St. Gregory Elementary/Junior High School School Council Operating Procedures Made by the Officers as evidenced by the signatures of the Chairperson and Treasurer Chairperson Treasurer Approved by the Council Members as evidenced by the signature of the Secretary Secretary Page 1 of 12
Contents 1. MISSION, GOVERNANCE, PURPOSE AND CODE OF ETHICS Mission Governance Purpose Code of Ethics 2. SCHOOL COUNCIL MEMBERSHIP Executive Officers Other School Council Positions Vacancies 3. NOMINATIONS, ELECTIONS AND DUTIES OF EXECUTIVE OFFICERS Nomination Election Duties Other Executive Council Positions 4. SCHOOL COUNCIL COMMITTEES Overview Executive Committee Standing Committees 5. MEETINGS Procedures Regular, General and Special Meetings Attendance Agendas 6. QUORUM AND VOTING Quorum Voting 7. FINANCES General Bank Account Signing Authority Financial Planning & Fundraising 8. MAKING AND AMENDING BYLAWS Page 2 of 12
St. Gregory Elementary/Junior High School 1. MISSION, GOVERNANCE, PURPOSE AND CODE OF ETHICS Mission To provide an opportunity for parents, school administration, teachers, community members and students to work together resulting in a more vibrant and effective school community Governance These are subject to the School Act and to the current Calgary Catholic School District School Council Handbook, in that order; Sections not covered by these are subject to and covered by the School Act and the current Calgary Catholic School District School Council Handbook, in that order, including but not restricted to Limitation of Liability, Insurance and Definitions; Council Members will be governed by the School Act, the current Calgary Catholic School District School Council Handbook and these in that order; The interest of and voting by a Council Member in the School Council is nontransferable; Any Council Member may withdraw as member of the School Council by notice in writing to the Chairperson. Purpose The purpose of the School Council is to: Consult and advise the Principal on any matter relating to the school in order that the Principal may ensure students registered at the School have the opportunity to meet the standards of education set out by the Minister; Provide a liaison between parents and school administration, recognizing that the role of the Council is not to replace or interfere with direct communication between parents and the Principal or their children s educators; Strengthen and promote communication between the school and the parents and between the school and the community in matters of general interest; Provide a liaison between the school and school trustees; Provide advice and suggestions for improvement of school programs; Increase parental involvement in the educational process; Page 3 of 12
Enhance the spiritual, academic, emotional, physical and social development of the students registered at the School; Involve parents as resource people in school; Assist the school financially and socially; Provide advice and direction to any School Council Committee; Provide expertise and assistance for special events; and Do anything it is authorized to do under the regulations. Code of Ethics The council members agree to adhere to the Code of Ethics set out in the Handbook. Specifically, council members shall: o Abide by the legislation that governs them o Be guided by the mission statement of the school and school council; o Endeavour to be familiar with school/district policies and operating practices and act in accordance with them; o Practice the highest standards of honesty, accuracy, integrity and truth; o Recognize and respect the personal integrity of each member of the school community o Declare any conflict of interest o Encourage a positive atmosphere in which individual contributions are encouraged and valued; o Apply democratic principles; o Consider the best interests of all students; o Respect the confidential nature of some school business and respect limitations this may place on the operation of school council; o Refrain from disclosing confidential information o Limit discussions at school council meetings to matters of the whole school community as a whole; o Use the appropriate communication channels when questions or concerns arise; o Promote high standards of ethical practice within the school community o Accept accountability for decisions; and o Accept no payment for school council activities 2. SCHOOL COUNCIL MEMBERSHIP Each parent having a child registered at St. Gregory Elementary/Junior High School is entitled to be a member of the school council. The following individuals are Council Members: Any individual who is the parent, guardian or legal custodian of a student registered at the School; The Principal; The Vice-Principal, Assistant Principal or a teacher as a representative of the teachers of the School; and Page 4 of 12
One or More community representative, who are not parents of student enrolled at school. Must be elected by School Council. Executive Officers The Executive Officers shall be: Principal Chairperson Vice-Chairperson Treasurer Secretary Past chair Other School Council Positions Parish Liaison Member of Teaching Staff (vice principal, assistant principal or teacher) School Council Committee Chairpersons (coordinators) o Special Lunch o Fundraising Community Liaison (optional) Vacancies With the exception of the school council position filled by the principal, the school council may appoint qualified persons to fill vacancies until the vacancies can be filled by the appropriate constituents or, in the case of new officers, are elected at the next school council general meeting. 3. NOMINATIONS, ELECTIONS AND DUTIES OF EXECUTIVE OFFICERS Nomination At the meeting in May the School Council shall start reviewing the School Council executive and determine what positions will be vacant the following year and shall begin to consider nominations for those positions. Nominations will be requested through newsletter and or email distribution. Each candidate shall only be nominated for one executive position to ensure the broadest degree of involvement. Nominations will be accepted up to and including the date of the election meeting, Nominations will also be accepted from the floor at the Annual General Meeting in September. No candidate shall be proposed unless he/she has consented Page 5 of 12
Chairperson shall present the slate of nominees to school council A motion to accept the slate of nominees will be made. Terms of Office The term of office for Chairperson, Vice-Chairperson, Treasurer, and Secretary/Secretaries shall be a minimum of one year. The maximum term for the Chairperson will be two years. It is not intended to make it impossible for capable and willing volunteers to continue working on the school council. After the term of past-chairperson, a person can stand for any office at the General Meeting held in September. Election All Executive Officers shall be elected by a majority of votes cast at the September General Meeting, providing there is a quorum present. If a position is not filled or is vacated during the school year for unforeseen circumstances, the position can be filled at any future meeting by a majority of votes. Duties All members of the Executive Committee shall assume their responsibilities on the first day of the new school year the September after being elected and General Duties The Executive Committee shall have general control of the affairs and funds of the School Council. Each member of the Executive Committee will keep records and file correspondence as necessary for future communication and continuity. The specific powers and duties of the Executive Officers shall be as follows: Principal Has the final responsibility for all school activities; Ultimate responsibility for all school budget decisions In consultation with the Chairperson and/or executive, sets meeting dates and agenda items Retains a hard copy of agendas, minutes, and financial statements for 7 years Supports and advises the council from an administrative perspective Receives and reviews monthly bank statements Provide liaison between the council and school staff; Page 6 of 12
Provides reports to school council Chairperson Preferably the chairperson will be someone who has been on the council previously (for continuity) In consultation and with the approval of the principal Consults with the principal and executive regarding agenda items and meeting dates; Calls and chairs meetings Attends parent/trustee meetings or sends a designate(s) from school council or interested parents, and presents a report regarding each parent/trustee meeting at the following school council meeting; Follows existing school council s operating procedures Is familiar with School council Handbook Is familiar with all school Council roles and what they entail; Ensure minutes are recorded and maintained and will send draft minutes out to executive for review prior to next council meeting; Oversees all committees; Solicits input from all members; Mentors the Vice-Chair in preparation for assuming role of chair; Provides all new members with a copy of the operating procedures; Works with the principal to ensure their is regular communication with the school community; The chairperson shall be a non-voting position; except in the event of a tie vote. Both signatures of chair and principal must be on all school council communication to council members and parents at large; Completes and submits the year-end report to the Board of Trustees by September 30 of each year; Vice-Chairperson Continuity is provided through this office. The Vice-Chairperson shall work closely with and assist the Chairperson. Conducts meeting in chairperson s absence; Shall move into Chairpersons position upon resignation or at the end of the term Records minutes in the absence of secretary; Reviews operating procedures yearly in consultation with the chair and principal Attends Trustee meeting/forums in Chairs absence Promotes teamwork and assists the chair in the smooth running of meetings Treasurer Must be familiar with Section E Finance in the School Council Handbook Page 7 of 12
School Council Bank Statements must be mailed and receive at the school. Maintains financial records of all transactions for the school council s bank account Provides a financial report at each meeting Ensures accurate accounting procedures are followed Manages all financial transactions of the council: cheque writing, reconciling, holding cheques and preparing deposits Maintains spreadsheets to record payments/balances and budgeted vs. actual expenses; Arranges with council for new signatures on Bank Account In June prepares report for school council year-end report (due September 30) Secretary Records minutes at all meetings and then distributes minutes to the chair and principal for review prior to the next meeting at which time they will be included in the agenda for approval Through the principal, notifies the school community of meetings and activities Records minutes for council meetings; through the principal posts on website and emails to all parents. Maintains school council files/minutes in a binder for archives and for audit purposes; Transfers annual files and year-end report to new executive Other Executive Council Positions Parish Liaison The Parish Liaison shall consult with the Parish office to keep the council appraised of activities and concerns that the parish and council may both share. Teaching Staff Representative (or Vice Principal) The staff representative attends meetings to provide communication and continuity between staff, school council and parents. School Council Standing Committee Chairpersons The Chairperson(s) for each committee is responsible for: Providing a verbal report at general meetings as required; Preparing and circulating information regarding the subcommittee that needs to be communicated to the parent body via the school council or by email; Keeping a record of all activities and correspondence in regards to that committee s functions and have these records available as needed; Communicating any concerns and/or proceedings directly with the chair or vice-chair Page 8 of 12
4. SCHOOL COUNCIL COMMITTEES Overview The Chairperson, will appoint the committee chairperson for the period of one year, in consultation with the Executive Committee. Each Committee Chairperson s term may be extended upon agreement of the Executive Committee. Each Committee Chairperson will obtain the members of the committees on a voluntary basis. Executive Committee The Executive Committee shall consist of the School Principal and the School Council Officers (Chairperson, Vice-Chairperson, Treasurer and Secretary/Secretaries). Standing Committees The standing committees of St. Gregory Elementary/Junior High School Council include but are not limited to: Special Lunch (Coordinator) Committee Fundraising (Coordinator) Committee Other Committees Other committees may be formed to perform a particular function and may be dissolved when the task is completed. Other committees shall be formed at the discretion of the Executive in consultation with the Council. The Executive Committee shall designate the powers and terms of the committees. 5. MEETINGS Procedures The model of governance of St. Gregory Elementary/Junior High School Council shall be that of a town hall. This means that all matters are to be discussed and voted on during regular or general meetings of the School Council. The Chairperson shall facilitate the meeting of the School Council and ensure that only matters appropriate for School Council consideration are placed on agendas. Meetings may be cancelled or rescheduled, at the discretion of the Chairperson, in situations where quorum is not present or due to unforeseen circumstances. Every effort shall be taken to ensure the length of meetings shall not exceed two hours. Page 9 of 12
Regular, General and Special Meetings Annual General Meeting (AGM) will be held in September within a minimum of 20 days after the start of school of each year with the primary purpose of a. Electing the new Executive committee b. Reviewing Operating Procedures c. Accepting financial statement of the previous year d. Planning Budget for upcoming year e. Review school vision or mission statement and discuss any changes in school program or focus when necessary. All meetings for each school year will be scheduled at the AGM and communicated in advance of the next meeting so all members can plan ahead and as many parents as possible can attend. Regular Meetings: There will be a minimum of eight scheduled regular meetings per year. Once a month from September to May with an optional June meeting. Special Meetings may be called at the discretion of the Executive Committee. Attendance All members of the School Council Executive Committee are encouraged to attend Regular and General Meetings. The meetings are open to all members of the School Council as defined under Section 2: School Council Membership. Agendas An agenda for each Regular or General Meeting will be made public to all members in advance to each meeting so all members are aware of what items will be discussed. Suggested agenda items will be accepted on an ongoing basis up to one week prior to a scheduled meeting. Agendas will be finalized in consultation with the principal and school council chairperson. Agendas will be distributed to school community at least two days before each scheduled meeting. When any new item or topic arises it will be tabled and put forward for an agenda item at a future meeting. 6. QUORUM and VOTING Quorum Quorum for a meeting shall be: a. A majority of the Executive for the Executive meetings. b. Four people excluding the Principal and Chairperson for a Regular or General Meeting. c. A majority of a committee for a committee meeting. Page 10 of 12
Quorum for voting shall be: a. Four people excluding the Principal and Chairperson for votes relating to financial matters and elections; and b. Majority of those present excluding the Principal and Chairperson for non-financial and non-election items. c. If quorum is not established, the chair will inform council that the meeting will proceed, however without quorum, no voting shall take place. If voting is required a second meeting may be called to deal with the matters that require voting. Voting Voting by School Council will be carried out by show of hands, with a motion to pass, a seconded motion and all in favour, followed by a declaration by the Chairperson of that the vote has been carried, carried by a particular majority or not carried. An entry to that effect in the minutes of the meeting is conclusive evidence of that fact. At every meeting, a Council Member in person has one vote in respect of any motion to be voted on. Voting may not be done by proxy. The chairperson will be a non- voting person except in the event of a tie. The Principal is a non-voting member of the school council since school council is advisory to the Principal and the Principal holds the right to veto and is the final decision-maker. 7. FINANCES Budget Approval: The draft of the School Council budget shall be presented at the October school council meeting. The final School Council budget shall be approved at the November School Council meeting. Unforeseen Expenses: (Expenses that may occur between meetings, e.g. condolences) the executive may approve expenditures not more than $300.00. Must be reported to council at the next School council meeting. Expenditures over $300 require advance approval by School Council. Financial commitments must be voted on and approved at a meeting of School council. Financial records of the school Council must be maintained at the school for seven years Page 11 of 12
Bank Account The Treasurer will ensure a monthly bank statement is received and that the cancelled cheques or imaged copies (front and back) of the cheques are received with the bank statement. The bank statement must be sent to the principal by the bank and the principal will ensure the school council chair and school council treasurer each receive a copy. The Bank Account must also provide chequebooks with detailed cheque stubs. As well, each cheque should be pre-numbered with the school council's name clearly identified on the top of the cheque. This provides adequate documentation to facilitate an audit trail. Finally, the Treasurer is responsible for preparing monthly bank reconciliations for each bank account comparing the balance in the bank account to the balance in the chequebook to ensure that all transactions are properly recorded and that there are no bank errors. The reconciliation should be prepared on a monthly basis and approved and signed by the principal. Signing Authority To facilitate necessary financial transactions and banking, two signatures shall be required for all financial transactions, those of the chairperson or treasurer and the principal. Signing authority for all financial transactions shall be transferred within 30 calendar days of change in the council-authorized signatures. Financial Planning & Fundraising Within the first three months of the school year, School Council will determine its goals and priorities for that school year and that they are aligned with the School Plan. Goals may or may not include fundraising. The school council should examine the school's financial needs, identified by the principal and staff, and determine whether fundraising is required. Fundraising initiatives will be undertaken following extensive School Council dialogue regarding the purpose and type of fundraising to take place and a vote in favour of doing so was reached as per Section 6: Quorum and Voting. Furthermore, the purpose of the fundraising must be aligned with St. Gregory s Three Year Plan. The financial objectives are to be documented within the minutes of that meeting outlining how the funds raised should be spent. 8. MAKING AND AMENDING OPERATING PROCEDURES These Operating Procedures maybe amended during the school year. These Operating Procedures shall continue in force from year to year unless a. They are amended at a special meeting of School Council called for that purpose b. The amendment is approved by a majority of the School Council members present at the special meeting. The amendments shall take effect immediately upon being approved Page 12 of 12