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.
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
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 firstname.lastname@example.org . 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 email@example.com
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.
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.
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
All money raised and kept should have a purpose. The following steps will enable your PAC to make a realistic plan, consistent with school goals:
- Invite the parent membership to create a wish list or survey all parents. Ask school staff through the Principal to prioritize a list as well. Avoid compete requests by individual staff requests.
- The list should not include items that are standard curriculum items that should be provided by the school district.
- Prepare a list of possible fundraisers and how much they are likely to raise.
- Come up with a realistic plan for the PAC, in consultation with the Principal, to ensure the plan fits with the school’s needs. Coordinate events with those of the school.
- Use the previous year’s budget and financial reports as a guide and prepare a budget. The budget should be passed before the current one expires.
- Once passed a budget can be amended by a note at a general meeting. The Treasurer is responsible for keeping track of income and expenses and to alert members of any important deviations from the budget.
Prince George Community Policing would like to encourage all Parent Advisory Councils in School District 57 to become actively involved in SPEED WATCH.
It is designed to raise public awareness of the actual speeds drivers are traveling. The Speed Watch program is conducted in partnership with ICBC, the RCMP, RCMP Auxiliary members, Community Policing and Prince George volunteers.
Speed Watch checks are operated by trained Auxiliary members and volunteers who include members of Parent Advisory Councils. Using portable radar equipment and an electronic digital board, volunteers monitor speeds. Drivers get an instant readout of their speed, displayed on a readerboard as they pass by. Warning letters are sent to individuals who were recorded traveling at an excessive speed. Speed Watch helps address traffic and speeding problems through:
- Public and community awareness
- Neighbourhood action
- Gathering speed-related data
- Police awareness
For more information on Speed Watch or to inquire about volunteering please contact Community Policing at 250-561-3366.