UHill PAC Bylaws

***

Constitution and Bylaws

of the

University Hill Elementary School Parent Advisory Council

 

Constitution

 Section I – NAME

The name of this council is “University Hill Elementary School Parent Advisory Council.”

Section II – PURPOSE OF THE COUNCIL

The purpose of the council is to represent the interests of the parents of children who attend University Hill Elementary School (UHE) in matters related to the school, and to advise and support the UHE faculty and staff with respect to this representation.

Section II – OBJECTIVES OF THE COUNCIL

The Council may pursue any of the following objectives in furtherance of its purpose:

  1. To promote the education and welfare of students in the school;
  2. To encourage parent involvement in the school, and to support programs that promote parent engagement and build a strong sense of school community;
  3. To support and advise the school board, UHE Principal, teachers and staff on any matter relating to the school;
  4. To promote the interests of public education and, in particular, the interests of the UHE community;
  5. To provide support services such as parent education programs, discussion fora for parenting issues, and extra-curricular activities for students;
  6. To assist parents in obtaining information and communicating with the school about their children’s learning environment;
  7. To assist the UHE Principal, teachers and staff in ensuring the highest safety standards are maintained in the school and neighbourhood;
  8. To secure financial support to fulfil the goals of the Council, as determined by the membership;
  9. To advise and participate in the activities of the Vancouver District Parent Advisory Council and the British Columbia Confederation of Parent Advisory Councils.

 Section III – RESTRICTIONS

The Council will operate as a non-profit organization with no personal financial benefit accruing to members.  The business of the Council will be unbiased with respect to race, religion, gender, politics, sexual orientation, and physical or mental ability.

Section IV – INTERPRETATION OF TERMS

Community Organizations: means groups that demonstrate an interest in education and are not already included in the scope of the Council’s constitution and bylaws

District: means School District No. 39.

District Parent Advisory Council (DPAC): means the parent advisory councils organized according to the School Act and operating as a district parent advisory council in School District No. 39.

 The Council, and Parent Advisory Council (PAC): mean the parents organized according to the School Act and operating as a parent advisory council in University Hill  Elementary School.

 Parent: is as defined in the School Act as:

  1. the guardian of the person of the student or child,
  2. the person legally entitled to custody of the student or child, or
  3. the person who usually has the care and control of the student or child and, for the purposes of these bylaws, means the parent or guardian of a child or children enrolled in School District No. 39.

 School: means any public elementary or secondary educational institution as defined in the School Act operating within School District No. 39.

Bylaws

Table of Contents

Section I         Membership

Section II        Meetings of Members

Section III       Proceedings at General Meetings

Section IV       Executive

Section V        Executive Meetings

Section VI       District Parent Advisory Council, and External Committee
Representatives

Section VII      Conduct of Executive and Representatives

Section VIII     Duties of Executive and Representatives

Section IX       Committees

Section X        Financial Matters

Section XI       Constitution and Bylaws Amendments

Section XII      Property in Documents

Section XIII     Dissolution

 

Section I – MEMBERSHIP

Voting members

  • All parents and guardians of students registered in University Hill Elementary School are voting members of the Council.

Non-voting members

  • Administrators and staff (teaching and non-teaching) of University Hill Elementary School may be invited to become non-voting members of the Council.
  • Members of the school community who are not parents of students registered in the public school system may be invited to become non-voting members of the Council.
  • At no time will the Council have more non-voting than voting members.

Compliance with bylaws

  • Every member will uphold the constitution and comply with these bylaws.

Section II –MEETINGS OF MEMBERS

General meetings

  • General meetings will be conducted with fairness to all members.
  • General meetings will be held not less than four times during the school year. One of those meetings will be the annual general meeting (AGM).

Conduct

  • At general meetings, members will not discuss individual school personnel, students, parents, or other members of the school community.
  • The Council will refrain from partisan political action or other activities that do not serve the interests of the school nor the public school system.

Notice of meetings

  • Members will be given reasonable notice of general meetings.

Section III – PROCEEDINGS AT GENERAL MEETINGS

 Quorum

  • A quorum for general meetings will be eight voting members, including two executive members.
  • If at any time during a general meeting a quorum ceases to be present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.

Voting

  • Except as provided elsewhere in these bylaws, all matters requiring a vote will be decided by a simple majority of the votes cast (50% plus 1).
  • In the case of a tie vote, the chair does not have a second or casting vote and the motion is defeated.
  • Members must vote in person on all matters. Voting by proxy will not be permitted.
  • Except as provided elsewhere in these bylaws, voting is by a show of hands or, where requested by two voting members present, by secret ballot.
  • If ballots are used in an election, once election results are recorded, the ballots will be destroyed.

Section IV – EXECUTIVE

Role of executive

  • The Executive will manage the Council’s affairs between general meetings.

Executive defined

  • The Executive will include the Chair, vice-Chair, Secretary, and Treasurer.

Eligibility

  • Any voting member of the Council is eligible to serve on the Executive, except employees or elected officials of School District No. 39 or the Ministry of Education.

Election of executive

  • A Nominations Committee will be formed no later than Jan. 31st of every school year.
  • The Executive members shall not be members of the Nominations Committee.
  • The Executive will be elected at each annual general meeting.
  • Elections will be conducted by the Chair of the Nominations Committee.
  • If a member of the Nominations Committee chooses to run for the Executive, s/he must first resign from the Nominations Committee.

Term of office

  • The Executive will hold office for a term of one year beginning immediately following the election.
  • No person may hold the same executive position for more than two years.

Vacancy

  • If an executive member resigns or ceases to hold office for any other reason, the remaining executive members may appoint a member of the Council to fill the vacancy until the next annual general meeting.  If no other member is willing to stand for office, the chair shall appoint one of the other executive members to the vacant title.
  • A minimum of two persons is required to hold the four executive positions.  If two or more persons are not available to hold office the Executive shall suspend activity.

Removal of executive

  • Written notice specifying the intention to make a motion to remove the executive member must be given to all members not less than 14 days before the meeting.
  • The members may, by a majority of not less than 75% of the votes cast, remove an

executive member before the expiration of his or her term of office, and may elect an eligible member to complete the term.

Remuneration of executive

  • No executive member may be remunerated for serving on the executive, but may be reimbursed for expenses reasonably and necessarily incurred while engaged in the Council’s affairs.

Section V – EXECUTIVE MEETINGS

Meetings

  • Executive meetings will be held at the call of the Chair.

Quorum

  • A quorum for executive meetings will be 3 members of the executive.

Notice

  • The Chair shall give executive members reasonable notice of executive meetings.

Voting

  • All matters requiring a vote at executive meetings will be decided by a simple majority of the votes cast (50% plus 1).
  • In the case of a tie vote, the chair does not have a second or casting vote and the motion is defeated.

Section VI – DISTRICT PARENT ADVISORY COUNCIL, AND EXTERNAL COMMITTEE REPRESENTATIVES

 District Parent Advisory Council representative

  • One representative to the PAC may be elected from among the voting members who are not employees or elected officials of School District No. 39 or the Ministry of Education.  If no other members stand, the Chair shall be the representative.
  • Other members of PAC may attend the DPAC general meetings, but only the representative may vote.

Nomination of DPAC representative

  • Position will be announced to all voting members to nominate the representative.

Term of office

  • No DPAC representative may hold the same position for more than two years.

Vacancy

  • If the DPAC representative resigns or ceases to hold office for any other reason, the membership may elect an eligible member of the Council to fill the vacancy for the remainder of the term. Such election must be by secret ballot.

External committees

  • The membership or the Executive may elect or appoint a member who is not an employee or elected official of School District No. 39 or the Ministry of Education to represent the Council on an external committee or to an external organization.
  • The representative will report to the membership in General Meetings or submit written reports as required by the Executive.

Section VII – CONDUCT OF EXECUTIVE AND REPRESENTATIVES

Representing the Council

  • Executive members and representatives shall further the Purpose of the Council.

Privilege

  • Except for matters of legal concern, executive members and representatives shall respect the confidential nature of any information they receive in confidence from a member of the school community.

Disclosure of interest

  • Executive members and representatives who are financially interested, either directly or indirectly, in a proposed contract or transaction with the Council shall disclose fully and promptly the nature and extent of his or her interest to the membership and executive.
  • Executive members or representatives shall avoid using their positions on the Council for personal gain.

Section VIII – DUTIES OF EXECUTIVE AND REPRESENTATIVES

  1. The Chair shall
    1. speak on behalf of the Council,
    2. consult with Council members,
    3. preside at general and executive meetings,
    4. prepare meeting agendas,
    5. form committees where authorized by the membership or the Executive,
    6. ensure that the Council is represented in school and district activities,
    7. ensure that Council activities are aimed at achieving the Objectives set out in the Constitution;
    8. facilitate communication among the committee chairs, the general PAC membership, the school faculty and administration, and outside entities as needed to further the Purpose of the PAC; and
    9. submit an annual report.
  2. The Vice-Chair shall
    1. assume the duties of the Chair in the Chair’s absence or upon request and
    2. assist the Chair in the performance of the Chair’s duties.
  3. The Secretary shall
    1. notify members of meetings,
    2. record and file minutes of all meetings,
    3. keep an accurate copy of the Constitution and Bylaws, and make copies available to members upon request,
    4. prepare and maintain other documentation as requested by the membership or the Executive,
    5. issue and receive correspondence on behalf of the Council, and
    6. ensure safekeeping of all records of the Council.
  4. The Treasurer shall
    1. account for all Council funds,
    2. disburse funds as budgeted by the Finance Committee and approved by the Executive,
    3. maintain financial records of the Council,
    4. report on all receipts and disbursements at general and executive meetings,
    5. make financial records and books of account available to members upon request,
    6. have the financial records and books of account ready for inspection or audit annually,
    7. assist the Finance Committee to draft an annual budget,
    8. ensure that another signing officer has access to the financial records and books of account in the treasurer’s absence, and
    9. submit an annual financial statement at the annual general meeting.
  5. The DPAC Representative shall
    1. attend meetings of the Vancouver District Parent Advisory Council and represent, speak, and vote on behalf of the Council,
    2. maintain current registration of the Council,
    3. report regularly to the membership and executive on all matters relating to the DPAC,
    4. seek and give input to the DPAC on behalf of the Council,
    5. receive, circulate, and post DPAC newsletters, brochures, and announcements,
    6. receive and act on all other communications from the DPAC,
    7. liaise with other parents and DPAC representatives, and
    8. submit reports.
  6. Members-at-Large
    1. (Not used.)
  7. The immediate Past President shall
    1. advise and support the membership and the Executive and
    2. provide information related to resources, contacts, and other matters as needed.

Section IX – COMMITTEES

STANDING COMMITTEES: The Executive shall appoint chairs for standing committees immediately after an annual election.  The PAC shall maintain the following standing committees:

Activities Committee

The objective of the Activities Committee is to propose, revise, and support school activities that advance the objectives of the UHE-PAC Constitution.

Diversity Committee

The objective of the Diversity Committee is to promote a healthy and respectful appreciation for the many cultures, backgrounds, beliefs, and ethnicities represented by the student body of University Hill Elementary School.

Engagement Committee

The objective of the Engagement Committee is to increase awareness of PAC and its initiatives, promote teacher-driven activities, promote Activities Committee activities, and recruit volunteers.

Finance Committee

The objective of the Finance Committee is to propose the annual budget, to suggest fundraising activities, and to oversee spending.  The chair of the Finance Committee may not be a signing officer.

Policy Committee

The objective of the Policy Committee is to revise the Constitution and Bylaws of the PAC as needed.  The committee shall include at least three (3) members, including at least one executive member.

AD-HOC COMMITTEES: The Chair may form ad-hoc committees with the approval of the Executive.  The following qualifications shall apply to the following ad-hoc committees:

Nominations Committee

The purpose of the Nominations Committee is to facilitate the election of the Executive at the Annual General Meeting according to the stipulations of the Bylaws (this document).

Steering Committee

  1. The purpose of a steering committee shall be to provide direction to the Executive.
  2. A steering committee shall include all members of the Executive.
  3. The Chair may appoint additional PAC members to the committee.
  4. The Chair may dissolve the steering committee with the approval of the Executive.

Section X – FINANCIAL MATTERS

Financial year

July 1 to June 30.

Power to raise money

The Council may raise and spend money to further its purposes.

Bank accounts

All funds of the Council must be kept on deposit in the name of the Council in a bank or financial institution registered under the Bank Act.

Signing authority

The executive shall name at least three signing officers for banking and legal documents.

Two signatures will be required on all of these documents.

Annual budget

The Financial Committee shall prepare a budget and present it to the membership for approval before the current budget expires.

Non-budgeted expenditures

The executive shall present all proposed expenditures beyond the current budget for

approval at the next general meeting.

Treasurer’s report

A treasurer’s report shall be presented at each general meeting.

Auditor

Members at a general meeting may appoint an auditor.

 Section XI – CONSTITUTION AND BYLAW AMENDMENTS

  1.  The members may, by a majority of not less than 75% of the votes cast, amend the Council’s constitution and bylaws at a general meeting.
  2. Written notice specifying the proposed amendments must be given to the members not less than 14 days before the meeting.
  3. Where the proposed amendments exceed one page, they need not be given to every member, but must be posted in a conspicuous place in the school or made accessible to all members.

Section XII – PROPERTY IN DOCUMENTS

All documents, records, minutes, correspondence, or other papers kept by a member, executive

member, representative, or committee member in connection with the Council shall be deemed to be property of the Council and shall be turned over to the UHE-PAC Chair when the member, executive member, representative, or committee member ceases to perform the task to which the papers relate.

Section XIII – DISSOLUTION

The PAC members may dissolve the Council by a vote of not less than 2/3 of the total membership.  Upon dissolution, the Executive shall resolve all outstanding debts, remit all remaining funds to another PAC or other PACs in School District No. 39 having a purpose similar to that of the Council, and submit all records of the Council to the Principal of University Hill Elementary School.

 

Adopted by University Hill Elementary School Parent Advisory Council in the University Endowment Lands, British Columbia, on September 15, 2017.

 

 Chair ____________________________________                DATE   ______________

Vice-Chair ________________________________             DATE   ______________

Secretary _________________________________             DATE   ______________

Treasurer _________________________________             DATE   ______________

7 thoughts on “UHill PAC Bylaws

  1. Thank you for drafting these. They look good to me. One very minor thing, that may well be correct (but written in legal terms) is the first bullet point under the definition of parent on page 2. It reads: “the guardian of the person of the student or child” — I presume that is correct and not supposed to read “the guardian of the student or child”.
    Thanks again!
    Jen (mother to Simon, going into gr 2 and Emma, going into kindergarten)

    1. Hi Jen,

      That does sound weird, doesn’t it? It’s the language from the District PAC template. I imagine there is some story behind the definition but I don’t know what it is. If you feel strongly that it should be different, please let us know.

  2. Thank you for doing this on behalf of all of us. The draft looks good, I really do not have anything to add.

  3. It seems to me that with electronic means of communication, proposed amendments exceeding one page (Section IX, no. 3) could easily be sent to all members or posted online (as this draft).

  4. Thank you for writing this complete draft! Promoting education, welfare, building a strong sense of school community, safety, ensuring participation and engagement are all essential objectives for a committee constitution. I also think that promoting inclusiveness and multiculturalism can strengthen the objectives of the PAC constitution. Thanks

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