Queen Mary PAC Ad-Hoc Meeting

Queen Mary Parent Advisory Council (PAC)

Meeting Notice

Date: Tuesday June 17th

Time: 8:00-8:30pm

Location: Zoom

Join Zoom Meeting

https://us06web.zoom.us/j/84227484595?pwd=CtodOH4Y6D3tjh3XU76Y7aTnBxwKPQ.1

Meeting ID: 842 2748 4595

Passcode: 849313

Purpose for meeting: Present motions to formalize shared PAC Executive roles for 2025-2026

Agenda: Notice of Updated Agenda for Ad-Hoc PAC Meeting June 17

Please note the updated agenda. This update summarizes research concluding that shared PAC Executive roles are not allowable under the current QM constitution. A summary of the research and a new motion for voting in a PAC Executive in accordance with the constitution is provided below.

Summary:

• The QM C&B [1] has no mention of shared roles in the bylaws. Bylaw 5.5 defers to Roberts Rules to resolve issues when procedural problems arise on an issue that is not covered

• Roberts Rules of Order [2] states that “the anomalous title ‘co-chairman’ should be avoided as it causes impossible dilemmas in attempts to share the functions of a single position”

• The advice from the DPAC [3,4] is that “your current bylaws do not allow for shared positions”. Furthermore, that “If your PAC’s Constitution and Bylaws (C&B) do not specifically allow for co-positions, then technically, each role should be held by a single individual”

• Co-sharing of previous PAC Executive roles in the past has been accomplished by first temporarily suspending one or more bylaws before the election [5]. Suspending a bylaw in this manner requires a majority vote with 14 days of notice so is not an option in this case [1].

Conclusion:

• The decision of the nominees to wait until the day of the AGM limited the current PAC executive’s ability to use due process to understand the requirements of shared roles in the Executive Committee. The election with co-shared roles on June 10 must be amended to nominate a single candidate for each role.

• A new motion is proposed to elect a constitutionally valid PAC Executive for the 2025/2026 school year, starting July 1 2025.

• The C&B should be updated at a later time to specifically allow co-positions if that is desired despite being discouraged by Roberts Rules.

Proposed Motion: To elect the following PAC Executive for the 2025/2026 school year. Executive members with signing authority are denoted with an asterisk.

Chair: Raymond Wong*

Vice-Chair: Angela Dean*

Treasurer: Emily Bobko*

Secretary: Stephanie McDonald*

DPAC Rep: Kit Mitchell-Innes

Member At Large: Kaori Sakuma

Member At Large:Heidi Nienaber

Proposed Motion: To create a special resolution for new executive members as per C&B 7.3:

Assistant Chair: Christine Schamehorn

Assistant Chair: Ehsan Mozaffari

Assistant Vice-Chair: Alex Stockmann-Chen 

Assistant Vice-Chair: Brett Liljefors

Assistant Treasurer: Caroline Cheung

Assistant Secretary: Lisa Hu

Assistant Secretary: Florencia Tiribelli

References:

[1] QM PAC Constitution and Bylaws

[2] Roberts Rules of Order Newly Revised (page 176)

[3] Email: Sharing PAC executive roles - DPAC perspective (1 of 2). June 11 2025.

[4] Email: Sharing PAC executive roles - DPAC perspective (2 of 2). June 10 2025.

[5] QM PAC Meeting Minutes June 2020