AGENDA

Laura Secord PAC Meeting

Thursday, November 13th, 2025

We are grateful to live, work, and raise our families on the traditional and unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ / sel̓íl̓witulh (Tsleil-Waututh) First Nations.

6:30 Territory Acknowledgement, open meeting

6:32 Approve minutes from last meeting

6:33 Approve agenda

6:35 Admin Update, Q&A (Laurent)

6:45 Treasurer’s Report

7:00 Amendments to Constitution

Last school year amendments were made to the constitution to address some shortcomings in the existing document, some amendments were tabled for this school year
To be amended (review proposed amendments at bottom of document):
- Section XIV – DISSOLUTION
- Section XVI - ADMINISTRATION OF BYLAWS

7:30 Review of October events and Upcoming Events

Welcome BBQ - Feedback
Family Photo Night
Halloween Dance
Pumpkin Patch
Baby Sitting Course
Sun-Oka
Purdys
Neufeld
Winter Warmer
Created by Kids

7:55 Open Floor

ARC Update on dance workshop

8:00 Meeting adjourned - GO TO PUB!

Proposed Amendments to Constitution

*The portions in red are the amendments to be adopted*

Section XIV – DISSOLUTION

A written notice of dissolution of the PAC must be distributed to the members at least 30 days prior to a general meeting indicating the reason for dissolution.
The PAC can only be dissolved by a two-thirds (2/3) majority vote of the members present at the annual general meeting or if the key positions of chair, treasurer and secretary cannot be filled.
In the event of winding up or dissolution of the Council, and after payment of all debts and costs of winding up or dissolution, the assets and remaining funds of the Council shall be distributed to another Parent Advisory Council or Councils in School District No. 39 having purposes similar to those of the Council, as the members of the Council may determine at the time of winding up or dissolution.
In the event of winding up or dissolution, all records of the Council shall be given to the principal of Laura Secord Elementary School.

SECTION XVI - ADMINISTRATION OF BYLAWS

*This procedure to deal with administering bylaws was taken from the recommended procedure from BCCPAC. The portions in blue are additions we've made to address the issues we have had in our PAC*

The following is a process for dealing with a concern that an executive member, PAC sub-committee member, or representative of the PAC (e.g. PAC event or fundraiser lead/member) may have failed to observe the Bylaws. The process is intended to deal with complaints in a positive manner. Its goal is to facilitate a fair resolution, agreeable to all parties.

Any person bringing forward a concern will be advised of this process.
All complaints and information surrounding complaints will be dealt with in confidence.
Those directly involved in the complaint will be given access to all relevant information.
All parties will be dealt with respectfully.
Any person involved may have a support person.
There will be a fair review of the concern to protect volunteers, executive members, and representatives from vexatious and mischievous complaints.

PROCESS

a) All complaints, verbal and written, will be received by the Chair. The Chair may appoint another executive member to act as chairperson for the specific purpose of administering the Bylaws. In the event the complaint relates to the Chair, the complainant will be directed to the Vice-Chair (or Co-chair). If the Chair (Co-chair) and Vice-chair are involved, any executive member may receive the complaint.

b) For the purpose of this process, the person acting on the complaint is named the chairperson.

c) Upon receiving the complaint, the chairperson will work to clarify the complaint, determine if and how the Bylaws have been breached, and facilitate the complaints process. The chairperson is responsible for keeping complete notes of the process. These notes should include names of all involved, details of all meetings, and the specifics of any resolutions.

d) Every attempt will be made to resolve the concern in a timely manner.

e) As a first step, the person bringing forward the complaint will be encouraged to inform the person in question of their concern and to discuss the problem with the intent of reaching a resolution.

f) If the individual does not wish to meet in person, the chairperson will enter the discussion, with the intent of facilitating a positive resolution. If it is determined that a violation of the bylaws has occurred, a Letter of Expectation will be written to the individual (or individuals) who violated the Bylaws outlining the situation, indicating which Bylaw was violated and indicating that a second violation will result in a Letter of Reprimand and may also result in further disciplinary action.

g) The chairperson may request the participation of other executive members in the process.

h) If the parties cannot agree on a resolution, the chairperson will make a recommendation to the parties. The chairperson may recommend that the matter be closed.

i) Either party may appeal the decision of the chairperson. The appeal must be in writing to the council executive within 30 days of being notified of the decision.

j) If an appeal is received, another Core Executive member, not involved in the original decision, will review the situation and either recommend to abide by the original decision or give an alternative one. If there are no members of the Core Executive eligible to receive the appeal, a member of DPAC will be requested to mediate.

k) Any decision made after an appeal is final and a second appeal will not be received.