Toronto Catholic District School Board

CSPC

Annual General Meeting and

Elections

September, 2015 Carla Marchetti Senior Coordinator International Languages/ Parent & Community Engagement

Main Changes to TCDSB CSPC Policy School Constitution and By-Laws Annual General Meeting--Key Points CSPC Elections ResourcesQuestions

Topics

Voice Representation Common Good Strong, accountable and transparent

governance is the cornerstone of an effective learning environment where children thrive

Why have an active CSPC?

PARISH

SCHOOL HOME

Under the Education Act: Ontario Regulation 612/00-School Councils and

Parent Involvement Committees

Regulation 298(Operation of Schools, General).

Both regulations require that:

◦ school boards and principals solicit views from school councils and report back to school councils on any advice received;

◦ school boards and school principals across the province consult with and respond to their school councils in a consistent manner.

Catholic School Advisory Councils

through the active participation of parents, to improve pupil achievement and to enhance the accountability of the education system to parents.

primary means of achieving its purpose is by making recommendations in accordance with this Regulation to the principal of the school and the board that established the council.

Purpose (Section 2)

ELECTED:

Number of parents determined in By-laws (Default—7) Teaching Representative Non-teaching Representative Student Representative (Student Council—appointed otherwise, students elect)

APPOINTED: Parent OAPCE Representative (Chair as Default) Pastor or parish designate One person, where possible, who has special interest in Special Education Two or more appointed community members

STANDING MEMBERS: School Trustee School Superintendent

Composition of CSAC

Children registered at the same school: May vote as parent member in CSPC election May not stand for election as Parent Representative May stand for election for Teacher/Non-Teacher Rep

Children registered at a different school May vote as parent member in CSPC election May stand for election as Parent Representative but must declare that they are a board employee

CHAIR/CO-CHAIR/VICE-CHAIR—NEVER!!

Employees of the Board & CSPC

Purpose

Provide school community with an overview of the activities which the CSPC and school undertook in the previous year. Role of CSPC Chair/Principal.

Present year-end CSPC Financial Statement (September 1, 2014 to August 31, 2015)

Apprise school community of recommended changes to school by-laws and through motion(s) vote to accept/decline

Annual General Meeting

Name change--CSPC Composition—Special Ed Minimum Number of parent members--7 Annual Report and Financial Statement

Reporting Timelines—May/AGM Removal of parent members

Revised CSPC Policy

Prayer CSPC Chair presides CSPC Secretary takes minutes

Reports:

CSPC Chair –Annual Activities Report -Recommended Initiatives

Principal’s Report Treasurer-Financial Report-2015 opening balance

By-laws Amendments

Motion to close AGM

Agenda

Timelines Held during first 30 calendar school days each year Last day to hold elections—Wednesday, October 7, 2015

Date set by CSPC Chair in consultation with principal

14 calendar days notice to every parent with enrolled child of date, time and location of election

First day to hold elections—Tuesday, September 22, 2015 Secret Ballot—Order decided by lot Proxy votes not allowed One year term Re-elected/re-appointed according to by-laws

CSPC Elections

Election Committee presides over CSPC Elections

Composition of Election Committee: One or more parent who is not running and whose spouse is

not running for election Principal Teacher/Non-teaching Representative Parent community elects CSPC parent members CSPC elected parent members elect executive (secret ballot) Principal holds elections for teaching, non-teaching and

student representative Pastor or parish appoints designate

Election Process

Call for nominations is to stand for election as parent council member

All parents who have a child enrolled in school may vote through a secret ballot process.

Council will elect Executive—start with Chair Secret Ballot—Order decided by lot. Only Council members vote.

Council appoints community members, and Toronto OAPCE representative (Default—Chair), community members and Special Education parent representative

Principal or designate (VP) is a non-voting member of the Council

Chair votes in all matters where a vote is taken

Provide name and bio of nominated members to school community 7 days before election

Nominations are taken from floor—inclusive process Motion to close nominations Each nominated person has 2 minutes to speak Declare ballot process Secret ballot—order decided by lot Election Committee counts votes Announce CSPC parent members Motion to adjourn meeting

Procedure

Must take place within 30 calender days of election

May hold first meeting right after AGM

Election Committee takes minutes and presides over election of Chair

Newly elected Chair or Election Committee may preside over election of remaining Executive

First CSPC Meeting

Open nominations for Chair through motion Nominate or self-nominate with seconder Motion to close nominations Two minutes to speak Secret ballot—order of ballot decided by lot Count ballots—declare winner Repeat for all other Executive positions-

Vice-Chair, Treasurer, Secretary Tie—decide by lot

Procedure

Notice of positions provided to school community

Based on notice timelines appoint at first meeting or second meeting

Vacancies do not prevent council from operating—simple quorum based on voted members

Appointed members

Set dates and times of CSPC meetings

All meetings including sub-committees must be made public and in a location accessible to the public

Send CSPC Annual Report and Financial Statements to school superintendent who will forward to Trustees

Send Bank Reconciliation Statement as at August 31, 2015 to Carmen Giambattista in Business Services

Post on school website— CSPC Annual Report By-laws Dates, location and time of all CSPC meetings and Sub-Committee meetings

Agenda and approved minutes of every meeting

Duties of Principal

MOTIONS

A motion is a formal proposal by a council member, in a meeting that the council take certain action.

• Make a motion by stating “I move that…..”

• Motion must be seconded in order to be considered.

• Chair states ”It is moved and seconded that….” and then repeats the exact wording.

• Debate and action follows.

• Question is called “The question is on the motion that…”

• ‘All in favour…..all opposed” CARRIED OR DENIED

Sub-Committees

• Standing Committees as outlined in by-laws Academic Affairs Communications Community Relations Fund Raising Elections / Bylaws Finance

• Make recommendations to CSPC

• Must include at least one parent member of the council.

• May include persons that are not CSPC members

• Principal to give notice of dates, times and location of meetings.

SETTING AN AGENDA

• set by Chair in consultation with principal

• refer to By-laws in order to determine request for agenda items to meet the posting timelines (5 to 7 days before meeting)

• the agenda only becomes binding and is the official agenda for a meeting, when it is adopted by the full assembly at the outset of the meeting.

• at the time that an agenda is presented for adoption, it is in order for any member to move to amend the proposed agenda by adding any item that the member desires to add, or by proposing any other change.

DATE LOCATION TIME

SCHOOL NAME Sample Agenda

SCHOOL LOGO

AGENDA ITEMS  

OWNER TIME

Welcome, Call to Order, Roll Call, Declaration of Quorum, Introduction of Guests and Prayer  

Chair  

Review and approval of Agenda  

Chair  

Review and approval of previous Minutes Chair & Secretary

 

Declaration of conflict of interest 

Chair  

Report from the Chair  

Chair  

Financial Report  

Treasurer  

Old Business and Business Arising from the Minutes    

Agenda Items Deferred or carried forward

 

Sub-Committee Reports and Recommendations   

Various  

Principal’s Report Principal (or Designate)

 

New Business     

Various  

Announcements & Date, Time & Location of Next Meeting  

Chair  

Adjournment  

Chair  

“ One needs to lift people up, Not push people out.”

David Booth

Joyce Epstein’s Framework of Six Types of Involvement

Resources

CSPC Grants Guide: http://www.tcdsb.org/parents/grants%20handout%20(csac%20conference%202010-11).pdf

Fundraising Guidelines (Draft MOE): http://www.edu.gov.on.ca/eng/parents/fundraisingGuideline.pdf Ontario Regulation 612/00: http://www.e-laws.gov.on.ca/html/regs/english/elaws_regs_000612_e.htm

School Councils: A Members Guide (Revised 2002) http://www.edu.gov.on.ca/eng/general/elemsec/council/council02.pdf

TCDSB CSPC Resource Handbook (Draft)  http://www.tcdsb.org/csac/docs/Handbook.pdf

Ministry of Education: http://www.edu.gov.on.ca/abc123/eng/