ROCKINGHAM BEACH PRIMARY SCHOOLS P&C
CANTEEN COMMITTEE
TERMS OF REFERENCE
1.0
NAME
1.1
The committee shall be called the Rockingham Beach Primary Schools P&C
Association Canteen Committee.
2.0
COMPOSITION
2.1
(a) Not less than five (5) and not more than ten (10) members at least one of
whom shall be a member of the P&C Executive Committee.
(b) The President of the P&C shall be an ex-officio member.
(c) The Canteen Supervisor shall be included in the committee in at least an
advisory capacity if he/she is not a financial P&C member.
2.2
The members shall be elected each year by the Annual General Meeting of
the P&C Association by and from the financial and ex-officio members of the
P&C.
2.3
In the event of a position becoming vacant on the committee an election may
be held at a general meeting of the P&C to fill the vacancy.
2.4
(a) In the event that either a resignation from the committee or a lack of
interest causes membership of the Canteen Committee to fall below the
required numbers set out in 2.1(a) temporary members may be instated from
executive P&C members until such time as permanent replacements can be
found and duly elected at the next P&C General Meeting.
(b) In the event that membership cannot be sustained on a continual basis
the Canteen Committee shall be dissolved and all operating and financial
duties shall be redirected to the Executive Committee who will work in
conjunction with the Canteen Supervisor until such time as a new Canteen
Committee can be formed according to 2.1(a)
2.5
(a) The Committee shall elect from its members a Convener, a Secretary and
a Treasurer or one person as a Secretary/Treasurer and present this
information in their General Meeting report.
(b) In the event of any of these positions becoming vacant the committee
shall convene a Canteen Committee meeting and elect a replacement within
seven (7) days and present this decision in their next General Meeting report.
3.0
RESPONSIBILITIES
Subject to the direction of the P&C Association the Committee shall be responsible
for:
3.1
Establishing a canteen policy which adheres to but is not merely Occupational
Health and Safety, Health Department and Education Department guidelines.
3.2
Establishing nutritional guidelines according to the Traffic Light system.
3.3
Ensuring relevant legislation in relation to taxation, superannuation, health
and safety is adhered to and regularly checked for updates.
3.4
(a) Acquiring all suitable stock and goods for sale in the canteen.
(b) Fixing and frequently reviewing prices and menus in consultation with the
Principals of the schools to be ratified as a motion at the next General
Meeting.
4.0
3.5
Recruiting volunteers as shall be considered necessary.
3.6
Appointing canteen staff and negotiating individual employee/employer
agreements including wages, duties and conditions to be ratified as a motion
at the next General Meeting.
3.7
Providing adequate reports to all General Meetings of the P&C Association
and when required to the Executive Committee which shall include but not
be limited to: financial statements, decisions about and changes to policy or
operating procedures, purchases and repairs/maintenance, and requests for
the consideration of the General Meeting.
3.8
Ensuring that the Code of Conduct and Grievance Settlement/Dispute
Resolution Procedures adopted by the P&C are followed.
FINANCIAL
Subject to direction of the P&C Association the Canteen Committee shall be
responsible for the financial management of the canteen in accordance with but not
limited to the sub-clauses below:
4.1
Maintaining a bank account in the name of Rockingham Beach Primary
Schools Parents and Citizens’ Association Inc (Canteen Account) at a level
sufficient for the trading capital requirements of the canteen.
4.2
Establishing and maintaining credit accounts with suppliers as required for
the operation of the canteen and timely payment of said accounts.
4.3
Establishing and maintaining a petty cash system to the value of two hundred
dollars ($200) for purchase of sundries, all monies of which are to be
accounted for by receipts. Petty cash shall be the responsibility of the
Canteen Supervisor.
4.4
Acquiring and maintaining suitable equipment provided that the expenditure
shall not exceed the amount authorised by the P&C Association as set out
below.
(a) Individual purchases to the value of one hundred dollars ($100) can be
decided upon by the Canteen Supervisor provided the sum of all individual
purchases does not exceed two thousand dollars ($2000) within any one (1)
calendar month.
(b) Individual purchases between the value of one hundred dollars and one
cent ($100.01) and five hundred dollars ($500) can be decided upon by
majority vote at Canteen Committee meetings provided the sum of all
individual purchases does not exceed two thousand dollars ($2000) within
any one (1) calendar month.
(c) Individual purchases between the values of five hundred dollars and one
cent ($500.01) and one thousand dollars ($1000) can be decided upon by
majority vote at Canteen Committee meetings provided approval is sought
and granted by one (1) member of the Executive Committee (who is not
already a member of the Canteen Committee) and provided the sum of all
individual purchases does not exceed two thousand dollars ($2000) within
any one (1) calendar month.
(d) Intended individual purchases of the value one thousand dollars and one
cent ($1000.01) and above must be presented as a motion to the General
Meeting for approval.
(e) No purchases may be made if the Canteen Account is in debit or below
five thousand dollars ($5000) without express permission in the form of a
motion at a P&C General Meeting which shall only be granted in
circumstances of extreme necessity.
4.5
Establishing and maintaining a reserve account for the purpose of long
service leave provision for employees.
4.6
(a) Ensuring that cash income from the canteen is counted by two persons
and recorded complete with signatures daily and either banked directly or
stored in the school safe.
(b) Ensuring that cash income from the canteen is deposited at least twice a
week into the Canteen Account.
5.0
DUTIES OF CANTEEN COMMITTEE CONVENER
5.1
(a) The Convener shall call and organise Canteen Committee meetings no less
than once a month between General Meetings with no less than five (5) days
notice to be given to ALL Canteen Committee members.
(b) The Convener when present shall preside at all meetings of the
Committee. In the event of the convener being absent the meeting shall
elect a chairperson for the occasion.
5.2
The Convener/chairperson shall ensure that all Committee Meetings are held
in an orderly fashion and that the orders of business are attended to.
5.3
The Convenor/chairperson shall ensure that any decisions made are voted
upon and have a majority to be passed.
5.4
(a) The Convener shall ensure that a written report of the activities of the
canteen is presented to all General Meetings. Reports shall also be made
available to Executive Committee Meetings on request provided that at least
forty eight (48) hours notice is given.
(b) The report shall include but not be limited to those items outlined in
clause 3.7
6.0
DUTIES OF THE CANTEEN COMMITTEE SECRETARY
6.1
The Secretary shall have custody of the documents of the Committee and
shall keep a full and accurate record of its meetings. These records shall be brought
to all General meetings and made available upon request. Individual financial
documents do not have to be brought to General Meetings but must be made
available upon request.
7.0
DUTIES OF THE CANTEEN COMMITTEE TREASURER
7.1
(a) The Treasurer shall keep such books and programs of account related to
canteen activities as shall be directed from time to time by the P&C
Association.
(b) The Canteen Treasurer is accountable to the P&C Treasurer.
7.2
Arrange for paying of wages and deduction of taxation, superannuation etc.
7.3
Take out and keep current necessary insurance (eg Workcover and stock
insurance)
7.4
A statement of receipts and expenditure, balance sheet and profit and loss
must be prepared annually and all books passed to the P&C Treasurer for
audit by the Association’s honorary auditor.
7.5
The Treasurer shall submit a written report including a statement of receipts
and expenditure, up-to-date bank reconciliation statement and a copy of
relevant bank statements to the Canteen Committee or an electronic
accountancy equivalent.
7.6
(a) Make payments as necessary for the day to day running of the canteen as
authorised by the Canteen Committee according to clauses 3.4, 4.1, 4.2, 4.3,
7.2 and 7.3
(b) Cheques can only be signed by those signatories identified in the P&C
Association September 2001 Constitution at rule 12.5. All cheques must be
signed by two (2) authorised persons.
(c) Payments by electronic banking can only be made by authorised persons.
(d) Associated documentation such as invoices must be sighted and initialled
by said authorised persons at the time of cheque signing or payment (in the
case of electronic banking)
8.0
7.7
The Treasurer shall, after establishment of the reserve account referred to in
clause 4.5 and trading capital as outlined in clause 4.1, transfer to the general
fund of the P&C Association at least half of any surplus funds at the end of
each calendar month.
7.8
Ensure that all books of the committee are made available to the P&C
Association Treasurer as required and for the purpose of annual auditing.
QUORUM
8.1
9.0
VOTING
9.1
10.0
A quorum shall comprise over fifty percent (50%) of the current membership
of the committee.
All members and ex-officio members of the Canteen Committee shall be
entitled to one vote on any resolution or election at a meeting at which they
are entitled to be present.
ALTERATIONS TO RULES
10.1
All proposed amendments to these rules must be approved by the General
Meeting of the P&C.
THE CANTEEN COMMITTEE IS AT ALL TIMES RESPONSIBLE AND ACCOUNTABLE TO THE
GENERAL MEETING OF THE P&C ASSOCIATION
NOTES:
1. It is not a requirement that the principal be a member of the Canteen Committee.
However if the P&C Association wish the principal to be a member the principal can be either
elected or ex officio.
2. The Treasurer of the P&C Association is the officer responsible for establishing the actual
form of accounting used and is the officer ultimately responsible for all monies received or
expended by the canteen.
3. The name of the bank account is to be Rockingham Beach Primary Schools Parents &
Citizens’ Association Inc (Canteen Committee).
4. The canteen account is an account of the P&C therefore cheques must be signed by those
persons identified in the P&C constitution (Sept 2001) Rule 12.5 of these terms of reference
cannot be amended. NO signatures should be placed on a cheque until details of the PAYEE
and the AMOUNT have been entered.
5. Remember all funds in the Canteen Committee Account are the property of the P&C
Association.