The CHS P&C is led by the P&C Executive Committee.  The Executive Committee includes mandatory positions specified by the P&C Constitution (President, 2 Vice-Presidents, Secretary and Treasurer), and up to six other members nominated by the P&C.  The Executive Committee prepares the draft budget each year, schedules general meetings and well-being events, reviews funding requests, and makes recommendations to the general P&C membership.  The Executive Committee works closely with the School Principal.

At the CHS P&C Annual General Meeting (AGM), all positions are declared vacant and nominations and voting takes place to form the new executive for the following year. The AGM is usually held in November.

NB: Only financial members of the P&C can stand for these positions.

Office Bearers (5 positions)

President

  • Convenes P&C Executive Meetings, as required, and usually not more than one/month
  • Presides at all P&C meetings unless absent and then one of the Vice-Presidents takes the chair
  • Ensures the successful functioning of the P&C and the attainment of the P&C’s objectives
  • Fosters fair participation of all members
  • Ensures that the P&C takes part in the decision-making process in the School through regular meetings with the School Principal
  • Drafts P&C contributions to the School newsletter (twice per term)
  • Ensures consistent adherence to the P&C Constitution
  • Is a member of all sub-committees (ex officio)

Vice-Presidents (2)

  • Attends P&C Executive Meetings as required but usually not more than one/month
  • In the absence of the President, presides at P&C meetings
  • Supports the President as required
  • Welcomes new members to meetings
  • Identifies and applies for external funding opportunities

Treasurer

  • Attends P&C Executive Meetings as required but usually not more than one/month
  • Responsible for complying with financial accountability requirements
  • Receives and deposits monies, maintains records, draws cheques and presents accounts to each general meeting
  • Presents all records for auditing each year and hands over all records to the incoming treasurer on relinquishing office
  • Manages the P&C’s paid bookkeeper position (see below)

Secretary

  • Attends P&C Executive Meetings as required but usually not more than one/month
  • Attends every P&C meeting and keeps a record of all business conducted at meetings
  • Prepares meeting agendas in consultation with the President, emails agenda and minutes to all members
  • Collects and tables all correspondence
  • Maintains a register of financial P&C members, and records meeting attendance of members
  • Is responsible for ensuring that the decisions of the meetings are carried out 
  • Manages electronic storage of all P&C documents
  • Hands over all records, minutes, account books etc. to incoming secretary on relinquishing office

Non-Office Bearers (up to 6)

The CHS P&C Executive Committee comprises non-Office Bearer members.  They usually hold one of the following roles within the P&C:  Uniform Shop Convenor, Building Projects Convenor, Locker Coordinator, P&C Facebook page Coordinator, P&C Website Coordinator.  These Executive members may also suggest and lead other special initiatives on behalf of the P&C.  These roles are identified and appointed at the P&C’s AGM each year.

Uniform Shop Convenor

  • Maintains Uniform Shop policies
  • Liaises with the P&C and CHS Principal on major issues
  • Liaises with volunteers and employees to support the Uniform Shop’s operations
  • Works with the Uniform Shop Manager to prepare and present reports
  • Convenes Uniform Shop Sub-committee meetings once a term
  • Attends P&C Executive Meetings as required but usually not more than one/month
  • Provides regular updates about the Uniform Shop at P&C general meetings

Building Projects Convenor

  • Convenes Building Committee Meetings as required
  • Oversees the delivery of P&C-funded building-related including liaising with contractors  and suppliers as necessary
  • Attends P&C Executive Meetings as required but usually not more than one/month
  • Provides regular updates about building projects at P&C general meetings

Locker Co-ordinator

  • Responsible for the P&C’s Locker hire service for Year 7 students
  • Attends CHS’s Orientation Day (usually in November) to provide information about Locker hire to parents
  • Responds to any queries from parents regarding locker hire
  • Arranges for online payments for locker bookings for the following year’s Year 7 students (in consultation with the P&C’s bookkeeper)
  • Allocates new lockers to Year 7 students who have paid hire fees at the beginning of the year
  • Keeps a waiting list so lockers can be allocated during the year if they become available
  • At the end of year checks lockers, collects locker padlocks and arranges refund deposits
  • Attends P&C Executive Meetings as required but usually not more than one/month
  • Provides updates about lockers at P&C general meetings as required

Facebook page and Website Administrator(s)

  • Maintains the P&C’s facebook page and/or website and any updates 
  • Approves new members to the P&C facebook page
  • Liaises with external vendors for any technical support, as required
  • Attends P&C Executive Meetings as required but usually not more than one/month
  • Provides updates about the P&C’s facebook and website at P&C general meetings as required

Fundraising Co-ordinator

  • Oversee the various fundraising and social activities run by the P&C.

Other Positon

Bookkeeper (paid position)

  • Liaises with the P&C Treasurer and auditor
  • Pays wages, maintains wage records, pays superannuation quarterly, prepares monthly, quarterly and annual financial reports for the Uniform Shop Sub-committee
  • Ensures all financial records are properly kept and are accurate

Uniform Shop and Building Project Sub-Committees

The CHS P&C has two sub-committees:  the Uniform Shop Sub-committee and the Building Project Sub-committee.  Each sub-committee is led by the appointed Convenor and includes parent volunteers who are financial members of the P&C.

The Uniform Shop and Building Project Convenors are responsible for managing their respective sub-committee, including the following:

  • Chairs sub-committee meetings
  • Provides advance notification of sub-committee meetings to the P&C Executive
  • Arranges for minutes to be kept of meetings and forwards an electronic copy of the minutes to the Secretary for document storage
  • Reports back at each P&C General Meeting, or if unavailable, delegates to a committee member
  • Emails reports prior to the P&C General Meeting to the Secretary.