School Council Constitution

Article 1: Name and Address

The organization will be known as Castlemore School Council. The members of the school council

shall be responsible for maintaining the constitution.

Castlemore Public School

256 Ridgecrest Rd.,

Markham, Ontario

L6C 2R5

(905) 887-1543 FAX (905) 887-3849

Article 2: Mission Statement

Our school council believes that collaborative partnerships amongst the school, the family, and the community are essential to improving student learning and increasing a shared sense of accountability for public education.

Article 3: Purpose and Objectives

1. Facilitate the building of a viable community, which works together in the best interests of our students and their education.
2. Foster parental and community involvement through regular communication and dialogue between all partners in education.
3. Encourage effective parental involvement by focusing on the following areas: parenting skills, communicating, volunteering, learning at home, decision making and collaborating with community.
4. Help to co-ordinate the services for school, family and community partnerships related to social, health, recreational and nutrition programs that assist in the education of children.
5. Participate in the school improvement planning process.
6. Provide input into decisions made by the school administration, the Board and the Ministry.

Article 4: Procedures and Operating Guidelines

The operational procedures of this council are outlined in YRDSB Procedure #262, see Appendix 1. All recommendations and activities of the council shall comply with all Ministry of Education Acts, York Region District School Board Policies and Procedures and Staff Collective Agreements.

Article 5: Membership

There shall be no more than one member on the school council executive from any one household at any given time.

5.1: Number of Parent/Guardian members 

The number of parents/guardians on the school council will be unlimited, provided that they have a child enrolled at the school.

5.2: Number of Community Representatives 

The number of community representatives will be two (2) and will be appointed yearly by the school council.

5.3: Student Representative

The Principal will appoint the student representative after consultation with the school council.

5.4: Other Members

Other members such as teacher representative and support staff representative shall be elected/appointed in accordance with YRDSB Policy #262.

Article 6: Elections

6.1: Acclamations

School Council Executive elections shall be by acclamation when the number of candidates is equal to, or less than the number (4) of School Council Executive Positions.

*6.2: Election Procedures for Parent Members

1. Each parent/guardian seeking election to the school council executive must be nominated or self-nominated in writing seven (7) days in advance of the election, must have a child registered at the school, and must declare if he or she is employed by the Board.
2. Each family shall be entitled to one vote for each vacant parent/guardian membership position on the school council executive.
3. The school council shall strike an election committee in May, to help plan the election process, the gathering of nominations, and the running of the election. No one standing for election, or the spouse of anyone standing for election, shall be a member of the election committee.
4. The election committee may:
   1. provide nomination forms
   2. ensure that the school community is notified of election procedures and election date(s),location, and time, at least fourteen days in advance of election;
   3. request a profile from all candidates and make these available to the electorate;
   4. conduct the elections;
   5. help the principal notify all candidates of the results;
   6. keep all the results and related information confidential;
   7. 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 council.
   8. shall notify all individuals standing for election of the results before the results are released to the school community.

6.3: Terms of Office

Elected and appointed (acclaimed) members may serve on the school council executive (in the role of Co-chair, Secretary or Treasurer) for a maximum of two (full) consecutive years. Following this service, in an executive position, members must step down for a period of 1 full year before, again, running for an executive position.

*6.4: Vacancies in Membership

• A vacancy in the membership of a school council does not prevent the council from exercising its authority.
• If school council executive positions remain vacant after the election, the school council executive may appoint parent members.
• Positions that become vacant due to resignation or removal shall be filled (through appointment) by the school council executive.
• Vacancies will only be filled until June of the current year, at which time the vacant positions will be filled through September elections.

6.5: Resignations

• Anyone who is a member of the School Council Executive, except the principal, may resign his/her position by writing a letter of resignation to the Co-chair.
• If someone resigns the position vacated will be filled according to Article 6.4 Vacancies.

6.6: Removal

The school council may choose to remove from the School Council Executive any School Council Executive member who misses four (4) consecutive meetings and shall undertake to replace that person according to Article 6.4: Vacancies.

Article 7: Executive

The School Council Executive Shall Consist of Four Members: two (2) co-chairs, one (1 Secretary and one (1) Treasurer.

7.1: Co-Chair

At the first meeting after the elections, council will elect two co-chairs.

An employee of the Board cannot be co-chair.

7.2: Other Officers

At the first meeting of the school year, the council will elect or appoint the following two officers:

Secretary and Treasurer.

7.3: Vacancies in Office

Officer vacancies will be filled as soon as possible according to Article 7.1 and 7.2.

Article 8: Sub-Committees

8.1: Establishment

At the first meeting of the school year, sub-committees may be formed to:

• conduct more detailed or in-depth work than is possible during council meetings,
• make recommendations to the council,
• keep the council informed of issues and developments in its particular area.

• Board Policy and Procedure
• Code of Behaviour
• Constitution
• Fundraising
• Homework Policy
• School Dress Code
• School Plan for Continuous Improvement
• School Profile
• School Survey

Additional sub-committees will be formed by council as the need arises.

8.2: Sub-Committee Membership

• Each sub-committee may contain at least one parent member of council.
• Persons, who are not members of council, may be members of sub-committees.

8.3: Chairs of Sub-Committees

Each sub-committee will appoint its own chair (when deemed necessary).

Article 9: Meetings

9.1: Timetable of Meetings

• At the first meeting of the new school year, a timetable will be created which states the meeting dates agreed to for that school year.
• A copy of these dates and times will be included in communication(s) to the families of the school.
• It is recognized that the timetable may change at any time.
• A copy of the list of dates and times of meetings will be sent to the local trustee.

9.2: Quorum

A meeting will have quorum if:

• At least two of the School Council Executive are present

AND

• The majority of those present are parents.

A meeting of council can be held if there is no 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 the council members.

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

• To have a vote by way of a show of hands or a silent 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

*9.4: Conflict of Interest

• If individual council members perceive themselves to be in conflict of interest, they are honour bound to declare their conflict at the earliest possible opportunity and at the time of the meeting, so the minutes may reflect this declaration.
• Council members cannot receive any remuneration for their work as a member of council.

*9.5: Conflict Resolution

The council will undertake to resolve all internal conflicts within its mandate in a timely manner.

The council will abide by any conflict resolution policv issued by the Board.

Article 10: Financial Records

10.1: Signing Authorities

The treasurer and the co-chairs will be the signing authorities. The treasurer’s signature and one of the co-chair’s signatures will be required on the account/cheques.

NEW “Signing officers on the school council bank account, where one exists, must include the school principal and one (1) of the 2 authorized members of the school council executive.

10.2: Disbursement and Allocation of Money

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

10.3: Financial Report

A financial report will be presented to the school council, by the treasurer, every two months.

NEW “Monthly reports, outlining the sources and uses of the funds and the current financial position of the school council’s account must be presented at each meeting of the council.” The following must be included in the Monthly Treasurer’s Report:

• Opening balance (should equal last month’s closing balance)
• Deposits made during the month
• Cheques issued or any other charges to the account during the period
• A list of outstanding deposits
• A list of outstanding cheques
• Closing Balance (the following month’s opening balance)

Article 11: Agendas and Minutes

11.1: Agendas

• Agenda items should be submitted to the co-chair or school principal one week prior to the council’s next meeting.
• The co-chairs will set the agenda with the principal, prior to the meeting.

11.2: Minutes

• A record of the approved minutes shall be kept in a binder in the school office and additional copies shall be available in the office foyer.
• The minutes shall include motions, decisions and actions to be taken.
• Members of the School Council Executive must inform the co-chair or principal if they are going to be absent from a council meeting.

Article 12: Constitutional Amendments

• The school council will review the constitution every two years or as the need arises. A sub-committee can perform the review and bring proposed amendments to the school council for voting.
• The exact wording of a proposed amendment of the constitution must appear on the monthly agenda before being presented to the school council.
• Constitutional amendments need a 2/3 majority to be passed.