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Executive Role Descriptions

P&C Executive Committee Role Descriptions

The following role descriptions are used by the P&C Executive at Excelsior as an operational guide. These can be accessed in full at

P&C President


The President is elected at the P&C Association’s AGM.


The President is responsible for:

  • The successful functioning of the P&C Association
  • The attainment of the P&C Association’s objectives
  • Ensuring that the P&C Association takes part in decision-making processes in the school
  • Fostering fair participation of all members and ensuring that all new members are made to feel


  • Supporting volunteers
  • Consistent adherence to the constitution
  • Acting as the P&C Association’s spokesperson when public statements or actions are needed
  • Setting up lines of communication with the Principal
  • Being signatory on the Association’s bank accounts
  • Chairing meetings but, in the absence of the President, one of the P&C Executive will chair the meeting.


The President is entitled to the same voting rights as any member. However, a President, when in the Chair, often abstains from voting in order to preserve the impartiality of the position.

The person chairing a meeting does not have a casting vote in the event of a tied vote. In the event of a tied vote, the motion should be lost.


The President is automatically a member of all P&C sub-committees. The President should be informed of all sub-committee meetings and decisions, this would occur through written report.

An experienced President gives opportunities to the Vice-Presidents to develop their skills in chairing meetings. Federation recommends that a vice-president be delegated to chair part of a meeting. The training process could also include delegating the responsibility of sub-committee leadership to vice-presidents.

The President also has important responsibilities outside of meetings and is looked to as a leader of the parent community.

The President does not make unilateral decisions and should be mindful that all public statements accurately represent the views of the association.

P&C Vice President Role (2)

The role of the vice president is to support the president and other committee members as well as to the school. It is a role that is ideally shared between two people.

Support the president and other committee members and subcommittee members. This includes:

  • taking an active role in assisting with any events being organised by one of the sub-committees
  • escalating and resolving any issues encountered at the sub-committee level
  • being prepared to take on independent projects as required from time-to-time
  • attending the P&C and Executive meetings and assist with issues arising
  • being prepared to take minutes in the absence of the secretary
  • being ready to be called upon to relieve the P&C president in their absence
  • being prepared to recruit someone to take over your position when you leave

P&C Secretary Role

The Secretary is responsible for carrying out the administrative tasks related to the decisions of the meetings as resolved. The Secretary prepares, in consultation with the President, all meeting agendas.

The Secretary is required to attend every association meeting and take notes of the discussions in order to produce a set of minutes for subsequent distribution to members and for receipt, possible amendment and adoption at the following meeting. (In the absence of the Secretary the meeting should elect a person to take the Minutes, this person should be identified in the Minutes.) Further, the position includes receiving and tabling all correspondence as well as writing and dispatching outgoing correspondence as resolved/appropriate. The Secretary also issues notice of all meetings and maintains official records of the P&C Association such as the constitution, by-laws, rules of subcommittees, Incorporation Certificate, ABN details, list of financial (voting) members, Minutes, Attendance book.

Notice of Meeting

P&C Constitution by-laws state that P&C Associations meet on a regular day each month ‘during term time’ at the school. Secretaries may use the P&C newsletter, school newsletter/website, school sign, or other means to promote meetings. Motions on Notice, issues and events to be discussed should be advertised along with names of guest speakers.


Minutes are a formal brief summary of proceedings at meetings. Accurate Minutes officially record decisions, resolutions and actions to be taken and by whom. They provide evidence of expenditure authorised, inform members not present at the meeting, provide documentary evidence for audit purposes and provide a permanent record of the P&C Associations’ history.


An agenda is a list of items of business to be considered at a meeting. An Agenda should include the name of the organisation, the type of meeting (e.g. Annual General Meeting, General or special meeting); where the meeting will be held; the date the meeting will be held and time the meeting will commence. An Agenda will contain the following;

1. Welcome and formal opening of meeting

2. Apologies

3. Minutes of the previous meeting (Receipt/Amendments/Adoption)

4. Business arising from the previous meeting Minutes

5. Correspondence

6. Business arising from the correspondence

7. Reports:

  • President’s report
  • Treasurer’s report
  • Sub-committee reports
  • Principal’s report

8. General Business

9. Close


An agenda for Annual General Meetings will be similar to the above with the inclusion of items that only occur at an AGM such as election of Officers and Executive, appointment of the Auditor, membership fees, by-law changes etc.

P&C Treasurer Role

Whilst all P&C members must be mindful of complying with financial accountability requirements, this is the Treasurer’s primary responsibility. The Treasurer receives and deposits monies, maintains records, draws cheques and presents accounts. The Treasurer presents a report in the form of an income and expenditure statement together with a reconciled bank statement for each and every P&C meeting.

The Treasurer also ensures that all funds held and handled by P&C are properly and openly accounted for as the Treasurer is responsible for all funds held in the name of the P&C. This includes the canteen and any other P&C committees. This does not mean that the Treasurer must undertake the actual bookkeeping themselves but they must ensure that the various sub-committee financial records have been kept to the Treasurer’s satisfaction. The Treasurer is a signatory on the P&C accounts and should not delegate this responsibility.

The Treasurer should encourage members to understand the state of the P&C finances. The Treasurer must ensure a case book or books are kept, recording all financial transactions of the P&C Association.

Planning, budgeting and cash flow

A budget is a planning document to estimate the income and expenditure of the organisation for a given period (usually the financial year of the P&C). The budget is a statement of intention rather than of fact and can be altered at any time, with due notice given by way of the Agenda, by majority vote, after its initial ratification at a general or special meeting.

Budget estimates are founded on past economic performance, adjusted to anticipate the probable effect any special projects or one-off events. Once the overall budget has been approved, it is helpful to break the budget estimates with actual income and expenditure levels at regular interval throughout the year. This comparison allows the Treasurer to recommend changes to the budget so that it more accurately reflects the real financial situation of the P&C association. These changes, in turn, allow the association to amend its fundraising or expenditure plans for the year.

Note: The P&C Association budget is separate from the school’s budget.

Surplus funds

The Treasurer makes recommendations about surplus funds. Surplus funds may be lodged as term deposits with any financial institution that has full trustee status.


The financial accounts of the P&C Association must be submitted to an independent audit each year.

The Treasurer produces a full statement of financial position declaring all funds held in the name of the P&C Association, including those of sub-committees, along with the Secretary who presents the Minute book of the same period to the Auditor. After completion of the audit the financial statements, with all signed certificates appended, are to be presented at the Annual General Meeting for approval and adoption.

Advisory Board

These roles are typically held by past executive members who advise the incumbent executive on the history surrounding current projects where appropriate

A Department of Education and Communities School  
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Castle Hill NSW

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