ST JAMES CATHOLIC GLOBAL
LEARNING CENTRE SCHOOL
COUNCIL BY LAWS
Established December 2013
Draft copy written: October 2013, November 2013, December 2013
Approved: 3 December 2013
Table of Contents
1.0
DEFINITIONS.......................................................................................................4
2.0
NAME.................................................................................................................4
3.0
MISSION STATEMENT .........................................................................................4
4.0
AIMS AND OBJECTIVES .......................................................................................5
5.0
ROLES AND RESPONSIBILITIES .............................................................................5
6.0
NOMINATIONS AND ELECTIONS PROCEDURE ......................................................5
a) Ministry Legislations: ....................................................................................................................................5
b) Election Timelines: .........................................................................................................................................6
c) Election Process: ..............................................................................................................................................6
d) Election Committee Roles: ..........................................................................................................................6
e) Filling Vacancies: .............................................................................................................................................7
f) Election Planning Scheduling: ....................................................................................................................7
g) Following the Election: .................................................................................................................................7
7.0
MEMBERSHIP ( Positions ) ..................................................................................8
a)
b)
The St James Catholic Global Learning Centre School Council shall be comprised of: .......8
Membership in the Catholic School Council shall be determined in the following ways: 8
8.0
OFFICERS ............................................................................................................8
9.0
MEETINGS ..........................................................................................................9
10.0
VOTING ............................................................................................................9
11.0
CONFLICT OF INTEREST .....................................................................................9
12.0
FUNDRAISING ................................................................................................. 10
13.0
DISBURSEMENT OF FUNDS ............................................................................. 10
14.0
LIABILITY ........................................................................................................ 11
15.0
SUB-COMMITTEES .......................................................................................... 11
16.0
CONFLICT RESOLUTION PROCEDURES ............................................................. 11
17.0
CODE OF ETHICS: ............................................................................................ 13
18.0
AMENDMENTS ............................................................................................... 14
19.0
ANNUAL REPORT AND SCHOOL COUNCIL ANNUAL SURVEY ............................ 14
20.0
BY-LAW IN SCHOOL COUNCIL RECORDS .......................................................... 14
APPENDIX A .............................................................................................................. 15
1.0
2.0
ROLES AND RESPONSIBILITIES CATHOLIC SCHOOL COUNCIL ............................................. 15
ADDITIONAL RESPONSIBILITIES ....................................................................................................... 15
APPENDIX B .............................................................................................................. 17
1.0
CATHOLIC SCHOOL COUNCIL POSITION DESCRIPTIONS ........................................................ 17
APPENDIX C .............................................................................................................. 22
CATHOLIC SCHOOL COUNCIL
FUNDRAISING POLICIES ................................................................... 22
APPENDIX D .............................................................................................................. 24
MINISTRY OF EDUCATION REGULATION 612 .......................................................................................... 24
2
APPENDIX E .............................................................................................................. 33
MINISTRY OF EDUCATION REGULATION 613 .......................................................................................... 33
APPENDIX F .............................................................................................................. 39
DUFFERIN-PEEL CATHOLIC DISTRICT SCHOOL BOARD POLICY & REGULATIONS
CATHOLIC SCHOOL COUNCILS ........................................................................................................................ 39
APPENDIX G .............................................................................................................. 48
Sample Letter of ‘Intent’ ..................................................................................................................................... 48
APPENDIX H .............................................................................................................. 49
Sample letter Resignation by School Council Member .......................................................................... 49
APPENDIX I ............................................................................................................... 50
Sample letter Request for Membership Termination of School Council Member ...................... 50
APPENDIX J ............................................................................................................... 51
GENERAL ADMINISTRATIVE PROCEDURES 722.00 ............................................................................... 51
3
1.0
DEFINITIONS
The St James Catholic Global Learning Centre School Council was formed in
accordance with the Ministry of Education, Government of Ontario, and Policy
Memorandum 122. In addition, the Education Act, Section 265, R.S.O. 1990.
The Catholic School Council operates under the auspices of the Dufferin-Peel
Catholic District School Board. Also, as of September 1, 2001, the St James
Catholic Global Learning Centre School Council operates under and adheres to
Regulations 612/00 and 613/00.
For the purposes of this constitution:
“Board”
refers to the Dufferin -Peel Catholic District School Board
“Meeting”
does not include a training session or other event where a
School Council does not discuss or decide matters that it has
the authority to decide
“Parent”
includes a guardian as defined in section 1 of Regulation
612/00 (i.e. a person who has lawful custody of a child, other
than the parent of the child)
“Parent member” means a member of the St James Catholic Global Learning
Centre Council who is elected to the council in accordance
with section 4 of Regulation 612/00 or who fills a vacancy
created when a parent member ceases to hold office
2.0
NAME
The name of the organization for St James Catholic Global Learning Centre shall
be known as ST JAMES CATHOLIC GLOBAL LEARNING CENTRE SCHOOL
COUNCIL”
3.0
MISSION STATEMENT
The Council shall promote the vision, values and sacramental life of Catholic
practices of the Dufferin -Peel Catholic District School Board. The Council,
guided by the beliefs of the Dufferin - Peel Catholic District School Board, shall
identify problems and concerns within the school environment and work
collaboratively to develop strategies and solutions to enhance the development
and educational experiences of all students. The Council shall promote and
maintain a positive school environment for all students and staff; facilitate the
active and meaningful participation of the parents/guardians, and all members of
the St James Global Learning Centre Community; and, provide staff, parents,
and students with an accountable system to which they can voice their concerns,
comments and suggestions for the building of an effective school community.
The purpose of the Catholic School Council is, through the active participation of
members, to improve pupil achievement and to enhance the accountability of the
education system to parents.
4
Commented [JM1]: Does this date need updating since
the school only began in September 2013
Commented [MG2R1]: I think this dates refers to when
DPCDSB regulations 612 and 613 came into being so should
not be changed.
The Catholic School Council’s primary means of fulfilling its mission statement is
by making recommendations in accordance with O. Regulation 612/00 to the
Principal of the school and the Board that established the council.
4.0
AIMS AND OBJECTIVES
The aims and objectives of the Catholic School Council are as follows:
a)
b)
To promote the best interests of the Catholic school community.
To enhance the lines of communication among parents, administrators,
teachers and students in the school community.
To provide a forum for input into educational matters for members of the
school community.
To provide advice, opinions and direction to the administration of the
school, the Trustees, the Board and the Ministry of Education.
To complete the duties and responsibilities as outlined in Ontario
Regulation 612/00. (See Appendix 4)
To supervise the election procedures for the school council.
To support the procurement of the resources required for maintaining and
promoting quality education to the students of St James Catholic Global
Learning Centre.
c)
d)
e)
f)
g)
5.0
ROLES AND RESPONSIBILITIES
The two primary functions of the Catholic School Council are:
a)
To promote the vision, values, sacramental life and Catholic practices of
The Board;
To advise the Principal and the Board.
b)
Responsibilities
The Principal shall follow his/her responsibilities as outlined in Regulation 612/00
and Regulation 613/00. (see appendix 4 and 5)
The Catholic School Council shall follow the responsibilities for it as outlined in
Appendix 1.
6.0
NOMINATIONS AND ELECTIONS PROCEDURE
a) Ministry Legislations:
i.
ii.
iii.
April 1995 Policy and Procedure Memorandum No.122 was developed to
require school boards to establish School Councils at each school within a
board.
According to Ontario Regulations 612 elections must occur within the first
thirty days of each school year.
School Councils must establish bylaws that deal with election procedures
5
and appointment procedures for various positions within the council.
b) Election Timelines:
i.
ii.
iii.
School Councils term of office is September to the following September.
School Councils hold the last meeting prior to the New School Council
election being held.
All School Councils information including all financial records,
correspondence, historical data, binders, administrative items etc., from
the previous School Council are passed on to the newly elected School
Council.
c) Election Process:
i.
ii.
iii.
iv.
Each parent/guardian seeking election must be nominated or selfnominated in writing, must have child registered at the school, and must
declare if he or she is employed by the school board.
Each parent of a student enrolled in the school is entitled to one vote for
membership on council.
An election committee shall be struck by the School Council to coordinate
the election process.
Candidates must complete a nomination document, which must be signed
by an appointed official in the administration office. All nominations will be
closed one week prior to the elections. Nominations require the consent of
the nominated member.
d) Election Committee Roles:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
Provide nomination forms.
Ensure that the community is notified of the election dates
Location and time should be announced at least 14 days prior
Request a profile from all candidates and make these available to the
electorate. Candidates should be prepared to summarize their reason for
running on Election Day.
Conduct the election by secret ballot. Count ballots then destroy them.
Help the Principal notify the candidates of the results.
Keep all results and related information confidential.
The Principal of the school shall give every parent of a student fourteen
(14) days written notice of an election to be held for School Council.
Elections will be held for membership on the School Council every year.
Elections will be held during the first thirty (30) days of each school year.
Members may be acclaimed to the School Council if there are 10 or fewer
parent candidates.
The total number of parent members of the Catholic School Council shall
not exceed 10 members. Not including appointment members.
The School Council will elect officer positions, as the first order of
business of the new School Council at their first meeting. This must be
done within the first thirty-five (35) days of the school year.
No one standing for election, or his/her spouse, shall be a member of
election committee.
6
xiii.
xiv.
Only names of the successful candidates will be made public.
The committee should have representation of parents, teaching/nonteaching and administration.
e) Filling Vacancies:
Vacancies occur in School Councils membership for various reasons:
i.
Not all positions on the School Council were filled after an election.
ii.
A member resigns.
iii.
A member is unable to fulfill the roles and responsibilities (ex. due to
illness)
If any school council positions become vacant, the remaining members shall
constitute the school council, unless the parent/guardian majority is not
maintained.
i.
Should an elected parent council position become vacant prior to the next
election, the council shall fill the vacancy by appointment from the nonelected candidates from the previous election.
ii.
If none of the previous candidates remain interested in becoming a
member, the council may request that interested parents from the school
community submit their names for consideration. The council shall then
appoint one of those who indicate an interest.
iii.
When a vacant spot on council is filled, the new member’s term shall
expire at the time of the next election.
f)
Election Planning Scheduling:
i.
ii.
iii.
iv.
May/June: establish a committee to plan the election for the parent
representatives. Review the bylaws and establish a date and timelines for
the election in the fall. A nomination form should be developed.
Early September: In the newsletter the Principal should indicate how
nominations will be received, who is eligible, date of the election and
timelines for putting names forward to stand for election.
June: For secondary schools that do not have a September newsletter
must follow the above bullet in the June newsletter.
Mid September: List of nominees is prepared and presented for election
according to the bylaws. Principal to contact parents who completed forms
to welcome them to School Council if there is not election held.
g) Following the Election:
i.
ii.
iii.
iv.
School Council names shall be published in the School Council Newsletter
and or School Newsletter.
The Principal should begin to chair the first meeting to establish the Chair
or Co-Chairs for the Council.
Outgoing chairperson should have agenda ready for first meeting in
consultation with the principal.
The newly elected Chair should then run the meeting and all other
positions should be established as well as date and locations of meetings
established.
7
v.
7.0
A complete list of elected and appointed members of School Council
should be submitted to the Family Superintendent.
MEMBERSHIP (Positions)
a) The St James Catholic Global Learning Centre School Council shall be
comprised of:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
Elected Parent members (Maximum of 10)
Chairperson and Vice Chair or
Co-Chairs
Treasurer
Secretary
The Past Chairperson(s)
The Principal
Minimum of One Teacher, with no more than one combined vote
One Non-teaching representative (one person that is employed at the
school, other than the Principal, Vice Principal, or any other Teacher)
One Parish Representative, appointed in consultation with the parish
One community representative, appointed at large
One parent from the school community appointed as the Ontario
Association of Parents in Catholic Education (OAPCE) representative,
approved by the Council that is a member of the OAPCE, and endorsed
by the Regional OAPCE Council for the Dufferin-Peel Catholic District
School Board.
One Student Representative appointed by the Student Council on the
recommendation of the Principal.
Commented [MG3]: We have two teaching
representatives and one non-teaching, we should amend this
to allow 2.
b) Membership in the Catholic School Council shall be determined in the
following ways:
i.
ii.
iii.
iv.
v.
vi.
8.0
Parent members shall always constitute the majority of members on the
School Council.
A person who is employed by the Board cannot be appointed as the
community representative, if he or she is an employee at St James
Catholic Global Learning Centre.
An employee of the Board may be a parent member of the School Council
if they declare their employment prior to the elections and are not working
in the school in which their child attends. The one exception to this is if the
parent sits as the OAPCE representative for that Council.
An employee of the Board may not hold the Chair, Vice-Chair or Co-Chair
position.
A person who is employed at St James Catholic Global Learning Centre is
not eligible to be a parent member of the School Council.
To be eligible, a candidate must be an English separate school elector or
spouse.
OFFICERS
a) Officers of the School Council shall be the Chairperson (co-chairs), Vice8
Commented [MG4]: Tess commented here that this would
exclude Ellen but I because she is the OAPCE rep this is OK.
Chair, Secretary, Treasurer and the Past Chair. Other positions will be
elected from time to time as per the needs and requirements of the School
Council. Officers of the School Council shall hold office for a term of one year
and may run for re-election.
b) Position descriptions may change from time to time depending on the role
and responsibilities of the office. (See Appendix 2)
9.0
MEETINGS
a) The School Council shall meet at least four times during each school year.
b) The School Council shall meet within the first thirty-five (35) days of the
school year, after it has held elections.
c) All School Council meetings shall be open to the public and be held in a
location that is accessible to the public.
d) Council shall meet regularly on an agreed upon place and time and meetings
and shall be open to the public.
e) Any member of the School Council may not be absent from three (3)
consecutive meetings without a leave of absence approved by the School
Council. If the member is absent for two meetings without notice, the
executive members of the council shall request in writing a letter of intent.
See sample letter in Appendix 7.
f) A School Council meeting that includes voting, cannot be held unless:
i.
ii.
iii.
A majority of current members of the School Council are present.
A majority of the School Council members who are present are parent
members.
The Principal or his/her designated representative are present.
The Principal of the school shall, on behalf of the School Council, give written
notice of the date, time, and location of each meeting of the School Council to
every parent of a pupil who is enrolled in the school on the date the notice is
given. This notice may be given by giving the notice to the parent’s child for
delivery and by posting a notice of the meeting in an area of the school
accessible to parents. The notice of meeting may also be posted on the School
Council web site.
10.0 VOTING
a) All members of the School Council are entitled to one vote in votes taken by
the School Council.
b) Voting by e-mail or proxy not allowed. Members must be present to vote in all
votes taken by the School Council.
c) The Principal (or his/her delegated representative) to the School Council is
not entitled to a vote on the School Council or any of its committees.
11.0 CONFLICT OF INTEREST
a) A conflict of interest for a school council member is any situation in which the
individual’s private interests may be incompatible or in conflict with his or her
school council responsibility. A conflict of interest may be actual, perceived or
9
potential:
Actual: When a school council member has a private interest that is
sufficiently connected to his or her duties and responsibilities as a council
member that it influences the exercise of these duties and responsibilities.
ii.
Perceived: When reasonably well-informed persons could reasonably
believe that a school council member has a conflict of interest, even
where, in fact, there is no real conflict of interest.
iii.
Potential: When a school council member has a private interest that could
affect his or her decision about matters proposed for discussion.
i.
a) Anytime the school council does business with the potential for monetary
gain/loss with any person, agency, or company, and a member of the school
council has vested interest in any way with that particular person, agency, or
company, that member shall declare a conflict of interest and shall not
discuss or vote on any such resolution relating to the matter. Therefore;
iv.
v.
vi.
vii.
A conflict of interest may be actual, perceived, or potential.
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 an interest, stand to benefit either directly or indirectly by decisions
of the council.
A member shall exclude him/herself from discussions in which:
1. A conflict of interest is likely to result;
2. The member’s ability to carry out his or her duties and
responsibilities as a member of the school council may be
jeopardized;
3. The council member, his or her relatives, or a business entity in
which the member may have an interest, may gain or benefit either
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 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.
12.0 FUNDRAISING
a) The School Council and its committees shall operate fundraising activities in
accordance with its policies. (See Appendix 3)
b) The School Council will operate fundraising activities in accordance with
Board policies.
c) The School Council will operate fundraising activities without financial gain
for its members.
13.0 DISBURSEMENT OF FUNDS
a) Signing authority of School Council Bank account will be with the school staff
ONLY. (No parent should have signing authority)
b) Cheques will not be issued by the School Council but rather funds dispersed
and invoices paid through cheque requisitions approved by the School
10
Council Chair and/or Treasurer.
c) The School Secretary will create actual cheques via Kimputer Evolutions
2008 SchoolCash.net (KEV) software. Financial activities will be recorded
through KEV under the 7000 series under a separate bank account created
specifically for School Council.
d) All deposits to the School Council bank account will be the responsibility of
the School Council who will provide a copy of the deposit slip to the
designated individual in the school. The designated individual will record the
deposit into KEV as a lump sum under the categories specified by Council.
e) Reporting of financial activities to School Council can be generated from KEV
reports along with copies of School Council bank statements
f) All financial reports will be stored at the school, as per Ministry regulations.
g) A print out of the School Council account shall be distributed and made
available at all School Council meetings.
h) An amount of no less than one hundred dollars (100) shall be kept in reserve
in order to have funds available to begin a new school year. The amount
may exceed one hundred dollars (100) if approved by the School Council.
i) Any money over and above this amount should be earmarked for specific
items or events. Details should be itemized in the minutes of a school council
meeting and in the annual report.
j) See GAP #722.00 with standardized procedures and accompanying GF
forms (ex. Cheque Requisition Form)
14.0 LIABILITY
The contribution of the St James Catholic Global Learning Centre School Council
to the school community and to the Board is recognized by and covered within
the Board’s liability insurance, which extends coverage to members of School
Councils who act within the scope of their duties on behalf of the Board.
Members of School Council may be personally liable if they go beyond the role of
the School Council or do not follow Ministry or Board policies.
15.0 SUB-COMMITTEES
Sub-Committees work under the auspices of the St James Catholic Global
Learning Centre School Council. Actions and decisions of committees are
subject to the approval of the School Council. There shall be at least one School
Council parent member on every School Council sub-committee.
16.0 CONFLICT RESOLUTION PROCEDURES
School Council members are elected and appointed to serve the school
community and will demonstrate respect for their colleagues on council at all
times. Where conflict amongst School Council members impacts the safe,
efficient, and manageable operation of the School Council the following
procedures will take place:
a) If a council member or members become disruptive during a meeting, the
chair shall ask for order.
b) If all efforts to restore order fail or the unbecoming behaviour continues, the
chair may direct the individual to leave the meeting, citing the reason for the
11
request.
c) If order cannot be restored the meeting can be adjourned and reconvened at
a future date.
d) The removal of the member for one meeting does not prevent the council
member from participating in future meetings on council.
e) The incident shall be recorded and submitted to the Superintendent of
Schools within one week of the meeting.
f) When the chair has requested the removal of a member, the chair shall
request that the disputing members of council participate in a special
meeting, the purpose of which will be to arrive at a mutually acceptable
solution to the dispute. Such a meeting may be a private meeting and shall
not be construed as a meeting of the council. The Principal must be present.
g) The Chair, Principal or Superintendent may request the intervention of an
independent third party to serve as a facilitator to assist in achieving a
resolution to the dispute.
h) Any resolution reached at the meeting to resolve the conflict shall be signed
and respected in full by all parties to the agreement.
i) If the Chairperson (co-chairs) and another member of the School Council are
involved in the conflict, the Principal and the Vice-Chair will assume the
responsibility for the mediation.
j) This method of conflict resolution must be conducted in the spirit of Catholic
values with a goal to continue the valuable work of the School Council.
Recognizing conflict is important. Signs of dysfunction:





Sending unauthorized information home to parents on behalf of council.
Verbal abuse of council members or the chair.
Harassment of council members or the chair.
Constantly interrupting speakers, interjecting derogatory comments
Breech of Code of Ethics
All of these behaviours jeopardize attendance at meetings and discourage
potential member from seeking positions on council. As a result, the council risks
losing its credibility and the confidence of the school community.
The facilitator should use the four-step approach to resoling conflict:
1. Acknowledge the conflict. As a group, acknowledge when a conflict exists
and determine the source of the conflict. For example, is it related to
facts? Goals? Processes? Values? Personal Preferences? Beliefs?
Communication?
2. Plan how to deal with the Conflict. Once the source of the conflict is
defined, decide how to deal with it. The chair, another individual on the
council, or the entire council, may do this. In particularly difficult times, it
may be best to engage a person who has no association with the council
to facilitate discussions and problems solving. At this stage, all council
members should reflect on the problem and be prepared to state their
concerns and viewpoints.
3. Provide time for discussion. The chair or whoever is facilitating the
discussion should introduce the problem and ask each member for input
12
so that the nature and source of the conflict are clear. Acknowledging
each person by listening attentively sets the tone for problem solving and
opens the council to a variety of solutions. Emotions should be accepted
and dealt with since they are part of the conflict.
4. Seek the best solution. As viewpoints and solutions are described, the
individual facilitating the discussion deals with them one at a time.
Following the discussion, the person facilitating the discussion may use a
process for building consensus to arrive at a new solution. Council members will
be asked the following questions: Can you live with this solution? Will you
support the solution?
If the facilitator and superintendent are unable to resolve the conflict and or the
School Council member(s) don’t adhere to the solution or to the School Council
Code of Ethics outlined below the following actions can be taken:
1. The School Council member(s) may chose to submit a letter of resignation
to the school council. See sample letter attached.
2. The facilitator and or superintendent in consultation with School Council
members may send a letter to the School Council member(s) requesting
that their term of office be terminated for that school year only. See
sample letter attached.
17.0 CODE OF ETHICS:
A School Council Member Shall:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
Consider the best interest of all students.
Be guided by the Gospel Values.
Be guided by the school’s and the school board’s mission statements.
Act within the limits of the roles and responsibilities of a school council, as
identified by the school’s operating guidelines, the school board, and the
Ontario Ministry of Education.
Become familiar with the school’s policies and operating practices and act in
accordance with them.
Maintain the highest standards of integrity.
Recognize and respect the personal integrity of each member of the school
community.
Treat all other members with respect and allow for diverse opinions to be
shared without interruption.
Encourage a positive environment in which individual contributions are
encouraged and valued.
Acknowledge democratic principles and accept the consensus of the council.
Not disclose confidential information.
Limit discussions at school council meetings to matters of concern to the
school community as a whole.
Use established communication channels when questions or concerns arise.
Promote high standards of ethical practice within the school community.
Declare any conflict of interest.
Not accept any payment or benefit financially though school council
13
involvement.
18.0 AMENDMENTS
Any proposed amendment to the constitutional by-law must be submitted in
writing to the Chairperson (co-chairs) of the School Council at least two weeks
prior to a School Council meeting. The change must be presented in the form of
a motion and passed by a 2/3-majority vote with 51% of the School Council
parent members in attendance.
19.0 ANNUAL REPORT AND SCHOOL COUNCIL ANNUAL
SURVEY
a) The School Council shall submit an Annual written Report and School
Council Annual Survey to the Principal of the school and the family
superintendent.
b) The Annual Report shall include School Council activities and financial
reporting. See Appendix 10 GAP 722.00
c) The School Council Annual Survey is used as an indicator of activities
happening at the school as well as it will be used to help board place
administrators.
d) The Principal shall make copies of both reports available to the school
community as per the Ministry of Education mandate.
e) Through the Annual Survey, members of the School Council are given an
opportunity for input into new administration selection for their school.
f) The School Council shall follow the templates of these reports as outlined by
the board.
g) These reports should be submitted by the deadline outlined by the board.
20.0 BY-LAW IN SCHOOL COUNCIL RECORDS
a) The School Council must keep two copies of the latest approved version of
this constitution in the School Council’s records at St James Catholic Global
Learning Centre at all times.
b) Copies of the by-law document should be given to all School Council
Members.
THIS BY-LAW DOCUMENT IS BINDING
This By-Law Document becomes effective and binding on members of the school
council as of its’ passing on 3 December 2013. Henceforth, each following
School Council membership shall inherit this constitution as a condition of taking
office and shall respect it in conducting the affairs of their School Council.
14
APPENDIX A
1.0
ROLES AND RESPONSIBILITIES CATHOLIC SCHOOL COUNCIL
The St James Catholic Global Learning Centre School Council shall, within the
parameters prescribed by the Education Act, the Regulations there under, and
the policies and regulations of the Dufferin-Peel Catholic District School Board,
provide advice to the school principal and the board on any matters. These may
include but are not limited to:
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
2.0
The faith development of the school community;
The Board school-year calendar;
The school Catholic Code of Conduct;
Curriculum and program goals and priorities;
Matters related to student learning and school improvement;
Preparation of the school profile;
The response of the school or Board to achievement in Provincial and Board
assessment testing / programs;
The process and criteria applicable to the selection and placement of
Principals and Vice Principals in a manner prescribed by the Board;
School budget priorities, including local capital improvement plans for
submission to the Board;
School-community communication strategies;
Methods of reporting to parents and the community;
Extracurricular activities in the school;
School-based services and community partnerships related to social, health,
recreational, and nutrition programs;
Community use of school facilities;
Local co-ordination of services for students;
Development, implementation, and review of Board policies at the local level.
ADDITIONAL RESPONSIBILITIES
Catholic School Council shall:
a)
b)
c)
d)
Attend regularly and participate in school council meetings
Maintain a school-wide perspective on issues
Act as a link between the school council and the school community
Make by-laws that:
i. Govern election procedures and the filling of vacancies in the membership
of the School Council;
ii. Establish rules respecting participation in School Council proceedings
regarding conflict of interest;
ii. Establish a process for resolving internal School Council disputes in
accordance with Board policy;
e) Keep minutes of all of its meetings and records of all of its financial
transactions for a period of seven years. The minutes and records shall be
available at the school for examination by any person;
f) Establish its goals, priorities and procedures;
g) Organize information and training sessions to enable members of the School
15
Council to develop their skills as School Council members;
h) Hold a minimum of four meetings per school year. All meetings shall be
open to, and in a place that is accessible to members of the public. The
School Council is entitled to hold its meetings at the school. Note: a meeting
of the School Council cannot be held unless a majority of current school
council members are present, and parent members form a majority;
i) Communicate regularly with parents and other members of the community to
seek their views and preferences with regards to matters being addressed by
the School Council, and report on the activities of the council to the school
community;
j) Promote the best interests of the Catholic school community;
k) Supervise the election procedures for the Catholic School Council;
l) Consult with parents of students enrolled in the school about matters under
the School Council’s consideration;
m) Ensure that funds raised by The School Council are used in accordance with
Board policies.
16
APPENDIX B
1.0
CATHOLIC SCHOOL COUNCIL POSITION DESCRIPTIONS
The following are the position descriptions for the St James Catholic Global
Learning Centre School Council. The intent of the descriptions is to make the
council work efficiently, effectively and most importantly meet the needs of the
entire school’s stakeholders. The stakeholders are the parents, students,
administration, staff and community.
a)
CHAIRPERSON (Co-chairs)
The Chairperson (Co-chairs) shall:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
xv.
b)
Always be a member of the parent community
Provide the Chairperson’s report to the School Council at all meetings of
the School Council
Call and set dates for all School Council working sessions and general
meetings in consultation with the School Council and Principal
Chair all School Council working sessions and general meetings. Chair
can ask a parent member to chair meetings in his/her absence if Vice
Chair is unavailable.
Set the agenda for all School Council working sessions and general
meetings in consultation with the members of School Council and
Principal
Act as a signing officer of requisition forms GF 500/501 See GAP 722
Act as a liaison with the Principal, School Board, Trustee, and Ministry
Sit as a member of various external organizations as decided upon by the
School Council or requested by the Board
Manage the strategic plan for the school in conjunction with the Principal
Ensure that the School Council is fulfilling its mandate and mission
Provide leadership to the parent population in cooperation with all the
members of School Council
Provide leadership to the members of the School Council, ensuring that
they have a clear understanding of their roles and mandates
Work with the person who is the vehicle of communication for the school
newsletter or School Council newsletter ( if applicable) to create tools to
communicate important information to parents, students, staff and the
community in a timely manner,
Sit as a member of the budget committee (if applicable)
Ensure that faith development is an ongoing process in our school
environment
VICE CHAIR
The Vice Chair shall:
i.
ii.
iii.
Act as the Chairperson in the absence of the Chairperson (co-chairs)
Shall assist the Chairperson, at all times, in the discharge of his/her duties.
Represent the school council at any external events or organizations in the
17
iv.
c)
absence of the Chairperson (co-chairs)
Sit as a member of the school council budget committee (if applicable)
SECRETARY
The Secretary shall:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
d)
Keep a record of the proceedings of the School Council meetings
Distribute minutes and agendas for all School Council meetings to all
pertinent parties in a timely manner
Post all minutes and meeting notices in the designated area of the school
Maintain a complete set of School Council minutes and all legal and
important documents
Assist the Chair in the writing and sending of any necessary
correspondence
Act as assistant to the Chairperson
Distribute minutes to members 2 days before the meeting along with
agenda.
Ensure that the Chairperson or co-chairs establish quorum before
meetings begin. Quorum is 50% or more of parent members.
TREASURER
The Treasurer shall:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
Provide ongoing financial statements to the School Council and at general
meetings
Maintain a communicative relationship with school Head Secretary
Work with all committees and the School Council to maintain a positive
financial position as outlined in the budget (if applicable)
Chair and manage the school council budget committee (if applicable)
Provide a year-end financial statement for the Annual Report.
All financial reports will be held in the minute’s binder in the main office to
provide full public access.
All financial reports will be held for seven years.
Signing authority for school council bank accounts will be with the school
staff ONLY. (No parent should have signing authority.) Cheques will not
be issued by the school council but rather funds dispersed and invoices
paid through cheque requisitions approved by the School Council Chair
and/or Treasurer and the School Principal. Actual cheques will be created
via Kimputer Evolutions (KEV) software. Upgrade version 2008
SchoolCash.net. Financial activities will be recorded through KEV under
the 7000 series of ledger items;
All deposits to the School Council bank account will be the responsibility of
the School Council who will provide a copy of the deposit slip to the
designated individual in the school. The designated individual will record
the deposit into KEV as a lump sum under the categories specified by
School Council;
Reporting of financial activities to School Council can be generated from
KEV reports along with copies of school council bank statements; and
18
xi.
e)
Follow GAP #722.00 outlining standardized procedures and
accompanying GF forms (ex. Cheque Requisition Form) See Appendix 7
PAST CHAIRPERSON
The Past Chairperson shall:
i.
ii.
iii.
iv.
v.
vi.
vii.
f)
Be appointed to the School Council, if necessary, as Vice-Chair of the
Council or as a second community representative
Educate the Chairperson (co-chairs), on all the issues currently under
review by the School Council
Assist the Chairperson (co-chairs) in learning the normal operating
procedures of the School Council
Sit as a member of various external organizations as determined by the
Chairperson (co-chairs) and School Council
Assist the Chairperson (co-chairs) with School Council orientation
Must have a student registered at the school
Other duties as assigned by the School Council
PARISH REPRESENTATIVE
The Parish Representative shall:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
xii.
xiii.
xiv.
Serve as communication link between the Parish and the Catholic School
Council with respect to Parish events relating to the school.
Sit on the faith development committee (if applicable)
Provide guidance to the School Council concerning faith development and
issues in the Parish community which affect the Catholic education of our
students
Be a full voting member
Encourage and support teachers in Sacramental Preparations.
Prepare and conduct prayer/reflection at meetings.
Organize family events that supports Catholic principles
Promote and support outreach programs
Arrange Mass Cards and Sympathy Cards on behalf of council
Write articles for Parish newsletter
Lead spiritual discussion at meetings
Perform other activities that strengthen the Catholic faith in the school.
The Catholic School Council, as the governing body, should make the final
decision on who shall be appointed as the Parish Representative.
However, a consultative approach is recommended in the appointment
with the Parish Priest. In the case where a school is associated with more
than one Parish, the Parish representative shall be from the Parish
associated with the school.
The individual that belongs in one of the following categories may serve as
the Parish representative: Priest, Deacon, Parent of school who is a
member of the Parish in the school region, member of the Parish who is
not a parent in the school, Community Representative on the Catholic
School Council, who is a member of the Parish or Chaplain (Secondary
only)
19
Commented [MG5]: Tess had a comment here about
confusing wording, I think it’s just trying to say which is the
closest or primary parish.
g)
OAPCE REPRESENTATIVE
The Ontario Association of Parents in Catholic Education representative shall:
i.
ii.
iii.
iv.
v.
vi.
h)
Be appointed by the School Council in accordance to the regulations as
set out in Ontario Regulation 612, and represent the Ontario Association
of Parents in Catholic Education as the voice of that Association on the
School Council
Shall attend all School Council meetings
Shall work within the guidelines of the School Council having full voting
rights on the School Council
Shall report to the School Council the information shared by the Ontario
Parent Association at all meetings and shall attend the Dufferin-Peel
Regional Council meetings and the Annual General Meeting of OAPCE
when able
Ensure that the faith development is an ongoing process in our school
environment
COMMUNITY REPRESENTATIVE
“ Community” is defined as “People that live and work in one locality and
subject to the same laws, having common interests, ownership or participation.”
Commented [MG6]: Tess asks if we should appoint one, I
think we should, though we should review rule 612 again
because it lends to the community rep being the parish rep.
The Community Representative Shall:
i.
ii.
iii.
iv.
v.
vi.
i)
Be appointed by the School Council and may be the Parish
Representative
Be a full voting member.
A person in the community who can best support our school efforts.
A person who has links to diverse groups within our school community.
Act as a liaison between school council and community at large.
Cannot be an employee of the school. If the community representative is
employed elsewhere by the board, he or she must inform other council
members of his or her employment prior to the appointment.
FUNDRAISING CHAIR
Commented [MG7]: Tess asks if we should appoint one. I
agree here too.
The fundraising Chair Shall:
i.
ii.
iii.
iv.
v.
vi.
vii.
Ensure that the School Council’s fundraising policies are followed
Co-ordinate and act as liaison with the income earning committees
(if applicable)
Ensure that all fundraising is done in an efficient, effective, and
professional manner
Work with the Chairperson (co-chairs), Treasurer, and Principal to set
funding goals for the year and co-ordinate the funding program
Maintain a file on funding ideas and proposals
Ensure that all documentation used in fundraising falls within the letter of
the law
20
viii.
ix.
Ensure that all fundraising is properly registered with the Town or City of
Mississauga and Province of Ontario where appropriate (licenses, permits
for raffles, etc.)
Sit as a member of the school council budget committee (if applicable)
21
APPENDIX C
CATHOLIC SCHOOL COUNCIL FUNDRAISING POLICIES
(IF APPLICABLE)
1.0
CONDUCT
1. All fundraising activities conducted by the Catholic School Council shall be
done in accordance with the laws of God, as taught by the Catholic Church.
2. All fundraising done by the School Council shall be in accordance with
federal, provincial, and local laws. In particular all raffles and lotteries must
be approved by the School Council and must follow all municipal laws. Each
lottery must have an approved license.
3. All fundraising done by the School Council shall be in accordance with the
policies of the Dufferin-Peel Catholic District School Board and the school
itself.
4. The School Council and all its fundraising committees will operate fundraising
activities without financial gain for its members.
5. As all fundraising is done on behalf of the school, all persons and all activities
should be conducted with professionalism and with the Schools reputation in
mind.
6. All support and marketing materials must be in good taste and follow the spirit
and respect of the school and must be approved by the Principal.
2.0
AMOUNT OF FUNDRAISING
1.
The amount of fundraising taken on by the School Council in a given
school year will be based on the economic needs of the school taking into
account the School Council’s budget, the requests of teachers, feedback
from parents, direction from the school, and the Principal.
3.0
TYPE OF FUNDRAISING ACTIVITIES
1. All fundraising activities undertaken by the School Council, teachers, parents,
students, or any other group, are to be done for the benefit of the entire
student body and shall not be grade or group specific. All funds from all
fundraising activities are to be turned over to the School for deposit with input
by the school council with respect to distribution of funds.
2. The School Council and the Principal must approve all fundraising activities
conducted by the School Council.
3. Additions and deletions to the existing roster of fundraising activities will be
decided upon by the School Council and the Principal, taking into account
parent, teacher, and student feedback. The particular fundraising events and
the dates for these events should be confirmed as early as possible in the
school year or preferably at the end of the previous school year.
4.0
MECHANISM FOR FUNDRAISING
1.
Each type of fundraising event will have its own committee that will plan,
22
Commented [MG8]: Tess comments that we can’t do the
grade 6 retreats, but the wording is delicate, I think if we
raise funds for all, then find equitable ways to distribute that
should be fine.
oversee, and execute the event. Each committee will have a chairperson,
who will be responsible for the operation of the committee. The
chairperson will determine the number of volunteers required by the
committee. A member of the School Council shall be an ex-officio
member of all fundraising committees.
2.
The School Council Fundraising Chairperson will act as a liaison between
the School Council and the committee chairpersons to ensure the various
fundraising committees are able to execute their events as planned.
3.
All monies will be collected by the Treasurer in conjunction with the
committee chairperson for each event and directly deposited into the
authorized School Council account.
4.
All donations of gifts in kind must be recorded and stored in a safe place,
preferably, the school. While this may not always be possible during the
planning and executing of a fundraising event, all prizes must be awarded
within one week of the conclusion of a fundraising event.
5.
The committee or team for each fundraising event must document all
contributors, and letters must be sent to recognize all donations.
6.
All fundraising committee chairpersons shall be responsible for the
counting, tabulating, and rolling (if necessary) of all monies before
forwarding these monies for deposit in the School Council bank account
by the Treasurer.
5.0
DISTRIBUTION OF FUNDS
1.
Fundraising profits will be applied to programs, or purchases, which will be
of direct benefit to the students or to a designated and approved charity.
2.
The School Council in conjunction with the Principal, taking into account
teacher’s requests and parent feedback will make determination of the
distribution of funds.
23
APPENDIX D
MINISTRY OF EDUCATION REGULATION 612
Education Act
ONTARIO REGULATION 612/00
No Amendments
SCHOOL COUNCILS
Interpretation
1.
(1) In this Regulation, "meeting" does not include a training session or
other event where a school council does not discuss or decide matters
that it has authority to decide;
"Parent" includes a guardian as defined in section 1 of the Act; "parent
member" means a member of a school council who is elected to the
council in accordance with section 4 or who fills a vacancy created when a
parent member ceases to hold office.
(2) In the case of a school that is established primarily for adults, a
reference in this Regulation to a parent or to a parent of a pupil shall be
deemed, with necessary modifications, to be a reference to a pupil who is
enrolled in the school.
Purpose
2.
(1) the purpose of school councils is, through the active participation of
parents, to improve pupil achievement and to enhance the accountability
of the education system to parents.
(2) A school council's primary means of achieving its purpose is by making
recommendations in accordance with this Regulation to the principal of the
school and the board that established the council.
Composition
3.
(1) A school council for a school shall be composed of the following
people:
1. The number of parent members determined under subsection (2).
2. The principal of the school.
3. One teacher who is employed at the school, other than the principal or
vice-principal, elected in accordance with section 5.
4. One person who is employed at the school, other than the principal,
vice-principal or any other teacher, elected in accordance with section 5.
5. In the case of a school with one or more secondary school grades,
i.
One pupil enrolled in the school who is appointed by the student
council, if the school has a student council, or
ii.
One pupil enrolled in the school who is elected in accordance with
section 5, if the school does not have a student council.
6. In the case of a school with no secondary school grades,
24
i. one pupil enrolled in the school who is appointed by the principal of the
school, if the principal determines, after consulting the other members of
the school council, that the council should include a pupil.
7. Subject to subsection (3), one community representative appointed by
the other members of the council.
8. One person appointed by an association that is a member of the
Ontario Federation of Home and School Associations, the Ontario
Association of Parents in Catholic Education or Parent Partenaires en
Education, if the association that is a member of the Ontario
Federation of Home and School Associations, the Ontario Association
of Parents in Catholic Education or Parent Partenaires en Education is
established in respect of the school.
(2) For the purposes of paragraph 1 of subsection (1), the number of
parent members shall be determined as follows:
If the school council has a by-law that specifies the number of parent
members, the number specified in the by-law.
If the school council does not have a by-law that specifies the number of
parent members, the number specified by the board that established
the council.
(3) A school council may specify by by-law that the council shall include
two or more community representatives, appointed by the other members
of the council.
(4) In specifying numbers under subsections (2) and (3), the board or the
school council, as the case may be, shall ensure that parent members
constitute a majority of the members of the school council.
(5) A person who is employed by the board that established a school
council cannot be appointed as a community representative on the council
unless,
(a) he or she is not employed at the school; and
(b) the other members of the school council are informed of the person's
employment before the appointment.
(6) A member of a board cannot be a member of a school council
established by the board.
(7) Paragraphs 5 and 6 of subsection (1) do not apply in respect of a
school that is established primarily for adults.
Election of Parent Members
4.
(1) A person is qualified to be a parent member of a school council if he or
she is a parent of a pupil who is enrolled in the school.
25
(2) Despite subsection (1), a person is not qualified to be a parent member
of a school council if,
(a) He or she is employed at the school; or
(b) He or she is not employed at the school but is employed elsewhere by
the board that established the council, unless he or she takes reasonable
steps to inform people qualified to vote in the election of parent members
of that employment.
(3) A person is qualified to vote in an election of parent members of a
school council if he or she is a parent of a pupil who is enrolled in the
school.
(4) An election of parent members of a school council shall be held during
the first 30 days of each school year, on a date that is fixed by the chair or
co-chairs of the school council after consulting with the principal of the
school.
(5) Despite subsection (4), if a new school is established, the first election
of parent members to the school council shall be held during the first 30
days of the school year, on a date that is fixed by the board that
established the school council.
(6) The principal of a school shall, at least 14 days before the date of the
election of parent members on behalf of the school council: give written
notice of the date, time and location of the election to every parent of a
pupil who, on the date the notice is given, is enrolled in the school.
(7) The notice required by subsection (6) may be given by,
(a) Giving the notice to the parent's child for delivery to his or her parent;
(b) Posting the notice in the school in a location that is accessible to
parents.
(8) The election of parent members shall be by secret ballot.
Other Elections
5.
(1) The elections of members of school councils referred to in paragraph
3, paragraph 4 and subparagraph 5 ii of subsection 3 (1) shall be held
during the first 30 days of each school year.
(2) A person is qualified to vote in an election of a member of a school
council referred to in paragraph 3 of subsection 3 (1) if he or she is a
teacher, other than the principal or vice-principal, who is employed at the
school.
(3) A person is qualified to vote in an election of a member of a school
council referred to in paragraph 4 of subsection 3 (1) if he or she is a
person, other than the principal, vice-principal or any other teacher, who is
employed at the school.
26
(4) A person is qualified to vote in an election of a member of a school
council referred to in subparagraph 5 ii of subsection 3 (1) if he or she is a
pupil enrolled in the school.
Term of Office
6.
(1) A person elected or appointed as a member of a school council holds
office from the later of:
(a) the date he or she is elected or appointed; and
(b) the date of the first meeting of the school council after the elections
held under sections 4 and 5 in the school year,
until the date of the first meeting of the school council after the elections
held under elections 4 and 5 in the next school year.
(2) A member of a school council may be re-elected or re-appointed,
unless otherwise provided by the by-laws of the council.
Vacancies
7.
(1) A vacancy in the membership of a school council shall be filled by
election or appointment in accordance with the by-laws of the council.
(2) If an election is held to fill a vacancy in the membership of a school
council, section 4 or 5, as the case may be, applies, with necessary
modifications, to the election.
(3) A vacancy in the membership of a school council does not prevent the
council from exercising its authority.
Officers
8.
(1) A school council shall have a chair or, if the by-laws of the council so
provide, two co-chairs.
(2) A chair or co-chair of a school council must be a parent member of the
council, and shall be elected by the members of the council.
(3) A person who is employed by the board that established the council
cannot be the chair or co-chair of the council.
(4) A school council may have such other officers as are provided for in
the by-laws of the council.
(5) Subject to subsections (2) and (3), vacancies in the office of chair, cochair or any other officer of a school council shall be filled in accordance
with the by-laws of the council.
Collection of Information
27
9.
(1) The Ministry may, for the purpose of consulting and communicating
directly with members of school councils, collect the names, mailing
addresses, telephone numbers and e-mail addresses of the chair or cochairs of a school council and of the other members of the council.
(2) The Ministry may disclose information collected under subsection (1) to
the Ontario Parent Council, which may use the information for the purpose
of consulting and communicating directly with members of school councils.
Ministry Powers and Duties
10.
(1) As part of its accountability to parents, the Ministry shall report
annually to members of school councils on education in the province.
(2) The Ministry may,
(a) Make other reports to members of school councils; and
(b) Provide information to members of school councils respecting the roles
and responsibilities of school councils.
Remuneration
11.
(1) A person shall not receive any remuneration for serving as a member
or officer of a school council.
(2) Every board shall establish policies respecting the reimbursement of
members and officers of school councils established by the board.
(3) The board that established a school council shall reimburse members
and officers of the council, in accordance with the policies referred to in
subsection (2), for expenses they incur as members or officers of the
council.
Meetings
12.
(1) A school council shall meet at least four times during the school year.
(2) A school council shall meet within the first 35 days of the school year,
after the elections held under sections 4 and 5, on a date fixed by the
principal of the school.
(3) A meeting of a school council cannot be held unless,
(a) a majority of the current members of the council are present at the
meeting; and
(b) a majority of the members of the council who are present at the
meeting are parent members.
(4) All meetings of a school council shall be open to the public.
(5) A school council is entitled to hold its meetings at the school.
(6) All meetings of a school council shall be held at a location that is
accessible to the public.
(7) The principal of a school shall, on behalf of the school council, give
written notice of the dates, times and locations of the meetings of the
28
council to every parent of a pupil who, on the date the notice is given, is
enrolled in the school.
(8) The notice required by subsection (7) may be given by,
(a) Giving the notice to the parent's child for delivery to his or her parent;
(b) Posting the notice in the school in a location that is accessible to
parents.
Committees
13.
(1) A school council may, in accordance with its by-laws, establish
committees to make recommendations to the council.
(2) Every committee of a school council must include at least one parent
member of the council.
(3) A committee of a school council may include persons who are not
members of the council.
(4) Subsections 12 (4) to (8) apply, with necessary modifications, to
committees of school councils.
Voting
14.
(1) Subject to subsection (3), each member of a school council is entitled
to one vote in votes taken by the council.
(2) Subject to subsection (3), each member of a committee of a school
council is entitled to one vote in votes taken by the committee.
(3) The principal of the school is not entitled to vote in votes taken by the
school council or by a committee of the school council.
By-laws
15.
(1) A school council may make by-laws governing the conduct of its
affairs.
(2) Every school council shall make the following by-laws:
A by-law that governs election procedures and the filling of vacancies in
the membership of the school council.
A by-law that establishes rules respecting participation in school council
proceedings in cases of conflict of interest.
3. A by-law that, in accordance with any applicable policies established by
the board that established the council, establishes a conflict resolution
process for internal school council disputes.
Minutes and Financial Records
29
16.
(1) A school council shall keep minutes of all of its meetings and records
of all of its financial transactions.
(2) The minutes and records shall be available at the school for
examination without charge by any person.
(3) Subsections (1) and (2) do not apply to minutes and records that are
more than four years old.
Incorporation
17.
A school council shall not be incorporated.
Principal
18.
(1) The principal of a school may delegate any of his or her powers or
duties as a member of the school council, including any powers or duties
under this Regulation, to a vice-principal of the school.
(2) In addition to his or her duties under this Regulation, the principal of a
school shall perform the duties relating to school councils that are
imposed on the principal by Regulation 298 of the Revised Regulations of
Ontario, 1990 (Operation of Schools - General).
Consultation by Board
19.
(1) In addition to its other obligations to solicit the views of school councils
under the Act, every board shall solicit the views of the school councils
established by the board with respect to the following matters:
1. The establishment or amendment of board policies and guidelines that
relate to pupil achievement or to the accountability of the education
system to parents, including,
i. Policies and guidelines established under subsection 302 (1) of
the Act with respect to the conduct of persons in schools within the board's
jurisdiction,
ii. Policies and guidelines established under subsection 302 (5) of
the Act respecting appropriate dress for pupils in schools within the
board's jurisdiction,
iii. Policies and guidelines respecting the allocation of funding by
the board to school councils,
iv. Policies and guidelines respecting the fundraising activities of
school councils,
v. Policies and guidelines respecting conflict resolution processes
for internal school council disputes, and
vi. Policies and guidelines respecting reimbursement by the board
of expenses incurred by members and officers of school councils.
2.
The development of implementation plans for new education initiatives
that relate to pupil achievement or to the accountability of the education
system to parents, including,
i. Implementation plans for policies and guidelines established
under subsection 302 (1) of the Act with respect to the conduct of persons
in schools within the board's jurisdiction, and
30
ii. Implementation plans for policies and guidelines established
under subsection 302 (5) of the Act respecting appropriate dress for pupils
in schools within the board's jurisdiction.
3.
Board action plans for improvement, based on the Education Quality and
Accountability Office's reports on the results of tests of pupils, and the
communication of those plans to the public.
9. The process and criteria applicable to the selection and placement of
principals and vice principals.
(2) Subsection (1) does not limit the matters on which a board may solicit
the views of school councils.
Advisory Authority of School Councils
20. A school council may make recommendations to the principal of the
school or to the board that established the council on any matter.
Duty of Board to Respond
21. The board that established a school council shall consider each
recommendation made to the board by the council and shall advise the
council of the action taken in response to the recommendation.
Fundraising
22.
(1) Subject to subsection (2), a school council may engage in fundraising
activities.
(2) A school council shall not engage in fundraising activities unless,
(a) The activities are conducted in accordance with any applicable policies
established by the board; and
(b) The activities are to raise funds for a purpose approved by the board or
authorized by any applicable polices established by the board.
(3) A school council shall ensure that the funds raised by it are used in
accordance with any applicable policies established by the board.
Consultation with Parents
23.
A school council shall consult with parents of pupils enrolled in the school
about matters under consideration by the council.
Annual Report
24.
(1) every school council shall annually submit a written report on its
activities to the principal of the school and to the board that established
the council.
(2) If the school council engages in fundraising activities, the annual report
shall include a report on those activities.
31
(3) The principal shall, on behalf of the school council, give a copy of the
report to every parent of a pupil who, on the date the copy is given, is
enrolled in the school.
(4) Subsection (3) may be complied with by,
(a) Giving the report to the parent's child for delivery to his or her parent;
(b) Posting the report in the school in a location that is accessible to
parents.
Transition
25.
Every school council established by a board before this Regulation comes
into force is continued.
26.
(1) Sections 3, 4 and 5 do not apply until September 1, 2001.
(2) Until the date of the first meeting of a school council after the first
election held under section 4 after September 1, 2001, the references in
subsection 8 (2), clause 12 (3) (b) and subsection 13
(3) to a parent member shall be deemed to be references to a member of
the school council who is a parent of a pupil enrolled in the school.
32
APPENDIX E
MINISTRY OF EDUCATION REGULATION 613
Education Act
REVISED REGULATIONS OF ONTARIO
REGULATION 298
Amended to 0. Reg. 613/00
OPERATION OF SCHOOLS – GENERAL
This is the English version of a bilingual regulation.
11.
DUTIES OF THE PRINCIPAL
(1)
The principal of a school, subject to the authority of the appropriate
supervisory officer, is in charge of, (a) the instruction and the discipline of
pupils in the school: and (b) the organization and management of the
school.
(2)
Where two or more schools operated by a board jointly occupy or use in
common a school building or school grounds, the board shall designate
which principal has authority over those parts of the building or grounds
that the schools occupy or use in common.
In addition to the duties under the Act and those assigned by the board,
the principal of a school shall, except where the principal has arranged
otherwise under subsection 26 (3),
(a) Supervise the instruction in the school and advise and assist
any teacher in co-operation with the teacher in charge of an
organizational unit or program;
(b) Assign duties to vice-principals and to teachers in charge of
organizational units or programs;
(c) Retain on file up-to-date copies of outlines of all courses of
study that is taught in the school;
(d) Upon request, make outlines of courses of study available for
examination to a resident Pupil of the board and to the parent of the
pupil, where the pupil is a minor:
(e) Provide for the supervision of pupils during the period of time
during each school day when the school buildings and playgrounds
are open to pupils;
(f) Provide for the supervision of and the conducting of any school
activity authorized by the board:
(g) Where performance appraisals of members of the teaching staff
are required under a collective agreement or a policy of the board,
despite anything to the contrary in such collective agreement or
board policy, conduct performance appraisals of members of the
teaching staff:
(3)
(h) Subject to the provisions of the policy of the board or the
provisions of collective agreements as the case may be, in respect
33
(4)
(5)
of reporting requirements for performance appraisals. Report
thereon in writing to the board or to the supervisory officer on
request and give to each teacher so appraised a copy of the
performance appraisal of the teacher;
(i) Where the performance appraisals of members of the teaching
staff are not required by board policy or under a collective
agreement, report to the board or to the supervisory officer in
writing on request on the effectiveness of members of the teaching
staff and give to a teacher referred to in any such report a copy of
the portion of the report that refers to the teacher;
(j) Make recommendations to the board with respect to,(i) the
appointment and promotion of teachers, and(ii) the demotion or
dismissal of teachers whose work or attitude is unsatisfactory;
(k) Provide for instruction of pupils in the care of the school
premises;
(I) Inspect the school premises at least weekly and report forthwith
to the board,
(i) Any repairs to the school that is required .in the opinion of
the principal,
(ii) Any lack of attention on the part of the building
maintenance staff of the school.
(iii) Where a parent of a pupil has been requested to
compensate the board for damage to or destruction, loss or
misappropriation of school property by the pupil and the
parent has not done so, that the parent of the pupil has not
compensated the board:(in) where it is proposed to
administer a test of intelligence or personality to a pupil.
Inform the pupil and the parent of the pupil of the test and
obtain the prior written permission for the test from the pupil
or from the parent of the pupil, where the pupil is a minor;
(n) Report promptly any neglect of duty or infraction of the school
rules by a pupil to the parent or guardian of the pupil:
(p) Provide to the Minister or to a person designated by the Minister
any information that may be required concerning the instructional
program, operation or administration of the school and inform the
appropriate supervisory officer of the request:
(q) assign suitable quarters for pupils to eat lunch.
A principal shall only make a recommendation to the board under
sublease (3) (j) (ii) after warning the teacher in writing, giving the teacher
assistance and allowing the teacher a reasonable time to improve.
A principal of a school, (a) in which there is a French-language
instructional unit as defined in section 309 of the Act, who does not hold
qualifications to teach in the French language as required by subsection
19 (12) or is qualified to teach in such unit only under subsection 19 (13);
or(b) in which there is an English-language instructional unit as mentioned
in subsection 325 (1)of the Act, who does not hold qualifications to teach
in the English language as required by subsection 19 (11) or is qualified to
teach in each unit only under subsection 19 (13), shall notify the
appropriate supervisory officer in writing of the impracticability of the duty
placed on the principal, having regard to the qualifications of the principal,
34
to supervise the instruction, to conduct performance appraisals and to
assist and advise the teachers referred to in the notice.
(6)
Where arrangements are made under subsection 26 (3), the principal is
relieved from compliance with clause9 (3) (a), (g), (h) and (i) to the extent
that such duties are performed by another qualified person or persons.
(7)
The other qualified person or persons who perform the duties shall be
responsible to the board for the performance of such duties.
(8)
The outlines of the courses of study mentioned in clause (3) (c) shall be
written and provided, (a) in the French language in the case of courses of
study provided in a French-language. Instructional unit operated under
Part XII of the Act; and (b) in both the English and French languages in
the case of a course of study in a program established in the school under
paragraph 25 of subsection 8 (1) of the Act.
(9)
Where, after reasonable notice by the principal, a pupil who is an adult, or
the parent of a pupil who is a minor, fails to provide the supplies required
by the pupil for a course of study, the principal shall promptly notify the
board.
(10)
A principal shall transmit reports and recommendations to the board
through the appropriate person.
(11)
A principal, subject to the approval of the appropriate supervisory officer,
may arrange for home instruction to be provided for a pupil where,(a)
medical evidence that the pupil cannot attend school is provided to the
principal: and(b) the principal is satisfied that home instruction is required.
(12)
The principal of a school shall provide prompt distribution to each
member of the school council of any materials received by the principal
from the Ministry that are identified by the Ministry as being for distribution
to the members of school councils.
(12.1) The principal shall post any materials distributed to members of the
school council under subsection (12) in the school in a location that is
accessible to parents.
(13)
In each school year, the principal of a school shall make the names of the
members of the school council known to the parents of the pupils enrolled
in the school, by publishing those names in a school newsletter or by
such other means as is likely to bring the names to the attention of the
parents.
(14)
The principal shall meet the requirements of subsection (13) in each
school year not later than 30 days following the election of parent
members of the school council.
(15)
The principal of a school shall promptly provide the names of the
members of the school council to a supporter of the board that governs
35
the school or to a parent of a pupil enrolled in the school, on the request of
the supporter or the parent.
(16) The principal of a school shall attend every meeting of the school council,
unless he or she is unable to do so by reason of illness or other cause
beyond his or her control.
(17) The principal of a school shall act as a resource person to the school
council and shall assist the council in obtaining information relevant to the
functions of the council, including information relating to relevant
legislation, regulations and policies.
(18)
The principal of a school shall consider each recommendation made to
the principal by the school council and shall advise the council of the
action taken in response to the recommendation.
(19) In addition to his or her other obligations to solicit the views of the school
council under the Act and the regulations, the principal of a school shall
solicit the views of the school council with respect to the following matters:
1.The establishment or amendment of school policies and
guidelines that relate to pupil achievement or to the accountability
of the education system to parents, including:
i. a local code of conduct established under subsection 303
(1) or (2) of the Act governing the behavior of all persons in
the school, and
ii. School policies or guidelines related to policies and
guide1in~5 established by the third under subsection 302
(5) of the Act respecting appropriate dress for pupils in
schools within the board's jurisdiction.
2.The development of implementation plans for new education
initiatives that relate to pupil achievement or to the accountability of
the education system to parents, including:
i. Implementation plans for a local
code of conduct established under subsection 303 (1) or (2) of the
Act governing the behaviour of all persons in the school, and
ii. Implementation plans for school policies or
guidelines related to policies and guidelines established by the
board under subsection 302 (5) of the Act respecting
appropriate dress for pupils in schools within the board's
jurisdiction.
3. School action plans for improvement, based on the Education
Quality and Accountability Office's reports on the results of tests of
pupils, and the communication of those plans to the public.
(20) Subsection (19) does not limit the matters on which the principal of a
school may solicit the views of the school council.
36
12.
VICE PRINCIPAL
(1)
(2)
(3)
20.
A board may appoint one or more vice-principals for a school.
A vice-principal shall perform such duties as are assigned to the viceprincipal by the principal.
In the absence of the principal of a school, a vice-principal where a
vice-principal has been appointed for the school shall be in charge of
the school and shall perform the duties of the principal.
DUTIES OF TEACHERS
In addition to the duties assigned to the teacher under the Act and by the board,
a teacher shall:
(a) Be responsible for effective instruction training and evaluation of the
progress of pupils in the subjects assigned to the teacher and for the
management of the class or classes, and report to the principal on the
progress of pupils on request;
(b) Carry our the supervisory duties and instructional program assigned to
the teacher by the principal and supply such information related thereto as
the principal may require;
(c) Where the board has appointed teachers under teachers and with the
principal in all matters related to the instruction of pupils;
(d) Unless Otherwise assigned by the principal be present in the classroom
or teaching area and ensure that the classroom or teaching area is ready
for the reception of pupils at least fifteen minutes before the
commencement of classes in the school in the morning and, where
applicable, five minutes before the commencement of classes in the
school in the afternoon;
(e) Assist the principal in maintaining close co-operation with the community;
(f) Prepare for use in the teacher’s class or classes such teaching plans and
outlines as are required by the principal and the appropriate supervisory
officer and submit the plans and outlines to the principal or the appropriate
supervisory officer, as the case may be, on request;
(g) Ensure that all reasonable safety procedures are carried out in courses
and activities for which the teacher is responsible; and
(h) Co-operate with the principal and other teachers to establish and maintain
consistent disciplinary practices in the school.
23.
REQUIRMENTS FOR PUPILS
(1)
A pupil shall,
(a) Be diligent in attempting to master such studies as are part of the
program in which the pupil is enrolled;
(b) Exercise self-discipline;
(c) Accept such discipline as would be exercised by a kind, firm and
judicious parent;
(d) Attend classes punctually and regularly;
(e) Be courteous to fellow pupils and obedient and courteous to teachers;
37
(f) Be clean in person and habits;
(g) Take such tests and examinations as are required by or under the Act
or as may be directed by the Minister; and
(h) Show respect for school property.
(2)
When a pupil returns to school after an absence, a parent of the pupil, or
the pupil when the pupil is an adult, shall give the reason for the absence
orally or in writing as the principal requires.
(3)
A pupil may be excused by the principal from attendance at school
temporarily at any time at the written request of a parent of the pupil or the
pupil where the pupil is an adult.
(4)
Every pupil is responsible for his or her conduct to the principal of the
school that the pupil attends, (a) on the school premises;
(b) on out-of-school activities that are part of the school
program; and
(c) while traveling on the school bus that is owned by a
board or on a bus or school bus that is under contract to
a board.
24.
ADVERTISEMENTS AND ANNOUNCEMENTS
(1)
No advertisement or announcement shall be placed in a school or on
school property or distributed or announced to the pupils on school
property without the consent of the board that operates the school except
announcements of school activities.
Subsection (1) does not apply to anything posted in the school in
accordance with the regulations.
(2)
25.
CANVASSING AND FUNDRASING
(1)
It is the duty of a pupil to ensure that any canvassing or fund-raising
activity on school property by the pupil is carried on only with the consent
of the board that operates the school.
No principal, vice-principal or teacher, without the prior approval of the
board that operates the school at which they are employed, shall authorize
any canvassing or fund-raising activity that involves the participation of
one or more pupils attending the school.
(2)
38
APPENDIX F
DUFFERIN-PEEL CATHOLIC DISTRICT SCHOOL BOARD POLICY &
REGULATIONS CATHOLIC SCHOOL COUNCILS
POLICY
Catholic School Councils shall promote the vision and values and the
sacramental life and Catholic practices of the Dufferin-Peel Catholic District
School Board, and be faithful to its mission.
It is the policy of the Dufferin-Peel Catholic District School Board that each
school under its supervision shall have a Catholic School Council, advisory in
nature, and governed by the Education Act, the regulations thereunder, and the
policies and regulations of the Board.
PURPOSE
1.
The purpose of Catholic School Councils is, through the active
participation of parents, to improve pupil achievement and to enhance the
accountability of the education system to parents.
2.
A Catholic School Council’s primary means of achieving its purpose is by
making recommendations in accordance with this policy and regulation to
the principal of the school and to the Dufferin-Peel Catholic District School
Board.
Regulations
In these regulations:
“Board”
refers to the Dufferin-Peel Catholic District School Board
“meeting”
does not include a training session or other event where a
school council does not discuss or decide matters that it has
authority to decide
includes a guardian as defined in section 1 of the Act (i.e. a
person who has lawful custody of a child, other than the parent
of the child).
“parent”
“parent member”
means a member of the Catholic School Council who is
elected to the council in
accordance with section 1.1
(Membership) and 1.2 (Elections/Appointments) in these
Regulations or who fills a vacancy created when a parent
member ceases to hold office.
1.0 Composition
1.
The Catholic School Council of each school shall be composed of the
following people:
39







parents of students enrolled in the school,
a community representative who is a member of a parish in the region
served by the school,
a student enrolled at the school who is a child of an English separate school
elector (mandatory in secondary schools; at the discretion of the principal in
consultation with members of the school council in elementary schools)
the school principal,
one teacher assigned to the school;
one non-teaching staff member assigned to the school,
one appointed person as an Ontario Association of Parents in Catholic
Education (OAPCE) provided that all members shall be English separate
school electors, or their spouses.
2.
The recommended number of parent members on a Catholic School
Council is six (6) except in the case where a student is included as a
member of the council, then the number shall be seven (7). The school
council may, by bylaw, specify a larger number of parent members (the
Board recommends a maximum of ten (10) parent members on a Catholic
School Council).
3.
Parent members shall constitute a majority of the members of the school
council.
1.1 Membership
Membership in the Catholic School Council shall be determined in the
following ways:
1.
Designated Member
The school principal shall be a designated member, and is not eligible
to vote. The principal of a school may delegate any of his or her
powers or duties as a member of the Catholic School Council to a viceprincipal of the school.
2.
Elected Members
a)
Parent representatives shall be elected by English separate school
electors or their spouses who are parents of students enrolled in
the school at a publicly announced meeting chaired by the outgoing
council chair/co-chair. A person is not qualified to be a parent
member of a Catholic School Council if,
b)
i)
he/she is employed at the school; or
ii)
he/she is employed elsewhere by the board and fails to take
reasonable steps to inform voters of that employment.
The teacher representative shall be elected by members of the
teaching staff at the school, other than the principal or vice40
principal.
c)
3.
The non-teaching staff member shall be elected by members of the
non-teaching staff at the school.
Appointed Members
a)
The community representative from a parish in the region served by
the school shall be appointed by the Catholic School Council in
consultation with the pastor(s).
b)
Other community representatives may be appointed by the Catholic
School Council in accordance with the Central Committee for
Catholic School bylaws.
c)
A person employed by the board can be appointed as a community
representative on the council only if:
i) he/she is not employed at the school, and
ii) the other members of the school council are informed of the
person’s employment before the appointment.
4.
d)
One person shall be appointed as the Ontario Association of Parents in
Catholic Education representative (OAPCE) in consultation with the
Catholic School Council.
e)
The student representative in secondary schools shall be appointed by
the student council at the school. In elementary schools a pupil may
be appointed by the principal of the school, if the principal determines,
after consulting the other members of the Catholic School Council, that
the council should include a pupil.
A member of the board cannot be a member of a Catholic School Council.
1.2
Elections/Appointments
1.
Elections of all members of a Catholic School Council shall be held within
the first 30 days of the school year.
a) Parent members shall be elected on a date that is fixed by the chair or
co-chairs of the school council after consulting with the Principal of the
school. The election of parent members shall be by secret ballot.
b) The teacher representative shall be elected on a date that is selected
by the Ontario English Catholic Teachers Association members at the
school.
c)
The non-teaching staff member shall be elected on a date that is
fixed by the Principal of the school in consultation with the nonteaching staff at the school.
41
2.
When a new school is established, the first election of parent members to
the Catholic School Council shall be held during the first 30 days of the
school year on a date that is fixed by the Principal of the school.
3.
The principal of the school shall, at least 14 days before the date of the
election of parent members, on behalf of the Catholic School Council, give
written notice of the date, time and location of the election to parents of
students enrolled in the school at that time. This notice may be given to
students to take home to their parents, and may be posted in a location in
the school that is accessible to parents.
6.
Appointments of members to the Catholic School Council shall follow the
election of members to the school council.
1.3
Term of Office
1.
A person is elected or appointed as a member of a Catholic School
Council from the later of the date of his/her election or appointment; and
the date of the first meeting of the school council after the elections in the
school year, until the first meeting of the school council after the elections
in the next school year.
2.
1.4
A member of a Catholic School Council may be re-elected or re-appointed.
Vacancies
1.
A vacancy in the membership of a Catholic School Council shall be filled by
election or appointment in accordance with the Central Committee for
Catholic School bylaws.
2.
If an election is held to fill a vacancy in the membership on a Catholic School
Council, section 1.2, (Elections/Appointments) #1 a, b, or c as the case may
be, applies with necessary modifications, to the election.
3.
A vacancy in the membership of a Catholic School Council does not prevent
the council from exercising its authority.
Remuneration
1. There shall be no remuneration paid to members of the Catholic School
Council.
2. The reimbursement of member expenses is at the sole discretion of the
board, and each Catholic School Council is obliged to have the council and
principal authorize and approve reimbursement of expenses incurred by
members as members or officers of the council.
2.0 Roles and Responsibilities of the Catholic School Council
There are two primary functions of the Catholic School Council:
42
a)
to promote the vision, values, sacramental life and Catholic
practices of the Dufferin-Peel Catholic District School Board and
the Catholic community it serves;
b)
to advise the principal and the board
A Catholic School Council shall, within the parameters prescribed by the
Education Act, the Regulations thereunder, and the policies and regulations of
the board, provide advice to the school principal and to the school board on any
matters. The board/principal shall consider any recommendation made and shall
advise the council of the action taken by the board/school in response to the
recommendation. These matters may include but are not limited to:

the faith development of the school community,

the modified school-year calendar,



school improvement based on EQAO results of students,
the process and criteria applicable to the selection and placement of
principals and vice principals through the Annual School Council Survey
school budget priorities, including local capital improvement plans for
submission to the board,
school-community communication strategies,

methods of reporting to parents and the community,

extracurricular activities in the school,

school-based services and community partnerships related to
health, recreational, and nutrition programs,
local co-ordination of services for children and youth,




2.1
social,
the establishment or amendment of board policies regarding the conduct of
persons in schools, appropriate dress for students, the allocation of funding
to school councils, fundraising activities, and conflict resolution processes
for internal school council disputes,
the development of implementation plans for policies and guidelines with
respect to the conduct of persons in schools, and appropriate dress for
students.
Additional Responsibilities
The Catholic School Council shall:
1.
Follow Central Committee for Catholic School Council bylaws that:
a)
govern election procedures and the filling of vacancies in the
membership of the school council,
b)
establish rules respecting participation in school council
proceedings in cases of conflict of interest,
43
c)
2.
3.
4
5.
6.
7.
8.
9.
10.
11.
establish a process for resolving internal school council disputes in
accordance with board policy.
keep minutes of all of its meetings and records of all of its financial
transactions for a period of seven years. The minutes and records shall be
available at the school for examination by any person,
submit the Annual Report on its activities to the principal of the school and
to the board prior to the end of its term. The Annual report shall include a
report on any fundraising activities that the council has engaged in. This
report shall be distributed to all parents; and shall be posted in a location
accessible to all parents,
establish its goals, priorities, and procedures,
organize information and training sessions to enable members of the
council to develop their skills as council members,
hold a minimum of four meetings per school year. The first meeting shall
be held within the first 35 days of the school year, and after elections all
meetings shall be open to, and in a place that is accessible to members of
the public. A school council is entitled to hold its meetings at the school.
Note: a meeting of a school council cannot be held unless a majority of
current council members are present, and parent members form the
majority,
communicate regularly with parents and other members of the community
to seek their views and preferences with regard to matters being
addressed by the council, and to report on the activities of the council to
the school community,
promote the best interests of the Catholic school community,
supervise the election procedures for the Catholic School Council,
consult with parents of students enrolled in the school about matters under
its consideration.
ensure that funds, if any, are raised and used in accordance with board
policies, and for purposes approved by the Board.
3.0
Roles/Responsibilities of Catholic School Council Members
3.1
Chair/Co-Chair
1.
A Catholic School Council shall have a chair, or two co-chairs. Vacancies
shall be filled in accordance with the Central Committee for Catholic
School Council bylaws.
2.
The chair or co-chair must be a parent member of the council and shall be
elected by the members of the council.
3.
A person who is employed by the board cannot be the chair or co-chair of
the council.
4.
The chair/co-chair of the Catholic School Council shall be responsible for:
44
 calling Catholic School Council meetings,
 preparing the agenda for Catholic School Council meetings in
consultation with the Principal and members of the council,
 chairing Catholic School Council meetings,
 ensuring that the minutes of the Catholic School Council meetings are
recorded and maintained,
 participating in faith development, information and training programs,
 communicating with the school principal,
 ensuring that there is regular communication with the school community,
 consulting with senior board staff and trustees, as required.
3.2
Other Council Officers
A Catholic School Council may have such other officers as are provided
for in the Central Committee for Catholic School Council bylaws.
3.3
Council Members
Council members shall maintain a school-wide focus on all issues.
Council meetings are not a forum for discussion about individual parents,
students, staff, trustees or other council members.
Each member shall:
 attend regularly and participate in council meetings,
 participate in faith development, information and training programs,
3.4
1.
2.
 act as a link between the Catholic School Council and the school
community,
 encourage the participation of parents from all groups and of other
people within the community.
The Principal
The principal of a school may delegate any of his or her powers or duties
as a member of the Catholic School Council to a vice-principal at the
school.
The principal of the school shall:
 promote the vision and values and the sacramental life and Catholic
practices of the Dufferin-Peel Catholic District School Board,
 facilitate the establishment of the Catholic School Council and assist in
its operation. The principal shall, on behalf of the school council, give
written notice of the dates, times and locations of the meetings of the
council to parents of all students enrolled in the school and will post the
notice in a location accessible to parents,
 make the names of the members of the school council known to parents
of
students enrolled in the school within 30 days of the elections of
parent members,
45
 attend every meeting of the school council unless unable to do so by
reason of illness or other cause beyond his/her control,
 support and promote council activities which are conducted in
accordance with board policies,
 seek input from the council in areas for which it has been assigned
advisory status, or any other areas,
 consider each recommendation made by the school council and advise
the council of the action taken in response,
 act as a resource to the Catholic School Council on laws, board policies
and regulations, and collective agreements,
 obtain and provide information required by the council to enable it to
make informed decisions,
 distribute to each member of the council any materials received from the
Ministry of Education that has been identified as being for distribution.
The Principal shall also post these items in a location that is accessible
to parents;
 communicate with the chair of the council, as required,
 assist the council in ensuring that copies of the minutes of council
meetings, and records of its financial transactions are kept at the school
for a period of 7 years,
 assist the council in communicating with the Catholic school community,
 encourage the participation of parents from all groups and of other
people within the school community,
 distribute the Annual Report of the school council to every parent of a
student enrolled at the school. The distribution may be made by sending
the report home with students for delivery to their parents and by posting
the report in a location at the school that is accessible to parents.
3.5
Committees
1.
A Catholic School Council may, in accordance with the Central Committee
for Catholic School Council bylaws, establish committees to make
recommendations to the council.
2.
Every committee of a Catholic School Council must include at least one
parent member of the council.
3.
A committee of a Catholic School Council may include persons who are
not members of the council.
4.
Meetings of committees of Catholic School Councils may be held at the
school and are open to and should be accessible to the public.
5.
The principal of the school shall endeavour to give written notice of dates,
time and locations of committee meetings to every parent of a student
enrolled in the school. This notice may be sent home with students for
delivery to their parents and shall also be posted in a location at the
school that is accessible to parents.
3.6
Fundraising
46
A Catholic School Council may engage in fundraising activities provided that:
3.7
a)
the activities are conducted in accordance with board policies, and
b)
the activities are to raise funds for a purpose approved by the board
or authorized by board policies.
Voting
1.
The principal of the school is not entitled to vote in votes taken by the
Catholic School Council or by a committee of the school council.
2.
With the exception of the Principal, each member of a Catholic School
Council is entitled to one vote in votes taken by the council.
3.
With the exception of the principal, each member of a committee of a
Catholic School Council is entitled to one vote in votes taken by the
committee. No voting should be done on e-mail or by proxy.
3.8
Incorporation
A Catholic School Council shall not be incorporated.
47
APPENDIX G
Sample Letter of ‘Intent’
Date
Council Members Name
Sent via: Members home address or
Student Name, classroom teachers name
Re:
Council Membership Status
Dear _______________,
I write you this letter on behalf of the St James Catholic Global Learning Centre
School Council to ask for your future intentions as a council member. We have
not been able to get in contact with you via the telephone or e-mail therefore, we
are sending you this letter. The St James Catholic Global Learning Centre
School Council By-Law document states the following:
”Any member of the School Council may not be absent from three (3)
consecutive meetings without a leave of absence approved by the school
council.”
Page 8 Section 8.0 Membership
We thank you for your interest and support of the School Council. We ask that
you respond to our request with a letter of intent. Whatever your intentions may
be we look forward to your continued support.
Together we support student learning and the building of a vibrant, caring,
inclusive faith community.
Sincerely,
Chairperson’s Name and Signature (or co-chairs)
CC: Principal
School Council Members
48
APPENDIX H
Sample letter Resignation by School Council Member
Date
Dear St James Catholic Global Learning Centre School Council Members,
Re:
School Council Membership Resignation
Dear St James Catholic Global Learning Centre School Council,
After much discussion and consideration, I have decided to terminate my
membership on the St James Catholic Global Learning Centre School Council for
the _____________ school year. The School Council By-Law document states
the following:
If the facilitator and superintendent are unable to resolve the conflict and or the
School Council member(s) don’t adhere to the solution or to the School Council
Code of Ethics outlined below the following actions can be taken:
1. The School Council member(s) may be chose to submit a letter of
resignation to the school council. See sample letter attached.
Conflict Resolution Page 12 Section 15.0
It is with sincere regret that I send you this letter but I am unable to fulfill my
duties at this time. I look forward to our continued partnership within the school
community. Thank you for your support and understanding.
Together we support student learning and the building of a vibrant, caring,
inclusive faith community.
Sincerely,
________________________
Signature School Council Member Resigning
CC: Principal
Superintendent
School Council Members
49
APPENDIX I
Sample letter Request for Membership Termination of School Council Member
Date
Council Members Name
Sent via: Members home address or
Student Name, classroom teachers name
Re:
School Council Membership Termination
Dear _______________ ,
I write you this letter on behalf of the St James Catholic Global Learning Centre
School Council regarding your membership. The School Council By-Law
document states the following:
If the facilitator and superintendent are unable to resolve the conflict and or the
School Council member(s) don’t adhere to the solution or to the School Council
Code of Ethics outlined below the following actions can be taken:
2. The facilitator and or superintendent in consultation with School Council
members may send a letter to the School Council member(s) requesting that
their term of office be terminated for that school year only. See sample letter
attached.
Conflict Resolution Page 12 Section 15.0
After much discussion and consideration, we ask for your membership to be
terminated effective immediately for the __________ school year. We thank you
for your interest and support of the School Council. This request does not hinder
your involvement in our school community. We look forward to your continued
support.
Together we support student learning and the building of a vibrant, caring,
inclusive faith community.
Sincerely,
________________________
School Council Chair
CC: Principal
Superintendent
School Council Members
50
APPENDIX J
DUFFERIN-PEEL CATHOLIC DISTRICT SCHOOL
BOARD
GENERAL ADMINISTRATIVE PROCEDURES 722.00
Section:
FINANCE
Procedure
No:
722.00
Subject:
Guidelines for
700 – BUILDINGS, EQUIPMENT,
Accounting – School Generated Funds Activity –
School Councils
Reference:
EdAct, Reg 612
Replaces:
722.00
Effective
Date:
September 2, 2008
Revised/Amended: AdminCouncil, December
15, 2008
Page:
1 of 13
SOURCES AND USES OF SCHOOL
GENERATED FUNDS Background:
Under the Education Act Regulation 612, school boards in Ontario are required to
establish a School Council for each school within the board. These School Councils
are advisory bodies that may make recommendations to the school Principal or the
board on any matter.
Many School Councils perform fund raising activities in the name of the school and as
such are required to conform with the appropriate sections of Regulation 612 that deal
with fund raising issues. The Principal is ultimately responsible for activities related to
the school and therefore is also responsible for School Council activities.
These guidelines apply to all funds that are received, raised, or collected in the
name of the school or school council.
A.
OWNERSHIP OF SCHOOL COUNCIL FUNDS
The Ministry of Education’s document, School Councils A Guide for Members (2002),
states “School Councils should be aware that, because the school board is a
corporate entity and the school is not, any funds raised by the School Council (and
any assets purchased with those funds) belong, legally, to the board”. Fund
51
raising for schools by School Councils is a partnership between the school, the board
and the fund raising group.
Each board determines acceptable and unacceptable uses of School Generated funds
activity of school councils.
A 1. A description of the types of revenues and expenditures that comprise School
Generated funds are found in the board’s GAP 704.02 – Accounting – The
Administration of School Generated Funds
A 2. Policy 4.20 – Fund Raising Activities and Policy 4.21 – Fund Raising
Campaigns
A 3. All purchases made using School Generated funds must comply with board
policy and procedures
A 4. Catholic School Council Resource Handbook, 2002
A 5. Any relevant board policies with which to ensure compliance
52
B.
ACCOUNTABILITY – ROLES AND RESPONSIBILITIES
Background:
The Board has a responsibility to ensure that all School Generated funds are collected in
accordance with Board policies and municipal, provincial and federal laws and regulations. This
responsibility includes ensuring that all funds are adequately protected, that they are controlled
through proper accounting procedures and that accountability for the funds is maintained.
Objectives:
To clarify the roles and responsibilities of individuals involved in School Generated funds.
Roles and Responsibilities of the Senior Business Official or Designate:
B 1. Refer to Accounting – The Administration of School Generated Funds (GAP 704.02)
Roles and Responsibilities of the Family of Schools Superintendent:
B 2. Refer to Accounting – The Administration of School Generated Funds (GAP 704.02)
Roles and Responsibilities of the Principal (as they relate to School Council):
B 3. Ensure that the Guidelines for School Generated Funds (GAP 704.02) and
Guidelines for School Councils (GAP 722.00) are implemented in compliance with
Board Policy.
B 4. Act as one of the approved signing officers on the School Council bank account
B 5. Review, date and sign the monthly Bank Statement, Bank Reconciliation (KEV 1) and
School Council Treasurer’s Report (SC 1)
B 6. Review, date and sign the semi-annual and annual School Council Summary of Financial
Activities Report (SC 2)
B 7. Distribute and/or make available to the school community the School Council Annual
Financial Report as outlined in the Financial Reporting section of this procedure
B 8. Advise Family of School Superintendent and Superintendent of Financial Services of any
deviations from GAP
B 9. Ensure appropriate signing authority has been communicated to the bank as per
Guidelines for School Generated Funds in compliance with board policy 704.02
B 10. Report lost or stolen funds immediately to the Family of School Superintendent and the
Senior Business Official
B 11. Designate staff to follow-up on all cheques returned by the bank, in a timely manner
Roles and Responsibilities of School Council Chair:
B 12. Work with the Principal to ensure that the sources and uses of School Council funds
comply with board policy and the established guidelines
B 13. Ensure fund raising activities involving the students and/or the school are in compliance
with Board policies and no direct or indirect benefit is derived by a member of the School
Council
B 14. Ensure that School Council members are aware that where conflicts of interest exist, they
are disclosed
B 15. Review, date and sign the monthly School Council Treasurer’s Report (SC 1)
B 16. Review, date and sign the semi-annual and annual School Council Summary of Financial
Activities Report (SC 2)
53
B 17. Distribute and/or make available the School Council Annual Financial Report as
indicated in the section on School Councils
B 18. Act as one of the approved signing officers on the School Council Cheque Requisition
Form (GF# 500)
B 19. Elect and ensure the Treasurer understands his/her responsibility for receipts, requisitions
and record keeping
B 20. Work with the Principal to ensure the processes are in place to adequately control the
funds and ensure security over cash and records of the School Council
B 21. It is recommended that the School Council Treasurer position be for a term not to exceed
two terms. This may not always be possible.
B 22. Review records of the School Council periodically
B 23. Ensure that the Treasurer publicly presents the financial report and bank reconciliation at
all School Council meetings
B 24. Ensure that all financial reports are available in the school for review by the school
community
Roles and Responsibilities of School Council Treasurer:
B 25. May act as one of the approved signing officers on the School Council Cheque
Requisition Form (GF# 500)
B 26. Ensure all School Council Cheque Requisition Forms (GF# 500) are numbered in a
unique sequential order as directed by School Council
B 27. Ensure all unused School Council Cheque Requisition Forms (GF# 500) are kept in a
secure locked area
B 28. Ensure all voided School Council Cheque Requisition Forms (GF# 500) are marked
VOID and that the:
- pink copy is kept by School Council
- white and yellow copy sent to the school
B 29. Count and verify the funds received for deposit immediately in the presence of the
person(s) giving the funds and complete the School Council Funds Received Form (GF#
501)
B 30. Prepare bank deposits and deposit funds at the bank on regular basis and provide the
deposit slip copy along with the completed School Council Funds Received Form (GF#
501) to the designated individual in the school
B 31. Assist the designated individual in the school in keeping proper accounting records by
providing any missing information regarding deposits or cheques
B 32. Review, date and sign the monthly Bank Reconciliation (KEV 1) and School Council
Treasurer’s Report (SC 1)
B 33. Review, date and sign the semi-annual and annual School Council Summary of Financial
Activities Report (SC 2)
B 34. Provide ongoing bank reconciliation and/or financial/accounting reports to the school
council and parent community
Roles and Responsibilities of the Designated Individual in the School:
B 35. Implement the guidelines for school council funds as outlined by GAP
B 36. Act as one of the approved signing officers on the School Council bank account
B 37. Issue cheques ensuring that all requests for payments are properly supported by School
Council Cheque Requisition Forms (GF# 500) approved by school council chair and/or
treasurer and approved by the Principal
B 38. Record transactions on a regular basis
54
B 39. Generate the Monthly Bank Reconciliation (KEV 1) by the end of the following month
B 40. Forward the monthly Bank Statement and Bank Reconciliation (KEV 1) once signed by
the Principal, School Council Chair and Treasurer to the Financial Services Department.
B 41. Prepare transaction reports as required
B 42. Advise the Principal of any deviations from GAP
B 43. Assist during internal audit as required
Roles and Responsibilities of the Financial Analyst (CEC Accounting):
B 44. Prepare the year end rollover for the School Council account and forward the Annual
Financial Report to the Principal for sign off (as described in the Role of Principal)
B 45. Assist the internal and external auditors with information regarding School Council
activities
B 46. Notify Senior Business Official of any deviation from reporting guidelines
C.
BANKING/RECEIPTS/DISBURSEMENTS
Background:
All schools will have a bank account for School Council Funds and a process to record
transactions. It is essential that controls be in place to assist in the management of these funds.
Objectives:
To simplify banking practices while maintaining compliance with Ministry regulations
o ensure security of funds
o protect those responsible for handling the money
o ensure that the funds collected are deposited and correctly recorded
o maintain adequate records
Specifics:
The following practices represent the minimum procedures recognizing the balance between
limited staffing and the need to meet basic security and reporting requirements.
Establishing a Bank Account:
C 1. The school will have only one School Council Funds bank account at the school’s bank
and branch.
C 2. The School Council Funds bank account will be in the name of the school, and identified
as “School Council Account”. Cheques for the School Council Funds bank account shall
be serially pre-numbered.
C 3. The account must require two signatures on all cheques. One of these signatures must be
of the Principal. In the event that two signing authorities are not available within the
school (i.e. no vice-principal and the secretary is on a leave of absence), a request must be
made to your Family of School Superintendent to appoint a neighbouring principal to
have signing authority until such time as a second signing authority is available in the
school.
C 4. It is acceptable to have up to four signing officers as designated by the principal.
C 5. The established School Council Funds bank account should be such that statements are
issued on a monthly basis along with returned cheques. The bank statement should cutoff on the last day of the calendar month.
C 6. The address on the bank statement will be that of the school.
55
C 7.
A copy of the bank resolution(s) indicating authorized signatories and specifications for
all banking services must be retained on file.
Receipts
C 8. All money received at the school is to be stored on site in a designated locked secure
location which has limited access.
C 9. All money collected is to be deposited intact to the bank account promptly. This means
that expenditures are not paid from the cash collected. The total funds are deposited to
the bank and a cheque is written to pay for any expenditure.
C 10. All money collected must be counted and verified in the presence of two individuals (one
must be the Treasurer/Designate) and the School Council Funds Received Form (GF#
501) must be signed.
C 11. The white and yellow copies of the School Council Funds Received Form (GF# 501)
along with a copy of the bank stamped deposit form must be forwarded to the school for
recording purposes. Once deposit has been recorded in KEV, yellow copy of School
Council Funds Received Form (GF# 501) with the KEV Deposit # recorded on it will be
returned to the School Council.
C 12. All cheques returned to the bank as NSF will be forwarded to the School Principal for
follow up.
C 13. All cheques received for deposit, must have identified explanation of activity/event
written on the memo line on the front of the cheque.
Disbursements:
C 14. All disbursements should be recorded promptly.
C 15. All payments must be made by cheque.
C 16. Pre-signing of cheques is not acceptable. Signature stamps are not acceptable.
C 17. Any expenditure of School Council money requires the approval of the School Council
Chair/Treasurer and of the Principal. To facilitate the issuing of cheques for ongoing
activities such as the payment for pizza on pizza days, the council may wish to
preauthorize payment for these ongoing activities. These will be reported at the next
School Council meeting. Other disbursements would require School Council approval
prior to the initiation of the purchase.
C 18. Payments must only be made upon the presentation of original invoices, receipts or other
appropriate supporting documentation.
Payments must not be made based on
company/vendor statements.
C 19. When a cheque is issued, the School Council Cheque Requisition Forms (GF# 500) must
be marked “paid” and the cheque number and date recorded on the original
documentation.
C 20. Cheques made payable to cash or payments in advance are not acceptable.
C 21. Using the number control feature, all cheques should be accounted for. Voided cheques
should be retained on file for audit purposes.
C 22. Unused cheques should be stored in a designated, secure location in order to prevent loss
or theft.
D.
FINANCIAL REPORTING
Background:
A substantial amount of money is generated in schools for the benefit of students. The Principal
is accountable for the money to both the school community and the Board. Financial statements
56
demonstrate accountability and, at the same time provide information for decision-making
needed by the school community and the Board.
To enable the School Council to manage and monitor School Council funds and fund raising
activities, current financial information is required.
To achieve this goal, monthly reports
outlining the sources and uses of the funds and the current financial position of the School
Council are required.
Monthly Financial Reporting
Monthly reports can be in many different formats. At a minimum, these reports should include:
Bank Reconciliation (see Sample KEV 1) containing:
• The bank balance on the bank statement
• Plus outstanding deposits, including details of deposits
• Less outstanding cheques, including a detailed listing of cheques and any adjustments
required (i.e. bank charges etc.)
• The balance shown in the Treasurer’s records
Treasurer’s Report (see Sample SC 1) containing:
• Monthly school council opening balance in records (should equal last months closing
balance)
• Deposits made during the month
• Cheques issued or any other charges to the account during the period
• Closing balance in records (the following month opening balance)
Annual Financial Reporting
The fiscal year for School Councils is September 1 to August 31 of the following year. This is
the same as the board’s fiscal year prescribed by the Province of Ontario. Annual financial
reports shall reflect the activities undertaken during this timeframe. As part of the School
Council Annual Report, the Treasurer will prepare a summary of the financial activities (See
Sample SC 2.)
Records Retention:
All original documents, including paid invoices, cancelled cheques, bank statements, support for
all deposits and bank reconciliations shall be retained for seven years. It is recommended that
the records of each year be boxed, labelled and stored in the school.
Investments:
Where a school council has excess funds, they may be invested in the name of the school as
permitted by board policy.
Timelines:
• Provide deposit information to Designated Individual in the school no later than 3
business days following deposit.
• Allow 3 – 5 days turnaround for all School Council Cheque Requisition Forms (GF# 500)
to be processed by designated individual in the school.
• Prior to September 30th each year, provide an annual summary of financial activity for the
school council annual report.
57
Sample KEV 1(Page 1of 2)
Monthly Bank Reconciliation
ABC Catholic Elementary
XYZ Bank Branch#: 0003 Acct #: 3300333
ABC SCHOOL COUNCIL
May
30,2008
3S 3t:
School Banking Ledger Balance as at: May 30,2008
$4,413.45
$7,216.29
CommercialBank Balance as at: May
30,2008
Less: Outst3nding Cheques •
Date
Transaction
Details
Debit
Mav8/08
Chea# 93
Drama Works Ltd
Mav20/08
Chea# 95
Kinder Class
Mav26/08
Chea# 96
Camo End Trio
$607 50
$483.00
$1.712.34
$2,802.84
Adjusted Bank Balance: (Current Bank Balance less Outstanding
$4,413.45
$0 00
Transactions) Difference:
Add: Investments
TotalBank and Investments
$4,413.45
Approval:
Principal/Supervisor Signature
Approval: -----------------Chairpersonffreasurer Signature
Date Printed:
Jun 23, 2008
Page 1
58
Krirput rEVoul tions ln.::_
Copyright. 1996-04
Sample KEV 1 (Page 2 of 2)
ABC Catholic Elementary
XYZ Bank – ABC School Council
59
Sample SC 1
(Name of School Council)
Monthly School Council Treasurer’s Report
Month End (Month/Year):
Opening Cash Balance per books:
$
(A)
$
(B)
Total Expenditures
$
(C)
Funds Remaining per Books (A + B – C)
(Agrees with KEV 1 Monthly Bank Reconciliation)
$
(D)
Total Commitments
$
(F)
Projected Funds Remaining (D – F)
$
Add: Sources of Revenue (during month):
$
$
$
$
Total Sources of Revenue
Less: Expenditures (during month):
$
$
$
$
Less: Outstanding Commitments
$
$
$
Principal
Date
School Council Chair
Date
School Council Treasurer
Date
60
Sample SC 2
Financial Reports – An Example
(Name of School Council)
Summary of Financial Activities
For the year ended August 31, 20XX
Cash on hand at the beginning of the year, September 1, 200?
Total of investments held at the beginning of the year
$
5,103.56
5,000.00
Total funds on hand at beginning of the year
$
10,103.56
Add:
Summary of total funds raised and the net proceeds
from these fund raisings.
Activity
Pizza days
Dance-a-thon
Chocolate drive
Poinsettia drive
Donations
Miscellaneous
DPCDSB
TOTAL
Revenue
4,500
7,000
23,000
1,000
2,500
230
185
38,415
Expenditure
3,200
4,000
18,000
700
25,900
12,515.00
Net Proceeds
1,300
3,000
5,000
300
2,500
230
185
12,515
Total funds available for projects
$
22,618.56
Less: Summary of total funds disbursed during year
Donations
Disbursements to School
Literacy program
Artists in the School
Graduation
Curtains
Library
Computer lease
Landscaping
Teacher recognition BBQ
Administrative expenses
$ 2,500
$ 4,000
1,000
500
2,000
3,000
6,000
16,500
500
750
150
20,400.00
Cash on hand at end of year
Add: Total of investments held at end of year
$
2,218.56
0
Total funds on hand at end of year.
$
2,218.56
Principal
Date
School Council Chair
Date
School Council Treasurer
Date
61
Background Information on the Following Areas:
1.
Public Sector Accounting Board (PSAB) and School Board
Financial Reporting
2.
School Councils, Fund Raising, Annual Reports and
Financial Statements
62
PUBLIC SECTOR ACCOUNTING BOARD AND SCHOOL BOARD FINANCIAL
REPORTING
INTRODUCTION AND BACKGROUND
Those given control of public money face two great tasks. First, they must make sure that the
public’s money is spent wisely. Second, and nearly as important, they must be able to show that
it has been spent wisely. Financial statements, clearly presented and externally verified, make an
important contribution to this second role.
With this in mind, in March 2004, following
significant discussion and input from school boards, the boards’ external auditors, and the
Canadian Institute of Chartered Accountants (CICA), the Ministry of Education announced that
Ontario’s school boards would be required to adopt Public Sector Accounting Board (PSAB)
recommendations for local governments as their financial reporting standard.
PSAB stands for the Public Sector Accounting Board of the CICA. This body sets the financial
reporting standards and generally accepted accounting principles for governments with an eye on
enhancing the usefulness of public sector financial statement information and the usefulness of
public sector financial and non-financial performance information.
PSAB standards require that the revenue, expenditure, assets and liabilities of all organizations
“controlled” by the board must be reported in the board’s financial statements. This requirement
may affect organizations such as cooperatives and foundations and also applies to funds raised
by local schools. Control is defined in the PSA Handbook.
Although funds collected and spent by various schools and school councils must be included in
the financial statements, boards, schools and school councils should note that this reporting in no
way affects the control and management of these funds. School councils, student councils or
teacher/parent groups will still be able to raise funds in the same manner as previously and they
will still be responsible for how those funds are used. Only summary information on school
funds will be presented in the board’s financial statements. The amounts involved will not be
reported in the board’s financial statements on a school-by-school basis.
(SOURCE: PSAB & School Board Financial Reporting – A General Guide; Ministry of
Education, Page 4).PSAB & School Board Financial Reporting – A General Guide; Ministry of
Education, Page 4).
63
SCHOOL COUNCILS, FUND RAISING, ANNUAL REPORTS AND
FINANCIAL STATEMENTS
SOURCE: Extracts from “School Councils – A Guide for Members, 1995,
Revised 2002”
FUND RAISING
Some school councils may decide to include fund raising as one of their priorities.
Fund raising activities may be conducted as long as they are in accordance with board
policies and guidelines and the funds raised are to be used for a purpose approved by
the board. A School Council may find that it is unable to continue a fund raising
activity in which it was previously involved, as the funds raised are not used for a
purpose approved by the board. Similarly, a School Council may find that it must
change the way in which it fund-raises for an approved purpose to comply with board
policies and guidelines.
School councils should be aware that, because the school board is a corporate entity and
the school is not, any funds raised by the School Council (and any assets
purchased with those funds) belong, legally, to the board. The board may have
policies specifying that all monies raised by the School Council (and any assets
purchased by the School Council) will remain with the school. However, such policies
are not legally binding in the event that the school is closed.
All fund raising activities conducted by the school council must be included in
the Annual
Report prepared by the School Council. (See Section 10:
Accountability).
ANNUAL REPORTS
At the end of its term, your School Council must prepare and submit a written
report to the school and to the board, outlining the School Council’s goals, activities,
and achievements, including any fund raising activities.
The Annual Report will also include the annual financial
statements.
The principal, on behalf of the School Council, must ensure that a copy of this Annual
Report is provided to every parent who has a child enrolled in the school.
64