HSS-PTA 23rd AGM
Saturday, May 17, 2014
PARENT TEACHER ASSOCIATION
Dear Parents, Guardians and Teachers of Henderson
Secondary School
INVITATION TO PARENT-TEACHER
ASSOCIATION
(HSS PTA) 23rd ANNUAL GENERAL MEETING ( AGM )
-----------------------------------------------------------------------------------------
1. Notice is HEREBY GIVEN
that the 23rd AGM of the Henderson Secondary School Parent-Teacher Association will be held
on :
Date : 24 May 2014
(Saturday)
Time : 11.00 am –
12.30 noon
Venue : Henderson
Secondary School
AVT Room (2nd
floor)
2. The Agenda for the meeting is as follows :
-
Confirmation of Minutes of the 22nd AGM;
-
Acceptance of President’s Report for the period
January to December 2013;
-
Acceptance of Honorary Treasurer and Auditor’s
Report for the period January to December 2013; and
-
Election of Office Bearers for year 2014 - 2015
-
Any Other Business.
3. Members who wish to include items in the Agenda or to stand-in for
any position in the Management Committee should send them to the Honorary Secretary at hssagm2014@gmail.com by Friday
16 May 2014.
You
may view documents related to the AGM via http://www.hendersonsec.moe.edu.sg
To register, please sms your name to 9363 2835 or email : hssagm2014@gmail.com
We are looking forward to your honorable presence
Suresh s/o Krishnasamy
President
HSS – PTA Assn
HSS-PTA Office Bearers And Their Roles
Office Bearers And Their Roles
Office bearers for the PTA executive committee are namely :-
President
Vice President (Welfare)
Vice President (Operation)
Honorary Secretary
Assistant Secretary
Honorary Treasurer
Honorary Auditor
Assistant Auditor
Executive Committee Members (6 Exco registered to ROS)
Committee Members
Office Bearers
- run
the committee on behalf of the general members
- responsible to ensure
all decisions are carried out
- responsible to ensure
funds are handled properly
- report to general
members once every year at the AGM
President
- Ensure everything runs smoothly and all decisions are carried out.
- Responsible
to call for committee meetings, setting the agenda and ensuring that the
meeting gets through the agenda.
- To
identify in advance what the major items are, what decisions have to be made
and make sure that these items get adequate time. If necessary, the President
should draw the discussion to a close and either ask for a decision or agree
that the item will be continued at the next meeting.
- The
President can call an extra meeting as long as everyone on the committee is
informed of the date, time and venue of the meeting.
- The
President should ensure that the paperwork is being managed properly, that
minutes and agendas are accurate and out on time, that all correspondence is
being shown to the committee and that any agreed letters are being written.
- The
President has to ensure that the Treasurer is managing the money properly,
presenting an accurate report on the finances at each meeting and making the
necessary arrangements for the annual audit.
- The
President has the same responsibility for the AGM that of the monthly committee
meetings. He/she has to see that notices
are sent out on time and the business of the meeting is got through.
- General meetings of the association will
be held once a month according to a schedule developed in cooperation with the
administration. Meeting dates will be publicized in advance via the school and
PTA newsletters. Meetings may be held during the evening, if appropriate to
meet the needs of the overall membership population.
- General meetings shall include, but
need not be limited to the following agenda items:
- Call to order
- Approval of minutes from the last general meeting and reading of
- Call to order
- Approval of minutes from the last general meeting and reading of
any correspondence of
interest to the general membership
- The treasurer's report
- Committee Reports, as needed
- Old Business
- New Business
- Announcements and Adjournment
- The treasurer's report
- Committee Reports, as needed
- Old Business
- New Business
- Announcements and Adjournment
- Members of the association may submit
agenda items for consideration by the general meeting, in writing to the
President, at least five days prior to a general meeting.
- Major policy issues may be brought
before the general meeting for discussion by the process outlined above. Policy
statements that express the views of the membership may be proposed and
discussed, but may not be voted upon until the next meeting.
Vice President (Welfare)
- Assist the President for coordinating
the efforts of volunteers and vendors to raise fund for the needy students and
programmes organized by the school.
- Encourage
and recruit parent and community members to fill volunteer roles in our school.
- Foster
bridge between the teachers / staff and the parent base of our school.
- Maintain
a database of volunteers.
Vice President (Operation)
- Assists the President in all
executive duties
- Stand in during the President’s
absent.
- Liaison between the principal,
teachers and the parents in any matters and co-ordinates the class
representatives (who are a point of contact with the class parents).
- Makes reports to the PTA Executive
Committee
Honorary Secretary / Assistant Secretary
- Looking
after all the paperwork such as the minutes, agendas, correspondence and
letters sent to parents.
-
The Hon. Sec is
responsible for taking and writing up the minutes for committee meetings and
the AGM. He/she should show these to the
President for immediate correction before sending them out to the rest of the
committee. These draft minutes are then corrected and formally approved at the
next meeting.
- The
Hon. Sec. is responsible for all correspondence, both incoming and outgoing,
including any notices that are sent out to parents.
- He/she
is responsible for ensuring that the committee is advised of all correspondence
and for keeping PTA records.
- The Hon. Sec. usually
makes the detailed arrangements for any meeting.
- The Asst. Sec. shall
assist the Hon. Sec in her absence as assigned.
Honorary Treasurer
- Looking
after the money, keep record of income and expenditure.
- Deal
with the bank and the PTA organization.
- He/she
is responsible for handling the money, maintaining financial records and paying
all bills, including any expenses incurred by other committee members.
- He/she
holds the cheque book or similar and deals with the bank, building society,
vendors or members.
- He/she
should present a financial report at each committee meeting, detailing any
income and expenditure since the last meeting and the current balance.
- The
Treasurer is responsible for organizing an annual audit of the accounts and
whilst this does not have to be done by an accountant.
- Finally,
the Treasurer has to make a financial report to the members at the AGM. This report should be put up in the school for
everyone to see.
Honorary
Auditor / Assistant Auditor
- The
Hon Auditor and Asst Auditor are
responsible for organizing an annual audit of the accounts and whilst this does
not have to be done by an accountant.