Bylaws & Constitution

By-laws

Oaklands Elementary School Parents' Advisory Council

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I — Members

Active membership in the PAC shall be open to any parent, step-parent, guardian (or persons standing in loco parentis) of any pupil of the school.

The Principal and or Vice-Principal and/or staff shall be considered ex-officio members of the PAC.

Fees: There shall be no annual membership fee.

II — Meetings

1. PAC General Meetings shall be held usually monthly, during the school year and announced in the School Newsletter or other regularly updated online mediums, to deal with the general operations of the PAC. Those present shall constitute a quorum.
2. Dates of any meeting may be changed as required upon due notice being given to the membership through the School Newsletter or other regularly updated online mediums, by the Executive Committee.
3. Annual General Meetings (AGM) — There shall be one (1) AGM of the PAC in each school year in May or another time specified of each year to receive committee reports for the past year and to elect and install the Executive members for the ensuing year. The AGM may also be used to discuss other matters pertaining to the management of the PAC. Notice of the AGM shall be given in writing at least two weeks prior to such meeting.
4. Each member of the PAC shall be entitled to one vote at PAC General Meetings. Voting shall be by a show of hands at meetings or by such other means as shall from time to time be determined.
5. A special General Meeting may be called by the President at the written request of five or more members who shall state in writing the purpose for which the meeting is called. A special General Meeting is for a specific reason and no other business may be dealt with thereat. Special General Meetings require five (5) instructional days notice to the membership.
6. There will be an official timekeeper at all executive and general meetings, designated by the President.

III — Policies

• The name of the Oaklands Elementary School Parent Advisory Council shall not be used in endorsement of any publication or product without authorization of membership.
• The name of the Oaklands Elementary School Parent Advisory Council or of any officer or member thereof in an official capacity shall not be used to endorse any candidacy or partisan cause.
• No individual member shall give the impression of being in an official capacity when representing their personal views or use the name of the Oaklands Elementary School Parent Advisory Council for personal gain.
• PAC meetings or other PAC sponsored activities shall not be a forum for the discussion of private matters relating to individual school personnel, students, parents, or any other members of the school community.
• The Principal must approve all publicity and correspondence, which directly involves school curriculum or the school staff. As a point of procedure all other outgoing correspondence or publicity is to be previewed by the Principal.
• The PAC will follow the Guidelines for Food and Beverage Sales in BC Schools for all PAC activities. More health resources can be found in the programs section of www.healthyschoolsbc.ca.

IV — Executive Committee

The Executive Committee shall consist of elected Officers, Past-President and such other members as may be deemed necessary.

Executive Committee meetings shall be held monthly or as required; the majority of voting members constitutes a quorum.

Officers: The elected Officers of the PAC shall be: President, Vice President (option for two, to be designated as 1st and 2nd), Secretary, Treasurer, VCPAC Representative, and up to five Members-at-Large, elected at the Annual General Meeting.

In the event of a vacancy on the Executive following the Annual General Meeting, the remaining members shall arrange for the membership to elect a new officer from among the voting members at a subsequent General Meeting.

The Officers shall hold office for a term of one (1) year. No member shall hold the same office for more than two (2) consecutive years, but this provision may be waived by a majority of members attending a General Meeting and other such officers as may be deemed necessary either at the Annual General Meeting or the first General Meeting of the school year.

Only Officers of the Executive Committee are entitled to vote at Executive Committee meetings. The President shall cast a vote only in the event of a tie in the preceding vote.

Standing Committees shall report to the Executive Committee and shall be established as required.

Special Committees can be established by the Executive Committee as required; The Chairperson shall be appointed by Executive Committee and shall hold office for the duration of special or ongoing program(s) or until next Annual General Meeting at which time they shall be confirmed.

V — Duties of Executive Committee

The President shall:

• Convene and preside at membership, special and Executive meetings;
• Ensure that an agenda is prepared and presented;
• Know the constitution and bylaws and meeting rules;
• Know where to find resources to assist members;
• Appoint committees where authorized to so by the Executive or membership;
• Ensure that the PAC is represented in school activities;
• Ensure that PAC activities are aimed at achieving the objectives and purpose of the organization, as outlined in Article II;
• Be the official spokesperson for the organization;
• Act as a liaison between parent, staff/administration and the community at large;
• Be a signing officer;
• Meet monthly with the Treasurer to review and acknowledge financial statement(s);
• Delegate the duties of any executive position not filled to the elected officers;
• Ensure roles and responsibilities are recorded and documented for future persons in this role;
• Perform other duties as required.

The Vice-President shall:

• Act in the absence of the President or as delegated by the President and shall have like powers;
• In the case of co-Vice Presidents, the 1st and 2nd Vice President shall act in the absence of or as delegated by the President in that order;
• Be a signing officer.

The Treasurer shall:

• Be a signing officer;
• Receive and receipt all funds for the Council;
• Disburse funds authorized by the Executive;
• Maintain an accurate record of all expenditures of the Council, ensuring all funds are properly accounted for;
• Give a report of all receipts and expenditures at all general meetings;
• Deposit all funds collected on behalf of the Council in an account at a recognized financial institution approved by the PAC;
• Meet monthly with the President and/or Executive to review and acknowledge the financial statement(s);
• Prepare an annual budget to be reviewed at and voted on the November meeting of the general PAC;
• Only delegate responsibility for depositing funds to a signing officer of the Executive;
• Make financial records available for viewing by members upon request;
• Have the financial records ready for inspection or audit annually;
• Ensure that another signing officer has access to the financial records in the event of the Treasurer's absence;
• Ensure roles and responsibilities are recorded and documented for future persons in this role;
• Perform other duties as required.

The Secretary shall:

• Ensure that members are notified of meetings;
• Record the minutes and action points of general, special, and Executive meetings;
• Record attendance at meetings of the Executive council;
• Safely keep all records of the Council;
• Issue and receive correspondence on behalf of the organization;
• Prepare and maintain other documentation as requested by members of Executive;
• Keep an accurate and up-to-date copy of the Constitution and Bylaws and distribute copies to members upon request;
• Ensure roles and responsibilities are recorded and documented for future persons in this role;
• Perform other duties as required.

Members at Large may:

• Assist the President in the performance of his/her duties;
• Perform other duties required.

VI — Powers of the Executive Committee

The Executive Committee shall manage the affairs and business of the PAC, but the Executive Committee shall be bound by a resolution of the PAC passed at any Meeting thereof.

No member(s) of the Executive Committee may enter the PAC into any agreement or contract without a general vote to confirm same.

The President, Vice-President(s), Secretary and Treasurer shall be empowered to destroy records, excluding PAC governing documents, of more than seven (7) years standing including cancelled cheques and correspondence. Retained records shall be filed, secured and kept at the School.

VII — Banking

The Treasurer shall bring before the Regular meetings all accounts against the PAC.

The Executive Committee, with the consensus of at least three (3) members and liaising through the Treasurer, shall have the authority to spend up to a total of $300.00 between regular meetings without a resolution of the general membership.

Signing officers shall be: President, Vice-President(s) and Treasurer.

VIII — Financial Report

1. The Treasurer shall present an Annual Financial Report at the Annual General Meeting.
2. The Financial Year End shall be May 30.

IX — Expenditures

Any profits or other accretion to the PAC:

• Shall be used to promote additional education, safety, recreational and cultural development of the students beyond normal school requirement, in consultation with the membership, staff and administration.
• The PAC shall make decisions as to where the PAC Funds are dispersed after consultation with the membership, staff and administration. The allocation of PAC Funds shall be as follows: the membership, staff and administration shall submit Suggestion lists. These lists will be discussed and voted upon at monthly meetings.

X — Rules of Order

Regular and General Meetings shall be conducted according to accepted Roberts Rules of Order, Edition No. 11, dated 2011.

XI — Amendments

Any amendments to these By-Laws may be presented at any General Meeting or at a special meeting called specifically for that purpose, and approved by a two-thirds (2/3) vote of those present and entitled to vote. Notice of Amendment must be given in writing to the Secretary and then the membership advised in writing two (2) weeks prior to such meeting.

Reviewed and amended May 2017.