P&C Position Descriptions President Role Generic: The President chairs all general and executive committee meetings of the association. The role of the President includes providing leadership acting as a spokesperson for the association reporting to P&C meetings about the activities of the P&C exercising some supervision of the functions of other office bearers ensuring adequate and efficient communication exists between the members of the association and the members of the school board encouraging parents to participate. Specific: 1. Ensuring good communications with the School 2. Responding correspondence email and letter, as required 3. Resolving issues through P&C Executives participation 4. Providing guidance and P&C Exec support to P&C Sub-committees and P&C representatives, Expected Level of Effort: 25 Hours / month Vice President Role Generic: The role includes presiding as chair at meetings where the President is absent being familiar with the operation of the P&C becoming acquainted with the duties of President having a working understanding of meeting rules and procedure undertaking tasks to reduce the burden of the President. Specific: Vice President 1: Oversighting P&C Sub-committees work by selectively attending subcommittee meetings and then assisting the P&C meetings accordingly. Vice President 2: Oversighting P&C Representative s work in School Committees by selectively attending School committees and then assisting the P&C meetings accordingly. Expected Level of Effort: 15 Hour / month Secretary The Telopea Park School P&C Secretary is part of the P&C Executive. In addition, the primary responsibilities of this position are to: prepare and circulate P&C meeting agendas record and circulate minutes from P&C meetings maintain contact lists for P&C position holders maintain an actions list from meetings The demands of this position can fluctuate but on average requires a minimum commitment of 10 hours per month.
Treasurer The Telopea Park School P&C Treasurer is part of the P&C Executive. The position of Treasurer entails: - Receipt and care of all P&C monies. - Payment of authorised bills from P&C funds. - Bookkeeping of P&C accounts. - Organising insurance for the P&C. - Reporting to P&C members on a regular basis the receipts and payments handled. - Preparing a Financial Statement of Income and Expenditure and a Balance Sheet for the audit of the P&C books. The demands of the role vary throughout the year. In the first half of the year the hours needed are minimal, but at least 10 hours a month is needed in the second half of the year. In addition, at least a full days work is needed to manage fete financial matters. Public Officer The Public Officer is a member of the P&C Executive. In addition, the main role of the Public Officer is to act as a contact point between the P &C Committee and the Office of Regulatory Services (ORS). This involves lodging an Annual Return with the ORS and notifying them of any changes, such as changes to the Committee or changes to Committee objects or rules. The Public Officer role requires around 10-15 hours annually. P&C Delegate The Telopea Park School P&C Secretary is part of the P&C Executive. In addition, the primary responsibilities of this position are to: attend the monthly meeting of P&C Council (in Stirling, lastly approx 2.5hrs) represent the views of the P&C at Council meetings report back to the association on the meetings initiate discussion on system education issues The demands of this position can fluctuate but requires a commitment of around 6 hours per month. P&C Communications Officer The Communications Officer is park of the P&C Executive and manages the Telopea P&C web site (at www.telopeapnc.org.au) including: ongoing management of content to ensure the site is current and up-to-date; promotion of P&C activities online such as the Fete and Raffle; publishing relevant P&C documents such as minutes as required; and attending to occasional emails to the webmaster@telopeapnc.org.au email address. The time commitment is estimated to be 4-5 hours per month including meetings. Assistant Secretary
Supports the P&C Secretary by a) undertaking the Secretary's role if he/she is unavailable to attend P&C meeting/s and b) providing additional administrative support as needed/requested. Assistant Treasurer Supports the P&C Treasurer by a) undertaking the Secretary's role if he/she is unavailable to attend P&C meeting/s and b) providing additional administrative support as needed/requested. Telopea Park School Before and After School Care Sub-Committee Sub-Committee Role Telopea Park School Before and After School Care Program (the Program) operates under Part C 1(d) of the Constitution of the Parents and Citizen s (P&C) Association. The Before and After School Care Program Sub-Committee (Sub-Committee) was established to manage the operations of the Program and does so in accordance with the P&C Association s Constitution and Program policies. Sub-Committee Executive The Sub-Committee executive comprises a: Chair; Treasurer; and Secretary. The Chairperson The Program s Chairperson is responsible to the P&C for the overall management of the Program in consultation with the Treasurer and Secretary, as well as the Program Administrator and Coordinator. The Chairperson chairs all meetings and coordinates the duties of other Sub-Committee members. The Chairperson is also responsible for providing regular reports to the P&C, including an Annual Report and audited financial statements at the Annual General Meeting each year. The Chairperson is the first point of escalation for the Program Administrator and Coordinator for any Program issues that they cannot resolve or fall outside their area of responsibility. Secretary The Secretary is responsible for maintaining records of all correspondence and taking the minutes at meetings. The Secretary is to circulate draft minutes in advance of the next meeting, for amendment or adoption by the other Sub-Committee members, the Program Administrator and Coordinator who attended that meeting. Treasurer
The Treasurer is responsible for overseeing the financial transactions for the Program. This includes reviewing financial statements, recommending changes to budgets and ensuring that all financial records are compliant with current accounting practices. Collectively, the Before and After School Care Program Sub-Committee Executive are responsible for: ensuring the Program is managed in an efficient and cost effective manner and in accordance with government regulations and requirements; setting fees for the Program which cover operating expenses as well as maintaining adequate funds for working capital and contingencies; setting budgets under which the Administrator and Coordinator operate; ensuring the necessary financial records are maintained; selecting and appointing the Program s Director and Administrator; providing approval to the Program s Administrator and Coordinator for: additions, deletions or modifications to the Program s policies; and any expenditure beyond the agreed budget limit; providing direction to the Program s Administrator and Coordinator in policy matters and issues as they arise; ensuring suitable facilities, equipment and resources are provided to enable the Program s objectives to be met; providing a focus for communication between the Program and other members of the school community (i.e. P&C Association, students and teachers) and encouraging parent participation in the management of the Program; providing surplus Program funds to the P&C Association, after retaining an operating reserve; and obtaining approval from the P&C Association for all capital expenditure that exceeds the financial limitations set by the P&C Association. Grants Officer Develops contacts and applies for relevant grants. The role requires liaising with the school as applications depended on the preferences and commitment of the school. The grants officer also co-ordinates participation in the Coles and Woolworths shopper docket based programs. Lost Property Coordinator
This position is about sorting the cupboards every 1-2 weeks. Items need to be separated into named and unnamed items. A class list borrowed from Ally/Karemi then allows named items to be sorted by class. Then Ally or the coordinator can return items. The job is easier and more enjoyable if there are two people. Fete Sub-Committee Roles Fete Coordinator Duties of the Fête Coordinator are: 1. Overall project manager for fete 2. Organise sponsorship for the fête (if there is no Sponsor Coordinator) 3. Plan budget (if there is not a Finance Coordinator) 4. Point of contact with the school and the P&C, providing updates and reports on a regular basis. 5. Liaise with Grants and Raffle Committees to seek sponsorship and donations from business community. 6. Assist Publicity Coordinator to prepare notices for Telopea Topics and wording for the fete page on the P&C website. 7. Assist Non-food Stall Coordinator with outside participants (Car Clubs, Kenny Koala, AFP, Brumby Jack, Alliance Française, LBF TV, French books/magazines etc). 8. Assist Services Coordinator with suppliers (security, power, sound, bins, St Johns, Durkins etc). 9. Oversee fete expenditure. 10. Monitor fete progress and assist other coordinators with tasks/issues, as required. 11. Field enquiries from outsiders about fete. Duties for Entertainment Coordinator 1. Confirm contacts with school to liaise with regarding what entertainment the primary and secondary students will be able to perform on the day of the fete dancing, bands, choirs etc. 2. Identify other sources of entertainment as an additional attraction (e.g. parents or students who have a particular talent, Guignol puppets, roaming entertainers, embassy performers). 3. Work with the teachers on the final program to ensure sufficient time is available for all that is on offer from each year group. 4. Discuss any offers of entertainment from outsiders (such as embassies and sponsors) and identify a suitable time slot (or a way to decline offers deemed not suitable). 5. Identify a MC as early as possible and prepare speaking notes. 6. Liaise with fete coordinator on requirements for the sound system (same as last year or new requirements, such as a sound system in gym). 7. Finalise the entertainment program as early as possible for inclusion in the fete program. Duties for Food Stall Coordinator
1. Decide on range of food stalls (based on last year, plus any new ideas, bearing in mind profitability) and capacity with regard to available marquees and layout constraints. 2. Contact previous food stallholders to see if they would like to coordinate again. Liaise with fete coordinator to advertise for additional stallholders if required. 3. Be the liaison point with embassies to establish their involvement. 4. Collate stall requirements, including power, consumables, tables, chairs, cooking equipment and volunteers. 5. Investigate opportunities to borrow required equipment (i.e. from parents, canteen and local businesses) and best way to purchase consumables (i.e. Costco, Hot Dollar shops or Dowlings) 6. Organise meetings at various points to provide information and field questions (e.g. on pricing and outlays). 7. Provide stalls with a sponsorship letter and provide information on sponsorship process (who they should/shouldn t approach). Discuss best way to seek donations with fete coordinator. For example, it may be better to approach supermarkets with several stall requirements, rather than individual requirements. 8. Provide stalls with food health and safety and selling liquor information. 9. Provide an information sheet on set-up, floats, reimbursements and other requirements. 10. Talk through pricing to ensure things are priced appropriately and get each stall coordinator to make up price list. 11. Liaise with fete coordinator on number of marquees, tables and chairs and cooking equipment. 12. Liaise with the volunteer coordinator on stall volunteer requirements. 13. Work with grounds coordinator to position stalls appropriately. 14. Order or purchase the required disposable/consumable items. 15. Package consumable items by stall the day before the fete to be ready for collection by stalls by 5.00pm. 16. Collect any left over disposable/consumable items left in stalls after the fete, do an inventory and return them to the P&C storeroom, labelled appropriately. 17. Ensure borrowed equipment is collected and returned. Duties for Ground Coordinator 1. Liaise with overall fete coordinator, food and non food coordinators on number of stalls, particular stall requirements/requests and possible layout. 2. Design the layout and provide to coordinators for approval. 3. Mark grounds with fete layout during the week of the fete to assist with erection of marquees. Duties for Non-food Stall Coordinator
1. Decide on range of non food stalls. Aim to have a variety of stalls, including those that will appeal to children and those that the school would like to provide. 2. Contact previous non food stallholders to see if they would like to coordinate again. Liaise with fete coordinator to advertise for other stallholders if required. 3. Collate stall requirements, including power, tables, chairs, equipment and volunteers. 4. Help identify where equipment can be borrowed to reduce costs. 5. Discuss how long the stall will run for during the fete so that if it is unlikely to go the whole time, there is the opportunity to use the stall for other things or to stagger activities so there is always something going on. 6. Encourage stallholders to send out reminders regarding required donations from parents e.g. preserves, tombola jars etc. 7. Organise a meeting or meetings to provide information and field questions (e.g. on pricing and outlays). 8. Provide an information sheet on set-up, floats, reimbursements and other requirements. 9. Talk through pricing to ensure things are priced appropriately and get each stall coordinator to make up price list. 10. Liaise with fete coordinator on required marquees, tables, chairs and other equipment. 11. Liaise with the volunteer coordinator on stall volunteer requirements. 12. Work with grounds coordinator to position stalls appropriately. 13. Ensure that any left-over items after the fete are collected, do an inventory and store them in the P&C storeroom, labelled appropriately. 14. Ensure borrowed equipment is collected and returned. Duties for Publicity Coordinator 1. Develop publicity strategy for agreement by P&C and school executive. 2. Develop a list of all publicity/promotional materials i.e. flyer, poster, program and online advertisements. 3. Assist fete coordinator in seeking a designer and printer. 4. Liaise with fete coordinator on opportunities to promote fete on other websites (i.e. Car Clubs, Alliance Française etc). 5. Liaise with appointed designer and printer on production of materials. 6. Place fete details on online noticeboards and document wording and sites used. 7. Develop media release for approval by P&C President and school executive. 8. Send out media release in the week leading up to the fete and field all media calls. 9. Brief fete spokespeople on interviews, any photo shoot etc. 10. If photo shoot is offered at school, liaise with school to send out required permission slips, notes to parents etc. 11. Organise photographer to take photos on fete day. 12. Prepare a report on publicity results for inclusion in the final fete report. 13. Obtain photos from photographer and file onto CD. Duties for Services Coordinator
1. Organise power supply and liaise with stall coordinators and entertainment coordinator for power requirements. 2. Organise security for set-up day to pack-up day (Friday to Sunday) and for floats for the stalls. Security will also be needed for banking/storage of money. 3. Organise rubbish and recycling service. 4. Liaise with stall coordinators for water supply needs. 5. Liaise with Entertainment Coordinator over sound system requirements. 6. Organise St John s First Aid 7. Set up toilets and hand washing facilities. 8. Help set up a communications system. 9. Liaise with other coordinators and assist as required. 10. Liaise with Grounds Coordinator regarding fête layout and location of services. Duties for Volunteer Coordinator 1. Liaise with food and non food stall coordinators about volunteer requirements. 2. Liaise with fete coordinator for other volunteer requirements (i.e. volunteers to help set up, pack up, collect ice, collect equipment, empty bins on day, help treasurer count money, Brumby Jack s helper, distribute flyers etc). 3. Include a team of floater volunteers (students or parents) to help relieve volunteers on stalls on the day of the fete and some gophers to check on stalls needs. 4. Seek volunteers (parents, teachers, students) using multiple networks and communication channels (Telopea Topics, emails to P&C lists, notices at school, note home in school bags, notice in room 24 for secondary etc). 5. Set up spreadsheet of volunteers by stall/role and contact details. 6. Field enquiries either by email or phone and if cannot provide a response within 24 hours, refer to other members of the fete committee. 7. Provide fete committee and stall holders with final volunteer list. Raffle Coordinator Description pending Community Events Sub-committee The primary responsibilities of the Sub-committee are to: *Seek out fundraising opportunities to raise funds for the P&C *Organise events for the students, teachers and parents of Telopea Park School which provide an opportunity to enhance the school community and if appropriate raise funds. *Liaise with the school executive on approval and coordination of events. *Attend subcommittee meetings on an adhoc basis and provide a monthly report to the P&C Executive.
The demands of this sub-committee is determined by the number of events and fundraising proposals. The Community Events Sub-committee was established to focus on building community spirit in the school with the additional benefit of raising money for certain projects, our current focus is refurbishing the Primary School playground. The members decide on a calendar early in the year that is agreed to by the school. Once dates are set volunteers are called for each event and a project manager coordinates the event. At the moment we are running one event per term which the entire school is invited to with the exception of the Primary School Disco in term 4 (the High School has their own). Our overarching project is a cookbook for release in conjunction with the 90th birthday celebrations for next year. These roles are hands on during the actual event and as we have run them before the pre-event effort is minimal. However with the Art Show which is new as well as cookbook production more time will be involved for these. Traffic and Safety Sub-Committee The goals of the P&C Traffic and Safety Sub-Committee are to ensure that children can safely access the school grounds from wherever their parents park parents can safely drop off and collect their children from the school there is parking available for parents wishing to spend some time at the school e.g., for appointments with staff, to assist with primary school reading programs, and for any other interactions which require any significant length of time. The responsibilities of the Sub-Committee are to liaise with TAMS and the school regarding parking solutions liaise with school families to get feedback and ideas on how to ameliorate the situation continue to campaign for better parking solutions and for a designated, safe dropoff and pick-up zone provide reports as appropriate to the P&C Executive P&C Constitution Sub-Committee Sub-Committee role: generic Assist the Committee on issues arising from time to time about the Constitution of the Telopea Park School Parents and Citizens Association Inc. The time spent by individual members could vary from 20-80 hours per year, subject to the matters under consideration. Sub-Committee role: specific 1. Advise the Committee on Constitutional issues. 2. Prepare Constitutional amendments as necessary to address Constitutional issues. 3. Advise on procedural matters relating to Constitutional amendments.
Sub-Committee chair role 1. Coordinate the business of the Sub-Committee. 2. Convene informal discussions and formal meetings of the Sub-Committee. 3. Liaise with the P&C President and members of the Committee in relation to the business of the Sub-Committee. Sub-Committee members roles Participate in the work of the Sub-Committee under the overall coordination of the Chair. Ground Committee (P&C representative) Description pending Safe School/Health Promoting (P&C representative) Description pending IT Committee (P&C representative) Description pending Curriculum Committee (P&C representative) Attend and contribute to the Curriculum Committee (consists of school executive from both primary and secondary schools and Heads of Department, or their representatives) meetings held once a term (approximately a 1.5 hour meeting) and to report back to the P&C as necessary. Ideally, two P&C representatives are required to sit on this committee. Challenge Committee (P&C representative) Description pending Finance Committee (P&C representative) This requires being the parent rep to assist the school in allocating budget funds between different faculties in the school. A meeting occurs once a year at the beginning of Term 4. This meeting usually takes two hours and there is little or no additional work required before or after the meeting. Commemorative Committee (P&C representative) This is a position for 2013 only. The position requires occasional meetings on Wednesday mornings prior to school. The Commemorative Committee rep. liaises with the school community to garnish support to host celebration events and/or products.