Answering questions/liaise with parents
e) Preparation of invoices, creditnotes and reminders in conjunction with the Treasurer
f) Every term: checks which children have made use of day care and prepare the necessary invoices.
g) Prepares tax notes (Fiskale attesten) for parents with the Treasurer
h) Ensures that there are enough volunteers / supervisors who speak at least three languages (at least 1 supervisor per 12 children)
i) Ensures good co-operation between the volunteers and the Daycare manageress/supervisor in charge and make job descritions for both
j) Volunteers get a small renumeration in accordance with statutory stipulations. Every volunteer signs a document every week, to confirm the number of hours. He/she is paid monthly
k) Prepares a rota of volunteers for the ‘small’ and ‘large’ daycare
l) Whenever necessary: have volunteers sort out/clean and dispose of old/broken/worn toys
m) Regularly liaises with the Day care manageress in charge
n) Reports any problems and suggestions, and discusses possible investment proposals with the Board
- o) Liaises with management of Primary school about the care and activities being offered; informs them about register lists per activity and term.
§3.8 After school activities
a) This Working Group organises a variety of extracurricular activities for pupils such as multisports, music/piano and art & craft, on Mondays and Fridays afternoons.
b) Appoints suitably qualified supervisors, sets the renumeration of these supervisors in accordance to the individual’s status (volunteer or free-lance associate)
c) Distributes an application form for the various activities (if possible via pupils) in a timely fashion, before the start of every term.
d) Members of the working group are present to ensure the smooth running of the activities and to assist pupils in finding their way.
e) Keep attendance records in conjunction with Day care registers kept by day care manageress in charge (Mrs S. Wagemans)
f) Preparation of invoices or reminders in conjunction with the Treasurer and following up outstanding non-payments
g) Liaises with the Board on investments/prepares investment proposals
a) The members of this Working Group organise the communication of the PA to third parties, especially parents and the School. They:
b) Prepare/write/edit general announcements of the PA
c) Publish a PA Newsletter at least once a term
d) Keep materials such as posters, leaflets and notice boards up-to-date
e) Inform the Board about announcements made by the School in relation to pupils, parents and the Parents’ Association
f) Look after the PA website, keeping it up-to-date (See also § 3.10 Webmaster)
g) Organise events such as coffee mornings, information evenings and the annual party, to bring the parents together
h) Contribute to Vademecum (jointly with the School) and the School’s Yearbook
i) Keep an up-to-date information stand for presenting the Parents’ Association.
§ 3.10 Webmaster
a) The webmaster is a member of the Communications working group
b) The Board decides what items/menu options should be included in the website.
c) The webmaster centralises all the information which can be published to members and non-members, and publishes this information.
d) The suppliers (Board members) of the web information (content) are responsible for the supplied content being correct
e) The website and the newsletter are means of communication. Everyone who holds a function within the PA has a duty to supply the webmaster with information.
f) Unless they are part of ‘current items’ on the website, announcements for members are first presented to the Board to pre-inform the Board.
§3.11 Database coordinator
a) Enters and maintains the PA’s data files based upon the data files as supplied by the School’s secretaries, comprising the names and email addresses of the children (per class), the parents and theClass Reps
b) Adjusts the datafiles sub a) upon receipt of amendments from the School or the parents
c) Uploads the files onto ContactOffice so that all Board members can access the data anytime
d) Compiles and updates the database concerning registration and payments /subscriptions for transportation, daycare and afterschool activities
e) Keeps receipt register for payments of PA membership fees together with treasurer ??
f) Keeps a register of parents volunteering to help the PA, on a regular or on an occasional basis.
g) Prints off labels, lists etc. according to the needs
a) The members of this working group decide about a date for the annual party of the PA in consultation with the school management (the party coinciding with the school’s annual Open Day); they also help with other PA events
b) Proposes a theme for the party
c) Puts together a menu in consultation with Mr Jan Ferleu, Chef of the Canteen, including the choice of drinks and the wine
d) Makes the invitation for the party and sends these out at least 3 weeks before the event
e) Calls for volunteers to help with decorating the canteen and the hall ..
f) Organises the dance night (chooses band(s) or DJ)
g) Defines the budget for the organisation of the party
h) Reports about the party to the Board afterwards.
a) This working group calls volunteers regularly/as often as deemed necessary, to help out in the libraries of both the primary and secondary school
b) The librarian or overseeing teachers define what work can be done by the volunteers. The volunteers decide what task/work they are willing to carry out and the amount of time they wish to spend on the work
c) The volunteers are bound to take note and abide by the employment regulations and the General Regulations (a copy of which is kept available in the office of the Parents Association).