Sir Alexander Mackenzie Sr. P.S. Parent Council Constitution March 2015 MISSION STATEMENT The Sir Alexander Mackenzie Sr. Public School Parent Council (SAMPC) will promote open and productive discussion between home, school and community by offering advice and solutions to the Toronto District School Board (TDSB) and its representatives in accordance with its constitution. OBJECTIVES To promote the best interest of the school community. To maintain a school wide focus on all issues. To facilitate the best possible education for every individual child attending Sir Alexander Mackenzie Sr. Pubic School. Consult with school administration to enhance the curriculum and educational experience at SAM through support of fundraising activities done by the Student Council. To ensure that all resources available to expand student learning are utilized fairly and equitably. To maintain a safe and caring atmosphere through participation in the school s Safe and Caring committee. PHILOSOPHY Members will individually and collectively operate on the following principles: We welcome differences. We expect the highest standards of ourselves. We extend good will. We maintain professionalism and objectivity. We aim to achieve consensus in our decision making. BY-LAWS 1. NAME 1.1. The name of this group shall be SIR ALEXANDER MACKENZIE SR. PUBLIC SCHOOL PARENT COUNCIL (SAMPC). 2. MEMBERSHIP Members in the SAMPC include, but are not limited to the following: 2.1. Executive Members Executive positions that include a Chairperson, Vice-Chairperson, Secretary (and possible alternate), are to be elected or acclaimed from the total body of parents and guardians that have children attending Sir Alexander Mackenzie Sr. Public School. 2.2. Voting Members All parents and guardians of students enrolled at SAM are entitled to be Voting members of the Council. To become a non-executive, Voting Member individual parents and guardians must identify themselves by completing the Candidate Declaration Form for the particular school year and frequently attend regularly held meetings. 2.3. Members at Large All parents and guardians of students enrolled at SAM are non-voting Members at Large unless elected or acclaimed to be Executive or Voting Members.
2.4. Teachers All teachers at the school are Non-Voting Members at Large. 2.5. Community Representative One Community Representative may be appointed by the Executive from within the boundaries of the school as defined by the TDSB to be a Non-Voting Member at Large. 2.6. Students Given the age group of students attending the school and their level of commitment and participation, there will be student representative (s) as deemed appropriate by the Principal. It is mandated that an SLC member (student representative) must be invited to attend the SAMPC meetings. 2.6. Other School Support Staff All support staff at the school are Non-Voting Members at Large. 2.7. School Principal The school Principal is Designated, Non-Voting Member. 2.8. School Volunteers All current volunteers at the school, who do not fall into one of the above categories of Executive or Voting Members, are Non-Voting Members at Large. 3. ROLE OF SAMPC MEMBERS 3.1 Voting Members 3.2. Members at Large 3.3. Chairperson 3.1.1. Attend and participate in general scheduled meetings on a frequent basis. Present special projects or ideas that would benefit the school community. Bring forward any issues that affect the school community. 3.1.2. Participate in committees, events and fundraising activities as appropriate. 3.2.1. Attend and participate in generally scheduled meetings according to their interest. Present special projects or ideas that would benefit the school community. Bring forward any issues that affect the school community. 3.2.2. Entitled to one vote at elections. 3.2.3. Not entitled to vote on any motions put forward by the Executive. 3.3.1. Assume ownership of the philosophy, mission statement and objectives of the SAMPC and of their intent. 3.3.2. Maintain the responsibilities and obligations of the Chair by effectively executing the mandate of the council according to its constitution. 3.3.3. Call scheduled and unscheduled meetings. 3.3.4. In consultation with the Principal, prepare the agenda for all meetings.
3.3.5. If necessary inform parents about irregular agenda items as deemed by the Executive and the Principal, will be distributed to all Voting and Executive Members prior to meetings (posted on school website, emailed to executive members). 3.3.6. Chair meetings as appropriate. 3.3.7. Ensure that the Secretary records minutes of meetings, posts them on the assigned bulletin board and distributes them to all (posted on the school website) voting members in a timely manner. Ensures all minutes are archived in the school. 3.3.8. Communicate with the Principal and the school community on a regular basis. 3.3.9. Assess incoming mail and prioritize according to degree of urgency impact on the students, and effect on the community. 3.3.10. Share incoming mail with all members of Council at meetings. 3.3.11. Respond to correspondence and effectively execute appropriate action that resolves issues in a timely manner. 3.3.12. Consult with senior TDSB staff and school trustees as appropriate. 3.3.13. Review details of annual financial statements, as required. 3.3.14. Entitled to one vote in elections and one vote on all motions. 3.3.15. Entitled to make or second a motion in Executive and regular meetings. 3.4. VICE-CHAIRPERSON 3.4.1. Assume ownership of the philosophy, mission statement and objectives of the Council and of their intent. 3.4.2. Chair meetings in the absence of the Chairperson as appropriate. 3.4.3. Assist Chairperson as required. 3.4.4. Entitled to one vote in elections and one vote on all motions. 3.4.5. Entitled to make or second a motion in Executive and regular meetings. 3.5. SECRETARY (and designate) 3.5.1. Record minutes of all meetings, email them to Voting Members, post them on the assigned bulletin board (and or website) and archive them at the school in a timely manner. 3.5.2. Prepare abridged minutes for distribution to all Voting Members. 3.5.3. Parent Secretary is entitled to one vote in elections and one vote on all motions. 3.5.4. Parent Secretary is entitled to make or second a motion in Executive and regular meetings. 3.6. TREASURER 3.6.1. Maintain bank accounts in a manner consistent with any TDSB policies and procedures that apply to SAMPC. 3.6.2. Ensure all monies dispensed are for expenditures approved/endorced by the SAMPC Executive. 3.6.3. Co-sign cheques drawn on the SAMPC bank account. 3.6.4. Provide a current written status report including financial updates and expenditures at meetings as required. 3.6.5. Maintain receipts and records of expenditures. 3.6.6. Prepare financial reporting to TDSB at end of school year as required. 3.6.7. Entitled to one vote in elections and one vote on all motions. 3.6.8. Entitled to make or second a motion in meeting.
3.7. PRINCIPAL 3.7.1. Facilitate, assist and participate in the operation of the SAMPC. 3.7.2. Advise, cooperate and consult with Executive Members as it works towards achieving its objectives. 3.7.3. Support and promote the activities of the SAMPC. 3.7.4 Seek input from the Council in areas for which it has been assigned advisory responsibility and report to Council on how the advice has been actioned. 3.7.5. Act as a resource on law, regulation, board policy and staff collective agreements. 3.7.6. Obtain and provide information required by the Council to enable it to make informed decisions. 3.7.7. Communicate with the Chairperson of the Council on a regular basis. 3.7.8. Ensure that irregular agenda items are deemed by the Executive and the Principal are distributed to all Voting and Executive members prior to meetings through the school email and posted on the website. 3.7.9. Ensure the minutes of the council meetings are maintained at the school and abridged minutes are distributed to all members through the school website. 3.7.10. Assist the Council in communicating with the school community. 3.7.11. Review details of funds allocated to the Council and review spending of said funds. 3.7.12. Maintain the authority, responsibilities and obligations of principalship as mandated by TDSB policy, the Education Act and the Regulations of the province of Ontario. 3.8 COMMITTEES 3.8.1. Facilitate and assist in the operation of the SAMPC. 3.8.2. Advise, cooperate, and consult with the Executive as it works towards achieving its objectives. 3.8.3. Support and promote the activities of the council. 3.8.4. Communicate with the school community on a regular basis and share the community perspective as appropriate. 4. ELECTIONS AND TENURE The election procedures for parent and guardian representatives on the Executive, and for the Community Representative, shall be as follows: 4.1. Executive 4.1.1. Parents and guardians wishing to seek a term on the Executive of the SAMPC will be required to submit a Candidate Declaration Form and, if requested, provide information about interests and the qualifications they have related to the position they are seeking. 4.1.2. The Principal will distribute Candidate Declaration Forms at least 14 days prior to the election. 4.1.3. If the number of declared candidates received is fewer than the number of elected positions to be filled, those candidates shall be acclaimed and no election held. 4.1.4. If an election is required, the Principal will provide to the school community information about any election candidates at least one week prior to the Election. A meet the candidates session will be held prior to the election. 4.1.5. If an election is required, the Principal will supervise the election at the SAMPC meeting and ensure that voting is done by secret ballot. 4.1.6. Each parent or guardian of children in the school may, in person and at the scheduled election meeting, vote for one candidate per position chosen from those listed on the ballot.
4.1.7. The Principal in the presence of at least 2 parents who are not election candidates does counting of votes. If there is a tie for any one position, the winner will be determined by lot. 4.1.8. No individual campaign literature may be distributed on school property or posted on school property. 4.1.9. School resources, both human and material, may not be used to support particular candidates or groups of candidates. 4.1.10. The elected or acclaimed members shall hold office for a minimum of one school year but may run again in successive elections. 4.1.11. Should a member of the Executive miss three consecutive meetings without just cause, that member may be asked to resign. 4.1.12. If positions become vacant during the school year, they shall be posted and nominations and elections held at the next regular meeting. 4.1.13. In the extenuating circumstance where the number of acclaimed candidates is less than four (4), the acclaimed candidates will provide coverage for the outstanding positions on the Executive. Additionally, by agreement between the acclaimed candidates, any and all positions can be jointly held by the acclaimed candidates for the purposes of maintaining an Executive Membership. Furthermore, these acclaimed candidates, regardless of the number of positions covered, will continue to hold a single vote. 4.2. COMMUNITY REPRESENTATIVE 4.2.1 Members at a council meeting may forward suitable candidates and the Executive will choose the most appropriate candidate. 5. RESPONSIBILITIES 5.1 Advisory Function The SAMPC will provide advice to the Principal and the TDSB on any of the following matters: 5.1.1 Local school year calendar 5.1.2 School code of student behaviour. 5.1.3 Curriculum and program goals and priorities. 5.1.4 The response of the school or the TDSB to achievement in provincial and TDSB assessment programs. 5.1.5 Preparation of the school profile 5.1.6 Selection of the Principal 5.1.7 School budget priorities, including local capital improvement plans and school budget reviews. 5.1.8 School and community communication strategies. 5.1.9 Methods of reporting to parents and community. 5.1.10 School based services and community partnerships related to social, health, recreational and nutritional programs. 5.1.11 Local coordination of services for students. 5.1.12 Development, implementation and review of TDSB policies. 5.1.13 Local school safety procedures. 5.1.14 General school reviews. 5.1.15 Development of classes, organizational structure and class sizes for the following school year. 5.1.16 School safety issues. 5.2. ACCOUNTABILITY 5.2.1. Annual review of the SAMPC constitution to ensure it reflects the dynamics, views, and preferences of the school community.
5.2.2. Work within existing TDSB policies and procedures. 5.2.3. Organize information and training sessions to improve member participation as appropriate. 5.2.4. Ensure that all meetings are open to both members of the school community and the larger community. 5.2.5. Ensure that whenever possible the necessary supports are provided to all SAMPC members to accommodate their needs, thereby allowing for full member participation. 5.3. REPORTING 5.3.1. Communicate formal recommendations and decisions of the council to the Principal, area Superintendent and local Trustee. 5.3.2. Ongoing reporting of council activities to all members via email and school website 6.1. COMMITTEES 6.1. The Chairperson will establish committees as required. 6.2. Any Executive, Voting, or Member at Large of SAMPC may be a member of, or Chair of, a committee. 6.3. Committee members will report to council at a general/regular meeting. 7. MEETINGS 7.1. Meetings will be scheduled at a minimum of four times each school year. The custom of the SAMPC is to hold meetings four times during the school year. The date, time and venue will be decided by the Members present at the first meeting of the school year (i.e. October). 7.2. Attendance of five Voting Members, at least three of whom are Executive members of the Executive, constitutes quorum. 7.3. Agendas should be constructed for timely, fruitful discussion. If time constraints disallow necessary discussion, the Chairperson may defer the item to ensure a productive outcome. 7.4. All motions must be proposed and seconded by the Executive. 8. FINANCES 9. VOTING 8.1. The SAMPC funds will be held by the school administration under separate line items in their financial books. All recurring, annual not for profit expenses are to be discussed in the first SAMPC meeting of the school year and voted upon. These expenses will be made available to all Members of the SAMPC as requested. 8.2. The SAMPC may deem a discretionary fund to be used by the Principal for items consistent with the goals of the SAMPC. This amount must be voted upon in a SAMPC meeting and reported on with the other projected annual expenditures. The Principal must report back on the use of any such funds. 8.3. No fees of any kind, or honorarium, will be paid to any member of the SAMPC for duties related to fundraising, promotion or any other activity. 8.4. Voting at elections, or at meetings, must always be done in person. Voting in absentia or by proxy is not permitted under any circumstance. 8.5. A simple majority will decide a vote with the exception of amendments to the Constitution (see 10.1.). 8.6. If a majority of the Executive Members feel that further discussion is required on a particular issue, the Executive may defer the vote to a later meeting. 10. AMENDMENTS
10.1. A sub-committee assigned to revise the Constitution will put forth recommendations for changes as required. Any amendment to this Constitution requires a 60% majority vote of all Voting and Executive Members present at the meeting. /JUNE 2015