Note: The role of the school Council is not to replace or interfere with traditional direct communication between parents and Principal or teacher .
Article I. Name
Hereafter the St. Luke School Council, will be referred to as "the Council".
Article II. Purposes
2.1 To provide support for programs at St Luke School as identified by administration and staff;
2.2 To provide advice and suggestions to St Luke School Administration for improvement of school programs ;
2.3 To provide feedback and input to be taken to the Trustees of the district and to provide feedback and input to the school administration;
2.4 To provide expertise and assistance for special events, through volunteer programs as designated by the school;
2.5 To provide input and feedback on the school's Three-Year Plan;
2.6 To manage and operate the budget of the Council and to assist St Luke School financially through the management of fundraising, as identified in the school’s
Three Year Plan;
2.7 To assist the school financially and socially in such a manner as passed by the Council and in alignment with the school's Three-Year Plan;
2.8 To involve parents and community members working together with the school to support and enhance student learning; and
2.9 To support school curriculum and the school social climate by providing additional initiatives, activities and experiences for the students that include French cultural enrichment as identified by the school’s Three
Article III. Membership
The membership of the Council shall consist of the following:
3.1 Every parent or legal guardian who has a child currently enrolled at the school;
3.2 The Principal of the school;
3.3 At least one teacher. This position may be shared among the staff; and
3.4 One or more community representatives, who are not parents of student(s) enrolled in the school, but who have an interest in the school.
Article IV. Executive
4 . 1 The executive membership of the Council shall consist of the following: A chairperson, vice-chairperson, secretary, treasurer, Principal, and past chairperson. Descriptions of the roles of executive members are stated in section D in the School Council Handbook (September 2014), and further clarified in Article V.
4.2 The positions of Chairperson, Vice-Chairperson, Treasurer and Secretary are elected positions. All parents and legal guardians of students currently attending St Luke School are eligible for election;
4.3 By virtue of position, the Principal, (See 4.1) of St Luke School shall be an executive members of Council without the necessity of election;
4.4 A teacher representative of St Luke School may be appointed by the school Principal to represent the teaching staff;
4.5 Executive positions are elected for a one-year term, with the option of renewal. Terms run from May AGM to May AGM. No elected executive member will assume the responsibilities of the same office for more than two (2) consecutive school years unless there are no new nominees presented at the AGM;
4.6 The Past Chairperson of Council shall be an officer of Council without the necessity of election for one (1) year immediately following his/her term as chair;
4.7 A Quorum is defined as a total of 5 members with a minimum of 2 executive members.
Article V. Duties of office
5.1 The principal is an executive member of council and all committees, and ensures that these same conduct business in accordance with the philosophy and guidelines set out by the district
5.2 Specific job descriptions are to be kept on file by the vice – chair, and updated by outgoing executive members when required. The duties of executives officers, and other designated members shall be as follows:
a) Past Chair – After his/her term of office, the past chair will remain on council in an advisory capacity to current chair.
b) Chair- The chair shall be the executive officer of council, responsible for the overall functioning of council. The chair is responsible for working with the principal in scheduling regular council meetings and setting the agenda. The chair presides at meetings of council and executive committees. In absence of the treasurer, the chair is also authorized to transact the banking activity of council. The chair will also act as liaison with the district and represent council as required. The chair shall present a written report of activities of the executive committee at the May regular meeting. The chair shall also be responsible for submitting, in September, a written report to the district. This report shall summarize the activities of the council and must include the complete financial information of the council
c) Vice-Chair - The vice-chair shall assist the chair and assume the duties of the chair in his/her absence. The vice chair shall also review the Constitution annually, and provide any recommendations for amendment to the executive committee. The vice chair is responsible for ensuring specific council job descriptions are up-to-date.
d) Secretary – The secretary shall record and be custodian of the minutes of council. The secretary shall submit the written copy of the minutes within (10) school days to the principal and chair, and for distribution to all parents upon review and approval. The secretary is also responsible for maintaining the files of council in a space provided by the school.
e) Treasurer - The treasurer is responsible for administering and recording all financial information regarding council. The treasurer maintains the council bank accounts, manages all financial transactions, and is the custodian of all council funds in accordance with the district’s accepted accounting principles. It is the treasurer’s responsibility to count (with another council member) and deposit all money collected by the school for the council. The treasurer will reconcile the bank statements monthly and prepare a monthly financial statement to be presented upon fiscal year end (August 31 st ) to be included along with the chair’s report to the district.
f) Committee Chairpersons – The committee chairperson will be responsible for coordinating the functions of that specific committee and providing informal progress reports at regular meetings. In addition, the committee chairperson will be required to keep a written account of activities of that committee which will be submitted to the principal and chair prior to the annual general meeting and filed for the information committee members going forward. The report will include the general description of the activity and recommendations.
g) Teacher Representative – The teacher representative will provide programming information and support student presentations to parents.
Article VI. Elections
6.1 A call for nominations for executive positions will be distributed to the Council Members 20 school days before the May AGM as well as voting procedures. The call for nominations will be circulated in print form as well as by digital means. The call for nominees will include a description of all positions as stated in section D in the School Council Handbook (September 2014), for the purpose of recruiting candidates.
6.2 Nominations shall be submitted to the Principal in writing;
6.3 Candidates shall not be nominated without their consent;
6.4 A slate of at least one (1) candidate for each office shall be filed. The slate shall be sent to all members of the Council ten (10) school days prior to the AGM of that year
6.5 At the AGM nominations for executive positions without candidates will be called for; and a motion will be made to accept the nominee(s)
6.6 A nominee or nominator may provide a brief introduction of themselves or of the person they have nominated at the AGM. If the nominator or nominee is unable to attend the AGM, they may send this information in to be read aloud at the meeting. These introductions will become part of the AGM minutes.
6.7 The Council will hold annual elections for the executive positions of Chairperson, Vice-Chairperson, Secretary and Treasurer. Elections of these executive members shall be held May of each school year at the AGM. Newly elected executive members will begin their term immediately following AGM.
6.8 All executive members shall be elected by a majority of votes cast, providing there is a quorum present, unless that candidate is acclaimed. Votes shall be cast confidentially.
6 . 9 In the event of a resignation of an executive member, nominations shall be taken in order to replace that position. The election of the new executive member shall be conducted at the first Council meeting following the resignation of the executive member . Notice will be given to parents within one (1) week after the resignation that the position is vacant. That new executive member shall be elected by a majority of votes cast, at the next school Council meeting providing quorum is met.
Article VII. Committees
Committee members shall be appointed by the Council on a voluntary basis from the membership of the Council. A coordinator shall be the head of a committee.
7.2 All Committees
All Committees are appointed to perform a specific function. The authority, responsibilities and reporting interval of each committee shall be approved by favourable resolution at each School Council meeting.
7.3 Accounting of Committees
All committees must work in conjunction with the Council to pre-approve any and all expenditures within a Council approved budget.
Article VIII. Meetings
8.1 For any school year, the first meeting of the Council must be held within 20 school days after the start of the school year as required by the Alberta School Act, RSA 2000 and the School Councils Regulations thereunder;
8.2 Meetings will be set at a time of day that allows for the largest possible number of parents and legal guardians to attend;
8.3 The Council shall meet at least eight (8) times during the year;
8.4 The dates and times of the Council meetings shall be established by the Chairperson and Principal in May of every year for the upcoming school year. The meeting schedule will be provided for all Council members.
8.5 The Council meetings shall take place at the school during the school day or evening;
8.6 Council members will be asked for their input at the beginning of each month in the school newsletter. The items for the agenda are to be submitted to the Chairperson and Principal ten (10) school days before the meeting. The agenda will be circulated to parents five (5) school days prior to the date of the meeting;
8.7 The executive committee shall meet at the discretion of the Chairperson and or Principal; and
8.8 An annual general meeting (AGM) shall be called by the Council executive in May of a school's calendar year;
8.9 Annual general meeting notices must be issued within 20 school days prior to the scheduled date of the meeting. Notification will be circulated in print form as well as by digital means. (School Council handbook B1).
Article IX. Voting
9.1 A decision made by consensus during a Council meeting must be stated clearly and recorded as such in the minutes of the meeting;
9.2 The voting members of Council shall consist of parents as defined in 3.1, who are in attendance at said meeting. Any voting general member of Council shall be entitled to one (1) vote on a motion brought before any meeting of Council or during any election;
9.3 The Council acts in an advisory role to the Principal and therefore the Principal does not vote, as the Principal holds the right to veto and is the final decision-maker. Teacher representative does not vote.
9.4 In the case of a tie vote, the Principal shall cast the deciding vote.
9.5 Voting shall be confidential;
9.6 The Principal shall enumerate the votes and announce the results;
9.7 A motion duly brought at any meeting shall pass with a simple majority of those members present and entitled to vote.
Article X. Annual Report
10.1 In accordance with School Council Regulations the annual report which is prepared by the Chair and Treasurer will include:
i. A summary of the Council activities of the previous year including a summary of the minutes of meetings; and (see B1)
ii. A financial statement relating to money handled by Council during the year.
10.2 All Council meeting minutes shall be posted on the school website a minimum one week prior to the next School Council meeting and retained on file at the school office for a minimum of seven years as required by the Alberta School Act, RSA 2000 and the School Councils Regulation thereunder. The minutes will be made available upon request to any interested party who desires to see them and shall be published for all members of the Council.
Article XI. Bylaws/Operating Procedures Amendments
11 . 1 This bylaw/operating procedures shall be amended only by a majority vote of the Council at an annual general meeting . The notice of intent to amend the bylaws/operating procedures and the proposed amendment shall be sent to all members of Council at least 20 school days prior to the AGM.
Article XII Conflict Resolution Procedures
12.1 In accordance with the School Act, RSA 2000 and any amendments thereto, the Council will abide by the conflict resolution procedures outlined by the District in the School Council Handbook (September 2014 Section F-1)
12.2 All school council members shall abide by the Code of Ethics as outlined in the Calgary Catholic School District School Council Handbook (2014 Section B9).
Amended-*** May 16th, 2018