SECTION 1 NAME
The name of the Association shall be the Southern Okanagan Secondary School Parent Advisory Council.
The Council will operate as a non-profit organization with no personal financial benefit.
The business of the Council shall be unbiased towards race, religion, gender or politics.
SECTION II PURPOSES OF THE PAC
The purpose of the Council is to support, encourage and improve the quality of education and the well being of students in Southern Okanagan Secondary School
1) To advise the principal and staff on parents’ views on any matter relating to the school including, but not limited to-programs, policies, services, facilities, plans, and activities.
2) To communicate with parents and to promote cooperation and rapport between the home and school in providing for the education of children.
3) To assist parents in accessing the system and to provide advocacy support for individual children and their parents.
4) To organize PAC activities and events.
5) To contribute to the effectiveness of the school by promoting the involvement of parents and other community members.
SECTION III DISSOLUTION
1) In the event of dissolution of the Council, and after payment of all debts and costs of dissolution, the assets and remaining funds of the school shall be distributed to another organization having purposes and objectives similar to those of the Council, as members of the Council may determine at the time of dissolution and which meet all the requirements of the British Columbia Gaming Commission. This clause shall be unalterable.
2) In the event of dissolution of the Council, all records of the organization shall be placed under the jurisdiction of School District 53 in the person of the principal of the school.
SECTION IV INTERPRETATION OF TERMS
Parents – the parent/parents or guardian of a child or children in School District 53
Parent Advisory Council – any organized group of parents recognized under the British Columbia Act.
School – any public elementary or secondary educational institution within School District No. 53
District – School District No. 53 (SD)
DPAC – the School District No. 53 District Parent Advisory Council, which is recognized by the Board of Trustees of School District No. 53, to be the umbrella group of Parent Advisory Councils formed or to be formed in each local school.
Community Organizations – groups which demonstrate an interest in education and are not already included in the scope of this constitution.
SOSS – Southern Okanagan Secondary School
SPC – School Planning Council
BYLAWS
SECTION V MEMBERSHIP IN A PAC
1.) All parents and guardians of students registered at Southern Okanagan Secondary School are voting members of the Parent Advisory Council.
2.) Administration and staff (teaching and non-teaching) of Southern Okanagan Secondary School may be non-voting members of the Council.
3.) Members of the school community who are not parents of students currently enrolled in the system may be invited to become non-voting members of the Council.
4.) At no time shall the council have more non-voting than voting members.
5.) Student Council Representatives shall be non-voting members of the Parent Advisory Council
6.) Parents that are employees or elected officials of the school district 53 or of the Ministry of Education must declare any conflict of interest or bias.
SECTION VI MEETINGS
1) Meetings will be conducted efficiently and with fairness to the members present
2) There shall be an Annual General Meeting (AGM) for the purpose of election of officers held in the month of October of each year.
3) General meetings will be set by the executive, with a minimum of four meetings.
4) Executive meetings may be held anytime or place as deemed necessary. The purpose of executive meetings is to carry on business between general meetings.
5) If procedural problems arise on an issue not covered by these bylaws, Robert’s Rules of Order shall be used to resolve the issue.
6) A Council meeting shall not be the forum for the discussion of individual school personnel, students, parents, or other individual members of the school community. (PAC executives can hear individual concerns outside of meeting times. A parent should be assisted as per Section II: 3 Purposes of PAC)
7) Notice of meetings shall be made to members by local newspapers and/or school newsletters.
SECTION VII
A. QUORUM
The voting members present at any duly called general meeting shall constitute a quorum
1) The quorum for an executive meeting shall be two thirds (2/3) of the members present.
2) The quorum for general meetings and special meetings shall be those present.
B.VOTING
1) Questions arising at any meeting shall be decided by a simple majority vote (50% plus 1)
2) In case of a tie vote, the motion is defeated.
3) Members must vote personally on all matters; voting by proxy shall not be permitted.
4) Voting shall be done by the show of hands, with the exception of the election of officers, which may be done by secret ballot. A vote shall be taken to destroy the ballots after the election.
6) The election of representatives to the School Planning Council must be by secret ballot.
SECTION VIII ELECTION OF OFFICERS
1) The executive officers shall be elected from the voting members at the Annual General Meeting. No employee or elected official of the school district or Ministry of Education shall hold executive positions.
2) Call for nominations shall be made at the two meetings before the Annual General meeting. Nominations may be received up to and during the Annual General Meeting, until declared closed by the Chairperson.
3) A letter of notice for nominations should be distributed to all families in the school at least 30 days prior to the Annual General Meeting.
4) In the event of a vacancy on the executive during the year, the executive shall appoint a new officer who shall hold office until the next election.
5) A “Nominations Committee” will be formed at a general meeting as required by the executive. The Nominations Committee Chairperson shall conduct elections.
6) Three parent representatives to the School Planning Council shall be elected annually from parents of students enrolled in the school, who are not employees of any school district. One of the representatives must be an elected officer of the Parent Advisory Council.
SECTION IX TERM OF OFFICE
1) The term of office shall commence immediately following election at the AGM (October) and shall be for one year.
2) The term of office for School Planning Council representatives shall be for one year.
3) If any officer resigns during a term of office or if any office is not filled at the time of elections, the executive may appoint someone to fill the vacancy until the next election
SECTION X OFFICERS and DUTIES
1) A board of elected officers shall manage the affairs of the Council.
2) The executive Officers are as follows:
A. Chairperson.
-convenes and presides at membership, special and executive meetings
- ensures that an agenda is prepared and presented
- appoints committees where authorized to do so by the executive or membership
-is the official spokesperson for the organization
- is a signing officer
-ensures that PAC activities are aimed at achieving the objectives and purposes
of the organization
B. Vice-chairperson(s)
-assumes the responsibilities of the Chairperson in the Chairperson’s absence
or upon request.
-assists the chairperson in the performance of duties
-accepts extra duties as required.
- is a signing officer
C. Treasurer
-is a signing officer
-receives all funds for the Council
-disburses funds authorized by the executive or members
-maintains an accurate record of all expenditures of the Council
-gives a report of all receipts and expenditures at all general meetings
-deposits all funds collected on behalf of the Council in an account at a recognized financial institution approved by the PAC
-submits an annual financial statement at the Annual General Meeting of the Council.
-has books ready for inspection or audit annually.
- ensures that another signing officer has access to the books in event of his/her absence.
D. Secretary
-shall record the minutes of the membership, special and executive meetings
-ensure that members are notified of meetings
-keep an accurate and up-to-date copy of the Constitution and Bylaws and have copies for members upon request.
-Issue and receive correspondence on behalf of the organization.
-Safely keep all records of the council.
E. District Parent Advisory Council Representative (when a DPAC exists)
- attends PAC and DPAC meetings
- seeks and gives input on behalf of the PAC and DPAC
- reports back to PAC
F. The School Planning Council (SPC) representative shall
- be one of the three elected SPC representatives
- -represent and speak on behalf of the PAC at SPC meetings
- take direction from the general PAC membership
- report back to the PAC at general meetings
SECTION XI CODE OF ETHICS
A parent who accepts a position as a PAC elected executive or representative,
1) Upholds the constitution and bylaws, policies, and procedures of the electing body
2) Performs his/her duties with honesty and integrity
3) Works to ensure that the well being of students is the primary focus of all decisions
4) Respects the rights of all individuals.
5) Takes direction from the members, ensuring representation processes are in place.
6) Encourages and supports parents and students with individual concerns to act on their own behalf and provides information on the process for taking forward concerns.
7) Works to ensure those issues are resolved through due process.
8) Strives to be informed and only passes on information that is reliable.
9) Respects all confidential information.
STATEMENT OF UNDERSTANDING
I, the undersigned, in accepting the position of ----------------------, as an elected SOSS PAC representative, have read, understood, and agreed to abide by the Code of Ethics set out in this document. I also agree to participate in the dispute resolution process that has been agreed to by the electing body, should there be any concerns about my work.
Name of Executive Member------------------------------------------
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Signature--------------------------------------------------
Date ---------------------------------------
Phone Number ---------------------------------------------
SECTION XII COMMITTEES
1) Standing and Ad hoc committees shall be formed as necessary
2) A nominating committee shall be appointed annually before the AGM
3) Committees are responsible to the executives and members
4) The PAC executives may appoint members to committees annually.
SECTION XIII FINANCES
1) All funds of the organization will be kept on deposit in a bank or Credit Union
2)The executive shall name at least three signing officers for banking and legal
documents. Two signatures will be required on all documents.
3) A treasurer’s Report shall be presented at each general meeting.
4) A summary financial report shall be prepared for the Annual General Meeting.
SECTION XIV CONSTITUTION & BYLAW AMENDMENTS
1) A two thirds (2/3) vote of those voting members present at the meeting will be required to amend the constitution and bylaws of the organization.
2) Written notice of a meeting at which a resolution will be considered to amend bylaws shall be given to all members in writing .
3) A constitution or bylaw amendment shall be dated, signed, and forwarded to the School Board Office (# 53) for safekeeping only.
SECTION XV REMOVAL OF AN EXECUTIVE MEMBER
1) The members may, by a majority vote of not less than two thirds of the votes cast, remove an executive member before the expiration of his or her term of office, and may elect a successor to complete the term.
2) Written notice specifying the intention to make a motion to remove the executive member shall be given to the members not less than 15 days before the meeting.
CONSTITUTION & BYLAWS
Adopted by ______________PAC at _________________, B.C. on _____, 20___
_________________________ ____________________________
Chairperson Secretary
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