Executive Committee

How to Become an Executive Committee Member

1. Decide which role 

In the lead up to the AGM, usually in March each year, have a think about which role or roles you think you'll be a good fit for. Take a look through the role descriptions below.

2. Chat with us

Make sure we know you're interested in a role on the P&C Executive Committee. Please see the expression of interest options below.

We will more than happy to chat you through the position/s that you may be interested in. We can also give you an idea of how many nominations there may be for each role, and which roles we are seeking to fill.

3. Nomination & voting process

There is a formal process to become an Executive member:

1. You will be nominated by a member of the P&C during the AGM.

2. Your nomination will be seconded by a different member of the P&C during the AGM.

3. There will be a vote. All financial members present will vote (or abstain). If your nomination has a majority in favour, you will officially become an Executive Committee member until the next year's AGM. 

(The exception to this process is the Year 6 Coordinator. This role is filled from within the Year 5 parent cohort the year prior.)

Please note that to be voted into an Executive position, you need to be a member of the P&C.

Executive Committee Role Descriptions

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

All Executive members attend the general P&C meetings as well as executive meetings held a fortnight prior to each general meeting during term time.

President

Vice President

Secretary

Treasurer

Public Officer

Music President

Fundraising Coordinator

Class Parent Coordinator

Year 6 Coordinator

General Member

President

The SINPS P&C President is the team leader of the Executive. They need to be a good communicator who can inspire the team to create a vision for the P&C and support the community to achieve its goals. 

The President needs to:

• be familiar with P&C rules, operations and meeting procedures

• provide leadership:

  • work with the Executive to set the P&C direction, build an inspiring vision, and support others to work towards a common goal

  • ensure meetings resolutions are carried out and follow up action items between meetings to ensure progress is made

  • support volunteers and show them they are valued

• set meeting agendas with the Secretary and chair meetings, following P&C meeting procedures:

• act as spokesperson/representative of the P&C. Good communication skills are required to:

  • attend meetings around development issues affecting the school

  • liaise with local councillors and MPs on issues affecting the school community

  • represent the P&C at public events

• foster positive and constructive relationships between the P&C, school and community:

  • ensure that the P&C takes part in decision-making processes in the school

  • sustain lines of communication with the Principal 

  • write weekly newsletter updates on all P&C business to the school, communicating P&C decisions

  • act as the conduit between parents and the school when needed, advising what issues are school issues and which can be dealt with by the P&C

  • workshop ideas with P&C Executive on how to best run and market social and fundraising events

• encourage participation to ensure everyone has a say:

  • work with the Executive on ways to increase participation, welcome new members and ensure existing members feel valued

• be the accountable officer in all employment and OSH issues:

  • SINPS P&C currently has staff across the Canteen and Music Administration, plus our Sports Coordinator as a contractor 

  • work with the Treasurer to ensure staff contracts are up-to-date, staff are well supported, and any staff issues are dealt with

  • be one of the signatories on P&C bank account, authorise payments as required, and

  • work with event organisers to ensure they understand P&C obligations and OHS requirements (including signing off on event insurance applications).

Vice President

Our Vice President supports the President and other Executive Committee members if required. They need to:

• step into the role of the President if they are unavailable (chairing meetings or when representing the P&C)

• be familiar with the operation of the P&C and should understand meeting rules and procedure

• support the President, Secretary, and Treasurer in their roles

• support marketing related tasks

• be one of the signatories on P&C bank account, authorise payments as required, and

• assist or play key role/s in organising and delivering P&C social and fundraising activities.

Secretary

Our Secretary manages P&C official correspondence. They need to:

• prepare meeting agendas in conjunction with the President

• prepare and provide a notice to members of upcoming meetings

• take minutes at P&C meetings, and prepare and circulate draft minutes 

• prepare and distribute finalised minutes to members

• handle and table correspondence

• deal with administrative tasks related to meeting decisions

• maintain the official records of the P&C, including the constitution, by-laws, rules, policies and procedures, ABN details, register of members and meeting attendance

• maintain a Volunteer Register at every site and activity at which volunteers are working on behalf of the P&C

• organise, record and maintain P&C documents on the shared Google Drive, and 

• assist or play key role/s in organising and delivering P&C social and fundraising activities.

Treasurer

As our money manager, the Treasurer needs to have a good grasp of facts and figures and a willingness to dot the i’s and cross the t’s. An enthusiasm to research and implement better banking products or ways to streamline financial processes is highly desirable. The Treasurer needs to:

• ensure the P&C complies with financial accountability requirements, including financial records

• be a signatory on all P&C bank accounts

• prepare an annual budget, in consultation with the P&C Executive

• supply financial reports at each meeting

• prepare the annual financial statements, in conjunction with the P&C's external bookkeepers, for presentation at the AGM

• manage audits when required 

• take new membership and membership renewal fees

• monitor wages and ensure all accounts are current and reconciled

• ensure accounting is open and transparent, and welcome questions, and

• assist or play key role/s in organising and delivering P&C social and fundraising activities.

• The Treasurer currently also manages the SINPS P&C website.

Public Officer

As an incorporated association, our Public Officer is the official point of contact and one of the authorised signatories of the P&C (on official documents, not bank accounts).  They need to:

• notify Fair Trading of any change in P&C Association's official address within 28 days

• collect all P&C Association documents from former Executive Committee members and deliver the documents to the relevant new Committee member

• return all P&C Association documents to an Executive Committee member within 14 days, upon vacating office

• act as the official contact for the P&C Association, including taking delivery of documents served on the Association and bring them to the attention of the Executive Committee as soon as practicable

• keep custody of any documents as required by the constitution, and

• assist or play key role/s in organising and delivering P&C social and fundraising activities.

Music President 

Heading up our highly engaged Music Committee, the SINPS Music President oversees 8 ensembles with over 200 students participating. Our Music President needs to:

• coordinate and chair Music Committee meetings to plan and discuss music program ideas and activities

• ensure that meetings are properly convened and meeting procedures are adhered to

• liaise with the Music School Liaison teacher, the P&C Executive, the school community and volunteers on matters relating to the music program

• present a Music President's report during P&C meetings and an annual report at the P&C AGM

• oversee the purchase and maintenance of SINPS music equipment

• maintain records of hire fees sales, and

• assist or play key role/s in organising and delivering P&C social and fundraising activities.

Fundraising Coordinator

The Fundraising Coordinator enthusiastically plans, oversees and coordinates the P&C's fundraising events. They budget for and maintain records of all events, expenditure and income received from each event. They need to:

• continue existing fundraising activites and present new fundraising ideas to the P&C as needed 

• plan fundraising activities for the year ahead, including preparing budgets with data provided by the Treasurer

• coordinate delivery of fundraising activities, delegating to Executive Committee members as needed

• work alongside the Year 6 Coordinator to effectively time Year 6 and P&C fundraising events and communications to optimise fundraising outcomes

• liaise with the Principal, the P&C Executive, the school community and volunteers on matters relating to fundraising, and

• present a Fundraising update during P&C meetings and an annual report at the AGM.

Class Parent Coordinator

Our Class Parent Coordinator is the liaison point between the P&C and school, and all parents, via Class Parents. They need to: 

• administer the SINPS WhatsApp Commmunity

• represent Class Parents, providing important feedback, during P&C meetings

• distribute information from the P&C and school via Community Announcements

• coordinate other Announcements where necessary, particularly at key times of year

• set up WhatsApp Class Groups at the beginning of Term 1 and facilitating families to join groups

• manage nominations and appointments of a Class Parent/s for each SINPS class at the beginning of Term 1

• assist Class Parents in their roles, informing them of their new role and responsibilities, and

• assist or play key role/s in organising and delivering P&C social and fundraising activities.

Year 6 Coordinator

The Year 6 Committee Coordinator heads up the Year 6 Committee, which organises a range of events and activities for students during their final year together at SINPS. The Year 6 Coordinator needs to:

• budget for all Year 6 Committee activities throughout the year, inlcuding planning income and expenses for each activity/event. This includes Year 6 jerseys, the Yearbook, and the Formal Dinner.

• lead the Year 6 Committee, effectively facilitating group decisions. This may include determining whether the Formal Dinner will be paid for using funds raised via events coordinated by the Committee during the year, or by charging Year 6 students a fee to attend

• prepare budgets with data provided by the Treasurer, and

• work alongside the P&C Fundraising Coordinator to effectively time Year 6 and P&C fundraising events and communications to optimise fundraising outcomes.

General Member of the Executive

Our highly valued General Members play a key role in the decision-making and delivery of social and fundraising activities. There is no limit to the number of General Members on the Executive Committee. Generally, they need to:

• take part in Executive meetings and decisions

• assist other Executive members as required, and

• assist or play key role/s in organising and delivering P&C social and fundraising activities.