Procedure 2.1.11 SCHOOL COUNCILS

• Parents/Guardians – a majority, as specified by by-law or by the board if there is no by-law
• Principal of the school
• Teacher – one teacher employed in the school, other than the Principal or Vice-Principal
• Support Staff – one non-teaching employee of the school
• Student – one student in the case of secondary schools (optional for elementary schools)
• Community – one or more representatives appointed by the elected council
• Home and School Association – one person appointed by the association that is a member, if the association is represented at the school

• A minimum of five (5) parents/guardians, or six (6) if student representation is present, and a maximum of eight (8) parents/guardians will be elected.
• One parent/guardian of a student in a school is eligible to be elected to a Council and to serve on that Council as long as the student continues to be enrolled at the school.

• they are employed at the school; or
• they are employed elsewhere by the Board, unless they take reasonable steps to inform those eligible to vote of that employment prior to standing for election.
• Trustees of the Board are not eligible to serve on a School Council in the Board’s jurisdiction.

• one pupil enrolled in the school will be appointed by the student council, if the school has a student council, or
• one pupil enrolled in the school will be elected by the other students enrolled at the school.

• they are not employed at the school; and
• the other members of the Council are informed of the person’s employment before the appointment.

• promote the best interest of the school community;
• establish its goals, priorities and procedures;
• enable members of the Council to develop their skills as members by promoting attendance at board-organized and Ministry training and information sessions;
• hold a minimum of 4 meetings per year. All meetings will be open to members of the school community and be held at a location that is accessible to the public;
• communicate regularly with families and other members of the community to seek their input on matters being addressed by Council, and to report on the activities of the Council;
• establish, maintain and uphold by-laws in the following areas:
  • to govern election procedures and the filling of vacancies in the membership of the School Council;
  • to establish rules respecting participation in School Council proceedings in cases of conflict of interest;
  • to establish rules respecting the attendance at regularly scheduled Council meetings and the consequences for non-compliance; 
  • to establish a conflict resolution process for internal School Council disputes, in accordance with any applicable policies established by the Board.
• maintain a school-wide focus on all issues. Meetings are not a forum for discussion about individual parents, students, staff, trustees or other Council members. Both the Council and individual members of the Council can incur personal liability if they deal with personal or employment issues.
• make recommendations to the principal of the school or to the Board on any matter.
• submit annually a written report on its activities to the principal of the school and to the Board. If the Council engages in fundraising activities, the annual report shall include a financial report on those activities.
• The Council may engage in fundraising activities, but will not do so unless,

1. 1. the activities are conducted in accordance with any applicable policies established by the Board; and
   2. the activities are to raise funds for a purpose approved by the Board or authorized by any applicable policies established by the Board; and
   3. they have ensured that the funds raised are used in accordance with any applicable policies established by the Board; and
   4. they keep record of all financial transactions.

• • communicating with the school principal regarding all Council activities;
  • calling Council meetings;
  • preparing the agenda for Council meetings in consultation with the school principal;
  • chairing School Council meetings;
  • ensuring that the minutes of Council meetings are recorded and maintained for a period of 4 years in the school;
  • participating in information and training programs;
  • ensuring that there is regular communication with the school community;
  • consulting with senior administration and trustees as required, and with the Ministry when requested;
  • facilitating collaborative decision making;
  • involving the principal in the planning of all Council activities and/or initiatives that will involve or impact upon school, staff and students;
  • preparing and submitting an annual report to the Council and to the Board at the end of each school year; 
  • ensuring that the topics discussed at meetings fall within the mandate and authority of the Council.

• • placing the overall interest of all students and the school first;
  • participating in Council meetings;
  • participating in information and training programs;
  • acting as a link between the Council and the school community
  • identifying ways to mobilize local community support for, and involvement in, the mission statement of the school;
  • representing the diverse backgrounds and viewpoints of the entire school community;
  • seeking to reach consensus in the decision-making process of the Council;
  • encouraging the participation of parents/guardians and others in the school community;
  • ensuring that the topics discussed at meetings fall within the mandate and authority of the Council.

• • Act as a resource person and assist the Council in obtaining information relevant to the functions of the Council, including information relating to relevant legislation, regulations and policies.
  • Attend all meetings of the Council, unless they are unable to do so by reason of illness or other cause beyond their control, where a designate will be appointed to attend.
  • Assure prompt distribution to each member of the Council of any materials received from the Ministry that are intended for members of Councils.
  • The principal will also assure that these same materials are posted in the school in an area accessible to parents/guardians. The principal shall file annually a Summary of Election Procedures with the Director of Education or their designate on or before June 30th. (See Appendix A) Give written notice of the date, time, and location of the election to every parent of a pupil who, on the date the notice is given, is enrolled in the school. This must be done at least 14 days before the date of the election, on behalf of the Council. (Appendix B)
  • The notice may be given to the parent’s/guardian’s student for delivery to their parent/guardian. It can be posted electronically and must also be posted in the school in a location that is accessible to families.
  • Make the names of the members of the School Council known to the parents/guardians of the pupils enrolled in the school, by publishing those names in a school newsletter or by such other means as likely to bring the names to the attention of families. This shall be done not later than 30 days following the election of parent/guardian members of the School Council. The principal shall provide the names of members of the school council to a supporter of the Board or to a parent/guardian of a pupil enrolled in the school, upon request.
  • Establish the first meeting date of the newly elected Council after the elections are held and within the first 35 days of the school year. The principal will give written notice, on behalf of the Council, of the dates, times and locations of the meetings of the Council to every parent/guardian of a pupil who, on the date the notice is given, is enrolled in the school.  This notice may be given to the parent’s/guardian’s student for delivery to their parent/guardian. It can be posted electronically and must also be posted in the school in a location that is accessible to families.
  • Distribute the Council’s annual report of activities to every parent/guardian of a pupil who, on the date the copy is given, is enrolled in the school. This notice may be given to the parent’s/guardian’s student for delivery to their parent/guardian. It can be posted electronically and must also be posted in the school in a location that is accessible to families.
  • Consider each recommendation by the Council and advise the Council of the action taken in response to the recommendation.
  • File with the Board, School Council minutes, financial transactions, by-laws and any amendments to by-laws as they occur.
  • Solicit the views of the School Council with respect to, but not limited to, the following matters:
    1. the development and review of school policies and guidelines that relate to pupil achievement, well-being or to the accountability of the education system to families, including, 
       1. a code of conduct governing the behaviour of all persons in the school, as related to Board policies and guidelines, and
       2. policy respecting appropriate dress for pupils in the school as related to Board policies and guidelines.
    2. the development of implementation plans for new education initiatives that relate to pupil achievement or to the accountability of the education system to parents, including,
       1. local codes of conduct governing the behaviour of all persons in the school, and
       2. policies or guidelines related to appropriate dress for pupils in the school. 
    3. School improvement plans, based on the Education Quality and Accountability Office’s reports on the results of tests of pupils, and the communication of those plans to the school community.

1. The establishment or amendment of Board policies and guidelines that relate to pupil achievement or to the accountability of the education system to parents, including:

• • • conduct of persons in schools within the Board’s jurisdiction;
    • appropriate dress for pupils in schools within the Board’s jurisdiction;
    • allocation of funding by the Board to School Councils;
    • fundraising activities of School Councils;
    • conflict resolution processes for internal School Council disputes; and
    • reimbursement by the Board of expenses incurred by members and officers of School Council

1. The development of implementation plans for new education initiatives that relate to pupil achievement or to the accountability of the education system to parents, within the Board’s jurisdiction, including:

• • •  conduct of persons in schools; and
    •  appropriate dress for pupils.

1. Board student achievement plans, based on the Education Quality and Accountability Office’s reports on the results of tests of pupils, and the communication of those plans to the public.
2. The process and criteria applicable to the selection and placement of principals and vice-principals. (Appendix C) 

The purpose of School Councils is to improve pupil achievement and to enhance the accountability of the education system to families, through the active participation of families.

A School Council’s primary means of achieving its purpose is by making recommendations to the principal of the school and to the Board.

3.1 By-Laws

The Council may make by-laws governing the conduct of its affairs.

Every Council shall make by-laws that:

1. 1. govern election procedures and the filling of vacancies in the membership of the Council.
   2. establish rules respecting participation in Council proceedings in cases of conflict of interest.
   3. establish a conflict resolution process for internal Council disputes in accordance with any applicable policies established by the Board.

3.2 Collection of Information

The Ministry may, for the purpose of consulting and communicating directly with members of school councils, collect the names, mailing addresses, telephone numbers and e-mail addresses of the Chair or Co-chairs of a School Council and of the other members of the Council.

The Ministry may disclose information collected to the Ontario Parent Council, which may use the information for the purpose of consulting and communicating directly with members of School Council.

The Board will collect data annually as described in Board Roles and Responsibilities.

3.3 Committees

The Council may, in accordance with its by-laws, establish committees to make recommendations to the Council.

• • Every committee of the Council must include at least one parent member of the Council.
  • A committee of the Council may include persons who are not members of the Council.

All meetings of the Council committees will be governed by the meeting procedures as found under the sub-title “Meetings” with the necessary modifications.

3.4 Election Procedures

Every School Council shall develop by-laws that govern election procedures and the filling of vacancies on the School Council.

The Chair of the School Council will ensure that such by-laws and any future modifications to said by-laws are filed with the Director of Education or their designate.

The School Council may adopt, amend or append to the Board-Wide Election Procedures as outlined in Article 4.0.

The principal shall file annually a Summary of Election Procedures with the Director of Education or their designate on or before June 30th. (See Appendix A)

3.5 Incorporation

A School Council shall not be incorporated.

3.6 Meetings

The Council shall meet at least four times during the school year.

The Council shall meet within the first 35 days of the school year, and after the elections are held, on the date fixed by the principal of the school.

A meeting of a School Council cannot be held unless,

• 1. a majority of the current members of the Council are present at the meeting; and
  2. a majority of the members of the Council who are present at the meeting are parent members.

All meetings of School Council shall be open to the public and held at a location that is accessible to the public.

Meetings of a School Council can be held via electronic or telephonic means, and may also be held in a hybrid means.

The Council is entitled to hold its meetings at the school.

The principal of the school shall, on behalf of the School Council, give written and or electronic notice of the dates, times and locations of the meetings to every parent/guardian of a pupil who, on the date the notice is given, is enrolled in the school. These notices may be given to the parent’s child for delivery to their parent, and must be posted in the school in a location that is accessible to parents.

3.7 Minutes and Financial Records

The Council shall keep minutes of all of its meetings and records of all of its financial transactions for a minimum period of four (4) years.

The minutes and financial records shall be available at the school for examination without charge by any person.

3.8 Remuneration

A person shall not receive any remuneration for serving as a member or officer of a Council.

The Board shall establish policies respecting the reimbursement of members and officers of School Councils.

The Board shall reimburse members and officers of the Council, in accordance with the policies, for expenses they incur as members or officers of the Council.

3.9 Terms of Office

The term of office is one year. A person elected or appointed as a member of a Council holds office until the date of the first meeting of the newly elected Council held in the next school year.

A member of a Council may be re-elected or reappointed or acclaimed.

School Councils may want to develop by-laws to address the maintenance of experienced members on their School Council.

3.10 Vacancies

A vacancy in the membership of a School Council does not prevent the Council from exercising its authority.

A vacancy in the membership shall be filled by election or appointment in accordance with the by-laws of the Council.

If an election is required to fill a vacancy, existing eligibility requirements and election procedures, with the necessary modifications, will govern the filling of the vacancy.

The Chair of the School Council will forward an updated listing to the Director of Education or to their designate.

3.11 Voting

Each Council member is entitled to one vote when a vote is taken by the Council.

Each member of a committee of a Council is entitled to one vote when a vote is taken by the committee.

The principal of the school is not entitled to vote when a vote is taken by the Council or by a committee of the Council.