Your P&C will receive a Constitution Package from WACSSO*. It will contain a copy of the revised P&C Constitution and other instructional documents.
When this package has been received, the President and Secretary should call an Executive Committee Meeting (give 48 hours notice) and:
Read the instructions on the inside cover of the package folder;
Discuss the process to adopt the Constitution;
Read the document Your new P&C Constitution;
Watch the Major Changes video and discuss the changes from the previous Constitution;
Discuss what you will need to address to become compliant. Use this Compliance Checklist;
read through the Q&As on this site;
set the financial year of your P&C and insert into Rule 4.0 on the Constitution; and
insert the name of the P&C into Rule 1.0.
* All packages will be sent to the P&C via the school. Please check with front office staff if you have not received yours.
Give written notice of at least 7 business days for a General Meeting or Special General Meeting (recommended*).
Issue the template Agenda (with included motions) for the meeting.
Distribute the edited Constitution (with P&C name and financial year) to your membership and school community along with the agenda. The Constitution should be distributed as a PDF.
Direct all questions from your membership to this website and the Q&As before contacting the WACSSO office.
* The advantage of calling a Special General Meeting is the entire meeting can be devoted to the adoption of the new P&C Constitution.
Before the Special General Meeting:
ensure you have spare hard copies of the Constitution.
have spare copies of the meeting agenda.
have spare copies of the document Your new P&C Constitution.
At the Special General Meeting:
Ensure you have a quorum
Use the document Your new P&C Constitution to explain reasons for the new Constitution.
Make sure that both motions become Special Resolutions passed by three-quarters (75%) of the financial members present at the meeting.
Ensure the Secretary completes the template minutes as required.
Complete and email* all the required forms (minutes and completed DMIRS forms A & B ) to WACSSO as soon as possible after the meeting.
WACSSO must lodge the the Notice of Special Resolution with AssociationsOnline (DMIRS) within thirty (30) days of your P&C passing the Special Resolutions or the P&C will need to repeat the process.
Checklist for documents that must be completed and emailed back to WACSSO:
a. Copy of the first two pages of the P&C Constitution with your three edits
edit 1- Name of P&C Association at top of page 1
edit 2- Name of P&C Association at Rule 1.1
edit 3- The date your financial year starts (e.g. January 1) at Rule 4.0
b. Minutes of the Special General Meeting (or General Meeting)
c. DMIRS Form 5
d. DMIRS Form STCMTMEM
*WACSSO will only accept these forms through email. Email firstname.lastname@example.org