P&C Committee Resources
Welcome to the P&C Committee resource page.
Here are some useful tips and templates to help you and your teams.
Our teams represent the school community and provide a vital link between our service centres and our school community, they also represent the many value-added functions we provide to the school, the students, and the school community.
The Executive Committee - focuses on key operational requirements of the P&C and provides support to each of our sub-committees and specialist representatives.
Our Sub-committees - are formed by a P&C Association to undertake specific planning and/or management tasks on behalf of the P&C Association.
There are two types of sub-committees:
Standing: These sub-committees have an ongoing role, such as band, BASC, canteen, uniform and environment/kitchen garden.
Ad-hoc: These sub-committees are formed to acquit specific tasks, such as a fundraising activity, event or special project identified by the P&C or its members. These subcommittees cease to exist after the task is finished.
Sub-committees are fully accountable to the P&C Association and need to table a written report to each P&C Association’s general meeting. Further information is available here
MEETINGS and reporting
The Convenor will call the meeting and invite the sub-committee members, including the President as ex-officio member of all committees.
Sub-committee meetings are also open to all financial members of the P&C and the dates must be advertised. We usually do this via email to members and a minimum of seven-day's notice is required.
At this stage, P&C meetings must not be held on school grounds under the restrictions as set by the Department of Education.
Some meetings may be done face-to face depending on numbers of even a hybrid meeting which is a combination of face-to-face and zoom.
The P&C has a Zoom subscription that can be used for all our meetings. Please contact the President or Treasurer for log-in details.
Weeks 1 - 3: Sub-committee meetings
(open to financial members)
Week 4 Tuesday: Finance Meeting
Week 5 Tuesday: Exec Meeting
Week 7 Tuesday: General Meeting
A representative of each sub-committee is
required to attend
(open to all financial members).
Each committee is responsible for preparing a report for submission to the President by the end of Week 4.
The report is then tabled at the Finance meeting Tuesday Week 4 and the Executive Committee meeting Tuesday of Week 5. All reports will then be collated and distributed to P&C members in Week 6 to prepare for the General Meeting in Week 7.
What to include.....
The report is a glorified set of your minutes - please try and keep it to one page - our general members only need an overview.
This report template will get you started,
Reports are then submitted to the President for review at both the Finance and Exec meetings prior to collating and distributing them to members in Week 6 in preparation for the General Meeting in Week 7.
Download the sub-committee report template
View our meeting schedule
We welcome new projects and initiatives to support our services, our students, and our school community. This project template will help you get started.
All major projects will need to be reviewed by the Finance and Exec committees prior to taking them to vote by the general members. Some projects will need the school’s approval, and many others will need the support of the students. This can be done through the Student Representative Council.
For more information please email the P&C President.
ZOOM ACCOUNT FOR MEETINGS
The P&C has a Zoom subscription that can be used for your meetings. For log-in details please contact the President or Treasurer.
FINANCIALS AND EXPENDITURE
All monies belong to the P&C Association and all expenditure is approved by a resolution of the P&C Association.
The budget was tabled and approved by our members at the Annual General Meeting. Approvals for additional expenditure must be gained prior to any additional expenditure being outlaid.
Please complete a project overview for all new expenditure. The project template can be used as a starting point - please remove any sections that are not relevant.
Under $1k - Can be approved by the President on agreement by the Office Bearers.
Over $1k - Must be taken to vote by members at a general or special meeting.
Please contact the President or Treasurer for details.
GMAIL and GOOGLE DRIVE
These are important resources for our teams and they also provide access to historical information when needed.
Gmail: The P&C has dedicated email addresses for many of our services and sub-committees.
Google drive: is where we store all our documents including reports, agendas, minutes of meetings, project plans, templates and any other relevant information.