Gloucester High School Council - Constitution

Gloucester High School Council - Constitution Approved 2012-05-01 OTTAWA-CARLETON DISTRICT SCHOOL BOARD. Gloucester High School Council - Constitution Page 1

Gloucester High School Council Constitution Table of Contents Amended from 2005 and Approved May 1, 2012. I NAME OF THE ORGANIZATION 3 II PURPOSE 3 III MANDATE OF THE SCHOOL COUNCIL 3 IV MEMBERSHIP 3 V RESPONSIBILITIES OF THE EXECUTIVE 4 VI DUTIES OF EXECUTIVE AND MEMBERS 4 VII ELECTION AND APPOINTMENT PROCEDURES 6 VIII TERM OF OFFICE 7 IX SCHOOL COUNCIL PROCEDURES 8 X MEETINGS 9 XI AMENDMENTS TO THE CONSTITUTION 9 Gloucester High School Council - Constitution Page 2

I NAME OF THE ORGANIZATION a. The name of this organization will be GLOUCESTER HIGH SCHOOL COUNCIL (hereafter referred to as the SCHOOL COUNCIL or COUNCIL ). II PURPOSE a. The focus of the SCHOOL COUNCIL will be the weil-being of students in the school community. This will be accomplished by: i. Promoting effective educational policies and procedures within Gloucester High School. ii. Providing a public forum for parents/guardians, students and other community members to participate in COUNCIL decisions and recommendations for action. It may discuss any area of interest deemed important to the education and welfare of students of the school. iii. School Council meetings are not a forum for discussions about individual parents/guardians, students, staff, trustees, or other council members. (PR 014 SCO) III MANDATE OF THE SCHOOL COUNCIL a. The mandate of the SCHOOL COUNCIL will be to advise, recommend and report to the school administration, and to the OTTAWA-CARLETON DISTRICT SCHOOL BOARD, on matters affecting the school and its staff and students. The SCHOOL COUNCIL will operate within the policies of the OTTAWA-CARLETON DISTRICT SCHOOL BOARD under P.R. 509. SCO Elections, Constitution, and By-Laws and P.R. 014 SCO. b. The SCHOOL COUNCIL will encourage on going parental involvement in education. IV MEMBERSHIP a. Executive: The EXECUTIVE of GLOUCESTER HIGH SCHOOL COUNCIL shall consist of the following members: i. CHAIR ii. VICE-CHAIR iii. SECRETARY iv. ONE MEMBER AT LARGE v. PRINCIPAL b. Parents/Guardians will form a majority on the SCHOOL COUNCIL. c. The SCHOOL COUNCIL Chair must be a parent/guardian and will be elected by the SCHOOL COUNCIL members. d. Membership of the SCHOOL COUNCIL shall be composed of the following: i. up to 20 parents/guardians of students enrolled in GHS; ii. up to two (2) GHS students, elected representatives; iii. one (1) GHS teacher, an elected representative; iv. the principal (non-voting); Gloucester High School Council - Constitution Page 3

v. one (1) administrative and support staff, an elected representative; vi. up to two (2) community representatives (not having a student at GHS), and selected by the Council. The numbers below represent an acceptable combination of Members. PARENT Non-Parent Executive Vote Chair 1 x Y Vice Chair 1 x Y Secretary 1 x Y Member At Large 1 x Y Principal n/c x N Membership Up to 20 Parents 2 x Y Up to 2 Student Reps - elected 2 x Y 1 Teacher Rep 1 x Y 1 Admin/Support staff 1 x Y Up to 2 Community Reps (no student at GHS) 1 x Y OCDSB Minimums 6 5 Total > 11 11 Total members, of which 6 must be Parents/Guardians. Parents must form majority of Council V RESPONSIBILITIES OF THE EXECUTIVE a. The EXECUTIVE shall be responsible: i. to promote the purpose as indicated in section II of the GLOUCESTER HIGH SCHOOL COUNCIL constitution; ii. to plan and direct the affairs of the SCHOOL COUNCIL; iii. to appoint members as required for working groups and committees; iv. to assume responsibility and take charge for continuing all plans and v. policies as decided by the SCHOOL COUNCIL; vi. to report to the SCHOOL COUNCIL the affairs of the EXECUTIVE; vii. to meet with the principal for planning sessions as necessary; viii. to analyze information about school operations which is provided by the principal, or requested from the principal, and decide on which related issues need to be presented to the SCHOOL COUNCIL; ix. to provide a copy or direct them to the website location of the GHS Council Constitution to new members at the beginning of the school year. VI DUTIES OF EXECUTIVE AND MEMBERS a. THE CHAIR OF THE SCHOOL COUNCIL will: i. preside at all SCHOOL COUNCIL meetings; ii. provide leadership to the SCHOOL COUNCIL; iii. prepare the agenda from material contributed by interested parties; Gloucester High School Council - Constitution Page 4

iv. conduct meetings in a clear manner; v. ensure that the agenda is distributed one week in advance of each meeting; vi. consult with council, appoint temporary/standing committees or working groups as needed; vii. ensure that decisions are carried through and that the committees and/or working groups are accountable to the SCHOOL COUNCIL; viii. convey consensus/decisions as reached by the SCHOOL COUNCIL; ix. when appropriate, conduct a vote to determine the decision of the SCHOOL COUNCIL; x. serve as spokesperson for the SCHOOL COUNCIL; xi. ensure that the minutes of SCHOOL COUNCIL meetings are recorded and maintained; xii. participate in information and training programs; xiii. communicate with the school principal; xiv. prepare Annual Report and update Principal Profile; xv. consult with senior staff of OTTAWA-CARLETON DISTRICT SCHOOL BOARD and trustees, as required; and xvi. perform or assign any other functions that may arise from time to time; b. THE VICE-CHAIR OF THE SCHOOL COUNCIL will: i. assist the CHAIR as needed and exercise all functions in the absence of the CHAIR. c. SECRETARY OF THE SCHOOL COUNCIL will: i. keep a full and accurate account of the proceedings and transactions of SCHOOL COUNCIL meetings; ii. distribute copies of summarized minutes to SCHOOL COUNCIL members at least one week prior to the meetings; iii. ensure that all members have been notified of meetings; iv. sit in for the CHAIR and VICE-CHAIR should both be absent; v. ensure maintenance of a SCHOOL COUNCIL file in the school s administrative office of minutes, correspondence, current constitution, etc. vi. maintain a list of SCHOOL COUNCIL membership with current contact information. d. The MEMBERS OF THE SCHOOL COUNCIL will: i. participate in SCHOOL COUNCIL meetings; ii. represent GLOUCESTER HIGH SCHOOL COUNCIL at the OCDSB SSC (Secondary School Council) and/or OTTAWA CARLETON ASSEMBLY OF SCHOOL COUNCILS meetings; iii. participate on committees and/or working groups; iv. participate in information and training programs; v. act as a link between the SCHOOL COUNCIL and the community; vi. encourage the participation of parents/guardians from all groups and or other groups within the school community; and vii. network with other SCHOOL COUNCILS within the Ottawa-Carleton District School Board boundaries; viii. act as liaison between the SCHOOL COUNCIL, local Community Associations, other School Councils, OTTAWA CARLETON ASSEMBLY OF SCHOOL COUNCILS and/or SSC and the OTTAWA-CARLETON DISTRICT SCHOOL BOARD, as required by the SCHOOL COUNCIL; ix. have the responsibility of regularly informing the school and parent/guardian community of its activities; Gloucester High School Council - Constitution Page 5

e. THE PRINCIPAL will: i. assist with the operation of the SCHOOL COUNCIL; ii. assist with the programs and provides materials that will assist the SCHOOL COUNCIL to fulfil its responsibilities and to make informed decisions; i.e.. financial records/status in the first semester, school demographics; school profile; iii. act as a resource on laws, regulations and board policies; iv. recommend items to the Chair for inclusion in the agenda and communicates with the Chair as required; v. promote the SCHOOL COUNCIL s activities and assists in communicating with the school community; vi. seek input from SCHOOL COUNCIL in areas for which it has been assigned responsibility; vii. encourage the participation at SCHOOL COUNCIL of students and parents/guardians and of others within the school community; and viii. verify that copies of minutes of the SCHOOL COUNCIL meetings ix. are kept at the school s administrative office; x. collect annual student fee levy, holds in trust for the SCHOOL COUNCIL and disperses as directed by SCHOOL COUNCIL. f. THE STUDENT REPRESENTATIVES TO THE SCHOOL COUNCIL will: i. represent the students of the school; ii. act as liaison between the students, Student Council and the SCHOOL COUNCIL; iii. report to the SCHOOL COUNCIL on the students activities and concerns. g. THE TEACHING REPRESENTATIVE TO THE SCHOOL COUNCIL will: i. represent the teaching staff of the school; ii. act as liaison between the teaching staff of the school and the SCHOOL COUNCIL. iii. report to the SCHOOL COUNCIL on the teachers activities and concerns h. THE ADMINISTRATIVE AND SUPPORT STAFF REPRESENTATIVE TO THE SCHOOL COUNCIL will: i. represent the administration and support staff of the school; ii. act as liaison between the administrative and support staff of the school and the SCHOOL COUNCIL iii. report to the SCHOOL COUNCIL on the students activities and concerns VII ELECTION AND APPOINTMENT PROCEDURES a. Elections will be organized by the current SCHOOL COUNCIL. b. Elections will be held annually during the first thirty days at the beginning of the school year. SCHOOL COUNCIL Members will commence their new responsibilities upon commencement of the new school year after elections. Gloucester High School Council - Constitution Page 6

c. Information about the election will be communicated, in the School Media and by special notice sent out to parents indicating positions available. d. THE CHAIR, VICE-CHAIR will be elected from the Parent Representatives. e. THE PARENT/GUARDIAN REPRESENTATIVES: will be elected by parents/guardians whose children attend GHS and are present at the Election. f. Nominations will be received in writing by Chair, prior Council Member, or Principal if no other Council Members are present prior to the election or may come from the floor at the election. If necessary a secret ballot will be conducted for those in attendance. A scrutineer(s) appointed by the outgoing school council will tabulate results and present the new school council members. Election by acclamation will occur where there are not sufficient nominees to conduct a secret ballot. g. THE STUDENT REPRESENTATIVE(S) may represent the Junior and Senior grades of the student body. The Student Representative(s) will be appointed by the Student Council of GHS. When two Student representatives are appointed, one may represent the junior grades (Grades 9 and 10) and the other may represent the senior grades (Grades 11 and 12). h. THE TEACHER REPRESENTATIVE: will be elected by the school teaching staff i. THE COMMUNITY REPRESENTATIVE(S): will be selected by the SCHOOL COUNCIL. Any member of SCHOOL COUNCIL may recommend persons for consideration. j. ADMINISTRATIVE/SUPPORT STAFF REPRESENTATIVE: will be elected by the administrative/support staff. k. COMMUNICATION: The names of all SCHOOL COUNCIL members will be published in Gator Power and the names will be forwarded to the OTTAWACARLETON DISTRICT SCHOOL BOARD within 15 days following the elections. l. ABSENTEEISM: The Chair/Vice Chair shall contact any member absent for two consecutive meetings, or four meetings in a school year, to ascertain the member s interest in the SCHOOL COUNCIL. Four absences may result in termination of SCHOOL COUNCIL membership. Subject to the COUNCILs need, the EXECUTIVE may elect another member by majority vote. VIII TERM OF OFFICE a. The term of office of the EXECUTIVE shall be for one year, but all EXECUTIVE members may be reelected annually, except for the PRINCIPAL who will automatically be entitled to serve on the EXECUTIVE while being the Principal at the school. b. The PAST CHAIR may serve as ex-officio member. Gloucester High School Council - Constitution Page 7

c. Membership of the SCHOOL COUNCIL will terminate when a member: i. ceases to hold the criteria for representation at the SCHOOL COUNCIL; ii. no longer has a child enrolled in GHS iii. no longer is employed at GHS iv. submits a letter of resignation to the Chair; v. has missed two consecutive scheduled meetings without written or verbal notice to the Chair IX SCHOOL COUNCIL PROCEDURES a. All meetings shall be open to members of the school community. b. The quorum for council meetings shall consist of a majority of the SCHOOL COUNCIL membership present, and the parent/guardian representatives in attendance must form the majority of the quorum. c. The means of decision-making shall be by a majority vote of the members. Each SCHOOL COUNCIL member will have one vote, except the principal or designate who is a non-voting member. The Executive may decide to hold an electronic vote; the copies of the electronic vote will be submitted at the following meeting to the secretary for verification. d. Annual funding for the SCHOOL COUNCIL may come in part from a portion of the voluntary student fee collected at the beginning of the school year (September). In the event additional funding is required for general or specific activities, additional fund raising activities may be authorized by a majority vote by the SCHOOL COUNCIL. These monies are at the sole discretion of the SCHOOL COUNCIL for use to support the school in activities, resources, products, or any means decide by the SCHOOL COUNCIL. e. SCHOOL COUNCIL will develop a budget for the upcoming school year with input from the Principal and parents. A reserve should be considered for activities for the following year. These said monies are to be held in trust by the Principal and dispersed on the authority of the Chair (Co-Chairs) after appropriate direction from the SCHOOL COUNCIL. The Principal will provide an accounting of these funds as requested by the Chair. f. The AGENDA of each meeting may include: i. approval of minutes from the past meeting ii. business arising from the minutes iii. committee/working groups reports iv. principal s report v. chair s report vi. student report vii. correspondence viii. new business ix. question period x. teacher representative s report xi. administration/support staff representative s report xii. community representative s report Gloucester High School Council - Constitution Page 8

X MEETINGS a. There will be a minimum of four meetings per year however one meeting per month is recommended, from September to June at an agreed upon time and dates. XI AMENDMENTS TO THE CONSTITUTION a. A proposal to amend the Constitution may be made by a parent or councilmember in February. Proposals will be discussed at the March meeting, or a special meeting may be called by School Council to discuss and consider any necessary changes. Thirty days notice must be given in the form of a special notice distributed to parents. Any adopted amendments to the constitution will take effect on September 1st of the following school year. b. Any amendment to the Constitution shall require a two-thirds majority of voting members present at the meeting. c. A copy of the Constitution will be made available to any person upon request, on the school website, and on file in the GHS administrative office. Amended on: (Date after notice has been given for 30 days as per Par. XII of the this constitution) Chair: Vice-Chair: Secretary: Member-at-Large: Principal: Dan Rambo Margo Jeske Dianne Riddell Cathy Montpetit Alan Johnson Approved by the GHS School Council on May 1, 2012 Gloucester High School Council - Constitution Page 9