RULES AND BY LAWS TO ACCOMPANY THE PRESCRIBED CONSTITUTION FOR GLADESVILLE P&C ASSOCIATION
- These rules are made under the constitution of Gladesville Parents and Citizens’ Association Incorporated (“the Association”).
- The Association is formed for the benefit of the students of Gladesville Public School (“the School”) and it will:
(a) participate as much as possible in the activities of the School and communicate with all members of the school community;
(b) co-operate in the activities of the Federation of Parents and Citizens’ Associations of New South Wales, and its District and Regional Councils; and
(c) promote the interests of public education.
3.The financial year of the association will close on 31 December each year.
4. The Annual General Meeting of the association will be held in February of each year, on the same date as, and before the ordinary General Meeting for that month. The agenda of the Annual General Meeting will include setting the membership fee of the Association for the year.
5. No person may serve more than three consecutive years in the same office, unless the Association votes to make an exception to this rule and to accept that person’s nomination.
6. A General Meeting of the Association will be held on the last Wednesday of each month during term time at 7:30pm to 10:00pm except for the month of January. When required, an extension of time can be agreed upon by the body of the meeting. Special Meetings may still be called in accordance with Rule 9 of the Association’s Constitution.
7. Any person eligible for membership may become a member or renew membership by paying the required membership fee of $1.00 to the Treasurer, or nominee of the Treasurer, after any general meeting. This payment will entitle that person to vote at the next general meeting of the Association. Membership will remain current until the close of the Annual General Meeting in February of the following year. The Treasurer shall be responsible for maintaining an up-to-date register of membership.
Note: The provisions of this rule are to do with membership. For insurance purposes the categories of “member” and “volunteer” are distinct. A list of members is a legal necessity. For insurance purposes the Secretary of the Association will maintain a list of occasions and names of volunteers working on its behalf, (who do not need to be members).
8. At a general meeting the quorum shall comply with Rule 10 of the Association’s Constitution. Where that rule does not specify a number the number will be 5.
9. If a meeting for which proper notice has been given does not achieve a quorum [within 15 minutes of the advertised starting time] the Secretary will, or in the absence of a Secretary the remaining members of the Executive, or failing that, any five members of the Association may call a further meeting [with a lapse of not more than 28 days of term time] to carry on the business of the Association.
10. In the absence of the Secretary the remaining members of the Executive, or any five members of the Association may call any meeting that is required, giving proper notice of the business proposed for the meeting.
11. All meetings of the Association will be conducted in accordance with the appropriate By- Laws of Federation “Standing Orders for the Conduct of All Meetings”.
12. The order of business will as closely as practicable, follow the order set out in the Federation’s Standing Orders for Meetings for Federation Council – Standing Order 1 C). This order is:
(a) Opening and apologies
(b) Receipt and adoption of the minutes of the previous meeting. The only discussion will be discussion on the motion that the minutes are or are not an accurate record of the previous meeting.
(c) Matters arising from the Minutes
(f) Motions of which Notice has been given
(g) General Business
(h) Notices of Motion
Unfinished business on notice at the previous meeting shall be dealt as “Matters arising from the Minutes”.
13. A group of members of the Association equal to the quorum for the meeting may require that particular items of new business, without notice, be placed on notice for the next meeting.
14. The Association may elect representatives who will be responsible to the Association in the same way that Federation Representatives are responsible to Federation under section 4B of Federation Policy. The Association may decide at the time of election what form of reporting is necessary.
15. A General Meeting of the Association may declare any officer who has been absent for three successive meetings, as set out in Federation By-Law (r) 4(iii), to have vacated their position and to have created a casual vacancy to be dealt with in accordance with Rule 6 of the Association’s Constitution.
16. Any motion to expend Association money that is beyond normal running costs, must be placed on notice for the meeting at which it is to be considered.
17. The Association may confer the honour of Life Membership on a member who has made an outstanding contribution to the work of the Association. Life Members may attend and speak at meetings but are not entitled to vote or to hold office unless they are also ordinary members in accordance with Rule 7.
18. PURCHASING/EXPENDITURE GUIDELINES
The following rules are to assist the Association in proper budgeting and spending of money raised.
1. At the first General Meeting of the Association in each calendar year (‘the First Meeting’), the P&C members (‘the Members’) shall, after a report from the Treasurer about available funds, discuss and vote on the amount and allocation of these funds to be spent in the current calendar year (‘Budgeting’).
2. Discussion and voting on Budgeting by the Members at the First Meeting will include consideration of the approximate allocation of available funds to the following:
(i) Spending on items generally recurrent each year such as funds provided to teachers for classroom expenses
(ii) Spending on fixed costs such as insurance, stationery and printing
(iii) Any float or contingency fund thought to be required by the Members for the current calendar year
(iv) Spending on other projects or items (‘P&C Projects Funds’).
3. (i) At the First Meeting, the Members shall then submit ideas for discussion about specific projects or items to be purchased with the P&C Projects Funds for the current calendar year.
(ii) Any information available at the First Meeting regarding the actual or approximate costing of suggested projects or items shall also be discussed.
4. The Members shall not vote to spend any P&C Projects Funds at the First Meeting unless a majority of the Members decide that an urgent decision is required and a majority of the Members decide that sufficient information regarding actual or approximate costing is available at that meeting.
5. At the next General Meeting of the Association in that year (‘the Second Meeting’), the Members, shall present information regarding approximate and actual costing of specific items that were discussed at the First Meeting.
6. (i) At the Second Meeting, the Members will discuss and vote on the spending of P&C Projects Funds for specific projects/items to be purchased in that calendar year.
(ii) At the Second Meeting, the Members may also vote to spend only part of the P&C Projects Funds and defer the decision about spending of remaining funds (‘the Remaining Projects Funds’). (see Clause 7).
7. (i) If, at the time of any General Meeting of the Association,, Remaining Projects Funds are available, the Members may discuss and vote on whether the Remaining Projects Funds are to be spent in the current calendar year or carried over for allocation at the First Meeting in the next calendar year.
(ii) If the majority of Members vote to spend the Remaining Projects Funds in the current calendar year, the Members shall discuss all available information regarding approximate and actual costing of specific items/projects and may vote on the spending of the Remaining Projects Funds at that Meeting.
(iii) If further time for discussion about spending the Remaining Projects Funds is considered necessary, voting on that spending may take place at the next General Meeting.
8. (i) Discussion and voting on spending of P&C Projects Funds at any meeting shall take into consideration P&C expenditure criteria.
(ii) P&C expenditure criteria shall be discussed by Members from time to time and may include but is not limited to:
1. The needs of the school
2. The needs of the majority of students and the needs of particular groups of students
3. The School’s Management Plan
4. Any requests from the SRC
5. The tangible or visible nature of outcomes
9. Spending of P&C Projects Funds shall comply with the P&C’s Purchasing Guidelines set out in Clause 10.
10. (i) All spending of P&C Projects Funds shall be preceded by provision of quotations to the P&C Treasurer as follows:
1. Items costing under $100 do not require a quotation
2. Items costing between $100 and $500 require one quotation
3. Subject to clause (iii) below, items costing over $500 require two quotations
(ii) Any expenditure on capital items for the School shall be first made by the School and then reimbursed by the P&C upon provision of a receipt.
(iii) Items costing over $500 that are to be purchased by the School from a government approved supplier (using donated P&C money) do not require more than one quotation.