s

Munn’s Public School Council

Constitution and Bylaws
Table of Contents
A. Introduction.......................................................................................................................................2

B. Preamble ...........................................................................................................................................2

C. Name.................................................................................................................................................2

D. Definitions .........................................................................................................................................2

E. Mission Statement.............................................................................................................................3

F. Purpose..............................................................................................................................................3

G. Ethics.................................................................................................................................................4

H. Membership ......................................................................................................................................5
1. Parent/Guardian ............................................................................................................................5
2. Community Representative ...........................................................................................................5
3. Principal .........................................................................................................................................5
4. Teacher Representative .................................................................................................................5
5. Non-Teaching Staff Representative................................................................................................6

I. Committees .......................................................................................................................................6
J. Member Responsibilities ...................................................................................................................6
K. Council Executive...............................................................................................................................7
L. Executive Roles and Responsibilities..................................................................................................7
1. The Principal ..................................................................................................................................7
2. Chair or Co-Chairs..........................................................................................................................9
3. Vice-Chair.......................................................................................................................................10
4. PIC Representative.........................................................................................................................10
5. Secretary........................................................................................................................................10
6. Financial
Representative……………………………………………………………………………………………

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 ……………….11
M. Elections ........................................................................................................................................11
1. Preparing for an election................................................................................................................11
2. Nomination and election process.................................................................................................11
3. New Council Notice……..................................................................................................................13
4. Executive Election Process..............................................................................................................13
5. Term of
Council……………………………………………………………………………………………………
……………………..14
N. Removal of a Council Member.........................................................................................................14
O. Vacancies.........................................................................................................................................14
P. Meetings..........................................................................................................................................15
Q. Rules of Order..................................................................................................................................15
R. Conflict of Interest ...........................................................................................................................16
S. Conflict Resolution...........................................................................................................................16
T. Fundraising ......................................................................................................................................17
U. Annual Report..................................................................................................................................17
V. Amendments ...................................................................................................................................17
W. Appendix .........................................................................................................................................18

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A. Introduction
School Councils are established in each school to encourage and facilitate the involvement of parents,
guardians, staff, and community members in providing quality education for all students. Research has
shown that the involvement of parents and guardians in their children’s education has a positive impact
on improved student learning and helps to create a sense of community in the school. The support of
the community has also proven to be an enhancement to the positive learning environment. By working
together as partners, we can encourage greater academic achievement and prepare our students for
success as responsible individuals and citizens of the global community.

B. Preamble
New regulations were created that confirm the advisory role of the school council and functions under
the Ministry of Education Regulation 612/00 and respective Board Policy. The council’s role, in
collaboration with the broader community, is to provide input and advice to enhance learning
opportunities for the benefit of all students in the school.

∙ School councils must consult with parents and guardians of students enrolled in the school
about matters under consideration by the council.
∙ Any advice provided to the principal or school board will be based on the general views of the
school community and the best interests of all students in the school.
∙ Each school council is accountable to the school community it represents.

The Munn’s Public School Council, hereafter known as MPSC, will operate within the parameters of the
Education Act, Ontario Regulation 612/00 and Halton District School Board (hereinafter known as the
HDSB) policies and agreements.

C. Name
The organization Munn’s Public School Council, hereinafter referred to as “MPSC.”

D. Definitions

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 The following standard definitions will be used throughout this document:

∙ “HDSB” or “Board” will be used in this document to refer to the Halton District School Board. ∙
“MPSC” and “school council” will be used in this document to refer to Munn’s Public School
Council.
∙ From the “Ethics” section forward, “School” will be used to refer to Munn’s Public School.

E. Mission Statement
Through leadership, teamwork, communication and mutual respect, Munn’s Public
School Council is actively engaged in fostering student success and building a
collaborative school community.

F. Purpose
The purpose of the MPSC is to improve student achievement and enhance the accountability of the
education system to parents/guardians through the active participation of parents/guardians. The
MPSC affirms the right for parents/guardians to participate in their school through the school council.

The MPSC will achieve its purpose by making recommendations, in accordance with the Education Act –
Ontario Regulation 612/00, to the principal of the school and/or the HDSB. Recommendations may
come from a standing committee around a specific issue voted on and approved at a meeting of the
MPSC, or by any other method approved by council.

MPSC will follow up upon recommendations it has made, to make sure these recommendations get
considered properly and in a timely manner.

MPSC will keep itself available to the school, the principal, and the board, for consultation in any matter
relating to the school council in which these groups desire or are required to seek parental input.

The MPSC will follow the directions outlined under Ontario Regulation 612/00 regarding their roles,
responsibilities, and those of the school board in dealing with school councils. It is understood that by
doing so the MPSC will ensure consistent practices and accountability are maintained throughout the
HDSB education community.

Under the regulation, school councils have the right to make recommendations to their principal or
school board. School boards and principals must seek the views of school councils in developing and
revising policies and other matters that will affect student learning by considering the recommendations
and report back to the council on how they plan to act on their advice.

The regulation directs school boards, as part of their responsibilities, to consult with school councils on a
number of specified matters, which include the development and implementation of board policies
relating to, but not limited to:

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 MANDATORY AREAS OF CONSULTATION WITH BY BOARD BY
SCHOOL COUNCILS PRINCIPAL

Policies Under Development and/or Review:

1. all initiatives that relate to the improvement of student ✔ ✔
achievement or enhance the accountability of the system
to parents/guardians

2. Code of Student Conduct ✔ ✔

3. appropriate dress policy ✔ ✔

4. fund-raising activities by school council ✔

Planning:
1. board and School Effectiveness Plans for improvement based ✔ ✔
on the reports of EQAO test results and other relevant data

2. development of communication plans regarding the Board’s ✔ ✔

and School’s Effectiveness Plans

the criteria and process for the selection and placement of ✔

school administrators: known as the Principal Profile

Implementation Plans:
1. any new education initiatives at board/school level ✔ ✔

2. annual review of the board/school code of conduct ✔ ✔

3. development and sharing of a plan for providing ✔ ✔

co-instructional activities

Please reference Appendix #6, Page 18

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 G. Ethics
MPSC will operate as a non-profit organization, without financial gain for its members. Any profits to
MPSC will be used in promoting its purposes.

An MPSC member shall not receive any financial and or non-financial remuneration for serving as a
member or officer of MPSC.

MPSC will strive to establish positive working relationships amongst all MPSC members.

MPSC will seek to reach a consensus in the decision making process of the MPSC.

H. Membership
The composition of the MPSC will be consistent with the Education Act and Regulations. Members of
the MPSC may include representatives from each of the following five (5) categories:

1. Parent/Guardian
There shall be up to at least six (6) but not exceeding fifteen (15) parent/guardian representatives, with
one parent/guardian member per family and will be elected according to the Elections Section. The
number of parent/guardian members specified for MPSC shall ensure that parent/guardian members
constitute a majority of the total members of MPSC.

A person is qualified to be a parent/guardian member of the school council if he or she is a

parent/guardian of a student enrolled in the school.

HDSB employees are eligible to run for MPSC as parent/guardian representatives if they are
parents/guardians of a student enrolled in the school, provided they do not work at the school. Such
employees must disclose their employment with HDSB at the time of their nomination and such
information must be disclosed with the MPSC at time of nomination to all voters.

2. Community Representative
MPSC may appoint one (1) Community Representative as a member of MPSC.

A person can be appointed a community representative only if,

a) He or she is knowledgeable about the community.

b) The incumbent must not have a child/children attending the school.

3. Principal
The Principal of the school will be designated a non-voting member of MPSC and participate in all
meetings. Alternatively, the Vice-Principal of the school can attend or be designated by the Principal to
act on behalf of the Principal at MPSC meetings.

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 4. Teacher Representative
One (1) teacher who is employed at the school, other than the Principal or Vice-Principal, will be
designated a voting member of MPSC. The teacher representative will be elected by the teaching staff of
the school. The election of the teacher representative shall be held in the first thirty (30) days of each
school year. The teacher representative will attend all council meetings including the Election meeting.

5. Non-Teaching Staff Representative

One (1) non-teaching staff representative will be selected by the non-teaching staff of the school as a
voting member of MPSC, should an appropriate candidate volunteer for the role. Non-teaching staff
includes Secretaries, Educational Assistants, and Custodians. He/she will attend all MPSC meetings and
the election of the new MPSC.
I. Committees
MPSC may establish committees, for specific or general purposes, as it deems appropriate to the
achievement of its mandate and to make recommendations to MPSC. The committees may include but
not be limited to:

∙ Fundraising
∙ Communication
∙ Constitution
∙ Special Events

The committee may only act in accordance with the authority provided to them by MPSC.

There must be an MPSC member on each committee so that they may bring back to the MPSC reports as
appropriate.

Committee reports are to be sent to the council electronically at least five (5) days before the council
meeting. Each MPSC member will read the report prior to the meeting. The Agenda time allotted to
the Committee will be used only to address points for clarification.

J. Member Responsibilities
Munn’s Public School Council MPSC shall:

a) Consult with parents/guardians of students enrolled in the school about matters under
consideration by MPSC.
b) Develop an election procedure to fill vacancies.
c) Detail conflict of interest resolution requirements.
d) Provide input to the Principal to consider and advise council to the action taken in response.
e) Consult with the Board on matters the Board solicits from the school council as specified by
Ontario Regulation 612/00 or as deemed appropriate by the Board.
f) With the assistance of Munn’s Public School office staff, keep minutes of meetings and records of

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 financial transactions available at the school for a period of four (4) years for examination, without
charge, by the staff and parents/guardians of students at Munn’s Public School.
g) Produce an annual written report of MPSC activities, including financial activities to be
submitted to the Principal and HDSB by August 31st.

The members of the MPSC are accountable to the parents/guardians they represent and MUST:

a) Maintain a school-wide perspective.

b) Regularly attend MPSC meetings. If a MPSC member misses more than 2 meetings of the MPSC,
they will lose their voting privileges.
c) Be willing to participate in information and training programs.
d) Act as a link between the MPSC and the community.
e) Encourage the participation of all parents/guardians within the school community.
f) Participate on sub-committees and assist with tasks of MPSC.
g) Establish bylaws and procedures which should be reviewed annually and updated as necessary.
h) Read and be conversant with the constitution and by-laws of the MPSC.

K. Council Executive
The executive of MPSC shall be elected from the successful council members to the new MPSC during
the election held at the beginning of the school year.

MPSC shall have one (1) chair/vice-chair or two (2) co-chairs. A chair/vice-chair or co-chair(s) must be
parent/guardian members of MPSC and shall be elected by the voting members of MPSC. In addition the
executive will include:

- One (1) Vice-chair, to be elected by the voting members of MPSC, if only one chair is in place
- Secretary
- Parent Involvement Committee (PIC) Representative
- Financial Representative

Should there be more than one nomination; nominees shall be allowed to make a short (1-2 minute)
presentation regarding their candidacy for the position. The executive election will be by ballot voting
only. If there is a tie, the candidate with the least amount of votes on the first ballot will be dropped off
the ballot and another vote will be held with the remaining candidates.

L. Executive Roles and Responsibilities

1. The Principal
The Principal of the school will:

a) Communicate
1) Provide to each member of MPSC any materials that are received by the Principal from the
Ministry of Education or HDSB for MPSC consideration.

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 2) Help MPSC communicate with the school community.
3) Give written notices of dates, times and locations of MPSC meetings to every
parent/guardian at Munn’s Public School.
4) Ensure that copies of the minutes of MPSC meetings are kept at the school and accessible to
all parents/guardians.
5) Ensure that copies of the agenda of upcoming MPSC meetings are kept at the school and
accessible to all parents/guardians at least a week before any meeting.
6) Forward a copy of the MPSC Annual Report to the HDSB Business Services contact. 7) Give
written notice to every parent/guardian regarding the date, time, and location of the MPSC
election at least fourteen (14) days prior to the election date.
8) Ensure that the MPSC Constitution is readily available to the school community.
9) Review all documentation from MPSC prior to distribution.
b) Consult
1) Facilitate the establishment of MPSC and assist in its operation.
2) There are many other optional areas where school council input may be sought by the
board and/or school principal.
3) Consider recommendations made by MPSC.
4) Advise MPSC of the action taken in response to any recommendations including the rationale
for such decisions in a timely fashion.
5) Act as a resource and assist in obtaining information on laws, regulations, and Policies.
6) Advise MPSC when they are not in compliance with HDSB policies and Procedures. 7)
Review and sign all financial reports.
c) Support
1) Attend all MPSC meetings unless unable to do so due to illness, other priority commitments
or other cause beyond his/her control.
2) Support and promote MPSC activities.
3) Encourage the participation of parents/guardians and others in the school Community. 4)
Along with a parent/guardian executive, is one of the required signing authorities on the
MPSC bank account.
5) With regards to financials:
a) Comply with the financial guidelines set out by the HDSB in their “Financial Guidelines
for School Councils” booklet
b) Ensure that the MPSC has a copy of the HDSB School Council Handbook Supplement.
c) Ensure financial transactions are documented and records maintained in a proper
financial ledger, e.g. HDSB approved Quicken program.
d) Ensure all cheques have a minimum of two authorized signatures with one (1) being the
Principal.
e) Ensure financial records are complete and kept up to date.
f) Ensure financial records are retained in the school for a period of four (4) years in
accordance with Regulation 612/00, Section 16.
g) Prepare and present monthly and yearly financial reports and bank reconciliations to
MPSC meetings.

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 h) Prepare an annual report and bank reconciliations to August 31st of each year. This
report is to be available for perusal by all parents/guardians of the school. A copy of the
report is to be forwarded to HDSB.
6) Facilitate storage of MPSC incoming/outgoing correspondence, resources, and minutes for
the duration of last four (4) years.

OPTIONAL AREAS OF CONSULTATION BY BOARD BY

WITH SCHOOL COUNCILS PRINCIPAL

Implementation Plans:
1. school year calendar ✔

2. scheduling special school events ✔

3. board policies regarding field trips for students ✔

4. Absence Check policy and implementation plan ✔ ✔

5. use of volunteers in schools ✔ ✔

6. student homework policies ✔ ✔

7. school closures ✔

8. review of school boundaries ✔

9. capital improvement plans for schools ✔ ✔

10. school/classroom organization ✔

11. school budget priorities ✔

12. naming of new schools ✔

13. other topics specific to a school ✔

The Principal will not have a vote at MPSC meetings.

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 The Principal may delegate any of his or her powers or duties as a member of MPSC to the Vice-Principal
or designate of the school.

2. Chair or Co-Chairs
A Chair or Co-Chair must be a parent/guardian member of MPSC who will:

a) Call MPSC meetings.

b) Prepare the Agenda for meetings in consultation with the Principal, ensuring the Agenda is
issued at least one week prior to the meeting.
c) Chair the meeting.
d) Ensure that the minutes of the meeting are recorded, maintained and accessible.
e) Communicate with the Principal.
f) Facilitate collaborative decision-making within a democratic framework.
g) Ensure the community is regularly informed regarding the MPSC meetings through the school
MPSC website.
h) Manage incoming and outgoing correspondence, ensuring appropriate communication to MPSC
and provide copies to the Secretary for record keeping.
i) Consult with senior HDSB staff and trustees as required.
j) Ensure MPSC fundraising practices meet HDSB policies.
k) Ensure MPSC Constitution is reviewed bi-annually (every two years) with all council members.
l) Co-ordinate the day-to-day activities of MPSC.
m) Prepare an annual report on the activities of MPSC.
n) In times of membership absence, make arrangements or assume the responsibility of absent
members of the MPSC.

3. Vice-Chair
MPSC shall have a Vice-Chair only when one Chair is elected. The Vice-Chair will:

a) Attend and participate in MPSC meetings.

b) Chair the meeting in the absence of the chair.
c) Assume other MPSC positions as appropriate and, as required, in times of absence of those
members of MPSC.

4. PIC Rep
The PIC Rep will:

a) Act as a link between MPSC and the HDSB regional Parent Involvement Committee (PIC).

b) Attend 2 regional meetings (fall and spring), bringing the school perspective to these meetings.
c) Participate in Family of School meetings as appropriated.
d) Provide updates to MPSC meetings, as appropriate (e.g.PIC Annual Conference, Parent
Reaching Out Grant application information, etc.)

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 e) Share regional communication with the school (e.g., PIC News). for the purpose of
communication and distribution of information.
f) Lead application process for the PRO Grant from the Ministry of Education. g) Chair the PRO
grant sub-committee of the MPSC. Complete the PRO Grant report within the deadline set by
the Ministry of Education Secretary

5. Secretary
The Secretary will:

a) Ensure activities of the MPSC meeting are documented and maintained in the form of minutes,
with the minutes being distributed to all MPSC members, once completed and approved.

b) Ensure draft minutes from the preceding MPSC meeting are distributed to all MPSC members
electronically within one week after the MPSC meeting. Approval of minutes can be done
electronically
c) Ensure approved recorded minutes of all MPSC meetings are available to the school community
via school council web page and hard copies if requested at the school.
d) Ensure formal documentation and correspondence from MPSC is completed and sent in a
proper fashion.
e) With support from school administration, maintain a filing system recording correspondence,
minutes, agendas, reports, Constitution, and by-laws. These records are to be available to the
community if requested. Maintain a current membership and contact list of all MPSC members.
f) Keep records of MPSC incoming/outgoing correspondence, resources, and minutes of the last
four (4) years.

6. Financial Representative
The Financial Rep is responsible for:

a) Working with the Co-chairs and Principal to prepare an annual budget of projected revenues and
expenditures that support the School Improvement Plan
b) Obtain monthly transaction reports from the head secretary for presentation at School Council
Meetings
c) Monitor the revenues and expenditures of the School Council

M. Elections

1. Preparing for an election

All MPSC elections must be held within the first thirty (30) instructional days of the new school year.
The election day is to be determined by the outgoing Chair/Vice-Chairs or Co-Chairs of MPSC after
consulting with the Principal of the school.

On behalf of school council, the Principal of the school shall give written notice of the date, time, and

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 location of the election at least fourteen (14) days not withstanding clause b), before the date of the
election.

The notice of election is publicized by:

a) Written notice being given to all parents/guardians child for delivery to his or her
parent/guardian.
b) The posting of a notice in the school in a location that is accessible to parents/guardians.
c) Posting of a notice on the MPSC website that is accessible to parents/guardians.

The Principal is to oversee the election and provide a Nomination form to all parents/guardians in the
school start-up package.

To ensure that the interests of all members of council are represented in a balanced manner, the
following guidelines will apply:

a) Board employees can be elected as parent/guardian representative members, at their child’s

school, unless they are employed at that school.
b) Board employees cannot serve as a parent/guardian member in the school where they work.
However, they may hold the position of teacher or non-teacher representative. c) Prior to being
elected as a parent/guardian member in the school where their child(ren) attend, school board
employees must notify the parents/guardians of the school community of their employment with
the board.
d) Trustees cannot serve on a school council in the board where they are a trustee.

2. Nomination and election process

A person is qualified to vote in an election of MPSC if he or she is a parent/guardian of a student who is
enrolled in the school. The following guidelines will apply:

a) An Election Process Committee should be formed at the last MPSC meeting of the school year to
assist the Principal with the election – usually done in June.
b) No one standing for election shall be a member of the election committee.
c) One parent/guardian of an MPS family will be eligible to run for council.
d) All candidates must complete an MPSC Nomination for School Council Position Form. e) All
Nomination Forms must be received by the school office five (5) days before the election. f) All
information on the Nomination Form, with the exception of the address and phone number,
will be shared with the parent/guardian community of the school at least five (5) days prior to
the election.
g) All parents/guardians of an MPSC student will be eligible to vote, with one ballot per family. To
vote they must be in attendance to do so (proxy or internet voting is not permitted). h) The election
of parent/guardian members shall be by secret ballot.
i) Each ballot will list the first and last name of each parent/guardian candidate and the total
number of positions available.

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 j) The ballot listing will be in alphabetical order according to last name.
k) The election shall take place on a specific pre-arranged date from 8:30 a.m. until 7:00 p.m. at
the school. This is for the parents/guardians to cast their ballots. Each voter shall sign in and
receive one (1) ballot.
l) A witness is required when counting ballots.
m) A ballot will be spoiled, as deemed by the parties responsible for counting, if:
a. A parent/guardian votes for more parents/guardians than positions available.
b. A parent/guardian does not clearly mark the ballot indicating their vote.
c. A parent/guardian destroys their ballot.
n) The candidates, up to a maximum of fifteen (15) parents/guardians with the most votes, will
form the next MPSC. In the event of a tie, the winner will be determined by the drawing of lots. o)
The successful candidates will be notified electronically by the Principal by the following day. After
all elected members are notified, the names of the Parent/Guardian Members will be posted on
the MPSC community board and the MPSC website within thirty (30) days of the election.

3. New Council Notice

a) Only the names of the successful candidates shall be made public. A list of candidates and the
vote results will be kept on file with the Principal for use in the event that a vacancy on council
occurs.
b) All individuals standing for election shall be notified of the results before the results are released
to the school community.
c) The school council shall help the Principal ensure that the names of the new members are
publicized to the school community within thirty (30) days of the election.
d) At the first meeting of the new council, the council shall set dates, times, and locations for its
meetings throughout the year.

A person elected as a member of the MPSC shall serve a term of one (1) year from the date he/she is
elected or appointed to the MPSC to the date of the MPSC election in the following school year or
earlier if he/she is no longer qualified.

The Principal is a designated non-voting member of the MPSC and is a member of the MPSC as long as
he/she is employed as Principal of the school.

A member may seek additional terms on council by completing the Nomination Form for the year
he/she wishes to serve on council and participate in the election process with no limit on consecutive
terms to be served.

A member elected to the Executive position may serve consecutive terms in the position as determined
by the HDSB guidelines:

● Chair/Vice-Chair or Co-chairs - no limit to consecutive terms.

● Secretary - no limit to consecutive terms.
● PIC Rep - no limit to consecutive terms.
● Financial Rep - no limit to consecutive terms.
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 4. Executive election process
MPSC members intending to run for Executive positions must be in attendance at the first meeting of
the Council when elections occur (proxy voting is not permitted).

a) The Principal shall oversee the election of the executives.

b) Executive positions will be filled in the following order: Chair/Vice-Chair or Co-Chairs, (if
required),Secretary, PIC Rep and Financial Rep .
c) The Principal will run the election process for the Chair/Vice-Chair or Co-Chairs position(s). d) A
show of hands will indicate the intent of a person running for the Chair/Vice-Chair or Co Chairs
seat(s). If more than one person declares their interest in a single position, the Principal will ask
the individuals to leave the room to allow for a vote. The members of the MPSC shall perform the
election of the executives by way of a written ballot only.
e) The Principal shall collect and count the ballots. He/she will announce the winner of the seat(s) to
the individual(s) running for the position. All participants shall be allowed to return to the
Election meeting. The Principal shall announce the successful candidate for the Chair/Vice Chair
or Co-Chairs position(s) to the MPSC.
f) A MPSC member who was not successful for one position may run for any of the other
position(s).
g) The new Chair/Vice-Chair or Co-Chairs shall continue the same process set out above for the
Secretary, PIC Rep and Financial Rep positions.
h) A majority of the votes cast by the MPSC voting members present elect the candidates.

5. Term of Council
A person elected as a member of the MPSC shall serve a term of one (1) year from the date he/she is
elected or appointed to the MPSC to the date of the MPSC election in the following school year or
earlier if he/she is no longer qualified. The Principal is a designated non-voting member of the MPSC and
is a member of the MPSC as long as he/she is employed as Principal of the school. A member may seek
additional terms on council by completing the Nomination Form for the year he/she wishes to serve on
council and participate in the election process with no limit on consecutive terms to be served. A
member elected to the Executive position may serve consecutive terms in the position with no limits to
consecutive terms as determined by the HDSB guidelines

N. Removal of a Council Member

If the MPSC perceives that the conduct of one of the MPSC members is such that the MPSC has lost
confidence in that person and wishes to terminate his/her remaining term of office, this may be done
after a motion is made and seconded by a member of MPSC. It must receive the support of the majority
of 50 + 1 remaining MPSC members. Such a motion and action requires at least one meeting notice.

The Principal may not be removed from MPSC.

Grounds for Loss of Confidence will be one or more of the following:

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 a) Failure of an MPSC parent/guardian member to conduct himself/herself in a manner
appropriate to the Mission of MPSC.
b) Failure of an MPSC parent/guardian member to fulfill his/her respective duties.
c) No longer required since voting privileges of a council member will automatically lapse if they miss
2 meetings of the council.

O. Vacancies
Vacancies can occur:

a) When a position(s) on the school council is not filled after the election/ selection process.
b) Through the resignation of a member.
c) Through the removal of a member.
d) In the event of a MPSC parent/guardian or community member becoming an employee of the
school.

A list of candidates and the vote results will be kept on file with the Principal for use in the event that a
vacancy on council occurs during the middle of a term.

P. Meetings
MPSC shall meet a minimum of four times during the school year. MPSC will strive to meet monthly,
recognizing the minimum compliance requirement.

The first meeting of the MPSC must occur within the first thirty-five (35) instructional days of the school
year, after the election has been held and on a date fixed by the Principal of the school.

A meeting of the MPSC cannot be held unless a quorum is present and the majority of the members of
MPSC who are present at the meeting are parent/guardian members. All meetings of the MPSC shall be
open to the public and no individual shall be excluded from the meeting except for disruptive behaviour.

On behalf of the MPSC, the Principal shall give written notice of the dates, times, and location of MPSC
meetings to every parent/guardian of a student who, on the date the notice is given, is enrolled in the
school. A posting of the date and time of MPSC meetings will be noted on the MPSC website and also
be on display in a location that is accessible to parents/guardians within the school.

Agenda items for presentation and discussion will be established in consultation with the Principal,
published and communicated at least seven (7) days prior to the scheduled meeting by the Chair/Vice
Chair or Co-Chairs.

Any vote at a meeting requires a quorum. All members of MPSC, excluding the Principal or his/her
designate, have voting rights and may exercise them or abstain.

New items raised which were not previously documented or communicated in the Agenda, may be
introduced at the meeting and raised for information only. Such items must be recorded under new

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 business and highlighted for action at the next meeting, unless otherwise determined by the members.

Q. Rules of Order
The formal Robert Rules of Order have been included following the appendix of this document.

The following rules have been adopted from the Robert Rules of Order and are consistent with those of
formal procedures recommended as standard practice. The rules contained in Robert Rules of Order,
1995 (USA) shall govern the conduct of the meetings of council, in all cases where they are applicable
and are not inconsistent with any bylaws or special rules which council may adopt from time to time.

The MPSC Rules for Order shall be:

a) Obtain the floor (the right to speak). An individual must be recognized by the Chair/Vice-Chair
or Co-chair(s) before obtaining the floor to make a motion.
b) Once an individual has the floor, he/she may make a formal proposal or motion. His/her
beginning statement should begin with “I move…”. All motions must be recorded and
submitted to the MPSC. Motion form(s) will be submitted to the secretary.
c) Another individual must second the motion, by saying, “I second the motion.” This indicates
that he/she agrees that the proposal should be discussed.
d) Once the motion is made and seconded, the Chair/Vice Chair or Co-chair(s) 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.
e) If a person in attendance wishes to discuss the motion, the chair opens the debate. Each person
may speak to the question twice (2X), but no one may speak the second time until everyone has
had a chance to speak once (if requested).
f) Before the motion is stated by the Chair/Vice Chair or Co-chair(s), members may suggest
modification to the motion; the mover can modify as he/she pleases, or withdraw the motion
without the consent of the seconder; if the mover modifies, the seconder can withdraw the
second. A new seconder is then required.
g) When the discussion is complete, the Chair/Vice Chair or Co-chair(s) asks the MPSC if they are
ready for the motion. After stating the proposed motion, the Chair/Vice Chair or Co-chair(s)
proceeds with a vote. The vote by MPSC members only may be conducted by a show of hands,
by standing or by ballot. (Proxy or internet voting will not be allowed at any time.)
h) The majority needed to pass the motion should be the majority (e.g. fifty plus one (50+1)). In
case of a tie, the motion is not lost. It is put forward for further discussion at the next MPSC
meeting.

R. Conflict of Interest
Each MPSC member shall avoid situations that could result in an inconsistency between the overall goal
and mission of the MPSC and a personal or vested interest that may arise in connection with his or her
duties as a MPSC member.

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 When an MPSC member finds him/herself in a conflict of interest position regarding an issue under
consideration by the council, the member must:

a) Declare that he or she is in a conflict of interest situation.

b) Not participate in any further discussion of the conflict issue and can, at the discretion of council
members, be requested to leave the meeting while the item is discussed/voted on. c) The member
is not allowed to vote on the issue or be a part of the resolution on the issue.

Example:

The school council is discussing the construction of a new playground and possible contractors. The
brother of a parent/guardian member of the school council is a building contractor, who intends to bid
on the contract. The council member could, therefore, find him or herself in a potential conflict of
interest situation.

S. Conflict Resolution
As MPSC may deal with internal conflict and other difficult matters, the following actions should be
taken as best practice:

a) Be proactive. Positive interpersonal relationships are critical to effective organization. Most

issues can be resolved if they are brought forward and addressed early during the meeting. b)
Gather as much information about the situation as possible.
c) If the conflict is between two members of MPSC, the Chair/Vice-Chair or Co-chair(s) or Principal
should encourage dialogue between the parties to determine their differences and act as
facilitator as necessary. Most situations can be resolved at this point through co-operation
amongst those involved. The Principal may also be able to clarify policy or legislation and offer
other assistance or direction.
d) d) If the conflict involves a number of members on the MPSC, then the issue is placed on the
Agenda and given sufficient time for everyone to present their viewpoints in an effort to come
to some resolution.
e) When a Chair/Vice-chair or Co-chair(s) is directed by a member of the MPSC to obtain
clarification from HDSB, a School Trustee or outside agency, they shall obtain the necessary
information and report to council to discuss before any further action or decision is made by
MPSC.
f) Speaking to a local HDSB School Trustee at any time should be encouraged, but not used in
exclusion to the above-recommended process.

T. Fundraising
MPSC may engage in fundraising activities if they are to raise and spend funds for the purpose approved
by the HDSB or authorized by any applicable policies established by the HDSB.

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 All fundraising for MPSC must be done under the direction of the MPSC. Fundraising cannot be done for
an individual class/objective. Fundraising must follow the guidelines set out by the HDSB in their booklet
“Financial Guidelines for School Council.”

U. Annual Report
MPSC shall submit a written Annual Report concerning its activities and Financial Statements to the
Principal of the school and to the HDSB.

The Principal shall, when requested, make the Annual Report available to any parent/guardian of a
student enrolled in the school.

V. Amendments
This constitution may be amended by approval of council members present at a meeting called for that
purpose, provided that, at least two (2) weeks’ notice is given for such a motion and details of the
proposed amendment are circulated to all members.

If the proposed amendments or endorsements to the Constitution and bylaws require more time than
can be allotted during that council meeting, a separate meeting will convene for the sole purpose of
discussing and accepting the amendments and or endorsements. Proposed changes must be motioned,
seconded and carried by two-thirds (2/3) majority votes.

This constitution will be reviewed by council every two (2) years and updated if necessary by a sub
committee of the MPSC.

W.Appendix
Reference Sources

1) Education Quality and Accountability Office (EQAO) – www.equao.com

2) Ministry of Education School Council Documents –
www.edu.gov.on.ca/eng/general/elemsec/council/
3) Ontario Parent Council (OPC) – www.ontarioparentcouncil.org
4) Ontario Regulation 612/00 (School Councils) –
Http://192.75.156.68/DBLaws/Regs/English/000612_e.htm
5) Robert Rules of Order / Quick Summary – www.robertsrules.org/
6) School Council: A Guide for Member Handbook, 2001 –
http://www.edu.gov.on.ca/eng/general/elemsec/council/councile.pdf
7) School Council Handbook Supplement – Quick Reference Guide, 2008 www.hdsb.ca ⇨to
Parent Info ⇨ School Council ⇨ Download: School Council Handbook 8) School Council
Regulation and Ontario Regulation 613/00
9) The Education Act, 1998, s. 170 (1), 17.1 and 170 (3)
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 Robert's Rules of Order - Summary Version
For Fair and Orderly Meetings & Conventions

Provides common rules and procedures for deliberation and debate in order to place the whole
membership on the same footing and speaking the same language. The conduct of ALL business is
controlled by the general will of the whole membership - the right of the deliberate majority to decide.
Complementary is the right of at least a strong minority to require the majority to be deliberate - to act
according to its considered judgment AFTER a full and fair "working through" of the issues involved.
Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the
assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit
full participation.

The fundamental right of deliberative assemblies requires all questions to be thoroughly discussed before
taking action.

The assembly rules - they have the final say on everything.

Silence means consent.

∙ Obtain the floor (the right to speak) by being the first to stand when the person speaking has
finished; state Mr. /Madam Chairman. Raising your hand means nothing, and standing while
another has the floor is out of order. Must be recognized by the Chair before speaking.
∙ Debate cannot begin until the Chair has stated the motion or resolution and asked, "Are you ready
for the question?” If no one rises, the chair calls for the vote.
∙ Before the motion is stated (the question) by the Chair, members may suggest modification of the
motion; the mover can modify as he pleases, or even withdraw the motion without consent of the
seconder; if mover modifies, the seconder can withdraw the second.
∙ The "immediately pending question" is the last question stated by the Chair. Motion/Resolution -
Amendment - Motion to Postpone
∙ The member moving the "immediately pending question" is entitled to preference to the floor. ∙ No
member can speak twice to the same issue until everyone else wishing to speak has spoken to it
once.
∙ All remarks must be directed to the Chair. Remarks must be courteous in language and
deportment - avoid all personalities, never allude to others by name or to motives. ∙ The agenda
and all committee reports are merely recommendations. When presented to the assembly
question may be asked, debated, and changes may occur.

The Rules
Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary.
Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point
of order.

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 Point of Information: Generally applies to information desired from the speaker: "I should like to ask the
(speaker) a question."
Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires
Suspending the Rules)
Point of Order: Infraction of the rules, or improper decorum in speaking must be raised immediately
after the error is made
Main Motion: Brings new business (the next item on the agenda) before the assembly Divide the
Question: Divides a motion into two or more separate motions (must be able to stand on their own)
Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and
entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to
amendment, and paragraphs may be further amended. Any Preamble cannot be considered until debate on
the body of the paper has ceased.
Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions
Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment
without obtaining the floor
Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if
no committee exists include size of committee desired and method of selecting the members (election or
appointment).
Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a
certain period of time
Limit Debate: Closing debate at a certain time, or limiting to a certain period of time Postpone to a
Certain Time: State the time the motion or agenda item will be resumed Object to Consideration:
Objection must be stated before discussion or another motion is stated Lay on the Table: Temporarily
suspends further consideration/action on pending question; may be made after motion to close debate has
carried or is pending
Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to
take from the table
Reconsider: Can be made only by one on the prevailing side who has changed position or view
Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider
can be made this session
Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred Informal
Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in
committee; this committee may limit number or length of speeches or close debate by other means by a
2/3 vote. All votes, however, are formal.
Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business
is resumed; NOT debatable if relates to decorum, violation of rules or order of business Suspend the
Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension
must be specified.

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