P&F Planning Meeting

The P&F Terms of Reference states that one of the functions of the P&F is to conduct an annual P&F event planning session, in consultation with the Principal, to establish the focus for the year ahead. The plan will include the committee's goals for the year and how they will be achieved.

The plan must be presented to the P&F members for endorsement and noted in the minutes of the P&F meeting. The planning meeting usually occurs after the Annual Community Meeting, in preparation for the year ahead.

To assist you with organising a planning meeting, CSPWA have put together a short list of things to consider:

Who to invite:

• Members of the School Leadership Team as nominated by the school Principal.
• Members of the School Advisory Council as nominated by the SAC Chair.
• Parent leaders from the P&F (preferably the four Office Bearers).
  Ideally there would be similar numbers representing each group to ensure fair representation.

How often should you meet:

• Number of meetings to be determined by the group - one annual meeting, one per term or one per semester.
• Meetings will be chaired by (to be decided by group).
• Meeting quorum will be half plus one with at least 2 members from each school leaders group.
• Decisions ideally to be made by consensus (i.e. members are satisfied with the decision even though it may not be their first choice).
• Meeting agenda and minutes will be provided by (to be decided by group).

Roles and Responsibilities of the group (To be agreed to by the group but could include):

• Fostering collaboration.
• Maintaining a focus on the groups aims and objectives and in particular, the outcomes.
• Committing when at all possible to attending the meetings of the group which can be in person or through virtual means e.g. Zoom, Microsoft Teams, etc.
• Sharing all communications and information across all group members.
• Making timely decisions and taking action so as not to impede the work of the group.
• Championing the group’s work, internally and externally.
• Notifying the group, as soon as practical of any matter that arises which may affect the work of the group.