ecole elementaire ALBERNI ELEMENTARY SCHOOL PAC
The Parents’ Auxiliary Committee is an integral part of the school and all parents are encouraged to become involved, as once your child is registered at the school you are a member of the PAC.
If you wish information on the PAC please contact Ms V. Kaiser.
PAC Executive:
Chair: Karen Kozocari Vice President: Kord Kozocari Fundraising Co-ordinators: Stefanie Weber
Treasurer: Sandra Boehm Secretary: Pam Moussa Deb Hallworth
DPAC Rep: Gail Hadfield Member at Large: Cheryl Granneman
CPF:
Chair: Mary Dwolinsky Vice-President: Teresa Fanning
Treasurer: Shirley Yan Secretary: Susan Wall
Chapter Rep: Diane Redlin
PARENT ADVISORY COMMITTEE
Constitution and Bylaws
Constitution
Table of Contents
Section I Name
Section II Purposes
Section III Interpretation of Terms
Constitution
Section I – NAME
The name of this Council is Alberni Elementary Parent Advisory Committee.
The Council will operate as a non-profit organization with no personal financial benefit accruing to members.
The business of the Council will be unbiased in respect of race, religion, gender, politics, sexual orientation, and physical or mental ability.
Section II – PURPOSES OF THE COUNCIL
The purposes of the Council will be:
1. 1. To promote the education and welfare of students in the school.
2. 2. To encourage parent involvement in the school, and to support programs that promote parent involvement.
3. 3. To advise the school board, principal, and/or staff on any matter relating to the school, other than matters assigned to the School Planning Council.
4. 4. To participate in the work of the School Planning Council through the Council’s elected representatives.
5. 5. To promote the interests of public education and, in particular, the interests of Ecole Alberni Elementary School.
6. 6. To provide leadership in the school community.
7. 7. To contribute to a sense of community within the school and between the school, home and neighbourhood.
8. 8. To assist parents in obtaining information and communicating with the principal and staff about their child’s progress or other concerns.
9. 9. To assist the principal and staff in ensuring that the highest safety standards are maintained in and around the school.
10. 10. To organize and support activities for students and their families.
11. 11. To provide financial support for the goals of the Council, as determined by the membership.
12. 12. To advise and participate in the activities of the District Parent Advisory Council.
Section III – INTERPRETATION OF TERMS
“Community organizations” means groups that demonstrate an interest in education and are not already included in the scope of the Council’s Constitution and Bylaws.
“District” means School District No. 70.
“DPAC” or “District Parent Advisory Council” means the parent advisory council organized according to the School Act and operating as a district parent advisory council
in School District No. 70.
“PAC” or “Parent Advisory Committee” means the parents organized according to the School Act and operating as a parent advisory council in Ecole Alberni Elementary
School.
“Parent” as defined in the School Act means
a) a. the guardian of the student or child,
b) b. the person legally entitled to custody of the student or child, or
c) c. the person who usually has the care and control of the student or child
and, for the purposes of this constitution and bylaws, the parent or guardian of a child or children enrolled in School District No. 70.
“School” means any public elementary or secondary educational institution as defined in the School Act operating within School District No. 70.
“SPC” means the School Planning Council created for Ecole Alberni Elementary School according to the School Act.
“CPF” means the Canadian Parents for French-Port Alberni Chapter operating within Ecole Alberni Elementary School.
Bylaws
Table of Contents
Section I Membership
Section II Meetings of Members
Section III Proceedings at General Meetings
Section IV Executive
Section V Executive Meetings
Section VI School Planning Council, DPAC
and External Committee Reps
Section VII Conduct of Executive & Reps
Section VIII Duties of Executive & Reps
Section IX Committees
Section X Financial Matters
Section XI Constitution & Bylaw Amendments
Section XII Property in Documents
Section XIII Dissolution
Section I – MEMBERSHIP
Voting Members
1. 1. All parents and guardians of students registered in Ecole Alberni Elementary School are voting members of the Council.
Non-voting Members
2. 2. Administrators and staff (teaching and non-teaching) of Ecole Alberni Elementary School may be invited to become non-voting members of the Council.
3. 3. Members of the school community who are not parents of students registered in the public school system may be invited to become non-voting members of the Council.
4. 4. At no time will the Council have more non-voting than voting members.
Compliance with Bylaws
5. 5. Every member will uphold the constitution and comply with these bylaws.
Section II – MEETINGS OF MEMBERS
General Meetings
1. 1. General meetings will be conducted with fairness to all members.
2. 2. General meetings will be held not less than six times during the school year. One of those meetings will be the Annual General Meeting.
Conduct
3. 3. At general meetings, members will not discuss individual school personnel, students, parents or other members of the school community.
4. 4. The Council will refrain from partisan political action or other activities that do not serve the interests of the school or the public school system.
Notice of Meetings
5. 5. Members will be given reasonable notice of general meetings.
Section III – PROCEEDINGS AT GENERAL MEETINGS
Quorum
1. A quorum for general meetings will be five voting members.
2. If at any time during a general meeting a quorum ceases to be present, business may continue by mutual agreement. Items requiring a vote will be tabled until there is a
quorum present.
Voting
3. Except as provided elsewhere in these bylaws, all matters requiring a vote will be decided by a simple majority of the votes cast (50% +1).
4. In the case of a tie vote, the chair does not have a second or casting vote and the motion is defeated.
5. At general meetings, members must vote in person on all matters. Voting by proxy will not be permitted.
6. Except as provided elsewhere in these bylaws, voting is by a show of hands or, where requested by two voting members present, by secret ballot.
7. A vote will be taken to destroy the ballots after every election.
Section IV – EXECUTIVE
Role of Executive
1. 1. The executive will manage the Council’s affairs between general meetings.
Executive Defined
2. 2. The executive will include the chair, vice-chair, secretary, treasurer, immediate past chair, and such other members of the Council as the membership decides.
Eligibility
3. 3. Any voting member of the Council is eligible to serve on the executive, except employees or elected officials of School District No. 70 or the Ministry of Education.
Election of Executive
4. 4. The executive will be elected at each annual general meeting.
Term of Office
5. 5. The executive will hold office for a term of one year from July 1st to June 30th.
Vacancy
6. 6. If an executive member resigns or ceases to hold office for any other reason, the remaining executive members may appoint an eligible member of the Council to fill the
vacancy until the next annual general meeting.
Removal of Executive
7. 7. The members may, by a majority of not less than 75% of the votes cast, remove an executive member before the expiration of his or her term of office, and may elect an eligible
member to complete the term.
8. 8. Written notice specifying the intention to make a motion to remove the executive member must be given to all members not less than 14 days before the meeting.
Remuneration of Executive
9. 9. No executive member may be remunerated for serving on the executive, but may be reimbursed for expenses reasonably and necessarily incurred while engaged in the
Council’s affairs.
Section V - EXECUTIVE MEETINGS
Meetings
1. 1. If deemed necessary, executive meetings will be held at the call of the chair.
Quorum
2. 2. A quorum for executive meetings will be a majority (50% + 1) of the members of the executive.
Notice
3. 3. Executive members will be given reasonable notice of executive meetings.
Voting
4. 4. All matters requiring a vote at executive meetings will be decided by a simple majority of votes cast (50% + 1).
5. 5. In the case of a tie vote, the chair does not have a second or casting vote and the motion is defeated.
6. 6. Where time is of the essence, the Executive may accept a motion electronically and vote on that motion. Motions passed this way must be brought to the next general meeting
and recorded in the minutes of that meeting.
Section VI – SCHOOL PLANNING COUNCIL,
DISTRICT PARENT ADVISORY COUNCIL, AND
EXTERNAL COMMITTEE REPRESENTATIVES
School Planning Council Representatives
1. 1. Representatives to the School Planning Council (SPC) must be elected annually from among the voting members who are not employees or elected officials of any school
board or the Ministry of Education. One of these representatives must be an elected member of the Council Executive.
District Parent Advisory Council Representative
2. 2. One representative to the District Parent Advisory Council of School District No. 70 may be elected annually from among the voting members who are not employees or
elected officials of School District No. 70 or the Ministry of Education.
Election of SPC and DPAC Representatives
3. 3. The election of representatives to the SPC and DPAC must be by secret ballot.
Term of Office
4. 4. SPC and DPAC representatives will hold office for a term of one year.
Vacancy
5. 5. If an SPC or DPAC representative resigns or ceases to hold office for any other reason, the membership may elect an eligible member of the Council to fill the vacancy for
the remainder of the term. Such election must be by secret ballot.
External Committees
. 6. The membership or executive may elect or appoint a member who is not an employee or elected official of School District No. 70 or the Ministry of Education to represent the
Council on an external committee or to an external organization.
7. 7. The representative will report to the membership or executive as required.
Section VII – CONDUCT OF EXECUTIVE AND REPRESENTATIVES
Code of Ethics
1. 1. On election or appointment, every executive member and representative must sign and agree to abide by a code of ethics acceptable to the membership.
Representing the Council
2. 2. Every executive member and representative must act solely in the interests of the parent membership of the Council.
Privilege
3. 3. Any information received in confidence by an executive member or representative from school personnel, a student, parent or other member of the school community is
privileged and must not be divulged without permission of the person giving the information.
Disclosure of Interest
4. 4. An executive member or representative who is interested, either directly or indirectly, in a proposed contract or transaction with the Council must disclose fully and promptly the
nature and extent of his or her interest to the membership and executive.
5. 5. Such an executive member or representative must avoid using his or her position on the Council for personal gain.
A. The Chair will
a) Speak on behalf of the Council.
b) Consult with Council members.
c) Preside at membership and executive meetings.
d) Ensure that an agenda is prepared.
e) Appoint committees where authorized by the membership or executive.
f) Ensure that the Council is represented in school and district activities.
g) Ensure that Council activities are aimed at achieving the purposes set out in the Constitution.
h) Be a signing officer.
i) Submit an annual report.
B. B. The Vice-Chair will
a) Support the chair.
b) Assume the duties of the chair in the chair’s absence or upon request.
c) Assist the chair in the performance of his or her duties.
d) Accept extra duties as required.
e) (May) be a signing officer.
f) Submit an annual report (as necessary).
C. C. The Secretary will
a) Ensure that members are notified of meetings.
b) Record and file minutes of all meetings.
c) Keep an accurate copy of the Constitution and Bylaws, and make copies available to members on request.
d) Prepare and maintain other documentation as requested by the membership or executive.
e) Issue and receive correspondence on behalf of the Council.
f) Ensure safekeeping of all records of the Council.
g) (May) be a signing officer.
h) Submit an annual report (as necessary).
D. D. The Treasurer will
a) Be a signing officer.
b) Ensure all funds of the Council are properly accounted for.
c) Disburse funds as authorized by the membership or executive.
d) Ensure that proper financial records and books of account are maintained.
e) Report on receipts and disbursements at general and executive meetings.
f) Make financial records and books of account available to members upon request.
g) Have the financial records and books of account ready for inspection or audit annually.
h) Assist the executive to draft an annual budget.
i) Ensure that another signing officer has access to the financial records and books of account in the treasurer’s absence.
j) Submit an annual financial statement at the annual general meeting.
E. E. The Immediate Past Chair will
a) Advise and support the membership and executive.
b) Provide information about resources, contacts and other matters.
REPRESENTATIVES
F. F. The CPF Liaison will
a) Strengthen and promote the relationship between the PAC and CPF-Port Alberni Chapter.
b) Report to the PAC regarding CPF-Port Alberni Chapter activities within Ecole Alberni Elementary School.
c) Submit an annual report.
G. G. The Fundraising Coordinator(s) will
a) Work with CPF-Port Alberni Chapter on joint fundraising initiatives.
b) Regularly report to the PAC regarding fundraising ideas (at least twice a year, once in September and once in January).
c) Submit an annual report.
H. H. The DPAC Representative will
a) Attend all meetings of the DPAC in School District No. 70 and represent, speak, and vote on behalf of the Council.
b) Maintain current registration of the Council.
c) Report regularly to the membership and executive on all matters relating to the DPAC.
d) Seek and give input to the DPAC on behalf of the Council.
e) Receive, circulate & post DPAC newsletters, brochures & announcements.
f) Receive and act on all other communications from the DPAC.
g) Liaise with other parents and DPAC representatives.
h) Submit an annual report.
I. I. Members-at-Large will
a) Serve in a capacity to be determined by the Council at the time of election and at other times, as the Council requires.
b) Submit an annual report.
J. J. The School Planning Council (SPC) Representatives will
a) Attend all meetings of the School Planning Council (SPC).
b) Represent, speak, and vote on behalf of the Council at SPC meetings.
c) Request and take direction from the membership and executive.
d) Be strong advocates for meaningful parent involvement in the school and school planning.
e) Report to the PAC regarding the outcomes of the SPC meetings.
Section IX – COMMITTEES
1. 1. The membership and executive may appoint committees to further the Council’s purposes and carry on its affairs.
2. 2. The terms of reference of each committee will be specified by the membership or executive at the time the committee is established, or by the committee at its first meeting, as
the membership or executive decide.
3. 3. Committees will report to the membership and executive as required.
Section X – FINANCIAL MATTERS
Financial Year
1. The financial year of the council will be July 1st to June 30th.
Power to Raise Money
2. The Council may raise and spend money to further its purposes.
Bank Accounts
3. Funds of the Council must be kept on deposit in the name of the Council in a bank or financial institution registered under the Bank Act.
Signing Authority
4. The executive will name at least three signing officers for banking and legal documents. Two signatures will be required on all of these documents.
Annual Budget
5. The executive will prepare a budget and present it to the membership for approval before the current budget expires.
Non-budgeted Expenditures
6. The executive will present all proposed expenditures beyond the current budget for approval at the next general meeting.
Treasurer’s Report
7. A treasurer’s report will be presented at each general meeting.
Auditor
8. Members at a general meeting may appoint an auditor.
1. 1. The members may, by a majority of not less than 75% of the votes cast, amend the Council’s Constitution and Bylaws.
2. 2. Written notice specifying the proposed amendments must be given to the members not less than 14 days before the meeting.
3. 3. Where the proposed amendments exceed one page, they need not be given to every member, but must be posted in a conspicuous place in the school or made accessible to all
members.
SECTION XII – PROPERTY IN DOCUMENTS
All documents, records, minutes, correspondence, or other papers kept by a member, executive member, representative or committee member in connection with the Council shall be deemed to be the property of the Council and shall be turned over to the chair when the member, executive member, representative or committee member ceases to perform the task to which the papers relate.
SECTION XIII – DISSOLUTION
1. 1. In the event of dissolution of the Council and after payment of all debts and costs of dissolution, the assets and remaining funds of the Council shall be distributed to another
parent advisory council or councils in School District No. 70 having purposes similar to those of the Council, as the members of the Council may determine at the time of
dissolution.
2. In the event of dissolution, all records of the Council shall be given to the principal of Ecole Alberni Elementary School.