Dunlace School Council Bylaws and Practices

Revised June 16, 2016

Introduction

Welcome to the Dunlace school council!

The council is made of volunteer parents and staff who are committed to the goals of improving pupil achievement and enhancing the accountability of the education system to parents.

The school council’s activities include the following:

  • Raising money to fund projects that will enhance the educational environment, including acquiring information technology and improving outdoor educational and recreational spaces.
  • Overseeing committees that arrange events such as Fun Fair, movie nights, lunch time and after school programs, and special lunches, which not only raise money but also enhance the Dunlace community.
  • Consulting with and receiving feedback from parents of pupils enrolled in the school about various matters concerning the educational environment at Dunlace.
  • Making recommendations to the principal of the school and the school board on any matter. When the council makes recommendations to the board, the board has an obligation to consider the recommendations and advise council of the action taken in response to the recommendation.
  • Liaising with the school board on matters that it is considering that could impact on the educational environment at Dunlace.

Resources for Board Members

Attached are council’s bylaws, practices, and Code of Ethics.  These documents set out the way the council conducts its business.  It is the responsibility of every council member to become familiar with the contents of these documents, and to abide by any requirements set out in them.  Members should particularly review the Code of Ethics and Bylaw 6:  Conflict of Interest.  New members should be provided with a copy of these documents.  They can also be found on the school’s website.

Many of the requirements for school councils are set out in Ontario Regulation 612/00.  A copy of the part of this Regulation dealing with student councils is attached for easy reference.

The Ministry of Education has prepared a guide entitled School Councils – A Guide for Members, which can be found online at http://www.edu.gov.on.ca/eng/general/elemsec/council/council02.pdf.  This document provides detailed information about the requirements of Ontario Regulation 612/00 as well as practical information and best practices for school council members.

The Board’s website for school councils is at http://www.tdsb.on.ca/Community/Howtogetinvolved/Schoolcouncils.aspx.

The Board’s Procedures for School Council Funds can be found online at http://www.tdsb.on.ca/Portals/0/Community/docs/School%20Council%20Funds%20Procedures%20-%20August%202013.pdf.

Interpretation

In these documents the following terms shall be interpreted as follows:

“School board” or “Board” means the Toronto District School Board.

Whenever the term “chair” is used, it incorporates “co-chair” where there are co-chairs instead of one single chair.

The term “parent” includes guardian.

Contents

Bylaw 1:      Membership in and Composition of Council

Bylaw 2:      Elections

Bylaw 3:      Vacancies

Bylaw 4:      Committees

Bylaw 5:      Decisions of Council (see also “Practices:  Council Meetings”)

Bylaw 6:      Conflict of Interest

Bylaw 7:      Conflict resolution

Bylaw 8:      Fundraising

Bylaw 9:      Finances

Bylaw 10:    Amendments

Practice:      Council Meetings

Practice:      Notice to Parents

Code of Ethics

Ontario Regulation 612/00 – Part I (excerpts) and Part II

BYLAW 1:  MEMBERSHIP IN AND COMPOSITION OF COUNCIL

Eligibility:

–  A school trustee or member of a school board is not eligible to be a member of a school council.

–  Specific criteria for eligibility for the categories of member that comprise the council are set out in this bylaw.

Composition:

–  The Board will be made up of the following:

Parent Members – A parent member must be the parent of a student enrolled in Dunlace.  A parent who is employed at the school cannot be a parent member but can be a teacher or non-teacher representative, as the case may be.  If the parent is employed elsewhere by the board he/she can be a parent member as long as he/she took reasonable steps in advance of the election to inform people qualified to vote of his/her employment.  There will be enough parent members to fill each of the Executive Committee parent positions, each of the chair positions (or two co-chairs) and each of the representative positions set out in this bylaw and up to two members at large.

1 Teacher – Anyone assigned to the teaching staff (except the principal or vice-principal) may be a candidate for teaching staff representative.

1 Non-teacher staff member – Anyone assigned to the non-teaching staff may be a candidate for non-teaching staff representative.

1 Student – The principal will consult with the other members of the school council to determine if there is to be a student representative on the council.  If a decision is reached to have a student position on the council, the principal will appoint a student who is a pupil enrolled in the school to be a representative to the council.

1 Community representative – This is a member who represents the community’s perspective and helps build a partnership and links between the school and the community.  The community representative cannot be an employee of the school.  An employee of the board who is not employed by the school can be appointed as community representative as long as the other members of school council are informed of his/her employment before the appointment.

1 Past-chair (ex officio) – This is the immediate past-chair.

Principal or vice-principal (ex-officio).

–  The majority of school council members must be parents.

Executive Committee Roles:

Council chair or co-chairs:  Sets the agenda for meetings in consultation with council members, provides the agenda to members in advance of meetings, maintains communication with all committees, chairs council meetings, liaises with the principal as well as external offices and committees (e.g., school trustee, family of schools, ward meetings), has signing authority, produces or oversees the production of a written annual report to the principal (which the principal will deliver to parents).  A person who is employed by the Board cannot be the chair of council.  The chair must be a parent member of council and is elected chair by majority vote of all council members.

Council vice-chair:  Assists the chair when necessary, fills in when the chair is not available, and becomes chair automatically in the event that the chair position becomes vacant.

Council past-chair (ex officio):  Provides guidance and support to the chair.  This position is only filled if the past-chair chooses to take this role.

Treasurer:  Manages bank accounts, has signing authority, keeps records of all financial transactions, produces monthly financial statements and presents them regularly to the council, produces end of year financial report.

Secretary:  Takes minutes at council meetings and arranges for the distribution of minutes to council members and posting of minutes for parents.  Maintains official council records including all agendas, minutes, annual reports, financial statements, treasurer reports, and submissions to the principal and/or school board, and ensures that all council records are held at the school and available and accessible to parents for at least 4 years after the end of the school year in which the records were created.

Principal or vice-principal – the principal may delegate any of his/her duties or powers as a member of council to a vice-principal.

Committee Chairs:

Fundraising chair:  This committee undertakes efforts to raise money that is used for the benefit of the students and the school within the guidelines set out in any Board fundraising policies and guidelines.  This chair is responsible for providing an annual report on fundraising activities to the chair, which will be included in the chair’s annual report to the principal.

Fun Fair chair:  During the years in which a Fun Fair is planned, this committee is responsible for organizing, planning and executing the Fun Fair.  This chair must work closely with the fundraising chair.  Dunlace typically holds its Fun Fair in early May.

Grade 6 chair:  This committee includes the grade 6 teachers and is responsible for organizing and coordinating activities that may include a graduation ceremony, party, and any necessary fundraising activities.  This chair must work closely with the fundraising chair.

Lunch club/after school activities chair:  This committee is responsible for organizing extracurricular programs at lunch for the benefit of the students, including coordinating the “lunch lady” and “pizza lunch” programs.  This chair will work closely with the fundraising chair. Council may decide in some years to divide this committee into two separate committees, each with a chair. Each chair will work closely with the fundraising chair.

Class representative chair:  this chair recruits and coordinates parent members to act as liaisons between the teacher and parents for each class, providing for communication between all parties.

Information Technology chair:  this chair coordinates the school web site.

Communications chair:  this chair writes communications from the council for distribution.

Special Events chair:  this chair coordinates the organization of special events such as Dunlace attending sporting events (in the past this has included Blue Jays, Marlies), and seasonal events such as a Halloween party.

Bylaws and governance chair:  this chair ensures that meetings are conducted in accordance with statutes, regulations and bylaws, and that the bylaws are kept up to date with council practices and with statutory and regulatory requirements.

Daycare chair:  (ex officio) the chair of the Dunlace Children’s Centre is an ex officio member of the school council and may report to the school council on daycare activities as appropriate.

Committee Representatives:

CPF Representative:  This parent member liaises between the Canadian Parents for French (CPF) and the council, attending CPF meetings and reporting to the council on its activities as appropriate.

BYLAW 2:  ELECTIONS

Parent Members:

–  A parent of a student enrolled in Dunlace is qualified to run for election as a parent member of council unless he/she is employed at the school.  If the parent who wishes to run for election is employed elsewhere by the board he/she must take reasonable steps to inform people qualified to vote of his/her employment.

–  Elections shall occur during the first thirty (30) days of the start of each school year on a date chosen by the chair in consultation with the principal.

–  Notice of the date, time and location of the election will be given by the principal on behalf of the school council at least 14 days in advance of the election to every parent of a pupil who is enrolled in the school on the day notice is given.

–  Positions on council are for approximately one calendar year, from the date of election until the date of elections in September the following year.

–  There is no limit on how many times a qualified parent can seek election for a position on council.

–  Each parent seeking election must be nominated or self-nominated, indicating in his/her submission that he/she has a child registered at Dunlace and declaring if he/she is employed by the Board.

–  Every parent of a student enrolled in the school shall be entitled to one vote for each vacant parent member position on the council.

–  If there are fewer candidates than positions available then the candidate(s) shall be acclaimed.

–  Where there is more than one candidate for any position, a vote shall be conducted by secret ballot.

–  All individuals standing for election shall be notified of the results before the results are released to the school community.

–  The school council shall work with the principal to ensure that the names of the new members are provided to the school community within 30 days of the election.

Election Committee:

An election committee may be struck by the school council in May or June each year to help plan the election process for electing parent members to the council for the upcoming school year.

The election committee shall be responsible for the following:

–  Distributing to parents information regarding the nomination process including how, when and to whom to submit the nomination.

–  Working with the principal to give notice to parents of election procedures including the date, location and time, at least 14 days in advance of the election.

–  If there is more than one candidate for a given position, requesting a profile from the candidates and making these available to voters in advance of the election.

–  Overseeing the conduct of the secret-ballot vote

–  Counting the ballots

–  Working with the principal and chair to notify all candidates of the results

Teaching Staff and Non-Teaching Staff Representatives

The principal, in consultation with the election committee if there is one, and the Chair if there is no election committee, will make the necessary arrangements for the teaching staff and non-teaching staff representatives to be elected within the first 30 days of a new school year.

Community Representative

All appointments of community representatives to the school council will be by majority vote at a meeting of the school council.

BYLAW 3:  VACANCIES

If the chair position becomes vacant during its term, the vice-chair shall become the chair and the vice-chair position shall become vacant.

If any school council parent member position becomes vacant for any reason during its term, the remaining members shall constitute the school council unless:

(1)    the parent majority is not maintained due to the vacancy, or

(2)    the council votes to replace the position.

In either of the above situations, council will seek names of interested and qualified persons and the chair will appoint one such person to fill the vacancy.

When a vacancy on council is filled, the new member’s term shall expire at the time of the next elections at the beginning of the following school year.

BYLAW 4:  COMMITTEES

Committees:  The council committees are listed in Bylaw 1:  Membership in and Composition of Council.  Council has the right to develop new committees and change the scope of current committees as appropriate from time to time.  Council does not need to have every committee each year.

Committee chairs:  When a committee existed during the prior school year, the position of chair (or 2 co-chairs) for that committee will be elected in the annual election held in September (See Bylaw 2:  Elections).  When a committee is created during a school year, the position of chair (or two co-chairs) of that committee will be filled by current council members, or in the event that there are insufficient members on council able or willing to be chair of the new committee the position of chair (co-chairs) will be filled in accordance with Bylaw 3:  Vacancies.

Membership:  Committees are made up of at least one parent member of council who may be the committee chair.  Remaining members of a committee, if any, do not need to be council members.

Decisions:  Committees will endeavour to reach consensus.  Where consensus is not reached the committee chair may order a vote.  Each member of a committee is entitled to one vote in votes taken by the committee except the principal, if he/she is on the committee, who does not have the right to vote.

Meetings:  The law requires the following:

  • Meetings are required to be open and accessible to the public.
  • Meetings are legally permitted to take place in the school.
  • The principal of a school shall, on behalf of school council, give notice of the dates, times and locations of meetings of council to every parent of a student enrolled in the school.

Reporting to council:  the chair of a committee is responsible for providing a report on the activities of the committee at each school council meeting.

BYLAW 5:  DECISIONS OF COUNCIL (see also “Practices:  Council Meetings”)

Voting:  Decisions of council will be made by vote, with a majority required for a vote to pass.  Each elected council member as well as each parent present at the meeting has one vote per decision with the exception of the principal, who does not have the right to vote.  The chair votes only to settle a tie.  Voting shall be conducted by show of hands.

Proxy:  An elected council member may vote by proxy.  The proxy must be given to the chair in writing prior to the commencement of the meeting.

Quorum:  A meeting can only be held if a majority of current council members are present and a majority of members present are parents.

Recording of Decisions:  All decisions shall be recorded by the secretary (or designate in his/her absence) in the minutes of the meeting.  Minutes shall be made available to all parents.

Immediate Decision:  Notwithstanding the foregoing, items requiring immediate decisions (prior to the next council meeting) may be made by the Executive Committee (with a quorum of 4 Executive Committee members) and shall be made by concensus.  Decisions made under this paragraph will be reported to the other members of council as soon as reasonably possible but at the next council meeting at the latest.

BYLAW 6:  CONFLICT OF INTEREST

Any time the school council does business with the potential for monetary gain/loss with any person, agency or company, and a member of the school council has a vested interest in any way with that particular person, agency or company, that member shall declare a conflict of interest and shall not discuss or vote on any such resolution relating to the matter.

BYLAW 7:  CONFLICT RESOLUTION

Council members are elected to serve the school community and to that end will show one another respect and endeavour to avoid conflict.  Council members will abide by the council Code of Ethics.

If a council member or members become disruptive during a meeting, the chair shall ask for order.  Council members are expected to come to order.

If reasonable efforts to restore order fail or one or more attendees (whether a member of council or otherwise) persist in engaging in disrespectful behavior, the chair may direct such attendee(s) to leave the meeting, citing the reason(s) for the request.  The removal of a council member for one meeting does not prevent the council member from participating in future meetings of council.

The chair has the right (and in the case of one or more members being removed from a meeting as set out above, an obligation) to hold a special meeting with members of council who are engaged in a dispute in order to arrive at a mutually acceptable solution to the dispute.  Such a meeting may be private and shall not be considered a meeting of council.

The chair may request the intervention of a superintendent, the trustee, another senior administrator, or an independent third party to assist in achieving a resolution to a dispute.

BYLAW 8:  FUNDRAISING

The law permits a school council to engage in fundraising activities as long as:

  • the activities are conducted in accordance with any applicable policies established by the Board,
  • the activities are to raise funds for a purpose approved by the board or authorized by any applicable policies established by the board, and
  • the funds raised by those activities are used in accordance with any applicable policies established by the Board.

In view of the foregoing:

Fundraising shall be undertaken by the council and appropriate committees.

Fundraising shall be for specific projects.

The specific projects will have the goal of enhancing the learning environment of the students.

Fundraising efforts are to be concluded within the school year unless earmarked for a special long term project.

The annual Bovait McDermid Award, a cash amount for each teacher to spend in the classroom at his/her discretion, will continue in memory of past parent volunteers.  The amount of the Award will be considered annually in light of the funds available.

BYLAW 9:  FINANCES

Expenditures:  Any expenditure over $50.00 must be approved at a school council meeting in advance of committing to the expenditure.  An exception can be made for items of an urgent nature where an immediate decision is allowed under the terms of Bylaw 5.

Financial Statements:  the treasurer shall prepare appropriate financial statements, shall provide a financial update to council at each council meeting, and shall produce an end of year financial report.

Signing Authority:  Signing authority shall be given to the chair, treasurer, and principal.  Signing authority may, at the discretion of council, also be given to any of the vice-chair, secretary, and/or vice-principal.  Cheques must be signed by the principal and one of the other positions. For clarity, the principal may delegate signing authority to the vice-principal.

BYLAW 10:  AMENDMENTS

The bylaws will be reviewed annually at the Annual General Meeting (AGM).  Recommendations for amendments to the school council bylaws shall be given to all school council members at least thirty (30) days in advance of the AGM.  Notwithstanding the foregoing, the chair may agree to receive recommendations for amendment submitted less than 30 days but more than 7 days in advance of the AGM if the chair is satisfied that the school council will have an appropriate period of time to consider the recommendations.

The bylaws may be amended at any time of the year if there are changes to statutes, regulations, or Board policy that impact the bylaws.

The bylaws may be amended at a time other than the AGM if the Executive Committee unanimously agrees that amendment is necessary.

All amendments to the bylaws must comply with provincial statutes and regulations and Board policies.

PRACTICE:  COUNCIL MEETINGS

The law requires the following:

  • The school council must meet at least 4 times per year.
  • The first meeting must take place no later than 35 days after the start of the school year on a date set by the principal.
  • Meetings are required to be open and accessible to the public.
  • Meetings are legally permitted to take place in the school.
  • The principal of a school shall, on behalf of school council, give notice of the dates, times and locations of meetings of council to every parent of a student enrolled in the school.
  • A meeting can only be held if a majority of current council members are present and a majority of members present are parents.

In view of the foregoing, the practices for Dunlace school council meetings are as follows:

–  The schedule of meetings after the first meeting of the school year is set by the chair and the principal no later than the end of the first meeting of each school year.

–  The Annual General Meeting takes place in May or June each year.

–  Meetings are held at Dunlace Public School.

–  Child care is provided to attendees and the cost of child care is paid by the council.

–  Notice of meetings, including the AGM, is given to parents and council members at least thirty (30) days in advance.

–  The chair provides an agenda to council members typically one week (but at least 48 hours) in advance of each meeting.

–  Members are expected to attend meetings regularly, promptly, and for their entire duration, and to participate actively in meetings.  If a member regularly fails to do so, the chair will speak to the member about his/her commitment to the council so that the member can decide whether or not he/she wishes to continue being a member or wishes instead to resign.

PRACTICE:  NOTICE TO PARENTS

Where notice is required or permitted to be given to parents, or a document or information is required or permitted to be distributed to parents, it shall be considered to be given/distributed if at least one of the following is done:

  1. Posting of a hard-copy on the Dunlace notice board, or
  2. Sending home a hard-copy with students

Additionally, the council may post the notice/document/information on the school website and/or may deliver it by electronic means.

CODE OF ETHICS

A member shall consider the best interests of all students.

A member shall be guided by the school’s and the school board’s mission statements.

A member shall act within the limits of the roles and responsibilities of a school council, as identified by the school, the school board, and the Ontario Ministry of Education.

A member shall become familiar with the school’s policies and practices and act in accordance with them.

A member shall maintain the highest standards of integrity.

A member shall recognize and respect the personal integrity of each member of the school community.

A member shall treat all other members with respect and allow for diverse opinions to be shared without interruption.

A member shall encourage a positive environment in which individual contributions are encouraged and valued.

A member shall acknowledge democratic principles in the operations of the council.

A member shall respect the confidential nature of some school business and respect limitations this may place on the operation or discussions/deliberations of the school council.

A member shall not disclose confidential information that is obtained due to his/her role on council.

A member shall limit discussions at school council meetings to matters of concern to the school community as a whole.

A member shall use established communication channels when questions or concerns arise.

A member shall promote high standards of ethical practice within the school community.

A member shall declare any conflict of interest in accordance with the bylaws.

A member shall not accept any payment or benefit financially through school council involvement.

 


 

Ontario Regulation 612/00 – Part I (excerpts) and Part II

PART I
INTERPRETATION

  1. In this Regulation,

“meeting”, in respect of a school council or a parent involvement committee, does not include a training session or other event where the council or the committee does not discuss or decide matters that it has authority to decide;

“parent” means,

(a) in respect of a school council, a parent of a pupil who is enrolled in the school, and includes a guardian as defined in section 1 of the Act, and …

“parent member” means,

(a) in respect of a school council, a member of the council who is elected to the council in accordance with section 4 or who fills a vacancy created by a parent member ceasing to hold office, and …

PART II
SCHOOL COUNCILS

Purpose

  1. (1) The purpose of school councils is, through the active participation of parents, to improve pupil achievement and to enhance the accountability of the education system to parents.

(2)   A school council’s primary means of achieving its purpose is by making recommendations in accordance with this Regulation to the principal of the school and the board that established the council.

Composition

  1. (1) A school council for a school shall be composed of the following people:
  2. The number of parent members determined under subsection (2).
  3. The principal of the school.
  4. One teacher who is employed at the school, other than the principal or vice-principal, elected in accordance with section 5.
  5. One person who is employed at the school, other than the principal, vice-principal or any other teacher, elected in accordance with section 5.
  6. In the case of a school with one or more secondary school grades,
  7. one pupil enrolled in the school who is appointed by the student council, if the school has a student council, or
  8. one pupil enrolled in the school who is elected in accordance with section 5, if the school does not have a student council.
  9. In the case of a school with no secondary school grades, one pupil enrolled in the school who is appointed by the principal of the school, if the principal determines, after consulting the other members of the school council, that the council should include a pupil.
  10. Subject to subsection (3), one community representative appointed by the other members of the council.
  11. One person appointed by an association that is a member of the Ontario Federation of Home and School Associations, the Ontario Association of Parents in Catholic Education or Parent Partenaires en Education, if the association that is a member of the Ontario Federation of Home and School Associations, the Ontario Association of Parents in Catholic Education or Parent Partenaires en Education is established in respect of the school.

(2)   For the purposes of paragraph 1 of subsection (1), the number of parent members shall be determined as follows:

  1. If the school council has a by-law that specifies the number of parent members, the number specified in the by-law.
  2. If the school council does not have a by-law that specifies the number of parent members, the number specified by the board that established the council.

(3)   A school council may specify by by-law that the council shall include two or more community representatives, appointed by the other members of the council.

(4)   In specifying numbers under subsections (2) and (3), the board or the school council, as the case may be, shall ensure that parent members constitute a majority of the members of the school council.

(5)   A person who is employed by the board that established a school council cannot be appointed as a community representative on the council unless,

(a)  he or she is not employed at the school; and

(b)  the other members of the school council are informed of the person’s employment before the appointment.

(6)   A member of a board cannot be a member of a school council established by the board.

(7)   Paragraphs 5 and 6 of subsection (1) do not apply in respect of a school that is established primarily for adults.

Election of Parent Members

  1. (1) A person is qualified to be a parent member of a school council if he or she is a parent of a pupil who is enrolled in the school.

(2)   Despite subsection (1), a person is not qualified to be a parent member of a school council if,

(a)  he or she is employed at the school; or

(b)  he or she is not employed at the school but is employed elsewhere by the board that established the council, unless he or she takes reasonable steps to inform people qualified to vote in the election of parent members of that employment.

(3)   A person is qualified to vote in an election of parent members of a school council if he or she is a parent of a pupil who is enrolled in the school.

(4)   An election of parent members of a school council shall be held during the first 30 days of each school year, on a date that is fixed by the chair or co-chairs of the school council after consulting with the principal of the school.

(5)   Despite subsection (4), if a new school is established, the first election of parent members to the school council shall be held during the first 30 days of the school year, on a date that is fixed by the board that established the school council.

(6)   The principal of a school shall, at least 14 days before the date of the election of parent members, on behalf of the school council, 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.

(7)   The notice required by subsection (6) may be given by,

(a) giving the notice to the parent’s child for delivery to his or her parent; and

(b) posting the notice in the school in a location that is accessible to parents.

(8)   The election of parent members shall be by secret ballot.

Other Elections

  1. (1) The elections of members of school councils referred to in paragraph 3, paragraph 4 and subparagraph 5 ii of subsection 3 (1) shall be held during the first 30 days of each school year.

(2)   A person is qualified to vote in an election of a member of a school council referred to in paragraph 3 of subsection 3 (1) if he or she is a teacher, other than the principal or vice-principal, who is employed at the school.

(3)   A person is qualified to vote in an election of a member of a school council referred to in paragraph 4 of subsection 3 (1) if he or she is a person, other than the principal, vice-principal or any other teacher, who is employed at the school.

(4)   A person is qualified to vote in an election of a member of a school council referred to in subparagraph 5 ii of subsection 3 (1) if he or she is a pupil enrolled in the school.

Term of Office

  1. (1) A person elected or appointed as a member of a school council holds office from the later of,

(a)  the date he or she is elected or appointed; and

(b)  the date of the first meeting of the school council after the elections held under sections 4 and 5 in the school year, until the date of the first meeting of the school council after the elections held under sections 4 and 5 in the next school year.

(2)   A member of a school council may be re-elected or reappointed, unless otherwise provided by the by-laws of the council.

Vacancies

  1. (1) A vacancy in the membership of a school council shall be filled by election or appointment in accordance with the by-laws of the council.

(2)   If an election is held to fill a vacancy in the membership of a school council, section 4 or 5, as the case may be, applies, with necessary modifications, to the election.

(3)   A vacancy in the membership of a school council does not prevent the council from exercising its authority.

Officers

  1. (1) A school council shall have a chair or, if the by-laws of the council so provide, two co-chairs.

(2)   A chair or co-chair of a school council must be a parent member of the council, and shall be elected by the members of the council.

(3)   A person who is employed by the board that established the council cannot be the chair or co-chair of the council.

(4)   A school council may have such other officers as are provided for in the by-laws of the council

(5)   Subject to subsections (2) and (3), vacancies in the office of chair, co-chair or any other officer of a school council shall be filled in accordance with the by-laws of the council.

  1. Revoked: O.  Reg.  330/10, s.  5.

Ministry Powers and Duties

10.(1)  As part of its accountability to parents, the Ministry shall report annually to members of school councils on education in the province.

(2)  The Ministry may,

(a)  make other reports to members of school councils; and

(b)  provide information to members of school councils respecting the roles and responsibilities of school councils.

Remuneration

11.(1)  A person shall not receive any remuneration for serving as a member or officer of a school council.

(2)   Every board shall establish policies respecting the reimbursement of members and officers of school councils established by the board.

(3)   The board that established a school council shall reimburse members and officers of the council, in accordance with the policies referred to in subsection (2), for expenses they incur as members or officers of the council.

Meetings

12.(1)  A school council shall meet at least four times during the school year.

(2)   A school council shall meet within the first 35 days of the school year, after the elections held under sections 4 and 5, on a date fixed by the principal of the school.

(3)   A meeting of a school council cannot be held unless,

(a)  a majority of the current members of the council are present at the meeting; and

(b)  a majority of the members of the council who are present at the meeting are parent members.

(4)   All meetings of a school council shall be open to the public.

(5)   A school council is entitled to hold its meetings at the school.

(6)   All meetings of a school council shall be held at a location that is accessible to the public.

(7)   The principal of a school shall, on behalf of the school council, give written notice of the dates, times and locations of the meetings of the council to every parent of a pupil who, on the date the notice is given, is enrolled in the school.

(8)   The notice required by subsection (7) may be given by,

(a)  giving the notice to the parent’s child for delivery to his or her parent; and

(b)  posting the notice in the school in a location that is accessible to parents.

Committees

13.(1)  A school council may, in accordance with its by-laws, establish committees to make recommendations to the council.

(2)   Every committee of a school council must include at least one parent member of the council.

(3)   A committee of a school council may include persons who are not members of the council.

(4)   Subsections 12 (4) to (8) apply, with necessary modifications, to committees of school councils.

Voting

14.(1)  Subject to subsection (3), each member of a school council is entitled to one vote in votes taken by the council.

(2)   Subject to subsection (3), each member of a committee of a school council is entitled to one vote in votes taken by the committee.

(3)   The principal of the school is not entitled to vote in votes taken by the school council or by a committee of the school council.

By-laws

15.(1)  A school council may make by-laws governing the conduct of its affairs.

(2)   Every school council shall make the following by-laws:

  1. A by-law that governs election procedures and the filling of vacancies in the membership of the school council.
  2. A by-law that establishes rules respecting participation in school council proceedings in cases of conflict of interest.
  3. A by-law that, in accordance with any applicable policies established by the board that established the council, establishes a conflict resolution process for internal school council disputes.

Minutes and Financial Records

16.(1)  A school council shall keep minutes of all of its meetings and records of all of its financial transactions.

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

(3)   Subsections (1) and (2) do not apply to minutes and records that are more than four years old.

Incorporation

  1. A school council shall not be incorporated.

Principal

18.(1)  The principal of a school may delegate any of his or her powers or duties as a member of the school council, including any powers or duties under this Regulation, to a vice-principal of the school.

(2)   In addition to his or her duties under this Regulation, the principal of a school shall perform the duties relating to school councils that are imposed on the principal by Regulation 298 of the Revised Regulations of Ontario, 1990 (Operation of Schools — General).

Consultation by Board

19.(1)  In addition to its other obligations to solicit the views of school councils under the Act, every board shall solicit the views of the school councils established by the board with respect to the following matters:

  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,
  2. policies and guidelines established under subsection 302 (1) of the Act with respect to the conduct of persons in schools within the board’s jurisdiction,
  3. policies and guidelines established under subsection 302 (5) of the Act respecting appropriate dress for pupils in schools within the board’s jurisdiction,

iii.  policies and guidelines respecting the allocation of funding by the board to school councils,

  1. policies and guidelines respecting the fundraising activities of school councils,
  2. policies and guidelines respecting conflict resolution processes for internal school council disputes, and
  3. policies and guidelines respecting reimbursement by the board of expenses incurred by members and officers of school councils.
  4. 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,
  5. implementation plans for policies and guidelines established under subsection 302 (1) of the Act with respect to the conduct of persons in schools within the board’s jurisdiction, and
  6. implementation plans for policies and guidelines established under subsection 302 (5) of the Act respecting appropriate dress for pupils in schools within the board’s jurisdiction.
  7. Board action plans for improvement, 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.
  8. The process and criteria applicable to the selection and placement of principals and vice-principals.

(2)   Subsection (1) does not limit the matters on which a board may solicit the views of school councils.

Advisory Authority of School Councils

  1. A school council may make recommendations to the principal of the school or to the board that established the council on any matter.

Duty of Board to Respond

  1. The board that established a school council shall consider each recommendation made to the board by the council and shall advise the council of the action taken in response to the recommendation.

Fundraising

22.(1)  Subject to subsection (2), a school council may engage in fundraising activities.

(2)   A school council shall not engage in fundraising activities unless,

(a)  the activities are conducted in accordance with any applicable policies established by the board; and

(b)  the activities are to raise funds for a purpose approved by the board or authorized by any applicable polices established by the board.

(3)   A school council shall ensure that the funds raised by it are used in accordance with any applicable policies established by the board.

Consultation with Parents

  1. A school council shall consult with parents of pupils enrolled in the school about matters under consideration by the council.

Annual Report

24.(1)  Every school council shall annually submit a written report on its activities to the principal of the school and to the board that established the council.

(2)   If the school council engages in fundraising activities, the annual report shall include a report on those activities.

(3)   The principal shall, on behalf of the school council, give a copy of the report to every parent of a pupil who, on the date the copy is given, is enrolled in the school.

(4)   Subsection (3) may be complied with by,

(a)  giving the report to the parent’s child for delivery to his or her parent; and

(b)  posting the report in the school in a location that is accessible to parents.