KHPS P&C Executive

President

  • The successful functioning of the P&C Association 
  • The attainment of the P&C Association’s objectives 
  • Ensuring that the P&C Association takes part in decision-making processes in the school 
  • Fostering fair participation of all members and ensuring that all new members are made to feel welcome 
  • Supporting volunteers 
  • Consistent adherence to the constitution 
  • Acting as the P&C Association’s spokesperson when public statements or actions are needed 
  • Setting up lines of communication with the Principal 
  • Being signatory on the Association’s  bank accounts 
  • Chairing meetings but, in the absence of the President, one of the Vice-Presidents will chair the meeting or the meeting can elect a chairperson from the members present for that meeting. 
 
Vice Presidents (2) 
  • To support the President
  • To step in for the President in the event they are unable to fulfil their duties
  • To oversee and support the sub-committees in their specific duties and ensure they are aligned and consistent with the P&C Executive.
 
Secretary
  • To be responsible for carrying out the administrative tasks related to the decisions of the meetings as resolved. 
  • The Secretary prepares, in consultation with the President, all meeting agendas. 
  • The Secretary is required to attend every association meeting and take notes of the discussions in order 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.) 
  • Receiving and tabling all correspondence as well as writing and dispatching outgoing correspondence as resolved/appropriate. 
  • To issue notice of all meetings 
  • Maintains 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.
 
Treasurer
  • Whilst all P&C members must be mindful of complying with financial accountability requirements, this is the Treasurer’s primary responsibility. 
  • The Treasurer receives and deposits monies, maintains records and draws cheques.
  • Presents a report in the form of an income and expenditure statement together with a reconciled bank statement for each and every P&C meeting. 
  • The Treasurer also ensures that all funds held and handled by P&C are properly and openly accounted for.
  • Treasurer is responsible for all funds held in the name of the P&C. This includes the canteen and any other P&C committees. This does not mean that the Treasurer must undertake the actual bookkeeping themselves but they must ensure that the various sub-committee financial records have been kept to the Treasurer’s satisfaction. 
  • The Treasurer is a signatory on the P&C accounts and should not delegate this responsibility. 
  • The Treasurer should encourage members to understand the state of the P&C finances. The Treasurer must ensure a case book or books are kept, recording all financial transactions of the P&C Association. 
  • Further information regarding the role of the P&C Executive can be found on THE FEDERATION OF PARENTS AND CITIZENS ASSOCIATIONS OF NEW SOUTH WALES website by clicking on this link. PandC Fact Sheets and selecting the various Fact Sheets.
 
KHPS P&C Sub-committees
Band Committee –manages the organisation of the 4 school bands.
Bookclub Committee – co-ordinates the distribution of book purchases from external parties by school families.
Canteen Committee – assists the Canteen Manager with the running and staffing of our school canteen.
Communications Committee – provides liaison between the school and class parents to ensure effective communication between these parties.
Events & Fundraising Committee – co-ordinates and organises the raising of additional funds to support school facilities and learning programs. Typically this committee consists of parents of students in Year 1 at KHPS.
Uniform Shop Committee – organises and runs the uniform shop.
FANS - In addition the P&C liaises with the French speaking Association of the North Shore (FANS) regarding the provision of the unique French program offered at KHPS
 
Sub-committees are formed by a P&C Association to undertake specific planning and/or manage tasks on behalf of the association and are categorised as either an ad hoc or a standing committee. Ad hoc committees are formed to carry out specific tasks and cease to exist after these tasks have been completed for example a Centenary Committee. 
 
Standing committees have an ongoing role and are elected annually at, or confirmed by, the P&C Annual General Meeting for example a Canteen Committee. Sub-committees have delegated authority and are fully accountable to the P&C Association. 
 
Full guidelines for the operation of sub-committees can be found at the THE FEDERATION OF PARENTS AND CITIZENS ASSOCIATIONS OF NEW SOUTH WALES website by clicking on this link. P&C Fact Sheets and selecting Fact Sheet 5 – Sub-committees.