Our Parents and Friends Association is the link between the Parish Community which owns the school, the Professional Staff who administer the school and the Parents of the children who attend the school.
- Promote close collaboration between parish community and school community.
- Encourage cooperation between parents, parish, staff and students.
- Support parents fulfil their responsibilities in the Catholic education of their children.
- Provide a forum for:
- Ongoing faith and educational development of the school community
- Discussion of matters related to education.
- Support the teaching staff in:
- Policies and school activities
- Educational equipment and resources for the school
- Organise social events to bring parents together to:
- Provide forums to enhance communication and consultation between members of the school community.
- Provide activities to generate community spirit and connection.
- Support working bees for the maintenance of the school grounds.
Recommendations from the P&F are made to the school principal or appropriate authority for consideration and consultation on significant issues.
- School administration (ie; teachers, staff, canteen, etc)
- Student behaviour (ie; bullying)
- Educational issues relevant to specific children
- Financial decisions - without consultation with the school principal
Nominations are called from the general School Community at the end of each year for Executive Committee Members for the coming year. There are a number of positions on the P&F Executive Committee as listed below and all have a maximum term of 3 consecutive years (except for the principal who is a member ex officio).
| Position | Name |
| President: | Mr David Marsh |
| Vice President: | Mr Glenn Andrews |
| Secretary: | Mrs Melanie Fuller |
| Treasurer: | Mr Glenn Andrews |
| Publicity Officer: | Mrs Raylene Johnson |
| Fundraising: | Mrs Raylene Johnson
Rozanne Mills |
| Social Coordinator: | Roxanne Mills |
| Maintenance: | |
| Mothers/Carers: | |
| School Representative: | Mr Barry Shanley (Principal) |
We have three types of meetings held through out the year:
- Executive Meetings which are held at least every 2nd Tuesday of each term at 7:30pm and are closed to the public. Additional meetings are arranged periodically by the executives and are used to discuss the progress and organise action plans of the P & F Executives including reports from the Treasurer, Fundraising, Social Co-ordinator, etc. The school community is welcome to approach Executive Committee members to raise matters for discussion on their behalf.
- General Meetings which are held the 4th Tuesday of each term at 7:30pm and all members of the school community are invited to attend. Issues that effect the school community are often raised and discussed or presented at the P&F General Meetings.
Contrary to common belief, the P&F General Meeting is not a forum for the discussion of just any topic. Only matters within the scope of the P&F, as outlined in the Diocese Policies and our own P&F Constitution, can be raised/discussed at a General Meeting. These may include matters such as school uniforms, recommendations for changes to school policies, formation of working groups/committees when necessary, acquisition of equipment for the school, etc. All topics for discussion should be advised to the P&F in writing to allow them to be added to the agenda and circulated to the school community at least 1 week prior to the General Meeting.
Note: Administrative matters of the school (ie; hygene, teachers, canteen, curriculum, bullying, etc) should be raised directly with the School Principal as these matters are outside the scope of the P&F and will not raised or discussed at any P&F Meeting.
- Annual Meeting whioh is held towards the end of the 4th term and is closed to the public. This meeting is also used as a hand over from retiring Executive Members to the incoming members.
In previous years the school held a number of fund raising activities includng raffles, stalls, fetes, trivia nights, etc and the general consensus from the school community was that the majority of the efforts were always provided from the same small number of families. Therefore in the interest of convenience, equality and fairness for each family, the school holds only one major fund raiser each year by being involved in Melbourne Cup Trifecta tickets which returns around $15,000 from the single fund raising activity for the school.
Our school is located in a lush bush environment which is to the benefit of our children. The down side to this is that there is a need for constant maintenance of the grounds and buildings. The school regularly holds Working Bees for families to volunteer their services to assist in the maintenance of the school grounds.
Before taking on a position with the Executive, some thought needs to be given to:
- adequate time available to do justice to the position
- genuine interest in the P&F Association
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PRESIDENT |
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Successful meetings very much depend on the President. He/she must uphold the Constitution of the P&F. This implies a thorough knowledge of it.
President's Role:
It is the President's role to ensure that:
- All meetings are properly convened in accordance with the Constitution. This includes giving proper notice of the meeting, that a quorum is present, and that s/he is properly appointed to the Chair.
- All rules and regulations pertaining to the P&F's Constitution are observed - including sub-committees.
- An Agenda is prepared and circulated; this can be prepared with the help of the Secretary.
- Control of the meeting is maintained.
- Those wishing to speak are allowed to do so.
- S/he acts impartially and in the best interests of the P&F.
- Decisions made at the meeting are acted upon promptly.
- The meeting is closed only after all other business is concluded.
President's Responsibilies:
It is the President's responsibility to:
- Attend and chair all meetings.
- Ensure that the meetings are opened with a prayer/reflection.
- Verify the accuracy of any minutes to be presented.
- Sign minutes as correct when they have been confirmed.
- Ensure all executive members properly undertake their designated tasks.
- Perform customary courtesies - including thanking executives and other helpers, and welcoming new members.
- Where appropriate, sound out suitable people who may be available for executive positions or to act in other capacities, e.g. auditor.
- Represent the P&F at appropraite functions and meetings.
- Ensure principles, policies and accepted practises are maintained.
- Not become involved in activities, which could undermine the President's reputation for impartiality. In the event of a tied vote, the President should vote to maintain the status quo.
- Attend regular meetings with the school principal and school board.
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VICE PRESIDENT |
Vice President's Role:
The role of the Vice-President may be viewed as a learning experience - it may provide an opportunity to learn more about the P&F in general and the President's role in particular. It may also be seen as a position for an ex-President whose time is now more limited.
Vice President's Responsibilies:
It is the Vice President's responsibility to:
- In the absence of the President, chair the meeting in accordance with the role set down for the President.
- Actively support the President.
- Assist the President by attending official functions, which s/he may be unable to attend.
- Represent St. John Fisher School as delegate to the Central Coast Diocesan Catholic Parent Group (CCDCPG) and report back to P&F.
- Ensure gifts from the P&F are purchased as appropriate.
- Attend all P&F meetings.
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SECRETARY |
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This position may be shared with the addition of one of the following: Assistant Secretary, Minutes Secretary, Correspondence Secretary or Publicity Officer. A good Secretary's motto could be "do it now".
Secretary's Role:
The role of the Secretary is to:
- Liaise with the President and actively support committee duties and P&F functions.
- Supply the President with information pertaining to the effective functioning of the meeting, e.g. correspondence received, minutes recorded.
- Assist/support the President in the running of the meeting.
- Act as Treasurer during his/her absence.
Secretary's Responsibilies:
It is the Secretary's responsibility to:
- Prepare an Agenda for both Executive and General meetings in consultation with the President.
- Dispatch Agenda one week prior to meetings to Publicity Officer and President, and display on notice board near school canteen.
- Attend all P&F meetings.
- Accurately record minutes of all meetings.
- Bring all "inward" and "outward" correspondence to the meetings and act upon same wherever possible.
- Follow up any outstanding matters well before the next meeting.
- Note any points of Agenda for the next meeting.
- Prepare minutes of all meetings within two weeks and dispatch copies to all executive committee members, Principal and Parish Priest and place on display on notice board in canteen.
- In absence of Treasurer, receive monies and issue receipts.
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PUBLICITY OFFICER |
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Publicity Officers's Role:
It is the Publicity Officer's role to communicate current and forthcoming P&F activities to the community using appropriate media. This could be school newsletters, handouts, notice boards, school website or other.
Publicity Officer's Responsibilies:
It is the Publicity Officer's responsibility to:
- Publicise the P&F, its events and members in an ongoing publicity campaign to raise the associations profile and activities.
- Ensure regular issue of newsletter highlighting important functions/activities and advertising the details pertaining to meetings (i.e. dates, times, agenda, outcomes, etc)
- Proactively pursue information from sources i.e. Executive members and Co-ordinators.
- Ensure proper publicity of all functions/activities utilizing appropriate media resources (i.e. newsletters, leaflets, email, school website, etc)
- Present weekly P&F newsletter to the School by Wednesday morning for inclusion in the School Newsletter.
- At the beginning of term 4 of each year canvas for new sponsors to advertise on the back page of the school newsletter; Manage the collection of fees from sponsors, design, printing and delivery of the blank school newsletters for use the following year.
- Attend all P&F meetings.
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TREASURER |
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The treasurer is responsible for ALL financial dealings of the P&F and its sub-committees.
Treasurer's Role:
The role of the Treasures is to:
- Attend meetings to monitor financial dealings and advise on financial matters including bank statements.
- Prepare a brief financial reconciliation for each meeting - the treasurer moves "That this report be adopted".
- Promptly bank all monies received on behalf of the P&F and issue receipts.
- Ensure that all receipts are obtained and retained for Auditor's inspection.
- Ensure that ALL monies allocated to sub-committees are accounted for and adequately receipted.
- Maintain all records in a proper manner and ensure financial reports are submitted to each appropriate meeting.
- Receive all monies and issue receipts.
- Pay all accounts and maintain appropriate records.
- Maintain Petty Cash Record with float of $50.00 in locked box
- Ensure sufficient signatories are maintained for the Cheque account, no less than two Executive members are to sign each Cheque.
- Prepare financial statement and account books to be given to the Auditor with the Minute Book one month before the AGM (to ensure that the Auditor has sufficient time to audit the books).
- Present annual financial statements at the AGM and ensure all reports are correct for handover.
- Ensure all reports are correct for handover at AGM.
- Provide an annual Certification of Donations Report for Catholic Schools Office auditing purposes.
- Attend all P&F meetings.
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MAINTENANCE COORDINATOR |
Maintenance Coordinator's Role:
The role of the Maintenance Coordinator is to:
- Be a member of the Executive Committee.
- Attend all Executive Meetings.
- Co-ordinate all activities appropriate to the function/activity under his/her control and in accordance with P & F objectives.
- Ensure the continued communication of progress to the President and Publicity Officer.
- Establish and maintain a works program and report against same at each General Meeting.
- Ensure all financial processes are directed through the P & F Executive Committee.
- Ensure any difficulties/problems/conflicts are clarified immediately with the President.
- Liaise with the principal and class parent coordinator to organize appropriate time schedules for all activities.
Maintenance Coordinator's Responsibilies:
It is the Maintenance Coordinator is responsibility to:
- In consultation with the Principal prepare an annual draft plan for grounds, maintenance and special project needs.
- Use a variety of methods to encourage as many families as possible to fulfil their commitment to the maintenance program
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FUNDRAISING COORDINATOR |
Fundraising Coordinator's Role:
The role of the Fundraising Coordinator is to:
- Be a member of the Executive Committee.
- Attend all Executive Meetings.
- Co-ordinate all activities appropriate to the function/activity under his/her control and in accordance with P & F objectives.
- Ensure the continued communication of progress to the President and Publicity Officer.
- Establish and maintain a works program and report against same at each General Meeting.
- Ensure all financial processes are directed through the P & F Executive Committee.
- Ensure any difficulties/problems/conflicts are clarified immediately with the President.
- Liaise with the principal and teachers to organize appropriate time schedules for all activities.
Fundraising Coordinator's Responsibilies:
It is the Fundraising Coordinator is responsibility to:
- Formulate ideas to present to the Executive.
- Liaise closely with parents and Executive, being receptive to their ideas and opinions.
- Be proactive in raising funds.
- Aim for two large fundraising events per year relying on 100% parent support, as well as several smaller ones which may also offer services to families. e.g. photos.
- Formulate sub-committees to assist with fundraising activities.
- Receive, collate and assess all correspondence relating to fundraising activities from private organizations, and relay pertinent correspondence to the Executive.
- Familiarise self with "Fete File" (contained in filing cabinet in Parent Centre) in event of a fete being held.
- "Smart Research" is a company who research a variety of consumer products by way of questionnaires, product trials, and taste testing and provide substantial financial reward for this. Ensure that the P&F avails itself of all opportunities to participate in their work.
- The major fund raiser is the Melbourne Cup Trifecta Ticket fundraiser. The fundraiser is responsible for the ordering of the printed tickets, organising stalls in malls to sell surplus tickets and the follow up with families for return of funds and unsold tickets. Ensure that the winners are published in the local newpapers.
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SOCIAL COORDINATORS x 2 |
Social Coordinator's Role:
Due to the amount of work involved we have introduced two social coordinators. One coordinator is responsible for all social events held external to the school (i.e. Trivia Night, Golf Days, Girls Nights Out, etc) while the other coordinator is responsible for all social events held within the school (i.e. Melbourne Cup tickets, Morning teas, Mothers Day & Fathers Days stalls, Preschooler activity days, etc). The role of each Social Coordinator is to:
- Be a member of the Executive Committee.
- Attend all Executive Meetings.
- Co-ordinate all activities appropriate to the function/activity under his/her control and in accordance with P & F objectives.
- Ensure the continued communication of progress to the President and Publicity Officer.
- Establish and maintain a works program and report against same at each General Meeting.
- Ensure all financial processes are directed through the P & F Executive Committee.
- Ensure any difficulties/problems/conflicts are clarified immediately with the President.
- Liaise with the principal and teachers to organize appropriate time schedules for all activities.
Social Coordinator's Responsibilies:
It is the Social Coordinator's responsibility to:
- Formulate ideas to present to the Executive.
- Maintain effective liaison with Principal, P & F Executive and parents.
- Aim for at least one social function per term with one major event each year.
- Liaise with publicity officer to ensure all parents are kept informed via the P & F News.
- Formulate sub-committees (if required) to assist with activities.
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