Role of the executive
The parents and citiziens' association (P&C) executive ensures that the governance and business aspects of the P&C are looked after. This includes taking care of the administration, finances and processes that help the P&C achieve its objective of supporting the school.
Joining the parents and citizens' association executive
The P&C executive is elected each year at the annual general meeting (AGM). The 2024 AGM will be held on Wednesday 22 May 2024.
If you are interested in in nominating for a position on the executive, please complete a nomination form - you can nominate yourself, or be nominated by another member. If you dont have someone to second your nomination, dont worry - just come to the AGM and someone can fill it in.
Frequently asked questions
What positions are on the executive?
There are 5 named positions which must be filled each year: president, two vice presidents, treasurer and secretary.
In addition, there may be up to six non-office bearers, including assistants to the treasurer and secretary (if required). Taking on one of the non-office bearing roles can be a great way to get involved and learn about the executive roles.
What is the time commitment like?
Executive members should be available to attend most executive meetings (typically 10 per year) to coordinate plans.
Members of the executive also typically spend an additional 4-8 hours per month liaising with P&C members and sub-committees, planning and coordinating activities, and completing administrative tasks (see below).
Some roles have specific responsibilities to consider: for example, the secretary should be available to attend most P&C meetings to take minutes, and the treasurer will obviously need to be very comfortable with accounting processes.
What does a role involve?
All members of the executive typically contribute by:
- participating in P&C events and encouraging other parents/carers to get involved
- leading events or activities, or coordinating with activity leaders and reporting back to P&C meetings
- contributing to the processes of running of the P&C - eg. preparation of proposals, coordinating grants, etc.
In addition, some roles have other specific responsibilities:
The president and vice presidents meet with the principal (once or twice a month) to coordinate P&C activities and ensure that the P&C is aligned with the interests of the school, plan key communications with the secretary, and represent the school and the P&C in forums outside the school as required. More information can be found here.
The treasurer (and assistant to the treasurer if one is elected) must keep the books of the association, prepare a monthly financial summary and cash position for presentation at P&C meetings, submit reports to various authorities and complete day-to-day financial tasks such as banking, coordinating reimbursement of expenses and invoice payment. More information can be found here.
The secretary (and assistant to the secretary if one is elected) create and distribute meeting agendas and minutes, coordinate with event/activity leaders and other members of the executive to plan communications (at least fortnightly), manage incoming and outgoing correspondence, and maintain the register of members. More information can be found here.
If you'd like to know more about any role, or about the running of the P&C in general, get in touch at [email protected] and the current Exec team will be happy to chat!