School Councils

This is a brief synopsis of what O. Reg. 612/00 means for school councils and is not meant to be inclusive of all aspects of the regulation. 

School Trustees are not eligible to be members of school councils within their board.

​School councils have been created to enhance students’ learning through the cooperative efforts of parents, students, staff members and others in the community. Your school council is an advisory body of volunteers who work together to provide ideas and opinions to help the principal and sometimes the school district, make the school a better place for learning.

Accepting the role of school council member carries with it certain responsibilities. Each school council will define the roles and responsibilities of its members in its Constitution and By-Laws. The following roles and responsibilities for specific positions are suggestions only. A school council’s operating by-laws may outline other specific duties for the chair/co-chairs as well as for other officers of the council, such as a secretary or treasurer. 

Chair/Co-Chairs

• Arrange for meetings, minimum of four per school year 
• Prepare meeting agenda in consultation with the principal
• Chair council meetings
• Regularly keep up-to-date with information on the HDSB website and share at council meetings
• Use technology effectively, e.g. establish email distribution list, etc. to stay connected with council members
• Ensure that minutes of council meetings are recorded and kept for four years and posted to the school website once they have been approved
• Report regularly on the status of council recommendations
• Communicate regularly with school principal, council members,  school community
• Facilitate the resolution of conflict
• Participate as ex-officio member of all school council committees
• Communicate with school principal on behalf of the council​

Secretary

• Record minutes of all school council meetings and make them available to the school community
• Maintain a file of all correspondence, minutes of school council meetings, by-laws and reports
• Maintain a current membership and a contact list of school council members

Treasurer

• Complete a criminal background check from the Halton Regional Police Service prior to taking on any duties as Treasurer
• Work with the Senior Secretary or Supervisor - School Business to provide oversight to the school c​ouncil’s financial records 
• Refer to the Halton District School Board Financial Guidelines for School Councils

Parent Involvement Committee Representative

• Act as a link between school council and the HDSB regional Parent Involvement Committee (PIC)
• Actively promotes parent engagement within their school community and promotes home and school partnerships
• Attend one to two regional meetings specifically for School Council PIC Representatives to meet with the regional PIC team to share school perspectives and develop strategies to support parent engagement
• Provide updates to school council meetings, as appropriate (e.g., PIC Annual Conference, Parent Reaching Out Grant application information, etc.) and shares regional communication with the school (e.g., PIC News)

Parent Representatives

• Bring a wealth of experience and diversity to council and help create a culture of sharing, communicating and dealing with issues and challenges
• Participate on any committees established by the school council
• Contribute to the discussions of the council
• Maintain a school-wide perspective on school council issues and seek to achieve consensus
• Solicit views of other parents and members of the community to share with council
• Observe the council’s code of ethics and established by-laws

Staff Representatives (teaching, non-teaching)

• Contribute to the discussions of council
• Solicit views from their staff groups to share with council
• May participate on any committees established by council
• Communicate information back to their staff groups
• Observe the council’s code of ethics and established by-laws

Community, Student, Home & School Association Representatives

• Contribute to the discussions of council
• The Community representative represents an organization, social service agency or other group present in the community and is a person not employed at the school or if employed by the board, has declared this to council members before being appointed 
• The community rep. does not have children attending the school
• Student representative(s) are appointed by the school principal; this is mandatory for secondary schools and optional for elementary schools
• Home & School Association representative is chosen by that organization if the organization is represented at the school
• Solicit views from their respective groups to share with council
• May participate on any committees established by council
• Communicate information back to their representative groups
• Observe the council’s code of ethics and established bylaws
• Help build partnerships and links between the school and the community, student body, and organizations, respectively

School Principal

• Facilitate the establishment and assist in the operation of the school council
• Encourage the participation of parents from all groups and of other people within the school community
• Support, promote and communicate the school council’s activities
• Obtain and provide information including regulations, board policies, collective agreements required by the school council to enable it to make informed decisions
• Attends all council meetings unless a vice principal has been so designated
• Considers each recommendation made by council and returns to council with the action taken in response to a recommendation
• Support, promote and communicate council’s activities​
• Solicits views on matters pertaining to establishing or amending school policies/ guidelines relating to student achievement, accountability of the education system to parents and the communication of those plans to the public
• Assists council with annual goal setting and the establishment of operating norms

​It is important that all council members clearly understand the regulations and policies so that they know where the boundaries lie in terms of what is and what is not within the scope of their duties. There is an important distinction to be made between providing advice and acting as an advocate on a specific issue. 

Council’s role is to maintain a broad focus on a range of issues of a school-wide concern. From time to time, a school council may encounter the particularly difficult situation in which a council member demands that council devote all of its attention and energy to a single issue. In some cases, the member’s passion for the issue may be counterproductive to the council’s efforts to achieve its goals.

Some a​reas of the school council mandate requiring energy and attention are as follows:

• Setting goals to improve the school’s learning environment in collaboration with the principal, teachers, parents and community members
• Setting operating norms, that is, ways in which members dedicate themselves to working together
• Participating in the development or review of the School Improvement Plan

As specified in the regulation, school councils can provide advice to the principal and the board on any matter. It should be noted that they are not authorized to perform managerial or administrative responsibilities that belong to the principal or to other school administrators. For example, assessing teacher performance in the classroom is the responsibility of school administrators and superintendents who are granted this authority under the Education Act.

It is important for School Council to take time to periodically discuss and evaluate what it has been doing and how effective the council has been.  Council should schedule time to review progress on strategic plans and their role in the School Improvement Plan to ensure progress is being made.​

School councils are able to make recommendations to their principals and school boards on any matter (O. Reg. 612/00). Principals and school boards, in turn, must consult with school councils on a variety of matters that affect student learning as well as the Code of Conduct, Student Dress Code and policies or guidelines pertaining to school councils (i.e. allocation of funding to school councils, fundraising activities of school councils, conflict resolution processed for internal school council disputes and reimbursement of board expenses incurred by members of school councils). They must also consider recommendations made by school councils and report back to the councils on how they plan to act on their advice (O. Reg. 613/00).

The Halton District School Board requires that all school councils develop a constitution to formalize the operational guidelines for each council. School councils are not required to develop lengthy constitutions since O. Reg. 612/00 sets out the mandate and roles and responsibilities for school councils. 

In effect, the regulation serves as the constitution for the school council. Similarly, boards are not required to develop policies on the operation of school councils; however, the Halton District School Board established a policy which governs the role and responsibility of School Councils. 

School councils must develop certain bylaws to provide them with direction for the operation of council business and to help council work effectively. School councils constitution and bylaws should be reviewed by the council annually. Regulation 612/00 requires council to develop bylaws to address the following areas:

• election procedures
• filling vacancies
• conflict of interest
• conflict resolution procedures

Since September is a busy time of the year for parents and educators, school councils may want to prepare an election plan in June for execution in September.​

A school council may wish to develop bylaws related to the following:

• a code of ethics
• general expectations regarding attendance at meetings, other operating norms, e.g., promptness at meetings, decision making method, etc.
• the number of meetings and scheduling of meetings – O. Reg. 612/00 requires a minimum of four (4) meetings of council per year
• the number of parent members on council and the number of ​members required for a quorum
• the number, description, and duties of the executive officers
• any requirements regarding signing officers
• the establishment and role of committees, e.g. Ad Hoc and Standing
• a process for seeking input from the community

According to O. Reg. 612/00, elections must take place at the same time each year – within the first 30 days of each school year. However, in the case of a new school, the first election must be held during the first 30 days of the school opening, on a date fixed by the board that established the council.  

• ​Draft Generic Constitution/ By-Laws for School Councils

Election Timetable
Elections for c​ouncil vacancies may occur at any time during the school year. All school c​ouncils will hold elections for the coming year within 30 days from the opening day of school in September. O. Reg. 612/00

Notice of Election
The notice of election should be distributed to the school community no less than 14 days prior to the planned election. The communication should come from the principal. The notice should include the following details:

• the number of school council member positions to be filled​
• nomination form access and the procedure for submitting them
• due date for nominations
• vote date

Nomination Forms

• Prepare a nomination form​
• Each nomination form should allow space for the candidate to provide a statement
• The date of close of nominations should be specified on the form as well as the procedure for submitting nomination forms (see Appendix A: Nomination Form)

Processing of Nomination Forms  

• Nomination forms should be received by the due date and time in order to be accepted for election purposes
• Where the number of nominations received is less than or equal to the number of positions vacant, nominees should be declared elected.  (see Acclamation process)
• Where no nominations have been received, state that the position will exist as a vacancy to be filled at a future election round (state when this will be)
• If another election is required, ensure that a “Notice to Voters” is sent to the community ​

Notice to Voters
An election needs to be conducted when the number of nominations exceeds the number of vacancies. The election can be scheduled for an independent date, or as part of a regularly scheduled council meeting. Ensure that the date of the election, and those eligible to vote are well publicized. Candidate’s statements should be published along with this information. Consider translation, where appropriate and feasible.​

Acclamation of Council Members
When fewer nominations have been received than there are available positions on the council, nominated members may be acclaimed, or elected unopposed. This process should take place at a Council meeting, and nominated members should be in attendance. To be elected unopposed, the chair should announce the number of positions available, and the number of nominations received.  The nominees are then named. If required in your constitution, a motion may then be moved to accept the nominees as elected unopposed.​

Conduct of Election
In the event an election is necessary, a ballot identifying relevant details of the election should be prepared. ​(i.e., the number of people to be elected, the names of the nominees).

• Appoint a Returning Officer who will be responsible for the counting of ballots
• Make the necessary arrangements for the casting of secret ballots (e.g., ballot boxes and private marking areas)
• Proxy votes should not be accepted, and voters may only cast one ballot
• Candidates receiving the highest number of votes will be declared elected
• If a vote in any election is tied, the winner could be determined by the drawing of lots

​Statement of Election Results
Ensure that election results are published as soon as possible. Publication could be through a regular newsletter, special flyer, web page notice, or any combination of these. Include the results of the counting of votes, or the candidates elected unopposed and any vacant positions remaining.  The names of only those people elected should be specified. Successful candidates need to be contacted immediately and advised of their terms of office and other details concerning the council (e.g., first meeting item, membership contact list, meeting dates etc.).​

Tips for the Chair/Co-Chair​​

• post the council agenda several days in advance of the meeting
• a meeting of school council cannot be held unless a majority of the current council members are present and the majority of members present at the meeting are parent members ​(quorum); without a quorum, issues may be discussed but council cannot consider or approve motions
• the chair is responsible for moving the meeting along and ensuring no one monopolizes the floor
• start and end the meeting on time
• keep opening remarks brief and welcoming; introduce guests/presenters; review the agenda; outline what is to be accomplished in the time allowed
• summarize main points before moving to the next agenda item or before making a decision
• keep to the agenda and timelines; consider using a timed-items strategy; if new business arises, record and carry forward to agenda of next meeting
• during discussions, maintain a speakers’ list to facilitate all views being heard
• remind participants of rules of order as established​
• ensure the action minutes are kept
• consider beginning with an “energizer” linked to agenda content to focus thinking and to allow participants to speak informally with each other
• allow for individual and small group input during discussion; work to involve all those in attendance
• remain neutral and provide alternate ways to solve problems/make decisions (see conflict resolution strategies)
• encourage decision making through consensus
• summarize the meeting by reviewing key actions and decisions; check that all members have the same understanding of any decisions
• review/announce the date, time, and location for the next meeting; include any items of new business 
• consider offering childminding to encourage parent attendance at council meetings​

“Rules of order” are a positive tool used to help people work together effectively in school council meetings. It’s important that the school council follow a set of rules, and especially important that the chair knows the procedure for: 

• making a motion;
• notice of motion;
• tabling a motion;
• voting;
• amending a motion; and
• rejecting a motion.

The following is a simplified guide to rules of order: ​

Simple Rules of Order​

1. An individual must be recognized by the chair before obtaining the floor to make a motion.  In plain English, this means the chair of the meeting must say it is your turn, before you can speak and formally propose a course of action.
2. Once an individual has the floor, he or she may make a formal proposal, or motion, beginning with the statement, “I move....”
3. Another individual must second the motion, by saying, “I second the motion.”  This indicates that he or she agrees that the proposal should be discussed.
4. Once a motion is made and seconded, the chair states the question so everyone is clear on what is being proposed. From this point, until the motion has been voted on, all discussion must focus on the question.
5. After stating the question, the chair asks if the assembly is ready for the question, or ready to vote on the proposal.
6. If no one indicates a desire to speak to the issue, the chair puts the question or conducts the vote by asking for those in favour and those opposed. The vote may be conducted by a show of hands, by standing or by ballot. 
7. If members of the group wish to discuss the motion, the chair opens debate. Each participant may speak to the question twice, but no one may speak the second time until everyone has had the chance to speak once. Once debate is complete, the chair puts the question.  
8. The majority needed to pass the motion should be a majority plus one (i.e., > 50%). In case of a tie, the motion is lost.

Amending a motion
Up until the chair states the question, the person making the motion may change it, (although the seconder may withdraw and the changed motion may need another seconder.) Once the chair has stated the question, however, the motion must be formally amended in order to be changed.

1. The person making the motion may propose to modify it. The chair will ask if anyone objects. If they do, the question to modify the motion is put to a vote. If the group consents to the modification, debate continues on the motion as amended.
2. Another individual can move to amend the motion by stating, “I move to amend the motion by...”. From here, the process is the same as for any other motion - steps 3 through 8 of the Simple Rules of Order section.
3. An amendment to the amendment may also be proposed, but a third amendment is out of order.
4. After the amendment has been dealt with, discussion returns to the original motion. 

Withdrawing a motion

1. At any time before a vote, the person making the original motion may ask to withdraw it.  The motion to withdraw does not require a seconder. Once the motion is withdrawn, it is as if it never existed.
2. If the chair has already stated the question and a request to withdraw the motion is made, the chair asks if there is any objection. If there is none, the motion is withdrawn. If someone objects, the request to withdraw the motion is put to a vote.

Tabling a motion
A motion to table a motion means to set it aside to discuss at another time so more pressing business can be discussed, or so more information about the issue can be obtained. 

• The motion to table takes precedence over the motion being discussed;
• The motion to table requires a seconder; and
• There can be no debate on a motion to table.

Motions that are Null and Void
Any motion that contradicts provincial laws and regulations or Board policy is out of order, even if the motion was voted on and passed by a majority vote.

The school council is required to keep members of the school community informed about its activities. Effective communication is an essential component of a successful school council. This is an ongoing process that requires a school council to develop a communication plan. 

At the beginning of each new council term, serious consideration should be given to developing or revising your school council communication plan. Having a position on the council called Communications Representative will help ensure your communication p​lan is sustainable. 

Your council may have several messages you want to get across in your various types of communications with the parent community and these should reflect the central values of your mission/purpose.​

​​A Variety of Ways to Communicate

• One-to-one, face-to-face
• In-person and virtual meetings
• Small group discussions
• Speaking before a large group
• Phone conversations (call, text)
• Social media
• School council page on school website
• Information letters
• Regular articles in your school newsletters, agendas, minutes, calendar of council events, etc.

Steps in Developing a Communication Plan​

• To determine this... Content
• Ask this... WHAT needs to be communicated?​
• To determine this... Reason for communicating the content
• Ask this... WHY is it being communicated?
• To determine this.. Communication Vehicle
• Ask this... HOW will it be communicated?
• To determine this... Communication Process: design, development, assessment
• Ask this... WHO will create, edit, deliver and assess the effectiveness of each item?
• To determine this... Audience Selection
• Ask this... WHO will receive each item?
• To determine this... Timelines
• Ask this... WHEN will the communication be delivered?
• To determine this... Value/effectiveness of communication
• Ask this..... WHAT was the effectiveness of the communication? ​Did it reach the intended audience in the required item? Was it clear and concise?  WHAT feedback has been received from the audience (may use a survey, telephone or written, to sample audience response or use tear off and return part at bottom information)?

Hints for Getting Your Notices Read

• Keep message brief and straightforward
• Develop a distinctive, consistent format for recognition
• Keep articles/items short
• Use bullets
• Headlines help
• Leave lots of white space for ease of reading and to draw reader attention

Publish Consistently - Audience Communication Vehicles

• Bulletin board/council corner
• Council binder with minutes and news items
• Surveys/questionnaires
• Workshops for parents on identified topics of interest
• School council newsletter
• Advertising council meetings on banner
• Establish a section on school website for council news and events
• SchoolMessenger, where appropriate​

Best Practices for Digital Communications
To effectively communicate with your school community, school councils are encouraged to use a dedicated webpage on the school website, supplemented by social media posts. When managing these digital communication tools, refer to these best practices: 

• Use your webpage as your primary information source
• HDSB websites follow the Accessibility for Ontarians with Disabilities Act (AODA) guidelines, which make information accessible to all members of the community.
• Review your webpage regularly to ensure all information is accurate and remove outdated content.
• Structure your webpage content clearly, using headings and bullet points for easy navigation. 
• Include contact information for parents/guardians to reach out with questions or suggestions.
• Use social media as a supplementary tool
• Social media posts should be short and engaging, serving as a promotional tool that directs followers to visit your webpage for full information on events, initiatives, reminders and updates. 
• Ensure you have updated your webpage before promoting information on social media.
• Always include a direct link to your webpage in social media posts to make it easy for users to access full information.
• Sample social media caption: Join us for our next school council meeting! Learn more: [insert link to webpage].

School councils should consider putting a process in place twice yearly to assess how effective council has been. This reflective process and planning for improvement may be described in the Operating Norms part of the council bylaws. Some ideas to consider for reflection may be accomplished by all members in a group session or individually by each member with the chair providing a summary of the input for the following meeting of council.

• Are council meetings effective?  rarely - sometimes - mostly - consistently
• How could council meetings be improved?
• Are we on track with our goals?  rarely - sometimes - mostly - consistently
• What is the next step in our council’s goal setting/strategic plan?
• What is going well?
• Do we need to change any of our processes or operating norms?
• How do we want to improve?​

Disagreements and challenging issues will arise in council. Viewing disagreements as a strength and an opportunity for a meaningful problem solving dialogue requires a well established conflict resolution process as outlined.

1. Acknowledge that there is a problem.
2. Commit to finding a solution.
3. Suggest a strategy for resolving the conflict.
4. Listen to each person’s views. Make no judgments.
5. Attack the problem, not the person. Give “weight” or importance to the person. Avoid labeling the person.
6. Communicate how you feel and your views.
7. Allow the others involved to state their needs and concerns. Use active listening strategies.
8. Share your needs and concerns.
9. Agree on a solution.
10. ​Follow up to ensure the solution happens. ​

Effective school councils are continually seeking responsible volunteers. As part of this process, the school council chair/co-chairs and principal are on the lookout for qualified people from the school community to take on new responsibilities. The following are some strategies for consideration:

• Ensure a welcoming and open school environment
• Invite interested parents to participat​e, volunteer, attend a council meeting
• Encourage participation from various and diverse cultural groups in your school community
• Host a school council information/get involved event, e.g. high school council can host a barbeque for parents of incoming Grade 9 students in June and share council accomplishments, issues being worked on etc.
• Publicize council’s activities via email, newsletter message, brochures, social media,  etc.
• Provide a list of meeting dates for the coming year
• Provide information on elections, bylaws, decision making and conflict resolution process
• Establish childcare services to assist parents with council attendance; local high school students may look for this opportunity to earn their required 40 hours of Community Involvement. Please note that besides student volunteers, an adult volunteer must be present.
• Be explicit about whether participation on committees is expected
• Many companies encourage their employees to be involved in community- related volunteerism; advertising council participation as an excellent way to make a difference by supporting student learning and achievement is an important message for the business and parent community to hear

The key to successful fundraising is to have a clearly defined purpose for the funds raised. The purpose must be aligned with the goal areas of the School Improvement Plan which is designed for the continuous improvement of student learning. The School Improvement Plan is one of the most important school documents as it guides the school strategic planning process and all monies raised and expended must be aligned with the plan.

Fundraising for a purpose may target schoolyard activities, curriculum needs, library, teaching and field trip resources, to name a few areas directly connected to the School Improvement Plan. School Councils cannot fundraise however for items funded through provincial grants (i.e. textbooks, occasional staff costs, professional development for staff). Other purposeful fund raising activities may be designed to rally the school community around a specific focus area in the Plan. The school principal can provide additional information regarding fundraising policies and procedures.​

Though participation in a school council requires hours of volunteer time, the rewards are many and significant. The personal and professional satisfaction that results from contributing to an effective school council involves the following:

• Focus on student learning and the best interests of all students
• Promote meaningful parental and community involvement
• Are inclusive and include members with the diverse views of their school communities: strength through differences!
• Actively involved in setting school priorities for improving student achievement
• Utilize clear and consistent processes for decision making
• Communicate regularly with the community
• Foster mutual respect, trust and understanding
• Understand clearly the roles and responsibilities of council and school administrators
• Share a common vision for student success
• Keep well informed about school and board policies & procedures
• Maintain high ethical standards

The following diagram has been developed by Gord Kerr, founder of the Ontario School Council Support Centre to outline the stages of development of school councils. 

The Five Stages of Development
The evolving role of Parents Groups and School Councils in Education