A parent/guardian who accepts a position as a PAC Volunteer shall:

• Uphold the constitution and bylaws, guidelines, policies and procedures of the PAC

• Perform their duties with honesty and integrity and in a timely manner.

• Ensure all PAC supplies are returned to the PAC Supplies Bin.

• Work to ensure that the well-being of students is the primary focus of all decisions.

• Respect the right of all individuals.

• Take direction from the PAC Executives, ensuring that guidelines, policies and procedures are followed as provided by PAC Executives.

• Strive to be informed and only pass on information that is reliable and correct during the course of their volunteer duties

• Respect all confidential information.

• Understand the PAC is not a forum for the discussion of individual school personnel, students, parents, PAC or other individual members of the school community, but that effective mechanisms exist within the school system and PAC for resolution of concerns about individuals. The Volunteer will direct the person to speak with a PAC Executive for further support and guidance about their individual concerns.

• Volunteer who is approached by someone with a concern relating to an individual, fundraiser or event is in a privileged position and must treat such discussion as confidential, within the bounds of the PAC Constitution. If questions, complaints, or concerns are brought to a Volunteer, they must pass on that question, complaint or concern to a PAC Executive right way.

While fulfilling your duties as a volunteer with the PAC, you may be asked make purchases on behalf of the PAC.  Purchases that need to be reimbursed by the PAC must be approved by the PAC before the purchase is made.  To be reimbursed for the purchase, you need to email pac@murrayvilleacademy.ca a photo of the full receipt with proof of purchase if separate from the receipt (such as a receipt with a separate print out from a credit card machine) along with the following details:

• Fundraiser or event the purchase was made for or note other reason for purchase

• Amount paid and if it is the full payment or if any other payments are to follow (if necessary)

• Description of purchase if not obvious from the receipt

• Email you want the etransfer to go to if different than the one you are using

Please allow the PAC one business week to make any reimbursements to you. Reimbursements are made via transfer.

All purchases are to be approved by a minimum of four PAC Executives. PAC Executives can make discretionary purchases of less than $100 without approval.

Executive Positions are vacated in one of three ways:

1. An Executive completes their term and does not take on another term,

2. They choose to step down from their position due to personal reasons, or

3. They are removed from the PAC due to not fulfilling their duties or upholding the PAC Constitution & Bylaws or PAC guidelines, policies and procedures. To remove an Executive from the PAC, the remaining PAC Executives must vote to remove the Executives with a 50% plus one to pass. Once a vote to remove an Executive is passed, they must be immediately removed from all PAC accounts and an email needs to be sent to them informing them of the PAC's decision.

When an Executive Position changes hands, the following must occur:

• The preceding Executive must make themselves available to meet with the new Executive to go over details of the position and answer any questions the new Executive may have. It is the responsibility of the preceding Executive to document the work they have done during their term and pass off that documentation as well as any relevant information such as, but not limited to, logins, account information or vender contact info to the new Executive. This valuable information must be stored in the Google Drive folder for that Executive Position under the PAC Google Drive account.

• The preceding Executive needs to be removed from Slack, the PAC email account (both password change and stop forwarding), removed from the CRM and removed as a signor on the PAC bank account. Likewise, the new Executive needs to be added to Slack, the PAC email account (both given new password and forwarding set up), added to the CRM and set up as a signor on the PAC account.

If for any reason an Executive Position is to filled, the PAC President may appoint an interim Executive to fill that position until the PAC can vote to permanently fill the position. The interim Executive will have the same responsibilities and access as a full Executive Position holder.

For any Event or Fundraiser that requires the PAC to collect cash, a cash form must be filled out and affixed to the poly mailer envelope that contains the cash. See Sample below. Printed off forms and poly mailer envelopes are located in the PAC Supply Bin located at the school.

Two people need to sign off on the amount and the depositor needs to confirm and sign off on the amount when they open the poly mailer envelope to make the deposit. Cash is not to be removed from the school until two people have signed off on the form and a photo of the form needs to be emailed to pac@murrayvilleacademy.ca so the treasurer can ensure all deposits are accounted for.

All committees must be overseen by a PAC Executive and needs to communicate in the PAC Slack workspace so we can easily collaborate. Committees need to get PAC approval before committing to any expenses. Each committee will be given a goal and supported to reach that goal. Committees are responsible for determining the budget they need, coming up with a plan, and implementing their plan to reach their goal. They are also responsible for documenting the work they do during their time on the committee and pass off that documentation as well as any relevant information such as, but not limited to, logins, account information or vender contact info to the PAC for future Committees to reference. This valuable information must be stored in the Google Drive folder for that committee under the PAC Google Drive account. Reporting back to the PAC and getting feedback is an important function of the committee. The frequency of reporting will be determined when the committee is formed.

PAC meeting dates and agendas are determined by the PAC President. To be respectful of people's time, we only discuss what is on the meeting's agenda during the meeting. If you would like to add something to the next meeting agenda, please email your suggestion to pac@murrayvilleacademy.ca and it will be considered. If your your suggestion is not added to the agenda, you will be informed as to why and what we can do with your suggestion instead.

We go through the agenda and discuss topics for a set period of time. At the end of the time, a member can propose an action, and the members can take a vote. A 50% plus one passes the vote.

The PAC's guideline for what we will pay is simple: does it benefit the children? If yes, then we will pay for it, provided the request goes through our approval process and receives approval before a purchase is committed to. Due to time constraints of our Executive team, the approval process can take up to four weeks to complete.

Is the request an overall school improvement? That will need to be decided on a case by case basis.

To submit a request, please email the request and all pertinent information to pac@murrayvilleacademy.ca

To ensure transparency, it is important for the PAC, the school and parents to be on the same page with how we communicate and the messaging we present. With 100+ families between the school and the ELC, it is hard to find the right balance of which medium to use for which communications and impossible to tailor our communications to each family's preferences.

The PAC communicates through the following mediums:

• Email (as needed)

• School & ELC Facebook group pages (1-2 times per week)

• Printables sent home in children's agendas (as needed)

• PAC Newsletters (sent out monthly)

• Whiteboard in front of the school (updated weekly)

• PAC Website (updated monthly)

  We do our best to ensure that information on all fundraisers & events reaches everyone in as many different mediums as possible but it is also up to the parents to ensure they are getting the information they need for their kids to be able to participate in events and fundraisers. This is a partnership that needs to be worked on from both sides!

  Submitting complaints, concerns, feedback or ideas to the PAC

  We want to hear from you! Please submit all complaints, concerns, feedback or ideas to us by emailing pac@murrayvilleacademy.ca and we will ensure they are addressed and you are updated. We kindly request that you do not bring complaints, concerns, feedback or ideas to PAC Executives personally either in person, by phone call or text, to their personal email or through direct messages on social media platforms. We are all volunteers and do not owe anyone our time or attention!

  Because the PAC represents all the students, parents, and the school, we need to have a consensus among the Executive team on any responses or actions we take to ensure everyone is accounted for. This means, an individual PAC Executive may not be able to immediately address your complaint, concern, feedback or idea unless the Executive team has already formed a decision on it based off previous meetings. Most of the time, the PAC Executive needs to take the complaint, concern, feedback or idea back to the rest of the Executive team to get their feedback and sometimes even have to check in with the school administration before responding so please be patient while we work on getting an answer for you!

Our our communication response process:

1. Communication is received. If received any other way than to the PAC email, we will direct the person issuing the communication to email us so we can ensure it is address by all PAC Executives.

2. If it is a general inquiry or question, the PAC Secretary is responsible for responding. If the communication is relating to fundraisers or fundraiser committees, the PAC Fundraiser Coordinator is responsible for responding. If relating to funding or banking, the PAC Treasurer is responsible for responding.

3. If a complaint, concern, feedback or idea is received, it is shared with the entire Executive team in our private messaging system for all PAC Executives to discuss and form a decision on it and to put an action plan in place to address it.

4. Once that decision is made, the person issuing the complaint, concern, feedback or idea is notified with the results of our decision and the actions we are going to take to address it.

There are several different levels of participation in the PAC all with varying levels of responsibility:

PAC Executive - The people responsible for steering the directions of the PAC and ensuring all PAC responsibilities and actions are fulfilled.

Member at Large - Not a PAC Executive but reliable people PAC Executives can reach out to take on dedicated roles and responsibilities for the PAC.

Committee Chair - People who step up to champion a committee. Responsible for the success of the committee, ensuring their committee members fulfill on their duties to help the committee reach their goal and reporting back to the PAC Executive team.

Committee Member - People who join and contribute to committees. Responsible for doing their part to ensure the committee reaches their goal.

Volunteers for Events or Fundraisers - People who may not be able to attend PAC meetings put can volunteer their time to support PAC Events or Fundraisers. Responsible for fulfilling their duties to support the event or fundraiser they volunteered for.

General Members - People who may only attend meetings or contribute to the PAC in other ways that don't include volunteering their time such as donating items or services. Only responsible for fulfilling obligations they commit themselves to.

1. Submit name, phone, email, child(ren)'s name(s) and grade(s), what they are willing to do

2. Complete volunteer certification

3. Vice President to confirm background check with the school

4. Designate status: FULL (has background check) or LIMITED (no background check) and date the designation