P&C Association

What is a Parents & Citizens Association?

A P&C Association is a school based organisation consisting of parents, teachers, interested citizens and students. They exist in most public schools in NSW and are constituted to bring the school and the community into close co-operation. P & C’s are a great tradition and have long been recognised as the representative voice of parents with children in public schools.

Benefits of a P&C

1. To enable parents to meet together to determine the needs and aspirations of the school community.
2. Where the Principal attends the meeting, to allow him/her to update parents as to current and forthcoming school activities and programs.
3. To provide a forum for parents to participate in the development of plans and policies for the running of the school.
4. To provide an opportunity for parents to ask questions about the school’s educational programs and thus seek to understand the changes that have occurred in education over the last 30 years.

The Nana Glen P&C Association

The P&C office bearers are elected at the Annual General Meeting in Term 1 and for 2009 are:

President: Craig Dehnert
Vice- President : Alyn Ainsworth
Secretary: Gerry O'Connor
Treasurer: Cindy Kennedy

The duties of the office-bearers and other position holders are
outlined as follows:

President
The President has a responsibility to ensure the successful functioning of the
P&C, the attainment of its objectives, to foster the fair participation of all
members and to adhere to the constitution. As the name implies the President
presides at all meetings of the P&C and the Executive Committee, and convenes
the Executive Committee as required, and is also ex-offico a member of all sub-
committees. The duties of the President include preserving order at a P&C
meeting, ruling on contentious matters of procedure and assisting the progress
of discussion, as well as remaining impartial when in the Chair during debates.
The President may represent the P &C at official functions and act as the P&C
spokesperson when public statements or actions are appropriate. The President
should ensure that new members are made to feel welcome.

Vice Presidents
The Vice-Presidents are required to take on any of the presidential duties defined above when invited to do so by the President or when the President is for reasons of illness or alternate commitments, unable to undertake those duties. If for any reason the President’s office falls vacant, one of the Vice-Presidents should act as interim President until a new one is elected.

Secretary
The Secretary is the principal administrative officer of the P&C and is responsible for carrying out the decisions of the meeting unless otherwise stipulated. The Secretary prepares in consultation with the President all meeting agendas, and is required to attend every P&C meeting and take notes of the discussions in order to produce a set of minutes for distribution to members. The Secretary maintains a list of financial (voting) members of the P&C and is asked to table all incoming correspondence and write and send all outgoing correspondence.

Treasurer
The Treasurer is responsible for the sound financial management of the
P&C. The Treasurer can receive and deposit monies, maintain records,
draw cheques and present accounts, in the form of a report, at each
general meeting. Should the Treasurer require advice about correct
financial management protocols, they can telephone the P&C Federation.
The Treasurer presents all records for auditing each year and ensures
that the audited accounts are tabled for adoption at the Annual General Meeting.

Association members include the above office-bearers as well as the following elected position holders:

Fundraising Committee: Brigid Guest, Michelle McMullen

Uniform Co-Ordinator: Jo Hoare

Canteen Committee: Karen Purvis, Alyn Ainsworth

Duties of other position holders are as follows:

Canteen Committee
The Canteen Committee is elected by the P&C at the AGM. and they are responsible for the day to day operation of the canteen, including placing orders, cost effective purchasing, and receiving and checking all supplies delivered against the invoice. The invoices should be signed, dated and forwarded to the Treasurer for payment and recordkeeping. The Canteen Sub-Committee makes a recommendation to the P&C as to the prices of food sold at the Canteen, with a view to providing good value, whilst also maintaining a reasonable level of profit. Each school term the Canteen Committee also prepares a roster of volunteers to work in and/or cook for the Canteen on the days of operation. A brief report is required by a representative of the Committee at each P&C meeting twice per term.

Fundraising Officer
Although a P&C association is not required to apply for an authority to fundraise, the Office of Charities fully expects that all P&Cs will conform with the Charitable Fundraising Act and its regulations. The Fundraising Officer is required to assess all suggestions and ideas for raising funds and to present to the P&C a timetable of events for the forthcoming year, including proposed expenditure and estimated income, for their approval. In conjunction with volunteer helpers the Fundraising Officer is responsible for co-ordinating the organisation of an event, managing the expenses, receiving and banking the income of that event and forwarding all receipts to the Treasurer for expense reimbursement and recordkeeping. A brief report is required by the Fundraising Officer at each P&C meeting.

Membership of the NSW P&C Association

Membership will be open to all parents of pupils attending the school
and to all citizens of the school community. A register of membership is
maintained by the Secretary and updated after every AGM, although you
are welcome to join at any time. The annual subscription fee is $ 1 and
once a member of the P&C Association you are eligible to vote on
decisions at P&C meetings subsequent to the payment of your subscription.
Once payment has been made you are eligible to vote at the next meeting.

Meetings of the Nana Glen P&C

Meetings are held at the Nana Glen School twice a term on a Wednesday commencing at 6pm. Meeting dates are notified in advance in the school newsletter sent home with students on a Tuesday. The agenda is set before the meeting by the Secretary in consultation with the President and your contributions beforehand are most welcome, either by contacting a Committee member or writing down your question / suggestion / complaint and leaving it in the red suggestion box at the office.

The Nana Glen School Canteen

The Canteen is a service provided by the P&C and is operated by
the Canteen Sub-Committee. A roster is prepared each term
for volunteer helpers to either work at the canteen and/or
cook cakes/slices. We need 2 helpers and 3 cake cooks for
every Monday and Friday.
The children love to see their Mum or Dad on Canteen and it’s a great way of getting to know other parents and children. So if you can spare a day to lend a hand in the canteen or to make a cake, a form is enclosed if you would like to put your name down for future rosters.

The Canteen is open on Monday and Friday currently and if you are a helper you need to be there from 9.30am to 2.00pm (approximately). If you are cooking for that day, it would be appreciated if your cake/slice could be equivalent to 30 pieces approximately and be dropped off at the Canteen or school office, preferably by 9.30am. The duties of the helpers are straightforward and outlined on the noticeboard in the Canteen and as a helper you are requested to follow the hygiene guidelines also listed in the Canteen.

The Canteen menu seeks to provide a range of healthy and nutritious food, including fresh sandwiches, hot foods, juices and flavoured milks, cakes and slices and a limited selection of sweets and ice-creams. A current canteen price list is enclosed and if you have any suggestions or would like to share some recipes please jot them down and leave in the suggestion box at the office, or pass onto the Canteen supervisor.

Conclusion

Making a difference to your child’s education involves participation and your P&C is one way you can get involved and find out what is happening in your school. It’s a great way to get to know the parents of your children’s friends and others and to be involved in decisions that may affect your child or interests. The P&C is open to everyone and by working together we are investing in our children, our school, and the Nana Glen community.