Urgent Community Notice

URGENT COMMUNITY NOTICE
We need you to contribute an hour or two per week in the role of:

• Chair or co-chair
• Treasurer
• Communications liaison (primarily online support)
• Fundraising coordinator
• Secretary/ Recorder (rotating)

 

Please take a look at the role descriptions on the bottom of this page, and indicate your interest to Coach T at ian.turner@tdsb.on.ca by Wednesday, 0ct.24 at 4pm. If we have multiple candidates for any of the rules, we will follow School Council election procedures. This team will constitute the voting executive for this year's Council a small group coordinating the efforts of what I expect will be a large, dynamic council population.
if you attended the first Council meeting on October 4, you'll know that this is going to be an exciting year for this community. We need you to be part of it.

Coach T
on behalf of incoming 2012-13 School Council

The Chair/Co-chair of the council are elected by the council members and must be a parent or parents who are not employed by the school board. The Chair/Co-chair are voting members who, in addition to performing the same duties as other council members, will:

communicate regularly with the principal on behalf of the Council; arrange for monthly meetings; prepare meeting agendas with principal; facilitate council meetings; ensure that minutes of council meetings are recorded and maintained; facilitate the resolution of conflict; participate as a member of all committees established by the school council; attend TDSB School Council Advisory meetings; identify grant opportunities for Shaughnessy; bring forward parent concerns to Council; complete TDSB questionnaires on behalf of Shaughnessy and/or Council

 

The Treasurer (1-2 hours per week on average) will ensure that funds collected are spent according to the intent of the funds raised including:

ensure payments do not exceed money collected by club or class; receive and review monthly financial statements to ensure transactions are correct; count and verify funds received in deposit envelopes (investigate if amount is different); secure deposit envelopes in a safe place (locked safe) at the school until bank deposit is made; prepare bank deposit slip and attach pertinent Deposit Voucher(s) to school council copy; note date of deposit and verify amount in Deposit Log; deposit funds on regular basis and prior to any school breaks; review supporting documents attached to signed Payment Voucher; issue cheque, indicate cheque number on Payment Voucher, and sign; record all payment, deposit, and adjusting entries on timely basis; enter transactions using original source documents (e.g. payment voucher, deposit slip); complete monthly bank reconciliation; attach bank statement and register report; review reconciliation report and investigate or follow-up any uncleared deposits; maintain appropriate support and financial documentation (current files 7 years); print “Cash Flow" report monthly, review for accuracy, provide to Chair and present at meeting; report any problems to School Council Chair/Co-Chair; complete yearly School Council PSAB Report; provide float for any upcoming events (Pizza Lunch, Yard Sale etc.)

 

The Fundraising Chair (1.5-2.5 hours per week) will:

seek out fundraising opportunities; discuss all opportunities and options with Council for approval; coordinate volunteers on all fundraising efforts; maintain a fundraising calendar; manage vendors and suppliers (new or existing relationships); prepare flyers and order forms as required; seek feedback from parent community on fundraising efforts; assist teachers/students with any individual class fundraisers; source corporate sponsors within community to benefit school

 

The Secretary/Recorder (5 hours per month) will:

maintain parent community email channel and address list for distributing meeting minutes and other communication needs; participate in school council meetings; document meeting discussions in appropriate format; oversee review of meeting notes by Principal and Chair/co-chair prior to release to parent community; distribute notes electronically to parent community; assist fundraiser coordinator with documentation needs (i.e. forms, surveys)

 

The Communications liaison (5 hours per month) will:

Ensure effective communication between the school population, council, and administration, often via email and ‘shuttle’ notice

 

In addition, sub-committees will be formed as need arises. For example, community event evenings will require onetime facilitators.

Whatever your skill level, whatever your interest and passion, whether presently involved in council or never having been involved before — we need you and your talents! l hope to see many of you at our next scheduled council meeting (stay tuned!)

Please find a scan of the original Notice here.
Please find a scan of the original role descriptions here.