PAC Constitutions & Bylaws
Revised as of April 2004
SECTION I. NAME
The same of the Association shall be the EMILY CARR ELEMENTARY SCHOOL PARENT ADVISORY COUNCIL.
The Council will operate as a non-profit organization with no personal financial benefit.
The business of the Council shall be unbiased toward race, religion, gender or politics.
SECTION II. PURPOSES
1. To advise the school principal and staff on parental views about school programs, policies and activities.
2. To communicate with parents and to promote co-operation between the home and the school in providing for the education of children.
3. To assist parents in accessing the system and to advocate on behalf of parents and students.
4. To organize PAC activities and events.
5. To contribute to the effectiveness of the school by promoting the involvement of parent and other community members.
SECTION III. MEMBERSHIP
All parents and guardians of students registered at Emily Carr Elementary School may be voting members of the group, with one vote per parent or guardian.
SECTION IV. MEETINGS
1. There shall be an Annual General meeting for the purposes of election of officers held in May or June of each year and additional general meetings shall be held at least once every two months during the school year to conduct current business.
2. The executive meetings and additional general meetings shall be held at the discretion of the Executive.
3. Meetings will be conducted efficiently and with fairness to the members present.
4. If procedural problems should arise, Robert’s Rules of Order will be used to resolve the situation, unless they are in conflict with the guidelines in the Constitution.
SECTION V. VOTING
- The voting members present at any duly called general meeting shall constitute a quorum.
- Unless otherwise provided, questions arising at any meeting shall be decided upon by a simple majority vote.
- Voting of members on all matters must be given personally; voting by proxy shall not be permitted.
- Voting shall generally be done by a show of hands or in exceptional circumstances, by secret ballots, at the discretion of the Chairperson.
SECTION VI. ELECTION OF EXECUTIVE OFFICERS
- The Council executive shall be chosen by a vote of the parents at the Annual General Meeting.
- Call for nominations shall be made at the meeting prior to the Annual General Meeting.
- In the event of a vacancy in the executive during the year the Council shall elect the new officer who shall hold office until the next election.
- Elections shall be conducted by the Council chairperson.
SECTION VII. TERM OF OFFICE
- The term of office shall commence in July of each year and shall be for one year.
- Any elected member of the Council may serve on the executive for as many years as he/she is elected to a position.
SECTION VIII. EXECUTIVE OFFICERS
- The affairs of the Council shall be managed by a board of elected officers.
- The executive officers will be as follows:
- ESL/New Family Liaison
SECTION IX. DUTIES OF THE OFFICERS
- 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 to all committees.
- Shall take such actions or ensure that such actions are taken by others to achieve the objectives and purpose of the organization.
- Shall be the official spokesperson for the organization.
- Shall be a signing officer.
B. 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.
- Shall record the minutes of meetings.
- Shall distribute minutes to Council members.
- Shall issue and receive correspondence on behalf of the organization.
- May be a signing officer.
- Shall be responsible for maintaining files.
- Shall be responsible for and report on the accounts of the organization.
- Shall be one of the three signing officers of the executive as per section XI.
- Shall, with assistance of the executive, draft a budget and tentative plan of expenditures as per Section XI.
- Shall submit an annual report.
E. ESL/NEW FAMILY LIAISON
- Shall be responsible for ensuring equal access to school and PAC related information to ESL and new students/families to support their transition to Emily Carr.
- Shall receive updated lists of ESL and new students/families throughout the school year.
- Shall arrange for ESL and new students/families to be partnered with a child in their class.
- Shall provide the new families with information regarding the PAC and its activities, including volunteer opportunities.
SECTION X. COMMITTEES
- Standing and ad-hoc committees shall be formed when necessary.
- Committees are responsible to the executive and members.
- Members may be appointed annually to committees by the chairperson (after consultation with the executive).
SECTION XI. FINANCES
- Expenditures must be approved by the executive.
- The treasurer shall supervise and maintain an account at a recognized financial institution approved by the executive.
- The bank account will require two or three designated signatories. These signatories will be the Chairperson, Treasurer and either the Secretary or Vice-Chair as decided by the Executive.
SECTION XII. CONSTITUTION & BYLAW AMENDMENTS
Amendments to the Constitution and Bylaws of the Emily Carr Elementary Parent Advisory Council may be made at any general meeting at which business is conducted, providing:
- Written notice of the meeting has been sent home to all members (14 days minimum).
- The notice of the meeting included notice of the specific amendments proposed.
- A two-thirds majority vote of those members present at the meeting will be required to amend the Constitution and Bylaws.
SECTION XIII. CODE OF CONDUCT
1. The Emily Carr Elementary Parent Advisory Council meetings are note a forum for the discussion of individual school personnel, students, parents or the individual members of the school community.
2. An executive member 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, protecting the confidentiality of the people involved.
3. A parent who accepts a position as a PAC Executive member shall:
a) Uphold the constitution and bylaws, policies and procedures of the PAC.
b) Perform her/his duties with honesty and integrity.
c) Work to ensure that the well being of students is the primary focus of all decisions.
d) Respect the rights of all individuals.
e) Take direction from the members, ensuring that appropriate consultation and representation processes are in place.
f) Encourage and support parents and students with individual concerns to act on their own behalf and provide information of the process for taking forward concerns.
g) Work to ensure that issues are resolved through due process.
h) Strive to be informed and only pass on information that is reliable and correct.
i) Respect all confidential information and,
j) Support public education.
SECTION XIV. DISSOLUTION
1. Upon winding up of dissolution of the council, the assets which remain after payment of all costs, charges and expenses which are properly incurred in the winding up shall be distributed to such charitable organization or organizations in British Columbia having a similar charitable purpose. This provision shall be unalterable.