SAINT AUGUSTINE’S PUBLIC SCHOOL 1626
SCHOOL CONSTITUTION
(AMENDMENTS HAVE BEEN DONE AT THE AGM ON 15/06/08 AND WILL BE PUBLISHED SOON AFTER THE MINISTRY APPROVES THE AMMENDMENT)
PRELIMINARY
To Committee Members
It is most essential thing that the committee members should be sincere, fair in dealings and punctual to the duties allotted to. Your promptness should work as lubrication in the minds of the future citizens of this wonderful country, Fiji.
The school is the “machine” and you committee members are the skilled “workmen”.
You are to set a pattern for others and live in terms of Utopia, that is “all for all” and not “each for each”.
In short, say, “Let us sow the seeds of brotherhood” in this country.
CONSTITUTION
The school shall be named Saint Augustine’s Public School Wailevu.
The Settlement of Wailevu stretches from Wailevu FSC Sector Office to entire Lajonia in the Eastern portion. In the west part, along the tramline No. 7 up to the start of Navakasigni. In the Northern part it stretches up to the sea.The first priority for admission shall be given to the children of Wailevu only. In very rare and genuine cases if the committee and the Head teacher feel plausible then admission may be given to the children outside the boundary of Wailevu subject to the availability of the place and furniture.
The school shall have a post box at Labasa Post Office. Currently the school has a box. It is No.631 and the committee has to pay rental each January.
FUNCTIONS OF THE SCHOOL COMMITTEE
To make rules, regulations and policies for the well being and proper management of school and may amend, alter or modify such rules and regulations that may be deemed fit and proper.
To hold and exercise full powers as to all matters pertaining the funds and property of school in the best interest of the school.
To have full administrative powers in every matters relating to the affairs of the school.
To provide land for a site for school buildings, teachers’ quarters, play fields and school and teachers’ gardens.
To provide necessary buildings this will include classrooms, school toilets, teachers’ houses and latrines.
To provide for fencing of the school compound.
To keep all the buildings in good repair.
To see that safe and sufficient supply of drinking water is available for the pupils and the teachers.
To provide sufficient funds to equip the school and to maintain school equipment and provide the running cost of the schools.
To develop and manage the school.
To assist the Head teacher in smooth running of the school.
To organize fund raising activities which are essential for the upkeep and development of the school.
The members shall always act in accordance with decisions of the committee.
ELECTION OF OFFICE BEARERS
The committee shall be elected at the Annual General Meeting or a special General Meeting called by the Chairman or the Secretary.
All financial members only have eligibility of casting their votes.
Secret ballot system of voting shall be adopted.
All retiring members of the committee shall be eligible for re-election.
COMMITTEE MEETING
The committee shall meet once every month or earlier, if it is necessary.
The Secretary shall meet once every month or earlier of the committee of the date, time and place of meeting at least seven days in advance.
At least seven (7) members shall be present to form the quorum.
In the absence of the Chairman the Vice-Chairman shall preside over the meeting. If the Chairman and both Vice-Chairman are absent, the committee shall elect a chairman for that meeting from the amongst the members present.
Any member from the office bearers who does not attend three (3) consecutive meetings without a valid reason would lose his portfolio. An election to be held without any delay to choose new member in that position.
SPECIAL GENERAL MEETINGS
It is the Chairman or the Manager who shall ask the Secretary to call a Special General Meeting if there is any need for me.
The Secretary shall send out meeting notices stating date, time, place of the meeting with the agenda at least five days in advance. No business other than mentioned in the notice shall be transacted as such meetings.
At least 50% of the members shall be present to form a quorum.
ANNUAL GENERAL MEETING
The annual General Meetings shall be held in March each year. The financial year shall be from 1st January to 31st December.
The Secretary shall notify in writing all the members of school the date and time of meeting at least seven (7) days in advance.
60% quorum is necessary to conduct the AGM. If there is lack of quorum the meeting shall be called within days. If this also does not have a quorum than meeting shall be called within next seven (7) days. This meeting shall be held even though it does not have a quorum.
The Annual General Meeting will have the following on its agenda.
Manager’s Report
Minutes and matters arising
Financial Report
Deal with any other business which may be introduced with the approval of two-thirds of members present.
Constitution
BANK ACCOUNT
The school shall operate a Bank Account at any of the banks in Labasa.
The following people shall act as signatories: The Manager, the Chairman, the Secretary and Treasurer. Out of these four officials, three have to sign a cheque but one must be the Treasurer.
CONSTITUTION
A copy of Constitution shall be given to each committee member.
The Constitution shall be read during each AGM and amendments brought about if it is necessary to do so.
70% of the members present during AGM may vote for a change in any part of the Constitution.
LEVIES
Building Funds: This is for the new members (parents) who are to pay fifteen dollars ($15.00) on the day of new admission of a child to school.
Caution Fee: Each child has to pay two dollars ($2.00) a term. In case of breakage of Furniture, Science equipment. Blackboards and so of the expenses involved can be met by this fund.
COMPOUND FEE: This fee is five dollars ($5.00) per family each year and is to be paid on or before 31st January. This money shall be used for compound cleaning and tool maintenance work. The committee shall employ some one to carry on with minor work at school. During times of major development taking place, members have to provide voluntary labour.
SCHOOL PROPERTY
This term “school property” refers to everything on the school compound.
Nothing shall be given to any one from the school but some very genuine requests may be considered. Also the school shall be running on the Shakespearian principle: “Neither a borrower nor a lender to be”.
The sale of the old items shall be discussed during the AGM or a Special General Meeting or in some cases in the Committee Meeting.
The school halls and facilities shall be used during the occurrence of natural disasters.
SCHOOL QUARTERS
The school quarters shall be given to the most needed teachers.
The school quarters shall be given to the most needed teachers.The occupants are expected to look after the premises both; during the day and also at the night time. (Here a premise is referred to entire school campus).
During the transfer of the quarters occupants, the Head teacher and the Manager shall inspect the quarters and also see that proper handling over is done.
The teacher who shall occupy the quarters shall pay forty dollars ($40.00) a month as the rent.
DUTIES OF COMMITTEE
The committee shall be assigned duties and they must carry out their duties faithfully and with dedication.
The committee shall always act in accordance with the decisions of the entire committee.
The parents have to abide by the decisions made by the committee.
THE MANAGER
The Manager shall be fully responsible for overall control of school and its activities for the well being of the school in consultation with its members of the committee.
To liaise with the school’s Head teacher and the Education Office on matters needing attention.
To be overall head of the school committee.
FINANCIAL MEMBERS
All who fall within the area of the school (Refer: Clauses No.2 on Page 1) boundary and those members who have paid the annual subscription of $2.00, no matters what class, creed or race one belongs are eligible to become financial members of this institution.
THE CHAIRMAN
1. To preside and chair all the meetings of the school committee such an AGM or Special General Meetings and to report to the Manager of any irregularities that may have been sighted.
2. In case there is any conflict either in school or in quarters the Chairman may step in if he thinks that it is necessary.
THE VICE-CHAIRMAN
1. The Vice-Chairman shall have all powers and duties of the chairman in his absence and shall carry out such duties as may be deligated to him by executive committee members of the school.
2. To be in charge all classrooms and teachers’ quarters, its maintenance painting improvement and construct of any new building.
3. To hand over the school with the Manager to a new head teacher and to explanation him the basic school rules.
4. To check the teachers’ quarters when a teacher is transferred ant to allocate the quarters to incoming teachers.
THE SECRETARY
1. To keep a “Minute Book”wherein he shall record all decisions of the committee meetings, Annual General Meetings and Special General Meetings and shall read such minutes at a subsequent relevant meeting and have the same adopted.
2. The Secretary shall deal with correspondence on behalf of the school.
3. To call all the meetings and give notice of such meetings in accordance with the rules set.
4. To keep the records of all the members.
5. The Secretary and the vice-chairman shall be in charge of the school water supply and the fencing of the school compound.
THE ASSISTANT SECRETARY
1. The Assistant Secretary shall assist the secretary in performance of the duties and undertake all duties of the secretary in his absence.
2. To be in charge of compound mowing.
THE TREASURER
1. To receive and be in charge of all the monies and disburse the same under the direction of the committee.
2. To collect all funds, donations, contributions and the subscriptions and deposit the same in the school Account in the Banks.
3. To present the audited financial account to the public in the Annual General Meeting.
4. To circulate copies of Financial Report to all the members before the Annual General Meeting.
5. To keep the record of all the financial members because only the financial members because only financial members would be voting.
6. To be responsible for buying the items necessary for the school.
COMMITTEE MEMBERS
1. The Manager/Chairman shall assign duties to the committee members who should co-operate to run the school smoothly.
THE AUDITOR
- The auditor shall be person who has necessary knowledge to carry out the duties below. He need not be a person or a member of the committee. He can be a person from outside the committee.
- To examine the record books, cheque books, bank statements and receipt books and so on.
- To certify that in his opinion that accounts are correct.
- To notify the Manager/Chairman if any doubts in recording or any other discrepancy.
General
- Every paid member has right to enquire and find out from the committee anything relating to the school.
- No one whether committee member or from neighbourhood is allowed to tie or leave animals loose in the school compound.
- The Chairman/Manager should as a courtesy discuss all the school matters with the Head teacher first before taking them to the Education Office.
- Parents should only come to school when there is a need. They should see the Head teacher first. They should avoid coming during lesson hours.
- The committee shall decide on action to be taken against those members who do not pay their levies. If there is a need then, court action may be taken.
- All members should fully co-operate in fund raising activities of school.
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