William Reid School Council - Calgary Board of Education

William Reid School Council – ANNUAL GENERAL MEETING
Tuesday, January 15 th , 2013 @ 7:00 pm
*Please note: child care will be available for the School Council meeting*
Notice of Annual General Meeting & Agenda
Welcome and Introductions
5 min
Approval of Agenda
5 min
Approval of the name change of "Ecole William Reid Parent Council
Association" to "William Reid School Council Association" to recognize
the change in our school's name to "William Reid School". This resolution
requires approval by two-thirds of the votes cast in respect of the resolution.
Resolution to approve the proposed amendments to the Ecole William
Reid School Council Bylaws and Constitution (the "Bylaws"). Attached
at Schedule "B" hereto is a blackline of the Bylaws highlighting the
proposed changes to the Bylaws. Specific changes to the Bylaws are as
follows:
(i) Change the name of the "Ecole William Reid School Council" to
"William Reid School Council" to recognize the change in the name of
our school from "Ecole William Reid School" to "William Reid School"
(ii) To change all references in the Constitution to "Ecole William Reid
School" to "William Reid School"
(iii) The change the officers of the School Council, as follows. The
Constitution currently provides for the following officers, being a chair,
past chair, vice chair, secretary, treasurer and key communicator.
During the past few years, School Council has been operating on a basis
of 'sharing' the responsibilities of the officers, and instead having the
following positions: up to two co-chairs, two co-secretaries, two cotreasurers
and two key communicators. We would like to amend the
Bylaws to reflect this change.
(iv) Change the "Duties of the Officers" to reflect the sharing of the role
of the Officers, as noted above in Item 3, as follows:
DUTIES OF THE OFFICERS
1. CO-CHAIRS:
The co-chairs shall jointly be responsible for planning the agenda for
the meetings, facilitating the meetings, acting as spokepersons for the
School Council, and generally supervising the School Council.
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2. CO-SECRETARIES:
The co-secretaries shall jointly be responsible for keeping accurate
minutes and records of the School Council meetings, taking care of all
correspondence and communication, and keeping an accurate list of
names and addresses of the School Council officers.
3. CO-TREASURERS:
The co-treasurers shall be responsible for keeping all financial
transactions of the School Council, presenting an account of the funds
to the School Council members and preparing accounts for auditing.
4. CO-KEY COMMUNICATORS:
The key communicators shall jointly be a liaison between the school
council and the CBE and the trustees. The co-key communicators
attend external meetings as required and reports back to the School
Council.
(v) Making the requisite changes in the Constitution to reflect the
forgoing changes.
This resolution requires approval by two-thirds of the votes cast in respect of
the resolution.
Nominations and Voting for Executive of School Council:
- Co-Chair (2 positions)
- Co-Secretary (2 positions)
- Co-Treasurer (2 positions)
- Co-Key Communicator (2 positions)
15 minutes
Chairs' Report – 2012 in Review
Administration Report – 2012 in Review
10 min
10 min
Treasurer's Report –Financial Statements September 1, 2011 to August
31, 2012 See attached at Schedule "A" annual financial statements.
10 min
Approval of 2012 Annual General Meeting Minutes
5 min
Termination of the Meeting
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SCHEDULE "A"
Financial Statements for Year ended August 31, 2012
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SCHEDULE "B"
Blackline of Proposed changes to the School Council Bylaws
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DRAFT AMENDMENTS
ECOLE WILLIAM REID SCHOOL COUNCIL
CONSTITUTION and BYLAWS
A. NAME
The name of the school council shall be Ecole William Reid School Council (School
Council).
B. MISSION
The mission of the School Council is to foster a positive and productive school
community that enhances learning.
C. OBJECTIVES
The objectives of the School Council, in keeping with Alberta’s School Act and
Regulations, are:
1. To provide advice (input) to the staff and principal on issues of importance such as
the school philosophy, mission and vision; school discipline policies; programs and
directions; and budget allocations to meet student needs;
2. To stimulate meaningful involvement by members of the school community;
3. To facilitate collaboration among all the concerned participants of the school
community;
4. To support an approach to schooling in which decisions are made collaboratively
and wherever possible, at the school and classroom level;
5. To facilitate the development of a common vision for the school;
6. To facilitate a formal performance evaluation of the School Council and to
communicate the results of this evaluation to the Calgary Board of Education
(CBE) and the community;
7. To keep the CBE informed, in cooperation with the principal, of the needs of the
school;
8. To support the school in its efforts to focus teachers’ time and school resources on
the essential tasks of teaching and learning;
9. To facilitate communication with all educational stakeholders and the community.
D. MEMBERSHIP
1. The membership of the School Council shall consist of:
All parents of children attending the school.
The school principal.
All school teachers and staff, represented at School Council meetings by one
(1) teacher representative.
One (1) external community representative (optional).
Ecole William Reid School Council BYLAWS – p.1 Created: 1996
Revised: Dec 2000
Oct 2002
Jan. 2004
Jan. 2012
2004[Feb 2013]
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Approved:
Jan

DRAFT AMENDMENTS
E. GOVERNANCE
The School Council operates according to a “Town Hall or Assembly” model of
governance whereby most decisions are made at regular open meetings of the School
Council.
1. MEETINGS
1.1 The School Council shall meet at least eight (8) times during the school year.
1.2 Meetings will take place at the school.
1.3 Special meetings of the School Council may be called by the executive of the
School Council or by written request of ten (10) parents of the school
community.
1.4 The quorum for meetings of the School Council shall be set at ten (10)
members.
1.5 Members are encouraged to submit agenda items to the chair for
consideration, in a timely fashion.
2. VOTING PROCEDURES
2.1 Decisions at School Council meetings shall be made by consensus as much
as possible. The decisions made by consensus must be clearly stated and
recorded as such in the minutes of the meeting.
2.2 If a motion is made from the floor and seconded, a vote is taken. Following
relevant discussion of the motion, the motion will be voted upon by the
membership in attendance at that meeting.
3.1 All members of the School Council are eligible to vote, with the exception of
the chair who shall only vote in the case of a tie.
2.3 Such votes must be made in person and not by proxy or exercise.
3. ANNUAL GENERAL MEETING
3.2 The annual general meeting (AGM) of the school shall be held in January.
3.3 The AGM shall be advertised throughout the school and the community at
least twenty-one (21) days in advance.
3.4 Election for the representatives of the executive shall take place at the AGM.
3.5 All members of the School Council are eligible to vote, in person, at the AGM.
3.6 The business of the AGM shall include:
The election of the officers, comprising the School Council executive.
Any proposed bylaw amendments.
Financial statements of the previous year.
4. ANNUAL REPORT
4.1 The School Council, through the chairco-chairs, shall prepare and provide
the CBE with an annual report which shall include:
A summary of School Council activities for the year.
A financial statement for the School Council, as prepared by the
co-treasurer.
Copies of the minutes of all School Council town hall meetings held in that
year, as prepared by the secretaryco-secretaries.
4.2 The School Council shall make the annual report available to all members of
the school community.
Ecole William Reid School Council BYLAWS – p.2 Created: 1996
Revised: Dec 2000
Oct 2002
Jan. 2004
Jan. 2012
2004[Feb 2013]
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Approved:
Jan

DRAFT AMENDMENTS
5. BYLAWS
5.1 The bylaws shall remain in force from year to year unless amended at a
School Council AGM.
5.2 The bylaws of the School Council may be amended by a two-thirds majority
at an AGM of the School Council.
5.3 Notice of proposed bylaw amendments must be circulated with the notice of
meeting at least ten (10) days in advance of the meeting.
F. OFFICERS
1. The School Council membership shall elect a set of officers who shall form the
executive of the School Council.
2. Every member of the School Council is eligible to be elected as an officer of the
School Council.
3. The officers of the School Council shall consist of a chair, past chair, vice chair,
secretary, treasurer and key communicatorup to two co-chairs, two
co-secretaries, two co-treasurers and two co-key communicators.
4. The officers shall be elected for a one-year term at the AGM; the term of office shall
run from Feb. 1 to Jan. 31.
5. The School Council may appoint qualified persons to fill any vacancies until the
vacancy can be filled by the appropriate constituent, or the term ends and an
election is held.
G. DUTIES OF THE OFFICERS
1. CHAIR:1. CO-CHAIRS: The chairco-chairs
shall jointly be responsible for planning the agenda
for the meetings, facilitating the meetings, acting as
spokepersons for the School Council, and generally
supervising the School Council.
2. PAST CHAIR: The past chair shall advise the
current council executive on matters as required.
3. VICE CHAIR: The vice chair shall assist the chair with duties as assigned,
and, in the absence of the chair, assume the duties of the
chair.4. SECRETARY: The secretary shall
CO-SECRETARIES: The co-secretaries shall jointly be
responsible for keeping accurate minutes and records of the
School Council meetings, taking care of all correspondence and
communication, and keeping an accurate list of names and
addresses of the School Council officers.
5. TREASURER:3. CO-TREASURERS: The
treasurerco-treasurers shall be responsible for
keeping all financial transactions of the School
Council, presenting an account of the funds to the
School Council members and preparing accounts
for auditing.
Ecole William Reid School Council BYLAWS – p.3 Created: 1996
Revised: Dec 2000
Oct 2002
Jan. 2004
Jan. 2012
2004[Feb 2013]
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Approved:
Jan

DRAFT AMENDMENTS
6. 4. CO-KEY COMMUNICATOR: COMMUNICATORS: The co-key communicators
shall jointly be a liaison between the school council
and the CBE and the trustees. The co-key
communicators attends external meetings as
required and reports back to the School Council.
Ecole William Reid School Council BYLAWS – p.4 Created: 1996
Revised: Dec 2000
Oct 2002
Jan. 2004
Jan. 2012
2004[Feb 2013]
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Approved:
Jan

DRAFT AMENDMENTS
H. COMMITTEES
The School Council may appoint committees consisting of members and others from
the school community with either delegated or advisory responsibilities. Refer to
Appendices for current listing.
I. NATURALIZATION PROJECT
The School Council recognizes that it has an ongoing role and responsibility to the
Naturalization Project.
J. FUND RAISING
1. The School Council executive shall present a budget to the membership for
approval at least once a year, understanding that the funds so budgeted are
raised, dispersed, regulated and accounted for by the Ecole William Reid School
Parent Council Association.
2. All expenditures for amounts in excess of $ 500 must be authorized by a majority
vote at a School Council meeting. An agenda must be posted and circulated to the
School Council membership at least forty-eight (48) hours in advance of the vote,
detailing the potential expenditure. Failing this, a potential expenditure for more
than $ 500 that is discussed at a meeting shall wait until the next meeting for
authorization.
a. Further, this same process will apply when advance funds are requested
by any subcommittee to pay for recoverable expenditures, understanding
that those funds may become a permanent expenditure if the venture does
not break even or realize a profit.
3. Any two (2) School Council officers may authorize expenditures for less than $500.
Expenditures may include cash advances as per 2a.
4. The School Council does not raise funds for the school; the Ecole William Parent
School Council Association conducts fundraising activities. Funds are then
granted to the School Council.
5. Subcommittees with specific fund raising functions must present a budget for
approval to School Council when outlining activities that may require an infusion of
cash from School Council funds, either as a permanent expenditure or a cash
advance.
K. CONFLICT RESOLUTION
The School Council shall abide by the conflict resolution procedures outlined by the
CBE.
Ecole William Reid School Council BYLAWS – p.5 Created: 1996
Revised: Dec 2000
Oct 2002
Jan. 2004
Jan. 2012
2004[Feb 2013]
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Approved:
Jan

DRAFT AMENDMENTS
APPENDICES
1. Officers
2. Committee Structure
Ecole William Reid School Council BYLAWS – p.6 Created: 1996
Revised: Dec 2000
Oct 2002
Jan. 2004
Jan. 2012
2004[Feb 2013]
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Approved:
Jan

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William Reid School Council Meeting
Tuesday, January 15 th , 2013 immediately following the Annual General Meeting
*Please note: child care will be available for the School Council meeting*
Notice of Meeting & Agenda
Welcome and Introductions
Approval of Agenda
Approval of November 2012 Minutes
Chairs' Report
• Update
Administration Report
• Update
• Traffic Safety
Treasurer’s Report
5 min
2 min
5 min
5 min
5 min
5 min
Key Communicator’s Report
5 min
Committee Reports
• Heartland Christmas charity – update
• Winter Carnival
10 min
Other Business
5 min
Termination of the Meeting
Please join us for the next School Council Meeting
7:00 pm on Tuesday, February 12, 2012
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