PAC Executive Elections for 2015/2016 School Year
Prospect Lake Elementary Parent Advisory Council (PAC) Executive Nominations are now open!
·Elections will be held at the May, PAC Annual General Meeting on Wednesday, May 20th at 7:00 PM in the school library. You must attend in person to vote (no proxy voting) and nominations may be received at the meeting. Voting will be by secret ballot.
·If you are interested in running for a position, wish to nominate someone (please get their permission first ) or have any questions, please contact the Chair of the Nominating Committee, Vanessa Kriberg at prospectlakepac@sd63.bc.ca .
·All positions are open for election each year. Descriptions of each position are posted on the PAC Bulletin Board at the school and noted below, as taken from the PAC Constitution.
·It is very important that we get new parents to carry on the PAC Executive roles. Some positions require more involvement and time than others, but most require just 3 to 4 hours a month, and can be job-shared. Come help out - we need you J
Section VIII - DUTIES OF EXECUTIVE AND REPRESENTATIVES
A. The President will
·convene and preside at all general, special, and executive meetings
·be the official spokesperson on behalf of the Council
·consult with Council members
·ensure an agenda is prepared and sent to members and that minutes are approved circulated as appropriate
·appoint committees where authorized by the membership or executive
·liaise with special committees as needed and be an ex-officio member of all committees
·ensure that the Council is represented in school and district activities
·ensure that Council activities are aimed at achieving the purposes set out in the constitution
·communicate with the school principal on behalf of the Council.
·ensure constitution and bylaws are followed and are reviewed and updated each year
·be a strong advocate for meaningful parent involvement in the school
·shall ensure a Nominating Committee is formed prior to each AGM
· be a signing officer
·submit an annual report
B. The Vice-President will
·support the president
·assume the duties of the president in the president's absence or upon request
·assist the president in the performance of his or her duties
·accept extra duties as required
·chair the Constitution Revisions Committee
·be a signing officer
·submit an annual report
·provide leadership for PAC event planning
The role of President and Vice President may be combined and shared between two (2) Co-Presidents. Each Co-President shall have one vote.
C. The Secretary will
·ensure that members are notified of meetings via weekly reminders (to Communications Coordinator)
·distribute agenda and minutes to executive and class reps prior to each meeting
·record and file minutes of all meetings and ensure they are posted on PAC website
·post minutes on the PAC bulletin board two weeks after each general meeting,
and give one copy each to the PAC president and the principal
·keep an accurate and up to date copy of the constitution and bylaws, and make copies available to members upon request
·prepare and maintain other documentation as requested by the membership or
executive
·issue and receive correspondence on behalf of the Council
·file all committee correspondence received and copies of replies sent
·keep a record of any of the organization's publications (e.g. leaflets or newsletters)
·ensure safekeeping of all records of the Council
·may be a signing officer
·submit an annual report
D. The Communication Coordinator will
·liaise with PAC Executive to ensure information is shared with families in a timely manner
·assist with development and review of all PAC notices, newsletter and publications
·send a draft of weekly reminders to the PAC President for editing and then for submission to Principal for posting to school email forum each week
·update PAC website including posting meeting minutes, updating monthly meeting dates and events
·report the activities of the organization and future programs to members, the press and the public
·submit an annual report.
E. The Treasurer will
·be one of the signing officers
·ensure all funds of the Council are properly accounted for
·disburse funds as authorized by the membership or executive
·ensure that proper financial records and books of account are maintained
·report on all receipts and disbursements at general and executive meetings
·make financial records and books of account available to members upon request
·have the financial records and books of account ready for annual inspection or audit
·with the assistance of the executive, draft an annual budget
·ensure that another signing officer has access to the financial records and books of
account in the treasurer's absence
·submit an annual financial statement at the annual general meeting
F. The COPACS Representative will
·attend all meetings of COPACS and represent, speak and vote on behalf of the
Council
·maintain current registration of the Council in COPACS;
·report regularly to the membership and executive on all matters relating to
COPACS (usually at monthly PAC meetings)
·seek and give input to COPACS on behalf of the Council
·receive, circulate, and post COPACS newsletters, brochures, and announcements
·receive and act on all other communications from COPACS
·liaise with other parents and COPACS representatives
·submit an annual report.
G. The Volunteer Coordinator will
·maintain a current list of all volunteers
·promote the involvement of parent volunteers
·work in collaboration with event coordinators relevant committees to ensure adequate volunteer coverage
·assist Vice President in finding leads and volunteers for PAC events
H. Members-at-Large will (This is an optional position, to be determined by the Executive and may fill role as Grade Five Liaison or other position as needed)
·serve in a capacity to be determined by the Council at the time of election, and at
other times as the Council requires
·may be asked to fill a vacant Council position if required, until an election can take place
·submit an annual report