The election process is championed by the MVA PAC Nominations Committee and managed through a CRM so everything is documented. The Nominations Committee must be made up of at least one current MVA PAC Executive and two other current PAC Executives or Members. Below is a summary of the process:

1. The notice of election/nomination form email is sent out before PAC AGM. Parents click on the link to the form to nominate themselves or nominate someone else.

2. If they choose to nominate themselves, they will go to the application form. If they choose to nominate someone else, they will go to the nomination form. The person they are nominating will be notified that they have been nominated and asked to accept or decline the nomination. If they accept, they will be directed to the application form.

3. Once nominees submit the application form, the Nominations Committee will be notified that there is an application to review. A member of the nomination committee must approve or decline the application. The approve/decline decision is based solely on the criteria outlined in the MVA PAC Constitution & Bylaws and Election Process Guidelines.

4. An email will go out to the nominee congratulating them and letting them know what the next steps are or letting them know why their nomination was declined.

5. All candidates are compiled into the MVA PAC Executive Positions Candidate booklet, and an email is sent out to all PAC members with a link to where to review the candidates and how to vote. 

6. Voting to take place anonymously at the MVA PAC AGM with elected executives to be announced after the vote is complete and tallied.

• Help create a fun, caring and safe community for all Murrayville Academy Students.

• Foster communication with school administrators, teachers, and parents

• Help plan extracurricular activities for our children such as the Fun Fair, movie nights and dances

• Raise funds for extracurricular activities as well as school enrichment

• Have a child currently enrolled at Murrayville Academy or Early Learning Centre

• Volunteered a minimum of 10 hours with the PAC during the previous academic year. Solely attending PAC meetings does not count towards the volunteer requirement. Donating money or goods to the PAC does not count towards the volunteer requirement

• Complete a background check and confidentiality agreement with the school

• Agree to complete the PAC volunteer certification and follow all PAC guidelines, policies and procedures within one week of being elected

• Complete the PAC Executive Application

Every PAC Executive position:

• Attend all Executive, General PAC meetings and Special Meetings, to be familiar with the Constitution and Bylaws, to carry out their duties as described, and to follow the Code of Conduct

• Consult with, take direction from, and represent all parents/families of the school. The Executive shall work as a team to ensure PAC purposes are achieved

• Maintain any documentation and correspondence pertinent to their position, which shall be delivered to their successors upon request

• Fulfill your duties as outlined per position below

President

• Convene and preside at all membership, special, and executive meetings

• Ensure that an agenda is prepared and distributed within two to five (2-5) days prior to the General PAC meeting

• Allow input from membership and may dispense with all formal voting procedures on internal PAC matters

• Appoint committees where authorized to do so by the Executive or Membership

• Take such actions or ensure that such actions are taken by others to achieve the objectives and purpose of the organization

• Be a non-voting ex-officio member of all committees and they will not be a member of the Nominating Committee

• Be a signing officer

• Submit at the Annual General Meeting an Annual Report including a Financial Statement

• Be the official spokesperson for the organization

• May, in consultation with the Executive, or upon recommendation of the general membership appoint a representative to outside organizations for set purposes. Guidelines for such representation shall be established by the Executive

• Ensure the draft meeting minutes are prepared and distributed within fourteen (14) days after the General PAC meeting

Vice President

• Assume the responsibilities of the President in the President's absence

• Accept extra duties as required

• May be a signing officer

Secretary

• Record the minutes of membership, special and executive meetings

• Issue and receive correspondence on behalf of the organization

• Prepare and distribute minutes within fourteen (14) days after the monthly PAC meeting

• Keep an updated copy of the Constitution and Bylaws.

• Submit a copy of the amended Constitution and Bylaws to the school office for safe keeping

• May be a signing officer

• Shall safely keep all records of the PAC except financial records, for the duration that theTreasurer requires the use of such records

Treasurer

• Be responsible for and report on the accounts of the organization

• Be one of the signing officers of the Executive

• Maintain good record keeping of all financial activities of the PAC using acceptable accounting standards

• Prepare and present printed copies of the financial report for each General PAC Meeting

• With the assistance of the Executive and PAC members, draft a budget and tentative plan of expenditures as per Section 10 to be presented at the Annual General Meeting

• Ensure that another financial signing officer has access to the books and banking papers (including cheques) in the event of his/her absence

• Prepare year-end Financial Statement and provide such to the president for submission to the membership at the Annual General Meeting

• Filling year-end reporting as required – i.e., Gaming Grant

• Apply for any funding

Fundraiser Coordinator

• Forming and overseeing all fundraising committees

• Delegating fundraising tasks

• Ensure all fundraisers are applied for in a timely manner

• May be a signing officer

Communications Coordinator

• Prepare all PAC flyers or graphics, email templates and other various communication as required

• Maintain PAC website & CRM

• Prepare and distribute monthly PAC newsletter

• Issue and receive correspondence on behalf of the organization

• Facilitate communication between the students, parents/guardians, the board of directors, the school administration and the school staff

• May be a signing officer

Time commitment varies throughout the year.  In the beginning, more time will be needed for planning the upcoming year.  Expect to spend a minimum of 15 hours per month fulfilling a PAC Executive position.