Parent Advisory Council - Gold River Secondary School

HUGE THANK YOU TO PAC FOR SUPPORTING OUR STUDENTS IN SCIENCE FAIR, SR BOYS BASKETBALL AND DISTRICT BASKETBALL JAMOREE.

GOLD RIVER SECONDARY SCHOOL PARENT ADVISORY COUNCIL

CONSTITUTION AND BYLAWS

June 13, 2012 – Revised October 24, 2012

Constitution

Section I – NAME

The name of this Council is Gold River Secondary School Parent Advisory Council

The Council will operate as a non-profit organization with no personal financial benefit accruing to members.

Section II – PURPOSES OF THE COUNCIL

The purposes of the Council will be:

To promote the education and welfare of the students in the school;
To encourage parent involvement in the school, and to support programs that promote parent involvement;
To advise the school board, principal, and staff on any matter relating to the school, other than matters assigned to the school planning council;
To participate in the work of the school planning council through the Council’s elected representatives;
To promote the interests of public education and, in particular, the interests of Gold River Senior Secondary;
To provide leadership in the school community;
To contribute to a sense of community within the school and between the school, home, and neighbourhood;
To provide parent education and professional development, and a forum for discussion of educational issues;
To assist parents in obtaining information and communicating with the principal and staff about their child’s progress or other concerns;
To assist the principal and staff in ensuring the highest safety standards are maintained in the school and neighbourhood;
To organize and support activities for students and parents;
To provide financial support for the goals of the Council, as determined by the membership;
To advise and participate in the activities of the District Parent Advisory Council (if one) and the BC Confederation of Parent Advisory Councils, if requested by the membership.

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. 84.

“DPAC” or “district parent advisory council” means the parent advisory councils organized according to the School Act and operating as a district parent advisory council in School District No. 84.

“PAC” or “parent advisory council” means the parents organized according to the School Act and operating as a parent advisory council in Gold River Secondary School.

“parent” is as defined in the School Act and means:

(a) the guardian of the person of the student or child,

(b) the person legally entitled to custody of the student or child, or

and, for the purposes of these bylaws, means the parent or guardian of a child or children enrolled at Gold River Secondary School in School District 84.

“school” means any public elementary or secondary educational institution as defined in the School Act operating within School District No 84.

“SPC” means the school planning council created for Gold River Secondary School according to the School Act.

Bylaws

Section I – MEMBERSHIP

Voting members

1. All parents and guardians of students registered in Gold River Secondary are voting members of the Council except those who are employees or elected officials of School District # 84, or the Ministry of Education.

Non-voting members

2. Administrators and staff (teaching and non-teaching) of Gold River Senior Secondary may be invited to become non-voting members of the Council.

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.

Compliance with bylaws

Every member will uphold the constitution and comply with these bylaws.

Responsibilities of Members

1. attend as many Council meetings as possible;

2. become knowledgeable about the educational programs and resources of the school;

3. promote positive attitudes about the school and its education programs and services; and

4. support the Council’s purposes and objectives.

Responsibilities of the Principal

1. facilitate the organization and operation of the Council;

2. encourage the participation of parents in the Council;

3. assist in the development of Council objectives;

4. provide information to the Council contained in the annual report on the general effectiveness of educational programs in the school;

5. attend council meetings or designate another staff member to attend.

Section II – MEETINGS OF MEMBERS

General meetings

1. General meetings will be conducted with fairness to all members.

2. General meetings will be held preferably monthly during the school year, but not less than four times during the school year. The final meeting of the school year will be the annual general meeting.

Conduct

3. At general meetings, members will not discuss individual school personnel, students, parents, or other members of the school community.

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. Members will be given reasonable notice of general meetings.

SECTION III – PROCEEDINGS AT GENERAL MEETINGS

Quorum

1. A quorum for general meetings will be three voting members.

2. If at any time during a general meeting a quorum ceases to be present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.

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% plus 1).

4. In the case of a tie vote, the chair will have a second or casting vote.

5. 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. The executive will manage the Council’s affairs between general meetings

Executive defined

2. The executive will include the president, secretary, and treasurer. The position of vice-president is desirable, but not required. Other members of the Council can be added as the membership decides.

Eligibility

3. Any voting member of the Council is eligible to serve on the executive.

Election of executive

4. The executive will be elected at each annual general meeting.

5. Elections will be conducted by the chair of the Nominations Committee. In the event there is no Nominations Committee, the elections will be conducted by the president.

Term of Office

6. The executive will hold office from July 1^st to June 30^th.

7. No person may hold the same executive position for more than three years.

Vacancy

If an executive member resigns or ceases to hold office for any 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

9. The members may, by a majority of not less than 75% of the votes cast, remove an executive member before expiration of his or her term of office, and may elect an eligible member to complete the term.

10. 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

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. Executive meetings will be held at the discretion and call of the president. It is recommended but not required, to hold an executive meeting prior to each general meeting.

Quorum

2. A quorum for executive meetings will be a majority (50% plus 1) of the members of the executive. In the event that executive is operating without a vice-president, two executive members will constitute a quorum.

Notice

3. Executive members will be given reasonable notice of executive meetings.

Votiing

4. All matters requiring a vote at executive meetings will be decided by a simple majority of the votes cast (50% plus one).

5. In the case of a tie vote, the chair does not have a second or casting vote and the motion is defeated.

Section VI – SCHOOL PLANNING COUNCIL, DISTRICT PARENT ADVISORY COUNCIL, AND EXTERNAL COMMITTEE REPRESENTATIVES

School Planning Council Representatives

1. Three 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, or instead, the Council may create an additional executive position for “PAC Executive Representative to the SPC”.

District Parent Advisory Council Representative

2. If there is a DPAC in the district, one representative to the DPAC may be elected annually from among the voting members who are not employees or elected officials of School District No. 84 or the Ministry of Education.

Election of SPC and DPAC representatives

3. The election of representatives to the SPC and DPAC must be by secret ballot.

Term of Office

4. SPC and DPAC representatives will hold office for a term of one year. In the case where a representative is elected partway through a school year, their term will expire on June 30^th.

Vacancy

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 (a representative of a Council member) who is not an employee or elected official of School District No 84 or the Ministry of Education to represent the Council on an external committee or to an external organization.

7. The representative will report to the membership or executive as required.

Section VII – CONDUCT OF EXECUTIVE AND REPRESENTATIVES

Code of Ethics

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. Every executive member and representative must act solely in the interests of the parent membership of the council.

Privilege

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. 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. Such an executive member or representative must avoid using his or her position on the Council for personal gain.

Section VIII – DUTIES OF EXECUTIVE AND REPRESENTATIVES

A. The President will

a) be a voting member;

b) will act as Chairperson at meetings;

c) speak on behalf of the Council;

d) consult with Council members;

e) preside at membership and executive meetings;

f) ensure that an agenda is prepared;

g) appoint committees where authorized by the membership or executive;

h) ensure that the Council is represented in school and district activities;

i) ensure that Council activities are aimed at achieving the purposes set out in the constitution;

j) be a signing officer;

k) submit an annual report, if desired.

B. The Vice-President will

a) be a voting member;

b) support the president;

c) assume the duties of the president in the president’s absence or upon request;

d) assist the president in the performance of his or her duties;

e) accept extra duties as required;

f) be a signing officer;

g) submit an annual report, if desired.

C. The Secretary will

a) be a voting member;

b) ensure that members are notified of meetings;

c) record and file minutes of all meetings;

d) keep an accurate copy of the constitution and bylaws, and make copies available to members upon request;

e) prepare and maintain other documentation as requested by the membership or executive;

f) issue and receive correspondence on behalf of the Council;

g) ensure safekeeping of all records of the Council;

h) be a signing officer;

i) submit an annual report, if desired.

D. The Treasurer will

a) be a voting member;

b) be a signing officer;

c) ensure all funds of the Council are properly accounted for;

d) disburse funds as authorized by the membership or executive;

e) ensure that proper financial records and books of account are maintained;

f) report on all receipts and disbursements at general and executive meetings;

g) make financial records and books of account ready for inspect or audit annually;

h) with the assistance of the executive, 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. The DPAC Representative will

a) attend all meetings of the DPAC if one exists 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, and post DPAC newsletters, brochures, and 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.

F. 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) provide a written report to all general and executive meetings;

f) attend general and executive meetings as directed by the membership or executive;

g) submit an annual report.

Section IX – COMMITTEES

1. The membership and executive may appoint committees to further the Council’s purposes and carry on its affairs.

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. Committees will report to the membership and executive as required.

4. A Nominating Committee may be appointed annually before the annual general meeting.

Section X – FINANCIAL MATTERS

Financial year

1. The financial year of the Council will be July 1^st to June 30^th.

Power to raise money

2. The Council may raise and spend money to further its purposes.

Bank accounts

3. All 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. Gaming funds must be kept in a separate account from general funds.

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. It is recommended that the executive prepare a budget and present it to the membership for approval before the current budget expires.

Non-budgeted expenditures

6. The executive is permitted to disburse non-budgeted expenditures up to $100.00 without approval of the membership. The disbursements must not be repeated or consecutive at one particular time. The executive will present all other proposed expenditures beyond $100.00 or 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 to examine all books of account.

Section XI – CONSTITUTION AND BYLAW AMENDMENTS

1. The members may, by a majority of not less than two-thirds of the votes cast, amend the Council’s constitution and bylaws at a regular meeting of the Council, provided that the proposed amendment has been submitted in writing at the previous meeting.

2. 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.

3. Each member is entitled to and the Council shall give the member without charge one copy of the Constitution and Bylaws of the Council.

4. The Council will provide a copy of their Constitution and Bylaws and any amendments to the School and School District’s School Board.

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 property of the Council and shall be turned over to the president when the member, executive member, representative, or committee member ceases to perform the task to which the papers relate.

Section XIII – DISSOLUTION

The Council shall be dissolved in the event that

1. the school is permanently closed; or

2. there are insufficient parents willing to serve as President, Secretary and Treasurer;

Allocation of General Funds

If the Council is dissolved due to permanent closure of the school, any general funds remaining after all debts have been paid or provision for payment has been made, shall be donated as to another PAC within School District 84 or to another community organization with a similar purpose, focusing on youth or students.

If the Council is dissolved due to insufficient parents willing to fill the Council’s executive positions, any general funds remaining after all debts have been paid or provision for payment has been made, shall be paid, transferred or delivered to the school to be held in trust for a future GRSS PAC.

Allocation of Gaming Funds

If the council is dissolved for any reason, any gaming funds remaining after all debts have been paid or provision for payment has been made will be disbursed as per the requirements of the provincial gaming policies pertaining to Parent Advisory Councils:

a) to another eligible PAC or PACs; or

b) return the funds to the Province; or

c) as otherwise required in the Gaming Act

Records

The records of the Council shall be given to the principal of Gold River Secondary School. In the event of a school closure, records will be turned over to the Secretary-Treasurer of School District No. 84.

This Constitution and Bylaws was adopted at Gold River, BC, on June 13, 2012

Nicole Cooper

_____________________________________

President

Linda Vandenberg

______________________________________

Treasurer

Katie Nielsen

______________________________________

Secretary

Gold River Secondary School Parent Advisory Council

CODE OF ETHICS

A parent who accepts a position as a Council executive member, committee member, or representative

1. upholds the constitution and bylaws, policies, and procedures of the electing body;

2. performs his or her duties with honesty and integrity and in the interests of the

Council;

3. works to ensure that the well-being of students is the primary focus of all decisions;

4. respects the rights of all individuals;

5. takes direction from the membership and executive;

6. encourages and supports parents and students with individual concerns to act on their

own behalf, and provides information on the process for taking concerns forward;

7. works to ensure that issues are resolved through due process;

8. strives to be informed and only passes on information that is reliable;

9. respects all confidential information;

10. supports public education

Statement of Understanding

I, the undersigned, in accepting the position of _______________________________________

of Gold River Secondary School Parent Advisory Council have read, understood, and agreed to abide

by this Code of Ethics.

Name of Executive Member, Committee Member, or Representative

_______________________________________________________

Signature ______________________________________________________

Date _______________________ Phone number ______________________