Nagoya International School

PTA Constitution

CONSTITUTION of the NAGOYA INTERNATIONAL SCHOOL PARENT TEACHER ASSOCIATION

ARTICLE 1

Name and Definition

The name of this association will be the Nagoya International School Parent Teacher Association (PTA). The PTA will observe the provisions set forth in the Nagoya International School (NIS) Constitution and the policy established by the NIS Board of Directors.

ARTICLE 2

Objectives and Purposes

ARTICLE 3

Non-Profit, Non-Political Character

Section 1: Non-Profit
The PTA will be exclusively educational in character as delineated in Article 2. It will not be conducted or operated for its own profit, and no part of the net earnings of the PTA will benefit any individual.

Section 2: Non-Political
The PTA will, in its aims and activities, be politically neutral. It will recognize the diversity of nationalities that constitute NIS and will act to foster harmony by recognizing common concerns.

ARTICLE 4

Membership

Section 1: Eligibility
The parents or legal guardians of students presently enrolled at NIS are automatically eligible for membership in the PTA, as are presently employed administrators, teachers, and staff members.

Section 2: Associate Members
Parents whose children have left NIS or individuals who have a special interest in the objectives of the PTA may join if recommended by the Executive Committee and approved by a simple majority of those present at any Executive Committee meeting. Associate Members are not eligible to serve on the Executive Committee.

Secton 3: Term of Membership
Membership eligibility will be as follows:

c.    Associate Members: until such time as the Associate Member chooses to no longer participate in the PTA.

ARTICLE 5

Executive Committee and Officers

Section 1: Officers
The PTA Officers will be a President, Vice-President, Secretary, Treasurer, Events Coordinator, and the PTA Representative to the NIS Board of Directors. The positions of Vice-President, Secretary, and Treasurer may be jointly held by two people, and the position of Events Coordinator may be jointly held by up to four people. No individual may hold two offices simultaneously, nor may the Headmaster of the school be elected to any office.

Section 2: Officers Meetings
The PTA Officers will meet once a month except during the months of July and August.

Section 3: Executive Committee
An Executive Committee will govern the PTA and consist of the Headmaster or his/her designee; a Faculty Representative; the PTA President, Vice-President(s), Secretary/ies, Treasurer(s); and the PTA Representative to the NIS Board of Directors.

Section 4: Executive Committee Meetings
The Executive Committee will meet once a month except during the months of July and August.

Section 5: Term
The term of both PTA Officers and Executive Committee members will be for one year, beginning June 1 through May 31. All officers are eligible for reelection.

ARTICLE 6

Duties of Officers and Executive Committee

1. The Headmaster or his/her designee will serve as a direct liaison between the PTA members and the NIS administration
2. The Faculty Representative will serve as a direct liaison between the PTA members and the NIS Faculty
3. The President will preside at all meetings and, in conjunction with the Executive Committee, set the meeting’s agenda; and will exercise general administrative responsibility and supervision of the activities of the Officers.
4. The Vice-President will assist the President in the performance of his or her duties and assume responsibilities of the President in the event that the President is absent or the office of the president is vacated.
5. The Secretary will conduct the correspondence of the PTA, maintain communications between the PTA and the school community, and keep accurate minutes of all PTA meetings.
6. The Treasurer will keep careful accounts of the PTA funds and submit a report at each Executive Committee meeting. He or she will also present a projected budget for the coming year at the AGM, and will indicate projects that have been forwarded for consideration for PTA funding. The Treasurer and the Headmaster will be the co-operators of an account under the name of the PTA.
7. The PTA Representative to the NIS Board of Directors will attend all Board of Director meetings and serve as a direct liaison between PTA members and the NIS Board of Directors. She/he represents the interests of the PTA at the board level.
8. The Events Coordinators will organize major social, educational, and fundraising events that will attract students, parents, and/or faculty, and at times include the broader community.

ARTICLE 7

Standing Committees

Standing Committees will be organized as needed. There will be a Translators Committee that will assist the PTA in achieving its objective of helping to strengthen the relationship between the home and the school by translating PTA communications into the languages that represent the major nationality compositions of the school.

ARTICLE 8

Distribution of Funds

The Executive Committee is authorized to vote on fund appropriation up to ¥500,000. Allocations in excess of ¥500,000 should be voted upon at a general PTA meeting. Advance notice should be given at least two weeks prior to the meeting at which the vote is to take place.

ARTICLE 9

Liabilities of Members

No members of the PTA or its officers will have any personal obligation in respect to PTA liabilities.

ARTICLE 10

Dissolution or Liquidation

No part of the net income, revenue, or donations to the PTA will benefit any member, officer, or any other private individual (except that reasonable compensation may be paid for services rendered in connection with one or more of the PTA’s purposes), and no member, officer, or any private individual will be entitled to share in the distribution of any part of the assets of the PTA, on its dissolution or liquidation. In the event of such dissolution or liquidation, the assets will be transferred to the NIS general fund maintained by the business office.

ARTICLE 11

Nominating Committee and Elections

Section 1. Purpose of the Nominating Committee
The purpose of the nominating committee is to recognize and seek qualified nominees for the elected leadership of the PTA.

Section 2. Composition of the Nominating Committee
The Nominating Committee will be composed of the Headmaster, two Executive Committee members appointed by the President, and two additional PTA members who have a broad acquaintance with the PTA membership and an understanding of the organization's functions and its purposes. In selecting nominees, the Nominating Committee will consider both the nationality composition of the school and the four divisions (Early Learning Center, Elementary, Middle, and High School).

Section 3. Nominating Committee Selection Time
The Nominating committee will be elected by simple majority of those present at an Executive Committee meeting held not later than one month prior to the annual general meeting (AGM).

Section 4. Elections
At the AGM the slate prepared will be read, and the candidates will be voted on by the PTA membership to fill the elected offices. Those candidates nominated from the floor will be added to the list. With the exception of jointly held positions, the candidate who receives the greatest number of votes for each office will be elected.

Section 5. Vacancies
In the event that an office is vacated, the Executive Committee may fill such office by invitation until the election at the next AGM.

ARTICLE 12

Amendments

These Articles and/or the accompanying By-laws may be amended by a majority vote of the current membership (each paid membership as defined in the Bylaws being entitled to cast one vote) at the last meeting of the academic year (the AGM as specified in the Bylaws) provided that there is a quorum present and that copies of such amendments have been distributed to the members previously.

BY-LAWS

Article 1: Address

The business address of the NIS PTA will be the address of NIS.

Article 2: Meetings

An AGM will be held in May with other meetings called during the year at times determined by the Executive Committee. The agenda for the May AGM will include the election of officers, budget appropriations, and financial reports, including a projected budget. Except in cases of urgent business, notification of the time and place of general and Executive Committee meetings will be published in the school calendar or written notification will be sent to members at least two weeks prior to the meeting date.

Article 3: Quorum

A quorum for voting purposes at the AGM will exist when 15 members are present.

Article 4: Procedures

AGM’s will be conducted in both English and Japanese and according to Robert’s Rules of Order.

Article 5: Dues and Special Fees

Section 1. Dues
Members of the PTA will pay annual dues as determined by the membership at the AGM. Payment will be made with other school fees at the beginning of the academic year but will be deposited in the PTA account. Payments will also be accepted throughout the year. Dues will be prorated throughout the year for families newly admitted to NIS:

Section 2. Voting Privileges
For voting purposes, each paid membership qualifies for one vote (i.e., one family membership qualifies for one vote).

Section 3. Special Fees
Members may from time to time be asked to contribute additional funds for special projects sponsored by committees and upon approval of the general membership.

- NOTE: Question of interpretation of the Constitution and By-laws will be drawn from the English version.
- Approved at the June 11, 2011 PTA Annual General Meeting.