PARENTS & CITIZENS ASSOCIATION RULES
As determined by Normanhurst West Public School P&C according to the requirements of the P&C Constitution.
1. These rules are made under the constitution of the Normanhurst West Public School Parents and Citizens Association.
2. The Association is formed for the benefit of the pupils of the school and to that end it will:
a. Participate as much as possible in the activities of the school and communicate with all members of the school community;
b. Cooperate in the activities of the Federation of Parents and Citizens Association of New South Wales and its district and region Councils; and
c. Do such other things as may promote the interests of public education.
3. The Financial Year of the Association shall close on 31st December each year.
4. The Annual General Meeting of the Association shall be held in March of each year in conjunction with and preceding the Ordinary General Meeting for that month.
a. At the Annual General Meeting each of the officers (as defined in paragraph 5 of the Constitution) and the remaining members of the Executive Committee will be elected provided that no officer may serve in the same position for more than two consecutive years.
b. Members of each sub-committee shall be elected.
c. The Principal or the Principal’s nominee acting as an Ex-Officio member of the Association will chair the meeting for the duration of the elections.
5. General meetings of the Association shall be held on the third Tuesday of each month during term at 7.45pm.
6. Any person eligible for membership may become a member or renew membership by paying the required membership of $1.00 to the Secretary at any general meeting. Membership shall commence at the end of the General Meeting at which the payment was made and remain current until the close of the first General Meeting of the next calendar year.
7. The Secretary shall be responsible for maintaining an up-to-date register of members.
8. At a General Meeting the quorum shall be in accordance with rule 10 of the Constitution with the qualification that the quorum shall be 8 for the case of the Association having fewer than 50 members.
9. If a meeting for which due notice has been given does not achieve a quorum within 15 minutes of the advertised starting time the Secretary, or in the absence of the Secretary the remaining members of the Executive Committee, and failing that any 7 members of the Association, may call a further meeting with a lapse of not more than 28 days of term time to carry on the business of the Association.
10. Where the Secretary or the remaining members of the Executive or any 7 members of the Association call a further meeting in accordance with rule 9, due notice must be given of the business proposed for the meeting.
11. All meetings of the Association shall generally follow the procedures adopted in Renton’s “Guide for Meetings and Organisation”:
a. The agenda shall include at least the following:
- Acceptance of the minutes of the previous corresponding meeting;
- The Principal’s report;
- The Treasurer’s report;
- Sub-committee reports; and
- General business.
b. Additional items may be included upon the agenda at the discretion of the chairperson.
c. Any member may introduce items without notice under general business of a General Meeting.
d. Not withstanding the above, any items introduced without notice may be deferred to the next meeting at the discretion of the chairperson. In that event, at least 7 days notice shall be given to the school community that the item will be discussed at the next meeting.
e. Except as provided for elsewhere in these Rules, voting on motions shall be by show of hands.
f. At the discretion of the chairperson voting may be by secret ballot.
g. A General Meeting may declare any officer who is absent for 3 consecutive meetings without reasonable cause to have vacated their position and to have created a casual vacancy to be dealt with by means of Rule 6 of the Constitution.
h. From time to time the Executive Committee will propose major expenditure plans. These will be drawn up after consultation with the Principal and after providing sub-committee Conveners at least 21 days notice to provide written contributions. At least 7 days notice will be given that expenditure plans will be presented for approval at the General Meeting. Where two or more items of expenditure are involved, voting will be on a preferential system, to determine the order of spending.
i. Where extraordinary items of expenditure, being those that do not form part of the Executive Committee’s major expenditure plan, then such items will be presented at a General Meeting for approval and/or amendment, provided that items of extraordinary expenditure introduced in this way may be referred to the Executive Committee at the discretion of the chairperson. In that event, at least 7 days notice will be given to the school community that the item will be resubmitted for approval in accordance with Rule 11(h).
12. The Executive Committee shall manage correspondence, expenditure and revenue in accordance with the resolutions of the Association, except that the Executive has the discretion to expend up to $1,000 where necessary on any one item without reference to a General Meeting.
13. The Association may confer the honour of Life Membership on a member who has made outstanding contribution to the work of the Association. Life members may attend and speak at meetings but are not entitled to vote or hold office unless they are ordinary members in terms of Rule 6 of these Rules.
14. The Association may form a number of sub-committees from amongst its members to carry on specialist parts of its responsibilities. These sub-committees are responsible to the Association and operate according to the following:
a. Within 28 days of the Annual General Meeting each sub-committee will meet and elect a Convener and Secretary and, optionally, a Treasurer, provided that none of these may serve in the same position for more than 3 consecutive years and will notify the names of these appointee to the Association Secretary.
Where the sub-committee operates a bank account, it must appoint a sub-committee Treasurer. At least 2 members of the sub-committee must sign all cheques.
b. The Convener will be responsible for leading and directing the activities of the sub-committee and for calling and chairing sub-committee meetings. At the discretion of the sub-committee the Convener may also be appointed to the function of Treasurer of the sub-committee.
c. Where a sub-committee Treasurer is appointed, their responsibilities shall include receiving and depositing monies, drawing cheques and presenting accounts to the Association Treasurer for inclusion in the Association accounts presented at each General Meeting. All records are to be presented each year at the end of the financial year for auditing and will be handed over to the in-coming sub-committee Treasurer upon relinquishing office.
d. Where a sub-committee makes payments for professional or personal services provided the sub-committee Treasurer shall be responsible for all records required by the Association Treasurer to comply with taxation law. No member of a sub-committee may accept payment for services to that sub-committee.
e. Should a vacancy arise on a sub-committee, or should the sub-committee decide at a meeting of the sub-committee that its membership should be increased, additional members may be nominated and elected at a General Meeting of the Association.
f. Each sub-committee is responsible for establishing, amending and operating the Associating policy in respect of the area of responsibility of the sub-committee. In the first instance the sub-committee will propose a policy for its operation to be approved at a General Meeting and the policy will contain at least:
- A statement of the aims and objectives of the sub-committee;
- A statement of how these aims and objectives of the sub-committee are to be achieved;
- A statement of the financial objectives of the sub-committee, such as target profitability, if applicable;
- The date of this policy, to be reviewed and, if necessary, amended.
g. Each sub-committee will meet at least once during each term to carry on its business. Sub-committees are responsible for maintaining records of their activities but are not required to keep minutes of sub-committee meetings.
h. Members having matters to raise that fall within the ambit of a particular sub-committee may raise these matters with a sub-committee member or at a General Meeting. Such matters raised at a General Meeting will normally be referred to the sub-committee in the first instance.
i. The sub-committee shall approve and mange routine operating expenditure and receipts within the framework of its normal business. Recommendations for items of extraordinary expenditure will be notified to the Executive Committee which will review such items as part of its expenditure planning according to Rule 11 of these Rules.
15. The Executive Committee may meet from time to time for the purpose of formulating recommendations for the Association for adoption at a General Meeting. These recommendations may include, but are not limited to, major items of Association policy, spending proposals and financial plans.
16. These Rules may be changed or amended at any properly constituted Meeting of the Association in accordance with Rule 15 of the Constitution.
These Rules were approved at a properly constituted Meeting
On ……………………………………… (date)
Signed ………………………………………….. (President)
Signed …………………………………………… (Secretary)
A PDF of the official signed and dated document can be downloaded from here (link coming soon!)
This revision is dated 19.09.06