P&C Association Membership

P&C Association Members

Who is eligible to be a member of our P&C Association?

All parents, carers and guardians of students enrolled at the school are eligible to be members of the school’s P&C Association.
All citizens are eligible to be members of the school’s P&C Association.
The Principal is an ex-officio member of the P&C Association. That is, they are a member of the P&C Association by right of their position as Principal of the school.
Members of the school staff are eligible to be members of the P&C Association.
Employees of the P&C Association can be a member, however, they will need to be aware of potential conflict of interests when attending a meeting.

How do people become members of our P&C Association?

Parents, carers, guardians, citizens, employees and school staff must pay the membership fee to become a financial member of the P&C Association which enables them to have the right to vote or move a motion.

How much is the membership fee?

The annual membership fee for the following year is decided by a majority vote at the AGM and is recorded in the by-laws of each individual P&C Association. The fee cannot be less than fifty cents.

What is Life Members?

Life membership is an honorarium bestowed on a person by the P&C Association. It does not entitle you to participate in the P&C Association as a member unless you have paid the annual subscription.

Is there anyone who does not have to pay the fee?

Principals do not have to pay a membership fee. The Principal as an ex-officio member has the right to move motions and vote like any other member and does not have the power of veto.

I have paid my membership fee can I vote?

A new member who pays their membership at a P&C General or Annual General meeting will not be eligible to vote at that meeting due to the member register only being updated at the close of the P&C meeting. Once the member register is updated they are considered a P&C member for voting purposes at the next P&C meeting.

How long is my membership valid for?

Once membership is paid and the member register updated, the members will remain current until the close of the Annual General Meeting.

The Membership year is from the rise (close) of the AGM until the rise (close) of the next AGM.

What if I pay my membership between meetings?

Any person who pays membership to the Treasurer between meetings, will only be recognised as financial at the close of the next general meeting when the member register is updated.

Do I need to get a receipt for the fees paid?

The Treasurer should issue receipts for all paying membership monies. It is in the members’ interest to obtain a receipt at the time of payment.

Must I be a financial member to be nominated for a position with the P&C Association?

A person must be a financial member to be nominated for any position for officer bearer, executive or committee member of a P&C Association.

Can P&C employees be nominated for positions?

Important note: Employees or persons considered to be employees e.g. contractor, of a P&C Association cannot be nominated or hold an office bearer or executive position. They can be ordinary members of the P&C Association, however, conflict of interest needs to be declared if there are any items on the agenda that relates to your work area.

Who updates the Membership Register?

The Secretary has responsibility for maintaining a member register of financial members. The Treasurer issues receipts when membership is received.

I did not get a receipt for my membership?

Politely ask the Treasurer for your receipt.

I work as a Canteen Supervisor can I hold an office bearer position?

No – If the Canteen Supervisor is a paid position.

Yes – If the Canteen Supervisor is a volunteer.

I hold an office bearer position and I have changed my working role I am now Acting Principal what do I do?

There needs to be a clear distinction between Principal role and office bearer role, therefore, as Acting Principal you need to relinquish the office bearer position with the P&C Association. This will create a casual vacancy which can be filled at a general meeting.

I am an office bearer and have taken on a paid position as an employee of the P&C Association what should I do?

You need to resign from the office bearer position creating a casual vacancy, which can be filled at a general meeting. You may still remain a member of the P&C Association. However, conflict of interest needs to be declared if there are any items on the agenda that relates to your work area.

Sample - P&C Association Membership Form

The <<INSERT SCHOOL NAME>> P&C Association is a not-for-profit Organisation which is established to promote the interests of the school by bringing parents, citizens, students and teaching staff into close co-operation and to assist in providing facilities and equipment for the school and in promoting the recreation and welfare of the students at the school.

Membership of the <<INSERT SCHOOL NAME>> P&C Association is open to all parents and guardians of pupils attending the school and to all citizens. <<INSERT SCHOOL NAME>> P&C Association is always keen to welcome new members and particularly members who access or have an interest in the services provided by the P&C Association, such as our OOSH and the Canteen and Uniform Shops.

Meetings are held every <<INSERT>> of each month. <<INSERT SCHOOL NAME>> P&C Association operates sub-committees where your contribution would be greatly appreciated. Annual membership is <<INSERT>> and entitles you to be involved in the decision making of <<INSERT SCHOOL NAME>> P&C Association. When you become a financial member, you agree to follow the Constitution, by-laws, Code of Conduct, Policies, Procedures and sub-committee rules as adopted by the <<INSERT SCHOOL NAME>> P&C Association, copies of these materials are available from the <<INSERT SCHOOL NAME>> P&C Association Secretary at each meeting of the P&C Association. You are recognised as a financial member of the <<INSERT SCHOOL NAME>>P&C Association after the meeting closes at which you submit your payment. The Treasurer shall issue you a receipt for this payment, you should retain the receipt for the current P&C Association year as proof of your membership.

If you are interested in becoming a member, please complete the form below and bring it with you to the next meeting of the <<INSERT SCHOOL NAME>>P&C Association. If you are unable to attend the next meeting but wish to become a member, please submit this form and payment to the Treasurer via the school front Office.

FULL NAME:					Please print clearly
SCHOOL COMMUNITY MEMBER TYPE:	Parent	⃝	Citizen	⃝	Please tick
CONTACT PHONE NUMBER:
EMAIL ADDRESS: For meeting notices and updates

I include a payment of <INSERT> to become a financial member of the *<<INSERT SCHOOL NAME>>P&C Association. I acknowledge that I am aware that I agree to follow the Constitution, by-laws, Code of Conduct, policies, procedures and sub-committee rules as adopted by the <<INSERT SCHOOL NAME>>*P&C Association.

SIGNED		DATE