The Chairperson Shall:
- Convene and preside at General, Special, and Executive Meetings
- Ensure that an agenda is prepared and presented
- Know the Constitution and Bylaws and meeting rules
- Know where to find resources to assist members
- Appoint committees where authorized to do so by the Executive Officers or membership
- Ensure that the PAC is represented in School and school district activities
- Ensure that PAC activities are aimed at achieving the objectives and purposes of the PAC
- Be the official spokesperson for the PAC
- Be a signing officer
The Vice-Chairperson shall:
- Assume the responsibilities of the Chairperson in the Chairperson’s absence or upon request
- Assist the Chairperson in the performance of his/her duties
- Accept extra duties as required
- Be a signing officer
- Act as a liaison with Canadian Parents for French (CPF) on behalf of the Executive.
- Act as an Executive liaison in other committees as needed.
- Prepare and present the slate of nominations for Executive Officers and Members-at-Large of the PAC each year
The Secretary Shall:
- Record the minutes of General, Special, and Executive meetings in writing and post electronic copies on the PAC website
- Keep an accurate and up-to-date copy of the Constitution and Bylaws and have copies available for members upon request
- If changes are made to the Constitution and Bylaws, ensure they are dated and initialled and a copy is submitted to the office of School District #45 for safekeeping
- Issue and receive correspondence on behalf of the PAC
- Be a signing officer, if required
- Safely keep all administrative records of the PAC and create a repository of PAC records for successive PAC Executive Officers, including, but not limitedto, General and Executive Meeting minutes, PAC newsletters, correspondence, survey results, and committee reports
The Treasurer Shall:
- Be one of the signing officers of the PAC
- Maintain or supervise the maintenance of the PAC’s bank accounts
- Receive or supervise the receipt of all funds for the PAC
- Disburse funds or supervise the disbursements authorized by the Executive Officers or the PAC
- Maintain an accurate record of all expenditures of the PAC
- Present a Treasurer’s Report at each General Meeting
- Deposit or supervise the deposit of all funds collected on behalf of the PAC in an account at a recognized financial institution approved by the PAC
- Make PAC books available for viewing by PAC members upon request
- Have the PAC books ready for inspection or audit annually
- With the assistance of the Executive Officers, draft a budget and tentative plan of expenditures as per Article 12.1
- Ensure that another signing officer has access to the PAC books in the event of his/her absence
- Submit an annual financial statement at the AGM of the PAC
- Be a signing officer on all PAC bank accounts
- Oversee all applications for external funding
The Communications Coordinator Shall:
- Advise members of upcoming PAC meetings via e-bulletin as shared with the Principal.
- Keep members informed of general school events via social media, as approved by the Principal.
- Encourage parents to become involved in PAC activities and fundraising events.
- Provide communications and social media guidance.
The DPAC Representative Shall:
- Attend General PAC and DPAC meetings.
- Seek and give input on behalf of the PAC to the DPAC
The Volunteer Coordinator Shall:
- Assist Executive members in building the Executive Committee team and finding the Event/Initiative Leads for PAC-sponsored events and projects.
- Liaise with Event/Initiative Leads on their volunteer needs and then post volunteer sign up sheets online, or through other means as needed
- Provide update at PAC meetings about upcoming PAC volunteer needs
The Fundraising and Events Coordinator Shall:
- Prepare and maintain the PAC’s events and fundraising schedule incorporating a schedule of the fundraising activities of the School staff
- Review all potential fundraising proposals, excluding those run by the School staff, against the criteria for fundraising approved by the PAC and make recommendations for fundraising activities
- Work with the volunteer coordinator, the Chair, and the PAC to fill fundraising coordinator positions for fundraising activities
- Monitor the fundraising activities to ensure the schedule is maintained
- Maintain documentation on past, present, and potential fundraisers for use by coordinators
- Assist the fundraising coordinators as required with timing, volunteers, and contacts
- Solicit written post-event assessments from fundraising coordinators regarding viability of even
The Past Chairperson Shall:
- Assist with the transition between Chairpersons
- Assist, advise, and support the PAC
The Members-At-Large Shall:
- Attend General, Executive and Special Meetings as required and requested by the PAC Chairperson
- Serve in a capacity to be determined by the PAC at the time of their election by the PAC or at the time of their appointment by the Executive Officers, and at other times throughout their tenure as the needs of the PAC require
- Report back to the PAC and Executive Officers as required and requested by the PAC Chairperson