We would love to have your join our PAC community! There are many ways to get involved:
- Have a fundraising idea? We would love to hear it!
- Help organize or run an event
- Be a part of our Hot Lunch team
- Join the Executive team
The Nomination form for joining or recommending members to the executive team is located here.
Executive roles
The Chairperson
The Chairperson oversees the operations of the Parent Advisory Council (PAC) in collaboration with other executive members. They make a concerted effort to understand the local dynamics of both the school and the surrounding community, fostering a spirit of loyalty, cooperation, and mutual respect among the executive team and general membership. Specifically, the Chairperson:
- Presides over all PAC meetings. In their absence, the Vice-Chairperson steps in; if both are unavailable, the Secretary will convene the meeting and an alternative Chairperson will be appointed.
- Establishes meeting guidelines in consultation with the executive team.
- Works closely with the Vice-Chairperson and Secretary to prepare meeting agendas, in consultation with the school principal.
- Collaborates with executive and committee members to ensure smooth operations and that all tasks and deadlines are met.
The Treasurer
The Treasurer is responsible for safeguarding the organization’s funds and performs the following duties:
- Disburses funds in accordance with the group’s established rules, maintaining accurate records of all transactions in the Treasurer’s book.
- Provides a financial report at each meeting, keeping members informed. An annual financial report is typically presented before the election of new officers.
- Applies for the PAC’s annual gaming grant.
The Secretary
The Secretary is responsible for ensuring effective communication and record-keeping within the Parent Advisory Council. Their duties include:
- Collaborating with the Chair and executive members to create meeting agendas.
- Recording accurate minutes during both regular and executive meetings.
- Presenting and reading the minutes for approval at each meeting.
- Maintaining a comprehensive minutes book, which may include:
- Rules of order
- Records from previous executives and committee chairs
- A current list of general members
The DPAC Rep
The DPAC Representative serves as a vital liaison between the District Parent Advisory Council (DPAC) and the Parent Advisory Council (PAC), ensuring effective communication and collaboration between the two groups. The key responsibilities include:
- Acting as a Communication Bridge: Keep the PAC informed about school district events, policies, updates, and key developments by sharing timely information from DPAC meetings and other relevant sources.
- Attending DPAC Meetings: Represent the PAC at DPAC meetings, actively participating in discussions, advocating on behalf of the PAC, and casting votes as needed.
- Sharing Information: Distribute DPAC newsletters, brochures, and announcements to PAC members, ensuring they are up-to-date on district-wide initiatives and opportunities for involvement.
The DPAC Rep plays a key role in fostering a strong connection between the school community and district leadership, helping to ensure that PAC voices are heard and considered in important decision-making processes.
Executive Members At Large
Executive Members at Large typically include individuals who are actively leading fundraising or community events, as well as those who wish to observe and learn how the executive team and event organizers collaborate and function. The number of Executive Members at Large is determined by the number of other executive positions filled, as outlined in the organization’s bylaws.
Directors At Large
Directors at Large are non-voting parents or guardians who are also Vancouver School Board (VSB) staff members. They are appointed by the executive team to participate in executive meetings and contribute to discussions. However, to avoid potential conflicts of interest, they do not have voting rights.
Past Chairperson
This is not an elected position. Held by past Chairperson(s).
General Volunteer Roles
Hot Lunch Co-ordinators
Ideally, there are at least two Hot Lunch Coordinators—one for the Annex and one for the Main school—who work closely together to plan and manage regular hot lunch events at each site. These lunches typically take place twice a month on Fridays.
Key responsibilities include:
- Selecting and coordinating with food vendors
- Scheduling lunch dates in collaboration with school administrators and the Munch-a-Lunch volunteer administrator
- Recruiting, organizing, and supporting volunteers to help with lunch distribution and logistics
Hot Lunch Coordinators play an important role in creating fun, community-building events while supporting school fundraising efforts.
Hot Lunch & Snack sale Volunteers
The success of PAC-run hot lunch and snack sale events depends on the support of dedicated volunteers. With approximately 500 students at the Main school and 200 at the Annex, these popular programs can’t run without helping hands!
Volunteer roles may include:
- Assisting with order tallying and organizing meals/snacks
- Helping with setup, distribution, and cleanup
- Supporting money handling and tallying during snack sales
These events are not only fun and rewarding but also offer a great way to build community and see the kids enjoy themselves—whether they’re excited for a special lunch or learning how to handle money at snack sales.
Events & Fundraisers
- Fall direct donation campaign
- Family photo night
- Purdy’s Chocolate fundraiser
- Walk-a-thon
- Neufeld farms fundraiser
- Flower basket sales
- Douglas staff appreciation lunches
- Welcome back events
Sir James Douglas Elementary PAC 