Role Descriptions

The President serves as the public face of the P&C and is responsible for upholding the reputation of the P&C, including by exhibiting high personal standards and promoting high standards from P&C members.

Appointment:

• The President must be a financial member of the P&C Association.

• The President is usually elected at the P&C Association’s AGM each year.

• This role forms part of the Executive Committee of the P&C Association.

Duties:

• Chair P&C Association meetings.

• Ensure that the P&C Association takes part in decision-making processes in the school.

• Foster fair participation of all members and ensure that all new members are made to feel welcome.

• Support all P&C activities.

• Act as the P&C Association’s spokesperson when public statements or actions are needed.

• Establish lines of communication with the School Principal.

• Be a signatory on the Association’s bank accounts.

• Advocate for and abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and

• Procedures.

General information:

Voting:

When chairing a meeting, the President is encouraged to abstain from voting to preserve the impartiality of their position. Where the President chooses to vote, they are entitled to the same voting rights as any other member and do not receive a casting vote.

Sub-Committees:

The President is automatically a member of all P&C Sub-Committees. The President should be informed of all Sub-Committee meetings and decisions, typically by way of a written report.

Leadership:

A President should provide opportunities for Vice-Presidents to develop their skills, for example by allowing Vice-Presidents to chair parts of meetings from time to time or delegating the responsibility of Sub-Committee leadership to Vice-Presidents.

The President also has important responsibilities outside of meetings and is looked to as a leader of the parent community. The President must not make unilateral decisions and must ensure that all public statements accurately represent the views of the Association.

The Vice President (Business Operations) provides support to the President, including by acting as the President’s representative in the absence of the President, as well as managing aspects of the P&C Association’s business operations.

Appointment:

• The Vice President (Business Operations) must be a financial member of the P&C Association.

• The Vice President (Business Operations) is usually elected at the P&C Association’s AGM each year.

• This role forms part of the Executive Committee of the P&C Association.

General Duties:

The Vice President’s general responsibilities include:

• Chair Meetings, or parts of Meetings, under the direction of or in the absence of the President.

• Be a signatory to P&C Association’s bank accounts.

• Represent the President if the President is unavailable.

• Work collaboratively with the Executive Committee to ensure the successful functioning of the P&C Association.

• Foster fair participation of all members and ensure that all new members are made to feel welcome.

• Support all P&C activities.

• Seek advice, support, and guidance from the P&C Executive and P&C General Members as needed.

• Advocate for and abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.

Specific Duties:

• Support employees and ensure all statutory obligations are met in relation to wages, conditions of employment, superannuation, taxation, and workers compensation.

• Coordinate hiring of new staff following a decision of the P&C Association to employ staff.

• Ensure position descriptions, performance programs and training are in place.

• Oversee operational planning.

• Resolve staff concerns, as well as concerns from the P&C Association generally, through the Executive Committee.

The Vice President (ICT) provides support to the President, including by acting as the President’s representative in the absence of the President, as well as managing aspects of the P&C Association’s ICT systems.

Appointment:

• The Vice President (ICT) must be a financial member of the P&C Association.

• The Vice President (ICT) is usually elected at the P&C Association’s AGM each year.

• This role forms part of the Executive Committee of the P&C Association.

General Duties:

The Vice President’s general responsibilities include:

• Chair Meetings, or parts of Meetings, under the direction of or in the absence of the President.

• Be a signatory to P&C Association’s bank accounts.

• Represent the President if the President is unavailable.

• Work collaboratively with the Executive Committee to ensure the successful functioning of the P&C Association.

• Foster fair participation of all members and ensure that all new members are made to feel welcome.

• Support all P&C activities.

• Seek advice, support, and guidance from the P&C Executive and P&C General Members as needed.

• Advocate for and abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.

Specific Duties:

• Manage all ICT aspects of the Thornleigh West Public School P&C Association.

• Administer all the P&C Association’s ICT systems, and ensure users are appropriately supported.

The Secretary organises meetings, deals with documents and maintains records of the association.

Appointment:

• The Secretary must be a financial member of the P&C Association.

• The Secretary is usually elected at the P&C Association’s AGM each year.

• This role forms part of the Executive Committee of the P&C Association.

Duties:

• Responsible for carrying out administrative tasks related to decisions resolved at Association Meetings.

• Prepare all Meeting Agendas, in consultation with the President.

• Attend P&C Association Meetings and take notes of the discussions to produce a set of Minutes for subsequent distribution to members and for receipt, possible amendment, and adoption at the following meeting. (In the absence of the Secretary the meeting should elect a person to take the Minutes, this person should be identified in the Minutes.)

• Receive and table all substantive incoming correspondence and write and dispatch outgoing correspondence as required.

• Issue notice of all meetings and maintain official records of the P&C Association, such as the Constitution, By-Laws, Rules of Subcommittees, Incorporation Certificate, ABN details, list of financial (voting) members, Minutes, Attendance Book.

• Advocate for and abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.

General Information:

Notice of Meeting

P&C Constitution by-laws state that P&C Associations meet on a regular day each month ‘during term time’ at the school. Secretaries may use the P&C newsletter, school newsletter/website, school sign, or other means to promote meetings. Motions on Notice, issues, and events to be discussed should be advertised along with names of guest speakers.

Agenda

An Agenda is a list of items of business to be considered at a meeting. An Agenda should include the name of the organisation, the type of meeting (for example, Annual General Meeting, General or Special Meeting); where the meeting will be held; the date the meeting will be held and time the meeting will commence. An Agenda should contain the following:

1. Welcome and formal opening of meeting

2. Apologies

3. Minutes of the previous meeting (Receipt/Amendments/Adoption)

4. Business arising from the previous meeting Minutes

5. Correspondence

6. Reports: (Principal’s Report, Treasurer’s Report, Sub-Committee Reports)

7. General Business 8. Close. 

An agenda for Annual General Meetings will be like the above with the inclusion of items that only occur at an AGM, such as election of Officers and Executive, appointment of the Auditor, membership fees, and by-law changes.

Whilst all P&C members must be mindful of complying with financial accountability requirements, this is the Treasurer’s primary responsibility.

Appointment:

• The Treasurer must be a financial member of the P&C Association.

• The Treasurer is usually elected at the P&C Association’s AGM each year.

• This role forms part of the Executive Committee of the P&C Association.

Duties:

• Receive and deposit monies, maintain financial records, draw cheques, and present accounts on behalf of the P&C Association.

• Responsible for all funds held in the name of the P&C Association, including all P&C Association Sub-Committees, including by ensuring proper and open accounting of all funds held and handled by the P&C. [Note: This does not mean that the Treasurer must undertake all bookkeeping themselves. However, the Treasurer is responsible for ensuring that any bookkeeping by others, including that of any Sub-Committees, is performed satisfactorily.]

• Be a signatory on all P&C accounts.

• Encourage members to understand the state of the P&C Association’s finances.

• Advocate for and abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.

General information:

Planning, Budgeting, and Cash Flow

A budget is a planning document to estimate the income and expenditure of the organisation for a given period (usually the financial year of the P&C Association). The budget is a statement of intention rather than of fact and can, after its initial ratification at a General or Special Meeting, be altered by majority vote at any meeting of the P&C Association.

Budget estimates are typically founded on past economic performance, with adjustments such as to anticipate the probable effect any special projects or one-off events. Once the overall budget has been approved, it is helpful to break the budget estimates with actual income and expenditure levels at regular interval throughout the year. This comparison allows the Treasurer to recommend changes to the budget so that it more accurately reflects the real financial situation of the P&C Association. These changes, in turn, allow the association to amend its fundraising or expenditure plans for the year.

Note: The P&C Association budget is separate from the school’s budget.

Surplus Funds

The Treasurer makes recommendations about surplus funds. Surplus funds may be lodged as term deposits with any financial institution that has full trustee status. 

Audit

The financial accounts of the P&C Association must be submitted to an independent audit each year. The Treasurer produces a full statement of financial position declaring all funds held in the name of the P&C Association, including those of Sub-Committees, along with the Secretary who presents the Minute Book of the same period to the Auditor. After completion of the audit the financial statements, with all signed certificates appended, are to be presented at the Annual General Meeting for approval and adoption.

Appointing an Auditor

You must appoint the auditor at the P&C Association’s Annual General Meeting. The auditor does not need to be a qualified professional. The auditor must possess appropriate skills and experience in auditing and financial record management together with an appreciation of the issues of probity as they relate to the role of association auditor. The auditor must not have or appear to have any conflict of interest arising, for example, from a personal or business relationship with an Officer of the Association and must be prepared to swear that the records are a true and correct statement of the information provided by the Treasurer. To meet reporting requirements under their Prescribed Constitution, the Treasurer of incorporated associations should ensure that copies of the audited accounts, signed by the President and Treasurer, are forwarded to the Federation of P&C Associations of NSW within one month of the AGM at which they were presented. By undertaking to send the records to P&C Federation the need for incorporated P&C Associations to publicly record their financial statements is fulfilled. The Treasurer is responsible for the handing over of all financial records to the incoming Treasurer should the Annual General Meeting result in a new Treasurer being elected. 

There are many useful conventions which should be followed when dealing in financial matters and the role of the Treasurer will be made easier if all P&C Members appreciate and understand that rules and protocols are to be complied with. Proper accounting procedures have two purposes: (i) They prevent loss and fraud. You might trust everyone in you Association, but accounting procedures will tell you if the wrong thing is happening and where. (ii) To protect the P&C Association Executive. Good accounting of P&C funds ensures financial propriety.

Cheques

Never sign blank cheques. Ensure that the P&C Association has resolved to expend the monies before drawing a cheque. No motion, no payment. Do not make cheques out to cash. Ensure all cheques are marked ‘Not Negotiable’ Cheque signatories should sight all supporting documents;

ensure they are correctly drawn to the payee and there is agreement between the amount on the invoice and the amount on the cheque before signing cheques. Monitor that payments are approved for appropriate purposes. Two members of the same family should not, as a general rule, act as signatories. Where possible, cheque signatories should not counter-sign a cheque drawn in their favour. The school Principal should not be a signatory to P&C bank accounts.

Employees of the association should not be a signatory to the Association or Sub-Committee bank accounts

Payments

All accounts should be paid by cheque, except for small payments from petty cash. Support all payments with invoices, receipts, or dockets. Mark all paid invoices with a “paid” stamp and cheque number.

Note that references to cheque also include electronic banking.

Receipts

Issue receipts in sequential date order as per takings. Ensure two independent people are responsible for collecting and counting money. Likewise, at the end of the collection period, counting should occur in the company of at least two Members and the amount verified, in writing, by each Member involved in the count. Issue receipts to people responsible for collecting and counting money.

Banking

Check that the amount banked corresponds with the receipt totals. Bank money daily or secure in a fireproof safe if you are not able to bank on the day. (Your cash may not be insured if you do not try to secure it adequately.)

Cash books (computerised bookkeeping package or manual)

Keep cash books up to date. The cash book should be totalled and balanced at the end of each month. Match the sequence of entries in the cash book with the sequence of receipts and cheque payments. Figures must never be erased with white-out. If you make an error in your cash book, receipt book or cheque butts, rule a line through the incorrect figure and write the correct figure next to it.

Reporting

The Treasurer must present a report in the form of an income and expenditure statement together with a reconciled bank statement at every P&C Meeting. Where a Treasurer is not able to attend a meeting the Treasurer’s Report should be provided to the President prior to the meeting for tabling to the members.

The Communications Officer assists the Executive Committee of the P&C Association to ensure effective communication between Members of the P&C Association and the school and wider community in accordance with policies and directions of the P&C Association.

Appointment:

• The Communications Officer must be a financial member of the P&C Association.

• This role is to be assigned to a non-office bearer member of the Executive Committee of the P&C Association.

• The role of Communications Officer is usually assigned at the P&C Association’s AGM each year.

Duties:

To manage all aspects of communication in consultation with the P&C Executive Committee, including but not limited to:

• Coordinate all P&C items for the Thornleigh West Public School fortnightly Newsletter.

• Ensure that all P&C items in the Thornleigh West Public School Newsletter are accurate and correct.

• Forward items to the office staff for inclusion in the Thornleigh West Public School Newsletter using the school office email address thornleigw-p.school@det.nsw.edu.au before Tuesday each fortnight.

• Liaise with the Vice President (ICT) to ensure all relevant P&C information is placed on the P&C website and Facebook page.

• Liaise with the school webmaster to design and update the P&C section of the Thornleigh West Public School website.

• Design flyers for Thornleigh West Public School P&C social/fundraising events and place advertisements for same as required.

• Update local press with any significant news items from Thornleigh West Public School P&C.

• Design forms and proformas for the P&C if required.

• Seek advice, support and guidance from the P&C Executive and P&C General Members as needed.

• The Communications Officer will be accountable to the P&C Association’s Executive Committee or their nominee.

• Abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.

The Fundraising Coordinator’s Role is to preside at Fundraising Meetings and to manage the effective and efficient operation of the Fundraising team in accordance with policies and directions of the P&C Association.

Appointment

• The Fundraising Coordinator must be a financial member of the P&C Association.

• This role is to be assigned to a non-office bearer member of the Executive Committee of the P&C Association.

• The role of Fundraising Coordinator is usually assigned at the P&C Association’s AGM each year.

Duties:

To manage all aspects of P&C Association fundraising activities in consultation with the P&C Executive Committee, including but not limited to:

• Form and coordinate a Fundraising Team.

• Encourage, welcome and support community participation and consultation in fundraising events.

• Establish and maintain a database of volunteers.

• Prepare an annual fundraising plan and proposed income.

• Provide timely information on fundraising events to the community through the P&C News in the Thornleigh West Public School Newsletter, the use of Facebook, and via email.

• Attend P&C Meetings and provide to the Secretary prior to each meeting a written report to be circulated to the Membership.

• Reconcile fundraising takings with the Treasurer and bank all monies immediately after the event is held by depositing the monies with the Treasurer or into the P&C Association bank account, as directed.

• The Fundraising Coordinator will be accountable to the P&C Association’s Executive Committee or their nominee and shall report all financial information associated with fundraising to the Treasurer.

• Maintain accurate records of events held, the records to indicate: expenses, income, number of volunteers, response from community, suppliers used and any other information of assistance to future P&C fundraising event coordinators.

• Provide P&C fundraising event coordinators with volunteer attendance sheets for each fundraising event, which all volunteers are to sign.

Role of the Fundraising Coordinator

• Collect volunteer attendance sheets after each fundraising event and forward to the Secretary.

• Prepare Risk Assessments and Safety Plans for fundraising events.

• Liaise with the school and advise them of fundraising activities planned for the year.

• Immediately report to the Principal and the P&C Executive any injury that occurs at a P&C Association fundraising event.

• Seek advice, support, and guidance from the P&C Executive Committee and P&C General Members as needed.

• Abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.

The Grants Coordinator assists the Executive Committee of the P&C Association to research and review grant opportunities that align with P&C goals for the year.

Appointment:

• The Grants Coordinator must be a financial member of the P&C Association.

• This role is to be assigned to a non-office bearer member of the Executive Committee of the P&C Association.

• The role of Grants Coordinator is usually assigned at the P&C Association’s AGM each year.

Duties:

To manage all aspects of grant coordination in consultation with the P&C Executive Committee, including but not limited to:

• Coordinate planning and execution of grant activities.

• Liaise with the P&C Executive Committee and School Principal to ensure alignment of grants opportunities to school needs and availability of quotations for inclusion in grants submissions.

• Develop contacts and apply for relevant grants with the support of the P&C Executive Committee.

• Report on any grant activities at P&C Meetings.

• Seek advice, support and guidance from the P&C Executive and P&C General Members as needed.

• The Grants Coordinator will be accountable to the P&C Association’s Executive Committee or their nominee.

• Abide by the P&C Association’s Constitution, Rules/Bylaws, Policies and Procedures.