School Council Handbook and Bylaws

Clemens Mill Public School operates a School Council as required by the Waterloo Region District School Board (WRDSB) and Ontario’s Ministry of Education.

 The following document is designed to assist new and existing Clemens Mill Public School stakeholders* understand the purpose and roles of School Council and its Code of Conduct.  It identifies Bylaws created and approved by School Council and the relevant provincial/local policies and procedures that may affect it.**

(* students, parents/guardians, staff, administration, and community members)

(** See Appendix for WRDSB and Ontario Ministry of Education policies and procedures)

 

 TABLE OF CONTENTS

Welcome to School Council…………………………….…………………………………………………………………………….  3

Mission Statement……………………………………………………………………………………………  3

What is School Council? ……………………………………………………………………………….. 3

What is WRAPSC? ……………………………………………………………………………………….. 4

What is PIC? …….…………………………………………………..………………………………………… 4

Code of Conduct …………………………………..……………………………………………….………… 5

Bylaws……….…………………………………………………………………………………………………… 6

  1. …………………………………………………………………………………………………………       6
  2. Membership………………………………………………………………………………………….   6
  3. Eligibility of Parent Voting Members…………………………………………..…………..   6
  4. Executive Members…………………………………………………………………….………….   6
  5. Term of Office……………………………………………………………………………..………….  7
  6. Elections………………………………………………………………………………….…………….   7
  7. Vacancies………………………………………………………………………………..……………..   8
  8. Meetings…………………………………………………………………………………..……………   8
  9. Voting…………………………………………………………………………………….……………..   9
  10. Voting Procedure………………………………………………………………………..………….   9
  11. Conflict of Interest…………………………………………………………………..…………….. 10
  12. Sub-Committees……………………………………………………………………………………. 10
  13. Agendas, Minutes and Financial Records………………………………………………… 10
  14. Annual Report……………………………………………………………………….……………… 10
  15. Principal Profile Form……………………………………………………………………….….. 10
  16. Fundraising………………………………………………………………………………………….. 10
  17. Release of Information…………………………………………………………………………… 11
  18. Remuneration……………………………………………………………………………………..… 11
  19. Conflict Resolution………………………………………………………………………………… 11
  20. Resolution of Disruptive Behaviour…………………………………………………………. 11
  21. Delegations…………………………………………………………………………………………… 12
  22. Revisions of Bylaws…………………………………………………………………………………12

Roles of Members…………………………………………………………………………………………………………13

Document History…………………………………………………………………………………………………………   16

Appendix A: Minsitry of Education of Ontario Act 612/00 and 613/00

Appedix B:  Waterloo Regional District School Board Policies and Procedures

Appedix C:  WRAPSC School Council Handbook

                      Ministry of Education Handbook for School Council

Welcome to School Council!

“Parent engagement matters.

Study after study has shown us that student achievement improves when parents play an active role in their children’s education, and that good schools become even better schools when parents are involved.

It is recognized that parent engagement is a key factor in the enhancement of student achievement and well-being.”

Ontario Ministry of Education

Clemens Mill School Council Mission Statement

As a liason between the school community and the school, we support the creation of a safe, stimulating and positive learning environment that is based on equity and inclusive of all.  We encourage all parents and guardians to take an active role in their child’s education and will provide opportunities to share knowledge, ideas and opinions on ideas and topics which affect the entire school community.

What is the Role of School Council?

The focus of School Council is to improve student learning, achievement and well-being and enhance the accountability of the education system to parents.

It is:

  • An advisory role committee only, the ultimate responsibility for the administration and day-to-day school operations rests with the Principal.
  • A means to advise the Principal on any matter pertaining to student achievement
  • A voice to provide input to the School Board, when asked for input on school policies, plans, etc
  • A channel to address issues affecting all, or a significant portion of the school population
  • Unique to each school community
  • A group with a shared interest, working together with parents, students, community members, staff and administration to build a strong school community

It is not:

  • A forum to address individual issues pertaining to one student or class
  • A place to persue your own agenda

 

What is WRAPSC (Waterloo Region Assembly of Public School Councils)?

It is an independent, parent/or guardian-run, non-political organization designed to have a representative from each school council in WRDSB for the purposes of:

  • Assisting all school councils in their work with improving student achievement and well-being
  • Providing a single voice for school councils on matters of significant importance which impacts all schools in WRDSB
  • Establish a forum for the exchange of ideas, concerns and best practices for school councils
  • The meetings provide a forum for networking, support and sharing of concerns, information, achievements and best practices

 

What is PIC (Parent Involvement Committee)?

Is a parent run committee that acts as a direct link between the parents and the board’s Director of Education and its trustees.

The Ontario Ministry of Education mandated that a PIC be established in all school boards in Ontario with the purpose of:

  • Supporting and enhancing meaningful parent involvement at the board level to improve student achievement and well-being.
  • Acting as an advisory board to the local school board to provide an important link to the Director of Education and trustees
  • Building parent engagement by providing information and advice to the school board on parent engagement and communication
  • Developing strategies/initiatives the Board can use to engage more parents to support their children’s learning at home/school.
  • Sharing information with and supporting the work of school councils.

 Code of Conduct

This Code of Conduct outlines the Clemens Mill Public School Council’s expectations of its members and their behaviour.

All members shall:

  • Consider the best interests of all students
  • Be guided by our school and school boards vision, policies and procedures 
  • Act within the limits of the roles and responsibilities of a School Council, as identified by

The Ontario Ministry of Education, Waterloo Region District School Board and the Clemens Mill Public School Council bylaws.

 

  • Maintain the highest standard of integrity 
  • Respect each member of our school community 
  • Allow for diverse opinions to be shared without interruption 
  • Encourage a positive environment in which individual contributions and encouraged and valued 
  • Acknowledge democratic principles and accept the consensus of the Council 
  • Respect the confidential nature of some school business and respect limitations this may place on the operation of Council and on what information can be shared 
  • Limit discussions at School Council meetings to matters of concern of the school community as a whole 
  • Use established communications channels when questions or concerns arise 
  • Declare any conflict of interest 
  • Not accept payment or benefit financially through School Council involvement

 Clemens Mill Public School Council Bylaws

  • In any case where these bylaws are deemed to be in conflict with the policies set out by the Education Act and the WRDSB, these stated regulations supersede the bylaws.
  1. Membership
    • School Council membership shall consist of a minimum of 9 Parent Voting Members to a maximum of 17 parent voting members
    • In addition to the Parent Voting Members, School Council shall consist of the following members:
      • Principal of the School (non-voting member)
      • One teaching staff from school (Elected by teaching staff)
      • One non-teaching staff from school (Elected by non-teaching staff members)
      • Community Representative (Appointed by Council)
      • Student (at discretion of and appointed by the Principal)

 

  1. Eligibility of Parent Voting Members
    • Any parent who has a child enrolled at the school is eligible for Council, unless employed by the school
    • A parent who is employed by the WRDSB may be a member, as long as their employment is disclosed to all members of council before election.
    • Only 1 Parent per household is eligible to be a Parent Voting Member on Council.

 

  1. Executive Members
    • The following Executive Members will be elected by the Voting Members of School Council at the first official meeting of the year:
      • Chair (Non-Voting)
      • Treasurer
      • Secretary
      • Communications Officer

 

  1. Term of Office
    • A person elected or appointed to School Council holds office from the date of the first meeting of the school year to the date of the first meeting held after elections of the subsequent school year.

 

  1. Elections
    • Elections of Parent Voting Members
      • Must take place during the first official School Council meeting of the year, which must occur within the first 30 days of the school year.
      • The Principal will send out an email to every parent in the school community at least two (2) weeks before the first school council meeting inviting them to put their names forward to participate as a Parent Voting Member of School Council and intent to run as Executive Member.
      • One week before the first school council meeting is held the Communications Officer will compile a list of interested Parent Voting Members.

6.1.3.a. If the number of interested parent voting members is 18 or lower, all      parents will be acclaimed onto School Council and no vote is required.

6.1.3.b. If the number of interested parent voting members is over 18, a ballot will be created and a vote will be held during the first school council meeting of the year.

If a vote is required:

  • Notice of the date, time and location of the election will be given to every parent one (1) week before the date of the first school council meeting.
  • Any parent who attends the first school council meeting is eligible to vote for Parent Voting Members.
  • Any teacher (excluding the Principal) and non-teaching staff is eligible to vote for Parent Voting Members
  • Voting will be held by secret ballot.
  • Votes will be counted by two (2) participants.
  • The 18 Parent Members who obtain the most votes will be declared elected.
  • Ballots will be available for scrutiny up to 30 days upon which time they shall be destroyed.
  • Vote tally sheets will be kept on record.
  • School Community will be informed of results (acclaimed or election) within 14 days of first meeting.
  • The Executive of the previous year’s School Council will facilitate the elections process for the following year.

 

  • Elections of Teaching Staff Member

6.3.1     Teaching Staff Member will be determined by teaching staff of the school,                       process to be facilitated by the Principal.

 

  • Election of Executive Members of School Council
    • Executive members will be voted in during the first official School Council meeting after the Parent Voting Members have been elected.
    • All Parent Voting Members, Teacher Representative and Community Representative of School Council. (Excluding the Principal) are eligible to vote for Executive Members
    • Voting will be done by secret ballot.
    • Votes will be counted by 2 Council Members not up for executive positions.
    • Voting will be done in the following order:

Chair (Non-voting position)

Treasurer

Secretary

Communications Officer

  • Parent Voting Members may hold multiple executive member positions.
  • If no volunteers for WRAPSC position, Chair shall attend
  • Decision will be made by Council consensus on who/if a member will attend PIC meetings (Not mandatory)

 

  1. Vacancies

If a school council position becomes vacant because of resignation, inability of a member to fulfil his or her roles and responsibilities or other causes before the next election, the council shall:

  • Fill the vacancy by appointment from the other non-elected candidates from the previous election.
  • If the resignation lowers the number of Parent Voting Members below 9, then recruitment of additional members is required.

 

  1. Meetings
    • Council meetings must be held a minimum of 4 times per year (Does not include speaker or special events).
    • All meetings must be advertised and open to the public.
    • All meetings will be held in the Clemens Mill Public School Library unless otherwise specified.
    • Agenda items for meetings will be shared with Council 1 week prior to meeting.
    • QUORUM to hold a meeting will be 50% voting members, plus 1.

 

  1. Voting
    • Each member of council is entitled to one vote on a motion, except:
      • The Principal.
      • The Chair.
      • A member who has declared a conflict of interest on the issue at hand.
      • The Student Representative.
    • Voting by Proxy will be allowed
      • The member will email their intended Proxy to the Cle-School Council email address
      • A proxy voter must be another parent voting member of School Council.

 

  1. Voting Procedure
    • Voting will be done by show of hands of Parent Voting Members.

 

 

  1. Conflict of Interest
    • A School Council Member is in conflict of interest when:
      • The School Council does business with the potential for monetary gain/loss with any person, agency or company with which the member has a vested interest in.
      • Situations which arise in which the duties as a member could result in an inconsistency between the overall goals and vision of the School Council and a personal interest of the Member.
    • When a conflict of interest is determined, the member:
      • Shall disclose the conflict prior to any discussion of matter by Council
      • Shall not take part in the discussion of or vote on said matter
      • Shall not attempt in any way before, during or after the meeting to influence the voting on said matter

 

  1. Sub-Committees
    • Sub-Committees must be formed with approval of Council to address specific needs of school council.
    • Sub-Committee Chairs will be appointed at time of formation by vote.
    • One School Council representative must participate on a Sub-Committee
    • Any Parent from the School Community may participate on a Sub-Committee
    • Sub-Committees will report back to Council as required
    • All expenditures sought by a Sub-Committee must be first approved by Council

 

  1. Agendas, Minutes and Financial Records
    • The agendas and minutes of each meeting shall be made available for any person to view and shall be retained for a period of 4 years.
    • All financial records and reports shall be made available for any person to view and shall be retained for a period of 4 years.

 

  1. Annual Report
    • Each year, council must submit a written report of its activities and financial statements to the Principal and to the Director of Education at WRSDBS.

 

  1. Principal Profile Form
    • Each year, School Council may review and make any necessary changes to the Principal Profile Form
    • This form will be submitted to the Director of Education at the WRDSB by March 1 of that year.

 

 

  1. Fundraising
    • All activities must be conducted in accordance with WRDSB policies/procedures
    • All funds must be used in accordance with WRDSB policies/procedures
    • Record should be kept of all activities and include information such as: time investment, monetary investment, attendance, financial return

 

  1. Remuneration
    • School Council members may not receive any remuneration for serving on School Council

 

  1. Conflict Resolution
    • Every School Council Member will be given an opportunity to express his or her concern or opinion about the issue at dispute and how the dispute has affected him/her
    • Speakers to an issue will maintain a calm and respectful tone at all times
    • Speakers will be allowed to speak without interruption, subject to a time limit set by the Chair
    • The Chair’s responsibility is to clarify the statements made by all speakers, to identify common ground among the point of views raised and to set out the joint interests of the group.
    • If no common ground can be identified, the Chair will seek to clarify preferences among all members before proceeding further
    • If all attempts at resolving the conflict have been exhausted without success, the Chair may request the intervention of the School’s Superintendent to facilitate a resolution to the conflict.

 

  1. Resolution of Disruptive Behaviour

Council members are elected to serve the school community and will demonstrate respect for their colleagues and all School Staff and Administration on Council at all times.  If a council member becomes disruptive during a meeting:

  • The Chair shall ask for order
  • If all efforts to restore order fail, the Chair may direct the individual Council member to leave the meeting, citing the reasons for the request
  • The removal of a member from a meeting does not prevent the Council member from participating in future council meetings

 

  1. Delegations
    • Individuals, organizations and groups are welcome to come and speak to council as a delegation
    • Delegations who wish to bring forward issues, presentations or requests must notify the Chair and/or Principal at least one (1) week in advance of the Council meeting
    • Delegations may participate in the discussion brought about by the delegation

 

 

  1. Revisions to the Bylaws
    • To amend these bylaws, notice for all amendments shall be made to all members in electronic form at least two (2) weeks prior to the meeting at which time a vote is to be taken.
    • These guidelines can only be changed by consensus of Council vote as outlined by Section: Voting.
    • Any review/changes to these bylaws shall be recorded on the Document History section of this handbook.
    • Bylaws should be reviewed annually by School Council.

 

 Roles of School Council Members

All Members

  • Participate regularly in Council meetings
  • Attend meetings prepared ie. Familiar with agenda items and report on any action items assigned
  • Act as a link between Council and members of the school community
  • Provide input to the discussions/recommendations made during Council meetings
  • Provide volunteer time at Council activities
  • Encourage parents/guardians and community to become involved in School Council activities
  • Notify the Chair if unable to attend a meeting and provide your input/comments on agenda items to Chair directly.
  • If unable to attend meeting, assign a proxy to vote during meeting
  • Acknowledge the contributions of Council members and volunteers
  • Keep records for every event that Council organizes to make things easier for the following year
  • Share the workload
  • NOT act outside of, or claim to speak on behalf of School Council, with the exception of the Chair or PIC/WRAPSC members

Chair

  • Provide leadership to School Council and its Members
  • Monitor the implementation of School Council decisions
  • Consult with Parents/Guardians for matters under consideration of Council
  • Chair Council Meetings
  • Prepare agenda in consultation with the Principal, distribute it to Council members one (1) week prior to meeting
  • Consult with Board staff and trustees as required
  • Create, with input of council members the Annual Report
  • Ensure the Annual Report and the Principal Profile are submitted to WRDSB annually.

Secretary

  • Attend all meetings and if unavailable, find replacement to complete duties at meeting
  • Record attendance at meetings
  • Record meeting minutes
  • Ensure all relevant reports/handouts are included in minutes
  • Ensure meeting minutes are distributed to all Council members (Electronic copies)
  • Ensure agendas/minutes and reports are filed and updated in record book (in Office)
  • Send electronic copies of minutes for posting on Council Webpage

 

Treasurer

  • Obtain monthly financial reports from Clemens Mill Administrative Staff and prepare report for Council meetings or as needed
  • Prepare yearly financial update to be included in the Annual Report
  • Facilitate direction of finances for Council Activities
  • Prepare and issues cheques as needed for Council Activities

Communication Officer

  • With direction of Chair and Principal:
  • Prepares necessary documents for distribution to parents/school community (newsletter/flyers/forms/fundraising sheets)
  • Facilitates creation of emails and webpage content to be sent to parents/community
  • Monitors School Council email account and directs inquiries to appropriate members
  • Maintains School Council Bulletin board or window display
  • Maintains supply of School Council materials (banners/signs/displays).
  • Assists in creating a presence for School Council to school community (display table at school functions to promote council and answer questions for parents, etc)

Principal

  • Facilitate the establishment of Council and assist in its operation
  • Notify Parents/guardians of election results of School Council
  • Consult with School Council in accordance with Ontario Regulation 612/00
  • Consider recommendations made by School Council and respond to School Council recommendations
  • Facilitate appointment of Teaching staff
  • Provide written notice of elections and council meetings in accordance with 612/00
  • Maintain a copy of School Council records at school for examination, by any person for four (4) years
  • Assist in the operation of School Council by:
    • Providing information and resources required by Council to enable it to make informed decisions
    • Communicate with the Chair on a regular basis
    • Provide access to School Council email accounts.
    • Help publicize School Council activities by means of school newsletter, School day, webpage
    • Assist school council in communicating with school community
    • Provide prompt distribution of Ministry and Board materials designated for School Council members
    • Provide access to a space for parents/guardians to access postings of School Council information and a place for Chair for Council Mail
    • Maintain the responsibilities and obligations of the Principalship as mandated by WRDSB policy and the Education Act and Regulations of the Province of Ontario as it pertains to School Councils
    • Appoint a designate (usually the Vice-Principal) if unable to attend a meeting

Teaching Staff

  • Provide the perspective of a teacher in School Council discussions
  • Provide expertise as an educator to discussions related to the curriculum and educational practices
  • Request input from other teachers with regard to School Council decisions where required
  • Communicate the work of School Council to all teachers at the school

Student Representative

  • Provide to council a report of student organized initiatives and activities
  • Request input from other students with regard to Student Council discussions where required
  • Communicate the work of School Council to the students

Community Representative

  • Provide the perspective of a member of the school community in Council discussions
  • Provide particular expertise and information from their own background to the council where appropriate
  • Assist in Building community partnerships and relationships that enhance student learning

WRAPSC Representative

  • Chair is asked to notify WRPASC who will represent them after first council meeting
  • Forward any items of interest from Waterworks to other School Council members
  • Is authorized to speak on behalf of Clemens Mill School Council at WRAPSC meetings When a vote is required by the Assembly, the representative has 1 vote on behalf on School Council.
  • Represents the views of Clemens Mill School Council, not their own

 

Version Date (DD-MM-YYYY) Description Created/Revised By
1 August 2006 CMPS School Council Handbook & Bylaws School Council 2006
2 01-02-2019 CMPS Bylaws Revision Adam Jarvis, Amanda Strickland, Jackie Fraser