Coalhurst Elementary School

Bylaws

Contents

Constitution:

 

  1. Name                                                                               4.            Belief Statement
  2. Mission Statement                                                             5.            Objectives of Council
  3. Vision Statement

 

By-Laws:

 

  1. Members                                                                            7.            Amendments to By-laws
  2. Officers                                                                              8.            Conflict Resolution Procedures 
  3. Meetings  & Voting
  4. Committees
  5. Finances
  6. Fiscal year

 

CONSTITUTION

 

ARTICLE #1 NAME

 

  • The name shall be the COALHURST ELEMENTARY SCHOOL COUNCIL, hereinafter referred to as the School Council.
  • Coalhurst Elementary School will hereinafter be referred to as the school.   

 

ARTICLE #2 MISSION STATEMENT

 

2.1          Our mission is to foster and strengthen the partnership between home, school and community through communication, involvement and support, in order to realize a better education for our children.

ARTICLE #3 VISION STATEMENT

  • Coalhurst Elementary, shining together.

 

ARTICLE #4 BELIEF STATEMENT

4.1          We Believe:

                -we can make a difference

                -we can be inspiring to others

                -in open communication and sharing of ideas

                -all kids can learn

                -parents play a vital role in their child’s education and need to be involved

                -parents, teachers, and community members should work together

                -it is our responsibility to assist in providing needed resources

                -in accountability to all stakeholders

                -learning should be enjoyable and lifelong

                -in informed decision making

 

ARTICLE #5 OBJECTIVES OF COUNCIL

5.1          The power of the school council, as stated in the School Act, Section 22, this school council shall:

a)            Advise the principal and the School Board respecting any matter relating to the school, including but not limited to:

                                                School budget

                                                Provincial standards of education

                                                Community use of schools facilities

                                                Management of school building

                                                Programming

                                                School discipline policy

                            b)            Promote the school in the community;

                            c)            Establish methods of communication with the public  

                            d)                Report annually to the School Board regarding the activities of the School Council in the year;

                            e)            Co-ordinate fundraising activities;

5.2          At a meeting of the school council the principal may, without a vote by the school council, table to the next regular school council meeting a motion that he or she deems should be delayed to permit adequate consideration of the motion by the school community.

BY-LAWS

ARTICLE #1 MEMBERS

  • There will be 12 voting members of the school council determined as follows:

a)            The principal of the school;

b)            Vice principal of the school;

c)            One teacher at the school, elected by the teachers of the school

d)            Seven parents of students enrolled at CES, elected at the annual general meeting;

e)            One parent of a student in ECS, elected by ECS parents;

f)             One volunteer (referred to as the community member);

1.2          It is the school council’s hope that a Coalhurst town council member and a CES support staff member will attend regular council meetings, as well as other community and parent representatives.

1.3          Term     The term of office for serving on the School Council is one year for all members after which they can be re-elected. 

1.4          Duties    Members are expected to attend and participate in all meetings of the school council.  If a member is not present for two consecutive meetings for in-excusable reasons, he or she may be asked to resign.

 

ARTICLE #2 OFFICERS

2.1          The officers of the school council shall be the chair, vice-chair, recording secretary, and treasurer.

2.2          Election of Officers

a)            Every member of the school council is eligible to be elected as an officer of the school council.  It is recommended that the chair be a parent member.

b)            Elections of officers shall be held at the first regular meeting.

c)            The term for all officers is one year.

d)            An elected officer may serve up to three (3) consecutive terms, after    which one (1) year must elapse before he/she becomes eligible again for             re-election as an officer.

e)            A vacancy in any office mentioned in 1.1 may be filled by election or       appointment by the current School Council for the remainder of the year.

 

2.3          Duties of Officers

  1. Chair – The chair of the school council:
  2.  Calls and chairs meetings of the school council, prepares the agenda for meetings in consultation with the principal; and distributes the agenda at least one (1) week prior to the next meeting.
  3. Per Palliser’s administrative procedure 110 shall annually prepare and provide to the School Board Superintendent and Principal a report setting out the activities of the school council in the year including:
    •  a financial statement relating to money handled by the school council in the year
    • a copy of the minutes for each meeting of the school council held in the year.
  4. Provides liaison with the School Board;
  5. Represents or appoints a designate to represent the school council at external functions;
  6. Will provide his/her successor with the School Council Resource Manual, past year’s minutes, school act section, Palliser’s Administrative Procedure 110 and CES Council By-Laws
  7. Is an ex-officio member of all committees;
  8. Vice-Chair – The Vice-Chair of the school council shall assist the Chair and assume the duties of the Chair in his or her absence.
  9. Recording Secretary – The recording secretary of the school council shall
  10. record, distribute to council members, and be the custodian of the minutes of the school council
  11. ensure copies of the minutes are sent according to Palliser’s Administrative Procedure 110.  One copy shall be retained in the principal’s office and a copy filed with the Superintendent.  A copy of each meeting’s minutes throughout the year shall be filed annually with the Board
  12. prepare and file correspondence of the school council as required by the Chair
  13. keep an accurate record of school council member’s names, phone numbers, and email addresses.
  14. Treasurer – In accordance with Palliser’s Administrative Procedure 110, the treasurer of the school council in partnership with the school secretary shall:
  15. present a financial statement at all meetings of the school council
  16. prepare an annual financial statement for the AGM, a copy of which will be submitted to the school board by Sept. 30.

 

ARTICLE #3 MEETINGS AND VOTING

3.1          Annual General Meeting

a)            The annual general meeting of the school council will be held not later than 30 days after the first instructional day of the school year.

b)            The meeting will be advertised throughout the school and the community at least 14 days in advance.

c)            Election for the representatives of the parent community will take place at the annual meeting. 

d)            All parents of students attending Coalhurst Elementary are eligible for election.

e)            All parents of students attending Coalhurst Elementary are eligible to vote at the AGM.

f)             The business of the AGM shall include:

i.    election of school council members

ii.   proposed by-laws/operating procedures amendments

iii.  motion to accept a financial statement of the previous year

iv.  plans and budget for the upcoming year

v.   discussion of any major issues in which parents should have input, such as:

  • changes to the vision or mission statement of the school

g)            The quorum for an AGM meeting is 10 parents of students enrolled in the school, or the meeting may proceed at the principal’s discretion.

 

3.2          Regular meetings of the School Council

a) First Meeting   The first meeting of the school council shall be called not later than 14 days after the AGM

b) Number of Meetings   The school council shall have a minimum of 7 regular meetings in each school year.

c) Notice   All school council members shall receive an agenda at least one week before meetings.

d) Quorum   A quorum for regular meetings of the school council shall be 8 school council members.

e) Voting Members   Only the 12 members of the school council as designated in by-law section 1.1 are entitled to a vote at all regular meetings.

f) Place    Meetings of the school council shall be held at the school.

 

3.3          Special meetings of the School Council   Special meetings of the school council may be called by the executive or at the written request of ten (10) parents of students enrolled at Coalhurst Elementary.

3.4          Voting Procedures

a) Decisions at school council meetings will be made by consensus as much as possible.  All decisions must be stated clearly and recorded as such in the minutes of the meeting.

b) If a vote is taken, the motion must be moved and seconded and pass by a 51% majority.

 

ARTICLE #4 COMMITTEES

4.1          Executive Committee    The executive committee of the School Council shall consist of the officers of the School Council (Chair, Vice-Chair, Recording Secretary, Treasurer) and the principal.

4.2          Committees            The school Council may appoint a committee(s) to carry out a function for the School Council. 

a) Committee members may consist of members and non members of the school council

b) Committee members will appoint a chair person who will report at regular school council meetings.

 

ARTICLE #5 FINANCES

  • All funds will be held in the Coalhurst Elementary School account.

a)    Cheques will be issued by the school secretary upon receipt of invoices authorized by a school council officer.

  1. Cheques must have 2 of the following signatures (Principal, Vice-Principal, School Secretary).
  2. All funds of the School Council shall be deposited to the credit of the School Council, c/o of the school secretary.
  3. A vote must be taken to authorize the spending of all school council funds.

 

ARTICLE #6 FISCAL YEAR

6.1          The fiscal year of the School Council shall begin on the first day of August and end on the last day of July each year.

 

ARTICLE #7 AMENDMENTS TO BY-LAW

7.1          The by-law remains in force from year to year unless amended at the annual meeting.

a)            The by-laws of the school council may be amended by a two-thirds majority at an annual meeting of the school council.

b)            Notice of proposed by-law amendments must be circulated with the notice of meeting at least 21 days in advance of meeting.

 

ARTICLE #8 CONFLICT RESOLUTION PROCEDURES

8.1          In accordance with the School Act, the school council will abide by the conflict resolution procedures outlined by Palliser Administrative Procedure 110.