CONSTITUTION

SECTION I - NAME
SECTION II - PURPOSES
SECTION III - DISSOLUTION

BYLAWS

SECTION IV - MEMBERSHIP
SECTION V - MEETINGS
SECTION VI - VOTING
SECTION VII - ELECTION OF EXECUTIVE OFFICERS
SECTION VIII - TERM OF OFFICE
SECTION IX - EXECUTIVE OFFICERS
SECTION X - DUTIES OF THE OFFICERS
SECTION XI - COMMITTEES
SECTION XII - FINANCES
SECTION XIII - CONSTITUTION & BYLAW AMENDMENTS
SECTION XIV - CODE OF CONDUCT

A copy of these Bylaws shall be submitted to the school board office for safekeeping purposes only.

CONSTITUTION

SECTION I - NAME

The name of the organization shall be the W. J. MOUAT SECONDARY SCHOOL PARENT ADVISORY COUNCIL (School District No. 34).

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, sexual orientation or politics.

SECTION II - PURPOSES

1. To enhance communication and promote co-operation among the parties involved in the education of the students - parents, school administration, school staff, school board office staff, school board members, students and the community at large.
2. To advise the school principal and staff on any matter including (but not limited to) policies, activities, facilities, equipment, learning resources and community involvement
3. To assist parents in accessing the decision-makers for the education system.
4. To advocate on behalf of parents and students.
5. To organize PAC activities and events.
6. To organize and provide additional resources to the school through volunteer activities approved by the school administration and run by parents.
7. To contribute to the effectiveness of the school by promoting the involvement of parents and other community members.
8. To act on behalf of W.J. Mouat Secondary School as liaison with the District Parent Advisory Council and other interested parties.
9. To participate in the work of the School Planning Council (SPC) through the PAC's elected representatives.

SECTION III - DISSOLUTION

1. In the event of dissolution or winding up of the Council, and after payment of all debts and costs of dissolution or winding up, the assets and remaining funds of the Council shall be distributed to another parent advisory council or councils in School District #34 (Abbotsford) having purposes and objectives similar to those of the Council, as the members of the Council may determine at the time of dissolution or winding up and which meet all 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 No. 34 in the person of the principal of the school.

BYLAWS

SECTION IV - MEMBERSHIP

1. All parents and guardians of students registered at W.J. Mouat Secondary School may be voting members of the group.
2. Administration and staff (teaching and non-teaching) of W.J. Mouat Secondary School may be non-voting members of the group.
3. Members of the school community who are not parents of students currently in the system may be non-voting members of the group.
4. At no time shall the Council have more non-voting than voting members.
5. Every member shall uphold the constitution and comply with these bylaws.
6. Perception of Bias - Any member of the Parent Advisory Council must declare any potential conflict of interest or bias and refrain from participating in the discussion or voting on that particular issue.

SECTION V - MEETINGS

1. There shall be an Annual General Meeting for the purpose of election of officers held once in each school year and not more than fifteen (15) months after the date of the last preceding Annual General Meeting.
2. Additional general meetings shall be held throughout the school year. The minimum number of general meetings in a year is to be determined by the PAC executive but in no case is the number to be less than six.
3. The general meetings will be open to all members.
4. The members of PAC will determine the timing and structure of the general meetings.
5. PAC Executive will give notice of general meetings, specifically the place, day and hour of meeting, and, in case of special business, the general nature of that business.
6. The executive meetings and additional general meetings shall be held at the discretion of the Executive, or upon the receipt of a petition representing fifty per cent (50%) of the voting members.
7. Meetings will be conducted efficiently and with fairness to the members present.
8. If procedural problems should arise, Robert's Rules of Order will be used to resolve the situation, unless they are in conflict with the guidelines in this Constitution.
9. The accidental omission to give notice of a meeting to, or the non-receipt of a notice by, any of the members entitled to receive notices, does not invalidate procedure at that meeting.
10. An administrative officer or his/her designate will be in attendance of each meeting.

SECTION VI - VOTING

1. The voting members present at any duly called general meeting shall constitute a quorum. The minimum number to constitute a quorum is three (3).
2. Unless otherwise provided, questions arising at any meeting shall be decided upon by a simple majority vote.
3. When voting, each parent or guardian of a student is allowed one vote.
4. In the case of a tie vote, the motion will be lost.
5. Voting of members on all matters must be given personally; voting by proxy shall not be permitted.
6. Voting shall be done by the show of hands with the exception of the election of officers.
7. The election of officers shall be done by a secret ballot. The election of representatives to the School Planning Council and District Parent Advisory Council must be by secret ballot. [School Act, s.8(6)].

SECTION VII - ELECTION OF EXECUTIVE OFFICERS

1. The executive is responsible for striking a Nominating Committee prior to the end of its term of office. The executives may choose to act as their own Nominating Committee.
2. The Nominating Committee is responsible for presenting a proposed slate of officers at the Annual General Meeting. Immediately after tabling the slate, the Nominating Committee chairperson shall call for nominations from the floor.
3. In the event of a vacancy on the executive during the year the Council shall elect the new officer who shall hold office until the next election or the executive may appoint a member to fill the position. The position may remain vacant provided there is a minimum of five members on the executive.
4. The Nominating Committee chairperson shall conduct elections. If there is only one person nominated, the Nominating chairperson will declare that person acclaimed.
5. Scrutinizers shall be appointed as required by the Nominating Committee chairperson at the time of the elections.

SECTION VIII - TERM OF OFFICE

1. The term of office for the executive shall commence immediately after the election each year, running from election to election.
2. Any member of the Council may serve on the executive for as many years as he/she is elected to a position but no person may hold any one position for more than three consecutive years.
3. The PAC may approve that a person who has held that position for three consecutive years, may continue to hold it for the current year, in the event, that an executive position is still vacant after the Nominating Committee chairperson requests nominations from the floor at the Annual General Meeting.
4. Two or more members may share one elected position, excluding the chairperson position. The sharing of the position must be approved at the Annual General Meeting.
5. A person may hold more than one elected executive position at any one time.
6. The Past-Chairperson shall hold that office for one year.
7. Three representatives to the School Planning Council (SPC) shall be elected annually from among the voting members who are not employees or elected officials of any school board or the Ministry of Education. One of the three representatives must be an elected member of the PAC executive. [School Act, s.8.1 (3)(c), (4) and (7)].
8. The term of office for SPC representatives shall be one year.

SECTION IX - EXECUTIVE OFFICERS

1. A board of elected officers and the immediate Past Chairperson shall manage the affairs of the Council.
2. The Executive Officers will be as follows:
   A. Chairperson
   B. Vice-Chairperson
   C. Secretary
   D. Treasurer
   E. SPC (3)
   F. DPAC
   G. DFAC
   H. BCCPAC
   I. Members at Large (2 or more)
   J. Gaming representative
   K. Past Chairperson

3. The Executive is to formulate policies and make recommendations to the PAC.
4. Only the Executive can authorize correspondence from PAC
5. Executive officers are to attend executive meetings called by the chairperson.

SECTION X - DUTIES OF THE OFFICERS

A. CHAIRPERSON
a) Shall convene and preside at all membership, special, and executive meetings.
b) Shall ensure that an agenda is prepared and presented.
c) Shall appoint committees where authorized to do so by the executive or membership.
d) Shall be an ex-officio member to all committees except the Nominating Committee.
e) Shall take such actions or ensure that such actions are taken by others to achieve the purposes of the Council.
f) Shall be the official spokesperson for the Council
g) Shall be a signing officer for the bank account.

B. VICE CHAIRPERSON
a) Shall assume the responsibilities of the chairperson in the chairperson's absence.
b) Shall accept extra duties as required.
c) Shall review all correspondence received by PAC and present the relevant information at the executive or general meeting as required.
d) Shall be a signing officer.

C. SECRETARY
a) Shall record the minutes of general and executive meetings.
b) Shall distribute minutes to PAC members.
c) Shall keep an accurate copy of the Constitution and Bylaws and, if and when changes are made, shall submit an updated copy to the school board office for safekeeping.
d) Shall issue correspondence on behalf of the Council.
e) May be a signing officer.
f) Shall safely keep all records of the Council.

D. TREASURER
a) Shall be responsible for the accounts of the Council.
b) Shall be one of the three signing officers of the executive as per Section XI.
c) Shall report at each general meeting on the funds available for distribution.
d) Shall prepare an annual financial report for distribution as per Section XI.
e) Shall, with the assistance of the executive, draft a budget and tentative plan of expenditures as per Section XI.
f) Shall ensure that another financial signing officer has access to the books in the event of his/her absence.
g) Shall deposit all PAC funds in the bank account as per Section XI.
h) Shall prepare all the financial report accounting for those funds earned by other groups under PAC's administration.

E. SCHOOL PLANNING COUNCIL REPRESENTATIVE
a) Shall be one of 3 representatives
b) Shall attend all meetings of the School Planning Council (SPC)
c) Shall represent, speak, and vote on behalf of the PAC at SPC meetings.
d) Shall request and take direction from the membership and executive.
e) Shall be strong advocates for meaningful parent involvement in the school and school planning
f) Shall provide a written report to all general and executive meetings.
g) Shall attend general and executive meetings as directed by the membership or executive.
h) Shall submit an annual report.

F. DPAC REPRESENTATIVE
a) Shall attend DPAC meetings
b) Shall report back to the PAC.
c) Shall attempt to find a substitute for DPAC and PAC meetings if unable to attend.
d) Shall seek input from the PAC.

G. DFAC REPRESENTATIVE
a) Shall hold a CPF membership
b) Shall represent Mouat at DFAC meetings
c) Shall report back to the PAC
d) Shall attempt to find a substitute if unable to attend DFAC or PAC meetings
e) Shall seek input from the PAC

H. BCCPAC REPRESENTATIVE
a) Shall be responsible for renewing annual membership
b) Shall review all correspondence from BCCPAC
c) Shall be a liaison between the BCCPAC DA and our school
d) Shall attend BCCPAC workshops/conferences
e) Shall report to PAC on current BCCPAC issues/concerns/activities
f) Shall maintain resource material provided by BCCPAC

I. MEMBERS AT LARGE
a) Titles and duties of additional executive members may be added as determined by the needs and growth of the Council.
b) The executive shall appoint representatives to committees/teams
c) Committee/team representatives are accountable to the executive and to the PAC membership.

ADDITIONAL OPTIONAL POSITIONS/ROLES FOR MEMBERS AT LARGE CAN INCLUDE

1. KEY COMMUNICATOR

a) Shall attend the District Key Communicator meetings
b) Shall prepare a report to the members at general meetings.

2. COMMUNICATION TEAM COORDINATOR

a) Shall circulate a list for attendees to sign and write phone number/email addresses at the first general meeting of each school year.
b) Shall update the list at each general meeting.
c) Shall form a communications team (made up of grade parent reps, telephone volunteers, email/web site volunteers)
d) Shall ensure information and promotion of PAC related activities/events/future meetings are communicated, in a timely fashion, to the parent/school community.

J. GAMING REPRESENTATIVE

a) Shall represent the PAC at all meetings of the Abbotsford Bingo Hall and the Gaming Commission (if required).
b) Shall prepare (with the help of the Treasurer) and submit all reports required to keep the PAC Bingo license current in its filing.

K. PAST CHAIRPERSON

a) Shall help smooth transition between chairpersons.
b) Shall assist and advise the Council.
c) Shall act as a consultant for the chairperson.
d) Shall chair the Nominating Committee.
e) Shall provide one copy of the constitution and bylaws to each member of the incoming executive.

*Vacancy on the Executive - If any officer resigns during a term of office or if any office is not filled at the time of elections, the PAC Executive may appoint someone to fill the vacancy until the next election.

SECTION XI - TEAMS/ COMMITTEES

1. Standing and ad-hoc teams/committees shall be formed when necessary.
2. A Nominating team/committee shall be appointed annually before the Annual General Meeting, as per Section VI.
3. Teams/committees are responsible to the executive and members.
4. Members may be appointed annually to teams/committees by the chairperson (after consultation with the executive).
5. School principal and staff may be represented on a team/committee.
6. The chairperson of the team/committee becomes a member of the executive while the team/committee stands.

SECTION XII - FINANCES

1. All funds of the organization will be on deposit in a bank or financial establishment registered under the Bank Act.
2. The executive shall name at least three signing officers, one of whom will be the treasurer, for banking and legal documents. Two signatures will be required for these documents.
3. PAC receives Gaming Funds - these funds must be in a dedicated gaming account. Funds are tracked by groups who work bingo's and some funds are dispersed by PAC from requests.

A. Funds held by PAC for other groups: All funds will be distributed on submission of an invoice by the group that has earned the funds. The signing officers are responsible for ensuring that the distribution is in accordance with gaming regulations.


B. PAC Funds: Requests to PAC will be approved by a dispersement committee.

4. A budget and tentative plan of expenditures should be drawn up by the executive and presented for approval at a general meeting each year.
5. A treasurer's Report to all members should be prepared once a year and be available in the school office and distributed upon request. The availability of this report should be announced in the school newsletter.
6. The members at any general meeting will agree upon a need for audits, whereupon an independent auditor will be appointed as needed.
7. PAC is not allowed to borrow funds under any circumstances.
8. The Council prior to the event must approve fundraising activities by a majority vote at a general meeting.

SECTION XIII - CONSTITUTION & BYLAW AMENDMENTS

Amendments to the Constitution and Bylaws of the W.J. Mouat Secondary School Parent Advisory Council may be made at any general meeting at which business is conducted providing:

1. Written notice of the meeting has been given to all members (14 days minimum).
2. The notice of the meeting included notice of the specific amendments proposed.
3. A simple majority vote of those voting members present at the meeting will be required to amend the Constitution and Bylaws.

SECTION XIV - CODE OF CONDUCT

1. The W.J. Mouat Secondary School Parent Advisory Council is not a forum for the discussion of individual school personnel, students, parents, or other individual members of the school community.
2. Any member who is approached by a parent with a concern relating to an individual is in a privileged position and must treat such discussion with discretion, protecting the confidentiality of the people involved.
3. A parent who accepts a position as a PAC Executive member:
   a.) Upholds the constitution and bylaws, policies and procedures of the PAC.
   b.) Performs her/his duties with honesty and integrity.
   c.) Works to ensure that the well being of students is the primary focus of all decisions.
   d.) Respects the rights of all individuals.
   e.) Takes direction from the members, ensuring that representation processes are in place.
   f.) Encourages and supports parents and students with individual concerns to act on their own behalf and provides information to those individuals on the process for taking forward concerns.
   g.) Work to ensure that issues are resolved through due process.
   h.) Strives to be informed and only passes on information that is reliable and correct.
   i.) Respects all confidential information.
   j.) Supports public education.

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Amended and adopted by W.J. Mouat Secondary School PAC at Abbotsford, British Columbia, on March 23, 2004.

_________________________________
Angela Zurowski, Chairperson

__________________________________
Caryn Zimmerman, Vice Chairperson

__________________________________
Lydia Reese, Secretary

__________________________________
Debbie Styles, Secretary

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W. J. MOUAT SECONDARY SCHOOL
Parent Advisory Council Executive
CODE OF ETHICS

A parent who accepts a position as a PAC Executive Member:

1. Upholds the constitution and bylaws, policies and procedures of the electing body (PAC).
2. Performs her/his 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 to those individuals 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.
10. Supports public education.

Statement of Understanding

I, the undersigned, in accepting the position of _________________________ on the W. J. Mouat Secondary School PAC Executive, have read, understood, and agreed to abide by the Code of Ethics set out in this document.

Name of Executive Member: ___________________________________________________
Signature: ___________________________________________________
Date: __________________________________
Phone number: _______________________

Note: This page could be photocopied and used annually for the new executive to sign.