AGSPAC Constitution and By-Laws
CONSTITUTION AND BY-LAWS
ATENEO GRADE SCHOOL PARENTS’ AUXILLIARY COUNCIL (AGSPAC)
We, the parents of the AteneoGradeSchool students, form this community of parents, who shall seek the development of our sons, in a collaborative partnership with the school, supporting its goals and objectives in educating and forming our sons according to its particular vision and mission.
We are aware that to be able to truly develop our sons, we ourselves should strive to be witnesses to the same vision and mission.
We believe that we are parents who want our sons to have an education, which is:
Because we want him to grow up with an abiding faith in God and in His Son whom He has sent to be the example of a life for others in love.
Because we want him to be a loyal member of the Christian community which live in union with others who seek a way of becoming men who live a life of faith and services.
Because we want him to be a man who is conscious and appreciative of his roots as a citizen of the Philippines and who lives in commitment to serve the Filipino people.
Jesuit in Character
Because we want him to have an education, which is characterized by an Ignation way to God, which has roots in the tradition of excellence and service to other men.
In sum, to use a current term, we desire our sons to become
A Man for Others,
Inspired by the example and teaching of Christ
Sensitive to the needs of his fellowmen, particularly the
Moved by a passion for justice and service of his faith
Animated by a pursuit of excellence in his life.
We commit ourselves to pursue programs and activities, which shall promote the aforesaid goals and objectives,
especially those which shall further the excellence of our sons’ education,
which foster the uniqueness of its Jesuit character
which strengthen the vibrancy of their Christian faith, and
which shall develop in them a commitment to serve the Filipino people.
We do this in a spirit of Community,
Helping and supporting each other
Perform our tasks as fathers and mothers,
Fulfill our duties and responsibilities as parents, and thus,
Enhance our role as partners with the Ateneo,
In the education and formation of our son
NAME, NATURE AND PRINCIPAL OFFICE
Section 1: The ORGANIZATION shall be known as Ateneo Grade School Parents Auxilliary Council (AGSPAC).
Section 2: It shall be consultative and advisory in nature.
Section 3: The principal office of AGSPAC shall be located at the Ateneo de Manila Grade School campus, Katipunan Road Loyola Heights, Quezon City, Philippines.
OBJECTIVES AND FUNCTIONS
Section 1: Objectives
The objectives of AGSPAC are as follows:
A. To assist the school in its efforts to provide for the physical, mental, psychological, social, spiritual growth and development of the Ateneo de Manila Grade School (AGS) student;
B. To facilitate communication, encourage cooperation and establish collaboration between the home and school, between parents and faculty, between parents and other parents of the Grade School – thus giving substance to home-school partnership in the total development and formation of our sons, specifically, on how to guide our sons in attaining academic progress, observing established norms of personal conduct and discipline, and developing their skills, talents, abilities and other potentials.
C. To organize parenting activities with the school in order to equip its AGSPAC members with parenting literacy skills and to promote proactive parenting which will help AGSPAC members become better parents to their sons, as they accompany them through their learning experiences in school, and in their development and growth into mature and responsible adults.
D. To serve as a forum for discussion on common concerns and issues related to the educative process, in general, and school relations, in particular.
Section II. Functions
A. To undertake activities and implement ways and means of attaining the ORGANIZATION’s objectives and goals.
B. To support and participate in University-wide projects and activities.
C. To undertake other activities of similar nature, which are necessary and help promote the aims and purposes of the school and the ORGANIZATION.
MEMBERSHIP AND ANNUAL FEE
Section 1. Eligibility: All parents/guardians of students officially enrolled at the AGS shall be members of AGSPAC.
Section 2. Rights and Privileges: All members of the ORGANIZATION shall have the following rights and privileges:
a) To actively participate and involve themselves in carrying out the purposes and objectives of the ORGANIZATION,
b) To participate in the deliberation during General Assemblies
c) To vote on matters brought to their attention.
Section 3. Duties and Responsibilities: The members of the ORGANIZATION shall have the following duties and obligations:
a) To uphold the Constitution and By-Laws of the AGSPAC.
b) To make time for and get involved in carrying out the purposes and objectives of the AGSPAC.
c) To pay the annual AGSPAC fee set by the Executive Council and approved by the School authority.
Section 4. Annual Fee. An annual fee shall be assessed on a per student basis from each member, the amount of which shall be determined by the Executive Council of AGSPAC and approved by the school authority.
ORGANIZATION, STRUCTURE AND ELECTIONS
A. Class Parent Organization (CPO) – The CPO shall be composed of all the parents/ guardians of a particular section of a grade level. Each CPO shall have the following officers: Chairperson, Vice-Chairperson, Secretary, Assistant Secretary, Treasurer and Assistant Treasurer.
The Class Parent Representative (CPR) is automatically the Chairperson of the CPO. The Class Teacher/ Adviser shall be the coordinator of the CPO. The CPR and the Class Teacher/ Adviser formally convene the CPO meetings.
Due to the numerous activities, Grade 7 shall have tow (2) CPRs per sections who will automatically become Chairperson and Vice-Chairperson, respectively.
B. Grade Level Parent Council (GLPC) – The GLPC shall be composed of all CPRs within a certain Grade Level. Each GLPC shall have the following officers: Chairperson, Vice-Chairperson, Secretary, Assistant Secretary, Treasurer and Assistant Treasurer. The GLPC Chairperson facilitates the meeting in close coordination with the Grade Level Coordinator (GLC). The GLC makes the final decisions. The GLPC Chairperson and the GLC formally convene the GLPC meetings.
C. Executive Council (EC) – The EC shall be composed of all Chairpersons from all Grade Levels. The EC shall have the following officers: Chairperson, Vice-Chairperson, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer and two (2) Public Relations Officers (PRO). Members of the EC include the Headmaster, Director for Basic Education and all Assistant Headmasters. The Headmaster and the EC Chairperson formally convene the EC meetings. The EC Chairperson facilitates the meeting, in close coordination with the Headmaster. The Headmaster makes the final decision. The Headmaster shall be the coordinator and adviser for the EC.
D. Committees – The CPO, GLPC and EC shall create such committees, as each of these organizational levels shall deem it necessary for carrying out the different activities.
Section 2. Elections and/or Appointment of Officers
A. Executive Council (EC)
The Grade 7 GLPC - Chairperson shall automatically assume the chairmanship of the EC. The EC members shall elect from among themselves all other officers of the EC during its 1st Official meeting and even prior to its official oath taking.
B. Grade Level Parents Council (GLPC)
The GLPC-Chairperson for the succeeding school year shall be elected by the previous GLPC, subject to the following procedures:
All current CPRs of a Grade Level may nominate next school year’s GLPC-Chairperson.
Nominees may or may not be from the present GLPC.
The GLPC, by deliberation and/or election, narrows the list to a maximum of seven (7) nominees. (Minimum of at least three nominees).
SUBMISSION OF NOMINEES
The list of nominees shall be submitted by the present GLPC Chairperson to the Headmaster on a date decided by the EC.
REVIEW OF NOMINEES
The Headmaster, upon consultation with the GLC shall select up to three (3) names from the nominees submitted to him and shall return the list to the present GLPC-Chairperson on or before the deadline.
ELECTION OF THE GLPC-CHAIRPERSON
The CPRs of the present GLPC shall elect the Chairperson of next school year’s GLPC from the list returned by the Headmaster.
APPOINTMENT AND CONFIRMATION
The name of the newly-elected GLPC Chairperson shall be submitted to the Headmaster on or before a specified deadline.
The incoming GLPC Chairperson shall be introduced to the outgoing EC during the last portion of the final EC Meeting. They shall be notified by the respective outgoing chairpersons.
The incoming GLPC Chairpersons shall be announced and introduced during the TRIBUTE TO PARENTS.
In the event that the newly elected GLPC Chairperson will be unable to assume the position, the nominee with the next highest number of votes shall be submitted to the Headmaster’s office for confirmation/appointment.
Formal appointment shall be made during the oath taking of the CPRs.
In the case of the PREP-GLPC, the Chairperson is elected by the CPRs during the 1st GLPC meeting.
C. Class Parent Organization
Class Parent Representative (CPR) – As a harmonious working relationship is crucial in achieving the ORGANIZATION’s goals and mission, the GLPC-Chairperson may recommend the CPRs for the Grade Level. Such recommendation is submitted to the Headmaster for serious consideration by the GLCs at the beginning of the school year. The Class Teacher/Adviser, together with the GLC, recommends at most 5 CPRs for final selection by the Headmaster who shall formally appoint the CPR.
In the event that the CPR shall be unable to perform his function, the GLC and the Class Teacher/Adviser, upon consultation with the GLPC Chairperson, shall appoint a suitable replacement.
The qualifications of the CPR are subject to guidelines set by the AGS.
Class Parent Officers (CPO) – The CPO shall be elected during the first Class Parent Organizational Meeting. They shall be elected by a majority vote from the parents in attendance during said meeting.
D. Tenure of Office
All officers of the organizational units shall hold office for only one school year but they can be chosen/elected for as many number of times for any position as long as they remain members of the AGSPAC except for the position of GLPC Chairperson. The tenure of the GLPC Chairperson is only limited to two consecutive years.
Section 1. Governance
The governance of AGSPAC shall be vested in the Executive Council.
Section 2, Duties, Responsibilities and Functions
A. Executive Council
The Executive Council shall have the following duties and responsibilities:
a) To plan the AGSPAC Calendar of activities for the current year and the succeeding school year in coordination with the school administration.
b) To provide feedback as to how the facilities and physical plant of the school shall be improved.
c) To relay feedback taken up during the GLPC meetings on matters affecting the curriculum.
d) To make sure that all funds and properties of the AGSPAC are properly managed and accounted for.
e) To prepare the budget and allocate the funds for each AGSPAC activity/ project of each grade level.
f) To exercise such other duties and responsibilities as are necessary to promote the purposes and objectives of the AGSPAC.
The officers of the EC shall appoint the following:
Chairperson – The Chairperson shall be the Chief Executive officer of the AGSPAC, presiding over its activities, representing it at all official functions and presiding over all parents’ assemblies and meetings. He/She shall make an annual report concerning the activities of AGSPAC for the year and make recommendations for the continuation of any unfinished business for the enduing school year. Such report and recommendations shall be read at the last assembly of all the CPRs for the school year. At the end of his/her term of office, he/she shall cause, to be prepared by the Treasurer, a financial statement of receipts and expenditure of funds during his/her term of office, as part of his/her annual report.
Vice-Chairperson – The Vice-Chairperson shall have such powers and perform such duties as the EC may from time to time prescribe. He/She shall assume the duties and responsibilities of the Chairperson in case of absence, resignation or incapacity of the latter.
Secretary – The Secretary, shall record the minutes of all meetings of the Council and of the parents’ assemblies and shall perform such other duties as may be prescribed by the Council. He/She shall distribute copies of the minutes of the meeting after it has been duly approved by the Headmaster and the Chairperson of the EC. It is also the Secretary’s duty to inform members of the Council of schedule of meetings.
Asst. Secretary – The Assistant Secretary shall have such powers and perform such duties as the Executive Council may from time to time prescribe. He/She shall share in the duties and responsibilities of the Secretary.
Treasurer – The Treasurer shall have charge of the funds, receipts and disbursements of the Council. He/She shall deposit all moneys of the Council with such bank/ institution as the EC may designate. He/She shall render to the Chairperson or the EC, whenever required, an account of the financial condition of the Council on all transactions made by him/her as Treasurer. He/She shall keep correct books of accounts.
Asst. Treasurer – The Assistant Treasurer shall have such powers and perform such duties as the Executive Council may from time to time prescribe. He/She shall share in the duties and responsibilities of the Treasurer.
PRO – The two (2) Public Relations Officers (PRO) shall be responsible for promoting harmonious relationship of the EC with the various organizational units of AGSPAC and the public in general, ensuring that adequate publicity is given to activities of the organization for the benefit of the members and intended beneficiaries.
B. Grade Level Parent Council
Chairperson – The Chairperson shall be the Chief Executive officer of the GLPC, representing it at the EC and other official functions and presiding over all meetings and activities of the GLPC. He/She shall communicate to the GLPC any official information, decisions and activities of the EC. Likewise, he/she shall report to the EC relevant information of feedback discussed during the GLPC. He/she shall present to the Headmaster (copy furnished the GLCs) a report/compilation of the activities of the GLCP for the year, as prepared by the secretary. At the end of each project/activity, he/she shall cause, to be prepared by the Treasurer, a financial statement of receipts and expenditures of funds. The summary of financial condition of all projects/activities shall be included in the said annual report. He/She shall also preside over the election of the GLPC Chairperson of the next Grade Level.
Vice-Chairperson – The Vice-Chairperson shall have such powers and perform such duties as the GLPC may from time to time prescribe. He/She shall assume the duties and responsibilities of the Chairperson in case of absence, resignation or incapacity of the latter.
Secretary – The Secretary, shall record the minutes of all meetings of the GLPC and shall perform such other duties as may be prescribed by the Council. He/She shall distribute copies of the minutes of each meeting after the GLC and the GLPC Chairperson have duly approved it and make a report/compilation of all the activities of the Grade Level. It is also the Secretary’s duty to inform members of the Council of schedule of meetings.
Asst. Secretary – The Assistant Secretary shall have such powers and perform such duties as the GLPC may from time to time prescribe. He/She shall share in the duties and responsibilities of the Secretary.
Treasurer – The Treasurer shall be the custodian and shall manage the funds, receipts and disbursements of the GLPC. He/She shall deposit all moneys of the Council with such bank/ institution as the GLPC may designate. He/She shall render to the Chairperson and/or the GLC, whenever required, an account of the financial condition of the Council on all transactions made by him/her as Treasurer. He/She shall keep correct books of accounts.
Asst. Treasurer – The Assistant Treasurer shall have such powers and perform such duties as the GLPC may from time to time prescribe. He/She shall share in the duties and responsibilities of the Treasurer.
C. Class Parent Organization
Chairperson – The general role of the CPR is to seek the collaboration, cooperation, support and involvement of parents in the class for its programs, activities and projects.
The CPR shall have the following duties and responsibilities:
1. Represent the section/class at the GLPC and other official functions; Attend GLPC meetings; send a class parent officer to attend in his/her behalf in the event that he/she cannot attend.
2. Preside over CPO meetings;
3. Assist the Class Teacher/Adviser in organizing the assigned grade level activities for the class.
4. Disseminate official information discussed during GLPC meetings to his/her class;
5. Assist the GLC and GLPC in organizing grade level and school-wide activities;
6. Present a documentation of class activities for submission to the GLPC;
7. Provide feedback to the GLPC regarding views and opinion of parents affecting the education and formation of their sons at the Ateneo.
Vice-Chairperson – The Vice-Chairperson assists the CPR in all school activities. He/She shall assume the duties and responsibilities of the Chairpeerson in case of absence, resignation or incapacity of the latter.
Secretary – The Secretary shall record the minutes of all meetings of the CPO. He/She shall submit a copy of the minutes of the meeting to the CPR and GLC after having been approved by the Class Teacher/Adviser and the CPR.
Treasurer – The Treasurer shall be the custodian and shall manage the collection, funds, receipts and disbursements of the Class. He/She shall remit any required collection to the GLPC Treasurer or GLPC-designated person. He/She shall render to the Chairperson and to the Class Teacher/Adviser, whenever required, an account of the collections and disbursements of the class.
Assistant Treasurer – The Assistant Treasurer shall share in the duties and responsibilities of the Treasurer.
VENUE AND SCHEDULE OF MEETINGS
Section 1. Venue
All regular meetings should be held at the Ateneo de Manila Grade School campus.
Section 2. Schedule of meetings
2.1 Twice a year for the Class Parent Organizations (CPOs)
2.2 Every month for Grade Level Parent Council (GLPC)
2.3 Every month for the Executive Council (EC)
2.4 Twice a year assembly for all CPRs
2.5 Once a year for General Membership
No meeting shall be held without a school representative present.
Section 3. Special Meetings
Special meetings may be called by the GLPC Chairperson and/or Grade Level Coordinator for the GLPC; and by the Headmaster and/or Chairperson of the EC for the EC.
Section 4. Notice of Meetings
Regular meetings of the EC and the GLPC should be decided upon during the 1st official meeting. Notice of meeting must be sent at least one (1) week in advance.
Section 5. Coordination of Agenda
The Headmaster for the EC and the Grade Level Coordinator for the GLPC shall be consulted on the meeting agenda.
Section 6. Quorum
For a group to take up official business, the required minimum attendance is 30% of parents/guardians for the CPO; 75% of the members for the GLPC and EC meetings. For quorum and voting purposes, both parents/guardians of a student shall be counted as one member.
The official AGSPAC communication shall be signed by the Headmaster and/or Assistant Headmaster and EC Chairperson for the grade school; the GLC, GLPC chairperson and the parent chairperson designated as committee/activity chairperson for each grade level. All communications to the parents should be jointly/severally signed.
CHANNELS OF COMMUNICATION
The usual school channel of communication shall be from the Parent to the Class teacher/ Adviser, from the Class Teacher/ Adviser to the Grade Level Coordinator, from the Grade Level Coordinator to the Assistant Headmaster, and from the Assistant Headmaster to the Headmaster. School Procedures of communication and/or administrative clearance shall be followed.
FUNDS AND SPECIAL COLLECTION
There should be prior clearance for any and all special collections for level activities. The standard accounting of funds after every activity/ project shall apply.
The funds of the AGSPAC shall be maintained at an interest bearing account in a reputable bank. The treasurer shall submit to the EC a monthly financial report on the status of the account. The final Financial Report shall be submitted and turned over to the incoming EC. The Official bank account of the AGSPAC shall have the following as joint signatories:
Any (1) from Group A: Headmaster
Administration Official designated by the Headmaster
Any (1) from Group B: EC Chairperson
The excess funds of the GLPC shall be reverted back to the GLPC account for safekeeping. The GLPC shall use the excess funds for Grade Level projects, with the approval of the GLC. However, all excess funds for Bigay Pusoi shall be turned over to the Social Action Program. Should there be a need for the GLPC to safe keep the funds before its actual use, a special account opened at a highly stable bank may be opened provided that the GLC, the GLPC Chairperson and the GLPC Treasurer shall sign the account jointly.
A M E N D M E N T S
The Constitution and By-Laws may be amended by a majority vote of members present in a regular or special meeting of AGSPAC members duly called for the purpose. The Headmaster shall be consulted before any proposed amendment is presented by the Executive Council for ratification by the general membership.
L I M I T A T I O N S
The following are the declared limitations of the AGSPAC:
A. All programs, projects and activities initiated by AGSPAC shall be subject to the approval of the Headmaster prior to implementation.
B. It cannot have direct legal or physical control of the AGS.
C. It cannot undertake action of a technical character for which the AGSPAC may not be prepared.
D. It cannot engage in any partisan politics nor should it allow discrimination by reason of color, race, religion, educational and social standing.
E. The operation of the AGS is the direct responsibility of the Administration and the AGSPAC cannot interfere therein. This is without prejudice to recommendations that may be made by the AGSPAC to the AGS authorities.
Any measure or act passed or done by the AGSPAC which does not conform with the policies of the Ateneo de Manila University or the Department of Education (DepEd), shall be considered null and void, and of no effect.
E F F E C T I V I T Y
This Constitution and By-Laws shall take effect upon its ratification by a majority of the AGS parents for school year 2003 – 2004.
Adopted on the ____ day of ________________, 2003 by the 2003 – 2004 Executive Council and Class Parent Representatives and ratified on the _______ day of _________________, 2003 by the AGSPAC members.