St. Olivier School Community Council
To provide our children with enriched opportunities for student learning and well being through active parent and community involvement in a Christ centered environment.
Representative – School Community Councils are an integral component of School Division governance. They strive through their membership and their actions to be representative of all students attending the school.
Inclusive – School Community Councils recognize all members of the school community (especially parents) can make a difference in the learning success and well being of children and youth. In their activities, School Community Councils engage in processes to ensure all voices in the school community are heard and all perspectives are taken into account.
Respectful – School Community Councils understand school communities are complex environments. Councils recognize the importance of both lay and professional perspectives within the community and strive to appreciate all viewpoints.
Trustworthy – School Community Councils conduct their affairs in an open and apparent manner. Councils honor the right to privacy of individuals and treat all information they are privy to with appropriate discretion and sensitivity.
Responsible – School Community Councils make every effort to respond to the needs and aspirations of the school community they represent. They regularly consult with students, parents, community members, the Board of Education, the school Principal, school staff and others. In addition to this, Councils respond to requests for guidance and direction, by the Board of Education, school Principal and other community agencies and organizations that support children and youth.
Effective – School Community Councils focus their attention and efforts on key matters that make a difference in student learning and well being. Keeping in mind their understandings related to their own unique school communities, Councils align their work with provincial and School Division goals and initiatives related to student learning and well being outcomes.
Committed – School Community Councils are committed to fulfilling their role as a vital link in school level governance. Councils evaluate their performance regularly, take advantage of opportunities to build their capacity and account to the public they represent and the Board of Education on their progress.
Structure and Officers
Vice-Chair / Treasurer
*As different committees are established (fundraising, hot lunches, etc) there will be appropriate contact people assigned.
Roles and Responsibilities of Officers
The Chairperson will:
- conduct meetings of the Council;
- ensure that all members have input to discussion and decisions;
- prepare meeting agendas in consultation with the Principal and other Council Members;
- oversee operations of the Council;
- establish networks that support the Council; and,
- act as a spokesperson for the Council.
The Vice-Chairperson will:
- support the Chairperson in his/her duties, taking over when the Chairperson is unable to attend;
- perform responsibilities assigned by the Chairperson; and,
- normally (but not necessarily) become the Chairperson the following year.
The Secretary will:
- take minutes at Council meetings;
- receive and send correspondence on behalf of the Council;
- take charge of any official records of the Council;
- maintain a membership list of all the Members of the Council; and,
- ensure that appropriate notice is given for all meetings of the Council.
The Treasurer will:
- keep an accurate record of all incoming and outgoing monies; and
- prepare an annual financial report to be given at the SCC annual meeting.
*Committee Officers will:
- report to the council as required.
Schedule of Meetings
School Community Council meetings will be held the first Wednesday of every month at 7:00 pm. Members will be notified otherwise. Special meetings will be held as needed.
Means of Public Consultation
Face-to-Face Interviews / Questionnaires
Public Meetings / Workshops
Means of Public Communication
Written Communication – Information that requires no clarification or discussion may be presented through posters, web sites, Facebook, public notices, email, newsletters, memos and information pamphlets. All written communication should provide a contact name and number for follow up questions.
Verbal Communication – Presentations are the best form of providing information that is complex. We may wish to include presentations as a regular part of our meetings. We may also consider selecting knowledgeable Council Members to speak to a variety of audiences or organizing special meetings where specific issues can be presented.
Media Coverage – Many radio stations and newspapers provide public service announcements free of charge. As appropriate, we will approach media as a means of public communication.
Council Code of Conduct
A School Council Member shall:
- Be guided by the overall vision and purpose of School Community Councils.
- Know and work towards the vision for the St. Olivier School Community Council.
- Endeavor to be familiar with school policies and operating practices and act in accordance with them.
- Practice the highest standards of honesty, accuracy, integrity and truth.
- Encourage a positive atmosphere where individual contributions are encouraged and valued.
- Recognize and respect the personal integrity of each member of the school community.
- Apply democratic principles.
- Consider the best interests of all students.
- Respect and maintain the confidentiality of student information.
- Limit discussion at school council meetings to matters of concern to the school community as a whole.
- Use the appropriate communication channels when questions or concerns arise.
- Promote high standards of ethical practice within the school community.
- Accept accountability for the decisions of the School Community Council.
- Declare any conflict of interest.
Decision Making Processes
Complaints and Concerns Procedures
Any matter concerning an individual student or staff member must be directed to the teacher or Principal. It is not the responsibility of the School Community Council to deal with concerns or complaints about individuals other than to direct the concern to the appropriate individual.
Members of the School Community Council need to exercise flexibility when responding to concerns and complaints related to the operations and responsibilities of Councils. Generally, complaints and concerns will fall into two categories:
Informal Complaint or Concern Procedure
Provided Council Members are comfortable in their knowledge and feel at ease expressing themselves, concerns and questions about Council initiatives or activities expressed informally to members of the Council may be addressed immediately by the Council Member. If Council Members are unsure of the appropriate response, they should say so but indicate that they will check and get back to the individual. If such a commitment is made the Council Member must follow through. After responding to the complaint or concern Council Members should always ask if their response has been satisfactory. If the individual is not satisfied with the response, the Council Member should explain how the concern or complaint could be brought to the attention of the Council in a more formal manner.
Formal Complaint or Concern Procedure
Concerns or complaints can be brought to the attention of the School Community Council in a formal manner in writing or by presenting the concern/complaint at a School Community Council meeting. Council will provide a written response regarding how they have or will address the concern or complaint.
Methods for Evaluation of Council Operations
By evaluating its operations an organization helps members focus on what will allow them to fulfill their mission. The St. Olivier School Community Council will use the following formal/informal methods to evaluate their operations:
- Attendance at meetings
- Parent / Student / Community surveys
- Roundtable discussions
Amendments to the Constitution
Any amendments to the St. Olivier School Community Council Constitution must be submitted in writing to the Board of Education of Holy Family School Division for approval.
*Created June 2007