School Council Constitution

Article 1: Name and Address 

The organization will be known as Devins Drive School Council. The members of the School Council shall be responsible for maintaining the constitution. 

Devins Drive Public School 

70 Devins Drive 

Aurora, Ontario 

L4G 2Z4 

(905)727-2022

Article 2: Mission Statement 

Our school council is a partnership of parents, staff, community and students. Its’ goal is to actively promote a positive learning environment in terms of classroom education, physical fitness and extra curricular activities which will enhance the quality of the students education.

Article 3: Purpose and Objectives 

• Academics: To enrich and support our students in the areas of academics; such as math, literacy, reading and technology.
• Parent Engagement: To engage the parents of our school community to support the school program for continuous improvement.
• School Climate: To create a school climate that promotes healthy living, equality, safety and Go Green initiatives.

Article 4: Procedures And Operating Guidelines 

The operational procedures of this council are outlined in the YRDSB Policy and Procedure #262, available on the board’s website. 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 then one member on the school council from any one household. 

1. Number of Parent Members. The number of parents on the school council will be a minimum of six and a maximum of 12.
2. Number of Community Representatives. The number of community representatives will be one.
3. Number of Student Representatives. Student representation will be allowed on Council. The number of students on Council will be approved by the Principal and Council jointly.
4. Other Members: Other members such as teacher representative, support staff representative and principal shall be elected/appointed in accordance with YRDSB policy # 262.

Article 6: Elections 

1. Acclamations: Parent elections shall be by acclamation when the number of candidates is equal to or less than the number of parent member positions on the council.
2. Election Procedures for Parent Members
   1. Each parent/guardian seeking election must be nominated or self -nominated in writing, must have a child registered at the school, and must declare if he or she is employed by the Board.
   2. Each parent/guardian of one or more students enrolled at the school shall have one vote for each vacant parent/guardian member position on the council.
   3. The school council shall strike an election committee in May, to help plan the election process, the gathering of nomination, and the running of the election. By the last council meeting of the school year the date, time, and location of the election will be determined as well as how the election will be advertised in the fall (according to Ontario Regulation OR612/00, section 4 {4}. The election must be held during the first 30 days of the school year on a date fixed by the school Council Chair{s} after consulting with the school principal.
   4. The election committee shall:
      1. Provide nomination forms
      2. Ensure the school community is notified of election procedures and election date{s}, location, and time, at least 14 days in advance of election.
      3. Request a profile of all candidates and make these available to the electorate.
      4. Conduct elections by secret ballot.
      5. Count the ballots.
      6. Help principal notify all candidates of the results.
      7. Keep all results and related information confidential.
      8. Only release name of successful candidates. A list of candidates and vote results will be kept for use in the event of vacancy on the council.
      9. Shall notify all individuals standing for election of the results before the results are released to the school community.
3. Terms of Office. Elected and appointed members will participate as members for one year. Members may seek additional terms of office.
4. Vacancies in Membership
   1. A vacancy in the membership of a school council does not prevent the council from exercising its authority.
   2. If positions remain vacant after the election, the council may appoint parent members.
   3. Positions that become vacant due to resignation or removal shall be filled as soon as possible by:
   4. Offering the person with the next largest number of votes who is not elected.
   5. Where there are not enough candidates to fill the vacancies, notice will be sent to all parents informing them of the vacancies and application by interested volunteers sought.
   6. If there are more applications then positions an election will be called.
   7. When no more candidates, are available, council may appoint parent members. Vacancy will only be filled until June of the current year at which time vacancy positions will be filled through September elections.
5. Resignations: Anyone who is a council member except the principal, may resign their position by writing a letter or resignation to the Chair{s}.
6. Removal: It will be the responsibility of the Council Chair(s) to contact any Council member that has missed two consecutive meetings to determine the circumstances surrounding their absences. A report will be presented to all Council members and then a vote will be held to determine the status of identified Council member. Council will have the right to remove a sitting Council member.

Article 7: The Executive 

1. The Chair / Co-Chair At the first meeting after the elections, the council will elect one chair or two co-chairs. An employee of the Board cannot be Chair.
2. Other Officers At the first meeting of the school year, the council will elect or appoint a Secretary, and Treasurer.
3. Vacancies in Offices Officer vacancies will be filled as soon as possible according to Article 7.1 and 7.2.

Article 8: Sub Committees 

At the first meeting of the school year , the following sub-committees may be formed to conduct more in-depth work or to make recommendations to the council: 

• Fundraising
• Volunteer
• Healthy Minds and Healthy Bodies 

Additional sub-committees will be formed as the need arises. Sub-committees must include at least one parent member of council and may include persons who are not members of the school council.

Article 9: Meetings 

1. Timetable of Meetings:
   1. 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.
   2. A minimum of 4 meetings per year must be held.
   3. A copy of these dates and time s will be included in communication[s] to the families of the school.
   4. It is recognized that the timetable may change at any time.
   5. Copy of the list of dates and times will be sent to the local trustee.
2. Quorum:
   1. A meeting will have a quorum if the majority of council members are present {2/3 of the school council for that current council membership and 1 administrator} and the majority of those present are parents.
   2. A meeting of council can be held if there is no quorum but all voting will be deferred.
3. Decision Making:
   1. The preferred method to resolve issues on council is by consenus. Consensus is a collective opinion or general agreement by all council members.
   2. In the case where a decision cannot be reached through consensus, the Chair may decide on one of the following:
      1. To have a vote by way of show of hands or a silent vote by those present by which a 51% majority shall carry the vote.
      2. To defer the issue to the next meeting.
      3. To defer the issue to a special meeting.
      4. To defer the issue to a sub-committee.
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.
5. Conflict Resolution The 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 Board.
6. E-Mail Voting: In the event that quorum is not achieved during a regularly scheduled meeting and a vote is required, the vote may be put to an e-mail vote. A quorum must be achieved of voting member responding, in a 2/3 majority in favor of the vote must occur in order for it to pass. Documentation of the vote will be compiled and added to the minutes for the next month. E-mail vote may also occur for items that might require a vote in between regularly scheduled meetings.

Article 10: Financial Records 

1. Signing Authorities: The treasurer and principal of the school will have signing authority: two of these members must sign for payments.
2. Disbursement and Allocation of Money: All money must be collected by the end of the year. Funds should be dispersed by as per the school council annual budget. However, if this is not possible due to the timing of fundraisers carry over of funds from one year to the next will be allowed. All funds raised must be spent or allocation to a specified purpose for spending within one year from being raised.
3. Annual Audit: Each year there will be an audit of the school council books. Copies of the final statements will be available to all council members by October 1st of the following school year. A financial audit will be carried out at the end of each school year.

Article 11: Agendas and Minutes 

1. Agendas .Agenda items should be submitted to the Chair in advance of the meeting. The Chair will set the agenda with the principal 1 week prior to the meeting.
2. Minutes:
   1. Minutes shall be posted in the school prior to the next meeting of the council.
   2. The minutes shall include motions, decisions and actions to be taken.
   3. Members of the council must inform the Chair if they are going to be absent from the council meeting. 

Article 12: Constitutional Amendments 

School council will review The Constitution every two years within the first three months of the new council or as the need arises. 

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

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

Last Revised: May 2010