BYLAWS OF ÉCOLE VAN WALLEGHEM SCHOOL PARENT COUNCIL

 

I. EXECUTIVE OFFICERS

 

1. Executive Officer positions are set out in the Constitution.

 

2. Executive Officers shall attend monthly Council meetings and provide a verbal report at the meeting and a written report to the Secretary. If the Executive Officer is absent, he or she shall submit a written report to the Secretary, to be read at the meeting.

 

3. Each Executive Officer is responsible for keeping the President updated on their committee’s progress on a regular basis.

 

4. Executive Officers shall give an end-of-year report at the Annual General Meeting.

 

5. Each Executive Officer is responsible for familiarizing the incoming Executive Officer with his or her duties and passing on all pertinent information.

 

6. Executive Officers shall perform other duties as assigned by the Executive.

 

7. The Chairpersons of Ad Hoc and Special Committees are not members of the Executive but may attend Executive meetings at the discretion of the President.

 

II. DUTIES OF OFFICERS AND COMMITTEES

 

1. President

 

a) Chairs all meetings of the Council.

 

b) Sets the agenda for monthly meetings.

 

c) Acts as official spokesperson of the Council in dealing with the school, school division or Department of Education and Training.

 

d) May appoint another member of the Executive to represent the Council.

 

e) Ensures that the provisions of the Constitution are adhered to and all decisions made at regular and annual Meetings by the membership are acted upon.

 

f) Receives and reviews all correspondence and passes on relevant correspondence to the appropriate committee chairperson or the Secretary.

 

g) Attends Council of Presidents meetings of the School Division and reports on these meetings at regular Council meetings.

 

h) Is a signing officer (new May 9/06)

 

2. Vice President

 

a) Learns the duties of the President and acts as chairperson when the President is absent, or when called upon by the President.

 

b) Assists the President whenever possible.

 

c) Assumes duties as assigned by the Council.

 

d) Reviews information from the Manitoba Association of Parent Councils and acts as a contact person for that association.

 

e) Is a signing officer (new May 9/06)

 

3. Secretary

 

a) Records and maintains Minutes of all Regular and Annual Meetings of the Council and of all Executive Meetings.

 

b) Co-ordinates publication of school newsletter items regarding Council news.

 

c) Carries out correspondence relating to Council matters as required.

 

d) Performs such other duties as may be incidental to the office of Secretary.

 

e) Is a signing officer (new May 9/06)

 

4. Treasurer (revised May 9/06)

 

a) Safeguards the financial assets of Council; ensures all financial business transactions are approved by Council are completed and recorded.

 

b) Provides financial accountability reporting and advises Council on financial matters.

 

c) Prepares a council budget compiled from all committee budgets for approval at the September meeting.

 

d) Deposits all funds, writes all cheques for expenditures approved by Council, and maintains all investments related to Council events and activities held during the year.

 

e) Reports on the financial status of Council at each meeting.

 

f) Maintains financial records of Council, including deposits, investments and expenditures.

 

g) Prepares annual financial statements of Council for independent review by beginning of new school year.

 

h) Prepares and submits banking letters of authority to the financial institution of the Council.

 

5. Past President

 

a) Chairs the Nominating Committee.

 

b) Acts as a parliamentarian by providing advice on “Rules of Order”.

 

c) Provides information to the President on request.

 

6. Building and Grounds Committee

 

Goal: To formulate and present ideas to the Council and administration and staff on projects concerning the school grounds (e.g., Recycling, Earth Day, flower planting outside the school, weeding and maintenance of existing gardens).

 

Key Responsibilities:

 

a) Explores and applies for appropriate grants to fund projects.

 

b) Brings problems with regard to vandalism, snow removal, landscaping or play structures to the attention of the appropriate authorities.

 

c) Works with administration when appropriate in exploring solutions to traffic problems.

 

7. Communications Committee

 

Goal: To facilitate and promote communication between the school, parents and students.

 

Key Responsibilities:

 

a) Maintains the Council Bulletin Board.

 

b) Sends a welcome letter to all parents who are new to the school.

 

c) Assists in maintaining the parent lending library and contribute to its development.

 

d) Ensures that the Executive and Room Representatives are reminded of meetings and other important school events as directed by the Council President by means of the voice mail system.

 

e) Writes articles for the school newsletter reporting on special activities organized by the Council for parents or students.

f) Gathers ideas for improving communications between the school, parents and students and explores these with administration and staff.

 

g) Posts agenda for Council meetings on doors of main entrance to school at least 2 days prior to the meeting.

 

8 Education Committee

 

Goal: To implement informational and educational programs for members of the Council that are pertinent to the education and well being of the students and operation of the school.

 

Key Responsibilities:

 

a) Identifies areas of interest by dialoguing with the school administration and members of the Council to plan speaker or workshop programs during the school year.

 

b) Formulates and presents a budget to the Council re: expenditures for speakers or workshop programs, honorariums and refreshments.

 

c) Co-ordinates speakers, notices, room bookings and set-up, honorariums, evaluations and any other details for the successful delivery of the program.

 

d) Receives and investigates information on outside educational or informational opportunities for members and, if appropriate, encourages or facilitates their attendance.

 

e) Recruits a co-ordinator to oversee the Baby-sitting course and reports to the Council on plans and activities in this regard.

 

9. Fund Raising Committee

 

Goal: To undertake fund raising activities to provide funds for programs and projects supported or undertaken by the Council.

 

Key Responsibilities

 

a) With the help of committee members holds a minimum of one fund raising event per year.

b) Maintains financial and other records relating to the fund-raising activities.

 

c) Consults with the principal as to a “Wish List” for the use of the funds raised.

10. Lunch Program Committee

 

Goal: Together with the Administration implements a lunch supervision program to meet the needs of students.

Key Responsibilities:

 

a) Prepares an annual budget for the operation of the program, and based on this budget, establishes the fees to be charged for the program.

 

b) Facilitates the registration of students in the program (i.e.pay, volunteer, coupon or non-participant).

 

c) Maintains financial records for the operation of the program- collects fees, caution frees, prepares bank deposits, invests funds, and pays all accounts related to the program.

d) Maintains a separate bank account for the lunch program.

 

e) In collaboration with the school administration, plans the scheduling of parents who serve as volunteer lunch assistants to meet their obligation to the lunch program. (propose deletion May 9/06)

 

f) Arranges and assists in the delivery of an annual lunch program orientation for lunch assistants.

 

g) Co-ordinates with the school office to prepare and send out schedules to volunteer lunch assistants.

 

h) Arranges for an annual independent review of lunch program funds.(new May 9/06)

 

11. Social Committee

 

Goal: To co-ordinate and oversee the social functions of the Council.

 

Key Responsibilities:

 

a) Develops a budget to be approved by the Council at the beginning of the school year to enable the activities of the committee.

 

b) Provides refreshments at monthly Council Meetings.

 

c) Organizes the annual Meet-the-teacher Barbecue, which is traditionally held in September.

 

d) Organizes Teacher Appreciation Week activities.

 

e) Recruits a co-ordinator to organize and co-ordinate Hot Meal Days.

 

12. Volunteer Committee

 

Goal: To organize and facilitate the operation of the Room Representatives program. In addition, assist in the recruitment of volunteers for school activities or programs when requested by the administration, staff or the Council.

 

Key Responsibilities:

 

a) Evaluates and updates the Room Representative’s job requirements by reviewing available information and dialoguing with administration, teachers and members.

 

b) Recruits and oversees the Room Representatives ensuring that they receive the information and training required to perform their tasks (see job description below).

 

c) Provides information and support to the Room Representatives on an on-going basis.

 

d) Establishes and maintains a list of volunteer members detailing their areas of expertise or interest along with their availability. Using the list as a resource, provide volunteers for school activities or events as requested.

 

e) Places “Help Wanted” ads for volunteers in the school newsletter when a position is not able to be filled from the resource list or, in the case of special projects to ensure that all members have an equal opportunity to volunteer.

 

f) Assists the school staff with the development, organization and recruitment of volunteers for programs such as the Volunteer Orientation Program, Literacy Partners Program and the Mentor Program.

Room Representative Job Requirement

 

Goal: To act a liaison between the Council, the classroom parents and the teacher, increasing parental participation in the Council, enhance communication between parents and the school.

 

Key responsibilities:

 

a) Attends all monthly Council meetings, or delegates a representative to do so when unable to attend themselves.

 

b) Acts as the voice for the classroom they are representing at Council meetings.

 

c) When required, surveys or informs parents with regard to Council issues and returns these comments to the meetings.

 

d) Discusses with the classroom teacher any duties that the teacher would like assistance with e.g. organizing refreshments for special occasions, recruiting volunteers for field trips etc.

 

III NOMINATING COMMITTEE

 

1. As stated in the Constitution, the Nominating Committee shall be chaired by the Past President with a committee appointed by the Executive of up to 4 members. They will seek out potential candidates to stand for election in Executive positions at the Annual General Meeting.

 

2. Where possible a slate of candidates will be presented where:

 

a. The President will have served as Vice-president at Van Walleghem School.

 

b. The Vice President will have served as an Executive Member.

 

c. Executive Members will have served in support of a Parent Council event, or on an Ad Hoc Committee or as a Room Representative.

 

3. A list of all available positions with their job descriptions shall be made available to the membership at least 4 weeks prior to the election.

4. The Chairperson shall be responsible for posting in the school, the names of candidates and a brief statement by each candidate to the membership prior to the election.

 

5. No member of the Nominating Committee shall run for an Executive position.

 

6. The Chairperson shall give the Volunteer Committee Chairperson the names of any persons who do not wish to run for an Executive position, but wish to volunteer in the school.

 

IV. ELECTIONS

 

1. The Chairperson of the Nominating Committee is responsible for posting the names of candidates and a brief statement by each candidate at the school within two weeks of the election.

 

2. Nominations at the Annual General Meeting will be accepted from the floor.

 

3. If there is more than one candidate for an executive position, each candidate shall be allotted time to make an election speech prior to voting by the membership.

 

4. If a vote is necessary it shall be done by secret ballot and conducted by the ex-officio members of the Council.

5. Ballots will be destroyed at the end of the meeting.