CONSTITUTION AND BY-LAWS
LORD BYNG ELEMENTARY SCHOOL
PARENT ADVISORY COUNCIL
CONSTITUTION AND BY-LAWS
TABLE OF CONTENTS
SECTION 1 NAME
SECTION 2 DEFINITIONS
SECTION 3 MISSION STATEMENT
SECTION 4 OBJECTIVES
SECTION 5 MEMBERSHIP
SECTION 6 EXECUTIVE
SECTION 7 DUTIES OF OFFICERS
SECTION 8 ADDITIONAL EXECUTIVE OFFICERS
SECTION 9 STANDING AND SPECIAL COMMITTEES
SECTION 10 MEETINGS
SECTION 11 QUORUM
SECTION 12 VOTING
SECTION 13 NOMINATIONS
SECTION 14 ELECTIONS
SECTION 15 FINANCES
SECTION 16 CONSTITUTION AND BY-LAW ADMENDMENTS
SECTION 17 PROCEDURE
SECTION 18 CODE OF CONDUCT
SECTION 19 DISSOLUTION
LORD BYNG ELEMENTARY SCHOOL
PARENT ADVISORY COUNCIL
CONSTITUTION AND BY-LAWS
SECTION 1 NAME
The organization shall be the Lord Byng Elementary Parent Advisory Council (hereafter
referred to as the “P.A.C.) in accordance with the School Act – Bill 67 – Division 2.
SECTION 2 DEFINITIONS
“Community” – refers to the municipality of Richmond, B.C.
“Parent” – in accordance with the School Act, is the guardian of the person of a student,
or the person legally entitled to the custody of a student, or the person who usually has
the care and control of a student attending the school.
“Principal” – refers to the chief administrator of the school.
“School” – refers to Lord Byng Elementary School
SECTION 3 MISSION STATEMENT
The P.A.C. is dedicated to the education and well-being of the child. The P.A.C.’s
primary mandate is to promote effective communication between the home and the
school. The P.A.C. shall encourage parents: to acknowledge the world of the classroom,
support the role of the teacher, participate in meaningful educational activities and
decision making, strengthen the role of families in education and schooling, and foster
meaningful parent participation.
SECTION 4 OBJECTIVES
4A. NON-PROFIT STATUS OF P.A.C.
4A.1 The P.A.C. shall be carried on without purpose of gain for its members, and any profits or
other gains to the organization shall be sued in promoting the objectives of the P.A.C.
4.1 To enhance communication between:
The parents School Administration
The students AND and staff
Community Board of Trustees
Other Stakeholders School District No. 38
4.2 To review, discuss and make recommendations to the school administration and staff on:
• School policy and procedures
• Programs and services
• Facilities and equipment
• Parent/community education
• Learning resources
The P.A.C. may not discuss individual personnel, students, or parents.
4.3 To foster the spirit of cooperation between the home and the school.
4.4 To contribute to the effectiveness of the school by promoting the involvement of parents
and other community members.
SECTION 5 MEMBERSHIP
5.1 All parents of students registered at Lord Byng Elementary School shall be voting
members of the P.A.C.
5.2 Administration and staff (teaching and non-teaching) of the school shall be non-voting
members of the P.A.C.
5.3 The P.A.C. may cooperate and be members of other organizations that are in keeping
with our Mission Statement and Objectives.
SECTION 6 EXECUTIVE
6.1 The executive shall be elected at the general meeting to be held in May. The number of
positions shall be flexible to meet the interest and needs of the P.A.C. but must include
the following officers: President, Past-president or Vice-president, Secretary and
Treasurer. The Past-president position may be held by any person who has held the
position of President at Lord Byng Elementary P.A.C. in the past. If no Past-president is
possible, a Vice-president shall be elected. The positions of Secretary and Treasurer may
be amalgamated into one position.
6.2 Specific executive positions may be determined at the first executive meeting by those
elected.
6.3 A school administration staff member may be a non-voting member of the executive.
6.4 Shall carry out such commitments as directed by the P.A.C.; make suggestions,
recommendations, and transact routine and emergent business as necessary.
6.5 Shall hold meetings at the discretion of the President and the Executive members.
Extraordinary meetings may be called by the President.
6.6 The Executive may appoint a member to fill any vacancies not filled at the annual general
meeting or that may occur through resignation for the remainder of the current term of
office.
SECTION 7 DUTIES OF OFFICERS
7.1 President
• Shall convene and preside at all executive, general and special meetings.
• Shall take such action or ensure that such actions are taken by others to achieve
objectives and purpose of the P.A.C.
• Shall establish committees where authorized to do so by the Executive or
membership.
• Shall, in consultation with the school administration, ensure that agenda is prepared
and presented.
7.2 Past-President
• Shall help smooth transition between presidents.
• Assist and advise the P.A.C.
• Act as a consultant for the President.
• Chair the nominating committee.
When there is not Past-president, the Vice-president shall assume the duty of the chair of
the nominating committee in addition to the duties listed below.
7.2 Vice-president
• Shall assume the duties and responsibilities of the President in the President’s
absence.
• Shall carry out such duties as may be assigned by the President or Executive.
7.3 Secretary
• Shall keep full and accurate minutes of all P.A.C. and Executive meetings, and
present them for approval at the next appropriate meeting of the P.A.C.
• Shall issue and receive all correspondence on behalf of the P.A.C.
• Shall make all business arrangements attendant to the holding of any meeting of the
P.A.C.
7.4 Treasurer
• Shall receive, collect and deposit in the P.A.C. account all funds of the P.A.C.
• Shall be one of the signing officers of the P.A.C. account.
• Shall prepare a written year-end financial report for the annual general meeting.
SECTION 8 ADDITIONAL EXECUTIVE OFFICERS
8.1 Titles and duties of additional positions may be added at any time as determined by the
P.A.C.
SECTION 9 STANDING AND SPECIAL COMMITTEES
9.1 Shall be established by the Executive or upon recommendation of the membership for set
purposes. The Executive shall establish specific guidelines for each committee.
9.2 Each chairperson of a committee shall present a report of the committee’s work at such
time as the Executive decides.
9.3 Members may be appointed to committees by the Executive.
9.4 Special committees shall be automatically dissolved at the conclusion of their duties.
SECTION 10 MEETINGS
10.1 Regular general meetings shall be scheduled by the Executive and called by the
President.
10.2 Executive meetings shall be held at the discretion of the President and the Executive.
10.3 Special meetings may be called at the request of the President.
10.4 The Executive may invite persons other than members to attend meetings of the P.A.C.
but they shall not be eligible to vote on any matter before the P.A.C.
10.5 The annual general meeting shall be held in May of each year.
SECTION 11 QUORUM
11.1 Shall be the voting members present at any duly called executive, special or general
meeting (a minimum of five (5) persons should be present).
SECTION 12 VOTING
12.1 All parents shall be entitled to one vote.
12.2 Voting shall be by a show of hands or by ballot at the discretion of the President.
12.3 A simple majority of the votes cast by voting members present at the meeting except as
otherwise provided herein shall decide all business coming before the P.A.C.
12.4 The President may not cast the deciding vote.
12.5 The President may postpone a vote for one meeting to allow additional participation by
members.
SECTION 13 NOMINATIONS
13.1 A Nominating Committee Chairperson shall be appointed by the President by March of
each year.
13.2 A letter of notice of nominations should be distributed to all parents in the school at least
thirty (30) days prior to the annual general meeting.
13.3 Only eligible parents may stand for election to office.
13.4 Nominations shall be submitted prior to the general meeting. The nominating committee
shall prepare a list of nominees.
13.5 Additional nominations shall be accepted from the floor during the May general meeting
provided the nominee is present or a letter indicating the nominee’s willingness to stand
is filed with the nominating committee.
SECTION 14 ELECTIONS
14.1 The Election of the executive shall take place at the annual general meeting in May of the
school year.
14.2 The term of office for any one position shall be from the adjournment of the annual
general meeting in May to the adjournment of the annual general meeting the following
year.
14.3 An elected officer shall not hold the same position for more than two consecutive years.
SECTION 15 FINANCES
15.1 All funds of the P.A.C. will be on deposit in a chartered bank, credit union or any
financial institution registered under the Bank Act in the municipality of Richmond.
15.2 The Executive shall name two signing officers, one of whom will be the Treasurer. The
school shall name two signing officers, one of whom shall be the Principal. The signature
of one Executive and one school signing officer shall be required on all withdrawals from
the account.
15.2a The signing authorities on the gaming commission account will require the signatures of
the P.A.C. Treasurer and one other Executive officer.
15.3 All expenditures in excess of one hundred dollars ($100.00) will be first presented to and
voted on by the Executive, and then approved by a majority at a general meeting.
15.4 A budget and tentative plan of expenditures should be drawn up by the Executive and
presented for approval at a general meeting prior to the end of November of each year.
15.5 A need for audit will be agreed upon by the members at any general meeting, whereupon
an independent auditor may be appointed as needed.
15.6 The accounting books of the P.A.C. are to be open for inspection by any member upon
written request to the Executive.
SECTION 16 CONSTITUTION AND BY-LAW AMENDMENTS
16.1 Amendments may be made at any general meeting of the P.A.C. at which business is
conducted, provided:
• Written notice of the meeting has been given to all members at least fourteen (14)
days in advance of such meeting.
• The notice of the meeting included notice of the specific amendment proposed.
• A two-thirds (2/3) majority vote of those voting members present at the meeting is
attained to amend the Constitution and By-laws.
16.2 Amendment(s) to the Constitution or By-laws should be submitted to the Board of
trustees of School District No. 38 for their information.
SECTION 17 PROCEDURE
17.1 Meetings will be conducted efficiently and with fairness to the members present.
17.2 In the event of procedural disagreement at any P.A.C. meeting, “Robert’s Rules of
Order” will be used to govern all matters of procedure unless they are in conflict with the
Constitution and By-laws of the P.A.C.
17.3 As required by the School Act, the P.A.C. will prepare a statement for submission to the
Board of Trustees of School District No. 38 for recognition as the Parent Advisory Council
for Lord Byng Elementary School.
SECTION 18 CODE OF CONDUCT
18.1 The P.A.C. is not a forum for the discussion of individual school personnel, students,
parents or other individual members of the school community.
18.2 An Executive member who is approached by a parent with concern relating to Section 18
is in a privileged position and must treat such discussion as confidential.
SECTION 19 DISSOLUTION
19.1 The decision to dissolve shall be made at a special meeting under the same procedure to
be used for Section 16.
19.2 Upon winding up or dissolution of the Society, the assets which remain after payment of
all costs, charges and expenses which are properly incurred in the wind-up shall be
distributed to such charitable organization or organizations registered under the provision
of the Income Tax Act (Canada) as may be determined by the members of the Society at
the time of winding up or dissolution. This provision shall be unalterable.
19.3 All records of the P.A.C. shall be placed under the Jurisdiction of School District No. 38
in the person of the Principal of the school.
June 13, 1990
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