PAC 101 Guide

  • Parent involvement has always been a foundational part of public education in British Columbia. In fact, many of BC’s earliest schools were established and run by local parents and communities. However, as the education system became more centralized and formalized over time, the direct influence of parents in decision-making began to diminish.

    By the late 20th century, parents across the province began to organize and advocate for a stronger role in their children’s education. These grassroots efforts highlighted the need for formal structures that recognized the value of parent voice at both the school and district levels.

    In 1987, after years of advocacy, the BC School Act was amended to allow for the establishment of Parent Advisory Councils (PACs) in public schools. This was a turning point. For the first time, parents were officially recognized as partners in education, with the right to advise school staff and administrators on matters affecting students.

    Building on this progress, in 2001 and 2002, the School Act was further amended to protect the rights of parents to volunteer with schools and formally acknowledged District Parent Advisory Councils (DPACs), which serve to coordinate and represent PACs at the school district level. This reinforced the government’s commitment to meaningful parent engagement.

    Today, PACs are a vital and respected part of BC’s education system. They play a key role in advising school leadership, facilitating communication between home and school, supporting student well-being and success, and amplifying the collective voice of parents in educational planning and priorities.

  • Each Parent Advisory Council (PAC) is unique, reflecting the culture, priorities, and needs of its school community. While PACs share the same purpose, to support student success and represent parent voice, their activities, goals, and approaches can vary widely.

    PACs are self-governed by their membership, which includes all parents and guardians of students at the school. They are guided by a set of bylaws, which outline how the PAC operates, including rules for:

    • Electing executive members

    • Holding meetings and making decisions

    • Managing finances and reporting to parents

    Bylaws are required under the School Act and serve as the PAC’s foundational governance document. They are usually established when the PAC is first formed and should be reviewed periodically to ensure they still meet the needs of the parent and school community.

    Bylaws are intended to be high-level and flexible, providing a consistent structure over time. They often include:

    • Purpose and membership

    • Roles and duties of executive members

    • Financial accountability

    • Meeting and quorum requirements

    • Election procedures

    • Amendment processes

    In addition to bylaws, many PACs develop policies, standing rules, or best practices to provide more detailed guidance on day-to-day operations, such as how to handle social media, plan events, or manage funds.

    These documents can evolve as the PAC grows and learns what works best for their school.

    Click here for a sample of very basic PAC bylaws.

  • The District Parent Advisory Council (DPAC) represents the voice of parents at the school district level.

    Each PAC is a member of DPAC and has the opportunity to send your PAC’s DPAC Representative to DPAC business meetings.

    DPAC provides:

    • Representation on district and community committees 

    • Parent information workshops and training 

    • Advocacy on local education issues 

    • PAC and parent support 

    • A voice at the provincial level through BCCPAC 

    More about DPAC can be found here.

  • Every PAC in the district is automatically a member of DPAC and holds one voting “seat.” Your PAC can elect a representative (and an alternate) to attend DPAC meetings on your behalf. Once verified, your representative has the authority to vote and speak on behalf of your PAC.

    DPAC representatives serve as a vital link between your school and the broader district, ensuring your parent voice is included in district-wide conversations and advocacy.

    10 Reasons to become a DPAC Representative:

    1. Connect and Collaborate: Network with experienced parents, share ideas, and learn what’s working in other schools. 

    2. Stay Informed: Receive updates on education issues through monthly meetings, emails, and our Facebook group. 

    3. Represent Your School's Parent Voice: Bring parent feedback to the district level and take important information back to your PAC. 

    4. Participate in District & Community Committees: DPAC members are often invited to represent parents on key committees 

    5. Support Parent Workshops & Events: Help plan and promote parent workshops and presentations in collaboration with the DPAC executive. 

    6. Access Support and Guidance: DPAC offers advice on working with schools, districts, and provincial groups like BCCPAC. 

    7. Hear Directly from Leaders: Monthly meetings often include presentations from school district or community leaders. 

    8. Understand the Bigger Picture: Learn about district and provincial education priorities and how they affect your school. 

    9. Access Learning Opportunities: DPAC reps can attend provincial parent education conferences and workshops. 

    10. It’s Completely Free! There’s no cost, just lots of support, resources, and connection 

    What Does a DPAC Rep Do?

    • Attends monthly DPAC meetings (usually last Thursday of the month, 7–9 p.m.) 

    • Shares updates with their school PAC 

    • Listens to parents and brings their concerns forward 

    • Follows the DPAC Facebook Page for key info (especially helpful if your PAC is also on Facebook) 

    Why It Matters

    Joining DPAC gives your school a voice that’s heard by the school district and community partners. Together, we make a difference for all students and families. 

    All DPAC Representatives, Alternates and Committee Reps must be registered with DPAC and agree to the DPAC Code of Ethics. Please fill them out through the links below:

    DPAC Rep Registration

    DPAC Rep Code of Ethics

  • The BC Confederation of Parent Advisory Councils (BCCPAC) is the provincially recognized voice of parents in BC’s public education system. It represents and advocates on behalf of all parents with children in public schools across the province, including yours.

    What BCCPAC Does:

    • Advocates for families at the provincial level, influencing education policy and decisions that impact students across BC

    • Hosts Fall and Spring parent conferences, plus the Annual General Meeting (AGM)

    • Provides resources and tools to support PACs, DPACs, and individual parents

    • Offers expert guidance on governance, conflict resolution, and parental rights

    Each PAC in BC is autonomous, which means your PAC has the power to hold its own BCCPAC membership and access benefits directly.

    With membership, your PAC:

    • Receives BCCPAC resources, updates, and support year-round

    • Gains a vote at the AGM, helping shape provincial advocacy priorities

    • Joins a larger movement of parents working together to strengthen public education

    In Chilliwack, the more member PACs we have, the more votes and representation we carry. These votes have real impact — they help direct advocacy and policy change that benefits all families.

    To vote at the BCCPAC AGM and access full benefits, PACs must pay their annual membership fee by December.

    Learn more or register at: bccpac.bc.ca

  • Serving on a Parent Advisory Council (PAC) Executive is a rewarding way to support your school community.

    The PAC Executive leads the organization and ensures its decisions reflect the interests of the parent community. 

    Key roles typically include:

    • Chair/Co-Chairs – Facilitates meetings, sets agendas, provides leadership 

    • Secretary – Takes minutes, handles correspondence 

    • Treasurer – Manages finances, reports to PAC and government 

    • DPAC Representative – Represents the school PAC at District PAC meetings 

    • Member at Large – Supports the Executive team as needed. They may take on specific tasks, lead subcommittees, or represent general parent perspectives without a defined portfolio.

    Executive roles are usually elected at the Annual General Meeting (AGM). The C&B should outline: 

    • Eligibility 

    • Term lengths 

    • Whether school district staff can serve if they are also parents 

    • Responsibilities 

    Additional roles (e.g., Fundraising Chair, Hot Lunch Coordinator) can be filled after the core executive is in place. 

    All executive members should sign their PACs Code of Ethics at the beginning of their term. 

  • Every PAC is governed by a Constitution and Bylaws, which outline the PAC’s purpose, structure, and rules for operation. These documents are essential for transparency, continuity, and accountability. 

    What to know:

    • If you can't locate your PAC’s C&B, check with: 

      • Past PAC members 

      • Your school principal 

      • Your DPAC 

      • Shared drives or PAC email accounts 

    • Your C&B should include: 

      • Election procedures and executive roles 

      • Quorum and meeting requirements 

      • Financial rules and signatory responsibilities 

      • How to amend the bylaws 

      • Code of Ethics 

    • Review your C&B annually to ensure relevance and clarity. 

    • PACs are independent bodies. They are not part of school administration and operate autonomously to represent parent voice. 

    Here is a sample of a simple C&B document. Use this as a starting point and make it your own.

  • Strong meetings build trust and increase engagement. Here’s how to run them well: 

    Before the meeting:

    • Publish the agenda in advance (via email, bulletin board, school website, or PAC social media) 

    • Ensure the meeting is open to all parents/guardians 

    During the meeting:

    • Begin with introductions to create a welcoming atmosphere 

    • Check for quorum before beginning official business (refer to your C&B) 

    • Present any relevant reports, such as the Treasurer’s Report with details of all account activity 

    Discussion topics may include:

    • School growth plans, curriculum, and instructional changes 

    • Reporting and assessment updates 

    • Dress code or school regulations 

    • Health and safety plans 

    • Budget priorities and fundraising 

    • Facility or equipment needs 

    • Special events and parent engagement 

    Do not discuss individual staff, students, or incidents. If using examples to illustrate a broader issue, do so without naming or identifying individuals. 

  • Strong, consistent communication is key to building trust and engagement with your parent community. When families feel informed and included, they’re more likely to participate, volunteer, and support PAC initiatives.

    Here are some practical strategies your PAC can use to connect with families:

    • Ask the principal to send PAC emails or newsletters on your behalf.
      Schools have access to parent email lists, but due to privacy laws, they cannot share these directly with the PAC.

    • Ask the school to distribute a form or link inviting families to opt in and share their contact information directly with your PAC Executive.
      Be sure to have a clear policy on how those emails will be stored, used, and deleted.

    • Request a dedicated PAC section for posting meeting dates, agendas, minutes, and announcements.

    • Ask the school to include a regular PAC blurb in school-wide newsletters.

    • Facebook Pages or Groups are ideal for sharing event reminders, quick updates, and fostering informal engagement.

    • With your principal’s approval, send home short newsletters via classroom teachers. This ensures you reach families who may not be online.

    Getting parent involvement can be a challenge, but clear communication and a good PAC culture helps.

    • Promote meetings early, often, and in multiple ways. Post on your Facebook page, send reminder emails, and include a notice in the school newsletter or office bulletin board.

    • Share agendas and what to expect. Parents are more likely to attend when they understand the purpose and how long the meeting will be.

    • Personally invite parents to volunteer. Direct, one-on-one asks are far more effective than general calls for help.

    • Open meetings with friendly introductions to help new attendees feel at ease.

    • Add small touches like snacks, door prizes, or student artwork displays to make events more inviting.

    • Consider offering child care or a virtual option to remove participation barriers.

    • Avoid jargon, acronyms, or assumptions about how much parents already know.

    • Make every message inclusive, respectful, and welcoming to all families.

  • Your PAC has access to a district-issued email account and the entire Microsoft 365 Office.  We recommend that your PAC use this official district email for all PAC correspondence and record keeping.

    You also have access to a district Canva account for your PAC!

    Procedures for monitoring, accessing and transferring access for these accounts should be in place.

    *There are lots of tutorials online for how to use these tools but please contact DPAC if you need access, support, or a password reset.

  • Accurate records ensure transparency and protect both the PAC and its members. 

    Meeting minutes should:

    • List attendees 

    • Record all motions and votes 

    • Summarize discussions 

    • Attach financial or committee reports 

    We recommend that all PAC records, including minutes and receipts, be kept for at least 5 fiscal years. 

    Track large purchases (e.g., iPads, appliances) with: 

    • Dates 

    • Receipts 

    • Serial or asset numbers 

    These assets remain PAC property unless otherwise agreed upon. Any sale or donation of PAC-purchased items, even to the school, should be approved by the PAC, and any proceeds must return to the PAC. 

    Hint: All this record keeping can be housed digitally in your Microsoft 365 OneDrive!

  • The PAC Treasurer plays a critical role in maintaining financial integrity. Transparent, well-documented financial processes protect everyone involved. 

    Key practices:

    • Two separate accounts: 

    • General account (for regular activities) 

    • Gaming account (used only for eligible expenses under BC Gaming Grant rules) 

    • Update signing authorities after every AGM with a formal motion recorded in the minutes 

    • Two signatories must authorize all cheques or electronic payments 

    • Signers should not sign a cheque made out to themselves 

    All PAC funds must:

    • Be recorded in a general ledger. We recommend using an Excel spreadsheet within your PAC Microsoft Office account. Here is a sample of what a PAC budget, ledger and reconciliations could look like.

    • Be spent only after approval through the yearly PAC budget or a voted motion 

    • Be supported by receipts and documentation 

    • Be deposited promptly. Never take cash home or reimbursed from cash 

    Cash handling tips:

    • Count cash with two people at the school 

    • Store funds in a secure, locked location until deposit 

    • Deposit frequently to limit the amount of cash on hand 

    Financial oversight:

    • Conduct monthly bank reconciliations 

    • Share bank statements with the executive 

    • Have someone other than the Treasurer review the bank statements 

    • Appoint a Financial Review Committee periodically at the AGM. We recommend it at least every 2-3 years.  

    • Use DPAC’s Financial Controls Checklist during transitions.

    PAC members may be held legally accountable for mismanaged funds. Strong controls protect the team. 

  • Ensuring transparency, accountability, and trust in PAC financial operations

    This guide is designed to support your PAC Executive teams in safeguarding and managing PAC funds using consistent, responsible, and transparent financial practices. It includes updated recommendations from the District Parent Advisory Council (DPAC) and aligns with BC Gaming Grant requirements. 

    Constitution, Bylaws & Governance

    • Your Constitution & Bylaws (C&B) dictate financial roles, account signing authorities, term lengths, quorum, and voting requirements. 

    • Review the C&B annually. 

    • Keep a digital copy accessible to the Executive team. 

    • Any amendments must follow the process outlined in your C&B. 

    • Executive signatories and roles should be confirmed with a formal motion at AGM. 

    Bank Accounts & Authorities

    Each PAC must maintain two separate bank accounts: 

    1. General Account – for school projects, events, and operational funds. 

    2. Gaming Account – for grants received from the Province of BC. These funds have strict usage rules.

      More information on the Gaming Grants can be found here.

    Account & Signing Practices

    • Maintain 3–4 executive signing authorities. 

    • Every cheque or electronic transaction must be signed by two signatories. 

    • The person receiving the cheque should not sign or electronically release the funds. 

    • Do not sign blank cheques or make cheques out to cash. 

    • All cheques should be pre-numbered, used in sequence, and reconciled. 

    • Store cheque books and electronic transfer information securely. 

    Cash Handling

    Before Depositing: 

    • Cash should always be counted by two people at the school. 

    • Use a Cash Count Sheet (with denominations, total, event name, and signatures). 

    • Cash should be stored in a locked location (e.g., school safe) and deposited asap. 

    Key Rules: 

    • Never take cash home. 

    • Never reimburse expenses from cash received. 

    • Keep a record of all funds raised by event or activity. 

    • Track all income and deposits in your ledger. 

    Reimbursements & Disbursements 

    • Reimbursements must be supported by original receipts or invoices. 

    • Receipts should be marked “PAID” with the cheque number if paid with a cheque. 

    • Personal items must not appear on receipts used for reimbursement. 

    • All disbursements must be recorded in a ledger, with all activity tracked separately. 

    Reconciliations & Reviews

    • Monthly bank reconciliations must be done by the Treasurer. 

    • Monthly financial reports should be: 

      • Presented at each PAC meeting 

      • Reviewed by another executive member (e.g., Chair or Vice-Chair) 

    • Consider mailing or forwarding bank statements to the PAC email to allow independent review. 

    • A Financial Review Committee should be appointed annually at the AGM to complete an internal year-end review or prepare for external audit if required. 

    Budgeting & Approvals

    • Prepare and approve an annual PAC budget at the start of the year. 

    • Any expense not included in the approved budget must be voted on at a general PAC meeting. 

    • Keep records of: 

      • Budget approval date 

      • Any motions for additional or unexpected expenses 

    Fundraising & Inventory

    • Keep an inventory of fundraising items in a secure location. 

    • For each fundraiser, track: 

      • Gross revenue 

      • Expenses 

      • Net income 

      • Number of items sold (if applicable) 

    • Report all fundraising results at PAC meetings. 

    Record Keeping

    • Maintain a physical or electronic ledger of all transactions. 

    • Store the following records for at least 5 years (preferably at the school or digitally): 

      • Bank statements 

      • Cancelled cheques 

      • Deposit slips 

      • Receipts and invoices 

      • Meeting minutes and financial reports

    • Keep a running asset list for significant purchases (e.g., technology, kitchen equipment). Include: 

      • Purchase date 

      • Cost 

      • Serial numbers 

      • Location or status. If sold or donated, document the decision.

    Gaming Funds

    If your PAC receives Community Gaming Grant funds: 

    • Funds must be deposited into the separate gaming account. 

    • You must submit an annual financial report to Gaming within 90 days of your fiscal year end

    • Keep all receipts for at least 5 years

    Risk Management Tips

    • Rotate the Treasurer role periodically. 

    • Ensure clear financial policies are in place and understood. 

    • Never allow one-person full control of all financial processes. 

    • Always require two people for cash handling and cheque approval. 

    • Use PAC’s Financial Controls Checklist annually. 

    • Document all decisions in minutes. 

    • Review the PAC’s Constitution & Bylaws. Note any recommended amendments and proceed following C&B procedures 

    • Ensure a digital copy is stored and accessible to the Executive 

    • Confirm Executive roles and signatories with a motion at the AGM and record in the minutes 

    • Appoint a Financial Review Committee 

    • Ensure at least 3–4 current signing authorities are in place for the upcoming year 

    • Review approved annual budget and ensure any extra spending motions are documented 

    • Ensure any outstanding payments are issued and complete 

    • Review all financial ledgers and statements. 

    • All reimbursements are supported by original receipts or invoices 

    • All receipts and invoices are marked “PAID” 

    • All transactions are logged clearly in the ledger 

    • Ensure all accounts are reconciled. 

    • All financial reports and year-end statements are reviewed by PAC.  

    • Any petty cash not being deposited is securely locked at the school.  

    • Cheque books and documents are stored securely 

    • Secure and record remaining inventory and assets 

    • Ensure all records are organized and securely stored (physical or digital) 

    • Bank statements, deposit slips, receipts, invoices 

    • Meeting minutes and financial reports 

    • Gaming Grant report is submitted within 90 days of your fiscal year end 

    • Annual Gaming Grant application is submitted before June 30.  

    • Any necessary onboarding of new Executive, and transitions of passwords and documents are complete 

    Here is a printable copy of this checklist.