There is now a MPES Community Carnival page. This page will feature our sponsors and community groups, as well as important info regarding the Carnival. More than anything it's a just a chance to show off the Carnival in all it's glory!
Feel free to check it out and share to potential guests, sponsors, and/or community groups!
http://mpescommunitycarnival.blogspot.ca/http://mpescommunitycarnival.blogspot.ca/
Monday, March 10, 2014
PFA Bylaws
November 4th, 2013
MEMBERSHIP
·
Any parent or guardian of an MPES student is to
be considered a member of the PFA society.
·
All members have the right to vote at any
official meeting of the Parents Fundraising Association.
·
Members have the right to inspect the books and
records as held by the President and/or Treasurer at any official meeting by
providing the President with a minimum of 7 days notice.
·
Members are expected to behave in accordance
with the Bylaws and Objectives of the Society.
·
As members are automatically considered members
of the society for the duration that their children attend Morinville Public
Elementary School, they need not resign.
However, their membership shall expire if their children are no longer
in enrolled at the school. Members can
not be expelled from the society.
BOARD OF DIRECTORS
·
Board of Directors, Executive Committee or
Board, shall mean the Board of Directors of the society.
·
The Board shall, subject to the bylaws or
directions given it by majority vote at any meeting properly called and
constituted, have full con troll and management of the affairs of the society,
and meetings of the Board shall be held as often as may be required, but at
least once every three months, and shall be called by the President. A special meeting may be called on the
instructions of any two members provided they request the President in writing
to call such meetings, and state the business to be brought before the
meeting. Meetings of the Board shall be
called by 10 days’ notice in writing emailed to each member. Any four members shall constitute a quorum,
and meetings shall be held without notice if a quorum of the Board is present,
provided however that any business transactions at such meeting shall be
ratified at the next regularly called meeting of the Board; otherwise they
shall be null and void.
·
A person appointed or elected a director becomes
a director if they were present at the meeting when being appointed or elected,
and did not refuse the appointment. They
may also become a director if they were not present at the meeting but consented
in writing to act as director before the appointment or election, or within ten
days after the appointment or election, or if they acted as a director pursuant
to the appointment of election.
·
Any director or officer, upon a majority vote of
all members in good standing, may be removed from office for any cause which
the society may deem reasonable.
·
The term of office for the Board shall extend
from appointment to the following year’s Annual General Meeting.
·
Members may hold positions for consecutive
terms, but must be nominated and elected for each.
PRESIDENT
·
The President shall be ex-officio a member of
all Committees. He/she shall, when
present, preside at all meetings of the society and of the Board. In his/her absence, the Vice-President shall
preside at any such meetings. In the
absence of both, a chairperson may be elected at the meeting to preside. The President shall be responsible for the
organization of the society’s records and correspondence. The President shall be responsible for the
delegation of duties, communications with school administration, society
members, and the community at large, and ensuring the general working order of
the society. The President shall
maintain copies of all books and records.
The President shall be responsible for a final audit of all books before
passing them on to the next year’s executive.
SECRETARY
·
It shall be the duty of the secretary to attend
all meetings of the society and of the Board, and to keep accurate minutes of
the same. Such minutes shall be
presented to the President, electronically, for distribution no later than 7
business days after the meeting in question.
TREASURER
·
The Treasurer shall receive all monies paid to
the society and be responsible for the deposit of same in whatever Bank, Trust
Company, or Treasury Branch the Board may order. He/she shall properly account for the funds
of the society and keep such books as may be directed in the Operating
Procedures of the society. He/she shall
present a full detailed account of receipts and disbursements to the Board
whenever requested and shall prepare for submission to the Annual Meeting a
statement duly audited of the financial position of the society and submit a
copy of same to the President for the records of the society. The audit shall be performed by the
Treasurer, secondly by the President. The
Office of the Secretary and Treasurer may be filled by one person if any annual
meeting for the election of officers shall so decide.
·
All funds disbursed by the Treasurer shall be by
official MPES PFA cheque, signed by both the Treasurer and the President and
ONLY once the amount and recipient lines have been properly filled. No blank cheques or cash shall ever be issued
by Treasurer.
·
MEETINGS
·
This society shall hold an annual meeting on or
before September 30th in each year, of which notice in writing to
the last known email address of each member shall be delivered by email 10 days
prior to the date of the meeting. At
this meeting there shall be elected a President, Vice-President, Secretary, and
Event Coordinator. The officers and
directors so elected shall form a Board, and shall serve until their successors
are elected and installed. Any vacancy
occurring during the year shall be filled at the next meeting, provided it is
so stated in the notice calling such meeting.
Any member in good standing shall be eligible for any office in the
society.
·
All general meetings of the society shall be
open to all members, however separate casual planning meetings may be scheduled
to include specific members and subcommittees without a public invitation
extended to all members at large. These
meetings will not include votes or official business.
·
General meetings of the society may be called at
any time by the President by notice via email to the last known email address
of each member, as well as a posting to the electronic MPES Parents and PFA
boards. A special meeting shall be
called by the President upon receipt of a petition signed 3 members in good
standing, setting forth the reasons for calling such meeting, which shall be by
email to the last known address of each member, delivered by email to the last
known address of each member.
·
Four members in good standing, two of which must
be members of the Board, shall constitute a quorum at any meeting.
VOTING
·
Any member (any parent/guardian of a current
MPES student) shall have the right to vote at any meeting of the society. Such votes may be made in person, or by proxy
through express written consent sent directly to the President by email prior
to said meeting.
RENUMERATION
·
Unless authorized at any meeting and after
notice for same shall have been given, no officer, director, or member of the
society shall receive any remuneration for his/her services.
BORROWING POWERS
·
For the purpose of carrying out its objectives,
the society may borrow or raise or secure funds in such manner as it sees fit,
and in particular by the issue of debentures, but this power shall be exercised
only under the authority of the society, and in no case shall debentures be
issued without the sanction of a special resolution of the society.
SOCIETY SEAL
·
The society will not be adopted an official
seal.
BYLAWS
·
The Bylaws may be rescinded, altered or added to
by a “Special Resolution”.
DISSOLUTION
·
The Society may be dissolved by special
resolution. Any funds still held will be
donated directly to Morinville Public Elementary to be dispursed as they see
fit.
PFA Operating Procedures
April 7th, 2013
Roles and
Responsibilities of PFA Executive
·
Chair
o
The chair shall be responsible for all
correspondence associated with the PFA, including the maintenance of up to date
records and reports, including both digital and hard copies of all minutes,
agendas, reports and research garnered by the PFA. This information will need to be available to
any member of the PFA upon request within a reasonable time frame ie. One
week. Previous year’s records should be
kept, bundled together, to act as reference for future events, fundraisers, and
activities.
o
The chair shall act as the “voice” of the PFA,
and its official contact unless this duty has been otherwise delegated based on
a specific endeavor ie. Another member elected to act as a contact for the
bottle drive.
o
The Chair shall present all members of the PFA
executive, the Principal, and the chair of the School Council, a copy of each
meeting’s agenda at least 24hrs prior to said meeting.
o
The Chair shall preside over all meetings
o
It will be assumed that the Chair is responsible
for any duties not otherwise described herein, or within the Society’s Bylaws,
or delegated to other members (hence the importance of clearly delegated
duties).
o
The Chair shall oversee all delegated duties and
shall be responsible for ensuring that they are performed in a timely fashion.
o
The Chair shall be responsible for providing a
second signature on all cheques written on the PFA account.
·
Vice Chair
o
The Vice shall act in the Chair’s stead whenever
the Chair is unavailable.
o
The Vice shall keep themselves apprised of all
matters pertaining to the PFA through steady and regular contact with the Chair
and Executive
o
The Vice shall assume a leadership role in
regards to duties which need to be delegated by the Chair.
·
Treasurer
o
The Treasurer shall be responsible for the
financial records of the PFA. This
should include detailed records of all PFA activities and events, with an
itemized breakdown of expenses and revenues.
o
The Treasurer shall be responsible for issuing
all payments and reimbursements from the PFA account, in conjunction with the
Chair’s second signature.
o
The Treasurer shall be responsible for holding
any moneys prior to deposit.
o
The Treasurer shall be responsible for attending
regularly scheduled PFA meetings with a brief report which shall include a
current balance, and any recent transactions.
·
Event Coordinator
o
The EC shall be responsible for organizing any
PFA sponsored events.
o
The EC’s responsibilities can include:
§
Creating a budget for the event
§
Soliciting and organizing the necessary
volunteers
§
Gathering materials and supplies
§
Decorating the venue
§
Hiring and establishing a payment schedule for
any entertainment
§
Determining the needs of the event ie. Lighting,
music, etc.
§
Coordinating event cleanup
§
Coordinating all activities, and volunteers the
day of.
o
Any of the EC’s responsibilities may be
delegated to other members, however it shall be assumed that they are the EC’s
responsibility unless overtly stated otherwise.
Policies and Procedures
·
Financial
o
All payments and reimbursements made by the PFA
shall be made by cheque, signed at the time of by both the Chair and Treasurer,
with a record of said payment noted in the financial records.
o
Neither the Treasurer nor the Chair shall ever
sign a cheque that is not fully filled out ie. No blank cheques.
o
All cheques returned NSF shall be subject to a
$7 processing charge.
o
Unless otherwise stated, all PFA funds will be
split according to the following schedule:
§
Playground 50%
§
Resources and Equipment 25%
§
Student-only activities and subsidies 10%
§
Community events (Town and School community) 10%
§
Contingency Fund 5%
·
Communication
o
Communication with the MPES community shall be
of utmost importance. All members shall
strive for thorough and respectful communication with the MPES community at
large. Official requests, concerns, and
questions shall always be redirected to the Chair unless a separate member has
been delegated.
o
Meeting agendas shall be emailed within the week
prior to any meeting to all members of the PFA executive, the Principal, and
the Chair of the School Council. They
shall also be promptly and permanently affixed to the MPES Parents’ Group
Facebook page as well as the MPES PFA Facebook page for all parents to see and
comment on. This shall be the
responsibility of the Chair.
o
Meeting minutes shall be emailed within 7
business days of any meeting to all members of the PFA executive, the
Principal, and the Chair of the School Council.
They will be posted for the remainder of the school year to the MPES
Parents’ board next to the north entrance of the gym. They shall also be promptly and permanently
affixed to the MPES Parents’ Group Facebook page as well as the MPES PFA
Facebook page for all parents to see and comment on. The Secretary will be responsible for
forwarding these minutes to the Chair, who shall then distribute them
accordingly.
o
Materials that need to be sent home with
students shall be provided to the school 5 business days prior to the date they
need to be sent home. Whether they need
to be sent to all students or to “class reps” will need to be explicitly stated
to office staff.
o
Any announcements sent home with students should
also be posted online.
o
The PFA shall strive to enter a blurb in each
monthly school newsletter. The deadline
for these entries will need to be confirmed with the Principal.
·
Partnerships
o
The PFA shall strive to maintain healthy and
mutually beneficial relationships with the Principal, the School Council, the
MPES Community, the Town of Morinville, and the community at large.
o
The PFA and School Council shall have
overlapping meetings on the same night with the Chair providing a brief report
at the beginning of the Council meeting.
o
The PFA shall provide the School Council with an
operating budget at the start of each school year. This budget will cover any and all Council
requests. It shall be assumed that
requests beyond this budget shall be dealt with by the Council itself. The amount for this budget shall be voted on
at the June meeting of the PFA for the following year.
o
Requests for PFA funds can be made by any group
associated with MPES. Requests are
expected to be made either in person at monthly meetings after a request has
been submitted to the Chair to be added to the agenda, or in writing. All requests will be put to a vote, with any
MPES parents and guardians welcome to enter their vote. Results of the vote will be posted in the
minutes.
o
Any concerns that do not directly relate to the
PFA itself will be directed to the Principal ie. Receiving newsletters in time,
concerns re: social media, etc.
Minutes: February 10th, 2014
1. In attendance; Misty, Monique, Wayne, Sarah, Leah, Nadine, Colleen and Cindy
2. Review and approval of agenda – Coleen 1st, Sarah 2nds.
3. Old business - PFA donates $1000 toward the purchase of schools new laminator and paper cutter.
4. New business – Leah received blueprints back from contractor and they were also able to give some cost breakdowns on the larger structures surfacing. Rubber matting would cost $350,000 w/ equipment (more wheelchair accessible), Wood chips would run 30-50,000 w/ equipment and of course sand with the cost going down to $175,000 with the equipment.
5. ASCA Conference – Ideally we would have a member from PFA and School Council attend. SSD pays for membership only and not the conference. Leah motions to use PFA funds to send both members to attend the conference. Sarah 2nds the motion.
6. Carnival progress –
* Best buy has been contacted for use of their volunteers, will be asking for community volunteers to run stationary booths and PFA members will act as floaters for the booths.
* Hours of the carnival will be extended by one hour.
* Kip the Court Jester has been confirmed as entertainment
* Still confirming our DJ and Emcee, Mr. Layton
* Community and service grants have been submitted, awaiting approval
* Photo Booth will be a donation booth
* Small business’ will be able to sponsor tents
* Leveled sponsorships will be accepted until May 1st, and will have clear definitions for benefits.
7. Donation Drive will start in May. Looking at setting up a Facebook or website donation page for convenience.
8. Sham-ROCK dance –
* is going in the direction of being run by School Council and supported by the Parent Fundraising Association.
* Looking at more lights and generators for ambiance.
* Photo booth will be available by donation
* Novelty and snack concession will be available
* Zumba is a go for the event
9. Next meeting set for March 10, 2014 @6:15 pm
10. Meeting adjourned at 7:32
Minutes recorded by PFA Secretary, Sarah Hall
2. Review and approval of agenda – Coleen 1st, Sarah 2nds.
3. Old business - PFA donates $1000 toward the purchase of schools new laminator and paper cutter.
4. New business – Leah received blueprints back from contractor and they were also able to give some cost breakdowns on the larger structures surfacing. Rubber matting would cost $350,000 w/ equipment (more wheelchair accessible), Wood chips would run 30-50,000 w/ equipment and of course sand with the cost going down to $175,000 with the equipment.
5. ASCA Conference – Ideally we would have a member from PFA and School Council attend. SSD pays for membership only and not the conference. Leah motions to use PFA funds to send both members to attend the conference. Sarah 2nds the motion.
6. Carnival progress –
* Best buy has been contacted for use of their volunteers, will be asking for community volunteers to run stationary booths and PFA members will act as floaters for the booths.
* Hours of the carnival will be extended by one hour.
* Kip the Court Jester has been confirmed as entertainment
* Still confirming our DJ and Emcee, Mr. Layton
* Community and service grants have been submitted, awaiting approval
* Photo Booth will be a donation booth
* Small business’ will be able to sponsor tents
* Leveled sponsorships will be accepted until May 1st, and will have clear definitions for benefits.
7. Donation Drive will start in May. Looking at setting up a Facebook or website donation page for convenience.
8. Sham-ROCK dance –
* is going in the direction of being run by School Council and supported by the Parent Fundraising Association.
* Looking at more lights and generators for ambiance.
* Photo booth will be available by donation
* Novelty and snack concession will be available
* Zumba is a go for the event
9. Next meeting set for March 10, 2014 @6:15 pm
10. Meeting adjourned at 7:32
Minutes recorded by PFA Secretary, Sarah Hall
Minutes: January 13th, 2013
1. Open to review agenda. Eva motions to adopt agenda, Brandi seconds.
2. Report from treasurer given by Nadine. Profits from Snowflake festival aproximately $5000.
3. Report from Principal, Wayne requests PFA purchases a laminator and paper cutter for the school. Sarah suggests the hot lunch monies be contributed, Brandi agrees. Leah asks that monies be reviewed from PFA and Hot Lunch to see how much can be contributed to the school.
4. Set dates for Sham-Rock – March 13th, 2014 and Carnival – June 14th, 2014.
5. Discussed Carnival details. DJ- Mr. Layton, Best Buy volunteers to help with raffle or 50/50, Ford test drives, food trucks – possibly green bean.
6. Discussed Applications fro casinos & raffles as well as grant applications available starting February. Brandi will be supplying blueprints for playground.
7. Leah reccomends we scrap the take home fundraisers for the rest of the current school year, suggesting we instead do donation drives and concentrate on Carnival.
a. Leah motions to abolish send home fundraisers. Eva seconds the motion.
8. Next meeting set for February 10th at 6:15 pm.
9. Meeting adjourned 7:18 pm.
Meeting minutes completed by Sarah Hall
2. Report from treasurer given by Nadine. Profits from Snowflake festival aproximately $5000.
3. Report from Principal, Wayne requests PFA purchases a laminator and paper cutter for the school. Sarah suggests the hot lunch monies be contributed, Brandi agrees. Leah asks that monies be reviewed from PFA and Hot Lunch to see how much can be contributed to the school.
4. Set dates for Sham-Rock – March 13th, 2014 and Carnival – June 14th, 2014.
5. Discussed Carnival details. DJ- Mr. Layton, Best Buy volunteers to help with raffle or 50/50, Ford test drives, food trucks – possibly green bean.
6. Discussed Applications fro casinos & raffles as well as grant applications available starting February. Brandi will be supplying blueprints for playground.
7. Leah reccomends we scrap the take home fundraisers for the rest of the current school year, suggesting we instead do donation drives and concentrate on Carnival.
a. Leah motions to abolish send home fundraisers. Eva seconds the motion.
8. Next meeting set for February 10th at 6:15 pm.
9. Meeting adjourned 7:18 pm.
Meeting minutes completed by Sarah Hall
Minutes: November 4th, 2013
Open
with review of Oct. 7th meeting minutes.
2.
Eva adds new business to agenda – parade float
a. Agenda approved. Sarah 1st,
Eva 2nds
3.
Snowflakes & Stars Market Concession volunteers needed.
a. Discuss how to best reach out to parent volunteers.
b. Grocery shop for supplies
c. Tim Horton Sponsoring – Coffee
donation
d. Coloring pages for kids w/crayons
4.
Dragon Gear is ordered. (should be in by market time)
5.
Winter fundraising:
a. Forms & catalogs delivered
(sent home & emailed)
b. Demo Cards sent home Nov. 4th.
c. No late orders accepted.
d. Purdy’s delivery 4 & 5th, Pick up 5
& 6th, Cards going through school classrooms.
e. Purdy’s bonuses will be used as ‘thank you’ gifts
for sponsors contributing over $100 to our raffle baskets.
6.
Bylaw Amendments – Leah motions to accept amendments on bylaw, Sarah 2nds
7.
Snowflake Festival –
a. Wayne is pursuing another Sturgeon school to ‘host’
our raffle for the licencing. Licence cost is a $6 registration fee.
b. Raffle Basket Themes are being formed, will
organize through Facebook.
c. Bake sale: Peanut & Gluten Free Labels. Leah
sending email to parents, for less confusion.
8.
Review of 2012/13 PFA financial report.
9.
New business – Eva asks PFA to provide finances needed for parade float and 800
glow-sticks. (with left-overs to be used at the Sham-Rock dance) Leah agrees
and asks for an additional 200 pcs to be ordered for PFA use.
10
Next Meeting Set for December 2nd at 6:15 pm. Meeting adjourned at
7:18pm
Minutes by: Sarah Hall
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