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Constitution and Bylaws

Golden Secondary School Parent Advisory Council – Constitution & Bylaws 2007
​2007 Draft Constitution and Bylaws for
Golden Secondary School Parent Advisory Council


*** Please note when reading the following draft Constitution and Bylaws:


• The text of this document was developed using the suggested text for Constitution/Bylaw
documents published by BCCPAC (the BC Confederation of Parent Advisory Councils).
You can find this text at www.bccpac.bc.ca under Resources.
• The black text is BCCPAC text that corresponds very closely to the text in our 2004
Constitution/bylaws (although the order of many sections has changed and some clauses
are now located in different sections)
• The text highlighted in red, is BCCPAC text that is new and was not contained in the
2004 Constitution/Bylaws
• The text highlighted in blue is text that has been changed from the suggested BCCPAC
text in order to reflect fairly recent bylaw changes that were made by the GSS PAC (in
2006). Blue is also used to reflect text we are bound to keep (in the case of the
Dissolution section) or want to keep from our 2004 Constitution & Bylaws, as well as
minor wording changes.
• The text highlighted in green and yellow reflects changes that your present GSS PAC is
recommending

Constitution
SECTION I – NAME

The name of this Council is the
GOLDEN SECONDARY SCHOOL PARENT ADVISORY COUNCIL
The Council will operate as a non-profit organization with no personal financial
benefit accruing to members

The business of the Council will be unbiased in respect of race, religion, gender,
politics, sexual orientation, and physical or mental ability

Section II – PURPOSES OF THE COUNCIL

The purposes of the Council may include:
1. To promote the education and welfare of students in the school
2. To encourage parent involvement in the school, and to support programs
that promote parent involvement
3. To advise the school board, principal, and staff on any matter relating to
the school, other than matters assigned to the school planning council 
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4. To participate in the work of the school planning council through the
Council’s elected representatives
5. To promote the interests of public education and, in particular, the
interests of Golden Secondary School
6. To provide leadership in the school community
7. To contribute to a sense of community within the school and between the
school, home, and neighbourhood
8. To provide parent education and professional development, and a forum
for discussion of educational issues
9. To assist parents in obtaining information and communicating with the
principal and staff about their child’s progress or other concerns
10. To assist the principal and staff in ensuring the highest safety standards
are maintained in the school and neighbourhood
11. To organize and support activities for students and parents
12. To provide financial support for the goals of the Council, as determined
by the membership
13. To advise and participate in the activities of District Parent Advisory
Council and the BC Confederation of Parent Advisory Councils

Section III -- INTERPRETATION OF TERMS
community organizations” means groups that demonstrate an interest in
education and are not already included in the scope of the Council’s constitution
and bylaws

“district” means School District No. 6 (Rocky Mountain)

“DPAC” or “district parent advisory council” means the parent advisory
councils organized according to the School Act and operating as a district parent
advisory council in School District No.6 (Rocky Mountain)

“PAC” or “parent advisory council” means the parents organized according to
the School Act and operating as a parent advisory council in Golden Secondary
School

“parent” is as defined in the School Act and means
(a) the guardian of the person of the student or child,
(b) the person legally entitled to custody of the student or child, or
(c) the person who usually has the care and control of the student or child

and, for the purposes of these bylaws, means the parent or guardian of a child or
children enrolled in School District No.6 (Rocky Mountain)

“school” means any public elementary or secondary educational institution as
defined in the School Act operating within School District No.6 (Rocky Mountain)

“SPC” means the school planning council created for Golden Secondary School
according to the School Act 

Golden Secondary School Parent Advisory Council – Constitution & Bylaws 2007
Bylaws
SECTION I – MEMBERSHIP

Voting members
1. All parents and guardians of students registered in Golden Secondary School are voting
members of the Council.
Non-voting members
2. Administrators and staff (teaching and non-teaching) of Golden Secondary School may
be invited to become non-voting members of the Council.
3. Members of the school community who are not parents of students registered in the
public school system may be invited to become non-voting members of the Council.
4. At no time will the Council have more non-voting than voting members.
Compliance with Constitution and bylaws
5. Every member will uphold the constitution and comply with these bylaws.


Section II – MEETINGS OF MEMBERS

General meetings
1. General meetings will be conducted with fairness to all members. 2. General meetings will be held not less than four (4) times during the school year. One of
those meetings will be the annual general meeting.
Annual General Meeting
1. The fiscal year will end on or before April 30 of each year
2. There will be an Annual General Meeting (AGM) within six (6) months of the
Fiscal Year End
Conduct
3. At general meetings, members will not discuss individual school personnel, students,
parents, or other members of the school community.
4. The Council will refrain from partisan political action or other activities that do not serve
the interests of the school or the public school system. Notice of meetings
5. Members will be given reasonable notice of general meetings.


Section III – PROCEEDINGS AT GENERAL MEETINGS

Quorum
1. A quorum for general meetings will be three (3) voting members.
2. If at any time during a general meeting a quorum ceases to be present, business then in
progress must be suspended until there is a quorum present or until the meeting is
adjourned or terminated.

Voting
3. Except as provided elsewhere in these bylaws, all matters requiring a vote will be
decided by a simple majority of the votes cast (50% plus 1).
4. In the case of a tie vote, the chair does not have a second or casting vote and the motion
is defeated.
5. Members must vote in person on all matters. Voting by proxy will not be permitted.
6. Except as provided elsewhere in these bylaws, voting is by a show of hands or, where
requested by two voting members present, by secret ballot.
7. A vote will be taken to destroy the ballots after every election.
 
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Section IV -- EXECUTIVE

Role of executive
1. The executive will manage the Council’s affairs between general meetings. Executive defined
2. The executive will include the president, secretary, and treasurer, and may include a
vice-president, immediate past president and such other members of the Council as the
membership decides.
Eligibility
3. Any voting member of the Council is eligible to serve on the executive, except employees
or elected officials of School District No.6 (Rocky Mountain) or the Ministry of Education
Election of executive
4. The executive will be elected at each annual general meeting.
5. The chair of the Nominations Committee will conduct elections
Term of office
6. The executive will hold office for a term of one year beginning immediately following the
election
7. No person may hold the same executive position for more than two years. Vacancy
8. If an executive member resigns or ceases to hold office for any other reason, the
remaining executive members may appoint an eligible member of the Council to fill the
vacancy until the next annual general meeting. Removal of executive
9. The members may, by a majority of not less than 75% of the votes cast, remove an
executive member before the expiration of his or her term of office, and may elect an
eligible member to complete the term.
10. Written notice specifying the intention to make a motion to remove the executive member
must be given to all members not less than 14 days before the meeting.
Remuneration of executive
11. No executive member may be remunerated for serving on the executive, but may be
reimbursed for expenses reasonably and necessarily incurred while engaged in the
Council’s affairs.
Section V – EXECUTIVE MEETINGS

Meetings
1. Executive meetings will be held at the call of the president
Quorum
2. A quorum for executive meetings will be a majority (50% plus 1) of the members of the
executive. Notice
3. Executive members will be given reasonable notice of executive meetings. Voting
4. All matters requiring a vote at executive meetings will be decided by a simple majority of
the votes cast (50% plus 1).
5. In the case of a tie vote, the chair does not have a second or casting vote and the motion
is defeated.
Section VI - SCHOOL PLANNING COUNCIL, DISTRICT PARENT ADVISORY COUNCIL, AND
EXTERNAL COMMITTEE REPRESENTATIVES

School Planning Council representatives
1. Three representatives to the school planning council (SPC) must be elected annually
from among the voting members who are not employees or elected officials of any school 
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board or the Ministry of Education. One of these representatives must be an elected
member of the Council executive.
District Parent Advisory Council representative
2. One representative to the (name of your DPAC) may be elected annually from among the
voting members who are not employees or elected officials of School District No. 6
(Rocky Mountain) or the Ministry of Education.
Election of SPC and DPAC representatives
3. The election of representatives to the SPC and DPAC must be by secret ballot. Term of office
4. SPC and DPAC representatives will hold office for a term of one year. Vacancy
5. If an SPC or DPAC representative resigns or ceases to hold office for any other reason,
the membership may elect an eligible member of the Council to fill the vacancy for the
remainder of the term. Such election must be by secret ballot. External committees
6. The membership or executive may elect or appoint a member who is not an employee or
elected official of School District No.6 or the Ministry of Education to represent the
Council on an external committee or to an external organization.
7. The representative will report to the membership or executive as required.
Section VII – CONDUCT OF EXECUTIVE AND REPRESENTATIVES

Code of ethics
1. On election or appointment, every executive member and representative must sign and
agree to abide by a code of ethics acceptable to the membership.
Representing the Council
2. Every executive member and representative must act solely in the interests of the parent
membership of the Council Privilege
3. Any information received in confidence by an executive member or representative from
school personnel, a student, parent, or other member of the school community is
privileged and must not be divulged without permission of the person giving the
information. Disclosure of interest
4. An executive member or representative who is interested, either directly or indirectly, in a
proposed contract or transaction with the Council must disclose fully and promptly the
nature and extent of his or her interest to the membership and executive.
5. Such an executive member or representative must avoid using his or her position on the
Council for personal gain.
Section VIII – DUTIES OF EXECUTIVE AND REPRESENTATIVES

A. The President will
a. speak on behalf of the Council
b. consult with Council members
c. convene and preside at general meetings and executive meetings
d. ensure that an agenda is prepared
e. appoint committees where authorized by the membership or executive
f. ensure that the Council is represented in school and district activities
g. ensure that Council activities are aimed at achieving the purposes set
out in the constitution
h. be a signing officer
i. submit an annual report 
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B. The Vice-President will
a. support the president
b. assume the duties of the president in the president’s absence or upon
request
c. assist the president in the performance of his or her duties
d. accept extra duties as required
e. be a signing officer
f. submit an annual report
C. The Secretary will
a. ensure that members are notified of meetings
b. record and file minutes of all meetings
c. keep an accurate copy of the constitution and bylaws, and make copies
available to members upon request
d. prepare and maintain other documentation as requested by the
membership or executive
e. issue and receive correspondence on behalf of the Council
f. ensure safekeeping of all records of the Council
g. may be a signing officer
h. submit an annual report
D. The Treasurer will
a. be one of the signing officers
b. ensure all funds of the Council are properly accounted for
c. disburse funds as authorized by the membership or executive
d. ensure that proper financial records and books of account are
maintained
e. report on all receipts and disbursements at general and executive
meetings
f. make financial records and books of account available to members upon
request
g. have the financial records and books of account ready for inspection or
audit annually h. with the assistance of the executive, draft an annual budget
i. ensure that another signing officer has access to the financial records
and books of account in the treasurer’s absence
j. submit an annual financial statement at the annual general meeting E. The DPAC Representative will
a. attend all meetings of the Golden Secondary School Parent Advisory
Council and represent, speak, and vote on behalf of the Council
b. maintain current registration of the Council
c. report regularly to the membership and executive on all matters relating
to the DPAC
d. seek and give input to the DPAC on behalf of the Council
e. receive, circulate, and post DPAC newsletters, brochures, and
announcements
f. receive and act on all other communications from the DPAC
g. liaise with other parents and DPAC representatives
h. submit an annual report
F. Members-at-Large (Directors) will
a. serve in a capacity to be determined by the Council at the time of
election, and at other times as the Council requires
b. submit an annual report
G. The immediate Past President will
a. advise and support the membership and executive
b. provide information about resources, contacts, and other matters
c. submit an annual report 
​​​​​
Golden Secondary School Parent Advisory Council – Constitution & Bylaws 2007
​H. The School Planning Council (SPC) representatives will
a. attend all meetings of the school planning council (SPC)
b. represent, speak, and vote on behalf of the Council at SPC meetings
c. request and take direction from the membership and executive
d. be strong advocates for meaningful parent involvement in the school and
school planning
e. provide a written report to all general and executive meetings
f. attend general and executive meetings as directed by the membership or
executive
g. submit an annual report

Section IX – COMMITTEES
1. The membership and executive may direct the president to appoint committees to further
the Council’s purposes and carry on its affairs.
2. The terms of reference of each committee will be specified by the membership or
executive at the time the committee is established, or by the committee at its first
meeting, as the membership or executive decide.
3. Committees will report to the membership and executive as required.
4. A Nominating Committee will be appointed annually before the annual general meeting
Section X – FINANCIAL MATTERS

Financial year
1. The financial year of the Council will be May 1 – April 30
Power to raise money
2. The Council may raise and spend money to further its purposes
Bank accounts
3. All funds of the Council must be kept on deposit in the name of the Council in a bank or
financial institution registered under the Bank Act.
Signing authority
4. The executive will name at least three signing officers for banking and legal documents.
Two signatures will be required on all of these documents.
Annual budget
5. The executive will prepare a budget and present it to the membership for approval before
the current budget expires.
Non-budgeted expenditures
6. The executive will present all proposed expenditures beyond the current budget for
approval at the next general meeting.
Treasurer’s report
7. A treasurer’s report will be presented at each general meeting.
Auditor
8. Members at a general meeting may appoint an auditor.

Section XI – CONSTITUTION AND BYLAW AMENDMENTS
1. Except as provided in the Constitution, the members may, by a majority of not less than
75% of the votes cast, amend the Council’s constitution and bylaws. Written notice
specifying the proposed amendments must be given to the members not less than 14
days before the meeting.
2. Where the proposed amendments exceed one page, they need not be given to every
member, but must be posted in a conspicuous place in the school or made accessible to
all members.

Section XII – PROPERTY IN DOCUMENTS
All documents, records, minutes, correspondence, or other papers kept by a
member, executive member, representative, or committee member in connection 
Golden Secondary School Parent Advisory Council – Constitution & Bylaws 2007