The Executive of the P&C is made up of many roles. The five current roles in our P&C are President, Vice President, Secretary and Treasurer and Assistant Treasurer. The P&C also oversee the canteen and fundraising efforts.
P&C
The role of the P&C is to represent the community in supporting the Hamilton Public School's employees and students to have the best possible educational experience. The P&C believe strongly in engaging and interacting with children and the parents and citizens of our community. Hamilton Public School has a proud history of working as an active and harmonious body working towards shared goals.
The P&C oversee fundraising efforts by the parent and citizens and distribute any monies raised to the agreed projects/items for the school.
A summary of the roles
Role of the President
The P&C President provides leadership to the parent community.
The president should be aware of parental concerns and expectations, and be an active participant in the school's planning and priority setting.
The president should have thorough oversight of the activities of individuals working within the P&C association.
Other responsibilities include:
• Formulating the annual objectives of the P&C
• Delegating duties in a timeframe in order to achieve this plan
• Chairing P&C meetings
• Representing P&C in regular meetings with the School Principal.
• Representing the P&C by attending Regional P&C Association meetings.
Role of the Vice President
The vice president has a somewhat fluid role within the P&C.
They are responsible for assisting the president, the secretary and the treasurer in ensuring the activities of the P&C are managed in a transparent fashion, aligned with the guidelines laid out by the Federation of P&C Associations.
At times they may be required to perform the duties of the secretary, the treasurer or the president in their temporary absence.
They may need to take on independent projects (eg: represent P&C on staff selection panels) as required from time-to-time, as well as to attend the P&C meetings.
Role of the Treasurer
The P&C raises, manages and invests a substantial amount of money into the school each year.
An accounting background is ideal for the Treasurer because their key responsibilities are to:
• Ensure the P&C is complying with the Australian Accounting standards.
• Maintain financial records for the P&C
• Manage the administrator role of the banking software for the P&C
• Prepare financial reports for the presentation at P&C meetings twice a term
• Oversee payment of P&C accounts and invoices (joint signatory)
• Assist the canteen co-ordinator to manage canteen finances
• check bank reconciliations at month-end and throughout the year
• prepare books and accounts for audit as required
• manage the planning and tracking of the financial position of the P&C
• provide high-level analytical review of financial results
• attending executive and P&C meetings
• provide year to date budget updates to each P&C meeting
Role of the Treasurer
The P&C raises, manages and invests a substantial amount of money into the school each year.
An accounting background is ideal for the Treasurer because their key responsibilities are to:
• ensure the P&C is complying with the Australian Accounting standards.
• maintain financial records for the P&C
• manage the administrator role of the banking software for the P&C
• prepare financial reports for the presentation at P&C meetings twice a term
• oversee payment of P&C accounts and invoices (joint signatory)
• assist the canteen co-ordinator to manage canteen finances
• check bank reconciliations at month-end and throughout the year
• prepare books and accounts for audit as required
• manage the planning and tracking of the financial position of the P&C
• provide high-level analytical review of financial results
• attending executive and P&C meetings
•provide year to date budget updates to each P&C meeting
Role of the Canteen co-ordinator
The key role of the canteen co-ordinator is to ensure that the school canteen is operating under the guidelines of the NSW Healthy School Canteen Strategy.
Specific roles include:
• Menu planning
• Purchase of food
• Ensuring that the canteen and its operations comply with food safety requirements
• Financial aspects of canteen management.
Role of the Communication Officer (assistant secretary)
The key roles of the assistant secretary are to:
• work closely with the secretary
• manage P&C website
• Advertise P&C activities through skoolbag pushes and paper flyers to the community.
manage Facebook page
• manage P&C input to school newsletter
• maintain a file in P&C shared drive of flyers and other promotional documents that can be modified for reuse for future events
• manage and maintain the P&C content on the 'Skoolbag' app with up-to-date information for the school community.
Role of the Events facilitator
The events facilitator understands procedures required for P&C events to be arranged efficiently.
This individual is NOT responsible for the co-ordination of individual events, although they may choose to take on this role in some circumstances. The responsibility for co-ordination of an event is delegated by the P&C at the time the event is endorsed.
Key roles of the events facilitator include:
• maintenance of information about how to organise an event. Specific details might include: what resources the P&C holds (like cups/lemonade stands), what OH&S issues need to be addressed, who to contact in Hamilton chamber of commerce about Beaumont St Festival, etc.
• advising the individuals co-ordinating P&C events about creation of an event plan, how to organise the activities of volunteers running the event, and how to organise flyers to advertise the event
• managing volunteer registers (currently via the tinyurl googledoc process)
• Incorporating feedback from the co-ordinator of each individual event into P&C records for reference when a similar event is arranged in the future.
Role of the Fundraising officer
The fundraising officer maintains an overview of the fundraising activities of the P&C.
This individual is NOT responsible for the co-ordination of individual fundraising initiatives, although they may choose to take on this role in some circumstances. The responsibility for co-ordination of a fundraising initiative is delegated by the P&C at the time the event is endorsed.
The key roles of the fundraising officer are to:
• seek sponsorship and donations, and manage these arrangements
• Work with the president and the events facilitator to develop the annual P&C calendar, including assisting in generation of ideas for P&C fundraising
• Provide advice to individuals co-ordinating fundraising initiatives
• Incorporate feedback from the co-ordinator of each individual fundraising initiative into P&C records to be referred to when a similar initiative is arranged in the future.