ISLAMIC COLLEGE OF BRISBANE
Charter of the P & F Committee
1. Introduction
1.1 This Charter governs the roles, responsibilities, composition and membership of the P & F Committee (Committee) of the College.
1.2 The Committee comprises of parents and friends of the College for the purpose of advising the CEO of the College on matters which are relevant to parents and friends of the College.
1.3 Accordingly, the Committee operates according to the powers delegated to it by the Board as set out in this Charter (as varied by the Board from time to time).
1.2 The Committee comprises of parents and friends of the College for the purpose of advising the CEO of the College on matters which are relevant to parents and friends of the College.
1.3 Accordingly, the Committee operates according to the powers delegated to it by the Board as set out in this Charter (as varied by the Board from time to time).
2. Objectives
2.1 The purpose of the Committee is to assist the CEO of the College to provide practical support in operating the College for the benefit of the College community by:
(1) facilitating engagement with parents and friends of the College;
(2) making recommendations to the CEO in relation to the activities and management of the College which represent a collective view of parents and friends of the College community; and
(3) undertaking fundraising activities for the College as approved by the Board and CEO.
(1) facilitating engagement with parents and friends of the College;
(2) making recommendations to the CEO in relation to the activities and management of the College which represent a collective view of parents and friends of the College community; and
(3) undertaking fundraising activities for the College as approved by the Board and CEO.
3. Composition and officer roles
(1) President
(a) The Board will appoint an independent chair to the Committee (President). The President must not be the chair of the Board.(b) The President will:
(i) chair meetings of the Committee;
(ii) schedule meetings in conjunction with the CEO and set meeting agendas;
(iii) set goals and annual workplans of the Committee in collaboration with the CEO; and
(iv) undertake an annual review of the Committee and individual performance with the Chairman of the Board.
(2) Vice President
(a) The Board will appoint an independent vice chair to the Committee (Vice President) to assist and understudy the President.(3) Secretary
(a) The Company secretary will act as secretary of the Committee (Secretary) unless determined otherwise by the Board.(b) The Secretary will fulfil the usual secretarial function, including:
(i) disseminating meeting agendas and papers to committee members;
(ii) taking minutes of meetings, circulating minutes to the chair for approval and then disseminate toe members;
(iii) maintain the Committee's SharePoint site and inbox.
(4) Volunteer registrar and communications officer
(1) The Committee will elect a Volunteer Registrar who will be responsible for maintaining a register of volunteers for College events and activities.(2) The Committee will elect a Communications Officer who will work with the President, CEO and College communication officers to provide public information and communications to the College community as approved by the Committee.
4. Meetings
4.1 Frequency
(1) The Committee will meet as frequently as required but must, at a minimum, meet 6 times per annum.
(2) The Secretary must call a meeting of the Committee if requested to do so by the President.
4.2 Agenda and notice
The Secretary will be responsible, in conjunction with the President, for drawing up the agenda (supported by any necessary explanatory documentation) and circulating it to Committee members prior to each meeting. The Secretary must notify members of the Committee of the date, time and location of Committee meetings as far in advance as possible, but not less than 7 days before the meeting.
4.3 Quorum
A quorum for Committee meetings will be at least 4 members.
4.4 Minutes
The Secretary is responsible for taking minutes of each meeting and distributing them to Committee members as soon as practicable.
4.5 Attendance
The Committee may invite any person to attend part or all of any meeting of the Committee as it considers appropriate and the CEO has a standing invitation to attend. Voting at Committee meetings is restricted to Committee members.
(1) The Committee will meet as frequently as required but must, at a minimum, meet 6 times per annum.
(2) The Secretary must call a meeting of the Committee if requested to do so by the President.
4.2 Agenda and notice
The Secretary will be responsible, in conjunction with the President, for drawing up the agenda (supported by any necessary explanatory documentation) and circulating it to Committee members prior to each meeting. The Secretary must notify members of the Committee of the date, time and location of Committee meetings as far in advance as possible, but not less than 7 days before the meeting.
4.3 Quorum
A quorum for Committee meetings will be at least 4 members.
4.4 Minutes
The Secretary is responsible for taking minutes of each meeting and distributing them to Committee members as soon as practicable.
4.5 Attendance
The Committee may invite any person to attend part or all of any meeting of the Committee as it considers appropriate and the CEO has a standing invitation to attend. Voting at Committee meetings is restricted to Committee members.
4. Powers
5.1 For the purpose of carrying out its responsibilities under this Charter, the Committee:
(1) has access to a SharePoint site established by the College for the purpose of maintaining its records and documents;
(2) may work with College staff, such as communication staff, with oversight by the CEO;
(3) have access to College property as required to conduct approved events and activities, with oversight by the CEO;
(4) may not spend any money of the College with the prior written approval of the CEO.
5.2 The Committee cannot bind the College to any contract or represent to the world that it may do so without the prior written consent of the CEO.
(1) has access to a SharePoint site established by the College for the purpose of maintaining its records and documents;
(2) may work with College staff, such as communication staff, with oversight by the CEO;
(3) have access to College property as required to conduct approved events and activities, with oversight by the CEO;
(4) may not spend any money of the College with the prior written approval of the CEO.
5.2 The Committee cannot bind the College to any contract or represent to the world that it may do so without the prior written consent of the CEO.
6. Functions and responsibilities
6.1 The Committee's functions and responsibilities include:
(1) Supporting the running of College events when requested by the CEO;
(2) representing the viewpoint of parents and friends with respect to the College's aims, activities and strategic plans to the CEO;
(3) fostering and encouraging closer understanding, friendship and communication between parents, teachers and students;
(4) organising activities and events for the College community, with the approval of the CEO;
(5) identifying and organising volunteers to assist with College activities and events; and
(6) raising funds and support to:
(a) assist in the improvement of the College grounds and buildings;
(b) provide teaching aids and equipment for the College;
(c) providing sporting and playground equipment; and
(d) assist with the well-being of the College's student community.
6.2 In discharging its responsibilities under clause 6.1, the Committee must:
(1) not breach any rules for the operation of the Committee set out in the College's constitution or this Charter;
(2) receive prior approval from the CEO before passing any resolution to expend funds;
(3) comply with the requirements under any fundraising laws, including the Collections Act 1966 (Qld), any conditions imposed on the College's fundraising licence and comply with the Fundraising Institute Australia's Code.
(1) Supporting the running of College events when requested by the CEO;
(2) representing the viewpoint of parents and friends with respect to the College's aims, activities and strategic plans to the CEO;
(3) fostering and encouraging closer understanding, friendship and communication between parents, teachers and students;
(4) organising activities and events for the College community, with the approval of the CEO;
(5) identifying and organising volunteers to assist with College activities and events; and
(6) raising funds and support to:
(a) assist in the improvement of the College grounds and buildings;
(b) provide teaching aids and equipment for the College;
(c) providing sporting and playground equipment; and
(d) assist with the well-being of the College's student community.
6.2 In discharging its responsibilities under clause 6.1, the Committee must:
(1) not breach any rules for the operation of the Committee set out in the College's constitution or this Charter;
(2) receive prior approval from the CEO before passing any resolution to expend funds;
(3) comply with the requirements under any fundraising laws, including the Collections Act 1966 (Qld), any conditions imposed on the College's fundraising licence and comply with the Fundraising Institute Australia's Code.
7. Reporting
7.1 The Committee must report to the CEO after each Committee meeting.
7.2 The report must include:
(1) the proceedings of the Committee meeting, including a copy of the minutes of the Committee meeting;
(2) any recommendations the Committee is making to the CEO; and
(3) any other relevant issues.
7.2 The report must include:
(1) the proceedings of the Committee meeting, including a copy of the minutes of the Committee meeting;
(2) any recommendations the Committee is making to the CEO; and
(3) any other relevant issues.
8. Review of the Charter
8.1 This Charter shall be reviewed annually and revised by the Board as required.