Article 1: Name and Address
The organization will be known as Wilshire Elementary school council. The members of the school council shall be responsible for maintaining the constitution.
Wilshire Elementary School, 265 Beverly Glen Blvd, Vaughan, ON, 905-889-6767.
Article 2: Mission Statement
Our school council is a collaborative and co-operative body whose mission is to facilitate a partnership between members of the school community to achieve the highest possible standards of education in an inviting and wholesome environment.
Article 3: Purpose and Objectives
To contribute to the optimal effectiveness of Wilshire Elementary School by:
- Encouraging effective parental involvement in the education of their children,
- Providing a means for regular communication and dialogue between all partners in education,
- Participating in the school improvement planning process,
- Providing meaningful consultation and extensive involvement of all members of the school community,
- Fostering parental and community involvement in education,
- Encouraging meaningful involvement of all members of the school community in support of student learning,
- Providing input into decisions made by the school administration, the Board and the Ministry,
- Encouraging effective parental involvement by focusing on the following areas: parenting skills, communicating, volunteering, learning at home, decision making and collaborating with community,
- Helping to co-ordinate the services for school, family and community partnerships related to social, health, recreational and nutrition programs that assist in the education of children, and
- Facilitating the building of a viable school community, which works together in the best interests of our students and their education.
Article 4: Procedures and Operating Guidelines
The operational procedures of this council are outlined in YRDSB Procedure #262, see Appendix 1. All recommendations and activities of the council shall comply with all Ministry of Education Acts, York Region District School Board Policies and Procedures and Staff Collective Agreements.
Article 5: Membership
As per Board Procedure #262, there will be six parent members and one community member on school council. There shall be no more than one member on the school council from any one household. Every effort should be made to include student voice on council, therefore, council seeks to have a student representative (either by election of student council, or by appointment by the Principal) liaising with school council and attending meetings whenever possible and appropriate.
Article 6: Elections
Elections will be held to form the school council each year. The following positions on council will be offered: Chair/Co-chairs, Secretary, Treasurer, Communications, Education/Community Events, Fundraising, Food, Member(s) at Large.
- Acclamations. Parent elections shall be by acclamation when the number of candidates is equal to, or less than the number of parent member positions on the council (six).
- Election Procedures for Parent Members
- Each parent/guardian seeking election must be nominated or self-nominated in writing, must have a child registered at the school, and must declare if he or she is employed by the Board.
- Each parent/guardian of a student enrolled in the school shall be entitled to one vote for each vacant parent/guardian membership position on the council.
- The school council shall strike an election committee in May, to help plan the election process, the gathering of nominations, and the running of the election. No one standing for election, or the spouse of anyone standing for election, shall be a member of the election committee.
- The election committee shall:
- provide nomination forms
- ensure that the school community is notified of election procedures and election date(s), location, and time, at least fourteen days in advance of election;
- request a profile from all candidates and make these available to the electorate;
- conduct the elections by secret ballot;
- count the ballots;
- help the principal notify all candidates of the results;
- keep all the results and related information confidential;
- only release the names of successful candidates. A list of candidates and the vote results will be kept on file for use in the event of vacancy on the council.
- shall notify all individuals standing for election of the results before the results are released to the school community.
- Elections shall take place just prior to the first council meeting of the school year, in September/October within 30 days of the start of school. The first council meeting shall take place within 35 days of the start of school.
- Terms of Office. Elected and appointed members may seek additional terms of office.
- Vacancies in Membership. A vacancy in the membership of a school council does not prevent the council from exercising its’ authority. If parent member positions remain vacant on council, after the election, the council may appoint parent members. Positions that become vacant due to resignation or removal shall be filled as soon as possible by: offering the person with the next largest number of votes who was not elected, the opportunity to accept the position, OR, where there are not enough candidates to fill the vacancies, notice will be sent to all parents informing them of the vacancies and application by interested volunteers sought. If there are more applications than positions, an election will be called. When no more candidates are available, council may appoint parent members. Vacancies will only be filled until June of the current year, at which time the vacant positions will be filled through September elections.
- Resignations. Anyone who is a council member, except the principal, may resign their position by writing a letter of resignation to the chair. If someone resigns the position vacated will be filled according to Article 6.4 Vacancies.
- Removal. The council may choose to remove from council any member who misses 2 consecutive meetings and shall undertake to replace that person according to Article 6.4: Vacancies. The council may choose to vote to remove from council any member who acts in a manner that contradicts the purpose and objectives of council according to Article 3. In that case, a private meeting of the members of council and the Principal should be held to discuss the issues at hand. A consensus of the remaining members of council is required before action is taken to remove a member of council.
Article 7: Meetings
- Timetable of Meetings. At the first meeting of the new school year, a timetable will be created which states the meeting dates agreed to for that school year. A copy of these dates and times will be included in communication(s) to the families of the school. It is recognized that the timetable may change at any time. A copy of the list of dates and times of meetings will be sent to the local trustee.
- Quorum. A meeting will have quorum if: the majority of council members are present AND the majority of those present are parents. A meeting of council can be held if there is no quorum but all voting will be deferred.
- Decision-making. The preferred method to resolve issues on council is by consensus. Consensus is a collective opinion or general agreement by ALL the council members. In the case where a decision cannot be reached through consensus, the chair may decide on one of the following:
- To have a vote by way of a show of hands or a silent vote by those present in which a 51% majority shall carry the vote
- To defer the issue to the next meeting
- To defer the issue to a special meeting
- To defer the issue to a sub-committee
- Conflict of Interest. If individual council members perceive themselves to be in conflict of interest, they are honour bound to declare their conflict at the earliest possible opportunity and at the time of the meeting, so the minutes may reflect this declaration. Council members cannot receive any remuneration for their work as a member of council.
- Conflict Resolution. The council will undertake to resolve all internal conflicts within its’ mandate in a timely manner. The council will abide by any conflict resolution policy issued by the Board.
Article 8: Financial Records
- Signing Authorities. The treasurer and a second member of council (preferably the chair) are the signing authorities. Both signatures will be required.
- Disbursement and Allocation of Money. All money must be collected by the end of the year. Funds should be dispersed or allocated to a specific purpose by the end of the year.
- Annual Audit. Each year, there will be an independent audit of the school council books performed by an accountant.
Article 9: Agendas and Minutes
- Agendas. Agenda items should be submitted to the chair one week prior to the council’s next meeting. The chair will set the agenda with the principal, prior to the meeting.
- Minutes. Minutes shall be posted in the school prior to the next meeting of the council. The minutes shall include motions, decisions and actions to be taken. Members of the council must inform the chair if they are going to be absent from a council meeting.
Article 10: Constitutional Amendments
The school council will review the constitution every two years or as the need arises. A sub-committee can perform the review and bring proposed amendments to the school council for voting. Amendments to the constitution must be presented to the council, at a regularly scheduled meeting. Constitutional amendments need a 2/3 majority to be passed.