P&C Positions and Responsibilities

At the P&C Annual General Meeting, all positions are declared vacant and nominations and voting takes place. The AGM for 2012 is on Tuesday 13 November.

NB: Only financial members of the P&C can stand for these positions.

Office Bearers

The Executive Committee is constituted of the Officers (President, 2 Vice Presidents, Secretary and Treasurer) and up to six other members. They are charged with carrying out the decisions of the association.

President

• Convenes P&C Executive Meetings held as required but usually not more than one/month
• Presides at all P&C meetings unless absent and then one of the Vice Presidents takes the chair.
• Ensures the successful functioning of the P&C and the attainment of the P&C's objectives
• Fosters fair participation of all members
• Ensures that the P&C takes part in the decision-making process in the school through regular meetings with the school executive
• Ensures consistent adherence to the P&C constitution
• Is a member of all sub-committees

Vice-Presidents (2)

• Attends P&C Executive Meetings held as required but usually not more than one/month
• In the absence of the President, presides at P&C meetings
• Timekeeper for P&C meetings
• Supports one of the sub-committees
• Supports the President as required
• Organise refreshments for P&C meetings
• Welcome new members to meetings

Treasurer

• Attends P&C Executive Meetings held as required but usually not more than one/month
• Responsible for complying with financial accountability requirements.
• Receives and deposits monies, maintains records, draws cheques and presents accounts to each general meeting.
• Presents all records for auditing each year and hands over all records to the incoming treasurer on relinquishing office.

Secretary

• Attends P&C Executive Meetings held as required but usually not more than one/month
• Attends every P&C meeting and keeps a record of all business conducted at meetings
• Prepares meeting agendas in consultation with President, emails agenda & minutes to all members
• Prepares meeting summary & notice for newsletter & website
• Collects & tables all correspondence
• Is responsible for carrying out the decisions of the meetings – unless otherwise stipulated
• Manages electronic storage of all P&C documents (Moodle)
• Hands over all records, minutes, account books etc to incoming secretary on relinquishing office
• Supports one of the sub-committees

Non-Office Bearers

• Attends P&C Executive Meetings held as required but usually not more than one/month
• Offer ideas, advice, inspiration and support to the P&C executive without the responsibility of an office-bearing role.

Conveners of Sub-Committees:

Building, Canteen, Parent Network, Uniform Shop, Fundraising, Marnie

Each sub-committee has a member of the P&C Executive assigned to support them and to provide a communication link directly to the P&C Executive.

• Chair committee meetings
• Provide advance notification of committee meetings to P&C executive
• Arranges for minutes to be kept of meetings and forwards an electronic copy of the minutes to the Secretary for document storage
• Reports back at each P&C General Meeting, or if unavailable, delegates to a committee member.
• Emails report prior to P&C General Meeting to the Secretary. Report required after each sub-committee meeting. If there has been no meeting a brief statement is all that is required.

Canteen Sub-Committee

Canteen Convenor

• Maintain canteen policies
• Liase with P&C and CHS Principal
• Liase with volunteers, employees, work with canteen manager to prepare and present reports
• Convene canteen committee meetings once a term

Canteen Minute Taker

• Take minutes at meetings
• Circulate and review agenda for meetings
• Deal with correspondence of the Canteen Committee

Canteen Bookkeeper

• Liase with P&C treasurer and auditor
• Pay wages, maintain wage records, pay superannuation quarterly, prepare monthly, quarterly and annual financial reports for canteen committee
• Ensure all financial records are properly kept and are accurate

Uniform Sub-Committee

Uniform Convenor

• Maintain uniform shop policies
• Liase with P&C and CHS Principal
• Liase with volunteers, employees, work with uniform shop manager to prepare and present reports
• Convene uniform shop committee meetings once a term

Uniform Minute Taker

• Take minutes at meetings
• Circulate and review agenda for meetings
• Deal with correspondence of the Uniform Committee

Uniform Bookkeeper

• Liase with P&C treasurer and auditor
• Pay wages, maintain wage records, pay superannuation quarterly, prepare monthly, quarterly and annual financial reports for uniform committee
• Ensure all financial records are properly kept and are accurate