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Committee Roles

K.Scott
 


 

PRESIDENT

The President presides over meetings and acts in an official capacity when called upon to represent the P&C. The President is the liaison between the parent body and the school and meets regularly with the Principal or their representative. Relevant information is reported by the President to the members at P&C general meetings.

The President is the public face of the P&C and is responsible for all other committee roles to ensure they are carried out in an appropriate manner and in accordance with the group’s Constitution.  The President is an ex-officio member of all P&C sub committees.

The commitment from the President can be varied depending on how proactive the President is in his/her role.  A minimum commitment of 2 hours per week on average is required from the President if the P&C is functioning smoothly. 

Skills required: Good speaker and communicator. Good mediator. It is recommended but not essential that either the President or Vice President have had previous experience in the P&C.

SECRETARY

The Secretary is responsible for the control of all inward and outgoing correspondence, and provides the P&C with effective communication to the whole school community. The Secretary records all minutes of meetings and maintains all archived records of the P&C. The Secretary may also provide assistance by attending meetings with the President and as required by other committee members.

The commitment from the Secretary averages about 4 hours a month, usually around the time of the P&C committee meeting.

Skills required: Must have access to a PC. Good written communication, office skills and general organisation.

TREASURER

The treasurer oversees all financial activity within the scope of the P&C. Currently this includes all book keeping and administering financial payments to suppliers of the canteen, uniform shop, fundraising activities, book clubs, book fairs and school donations.  The treasurer also overseas financial activity for Year 6 fundraising as the P&C acts as a holding account.   The treasurer role also includes fortnightly wages and financial management (including Superannuation and PAYG) of employees of the P&C (currently only the canteen).

All financial records are to be kept up to date and produced upon request. Accounts must also be provided to the P&C’s auditor each year. The Treasurer may also be required to establish and monitor the P&C budget.

The P&C is currently using Xero for its accounting software.  From 2005 to mid 2015, MYOB was used as the accounting software.

The Treasurer is an ex-officio member of the Canteen sub committee.

Current commitment from the Treasurer is around 8 hours per week.  As Xero is rolled out to all the sub committees and with the engagement of a bookkeeper this commitment should reduce to about 2 hours per week.

Skills required: Background in bookkeeping, accounting. Good with money matters.

VICE PRESIDENT

The Vice President works with the President in preparing applications for grants and donations, and represent the P&C at meetings or functions on behalf of the P&C, President or Secretary as and when required. The Vice President would act in the capacity of the President at general meetings in the absence of the President.

The Vice President is a good role to either train up a future President or as a P&C member with extensive experience in the P&C to act as a sounding board for a President with little P&C experience.

The commitment from the Vice President depends on how proactive the Vice President wants to be in P&C activities.  A minimum commitment of 4-6 hours per month is recommended.

Skills required: Good communicator. Regular attendance at P&C meetings and occasional attendance at meetings after school hours.  It is recommended but not essential that either the President or Vice President have had previous experience in the P&C.

SCHOOL BOARD REPRESENTATIVE

The School Board Rep is responsible for attending the School Board meetings on the first Tuesday of the month and the P&C meeting on the first Wednesday of the month and act as a liaison between the two bodies.  This will require a commitment of about 4 hours per month (often all within a single week of the month).

Skills required: Good communicator. Regular attendance at P&C meetings and School Board meetings.

EXECUTIVE COMMITTEE (minimum 3 positions)

The Executive Committee makes decisions for the P&C in between general P&C meetings either by attending adhoc meetings or via email.  The Executive Committee is responsible to the P&C general meeting.

The Executive Committee comprises President, Vice President, Secretary, Treasurer and not less than three other members.  These other members include an Executive Committee member from each sub committee. A quorum of 5 members is required for all Executive Committee decisions.

In addition to their normal role the commitment from an Executive Committee member is around 4 hours per month (including attendance at P&C general meetings).

Skills Required: Regular attendance at P&C meetings is essential.

SUB-COMMITTEES

The P&C also operates several sub-committees. The sub-committees are responsible for the day to day operations of the P&C. Members are responsible for planning, co-ordinating and submitting relevant information to the President, Executive Committee and the P&C general meeting on a regular basis. These sub committees include Canteen, Fundraising, Uniform, Student Banking, Book Club, Book Fair and Fete (in a Fete year).

Canteen

The Canteen committee is responsible for the oversight of the canteen operation including financial management of the canteen, managing employees, managing volunteers, conduct of term stocktakes and approving menus.  The committee meets as required but as a minimum at least once per term. 

The canteen committee can have between 1 and 6 committee members.  With a good Canteen Manager and Assistant Canteen Manager the commitment from each committee member is expected to be about 4 to 8 hours per term.  The Head of the Canteen Committee is elected by the Canteen Committee members and attends the monthly P&C general meeting to report the functioning of the canteen to the P&C.

Uniform

The Uniform Committee is responsible for the operation of the uniform shop including Flexischool sales, cash sales, term stocktakes, liaising with suppliers, placing orders with suppliers and managing stock levels.

The Uniform Shop requires 5 to 6 committee members who are able to commit an hour for sales every one to two weeks plus half a day at the end of term for stocktake.  Committee members need to be available during the uniform shop opening time Wednesdays 8-9 am and/or to fill Flexischool orders and deliver to classrooms, usually on a Tuesday. Uniform Committee meetings are only held as required.

The Head of the Uniform Committee is elected by the Uniform Committee members and attends the monthly P&C general meeting to report the functioning of the uniform shop to the P&C.  The Head of the Uniform Committee would need to be able to commit 2 hours per week to also cover liaising with suppliers and placing orders.

Fundraising

The Fundraising Committee is responsible for organising, promoting and managing fundraising events.  An events calendar is established at the end of the year for the following year and refined at the start of the fundraising year.

Ideally the Fundraising Committee requires 6 to 10 committee members.  This allows each member to be allocated the responsibility to manage an event.  Each event will require calling for and managing volunteers from the wider school community.  Typical events include:  Easter Egg raffle, Lapathon, Mother’s Day stall, Father’s Day stall, Entertainment Book, social events (eg school disco, ladies movie night), and sausage sizzles.

Each committee member would need to be able to commit to 2 hours per month for Fundraising Committee meetings (meeting frequency reduces later in the year), 10 to 20 hours to manage their event and if possible a couple hours to support other events.

The Head of the Fundraising Committee is elected by the Fundraising Committee members and attends the monthly P&C general meeting to report the functioning of the Fundraising Committee to the P&C.  The Head of the Fundraising Committee would need to be able to commit an additional 2 to 4 hours per event for banking and maintaining financial records.

Book Club

The Book Club Committee provides the opportunity to kids and parents to purchase Scholastic books and a percentage of the sales is provided back to the school in the form of Scholastic Rewards enabling the school to purchase educational resources from Scholastic.

Scholastic has about 8 brochure deliveries a year and the Harmony Book Club committee usually chooses about 6 of these to manage.  The Book Club committee meet to:

·         Disperse the brochures to classes – this usually takes 4-6 people about 1 hour

·         Consolidate the orders, do banking and enter orders on line (usually 1-1.5 weeks after dispersing brochures) – this takes 2 people 2-4 hours

·         Disperse the books (usually 1-2 weeks after placing orders) – usually takes 4-6 people about 1 hour

The timing of the above activities is dependent on Scholastic and will be organised by the Head of the Book Committee depending on the availability of members.  The Head of the Book Club Committee will also liaise with Scholastic and report to the P&C general meetings.

Ideally this sub committee needs about 6 members who are able to commit to about 4-6 hours a term.  The Head of the Book Club Committee is elected by the Book Club Committee members and attends the monthly P&C general meeting to report the functioning of the Book Club to the P&C. 

Book Fair

Harmony P&C run two Book Fairs each year through Scholastic.  The Book Fair provides the opportunity to kids and parents to purchase Scholastic books and a percentage of the sales is provided back to the school in the form of Scholastic Rewards enabling the school to purchase educational resources from Scholastic.  The Book Fairs are usually held Term 2 and Term 4.

The Book Fair Committee can have up to 6 members but can be managed with one dedicated member.  The Book Fair Committee organises and coordinates each event which includes: liaising with scholastic; organising a volunteer roster; sending communications (eg newsletter articles, emails to parents, post on Harmony PS Facebook, post on Harmony P&C Facebook, Scholastic flyers to class rooms and posters); and banking.  Planning for the Book Fair starts about 6 to 8 weeks before the event.  Planning and coordinating takes about 10 hours work before the event which can be shared between the committee members.  During the Book Fair volunteers (at least 10-15) are required to set up, help kids with wish lists, do sales and pack up.  The commitment from the Book Fair committee during the Book Fair week is dependent on the number of volunteers and the time they can commit, and the availability of the committee members.

The Head of the Book Fair Committee is elected by the Book Fair Committee members and attends the monthly P&C general meeting to report the functioning of the Book Fairs to the P&C. 

School Banking

The School Banking Committee operates the school banking program for the school students.  This includes collecting student money to be banked from the classrooms, completing the paperwork and distributing awards to the students.  School Banking is conducted on a weekly basis but the day and time can be selected to suit committee members.

The School Banking Committee requires 2 to 4 members who have 3 to 4 hours available every one to two weeks (dependent on the number of committee members).  These hours need to be during school hours and at the same day/time each week.

The Head of the School Banking Committee is elected by the School Banking Committee members and attends the monthly P&C general meeting to report the functioning of School Banking to the P&C. 

Fete

The Harmony Primary School P&C run a fete every 2 to 3 years.  The fete is a significant fundraising event, which requires a dedicated committee of its own and takes about 18 months to plan.  The fete is a day long event located on the school oval and supported by the P&C, teachers and parents and local businesses.  The time commitment for this committee is quite significant especially in the last few months leading up to the event.  However, benefit of running the fete is fundraising for the school equivalent to a full year’s fundraising in a non-Fete year.


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