Site Council By-laws 1. PURPOSE The concept of school based collaboration is based on the belief that the individual school, in most cases, is the most manageable and influential unit for building a quality instructional program. In Kyrene, school based collaboration is designed to maximize the learning of each student through quality school-level decision making. By placing significant decision making authority at each school, students, parents, teachers, support staff and principals will directly impact their school's learning environment and academic success. 2. MISSION STATEMENT The mission of the Brisas Site Council is multi-faceted. The Council serves as a forum for communication between students, parents, staff and community. The Council establishes school improvement goals and monitors progress towards these goals. As a cohesive unit, the Council helps guide in making decisions, honors accomplishments, and facilitates future endeavors that enrich the school community. The Council works to bring the community together in creating a school full of pride and enthusiasm. 3. MEMBERSHIP The Site Council will consist of not less than ten and not more than twelve members: Principal Assistant Principal *3 teachers or 4 teachers *3 parents or 4 parents 1 community representative 1 classified employee *The number of parents and teachers must be equal 1
3.1 MEMBERSHIP SELECTION 1. Each "stake holder group" (teacher, parent) will self-select their representative. This selfselection will be done as a voluntary lottery. 2. Two (2) alternates will be identified for teacher and parent members through the same selection process used to select the representatives. 3. The community representative will be selected through a voluntary lottery process. 4. All new site council members will be selected and named prior to the start of each school year. 5. Resignation will be filled with a predetermined alternate identified annually when team openings are being filled. 3.2 TERMS OF OFFICE 1. Site Council members (Parents and Teachers) will serve staggering three-year terms. One teacher and one parent will rotate off a year. The rotational process will start in the 1996-97 school year. A lottery process will be used to determine which members will be rotated off in the first year. 2. Community Members and Classified Members will serve 1-year terms with an option to renew. 3. For the purpose of determining terms of office, all terms shall be considered to have commenced on August 1 of the calendar year in which the member joins the Site Council. 3.3 ATTENDANCE 1. Attendance of team members is required at all meetings and events conducted by the Site Council. If it is necessary for a team member to be absent from a scheduled Council meeting, then the member must inform that month's facilitator(s) of his/her absence. 2. When a member has missed 3 meetings, and or required events, within a school year (August 1 through July 31), the Site Council will evaluate the member's situation. The team may, at its discretion, formally request that the member resign, or may initiate procedures to remove the member from office in accordance with the rules specified in Section 3.4. 2
3.4 RESIGNATION AND REMOVAL FROM OFFICE 1. A member may, at any time during the term, resign from the site council by notifying the Principal either in writing or verbally of the intent to resign. The Principal shall submit an acknowledgement to the resigning member in writing. The open position on the team shall be filled in accordance with the rules on membership specified in Section 3.1. 2. If a member fails to maintain attendance as required by these by-laws, the Site Council may formally request the member to resign with a 2/3 majority vote of the team members. This request shall be submitted in writing to that team member. The member asked to resign will have 21 days to respond to the request. If the member elects not to resign, or if the member fails to respond within 21 days, the Site Council may, at its discretion, remove the member from office with a 2/3- majority vote of the team members. In no case shall a member be removed without first being asked to resign according to the procedures specified herein. 3. Any vote to remove a member from office shall be clearly listed on the published agenda for the meeting. 3.5 ADDITIONAL CONDITIONS 1. All newly selected site council alternates, along with site council members, will be required to attend collaboration training, if scheduled. 4. COLLABORATION TEAM ROLES 1. Facilitator: facilitator of group (see the definition). 2. Timekeeper: a member of the group who agrees to keep track of time and notifies the group when the allotted time for an agenda item has been spent. 3. Recorder: a person who writes down key ideas from team members on large sheets of paper displayed in front of the group creating the group memory. 4. Member: responsible for using and helping the group maintain the group norms established by the team. 5. Secretary: responsible for keeping minutes. 3
4.1 THE ROLE OF THE FACILITATOR 1. The role of the facilitator will be rotated among the site council members. Two members of the site council will facilitate at a meeting. When possible, the two facilitators will be one from the parent/community members and one from the Brisas staff members. 2. The facilitator(s) should call on people in order to get a response from all participants, thus completing the task by defining and going through the collaboration process. S/he makes sure everyone has an opportunity to speak by soliciting input from people who don't speak up rather than from those who dominate. S/he gives everyone a chance to contribute. 3. The facilitator(s) should make sure group norms are followed. S/he should keep the pace moving. Members will be allowed to agree to disagree. 4. The facilitator(s) should ensure that a person's response is exactly what s/he wants to say and that people in the group understand what was said. The facilitator(s) should probe answers for elaboration and clarity and paraphrase to express understanding. S/he should let any member state their opinion. 5. The facilitator(s) should keep the group focused, on task and defined while keeping the group headed toward the goal. S/he stays on the subject and periodically redefines the goal being discussed. S/he is the person who coordinates different ideas and goals, pulling them together while noting issues not necessarily on task. The facilitator(s) allows for additions and questions afterward on previous points. S/he knows when to end the task by bringing closure and prioritizing items of discussion. 6. The facilitator(s) prepare the agenda as written at the previous meeting and distribute it to the Site Council for the current meeting. 7. The facilitator(s) of each meeting are responsible for enforcing the open meeting rules. 4.2 ROLE OF THE SECRETARY 1. The secretary needs to listen and write down an accurate account of the meeting by writing a summary. 2. The role of the secretary may be rotated on a sign-up basis among Site Council members. 3. The secretary will present the written minutes of the meeting at the next scheduled Site Council meeting. 4. A non-committee member may serve in the role of secretary and is therefore not directly involved in the decision making process. 4
5. MEETINGS 1. Meetings will be held at least quarterly during the school year. 2. The Site Council will follow the agenda as printed. 3. Regular meeting times for the Site Council will be agreed upon, published and open to the public. 5.1 QUORUM 1. A quorum consists of 80% of Site Council members. 5.2 MEETING FORMAT 1. Each meeting shall be conducted according to the following format: Grounding: An opportunity to hear how people are feeling and what they hope to accomplish at the meeting. A whip format (going around the table one by one) is used. Community Input: An opportunity for community members to address the Site Council. Each individual will have no more than three minutes to talk to the group. Old Business: Includes subcommittee reports, previous month's minutes, and work carried over from previous meetings. New Business: Discussion of new topics as established from the previous month's meeting Set Agenda: Formulate next meeting s agenda Closing: An opportunity for group announcements A whip (going around the table one by one) to hear how people felt about the meeting 2. The agenda may only be changed with the consent of all council members. 5
5.3 PROCEDURES 1. All topics and subjects being addressed will be followed by open discussion. When discussion is moved to the round table format, each individual will express their opinion without interruption or having to defend their perspective. 2. A whip may be conducted for individuals to present their position. Each statement should be brief and precise. 5.4 GROUP NORMS 1. All committee members are expected to use the norms during Site Council meetings. It is expected that all members help the group maintain the group norms. Respectful Listening No side conversations One person speaks at a time Listen first to understand Paying attention to self and others 2. Make sure everyone has chances to talk so all voices are heard. You are personally responsible for expressing yourself honestly. 3. Believe that we are all here for positive best interests. Respect each other's views Hear the best in every statement 4. Honor time commitments Maintain start and end times 5. Use consensus in decisions to ensure equal power 6. Use questioning and dialogue to understand diverse thoughts 7. Recognize one another's worth/give encouragement 8. Put aside personal interests for the good of the whole 5.5 OPEN MEETINGS The following guidelines shall be utilized for Site Council open meetings: 6
1. Observers can address the Site Council during the Community Input section of the meeting. Individuals will be limited to 3 minutes. 2. Observers should not speak or address the Site Council during the rest of the meeting. 6. DECISION - MAKING 1. The team will research, review and solicit outside input from the community, as needed, when reviewing topics that require a decision to be made. 2. The team will make every effort to come to a decision by utilizing the consensus method. 'In the event the team cannot reach consensus, the team members need to come to an agreement about which option to use. The team may exercise any of the following: a) Move the topic to the next meeting for further review or information gathering b) Agree to disagree and drop the topic c) Assign a subcommittee to the topic for further research i. Subcommittee will be used when necessary. Consensus of members present will be required for a topic to be moved to a subcommittee. ii. iii. iv. Subcommittees may research and review topics and make recommendations for the Site Council to review. Subcommittee recommendations will be handled like a consensus statement, with each team member being able to express their disagreement or acceptance, with respect to the subcommittee's efforts. A subcommittee may also be assigned to complete unfinished business on any particular topic. Such a committee shall remain committed to the vision statement established by the Site Council on any subject/topic handled in this matter. d) The specific item will be voted on i. A minimum of 80% of the representatives must be present before a vote can be conducted. Therefore, a quorum is necessary before a vote can be taken. ii. iii. The percentage of votes required to pass any item or topic is 75% of the quorum. An item will be voted upon once. The outcome of the vote will be the decision of the team. All members shall support and respect the team's decision. e) The decision made by the Site Council will be referred to the Administration for implementation. 7
f) The principal serves as the instructional leader of the school and ultimately accountable for all decisions made by the Site Council. Therefore, if an impasse continues after facilitation, or, if in the judgment of the principal, the timing of the decision does not permit facilitation of an impasse, the principal shall make the final decision. 7. COMMUNICATION 1. Each member has the responsibility for representing their constituency and for communicating to/with them. 2. Official minutes from the current school year will be kept of each Council meeting and placed in a notebook in the school office after approval. The notebook will be accessible to the community. Council agendas and minutes will also be posted on the school website. 3. The school newsletter will be the official means of communication to the community regarding Council activities. 8. AMENDING THE BY-LAWS 1. The Site Council by-laws can be amended or suspended by a 3/4-majority vote of the team membership. Amendments may not violate federal, state or district policies or regulations. As Amended 4/10/2009 8