Constitution and By-Laws A Necessary Detail
Its Constitution establishes the School Council. A Constitution is usually a relatively short document, including only essential components. Rules considered important to the functioning of the organization but not integral to its existence and purpose are usually contained in By-laws. The Constitution should include:
- Name of the Council
- Purpose (The Schools Act, 1997, Section 25 plus elaboration by council if desired)
- Mission (School Council's Vision)
- Items set by legislation
Membership
Legislated functions
- Items felt to be important to the existence and purpose of the Council
- Amending Process (Amendments to a constitution usually require a 2/3 majority vote whereas amendments to by-laws usually require a 50% + 1 vote.)
Each School Council must decide, based on its own beliefs and priorities, whether it is appropriate that items be included in the Constitution or By-laws, keeping in mind whatever Amending Process will be built into its Constitution. Amendments to a Constitution usually require a greater degree of agreement among members of the organization than amendments to the By-laws. Put fundamental principles that you hope will remain constant in the Constitution, put details that may change from council to council based on member preference in the by-laws.
Remember ...
Constitutions and by-laws can be changed. Learn from the example of the pilot school councils
-- put careful thought into it, but don't let your council get 'hung up' on developing a perfect document. Next year's council can make amendments if necessary.
Issues to consider when developing a Constitution and By-laws include, but are not limited to, the following:
Objectives
Your council may wish to make your mission/purpose/functions more specific to your school.
For example, one high school council focused on Discipline and Classroom Management this year, with the stated goals of 1) fostering and promoting alternate programs for behaviour management 2) developing and supporting programs and policy to deal with unexcused absenteeism and 3) developing and promoting incentive programs for high attendance. One of the objectives of another council dealt with rewards -- working to institute and maintain programs to acknowledge and reward students, teachers, support staff, parents and community volunteers who demonstrate support and commitment for the goals associated with the spirit of their School Council Mission Statement.
There are many questions related to council membership. When will elections be held? Will membership be larger than the minimum required by legislation? How will parents, teachers and students will be informed -- written information, presentations, discussions, individual contact such as phone calls and coffee meetings, information booths at local centres, media notices? How will vacancies be filled? Specifically ...
Parent representatives:
Will representatives be elected from parents at large or to represent certain groups (for example, one primary parent, one elementary)? How will elections be conducted? Over how long a period? How will nominations be accepted? How will information about candidates be distributed?
Teacher representatives:
How will nominations be accepted? How will elections be conducted? How will information be distributed?
Student representatives:
If your school includes high school courses, how will you choose student representatives? A general election? A member of the elected student council?
Community representatives: By what criteria/process will you choose community members?
Which officers will your council need? Vice-chair? Secretary? Treasurer? Others? How will vacancies be filled? What are the responsibilities of the Chairperson and other officers? The Principal? Council members? The School Board? The Department of Education? Should you include a Code of Ethics for council members?
Regular Meetings: How many? When? Where? How formally will meetings be run? How will they be publicized to parents and teachers?
Special Meetings: How will they be called?
Quorum: How many members must be in attendance at a meeting for decisions to be made?
Standards of Conduct: Will a certain level of attendance at meetings be required of members? Are any conflict of interest guidelines necessary? Are guidelines for removal of members from office required?
Agenda: Who will prepare the agenda? With whose input ? Will copies be sent to members before meetings? Will the agenda have a specific format?
Public Attendance and Participation at meetings: It is advisable that council meetings be open to the public unless portions are conducted as closed sessions. Will members of the public be allowed to speak at meetings? Will they be required to request a place on the agenda in advance before being allowed to speak? Will there be a time limit on public discussions? Will there be a time limit on individuals? Will there be a limit on the number of persons who may speak? What procedures will be followed to call a closed meeting or portion of meeting?
Minutes and Other Council Records
Who is responsible for taking minutes? Will minutes have a specific format? Who will receive copies of the minutes, within what time period? Council members? The Board? Will minutes be posted for parents and teachers? Will a binder of Council documents be maintained? By who? Will the binder be available on request to the public?
Will decisions be made by consensus? What will happen in the event of failure to reach consensus? Majority vote? What is a majority?
Which committees do you need? What will the composition of committees be? What is their jurisdiction? Are council members required to serve on a set number of committees? Will a council member chair each committee? What are the duties of the chair of the committee? The secretary? How will committee members be solicited from parents and teachers not on council?
What process will be used to resolve conflict between council members? What process will be used to resolve conflict between the council and the wider community or between council and staff? Conflict between council and the school board should be addressed in the protocol agreement.
For more specific information on any of the areas listed above, call the Federation office. Although most councils are still in the process of developing their Constitution and By-laws, we have a few samples both from Newfoundland and from other provinces that may give some guidance.
Mission Statements of Pilot School Councils
The A.P. Low Primary and Elementary School Council will ensure a quality learning environment for all students through the involvement of all parents, teachers and communitymembers.
The Bishops College School Council represents a voice for the school community, comprised of students, educators, parents and community members. We are committed to improving learning opportunities in our school for all students to better prepare them for our changing world.
The mission of the Buchans Public School Council is to encourage the whole community to work with the school in a collaborative effort to continuously enhance the social, intellectual and academic standards of all students through a process of cooperation and open two-way communication.
The Holy Redeemer School Council is a partnership of parents, school and community. It is dedicated to supporting policy and decision making and to facilitating and promoting harmonious, collaborative and meaningful working relationships. It strives for holistic student achievement through a commitment to continuous improvement.
The Morris Academy School Council is committed to serving our entire school community. We will provide support to all constituents in the educational process. By seeking and acting upon input from all parents, we will ensure the excellence of quality teaching and learning. Our commitment is to facilitate life-long learning.
The Port-au-Port System Pilot School Council will promote continuous improvement in the educational experience of our students. Our team, through open communication, will seek input and commitment from all partners to enhance the quality of education.
The mission of the St.Kevin's Elementary School Council is to facilitate the delivery of quality education by fostering continuous improvement in matters affecting all stakeholders within the school and community at large..
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