Roles of P&C Committee

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FRIDAY 17 FEBRUARY 2012

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Roles of P&C Committee

P&C Position	Roles/Responsibilities	Participation
President	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	Executive Sub-Committee (Chair) General (Chair) All Sub-Committees (ex officio) School Council Properties School Council Finance
Vice-President (x2)	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	Executive Sub-Committee General
Secretary	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)	Executive Sub-Committee General
Treasurer	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	Executive Sub-Committee General School Finance Committee
Executive Committee Representative (<6)	Attend monthly and ad hoc Executive Committee meettings Attend monthly General Meetings	Executive Sub-Committee General
Principal	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	General All Sub-Committees (ex officio) Executive Sub-Committee (when invited)
Deputy Principal	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	General
Canteen Committee Convenor	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 Annual report to P&C AGM	Canteen Sub-Committee General
Canteen Committee Roster Co-ordinator	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
Uniform Shop Convenor	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	Uniform Shop Sub- Committee General
Band Convenor	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	Band Sub-Committee General
Creative Workshop Convenor	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
Tennis Court Hire Convenor	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
Safety House Convenor	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
Parent Auxiliary Convenor	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	Parent Auxiliary Sub-Committee General