St Mary Constitution

Constitution

St Mary's

SCC Constitution

 

St. Mary’s School

Catholic School Community Council

Guide for Members

Adapted from Regina Catholic School Division and Southeast Cornerstone School Division

March 2018

 

St. Mary’s School Community Council

Guide for Members

 

Table of Contents

 

  • Background ............................................................................ 
    • Eligibility
    • Catholic School Community Council Membership
    • Catholic School Community Council at a Glance

 

The Role and Work of a Catholic School Community Council. 

  • What is the Work of the CSCC?
  • What is Not the Work of the CSCC?

  • First Steps ............................................................................... 
    • Election Guidelines
  • Nomination Form ................................................................
  • Election Ballot .................................................................... 
  • Appointment Application ..................................................... 
  • CSCC Membership List ....................................................... 
    • School Profile
  • School Profile Sample ....................................................................... 
    • Goal Setting
    • School Fundraising
    • Budget Setting
    • Learning Improvement Plan
    • Council Development Plans
    • Communication Strategies
    • Council/Board Communication
    • Reporting
  • Mary’s SCC Year End Report Form .......................................... 

  • Policy and Legislation ............................................................. 
    • Education Act Section 140
    • The Education Regulations, 1986
    • Parish Representative Protocol

4.4       Administrative Applications

  • Catholic Schools Community Council Constitution ................ 
    • Requirements
  • Constitution Sample ........................................................................... 
  1. Preparing and Running Meetings ............................................. 
  2. Funding..................................................................................... 

 

Section 1: 

Background 

Welcome!

Each of us is called to service our God and our Community in different ways.  It is through giving your time to organize, plan and volunteer that you support the staff at St. Mary’s School, the students and our Learning Plan.  In cooperation with all the members of our St. Mary’s School Family, we are “ Striving for excellence in an atmosphere based on Christian values that celebrates the uniqueness of the while child. Welcome to the St. Mary’s School Catholic School Community Council and thank you for donating your time and talents.

 

1.1 Eligibility

Parent

  • Refers to any parent or guardian whose child attends the school regardless of where they reside

Elector

  • Refers to anyone of the Catholic Faith who resides in the attendance area of the school

Student

  • Refers to a student in attendance at St. Mary’s School ( Elementary schools may also appoint students). A plan for including student voices should be part of St. Mary’s School SCC’s.)

Parish Representative

  • Refers to a member of a Roman Catholic Parish associated with the school

Other Representative

  • Refers to a staff member(s) or someone from the community who has a particular connection to the school by way of an agreement or project and with the approval of both the board and the SCC sits on the Council

1.2 Catholic School Community Council Membership

Two kinds of members, elected and appointed

Elected

  • 5-9 elected parent and community members who are representative of the demographics of the student population (parents must be the majority)

Appointed

  • Principal
  • One teacher
  • Elementary Schools: may appoint students (At St. Mary’s School, the Grade 7&8 students meet as a Leadership Group. It is the responsibility of the principal to report to the St. Mary’s School Community Council regarding the student voice presented at their bi monthly meetings.)
  • Parish Representative
  • Other (chosen jointly by council & board as required)

1.3 Catholic School Community Council at a Glance

Accountability

  • Budget
  • Learning Improvement Plan – Student Outcomes
  • Informing the general public/school community -- Communication

Membership

  • Parents
  • Principal
  • Teacher
  • Staff
  • Parish
  • Community members
  • Council appointee
  • Students

Roles

  • Learning Improvement Plan
  • Fundraising
  • Dialogue with Board (Council Forum)

Elections

  • Advertise
  • Secret ballot (if required)
  • Returning Officer (Office Manager)
  • Representative and Appointed Positions

Section 2: 

The Role and Work of a Catholic School Community Council (SCC)

Catholic School Community Councils are recognized in legislation as the official Parent/Community voice within their school. The Catholic School Community Council operates within the framework of Board Policy and Applications.

The Role of the Catholic School Community Council is to work in conjunction with the Principal and Staff to:

  • Promote Catholic Education
  • Provide input and further the learning goals of the school
  • Support student learning success and well being
  • Encourage parent and community involvement in the school
  • Represent the School Community at the division and provincial level
  • Understand the community

2.1 What is the Work of the SCC?

The SCC is accountable to its community.

The Work of the St. Mary’s SCC includes:

  • learn about the demographics of the school community - School Profile
  • take part in setting the “Vision” for their school
  • support parent and community involvement in the school
  • help parents to support their children’s learning
  • have input into the “Learning Improvement Plan” and perform activities assigned to it as part of the plan
  • provide advice on the fundraising plans
  • communicate with the local community
  • work together with the school to improve student learning
  • manage a SCC Government Grant and provide a public accounting
  • participate in Council development activities
  • dialogue with the School Board through the Board/Council Forum
  • approach duties with discretion and maintain confidentiality

2.2 What is Not the Work of the SCC?

The Catholic School Community Council operates within the framework of the School Board Policy and Applications

Its work must not include:

  • Matters which are the responsibility of the Board as outlined in the Education Act
  • Matters which are the responsibility of the Principal and/or staff as outlined in the Education Act and Board Policy
  • Matters involving personnel or pertaining to specific students or families

As well, it is not the role of the St. Mary’s SCC to:

  • Set policy
  • Direct school procedures
  • Manage school operations
  • Discuss personal, confidential information regarding students, teachers or other parents or families

 

Section 3:

First Steps

3.1 Election Guidelines

At St. Mary’s Catholic School, the Chief  Returning Officer for Catholic School Community Council Elections is the school Office Manager. The Principal, SCC and Office Manager  work in collaboration according to the following Election Guidelines.          

Advertising

Notice of the Annual General Meeting will be advertised a minimum of 4 weeks prior to elections.

Advertising should include:

  • Posters at school entrances
  • 1 page in newsletter
  • 1 page on website
  • Note in Parish Bulletin
  • Note on school sign

Information may include:

  • Date and time of Annual General Meeting and Elections
  • Who is eligible to run
  • What the responsibilities are
  • How this will benefit their children/community
  • Why we need their help
  • Where to view policies and procedures regarding elections
  • Child care availability

Recruitment

         Setting the tone

  • As the first point of contact our role is to welcome, be flexible, and help parents feel comfortable.
  • People are more likely to agree to help if they feel needed.
  • Keep it light; be positive – when people are relaxed they are more likely to take part.
  • Informal personal contact (telephone or hallway chat) creates a non-threatening environment.
  • Volunteers need to hear that they will not be left on their own with an overwhelming task – “everyone helps out”.
  • Let volunteers know that “Life happens – sometimes we miss meetings – but we’ll keep members informed”.

         Getting the information

  • Try to start a candidate list in advance – nominations can still be taken from the floor.
  • Find out who is returning – try to have members hold positions for two years if possible (no limit to number of terms)
  • Check to see that community members are living in the attendance area and are Catholic school supporters (electors).
  • On election night take some time to count candidates to ensure that parents will be in the majority of elected members

Election Supervision

Please note:  Elections will be supervised by the Office Manager at each school.

          Role of the Office Manager as Chief Returning Officer

3.1.3.1        Election by Secret Ballot:

  • If there are enough candidates to have an election then it must be by secret ballot
  • Eligible voters include parents/guardians of children in the school and Catholic community members who reside in the attendance area of the school.
  • If there is a tie then the candidates will be asked to share the position. If one candidate declines then the chair will call for a second vote (secret ballot). If there is a tie once again, the chair will designate one person to a SCC position and the other to a member-at-large position.

3.1.3.2        Election by Show of Hands or Acclamation:

  • If there are only as many candidates as positions available and it has been past practice to elect informally by a show of hands or acclamation then this practice will continue.
  • Prior to this however, do a quick check to make sure that all present are in agreement.

Positions for SCC Election:

  • Chair
  • Vice Chair
  • Secretary
  • Treasurer
  • Directors

Note:  You can have more members elected or appointed but they will be considered to be Members-at-Large and may have some voting restrictions.

 

Communication

  • Complete the Membership Form and forward to the SCC Superintendent at the Catholic Education Centre in Weyburn

Will there be glitches?  Probably

Will there be things we will need to change?  Probably

The goal is to meet the requirements of the Minister, to keep things simple, and to maintain as much of the successful past practices as possible. This is a process not an event and this process will continue to change.

 

Catholic School Community Council Members

Elected Members:

  • 5-9 elected parents and Catholic community members
  • Parents must be in the majority

Appointed Members:

  • Principal (or designate)
  • Teacher
  • Parish Representative
  • Elementary Schools (may choose to appoint students but must have a process for ensuring student voice)
  • Others (with approval of the St. Mary’s SCC and the Board)

Note:  As in past practice, the positions of student, teacher, teacher associate, parish representative may be shared or rotated.

Forms/Templates

Included is a series of forms (templates) for your use. These include:

  • Nomination Form
  • Election Ballot
  • Appointment Application
  • Membership List (to be sent to the SCC Superintendent following elections)

 

St. Mary’s  School Community Council

Nomination Form

Nominee:  ____________________________     School:  ____________________

Contact Information:  __________________________________________

 

I am standing for election as:  (Please Check One)

A Parent:     ______________            A Community Member:     _____________

Supporting Parent or Council Member:       ____________________

Name: ___________________________________________________________________

Signature:     __________________________________________________________

 

St. Mary’s  School Community Council

Election Ballot

 

Chair - Vote for one:

Candidate A (Parent)  ___________________________________________________

Candidate B (Parent)  ___________________________________________________

Vice Chair – Vote for one:

Candidate C (Parent)  __________________________________________________

Candidate D (Parent)  __________________________________________________

Secretary – Vote for one:

Candidate E (Parent)   _________________________________________________

Treasurer – Vote for one:

Candidate F (Parent)   _________________________________________________      

Directors – Vote for five:

Candidate G (Parent)    ___________________________________________________             

Candidate H (Community)  ___________________________________________________

Candidate I (Community)   ___________________________________________________                  

Candidate J (Community)   ___________________________________________________  

Candidate K (Parent)  ___________________________________________________    

Candidate L (Parent)  ____________________________________________________    

 

St. Mary’s School Community Council

Appointment Application

Name of SCC: St. Mary’s School Community Council

 

Date of Application:  _______________________________________

Name of Appointee:  _______________________________________

Contact Information: _______________________________________

Reason for Appointment: ___________________________________

Duration of Appointment: ___________________________________

Is there consensus from the CSCC? _________________________

Principal Signature: ________________________________________

CSCC Chair Signature: _____________________________________

 

 St. Mary’s School Community Council Membership

Date: ____________________

 

St. Mary’s School Community Council Membership List

 

Elected Members

 

Name

 

Position

 

Term

Contact Information

Address       Phone #      E-mail

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3.1 School Profile

An important role of the St. Mary’s School Community Council is to understand the community. St. Mary’s  School Community Council will work in collaboration with the Principal to create a School Community Profile. This profile will provide insight into the unique strengths and needs of the community and will contain data that can assist in decision-making.

 

Focusing on Student Learning

 The following is an example of a “School Community Profile”. It includes contributions the Principal of the school may provide and contributions the School Community Council may provide.

 

SCHOOL PROFILE

St. Mary’s School is located in Estevan, Saskatchewan.

St. Mary’s School is a publicly funded Catholic school that enrolls 271 children.

Curriculum and Options

St. Mary’s School follows the provincial curriculum. The school is a faith based school and offers curricular and co-curricular activities that support student learning and achievement.

Staff

St. Mary’s  School has 17 professional staff and 13 support personnel.

Facilities

St. Mary’s School has a gymnasium, and outdoor sports grounds, and a library. We are working towards building and maintaining an outdoor learning space.

School Year and School Day

The School year runs from the first day after Labor Day in September to June 30th with holidays for Christmas, Winter Break and Easter. The school day is from  8:45 to 3:15.

Educational Philosophy

The educational philosophy of St. Mary’s School is to Strive for excellence in an atmosphere based on Chritian Values that celebrates the uniqueness of the whole child.

Parish Community

St. Mary’s School is served by St. John the Baptist Parish

Community Social, Economic and Health Conditions

Mary’s School is … information related to economic conditions.

  • Type of neighborhood.
  • Statistics related to employment
  • Statistics related to housing
  • Other areas of interest

Mary’s School is … information related to social conditions.

  • Description of:
  • Languages spoken at home, programs available for New Canadians
  • Clubs, organizations in the area of the school
  • Recreation facilities, libraries, art centres, etc.
  • Businesses
  • Other areas of interest

Mary’s School is … information related to health conditions and services. Description of:

  • Health status and health concerns of school community members
  • Preventative/restorative health services available in the area
  • Other areas of interest

 

Needs and Aspirations of School Community Members

St. Mary’s School is … information related to the school community’s desires and expectations related to the learning success and well-being of children and youth.

Description of Expected Outcomes

  • Expected achievement in curricular and extra-curricular activities;
  • Expectations related to post-secondary education and/or employment upon school completion – where applicable;
  • Values related to social and, where applicable, work behavior of students;
  • Expectations related to general health and wellness; and,
  • Other areas of interest

Resources

St. Mary’s School has … information related to resources available within the school community or accessible to the school community. Examples of opportunities that may be provided by:

  • Volunteer organizations;
  • Libraries, cultural facilities such as theatres, museums, etc.;
  • Businesses that offer learning opportunities;
  • Health and recreation facilities; and,
  • Other areas of interest

Adapted from:  A Handbook for School Community Councils and Principals, Appendix B. 

P107-109.  Sask. School Boards Association. Revised Nov. 16, 2006.

 

3.2 Goal Setting

The goals of the St. Mary’s  School Community Council will align with those of the Ministry of Education, the School Board and the School.

An effective method for goal setting is the SMART Goal concept.

SMART Goals are:

  • S      specific
  • M     measurable
  • A      attainable
  • R      realistic
  • T      time-limited

 

3.4 School Fundraising

St. Mary’s School Community Council members are invited to participate in discussions regarding the plans for school level fundraising.

    3.4.1 Approval of Fundraising

This following section is an excerpt from

A Handbook for School Community Councils and Principals.

Definitions

  1. Fundraising Activities

For the purpose of this policy, “fundraising activities” shall refer to school-based fundraising and parent association fundraising, in accordance with definitions below.

  1. School-Based Fundraising

For the purpose of this policy, “school-based fundraising” refers to all fundraising activities initiated and conducted by school staff or sanctioned pupil groups, under the approval and supervision of the principal. School-based fundraising includes activities conducted by student representative councils and booster clubs.

  1. Parent Association Fundraising

For the purpose of this policy, “parent association fundraising” refers to all fundraising activities initiated and conducted by parent associations, under the approval and supervision of the principal.

  1. Charity or Charitable Agency

For the purpose of this policy a “charity” or “charitable agency” is any organization or institution engaged in non-profit assistance to the poor, distressed, or persons in need, or such institutions set up for the care of such individuals or groups.

  1. Community Project

For the purpose of this policy, a “community project” is an activity that promotes the educational, philanthropic, or other work for the betterment of the local, regional, national, or international community.

 

Policy

The Board recognizes its responsibility in providing funds for basic educational programming. The Board acknowledges that from time to time, a school, school-based group, or parent association may wish to conduct fundraising activities to complement and/or supplement the basic educational program, support approved charities or community projects, or fund co-curricular and/or extra-curricular activities.

Funds raised should be used to benefit pupils and enhance the quality of Catholic education. Fundraising activities shall be compatible with the best interests of pupils, staff, and community and not detract from curricular activities. Fundraising in St. Mary’s Catholic Schools shall operate in harmony with the School Division mission, belief statements, religious and educational mandate, and Board policy.

 

Regulations

1. General Fundraising Principles

All school-based and parent association fundraising shall operate under the same guiding principles.

All fundraising shall:

  1. Operate under the approval and supervision of the Principal.
  2. Operate keeping with regulations of the City of Regina and applicable laws of the Province of Saskatchewan.
  3. Be accounted for in accordance with procedures established by the Business and Finance Department.
  4. Consider poverty sensitive principles and the support capacity of the community involved.
  5. Operate with respect for the preservation of instructional time.
  6. Operate on a voluntary basis for pupils and families.
  7. Operate with consideration for the safety and security of pupils.
  8. Funds raised should complement and not replace public funding for education.
  9. Fundraising shall not be conducted for providing instruction, basic education items, or any items required for course completion.
  10. Pupils shall not be excluded from an event or program based on lack of involvement in fundraising initiatives.
  11. Fundraising objectives shall be developed in advance of the fundraising activity.
  12. Fundraising activities shall not require pupils to listen to or read commercial advertisements.

2. Purposes of Fundraising

School-based or parent association fundraising may be designated for:

  1. Approved pupil excursions, field trips, or other out- of-school educational programs.
  2. Special events or activities conducted at the school or by school-based groups.
  3. Purchase of non-essential print or non-print learning resources.
  4. Equipment and supplies for extra-curricular activities.
  5. Improvements to school sites or playgrounds.
  6. School-based partnerships.
  7. Community projects.
  8. Charitable agencies.

 3. Fundraising Fiscal Management

  1. Fundraising activities in the School Division shall operate in accordance with fiscal management requirements established by the Superintendent of Business and Finance.
  2. The principal is responsible for establishing proper procedures for safekeeping, accounting, and management of all monies collected.
  3. The purchase of goods and services with funds derived from school-based fundraising shall follow management requirements established by the Superintendent of Business and Finance.
  4. An annual financial summary of all school-based fundraising activities conducted during the school year shall be prepared and made available to superintendents, staff, recognized parent associations, or individual parents upon request.

3.5 Budget Setting

St. Mary’s School Community Council members will need to determine collaboratively how to allocate the funds received from the government grant as well as any other funds the council may choose to raise.

 

3.6 Learning Improvement Plan

St. Mary’s Catholic School follow the Effective Schools Model for School Improvement. It is based on research around the following 7 correlates:

  1. Climate of High Expectations for Success
  2. Frequent Monitoring of Student Progress
  3. Safe and Orderly Environment
  4. Instructional Leadership
  5. Clear and Focused Mission
  6. Home School Relations
  7. Opportunity to Learn and Student Time on Task

School Improvement planning also considers the St. Mary’s Catholic School priorities:

  1. Students and staff demonstrate Christ-like behavior
  2. Improve student learning outcomes
  3. 21st Centruy LEarning
  4. Principals and staff personnel work together in Professional Learning Communities (PLCs) to plan, take action and evaluate their school improvement initiatives.
  5. Each school must develop a Learning Improvement Plan that aligns with the strategic plan of the School Division and the Ministry of Education.
  6. SCCs are invited to collaborate in the drafting of the Learning Improvement Plan and take an active role in supporting the plan.
  7. Each school must submit the Learning Improvement Plan, signed by school administrators and the SCC Chair, to the Board for approval.

 

3.7 Council Development Plans

Part of being  a  School Community Council member is learning more about education and how to participate. Each SCC is expected to take part in training, development and networking opportunities. The Board will work with SCCs to facilitate training opportunities. The CSCC Government Grant is designed to cover the costs of Council Development.

 

3.8 Communication Strategies

The St. Mary’s School Community Council plays a very important role in understanding and communicating the vision, plans and successes of the school.

By June 30 each year the SCC will prepare and provide to the School Community and the Board a one page report summarizing its initiatives and accomplishments for the school year.

 

3.9 Council/Board Communication

The School Community Council has a special relationship with the School Board. The SCC is the official parent voice for each school and will be called upon to give advice on matters of importance to the School Division.

The School Board will continue to host the SCC/Board Forums.

  

3.10 Reporting

The Catholic School Community Council will work with the Principal in the completion of SCC reports required by the Board and the Ministry of Education.

The SCC will report to the school community on a regular basis and may be called upon to assist with other communications to the Board or the Ministry of Education.

Catholic Schools Community Council

Year End Report

  • Name of School:
  • Name of Mary’s SCC Chair:
  • Name of Principal:
  • Please outline the top 4 successes of your CSCC this past year.

 

Section 4: 

Policy and Legislation

  • Education Act Section 140

Bill #59 – An Act to Amend the Education Act – May 19, 2006

“Establishment of school community councils

140.1 (1) Subject to subsections (2) to (4), every board of education shall establish a school community council for each school in its division.

(2) Two or more school community councils in the same school division may petition the board of education of their school division to recommend to the minister that those school community councils be amalgamated to form one school community council.

(3) If the minister receives a recommendation from a board of education to amalgamate school community councils, the minister may approve the amalgamation if, in the minister’s opinion, it is in the best interests of education in Saskatchewan.

(3.1) An amalgamated school community council may petition its board of education to recommend to the minister that that school community council be separated and two or more school community councils be established.

(4) If the minister receives a recommendation from a board of education to separate an amalgamated school community council and establish two or more school community councils, the minister may approve the separation and establishment if, in the minister’s opinion, it is in the best interests of education in Saskatchewan.

 

“Membership of school community council

140.2 Subject to the regulations and the policies of its board of education, every school community council shall consist of:

(1) no fewer than five and no more than nine elected members who are parents or guardians of pupils or community members; and

(2) appointed members.

 

“Terms of office

140.3(1) Subject to subsection (2) and (4), each elected member of a school community council holds office for two years and is eligible for re-election.

(2) In the first election for each school community council, approximately half of the members are to be elected to one-year terms and the other members are to be elected to two-year terms.

(3) If there is a vacancy in an elected member’s position, a board of education may appoint an individual to that position.

(4) The terms of all members of a school community council that is to be

amalgamated or separated pursuant to subsection 140.1(3) or (4) terminate on the day after the election of the members of the newly constituted school community council.

 

“Disqualification of members

140.4 A school community council member shall vacate his or her office as a member of the school community council if the member:

(1) is convicted of an indictable offence;

(2) is absent from three or more consecutive meetings of the school community council without the authorization of the school community council; or

(3) ceases to be eligible for election as a member pursuant to the regulations or the policies of the school community council’s board of education.

 

“Duties and powers

140.5 Every school community council shall:

(1) facilitate parent and community participation in school planning;

(2) provide advice to its board of education;

(3) provide advice to its school’s staff;

(4) provide advice to other agencies involved in the learning and development of pupils; and

(5) comply with the regulations and the policies of its board of education”.

  • The Education Regulations, 1986

 

PART II.2 

School Community Councils

“Membership of school community councils

3.4 (1) In this Part, “community member”:

  • means an elector who resides within the attendance area for that school community council’s school or the geographic area for a school community council as determined by that school’s board of education if an attendance area has not been defined; and
  • does not include parents or guardians of pupils who attend that school.

(2) Each school community council shall consist of:

  • the elected members mentioned in clause 140.2(a) of the Act; and
  • the members appointed pursuant to subsections (3) and (4).

(3) A board of education shall appoint as members:

  • subject to clause (b), for each school community council in its division:
    • (i) if practicable, one or two pupils who attend that school who are enrolled in the secondary level;
    • (ii) the principal of that school;
    • (iii) one teacher from that school; and
    • (iv) in consultation with the other members, any other individuals;
  • if two or more school community councils are amalgamated pursuant to the Act, for each amalgamated school community council:
  • (i) if practicable, one or two pupils who attend each school who are enrolled in the secondary level;
  • (ii) the principal of each school;
  • (iii) one teacher from each school; and
  • (iv) in consultation with the other members, any other individuals.

(4) If a pupil at a school resides on reserve, the board of education shall, for the school community council for that school:

  • request that the Indian band, for whose use and benefit the reserve
  • where the student resides has been set aside, identify individuals willing to represent that Indian band on the school community council; and
  • if practicable, appoint at least one of those individuals to the school community council.

(5) Subject to the Act and these regulations, a board of education shall, for each school community council in its division:

  • determine the geographic area for the purposes of clause (1)(a);
  • determine the maximum number of members;
  • for the purposes of clause 140.2(a) of the Act determine the number of elected members; and
  • develop policies and procedures for the:
  • (i) appointment of members; and
  • (ii) nomination and election of elected members.

(6) Subject to subsection (7), a majority of the elected members of a school community council must be parents or guardians of pupils who attend the school.

(7) Subsection (6) does not apply if the majority of the pupils who attend the school:

  • are 18 years of age or older; or
  • do not reside with a parent or guardian.

3 Nov 2006 SR 102/2006 s7; 20 Sep 2013 SR 76/

2013 s4.

 

“Elections

            3.5 (1) An annual election shall be held to elect members of a school   community council.

(2) A board of education shall, for each school community council in its division, appoint an employee of the board of education, other than any member of that school community council, to be the returning officer for the election of members of the school community council.

(3) A returning officer shall provide at least four weeks’ notice to the public before a public meeting is held to elect members of a school community council.

(4) The notice shall state:

  • the purpose of the meeting;
  • the attendance area or the geographic area for the school community council;
  • where any policies or procedures developed by the board of education respecting the election of the school community council can be reviewed; and
  • the date, time and location of the meeting.

(5) The notice shall be advertised or posted in such a way that it would be reasonably expected to reach the parents or guardians of pupils for that school and community members.

(6) The following may stand for election to a school community council:

a parent or guardian of a pupil who attends the school of that school community council; subject to subsection (7), a community member.

(7) A community member may not be a member of more than one school community council for a school in which he or she is not a parent or guardian of a pupil in that school.

(8) The following may cast a vote in a school community council election:

  • a community member;
  • a parent or guardian of a pupil who attends that school.

(9) The members to be elected shall be elected at the public meeting by secret ballot.

3 Nov 2006 SR 102/2006 s7.

 

Section 5:

School Community Council Constitution

 Requirements

  • Each SCC is required to draft and submit to the Director of Education or designate for approval, a Constitution that conforms to legislation and regulations
  • A Constitution or any amendment to the Constitution is not in effect until it is approved by the Director of Education or designate for Holy Family Catholic Schools.

 

St. Mary’s School Community Council

Constitution

  1. Name

The name of the Council is ____________________________________

  1. Mission Statement
  2. Guiding Principles
  3. Membership
  • Elected Members

The School Community Council will have the following Elected Members: 

  • 5-9 parent and Catholic community members elected at the Annual General Meeting (parents must be the majority)
  • Appointed Members

The School Community Council will have the following Appointed Members: 

  • Principal
  • Teacher
  • One student (if appropriate)
  • Parish Representative (appointed through consultation between the Principal and Parish Priest)
  • Other(s) ( with approval of the SCC and the Board)
  • Composition of Membership
  • Every effort will be made to attempt to have the membership of Council be reflective of the demographics of the student population

Terms of Office

Where possible, the term of office will normally be two years.  Members may hold dual roles if sufficient volunteers are not available.

  • Removal from Office ‘

A School Community Council member shall vacate his or her office as a member of the SCC if the member:

  • Is convicted of an indictable offence;
  • Is absent from three or more consecutive meetings of the SCC without the authorization of the SCC; or
  • Ceases to be eligible for election as a member pursuant to the Education Act and Regulations or policies of the Regina Catholic School Board.
  1. Executive Structure

    The Executive structure will consist of the following positions:
  • Chairperson
  • Vice-Chairperson
  • Secretary
  • Treasurer
  • Up to five Directors

 The Council may include additional sub committees of comprised of Members at large

 

  1. Meetings
  • The Annual General Meeting/elections will be held in _________________ of each year.
  • The Catholic School Community Council will meet _________ times per year.
  • Model of Governance

The                                                     Catholic School Community Council will use a _______________model(s) of governance.

  • The Representative Model – In this model, the Catholic School Community Council represents the wider school community. Meetings are open to the public but only members of the Catholic School Community Council may decide upon matters brought before the CSCC.  The Catholic School Community Council reports to the school community using a communications strategy, an annual report and the Annual General Meeting. 
  • The Town-Hall Model – In this model, members are elected to the Catholic School Community Council but regular meetings are open to the entire school community. Any member of the school community can participate in the meeting and be involved in the decision-making process of matters brought before the CSCC. 

Voting

Voting will be determined in accordance with the decision making model adopted by the council

Quorum

A quorum of the School Community Council will be _______ 

Special Meeting

A special meeting of the 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 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. 

  1. Public Consultation and Communication
  • The St. Mary’s School Community Council will consult with the school community through the following strategies:
  • The St. Mary’s School Community Council will communicate with the Catholic School Board through the following strategies:
  • CSCC/Board Fall and Spring Forum
  • One page annual summary of its initiatives and accomplishments
  1. Code of Conduct
  • The St. Mary’s School Community Council will adopt and attach to the Constitution the following Code of Conduct:
  1. Conflict of Interest
    • A St. Mary’s 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 he/she 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. 

  1. Decision-Making Process

 

  • The School Community Council will need to choose a preferred decision-making process. Although some decisions like adopting a constitution will require a motion and a formal vote, not all SCC business will require this process.
  •  SCC will use the following decision-making processes:

Type of Decision:                           Process Employed:

There are two common decision-making models: 

  • Majority Vote Model – The issue is discussed and a vote is taken. The majority vote decides the issue. 
  • Consensus Building Model – 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 involve 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. 
  1. Handling Complaints or Concerns
  • Complaints or Concern about an Individual Student or Staff Member

Any matter concerning an individual student or staff member must be directed to the staff member or 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. 

  • Complaints or Concerns about SCC Initiatives or Activities

11.2.1   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 the 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. 

11.2.2    Formal Complaints or Concerns

Concerns or complaints can be brought to the attention of the SCC 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 Council at an upcoming meeting.  The SCC will provide a written response.

 

  1. Conflict Resolution Process
  • The SCC will follow the Conflict Resolution Policies as outlined in Board Policy .

 

  1. Committees
  • Mary’s SCC will determine the committees that suit their needs.

 

  1. Amending the Constitution
  • The School Community Council may amend its constitution passing a motion at the Annual General Meeting
  • Amendments to the Constitution are not considered to be in effect until approved by the Director of Education or designate for St. Mary’s Catholic Schools.

 

  1. Finance
  • All government funds allotted to school community councils must be tracked according to guidelines set by Saskatchewan Learning.
  • An annual statement will be provided to the Board at the end of the school year outlining the use of government funds.

 

  1. Roles and Responsibilities of St. Mary’s School Community Council Officers

    The Chairperson will:
  • Conduct meetings of the St. Mary’s School Community Council;
  • Ensure that all members have input to discussion and decisions;
  • Prepare meeting agendas in consultation with the Principal or other St. Mary’s School Community Council Members;
  • Oversee operations of the St. Mary’s School Community Council;
  • Establish networks that support the St. Mary’s School Community Council; and,
  • Act as a spokesperson for the St. Mary’s 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 St. Mary’s School Community Council meetings;
  • Circulate minutes no later than 1 week following the meeting
  • Receive and send correspondence on behalf of the Catholic School Community Council;
  • Take charge of any official records of the St. Mary’s School Community Council; and
  • Ensure that appropriate notice is given for all meetings of the School Community Council.

 The Treasurer will:

  • Ensure the accountability for all monies received;
  • Ensure that deposits and payments are made in a timely fashion;
  • Maintain an up-to-date ledger;
  • Reconcile monthly statements with the ledger;
  • Provide a Treasurer’s Report at each regular meeting outlining all monies received, spent, and outstanding, and year to date budget status;
  • Provide the banking institution with required information and arrange for succession procedure following a change in SCC Executive Members;
  • Provide a report to the School Community at the end of the school year;
  • Manage the Government Grant provided to the St. Mary’s School Community Council using procedures outlined in the SCC Guide;
  • Comply with reporting procedures surrounding government funds provided to the SCC.

Members at Large will have voting rights at meetings.

 The Principal will:

  • Ensure that Board Policy and Procedures are communicated and followed.
  • Provide guidance and access to appropriate resources
  • Facilitate communication within Council and between Council and School Staff and Council and the Board

 Staff Members will report staff needs and be voting memebers of the council.

 Student Members will report to the meetings but not have voting rights.

 Parish Representatives will report school and parish business and have voting rights.

 Other Appointed Members will have voting rights.

 

  1. Evaluating Council Operations
  • The St. Mary’s School Community Council will use the following strategies to evaluate its effectiveness:

 

Section 6:

Preparing and Running Meetings

6.1 Effective Meetings

6.1.1   Simple Rules for Chairing a Meeting

  • The Chairperson calls the meeting to order
  • The meeting’s formality depends on the Chairperson, the group’s size and the group’s preference
  • The Chairperson recognizes Members before they speak
  • Each item is entitled to full and free debate by individual Members – one at a time
  • Each person desiring to speak should be allowed to speak once before anyone speaks for a second time
  • The Chairperson is responsible for moving the meeting along and ensuring no one monopolizes the floor
  • Only one subject may be discussed at a time
  • If time does not permit full discussion of an item, a motion may be made to table the item for discussion at another meeting
  • Every member has equal rights

Adapted from Alberta Home and School Councils’ Association, 1995. 

School Council Resource Manual.  Edmonton

 

6.1.2   Meeting Checklist

  • Meeting Date:
  • Start time:
  • End time:
  • Participants: Number expected
  • Sign in sheet with meeting, date and location indicated
  • Facilities: Size of room is appropriate
  • Seating arrangement: Fits agenda and encourages open discussion
  • Tables for participants to write on
  • Equipment: Data projector, lap top computer or tablet

  

6.1.3   Running Meetings

School Community Council meetings offer Councils the opportunity to get together with others who possess diverse thoughts and views to discuss issues and offer suggestions related to Council decisions.  In order to take advantage of this benefit, meetings take some planning and effective management to ensure that everyone has an opportunity to be heard with efficient use of time.

Planning the St. Mary’s School Community Council meeting is usually the responsibility of the Chairperson.  The Chairperson may delegate a number of the tasks described below:

Publicizing the meeting well in advance

This can be done in community calendars, school newsletters, school or Division website, the newspaper, community announcements on television and radio, posters, and phone trees.  Make sure everyone is given plenty of notice (two weeks if possible).  Try to establish a set meeting day, time and location to help people remember.

Establishing the agenda

The agenda should clearly outline what will be dealt with at the meeting.  Having a standard, yet flexible agenda will help save time preparing for meetings.  The Chairperson usually prepares the agenda with input from others.  The following page has a list of standard items Councils may wish to include in their agenda as well as question prompts to help council as they consider each item.

Agenda Item

To Consider

Record of the previous meeting.

Was follow-up action taken on issues of concerns?

Are there further issues that need to be addressed?

Principal’s Report

Will items particular to this month’s report require more time or consideration?

Updates on the Learning Improvement Plan and/or other Council action plans

What progress has been made to date?

What kind of specific information may be required by Council at this time?

Committee Reports

What committees of Council need to provide a report at this time?

Expenses of Council

What expenses have been incurred to date?  (accounts both paid and outstanding)  What further expenses might be expected in the near future?

Decision Items

What decisions need to be made at this time?  Is Council ready to make these decisions or is more information required?  If so, how will Council obtain that information?

Discussion Items

Are there new topics, issues or concerns that merit Council’s attention?

Received Items

Are there reports, correspondence etc. that need to be acknowledged?

Items for future consideration

Are there items that need to be highlighted for future consideration?

Date, time and agenda items for next meeting

Are changes anticipated o the date, time or location?

What agenda items can be anticipated for the next meeting?

 

Choosing a Consistent Meeting Style

Councils will want to follow a meeting style that is efficient yet enhances the participation of all.

 

Recording the Minutes

The Secretary assumes responsibility for recording the proceedings of the meeting.  In the absence of the Secretary,  the Chairperson appoints another Council Member to record the minutes.

The minutes can be recorded in one of three ways:

  • Formal minutes: when a Chairperson governs the meeting.
  • Semiformal minutes: when a small group is conducting a relaxed discussion.
  • Informal minutes: used to record the generalities of a meeting.

Using a lap top computer helps keep information easy to read back and saves time on the final draft of the minutes.  Accurate minutes provide School Council Members and others with:

  • A clear objective summary of what went on at the meeting.
  • A historical account of the decisions of the group and the rationale behind them.
  • Objective comments, rather than opinions.
  • Highlights, rather than narrative accounts.
  • Motions and resolutions recorded verbatim.

Adapted from Alberta School Council Resource Manual,

Alberta Education, 1995.

 

6.1.6   Chairperson’s Role

  • The Chairperson invites a wide range of people to speak.
  • All who wish to speak are given the opportunity
  • If necessary, time limits can be put on each speaker
  • Invites each person around the table to speak on the issue if they choose (a time limit for individual contributions may be established beforehand).

 

6.1.7   Considerations in Building an Effective Team

  • How well do group members know each other?
  • Have they had opportunities to work together before?
  • How comfortable are they with each other?
  • Are some members of the group new to the group?
  • How sensitive or significant is the group’s work?
  • How long will the group work together?
  • Others?

 

Catholic School Community Council Meeting Evaluation

Catholic School Community Council Evaluation            Date:                          

Please take the time to complete this survey.  This is your opportunity to improve future meetings.

 

 

Not At All

 

Very Much So

1.    Was the agenda of this meeting clear to you?

1

2

3

4

5

2.    Were you encouraged to contribute as much as you wanted?

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5

3.    Did the atmosphere allow free discussion?

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5

4.    Was there enough time for discussion?

1

2

3

4

5

5.    Are you clear on what, if any, decision(s) was reached?

1

2

3

4

5

6.    Are you clear on the next steps being taken?

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5

7.    Are you clear about who is responsible for taking the next steps?

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8.    Do you think the purpose of this meeting was fulfilled?

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5

9.    What aspects of this meeting were most appealing to you?

10. What aspects of this meeting were least appealing to you?

11.  Any comments for the Chair on how the meeting was conducted?

12. Do you have suggestions for improving future meetings?

Name                                                                        

Parent              Student           Teacher        Community Member                     

If you would like to connect with a School Community Council Member please complete:  Phone                                          Email                                                

 

Adapted from Alberta School Council Resource Manual,

Alberta Education, 1995

 

Section 7: 

Funding

 Budget Information

  • The Budget Year for the Division is September 1st to August 31st
  • SCC bank accounts are not tracked through the School Division Finance Department
  • Each school receives a Government Grant. Because this is a grant, we must follow certain accounting procedures. SCC Treasurers will forward information to Principals and Office Managers for processing.
  • The Treasurer will present a year-end report to the SCC and School Community outlining all funds managed throughout the year
  • SCC Government Grant funds will have a specific budget line within the school budget and will be directed by the Council and managed by the Treasurer through the Principal.
  • Meetings, communication and in some circumstances transportation expenses are normal costs of operation.
  • A SCC will “ . . . undertake activities to enhance its understanding of the community’s economic, social and health needs, aspirations for pupils’ learning and well-being, and resources and supports for the school, parents, guardians and community;” . . .The Education Amendment Regulations, 2006. Section 3.92A
  • The Treasurer will account publicly for the expenditure of these SCC grant funds at the close of each school yea

 

Division Contact Info

Dominic Place
#103 - 433 4th Street N.E.
Weyburn, SK S4H 0Y8
306-842-7025

St Mary's Contact Info

615 Arthur Avenue
Estevan, SK  S4A 1S9
306-634-3541
andrea.mcclelland@holyfamilyrcssd.ca