P&C

PRESIDENT

The President presides over meetings and acts in an official capacity when called upon to represent the P&C. The President is the liaison between the parent body and the school and meets regularly with the Principal or their representative. Relevant information is reported by the President to the members at P&C general meetings.

The President is the public face of the P&C and is responsible for ensuring all office bearers and sub-committee roles are carried out in an appropriate manner and in accordance with the group’s Constitution. The President is an ex-officio member of all P&C sub-committees.

The commitment from the President can be varied depending on how proactive the President is in his/her role. A minimum commitment of 2-4 hours per week on average is required from the President if the P&C is functioning smoothly.

Skills required: good speaker and communicator. Good mediator. It is recommended but not essential that either the President or Vice President have had previous experience in the P&C.

VICE PRESIDENT

The Vice President collaborates with the President in preparing applications for grants and donations and represent the P&C at meetings or functions on behalf of the P&C, President, or Secretary as and when required. The Vice President would act in the capacity of the President at general meetings in the absence of the President.

The Vice President is a good role to either train a future President or for a P&C member with experience to mentor a newer President.

As the WA Council of State School Organisations (WACSSO) Liaison, the Vice President acts as the link between the P&C and WACSSO.

The commitment from the Vice President depends on how proactive the Vice President wants to be in P&C activities. A minimum commitment of 4-6 hours per month is recommended.

Skills required: good communicator. Regular attendance at P&C meetings and occasional attendance at meetings after school hours. It is recommended but not essential that either the President or Vice President have had previous experience in the P&C.

HONORARY SECRETARY

The Secretary is responsible for the control of all inward and outgoing correspondence and provides the P&C with effective communication to the whole school community. The Secretary prepares meeting notices, the agenda, records all minutes of meetings, maintains registers of correspondence, motions and members, and maintains all archived records of the P&C. The Secretary may also provide assistance by attending meetings with the President and as required by other committee members.

The commitment from the Secretary averages 2-4 hours a week, higher around the time of P&C meetings and yearly reporting formalities.

Skills required: Must have access to a PC. Good written communication, office skills and general organisation.

HONORARY TREASURER

The Treasurer oversees all financial activity within the scope of the P&C. this includes all bookkeeping and administering financial payments to suppliers of the canteen, uniform shop, fundraising activities, book clubs, book fairs and school donations. The Treasurer role also includes fortnightly wages and financial management (including Superannuation and PAYG) of employees of the P&C (currently only the canteen).

All financial records are to be kept up to date and produced upon request. The Treasurer is required to establish (with committee input) and monitor the P&C budget.

The Treasurer is an ex-officio member of the Canteen Sub-Committee and has overall responsibility for the books of account of all sub-committees.

The commitment from the Treasurer averages 2-4 hours a week, higher around the time of P&C meetings and yearly reporting formalities.

Skills required: Background in bookkeeping, accounting. Good with money matters.

EXECUTIVE COMMITTEE (minimum 3 positions)

The Executive Committee makes decisions for the P&C in between general P&C meetings either by attending ad hoc meetings or via email. The Executive Committee is responsible to the P&C general meeting.

The Executive Committee comprises President, Vice President, Secretary, Treasurer, School Principal and not less than three other P&C members. Each sub-committee must include a member of the Executive Committee (excluding the President), so these other members usually come from the sub-committees. A quorum of five members is required for all Executive Committee meetings and decisions.

In addition to their normal role the commitment from an Executive Committee member is around 4 hours per month (including attendance at P&C general meetings).

Skills Required: Regular attendance at P&C meetings is essential.

SUB-COMMITTEES

The P&C also operates several sub-committees. The sub-committees are responsible for specific tasks within the P&C. Sub-committees are responsible for planning, managing and operating an amenity and submitting relevant information to the President, Executive Committee, and the P&C general meeting on a regular basis to be ratified. Sub-committees abide by the Terms of Reference approved by the General Meeting and present motions to meetings for approval. Existing sub-committees include Canteen, Fundraising, Uniform, Book Club, Book Fair, Dads of Harmony, and Year 6 Fundraising.

The Uniform Shop is open every second Wednesday afternoon (odd term weeks) from 2.15pm until 3.15pm and is located at the end of Red Block, next to the Administration car park.

Flexischool orders are processed every Wednesday and can be picked up at the Admin office. Orders must be placed online at www.flexischools.com.au.by Monday 4pm.

Payment is by card at the Uniform Shop on Wednesday afternoons and card or bank transfer via the Flexischools online ordering facility.

The Uniform Sub-Committee is responsible for all aspects of operating the Uniform Shop including stock ordering, order packing and managing volunteers. The Uniform Shop is wholly volunteer run. The P&C does not set the uniform – this is a school function; however we work collaboratively to ensure the best options for our students.

SCHOOL HATS

A small supply of school hats are available for purchase at the front office for students who have lost their hat and need to replace it prior to the uniform shop opening on Thursdays. Credit Card details will be taken by the school for the P&C to process. Please ensure you fill the form out correctly.

If you have any queries regarding uniforms please do not hesitate to contact our Uniform Shop by email uniforms@harmonypandc.org.au

The Canteen is open Tuesday, Wednesday, Thursday, and Friday for lunch orders. All lunch orders must be placed online at www.flexischools.com.au or via their mobile app before 8:40am every day. For the current menu, visit Flexischools or our Facebook page (https://www.facebook.com/harmonypandc/menu/)

The Canteen is also open for over-the-counter recess sales on selected days. Check Facebook for up-to-date information.

 The Canteen Sub-Committee is responsible for the oversight of the canteen operation including financial management of the canteen, managing employees (in conjunction with the Executive Committee), managing volunteers, conducting of stocktakes, maintaining canteen policy and procedures and approving menus. The sub-committee meets as required but as a minimum at least once per term.

The Canteen Sub-Committee should have between three and six members. With a good Canteen Manager and Casual Worker/s, the commitment from each sub-committee member is expected to be about four to eight hours per term. The Convener of the Canteen Sub-Committee is elected by the Canteen Sub-Committee members and reports at P&C meetings on the functioning of the canteen and any motions requiring approval.

The Fundraising Sub-Committee is responsible for organising, promoting and managing fundraising and social events. An events calendar is established at the end of the year for the following year and refined at the start of the fundraising year.

Ideally, the Fundraising Sub-Committee requires six to 10 committee members. This allows members to share the responsibility to manage events. Each event will require sourcing and managing volunteers from the wider school community. Past events have included: Easter raffle, lapathon, colour run, Mother’s Day stall, Father’s Day stall, Entertainment Book, school fete, social events (e.g. school disco, movie night), and sausage sizzles.

Each sub-committee member commits to two hours per month for Fundraising Sub-Committee meetings, 10 to 20 hours to manage an event they are responsible for and, if possible, a couple hours to support other events.

The Convener of the Fundraising Sub-Committee is elected by the Fundraising Sub-Committee members and reports at P&C meetings on the functioning of fundraising and any motions requiring approval. The Convener would need to be able to commit an additional two to four hours per month.

The Book Club Sub-Committee provides the opportunity for students and parents to purchase Scholastic books, with a percentage of the sales provided back to the school in the form of Scholastic Rewards. These rewards enable the school to purchase books and educational resources from Scholastic.

Scholastic has about eight brochure deliveries a year and the Harmony Book Club Sub-Committee usually chooses six of these to manage. The Book Club Sub-Committee meet to:

• Disperse the brochures to classes – this usually takes about 1 hour.
• Consolidate the orders and enter orders online (usually 1-1.5 weeks after dispersing brochures) – this takes the Convener 1-2 hours.
• Disperse the books (usually 1-2 weeks after placing orders) – usually takes 2-4 people about 1-2 hours.

The timing of the above activities is dependent on Scholastic and will be organised by the Convener of the Book Club Sub-Committee depending on the availability of members. The Convener of the Book Club Sub-Committee will also liaise with Scholastic and report to the P&C general meetings.

Ideally, the Book Club Sub-Committee needs four members who can commit to around four hours a term. The Convener of the Book Club Sub-Committee is elected by the Book Club Sub-Committee members and reports at P&C meetings on the functioning of Book Club and any motions requiring approval.

The Dads of Harmony (Dads Group) aim to encourage fathers and father figures to spend more quality time with their children and be the best dad they can be.

The Dads Group sub-committee organises events for both fathers, and fathers and children. Father and children events are open to all Harmony families, regardless of their “father” status. Previous events included School Oval Campout, Pizza and Paper Planes, Scavenger Hunt, Dads Marathon Club,

The sub-committee requires a Convener and 3-8 other sub-committee members. Time commitments vary, depending on events being planned. The Convener of the Dads of Harmony Sub-Committee is elected by the Sub-Committee members and reports at P&C meetings on the functioning of the Dads of Harmony and any motions requiring approval.