Narrative on ESIP Planning

The SIP formulation was the collective ideas of the School Head, Teachers, Learners,

Stakeholders and other persons involved in the community. The plan was reviewed by them

and progress was being made toward the goal. Mapping has been done to evaluate the

progress of the school. As it was stated in our ESIP itself, the school as a whole mirrors the good

leadership and governance of the school principal. Jose Timbol, Sr. Central Elementary School

successfully implemented all the DepEd policies and achieved its Mission, Vision and Goal, like

the strict attendance for teachers, involvement of the school in various workshops and

seminars with selected teacher participant for the purpose of enhancement of skills.

Furthermore, every teacher has a conducive classroom, equipped with proper ventilation,

newly painted blackboards and chairs, and a very functional comfort rooms for children.

The crafting of ESIP was truly anchored on DepEd Vision, Mission and Goal. Core values

was also incorporated and not only emphasized in all academic subjects but also to all school

activities. The school was grateful for the full support of the Barangay Development Council

(BDC) and even members of the Municipal Development Council (MDC). Our very active PTA

Boards and Student Council voluntarily do their share in the planning. Collaborative efforts was

clearly manifested to surely craft a productive plan for the school.

Prepared by:

CHRISTIAN V. FEDERISO
SBM Coordinator

Noted:

ROBERTO P. MARISCAL
Principal- III
 School Planning Team
The team assists the school principal on a regular basis in planning,
operation, supervision, and evaluations of the campus educational program. They
also assist in developing, reviewing, and revising the School Improvement Plan
(SIP) for the purpose of improving pupils’ performance.

The following are the List of School Planning Team:

ROBERTO P. MARISCAL Principal- III

ESTELA B. RAMOS Member of the School Child Protection Committee

MARYBEL M. APLACADOR Municipal/ LGU Representative

HELEN P. CHAVEZ Teacher Representative

ARIEL O. BACARRO Member of BDRRMC

LINO V. SOLO Parent Representative

ALTHEA KITZ F. NUṄEZ Pupil Representative

 Attendance Sheet
(FGD/PTA/SGC)
NAME DESIGNATION SIGNATURE
 VISION

WE DREAM OF FILIPINOS

WHO PASSIONATELY LOVE THEIR COUNTRIES

AND WHOSE COMPETENCIES AND VALUES

ENABLE THEM TO REALIZE THEIR FULL POTENTIAL

AND CONTRIBUTE MEANINGFULLY TO BUILDING THE NATION.

AS LEARNER- CENTERED PUBLIC INSTITUTION,

THE DEPARTMENT OF EDUCATION CONTINUOUSLY IMPROVES

ITSELF TO BETTER SERVE ITS STAKEHOLDERS.

MISSION

TO PROTECT AND PROMOTE THE RIGHT OF EVERY FILIPINO TO

QUALITY, EQUITABLE, CULTURE- BASED, AND COMPLETE BASIC EDUCATION WHERE:

STUDENTS LEARN IN A CHILD- FRIENDLY, GENDER- SENSITIVE, SAFE AND MOTIVATING

ENVIRONMENT.

TEACHERS FACILITATE LEARNING AND CONSTANTLY NURTURE EVERY LEARNER.

ADMINISTRATORS AND STAFF, AS STEWARDS OF THE INSTITUTION, ENSURE AN ENABLING AND

SUPPORTIVE ENVIRONMENT FOR EFFECTIVE LEARNING TO HAPPEN

FAMILY, COMMUNITY AND OTHER STAKEHOLDERS ARE ACTIVELY ENGAGED AND SHARE

RESPONSIBILITY FOR DEVELOPING LIFE- LONG LEARNING.

 CORE VALUES

MAKA DIYOS

MAKATAO

MAKAKALIKASAN

MAKABANSA

Being a DepEd learner- centered public institution, the school adheres to

the Department’s Vision, Mission and Values.

Jose Timbol, Sr. Central Elementary School always makes its best to be an

instrument in nation building, develops in its learners the potential innate in them

so they would grow into the right person they should become; the responsible

citizens of our country in the near future.

Guided by the Department’s Vision, Mission and Values, the school

personnel imposes discipline to the students but sees to it that it should be in

accordance with their welfare. Violations of the school rules and regulations

should have been dealt with accordingly. Concerned students should expect that

their parents will be called for and settle matters with the adviser in the presence

of guidance counselor if they committed grave offense, principal’s intervention is

necessary to implement the needed sanction.

All the lessons they learned and experiences they encountered should have

made them into lifelong learners.

 Minutes of the Meeting
DATE: _________________

TIME STARTED: _______________

PRAYER: ARIEL O. BACARRO

SIP Planning was held at the office of the school principal. It has been discussed

thoroughly by the Principal regarding the current situation of the school. The lack of teachers in

which the teacher-pupil ratio is very poor in the higher grade was such a problem of the school

since it would surely affect the learning of pupils. PTA President Lino V. Solo suggested to open

it up to the General PTA Assembly so that parents could likewise suggest or donate anything

beneficial to the current situation. Municipal Representative Marybel Aplacador assures the

school committee to bring the issue to the office of the Mayor.

The team also discussed the areas and things to be prioritize in order to sustain the good

academic standing and achievement of pupils as a whole. They unanimously agreed to set

objectives following the SMART guide as such: S- specific, M- Measurable, A- Attainable, R-

Realistic and T- Timebound.

Crafting the SIP of Jose Timbol, Sr. Central Elementary School was made easy because of

the support and collaborative efforts of the school and stakeholders.

Signed:

ROBERTO P. MARISCAL School Principal - III

ESTELA B. RAMOS Member of the School Child Protection Committee

MARYBEL M. APLACADOR Municipal/ LGU Representative

HELEN P. CHAVEZ Teacher Representative

ARIEL O. BACARRO Member of BDRRMC

LINO V. SOLO Parent Representative

ALTHEA KITZ F. NUNEZ Pupil Representative

 Invitation Letter
______________________________

______________________________

______________________________

Dear Sir/ Maam:

The School has crafted the ESIP and would formally invite your

presence for the proofreading, suggestion and review of the said

manuscript.

Your immediate responds and expertise is highly appreciated.

Thank you!

Noted:

ROBERTO P. MARISCAL
Principal- III
 Organizational Structure
SCHOOL IMPROVEMENT TEAM

SCHOOL HEAD

PARENT COMMUNITY PUPIL TEACHER

REPRESENTATIVE REPRESENTATIVE REPRESENTATIVE REPRESENTATIVE

ROLES AND RESPONSIBILITIES:

They assist the principal on a regular basis in the planning, operation, supervision, and
evaluation of the school educational programs. Be involved in decision in the areas of:

Planning: School Improvement plan and all its components

Budgeting: Planning priorities and strategies

Curriculum: Instructional methods; alignment of curriculum; early childhood programs

Staffing Pattern: Block scheduling teams; instructional departments; interdisciplinary

Staff Development: predominantly school based, related to achieving school performance

School Organization: coordination among special programs, regular programs and physical

Organization of the building

They likewise assist the principal in developing, reviewing and revising the school
improvement plan for the purpose of improving pupils’ performance.
 MINUTES OF MEETING ON ROLES AND FUNCTION OF
STAKEHOLDERS OF JOSE TIMBOL, SR. CENTRAL
ELEMENTARY SCHOOL
TIME STARTED AT 9:00 AM

PRESENT:

ROBERTO P. MARISCAL PRINCIPAL III/ TEAM LEADER

LINO V. SOLO PTA PRESIDENT
MARYBEL APLACADOR BARANGAY/LGU REPRESENTATIVE
ARIEL O. BACARRO MEMBER OF BDRRMC
ESTELA B. RAMOS MEMBER OF CPC
HELEN P. CHAVEZ TEACHER REPRESENTATIVE
ALTHEA KITZ F. NUNEZ STUDENT REPRESENTATIVE
JAKE SILORIO PTA VICE PRESIDENT
THELMA C. DUPITAS PTA SECRETARY
JUBANE MONSAD MDC REPRESENTATIVE
ALEX ABE BDC REPRESENTATIVE
MELANIE CANDIDO SGC REPRESENTATIVE

The meeting started with a prayer lead by Mr. Ariel O. Bacarro, followed by

the singing of our National Anthem conducted by Helen P. Chavez. The Principal III

of Jose Timbol, Sr. Central Elementary School welcomed all the participating

persons. The school principal, Roberto P. Mariscal opened to the group

emphasizing the roles and responsibilities not only of the PTA Officers, SGC

Officers but also to all the stakeholders.

The discussion was based on the Constitution and By- Laws of both the PTA

and SGC so there will be no exaggerations of individual roles and responsibilities.

In fact each one of them was given a photocopy of the roles and responsibilities

of both the PTA and SGC Officers. PTA President, Lino V. Solo and MDC
Representative Jubane Monsad deliberately appreciate the formality of the by-

laws as it was clearly emphasized there all the DO’s and DON’Ts of the officers

and members. BDC Representative, Alex C. Abe was truly anticipating a

harmonious relationship and partnership between the school and the community.

All representing bodies actually commit their support for the success and

improvement of the school.

Attached are the elaborated functions of the PTA/SGC Officers.

The meeting was then closed with a prayer lead by Mr. Ariel O. Bacarro

Prepared by:

HELEN P. CHAVEZ
SPT SECRETARY

NOTED:
ROBERTO P. MARISCAL
PRINCIPAL- III
 LETTER OF INVITATION

August 16,2018

TO:

LINO V. SOLO PTA PRESIDENT

MARYBEL APLACADOR BARANGAY/LGU REPRESENTATIVE
ARIEL O. BACARRO MEMBER OF BDRRMC
ESTELA B. RAMOS MEMBER OF CPC
HELEN P. CHAVEZ TEACHER REPRESENTATIVE
ALTHEA KITZ F. NUNEZ STUDENT REPRESENTATIVE
JAKE SILORIO PTA VICE PRESIDENT
THELMA C. DUPITAS PTA SECRETARY
JUBANE MONSAD MDC REPRESENTATIVE
ALEX ABE BDC REPRESENTATIVE
MELANIE CANDIDO SGC REPRESENTATIVE

Dear Officer,

Please be informed of our approved schedule for our Meeting

on the Roles and Responsibilities Defined and Elaborated, 9:00 AM on

August 26, 2018 in our Principal’s Office.

Your presence is highly appreciated! Thank You!

ROBERTO P. MARISCAL
PRINCIPAL- III
 ROLES AND RESPONSIBILITIES OF THE PTA
A number of committee members in key roles will be standing down at the

Annual General assembly, so we have summarized the key responsibilities for all

named roles as a guide for parents who may be interested in these.

President

The President should work closely with his co officers to ensure that the PTA is

run effectively. The main role of the President is to lead half termly meetings and

oversee the running of the annual fundraising events.

Key Responsibilities

 Provide leadership.

 Set the agenda for meetings and run the meeting in school.

 Welcome and involve new members.

 Write regular newsletters in cooperation with the secretary.

 Sign cheques for the PTA with one othe committee member.

 Meet with the other officers to agree financial commitment for the year.

Vice President

The Vice president supports the President in providing ledearship for the

committee, helps set the agenda for the meetings and helps manage meetings in
line with the agenda. The Vice President deputises for the President when

necessary and assists in the organization operation of the PTA.

Key Responsibilities

 Support the President in providing leadership.

 Manned any meetings that the President is unable to attend.

 Liaise with the committee and sub- committee organizing events.

 Prepare meeting agendas in consultation with the President.

 Welcome and involve other parents into the PTA.

 Prepare, with the President, the annual report for the General Assembly..

Secretary

Secretary is a key committee member as they are responsible for ensuring

effective communication links between committee members and between the

PTA and the school. The secretary deals with all the correspondence that the PTA

receives and helps the President ensure that committee meetings run smoothly.

Building up a good relationship with the school, the secretary will help make sure

that correspondence, sent to the school, is passed onto the PTA promptly. The

secretary can arrange to leave PTA notices with the school office for distribution

with school mailings/ text to parents.

The secretary will make arrangements for the Annual General Meeting and help

the President prepares the Annual Report. The secretary may also be involved in

co- signing cheques on behalf of the PTA.

Key Responsibilities

 Deal with correspondence.

 Send email to committee to confirm date of next meeting.

 Prepare agendas along with the President.

 Write up the minutes of meetings.

 Distribute the minutes to all the committee.

 Co- sign cheques as required.

 Write the annual report with the President.

 Prepare and distribute newsletters and other communications to parents.

 Prepare flyers, posters, tickets, etc. for events and distribute to class reps as

necessary.

Treasurer

The role of the Treasurer is to manage and control the funds the PTA raises.

The Treasurer should record all income and expenditure, details of the amounts

received and spent, and have the information available for every committee

meeting plus:

 The balance of funds

 Committed expenditure

 Income, expenditure and profit from each event held

The Treasurer should report on the current financial position at each committee

meeting and this should be recorded in the minutes. The report should include an

update on funds received and spent since the last report. If the Treasurer is
unable to attend a committee meeting, a written report should be sent to the

President, at least one or two days before the meeting. All financial decisions

taken should be recorded in the Minutes of the Meeting. The Treasurer also:

 Liaises with the bank

 Pays money into the bank account and reconciles bank statements.

 Advises the bank of agreed changes to the bank mandate,example: those

authorized to sign cheques.
 Raises and sign cheques with a second committee member co- signing. The
person co- signing must see what is being paid for before signing. The
treasurer should sign last and keep all original invoices.
 Withdraws money to provide a cash float for events.
 Monitors funds held on account and discusses with the bank or building
society, the use of higher rate investment accounts. Any decision to use an
investment account, including the amount to be put in the account, should
be taken by the whole committee.
 Ensure regular payments, for example, PTA Membership and Journalism,
are made on time to guarantee benefits and take advantage on any
discounts.
 Arrange appropriate licenses for events.

Key Responsibilities:

 Maintain the financial records.

 Prepare and co- sign cheques as required.
 Report income and expenditure at meetings.
 Count and bank monies.
 Liaise with the bank.
 Regular and other payment.
 Draw up the annual account.
AUDITOR

The Auditor examines and audit the book of accounts of the treasure from time to
time, after every affair of the Association.

Key Responsibilities:

 Assist the treasurer in the processing of all financial transactions and

records
 Audits funds, receipts and disbursements for submission to the council
 Assists the treasurer in keeping a clear record book of accounts

Committee Members

Ordinary Committee Members work alongside the Officers, contributing ideas,

helping to organize events or running smaller projects of the school. They also
have important role to play alongside the Officers of the PTA in ensuring good
communication with the rest of the school, encouraging participation and
enthusiasm for the events organized by the PTA.

Parents & Carers - Ordinary Members of the PTA

Parents and carers of children at the school are automatically Ordinary Members
of the PTA. The PTA Committee informs them of the events and projects that are
due to take place. The Ordinary Members participate in, the events run by
theCommittee. They may attend PTA Meetings, but they cannot vote on decisions
made by the committee. All parents and carers are encouraged to help at the
fundraising events. Information on help needed is usually provided by Class
Representatives or via Email in the run up to events.
Class Representative

Class Representative ensures good communication with the parents and teachers
of the class. They organize social events for the parents and carers of their class.
They may run small projects for the school. They also liaise with class teacher to
organize any school event.

Key Resposibilities:

 Maintain a class list.

 Provide feedback and ideas from class to the PTA Committee.
 Welcome new Parents to the school.
 Liaise with class teacher for any specific help required from PTA.
 Arrange social events for their class.

Prepared by:

CHRISTIAN V. FEDERISO
SBM Coordinator

NOTED:

ROBERTO P. MARISCAL
Principal- III
 ROLES AND RESPONSIBILITIES OF SGC

The School Governing Council

Purpose

The SGC provides a forum for parents, students, teachers, community

stakeholders and the school head to work together towards continuously
improving student learning outcomes. SGCs provide the opportunity and the
environment to:

 Develop shared responsibility in the children’s learning and holistic

development.
 Encourage and facilitate effective community stakeholder participation in
school improvement process focused on children’s learning and welfare.

The SGC is not intended to replace parent organizations such as the PTA/PTCA.

This model of Governance has the following features:

1. The cooperative role of the SGC and school staff is emphasized.

2. Management and governance are clearly separated.
3. The focus is on improving student learning outcomes.
4. The broad directions are set and monitored by the Council.
5. The school head and staff are responsible for reporting progress of SIP
Implementation to the SGC.
Mission Statement
The participation of the SGC in school practices shall be guided by a mission
statement developed by the Council itself. The mission statement of the School
Governing Council communicates the ground for its existence.

The Council mission statement conveys:

 The reason for its existence
 The clientele the Council wishes to serve
 The Council’s intention to produce in relation to school vision.

Guiding Principle
The SGC’s guiding principles are:
 Inclusive- ensures that all voices in the school community, including
Indigenous People’s group, are heard and all perspectives are taken into
account in the school processes.
 Respectful- recognizes differences among its constituents and appreciates
all viewpoints.
 Trustworthy- conducts its operations in an open and transparent manner.
 Responsible- strives to respond to the needs and aspirations of the
community they serve.
 Effective- continuously makes a difference in their students’ learning
 Committed- commits to fulfill their role as a link in school level governance

Governance
Governance of SGC’ is the responsibility of the Council whose functions and roles
are directed by the SGC Constitution and By- Laws and the Code of Practice.

Functions
The SGC determines the general policies of the school on:
 Student welfare, discipline and well- being
  Development and Implementation of the SIP
 Monitoring and Evaluation of the SIP Implementation
 Reporting progress of SIP Implementation to the SDS and the
Community
 Management of Council Resources

Roles of the SGC

1. Participates in the development of the SIP.
The SIP is a document that outlines the vision, values, goals, targets,
strategies and resources in school improvement. It is developed in a
participatory manner by the School Planning Team and Representatives
from groups of school community stakeholders.

2. Assist the school in Installing the Monitoring and Evaluation System for
school performance based on SIP and reports accomplishments to the
community and the Department.
This requires the SGC to participate in collecting information about
the school’s performance and reports it to the Department and local
community through a self- assessment process.

3. Generates resources to support implementation of the SIP.

The SGC supports the implementation of the SIP and undertakes
resource generation and mobilization in support to SIP
implementation.

4. Organizes committees to support the school head and staff in the

implementation of the SIP.
Relevant committees may be organized to support the school in
implementing the SIP. The Council has to ensure that committees
understand their role and task.
 OFFICE HOLDERS OF THE SGC AND THEIR DUTY
STATEMENTS

CHAIRPERSON

 Acts as the presiding officer of the council and Chairs all the meetings
 Initiates and responds to all communications which are for the attention of
the council
 Signs for identification purposes any document referred for the council
 Ascertains that in all meetings, a quorum is present.
 Presents any report for which the chairman is responsible
 Prepares agenda for meetings in consultation with the principal
 Makes himself available to the wider school community for consultation
and information sharing
 Works with the principal regarding direction of the School Governing
Council.

VICE- CHAIRPERSON

 Be prepared at all meetings and acts as proxy at any function as required in

the absence of the Chairperson
 Be aware of the duties of the Chairperson in the event of that person’s
absence
 Be prepared to assist the Chairperson and when requested by the Chair
 Provides positive, candid input to the Chair, on occasion when such advice
is seen as necessary or appropriate
 Assist in publishing the work of the council

SECRETARY

 Assist with the writing of reports and correspondence when necessary

 Files paper works into governing council files
 Assist in publicizing the works of the School Governing Council
  Assists the Chair in gathering any additional items for the Council agenda
 Records and documents accurately minutes of all Council meetings
 Provides all Council members legible copies of the minutes at least seven
days prior to the next meeting
 Sends and does follow up notice of meeting to all members
 Takes the attendance and apologies of the Council during meeting

TREASURER

 Takes charge of the fund receipts and disbursements of the Governing

Council
 Keeps the money and the valuables of the Council on a book that the
council designates
 Keeps and have charge of books of accounts
 Prepares an audited report of all SGC funds and disbursements and
meetings

AUDITOR

 Assist the treasurer in the processing of all financial transactions and

records
 Audits funds, receipts and disbursements for submission to the council
 Assists the treasurer in keeping a clear record book of accounts

PRINCIPAL (EXECUTIVE OFFICER)

 Plans meeting, time and format

 Arranges for information to be communicated to all Council members
before and after meetings
 Prepares Council meeting agenda in coordination with the Chairman and
secretary
 Provides the Council accurate and clear information necessary for decision-
making and arranges report to be available to all councilors
  Keeps the Council up-to-date with new initiatives that are occurring

Prepared by:

CHRISTIAN V. FEDERISO
SBM Coordinator

NOTED:

ROBERTO P. MARISCAL
Principal- III
 Constitution
and
By- Laws

Of

School Governing
Council (SGC)
Of

JOSE TIMBOL, SR. CENTRAL ELEMENTARY

SCHOOL
STA. MARIA WEST DISTRICT
DIVISION OF DAVAO OCCIDENTAL
 Pob. Sta. Maria, Davao Occidental

JOSE TIMBOL, SR. CENTRAL ELEMENTARY SCHOOL

SCHOOL GOVERNING COUNCIL CONSTITUTION AND BY
LAWS

I. NAME

The name of the council is JOSE TIMBOL, SR. CENTRAL ELEMENTARY

SCHOOL GOVERNING COUNCIL.

II. INTERPRETATION
In the constitution,
CHAIRPERSON the presiding member of the council
COUNCIL Jose Timbol, sr. Central Elementary School
Governing Council
COUNCILORS are the members of the council
DEPARTMENT the Department of Education
FISCAL YEAR the year ending 31 December
GENERAL MEETING public meeting of school community
GOVERNMENT SCHOOL a school established for the purpose of providing
Courses of instruction in pre- school, primary and
Secondary education
MAJORITY more than half the total number
PARENT the parents of the student attending the school
SCHOOL HEAD the head of the teachers of the school
SCHOOL COMMUNITY means all parents, students and staff of the school and
all other persons who have a legitimate interest in or
connection with the school
SIP School Improvement Plan, collaboratively made and
Formulated by the school stakeholders to improve the
School
SPECIAL RESOLUTION for the purpose of amending the constitution or of
Removing an office holder from office, passed by a duly
Convened meeting of the council if:
(1) At least 30 days written notice has been given to all
Councilors specifying the intention to propose the
Resolution as a special resolution; and
(2) It is passed by the majority of not less than three
Quarters of councilors who vote in person or by
Proxy at that meeting

III. OBJECTIVE/ AIM

The Jose Timbol, Sr. Central Elementary School Governing Council aims to:
 Involve the school community and all stakeholders in the school
governance to strengthen and support public education in the community.
 Assist in planning and setting directions for improving learning and well-
being of all students.
 Determine policies for the school including policies for safety, welfare and
discipline of students.
 Develop, monitor and review the targets, activities and accomplishments of
the SIP.
 Establish, conduct and arrange facilities for resource to enhance the
education, development, care, safety and health or welfare of students in
school.

IV. POWERS OF THE GOVERNING COUNCIL VESTED BY

THE DEPED AND LGU

 Endorses the School Improvement Plan (SIP) together with the School Head
 Be informed of the school- based MOOE and SEF Funds allocated to school
 Approves school- level policies (to be determined)
 Resolves school- level matters (to be determined)
  Approves official school profile (basic data set describing the school
operations)
V. FUNCTIONS OF THE COUNCIL
In the context of the Council’s joint responsibility with the Principal for the
governance of the school, the Council must perform the following functions:
a. Involves the community in the governance of the school by:
 Providing a focus and a forum for the involvement of parents and
school community
 Ascertaining the educational needs of the local community and
the attitude of the local community to educational developments
within the school
 Ensuring that the cultural and social diversity of the community
are considered and particular needs are appropriately identified.
b. Sets the broad direction and vision of the school
c. Conducts strategic planning for the school
d. Monitors and review the School Improvement Plan
e. Raises money for the School- related purpose
f. Exercises its function in accordance with legislation, administrative
instructions and the constitutions.

VI. FUNCTIONS OF THE PRINCIPAL IN THE COUNCIL

The functions of the Principal in the Council are the following:
a. The Principal is answerable to the DepEd for providing educational
leadership in the school and for other general responsibilities which are
reasonable.
b. The principal must also:
 Implement the School Improvement Plan (SIP) and school policies
 Provide accurate and timely reports, information and advice relevant
to the council’s function
 Report on learning, care, training and participation outcomes
  Supervise and promote staff and teachers development
 Be responsible for the financial, physical and human resource
management of the school
 Be an ex- officio member of the Council with full voting rights
 Chair the first meeting of the Council held for the purpose of
receiving nominations from nominating bodies, the direct
appointment of councilors by the council and the election of office
holders
 Contribute or be consulted for the formulation of the agenda of the
Council Meeting.

VII. MEMBERSHIP

 Members of the Council are either elected/ nominated by their sectors or

by appointment by the Council
 Councils will have a term of office not exceeding two (2) years
 Councilors are eligible for subsequent re- election or re- appointment

VIII. TERM OF OFFICE

1. Elected parent councilors will be appointed for a term not exceeding two
years, except in the case of the first Council only, where one- half of the
parent councilors elected at the Annual General Meeting of the school will
be elected for a term not exceeding one year.
2. A person nominated by an affiliated committee will be nominated for a
term not exceeding two years.
3. Any councilor nominated by the Students Representative Council or elected
by the body of students will hold office for a term not exceeding one year
or until the nomination is revoked, in writing by the nominating body.
4. A councilor elected by the staff of the school will hold office for a term not
exceeding one year or subject to being a member of the staff of the school.
 5. Each councilor directly appointed by the Council, will serve a period not
exceeding two years.
6. Upon expiry term of office, each councilor will remain incumbent until the
position is declared vacant at Annual General Meeting.
7. Councilors are eligible for subsequent re- election, re- orientation or re-
appointment.

IX. OFFICE HOLDERS OF THE SGC AND THEIR DUTY

STATEMENTS

CHAIRPERSON

 Acts as the presiding officer of the council and Chairs all the meetings
 Initiates and responds to all communications which are for the attention of
the council
 Signs for identification purposes any document referred for the council
 Ascertains that in all meetings, a quorum is present.
 Presents any report for which the chairman is responsible
 Prepares agenda for meetings in consultation with the principal
 Makes himself available to the wider school community for consultation
and information sharing
 Works with the principal regarding direction of the School Governing
Council.

VICE- CHAIRPERSON

 Be prepared at all meetings and acts as proxy at any function as required in

the absence of the Chairperson
 Be aware of the duties of the Chairperson in the event of that person’s
absence
 Be prepared to assist the Chairperson and when requested by the Chair
  Provides positive, candid input to the Chair, on occasion when such advice
is seen as necessary or appropriate
 Assist in publishing the work of the council

SECRETARY

 Assist with the writing of reports and correspondence when necessary

 Files paper works into governing council files
 Assist in publicizing the works of the School Governing Council
 Assists the Chair in gathering any additional items for the Council agenda
 Records and documents accurately minutes of all Council meetings
 Provides all Council members legible copies of the minutes at least seven
days prior to the next meeting
 Sends and does follow up notice of meeting to all members
 Takes the attendance and apologies of the Council during meeting

TREASURER

 Takes charge of the fund receipts and disbursements of the Governing

Council
 Keeps the money and the valuables of the Council on a book that the
council designates
 Keeps and have charge of books of accounts
 Prepares an audited report of all SGC funds and disbursements and
meetings

AUDITOR

 Assist the treasurer in the processing of all financial transactions and

records
 Audits funds, receipts and disbursements for submission to the council
 Assists the treasurer in keeping a clear record book of accounts
PRINCIPAL (EXECUTIVE OFFICER)

 Plans meeting, time and format

 Arranges for information to be communicated to all Council members
before and after meetings
 Prepares Council meeting agenda in coordination with the Chairman and
secretary
 Provides the Council accurate and clear information necessary for decision-
making and arranges report to be available to all councilors
 Keeps the Council up-to-date with new initiatives that are occurring.

VACANCIES
1. Membership of the Council ceases when the councilor:
 Dies
 Or in the case of an elected councilor or a councilor nominated or
appointed for a term, competes a term of office and is not re- elected, re-
nominated or re- appointed
 In the case of a member nominated by the staff of the school, is no longer a
staff member of the school
 Resigns by written notice to the council
 Is removed by the Department
 Is declared bankrupt or applies for the benefits of a law for the relief of
involvement debtors
 Has been convicted of any offense prescribed by administrative instruction
 Is absent from five consecutive Council meetings without leave of absence
approved by the Council. Acceptance of an apology at a Council meeting
will be deemed a grant of such leave.
2. The Council may appoint a person to temporarily fill a causal vacancy in its
membership until a councilor can be elected, nominated or appointed in
accordance with this constitution.
X. MEETINGS
1. General Meetings of the School Community
 All persons within the School Community are eligible to attend
general meetings of the school community and note on any matters
proposed for resolution
 The Chairperson of the Council must call and preside at general
meetings of the school community, the timing to be agreed between
the Council chairperson and the Principal of the school.
 At least 14 days written notice of the meeting must be given to the
school community. The notice must specify the date, time and place
of the meeting.
 A general meeting must be held:
(i) At least once annually (AGM) to present reports, to elect
parents to the Council and/ or declare election results
(ii) For any other reason relating to the affairs, functions or
membership of the Council, determined by agreement
between the Council Chairperson and the Principal
2. Council Meeting
 The Council must at least twice in each school term or every year
 Notice of the meeting must be given at the previous council meeting
or by at least 7 days written notice distributed to all councilors or in
an emergency by such other notice as the Council may determine
3. Special or Emergency Meetings
 The chairperson of the Council may call a special or an emergency
meeting of the council by written request from at least 3 councilors;
  Notice of meeting must be given by written notice to all councilors
within reasonable time, setting out the time, date, place and object
of the meeting.
4. Voting
 Voting must be by show of hands
 For purposes of voting on a special resolution, each councilor is
entitled to appoint another councilor as his proxy by notice in the
form issued as an administrative instruction

XI. PROCEEDINGS OF THE COUNCIL

MEETINGS
 The quorum for the Council meeting is a majority of the filled positions of
the Council.
 If at the expiration of 30 minutes after the appointed time for the meeting
there is no quorum arrived at, the meeting must stand adjourned to such
time and places as those councilors present determine.
 Except in the case of a special resolution, a decision of the majority of those
councilors present and eligible to vote is the decision of the Council.
 The Chairperson must have a deliberate vote only. In the event of an
equality of votes, the chairperson does not have a second casting vote and
the motion must be taken to be defeated.

XII. ELECTION OF COUNCILORS

A. All persons who are parents of the school are eligible form nomination for
election as a councilor.
B. Only parents of the school may vote to elect parent representatives to the
Council
C. Conduct of elections for parent representatives to the Council, the principal
must facilitate election of parent councilors by one of the following
methods, as determined by the council:
 (i) An election at a General Meeting of the school community
(ii) A postal ballot of the parents of the school
D. Notice of Election
a. The timetable for an election must be determined by the Council in
consultation with the Principal.
b. Notice for the date and time of an election must be specified by the
Principal by the means generally used to communicate with the school
community.
c. The notice must fix the period during which nominations for election as
councilors must be accepted and outline the process to be followed
d. In consultation with the Council, the Principal must determine the form
for nominations and period during which nominations will be accepted.
e. A nomination for election as a councilor must be;
(e.1) In a form approved by the Principal
(e.2) Received by the Principal at or before the time the nomination is
due.
E. Declaration of Election
a. The principal must declare the candidates elected to fill the vacancies:
(a.1) at a general meeting of the school community; or
(a.2) in the form generally used to communicate with school
community.
b. The new Council comes into operation at the declaration of the filled
up vacancies.
F. Nomination and Appointment of Councilors
a. As soon as is practicable after the declaration of the results of an
election, the Principal calls and presides at the first Council meeting.
b. The first meeting of the Council must be adjourned to a date decided by
the meeting if the purpose of the meeting is not achieved.

XIII. MINUTES
A. Proper minutes of any Council meeting, the Annual General Meeting and
general meetings of the school community must be entered into books
kept for that purpose.
B. The minutes must be read at the next respective annual, general or Council
meeting and signed by the Chairperson of the meeting at which the
proceedings took place or by the chairperson of the subsequent meeting
C. Upon reasonable notice, the books containing the minutes of any meetings
must be made available for inspection by any councilor.

XIV. COMMITTEES
A. Committees
The Council may appoint committees, composed of councilors or both
councilors and non- councilors, which will meet as directed by the Council.
B. Terms of Reference
The Council must specify terms of reference for its committees.
a. Curriculum Committee
It must be created to ensure strict implementation of the curriculum
and consider views and recommendation of students and parents.
b. Beautification Committee
This committee is in- charge of the maintenance and beautification of
the school.
c. Ways and Means Committee
This will take charge of the minor problems that may possibly arise in
school particularly on management.
d. Project Implementation Committee
This committee will implement, monitor and assess projects.
 Constitution
and
By- Laws

Of

Parents Teachers
Association (PTA)
Of
 JOSE TIMBOL, SR. CENTRAL ELEMENTARY
SCHOOL
STA. MARIA WEST DISTRICT
DIVISION OF DAVAO OCCIDENTAL

Pob. Sta. Maria, Davao Occidental

Preamble
We, the parents and teachers of the Jose Timbol, Sr. Central

Elementary School, Sta. Maria West District, Sta. Maria, Davao

Occidental, recognizing our civics, moral, spiritual, personal and

official duties and obligations by creating an atmosphere of units,

fellowship, maximum protection and security and a sense of

belongingness among teachers and employees with aid of our Divine

Providence, do hereby promulgate and ordain this Constitution and

By- Laws.

I. NAME
This association shall be known as the Parents Teachers Association of
Jose Timbol, Sr. Central Elementary School, Inc. (PTA JTSCES Inc.). The
address shall be determined by the Office of the Principal, DepEd,
Poblacion, Sta. Maria, Davao Occidental.

II. MEMBERSHIP & MEMBERSHIP FEE

 The principal, Teachers, utility and all registered parents and guardians
of Jose Timbol, Sr. Central Elementary School of Sta. Maria West District,
Sta. Maria, Davao Occidental are ipso facto members upon their
assignment in the school.
Membership Fee of P50.00 shall be collected from the parents by the
PTA Treasurer. Parents are entitled a PTA membership fee regardless of
the number of children for as long as they can present legal documents.

III. DUTIES AND RESPONSIBILITIES OF THE OFFICERS

President

The President should work closely with his co officers to ensure that the PTA is

run effectively. The main role of the President is to lead half termly meetings and

oversee the running of the annual fundraising events.

Key Responsibilities

 Provide leadership.

 Set the agenda for meetings and run the meeting in school.

 Welcome and involve new members.

 Write regular newsletters in cooperation with the secretary.

 Sign cheques for the PTA with one othe committee member.

 Meet with the other officers to agree financial commitment for the year.

Vice President
The Vice president supports the President in providing ledearship for the

committee, helps set the agenda for the meetings and helps manage meetings in

line with the agenda. The Vice President deputises for the President when

necessary and assists in the organization operation of the PTA.

Key Responsibilities

 Support the President in providing leadership.

 Manned any meetings that the President is unable to attend.

 Liaise with the committee and sub- committee organizing events.

 Prepare meeting agendas in consultation with the President.

 Welcome and involve other parents into the PTA.

 Prepare, with the President, the annual report for the General Assembly..

Secretary

Secretary is a key committee member as they are responsible for ensuring

effective communication links between committee members and between the

PTA and the school. The secretary deals with all the correspondence that the PTA

receives and helps the President ensure that committee meetings run smoothly.

Building up a good relationship with the school, the secretary will help make sure

that correspondence, sent to the school, is passed onto the PTA promptly. The

secretary can arrange to leave PTA notices with the school office for distribution

with school mailings/ text to parents.

The secretary will make arrangements for the Annual General Meeting and help

the President prepares the Annual Report. The secretary may also be involved in

co- signing cheques on behalf of the PTA.

Key Responsibilities

 Deal with correspondence.

 Send email to committee to confirm date of next meeting.

 Prepare agendas along with the President.

 Write up the minutes of meetings.

 Distribute the minutes to all the committee.

 Co- sign cheques as required.

 Write the annual report with the President.

 Prepare and distribute newsletters and other communications to parents.

 Prepare flyers, posters, tickets, etc. for events and distribute to class reps as

necessary.

Treasurer

The role of the Treasurer is to manage and control the funds the PTA raises.

The Treasurer should record all income and expenditure, details of the amounts

received and spent, and have the information available for every committee

meeting plus:

 The balance of funds

 Committed expenditure

 Income, expenditure and profit from each event held

The Treasurer should report on the current financial position at each committee

meeting and this should be recorded in the minutes. The report should include an

update on funds received and spent since the last report. If the Treasurer is
unable to attend a committee meeting, a written report should be sent to the

President, at least one or two days before the meeting. All financial decisions

taken should be recorded in the Minutes of the Meeting. The Treasurer also:

 Liaises with the bank

 Pays money into the bank account and reconciles bank statements.

 Advises the bank of agreed changes to the bank mandate,example: those

authorized to sign cheques.
 Raises and sign cheques with a second committee member co- signing. The
person co- signing must see what is being paid for before signing. The
treasurer should sign last and keep all original invoices.
 Withdraws money to provide a cash float for events.
 Monitors funds held on account and discusses with the bank or building
society, the use of higher rate investment accounts. Any decision to use an
investment account, including the amount to be put in the account, should
be taken by the whole committee.
 Ensure regular payments, for example, PTA Membership and Journalism,
are made on time to guarantee benefits and take advantage on any
discounts.
 Arrange appropriate licenses for events.

Key Responsibilities:

 Maintain the financial records.

 Prepare and co- sign cheques as required.
 Report income and expenditure at meetings.
 Count and bank monies.
 Liaise with the bank.
 Regular and other payment.
 Draw up the annual account.
AUDITOR
The Auditor examines and audit the book of accounts of the treasure from time to
time, after every affair of the Association.
Key Responsibilities:

 Assist the treasurer in the processing of all financial transactions and

records
 Audits funds, receipts and disbursements for submission to the council
 Assists the treasurer in keeping a clear record book of accounts

Committee Members

Ordinary Committee Members work alongside the Officers, contributing ideas,

helping to organize events or running smaller projects of the school. They also
have important role to play alongside the Officers of the PTA in ensuring good
communication with the rest of the school, encouraging participation and
enthusiasm for the events organized by the PTA.

Parents & Carers - Ordinary Members of the PTA

Parents and carers of children at the school are automatically Ordinary Members
of the PTA. The PTA Committee informs them of the events and projects that are
due to take place. The Ordinary Members participate in, the events run by the
Committee. They may attend PTA Meetings, but they cannot vote on decisions
made by the committee. All parents and carers are encouraged to help at the
fundraising events. Information on help needed is usually provided by Class
Representatives or via Email in the run up to events.

Class Representative

Class Representative ensures good communication with the parents and teachers
of the class. They organize social events for the parents and carers of their class.
They may run small projects for the school. They also liaise with class teacher to
organize any school event.

Key Resposibilities:

 Maintain a class list.

 Provide feedback and ideas from class to the PTA Committee.
 Welcome new Parents to the school.
 Liaise with class teacher for any specific help required from PTA.
 Arrange social events for their class.

IV. THE BOARD OF DIRECTORS

1. The Board of Directors shall be elected by all the Homeroom PTA
Officers.
2. The Board of Directors shall be the Policy making body of the
association.

V. MEETING
1. The General Assembly shall hold regular meeting twice every year,
during opening of classes and close of the year, and or necessity
arises with 2/3 votes of the members present.
2. Amendments shall only supersede parts of portions in this
constitution and by- laws that are affected by it.

VI. FUNDS
The Association shall have two (2) kinds of funds:
a. General Funds: The amount that shall be derived from the
membership fee, interest of deposits and donations.
b. Special Funds: The amount that shall be raised from time to time
for special purpose.
 All cash available of the PTA shall be deposited with any banking
institution by the treasurer after proper auditory.

VII. DISBURSEMENTS AND EXPENDITURES

1. General funds shall be spent for the needs of the association after
the approval of the Board of Directors.
2. Special funds should be spent for which the fund is raised.
3. No member, group of members, officials shall be granted
disbursement by the Treasurer without approval from the Board of
Directors.
4. Expenditures/ disbursements will be under discretionary power of
the treasurer for emergency purposes provided however it abides
with the by-laws.
MINUTES OF THE SCHOOL PROJECT TEAM MEETING
HELD ON SEPTEMBER 10, 2018 AT JOSE TIMBOL,
SR. CENTRAL ELEMENTARY SCHOOL

TIME STARTED AT 8:30 AM

PRESENT:

ROBERTO P. MARISCAL PRINCIPAL III/ TEAM LEADER

LINO V. SOLO PARENT REPRESENTATIVE
MARYBEL APLACADOR BARANGAY/LGU REPRESENTATIVE
ARIEL O. BACARRO MEMBER OF BDRRMC
ESTELA B. RAMOS MEMBER OF CPC
HELEN P. CHAVEZ TEACHER REPRESENTATIVE
ALTHEA KITZ F. NUNEZ STUDENT REPRESENTATIVE

The meeting started with a prayer led by Mrs. Estela B. Ramos, the Member

of Child Protection Committee and followed by singing of the National Anthem

conducted by Mr. Ariel O. Bacarro. The member of the School Planning Team

(SPT) was welcome by the Principal-III of JTSCES, Roberto P. Mariscal.

The meeting then was facilitated by the principal who discussed the

different agenda to be done and give aninformation about ESIP for the school
year 2019-2020. The first activity was an orientation about ESIP where in the

principal thoroughly discussed to the members of the SPT. It was then followed by

the giving of information about the mandate of the DepEd on the ESIP, the

principles and the development and implementation cycle and phases. Why is

ESIP important for the school and for pupils.

It was then followed by Mrs. Estela B. Ramos, School Guidance Coordinator

and member of Child Protection Committee who facilitated and agree about their

roles and responsibilities as a member of School Planning Team (SPT). She

Facilitated and gave others a chance to share their ideas and agreed what had

been discussed.

The meeting was temporarily adjourned for stomach consumption and it

was announced and agreed that they will come back at exactly 1:00 PM.

The meeting resumed at the agreed time. The facilitator was Mrs. Estela B.

Ramos and let everyone in the meeting read and internalized the message

brought by the DepEd Mission, Vision and Core Values. After that, they agreed

again to make a timetable for them to follow for their activities and the

preparation of ESIP and AIP.

The meeting was adjourned at exactly 4:00 PMwith a prayed lead by Mrs.

Marybel M. Aplacador.

Prepared by:

HELEN P. CHAVEZ
SPT SECRETARY
NOTED:

ROBERTO P. MARISCAL
PRINCIPAL - III