Tag Archives: pac

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