Robert Munsch Public School Council By-Laws

Robert Munsch Public School Council By-Laws

Updated: September 24, 2020

Passed by Council on: Oct 29, 2020

Last Revised: September 24, 2020

Purpose and Scope

The Council will support student success and enhance the accountability of the education system to parents by making recommendations to the principal and the school board.

Procedures and Operating Guidelines

The operational procedures of this Council are outlined in the Board’s School Councils policy and procedure. All recommendations and activities of the Council shall comply with Ministry of Education Acts, York Region District School Board Policies and Procedures, and relevant Staff Collective Agreements.

Norms of Behaviour and Practice

• Our collective work will focus on supporting student success and well being for each student at our school.
• Agenda items will be solicited from members, prepared and circulated in advance by the Chair/Co-Chairs.
• Meetings will begin and end on time 7 - 8:30 p.m.
• All speakers and opinions will be respected - one speaker at a time - we may use a ‘hand up’ indicator in virtual meetings to indicate wanting to share.
• Trust is key so everyone feels welcomed and included - presuming positive intentions.
• Individual students, staff or families are not to be discussed (refer to principal).
• We will strive to be open minded and objective keeping positive intentions in our work.
• For virtual meetings please keep your mic on mute unless speaking to reduce background noise - video is optional.

Election Procedures

Elections for Executive members will take place at the first council meeting held in September or within thirty days of the start of each school year. The council will have representation from parents, teaching staff and non-teaching staff. Each parent/guardian seeking election must be nominated/self-nominated in writing, must have a child registered at the school and declare if they are employed by the school board.  Election procedures will follow York Region District School Board Procedure #262.0 School Councils and Ontario Regulation 612, School Councils and Parent Involvement Committees. 

Elected positions are as follows:

• Chair
• Vice-Chair OR Two Co-Chairs)
• Secretary
• Treasurer

Only the names of the successful candidates shall be made public. A notice will be sent by the principal of the successful candidates in the week following the election. A list of candidates will be kept on file by the council for use in the event that a vacancy on the council occurs. The term of an elected position is 1 year. Elected members from prior years may be re-elected.

Filling Vacancies

Should an elected Council position become vacant before the next election, the Council shall fill the vacancy by appointment from the non-elected candidates from the previous election. If none of the previous candidates want the position the Council may request that interested parents/guardians from the school community submit their names for consideration. The Council shall then appoint one of those who indicate an interest. When a vacant spot on Council is filled, the new member’s term shall expire at the time of the next election.

Meetings

A minimum of four meetings will be held throughout the school year. Meetings for the school year will be scheduled at the first council meeting. Meetings will be held from 7:00 pm until 8:30 pm.

Executive and voting members are strongly encouraged to attend all meetings.

All school community members are welcome to attend any or all meetings and participate freely.

Minutes will be recorded by the Secretary at each meeting. Minutes and the Agenda will be provided to the Principal one week prior to the next scheduled meeting to allow the Principal sufficient time to share with the school community.

Decision Making

While decisions of the Council are best decided through consensus, when voting is necessary each voting member of council is entitled to one vote. Voting may take place on motions via a show of hands. 

Other members of the council, in addition to the executive, may choose to be voting members. Voting members must attend the majority of meetings as quorum (50% + 1) is required for voting items to pass. Without quorum, issues may be discussed but council cannot consider or approve motions.

Conflict of Interest

Members of the Council shall declare a conflict of interest in matters that they, members of their families, or business entities in which they may have a vested interest, stand to benefit either directly or indirectly from decisions of the Council.

A member shall exclude themselves from discussions and resolutions in which:

• A conflict of interest is likely to result.
• The member’s ability to carry out their duties and responsibilities as a member of the Council may be jeopardized.
• The Council member, their relatives, or a business entity in which the member may have an interest, may gain or benefit directly or indirectly as a result of actions that may be taken by the Principal or Board in response to advice that the Council provides to the Principal or to the Board.

A member shall not accept favours or economic benefits from any individuals, organizations or entities known to be seeking business contracts with the school.

Conflict Resolution Process

Every council member will be given an opportunity to express their concern or opinion about the issue at dispute. Speakers to an issue will maintain a calm and respectful tone at all times. Speakers will be allowed to speak without interruption. The Chair/Co-Chair’s responsibility is to clarify the statements made by all speakers, to identify common ground among the points of view raised, and to set out the join interests of all members. If all attempts at resolving the conflict have been exhausted without success, the Chair/Co-Chair shall request the intervention of a superintendent or other Board administrator to facilitate the conflict. 

Constitutional Amendments

The Council shall review the Constitution and By-laws annually. Amendments will be introduced at a scheduled council meeting. Members of the Council and school community are welcome to provide comments and input. A motion on any changes will be voted upon at the next scheduled meeting. Amendments require a 2/3 majority to be passed.

Annual Report

The Chair/Co-Chair shall submit a written report on its achievements to the principal of the school and to the York Region District School Board at the end of each school year. A copy of this report shall be made available to all families with students enrolled in the school.