School Community Council Constitution
For the School Community Council of Annaheim
1. Membership
1.1 Representative Membership
The School Community Council shall consist of:
· Five to nine parent and community members elected at the Annual General Meeting (Majority shall be parents)
· Two secondary students
· Any other members approved by the Board of Education upon submission of nomination from the School Community Council
1.2 Permanent Members
The School Community Council will have the following Permanent Members:
· The School Principal
· A teacher
2. Officers
2.1 The following School Council Officers will be elected annually from among the Representative Members (Parent, Community and Student Members):
- Chairperson
- Vice Chairperson
- Secretary
- Treasurer
3. School Community Council Meetings
3.1 Annual General Meeting
The Annual General meeting will be held after January 1 and before the end of February each year. During this meeting School Community Council members will be elected and officers will be chosen.
3.2 The School Community Council will meet 8 times per school year.
3.3 Model of Governance
The Representative Model
In this model, the School Community Council represents the wider school community. Meetings are open to the public but only members of the School Community Council may decide upon matters brought before the SCC. The School Community Council reports to the school community using a communications strategy, an annual report, and the Annual General meeting.
3.4 Voting
On matters requiring a formal vote, Representative members, Appointed members and Permanent members of the School Community Council may vote.
3.5 Quorum
A quorum of the School Community Council shall be a majority of the Representative Members.
3.6 Special Meeting
A special meeting of a School Community Council shall be called by the chair of the SCC if required to do so by the Board of Education or a request in writing signed by no fewer than 25 persons who have a child attending that school or who are electors living in the school’s attendance area. Only business pertaining to the roles and responsibilities of School Community Councils can be considered at a special meeting.
4. Public Consultation and Communication
The School Community Council will consult and communicate with the school community through the following strategies: posters, information meetings, open monthly SCC meetings, meeting minutes, regular news in school newsletter, community newsletter, school web site, church bulletin, and through functions such as drama, grad, etc.
The School Community Council will communicate with the Board of Education through the following strategies: written correspondence, email, subdivision trustee’s attendance at regular meetings when available, attendance of quadrant superintendent upon invitation, school website, inter-school mail, and Annual General Meeting reports.
5. School Community Council Code of Conduct
The School Community Council will adopt the Code of Conduct of the Saskatchewan Association of School Councils. (Appendix B)
6. Conflict of Interest
A School Community Council member may occasionally find him/herself in a conflict of interest position in terms of some issue under consideration by the SCC. When this happens, the Member should declare that she/he is in a conflict of interest situation and leave the room for the portion of the meeting, thus refraining from participating in the discussion. The Member should not vote on any decision made on the issue.
7. Decision-Making Processes
Two decision-making processes will be used.
For the most part the Consensus Building Model will be used. Consensus does not necessarily mean that all parties agree, but that all can live with a decision for the sake of the group’s ability to move forward. It requires that all Members listen to each other’s opinions and try to find solutions to problems and differences. Consensus will almost always involved compromise and can release a group to move beyond individual wants to determining and pursuing shared needs. Consensus does not necessarily mean that all parties agree, but that all can live with a decision made for the sake of the group’s ability to move forward.
For some decisions, such as amending the constitution, appointing new members for Board of Education approval and Financial Expenditures the Majority Vote Model will be used. A motion and a formal vote will be required.
8. Handling Complaints or Concerns
8.1 Complaints or Concerns about an Individual Student or Staff Member
Any matter concerning an individual student or staff member must be directed to the Principal. It is not the responsibility of the School Community Council to deal with concerns or complaints about individuals other than to direct the concern to the appropriate individual. Board of Education Protocol 4-180 Concerns and Issues Protocol outlines the appropriate procedure to resolve complaints or concerns.
8.2 Complaints or Concerns about School Community Council Initiatives or Activities
8.2.1 Informal Complaints or Concerns
Provided School Community Council Members are comfortable in their knowledge and feel at ease expressing themselves, concerns or questions about SCC initiatives or activities expressed informally to members of the School Community Council may be addressed immediately by the Member. If a Member is unsure of the appropriate response, he/she should say so but indicate that he/she will check and get back to the individual. If such a commitment is made the Member must follow through. After responding to the complaint or concern the Member should always ask if their response has been satisfactory. If the individual is not satisfied with the response, the Member should explain how the concern or complaint could be brought to the attention of the School Community Council in a more formal manner.
8.2.2 Formal Complaints or Concerns
Concerns or complaints can be brought to the attention of the School Community Council by addressing the concern in writing to the Chairperson or by requesting that the Chairperson provide the individual with an opportunity to meet with the School Community Council at an upcoming meeting. The School Community Council will provide a written response regarding how they have or will address the concern or complaint.
9. Conflict Resolution Process
The Conflict Resolution Process will be used by the School Community Council to address both internal conflict, which may occur among individuals within the School Community Council and external conflict that may occur between the School Community Council and individuals, groups or organizations outside of the SCC. The conflict process is outlined in A Handbook for School Community Councils and Principals (p. 99).
If reasonable attempts to resolve the conflict have been unsuccessful, the principal or the chairperson will contact the area Superintendent.
10. Committees
The School Community Council will act in a coordination role for committees operating in support of the SCC and the school program.
The Council will establish committees as required. If need arises a committee will be established as required.
11. Amend the Constitution
The School Community Council may amend its constitution by sending suggestions for change in writing to the Board of Education.
Appendix A
Roles and Responsibilities of School Community Council Officers
The Chairperson will:
· conduct meetings of the School Community Council;
· ensure that all members have input to discussion and decisions;
· prepare meeting agendas in consultation with the Principal and other School Community Council Members;
· oversee operations of the School Community Council;
· establish networks that support the School Community Council; and,
· act as a spokesperson for the School Community Council.
The Vice-Chairperson will:
· support the Chairperson in his/her duties, taking over when the Chairperson is unable to attend; and,
· perform responsibilities assigned by the Chairperson.
The Secretary will:
· take minutes at School Community Council meetings;
· receive and send correspondence on behalf of the School Community Council;
· take charge of any official records of the School Community Council; and,
· ensure that appropriate notice is given for all meetings of the School Community Council.
The Treasurer will:
· manage the finances of the School Community Council procedures outlined in Board of Education Protocol 2-20 Operation of School Community Councils.
Appendix B
School Community Council Code of Conduct
1. The School Community Council of Annaheim School is not a forum for the discussion of individual school personnel, students, parents, or other individual members of the school community.
2. A member of the School Community Council who is approached by a parent with a concern relating to an individual is in a privileged position and must treat such discussion with discretion, protecting the confidentiality of the people involved.
3. An individual who accepts a position as a member of a School Community Council:
i. Upholds the constitution and bylaws, policies and procedures of the School Community Council.
ii. Performs his/her duties with honesty and integrity.
iii. Works to ensure that the well-being of students is the primary focus of all
decisions.
iv. Respects the rights of all individuals.
v. Takes direction from the members, ensuring that the representation
processes are in place.
vi. Encourages and supports parents and students with individual concerns to act on their own behalf and provides information on the process for taking forward concerns.
vii. Works to ensure that issues are resolved through due process.
viii. Strives to be informed and only passes on information that is reliable and
correct.
ix. Respects all confidential information.
x. Supports public education.
Source: Saskatchewan Association of School Councils
For the School Community Council of Annaheim
1. Membership
1.1 Representative Membership
The School Community Council shall consist of:
· Five to nine parent and community members elected at the Annual General Meeting (Majority shall be parents)
· Two secondary students
· Any other members approved by the Board of Education upon submission of nomination from the School Community Council
1.2 Permanent Members
The School Community Council will have the following Permanent Members:
· The School Principal
· A teacher
2. Officers
2.1 The following School Council Officers will be elected annually from among the Representative Members (Parent, Community and Student Members):
- Chairperson
- Vice Chairperson
- Secretary
- Treasurer
3. School Community Council Meetings
3.1 Annual General Meeting
The Annual General meeting will be held after January 1 and before the end of February each year. During this meeting School Community Council members will be elected and officers will be chosen.
3.2 The School Community Council will meet 8 times per school year.
3.3 Model of Governance
The Representative Model
In this model, the School Community Council represents the wider school community. Meetings are open to the public but only members of the School Community Council may decide upon matters brought before the SCC. The School Community Council reports to the school community using a communications strategy, an annual report, and the Annual General meeting.
3.4 Voting
On matters requiring a formal vote, Representative members, Appointed members and Permanent members of the School Community Council may vote.
3.5 Quorum
A quorum of the School Community Council shall be a majority of the Representative Members.
3.6 Special Meeting
A special meeting of a School Community Council shall be called by the chair of the SCC if required to do so by the Board of Education or a request in writing signed by no fewer than 25 persons who have a child attending that school or who are electors living in the school’s attendance area. Only business pertaining to the roles and responsibilities of School Community Councils can be considered at a special meeting.
4. Public Consultation and Communication
The School Community Council will consult and communicate with the school community through the following strategies: posters, information meetings, open monthly SCC meetings, meeting minutes, regular news in school newsletter, community newsletter, school web site, church bulletin, and through functions such as drama, grad, etc.
The School Community Council will communicate with the Board of Education through the following strategies: written correspondence, email, subdivision trustee’s attendance at regular meetings when available, attendance of quadrant superintendent upon invitation, school website, inter-school mail, and Annual General Meeting reports.
5. School Community Council Code of Conduct
The School Community Council will adopt the Code of Conduct of the Saskatchewan Association of School Councils. (Appendix B)
6. Conflict of Interest
A School Community Council member may occasionally find him/herself in a conflict of interest position in terms of some issue under consideration by the SCC. When this happens, the Member should declare that she/he is in a conflict of interest situation and leave the room for the portion of the meeting, thus refraining from participating in the discussion. The Member should not vote on any decision made on the issue.
7. Decision-Making Processes
Two decision-making processes will be used.
For the most part the Consensus Building Model will be used. Consensus does not necessarily mean that all parties agree, but that all can live with a decision for the sake of the group’s ability to move forward. It requires that all Members listen to each other’s opinions and try to find solutions to problems and differences. Consensus will almost always involved compromise and can release a group to move beyond individual wants to determining and pursuing shared needs. Consensus does not necessarily mean that all parties agree, but that all can live with a decision made for the sake of the group’s ability to move forward.
For some decisions, such as amending the constitution, appointing new members for Board of Education approval and Financial Expenditures the Majority Vote Model will be used. A motion and a formal vote will be required.
8. Handling Complaints or Concerns
8.1 Complaints or Concerns about an Individual Student or Staff Member
Any matter concerning an individual student or staff member must be directed to the Principal. It is not the responsibility of the School Community Council to deal with concerns or complaints about individuals other than to direct the concern to the appropriate individual. Board of Education Protocol 4-180 Concerns and Issues Protocol outlines the appropriate procedure to resolve complaints or concerns.
8.2 Complaints or Concerns about School Community Council Initiatives or Activities
8.2.1 Informal Complaints or Concerns
Provided School Community Council Members are comfortable in their knowledge and feel at ease expressing themselves, concerns or questions about SCC initiatives or activities expressed informally to members of the School Community Council may be addressed immediately by the Member. If a Member is unsure of the appropriate response, he/she should say so but indicate that he/she will check and get back to the individual. If such a commitment is made the Member must follow through. After responding to the complaint or concern the Member should always ask if their response has been satisfactory. If the individual is not satisfied with the response, the Member should explain how the concern or complaint could be brought to the attention of the School Community Council in a more formal manner.
8.2.2 Formal Complaints or Concerns
Concerns or complaints can be brought to the attention of the School Community Council by addressing the concern in writing to the Chairperson or by requesting that the Chairperson provide the individual with an opportunity to meet with the School Community Council at an upcoming meeting. The School Community Council will provide a written response regarding how they have or will address the concern or complaint.
9. Conflict Resolution Process
The Conflict Resolution Process will be used by the School Community Council to address both internal conflict, which may occur among individuals within the School Community Council and external conflict that may occur between the School Community Council and individuals, groups or organizations outside of the SCC. The conflict process is outlined in A Handbook for School Community Councils and Principals (p. 99).
If reasonable attempts to resolve the conflict have been unsuccessful, the principal or the chairperson will contact the area Superintendent.
10. Committees
The School Community Council will act in a coordination role for committees operating in support of the SCC and the school program.
The Council will establish committees as required. If need arises a committee will be established as required.
11. Amend the Constitution
The School Community Council may amend its constitution by sending suggestions for change in writing to the Board of Education.
Appendix A
Roles and Responsibilities of School Community Council Officers
The Chairperson will:
· conduct meetings of the School Community Council;
· ensure that all members have input to discussion and decisions;
· prepare meeting agendas in consultation with the Principal and other School Community Council Members;
· oversee operations of the School Community Council;
· establish networks that support the School Community Council; and,
· act as a spokesperson for the School Community Council.
The Vice-Chairperson will:
· support the Chairperson in his/her duties, taking over when the Chairperson is unable to attend; and,
· perform responsibilities assigned by the Chairperson.
The Secretary will:
· take minutes at School Community Council meetings;
· receive and send correspondence on behalf of the School Community Council;
· take charge of any official records of the School Community Council; and,
· ensure that appropriate notice is given for all meetings of the School Community Council.
The Treasurer will:
· manage the finances of the School Community Council procedures outlined in Board of Education Protocol 2-20 Operation of School Community Councils.
Appendix B
School Community Council Code of Conduct
1. The School Community Council of Annaheim School is not a forum for the discussion of individual school personnel, students, parents, or other individual members of the school community.
2. A member of the School Community Council who is approached by a parent with a concern relating to an individual is in a privileged position and must treat such discussion with discretion, protecting the confidentiality of the people involved.
3. An individual who accepts a position as a member of a School Community Council:
i. Upholds the constitution and bylaws, policies and procedures of the School Community Council.
ii. Performs his/her duties with honesty and integrity.
iii. Works to ensure that the well-being of students is the primary focus of all
decisions.
iv. Respects the rights of all individuals.
v. Takes direction from the members, ensuring that the representation
processes are in place.
vi. Encourages and supports parents and students with individual concerns to act on their own behalf and provides information on the process for taking forward concerns.
vii. Works to ensure that issues are resolved through due process.
viii. Strives to be informed and only passes on information that is reliable and
correct.
ix. Respects all confidential information.
x. Supports public education.
Source: Saskatchewan Association of School Councils
