Parents’ Association Secretary

 The role of the Parents’ Association (PA) Secretary is to record minutes of all PA Executive Council (EC) and PA Council (PAC) meetings.  This role is also responsible for organizing the PA office, coordinating and communicating meetings, and maintaining PA reports/manuals.

This position is a member of the Parents’ Association Executive Council. 

Key Duties:

  • Coordinate meeting logistics for EC, PAC and other PA meetings. This includes: ordering refreshments, making room reservations and distributing the agenda and minutes when appropriate.
  • Post meeting reminders on Communiqué and the PA website for PAC members at least one week prior to meeting, except for the AGM and Special Meetings which require two weeks.
  • Gather and distribute reports and minutes from EC and PAC meetings at least one week prior to the next meeting.
  • Provide the agenda for each EC meeting to EC members at least two days prior to meeting.
  • Submit draft-meeting minutes to President for approval one week after the meeting.
  • Post the approved draft-meeting minutes on the PA website at least one week prior to the next PAC meeting.
  • Post the final meeting minutes on the PA website once they have been passed at the PAC meeting making amendments/changes as necessary.
  •  Maintain a list of PAC members and distribute as required.
  • Ensure the Branch Coordinators/Standing Committees’ manuals, and the EC/PAC meeting minutes/reports and financial statements for the school year are maintained and properly stored. 
  • Ensure the PA room, binders and supplies are up to date and organized.

 

Other PA Duties:

  • As a member of the EC and PA, act as an ambassador and resource for parents and administration to encourage an inclusive TFS community.
  • Attend all monthly PA Executive Council and PAC meetings, participate in discussions and vote as required.
  • Provide counsel to and support for the PA President.
  • Remain in good standing on the PAC and maintain strict adherence to the TFS Code of Conduct and PA Constitution.

 

Key skills/abilities/experience:

  • Prior experience as a PAC member is an asset.
  • Solid organizational skills, and the ability to provide guidance, teamwork and leadership to the EC and PAC.
  • Must have strong communication skills, and ability to pursue a confidential and diplomatic approach with all TFS stakeholders.

 

Commitment: 

  • The post is for one year and can be renewed for a maximum of four consecutive years.
  • The time commitment required is on average 8 - 10 hours a month which includes, preparation of work and attendance at various meetings ie. PAC/EC meetings.  The role is cyclical in nature; some months may be busier than others based on the time of year.