Q. What is the email address of the P&C?
Q: What is the role of the P&C?
A: The P&C has two main roles: 1) to promote the interests of the School by bringing parents, citizens, students and teaching staff together; and 2) to assist in providing facilities and equipment for the School which promote the recreation and welfare of the students at the School. It is NOT the role of the P&C to exercise authority or control over the management of the Staff or School.
Q: When can I join the P&C?
A: You can attend any general P&C Meeting, or the AGM, without becoming a financial member. However, unless you are a financial member you cannot vote. You can become a financial member at any meeting, including the AGM, but your voting rights only take effect at the next meeting.
NOTE: you need to be a financial member at the February P&C Meeting if you wish to vote, or nominate to become a member of the P&C Executive, at the Annual General Meeting (AGM) which is held in March.
Q: How do I join the P&C?
A: There is a very simple form to complete, and a membership fee of just $1. The P&C Treasurer handles these forms and will also issue a receipt for your $1 membership fee. Forms can be requested at any general P&C Meeting, or the AGM, and from the School Office. Forms need to be returned to the P&C Treasurer complete with the $1 membership fee.
Q: When and where are meetings held?
A: Meetings are held from 7pm in the School Staff Room on Monday evenings through term time. At the end of each meeting the next meeting date is set and reminders are noted in the School's Newsletter.
Q: How much is membership?
A: It only costs $1 to become a financial member of the P&C. You need to be a financial member at the February P&C Meeting if you wish to vote, or nominate to become a member of the P&C Executive, at the Annual General Meeting (AGM) which is held in March.
Q: How do I get an item added to the agenda?
A: You can leave your contact details, together with a brief outline of your item for the agenda, in the P&C Box in the School Office. A member of the P&C Executive will then contact you to discuss the matter further.
Q: How long are meetings?
A: This is a difficult question to answer because it really does depend on the agenda, but usually within two hours. Generally the meeting is split in to three sections. The first deals with matters arising from the previous meeting and usually takes around 15 minutes. The second deals with the reports (from the Treasurer, Uniform Shop, Principal and Staff) and usually takes around 45 minutes. The third deals with any new business and this can take up to an hour. Most meetings are over by 9pm.
Q: What happens at meetings?
A: The meeting is opened by the President (who chairs the meeting). Attendance is recorded by the Secretary (who takes minutes at the meeting). Apologies are given for any who couldn't make the meeting. The previous minutes are confirmed. Business from the previous meeting is briefly discussed. Reports are then given by any staff members wanting to share updates with the P&C followed by the Treasurer and the Principal. These reports give an insight in to the operations of both the School and the P&C Association. Any correspondence received is then discussed and dealt with appropriately before new business is discussed. This is where items that have been added to the meeting agenda are discussed. Once all matters are discussed or moved forward to either the next meeting or to a sub-committee, the next meeting date is set and then the meeting is closed.
Q: What level of commitment am I required to give?
A: You are welcome at any general P&C Meeting, or at the AGM, without committing to anything. However, to vote you must become a financial member. You can become a financial member at any meeting, including the AGM, but your voting rights only take effect at the next meeting.
Q: How can I volunteer?
A: You don't have to be a financial member of the P&C to volunteer to help out at School. You do, however, need to complete a 100-point check form at the start of each new school year. These can be collected from, and need to be returned to, the School Office. Volunteering at School is a very worthwhile experience. The School Newsletter and the Skool Bag app advise of any P&C events that require volunteers; so simply return the slip to the School Office and you'll be contacted by a member of the P&C Executive.
Q: What is a Financial Member?
A: Membership of the P&C is open to all parents of pupils attending the School and to all citizens within the School community. Being a financial member of the P&C entitles you to move motions, voting rights and to be a candidate for any executive role in the P&C.
Q: What are the Executive Roles?
A: The P&C Executive (office bearers) is made up of a P&C President, two P&C Vice Presidents, a P&C Treasurer and a P&C Secretary.
Q: How do I become a member of the Executive?
A: Firstly you need to become a financial member of the P&C by the February meeting each year. Then office bearers and other members of the executive committee are elected from delegates that are in attendance at the annual general meeting. Candidates for all positions are nominated and seconded and where there is more than one nominee for a position, then the election is decided by ballot.
Q: What is the AGM?
A: The AGM...Annual General Meeting...is held in March each year, as outlined in the UPS P&C Constitution. This meeting runs similarly to general P&C Meetings in that it is opened by the President (who chairs the meeting). Attendance is recorded by the Secretary (who takes minutes at the meeting). Apologies are given for those who couldn't make the meeting. The previous AGM minutes are confirmed. Business from the previous AGM meeting is briefly discussed. Reports are then given by the Treasurer and the Principal. The annual $1 membership fee is discussed, set and agreed. The auditor is discussed and agreed. Then the President vacates the chair and the Principal acts as the returning officer and declares all Executive positions vacant. The election of office bearers then takes place. Finally the account signatories are confirmed, the chair is returned to the incoming President and the meeting is closed. Immediately following on from the AGM is a general P&C Meeting.
Q: What can I do if I have issues or concerns to raise, or a grievance?
A: The P&C is a great place to bring issues, concerns and ideas to the table. It gives you direct access to people who care and can make a difference. You can add items to the agenda by leaving your contact details, together with a brief outline of your item for the agenda, in the P&C Box in the School Office and a member of the P&C Executive will then contact you to discuss the matter further. There are, however, some matters which are best discussed directly with the School as it is NOT the role of the P&C to exercise authority or control over the management of the Staff or School.