About the PAC
The PAC is the collective voice of parents at the school. All parents and guardians of students are automatically members of the PAC, and may take part in setting our priorities. PAC meetings take place once a month during the school year, usually on the third Thursday of each month.
PAC Executive Committee
The role of the PAC Executive is to manage the PAC’s affairs between general meetings. The PAC Executive meets once a month for 30 minutes in addition to the PAC General meeting. The Executive consists of the Executive Officers and Standing Committee Leads.
2024/2025 Executive Officers
Chair: Ryan K.
Vice Chair: Open – see role description below
Treasurer: Ron M.
Secretary: Open – see role description below
DPAC Representative: Open – see role description below
2024/2025 Committee Leads
Fundraising Lead: Katelyn Z.
Special Events Committee: Open – see role description
Activities Co-Leads: Diana M. and Emma L.
Digital Media Lead: Open – see role description below
Executive Roles and Responsibilities
Chair
- Convenes and presides at all PAC meetings
- Prepares and presents the meeting agenda
- Knows the constitution and bylaws
- Leads the annual review and revision of the constitution and bylaws as required
- Establishes ad hoc committees and appoints members when required
- Consults PAC members and administration regularly
- Ensures the PAC is represented at school and district school activities
- Ensures PAC activities achieve the objectives and purposes of the organization
- Facilitates communication among the Committee Chairs, the general PAC membership, the school faculty, administration and other outside entities to further the purpose of the PAC
- Serves as the official spokesperson of the PAC
- Monitors the general PAC email address and responds accordingly,
serves a signing officer - Submits an annual report at the AGM summarizing the year’s activities
Treasurer
- Responsible for keeping track of the PAC’s revenues and expenses
- Monitors the PAC’s bank accounts, write cheques, and produces budgets and financial statements
- Interface with the provincial government regarding the PAC’s community gaming grant and fundraising events that require licensing
Secretary
- Take notes at monthly PAC and PAC Executive meetings
- Sends PAC emails to parents
- Updates PAC website
- Manages PAC Facebook group
- Assists in updating PAC bylaws
DPAC Representative
- Liaison between the Henry Hudson PAC and the District PAC (DPAC)
- Responsible for attending all DPAC General Meetings – this is a two-hour commitment once a month. There may also be times where it makes sense for the DPAC Rep to attend DPAC Executive Meetings depending on the topics being discussed
- Reviews the monthly DPAC newsletter, monitors the DPAC website for announcements, attends DPAC special events and communicates between the Henry Hudson PAC and the DPAC Executive when appropriate and required
- This role enables you to meet parents from other schools across the District and to hear first-hand what is working and not working elsewhere
Committee Lead Roles and Responsibilities
Fundraising Committee Lead
- Responsible for developing and implementing a program to fund our school environment enhancement initiatives
Special Event Committee Lead
- Coordinates school fundraising events, such as the Winter and Summer Fairs and a Spring event
- Puts together a team of parent volunteers to help
- Liases with school admin
- Engages external vendors (such as bouncy castle suppliers, magicians, photobooth operators, etc)
- Keeps track of the finances
- Promotes the event with posters, flyers and email reminders
- Sell tickets in advance and on the day
Activity Committee Lead
- Plans extra-curricular Activities for students that take place at the school during lunchtime or afterschool
- Asks for Activity proposals from parents prior to each term (via PAC emails)
- Meets with principal and Community Schools Team (CST) rep each term to plan activities
- Communicates with Activity vendors regarding schedules and registration details
- Ensures all instructors have a Criminal Record Check and a copy is on file
- Keeps a calendar of all Activities each term
- Sends Activity info weekly to PAC Secretary for PAC emails to parents
- Provides any bursary info to the PAC Treasurer
- Collects and keeps track of student info enrolled in each Activity and provides this to school’s secretary
- Reviews enrollment numbers to determine if Activities were successful or not
- Troubleshoots any problems that arise
- Manages the Activities page on the PAC website
- Monitors the Activities email account
Digital Media Lead
- Administers the PAC website
- Responsible for safeguarding our digital assets (documents, accounts, credentials) and ensuring they get passed along smoothly as PAC execs rotate in and out
- Assists the Secretary in running our social media accounts, updating the website, etc.