CISPTA Constitution

Amended April 10, 2019


1 Name of the Association

Copenhagen International School Parent Teacher Association. The Association shall hereinafter be referred to as the “PTA”. Copenhagen International School will hereinafter be referred to as “CIS”.

2 Objective

2.1 Developing effective relationships between the staff, parents and others associated with the school.

2.2 Engaging in activities or providing facilities or equipment which will support the school and advance the physical, mental and social education of the

pupils.

2.3 The PTA shall be a non-profit, non-political and charitable association.

3 Membership

Membership shall be automatic for all parents and guardians of pupils currently enrolled at Copenhagen International School along with administrators, teachers and

staff members employed by CIS.

4 PTA Officers

4.1 The PTA Officers shall consist of the following elected positions: Chairperson(s); Chairperson-Elect, Treasurer; Secretary; 1st Vice Chairperson; 2nd Vice Chairperson. The term of these positions shall be 1 year. The Chair may appoint a Parliamentarian. The administration may appoint a person to fulfil the position of School Liaison. These appointed members are included in the leadership team.

4.2 The elected officers shall not serve more than 2 consecutive terms in the same office, unless there are no other viable candidates. One who has served more than ½ of a term shall be credited with serving a full term.

4.3 The elected officers shall have the power to fill any vacancies occurring during the interval between Annual General Meetings, and those not filled at the AGM.

4.4 The elected officers shall have the power to appoint sub-committees who in turn may co-opt sub-committee members.

4.5 Any executive board member may be removed from office with cause by the affirmative vote of 2/3’s of the members of the executive board then in office, quorum having been established. Any executive board member may resign at any time by delivering a written resignation to the PTA Chairperson(s) or secretary.

5 PTA & Officer’s meetings

5.1 PTA meetings will be held monthly while school is in session. All meetings will be minuted and an agenda will be published one week before the meeting. Approved minutes will be published in accordance to the records retention policy of the PTA and will be made available following GDPR guidelines upon request.

5.2 The Officers shall meet as necessary and as decided by the chairperson of the PTA. No financial decisions shall be made at Officer’s meetings outside of the approved budget.

6 General Meetings

6.1 The annual general meeting of the PTA shall be held in May each year to receive reports from the officers, to elect the next year officers and to transact any other competent business and appoint the auditor per the constitution.

6.2 Special General meetings may be called at any time by the Officers or on the request of no less than 15 members.

6.3 At General meetings, 15 members shall form a quorum.

6.4 A preliminary Financial plan for the upcoming school year will be presented at a general meeting by the newly elected officers. This plan will be passed by the end of the current school year. The plan may be revisited and adjusted in the new school year to reflect the goals of the PTA and CIS for that year. Financial plans must be passed by a simple majority.

7 Funds

7.1 The funds of the Association shall be lodged in a Bank in the name of the association.

7.2 The bank account will have 2 bank signatories, Treasurer and 1 other PTA elected officer. These 2 signatories will be confirmed by 3 PTA elected officers who are not signatories.

7.3 Sub-committees will be given a budget for their events from the Treasurer.

7.4 The PTA shall hold a balance deemed appropriate in the PTA account at the end of the school year to fund the following academic year’s early expenditures.

8 Funds generated from major events

8.1 The Treasurer and Chair may apply for VAT exemption for events that are expected to generate revenue above the annual VAT threshold.

8.2 All profit from the above events must be used for the purpose as specified in the Skat VAT Exemption application form.

8.3 The purpose must be decided in advance of the application being submitted to Skat. It must be charitable in nature and benefit the current and future communities.

8.4 The purpose shall be in line with the chosen fundraising goals as determined by CIS annually.

9 Funding Process

9.1 Applications will only be considered for funding if there is a clear and direct link to CIS and the funding request is not included in the schools budget.

9.2 Applications for funding will be accepted from the Administration, teaching staff, students (via the student council) and parents. All funding applications shall be sent to the current Chairperson.

9.3 The chairperson(s) will meet with the Director of CIS to discuss funding applications and ensure they are not part of the school’s budget.

9.4 Funding proposals that meet 8.1-8.4 shall be added to the agenda for the next PTA meeting for voting.

9.5 Once funding has been spent, the receiver shall report back or present to the PTA at the next PTA meeting.

10 Accounts and Auditing

10.1 The accounts of the Association shall be closed by the last day of the school year and shall be audited annually.

10.2 The auditor(s) shall not be an Officer of the PTA and shall be appointed for the ensuing year at the Annual General Meeting.

10.3 Records Retention Policy. All approved minutes and a financial summary (annually) will be published and will be available for viewing upon request in compliance with GDPR guidelines.

11 Alteration of the Constitution

11.1 Any proposed alteration to the constitution will be detailed in the PTA meeting agenda and published at least one week before the meeting.

11.2 A quorum of at least 15 members must vote to approve any changes to the constitution. A ⅔ majority decides the vote.

12 Dissolution

In the event of the dissolution of the Parent Teacher Association, all funds will automatically be donated to the School, CIS.

CISPTA Privacy Notice

The following will outline how and why the Copenhagen International School Parent Teacher Association (hereinafter “CISPTA” or “we” or “us”), will process personal data relating to you and your family. CISPTA will qualify as data controller.

CISPTA strives to comply with applicable data protection regulations, such as the GDPR.

This Copenhagen International School Parent Teacher Association Privacy Notice (hereinafter “Notice”) explains how we collect and use personal data, who we share it with and the ways in which we protect your privacy while doing so. This Notice applies to all personal data collected for and on behalf of CISPTA. This pertains to both information collected in analogue form (forms, documents, in writing) and through technological means, such as information systems and email.

CISPTA reserves the right to make changes to this Notice from time to time, for example in the light of new developments or new legislation. CISPTA will always inform you of such changes in advance. It is recommended that you consult this Notice regularly.

How we collect your personal data

Personal data relating to you or your children can be obtained directly from you or your children, for example by completing forms, from meetings and by information provided via Classlist, Wufoo and Google forms.

Why we collect your personal data

Personal data relating to you is collected:

  • To support the elected officers and volunteers in the performance of their duties (e.g. creating guest lists for events)
  • For financial purposes
  • To build and maintain the CISPTA community
  • To make you aware and inform you about our services, news, events and activities that are undertaken at or in association with CISPTA
  • To communicate with you where we think there is legitimate interest

Categories of personal data being processed

Data includes:

  • Personal information (such as name, email addresses, IP addresses)
  • Communication and correspondence (such as emails)

Who do we share this data with

Personal data is shared with

  • The CISPTA for purposes of delivering services required (e.g. guest lists)
  • Providers of IT hosting services (e.g. Google, Wufoo, Onedrive and Classlist)

Storage of personal data

Personal data is kept in accordance with the CISPTA’s Records Retention Policy.

Financial data is kept for a period of five years and data used for guest lists etc is deleted within 30 days of the event. All data is stored on the CISPTA Google Drive only.

The GDPR provides the following rights for individuals

  • The right to be informed
  • The right of access
  • The right of rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object

Contact Information

The Data Controller is Copenhagen International School Parent Teacher Association, CVR - 1022337064

If you want to exercise your rights or if you have any questions please contact us at dpo@cispta.dk