P & F Association Handbook
Cathedral College Wangaratta
CCW P&F - OVERVIEW
Cathedral College Wangaratta (CCW) was established in 2003 Since the school’s inception, the CCW Parents and Friends Association (P&F) has been instrumental in the coordination of inclusive school community activities to help raise funds to contribute towards the establishment of the school. The P&F plays an invaluable role in enabling this to occur. It is recognised that the CCW P&F functions as an important body in the establishment of a collegial school community where our families have a sense of belonging and trust that CCW will provide a platform for our children to become lifelong learners. The P&F supports this occurring via:-
the encouragement of an active parent and friend involvement in CCW via the organisation of activities that bring the school community together and create a sense of belonging for school families;
to help support and promote the interests of CCW in the wider community and to assist in the development of a school identity based on community and faith; to co-ordinate social and other activities that celebrate the achievements of our students and our school;
to support CCW by using funds that are a by-product of community/social activities to enhance the learning/school experience of our students when traditional funding avenues have been explored and exhausted, or are unavailable; to support CCW by providing funding for students facing hardship.
When parents join the School community, they join an exciting and positive group of like-minded people all dedicated to The College and bettering the education and experiences of all students at The College.
Committee of management of the association
President Vice President
Secretary
Treasurer
Ordinary members x 4
The Committee Executive positions hold office for a period of two years Ordinary members hold the position for one year
Application for Membership
Any parent or friend of The College who accepts the Objects of the Association is eligible to be a Member of the Association by registering their name with the Secretary Nomination and application forms can be found on The College website.
Committee Meetings
Meetings are held on the first Tuesday of each month (during the term) at 6 30pm in the Chaplel Vestry. All parents/carers and friends of students at The College are eligible to become members and are welcome to attend monthly meetings or express their interest to the President. Five committee members form a quorum. In the absence of the President or Vice President, committee members shall elect a chairperson for the meeting
PRESIDENT + VICE PRESIDENT
The President is responsible for the overall direction and organization of the P&F Association They preside over each meeting and liaise directly with the School and other committee members. In addition, they compile a President’s Report for the Annual General Meeting.
Chair each General Meeting (including AGM) and Committee Meeting
Provide a President’s Report at the AGM
The President is responsible for the overall direction and organization of the P&F Association, in accordance with the Aims and Objectives and Rules of the Constitution, acting impartially and giving the Association leadership.
Observe the requirements of the P&F Constitution
Presides over all General and Committee of Management meetings, ensuring a quorum is present and acting in accordance with the principles of Australian chairmanship
Calls additional meetings with Committee members, as required in accordance with the Constitution.
Represents all Parents and Friends of CCW, liaise with the School Principal and Director of Development
Authorises all P&F publications, notices to parents and newsletter contributions All notices distributed to students shall be approved by the Principal or the Director of Development.
Is a moderator of the Parent Page on Facebook.
Administrates and oversees the P&F Facebook closed group.
When the President is unable to attend a meeting or attend to P&F matters, the Vice President assumes these responsibilities. In addition, they support other committee members where needed.
Annual General Meeting
The President shall, in each calendar year, convene an Annual General Meeting of its Members The Annual General Meeting shall be held on such day as the Committee determines and no later than October 31 each year. The Annual General Meeting shall be advertised via email and the School Newsletter. The Ordinary business of the Annual General Meeting shall be:-
a)to confirm the Minutes of the last preceding Annual General Meeting;
b)to receive from the Committee audited reports upon the transactions of the Association during the last preceding financial year;
c)to elect Officers of the Association and the Ordinary Members of the Committee, including any Executive (President, Vice President, Secretary and Treasurer) whose 2-year office will expire before the next Annual General Meeting;
d)to transact special business of which notice is given in accordance with these Rules;
e)to set meeting dates for the next year
TREASURER
The Treasurer ensures all financial procedures are carried out They are responsible for creating clear, accurate Financial Reports at each meeting, showing all income and expenditure. This is provided by The College. Gives a clear accurate Financial Report at each floats for events etc.
KEY CONTACTS:
Kara McInerney: KMcInerney@cathedralcollege.vic.edu.au
Ross Moore: rmoore@cathedralcollege.vic.edu.au
SECRETARY
It is the Secretary’s responsibility to prepare the agendas, minutes and necessary presentations for the P&F, while also tracking and documenting incoming and outgoing correspondence. Sends a meeting reminder to members 7 days prior to the meeting to committee members. Calls for agenda items. Agenda items can be added by contacting the Secretary at least 1 day prior to the scheduled meeting The Secretary of the Association shall keep minutes of the resolutions and proceedings of each meeting with a record of names and persons present In addition, they liaise with the School, distributing P&F minutes.
COLLEGE COUNCIL MEMBERSHIP
The P&F has a representative on The College Council
Where the term of office of the Council Member elected from nominations of the P&F will expire on December 31 of any given year (or earlier), the Executive shall seek nominations for election by the Council pursuant to clause 7(a)(iv) of the CCW Constitution when directed by the Chair of the Council
Communication
The Committee executive communicates with members and the College Development office via email and the P&F Facebook group.
OTHER KEY CONTACTS:
Kellie Cairncross - Director of Development: kcairncross@cathedralcollege vic edu au Jessica Drage - Development office: jdrage@cathedralcollege.vic.edu.au
Preamble,
Aims and Objectives
Cathedral College Wangaratta (CCW) was established in 2004 Since the school’s inception, the CCW Parents and Friends Association (P&F) has been instrumental in the coordination of inclusive school community activities to help raise funds to contribute towards the establishment of the school. From 2015, the CCW school community will be entirely located at the Murdoch Rd campus. This move brings with it the challenge of establishing a sense of belonging, ownership and community to Murdoch Rd as the spiritual home of the school The P&F plays an invaluable role in enabling this to occur It is recognised that the CCW P&F functions as an important body in the establishment of a collegial school community where our families have a sense of belonging and trust that CCW will provide a platform for our children to become lifelong learners The P&F supports this occurring via:-
(i)the encouragement of an active parent and friend involvement in CCW via the organisation of activities that bring the school community together and create a sense of belonging for school families;
(ii)to help support and promote the interests of CCW in the wider community and to assist in the development of a school identity based on community and faith;
(iii)to co-ordinate social and other activities that celebrate the achievements of our students and our school;
(iv)to support CCW by using funds that are a by-product of community/social activities to enhance the learning/school experience of our students when traditional funding avenues have been explored and exhausted, or are unavailable;
(v)to support CCW by providing funding for students facing hardship.
RULES FOR CATHEDRAL COLLEGE PARENTS AND FRIENDS ASSOCIATION
Name
1. The name of the association is:-
CATHEDRAL COLLEGE WANGARATTA PARENTS AND FRIENDS (otherwise known as P&F)
Interpretation
2. In these rules:-
a) “College Council” means the Council of Cathedral College Wangaratta
b) “Committee” means the Committee of Management of the Association
c) “Financial Year” means the year ending on 30 June
d) “General Meeting” means a General Meeting of Members convened with a quorum of at least five members
e) “Member” means a Member of the Association
f) “Ordinary Member of the Committee” means a Member of the Committee who is not an officer of the Association under Rule 10, or an ex officio Member of the Committee
Application for Membership
3 Any parent or friend of the College who accepts the Objects of the Association is eligible to be a Member of the Association by registering their name with the Secretary
Register of Members
4 The Secretary shall keep and maintain a register of Members and the register shall be available for inspection by Members at the College Office This register is not for use other than for College or Association purposes.
Annual General Meeting
5 The President shall, in each calendar year, convene an Annual General Meeting of its Members The Annual General Meeting shall be held on such day as the Committee determines and no later than 31 October each year. The Annual General Meeting shall be advertised via email and the School Newsletter. The Ordinary business of the Annual General Meeting shall be:-
a) to confirm the Minutes of the last preceding Annual General Meeting;
b) to receive from the Committee audited reports upon the transactions of the Association during the last preceding financial year;
c) to elect Officers of the Association and the Ordinary Members of the Committee, including any Executive (President, Vice President, Secretary and Treasurer) whose 2-year office will expire before the next Annual General Meeting;
d) to transact special business of which notice is given in accordance with these Rules;
e) to set meeting dates for the next year.
The Annual General Meeting shall be in addition to any other General Meetings that may be held in the same year
College Council Membership
6 Where the term of office of the Council Member elected from nominations of the P&F will expire on 31 December of any given year (or earlier), the Executive shall seek nominations for election by the Council pursuant to clause 7(a)(iv)of the CCW Constitution when directed by the Chair of the Council
Quorum for Meetings
7.1 Five committee members form a quorum
7 2 In the absence of the President or Vice President, committee members shall elect a chairperson for the meeting
Sub-Committees
8.1 The Committee of Management is empowered to form such sub-committees as deemed necessary.
8 2 The duties of any sub-committee shall be clearly defined and at least one committee member must serve on each sub-committee
Election of Officers and Vacancy
9 1 Nominations of candidates for election as Officers of the Association or as ordinary members of the Committee can be communicated in these ways:
a) an email or written note sent to the Secretary no less than 1 day prior to the AGM The nominee will need to be present at the AGM to verify the nomination is correct
b) at the time of the AGM, there will need to be approval from the P&Fcommittee and the nominee for this nomination to proceed.
9 2 If the number of nominations exceeds the number of vacancies to be filled, a ballot shall be held This will be conducted by the Principal and at least one other person who must not be a nominee
Membership of Committee of Management
10.1 A Committee Member will cease to be a Committee Member when: a) without the consent of the Committee, they are absent for three consecutive meetings of the Committee; b) they retire from office upon giving one month's notice in writing; c) they are convicted of an indictable offence
Proceedings of Committee of Management Meetings
11 1 At meetings of the Committee:-
a) the President or Vice President will preside If no President or Vice President is present, all discussed businesses requiring a vote will be referred to the next meeting
11 2 Each member present at a meeting of the Committee is entitled to one vote In the event of an equality of votes, the President can exercise a second or casting vote.
11 3 Agenda items can be added by contacting the Secretary at least 1 day prior to the scheduled meeting
Secretary Duties
12 1 The Secretary of the Association shall keep Minutes of the resolutions and proceedings of each Meeting with a record of names and person present.
Treasurer and Association Finances
13 1 The Treasurer of the Association shall:a) oversee funds;
b) maintain a record of all financial transactions along with supporting documentation for a minimum of five years;
c) supply records of transactions within 12 days of the close of each financial quarter to the College BusinessManager or as reasonably required by the College Business Manager
13 2 The accounts and books shall be available for inspection by Members and by the College Council upon request
13.3 No more than two bank accounts at a recognised bank shall be operated. The Treasurer and at least two other Committee Members shall be signatories to the accounts All funds of the Association, except for reasonable petty cash, shall be deposited in one of the bank accounts until required
13 4 The Association cannot borrow funds except with the written authorization of the College Council
Custody of Records
14 1 The Secretary shall keep in custody or under control all books, documents and securities of the Association and on ceasing to be Secretary shall hand these previous documents to the next Secretary If no Secretary has been elected, control of these documents will be handed over to the Principal or President
Use of Funds
15 1 The funds of the Association shall be derived from donations, fundraising and other sources as the Association determines, always subject to approval from the CollegeCouncil
15 2 The Assets and income of the Association shall be applied exclusively to the promotion of its Aims and Objectives and no portion shall be paid or distributed directly or indirectly to the Members of the Association, except as bona fide remuneration for commercial services rendered, or expenses incurred.
15 3 Any undistributed or unallocated funds of the Association shall be transferred to the account of the College at the direction of the Principal or council
15 4 Applications for funds for acquisitions, developments and improvements of the equipment resources and premises of the College must be sent to the President These will be raised as an Agenda Item
Auditors
16 1 An annual audit of the accounts shall be undertaken as part of the College audit The Secretary and Treasurer will make available all records and documentation as requested by the Auditor
16 2 Audited Annual Reports along with any relevant audit comments will be presented to the members at the Annual General Meeting
Alteration of Rules and Statement of Purposes
17 1 These Rules and Aims and Objectives of the Association may be altered by the resolution of the College Council
Winding Up
18 1 The Association may be wound up by the resolution of the College Council
18 2 If the Association is wound up, any funds or assets remaining after payment of all liabilities and expenses shall be paid or transferred to the College Council and applied to general purposes of the College
Cathedral College Wangaratta A