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P&C Association meetings during COVID-19 – Update
P&C Associations can meet on the school. The NSW Education Department states “P&C meetings can be held after school hours with a COVID-19 Safety Plan. Gatherings are limited to 30 people indoors and 30 people outdoors for schools within Greater Sydney, including the Blue Mountains, Central Coast and Wollongong or 100 people outdoors for all other locations.”
“Other school-based outdoor activities that involve parents and members of the community, such as working bees may occur on school sites. These meetings must occur outside of school hours and are limited to 30 people indoors and 30 people outdoors for schools within Greater Sydney, including the Blue Mountains, Central Coast and Wollongong are subject to the 4 square metre rule. Other locations can have a maximum of 100 people outdoors subject to the 2 square metre rule. Physical distancing and hygiene measures must be adhered to at all times. All attendees must sign the visitor acknowledgement form upon arrival.”
Check with your school for any sign-in requirements.
Planning a meeting
If your P&C Association wishes to meet on school grounds, we suggest sending a notification to all financial members requesting an RSVP to attend. This is to evaluate the number of members wishing to attend and to ensure the meeting does not exceed the allowed number.
If more than the allowed number wish to attend, we suggest one of the following options:
Option One: Virtual Meeting (via Zoom or other online platforms)
Section 10 of the Prescribed Constitution lays out the rules and processes of meeting virtually, and P&C Federation has additional information on how manage this type of meeting. This option applies only to incorporated P&C Associations.
Option Two: Face to face meeting outside the school/offsite
Subject to following NSW Government guidelines P&C Associations can meet in venues that are not on school grounds. This is the only option for P&C Associations governed by the Standard Constitution.
Note: Before organising your meeting, please review the NSW Government’s COVID-19 ‘What you can and can’t do under the rules’ page.
Option Three: Hybrid meeting
A hybrid meeting is a combination of face to face and online where some attendees can attend the meeting face to face and others join virtually. This only applies to Incorporated P&C Associations.
Note: Before organising your meeting, please review the NSW Government’s COVID-19 ‘What you can and cannot do under the rules’ page.
If none of the three options are possible, we suggest not holding the meeting, as it would be unconstitutional to exclude any financial members.
P&C Federation has a list of comprehensive information on our website to support you in coordinating your meetings.
If your P&C Association is unincorporated and is interested in becoming incorporated or requires further information, please do not hesitate to contact the team by email at firstname.lastname@example.org or phone: at 1300 885 982.
For more information, please visit the Department of Education’s Advice for familes.
As of Friday 22 May 2020, amendments to the (Model) Prescribed Constitution were published by the Minister in the Education Gazette as 1 of 2020. The prescribed constitution is in reference to:
Section 117 of the Education Act 1990 requires that the model constitution for Parents and Citizens’ associations incorporated under the Federation of Parents and Citizens’ Associations of New South Wales Incorporation Act 1976
The changes to the prescribed constitution refers only to P&C Associations Incorporated under this act. Note: P&C Associations that are not incorporated remain under the unchanged Standard Constitution. For more information about becoming an incorporated P&C Association. Click Here
Click here to view the Standard and newly amended (Model) Prescribed Constitutions.
Operational P&C Meetings
There is also number of operational meetings that occur outside of the general meetings of the P&C Association. Office Bearers, Executive Committee and subcommittee meetings are about the operations of the P&C Association. These should all adhere to the general practice of the P&C Association for the conduct of meetings.