PAC Constitution April 2012.pdf - Retsd.mb.ca

BIRD’S HILL SCHOOL PARENT ADVISORY COUNCIL
CONSTITUTION
The following by-laws are written in accordance with The Education Administration Act
(C.C.S.M. c.ElO) and the Advisory Councils for School Leadership Regulation 54/96,
registered March 1996.
The objective of the Parent Advisory Council:
• Communicate with parents of children attending the school and community
members so that it can properly represent their priorities and concerns; and
• Establish a means whereby it is regularly accountable to the school and
community for its activities and expenditures.
Role of a Parent Advisory Council:
1. To advise the principal about school policies, activities and organization including:
• Departmental and locally developed curriculum;
• Cultural and extra-curricular activities;
• Student discipline and behaviour management policies;
• Community access to school facilities.
2. To advise the principal about fund-raising and to participate in fund-raising
activities.
3. To participate in any review of the school that the minister or the school board has
directed be carried out.
4. To participate in developing an annual school plan.
5. To advise the school board about the process of hiring and assigning principals.
6. To advise the principal and the school board about an annual budget for the school.
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BIRD’S HiLL SCHOOL PARENT ADVISORY COUNCIL
(PAC) BY-LAWS
The following by-laws are written in accordance with Advisory Councils for School
Leadership Regulation 54/96, registered March, 1996.
1. NAME: Bird’s Hill School Parent Advisory Council
2. DEFINITIONS
“parent advisory council” means an advisory council established for a school in
accordance with the regulation (the Council).
“catchment area” means the area around a school that has been determined by the
school board as the catchment area for that school.
“community member” means a person who lives, works or owns property in the
catchment area of Bird’s Hill School and who is not a parent of a child attending the
school.
“parent” That being legal guardian(s) of a child attending the school.
“administration” That being the school administration under the direction of the
principal.
3. MEMBERSHIP:
3.1 General Membership: any parent who has children attending Bird’s Hill School
and any interested community members. General members may:
• attend and generally participate at Parent Advisory Council meetings; and
• at the annual meeting will elect persons to the Parent Advisory Council.
3.1 Parent Advisory Council: The Council must consist of at least 7 voting
members who are elected by the general membership at the annual meeting:
• At least 2/3 of the total number of members must be parents of children
attending the school
• Not more than 1/3 of the total number of members may be community
members who are not parents of children attending the school
• The principal and a teacher representative from the school are ex-officio
non-voting members of the parent advisory council.
• The immediate past Chair is automatically re-appointed to Council as a
votingposition.
3.2 Officers of the Parent Advisory Council: The general membership will elect
Officers at the annual meeting. The Officer positions shall he the following:
Chair, Vice-Chair, Secretary, and Treasurer.

4 MEETINGS
4.1 The Chair will call a minimum of six meetings of the Parent Advisory Council
during the school year.
4.2 Annual Meeting: An annual meeting will be held after the start of school year
but no later than the third Friday in October;
• Notice: At least two weeks notice of the annual meeting will be
given to the general membership. -
• Purpose: The purpose of this meeting is to elect the Parent
Advisory Council including Officers of Council, and to hear annual
reports from all standing and current ad-hoc committees.
• Quorum: There must be at least 7 general members in attendance at
the meeting who are entitled to vote in order to elect an advisory
council.
• Meeting Agenda will include, but not limited to.
• Approval of the agenda
Report of the Chair
• Presentation and Approval of the Financial Statements
• Report of the Committee Chairs and Representatives to
Committees
Election of the Officers and Council Members
• New Business
4.3 Parent Advisory Council Meetings:
• Parent Advisory Council meetings are open to parents attending the
school, students, school staff and community members.
• Quorum: A quorum for all meetings will require a minimum of 5
voting members of the Parent Advisory Council
• Voting: Only members of the Council are entitled to vote on matters
raised at the meeting. All motions will be approved by a majority vote
with the Chair casting the final vote in the event of a tie.
• Attendance: A member of Council may participate in a meeting of
the Council by means of telephone or other communication facilities
that permit all persons participating in the meeting to hear each other,
and a Council member participating in the meeting by that means is
deemed to be present at the meeting.
4.4 Emergency Meetings: Where decisions have to he made before the next
scheduled Council meeting, the Officers of Council may hold and conduct
business in the best interests of the Council.
5 Composition of the Officers of the Parent Advisory Committee:
5.1 Composition: The Council is composed of at least four (4) officers consisting of
a Chair, Vice-Chair, Secretary, and Treasurer. Two (2) individuals may share any
of the above positions, however only one of the two will be granted signing
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authority for the named position. Responsibilities for these positions may be
found in section 6 of the by-laws.
5.2 Terms of Office: All officers will serve a one (1) year term and with no more
than two (2) consecutive years holding the same position.
5.3 Members of Council must be in good standing by demonstrating: regular
attendance at meetings; representing accurately the wishes and business of
Council; and financial responsibility in the affairs of Council.
5.4 Election Procedure: A call for nomination will be part of the meeting
announcement for the annual meeting to be held in the fall. A final call for
nominations will be requested from the floor. All general members in attendance
at the annual meeting shall have the right to vote on all business presented at the
annual meeting.
5.5 Vacancies: If a Council Member resigns or is removed from office, the Council
shall appoint another voting member to replace the person until the next annual
meeting. If the Chair resigns partway through his/her tenn, the Vice-Chair will
automatically assume the Chair’s position.
5.6 Removal of Members: During an in-camera session, members of the Council or
the Officers can be removed from office by a 2/3 majority vote of Council. This
is only after a thorough and unbiased investigation by a committee of three (3) has
been conducted. The investigation will include a presentation of defense by the
Council member or Officer in question
5.6.1 Selection of Investigation Committee: On a motion from the Council, the
school principal will be directed to in seven days (7) to appoint a committee of 3
individuals who are not members of the Council or hold any position within PAC
other than general membership to conduct a confidential investigation which is to
occur no later than thirty (30) days from such committee appointment. A written
report of findings will then be presented to the in camera session of Council for
their consideration.
6 Duties of the Officers:
6.1 Council Chair:
• Must be a parent of a child attending Bird’s Hill School;
• Conducts all Council meetings and prepares the agenda for same;
• Attends or ensures representation at school, divisional or Manitoba
Education meetings as required;
• In the case of a tie, shall cast the deciding vote;
• Is a sig1ing authority for approved expenditures of Council funds;
• Ends her/his term in office after the conducting the annual meeting.
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6.2 Vice-Chair:
• If the Chair is absent or the Chair’s seat is vacated during the year, the
Vice-Chair will assume all duties and responsibilities of the Chair;
• Assumes duties as assigned by Council and usually chairs at least one
major committee;
• Is a signing authority for approved expenditures of Council funds.
6.3 Secretary:
• Maintains all records including the Council minute book,
correspondence and other records belonging to Council;
• Distributes copies of the minutes and agendas to Council Members
before regularly scheduled meetings;
• Collects written reports from committee chairs and distributes as
required (the committee reports should be filed with the minutes);
• Maintains the files and records of the Council for future officers,
including copies of letters, grant applications, annual reports,
proposals, etc.;
• Records motions and decisions of Council meetings;
• Reads all pertinent letters received by the Council at the request of the
Chair;
• Is a signing officer for approved expenditures of Council funds.
6.4 Treasurer:
• Is responsible for Council funds as directed by Council;
• Is the main signing officer and co-signs cheques with another officer,
usually the Chairperson;
• Keeps an accurate record of all receipts and expenditures, therefore
maintaining fmancial records;
• Will issue payments for approved programs
• Submits financial reports at Council meetings
• Presents an annual financial statement at the annual meeting for
approval;
• Ensures that funding sources, including but not limited to, members,
governments and other agencies, receive timely and accurate financial
reports as required.
7 COUNCIL COMMITTEES:
Standing Committees:
7.1 PAC Program Committee:
Purpose: This Committee coordinates PAC activities and events as approved
by the Council.
Membership: Fundraising Organizer, Milk Program Organizer, Hot Lunch
Program Organizer, and School Store Organizer and any organizer of an
approved program that PAC wishes to develop.
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Responsibilities:
• Coordinates and conducts program aspects of PAC activities as
outlined below.
7.1.1 Fundraising Organizer
The Fundraising Organizer must be a member of PAC and is elected at the
annual general meeting. If at the annual meeting the position remains vacant,
Council may nominate and elect a Fundraising Organizer. The Organizer will
serve a one-year term.
Purpose: The Fundraising Organizer is responsible for coordinating
fundraising events which are conducted to ensure sufficient money is raised
for the Council to fund its goals.
Program Assistants: The Fundraising Organizer may seek individuals to
assist with the program from the general membership.
Organizer Responsibilities:
• Prepares and presents a list of fundraising activities to the PAC in
October;
• Organizes and conducts all aspects of flindraising activities;
• Verbal report given at PAC meeting;
• Presents a written report at all annual meetings;
• Keeps the Chair apprised of any major developments or issues in a
timely manner.
7.1.2 Campbell Soup Label Organizer
The Campbell Soup Label Organizer must be a member of PAC and is elected
at the annual general meeting. If at the annual meeting the position remains
vacant, Council may nominate and elect a Campbell Soup Label Organizer.
The Organizer will serve a one-year term.
Purpose: To coordinate the Campbell Soup Label project.
Program Assistants: The Campbell Soup Label Organizer Organizer may
seek individuals to assist with the program from the general membership.
Organizer Responsibilities:
• To trim, count and sort soup labels and forward to the national
collection program.
7.1.3 Hot Lunch Organizer
The Hot Lunch Organizer must be a member of PAC and is elected at the
annual general meeting. If at the annual meeting the position remains vacant,
Council may nominate and elect a Hot Lunch Organizer. The Organizer will
serve a one-year term.
Purpose: To coordinate the hot lunch program.
Program Assistants: ‘I’he I-lot Lunch Organizer may seek individuals to
assist with the program from the general membership
Organizer Responsibilities:
• To prepare a list of hot lunch menus to he approved by the PAC in the
early fall;
• Prepare a hot lunch schedule in consultation with school
administration;
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Assistant Responsibilities:
• Present a written report at the annual meeting;
manner;
• Gives a verbal report at meetings.
• Keeps the Chair apprised of any developments or issues in a timely
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this.
At the time of establishment of an ad hoc committee, Council will also establish
terms of reference, timeline by which the task should be completed and when the
that it becomes a standing committee, then the by-laws will be amended to reflect
committee will be terminated. If the work of the ad-hoc committee becomes such
The Council may appoint such other committees as it may consider necessary or
desirable.
7.2 Ad-hoc Committees:
• To prepare a list of proposed items to be sold in the store and present
• Verbal report given at PAC meetings;
• Keeps the Council Chair apprised of any developments or issues in a
• Coordinate the purchase and payment of stock sold in store;
• Other duties as assigned.
assist with the program from the general membership
Program Assistants: The School Store Organizer may seek individuals to
Organizer Responsibilities:
Purpose: To coordinate the running of the school store.
Assistant Responsibilities:
timely manner.
Council may nominate and elect a School Store Organizer. The Organizer
will serve a one-year term.
• Prepare a schedule outlining times and days of the week that the store
will operate;
• Presents a written report at the annual meeting;
• To organize volunteers to operate the store;
• Ensures that all records, receipts and monies are balanced and given to
the Treasurer in a timely manner;
7.1.4 School Store Organizer
The School Store Organizer must be a member of PAC and is elected at the
annual general meeting. If at the annual meeting the position remains vacant,
to PAC in the early fall to be approved,
• Organizes the order, purchase, payment and distribution of meals to
children;
Treasurer in a timely manner.
• All records, receipts and monies are to be balanced and given to the
• If necessary, may organize separate committees to coordinate each
separate menu;

Appointment of Representatives to Administration Committees
Upon invitation, the Council may appoint representatives to school administration
committees.
8 FINANCIAL POLICY
8.1 The banking of the Council shall be transacted with such Canadian charted bank,
credit union, caisse populaire or trust company as Council may designate from
time to time by resolution.
8.2 The funds raised shall be deposited into the “PAC GENERAL FUND”.
8.3 The Treasurer will provide a complete set of financial statements at the annual
meeting for approval by the general membership.
8.4 For reporting purposes, the financial year will be from September 1 to August
3 1st.
8.5 Council will authorize an annual review of financial record by an independent
volunteer.
8.6 An audit of the financial records may he called at any time at the discretion of
Council.
8.7 Whenever possible, funds are to be counted and reconciled with a minimum of
two people in attendance.
8.8 The Officers can approve funds to support approved PAC activities up to
$200.00 without Council pre-approval.
8.9 All new expenditures in excess of $200.00 must receive approval by Council.
8.10 All cheques issued must have 2 approved signatures.
8.11 Any proposed purchase in excess of $1,000 requires a minimum of 2 written
estimates.
8.12 No cheque shall be issued or signed unless there is adequate documentation
provided so that the signing officers have full knowledge of the purpose of the
payment.
8.13 Before making any maj or purchase or entering into a contract with any supplier
or outside organization, the Council will consult with the River East Transcona
School Division. This is so that such a purchase or contract can be reviewed
with respect to legal requirements, tax rebate or tax exemption benefits, and
purchase and tendering requirements under the Public Schools Act.
8.14 Each Program Organizer will prepare a timely financial report on their
respective PAC event(s) for review by the Treasurer.
9. RESOLUTIONS AND AMENDMENTS:
The by-laws contained in this document may be amended at any regular meeting
of Council by a majority of voting members in attendance, after the proposed
amendments have been made available to the general membership and two weeks
notice has been given to all parents/guardians.
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10. CODE OF CONDUCT
The Bird’s Hill Parent Advisory Council is not a forum for the discussion of
individual school personnel, students, parents or other individual members of the
school community.
A Council member who is approached by a parent with a concern relating to an
individual is in a privileged position and must treat such discussion with
discretion, protecting the confidentiality of the people involved.
11. DISSOLUTION
In the event of dissolution and following payment of all outstanding debts,
disbursement of remaining funds will be decided upon by the membership at the
final general meeting.
All records of the organization shall be placed under the jurisdiction of the River
East Transcona School Division in the person of the principal of the school.
Ena edthisdayof /7dt1( ,2005
.Ha1l
President
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