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P&C Position
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Roles/Responsibilities
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Participation
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President
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- Ensure successful functioning of the P&C, the attainment of its objectives, consistent adherence to its constitution, and the fostering of fair participation of all its members
- Preside/maintain order at all meetings of the P&C and Executive
- Ensure new members are made welcome presents annual P&C report at AGM
- Represent the P&C at official functions
- P&C spokesperson
- Report monthly at the general P&C meetings regarding P&C Executive meetings
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- Executive Sub-Committee (Chair)
- General (Chair)
- All Sub-Committees (ex officio)
- School Council Properties
- School Council Finance
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Vice-President (x2)
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- Act on behalf of the President when invited to do so by the President
- Act as interim President until new one elected, if that office should fall vacant
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- Executive Sub-Committee General
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Secretary
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- Maintain a list of all financial members
- Prepare in consultation with the President all P&C agendas
- Attend all P&C meetings and take the minutes of these meetings (minutes should at least include date/time/location of meeting/members in attendance/apologies accepted/identity of the Chair/every formal decision which was supported by a majority vote)
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- Executive Sub-Committee General
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Treasurer
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- Receive and deposit monies
- Draw cheques
- Maintain financial records
- Maintain a list of all financial members
- Present accounts in the form of a report at each general meeting
- Pay Workers' Compensation Insurance
- Submit BAS each quarter
- Present all records for auditing each year
- Ensure that the audited accounts are tabled for adoption at the AGM
- Annual Report to P&C AGM
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- Executive Sub-Committee General
- School Finance Committee
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Executive Committee Representative (<6)
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- Attend monthly and ad hoc Executive Committee meettings
- Attend monthly General Meetings
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- Executive Sub-Committee General
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Principal
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- Ex officio member of P&C
- Principal's monthly report
- Highlight disparities between P&C and the Dept. of Education policies
- Full voting rights on P&C
- Included in quorum
- May NOT be elected as an office bearer on the P&C
- Returning Officer for AGM
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- General
- All Sub-Committees (ex officio)
- Executive Sub-Committee (when invited)
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Deputy Principal
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- Not a member of P&C (non-voting & not part of quorum)
- unless joins
- Deputy Principal's monthly report
- Returning Officer for AGM in absence of Principal
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Canteen Committee
Convenor
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The Canteen Committee is responsible in all its actions to the
P&C. The committee will:
- Organise and control the full administration of the canteen including operating a bank account in the name of the committee, canteen maintenance, and after defraying day to day operating expenses hand over all funds to the P&C.
- Maintain a roster of parent helpers (role of Canteen Roster Co-ordinator)
- Present a report to each general P&C meeting.
- Lodge a current financial statement with the Treasurer of the P&C in a timely manner each quarter
- Make the canteen accounts available for audit annually as part of the P&C accounts
- Seek P&C approval prior to any capital purchases, or before making donations
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Canteen Committee
Roster Co-ordinator
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- Prepare quarterly canteen roster based on database of canteen helpers
- Update database of canteen helpers
- Liaise with canteen supervisor and helpers to incorporate special events (eg sausage sizzle days)
- Canteen Sub-Committee
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Uniform Shop
Convenor
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- Oversee the operation of the Uniform Shop.
- Convene Uniform Shop Committee meetings once per term (or as required).
- Monitor concerns/changes to uniform.
- Liaise with the Uniform Shop Co-ordinator.
- Monthly report to P&C
- Annual report to P&C AGM
- Submit financial report of income and expenditure to P&C Treasurer in timely manner at end of each quarter
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- Uniform Shop Sub- Committee
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Band Convenor
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- Along with the other Band Committee members oversee administration of the LEPS Band Program including setting of band fees, arranging fund raising events, and setting the annual band budget
- Chair monthly evening Band Committee Meetings (school staff room)
- Weekly communication in the Lyrebird including upcoming events
- Annual review of band director and master
- Hold keys to all rooms, alarms and cupboards
- Monthly report to P&C
- Annual Report to P&C AGM
- Submit financial report of income and expenditure to P&C Treasurer in timely manner at end of each quarter
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- Band Sub-Committee
- General
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Creative Workshop Convenor
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- Draft new schedule of classes each semester and liaise with staff to ensure no clashes with school activities and hall/other venue available
- Check tutor availability and confirm program content produce schedule of workshops and liaise with office staff regarding printing and distribution of schedules
- Ensure adequate publicity (via Lyrebird and Noticeboard) regarding workshops available, enrolment dates, changes in schedule, last week of program etc.
- Take enrolments/money and data entry all forms to produce class list refund those unable to be accommodated in a class
- Bank proceeds (~$25K/semester) distribute class list 1st week of workshop and take roll call to ensure correct attendees
- Pay tutors and invoices for hall/library bookings
- Deal with inquiries from staff, tutors and parents
- Keep accounts
- Report monthly to P&C
- Submit financial report of income and expenditure to P&C Treasurer in timely manner at end of each quarter
- Submit accounts for audit annually
- Annual report at P&C AGM.
- Creative Sub-Committee
- General
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Tennis Court Hire
Convenor
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- Place advertisement in Lyrebird from time to time for tennis court availability
- Take permanent bookings for weekends
- Banking of takings
- GST reporting - submit financial report of income and expenditure to P&C Treasurer in timely manner at end of each quarter
- Submit yearly financial statement to P&C Treasurer
- Monitor the state of the tennis court, and arrange repairs as needed.
- Monthly report to P&C
- Annual Report to P&C AGM
- Tennis Court Hire Sub-Committee
- General
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Safety House Convenor
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- Provide and monitor a network of safe places with the help of the Safety House Committee members/monitors
- Hold Safety House meetings with the Safety House Committee (comprising street monitors)
- Monthly report to P&C
- Liaise with the school, the community and the police
- Attend meetings of the Community Safety Committee of NSW Police Service North Shore Local Area Command
- Safety Sub-Committee
- General
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Parent Auxiliary
Convenor
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- After defraying day to day operating expenses, handing over all funds to the P&C
- Present a report to each general P&C meeting
- Present annual report at AGM
- Submit financial report of income and expenditure to P&C Treasurer in timely manner at end of each quarter
- Make the Parent Auxiliary accounts available for audit annually as part of the P&C accounts
- Seek P&C approval prior to capital purchases exceeding $500
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- Parent Auxiliary Sub-Committee
- General
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