Updated by the 2023-2024 School Council
Principals: S. Hepburn, M. Dogra
Current Version Ratified by School Council on May 23, 2024
Article 1: Name and Address
The name of the organization is Alexander Muir P.S. School Council (herein referred to
as the “Council”). The address is:
Alexander Muir Public School
75 Ford Wilson Blvd
Newmarket, ON L3X 3G1
Article 2: Mission Statement
The Council supports collaboration between the students, their families, the school, and
the community in order to establish and maintain an open, trusting environment that
promotes learning in our diverse community.
Article 3: Purpose and Objectives
The purpose and objectives of the Council are to
• Provide positive and innovative advice to the school
• Participate actively and support the annual school improvement planning
process
• Provide input into decisions made by the school administration, the Board and
the Ministry
• Encourage shared responsibility for student learning among students, parents
and teachers
• Develop an increased sense of shared accountability for public education
• Support school, family and community partnerships that assist parents in the
education of their children
• Encourage effective parental involvement in the education of their children
• Present educational and informative material to the school community
• Provide a means of regular communication and dialogue between all partners
in education
• Fundraise to enhance the educational experience of our students
• Coordinate the services of social, health, safety recreational and extracurricular
activities that assist in the education and well-being of our children
Article 4: Procedures and Operating Guidelines
School Councils are advisory bodies. A School Council will provide advice to the school
principal and, where appropriate, to the Board on any matter that relates to student
learning. Notwithstanding the above, confidential and personnel matters may not be
addressed by School Councils. Nor are School Councils to discuss confidential
information on individual students.
If confidential information is divulged at a meeting, the chair will instruct Council
members to keep the information confidential, request that members of the public keep
the information confidential, ensure that the minutes do not refer to the indiscretion, and
determine if further action needs to be taken.
The operational procedures of this Council comply with the procedures outlined in York
Region District School Board (YRDSB) Procedure # 262.
Article 5: Definitions
When the term “parent” is used in this document, it is meant to include any person who
is the parent and/or legal guardian of a student attending Alexander Muir Public School.
Article 6: Membership
6.1: Parent Members
There shall be a minimum of 6 and a maximum of 14 elected parents of children
enrolled at the school (see YRDSB School Council Handbook, page 6). A person is
qualified to be a parent member if they are a parent or guardian of a child enrolled in the
school (see Ontario Regulation 612/00, section 4(1)).
In addition, it is stipulated that:
• parent members are all voting members. Each member is entitled to one vote in
votes taken by council (see Ontario Regulation 612/00, section 14(1)).
• the Executives – Chair/Co-Chairs, Secretary and Treasurer – are included in this
category and count toward the 14 member quota
• the Co-Chairs, to a maximum of two, must be parents at the school and may not
be employed by the York Region District School Board
• parents may be employees of the York Region District School Board, but may not
be employed as teachers or support staff at Alexander Muir Public School
6.2: Community Representatives
The number of community representatives shall be a maximum of two (2).
6.3: Student Representatives
The principal may appoint a student representative from the group of students elected
to Student School Council.
6.4: Teaching Staff Representative
There will be a minimum of one (1) teacher representative from the school at each
meeting.
6.5: Support Staff Representative
There will be one (1) support staff representative at each meeting
6.6: General (Non-Voting) Membership
All parents of students attending Alexander Muir Public School, all staff of Alexander
Muir Public School and all public school ratepayers within the area serviced by the
school boundaries have the right to be recognized as members of the Alexander Muir
Public School community and are welcome to attend Council meetings.
6.7: Conflict of Interest
If individual Council members perceive themselves to be in conflict of interest, they are
honour bound to declare their conflict at the earliest possible opportunity and at the time
of the meeting. The minutes of the meeting will reflect this declaration. As a result, the
Council member is ineligible to vote on the issue(s) relating to their conflict of interest.
6.8: Remuneration
Council members cannot receive remuneration for their work as a member of Council.
6.9: Membership Responsibilities
School Council Members
• are accountable to the constituents they serve
• maintain a school-wide perspective on issues
• participate regularly in Council meetings
• act as a link between the Council and the community
• encourage the participation of parents from all groups as well as participation by
community members
• are willing to be an equal member and share in the duties and initiatives
undertaken by the Council
The Principal
• supports and promotes the Council`s operations and activities as an equal
member of the Council
• seeks input from the Council in areas that have been identified as priorities and
is prepared to provide a rational for decisions made
• Provides resources on laws, regulations, Board policies and collective
agreements required by the Council to enable it to make informed decisions.
• ensures that copies of the Council constitution, financial reports and minutes of
meetings are kept at the school and available for everyone to see
• ensures all contacts and information are forwarded to the chair
• assists the Council in communicating with the school community
• encourages the participation of parents from all groups and of other people
within the community
• serves as an effective liaison between the Council and other school community
organizations
Article 7: Elections
7.1: Date
Elections for Council membership shall take place annually, within the first 30 calendar
days of the start of the school year (see Ontario Regulation 612/00, section 4(4)).
7.2: Election Procedures for Parent Members
Each parent seeking election must be nominated or self-nominated. They must have a
child registered at Alexander Muir Public School, and must declare if he or she is
employed by the Board.
A person is qualified to vote in an election of parent members if they are a
parent/guardian of a student enrolled at the school. Each parent/guardian of a student
enrolled in the school shall be entitled to one vote for each vacant parent/guardian
membership position on the council (see Ontario Regulation 612/00, section 4(3)).
Only the names of the successful candidates shall be made public. A list of candidates
and the vote results will be kept on file by the council for use in the event that a vacancy
on the council occurs.
The school council shall help the principal ensure that the names of new members are
publicized to the school community within 30 days of the election. The names of
members will be updated and publicized throughout the school year as vacancies arise
and are filled in accordance with Article 7.8: Vacancies.
7.3: Acclamation
Parent elections shall be by acclamation when the number of candidates is equal to or
less than the number of parent member positions on the Council.
7.4: Election of the Executive
Once the parent members are elected, the newly elected Council votes on its Executive
for the year. (See Article 8 for list of positions)
7.5: Terms of Office
Council members serve a one-year term of office. There are no restrictions to the
number of times a member can be re-elected.
7.6: Resignations
Anyone who is a Council member, except for the principal, may resign his or her
position by writing a letter of resignation to the chair. If someone resigns, the Council will
fill the position according to Article 7.8: Vacancies.
7.7: Removal
An elected member cannot be revoked of their position or voting status. Ontario
Regulation 612/00 contains no provision for the discretionary removal of a duly elected
or appointed school council member before the end of their term. Council shall not
create a by-law that conflicts with the provisions in the regulation. A school council
member is, therefore, entitled to hold their position until the term expires. In instances
where a Council member fails to fulfil their duties and responsibilities, the Code of
Ethics and Dispute Resolution process outlined below will be implemented (see Ministry
of Education – School Councils: A Guide for Members, page 5.6).
Code of Ethics and Dispute Resolution
All Council members are encouraged to be familiar with their Council’s expectations of
members and be prepared to make a commitment to conduct the Council’s business in
a professional manner.
If there is a breach of Code of Ethics, or failure to adhere to policies and procedures
and/or failure to perform the duties as outlined by position title, the Principal(s) or
designate and Chair or Co-Chairs will speak with the member to ensure they
understand the expectations of their role.
There may be instances when an elected member fails, on a regular basis, to attend
School Council meetings, leaving the Council without the quorum required to hold a
meeting. To deal with this possibility, the Chair/Co-Chairs and Principal(s) may speak
with the individual member to help them determine if they are able or willing to continue
to serve on the School Council. In some cases, the member may not be aware that their
absence is affecting the Council’s ability to carry out its mandate under the regulation.
On being made aware of this consequence, the member may be willing to make regular
attendance a priority. In other cases, the individual may decide to resign from the
Council, thereby creating a vacancy in its membership. The Council shall undertake to
replace a vacancy according to Article 7.8: Vacancies (see Ministry of Education –
School Councils: A Guide for Members, page 5.6).
7.8: Vacancies
A vacancy in the membership of Council does not prevent the Council from exercising
its authority.
The Council should fill positions that become vacant due to resignation or removal as
soon as possible by:
• Offering the person with the next largest number of votes who was not elected
the opportunity to accept the position.
• notifying all parents of the vacancies and requesting written application by
interested volunteers
• calling an election if there are more applications than positions, or Appointing a parent member when no more candidates are available.
The Council will fill vacancies only until May of the current school year, after which time
Council will fill the vacant positions through the annual October election.
Article 8: The Executive
8.1: Executive
The Executive is elected from the newly elected parent members of the Council and
shall consist of:
• 1 Chair or 2 Co-Chairs
• Secretary
• Treasurer
8.2: Chair or Co-Chairs
An employee of the Board cannot be chair or co-chair.
The chair or co-chairs shall
• call and chair Council meetings
• prepare an agenda for meetings, in consultation with other Council members
and the principal
• ensure that the minutes of the meetings are recorded and maintained
• coordinate the activities of the Council as well as the subcommittees of the
Council
• communicate with the principal
sign any contracts, minutes of meetings, this constitution and other documents which the Council has authorized
• prepare the Council Annual Report as required by the Board
• liaise with the Trustees and Board as required
• ensure that the Council constitution is reviewed each year
8.3: Secretary
The Secretary shall
• record attendance and the minutes of the meetings of the Council
• distribute the minutes of the meetings by e-mail to all Council members within 14
days of the meeting
• ensure that all records are kept in a safe place
8.4: Treasurer
The treasurer shall
• prepare a Treasurer’s Report and distribute copies to attendees at Council
meetings
• prepare the Annual Council Treasurer’s Report as required by the Board
• keep full and accurate accounts, receipts, disbursements and books belonging
to the Council
• deposit all money and other valuable effects in the name and to the credit of the
Council
• distribute the funds of the Council as instructed by the Council
8.5: Vacancies in Office
The Council will fill Executive vacancies as soon as possible according to Article 7.8:
Vacancies.
Article 9: Subcommittees
9.1: Establishment
Ongoing subcommittees of the Alexander Muir Public School Council are
• fundraising
• events
As the need arises, Council may form more committees to deal with specific issues that
may arise.
9.2: Purpose
The purpose of the subcommittee is to
• conduct the detailed, in-depth work that is not possible during council meetings
• make recommendations to the Council and
• keep the Council informed of issues and developments in its particular area
9.3: Membership
Subcommittees will draw their membership from the members of the school community.
Each subcommittee must contain at least one parent member of Council and may
include parents who are not members of the Council.
9.4: Chair
Each subcommittee will appoint its own chair. The subcommittee chair does not have to
be a member of the Council.
9.5: Meetings
Subcommittees will meet regularly between Council meetings to ensure they conduct
their business in a timely manner.
9.6: Updates and Recommendations
All subcommittee chairs are required to provide updates at the Council meeting when
indicated on the agenda. If they cannot attend the Council meeting, they will submit a
written update.
All subcommittees shall report to the Council to obtain final approval of the
subcommittee’s recommendations.
Article 10: meetings
10.1: Meeting Dates
The Council will publicize all meeting dates to the families of the school. It is recognized
that the meeting date may change from time to time. The Council will publicize any such
changes to the families of the school.
By mandate the Council must meet at least four times a year. Further monthly or
subcommittee meetings may occur as the need arises.
10.2: Attendance
Members of the Council must either send regrets to the chair directly or via another
Council member if they are unable to make the Council meeting.
10.3: Quorum
• Decisions are made only when quorum is met (50% + 1 of the voting members
are present and the majority of those present are parent members)
• If quorum is not met, decisions must be deferred until the next Council meeting or
voting may occur via email/online poll when decisions are needed prior to the
next meeting date
• A meeting may still proceed as planned even if a quorum is not met, provided no
decisions are made
• Quorum will exclude vacancies
10.4: Decision-making
The preferred method to resolve issues on Council is through consensus. Consensus is
a collective opinion or general agreement by all members present. Comments and
opinions from all meeting attendees are welcome, regardless of membership status. In
the case where a decision cannot be reached through consensus, the chair may decide
to either
• call for a vote by way of a show of hands or a ballot by those present in which
case a 51% majority will carry the vote
• defer the issue top the next meeting, or
• Defer the issue to a special meeting, or established subcommittee for continued
deliberation.
A Council member may request a ballot vote on any issue.
10.5: Notice of Motion
Notice is a means of showing an intention to discuss and/or vote on something at a
particular meeting. The advantage of this is that Council members and other interested
community members become aware of the motion and have time to consider its
implications.
Any Council member may submit a Notice of Motion for consideration at any meeting of
the Council. Such Notice shall be delivered in writing to the chair at a Council meeting at
least one month prior to the Council meeting at which the motion is to be considered.
This ensures that the Notice can be delivered to all Council members (via the meeting
minutes) and community members (via the school newsletter). The chair will add the
motion in the agenda of the Council meeting at which it will be considered.
Notice is not mandatory and need not be given on every issue discussed and/or voted
on by the Council. Rather, it is intended to ensure adequate input and attendance on
important issues such as constitutional amendments and major funding decisions.
10.6: Communication
The Council shall announce its meetings in the school newsletter at least two weeks in
advance of the meeting date.
10.7: Agenda
Agenda items should be submitted to the chair at least two weeks prior to the next
Council meeting.
The chair must set the agenda at least one week prior to the next meeting. The agenda
is distributed to Council members and interested parents by e-mail no later than 3 days
prior to the upcoming meeting. This affords all those concerned to come to the meeting
prepared for meaningful discussion.
The Executive may consider additional items for the final agenda up to the day before
the meeting. Attendees may not add agenda items at the meeting.
10.8: Structure
When necessary the council will use Robert’s Rule of Order.
Council meetings will adhere to the following structure:
• Welcome and introductions
• Principal’s Report
• Treasurer’s Report and acceptance by motion and vote
• New business items
• Subcommittee updates, including next meeting date and time
• Meeting adjourned
10.9: Minutes
The secretary will distribute the minutes by e-mail to all Council members and interested
attendees and parents within 14 days of the meeting.
Minutes shall include attendance, a synopsis of discussions, motions, decisions and
actions to be taken.
10.10: Conflict Resolution
The Council will undertake to resolve all internal conflicts within its mandate in a timely
manner. The Council will abide by any conflict resolution policy issue by the Board.
10.11: Meeting Norms
All Council members and attendees will abide by the following norms during meetings:
• All council members are equal
• Every member’s opinion will be thoughtfully considered
• Each member will keep all commitments by the agreed upon date
• Members will be respectful towards one another
• Members will not put down each other at meetings or in the community
• Members will recognize and thank each other for their respective contributions
• Members will listen without interrupting
• Members will not hold competing conversations
• Members will attend meetings on time
• Meetings will end on time
• Members will support each other’s work if someone is unable to follow through
• Members will treat staff and other community members with respect
• Complaints about council members will be addressed first in the Council
• Conflicts will be resolved directly with the persons in conflict
Article 11: Financial Management
11.1: Signing Authorities
• Money will be held in a separate of the school account
• Release of funds will occur based on the decisions of the council
• Expenditures of over $100.00 must be submitted to the principal in writing
11.2: Disbursement and Allocation of Money
• All funds raised by the Council shall be collected for the purpose of enhancing
the educational experience of the students of Alexander Muir Public School
• All money must be collected by the end of the year
• Funds should be dispersed or allocated to a specific purpose by the end of the
year or allocated to a Council Reserve Fund
11.3: Audit
The Treasurer will meet with the principal annually to review documentation related to
the Council’s monies in the school account and to prepare an annual treasurer’s report
to be submitted to the York Region District School Board.
The school council’s monies are audited by an independent accountant as part of the
audit of the school’s account.
The year-end for the Council’s financial records shall be August 31st in any given year.
11.4: Reporting
The treasurer will present a written update of the financial record to the Council at each
meeting.
Article 12: School Advisory Council Constitution
12.1: Review
The School Council Constitution shall be reviewed at least once during the school year
and may be reviewed more often if the need arises. An interim sub-committee will be
formed to conduct the review. The sub-committee shall consist of at least two parents
and the Principal(s), but may consist of more members (parents/members need not be
on Council)
12.2: Amendments
Proposed amendments to the Constitution will be shared with the Council for ratification.
Notice of the motion for an amendment will be made at a meeting or electronically and
voting for that motion will occur at the next meeting or electronically. Approval of
ratification is made by a motion and requires quorum (50% + 1) to be passed.
Article 13: Protection of School Council Members
The York Region District School Board holds liability insurance undertaken on behalf of
all Councils and, as such, members of the Alexander Muir Public School Council are not
personally liable for decisions and activities undertaken in relation to the Council, with
the exception of any willful, destructive or dishonest act or neglect, performed by a
particular Council member for which that person will be held accountable.
Article 14: Future Elected Council – Carry Forward
Council shall, to the best of their abilities, keep all records and contacts, as well as any
resources utilized during the year in an accessible medium in order to be utilized by
future Councils