CHAIR
- Speaks on behalf of the executive council
- Issues and receives correspondence on behalf of the executive council
- Presides at all PAC meetings, is responsible for scheduling and preparing the meeting agendas, and distributing information to all families in advance of meeting dates
- Appoints committees/volunteers for activities and events in consultation with the executive council
- Committee/volunteer coordination include at a minimum, Hot Lunch and Emergency Preparedness, which are to be coordinated with the school
- Monitors that PAC activities follow the constitution and bylaws
- Prepares an annual calendar of activities/events in consultation with the executive council and the principal
- Submits a year-end report with the Vice-Chair on PAC activities for the school year
- May be a signing officer that has authority to execute banking necessities for the executive council
VICE-CHAIR
- Supports the Chair in the performance of their duties
- Assumes the duties of the Chair in the Chair’s absence or upon request
- Accepts extra duties as required
- Submits a year-end report with the Chair on PAC activities for the school year
- May be a signing officer that has authority to execute banking necessities for the executive council
SECRETARY
- Records and files minutes of all meetings in a “minutes binder”
- Keeps an up-to-date copy of the constitution and bylaws, and makes copies available to members upon request
- Prepares and maintains other documentation as requested by the executive council
- Submits the “minutes binder” at end of year to the Chair
- May be a signing officer that has authority to execute banking necessities for the executive council
TREASURER
Special note about the Treasurer role: The treasurer must be comfortable working with numbers and the basics of financial record-keeping. Attention to detail and timelines is also a requirement as well as working closely with all the executive council as they will be required to disclose record‐keeping and accounting for financial transactions.
- Responsible for maintaining all financial records and supporting documentation
- Applies for Community Gaming Grant and submits any reporting requirements
- Confirms the Operating Grant from the School District is received and submits any reporting requirements
- Drafts an annual budget with the assistance of the executive council and in consultation with the principal
- Monitors that all PAC funds are accounted for and dispersed as authorized by the executive council and members
- Pays all PAC expenses and makes bank deposits
- Prepares and presents the monthly treasurer reports at PAC meetings
- Makes financial records and book keeping available to members upon request or for an inspection/audit
- Submits an annual financial statement at the AGM
FUNDRAISING
- Consults with members and executive council for fundraising ideas to be considered by the executive council
- Coordinates and leads fundraising activities in consultation with the executive council
- Submits an annual report documenting fundraising activities
DISTRICT PAC
- Attends all Burnaby School District Parent Advisory Council (DPAC) meetings and represents, speaks and votes on behalf of the Brantford PAC
- Maintains current registration of Brantford PAC
- Reports regularly to the executive council on all matters related to the DPAC
- Receives, circulates and posts DPAC newsletters, brochures and announcements
- Gives input to the DPAC on behalf of the PAC
- Liaises between members and DPAC representatives
- Submits and annual report of any pertinent DPAC information
CANADIAN PARENTS FOR FRENCH (CPF)
Special note about the CPF role: The CPF role must be filled for the school to be eligible for grants and activities funded by the CPF. In 2022/2023, these grants and activities included:
- A French teacher resource grant ($250 for new resources that improve French at the school)
- The French Max Book Club subscription (families qualified for the reduced group subscription rate and for every 10 Max Book Club subscription purchased, the library received 1 free subscription)
- A literature grant (school library received 3 subscriptions to the Max Book Club)
- An art performance grant (funding to cover half of the cost, up to $500, of a French performance at the school)
- The French Film Festival (invitation to the event for all French classes and coverage of 50 percent of the transportation costs)
- Funding for Grade 7 French end of year party
- Attends all Canadian Parents for French (CPF) meetings
- Maintains current registration of Brantford PAC with CPF
- Reports regularly to the executive council on all matters related to the CPF
- Responsible for overseeing funds and activities available from CPF are known and implemented
- Submits an annual report of completed activities
MEMBER-AT-LARGE
- Serves in a capacity to be determined by the executive council
- Submits an annual report of completed activities