The Parent Teacher Student Association of the Yokohama International School Constitution and By-laws
For the purpose of this PTSA constitution the following definitions will be used:
- “PTSA”: Parent Teacher Student Association of YIS;
- “YIS”: Yokohama International School;
- “Staff Representatives”: up to three staff members of YIS representing all sections of the school as appointed by the Head of School;
- “Parent(s)”: parent(s) or legal guardian(s) of any child enrolled at YIS;
- “Student Representatives”: two members of any of the Student Councils representing all sections of YIS;
- “PTSA Committee”: the group of persons as decribed in Article V.2.
Name, location and status
- The Parent Teacher Student Association of the Yokohama International School shall be the name of the organization.
- The term PTSA shall have its principal office at:
3. The PTSA is an informal association subject to no explicit regulations under Japanese law.
The purpose of the PTSA is to:
- help build and support the YIS community of Parents, staff and students;
- support the mission, aims and values of YIS;
- raise funds to support the YIS community.
Membership of the PTSA
All Parents, staff and students of YIS are as such members of the PTSA and therefore are welcome to attend and vote during PTSA meetings.
PTSA Executive Team and PTSA Committee
1. The PTSA Executive Team will perform the day-to-day overall business of the PTSA, including deciding on expenditures made on behalf of the PTSA, taking into account Article IX.
The PTSA Executive Team shall consist of a President, Treasurer, Secretary, Co-ordinator Events, Co-ordinator Communications, a Board of Director Liaison and any role as deemed necessary and as determined from time to time by vote in a PTSA Annual Meeting, each elected from the Parents according to Article VI.
2. The PTSA Committee shall consist of:
A. on behalf of the Parents:
the PTSA Executive Team and at least five persons with roles as deemed necessary and as determined from time to time by the Executive Team, each elected from the Parents according to Article VI;
B. on behalf of the school: the Head of School serving ex officio and the Staff Representatives
C. on behalf of all the students enrolled at YIS: the Student Representatives.
The PTSA Committee members shall try to attend the PTSA meetings and perform the tasks as described in the job descriptions as published on the PTSA website.
3. The job descriptions of the PTSA Executive Team, as well as the PTSA Committee roles, will be decided in a PTSA meeting and published on the PTSA website.
Election and terms of election
1. The PTSA Committee members referred to in Article V.2.A. shall be elected from the Parents for the following fiscal year as stipulated in Article VII. In the event a position becomes vacant during a YIS academic year, new members will be elected for the remainder of the academic year.
2. Elections shall in principle be decided upon during a PTSA meeting. If there are more than two candidates for one position, the majority of the votes for one candidate shall be adequate, and therefore not the majority of the total number of votes is required to elect such member.
3. No Parent shall serve in any one PTSA Committee position for more than three consecutive years. If a Parent wants to assume the same position after the three-year period is completed, she/he must step down for a full year, before a further nomination can be put forward. However, if a Parent wants to remain on the PTSA Committee in a different position, she/he may do so subject to the same election rules outlined in this Article.
Handover of Responsibilities
Each retiring PTSA Committee member shall do his or her best to ensure a smooth transition of repsonsibilities and knowledge to their successor. New PTSA Committee members shall do his or her best to take over these responsibilities and knowledge.
Conflicts of Interest
Any PTSA Committee member as referred to in Article V.2.A. who becomes a member of the Board of Directors of YIS is bound to respect the confidentiality of Board proceedings as stipulated in the Board of Directors Code of Ethics and should therefore consult with the Board and the PTSA Committee as to whether to resign her/his PTSA Committee member position in order to avoid any potential conflict of interest.
Robert's Rules of Order
The Robert’s Rules of Order (a copy of which is available in the school library) can serve as a guide for conducting the meetings of the PTSA.
Fiscal Year, Annual Reports and Budget
1. The PTSA fiscal year shall start May 1st and end April 30th.
2. The PTSA Executive Team Annual Report and the PTSA Committee Annual Reports will be submitted to the PTSA Annual General Meeting for informational purposes. PTSA Annual Financial Reports shall be submitted to the PTSA Annual General Meeting for adoption.
3. The PTSA Budget for the following fiscal year will be submitted to the PTSA Annual General Meeting for informational purposes.
PTSA meetings, Quorum and Voting
1. All PTSA meetings will be convened by the PTSA Executive Team and announced at least one week in advance of such meeting on the PTSA website. The agenda of such meeting will be published on the PTSA website at least 3 days in advance of such meeting. Regular PTSA meetings shall be held. Shortly after the end of the PTSA fiscal year, the PTSA Annual General Meeting will be held as referred to in Article VII.2 and 3. When the PTSA will decide on grants, or decide to amend this constitution, a PTSA Extraordinary General Meeting will be held.
2. Ten PTSA Committee members as referred to in Article V.2.A shall constitute a quorum for a regular PTSA meeting. Ten PTSA Committee members as referred to in Article V.2.A and ten Parents, staff or students not being PTSA Committee members, shall constitute a quorum for a PTSA Annual General Meeting or a PTSA Extraordinary General Meeting.
3.All Parents are entitled to one vote, the Head of School is entitled to two votes, the Staff Representatives are entitled to four votes and Student Representatives are entitled to four votes. All other YIS staff and students are entitled to one vote.
4. All decisions of any PTSA meeting shall be made by majority vote. Voting may be carried out in person or by written (online included) proxy assigned prior to the meeting and received by the PTSA Secretary.
5. In the event that a decision of the PTSA is urgent and can not await the next PTSA meeting, online voting can take place by majority vote of the PTSA Committee, for which a request will be sent out by the PTSA Secretary. Such decision will be ratified in the following PTSA meeting.
Available funds and Expenditures
1. The PTSA Executive Team will strive to have a total of JPY 4,500,000 (in words: four and a half million Japanese Yen) in the PTSA accounts (including petty cash) at the beginning of the academic year of YIS in August.
2. Any expenditure to be made by the PTSA Executive Team exceeding YEN 100,000 must obtain prior approval by a vote at a PTSA meeting.
Any proposed amendment to this constitution must be submitted in writing to the PTSA Executive Team and will then be distributed by the PTSA Executive Team to all members of the PTSA Committee, as well as published on the PTSA website, prior to a scheduled meeting for deliberation.
The YIS/PTSA Constitution was revised and approved in May 2015.