ST GERARD’S PARENTS & FRIENDS
1. STATEMENT OF PURPOSE
St Gerard’s Parents and Friends (P & F) exists to support the school. Its role
is a social one to organise events, raise funds and assist in building a real
sense of community within the school whilst doing this.
While there is no set fundraising target for the year, all funds raised go to
improving the school environment, and/or purchasing resources, which in
turn, directly benefits all students.
The PA support and adhere to all St Gerard’s School Policies including the
Anaphylaxis Policy at all times and the Financial and Administrative
Procedures Manual-Catholic Primary Schools.
2. ROLE OF PARENTS AND FRIENDS

Support the Parish Education Board (PEB) in their mission for our Parish
School.

Welcome and induct new families into St Gerard’s school.

Welcome all parents and interested members of the Parish to work
with us.

Recognise that leadership is not centralised and members of our
community can be responsible for individual events without being
involved in every other activity

Participate at termly meetings as often as possible. These are generally
held during the school day. The time is negotiated by the committee
members at the start of the school year.

Plan and co-ordinate the organization and implementation of events
that the Parents and Friends have agreed to carry out.

Assist each other with these events whenever possible.

Encourage the expression of opinions and respect the opinions of
others-making decisions in a spirit of co-operation and consensus.

Collaborate and communicate with the Principal and Parish Priest
through the School Representative on the PEB.

Ensure that the PEB is informed of P & F activities

Liaise with School Office staff regarding financial matters.
3. MEMBERSHIP
All parent & guardians of children in the school community are members of
the PA. The four executive positions are elected annually at the Annual
General Meeting. The Principal or the Principal's nominee shall be a member,
ex-officio, of the Association and all of its committees.
The Association has no authority over any matter relating to the
management of the school and its facilities and equipment. The Principal as
the school's employer’s representative retains ultimate responsibility for the
Parents’ Association.
The executive positions are:

President

Secretary

Treasurer

Education Board Representative

Fundraising Coordinator
Event coordinators and Working Parties will operate as required.
All Position Descriptions are attached in Section 9 of these guidelines.
4. ANNUAL GENERAL MEETING (AGM)
The AGM is held in February each year. All executive positions become
vacant at this time. Elections are held at the AGM to fill vacated positions. All
decisions made by the previous committee have tenure of 12 months. The
agenda is to be set at the last meeting of the year prior.
The agenda is to be sent out by the incumbent Secretary two weeks prior to
the AGM.
5. ELECTIONS
Nominations will be called for prior to the AGM. Nominations will also be
accepted from the floor at the AGM. Should members wish to continue in
their position, they may stand for re-election.
The Principal acts as Chair during the election. If more than one person is
nominated for a position, then a vote by secret ballot will occur. Each person
in attendance at the AGM may vote for one person for each position. The
person with the most number of votes will be elected to that position. Should
the executive receive only one nomination for a position, that person will
automatically assume the role.
5.1 Resignations
Should any member resign from their position before the year concludes,
they need to do so in writing to the executive. Nominations to this position
will be called for, before the next scheduled PA meeting, and will be voted
on, if necessary, at that meeting.
5.2 Attendance
If an Executive Committee Member is absent for two or more consecutive
meetings without tendering an apology, the Committee may declare that
position vacant.
6. ANNUAL REPORTS
The President shall present an Annual Summary at the AGM.
The Treasurer's Report and a Financial Statement are to be provided at the
AGM.
7. MEETINGS
In addition to the AGM the periodic Committee Meetings shall be open to all
members and observers during the year. The Committee shall meet at least 8
times per annum. The President or the Secretary may call a Special Meeting
of the Committee at any reasonable time for the purpose of attending to any
urgent business.
For the purpose of the Annual General AGM Meetings a quorum shall consist
of eight people including two of the Executive.
8. FINANCES
The finance guidelines are established to safeguard all members of the PA.
The policy is to have receipts for all expenditure. No money will be issued or
reimbursed unless the Treasurer is given a receipt. All accounts shall be
independently audited annually.
All monies received for the benefit of the PA shall be paid into a St Gerard’s
Parents and Friends Association Bank Account, held at ANZ Dandenong
Plaza. The signing authority can be any two of the following: Principal,
President, Secretary, Treasurer. A cash record shall be kept by the Treasurer,
and shall be available for inspection by the Committee upon request. The
Treasurer shall provide a Trial Balance for inclusion into the Minutes. The
financial year will end on the 31st of January.
The PA will aim to fundraise for the projects agreed to at the start of each
year at the AGM. The projects will be collaboration between staff and the PA.
All event co-ordinators shall provide orders/invoices/receipts to the
Treasurer
at
the
implementation.
earliest
opportunity
during
event
planning
and
9. POSITION DESCRIPTIONS
9.1
President

Oversees the whole committee

Works in cooperation with the school planning events etc.

In conjunction with School Principal

Chairs monthly meetings

Is an approved signatory on PA cheques

Assists the committee with the organization of events, etc.
9.2
Secretary

Liaises with the President and the Treasurer and the school secretary

Presents the incoming and outgoing correspondence for the PA

Types all correspondence for the PA

Receives all correspondence (including advertisements)

Attends monthly meetings and takes minutes

Types and distributes the agenda for each meeting at least two weeks
prior to the meeting

Types and distributes minutes of each meeting within a week of the
meeting being held

Keeps all written files etc for PA

Keeps PA letterhead, (all written material going out on behalf of the PA
must be on this letterhead and be approved by a member of the PA
Executive and the School Principal)

Assists the committee with the organisation of events etc

Is an approved signatory on PA cheques
9.3
Treasurer

Liaises with the President and the Secretary

Attends monthly meetings

Responsible for preparing and presenting financial reports at the
meetings

Responsible for paying all accounts for PA activities

Keeps all financial records

Assists the committee with organisation of events etc

Is an approved signatory on PA cheques

Liaises with all Event Co-ordinators to ensure accurate records
9.4
Education Board Representative

Attends Education Board Meetings

Attends monthly PA meetings and reports on the activities of the
Education Board

Reports activities of the PA to the Education Board as required
9.6
Fundraising Coordinator

Coordinates fundraising events & working parties

Liaises with school staff

Provides orders/invoices/receipts to Treasurer

Ensures all letters or request for sponsors etc are on PA letterhead and
are approved by the Principal before being sent out

Is responsible for officially thanking sponsors (certificate and/or form
letter on letterhead should be used)
9.5

Event Coordinator
Co-opts other parents and friends to assist with the operations of the
event and allocation of funds

Liaises with the Principal and staff in order to meet deadlines

Is responsible for officially thanking sponsors (certificate and/or form
letter on letterhead should be used)

Ensures all letters or request for sponsors etc are on PA letterhead and
are approved by the Principal before being sent out

Attends PA meetings to update the committee on progress, etc

Liaises with school office regarding the publicity for events