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P&C Rules Print
  1. These rules are made under the constitution of the Mackellar Girls’ High School Parents and Citizens Association Incorporated (the Association).
  2. The Association operates for the benefit of the pupils, both present and future, of the Mackellar Girls’ High School (the school) and to that end it will:
    1. Promote and support extra-curricular activities for students at the school, including in co-operation with other schools.
    2. Promote the interests of the school in the community through activities designed to enhance the reputation and image of the school.
    3. Enhance the schools’ ability to provide quality education by implementing or assisting with improvements to the school in various ways including, but not limited to, improvements to buildings, grounds, facilities, and equipment as determined to be appropriate.
    4. Communicate with all members of the school community to inform and consult them about the activities and proposed activities of the Association. Communication between the Association and the school staff shall be conducted through the Principal.
    5. Organise fund raising activities to provide finance for its’ main activities and for provision of funds to the school for approved purposes.
    6. To do any other such activity as determined by a general meeting of the Association.
  3. The term “Citizens within the School Community” in the constitution shall, for the purposes of eligibility for membership, include all present teachers at the school and all parents (natural or adoptive) and guardians of students attending the school. Any other person may, with the consent of any meeting of the Association, be admitted as a member for that meeting or for the calendar year.
  4. Any person eligible for membership may become a Member or renew membership by paying the required membership fee set at the previous Annual General Meeting to the Treasurer, President or Vice-President but the membership shall only become effective after the end of the next or current General Meeting. New members’ details shall be provided to the Secretary by the Treasurer at or prior to each General Meeting to facilitate updating the register.
  5. Membership shall remain current until the end of the A.G.M. following the end of the calendar year for which the membership fee has been paid.
  6. The Association may confer the honour of Life Membership on a Member who has made an outstanding contribution to the work of the Association. Life members may attend and speak at meetings but are not entitled to vote or hold office unless they are also ordinary Members of the Association.
  7. The financial year of the Association shall close on 31st December each year.
  8. The Annual General Meeting of the Association shall be held in March of each year, in conjunction with and immediately preceding the Ordinary General Meeting for that month. The Agenda for the A.G.M. shall include setting the membership fee for the following year and the appointment of the Executive Committee. The newly appointed Executive Committee will take office at the next Ordinary meeting.
  9. At each Annual General Meeting the Members may elect patrons to the Association.
  10. A General Meeting of the Association shall be held on the first Wednesday of each month during term time at 7:45 p.m. at the school.
  11. Wherever notice of a motion is required or given, the Notice of Motion must be submitted to the Secretary at least 14 days before the meeting at which it is to be considered. Such a Notice must include the names of the proposer and seconder, who must be members. Motions will be notified to members at least 7 days before the meeting by means of printed information available to the students.
  12. At any Association Meeting or Committee Meeting a quorum shall be in accordance with rule 10 of the constitution with the additional constraint that a number equivalent to half plus one of the Members present should be parents of students attending the school. Where the rule does not specify the number, it shall be eleven Members.
  13. If a meeting for which due notice has been given does not achieve a quorum within 30 minutes of the advertised starting time, the meeting shall be automatically cancelled and shall not be re-convened until proper notice has been given of a replacement meeting, according to rule 9 of the constitution.
  14. Meetings of the Association will be run according to the sequence determined by the Chair and under the control of the Chair except that the Chair may determine that the standing orders for the conduct of meetings used by the Federation of Parents and Citizens Associations, insofar as they apply, should be used and the chair may be required to use these rules by any group of five or more Members at a meeting.
  15. In the event of Federation rules being used, the sequence of business shall be defined in standing order 1.C. except where these matters have been dealt with in the meeting.
  16. Any motion that seeks to add or to alter these rules or to establish any new standing sub-committee must be submitted to the Secretary in accordance with rule 11.
  17. Any motion to expend or commit Association monies in excess of the sum of $1000 must be placed on notice for the meeting at which it is to be considered. Also no meeting may vote to spend or commit monies in excess of $2000 over and above monies committed by motions for which notice has been given.
  18. At any General Meeting, a group of Members of the Association, equal in number to a quorum, may require that particular items of new business without notice be put on notice for the next meeting.
  19. A General Meeting of the Association may declare any officer who has been absent for any three consecutive meetings without reasonable cause to have vacated their position and to have created a casual vacancy for that position.
  20. In addition to the main accounts of the Association for unallocated funds and for special funds and investments, separate accounts shall be operated by standing sub-committees of the Association within the limits imposed on those sub-committees. The standing sub-committees authorised to operate accounts initially, and their limitations, shall be:
    1. The Canteen Committee - required to remit surplus funds to the main Association account at least twice a year.
    2. The Social Committee - required to remit surplus funds to the main Association account at least twice a year.
    3. The Friends of Mackellar Band Committee - authorised to operate on a self funding basis according to the submitted budget.
    4. The Uniform Pool Committee -required to submit surplus funds to the main Association account at least twice a year.
    5. The Friends of Mackellar Performing Arts Committee -authorised to operate on a self funding basis according to the submitted budget.
  21. All receipts shall be deposited intact and all disbursements shall be paid by cheque, unless prior approval to operate otherwise has been given at a General Meeting. There shall be submitted to each General Meeting of the Association a written statement of receipts and payments for each approved fund covering the period from the last report and up to not more than one week prior to the meeting.
  22. The Treasurer shall ensure that for each approved fund established there shall be kept, as a minimum, a cash book to record all transactions, and other such records as required by the School Manual on Financial Management, which are to be reconciled at least monthly with the statement of that fund issued by the financial institution where it is held. The Members shall have access to such cash book, statement and other records at any general meeting.
  23. No two people who are parents or guardians of the same child shall be empowered to operate the accounts of the Association. No person shall serve for more than three consecutive years in the same office.
Last Updated on Saturday, 13 June 2009 13:31