PAC Positions

To assist new parent advisory councils, the following positions are typically set out in the PAC bylaws, along with their duties:

The President will

  • speak on behalf of the council
  • consult with council members
  • preside at membership and executive meetings
  • ensure that an agenda is prepared
  • appoint committees where authorized by the membership or executive
  • ensure that the council is represented in school and district activities
  • ensure that council activities are aimed at achieving the purposes set out in the constitution
  • be a signing officer

The Vice-President will :

  • support the president
  • assume the duties of the president in the president’s absence or upon request
  • assist the president in the performance of his or her duties
  • accept extra duties as required
  • be a signing officer

The Secretary will

  • ensure that members are notified of meetings
  • record and file minutes of all meetings
  • keep an accurate copy of the constitution and bylaws, and make copies available to members upon request
  • prepare and maintain other documentation as requested by the membership or executive
  • issue and receive correspondence on behalf of the council
  • ensure safekeeping of all records of the council

The Treasurer will

  • be a signing officer
  • ensure all funds of the council are properly accounted for
  • disburse funds as authorized by the membership or executive
  • ensure that proper financial records and books of account are maintained
  • report on all receipts and disbursements at general and executive meetings
  • make financial records and books of account available to members upon request
  • have the financial records and books of account ready for inspection or audit annually
  • with the assistance of the executive, draft an annual budget
  • ensure that another signing officer has access to the financial records and books of account in the treasurer’s absence
  • submit an annual financial statement at the annual general meeting

The DPAC (District Parent Advisory) Representative will

  • attend all DPAC meetings and represent, speak, and vote on behalf of the PAC
  • maintain current registration of the PAC
  • report regularly to the membership and executive on all matters relating to the DPAC
  • seek and give input to the DPAC on behalf of the PAC
  • receive, circulate, and post DPAC newsletters, brochures, and announcements
  • receive and act on all other communications from the DPAC
  • liaise with other parents and DPAC representatives

The School Planning Council (SPC) representatives will

  • attend all SPC meetings
  • represent, speak, and vote on behalf of the PAC at SPC meetings
  • request and take direction from the membership and executive
  • be strong advocates for meaningful parent involvement in the school and school planning
  • provide a written report to all general and executive meetings
  • attend general and executive meetings as directed by the membership or executive

Members at Large will

  • serve in a capacity to be determined by the council at the time of election, and at other times as the council requires

Other executive positions may include:

  • Communications- Manage communications and marketing for the PAC including, but not limited to PAC newsletters, email broadcasts, website, bulletin boards, etc.
  • Volunteer – Coordinate volunteers for PTO events and school activities. Collect list of general volunteers at beginning of year and for special events. Assure that volunteer data is recorded and available to both the PAC and teachers. Work with teachers, staff, and leaders of committees to assure volunteers are recruited for programs.
  • Fundraising – Manage the coordination of the PAC’s fund-raising activities.

The following is from a US website, and shows an estimate for time and effort required:

PAC Treasurer Training

At the September 13th DPAC meeting, we discussed setting up training for PAC treasurers, due to the change in the school district policy regarding how school trust accounts are run. Don Sabo has now met with Brian Pepper, and we would like to thank Brian Pepper, Bryan Mix, and the school district accounting department for their time and support in this matter.

An arrangement has been made as follows:

1. Due to the short time line for PACs to take over full financial responsibilities; the School District will not require 100% compliance for PACs taking over full financial management by September 1st. A more gradual compliance is recognized as a reality given significant changes and early year workloads in Schools and in Finance.

2. Mr. Pepper has talked with the SD Accounting department about providing in-service training to PAC Treasurers who would like financial management training. We are pleased to announce that they have agreed to provide this training on an annual basis to address any future turnover of PAC Treasurers.

While the SD Accounting Department is extremely busy this time of year, they would like to know what day of the week would be best to provide a full day workshop once their workload lightens. Please leave a comment on this post if you have an opinion on this.

Accounting for Parent Advisory Council Accounts

In addressing the financial challenges facing the school district the District Sustainability Committee received many suggestions to improve the efficiency and effectiveness of school and district operations. One of those suggestions was to have Parent Advisory Councils assume responsibility for all accounting aspects of their own operation.
At the District Parent Advisory Council meeting on Monday, April 12, Superintendent Brian Pepper advised those in attendance that effective September 1, 2010 it would be required that all Parent Advisory Councils assume this responsibility. The Constitution and Bylaws of most Parent Advisory Councils outline these responsibilities in the Duties of the Officers and the Finances sections.

Specifically this means that:
• Each PAC will be required to keep its own accounting records. In many schools, the school secretary has provided this service. We recommend that a basic accounting software package such as Quicken be used for this purpose.
• Each PAC will be required to open its own bank account and ensure that it is reconciled on a monthly basis. This account will be separate from and in addition to their existing PAC Gaming bank account. We recommend that the PAC have at least three authorized signing officers of which any two must sign together.
• For example the bank account name should be:
___________________ Elementary PAC or __________________Secondary PAC.
• Each PAC will be required to receive, receipt and deposit all PAC related funds to this bank account.
• Each PAC will pay all of their own expenses directly from this account. Payments should be made by way of cheque from this account. Supporting documentation should be available for review by the cheque signers at the time of signing.

We believe that Parent Advisory Councils will benefit from this decision as the PAC will be able to make their own payments by cheque on a timely basis rather than having PAC members use personal funds and await reimbursement from the school. Also financial decisions made at PAC meetings can be acted on immediately by PAC members. The PAC will also always have access to their current bank balance without inquiring at the school office.

District Parent Advisory Council
The District Parent Advisory Council website at http://www.sd57dpac.ca has valuable information to support and assist Parent Advisory Councils in these responsibilities.

Policy 1223 – School Parent Advisory Councils
The Administrative Procedure to Policy No. 1223, School Parent Advisory Councils currently provide two options for PAC’s to account for their fundraising. This decision removes the option in Administrative Procedure 1.1 to utilize a school trust account. It will be recommended to the Policy and Governance Committee that Administrative Procedure 1.1 be removed from the policy. Administrative Procedure 1.2 may be subject to revision. We still encourage Parent Advisory Councils to ensure that a current copy of their Constitution and Bylaws is on file in the Finance Department.

Transition Recommendations
In order to facilitate this transition for Parent Advisory Councils, schools are not to accept PAC raised funds after June 30, 2010. All PAC cheques issued and PAC deposits received should clear the bank by the end of this school year. The July and August 2010 school trust account bank reconciliation must be reconciled to the school trust bank account statement. This reconciliation will clearly identify any outstanding cheques from funds held in trust for the PAC that have not yet been cashed. Once the July and August 2010 bank reconciliation is complete please contact Jan Cote, in the Finance Department to review the Bank statements. Once this process occurs, Jan will provide the school and the PAC with written authorization for the school administration to issue a cheque to the PAC for deposit into their new bank account.
PAC wishes to open their bank account prior to July 1, 2010

In the event that your PAC wishes to open their own bank account and account for their operations before July 1, 2010 we ask they provide us with at least two weeks notice in order to have sufficient time to start the transition process. Please contact Jan Cote at local 224 if the PAC chooses this option.

Thank you
Please ensure that your PAC is aware of this change in process. You may wish to share this message with them. If you have any questions or concerns, please contact Jan Cote, Finance Clerk or me.

Allan Reed, AReed@sd57.bc.ca

DPAC Meeting September 13, 7:00pm

Please be advised that the next DPAC meeting is scheduled for September 13th at the Van Bien Training and Development Center, 311 Wilson Crescent.

While our meeting will commence at 7:00 p.m. with our PACs and DPAC Executive, we invite all our valued stakeholders to attend at 7:30 p.m. as is usual and customary.

June 7, 2010 – Superintendent’s Speaking Notes to DPAC meeting

2010.06.07
District Parent Advisory Council
Superintendent’s Speaking Notes

1. Thank You
We are very appreciative of your donation of time and expertise throughout the year! Your partnership is greatly appreciated.

2. Budget 2010 -2011
Budget Issues 2010 Presentation
See attached slides of the Superintendent’s report to the Board concerning Budget for the upcoming year. The budget has been given first and second reading. The budget will come to the Board at the June 22nd public meeting in McBride.

3. Provincial Issues:
a. Bill 20 – related to video surveillance in schools. SPC approval will be required for new installations. There will be an annual effectiveness review of any new installations.
b. Early Learning – this provincial initiative will continue to move forward. Expect more information during the 2010-2011 school year.
c. The ministry has established a pilot project related to business services in school districts. The project is designed to explore cost efficiencies related to shared service for multiple districts. Three lower mainland districts and one interior district are involved in the pilot.

4. District Update:
a. Infrastructure reductions of $2.2 million have been put into place for the 2010-2011 school year. Thirty-one full time equivalent positions have been eliminated including district principals, principals and vice principals, exempt staff, trades staff, clerical, teacher assistants and professional staff. The district organizational structure and job descriptions of remaining staff have been adjusted as a result of these changes.
b. School Closure and Allocations Reductions in School Organization have resulted in cost reductions of $4 million. Forty-nine full time equivalent positions have been eliminated. This represents reductions in assignments for principals and vice principals, classroom teachers, learning assistant teachers, teacher-librarians, counselors, teacher assistants, supervision assistants, clerical staff and custodians.
c. Human Rights Tribunal Mediation for the Aboriginal Choice School staffing exemptions has taken place. We are expecting a resolution decision before the end of June. The staffing exemption will allow the school district to hire qualified Aboriginal staff at the choice school.
d. The Aboriginal Choice School implementation process is proceeding rapidly. School teaching staff will be hired over the next 3 weeks.
e. Summer work priorities have been established for school reconfigurations. They are, in priority order, Ecole Lakewood, Heather Park Elementary School and the John McInnis Centre.

5. Five-Year Capital Plan Summary – Public Board Meeting Item
The Ministry of Education requires school districts to prepare capital plans annually. The plan reflects a strategy for remediation of an aged building and addresses current deficiencies in a secondary school. The projects are:
i. replacing Giscome Elementary
ii. increase capacity DPTodd Secondary
iii. mechanical upgrades to Carney Hill, Mackenzie Secondary, College Heights Elementary, Glenview Elementary and Ecole Lakewood.
There was a question regarding the “year one, year two, year three” listing. The year listing is important when a project is approved – as examples – if a mechanical upgrade for Glenview Elementary (dollars listed under “year two”) was approved by the Ministry in 2010-2011 then the dollars would be forwarded to the district in the second year of the Five-Year capital plan. If Giscome School rebuild was approved by the Ministry in 2010-2011 (dollars listed under “year three”) then the dollars would b e forwarded to the district in the third year of the Five-Year capital plan.

DPAC meeting June 7th

Your DPAC will be holding its last regular meeting of the school year. This meeting will take place this Monday, June 7th, at 7:00 pm at the Van Bien Training Center.

We anticipate all of the School District’s major stake holders will be in attendance. Refreshment and snacks available during a short break in the meeting.

Hope to see you all there.
June 7, 2010 – Meeting Package

Common Acronyms in Public Education

Common Acronyms
AGM Annual General Meeting
BCELC BC Education Leadership Council
CAPP Career and Personal Planning Curriculum
CEA Certified Educational Assistant
DPAC District Parent Advisory Council
DRT District Review Team
EBS Effective Behaviour Support
ESL English as a Second Language
FSA Foundation Skills Assessment
FTE Full Time Equivalent
GAAP Generally Accepted Accounting Principles
I In Progress, a designation used on report cards (scroll down to Use of the Letter Grade “I”)
IDS Independent Directed Studies
IEP Individual Education Plan
IRP Integrated Resource Package
LAT Learning Assistance Teacher
LD Learning disability
NID Non-Instructional Day
PAC Parent Advisory Council
PASBC Post-Secondary Application Service of BC
PEN Personal Education Number
PLN Provincial Learning Network
Pro-D Professional Development
PS Performance Standards
RST BCCPAC’s Resolution Strategy Team
SAIP Student Achievement Indicators Program
SEA Special Education Assistant
SEPG Special Education Partners Group
SER Student Educator Ratio
SLP Student Learning Plan
SPC School Planning Council
TA Teaching Assistant
TOC Teacher on Call
YRS Year Round Schooling

Acronyms and Websites of Education Partners
AMSAA Affiliation of Multicultural Societies and Service Agencies of BC
BCASAA BC Association of Student Activity Advisors
BCASCD BC Association for Supervision and Curriculum Development
BCCPAC BC Confederation of Parent Advisory Councils
BCCT BC College of Teachers
BCELC BC Education Leadership Council
BCPSEA BC Public School Employers’ Association
BCPVPA BC Principals’ and Vice-Principals’ Association
BCSDSTA BC Association of School Business Officials
BCSS BC School Sports
BCSSA BC School Superintendents Association
BCSTA BC School Trustees Association
BCTF BC Teachers’ Federation
BCTLA BC Teacher-Librarians’ Association
CASE Council of Administrators of Special Education
CEA Canadian Education Association
CHSF Canadian Home and School Federation
CMEC Council of Ministers of Education, Canada
CUPE Canadian Union of Public Employees
DASH Directorate of Agencies for School Health
EAC Education Advisory Council
FISA Federation of Independent Schools in Canada
FNESC First Nations Education Steering Committee
LATA Learning Assistance Teachers’ Association
MoE Ministry of Education
OLA Open Learning Agency
PEEPAC Parent & Education Engagement Partnership Advisory Committee

SpeeDee Printers and Office Products offer to PACs

September 2010 note – not sure if this is still in effect

SpeeDee has offered a discount of 35-40% off on any regularly priced Office products or furniture that your PAC may want to purchase. You can either head down to the store at 490 Brunswick Street or phone them at 250-562-2414 or 1-800-667-9633. They also offer an online method of checking out their catalog but you will have to set up an online account with them. Out of town PACs are more then welcome to take advantage of this service as well, as they will deliver.

Payment of your purchases can be made by cash, PAC Cheque or credit card.

For the PACs that provide some funds for the divisions to be spent on extra stationary for the classroom they offer a Gift card that can be purchased. You will not get a discount on the purchase of the gift card but rather the teacher will get the discount on every purchase made with the card.

For the PACs that would like to provide a package of school supplies to the students, possibly as a fundraiser this discount would be able to get you started. If you can combine the orders, based upon division, then call the store with the order that would be best.

The contact person at SpeeDee is Wendy Chartrand. 250-561-8125 or 1-800-667-9633 or wendyc@speedee.ca . Their web site is www.speedee.ca

If anyone hears of a company willing to offer a discount to the PACs please have them contact chairperson@sd57dpac.ca

PAC Finances

The School District Policy 1223 gives PAC’s the option of keeping their funds in trust with the school board.

This is being revised as of September 2010, so that PACs will need to have their own bank accounts. We will be providing more information on this topic.

It is recommended that PAC’s maintain their own banking account and have the monthly statements mailed to the PAC at the school address.

The decision on how funds are handled rests with your council and the processes for decision making should be included in your bylaws. Your PAC must be scrupulous with its bookkeeping practices.

When PAC’s are doing fundraising it is very important that it is clear why funds are being raised. Take care that funds are used for the purposes for which they were raised. So when fundraising for “Playgrounds” then ensure those funds go towards playgrounds. If fundraising for the operation of the PAC or, to send a parent to a conference, then it should be stated that the fundraiser is for ” PAC Activities”.

For large expenditures such as computers or playground equipment that may take several years to accumulate the required funds they should be put in a trust. Funds in trust should be clearly shown on all reports. As schools are not required to pay the full GST it is possible to order the item through the school district and save a portion of the GST. It is important not to just give the school district the funds but rather get an invoice from them and pay that, especially if gaming funds are used.
General Points

Like all organizations accountable to their members PACs are responsible for the money they hold on behalf of parents. PAC money wherever it comes from belong to the membership as a whole. It does not belong to the executive, treasurer, school or school district. The executive and treasurer may spend council money only with the authority of the membership and in accordance with the council’s bylaws.
Basic Principles

1. The council should have its own bank account, separate from the the school or school district’s accounts. Bank statements should be mailed to the PAC at the school’s address.
2. The treasurer is responsible for ensuring safe custody of the council’s money. The treasurer’s responsibility also includes safe keeping of all banking and financial records.
3. The president should be familiar with all financial records and should review the bank reconciliations regularly.
4. Money can only be spent according to the council’s approved budget or with authorization of a motion passed at a general meeting. The treasurer is responsible for ensuring that this authority is not exceeded. One of the most useful motions is the approval of a budget. This gives the executive the authority to make transactions included in the budget and only requires a motion at a general meeting for expenditures not included in the budget.
5. All deposits must be made to the council’s account and all payments must be made by cheque.
6. All money received must be deposited on a timely basis.
7. Cash received should be counted by at least two people and deposited within a day.
8. Receipts must be given for all money received.
9. All cheques must be signed by two of the three or possibly four authorized people. This will be spelled out in your bylaws. These should be parent members of the PAC who are not employees or elected officials of the school district or Ministry of Education.
10. A petty cash fund is not recommended as it is too easy to lose track of expenditures.
11. Some council bylaws allow the executive to spend small amounts without prior approval. This spending should be approved at the next general meeting.
12. If the council holds an event requiring advance payments, consider giving the purchaser a reasonable float. The purchaser should provide receipts and return any balance. Parents should not be out of pocket for council purchases.
13. Every council member has the right to see all financial records on reasonable notice.
14. An annual review of the council’s books and records should be conducted by two or three parents who do not have signing authority. The team of reviewers must be appointed by a motion passed by the membership. The review team can not include the treasurer and should be done at a neutral location.
15. All banking and financial records should be kept for five years from the end of the fiscal year to which they relate.

Adapted from the BC Confederation of Parent Advisory Council’s Leadership Manual