BRANTFORD PAC

PAC Duties: A detailed breakdown of all the executive positions

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:

  1. A French teacher resource grant ($250 for new resources that improve French at the school)
  2. 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)
  3. A literature grant (school library received 3 subscriptions to the Max Book Club)
  4. An art performance grant (funding to cover half of the cost, up to $500, of a French performance at the school)
  5. The French Film Festival (invitation to the event for all French classes and coverage of 50 percent of the transportation costs)
  6. 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