The AES PAC budget is a financial plan that outlines how the Armstrong Elementary School Parents’ Advisory Council (AES PAC) raises and spends money to support the students, staff, and school community. All parents and guardians at AES are welcome to give input on budget priorities, participate in fundraising, and help ensure responsible use of funds.
Our goal is to use PAC funds to make Armstrong Elementary a stronger, more inclusive, and more joyful place for learning.
Annual Budgetting Process
Each year, the PAC executive drafts a proposed budget before the start of the school year, using estimates based on expected income and anticipated expenses. This draft is then presented at a PAC meeting (typically in the fall) where all parents are invited to review it, ask questions, suggest changes, and participate in discussion. The budget must be formally approved by a vote of PAC members
Throughout the school year, any proposed updates or reallocations of funds are also brought to PAC meetings for discussion and approval by vote. Budget reports and financial statements are shared regularly and are available to all parents. We encourage input and questions at any time.
Standard Annual Budget Line Items
Standard annual budget line items refer to recurring income and expense categories that the PAC includes each year, such as grants, fundraisers, field trips, classroom support, and student programs.
Income
The AES PAC aims to maintain an annual carry-forward balance of approximately $20,000. These funds are kept in the PAC bank accounts at the end of each school year to ensure that the incoming PAC has money to begin the next year’s activities. This $20,000 reserve exceeds the PAC’s typical annual expenses of about $17,000, providing a one-year financial buffer for the organization.
Each school year, the PAC typically expects to raise about $14,000 from routine annual fundraising. The PAC also typically receives a grant from BC Gaming of just over $5,000. This brings typical annual fundraising to a total of aproximately $19,000 in an average year, which exceeds the PAC’s typical expenses of about $17,000 each year.
The PAC may also run one-time fundraisers or new annual fundraisers to raise additional funds if necessary to maintain desired balances. The PAC also applies for various grants throughout the year to increase funding, enable new initiatives, and fund special projects going forward.
- Annual Carry-Forward (generally about $20,000)
- Donations & Grants (generally about $5,000)
- BC Gaming Grant of $20/Student (generally about $5,000)
- School Fundraisers (generally about $14,000)
- Hot Lunch Program (generally about $6,000)
- Freezie Friday (generally about $2,000)
- Christmas Bake Sale & 50/50 (generally about $2,000)
- Parent Burger & Beer Night (generally about $2,000)
- Davison Orchards Apple Boxes (generally about $600)
- January Seed Packets (generally about $600)
- Wrapping Paper (generally about $400)
- Yearbooks (generally about $200)
- Co-op Gas Station Number (generally about $200)
- Mabel’s Labels Sticker Name Labels (new)
- Nature’s Fare 3% Receipt Reimbursement (new)
Expenses
Each school year, the AES PAC typically spends about $17,000 to support school programs, classroom activities, and special events. Should available funds allow, Special Projects can also be funded by the PAC.
The PAC Treasurer reports PAC bank account balances at every monthly PAC meeting. All PAC spending is reviewed, discussed, and approved by vote at PAC meetings. Parents are welcome to ask questions or suggest new spending ideas anytime.
- Basic Overhead (generally $750)
- Office, Printing, & General Expenses (generally $250)
- Babysitting at PAC Meetings & Events (generally $500)
- Fundraising Supplies (generally $1,200)
- Munch a Lunch Software Subscription (generally $336)
- Freezie Friday Supplies (generally $400)
- Hot Lunch Supplies (generally $400)
- Bake Sale Packaging Supplies (generally $50)
- Gaming License for Christmas Concert 50/50 (generally $50)
- Classroom Supports (generally $11,110)
- Teacher Classroom Allowance (generally $2,800)
- School Bus Allowance (generally $3,600)
- Skate Sharpening (generally $50)
- Stamps for Christmas Letter Writing (generally $300)
- Cross-Country Skiing at Larch Hills (generally $600)
- Spring Break Staff Recognition (generally $300)
- Grade 3 Swimming Lessons (generally $810)
- Extra Yearbooks (generally $150)
- Garden Maintenance (generally $0)
- Willing2Ninja (generally $2,500)
- Events & Celebrations (generally $6,400)
- Welcome Back BBQ (generally $800)
- Math Night (generally $800)
- May Pole Treats (generally $175)
- Chess Club Pizza Celebration (generally $300)
- One-to-One Reading Program Pizza Celebration (generally $200)
- Fun Day Swimming & Treats (generally $800)
- Kindergarten Orientation Coffee & Muffins (generally $70)
- Grade 5 Graduation Hoodies & Celebration (generally $3,000)
- Kindergarten Graduation Cake & Celebration (generally $200)
Budget Accountability
The PAC Treasurer is responsible for tracking all income and expenses, preparing financial reports, and following PAC-approved spending rules. All expenditures require approval at PAC meetings or by the executive (within policy limits). Two PAC executives must approve every financial transaction.
The Treasurer presents financial updates at each PAC meeting, including the most recent account balances (for both the PAC Operating Bank Account and the PAC BC Gaming Grant Bank Account). All spending decisions are approved by vote and recorded in the meeting minutes. We welcome all parent input on budget planning, especially during our Annual Budget Meeting (ABM) and the Annual General Meeting (AGM).
If you’d like to review any documents or have questions, please contact us.
Fundraising Ideas
If you have a great idea for how PAC funds could benefit students, we want to hear it! Bring it to the next PAC meeting or send us an email. All spending proposals must be:
- Student-centered
- Feasible within our resources
- Voted on and potentially approved at a PAC meeting