Annual General Meeting 2025

Annual General Meeting to fill all committee positions on 26 March 2025, in Week 8 Term 1.  As a parent at Charles Weston, you are automatically a member of the P&C, which plays a vital role in enhancing the school community through funding, events, and collaborative initiatives. Please consider joining the P&C in any capacity that you could.

There are several ways to participate:

• Executive Level: Six leadership positions (President, Vice President, Treasurer, Secretary, Council Delegate, and Public Officer) are elected at the AGM.
• General Membership: Parents are welcome to attend meetings without commitment.
• Volunteering: Opportunities include helping at BBQs and events. A Working with Vulnerable People Card is required for activities involving children (available free from Canberra Connect

Information about roles and responsibilities of each executive can be found below:

Annual General Meeting 

Our Annual General Meeting (usually held in the second half of term one) is where we accept new memberships and form our committee for the year. Anyone who wishes to be on the committee should familiarise themselves with our Constitution and ensure there are no conflicts of interest before nominating.

Nominating for a committee position

If you are interested in nominating for a committee position – please refer to the below guides from the P&C Council that outline the duties of each committee position.

The President

• chairs all general and executive committee meetings of the association
• provides leadership
• acts as a spokesperson for the association
• reports to P&C meetings about the activities of the P&C (the president’s report)
• exercises some supervision over the functions of other office bearers
• ensures adequate and efficient communication exists between the members of the association, the members of the school board and the school/principal
• encourages parents to participate
• drafts content for P&C section of the school newsletter.

The Vice-President (maximum of two)

• presides as chair at meetings where the president is absent
• should be familiar with the operation of the P&C and the duties of president
• needs a working understanding of meeting rules and procedure
• undertakes tasks to reduce the burden of the president.

The Secretary

• monitoring the P&C email account and referring enquiries as required
• keeping the President informed of all issues
• draws up, in consultation with president, the meeting agendas
• keeps full and correct minutes of P&C proceedings and meetings
• acts upon decisions as directed by the meeting
• attends to the correspondence of the association, checking incoming mail regularly
• looks after the association’s documents
• maintains a register of members (unless otherwise stated in the constitution).

The Treasurer

• is responsible for all funds received and spent, including all subcommittee accounts
• Preparing receipts for all monies received (outside square) and paying accounts as authorised
• Banking all money regularly (excluding authorised float amounts)
• prepares regular reports to P&C meetings
• prepares the association’s financial report for an annual audit and presenting at the AGM.

The Council Delegate

• attends monthly meetings of the ACT Council of P&C Associations (Council)
• represents the views of the school’s P&C at Council meetings
• reports back to the P&C on items of interest from Council meetings
• initiates discussion on system-wide issues

The Public Officer

• is the point of contact between the P&C and the Office of Regulatory Services (ORS)
• must be a resident of the ACT and over 18 years of age
• this position is a requirement of the Associations Act, but is a minor role in the running
  of the P&C and is often held by the secretary or another office bearer.
• The Fundraising Coordinator
• Oversee all fundraising activities of the Association
• Provide guidance and oversight to any fundraising sub-committees
• Set fundraising goals/targets for the year

 The Facilities Coordinator

• coordinate with front office to book the facilities for the meetings and events

 School board representative

• Parent representatives on the school board are known as ‘parents and citizens members’. They represent the views and interests of members of the school’s P&C. It is their role to ensure that issues and priorities discussed at school board meetings are communicated to members of the P&C. The P&C meeting is the most obvious way to do this. Parent board members should also garner the views of the P&C at meetings to report back to the school board. They should also seek feedback from the wider parent community; other mechanisms such as the school newsletter, questionnaires or parent meetings should be used to report to and listen to parents. It is particularly important that major items on the board agenda, such as financial priorities, new school policies or programs, and annual action plans are widely discussed so that parent views contribute to board decisions.

General committee member

• This is someone who has requested to be a committee member of the P&C and forms part of the general committee. There are no specific duties required of general members however they do need to follow the terms of the constitution. General membership also ceases at the commencement of the Annual General Meeting.
• General members are encouraged to join any sub-committees that may be formed to facilitate P&C events.

VOLUNTEER OPPORTUNITIES

                                             https://volunteersignup.org/ERAQM

To sign up to volunteer at P&C events, just follow the instructions on the page. It only takes a few seconds to do.  Please note that you could help us just for one event or more events.  The upcoming events are Mother's Day Breakfast and Election Day BBQ.  Thank you for volunteering!

VOLUNTEER OPPORTUNITIES

The P&C would love to host so many wonderful events for our students and families, but without volunteers these events cannot go ahead. If you can assist or volunteer (even if it is only for one event or one hour) please email charleswestonparents@gmail.com