Committee Roles | sjbpandf

Committee Roles ... what do people do?

President

provide leadership and direction for the P&F
work collaboratively and cooperatively with the Principal and Parish Priest
promote the aims and objectives of the P&F
support other members of the Executive Committee
schedule, plan and preside over meetings of the P&F as Chairperson*
schedule, plan and preside over meetings of the Executive Committee
attend to incoming and outgoing correspondence as presented by the Secretary between meetings and follow up on action arising from previous meetings

* this can be allocated to another member of the Executive where appropriate

Chairperson

properly convene each General Meeting in accordance with the Constitution
ensure an agenda is prepared and circulated with the help of other Executive members
ensure a quorum is present at each meeting
ensure the punctual start and finish of meetings as stipulated in the agenda
ensure all motions and amendments are put in clearly understood terms and relate to the business of the meeting
ensure that control of the meeting is maintained
after impartially hearing all views on a matter and with the consent of the meeting declare that discussion is closed and put a question/motion to the vote. This can be done via a show of hands or via secret ballot as required.

Treasurer

The role of Treasurer is to ensure all financial dealings of the Association are carried out and recorded in an effective and transparent way. Complete records must be kept in order to protect the Association and themselves. The Treasurer is responsible for:

keeping accurate records of receipts and expenditure
issuing receipts for all money received
banking money promptly and maintaining proper financial records
paying all accounts authorised by the meeting as soon as possible
maintaining petty cash to reimburse small expenses as required
presenting a financial report at each General Meeting showing current receipts and expenditure and the outstanding balance
organising an annual audit of all accounts and presenting an annual financial report at each Annual General Meeting

Vice President

The main role of the Vice President is to fulfil the role of President in his or her absence or when required. It may be viewed as a learning experience for a parent wanting to take on the role of President in the future. Key responsibilities include:
chairing P&F meetings when the President is absent
assisting the President in attending official school and parent functions

Secretary

It is the role of the Secretary to:

organise meetings (including agenda, venue, meeting notification etc)
record the minutes of Executive and General Meetings
attend to inward and outward correspondence
distribute minutes, information and correspondence to P&F members as required
maintain a record of P&F minutes, the P&F Constitution and correspondence.

The Secretary is central to the efficient operation of the P&F.

Grounds and Gardens Committee Coordinator

Coming soon

Fundraising Committee Coordinator

Coming soon

Second Hand Uniforms Coordinator

Liaise with school to plan dates of opening each term
Liaise with committee volunteers to plan sorting, sale days and advertising
Advertise openings in school newsletter and on Facebook
Call for donations in newsletter and on Facebook
Sort uniforms and complete stock take week prior to opening
Update stock list on P&F website prior to opening
Liaise with Treasurer regarding sale and outcome

Committee Roles ... what do people do?

President

provide leadership and direction for the P&F

work collaboratively and cooperatively with the Principal and Parish Priest

promote the aims and objectives of the P&F

support other members of the Executive Committee

schedule, plan and preside over meetings of the P&F as Chairperson*

schedule, plan and preside over meetings of the Executive Committee

attend to incoming and outgoing correspondence as presented by the Secretary between meetings and follow up on action arising from previous meetings

* this can be allocated to another member of the Executive where appropriate

Chairperson

properly convene each General Meeting in accordance with the Constitution

ensure an agenda is prepared and circulated with the help of other Executive members

ensure a quorum is present at each meeting

ensure the punctual start and finish of meetings as stipulated in the agenda

ensure all motions and amendments are put in clearly understood terms and relate to the business of the meeting

ensure that control of the meeting is maintained

after impartially hearing all views on a matter and with the consent of the meeting declare that discussion is closed and put a question/motion to the vote. This can be done via a show of hands or via secret ballot as required.

Treasurer

The role of Treasurer is to ensure all financial dealings of the Association are carried out and recorded in an effective and transparent way. Complete records must be kept in order to protect the Association and themselves. The Treasurer is responsible for:

keeping accurate records of receipts and expenditure

issuing receipts for all money received

banking money promptly and maintaining proper financial records

paying all accounts authorised by the meeting as soon as possible

maintaining petty cash to reimburse small expenses as required

presenting a financial report at each General Meeting showing current receipts and expenditure and the outstanding balance

organising an annual audit of all accounts and presenting an annual financial report at each Annual General Meeting

Vice President

The main role of the Vice President is to fulfil the role of President in his or her absence or when required. It may be viewed as a learning experience for a parent wanting to take on the role of President in the future. Key responsibilities include:

chairing P&F meetings when the President is absent

assisting the President in attending official school and parent functions

Secretary

It is the role of the Secretary to:

organise meetings (including agenda, venue, meeting notification etc)

record the minutes of Executive and General Meetings

attend to inward and outward correspondence

distribute minutes, information and correspondence to P&F members as required

maintain a record of P&F minutes, the P&F Constitution and correspondence.

The Secretary is central to the efficient operation of the P&F.

Grounds and Gardens Committee Coordinator

​

Coming soon

Fundraising Committee Coordinator

​

Coming soon

Second Hand Uniforms Coordinator

Liaise with school to plan dates of opening each term

Liaise with committee volunteers to plan sorting, sale days and advertising

Advertise openings in school newsletter and on Facebook

Call for donations in newsletter and on Facebook

Sort uniforms and complete stock take week prior to opening

Update stock list on P&F website prior to opening

Liaise with Treasurer regarding sale and outcome

Book Club Coordinator

​

Coming soon

Pastoral Care Committee Coordinator

​

Coming soon

Social Committee Coordinator

​

Coming soon

Yearbook Coordinator

​

Coming soon