rules

SYDNEY SECONDARY COLLEGE BALMAIN PARENTS AND CITIZENS ASSOCIATION CONSTITUTION

Please refer to the P&C Prescribed Constitution which is a legislated document common to all P&C's. It can be found at <this link>

OUR RULES

1. These rules are made under the constitution of the Sydney Secondary College, Balmain Campus Parents and Citizens Association which was adopted on 14 June 2022. The rules must be read in conjunction with the above constitution.

2. The Association will:

   1. • Participate as much as possible in the activities of the school and communicate with all members of the school community

      • Co-operate in activities of the Federation of Parents and Citizens Associations of NSW including in its District and Regional Councils

      • Promote the interests of public education

The Association shall not exercise any authority over the teaching staff.

or any matter relating to the control or management of the school

3. The financial year of the Association is from 1 January to 31 December. A draft financial statement for the year will be provided to the executive committee by the Treasurer by the end of February in the following year.

4. The Annual General Meeting of the Association shall be held in March of each year in conjunction with, or preceding, the Ordinary General meeting for that month. All committee positions are declared open at the AGM.

5. To encourage community participation and committee renewal, no member shall serve more five years in total on the executive committee. However, if an incumbent has reached their tenure and no new executive members nominate and the position is unfilled, the incumbent may continue and their tenure is reset. This can happen only once per executive.

6. At least one executive committee position is to be made available to a year 7 parent.

7. General meetings are held on the Tuesday of Week 3 and Week 8 of each school term, a total of 8 meetings per year. Preference is for on-site meetings if circumstances allow with hybrid facilities provided. Meetings are scheduled to start at 6.30pm. Any changes to the schedule require 2 weeks’ notice. The schedule of meetings for the forthcoming year should be set at the last meeting of the Association’s financial year.

8. Any person eligible for membership may become a member or renew membership by paying the Treasurer or his/her nominee the required annual membership fee of $5 (or such other fee that is set at the AGM as long as it is not less than 50 cents). Membership remains current until the close of the AGM in the following year. A change in the membership fee will only apply to memberships renewed or taken out following the AGM at which the change occurs.

9. The Secretary or the Treasurer, as agreed by the executive, shall maintain an up to date register of members.

10. At a general meeting a quorum shall be 11 where the membership is 50 or more. If the membership is less than 50 the quorum shall be 5.

11. If a meeting for which due notice has been given does not achieve a quorum within 15 minutes of the advertised starting time the Secretary, or in their absence another office bearer, or in the absence of any office bearers, 5 members of the association, may give 1 weeks notice of a further meeting to carry on the business of the Association.

12. Sufficient notice of a meeting to the members of the Association is achieved if the notice is placed on the P & C news page of the campus website. However, wherever possible, wider notice should be given including in any newsletter that the school distributes to parents and to all member's email addresses held by the P & C.

13. Any item of new business proposed at a general meeting, without prior notice to the members of at least one week, may be deferred to the next available general meeting if a group of members of the Association equal to the quorum for the meeting require that to occur.

14. A general meeting of the Association or the executive may appoint a person or persons to represent the P & C in other forums. Any such representative must report back on their activities to the next general meeting or otherwise as agreed with the executive.

15. Motions put forward at a general meeting should be reduced to writing and given to the Secretary either before or during the meeting, and in any event before the motion is put.

16. All subcommittees should provide a written report, including a financial statement if appropriate, to each general meeting. If a subcommittee fails to provide a report for three consecutive meetings it will be deemed to have lapsed.

17. Any bank account operated by a subcommittee must be created in such a way that the P & C Treasurer has an ability to access the account to determine its status and balance and, in the event of a subcommittee lapsing or no longer having the authority of the P & C to continue, able to close the account and transfer funds to the main P & C account.

18. Subcommittee accounts must be consolidated and audited with the P & C accounts each year.

19. Approval of funds shall be as follows: