Meetings, Constitutions and By-laws

• The school council shall meet at least four times during the school year to discuss and decide on matters that it has the authority to consider. (Reg. 612/12.1)  
  
• A majority of parents must be present to have a duly constituted meeting of the school council (quorum). (Reg.612/12.3)
  
• Quorum at meetings: A meeting of school council cannot be held unless:
  •  A majority of the current members are present
  •  A majority of members present at the meeting are parent members ​

• determine whether issues will be consultative, advisory or require a school council decision;
  
• set the climate of the meeting;
  
• publish a written agenda in consultation with the Principal prior to the meeting date; 
  
• ensure the agenda is approved as the first order of business;
  
• keep the discussion flowing in a collaborative fashion;
  
• summarize main points before moving to the next item or before making a decision;
  
• encourage participation from all members;
  
• move the meeting along and ensuring no one monopolizes the floor;
  
• ensure only one subject is discussed at a time;
  
• acknowledge that each person’s comments contribute to the success of the meeting;
  
• clarify the results of collaborative discussion and to summarize the actions decided upon;
  
• mediate during conflict; and
  
• ensure that the agenda items/discussion is that of a whole school perspective vs. an individual.
  

Steps in Chairing the Meeting

• The chairperson calls the meeting to order
  
• Maintain a speakers list
  
• Recognize members before they speak (you might want to have name tent cards in front of each member to refer to individuals by their name)
  
• Each item is entitled to full and free debate by individual members - one at a time;
  
• Provide opportunity for each person desiring to speak once before anyone speaks for a second time (if the Chair wishes to enter into the discussion he/she will add themselves to the speakers list)
  
• Ensure motions are dealt with according to the rules of order
  
• If time does not merit full discussion of an item, the Chair is responsible for bringing a motion to table the item for discussion at another meeting
  

• making a motion;
  
• notice of motion;
  
• tabling a motion;
  
• voting;
  
• amending a motion; and
  
• rejecting a motion.
  

1. An individual must be recognized by the Chair before obtaining the floor to make a motion.  In plain English, this means the Chair of the meeting must say it is your turn, before you can speak and formally propose a course of action.
   
2. Once an individual has the floor, he or she may make a formal proposal, or motion, beginning with the statement, “I move....”
   
3. Another individual must second the motion, by saying, “I second the motion.”  This indicates that he or she agrees that the proposal should be discussed.
   
4. Once a motion is made and seconded, the Chair 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.
   
5. After stating the question, the Chair asks if the assembly is ready for the question, or ready to vote on the proposal.
   
6. If no one indicates a desire to speak to the issue, the Chair puts the question or conducts the vote by asking for those in favour and those opposed.  (The vote may be conducted by a show of hands, by standing or by ballot.)
   
7. If members of the group wish to discuss the motion, the Chair opens debate.  Each participant may speak to the question twice, but no one may speak the second time until everyone has had the chance to speak once.  Once debate is complete, the Chair puts the question.  
   
8. The majority needed to pass the motion should be a majority plus one (i.e., > 50%).  In case of a tie, the motion is lost.
   

1. The person making the motion may propose to modify it.  The Chair will ask if anyone objects.  If they do, the question to modify the motion is put to a vote.  If the group consents to the modification, debate continues on the motion as amended.
   
2. Another individual can move to amend the motion by stating, “I move to amend the motion by...”. From here, the process is the same as for any other motion - steps 3 through 8 of Simple Rules of Order section.
   
3. An amendment to the amendment may also be proposed, but a third amendment is out of order.
   
4. After the amendment has been dealt with, discussion returns to the original motion. 
   

1. At any time before a vote, the person making the original motion may ask to withdraw it.  The motion to withdraw does not require a seconder.  Once the motion is withdrawn, it is as if it never existed.
   
2. If the Chair has already stated the question and a request to withdraw the motion is made, the Chair asks if there is any objection.  If there is none, the motion is withdrawn.  If someone objects, the request to withdraw the motion is put to a vote.
   

• The motion to table takes precedence over the motion being discussed;
  
• The motion to table requires a seconder; and
  
• There can be no debate on a motion to table.
  

• a clear objective summary of the meeting;
  
• a historical account of the decisions of the group and the rationale behind them;
  
• objective comments (vs. opinion);
  
• highlights, rather than narrative accounts; and
  
• motions and resolutions recorded verbatim.
  

• Keep a record of council activities and decisions;
  
• Communication – to those interested who are unable to attend meetings, as well as to future council members; and
  
• Continuous Improvement – understanding history and successes in the past, will help with future decisions and actions.
  

• Constitution;
  
• Meeting minutes;
  
• Action Plans;
  
• Financial records;
  
• Activity histories (e.g., School Parent Events records of attendance, supplies required, promotion of event, etc.);
  
• PIC Representative updates; and/or
  
• Family of Schools Council update.
  

• election procedures and the filling of vacancies in membership;
  
• conflict of interest rules for members on school councils; and
  
• internal conflict resolution processes, in accordance with board policies.