Navigate NIDES PAC Constitution
SECTION I: NAME
The name of the Council shall be the NAVIGATE (NIDES) PARENT ADVISORY COUNCIL. The Council will operate as a non-profit organization with no personal financial benefit to its members. The business of the Council will be unbiased in respect of race, religion, gender, politics, sexual orientation, and physical or mental ability.
SECTION II: PURPOSES OF THE PAC
The purposes of the Council shall be:
To support continual improvement in the quality of education and the well being of all NAVIGATE (NIDES) students in all geographical areas and all NAVIGATE (NIDES) programs.
To organize and encourage PAC activities and events, including events that foster a strong school community.
To promote the education and welfare of all students in the school by working together with the school’s Principal, Vice-Principal and staff in a positive and progressive manner.
To provide and support parent education, mentorship, and a forum for discussion of educational and online learning issues for parents in all programs.
To advise the Principal and staff on parents' views on any matter relating to the school when deemed necessary.
To promote cooperation between the home and school in providing for the education of children.
When deemed appropriate, to communicate matters relating to the school to one or all of the following governing bodies: School Administration, DPAC, BCCPAC or School Board on any matter relating to the school - other than matters assigned to the school planning council
To participate in the work of the School Planning Council through the Council’s representatives
To promote the interests of public education and online learning and in particular, the interests of NAVIGATE (NIDES) within our communities.
SECTION III: INTERPRETATION OF TERMS
NAVIGATE (NIDES) – North Island Distance Education School
DPAC or “district parent advisory council” - the parent advisory council organized according to the School Act and operating as a district parent advisory council in School District No. 71
PAC or “parent advisory council” - the parents organized according to the School Act and operating as a parent advisory council at NAVIGATE (NIDES)
Parents - the parent/parents or guardian of a child or children in grades Kindergarten through to grade 12 in School District No. 71 Comox Valley.
School - any public elementary or secondary educational institution within School District No. 71 Comox Valley.
Student – means kindergarten to grade 12 students registered at NAVIGATE (NIDES), and is exclusive of adult learners.
District - School District No. 71 Comox Valley.
SD #71- School District No.71 Comox Valley.
SPC or School Planning Council - means the school planning council created for NAVIGATE (NIDES) and according to the School Act
Community Organizations - groups which demonstrate an interest in education and are not already included in the scope of this constitution.
Council – means the NAVIGATE (NIDES) Parent Advisory Council
Online Learning – as defined by the School Act.
President – also known as Chairperson
Officers – means executive members of the PAC
Parent - as defined in the School Act and means:
(a) the guardian of the person of the student or child,
(b) the person legally entitled to custody of the student or child, or
(c) the person who usually has the care and control of the student or child and, for the purposes of these bylaws, means the parent or guardian of a child or children enrolled at NAVIGATE (NIDES).
Navigate NIDES PAC Bylaws
SECTION I MEMBERSHIP IN A PAC
All parents and guardians of students registered at NAVIGATE (NIDES) are voting members of the Parent Advisory Council.
Administration and staff (teaching and non-teaching) of NAVIGATE (NIDES) may be non-voting members of the Council.
Members of the school community who are not parents of students currently enrolled at NAVIGATE (NIDES) may be invited to become non-voting members of the Council, as determined by a majority vote from its members.
At no time shall the Council have more non-voting than voting members.
Any member who is a school board or Ministry of Education employee must declare any potential conflict of interest or bias and refrain from participating in discussion or voting on a particular issue.
Compliance with bylaws. Every member will uphold the constitution and comply with these bylaws.
SECTION II MEETINGS
Meetings will be conducted efficiently and with fairness to the members present.
Providing reasonable notification is given, PAC will make regularly scheduled meetings available online so that all members may attend, regardless of their geographical location. Phone only participation will be an option for attendees.
There shall be an Annual General Meeting (AGM) for the purpose of election of executive officers held in the Spring of each year.
General meetings shall be held not less than eight times per year, one of those being the AGM.
If deemed necessary, any executive member can call an executive meeting at any time. An executive meeting is comprised of a portion or all executive members. One week notice will be given, except in case of emergency, in which 24 hours is the minimum notice permitted. Any changes will be ratified at the next General Meeting.
The purpose of executive meetings is to carry on business between general meetings.
During meetings, if procedural problems arise on an issue not covered in these bylaws, Robert's Rules of Order (latest edition) shall be used to resolve the issue.
At the start of each meeting, those in attendance will introduce themselves by video or phone and sign-in for record keeping purposes.
If Chair Person cannot facilitate a meeting, another executive member can take on the role of Chair for this purpose.
Section II - Part B: Conduct
At general meetings, members will not discuss individual school personnel, students, parents, or other members of the school community.
The Council as a whole will refrain from partisan political action or other activities that do not serve the interests of the school or the public school system.
Section II - Part C: Notice of meetings
Members will be given 14 days notice of general meetings. Notice is defined as announcement on generally used Social Media Group, Direct Email announcement List, PAC Website, and Program Parent List by NIDES administration and staff.
Section II - Part D: Quorum
A quorum for general meetings will be four voting members exclusive of the Chair, two of these voting members must not be an Executive member of the Navigate (NIDES) PAC.
If at any time during a general meeting a quorum ceases to be present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.
The quorum cannot be waived or suspended, even by unanimous consent.
Section II - Part E: VOTING
Unless otherwise provided, questions arising at any meeting shall be decided by a simple majority vote (50% plus 1).
The Chairperson may vote only in the case to break a tie vote.
Members must be in attendance to vote.
Voting may be done by secret ballot, if deemed necessary.
If voting by secret ballot, fairness and ease for all PAC members must be taken into consideration, regardless of their geographical location.
Section III Executive
Section III - Part A: Role of executive
The executive will manage the Council’s affairs between general meetings as directed by the Council and its Constitution and Bylaws.
Section III - Part B: Executive defined
The executive will include a minimum of 5 and a maximum of 11 members. Defined positions will be Chair, Treasurer and Secretary. Other positions may be created depending on need.
Section III - Part C: Election of executive
The executive officers shall be elected from the voting members at the Annual General Meeting.
No employee or elected official of the school district or Ministry of Education shall hold an executive position.
Call for nominations shall be made at least 2 weeks prior to the AGM.
Elections and call for nominations may be conducted by a non-voting attendee, such as Principal or Vice-Principal of NAVIGATE (NIDES).
Section III - Part D: Vacancy
In the event of a vacancy on the executive during the year, the executive shall appoint a new officer (an individual who has been nominated by the PAC) who shall hold office until the next election.
Section III - Part E: Removal of executive
If an executive officer is not fulfilling their duties as outlined in the PAC bylaws, the PAC Executive may, by a majority of not less than 75% of the votes cast by remaining PAC executives, remove an executive member before the expiration of their term of office, and may elect an eligible member to complete the term.
An executive officer may also need to step down if they can no longer fulfill their duties, this includes if their child no longer attends the school.
Section III - Part F: Remuneration of executive
No executive member may be remunerated for serving on the executive, but may be reimbursed for expenses reasonably and necessarily incurred while engaged in the Council’s affairs.
Section III - Part G: TERM OF OFFICE
The term of office shall commence immediately following the AGM and shall be for two years. Term positions will be staggered to ensure institutional memory and function.
No person may hold any one position for more than four consecutive years. If this disrupts the function of the PAC, and if all reasonable attempts have been made to fill the position, PAC may vote to make an exception.
No person may hold more than one elected executive position at any one time.
Outgoing officers will remain on PAC after the AGM until the end of the school year to mentor incoming officers and pass on knowledge.
SECTION IV EXECUTIVE OFFICERS
The affairs of the Council shall be managed by a board of elected officers and may include the immediate Past Chairperson. The minimum executive positions to be filled are: Chairperson, Secretary and Treasurer and two Members at Large. Other positions/roles may be created as needed. Roles will be determined in advance of and elected at the AGM to meet PAC needs.
SECTION V DUTIES OF OFFICERS
SECTION V - Part A: The Chairperson shall:
convene and preside at membership, special, and executive meetings
ensure that an agenda is prepared and presented
know the constitution and bylaws and meeting rules
know where to find resources to assist members
appoint committees where authorized to do so by the executive or membership
consult PAC members regularly
ensure that the PAC is represented in school and school district activities
ensure that PAC activities are aimed at achieving the objectives and purposes of the organization
be the official spokesperson for the organization
ensures that the rest of the executive fulfills their duties.
the Chairperson can delegate an executive member’s duties to another executive member, if deemed necessary
SECTION V - Part B: The Secretary shall:
ensure that members are notified of meetings
record the minutes of general, special, and executive meetings. In the Secretary’s absence, another meeting attendee may take minutes.
keep an accurate and up-to-date copy of the Constitution and Bylaws and have copies available for members upon request.
issue and receive correspondence on behalf of the organization safely keep all records of the Council
ensure there is always a backed up copy of all minutes that is accessible to all executive members.
SECTION V - Part C: The Treasurer shall:
receive all funds for the Council
disburse funds authorized by the executive or members
maintain an accurate record of all expenditures of the Council
give a report of all receipts and expenditures at all general meetings
deposit all funds collected on behalf of the Council in an account at a recognized financial institution approved by the PAC
make books available for viewing by members upon request
have the books ready for inspection or audit
ensure that another signing officer has access to the books in the event of his/her absence
submit an annual financial statement at the Annual General Meeting of the Council
apply for Gaming Commission grant annually
submit annual report to Gaming Commission
ensure there is always a backed up copy of all financial statements that is accessible to all executive members.
SECTION V - Part D: Members-At-Large shall:
represent the interests of the members
take on specific role in the executive as needed.
Section VI COMMITTEES
The membership and executive may appoint Standing and ad hoc committees to further the Council’s purposes and carry on its affairs.
The terms of reference of each committee will be specified by the membership or executive at the time the committee is established, or by the committee at its first meeting, as the membership or executive decide, as well as its term of duty.
Committees will report to the membership and executive as required.
SECTION VII FINANCIAL MATTERS
SECTION VII - Part A: Financial year
The fiscal year end of the Council shall be June 30.
SECTION VII - Part B: Power to spend money
The Council may spend money to further its purposes as outlined in Section II, Purposes of the PAC.
The PAC can only spend money when supported by a passed motion.
SECTION VII - Part C: Bank accounts
All funds of the Council must be kept on deposit, in the name of the Council, in a bank or financial institution registered under the Bank Act.
SECTION VII - Part D: Signing authority
The Executive Committee shall select no less than 3 members to have signing authority. Who the committee selects will be based on given location, position, and limits set by the bank.
Two signatures will be required on all of these documents. When new executives are newly elected, signing officer documents will be revised at the bank no later than 30 days from the election.
An executive member may not be a signing authority on a cheque payable to themselves or an immediate family member.
SECTION VIII Constitution and Bylaw Amendments
Except as provided in the constitution, the members may, by a majority of not less than 75% of the votes cast, amend the constitution and bylaws of the organization.
Written notice of a meeting at which a resolution will be considered to amend the bylaws shall be given to all members in writing at least fourteen days before the meeting.
The notice of the meeting shall include the proposed amendments.
A constitution or bylaw amendment shall be dated, signed, and forwarded to the School for safekeeping only.
SECTION IX CODE OF ETHICS
A parent who accepts a position as a PAC Executive Member:
Upholds the constitution and bylaws, policies and procedures of the electing body (PAC).
Performs their duties with honesty and integrity.
Works to ensure that the wellbeing and education of all students, regardless of geographical location or program of choice, is the primary focus of all decisions.
Respects the rights of all individuals.
Takes direction from the members.
Ensures fair representation processes for all students and PAC members are in place.
Encourages and supports parents and students with individual concerns to act on their own behalf and provides information on the process for taking forward concerns.
Works to ensure those issues are resolved through due process.
Strives to be informed and only passes on information that is reliable.
Respects all confidential information.
Supports public education, including online learning.
SECTION X DISSOLUTION:
In the event of dissolution or winding up of the Council, and after payment of all debts and costs of dissolution or winding up, the assets and remaining funds of the Council shall be distributed to another parent advisory council having purposes and objectives similar to those of the Council.
In the event of dissolution of the Council, all records of the organization shall be given to the Principal of NAVIGATE (NIDES) or School Board Office.
SECTION XI PROPERTY IN DOCUMENTS
All documents, records, minutes, correspondence or other papers kept by a member, executive member, or committee member in connection with the organization shall be deemed to be property of the organization, and shall be turned over to the president when the member, executive member, or committee member ceases to perform the task to which the papers relate.
Adopted by NORTH ISLAND DISTANCE EDUCATION SCHOOL PAC on June 4, 2012.
Amended October 2, 2013
Amended March 8, 2023