Vellore Woods PS Constitution

Article 1: Name and Address 

The organization will be known as Vellore Woods school council. The members of the School Council shall be responsible for maintaining the constitution. 

Vellore Woods Public School 

115 Starling Blvd 

Woodbridge, Ontario 

L4H 2T9 

905-417-9211

Article 2: Mission Statement 

Our school council believes that collaborative partnerships among the school, the family and the community are essential to improving student learning and increasing a shared sense of accountability for public education.

Article 3: Purpose and Objectives 

1. Encourage effective parental involvement in the education of their children.
2. Provide a means for regular communication and dialogue between all partners in education.
3. Participate in the school improvement planning process.
4. Provide meaningful consultation and extensive involvement of all members of the school community.
5. Encourage meaningful involvement of all members of the school community in support of student learning.
6. Help to co-ordinate the services for school, family and community partnerships related to social, health, recreational and nutrition programs that assist in the education of children.
7. Facilitate the building of a viable school community, which works together in the best interests of our students and their education.
8. Facilitate fundraising initiatives to help support student achievement.

Article 4: Procedures and Operating Guidelines 

The operational procedures of this council are outlined in YRDSB Procedure #262. All recommendations and activities of the council shall comply with all Ministry of Education Acts, York Region District School Board Policies and Procedures and Staff Collective Agreements.

Article 5: Membership 

5.1 Number of Parent Members (Voting)

The number of parents on the school council will be no fewer than 4. 

5.2 Number of Parent Members (Voting) 

The number of community representatives will be no more than 11. 

5.3 Student Representative 

Elementary - the Principal may appoint a student representative. 

5.4 Other Members 

Other members such as teacher representative and support staff representative shall be elected/appointed in accordance with YRDSB Policy #262.

Article 6: Elections 

6.1 Acclamations 

Parent elections shall be by acclamation when the number of candidates is equal to, or less than the number of parent member positions on the council.

6.2 Election Procedures for Parent Members 

1. Each parent/guardian seeking election must be nominated or self-nominated in writing or verbal (during election night), must have a child registered at the school, and must declare if he or she is employed by the Board.
2. Each parent/guardian of a student enrolled in the school shall be entitled to one vote for each vacant parent/guardian membership position on the council.
3. The school council may strike an election committee in May, to help plan the election process, the gathering of nominations, and the running of the election.
4. No one standing for election, or the spouse of anyone standing for election, shall be a member of the election committee.
5. The election committee shall:
   1. provide nomination forms o ensure that the school community is notified of election procedures and election
   2. date(s) location, and time, at least fourteen days in advance of election;
   3. conduct the elections by secret ballot;
   4. count the ballots;
   5. help the principal notify all candidates of the results;
   6. keep all the results and related information confidential;
   7. only release the names of successful candidates.
   8. A list of candidates and the vote results will be kept on file for use in the event of vacancy on the council.

6.3 Terms of Office

Elected and appointed members may seek additional terms of office not exceeding 3 years of consecutive service in the same office.

6.4 Vacancies in Membership 

A vacancy in the membership of a school council does not prevent the council from exercising its’ authority. If parent member positions remain vacant on council, after the election, council may appoint parent members up to the maximum number detailed in 5.2. Positions that become vacant due to resignation or removal shall be filled as soon as possible by: 

1. Offering the person with the next largest number of votes who was not elected, the opportunity to accept the position.
2. Where there are not enough candidates to fill the vacancies, notice will be sent to all parents informing them of the vacancies and application by interested volunteers so if there are more applications than positions, an election will be called.
3. When no more candidates are available, council may appoint parent members.
4. Vacancies will only be filled until June of the current year, at which time the vacant positions will be filled through September elections.

6.5 Resignations 

Anyone who is a council member, except the principal, may resign their position by verbal or in writing a letter of resignation to the chair. If someone resigns the position vacated will be filled according to Article 6.4 Vacancies. 

6.6 Removal 

The council may choose to remove from council any member who misses 4 consecutive meetings and shall undertake to replace that person according to Article 6.4 Vacancies if needed.

Article 7: Executive 

7.1 Chair/Co-Chair 

Members may choose to elect a chair or two co-chairs. An employee of the Board cannot be chair. 

7.2 Other Officers 

The council will elect or appoint the following officers: Secretary and Treasurer. 

7.3 Vacancies in Office

Officer vacancies will be filled as soon as possible according to Article 6.4 and 7.1.

Article 8: Sub-Committees

8.1 Establishment

Sub-committees may be formed to: 

1. conduct more detailed or in-depth work than is possible during council meetings
2. make recommendations to the council
3. keep the council informed of issues and developments in its’ particular area Additional sub-committees will be formed by council as the need arises.

8.2 Sub-Committee Membership 

Each sub-committee must contain at least one parent member of council. Persons, who are not members of council, may be members of sub-committees.

Article 9: Meetings 

9.1 Timetable of Meetings

At the first meeting after elections, a timetable will be created which states the meeting dates agreed to for that school year. A copy of these dates and times will be included in communication(s) to the families of the school. It is recognized that the timetable may change at any time. A copy of the list of dates and times of meetings will be sent to the local trustee. The minimum number of meetings shall be 4 in a school year.

9.2 Quorum 

A meeting will have quorum if:

1. The majority of council members are present AND
2. The majority of those present are parents. 

A meeting of council can be held if there is no quorum but all voting will be deferred.

9.3 Decision-making 

The preferred method to resolve issues on council is by consensus. Consensus is a collective opinion or general agreement by ALL the council members. In the case where a decision cannot be reached through consensus, the chair may decide on one of the following: To have a vote by way of a show of hands or a silent vote by those present in which a 51% majority shall carry the vote 

1. To defer the issue to the next meeting
2. To defer the issue to a special meeting
3. To defer the issue to a sub-committee

9.4 Conflict of Interest

If individual council members perceive themselves to be in conflict of interest, they are honour bound to declare their conflict at the earliest possible opportunity and at the time of the meeting, so the minutes may reflect this declaration. This conflict of interest may exist within the council, the school, or school activities. Council members cannot receive any remuneration for their work as a member of council.

9.5 Conflict Resolution 

The council will undertake to resolve all internal conflicts within its mandate in a timely manner. The council will abide by any conflict resolution policy issued by the Board.

Article 10: Financial Records

10.1 Signing Authorities 

The chair/co-chair or the treasurer are the signing authorities. Principal signature is also required. 

10.2 Disbursement and Allocation of Money 

All money must be collected by the end of the year. Funds should be dispersed or allocated to a specific purpose by the end of the year where possible but maybe carried forward to the next year if approved by council. 

10.3 Annual Audit 

Each year, there will be an independent audit of the school council books performed by an accountant, or a third party will be called as voted by consensus.

Article 11: Agendas and Minutes 

11.1 Agendas 

Agenda items should be submitted to the chair or assigned member one week prior to the council’s next meeting. The chair or assigned member will set the agenda with the principal, prior to the meeting. 

11.2 Minutes 

Minutes will be approved at the next meeting of the council. The minutes shall include motions, decisions and actions to be taken. Members of the council should inform the chair or member if they are going to be absent from a council meeting

Article 12: Constitutional Amendments 

The school council will review the constitution every two years or as the need arises. A sub-committee (if necessary) can perform the review and bring proposed amendments to the school council for voting. Amendments to the constitution must be presented to the council, at a regularly scheduled meeting. Constitutional amendments need a 2/3 majority to be passed.