Roles of the P&C

P&C Executive and Sub-Committee Role Descriptions

The following role descriptions are intended as a guide only. Each role may vary depending on the individual that fulfills the position and the requirements of the committee at the time. 

President

The president is responsible for the overseeing of the P&C and the associated committees, presiding and running the P&C meetings and liaises with the NSW P&C Association and the Principal over any P&C and school matters. The president is responsible for: 

• The successful functioning of the P&C. 

• Fostering participation of all members. 

• Welcoming new members & supporting volunteers. 

• Chairing Meetings. 

• Signatory on bank accounts. 

• Acting as the P&C spokesperson. 

The President is automatically a member on sub-committees. 

Vice-President x2

In the absence of the President, one of the Vice Presidents presides over the meeting. The Vice Presidents support the role of the President and may be required to: 

• Chair meetings or parts of meetings under the direction of the President. 

• Chair meetings in the absence of the President. 

• Signatory on bank accounts. 

• Take on the responsibility of supporting / leading sub-committees. 

• Represent the President if the President is not available. 

Secretary

The Secretary shall attend meetings and keep a record of all business conducted, collect and receipt any mail received, and then hand the mail onto the appropriate sub-committees. 

The Secretary is responsible for: 

• Taking minutes at meetings. 

• Writing outgoing correspondence. 

• Maintaining records. 

• Signatory on bank accounts. 

• Receive and table incoming correspondence. 

• Give notice of meetings. 

• Maintain official records. 

Treasurer

 The Treasurer receives and deposits monies, maintains records, pays bills and presents accounts to each meeting, and presents all records for auditing each year. 

The Treasurer is responsible for: 

• Receiving and depositing money. 

• Maintaining records. 

• Paying bills and presenting accounts. 

• Being a signatory on bank accounts. 

• Ensuring books are kept up to date. 

• Organising and co-ordinating the annual audit of books. 

• Reporting of all transaction and a bank reconciliation at P&C meeting, an annual report to be presented at P&C AGM. 

Canteen Convenor

The role of the canteen convenor is to preside at canteen committee meetings in a fair, democratic and unbiased manner and to oversee the operations of the canteen on behalf of the P&C. The Canteen Convenor is accountable to the Principal and the P&C. 

The Canteen Convenor is responsible for: 

• Maintaining canteen committee rules and policies. 

• Ensuring that meetings are properly convened according to the Canteen Sub-Committee rules. 

• Ensure that proper meeting procedures are adhered to. 

• Act impartially in the best interest of the members of the Canteen Sub-Committee. 

• Liaising with the School Principal, the P&C President, the School community, paid staff and volunteers on matters relating to the canteen. 

• Report to the Canteen Sub-Committee on matters of importance. 

• Present a written report to the P&C at monthly meeting and an annual report at the P&C AGM. 

• Coordinate a stocktake at the end of each term with any two Canteen Sub-Committee members. 

Fundraising Convenor (Associated with one of the two VP roles)

The Fundraising Convenor plans, oversees and co-ordinates fundraising events. They maintain records of all events, expenditure and income received from each event. The Fundraising Convenor reports to the P&C. 

• Co-ordinate and chair meetings to plan and discuss fundraising ideas which will then be taken to the P&C meeting for approval by the P&C. 

• Organise fundraising initiatives. 

• Ensure that meetings are properly convened according to the Fundraising Sub-Committee rules. 

• Ensure that proper meeting procedures are adhered to. 

• Act impartially in the best interest of the members of the Fundraising Sub-Committee. 

• Liaising with the School Principal, the P&C Executive, the School Community and volunteers on matters relating to fundraising. 

• Present a report to the P&C at monthly meeting and an annual report at the P&C AGM 

Communications Officer (Associated with one of our VP roles)

Is responsible for ensuring that all upcoming business and any matters of business are advertised in the newsletters or online, or as notes to keep the school community informed about P&C business. 

• Prepare P&C news for inclusion in the newsletter on a fortnightly basis. 

• Liaise with office staff on a fortnightly basis in regard to newsletter contributions. 

• Liaise with the Principal in regard to publicly promoting the school. 

• Liaise with P&C President and sub-committees for newsletter contributions. 

• Archive any published articles 

• Maintain Beechwood P&C Social Media information

• Update Beechwood P&C Website