Step 1: Nominations
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Check your bylaws for the process of elections and forming a nomination committee
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Begin outreach about one month before your AGM.
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Share a call for nominations via email and social media. Send email content to your school’s admin assistant (CC principal) for approval and distribution.
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Encourage shared roles (e.g., co-VPs, co-secretaries, DPAC rep + alternate).
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If forming a Nominations Committee, appoint 1–2 months ahead. Members should not be running for positions.
Step 2: Preparing for the AGM
Schedule elections at your Annual General Meeting (AGM) according to your bylaws, typically held in May or June.
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Confirm who will chair the elections:
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Preferably the Nominations Committee Chair
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If not available, a school administrator or another non-candidate parent
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Prepare ballots, slips of paper, and pens in case secret voting is required.
Step 3: Running the Elections
Election Flow and Script
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Outgoing Chair’s Transition: “We’re now moving to the election portion of our AGM. At this time, I’ll turn the meeting over to [Name], who will facilitate the elections.”
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Election Chair Opens Elections: “Thank you. Each year, all PAC executive positions are considered vacant at the end of the school year. Thank you to our outgoing executives for their service to our school community.”
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Proceed Through Positions according to how they are listed in your bylaws. (Script Samples Below):
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President/Chair
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Vice President/Vice Chair
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Secretary
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Treasurer
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DPAC Representative
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Any additional roles your PAC includes
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Scripts for Common Scenarios
Single Candidate (Acclamation):
“For Treasurer, we have Shelley nominated and willing to continue. Shelley, is that correct?” (Wait for Shelley to confirm) “Thank you. By acclamation, Shelley is elected Treasurer for the upcoming year. Congratulations, and thank you for serving.”
Shared Role:
“Danielle and Rupi are both willing to share the Secretary position. Danielle and Rupi, are you both confirming your willingness to share this role?” (Wait for both to confirm) “Thank you. Danielle and Rupi are elected as co-Secretaries by acclamation. Welcome to the team!”
Contested Position (Show of Hands Vote):
“We have two candidates for President: Katherine Brown and Dale King.” “Katherine, are you willing to let your name stand?” (wait) “Dale, are you also willing?” (wait) “Thank you. Voting members, please raise your hand if you are voting for Katherine.” (Count hands) “Now, all in favour of Dale?” (Count hands) “With [X] votes for Katherine and [Y] for Dale, congratulations to [Winner] on being elected PAC President.”
Contested Position (Secret Ballot – e.g., DPAC Rep):
“For DPAC Representative, we have multiple candidates. As required by the School Act, this vote will be conducted by secret ballot.” [Distribute ballots and pens. Collect and count with a second non-candidate parent.] “The votes have been counted. Congratulations to [Name], who will serve as our DPAC Representative. Thank you to all candidates for your willingness to serve.” “I call for a motion to destroy the ballots.” [Wait for motion and second; then destroy slips.]
Candidate Not Present (but Confirmed in Writing):
“We have received written confirmation that Alex is willing to let their name stand for Vice Chair. As no other nominations have been received, Alex is elected Vice Chair by acclamation.”
Reminders & Best Practices
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Only parents/guardians of currently enrolled students may vote.
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No proxy voting is allowed.
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Candidates may offer brief remarks (1 minute) if a position is contested.
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If all positions are filled, elections may take 5–10 minutes.
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New executive typically begins July 1 (check your constitution/bylaws).
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Ensure smooth transition by handing over passwords, keys, and documentation.
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Use secret ballot for voting if a position is contested.
Quick Election Checklist
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Check your bylaws
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Call for nominations
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Share with families (email, website, social)
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Confirm election facilitator
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Prepare paper ballots and pens
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Confirm candidate willingness
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Vote or acclaim positions
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Announce results and thank all candidates
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Motion to destroy ballots if used
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Record results in minutes