Parents Council Constitution

1.0 Preamble

We the Parents and Guardians of pupils of Coláiste Chiaráin acknowledge that: Coláiste Chiaráin seeks to create a community of faith and justice based on respect and that it hopes to form integrated and self reliant persons who will be moved to work for a better world. We constitute ourselves as an association known as Coláiste Chiaráin Parents Association as follows:

2.0 Membership.

2.1 All Parents and Guardians of pupils enrolled in the School are deemed to be members of the Association.

2.2 The Association recognises that issues relating to individual pupils or parents and/ or teachers are a matter for determination between the individual pupil and/or parents/guardians and the School authorities.

2.3 The Association will be affiliated to the NPAVSCC (National Parents Association for Vocational Schools and Community Colleges) and will adhere to its guidelines.

3.0 Objectives

3.1 To support and initiate, where appropriate, activities which advance the aims and objectives of the School, ensuring that such activities will not interfere with the process of management of the School.

3.2 To make every effort to improve communication between the Board of Management/Principal/Teachers/Parents.

3.3 To provide a forum where Parents can discuss their mutual problems regarding the education and welfare of their children.

3.4 To make representations to the Board of Management and/or Principal on such matters as may be decided by the Council or by the Association at a general meeting.

3.5 In co-operation with School Management to seek nominations from the Parents Association to elect Parents Representatives on the Board of Management.

3.6 To arrange from time to time talks or submissions regarding education or allied subjects as may be deemed necessary by the Council to be beneficial to the members and to the School.

3.7. To promote and support the role of parents and guardians as the prime educators of their children.

3.8 To promote and support contact between the school, parents and the wider community.

3.9 To promote and support the establishment of a Students Council.

3.10 To be aware of the ethos of the School so that all can advance in a spirit of partnership and inclusion to the benefit of pupils, parents, teachers and the community.

4.0 Council

4.1 The members of the Parents Association will elect a Parents Council each year at the Annual General Meeting.

4.2 Nominations for each position will be requested from the members prior to the AGM. If more than two nominations are received for one position a vote will be taken by ballot at the AGM.

In the event of a tie, the Chairperson will have the casting vote.

4.3 This team will conduct the business of the Association and will consist of 20 voting members as follows: Three Representatives from each Year (1st, 2nd.etc). Two Board of Management Parents Representatives who will remain ex-officio. One Nominee of, and appointed by the Principal.

4.4 In the event of any positions not being filled, the Council will have the authority to fill the vacancy by co-option until the next AGM. This will be by prior agreement with the member/s proposed for co-option.

4.5. Any member of the Parents Association will be entitled to make representations or observations to the Parent Representative for his/her Year and it will be the duty of the Council member to bring issues so raised to the attention of the Council at the next monthly meeting. If the issue requires urgent attention it must be brought to the attention of the Chairperson.

5.0 Officers

5.1 The following Officers of the Parents Council will be elected at the first Council Meeting conducted after the AGM.

  • Chairperson.
  • Vice-Chairperson.
  • Secretary.
  • Public Relations
  • Treasurer
  • Any other such Officers as the Council may deem necessary to conduct the affairs of the Association.

5.2 The term of Office will be not longer than two years; however the Council may co-opt for a specific purpose any Parent/Guardian, until the next AGM.

5.3. The position of Chair and in his/her absence Vice-Chairperson and Secretary will constitute the Executive Members of the Parents Council.

6.0 Council Meetings.

6.1 The Parents Council will usually meet on the first Tuesday of each month, with the exception of September where the first meeting will be scheduled as soon as possible after commencement of the Academic Year.

6.2. A quorum for the Council Meetings will consist of 6 of the Voting Members.

6.3 Motions tabled at the Council Meeting will be passed by a simple majority of those voting members present at the meeting, the Chairperson having in addition to his/her ordinary vote a casting vote.

6.4 The Chairperson or in his/her absence the Vice- Chairperson will have the power to preside at all Council meetings. Otherwise those present will elect a Chairperson for the meeting.

6.5 The Secretary will prepare the Agenda for the Council Meetings in consultation with the Chairperson and they will consult with the Principal on a regular basis, but at least once per term.

6.6 The Secretary   will keep minutes of all discussions and will distribute all decisions agreed at the Council meetings.

6.7 Any member who is absent from Council for 3 consecutive   meetings without due cause is deemed to have resigned.

6.8 The Council may invite such persons as they wish to attend their meetings with the prior approval of School Management.

7.0 Annual General Meetings.

7.1 An Annual General Meeting of the Association will be held at a venue to be decided by the Council.

7.2 The Annual General Meeting will normally be held not later than mid-October.

7.3 Notification of the AGM will be posted to each member with the permission of the Principal.

7.5 Extraordinary General Meetings will be called by the Council when it deems it necessary to do so or when it receives a written request by parents and/or guardians of twenty percent or more of the pupils enrolled in the School stating the matter to be moved. Except by agreement between the Council and the members requiring the meeting, an EGM will be held within 21 days of the requisition.

7.4 Members will be entitled to not less than fourteen days notice of any General Meeting

8.0 Sub-Committees.

8.1 The Council may constitute and dissolve sub-committees of the Association as it considers necessary, to achieve the objectives of the Association.

The sub-committee cannot make decisions but can make recommendations and is accountable to the Council.

8.2 A sub-committee constituted for the function of Fund-Raising will operate under guidelines agreed with, and be accountable to, the Principal and/or Board of Management. The objective of a Fund Raising Sub-committee will be clearly stated in conjunction with the Principal and/or Board of Management.

9.0 Annual Reports.

9.1 The Secretary and Treasurer will submit Annual reports for consideration by the members attending the Annual General Meeting. A copy of the annual reports will be made available to the Board of Management.

9.2 The Treasurer will be accountable to the Board of Management and the members for all monies which the Association and its activities give rise to.

10.0 The Constitution.

10.1 Changes to the Constitution can be made only at a General Meeting. Any such changes shall require a two-thirds majority of those present and voting at the meeting. Any notice of a motion for a General Meeting which proposes a change in the Constitution will be publicised to the membership at least two weeks prior to the GM. The proposed changes will bear the names of the proposer and seconders and will be communicated to School Management.

10.2 .In the event of the dissolution of the Association all its assets will pass to School Management.

11.0 Adoption of the Constitution.

11.0 Adoption of the Constitution was subject to approval by a simple majority of Parents/Guardians present at the 2009/10 Annual General Meeting.

11.1 Amendments to the Constitution. From its adoption by the Annual General Meeting 2009/10 this constitution is the only valid document governing the activities of Coláiste Chiaráin Parents Association.

Role of the Parents Council

All parents and guardians of Colaiste Chiarain pupils are automatically members of the Parents Association. An AGM of the Association is held at the beginning of each school year to elect the Parents Council. Parent Council members have to seek election/re-elected each year.  The parent nominees to the Board of Management are also elected at the Association AGM, but these individuals remain in place for the duration of a Board of Management term, usually a period of four years.

The aim of the parents’ council is to act as a conduit between the parents/teaching staff and Board of Management. It is the responsibility of the parents’ council to support and initiate, where appropriate, activities which advance the aims and objectives of the School, ensuring that such activities will not interfere with the process of management of the School. The Council aim to provide a forum, where Parents, can discuss their mutual concerns as they arise regarding the education and welfare of their children. The Parents Council will meet monthly during the school calendar year (September – June). Another important role for the Council is enhancing a great working relationship between the school and local communities.

The Parents’ Council play a vital role in fundraising for various school needs/events as they arise. This would be impossible without the support you the parents, the school and the wider local community.

The Parents Council will promote the ethos of the School so that all can advance in a spirit of partnership and inclusion to the benefit of pupils, parents, teachers and the community.

The Council will not be a forum for complaints against either teachers or parents. Complaints should be dealt with through private discussion between pupils, parents and teachers.

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