SECTION I. NAME
The name of the organization shall be the Campus View Parent Advisory Council (CVPAC).
SECTION II. MISSION STATEMENT
1. The CVPAC is dedicated to the education and the well being of the child. The CVPAC’s primary mandate is to promote effective communication between the home and school. The CVPAC shall encourage parents to participate in educational activities and decision making, to strengthen the role of families in education and schooling and to foster parent participation.
2. The business of CVPAC shall be carried on without purpose of financial gain for its members and any profit or accretions to the CVPAC shall be used for promoting its purposes.
SECTION III. OBJECTIVES
1. The objectives of the CVPAC will be to enhance communication between parents and the school administration.
2. To review, discuss, and make recommendations to the school administration on:
- School policy and procedures
- Extracurricular programs and services
- Facilities and equipment
- Parent/community education
- Learning resources
- School initiated planning process
3. To promote cooperation between the home and the school in providing for the education of children.
4. To contribute to the effectiveness of the school by promoting the involvement of parents and other community members.
SECTION IV. MEMBERSHIP
- All parents and guardians of students registered at Campus View Elementary School shall be voting members of the CVPAC. This includes administration and staff (teaching and non-teaching) who are parents and guardians of students registered at Campus View Elementary School.
- Administration and staff (teaching and non-teaching) who do not have children attending Campus View Elementary School shall be non-voting members of the CVPAC.
- Members of the school community who are not parents of students currently in Campus View Elementary School shall also be non-voting members of the CVPAC.
SECTION V. EXECUTIVE
1. Executive Positions: The members shall elect a slate of officers from the voting members for each school year. To encourage involvement in CVPAC, especially of new members, it is recommended that no members shall hold more than one (1) office at a time, except by authority of the membership for special circumstances. Number and position of Executive should be determined by local organizational needs, but should include the following:
- Shall be familiar with the constitution and by-laws, and the policies
- Shall convene and preside at all membership, special and executive meetings
- Shall ensure that an agenda is prepared and presented
- Shall appoint committees where authorized to do so by the executive or membership
- Shall take such action or ensure that such actions are taken by others to achieve the objectives and purpose of the CVPAC
- Shall be the official spokesperson for the CVPAC
- Shall be one (1) of three (3) signing officers as per Section XIV(5)
(b) Past President
- Shall help make smooth transition between presidents
- Shall act as a consultant for the president
(c) Vice President
- Shall assume the responsibilities of the President in the President’s absence
- Shall be the class rep coordinator
- Shall accept extra duties as required
- Shall record the minutes of membership, special and executive meetings
- Shall issue and receive correspondence on behalf of the CVPAC Campus View Parent Advisory Council Constitution 3 of 6
- Shall be responsible for and report on the financial accounts of CVPAC
- Shall, with the assistance of the Executive, draft a budget and tentative plan of expenditures as per Section XIV(1)
- Shall receive and deposit all CVPAC revenue
- Shall disburse as approved by the annual budget, the Executive, or by a decision of a general meeting
- Shall present a financial report to all CVPAC meetings
- Shall prepare and publish a Treasurer’s Report as per Section XIV(6)
- Shall ensure that required filings are made in a manner consistent with applicable legislative and regulatory provisions
- Shall be one (1) of the three (3) signing officers as per Section XIV(5)
2. Non-Executive Positions. The group shall appoint the following non-executive positions from the voting members for each school year:
(a) BCCPAC Representative
- Shall attend CVPAC and BCCPAC meetings
- Shall report back to the CVPAC
- Shall seek input from the CVPAC when requested by BCCPAC
(b) Newsletter Editor
- Shall compile and produce CVPAC newsletter
(c) Call Back Coordinator
- Shall coordinate and train volunteers to implement school call back program
3. Executive Meetings The Executive sets Executive meetings as needed.
4. Vacancy on Executive If any officer resigns during a term of office or if any office is not filled at the time of elections, the Executive may appoint a voting member of the CVPAC to fill the vacancy until election.
5. Remuneration The CVPAC shall not remunerate any director or officer for being or acting as a director or officer, but may reimburse a director or officer for all expenses necessarily and reasonably incurred, and approved in advance by the membership, while engaged in the affairs of the CVPAC.
6. School Planning Council (SPC) Three parent representatives to the SPC shall be elected annually from parents of students enrolled in the school, who are not employees of any school district. One of the representatives must be an elected officer of the CVPAC. (School Act, s. 8.1(3)(c), 8.1(4), and 8.1(7)). The elected officer of the CVPAC who is a member of the SPC shall:
- Represent and speak on behalf of the CVPAC at SPC meetings
- Take direction from the general CVPAC membership
- Report back to the CVPAC at meetings
SECTION VI COMMITTEES
- Committees are responsible to the Executive.
- Committee chairs shall be appointed by the President as needed.
- Committees shall report to the CVPAC meetings as needed.
SECTION VII ELECTIONS
Election terms for each member of the Executive identified below shall be one (1) year in length, from February 1st to January 31st.
- Vice President
The term of office for parent representatives on the School Planning Council shall be one (1) year in length from February 1st to January 31st (School Act, s. 8.1(6)):
SECTION Vlll ELECTION PROCEDURES
- Election of the Executive positions of President, Vice President, Secretary and Treasurer will take place during the Annual General Meeting which will be in January each year.
- Each member of CVPAC shall be entitled to one (1) vote.
- If contested, voting shall be done by secret ballot, or by such other means as the membership shall determine.
- The election of the School Planning Council representatives will take place during the CVPAC Annual General Meeting which occurs in January of each year. If the CVPAC Executive member of the School Planning Council chooses to step down from their position before the term is up, an election will be called to replace the CVPAC meeting to replace the CVPAC Executive representative.
- The election of parent representatives to the School Planning Council must be by secret ballot (School Act, s. 8(6))
SECTION IX NOMINATIONS
- A “Nominations Committee” shall be formed at the November meeting prior to the Executive elections.
- The Past President or an appointed voting member shall chair the Nomination Committee.
- The Nomination Committee shall consist of a Chair and at least one (1) other voting member.
- No Nomination Committee members shall be standing for election.
SECTION X MEETINGS
- Time, date and frequency of meetings will be set by the membership at the September meeting.
- The Executive with a minimum of seven (7) days’ notice may call extraordinary meetings.
SECTION XI QUORUM
A minimum of six (6) voting members, including Executive members, present at any duly called meeting shall constitute a quorum. A two-thirds (2/3) majority vote of those voting members present at the meeting will be required to pass a motion; abstentions shall be included.
SECTION XII CONSTITUTION AMENDMENTS
Amendments to the Constitution and By-laws of the CVPAC may be made at any meeting at which business is conducted, providing:
- Fourteen (14) days minimum written notice of the meeting has been given to all members
- The notice of the meeting included notice of the specific amendments proposed
- A two-thirds (2/3) majority vote of those voting members present at the meeting will be required to amend the Constitution and By-laws; abstentions shall be included.
SECTION XIII PROCEDURE
- Meetings will be conducted efficiently and with fairness to the members present.
- If procedural problems should arise, “Robert’s Rules of Order” will be used to resolve the situation, unless they are in conflict with the guidelines in this Constitution.Campus View Parent Advisory Council Constitution 6 of 6
SECTION XIV FINANCES
- A budget and tentative plan of expenditures should be drawn up by the Executive and presented for approval at a CVPAC meeting prior to the end of October of each year.
- The Executive may approve expenditures up to a total of $500 prior to the establishment of the budget, subject to funds being available, and the expenditure remaining consistent with the mission and objective of the organization as well as all applicable legislation and regulations.
- All funds of CVPAC other than petty cash amounts and floats required from time to time will be on deposit in a bank or financial establishment registered under the Bank Act (Canada) or the Financial Institution Act (BC) as amended from time to time.
- The Executive shall name at least three (3) signing officers, two (2) of whom will be the Treasurer and the President, for banking and legal documents. Two (2) signatures will be required for these documents. Additional signing officers will be any CVPAC voting member.
- Treasurer’s Reports to all members shall be published in the CVPAC/school newsletter, posted on the school web site, or posted to the CVPAC bulletin board.
- The members at any meeting may vote upon a need for audits, whereupon an independent Auditor may be appointed as needed.
XV CODE OF CONDUCT
- The CVPAC is not a forum for the discussion of individual school personnel, students, parents, or other individual members of the school community.
- An Executive member or any member representing the CVPAC who is approached by a parent with a concern relating to an individual is in a privileged position and must treat such discussion with discretion, protecting the confidentiality of the people involved.
SECTION XVI DISSOLUTION
- In the event that the CVPAC should be wound up or dissolved, the remaining assets, after payment of all debts and liabilities, shall be turned over to a recognized charitable organization with purposes similar to those of the CVPAC or if this cannot be done, to another recognized charitable organization, as defined in the Income Tax Act (Canada), in the province of British Columbia, as may be determined by the members of the CVPAC at the time of winding up or dissolution.
- All records of the organization shall be placed under the jurisdiction of School District #61 (Greater Victoria) in the person of the principal of the school.
- Articles II(2), V(5) and XVI(1) are unalterable. Originally adopted December 8, 1998 Amended June 11, 2002 Amended December 9, 2003 Amended January 12, 2006 Amended February 6, 2008 Amended May 6, 2009