PAC Constitution

Agassiz Elementary-Secondary School

Parent Advisory Council

Constitution and Bylaws

May 2004

Table of Contents

A copy of this constitution shall be submitted to the school board office for safe-keeping purposes only.




  1. The name of the Council shall be the Agassiz Elementary Secondary School Parent Advisory Council (School District No. 78)
  2. The Council will operate as a non-profit organization with no personal financial benefit.
  3. The business of the Council shall be unbiased towards, race, religion, gender or politics.
  4. Executive members must be volunteers who do not receive remuneration or other financial benefits for their services regardless of the type of service performed.



  1. To advise the school principal and staff on parental views about school programs, policies and activities.
  2. To communicate with parents, and to promote co-operation between the home and the school in providing for the education of children.
  3. To assist parents in accessing the system, and to advocate on behalf of parents and students.
  4. To organize PAC activities and events.
  5. To contribute to the effectiveness of the school by promoting the involvement of parents and other community members.



  1. Upon winding up or dissolution of the society the assets which remain after payment of all costs, charges and expenses which are properly incurred in the winding up shall be distributed to: such charitable organization or organizations in British Columbia having a similar charitable purpose. This provision shall be unalterable.
  2. In the event of dissolution of the Council, and following payment of all outstanding debts, disbursement of remaining funds to a charitable organization will be decided upon by the membership at the final General Meeting.
  3. In the event of dissolution of the Council all records of the organization shall be placed under the jurisdiction of School District No. 78 in the person of the principal of the school.




  1. All parents and guardians of students registered at Agassiz Elementary Secondary School may be voting members of the group.
  2. Administration and staff (teaching and non-teaching) of Agassiz Elementary Secondary School may be non-voting members of the group.
  3. At no time shall the Council have more non-voting than voting members.



  1. There shall be an Annual General Meeting for the purpose of election of officers held in September of each year and additional general meetings shall be held monthly during the school year to conduct current business.
  2. The executive meetings and additional general meetings shall be held at the discretion of the Executive, or upon the receipt of a petition signed by fifteen (15) voting members.
  3. Meetings will be conducted efficiently and with fairness to the members present.
  4. 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.



  1. The voting members present at any duly called general meeting shall constitute a quorum.
  2. Unless otherwise provided, questions arising at any meeting shall be decided upon by a simple majority vote.
  3. In the case of a tie vote the motion will be tabled to the next meeting.
  4. Voting of members on all matters must be given personally; voting by proxy shall not be permitted.
  5. Voting shall be done by the show of hands with the option of a secret ballot being allowed by majority consensus of the voting members at a general meeting prior to the vote. Election of officers shall be done by secret ballot or show of hands.
  6. The election of representatives to the School Planning Council must be by secret ballot. (School Act, s. 8(6))
  7. The election of the District Parent Advisory Representative (DPAC Rep) must be by secret ballot.



  1. The executive officers shall be elected from the voting members at the Annual General Meeting, except that no employee/elected official of the school district or Ministry of Education shall hold an executive position.
  2. Call for nominations shall be made at the meeting in September.
  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.
  4. Scrutineers shall be appointed as required at the time of the elections.
  5. A vote shall be taken to destroy the ballots, if required.
  6. Three parent representatives to the School Planning Council shall be elected annually from parents of students enrolled in the school, who are not employees of any school district. One of the representatives must be an elected officer of the Parent Advisory Council. (School Act, s. 8.1(3)(c), 8.1(4), and 8.1(7))



  1. The term of office shall commence in October of each year and shall be for one year.
  2. The term of office for the executive officers shall be one year, or until their successors are elected. No officer shall serve more than two consecutive terms in the same office.
  3. No person may hold more than one elected executive position at any one time.
  4. The Past-Chairperson shall hold that office for one year.
  5. The term of office for School Planning Council representatives shall be one year. (School Act, s.8.1(6))



  1. The affairs of the Council shall be managed by a board of elected officers and the immediate Past Chairperson.
  2. The Executive Officers will be as follow:
    • Chairperson (this may be shared by two people)
    • Vice chairperson
    • Treasurer
    • Secretary
    • District Parent Advisory Council Representative
    • Two or more Members-At-Large
    • Past Chairperson



    • shall convene and preside at all membership, special and executive meetings
    • shall ensure that an agenda is prepared and presented
    • shall appoint committees where authorized to do so by the executive or membership
    • shall be an ex-officio member to all committees
    • shall take such actions or ensure that such actions are taken by others to achieve the objectives and purpose of the organization
    • shall be the official spokesperson for the organization
    • shall submit an annual report
    • shall assume the responsibilities of the chairperson in the chairperson's absence
    • shall accept extra duties as required
    • shall record the minutes of membership, special and executive meetings
    • shall distribute minutes to Council members
    • shall keep an accurate copy of the Constitution and Bylaws and if and when changes are made they shall be done so in red and the amended copy shall be dated and initialled and a copy submitted to the school board office for safekeeping
    • shall issue correspondence on behalf of the organization
    • shall safely keep all records of the Council
    • shall be responsible for and report on the accounts of the organization
    • shall be one of the three signing officers of the executive as per Section XI
    • shall prepare a financial report for publication in the school newsletter as per Section XI
    • shall with the assistance of the executive, draft a budget and tentative plan of expenditures as per Section XI
    • shall ensure that another financial signing officer has access to the books in the event of her/his absence
    • shall submit an annual report
    • shall attend DPAC meetings
    • shall report back to the PAC
    • shall seek input from the PAC
    • shall submit an annual report
    • shall serve in a capacity to be determined by the Council at the time of their election, and at other times throughout their tenure as the needs of the Council might require
    • shall help smooth transition between chairpersons
    • shall assist and advise the Council
    • shall act as a consultant for the chairperson
  8. The School Planning Council (SPC) representative shall:
    • be one of three elected SPC representatives
    • represent and speak on behalf of the PAC at SPC meetings
    • take direction from the general PAC membership
    • report back to the PAC at general meetings



  1. Standing and ad-hoc committees shall be formed when necessary.
  2. Committees are responsible to the executive and members.
  3. Members may be appointed annually to committees by the Chairperson (after consultation with the executive)



  1. A budget and tentative plan of expenditures should be drawn up by the executive and presented for approval at a general meeting in the fall.
  2. All funds of the organization will be on deposit in a bank or financial establishment registered under the Bank Act.
  3. The executive shall name at least three signing officers from the executive, one of whom will be the treasurer, for banking and legal documents. Two signatures will be required for these documents.
  4. All money spent above and beyond the petty cash limit of $50.00 will be first presented to and voted on by the executive and then approved by a majority at a general meeting.
  5. A Treasurer's Report to all members should be published in the PAC/school newsletter prior to the end of each school term.
  6. A need for audits will be agreed upon by the members at any general meeting where upon an independent auditor will be appointed as needed.



  1. Amendments to the Constitution and Bylaws of the Agassiz Elementary Secondary School Parent Advisory Council may be made at any general meeting at which business is conducted, providing;
  2. Written notice of the meeting has been given to all members (14 days minimum).
  3. The notice of the meeting included notice of the specific amendments proposed.
  4. A two-thirds (2/3) majority vote of those voting members present at the meeting will be required to amend the Constitution and By-Laws



  1. The Agassiz Elementary 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. An executive member who is approached by a parent with a concern relating to an individual is in a privileged position and will treat such discussion with discretion, protecting the confidentiality of the people involved.
  3. A parent who accepts a position as a PAC Executive Member:
    • Upholds the constitution and bylaws, policies and procedures of the PAC.
    • Performs her/his duties with honesty and integrity.
    • Works to ensure that the well being of students is the primary focus of all decisions.
    • Respects the rights of all individuals.
    • Takes direction from the members, ensuring that representation processes are in place.
    • Encourages and supports parents and students with individual concerns to act on their own behalf and provides information on the process for taking forward concerns.
    • Works to ensure those issues are resolved through due process.
    • Strives to be informed and only passes on information that is reliable and correct.
    • Respects all confidential information.
    • Supports public education.




  1. That individuals refrain from discussing, influencing, and voting upon any matter before Agassiz Elementary Secondary School Parent Advisory Council in which they or their family have a pecuniary interest.


  1. That the voice of Agassiz Elementary Secondary School must clearly be, and must be perceived to be, that of the parents of Agassiz Elementary Secondary School.
  2. That individuals who may be in a situation of "perceived bias" by virtue of another role they hold in the educational system avoid functions within Agassiz Elementary Secondary School that involve representation to the administration, School Board and the general public.



  1. If any executive member is found to be in violation of this constitution, the code of ethics, conflict of interest or perceived bias, that member will be relieved of duties pending a review by the Executive Council.