WES PAC Constitution
1. Name
The name of the association shall be the Winchelsea Elementary School Parent Advisory Council. The Council will operate as a non-profit Association with no personal financial benefit. The business of the council shall comply with the human rights code of B.C. and shall be unbiased towards race, religion, gender or political affiliation.
2. Purpose
To advise the School Principal and staff on parental views about any school programs, policies and activities. To contribute to the effectiveness of the School by promoting the involvement of parents and other community members in discussions about School programs and policies. To assist individual parents and/or students in communicating with the Principal and staff to organize events and activities. To assist parents in accessing the system and to provide advocacy support for individual children and their parents.
3. Dissolution
In the event of Dissolution of the Council and following payment of all debts and costs of Dissolution, the assets and remaining funds shall be distributed to such charitable organization or organizations having a similar charitable purpose, to be decided upon by the membership at the final general meeting. This provision shall be unalterable.
4. Interpretation of Terms
Parents – the parent/parents or guardian of a child or children in School District No. 69 Parent Advisory Council – any organized group of parents recognized under the British Columbia School Act School - any public elementary or secondary educational institution within School District No. 69, Qualicum District - School District No. 69, Qualicum DPAC - the Qualicum District Parent Advisory Council, which is recognized by the Board of Trustees of School District No. 69, to be the umbrella group of Parents Advisory Councils formed or to be formed in each local school Community Organizations – groups which demonstrate an interest in education and are not already included in the scope of this constitution.
WES PAC Bylaws
1. Membership
All parents and guardians of students registered at Winchelsea Elementary school are voting
Members of the Parent Advisory Council. Administration and staff (teaching and non-teaching) of Winchelsea Elementary School may be non-voting members of the Council. Members of the school community who are not parents of students currently enrolled in the System may be invited to become non-voting members of the Council. At no time shall the Council have more non-voting than voting members.
2. Meetings
Meetings will be conducted efficiently and with fairness to the members present. There shall be an Annual General Meeting held in September for the purpose of submitting the Annual financial statements and an auditor’s report. The May general meeting shall be held for the purpose of election of officers. General meetings shall be held not less than eight times per year, one of those being the AGM. Executive meetings may be held anytime or place as deemed necessary. The purpose of executive meetings is to carry on business between general meetings. If procedural problems arise on an issue not covered in these by-laws, Robert’s Rules of Order Shall be used to resolve the issue. A council meeting shall not be a forum for the discussion of individual members of the school Community.
3. Voting
A quorum shall be four voting members of the Association of which two Members must be executive members. Unless otherwise provided, any questions arising at any meeting shall be decided upon by a
Majority vote. In the case of a tie vote, the motion will be lost. Voting on all matters must be given personally. Voting by proxy shall not be permitted. Voting shall be done by a show of hands with the exception of election of officers which shall Be done by secret ballot.
4. Election of Officers
The executive officers shall be elected from the voting members at the May general meeting. No employee (of) elected official of the school district or Ministry of Education shall hold an Executive position. Call for nominations shall be made at the two meetings prior to the May general meeting.
In the event of a vacancy on the executive during the year, the executive shall appoint a new Officer who shall hold office until the next election. The Nominations Committee Chairperson shall conduct elections.
A vote shall be taken to destroy the ballots.
5. Term of Office
The term of office shall commence immediately following elections at the May general meeting.
Executive Officers, consisting of Chairperson, Vice-Chairperson, Treasurer, Secretary, DPAC
Representative may hold any one position for no more (that) four consecutive years. The tenure of Members at Large Directors shall be determined by the Council at the time of Their election. No person may hold more than one elected position at any one time. The Past Chairperson shall hold that office for one year.
6. Executive Officers
The affairs of the Council shall be managed by a board of elected officers and the immediate Past Chairperson. The Executive Officers shall be as follows:
1. Chairperson
2. Vice-Chairperson
3. Treasurer
4. Secretary
5. Two District Parents Advisory Council Representatives
6. Two or more Members-at-Large or Directors
7. Past Chairperson
7. Duties of Officers
1. Chairperson
-shall convene and preside at all membership, special and executive meetings
-shall ensure that an agenda is prepared and presented
-shall appoint committees where authorized to do so by the executive or membership
-shall be an ex-officio member of all committees except the nominating committee
-shall take such action or ensure that such action is taken by others to achieve the objectives and purpose of the Association
-shall be a signing officer
-may submit an annual report
2. Vice-Chairperson
-shall assume the responsibilities of the Chairperson in the Chairperson’s absence
-shall accept extra duties as required
-may be a signing officer
-may submit an annual report
3. Treasurer
-shall receive all funds for the Council
-shall maintain an accurate record of all expenditures of the Council
-shall give a report of all receipts and expenditures at all general meetings
-shall deposit all funds collected on behalf of the Council in an account at a recognized financial institution approved by the PAC
-shall make books available for viewing by members upon request
-shall have the books ready for inspection or audit annually
-with the assistance of the executive, shall draft a budget and tentative plan of expenditures as per Section 9
-shall submit an annual financial statement and a statement of assets and liabilities at the AGM of the Council
-may be the signing officer
4. Secretary
-shall ensure that members are notified of meetings
-shall record the minutes of general, special, and executive meetings
-shall keep an accurate and up-to-date copy of the Constitution and By-laws and have copies available for members upon request
-shall issue and receive correspondence on behalf of the organization
-may be a signing officer
-shall safely keep all records of Council
-may submit an annual report
5. DPAC Representatives
-shall attend DPAC meetings
-shall report back to the PAC
-shall seek input from the PAC
-may submit an annual report
6. Members at Large or Directors
-shall serve in a capacity to be determined by the Council at the time of their election, and at other times throughout their tenure as the needs of the Council require
-may submit an annual report
7. Past President
-shall smooth the transition between Chairpersons
-assist, advise and support the Council
-provide information about resources, contracts, and other essential information to the Council
-act as a consultant for the Chairperson
-chair the nominating committee
-may submit an annual report
8. Committees
Standing and ad-hoc committees shall be formed when necessary. A nominating committee shall be appointed annually before the May general meeting. Committees are responsible to the executive and members. Members may be appointed annually to committees by the Chairperson, after consultation with the executive.
9. Finances
A budget and tentative plan of expenditures shall be drawn up by the executive and presented
for approval at the AGM in September of each year. All funds of the Association will be on deposit in a bank of financial institution registered under the Bank Act. The executive shall name at least three signing officers, for banking and legal documents. Two signatures will be required for these documents.
Any single expenditure above the sum of $200.00 will be first presented to and approved by the executive and then approved by a majority vote at a general meeting. Any single expenditure below $200.00 may be approved by the executive. A treasurers report to all members should be published in the school newsletter prior to the end of the school term. An audit shall be done annually at fiscal year-end. The auditor/auditors shall be independent or from the Association membership, as approved by the members of the Association at a general meeting by a majority vote. Executive officers shall not be appointed as auditor/auditors. The fiscal year shall be from July 1st to June 30th.
10. Code of Ethics
A parent who accepts a position as an officer of the PAC shall -uphold the constitution and by-laws of the Association
-perform his/her duties with honesty and integrity
-work to ensure that the well-being of students is the primary focus of all the decisions of the Council
-respect the rights of all individuals
-take direction from the members
-encourage and support parents and students with individual concerns to act on their own behalf and provide information on the process for taking forward individual concerns
-respect all confidential information
-support public education
The Winchelsea Elementary Parent Advisory Council shall not be a forum for the discussion of
individual personal, student, parent, or other private concerns. An executive officer who is approached by a parent with a concern relating to an individual is in a privileged position and must treat such discussion with discretion. All executive members shall sign a Statement of Understanding at the time of their election.
11. Constitution and By-law Amendments
Except as provided in the constitution, the members may, by a majority of not less than 75% of the votes cast, amend the constitution and by-laws of the organization. Written notice of a meeting at which a resolution will be considered to amend the by-laws shall be given to all members in writing at least fourteen days before the meeting. The notice of the meeting shall include the proposed amendments.
A constitution or by-law amendment shall be dated, signed, and forwarded to the School Board for safekeeping only.
12. Removal of an Executive Member
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 a successor to complete the term. Written notice specifying the intention to make a motion to remove the executive member shall be given to the members not less than 14 days before the meeting.
13. Property in Documents
All documents, records, minutes, correspondence or other papers kept by a member or committee member in connection with the organization shall be deemed to be property of the organization, and shall be turned over to the chairperson when the member, executive member, or committee member ceases to perform the task to which the papers relate.
