School Council Constitution | York Region District School Board

Article 1: Name and Address

The organization will be known as Rogers Public school Council (“Council”). The members of Council shall be responsible for
maintaining the Constitution.

Rogers Public School
256 Rogers Road
Newmarket, Ontario
L3Y 1G6
905 895-5441

Article 2: Mission Statement

Our Council believes that collaborative partnerships among the school, the family and the community are essential to improving student learning. Our aim is to achieve the highest possible standards of education in an inviting, inclusive, and supportive environment.

Article 3: Purpose and Objectives

To support improved student learning and well-being and develop an increased sense of shared accountability for public education.
To support an inclusive community where every family is able to engage with the school to support their children.
To provide a means for regular and accessible communication and dialogue between all partners in education.
To participate in the school improvement planning process.
To provide input into decisions made by the school administration, York Region District School Board (YRDSB) and the Ontario Ministry of Education.
To facilitate the building of an inclusive and anti-racist school community that works together in the best interests of the well-being and education all of our students.
To fundraise to support the school improvement plan and to enhance the school life of our students.
To be an arena for parents/guardians to express concerns.
To recognize and respect the personal and professional rights and responsibilities of individual students and staff.

Article 4: Procedures and Operating Guidelines

The operational procedures of Council are outlined in YRDSB Procedure #262. All recommendations and activities of Council shall comply with all Ministry of Education acts, YRDSB Policies and Procedures and Staff Collective Agreements.

Article 5: Membership

There shall be no more than 1 voting member on Council from any one household.

5.1 Number of Parent/Guardian Members

The number of parents/guardians on Council shall be no more than 30 (including executive positions).

5.2 Number of Community Representatives

The number of Community Representatives will be 1, if available

5.3 Other Members

Other members such as Teacher Representative, Student Representative, Support Staff Representative and Principal shall be elected/appointed in accordance with YRDSB Policy #262.

5.4 Procedures for Parent/Guardians Members

Parent/guardians may apply to join Council at the September or October council meetings, by notifying the principal in writing and/or completing the School Council Nomination Form.

Each parent/guardian seeking membership must have a child registered at the school and must declare if he or she is employed by the YRDSB.

If a member of Council misses 3 consecutive meetings, their name will be deleted from the active list, unless they have made a request to the Chair that they remain active.

All parents/guardians are invited to attend Council meetings and speak to issues, but voting will be restricted to the active Council members.

5.5 Roles and Responsibilities of Council Members

Work cooperatively with the school and Council to create a positive school climate that is identity affirming, inclusive and anti-racist.
Uphold the constitution and encourage others to as well.
Regularly attend and participate in Council meetings.
Maintain a school-wide perspective on issues.
Help to achieve the goals established by Council.
Encourage and actively invite the participation of all parents/guardians and of other people within the school community with the goal that Council membership is reflective of the diversity in our school and Board community.
Attend and participate in community based information and/or training sessions.
Provide input from the community into Council discussions.
Encourage and provide on-going communication between the school and the community.
Help to promote awareness of the school in the community and encourage increased community involvement.

Article 6: Council Executive

6.1 Council Executive Positions

Executive members of Council (the “Executive”) will consist of Chair, Vice-Chair, Secretary, Treasurer and Fundraising coordinator.

6.2 Roles and Responsibilities of the Executive

The Chair of Council Shall:

Call monthly Council meetings in consultation with the Principal.
Communicate with parents/guardians about matters under consideration by Council.
Prepare the meeting agenda in consultation with the Principal and the Executive.
Ensure the meeting agendas are distributed prior to the meetings.
Chair meetings according to the agenda.
Ensure that meeting minutes are communicated and distributed.
Ensure that the Constitution is readily available to the school community.
Communicate with and provide advice to the Principal.
Participate in information sessions.
Consult with senior YRDSB staff and trustees, as required.
After consultation with the Executive, have the authority to approve expenditures up to $200 between Council meetings.
Access voice mail/email.
Be responsible for issuing regular Council Newsletters.
Coordinate the assembly of volunteers from the school community as required.

The Vice-Chair of Council shall:

Share responsibility for communicating with parents/guardians.
Assist the Council Chair in carrying out her or his responsibilities.
Act on behalf of the Chair in the event of his or her absence.
Perform duties of Secretary and Treasurer in their absence or ensure that the duties are covered.
Coordinate the assembly of volunteers from the school community as required.

The Secretary of the Council Shall:

Record, maintain and distribute meeting minutes to the Chair.
Establish and maintain membership lists.
Coordinate the assembly of volunteers from the school community as required.

The Treasurer of Council shall:

Keep a proper record of all receipts and disbursements of Council for the current school year.
Prepare and present financial update for each Council meeting.
Coordinate the assembly of volunteers from the school community as required.

The Fundraising Coordinator of Council shall:

Review all fundraising mailings and suggestions received by Council.
Chair and schedule fundraising committee meetings separately from monthly Council meetings.
Coordinate and implement fundraising projects as determined by Council.
Present fundraising updates at each Council meeting.
Coordinate the assembly of volunteers from the school community as required.

6.3 Guidelines for Executive Members

An employee of YRDSB cannot be the CHair (part-time employees excluded, e.g., School assistants). The executive will follow the election procedures outlined in Article 7.

Article 7: Elections

7.1 Acclamations

No election is required if the number of candidates is equal to, or less than the number of positions as outlined in Article 6.1.

7.2 Election Timetable

At the first council meeting, Council will elect/acclaim the Executive for the following school year.

7.3 Election Procedures for Executive Members

Each parent/guardian seeking election must be nominated or self-nominated, must have a child registered at the school, and must declare if he or she is employed by the Board.

Each council member shall be entitled to one vote for each vacant Executive position on Council.

If an election is required, Council shall form an Election Committee to plan and execute the election process. No one standing for the election, or the spouse of anyone standing for election, shall be a member of the Election Committee.

The Election Committee shall:

Request a profile from all candidates and make them available to Council.
Conduct the elections by secret ballot
Count the ballots
Assist the Principal in notifying all candidates of the results.
Keep all the results and related information confidential.
Only release the names of successful candidates. A list of candidates and the vote results will be kept on file for use in the event of vacancy on the Executive.
Notify all individuals standing for election of the results before the results are released to the school community.

7.4 Terms of Office

The term of office is one school year. elected and appointed Executive members may seek additional terms of office.

7.5 Vacancies

A vacancy on the Executive does not prevent Council from exercising its authority.

Positions that become vacant due to resignation or removal shall be filled as soon as possible by:

Offering the person with the next largest number of votes who was not elected the opportunity to accept the position.
Where there are not enough candidates to fill the vacancies, notice will be sent to all Council members informing them of the vacancies and application by interested volunteers will be sought.
If there are more applications than positions, an election will be called.
When no more candidates are available, Council may request council members to be acclaimed.
Elections for Executive members will be voted on by active Council members.

7.6 Resignations

Anyone who is a Council or Executive member, except the Principal, may resign his or her position by writing a letter of resignation to the Chair. THe chair of Council may resign by writing a letter of resignation to the Council Executive.

Article 8: Sub-Committees

8.1 Establishment

Throughout the school year, sub-committees may be formed to:

Conduct more detail or in-depth work than is possible during Council meetings.
Make recommendations to Council.
Set out timelines to achieve Council's established goals.
Keep council informed of issues and developments in its particular area.

Article 9: Meetings

9.1 Timetable of Meetings

Council will meet a minimum of 4 times per year and up to once monthly from September through June.
The dates and times of Council meetings shall be communicated to the school community in advance of each meeting.
It is recognized that meetings may be rescheduled by the Chair and /or Principal if necessary

9.2 Quorum

A Council meeting will have quorum if Council members total 1 more than the Executive that are present AND the majority of those present are parents/guardians.

A meeting of Council can be held if there is not quorum but all voting will be deferred.

9.3 Decision-making

The preferred method to resolve issues on Council is by consensus. Consensus is a collective opinion or general agreement by ALL Council members.

In the case where a decision cannot be reached through consensus, the Chair may decide on one of the following:

To decide by vote by way of a show of hands, a silent vote or electronic vote by those present in which a 51% majority shall carry the vote.
To defer the issue to the next meeting.
To defer the issue to a special meeting.
To defer the issue to a sub-committee.

9.4 Conflict of Interest

If an individual Council member perceives themselves to be in conflict of interest, they are honour bound to declare their conflict at the earliest possible opportunity, and during a Council meeting, so the minutes may reflect this declaration.

Council members may not receive any remuneration for their work as a member of Council.

9.5 Conflict Resolution

Council will undertake to resolve all internal conflicts within its mandate in a timely manner. Council will abide by any conflict resolution policy issued by the YRDSB.

Article 10: Financial Records

10.1 Signing Authorities

The Principal and the Elementary Office Administrative Assistant, are the signing authorities for council. All financial transactions are handled through the office.

10.2 Disbursement and Allocation of Money

All money must be collected by the end of the year. Funds should be dispersed or allocated to a specific purpose by the end of the year.

Council must operate without financial gain for its members. Any profit to the organization will be used in promoting purposes and objectives of Council.

Council will operate any fundraising activities in strict accordance with YRDSB policy under the guidance of the school administrator.

Council shall not be incorporated.

Article 11: Agendas and Minutes

11.1 Agendas

Proposed agenda items should be submitted to the Chair one week prior to each Council meeting.

The Chair will set the agenda with the Principal, prior to the meeting.

11.2 Minutes

Minutes of Council meetings shall be distributed to council members for approval and then posted for the school community prior to the next Council meeting.

Council members must inform the Chair if they are going to be absent from a meeting.

Article 12: Constitutional Amendments

Council will review the Constitution every two to three years or as the need arises. The review may be performed by a sub-committee and proposed amendments brought to Council to be approved through a vote.

Amendments to the Constitution must be presented to Council at a regularly scheduled Council meeting.

Constitutional amendments need a 2/3 majority of Council to be passed.

Article 13: Code of Ethics

A Council member shall consider the best interests of all students.
A Council member shall be guided by the school’s, YRDSB’s and council’s mission statements.
A Council member shall act within the limits of the roles and responsibilities of a school council, as identified by the school’s operating guidelines, the school board, and the Ontario Ministry of Education.
A Council member shall become familiar with the school’s policies and operating practices and act in accordance with them.
A Council member shall maintain the highest standards of integrity.
A Council member shall recognize and respect the personal integrity of each member of the school community.
A Council member shall treat all other members with respect and allow for diverse opinions to be shared without interruption.
A Council member shall encourage a positive environment in which individual contributions are encouraged and valued.
A Council member shall acknowledge democratic principles and accept the consensus of Council.
A Council member shall respect the confidential nature of some school business and respect limitations this may place on the operation of Council.
A Council member shall not disclose confidential information
A Council member shall limit discussions at Council meetings to matters of concern to the school community as a whole.
A Council member shall use established communication channels when questions or concerns arise.
A Council member shall promote high standards of ethical practice within the school community.
A Council member shall declare any conflict of interest.
A Council member shall not accept any payment, gift or benefit financially through Council involvement.