| SHANGHAI
AMERICAN SCHOOL
PUDONG CAMPUS
PARENT, TEACHER, STUDENT ASSOCIATION
CONSTITUTION AND BY LAWS
Adopted October 17, 1996 (Rev. March 1998, Rev. July 1999, Rev.
January 2002, Rev. April 2004)
1. Name:
The name of this organisation, formed in November of 1994, shall
be the Shanghai American School Pudong Campus Parent, Teacher,
Student Association, hereinafter referred to as “SAS Pudong
PTSA,” or “Pudong PTSA”. The Shanghai American School, Pudong
Campus shall hereinafter be referred to as “SAS Pudong” or “the
School,” and the Shanghai American School (both campuses) shall
be referred to as “SAS.”
2. Mission Statement:
The SAS Pudong PTSA is a volunteer, nonprofit service organisation
committed to (i) supporting the school community through social,
educational and fundraising activities and (ii) providing a
forum for the ideas and concerns of its members.
3. Goals:
A. To promote close cooperation and communication between parents,
teachers, students, administrators, the Superintendent, and
the Shanghai American School Board for the general welfare of
the school community.
B. To sponsor activities and raise funds for the SAS Pudong
community. To ensure that funds raised by the Pudong PTSA will
be used
(i) for the educational, social and athletic enrichment of the
student body, and
(ii) for the benefit of the local community through activities
driven by SAS Pudong students.
C. To provide a forum for the expression of views and ideas
that concern and are of interest to parents, teachers and students.
D. To provide assistance and volunteer services wherever possible
in accordance with needs identified by the School.
E. To create opportunities for parents of SAS students to become
better acquainted with each other and with SAS.
F. To work with SAS Pudong to welcome and support new SAS Pudong
families.
4. Membership:
Membership of the Pudong PTSA shall consist of the following:
A. Parents and legal guardians of the students presently attending
SAS Pudong.
B. Teachers and other professional staff while they are in the
employ of SAS Pudong.
C. Students presently attending SAS Pudong.
Unless otherwise specified, teachers, professional staff, and
students shall be considered non-voting members of the Pudong
PTSA.
5. Management:
The general affairs of the Pudong PTSA shall be managed by the
Executive Committee, which shall, in turn, delegate specific
duties to subcommittees. The Executive Committee shall take
into consideration input from the Elementary, Middle and High
School Teacher Representatives, the Elementary, Middle and High
School Parent Representatives, the Room Parents, the Cultural
Liaisons, and the chairpersons of the subcommittees.
6. Executive Committee:
A. Functions and Responsibilities:
(i) To provide a direct communication link between the Pudong
PTSA and the SAS Pudong administration.
(ii) To manage the affairs of the Pudong PTSA in accordance
with the By Laws and subject to any resolutions passed at a
general meeting of the Pudong PTSA.
(iii) When the need arises, to solicit opinions from members
and formulate policy on behalf of the Pudong PTSA.
(iv) To convene monthly general meetings of the Pudong PTSA.
(v) To prepare and present a monthly financial statement at
each general meeting.
(vi) To keep the minutes of each general meeting of the Pudong
PTSA and to make them available to members by displaying them
on the PTSA notice board, posting them on the School website,
and distributing copies at the next general meeting.
(vii) To meet on a monthly basis to plan and prepare the agenda
for the general meeting.
(viii) To handle Pudong PTSA funds in accordance with Pudong
PTSA funding procedures.
(ix) To be responsible for the Pudong PTSA email account.
(x) As the need arises, to form subcommittees for handling various
matters.
(xi) To review and coordinate subcommittee activity.
(xii) To keep members informed about developments at SAS, and
to disseminate information from the School Board concerning
current and future school programmes and activities.
(xiii) To facilitate and coordinate communication amongst members
of the Pudong PTSA, between members of the Pudong PTSA and the
School, and between the Pudong and Puxi campuses of SAS.
B. Nomination, Election and Term of Office:
(i) Nominations: The Executive Committee shall be nominated
and elected by the members of the Pudong PTSA.
(ii) Elections: Elections shall occur annually at the last general
meeting of the Pudong PTSA prior to the date of April 1, or
as soon as possible thereafter.
(iii) Term of office: Executive Committee members shall serve
for one calendar year, from April 1 to March 31, or until a
successor is elected. An Executive Committee member may serve
for more than one term if reelected. In case of a mid-term vacancy,
a new member shall be elected by a general vote of the Pudong
PTSA. The outgoing members of the Executive Committee shall
form an advisory subcommittee to assist the newly elected Executive
Committee from April 1 until the end of the academic year.
C. Structure:
The Executive Committee may organise themselves in any manner
deemed suitable by them for effectively carrying out the functions
listed in section 6A above.
D. Voting:
Any motion before a meeting of the Executive Committee shall
be considered passed when approved by at least three members.
7. Elementary, Middle, and High School
Teacher Representatives:
The functions of the Elementary, Middle, and High School Teacher
Representatives shall be
(i) to attend all Pudong PTSA general meetings,
(ii) to present the views and concerns of the teachers at the
meetings, and
(iii) to convey the information from the meetings to the teachers
in a timely manner. The Teacher Representatives shall be appointed
by the school and serve for one calendar year from April 1 to
March 31. A Teacher Representative may not be appointed for
more than two consecutive terms.
8. Elementary, Middle, and High School
Parent Representatives:
The functions of the Elementary, Middle, and High School Parent
Representatives shall be
(i) to attend all Pudong PTSA general meetings and
(ii) to report, at the meetings, on issues that are relevant
to the grade levels that they represent. The Elementary, Middle,
and High School Representatives shall be parent volunteers and
serve for one academic year, from August to June. A Parent Representative
may not serve for more than two consecutive terms.
9. Room Parents:
Each classroom or homeroom shall have a Room Parent. The functions
of the Room Parents shall be
(i) to be a communication link between the Pudong PTSA and classroom
or homeroom teachers and
(ii) to assist classroom or homeroom teachers with Pudong PTSA
related activities. Room Parents shall be parent volunteers
and serve for one academic year, from August to June.
10. Cultural Liaisons:
The purpose of appointing Cultural Liaisons is to enable those
members of the Pudong PTSA who are not fluent in English to
communicate more effectively with other members. The functions
of the Cultural Liaisons are
(i) to attend all Pudong PTSA general meetings and
(ii) to facilitate communication between the linguistic groups
that they represent and the general body of the Pudong PTSA.
The Cultural Liaisons shall be parent volunteers and serve for
one academic year from August to June.
11. Subcommittees:
The chairpersons of the subcommittees shall be parent volunteers
and serve for one calendar year from April 1 to March 31. For
the purpose of maintaining continuity and accountability from
year to year, each subcommittee shall maintain a record of
(i) how it has managed its projects and
(ii) its finances, if applicable.
12. General Meetings of the PTSA:
A. Regular meetings of the Pudong PTSA shall be convened once
a month from April to March, except during school holidays.
B. Additional meetings with a specific agenda may be convened
by the Executive Committee whenever deemed necessary.
C. Notice of a meeting shall be given at least 5 days prior
to the meeting. Publication of an announcement in the school
newsletter shall be an acceptable form of notice.
D. Any motion before a general meeting of the Pudong PTSA shall
be considered as passed when approved by a majority of those
present.
13. Funding Procedures:
A. Control of Funds:
Control of Pudong PTSA funds shall remain in the hands of the
Pudong PTSA.
B. Safeguarding of Funds:
Two members of the Executive Committee shall be designated to
be in charge of Pudong PTSA funds. These members shall be responsible
for the safekeeping of the funds, for maintaining a record of
the funds, and for presenting a monthly financial statement
at Pudong PTSA general meetings.
C. Disbursal of Funds
(i) Any member requesting funds from the Pudong PTSA must submit
a Funds Proposal Form to the Executive Committee.
(ii) As far as possible, funds proposals must be voted on at
a general meeting of the PTSA.
(iii) If urgent proposals are submitted during the interval
between general meetings of the Pudong PTSA, the Executive Committee
may vote to approve them, but only up to a total expenditure
of RMB 2000.
(iv) When a funds proposal has been approved and the funds disbursed
by the Executive Committee, a Funds Disbursal Form must be completed
and signed by at least one of the Executive Committee members
in charge of PTSA funds and one other member of the Executive
Committee.
14. Amendments:
Amendments to these By Laws must be approved by a 2/3 majority
of those present and voting at a general meeting of the Pudong
PTSA.
Approved and adopted by the SAS Pudong PTSA on Thursday, 6th
May, 2004.
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