Republic of the Philippines
Department of Education
Santo Tomas National High School
PARENTS TEACHERS ASSOCIATION
Santo Tomas, La Union
CONSTITUTION AND BY-LAWS
PREAMBLE
We, the parents, guardians and teachers of the Santo Tomas National High School, Santo Tomas, La Union, in order to form a more united action in implementing the other urgent needs of the school, establish a better understanding among ourselves, promote the general welfare and interest of our school students do hereby ordain and adopt this constitution and By-Laws.
ARTICLE I – NAME, DOMICILE AND PURPOSE
Section 1. The name of the association shall be the “SANTO TOMAS NATIONAL HIGH SCHOOL PARENTS, TEACHERS ASSOCIATION “and the principal address of business shall be at Patac, Santo Tomas, La Union..
Section 2. The purposes of this association are those set forth in the preamble.
ARTICLE II – MEMBERSHIP
Section 1. All parents/guardians of school students actually enrolled and studying in Santo Tomas National High School, Santo Tomas, La Union and all teachers shall be deemed ipso facto of this Association.
Section 2. Other interested community residents/parents may become special members of the association upon application in writing to be presented to the Board of Directors thereof for consideration. A formal and favorable vote of the majority of the members of the Board of Directors shall admit the applicant for membership to the association.
ARTICLE III- OFFICERS
Section 1. The elected Homeroom PTA President and their respective Homeroom Adviser shall elect the Board of Directors and from among themselves they Executive Officers of the PTA.
Section 2. The officers of the Association shall be a President, Vice President, Secretary, Treasurer, Auditor, and six ( 6 ) members of the Board of Directors, all of them to be elected in a general assembly meeting called for this purpose. The immediate past president of the Association shall be deemed ex-officio member of the Board of Directors.
Section 3. There shall be a Board of Directors to be formed and to be composed of the officers mentioned in section 1 hereof, and whose principal concern is to direct and to take care of the efficient functioning of the Association and its activities.
Section 4. The right to hold office of the Association shall be limited to members of good standing.
Section 5. No members of this Association shall be elected to an office if he or she had been found negligent and disinterested in the performance of his or her duty.
ARTICLE IV – DUTIES OF OFFICERS
Section 1. It shall be the duty of the President:
a. To act as the executive head of the Association and shall preside at all meetings of the Association as well as in the meeting of the Board of Directors thereof.
b. To enforce all provisions of the By-Laws, and such rules and regulation as may be adopted by the Association and/or the Board of Directors.
c. To call from time to time special meeting of the Association as well as of the Board of Directors as the occasion warrants, and recommend to their consideration, such measures as shall be considered necessary and expedient.
d. To approve all payments, disbursement and expenditures of the Association out of the funds as has been previously mentioned and authorized by the Board of Directors.
e. To sign all official correspondence, notes, contracts, conveyances and agreements to be entered into by the Association and which by resolutions of the Board of Directors requires him to sign, and also the correct minutes of the Association.
f. To carry out the will of the members as are required expressed and passed in the meetings of the Association, as well as in the meetings of the Board of Directors.
g. To take charge of all projects, undertakings, and activities of the Association, and to supervise the actuations of the officers.
h. To create committees and appoint its members.
i. To perform such other duties not specified above as are believed inherent to the duties/position.
Section 2. It shall be the duty of the Vice President:
a. To take charge or take over the duties and responsibilities of the President in the latter’s absence and/or incapacity to discharge the duties inherent to the position.
b. To perform other duties as will be assigned to him by the President or by the Board of Directors.
Section 3. It shall be the duty of the Secretary:
a. To keep accounts and complete record of all minutes and proceedings of the Association and of the Board of Directors.
b. To present the minutes of the previous meeting in all meetings of the Association and/or of the Board of Directors.
c. To receive written suggestions relevant to the purposes of the Association and to transmit it to the President immediately.
d. To take charge in the sending of notices to those concerned and to furnish the press relation officer matters duly approved by the President for press releases.
e. To perform such other duties as will be assigned to him/her by the Board of Directors and by the President.
Section 5. It shall be the duty of the Treasurer:
a. To be the custodian of all funds and property of the Association.
b. To collect all fees, dues and contributions from the HPTCA/classroom treasurer accruing to the Association and issue in acknowledgement thereof, the official receipt of the Association prescribed for the purpose.
c. To keep an accurate and complete record of the accounts of the Association showing the income, expenditures, and balances of the funds in his/her custody and shall render to the Board of Directors and financial reports as to the present standing of the funds of the Association at least once a month, or sooner and as often as the Board of Directors require.
d. To pay out of the funds of the Association in his/her custody all bills, obligations, and lawful expenses of the Association, as authorized by the Board of Directors thru a resolution, provided however, that vouchers covering such bills, obligation and expenses shall bear the prior approval of the President, the Auditor and Adviser/consultant of the Association.
e. To produce at any time as deemed by the Auditor or Adviser all cash balances in his/her possession of the funds of the Association and each other records made and kept by him/her for the purposes of audit.
f. To undertake the acquisition of all supplies and materials as are needed by the Association in the projects or its activities, and in the exercise of this duty, he/she shall be accompanied by the Auditor of the Association.
g. To perform such other duties as will be required of him/her or assigned to him/her by the President and by the Board of Directors of the Association for the proper accounting of the funds of the Association.
Section 6. It shall be the duty of the Auditor:
a. To examine and audit the books, vouchers and payments, cash accountability, and such other records having to do with the accounts and accounting of the funds of the Association made and kept by the Treasurer.
b. To prescribe the forms and receipts, vouchers, and the system of accountability to be followed by the Treasurer and to prescribed rules and regulation thereof.
c. To pre-audit all vouchers covering payments and disbursement of the funds in the custody of the Treasurer and to see to it that the lawful requirements of audits are properly complied with.
d. To countersign all application for deposits and withdrawal of funds of the Association.
e. To render from time to time a report to the Board of Directors of the examination and auditing of the funds and accounts of the association in the custody of the Treasurer.
Section 10. The Board of Directors shall be responsible to the Association for the performance of the following duties and shall have a general charge and supervision of all the interests and activities of the Association and shall also exercise the following powers:
a. To control and supervise all investments, interests, and activities of the association whether in property or money.
b. To secure the economical and wise disbursements and expenditures of the funds of the Association and to safeguard from fraud or loss.
c. To enforce strict compliance with the provisions of the By-Laws.
d. To devise ways and means of raising funds for the Association and may authorize the collection of special contributions to meet urgent needs of the school.
e. To act as policy-making body of the Association.
f. To pass urgent resolutions for the benefit of the school or the Association itself.
g. To give disciplinary action to any officer or member of the Association found negligent and disinterested in the performance of his/her duties.
h. To appoint, qualify, or designate successors of incapacitated officers, whether permanent or acting, to serve for the unfinished term of his/her office. In the exercise of this power, a favorable vote of the majority of the members shall be sufficient to pass a valid act.
i. To encourage the attendance of any officer or member of the Board of Directors in its meeting.
j. To see to it that all reports required by law of the Association are properly accomplished.
k. To exercise such other powers not specified above as are believed proper and lawful for the efficient functioning of the Association.
ARTICLE V – WORKING COMMITTEE
Section 1. The officers of the Board of Directors shall be assisted in the administration and management of the STNHS PTA by working committees. The chairman and members of each committee shall be appointed by the President and BOD.
Section 2. Each working committee shall be composed of five (5) members appointed by the President and BOD for a term of two (2) years or until their successors are appointed and qualified. One of the members of the BOD shall act as the chairman. Other member will come from the Homeroom PTA Presidents and one (1) classroom adviser. The different committees to be formed are as follows:
a. Committee On Finance – The committee shall serve as the financial consultant of the Board and prepare budget allocation in every project of the association.
b. Programs and Projects Committee–The committee shall plan programs/activities/projects of the association for implementation.
c. Audit and Supervisory Committee – The Auditor shall act as the chairman. The committee is responsible for internal control and installation of an adequate and effective counting system. The committee shall conduct internal audit and inventory of the assets and properties of the association.
d. Election Committee – The committee shall promulgate rules and regulation in the conduct of the election.
e. Grievance Committee – The committee shall consider and remedy member’s differences, complaints and resentments. It should be treated with the highest degree of respect and mediator should act with utmost professionalism.
ARTICLE VI – TERM OF OFFICE
Section 1. The term of office of all officers of the GPTA shall be two ( 2 ) years. In the event that their successors have not been duly elected they shall continue to hold office until their successors have been elected.
Section 2. The term of office of all Homeroom PTCA Officers shall be yearly.
Section 3. Election of officers of the Association shall be held during the 4th Saturday after the opening of classes at a general meeting to be called for this purpose, that officers thus elected assume office after inducted into office.
Section 4. Elected officers of the Association shall have the right for a re-election when his/her term expires, provided said shall be a regular member upon termination of office.
ARTICLE VII – ELECTION AND MANNER OF VOTING
Section 1. Election of officers of the Association shall be conducted once in every 2 years at a general assembly meeting called for this purpose on the fourth Saturday after the opening of classes.
Section 2. Election of the incoming officers shall be conducted by an Election Board/Committee of the Association in the manner provided in the By-Laws.
Section 3. Manner of Voting. Each member present shall be entitled to one vote. All voting shall be done by raising of hands, provided that if a member feels that raising of hands has not conclusively shown the decision of the majority voting and the same shall at the request of any member be made by ballot.
ARTICLE VIII – MEETINGS AND QUORUMS
Section 1. The annual meeting of the Association shall be held during the 4th Saturday after the opening of classes of each year at the premises of the school building at Brgy Patac, Santo Tomas, Agoo, La Union, unless the Board of Directors chooses another date, in which case a notice to this effect shall be circulated at least one week before the date designated for the meeting.
Section 2. Regular meeting of the Board of Directors shall be held every last Friday of every month at the principal office of the association, that in the absence of important business as to be treated upon, the regular meeting may be suspended and convened in the next succeeding month.
Section 3. Special meeting of the Association as well as the Board of Directors shall be called any time by the President if and when necessary to discuss urgent matters that needs immediate solution/action. Special meetings may also be called by the secretary if and when demanded in writing by at least six interested officers/members of the Board. The place and date of the meeting shall be notified to all members by the secretary at least five (5) days before such meeting is to be held.
Section 4. Attendance of Meeting. If an officer or member of the Board can not attend regular meeting he will send an excuse letter to the president or secretary of the Association. A penalty set for non-attendance of PTA officers without valid reason is as follows:
1st offense – P100.00 2nd offense – P200.00 3rd offense - P300.00
Section 5. QUORUM. At each annual, regular or special meeting of the Association and/or of the Board of Directors, one half of the members of the Association/Board plus one shall be necessary to constitute a quorum for the transaction of business. This requirement may be waived as regards the meeting of the Board of Directors in which case a simple majority of all the members thereof shall also be sufficient to transact a valid act.
Section 6. ADJOURNMENT. If less than a quorum shall be in attendance at the time a meeting shall have been called, the meeting shall be adjourned for a period of seven days (7) at the expiration of which, another call in writing is to be made or meeting continues but any approved agenda are unofficial. Agenda become official only after approval on the next meeting in which quorum was constituted.
ARTICLE IX – FEES, DUES AND CONTRIBUTIONS
Section 1. A membership fee/annual dues of One Hundred Ten (P110) pesos by the PTA Treasurer per parent - member basis regardless of the number of their children in school (Department Order No. 54 s. 2009 dtd June 1, 2009).
Section 3. All fees, dues and contributions accruing to the Association shall be collected and acknowledge by the Treasurer by issuing the official receipts of the Association prescribed for the purpose, noting thereon the name of the parent paying the fee, the name of his/her children in school year and section of the student(s)’ year for which the fee is paid, and date.
Section 4. The amount collected from membership fees/annual dues shall form and constitute the general fund of the Association and may be appropriated for expenditure thru a resolution of the Board of Directors.
Section 5. Fees, dues and contributions from members already paid and collected shall not for any reason be refunded or withdrawn.
ARTICLE X – SAFEGUARDING OF FUNDS
Section 1. All funds of the Association not otherwise set aside for immediate expenditures shall be deposited in the name of the association with any of the reputable banking institutions to be chosen by the Board of Directors.
Section 2. Depositing and withdrawing of funds shall only be undertaken by the President and Treasurer of the Association, provided however, that application for deposits as well as withdrawal shall bear the signature of the Auditor and Adviser. Withdrawal to be made from the funds of the Association on deposits shall be authorized by the Board of Directors of the Association thru a resolution.
Section 3. Withdrawals of funds for the purposes of procurement of materials or payment of expenses incurred shall be done by properly/duly accomplishing a request form to be presented to the officers of the PTA which will immediately act to release such amount observing proper procedure in the procurement/disbursement.
ARTICLE XI – RULES
Section 1. Parliamentary proceedings and usages as set forth by Robert’s Rules of Orders shall be strictly observed in the conduct of all meetings.
Section 2. These By-Laws may be amended, repealed, or modified at any regular meeting of the Association by at least two-thirds vote of the members, provided that written notice of the proposed amendment or amendments shall have been given and furnished to the members at least five (5) days in advance of said meetings.
Section 3. The Board of Directors of the Association may also act on proposed amendments, provided however, that the action taken by the Board shall be subject to ratification by the members of the Association at a meeting called for the purpose in the manner provided in section 1 hereof.
ARTICLE XII – AMMENDMENTS
This constitution may be amended by an affirmative vote of majority of the members meeting in plenary session for the purpose, provided, that the propose amendment be presented in writing at the previous meeting of the Association, and days prior to its consideration.
ARTICLE XIII – EFFECTIVITY
This constitution shall take effect upon its ratification by majority of all the votes cast by members in the meeting called for.
Adopted this ____th day of _________________ 2011 at Santo Tomas National High School, Santo Tomas, La Union
CYNTHIA MAPALO
SS Principal
SIMPLICIO F GENETA
PTA President
