PORTAGE COLLEGIATE INSTITUTE Parent Adivisory Council Constitution

PORTAGE COLLEGIATE INSISTUTE

PARENT ADVISORY COUNCIL CONSTITUTION

I. NAME

The Association shall be know as the Portage Collegiate Institute Parent Advisory Council from now on known as PAC

II PURPOSE

The PAC will provide the administration of PCI with direct parent and community input into the process that is carried out by the staff of PCI. With the combined input of parents, staff and the community, goal and objectives can be established and met that will ensure that the best quality education possible is provided to the students of PCI.

III OBJECTIVES

1. To provide a regular forum to discuss issues and have open discussions on school and educational matters

2. To present parental and community concerns and perspectives to the principal and staff on an advisory basis regarding programs, school planning, budget and management of the school.

3. To act as liaison between the school, parent, & community including the rural municipality.

4. The PAC is not designed to serve as a problem-solving group. If a problem or concern arises it will be dealt with according to existing channels of communication.

5. The PAC is not a fundraising organization but may choose on occasion to have a fundraising project.

IV MEMBERSHIP

1. All parents/guardians of students attending PCI will be considered members.

2. The Executive of PAC will consist of no less than 7 members and no more than 20.

3. The Executive is an elected group of parents and community members from the area. Every effort will be made to ensure that the PAC is representative of the community.

4. At least two-thirds of the positions on the PAC will be filled by parents whose children are students at PCI

5. Up to one third of the PAC seats may be filled by community members who live in Portage la Prairie or the Rural Municipality but do not have children attending PCI.

6. The Executive of the PCI PAC will consist of :

a. 2 co-chairs

b. Secretary

c. Treasurer

d. Student Representative

e. Program Coordinator

f. Volunteer Coordinator

g. Safety Coordinator

h. Principal/Vice Principal

i. Teacher Representative

7. The Executive, may, from time to time, create ad-hoc committees to deal with business of the Council not falling within the mandate of the Standing Committees.

8. Elections for the Executive will be held annual at the Annual General Meeting.

9. The position of co-chair is a two year term; all other positions of office are for one year.

10. DUTIES OF EXECUTIVE

I. CO-CHAIRS

b. Shall call and chair the meetings of the PAC on a co-operative basis.

c. Shall work with school administration in matters of the PAC.

d. Shall take direction from council regarding its business and direct activities of council between meetings.

e. Shall take responsibility of the PAC

f. Shall call special meetings of council, as matters of urgency and necessity require.

g. May be ex-officio members of sub-committees as required.

h. Shall submit an article to be included in the monthly newsletter.

II SECRETARY

a. Shall take minutes of all meetings and distribute to members following each meeting

b. Shall maintain copies of all records pertaining to PAC

c. Shall be responsible for all correspondence of PAC

III TREASURER

a. Shall be responsible for the financial accounting of PAC

b. Shall maintain records of all financial transactions

c. All banking, deposits and cheques will be done by the school administration, as directed by the treasurer.

d. Shall present a financial statement of PAC’s accounts at each meeting

e. Shall provide the secretary with a copy of all financial statements

f. All expenses will require the following: PAC approval & adequate documentation

IV PROGRAM CO-ORDINATOR

a. Shall acquire speakers, audio-visual material etc for meetings of PAC as required

b. Shall organize, implement, & advertise a parent information evening on a topic of concern as garnered through the parent survey at the beginning of the school year.

c. Shall provide a verbal report at PAC meetings

V VOLUNTEER CO-ORDINATOR

a. Shall collate the parent surveys at the beginning of the year to determine which parents are willing to volunteer.

b. Shall compile the list of parents willing to chaperone dances and forward that on to Student Council, as well as forward any other volunteers to the appropriate parties.

c) Shall contact parents as the need arises for volunteers.

d) Will be responsible for the PAC Student Volunteer Award.

i)shall provide the guidance dept. with applications

ii)the criteria is that the applicant must be graduating in the same school year

iii)the recipient of the award is determined using a point system based on responses to the questions on the application.

iv)Any volunteer work done towards a credit course is not to be included in the award

v)Shall inform the guidance department of the name of the award winner

vi)The school obtains the plaque

vii)Presents the plaque to the recipient at a ceremony to be determined by the school.

viii) Shall provide a verbal report to PAC

VI SAFETY CO-ORDINATOR

a) Shall meet & report with school administration 4 times a year at PAC meetings to discuss safety plans for the school.

b) Shall liaison between the administration and PAC concerning any concerns that arise.

VII. ADMINISTRATION

a. The Principal and Vice-Principal have a non voting position on PAC

b. They shall update PAC on the goings on of the school

c. They shall field any questions or concerns coming from PAC

d. They shall administer the finances according to the decisions of PAC

IX TEACHER REPRESENTATIVE

a) Shall represent the teachers at PAC

b) Shall bring forth any concerns the teacher would like to have parent input on

c) Shall bring back to teachers any concerns of PAC

X STUDENT COUNCIL RESPRESENTATIVE

a) Shall attend PAC meetings

b) Shall report on activities of the student council and body.

DEPARTURE FROM OFFICE

The office of an Executive officer shall be vacated:

· If by notice in writing to the Chair, the Executive Officer resigns or

· If an executive officer is absent from three consecutive meetings during the school year, and after notice to all executive members that the matter is to be discussed at the next regular scheduled meeting.

11. MEETINGS

1. Regular Meetings

a. PAC will hold regular meetings eight times per year on dates established by PAC. All regular and special meetings will be conducted in accordance with Robert’s Rules of Order.

b. Notice of meetings will be in the Newsletter.

2. Annual General Meeting

The Annual General Meeting of PAC will be held prior to the last Friday of October of each year.

Written notice of the date, time, location, will be posted in a public place fourteen days prior to the meeting and notice will be sent home with all students at least seven days prior to the meeting.

12. VOTING

Passing of a motion shall require a simple majority of members.

Any member of the Council shall have one vote.

13. QUORUM

The quorum consists of one half the Executive.

14. SPECIAL MEETINGS

The Chair or representative may call a special meeting of PAC as required by the business of PAC

15. MEETINGS OF THE EXECUTIVE

1. All meetings of the Executive shall be called at the discretion of the chair.

2. The chair shall be responsible for informing Executive officers at least one week prior to the date of the meeting

3. Four members of the executive shall constitute a quorum.

16. CHANGES TO THE CONSTITUTION

1. Proposed changes to the Constitution must be circulated to all members of PAC at least 14 days prior to the Annual General Meeting.

2. The Constitution may only be amended at the AGM by at least two-thirds majority of the Council members present.

17. DISSOLUTION

In the event of dissolution of PAC and following payment of all outstanding debts, PAC shall transfer all of its property and assets to another organization having similar objectives or purposes. The recipients of said transfer will be decided by the members at the final general meeting.

Passed October 16th 2006