SAPANG ELEMENTARY

SCHOOL

PTA
Constitution
and
BY LAWS
PREAMBLE

We, the parents, guardians and teachers of Sapang Elementary School,Sapang, Jaen,
Nueva Ecija, in order to form a more united action in implementing the other urgent
needs of the school, establish a better understanding among ourselves, promote the
general welfare and interest of our school students do hereby ordain and adopt this
constitution and By-Laws.

ARTICLE I – NAME, DOMICILE AND PURPOSE

Section 1. The name of the association shall be the “SAPANG ELEMENTARY SCHOOL
PARENTS TEACHERS ASSOCIATION “ hereinafter referred to as the PTA and the
principal address of business shall be at Sapang Elementary School, Sapang, Jaen,
Nueva Ecija. The PTA is an unincorporated, non-profit organization.

Section 2. Purpose
The primary purpose of the PTA is to:
a) Maintain an understanding, working relationship among the school administration
and teachers, the parents of the students in the school and others interested in the
stated mission and core beliefs of the Department of Education.
b) Provide the school with fun and family-friendly activities and celebrations throughout
the year.
c) Provide services and programs in support of scholastic pursuits and extra-curricular
activities of the students, in accordance with established school policy; d) Raise funds,
transact business and exercise such functions as are necessary in the execution of the
stated objectives of the organization;

ARTICLE II – MEMBERSHIP

Section 1: Membership in a PTA is limited to parents, or in their absence the guardian,

of duly enrolled students, and teachers in a given school. For this purpose, a guardian is
hereby defined as any of the following:
a) An individual authorized by the biological parent/s to whom the care and custody of
the student has been entrusted;
b) A relative of the student within the fourth degree of consanguinity or affinity
provided that said relative has the care and custody over the child;
c) an individual appointed by a competent court as the legal guardian of the student; or
d) in case of an orphan, the individual/institution who has the care and custody of the
student.

Section 2: A teacher-member refers to homeroom advisers, subject teachers, and non-

teaching personnel.

Section 3: Within fifteen (15) days from the start of the school year the Homeroom
Adviser and the Parents/Guardians shall organize the Homeroom PTA with the
approval of the School Head.
Section 4: The elected presidents of the Homeroom PTAs and their respective
Homeroom Advisers shall elect the Board of Directors within thirty (30) days from the
start of the school year. The Board of Directors shall immediately elect from among
themselves the executive officers of the PTA on the same day of their election to the
Board.

ARTICLE III- Board of Directors and Officers

a. The administration of the affairs and management of activities of the PTA

is vested with the Board of Directors and its officers in accordance with these
guidelines or their respective Constitution and By-Laws, if any, which shall adhere
to the following:
a. The Board of Directors shall be composed of fifteen (15) members
who shall elect from among themselves the association’s executive officers;
namely: President, Vice-President, Secretary, Treasurer, Auditor, or other
equivalent positions, who shall oversee the day-to-day activities of the
associations;
b. Parent-members shall comprise two-thirds (2/3) and teacher-
members one-third (1/3) of the Board of Directors;
c. A teacher-member cannot hold any position in the PTA except as a
member of the Board of Directors or as Secretary;
d. The School Head shall not serve as a member of the Board of
Directors but as adviser to the PTA;
e. The term of office of the Board of Directors and its Officers shall be
one (1) year from the date of election. In no case shall a PTA Board Director
serve for more than two (2) consecutive terms;
f. In case of vacancy in the Board of Directors as a result of expulsion,
resignation or death, the vacancy shall be filled, for the unexpired term of the
office, by a majority vote of the Board of Directors from among the
Presidents of Homeroom PTAs in a special meeting called for such purpose.
g. Among the committees that may be formed to handle specific
activities of the PTAs are: a) Committee on Finance; b) Committee on
Programs and Projects; c)Audit Committee; d) Election Committee; e)
Grievance Committee; f) Ways and Means Committee; g) Committee on
External and Community Affairs;
h. The heads of the committees shall preferably come from the Board
of Directors, Homeroom Presidents and Homeroom Advisers; and
i. The PTA may or may not be incorporated with the Securities and
Exchange Commission (SEC). If incorporated, the registered entity shall, as
far as practicable, be used in the organization of the PTA by the elected
Board of Directors. In any event, the formal notification by the elected Board
of Directors outlined below and the issuance of the Certificate of Recognition
by the School Head shall be the operative act to recognize the PTA.

Article IV - Privileges

Section 1: The PTA is authorized to collect voluntary contributions from

parents/guardian-members once it has been duly recognized and given a Certificate of
Recognition by the School Head (Enclosure No. 2). Such collections, however, shall be
subject to pertinent issuances of the DepED and/or existing pertinent ordinances of the
local government unit concerned, if any.

Section 2: In addition, a duly recognized PTA shall have the following privileges:

b. It may allow to construct a building or structure within the school

premises for its office, provided however, that the PTA shall donate such
building or structure and other permanent fixtures to the school. Any
improvement made on such building, structure or fixture that cannot be
removed from such building or structure without causing damage thereto
shall be deemed the property of the school. A written agreement shall be
executed before the improvement or construction. A Deed of Donation
shall also be executed by and between the PTA and the school immediately
after the completion of the improvement or construction;
c. The use of any available space within the school premises as its office or
headquarters, provided, that costs pertinent to electricity, water and other
utilities shall be for the account of the PTA; provided however, that should
the school need such space, the PTA shall so vacate the space immediately.
The maintenance and improvement of the office shall be in accordance
with the School Improvement Plan;
d. Representation in the School Governing Council;
e. Authorization to undertake fund-raising activities to support the school’s
academic and co-curricular programs, projects and activities subject to
pertinent DepED guidelines;
f. Participation in the school’s inspection and acceptance committee and as
an observer in the school’s procurement activities subject to the provisions
of R.A. No. 9184; and Collaboration in relevant school activities.

ARTICLE V – DUTIES OF OFFICERS

Section 1. It shall be the duty of the President:

a. To act as the executive head of the Association and shall preside at all meetings of the
Association as well as in the meeting of the Board of Directors thereof.

b. To enforce all provisions of the By-Laws, and such rules and regulation as may be
adopted by the Association and/or the Board of Directors.

c. To call from time to time special meeting of the Association as well as of the Board of
Directors as the occasion warrants, and recommend to their consideration, such
measures as shall be considered necessary and expedient.

d. To approve all payments, disbursement and expenditures of the Association out of the
funds as has been previously mentioned and authorized by the Board of Directors.

e. To sign all official correspondence, notes, contracts, conveyances and agreements to

be entered into by the Association and which by resolutions of the Board of Directors
requires him to sign, and also the correct minutes of the Association.

f. To carry out the will of the members as are required expressed and passed in the
meetings of the Association, as well as in the meetings of the Board of Directors.
g. To take charge of all projects, undertakings, and activities of the Association, and to
supervise the actuations of the officers.

h. To create committees and appoint its members.

i. To perform such other duties not specified above as are believed inherent to the
duties/position. 

Section 2. It shall be the duty of the Vice President:

a. To take charge or take over the duties and responsibilities of the President in the
latter’s absence and/or incapacity to discharge the duties inherent to the position.

b. To perform other duties as will be assigned to him by the President or by the Board of
Directors.

Section 3. It shall be the duty of the Secretary:

a. To keep accounts and complete record of all minutes and proceedings of the
Association and of the Board of Directors.

b. To present the minutes of the previous meeting in all meetings of the Association
and/or of the Board of Directors.

c. To receive written suggestions relevant to the purposes of the Association and to

transmit it to the President immediately.

d. To take charge in the sending of notices to those concerned and to furnish the press
relation officer matters duly approved by the President for press releases.

e. To perform such other duties as will be assigned to him/her by the Board of Directors
and by the President.

Section 5. It shall be the duty of the Treasurer:

a. To be the custodian of all funds and property of the Association.

b. To collect all fees, dues and contributions from the HPTCA/classroom treasurer
accruing to the Association and issue in acknowledgement thereof, the official receipt of
the Association prescribed for the purpose.

c. To keep an accurate and complete record of the accounts of the Association showing
the income, expenditures, and balances of the funds in his/her custody and shall render
to the Board of Directors and financial reports as to the present standing of the funds of
the Association at least once a month, or sooner and as often as the Board of Directors
require.

d. To pay out of the funds of the Association in his/her custody all bills, obligations, and
lawful expenses of the Association, as authorized by the Board of Directors thru a
resolution, provided however, that vouchers covering such bills, obligation and expenses
shall bear the prior approval of the President, the Auditor and Adviser/consultant of the
Association.

e. To produce at any time as deemed by the Auditor or Adviser all cash balances in
his/her possession of the funds of the Association and each other records made and kept
by him/her for the purposes of audit.
f. To undertake the acquisition of all supplies and materials as are needed by the
Association in the projects or its activities, and in the exercise of this duty, he/she shall
be accompanied by the Auditor of the Association.

g. To perform such other duties as will be required of him/her or assigned to him/her by

the President and by the Board of Directors of the Association for the proper accounting
of the funds of the Association.

Section 6. It shall be the duty of the Auditor:

a. To examine and audit the books, vouchers and payments, cash accountability, and
such other records having to do with the accounts and accounting of the funds of the
Association made and kept by the Treasurer.

b. To prescribe the forms and receipts, vouchers, and the system of accountability to be
followed by the Treasurer and to prescribed rules and regulation thereof.

c. To pre-audit all vouchers covering payments and disbursement of the funds in the
custody of the Treasurer and to see to it that the lawful requirements of audits are
properly complied with.

d. To countersign all application for deposits and withdrawal of funds of the Association.

e. To render from time to time a report to the Board of Directors of the examination and
auditing of the funds and accounts of the association in the custody of the Treasurer.

Section 10. The Board of Directors shall be responsible to the Association for the
performance of the following duties and shall have a general charge and supervision of
all the interests and activities of the Association and shall also exercise the following
powers:

a. To control and supervise all investments, interests, and activities of the association
whether in property or money.

b. To secure the economical and wise disbursements and expenditures of the funds of
the Association and to safeguard from fraud or loss.

c. To enforce strict compliance with the provisions of the By-Laws.

d. To devise ways and means of raising funds for the Association and may authorize the
collection of special contributions to meet urgent needs of the school.

e. To act as policy-making body of the Association.

f. To pass urgent resolutions for the benefit of the school or the Association itself.

g. To give disciplinary action to any officer or member of the Association found

negligent and disinterested in the performance of his/her duties.

h. To appoint, qualify, or designate successors of incapacitated officers, whether

permanent or acting, to serve for the unfinished term of his/her office. In the exercise of
this power, a favorable vote of the majority of the members shall be sufficient to pass a
valid act.

i. To encourage the attendance of any officer or member of the Board of Directors in its
meeting.

j. To see to it that all reports required by law of the Association are properly
accomplished.

k. To exercise such other powers not specified above as are believed proper and lawful
for the efficient functioning of the Association.

ARTICLE V – WORKING COMMITTEE

Section 1. The officers of the Board of Directors shall be assisted in the administration
and management of the SES PTA by working committees. The chairman and members
of each committee shall be appointed by the President and BOD.

Section 2. Each working committee shall be composed of five (5) members appointed by
the President and BOD for a term of two (2) years or until their successors are appointed
and qualified. One of the members of the BOD shall act as the chairman. Other member
will come from the Homeroom PTA Presidents and one (1) classroom adviser. The
different committees to be formed are as follows:

a. Committee On Finance – The committee shall serve as the financial consultant of the
Board and prepare budget allocation in every project of the association.

b. Programs and Projects Committee–The committee shall plan

programs/activities/projects of the association for implementation.

c. Audit and Supervisory Committee – The Auditor shall act as the chairman. The
committee is responsible for internal control and installation of an adequate and
effective counting system. The committee shall conduct internal audit and inventory of
the assets and properties of the association.

d. Election Committee – The committee shall promulgate rules and regulation in the
conduct of the election.

e. Grievance Committee – The committee shall consider and remedy member’s

differences, complaints and resentments. It should be treated with the highest degree of
respect and mediator should act with utmost professionalism.

ARTICLE VI – TERM OF OFFICE

Section 1. The term of office of all officers of the GPTA shall be two ( 2 ) years. In the
event that their successors have not been duly elected they shall continue to hold office
until their successors have been elected.

Section 2. The term of office of all Homeroom PTA Officers shall be yearly.

Section 3. Election of officers of the Association shall be held during the 4th Saturday
after the opening of classes at a general meeting to be called for this purpose, that
officers thus elected assume office after inducted into office.

Section 4. Elected officers of the Association shall have the right for a re-election when
his/her term expires, provided said shall be a regular member upon termination of
office.

ARTICLE VII – ELECTION AND MANNER OF VOTING

Section 1. Election of officers of the Association shall be conducted once in every 2 years
at a general assembly meeting called for this purpose on the fourth Saturday after the
opening of classes.
Section 2. Election of the incoming officers shall be conducted by an Election
Board/Committee of the Association in the manner provided in the By-Laws.

Section 3. Manner of Voting. Each member present shall be entitled to one vote. All
voting shall be done by raising of hands, provided that if a member feels that raising of
hands has not conclusively shown the decision of the majority voting and the same shall
at the request of any member be made by ballot.

ARTICLE VIII – MEETINGS AND QUORUMS

Section 1. The annual meeting of the Association shall be held during the 4th Saturday
after the opening of classes of each year.

Section 2. Regular meeting of the Board of Directors shall be held every last Friday of
every month at the principal office of the association, that in the absence of important
business as to be treated upon, the regular meeting may be suspended and convened in
the next succeeding month.

Section 3. Special meeting of the Association as well as the Board of Directors shall be
called any time by the President if and when necessary to discuss urgent matters that
needs immediate solution/action. Special meetings may also be called by the secretary if
and when demanded in writing by at least six interested officers/members of the Board.
The place and date of the meeting shall be notified to all members by the secretary at
least five (5) days before such meeting is to be held.

Section 4. Attendance of Meeting. If an officer or member of the Board cannot attend

regular meeting he will send an excuse letter to the president or secretary of the
Association.

Section 5. QUORUM. At each annual, regular or special meeting of the Association

and/or of the Board of Directors, one half of the members of the Association/Board plus
one shall be necessary to constitute a quorum for the transaction of business. This
requirement may be waived as regards the meeting of the Board of Directors in which
case a simple majority of all the members thereof shall also be sufficient to transact a
valid act.

Section 6. ADJOURNMENT. If less than a quorum shall be in attendance at the time a

meeting shall have been called, the meeting shall be adjourned for a period of seven
days (7) at the expiration of which, another call in writing is to be made or meeting
continues but any approved agenda are unofficial. Agenda become official only after
approval on the next meeting in which quorum was constituted.

ARTICLE IX – FEES, DUES AND CONTRIBUTIONS

Section 3. All fees, dues and contributions accruing to the Association shall be collected
and acknowledge by the Treasurer by issuing the official receipts of the Association
prescribed for the purpose, noting thereon the name of the parent paying the fee, the
name of his/her children in school year and section of the student(s)’ year for which the
fee is paid, and date.

Section 4. The amount collected from membership fees/annual dues shall form and
constitute the general fund of the Association and may be appropriated for expenditure
thru a resolution of the Board of Directors.
Section 5. Fees, dues and contributions from members already paid and collected shall
not for any reason be refunded or withdrawn.

Section 6: Cognizant of the need of an organization for adequate funds to sustain its
operations, a duly recognized PTA may collect voluntary financial contributions from
members and outside sources to enable it to fund and sustain its operation and the
implementation of its programs and projects exclusively for the benefit of the students
and the school where it operates. The PTA’s programs and projects shall be in line with
the School Improvement Plan (SIP).

Section 7: The contributions should be a reasonable amount as may be determined by

the PTA Board of Directors;

Section 8: Non-payment of the contributions by the parent-member shall not be a basis

for non-admission or non-issuance of clearance(s) to the child by the school concerned;

Section 9: The contributions shall be collected by the PTA Treasurer on a per parent-
member basis regardless of the number of their children in school;

Section 10: No collection of PTA contributions shall be done during the enrollment
period; and

Section 11: No teacher or any school personnel shall be involved in such collection
activities.

ARTICLE X – FINANCIAL STATEMENT

Section 1: The books of accounts and other financial records of the PTA shall be
made available for inspection by the School Head and/or the Division PTA Affairs
Committee at any time.

Section 2: An Annual Financial Statement signed jointly by the PTA President,

Treasurer and Auditor shall be submitted to the School Head not later than thirty
(30) days after the last day of classes. Such financial statement shall be audited by
an external and independent auditor, posted in the PTA Bulletin Board, and
presented to the General Assembly during the next school year.

Section 3: The PTA shall also submit to the School Head not later than November
30, a mid-school year financial statement report ending October 30 duly audited
and signed by the members of the PTA’s audit committee.

Section 4 : Failure to submit such financial statement report shall be a ground for
the cancellation of the recognition of the PTA by the Division PTA Affairs
Committee upon the recommendation of the School Head.
Section 5: For purposes of transparency and accountability, all documents
pertaining to the operations of the PTA shall be open to public examination.

Section 6: PTA are required to install a PTA Bulletin Board outside of its office
where announcements, approved resolutions, required reports and financial
statements shall be posted.
 ARTICLE XI – SAFEGUARDING OF FUNDS

Section 1. All funds of the Association not otherwise set aside for immediate
expenditures shall be deposited in the name of the association with any of the
reputable banking institutions to be chosen by the Board of Directors.

Section 2. Depositing and withdrawing of funds shall only be undertaken by the

President and Treasurer of the Association, provided however, that application for
deposits as well as withdrawal shall bear the signature of the Auditor and Adviser.
Withdrawal to be made from the funds of the Association on deposits shall be
authorized by the Board of Directors of the Association thru a resolution.

Section 3. Withdrawals of funds for the purposes of procurement of materials or

payment of expenses incurred shall be done by properly/duly accomplishing a
request form to be presented to the officers of the PTA which will immediately act
to release such amount observing proper procedure in the
procurement/disbursement. 

ARTICLE XII – RULES

Section 1. Parliamentary proceedings and usages as set forth by Robert’s Rules of

Orders shall be strictly observed in the conduct of all meetings.

Section 2. These By-Laws may be amended, repealed, or modified at any regular

meeting of the Association by at least two-thirds vote of the members, provided
that written notice of the proposed amendment or amendments shall have been
given and furnished to the members at least five (5) days in advance of said
meetings.

Section 3. The Board of Directors of the Association may also act on proposed
amendments, provided however, that the action taken by the Board shall be
subject to ratification by the members of the Association at a meeting called for the
purpose in the manner provided in section 1 hereof. 

XIII Prohibited Activities and Sanctions

a. PTAs are prohibited from:

a. Interfering in the academic and administrative management and
operations of the school, and of the DepED, in general;
b. Engaging in any partisan political activity within school premises;
c. Operating a canteen/school supplies store, or being a
concessionaire thereof inside the school or nearby premises, or offering these
services to the school as its client either directly or indirectly;
d. Selling insurance, pre-need plans or similar schemes or programs
to students and/or their parents; and
e. Such other acts or circumstances analogous to the foregoing.
f. PTA Officers and members of the Committee are prohibited from
collecting salaries, honoraria, emoluments or other forms of compensation
from any of the funds collected or received by the PTA.
 g. PTAs shall have no right to disburse, or charge any fees as service
fees or percentages against the amount collected pertinent to the School
Publication Fee, Supreme pPupil Government (SSG) Developmental Fund
and other club membership fees and contributions.
h. In no case shall a PTA or any of its officers or members of the Board
of Directors call upon students and teachers for purposes of investigation or
disciplinary action. 

ARTICLE XIV – AMENDMENTS

This constitution may be amended by an affirmative vote of majority of the members

meeting in plenary session for the purpose, provided, that the propose amendment be
presented in writing at the previous meeting of the Association, and days prior to its
consideration.

ARTICLE XV – EFFECTIVITY

This constitution shall take effect upon its ratification by majority of all the votes cast by
members in the meeting called for.

MARILOU R. MENDOZA
School Head

BLESILDA M. MATIAS
GPTA President