Below, is more information, including a list of all the positions held on council with a rough estimate of the hours required. This is largely dependent on the time of year and events in the school. If you have any questions at all, please feel free to email phschoolcouncil@gmail.com and I will do my best to answer them. Hope to see you there!
Panorama Hills School Council/Society Information
The Panorama Hills School School Council is the group of parents who
work as advocates for our children by working together with CBE and school
administrators to deal with issues that affect our school, and help decide what
special programs and activities we’d like to see. The executive is made up the chairperson,
vice chairperson, administrator and events coordinator.
The Panorama Hills School Society is the parent fundraising group for
the school. They also help in deciding
which programs and activities we’d like to see in the school. The executive of the Society is comprised of
a chairperson, vice chairperson, treasurer, secretary, casino chair person and
3 directors.
Ultimately, these 2 groups work very
closely together as 1 group, dedicated to our students and providing support to
our school.
There are at least 3 general
meetings through out the year, where both groups provide updates to the parent
community. Society meetings follow the
Council presentations. These are held in
the classroom at the school. In
addition, there are generally 2 to 3 executive meetings per school year. The
executive is asked to attend as many of these meetings as possible. Meetings
typically run 1 to 2 hours per meeting.
Voting in
New Council and Society Members
Every year, there are a number of
individuals who are interested in staying on for the upcoming year, either in
their current role, or a different capacity.
At the AGM, every position is open and can be filled by anyone. Typically, all members who would like a role
can be accommodated in a role that aligns with their skills and time
availability, but in the event 2 people would like the same position, a vote
will take place. If you are interested
in becoming part of the executive for either Council or Society, please come to
the AGM and let us know!
Council Positions:
Chair (minimum 5 /month, plus
meetings)
- Must be a parent of the student in the school
- Is an active part of the parent community and encourages others to become involved, organizing both programs and people
- Represent the council at the Council of School Council meetings
- Chair and organize meetings
- Ensure responsibilities for council members are clearly defined
- Organize teacher appreciation events
- Communicate regularly with the principal and school community
- Submit annual report is submitted to the Board of Trustees
- Stay informed about policies that impact school councils
Vice Chair (3 hours/month, plus
meetings)
- Assists the chair, and acts as chair when the chair is unable to perform his or her duties
- Assists with organizing meetings and school events, such as teacher appreciation, multicultural fair, and year end barbeque
- Communicate with members of parent council (all parents in the school) through the blog, email, Synervoices, newsletters and Facebook
- Communicate regularly with the principal and school community
Administrator (1 hour/month, plus
meetings)
- Take minutes at all meetings
- Provide minutes to School Administration
- Prepare agenda prior to meeting and help with letters/correspondence to the school regarding events, etc.
- Write up motions for council meetings
Events/Volunteer Coordinator (1
hour/month, depending on month, plus meetings)
- Coordinate volunteers through email for school events when required. This includes keeping a volunteer list for both Council and Society volunteers, and communicating volunteer requests
- Assign/ Coordinate chair people for Multicultural Event and Year end BBQ (or any other events Council/ Event Coordinator would like to see)
Society
Positions
Chair (minimum 4 hours per month depending
on events, plus meetings)
- chair all meetings of the Society
- prepares agendas for Board meetings
- coordinates and supervises the affairs of the Board
- be an ex-officio (non-voting) member of all Committees;
- not have a vote at any meeting, unless the case of a tie; and
- acts as the spokesperson for the Society on Board related policies and issues
- helps with writing the newsletter, blogs, Synervoices, applications for grants, casino licenses, etc.
- reviews documents prior to publication
- helps with yearly planning including fundraising projects to support the school wish list and budgeting of casino funds
Vice Chair (1 hour per month depending on events, plus
meetings)
- Act as the Chair when the Chair is unavailable or unable to perform his or her duties, including chairing meetings or replacing the Chair at functions or other meetings when asked to do so by the Chair or the society executive
- Helps chair in coordinating the affairs of the Society, may include helping with organization and implementation of fundraisers
- Aids in communication between Society and Council, and the parent community via blog, email, Facebook, Synervoices, etc.
Secretary (1 hour per month, plus meetings)
- Ensure that accurate minutes are taken and kept of all General Meetings, Special Meetings and Board Meetings
- Ensure that all notices of various meetings, minutes, and communications are sent as required
- Ensure the safekeeping of the minute books, and all books, papers, records, correspondence, contracts, and other documents of the Society
- The status of all motions will be recorded in the minutes by the Secretary
- The minute binder will be kept current by the Secretary and will be brought to all Meetings, including the Annual General Meeting. The Secretary will keep a minute binder with all past minutes, plus a copy will be kept within the School
Treasurer (3 -4 hours per month, plus meetings)
- The Treasurer shall receive all monies paid to the Society and be responsible to deposit said monies in the bank. He/she shall properly account for the funds of the Society and keep such books as may be required by the Societies Act and/or the Alberta Gaming and Liquor Commission with respect to Casino funds.
- The Treasurer shall present a full detailed account of the receipts and disbursements to the Board whenever requested. He/she shall prepare for submission to the Annual General Meeting a statement of the financial position of the Society and submit a copy of the same to the Secretary for the records of the Society.
- The Treasurer shall prepare an annual Budget reflecting the annual plan for the Society
- The Treasurer shall be responsible for filing the Annual Return with Corporate Registry every year before the last day of the month following the June 30 fiscal year end date.
- The Treasurer's Term of office shall end after the September or first Society meeting of the new school year.
Casino Chairperson (1-2 hours per month, plus meetings)
- term begins approximately 6 months prior to casino
- responsible for overseeing a two day casino event with preparation beginning six months in advance, must be available via phone during the event
- primary liaison between the Alberta Gaming & Liquor Commission, hosting Calgary casino, casino advisors, all volunteers and school society
- Duties and responsibilities include advertising for, recruiting, scheduling and managing volunteers, liaising between all relevant parties, reviewing documents, keeping good records, abiding by the Casino Licensee Terms & Conditions & Operating Guidelines, choosing and/or contacting a casino facility after receiving a slotting letter, receiving notification of the specific casino dates, securing casino advisors, submitting the casino application package 60 days prior to the event, obtaining a casino license and conducting the casino event
- Directors shall provide ongoing support and direction to Standing or ad hoc Committees to ensure fundraising events are well organized and executed, and shall be responsible for all official communication of the Standing Committees to the Society.
or email phschoolcouncil@gmail.com
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