Start here if you’re wondering how your P&C actually works 

Your P&C is run by volunteers, but it’s also a formal organisation with rules, responsibilities and decision-making processes. Understanding how it operates helps everyone participate confidently, make fair decisions, and avoid misunderstandings. 

You don’t need to know everything. You just need to understand the basics of how your P&C is set up and where to find answers when questions arise. 

What we mean by ‘governance’ and ‘operations’ 

These terms can sound intimidating, but they’re quite simple. 

Governance is about: 

• who can make decisions 
• how decisions are made 
• how the P&C stays accountable to its members 

Operations are about: 

• how things get done day to day 
• how meetings run 
• how tasks are shared and followed up 

Good governance supports good operations. Together, they help your P&C run smoothly and sustainably. 

The foundations of a well-run P&C 

Most P&Cs rely on the same core foundations. 

A clear constitution 

Your constitution sets the rules for how the P&C operates. It explains: 

• who can be a member 
• who can vote 
• what roles exist 
• how meetings and decisions work 
• how money is managed 

You don’t need to memorise it. You just need to know how to use it as a reference point when questions come up. 

Defined roles and shared responsibility 

P&Cs work best when responsibilities are clear and shared. 

Office bearers have specific roles, but: 

• decisions are made collectively 
• no one person “runs” the P&C 
• members have a say through meetings and votes 

Sharing responsibility helps prevent burnout and builds confidence across the group. 

Fair and transparent decision-making 

Decisions should be: 

• discussed openly 
• made at the appropriate meeting 
• recorded clearly in the minutes 

This protects volunteers, builds trust with members, and makes it easier to explain decisions later. 

Accurate records and reporting 

Good records help your P&C: 

• meet legal and financial obligations 
• track decisions and actions 
• support smooth handover between volunteers 

You don’t need perfect systems. You do need consistent ones. 

Operational basics: how things usually work 

While every P&C is a little different, most share common operational practices. 

This usually includes: 

• regular meetings with a clear agenda 
• agreed processes for decision-making 
• delegation to subcommittees where helpful 
• basic financial oversight and reporting 
• awareness of risk and insurance responsibilities 

Clear processes make it easier for new members to get involved and for long-standing volunteers to step back when needed. 

Common pitfalls to watch out for 

Even well-intentioned P&Cs can run into trouble when: 

• decision-making authority is unclear 
• the same few people do everything 
• records aren’t kept or shared 
• informal practices replace agreed processes 
• boundaries between the school and the P&C become blurred 

Most issues can be avoided by pausing, checking the constitution, and talking things through as a group. 

How ACT Parents can help 

ACT Parents supports P&C members at every stage, from first meetings to complex governance questions. We provide: 

• clear, plain-language guidance 
• templates and checklists 
• advice when things feel unclear or stuck 

If you’re unsure how something should work, it’s okay to ask. 

Related resources 

• Office bearer roles and responsibilities 
• How meetings and decisions work 
• Managing money and risk 
• Working effectively with your school 

Need a hand? We’ve got you.