ÉCOLE BELMONT ELEMENTARY
SCHOOL PARENT ADVISORY COUNCIL
CONSTITUTION
Updated May 2015
Table of Contents
SECTION 1 INTRODUCTION
SECTION 2 MISSION STATEMENT
SECTION 3 OBJECTIVES
SECTION 4 MEMBERSHIP
SECTION 5 TERMINATION OF EXECUTIVE MEMBERSHIP
SECTION 6 MEETINGS
SECTION 7 VOTING AND QUORUM
SECTION 8 ELECTION OF EXECUTIVE OFFICER
SECTION 9 TERM OF OFFICE
SECTION 10 EXECUTIVE OFFICERS
SECTION 11 DUTIES OF EXECUTIVE OFFICERS
PAC PRESIDENT
VICE PRESIDENT
TREASURER
SECRETARY
DISTRICT PARENT ADVISORY COUNCIL REPRESENTATIVE

SECTION 12 COMMITTEES ………………………………………………………………………………………………….. 6

A. Emergency Preparations Committee
B. Health and Safety Committee
C. Parent Education Committee
D. Room Parent Coordinator(s) – one coordinator for intermediate, one for primary
E. Fundraising Committee
F. Social Events Committee
G. Sunshine Committee
H. Gaming Fund Committee
I. French Culture Liaison
SECTION 13 FINANCES
SECTION 14 CHANGING THE CONSTITUTION AND BYLAWS
SECTION 15 CODE OF CONDUCT
SECTION 16 DISSOLUTION

POLICIES: …………………………………………………………………………………………………………………………… 9

  1. Code of Conduct
  2. Conflict of Interest Policy
  3. Perceived Policy
  4. Financial Policy
  5. Budget Process
  6. Membership Policy
  7. Meetings Policy
  8. Annual General Meetings
  9. Fundraising Policies

 

ÉCOLE BELMONT ELEMENTARY
SCHOOL PARENT ADVISORY COUNCIL
CONSTITUTION
Updated May 2015

SECTION 1 INTRODUCTION
The name of the Association shall be the ÉCOLE BELMONT ELEMENTARY SCHOOL PARENT ADVISORY COUNCIL,
hereinafter referred to as “the council” or “the PAC”.
The Council will operate as a non-profit organization with no personal financial benefit and shall conduct
business without bias toward race, religion, gender or politics. !
The Council has been established with the authority granted in Bill 67, of the 1989 School Act, Part 2,
Section 7 and 8.

SECTION 2 MISSION STATEMENT
École Belmont Elementary School PAC’s mission is to advocate for excellence in education, the safety and
well being of our students, the effective and meaningful involvement of parents as partners in the school,
and to promote a sense of community.

SECTION 3 OBJECTIVES
To provide leadership, and foster patterns of respect and trust between parents, students,
school, staff and administration.
To provide a forum where members exchange ideas, information and discuss local, district
and provincial educational policies, issues & concerns and ANY MATTER relating to the school and
education, thereby increasing the academic, occupational and leadership aspirations of all, through
shared decision making and personal responsibility.
To formulate recommendations and advise (from parental views) to school staff and
administration concerning:

  • programs and services
  • facilities and equipment
  • parent/community education
  • learning resources
  • school, District and Ministry of Education policies
  • school budget and staffing needs
  • school goals, objectives and Accreditation intervention
  • cultural and extra-curricular activities
  • school profile within the community
  • and in all aspects of education

To empower parents to enable them to be strong advocates for their children thus igniting a passion
for the achievement, skills and knowledge required to become a world citizen.
To provide a forum where student concerns can be heard
To promote and fund participation in parent education opportunities.
To organize and provide additional resources to the school through approved activities when there is
clearly identified need agreed upon by Council. Fundraising activities should not become, nor be viewed as,
the most significant contribution the PAC makes to the school.
To affiliate with District 35 Parent Advisory Council (DPAC) and the British Columbia Confederation of
Parent Advisory Councils (BCCPAC).

BY LAWS SECTION 4 MEMBERSHIP
All parents and guardians of students registered at École Belmont Elementary School shall be
voting members of the PAC council.
Administration and staff (teaching and non-teaching) of École Belmont Elementary School shall be
non-voting members of the PAC.
Members of the school community of École Belmont Elementary School, who are not parents of
students currently in the system, may also be non-voting members of the Council but they must
apply to the Council through the PAC executive for inclusion.
Ideally, no member of the executive shall be an employee or an elected official of any school
district or of the Ministry of Education. However, there may be a circumstance where the PAC feels
it beneficial to have such a person on the Executive. In this case, the PAC would have to vote in the
member. The member would be a non-voting member.
At no time shall the Council have more non-voting than voting members.
No membership fees shall be charged.
The School will make available a list of parents/guardians of students and staff if/when it is
necessary to decide if a member is eligible to vote.

SECTION 5 TERMINATION OF EXECUTIVE MEMBERSHIP
1.The following are grounds for termination of executive membership:

  1. is found to be incapable of managing his or her own affairs by reason of mental
    infirmity.
  2. for failure to observe the constitution and bylaws, purpose or policies of the PAC.
  3. A member may be expelled by a resolution passed by a majority of not less than 75% of
    members present at a General meeting.
  4. Such action shall require a 14-day written notice to the Council member in question
    prior to the General meeting sent by registered mail where a signature of receipt is
    required.
  5. The Executive Committee makes a written recommendation to the Council based on
    the items set out in Section 5 (1a & b).
  6. Decisions of the Council are final.
    Notice of Proposed Expulsion:
    The Executive shall give fourteen days written notice of such action to expel a member accompanied
    by a brief statement of the reason or reasons for the proposed expulsion to the member in question
    and the Executive shall give themselves an opportunity to be heard at the General Meeting before
    the resolution is put to a vote.
    Appeal:
    An expelled member may appeal the expulsion, one time only, within sixty days of the Board’s
    action, to the members for consideration, at the next General Meeting.

SECTION 6 MEETINGS

  1. There shall be monthly general meetings held during the academic year (December and June
    may be excepted). Dates for these general meetings are ideally determined at the
    beginning of the year and will attempt to accommodate as many parent schedules as
    possible. One meeting will be named the Annual General Meeting and be held in May for the
    election of Council Officers for the next year.
  2. A General Meeting is for the purpose of conducting PAC business and discussion of issues.
    All policy and spending decisions, other than operational needs, shall be made at General
    Meetings where all parents can participate, and not by the Executive alone.
  3. Guests may be invited to any meeting at the discretion of the Executive to provide
    information or address agenda items.
  4. A special meeting is a separate session held at a time different from that of any regular
    General Meeting and may be convened to consider one or more items of urgent business. Five
    (5) days notice will be given to parents.
  5. Executive meetings shall be held as often as needed during the school year to conduct current
    business and provide input for General Meeting agendas. Minutes of Executive meetings will
    be made available to members on the Parent Information bulletin board.
  6. The President or Chair Designate will prepare agendas after accepting input from other
    Council members and the Administration. The agenda shall be posted and distributed to the
    parents at least seven (7) days prior to each General Meeting.
  7. Any member wishing to place an item on the agenda of a General Meeting shall contact the
    President or Chair Designate. The member of their designate is then required to attend the
    General meeting to present that issue to the membership. Every agenda will include “Other
    or New Business” from the general membership and will be discussed if time permits, or be
    tabled to the next meeting.
  8. Each member entering a meeting shall sign the attendance record so that quorum and
    eligibility to vote may be determined and recorded for any audits of Council records.
    (NOTE: especially important for any school expecting to receive Gaming Commission
    Funds).
  9. Meetings will be conducted efficiently with fairness to members present. Open discussion
    is encouraged, but orderly conduct and respect for other points of view is mandatory.
    Members acting inappropriately will be asked to leave the meeting. If they fail to comply,
    the meeting shall be adjourned.
  10. The Administration and Staff members of the School are encouraged to attend and report at
    PAC General Meetings. The Principal’s role is as consultant on school policies and liaison
    between staff and parents.
  11. The rules contained in the current edition of “Robert’s Rules of Order, Newly Revised”shall be
    used by the PAC to resolve any procedural situation, unless they are in conflict with the rules
    in this Constitution and Bylaws.

SECTION 7 VOTING AND QUORUM

  1. At any duly called General or Special Meeting the number of voting members present shall
    be the quorum. If less than one week’s notice (agenda presented) has been given when
    calling a General or Special Meeting, a quorum shall be 50% + 1 of elected Executive
    members.
  2. For the purpose of Executive Meetings and resolutions of the Executive, the quorum shall
    be the majority of voting positions filled on the Executive. Five Executive Officers are
    required as a minimum for quorum, even if this is more than the majority of the positions
    filled.
  3. Unless otherwise provided, questions arising at any meeting shall be decided by a
    simple majority of eligible voting members.
  4. In case of a tie vote, the motion shall be lost.
  5. Voting of members of all matters must be given personally – i.e. Voting by proxy shall not
    be permitted.
  6. Voting shall be done by the show of hands except when a secret ballot is ruled by the
    Executive or requested by one (1) member and a seconder.

SECTION 8 ELECTION OF EXECUTIVE OFFICERS

  1. The PAC executive and general voting members shall elect the “new” PAC Executive at the
    Annual General Meeting (in May).
  2. Call for nominations shall be made at the April General Meeting. All nominees should be a
    voting member of the PAC.
  3. The Nominating Committee Chairperson shall conduct the election.
  4. Scrutineers shall be appointed as required by the Nominations Committee Chairperson at
    the time of the elections.
  5. Nominations shall be accepted from the floor at the Annual General Meeting.
  6. The election of contested Executive positions shall be done by secret ballot.
  7. A vote shall be taken to destroy any written ballots.
  8. In the event a position on the Executive is vacated during the year, election of a new
    officer will take place at the next General Meeting. An individual may be appointed by
    the executive to fill the vacancy in the interim.
  9. No person should hold more than one position on the Executive, except the Past-
    President who may hold two positions, one being the Past-President position.
  10. Any Executive position, except President and DPAC (as per the B.C. School Act), may be cochaired
    or shared but not if there are empty Executive positions needing to be filled.
    Maximum of one (1) co-chair per position and one (1) vote per position.
  11. As stated in Section 4 (Membership) Executive members should not be an employee or
    elected official of any School District or Ministry of Education.
    NOTE:

 

  1. BCCPAC fully support this clause. There must be no perception of bias by
    Executive members toward other groups by virtue of their employment or other
    association. Executive members must speak and also be seen to be speaking solely
    in the interest of the students and parents.
  2. BC Gaming Commission will reject applications for gaming funds if teachers or any
    staff of a public school are voting members of the Executive.
    Reference: “A Guide to Gaming for Public Schools”

SECTION 9 TERM OF OFFICE
The term of office shall be for one year commencing July 1 of each year.
Retiring officers are eligible for nomination and re-election for two terms, with an option of a
third, provided that: 1) there are no other incumbents for the position and, 2) DPAC endorses
the third term of office.
The past President/Chair shall hold office until the current President retires and is
subsequently appointed to the office of Past President.
The following are grounds for termination of any Executive Member:

  • Is absent from three consecutive meetings of the Executive or General without reason
    acceptable to the Executive.
  • Failure to observe the Constitution and Bylaws, purposes and policies of the PAC.
  • Failure to abide by the PAC’s Code of Conduct.

SECTION 10 EXECUTIVE OFFICERS
• PAC President/Chair
• Vice-President/Chair
• Secretary
• Treasurer
• DPAC Rep
• Past President
All other positions are committee positions and are not referred to as Executive.

SECTION 11 DUTIES OF EXECUTIVE OFFICERS

  1. The elected Executive shall consult with, take direction from and represent all parents of
    the school. The Executive shall work as a team to ensure Council purposes are achieved.
  2. All officers are expected to attend all Executive, General and Special Meetings, to be
    familiar with the Constitution and Bylaws, to carry out their duties as described, and to
    follow the Code of Conduct (as described in Policy Section).
  3. If an Executive member is unable to attend, they should inform the Secretary prior to the
    meeting.
  4. The Executive may select a “Chair Designate” from the Executive Officers. This person shall
    convene and preside at Council meetings when requested to do so by the President.
  5. Each Executive Position shall have a designated binder and perhaps files where all written
    material pertaining to the position is to be maintained in a current and orderly fashion.
    These official materials must be delivered to their successors or the President within 14 days
    following the date at which their successors assume their duties.

PAC PRESIDENT

  • shall convene and preside at all Executive, General and Special meetings or notify the Chair
    Designate to assume this duty as necessary
  • shall be familiar with and follow the Constitution and Bylaws
  • shall ensure that an agenda is prepared and distributed following the Bylaws shall ensure a
    quorum is present before calling a meeting to order
  • shall appoint committees where authorized to do so by the Executive or membership and be an
    ex-officio member to all committees except the Nominating Committee shall be the
    official spokesperson and representative for the Council, always acting on behalf of the
    majority of the members and not personally
  • shall be one of the three signing officers
  • shall submit a written annual report to the membership

VICE PRESIDENT

  • shall assume the responsibilities of the President in the President’s absence
  • shall accept extra duties as required
  • shall submit an annual report

TREASURER

  • shall have a demonstrated ability and/or understanding of bookkeeping procedures
  • shall keep an accurate and current record of all receipts and expenditures of the Council
  • shall reconcile bank statements monthly
  • shall assess all financial undertakings to ensure they are within the annual budget
  • shall ensure expenditures have the proper authorization and are backed by detailed
    receipts and invoices
  • shall prepare a written financial report for presentation at each Council meeting.
  • This shall include the total balance on hand in all accounts at the beginning of the period
    covered by the report and all credits to and disbursements from the accounts, balance
    of funds on hand and outstanding accounts receivable and payable and the net surplus or
    deficit.
  • shall be responsible for issuing receipts and the prompt deposit of all monies paid to the
    Council
  • shall be one of the three Council signing officers
  • shall ensure all bills are paid promptly
  • shall draft a budget with the assistance of the PAC President
  • shall ensure that another financial signing officer has access to the books in the event of his/her
    absence
  • shall submit an annual report

SECRETARY

  • shall record the minutes of all Executive, General and Special meetings.
  • shall prepare within two weeks of any meeting, complete minutes
  • shall file the original copy of the minutes online
  • shall issue and receive correspondence on behalf of the Council
  • shall keep a current copy of the Constitution and Bylaws and submit updated copies to the
    DPAC office and to the Secretary-Treasurer of District 35 School board for safe
    keeping
  • shall ensure safekeeping of all records of the Council
  • shall keep a complete and current inventory, including location, of all PAC assets

DISTRICT PARENT ADVISORY COUNCIL REPRESENTATIVE

  • shall attend DPAC meetings or designate an alternate to attend shall report back to the Council
    regarding issues discussed
  • shall seek input from the Council for presentation at DPAC meetings
  • shall vote the Council wishes at DPAC meetings
  • shall maintain the Councils’ information binders with DPAC meeting minutes and materials
    provided by DPAC and BCCPAC

SECTION 12 COMMITTEES

  1. Standing and adhoc committees shall be formed when necessary
  2. Committees are responsible to the Executive and General members. Committee chairs report to
    the Executive and prepare written annual reports.

Recommended Standing Committees:
A. Emergency Preparations Committee

  • Shall attend all meetings of the School or District Emergency Preparedness Committee
  • Shall assist the school to ensure all student identification and release forms are up-to-date and
    properly stored
  • Shall check supplies for expiry dates
  • Ensure classroom lists are current
  • Shall assist in training of parents, staff and students for evacuation drills
  • Shall be familiar with District 35 Emergency Response Plan

B. Health and Safety Committee

  • Shall monitor student safety issues such as traffic, emergency prep., school grounds and
    playground equipment to identify improvements and ways to achieve them
  • Shall investigate and act on parent concerns regarding health and safety issues
  •  – i.e. Air quality in portables, carpeting, food handling
  • Liaise with school administration and Public Health Nurse to promote head lice checks and
    current information training
  • Monitor traffic in school drive-thrus, neighbouring streets, identify problem areas and
    implement measures to improve safety
  • Coordinate with Block Watch and ICBC safety programs and/or Block Parent

E. Parent Education Committee

  • Shall inform members at General meetings of any speakers, workshops or conferences
    which may be of interest to parents
  • Shall arrange topics and guest speakers where a parent education component is desired
  • Shall maintain a record of speakers, their topics, handouts and costs
  • Shall purchase parent education materials for the parent library with the approval of the
    membership
  • Shall oversee the Parent Library and ensure all materials are kept in an organized
    manner
  • Shall maintain and post a master list of all available parent resource materials

F. Room Parent Coordinator(s) – one coordinator for intermediate, one for primary

  • Shall coordinate and recruit parents from each class
  • Shall establish phone/fax/email trees with the assistance of a coordinator from each class to find
    volunteers for projects
  • Shall facilitate communication between the Executive and the parent body

G. Fundraising Committee

  • Develops an annual fundraising calendar
  • Coordinates all fundraising events for the PAC
  • Assesses new fundraising events and makes recommendations
  • Works with the Treasurer to ensure all funds are collected and accounted for as outlined under
    Financial Policies Section
  • Submits an annual report

H. Social Events Committee

  • Fall BBQ/Epluchette, Winter Carnival, June BBQ/La Foire and others as needed
  • Develops a budget for social events
  • In conjunction with the school and other committees develops an annual calendar of social
    events for the school
  • Coordinates social events i.e. time, place, decorations, refreshments

I. Sunshine Committee

  • Develops a budget for sunshine events
  • Works in conjunction with the school and other committees to bring good cheer to the school
    community
  • Coordinate sunshine events i.e. time, place, decorations, refreshments
  • Sends cards of sympathy, congratulations etc. on behalf of the PAC
  • Coordinates refreshments for General Meetings, teacher appreciation days,thank you teas etc.

J. Gaming Fund Committee

  • Prepare Gaming Fund applications
  • Coordinates communications with Gaming Commission, including ensuring submission of annual
    financial report to Gaming Commission
  • Works in conjunction with the school, other committees and PAC-at-large, to ensure timely
    and appropriate utilization of gaming funds
  • Prepare and submit a written annual report to the membership

K. French Culture Liaison

  • Participate in coordinating events such as La Foire, Carnival and others
  • Coordinate communications with Canadian Parents for French (CPF)
  • Coordinate distribution of information on École Belmont’s French Immersion Program
  • Monitor Belmont French Trust
  • Maintain communication between French and English communities to ensure co- operation and
    participation of both communities in events and activities

SECTION 13 FINANCES

  1. A tentative budget should be drawn up by the Treasurer/Executive and modified and
    approved by the membership at the final General Meeting of the year. A new budget must
    be approved before the old one expires. This will help the Fundraising Coordinator to
    plan and, if necessary, book fundraising companies for the fall term.
  2. All funds of the organization will be on deposit in a bank or financial establishment
    registered under the Bank Act in appropriate accounts for École Belmont Elementary School
    Parent Advisory Council.
  3. The Treasurer is authorized to collect and disperse monies as directed by the members as
    expressed at Executive and General meetings. Monies submitted shall be requested
    in the form of cheques made out to École Belmont Elementary PAC. Two members (one shall
    be Executive) must verify and account for monies collected from events or fundraising. ALL
    monies raised by the Council must be deposited promptly in a Council account before being
    dispersed so that proper records are maintained.
  4. There shall be three signing officers for banking and legal documents. This shall be the PAC
    President, the Treasurer and one other Executive officer as decided by the Executive.
  5. Signing officers must never sign a cheque where the “payee” is left blank.
  6. Expenditures for operations of the Council may be approved at Executive Meetings. All
    proposed expenditures on capital, school events, or items/services for the school will be
    first presented to the Executive, and then must be approved by a majority at a General
    Meeting.
  7. All money paid out from the Council will be as a cheque on receipt of a detailed invoice or
    receipt
    (NOTE: each receipt should be attached to a cheque requisition and kept in order)
  8. The Treasurer shall submit a written financial report at each General Meeting. The Treasurer
    shall submit a complete Annual Statement at the first General Meeting after the end of the
    Councils’ fiscal year (June 30)
  9. A review or audit of the accounts must be done at the end of each fiscal year. A review or
    audit is also mandatory at the change of Treasurer
  10. All financial records are the legal property of the PAC and must be kept for a minimum of
    seven years and turned over to the Executive on demand. Any members who make
    such arrangements with the Treasurer can view financial records at the school.

SECTION 14 CHANGING THE CONSTITUTION AND BYLAWS
Amendments to the Constitution and Bylaws of École Belmont Elementary PAC may be made
at any General Meeting at which business is conducted providing:

  • written notice of the meeting has been given to all members a minimum of 14 days in
    advance of the meeting
  • the notice of the meeting will include the specific amendments proposed
  • that the amendment passes by a majority vote of 75% of the voting members present
  • changes to the constitution will be forwarded to the Langley DPAC office

SECTION 15 CODE OF CONDUCT and CODE OF ETHICS
All École Belmont Elementary School PAC members will adhere to the Code of Conduct as
written in the PAC Policies and Procedures (set out on Page 10 herein)
All PAC volunteers must read the Board of School Trustees Policy #4012 (Community Volunteer) and
sign the Community Volunteer Code of Conduct (found in Appendix A)

SECTION 16 DISSOLUTION

  1. In the event of a dissolution of the Council, and following payment of all outstanding
    debts and any costs of dissolution, the Council shall transfer any remaining funds and
    assets to another PAC that has similar objectives to ours and meets Gaming
    Commission eligibility requirements, or a charitable organization or organizations
    registered under the provisions of the Income Tax Act (Canada). This shall be
    determined by the membership at the final meeting. This provision shall be
    unalterable.
  2. In the event of a dissolution of the Council, all records of the organization shall be
    placed under the jurisdiction of the District Parent Advisory Council or the Secretary
    Treasurer of School District No. 35.

ÉCOLÉ BELMONT ÉLÉMÉNTARY SCHOOL PAC POLICY AND PROCÉDURÉS

POLICIES:
Policies may be brought forward at any General Meeting of the members and must pass by simple
majority vote.
Code of Conduct

  1. The École Belmont Elementary 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. Open discussion is encouraged, but orderly conduct and respect for
    alternate points of view is mandatory for all members.
  2. ALL members must refrain from discussing, influencing and voting upon any matter before
    the Council in which they or their families have a pecuniary (financial) interest and are
    therefore in a conflict of interest. A concern raised by any member regarding a conflict of
    interest or a perceived bias by association of another member (s) shall be referred to a
    Conflict and Bias Committee for a ruling should the member in question not voluntarily step
    aside.
  3. An Executive member who is approached 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.
  4. A parent who accepts a position as a Council Executive Member:
    a. upholds the Constitution and Bylaws, policies and procedures of the Council.
    b. performs her/his duties with honesty and integrity and meets agreed upon
    deadlines on projects.
    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, supports and provides information to parents and students with
    individual concerns how to advocate on their own behalf.
    g. works to ensure that issues are resolved through appropriate 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.

Conflict of Interest Policy
This refers to a situation in which an individual or his/her immediate family could benefit
monetarily from a decision of École Belmont Elementary School PAC, which that individual could
influence or vote on. Those individuals with a conflict of interest should declare the conflict and
refrain from voting on any matter before École Belmont Elementary School PAC in which they feel
they have a conflict.

Perceived Policy
Refers to a situation which may exist if an individual who represents the PAC is not speaking
solely in the interest of the parents and this may diminish the power of what has been said. !
The voice of this PAC must clearly be, and must be perceived to be, that of the parents of this
school.
Members who have concerns should refer them to the PAC Executive.

Financial Policy

  1. The Treasurer will prepare monthly financial statements for the Executive Committee and
    General Meetings to include a Balance Sheet and Income Statement (year to date)
  2. The President will be given a photocopy of bank statements each month
  3. All money after an event must be counted by two people, at least one of whom must be an
    Executive Member. Totals must be recorded on a signed deposit slip and then verified and
    deposited by the PAC Treasurer.
  4. Arrangements must be made with the Treasurer to have two PAC reps available to
    complete and make the deposit after any event that raises money.
  5. All deposits should be made by two people.
  6. Deposits should be made on the day the money is collected. Arrangements for night
    deposits can be made through the Treasurer.
  7. Executive has the power to spend money allocated in the budget. Items over $100 not
    covered in the budget must come back to a General Meeting for approval.
  8. There will only be one cheque book and it will be in the possession of the Treasurer or a
    designate Executive Member in case of his/her absence.
  9. All bank accounts must have the cancelled cheques returned with each monthly bank
    statements.

Budget Process:
Step One:
In May/June each Committee should meet with the Treasurer to decide what are reasonable
expenses for the coming year. The Treasurer helps the committee cost out projects and other
appropriate expenses relevant to the committee. The PAC Executive, in consultation with the
Treasurer, identifies ongoing expenses, revenues and operating costs.
Step Two:
The PAC Executive reviews the proposals from each committee and the school. As a group the
review revises and prioritizes the proposed budget. This includes decreases or increasing
projected revenues and expenses, adding or deleting proposed projects or expenses.
Step Three:
The proposed budget is presented to a General Meeting of the PAC for discussion and adoption.
Step Four:
The PAC Executive reviews the budget in the fall. Based on the Treasurer’s
recommendations and discussion they add or delete projects based on whether or not it is
still happening and add any new fundraising projects. Unless there is no time before the
next meeting, any new expenditures need to be approved by the PAC Executive.
Step Five:
The budget and changes appear in the Treasurer’s Report.

Meetings Policy
The Secretary will record the attendance of all PAC members at each meeting. Guests will
be recorded on a separate attendance sheet.

Annual General Meetings
The President only votes in the election of the Executive committee.

Fundraising Policies

  1. Fundraising activities will be undertaken only when there is a clearly identified need
    agreed upon by the PAC, usually as defined by the budget.
  2. General funds raised should be dedicated to providing the most, and ideally lasting,
    benefit for the students as decided by the parents.
  3. Fundraising activities should not become, nor be viewed as, the most significant
    contribution the PAC makes to the school.
  4. It shall be stated to the membership how the proceeds of any fundraiser will be directed.
  5. Fundraising by the PAC will be undertaken in consultation with School Administration and
    the approval of the École Belmont Elementary School PAC membership.
  6. Fundraising must be sensitive to the fundraising of other groups within the community.
  7. A report and financial statement must be submitted to the Treasurer of the Executive
    Committee within 15 days of the completion of the event.
  8. PAC funds will be used to benefit the students of the school and for parent education.
  9. Gifts for departing staff or departing PAC executives or General Members will not be
    purchased with PAC funds. Event appropriate cards may be sent, a donation may be made
    to a local charity in the person’s name, or an “appreciation event” or some similar
    expression of appreciation may be shown.
  10. Special event fundraisers (e.g. Grade 7 Project) are recognized as special case and shall be
    governed by guidelines. Special event fundraisers proposed must be accepted by the PAC,
    project coordinators and school administration.

Appendix A
Community Volunteer Policy #4012
BOARD OF SCHOOL TRUSTEES
SCHOOL DISTRICT NO. 35 (LANGLEY)
POLICY MANUAL Policy No. 4012
SUBJECT: COMMUNITY VOLUNTEER Date 2002 01 15

The Langley School District encourages and values the positive contribution made by community volunteers
such as students, parents, school staff, grandparents, or any other members of the larger community.
Community volunteers enhance educational opportunities for students, promote a safe and positive school
climate, and strengthen school and community relations. Community volunteers play a major supportive
role, which enables them to experience personal growth, recognition, and the personal satisfaction of
giving back to the community.
Role
Volunteers assist schools to help students achieve their unique educational objectives by providing
special resources such as talents, experiences, and expertise, which enhance the educational
opportunities of our students.
In supporting the role of volunteers, the District also affirms its contractual obligations to ensure that,
in the school context, volunteers are not directly responsible for providing instruction to students,
disciplining students, or engaging in counselling of students. Furthermore, in accordance with collective
agreements, volunteers shall not engage in any activities that would result in employees being laid off.

REGULATIONS – COMMUNITY VOLUNTEER 4012R
Safety Check and Identification
In order to protect the safety and welfare of our students, all volunteers helping on a more than casual
basis in a school or in a situation outside the regular school environment must complete a copy of the
Volunteers’ Safety Check Application.
It is the responsibility of the principal to ensure that a safety check application has been completed
and that information acquired is kept strictly confidential. A criminal record check will be required if the
application discloses that the person has been convicted of a criminal offence and/or where there is a
greater degree of risk, e.g. a volunteer may be left alone with students. A person who does not complete a
safety check application will not be allowed to volunteer in the schools or in programs with students. All
volunteers must wear a volunteer name tag and sign in at the school office.

Board Policies and Regulations
Volunteers are required to comply with the following School Board policies:
1. Harassment (Employees) Policy No. 6200
2. Harassment (Students) Policy No. 7200
3. Emergency Response Procedures Policy No. 7037
4. Student Discipline Policy No. 7016
5. Student Safety Policy No. 7019
6. Procedures for Reporting Suspected Cases of Child Abuse Policy No. 7022
7. Computer Access to Electronic Information Policy No. 5000 !
Apart from Board policies, volunteers are also subject to relevant Ministry of Education legislation and
other applicable legislation.

Confidentiality
Volunteers shall not be permitted to discuss, access, review, disclose, or use confidential student,
parent or employee information unless required to do so by law. Every volunteer shall keep strictly
confidential all such information he or she may learn in the course of acting as a volunteer. !

Code of Conduct
All volunteers are required to read, understand and sign the Code of Conduct attached. Failure to
comply with the Code of Conduct may result in the removal of volunteer status.

Orientation
Orientation of volunteers is the responsibility of school principals working in consultation with the
school PAC. Volunteers will need information as to the operations and rules of the school including
information on staff roles and physical plant.

Community Volunteer Code of Conduct !
Thank you for your time and commitment to helping us at the school. The children/youth will greatly
benefit from your efforts. We feel it is important for all volunteers in our building to act as positive and
supportive role models. You can help by following these guidelines:

  • Remember that everything you hear or see regarding parents and students is confidential
  • Let us know of any changes in your time commitments
  • Treat all members of our school community with respect
  • Wear your name tag while on the school grounds and in the school
  • Consult and obtain approval from staff before you initiate any new volunteer activities

As a community volunteer with the Langley School District, I agree to:

  1. Treat students and employees with respect.
  2. Act as a positive role model for students and volunteers.
  3. Comply with School Board policies.
  4. Perform volunteer activities in a reliable and timely manner.
  5. Promote community voluntarism in a professional manner.
  6. Maintain strict confidentiality of all parent, student and employee personal information.

In addition to the above, volunteers who assist with activities must ensure that all students:

  1. Understand and follow the rules that apply to the activity.
  2. Participate in activities which are safe and suitable in view of the students’ experience, ability
    and age.
  3. Interact with each other in a respectful manner.
  4. Are given a reasonable opportunity to participate at elementary levels.
  5. Exhibit good sportsmanship.

Volunteers are required to comply with School Board policies. Attached are:

  1. Student Harassment Policy No. 7200
  2. Employees Policy No. 6200
  3. Procedures for Reporting Suspected Cases of Child Abuse Policy No. 7022
  4. Emergency Response Procedures Policy No. 7037
  5. Student Discipline Policy No.7016
  6. Student Safety Policy No. 7019
  7. Computer Access to Electronic Information Policy No. 5000

Our students’ safety is of paramount importance to us. As a volunteer in our school you are in a position of
trust and as such it is essential that the physical and emotional safety of our students be maintained. In
the event that your conduct compromises a child’s safety we shall revoke your volunteer status.
Your continued efforts and assistance as a volunteer are greatly appreciated. We look forward to working
with you. Thank you for your support.

I have read and understand the above statements and agree to comply with the Langley School District’s
expectations as set out in the Code of Conduct.
Name of Community Volunteer
Signature Date
(Last revision: March 12, 2002)

Harassment (Employees) Policy #6200
Harassment (Student) Policy #7200
Emergency Response Policy #7037
Student Discipline Policy #7016
Student Safety Policy #7019
Procedures for Reporting Suspected Cases of Child Abuse #7022
Computer Access to Electronic Information #5000