Resonsibilities of PAC Positions

November 19, 2021

A. CHAIR

shall convene and preside at all executive, general and special meetings or notify the Vice-Chair to assume this duty as necessary
shall be familiar with and follow the Constitution and Bylaws
shall ensure that an agenda is prepared and distributed following the Bylaws
shall ensure a quorum is present before calling a meeting to order • shall appoint committees where authorized to do so by the Executive or membership and be an ex-officio member to all committees except the Nominating Committee
shall be the official spokesperson and representative for the Council, always acting on behalf of the majority of members and not personally
shall take such actions or ensure that such actions are taken by others to achieve the objectives and purpose of the organization;
shall participate in forming, updating, or reviewing the PAC yearly budget and annual plan
shall be one of the signing officers
shall submit a written annual report to the membership

B. VICE-CHAIR

shall convene and preside at all executive, general and special meetings at the notification of the Chair to assume this duty as necessary shall be familiar with and follow the Constitution and Bylaws shall assume all PAC Chair duties at the request of or in the absence of the Chair
shall accept extra duties as required;
shall participate in forming, updating, and/or reviewing the PAC yearly budget and annual plan
may be one of the signing officers
may submit an annual report at the AGM.

C. TREASURER

shall have a demonstrated ability and/or understanding of bookkeeping procedures
shall keep an accurate and current record of all receipts and expenditures of the Council. Bank statements must be reconciled monthly and made available for review as requested
shall assess all financial undertakings to ensure they are within the annual budget
shall ensure expenditures have the proper authorization and are backed by detailed receipts and invoices
shall prepare a written financial report for presentation at each Council meeting; this shall include the total balance on hand in all accounts at the beginning of the period covered by the report and all credits to and disbursements from the accounts, balance of funds on hand, and outstanding accounts receivable and payable, and the net surplus or deficit
shall be responsible for issuing receipts and the prompt deposit of all monies paid to the Council. Also refer to Section XV, Finances • shall be one of the Council signing officers
shall ensure all bills are paid promptly
shall participate in forming, updating or reviewing the PAC yearly budget and annual plan
ensure another executive has access to the books in the event of his/her absence
shall submit an annual report at the AGM.
shall return all documents and supplies belonging to the PAC, or pertaining to PAC business to the school in June of each year

D. SECRETARY

shall record the minutes of all executive, general and special meetings • shall prepare complete minutes and ensure their distribution in time for the next school newsletter following the council meeting, or within two weeks of any meeting, whichever is shorter.
shall file the original copy of the minutes in the official Council record binder
shall issue and receive correspondence on behalf of the Council • shall keep a current copy of the By-laws
shall ensure safekeeping of all records of the Council
shall keep a complete and current inventory, including location, of all PAC assets
shall ensure the binders are collected at the end of the term and appropriately redistributed in September
shall keep an accurate copy of the Bylaws and if and when changes are made they shall be done in red and the amended copy shall be distributed to the membership at large in hard copy, via email, or posted on the PAC website
shall permanently place a copy of the adopted minutes in a PAC designated locked file cabinet within the school building.
shall place in the designated file cabinet the financial reports received from the Treasurer;
shall participate in forming, updating, or reviewing the PAC yearly budget and annual plan
may be a signing officer; and
may submit an annual report at the AGM.
shall return all documents and supplies belonging to the PAC, or pertaining to PAC business to the school in June of each year

E. PAST CHAIR

shall help smooth transitions between Chairs
shall assist and advise the PAC
shall act as a consultant for the Chair
shall chair the Nominating Committee
may submit an annual report at the AGM
shall return all documents and supplies belonging to the PAC, or pertaining to PAC business to the school in June of each year

F. VOLUNTEER CO-ORDINATOR

shall create and maintain a list of all interested parent volunteers • shall work with school administration, executive, and committees to help ensure adequate parent volunteers are available at school events • shall coordinate a volunteer orientation session near the beginning of each school year
shall ensure that parent volunteers have completed the volunteer application and submitted an application for a police background check prior to volunteering
shall communicate about upcoming volunteer opportunities through the school newsletter
shall submit an annual report at the AGM
may be one of the signing officers
shall keep an up to date binder of all duties, lists, procedures, etc. • shall return all documents and supplies belong to the PAC, or pertaining to PAC business, including electronic files, to the secretary at the end of their term
shall participate in forming, updating, or reviewing the PAC yearly budget and annual plan

G. LUNCH PROGRAM LIASON

shall act as the main point of contact between PAC and the Lunch Program Director
shall submit an annual report at the AGM
may be one of the signing officers
shall keep an up-to-date binder of all duties, lists, procedures, etc. • shall return all documents and supplies belong to the PAC or pertaining to PAC business, including electronic files, to the secretary at the end of their term.
shall participate in forming, updating, or reviewing the PAC yearly budget and annual plan.