District Parent Advisory
Council
Fraser-Cascade, School District
#78
Constitution and Bylaws
June 2005
Table of Contents
Constitution
Section
I Name
Section
II Purpose of the council
Bylaws
Section
I Membership in DPAC
Section
II Meetings of members
Section
III Proceedings at general meetings
Section
IV Executive
Section
V Executive meetings
Section
VI External committee representatives
Section VII
Conduct of executive and representatives
Section
VIII Duties of executive and representatives
Section
IX Committees
Section
X Financial matters
Section
XI Constitution and Bylaw amendments
Section XII
Property in Documents
Section
XIII Dissolution
Constitution
Section I - Name
The name of
the council is the Fraser-Cascade District Parent Advisory Council,
hereafter referred to as the DPAC.
The DPAC
will operate as a non-profit organization with no personal financial benefit
accruing to members.
The
business of the DPAC will be unbiased in respect of race, religion, gender,
politics, sexual orientation and physical or mental ability.
Section II - Purposes of the DPAC
The purpose
of the DPAC will be:
1.
To be the collective voice of parents in the school district.
2.
To advise the school board on any matter relating to education in the
district, including the district’s accountability contract.
3.
To communicate with parents and parent advisory councils on
educational matters.
4.
To promote the interests of public education and in particular the
interests of Fraser-Cascade.
5.
To provide parent education and professional development and a forum
for discussion of educational issues.
6.
To assist parents in forming, maintaining and further developing,
parent advisory councils at the individual school level with School District
#78.
7.
To assist members in obtaining information and communicating with
district personnel.
8.
To communicate with other organizations in the community and province
on educational matters of common interest.
Bylaws
Section I - Membership in DPAC
1)
All parent advisory councils in School District No. 78 are eligible
to be voting members of the DPAC.
2)
The Aboriginal Education Council (AEC) is eligible to be a voting
member of the DPAC.
3)
A member will be represented on the DPAC by the Parent or alternate
parent elected annually by the member for that purpose.
4)
There will be no other members of the DPAC.
5)
Representatives from the School Board, District Administration,
school administrators association, teachers association, support staff and
other community organizations with an interest in education, specifically
the educational work of School District No. 78, shall be invited to attend
as non-voting members of the District Parent Advisory Council.
(a)
Employees and elected officials of School District No 78 or the
Ministry of Education shall be invited to attend as non-voting members of
the District Parent Advisory Council.
(b)
Any person who is covered by the above criteria, and who is a parent
of a child attending school in District No. 78 will not be permitted to act
as a District Parent Advisory Council representative from their respective
Parent Advisory Council or from the Aboriginal Education Council.
6)
No member of the council shall in his/her individual capacity be
liable for any debt or liability of the DPAC.
Section II - Meetings of Members
A.
General meetings
1.
General meetings will be conducted with fairness to all members
2.
General meetings will be held not less than four times during the
school year. One of those meetings will be the annual general meeting held
in October of each year.
B.
Special meetings
1.
Special meetings can be called at the request of the majority of
voting members.
2.
Special meetings are called to deal with specific issues that cannot
be dealt with at a general meeting.
C.
Conduct
1.
At general meetings, members will not discuss individual school
personnel, students, parents or other members of the school community.
2.
The DPAC will refrain from partisan political action or other
activities that do not serve the interest of the district or the public
school system.
D.
Notice of meetings
1.
Members will be given reasonable notice of general meetings.
Section III - Proceedings at General Meetings
A.
Quorum
1.
A quorum for general meetings will consist of three (3) voting
members.
2.
If at any time during a general meeting a quorum ceases to be
present, business then in progress must be suspended until, there is a
quorum present or until the meeting is adjourned or terminated.
B.
Voting
1.
Only representatives elected in by a member may vote.
2.
Only one vote per member.
3.
Except as provided elsewhere in these bylaws, all matters requiring
a vote will be decided by a simple majority of the votes cast (50% plus 1)
4.
In the case of a tie vote, the chair does not have a second or
casting vote and the motion is defeated.
5.
Members will vote through their elected representatives.
6.
Except as provided elsewhere in these bylaws, voting is by a show
of hands or where requested by two voting members present by secret
ballot.
7.
A vote will be taken to destroy the ballots after every election.
8.
Voting by proxy shall be permitted in circumstances where time is
of the essence or where weather is such that travel by voting
representatives is difficult. In such cases all voting representatives
must agree upon the proxy vote.
9.
Proxy voting may take place by one or all of the following ways:
email (reply all) or conference call.
Section IV- Executive
A.
Role of executive
1.
The executive will manage the DPAC affairs between general
meetings.
B.
Executive defined
1.
The executive will include the president, vice-president,
secretary, treasurer, immediate past president, and such other members
of the DPAC as the membership decides.
C.
Eligibility
1.
Any parent of School District # 78 is eligible to serve on the
executive, except employees or elected officials of School District # 78
or the Ministry of Education.
D. Election of executive
1.
The executive will be elected at
each annual general meeting in October.
E. Term of office
1.
The executive will hold office for a
term of one year beginning immediately following the election.
2.
No person may hold the same
executive position for more than four years.
F. Vacancy
1. If an executive member
resigns or ceases to hold office for any other reason, the remaining
executive members may appoint an eligible representative to fill the
vacancy until the next annual general meeting.
G. Removal of executive
1.
The members may by a majority of not
less than 75% of the votes cast, remove an executive member before the
expiration of his or her term of office, and may elect an eligible member
to complete the term.
2.
Written notice specifying the
intention to make a motion to remove the executive member must be given to
all members not less than 14 days before the meeting.
H. Remuneration of executive
1.
No executive member may be remunerated
for serving on the executive, but may be reimbursed for expenses
reasonably and necessarily incurred while engaged in the council’s
affairs.
Section V - Executive Meetings
A.
Meetings
1.
Executive meetings will be held at the call of the president.
B.
Quorum
1.
A quorum for executive meetings will be a majority (50% plus 1)
of the members of the executive.
C.
Notice
1.
Executive members will be given reasonable notice of executive
meetings.
D.
Voting
1.
All matters requiring a vote at executive meetings will be
decided by a simple majority of the votes cast (50% plus 1)
2.
In the case of a tie vote the chair does not have a second or
casting vote and the motion is defeated.
Section VI - External Committee Representatives
A.
External committees
1.
The membership or executive may elect or appoint a member (representative
of a DPAC member)
who is not an employee or elected official of School
District No 78 or the Ministry of Education to represent the DPAC on an
external committee or to an external organization.
2.
The representative will report to the membership or executive as
required.
Section VII - Conduct of Executive and Representatives
A.
Code of Ethics
1.
On election or appointment, every executive member and
representative must sign and agree to abide by a code of ethics
acceptable to the membership.
B.
Representing the DPAC
1.
Every executive member and representative must act solely in the
interests of the parent membership of the council
C.
Privilege
1.
Any information received in confidence by an executive member or
representative from school personnel, a student, parent, or other member
of the school community is privileged and must not be divulged without
permission of the person giving the information
D.
Disclosure of interest
1.
An executive member or representative who is interested either
directly or indirectly in a proposed contract or transaction with the DPAC
must disclose fully and promptly the nature and extend of his or her
interest to the membership and executive.
2.
Such an executive member or representative must avoid using his or
her position on the DPAC for personal gain
E.
Conflict of interest
1.
Individuals will refrain from discussing, influencing and voting
upon any matter before DPAC in which they or their families have a
pecuniary interest.
F. Perceived bias
1.
The voice of DPAC must clearly be, and must be perceived to be, that
of the parents of this district.
2.
Members who have concerns regarding conflict of interest or perceived
bias will refer those concerns to a committee. This committee will be
composed of three (3) executive members and will review any concerns
regarding an individual and make recommendations as to how the situation
will be addressed.
G.
Upholding decisions
1.
As a DPAC
representative and/or executive member, you are obligated to uphold the
decisions of the executive and membership. You are entitled to try to
persuade others to change their views, decisions, or policies, but once a
decision is made, you must act and speak in accordance with the executive’s
and membership’s decisions.
Section VIII - Duties of Executive and Representatives
A.
The Chair will
(a)
speak on behalf of the DPAC
(b)
consult with DPAC members
(c)
preside at membership and executive meetings
(d)
ensure that an agenda is prepared
(e)
appoint committees where authorized by the membership or executive
(f)
ensure that the DPAC is represented in school and district activities
(g)
ensure that DPAC activities are aimed at achieving the purposes set
out in the constitution
(h)
be a signing officer
(i)
submit an annual report
B.
The Vice-Chair will
(a)
support the chair
(b)
assume the duties of the Chair in the chair’s absence.
(c)
assist the chair in the performance of his or her duties
(d)
accept extra duties as required
(e)
may be a signing officer
(f)
submit an annual report
C.
The Secretary will
(a)
ensure that members are notified of meetings
(b)
record and file minutes of all meetings
(c)
keep an accurate copy of the constitution and bylaws, and make copies
available to members upon request
(d)
prepare and maintain other documentation as requested by the
membership or executive
(e)
issue and receive correspondence on behalf of the DPAC
(f)
ensure safekeeping of all records of the DPAC
(g)
keep an accurate record of PAC representatives
(h)
assist the chair in providing information to local news media
(i)
may be a signing officer
(j)
submit an annual report
D.
The Treasurer will
(a)
be a signing officer
(b)
ensure all funds of the DPAC are properly accounted for
(c)
disburse funds as authorized by the membership or executive
(d)
ensure that proper financial records and books of account are
maintained
(e)
report on all receipts and disbursements at general and executive
meetings
(f)
make financial records and books of account available to members upon
request
(g)
have the financial records and books of account ready for inspection
or audit annually
(h)
with the assistance of the executive draft an annual budget
(i)
ensure that another signing officer has access to the financial
records and books of account in the treasurer’s absence
(j)
submit an annual financial statement at the annual general meeting.
E.
The District Associate (DA) to BCCPAC will
(a)
act as liaison between the DPAC and BCCPAC
(b)
encourage PACs in School District No 78 to be members of BCCPAC
(c)
disseminate BCCPAC information to all PACs in School District No 78
(d)
help identify interested and qualified parents for BCCPAC external
committees
(e)
help PACs and the DPAC to process BCCPAC forms, proxies and
applications
(f)
assist PACs and the DPAC in responding to BCCPAC AGM resolutions
(g)
submit an annual report
F.
Directors will
(a)
serve in a capacity to be determined by the DPAC at the time of
election and at other times as the DPAC requires.
G.
The immediate Past President will
(a)
advise and support the membership and executive
(b)
provide information about resources contract and other matters
H.
Committee Liaison Officer will
a)
shall co-ordinate District Committee Parent Representatives
b)
shall compile reports and/or minutes from District Committee meetings
provided by the parent representatives
c)
shall keep DPAC updated with what is going on in District Committees
at DPAC meetings or via DPAC newsletters
Section IX - Committees
1.
The membership and executive may appoint committees to further the
DPAC’s purposes and carry on its affairs.
2.
The terms of reference of each committee will be specified by the
membership or executive at the time the committee is established, or by the
committee at its first meeting as the membership or executive decide.
3.
Committees will report to the membership and executive as required.
Section X- Financial Matters
A.
Financial year
1.
The financial year of the DPAC will be September 1st to August
31st
B.
Power to raise money
1.
The council may raise and spend money to further its purposes.
C.
Bank accounts
1.
All funds of the DPAC must be kept on deposit in the name of the
DPAC in a bank or financial institution registered
under the bank act.
D.
Signing authority
1.
The executive will name at least three signing officers for
banking and legal documents. Two signatures will be required on all of
these documents.
E.
Annual budget
1.
The executive will prepare a budget and present it to the
membership for approval before the current budget expires.
F.
Non-budgeted expenditures
1.
The executive will present all proposed expenditures beyond the
current budget for approval at the next general meeting.
G.
Treasurer’s report
1.
A treasurer’s report will be presented at each general meeting.
H.
Auditor
1.
Members at a general meeting may appoint an auditor.
Section XI - Constitution and Bylaw Amendments
1.
The membership may, by a majority of not less than 75% of the votes
cast , amend the DPAC’s constitution and bylaws.
2.
Written notice specifying the proposed amendments must be given to
the members not less than 14 days before the meeting.
3.
Where the proposed amendments exceed one page, they need not be given
to every member, but must be posted in a conspicuous place in the school or
made accessible to all members.
Section XII - Property in Documents
All
documents, records, minutes, correspondence, or other papers kept by a
member, executive member, representative, or committee member in connection
with the DPAC shall be deemed to be property of the DPAC and shall be turned
over to the president when the member, executive member, representative, or
committee member ceases to perform the task to which the papers relate.
Section XIII - Dissolution
1.
In the event of winding up or dissolution of the DPAC, and after
payment of all debts and costs of winding up or dissolution, the assets and
remaining funds of the DPAC shall be distributed to another parent advisory
council or councils in School District No 78 having purposes similar to
those of the DPAC, as the members of the DPAC may determine at the time of
winding up or dissolution.
2.
In the event of winding up or dissolution, all records of the DPAC
shall be given to the Secretary-Treasurer of School District No 78.
Adopted by Fraser-Cascade
District Parent Advisory Council
at Boston Bar, British
Columbia on May 11, 2005.
Code of
Ethics
A parent
who accepts a position as a DPAC executive member, committee member or
representative
1.
upholds the constitution and bylaws, policies and procedures of the
electing body
2.
performs his or her duties with honesty and integrity and in the
interests of the DPAC
3.
works to ensure that the well-being of students is the primary focus
of all decisions
4.
respects the rights of all individuals
5.
takes direction from the membership and executive
6.
encourages and supports parents and students with individual concerns
to act on their own behalf and provides information on the process for
taking concerns forward
7.
works to ensure that issues are resolved through due process
8.
strives to be informed and only passes on information that is
reliable
9.
respects all confidential information
10.
supports public education
11.
supports the decisions made by the DPAC membership
Statement
of Understanding
I, the
undersigned, in accepting the position of __________________________________
of
Fraser-Cascade District Parent Advisory Council, have read, understood, and
agreed to abide by this Code of Ethics. I also agree to participate in the
dispute resolution process that has been agreed to by the electing body,
should there be any concerns about my work.
Name of Executive Member, Committee Member, or
Representative
Signature________________________________________________________________
Date
_____________________________ Phone number__________________________
* This paper can be photocopied
and used annually for all executive members and representatives.
|
