“Building school community partnerships to support
student achievement and well-being.”
(Revised 2017)
Durham District School Board
School Community Council
Handbook
2 | ddsb.ca
ACKNOWLEDGEMENTS
Thanks to the following individuals for their support in the preparation of this handbook.
Nancy Adams, DDSB Vice-Principal
Mary Hindle, DDSB Parent Involvement Committee
James Klodnicki, DDSB Principal
Phil Matsushita, DDSB Principal
Heather Mundy, DDSB Education Officer, Special Education
Barbara Oram, DDSB Partnership Development Coordinator
Amanda Paterson, DDSB Education Officer, Technology
Andrea Peel, DDSB Principal
Roselyn Sagar-Lal, DDSB Parent Involvement Committee
Martine Robinson, Superintendent of Education
Family of Schools/Parent Involvement/SCC and Community Engagement
This document is a revision of the DDSB SSC Handbook created in 2001. We would like to acknowledge
the contributions of that writing team.
LEGEND Web page link Document link/download Video link
School Community Council Handbook | 3
INTRODUCTION
The Durham District School Board (DDSB) recognizes the importance of partnership with parents and
guardians in creating positive learning environments to ensure student achievement and well-being. We
welcome your involvement in our schools.
This handbook provides information for the operation of School Community Council (SCC) in the DDSB. It
includes four sections:
Part 1: What is SCC?
Part 2: Organizational Guidelines
Part 3: SCC Toolkit
Part 4: Sample Documents and Resources
The handbook is one tool to assist you in your collaborative work to support student achievement and
well-being. Throughout the year, you will receive additional support in the form of training and regular
communication.
If you have any further questions, please feel free to contact your school administration or your
Superintendent of Education responsible for Parent Engagement and School Community Council.
Our Mission: Success in learning to meet the challenges of the future.
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Alone we can do so little.
Together we can do so much.
– Helen Keller
Table of Contents
Part 1. What is SCC?
A. Purpose............................................................................................................................................................... 6
B. Why get involved?.............................................................................................................................................. 7
C. How to get involved with SCC?.........................................................................................................................8
Part 2. Organizational Guidelines
A. Structure and Composition......................................................................................................................... 9–10
B. Roles and Responsibility of SCC Members..............................................................................................10–15
C. By-Laws..............................................................................................................................................................16
D. Code of Ethics.................................................................................................................................................. 17
E. SCC Elections................................................................................................................................................... 18
F. Running Effective Meeting........................................................................................................................ 19–21
G. Communication................................................................................................................................................ 21
H. Budget and Finance.........................................................................................................................................22
I. Fundraising..................................................................................................................................................23–24
Part 3. SCC Toolkit
A. Characteristics of an Effective School Council...............................................................................................25
B. Best Practices of SCC Chair/Co-Chair............................................................................................................ 25
C. Fundraising Tip Sheet...................................................................................................................................... 26
D. Event Planning Quick Facts............................................................................................................................. 27
E. Decision Making............................................................................................................................................... 28
F. Conflict Resolution........................................................................................................................................... 29
G. Social Media................................................................................................................................................30–31
H. Generic SCC Email........................................................................................................................................... 32
I. Parent Engagement Ideas............................................................................................................................... 33
J. Involving Parents in the School....................................................................................................................... 34
K. Six Keys to Successful Partnerships................................................................................................................ 35
L. Potential Parent Engagement Ideas............................................................................................................... 36
M. Parents Reaching Out (PRO) Grants Brochure...............................................................................................37
Part 4. Sample Documents and Resources
A. Candidate Nomination Form (Elections)........................................................................................................38
B. School Council Election Ballot........................................................................................................................ 39
C. Sample Agenda................................................................................................................................................ 40
D. Sample SCC By-Laws................................................................................................................................. 41–42
E. Sample Meeting Minutes.................................................................................................................................43
F. Fundraising Proposal Outline..........................................................................................................................44
G. Fundraising Report...........................................................................................................................................45
H. Treasurer Annual Report.................................................................................................................................. 46
I. Fundraising Planning Sheet.............................................................................................................................47
J. Fundraising Planning Form Checklist....................................................................................................... 48–49
K. Parent Engagement......................................................................................................................................... 50
School Community Councils Handbook | 5
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A. PURPOSE
SCC will:
•
Support student achievement and well-being.
•
Enhance accountability between school and school community.
•
Increase public confidence.
•
Have an advisory role and provide input to the principal on educational topics and issues.
•
Seek input from school community on educational topics and issues.
•
Plan and support activities to increase active participation of parents.
What is the advisory role of school council?
School councils influence decisions affecting their children’s education by advising principals on education
topics and issues as outlined below:
Ministry Required Parent Consultation Suggest Parent Consultation
School Improvement Plan Special School Events
Code of Conduct Field Trips
Dress Codes Safe Arrival
Communication Plans Volunteers and Volunteer of Distinction
New Educational Initiatives Budget Priorities
School/Board calendar Parents Reaching Out (PRO) Grant
Criteria and Process for Selection Topics of Discretion within Individual Schools
and Placement of Principals
Fundraising
DDSB SCC Brochure: https://tinyurl.com/yddnuony
School Council: A Guide for Members: https://tinyurl.com/y8gbhnvl
The term parents is an inclusive term, referring to
parents, guardians, an all other primary caregivers.
School Community Council Handbook | 7
B. WHY GET INVOLVED?
Why should parents be engaged?
When parents are involved in their child’s learning, students do better in school and everyone benefits.
Parents find it easier to help their children learn. Teachers and principals are better supported and enjoy
positive relationships with parents.
Students improve, classrooms improve, schools improve and the entire community benefits.
Sourced from: Council of Ontario Directors of Education (CODE): Planning for parent engagement
https://tinyurl.com/ya9cycpq
Research shows that children with involved parents:
•
Get better grades and score higher on tests
•
Attend school regularly
•
Have better social skills
•
Get their homework done
•
Are more positive about school
•
Are more likely to graduate and go on to higher education
Sourced from: Parent Involvement Matters! (PTO Today) https://tinyurl.com/oabu8d5
It is equally important to recognize that parent involvement takes many forms.
•
Serving on school councils and Parent Involvement Committees (PICs)
•
Volunteering for field trips and school activities
•
Making sure there is a quiet place set aside to do homework
•
Helping with homework
•
Meeting with teachers.
•
Talking to your child about their day at school
Sourced from: Ministry of Education, Parent Engagement, Encouraging parent involvement in schools
https://tinyurl.com/y9kov69s
Ministry of Education, Parent Engagement, How parent engagement is building student success
https://tinyurl.com/ydas2fp2
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C. HOW TO GET INVOLVED WITH SCC?
1. Attend a meeting as a non-voting member
•
Check your school website for meeting information
•
Inquire at the school office about meeting information
•
Speak with School Principal or Vice-Principal
•
Speak to members of the current SCC
2. Attend a meeting as a voting member
•
Complete Nomination Form and participate in Election Process
Policy 1219, School Community Councils: https://tinyurl.com/y884jmyy
Procedure 1219, Framework for SCC Elections: https://tinyurl.com/y8hptqnv
Procedure 1600, Volunteer Programs In Schools: https://tinyurl.com/ydfj7cr2
Parents play a vital role in education. When parents are engaged and involved everyone — students,
parents and families, teachers, schools, and communities – benefits, and our schools become increasingly
rich and positive places to teach, learn, and grow. Sourced from: https://tinyurl.com/ybcdsjwc
DDSB schools benefit from the important work parents do to help
support their children’s learning. We believe that when parents are
engaged, students succeed. – Michael Barrett
School Community Council Handbook | 9
A. STRUCTURE AND COMPOSITION
The SCC is an advisory body that makes recommendations to the Principal and/or the School Board to
further Student Achievement and Well-Being.
How does the school council fit within the DDSB?
The SCC serves as a direct link between parents, Board employees and our School Trustees.
Who can become members of the school community council?
A school community council should represent the diversity of the school community.
P
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School
Community
Council
School
Council
School Administration Team
Teaching Staff Representative
Support Staff Representative
Parents/Guardians
Student Representative
Community Representative
Director of
Education,
Trustees and
Superintendents
School
Administrators
Parents/
Guardians
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School community council is comprised of:
•
Parents from the school community — which must be majority of members (number should be
stipulated in SCC By-laws
•
One student representative (optional in elementary, maybe more than one as outlined in by-laws)
•
One teacher assigned to the school (elected by teaching staff)
•
One non-teaching staff assigned to the school (not administration, elected by non-teaching staff)
•
One or more community representatives elected by members of the school council
Are there any restrictions on who is eligible to be a part of the SCC?
•
Board employees are not eligible to be parent members in a school where they work
•
Board employees are required to notify electors prior to running for election or to being appointed in
their children's school
•
Board employees are not eligible to serve as chair or co-chair
•
Trustees are not eligible to serve on a school council in their Board
B. ROLES AND RESPONSIBILITY OF SCHOOL COMMUNITY COUNCIL MEMBERS
All Council Members. The members of the school community council shall:
•
Provide informed advice to the Board on matters related to student achievement and Board
accountability to parents
•
Provide informed advice to the school principal on matters related to student achievement and
school accountability to parents
•
Maintain a school-wide perspective on issues
•
Participate in council meetings
•
Participate in information and training programs
•
Act as a link between the SCC and the community
•
Encourage the participation of all parents within the school community
•
Sit on other committees that may be established by the council
•
Initiate an agenda item through Chair/Co-chair
•
Seek information in an open and non-threatening manner
•
Give information that contributes to the knowledge and decision-making process
•
Offer opinions as opinions, not as facts
•
Elaborate on another’s contribution
•
Observes council’s code of ethics and established by-laws
Ministry of Education: School Councils: A guide for members https://tinyurl.com/yd3dawtr
School Community Council Handbook | 11
INDIVIDUAL ROLES AND RESPONSIBILITIES OF SCHOOL COMMUNITY COUNCIL MEMBERS
Parent representatives (voting). Parent representatives are voting members who:
•
Participate on any committees established by the school council
•
Contribute to the discussions of the school council
•
Solicit the views of other parents and members of the community to share with the school council
•
Observe the council’s code of ethics and established by-laws
School Principal (non-voting).
•
Facilitates the establishment of the SCC and assists in its operation
•
Attends all SCC meetings (unless responsibility is delegated to Vice-Principal)
•
Supports and promotes the council’s activities
•
Consults school councils on matters related to the purpose of SCC (see Part 1. What is SCC? Page 6)
•
Reports back to SCC actions/non-actions on recommendations made by the SCC
•
Acts as a resource on laws, regulations, Board policies
•
Shares materials sent by the Ministry of Education for distribution to SCC
•
Obtains and provides information required by the council to enable it to make informed decisions
•
Communicates with the Chair of the council as required
•
Ensures that the copies of the agenda and minutes of the council’s meetings are kept at the school
for four years and shared with school community
•
Gives written notice to every parent of the time, date and location of the SCC election, at least
14 days before the date of election
•
Assists the council in communicating with the school community
•
Encourages the participation of all parents within the school community
•
Promotes cooperation between the school and the community
•
Implements policies from the Ministry of Education and the Board of Education
•
May participate on sub-committees established by SCC
•
Observes the council’s code of ethics and established by-laws
•
Ensures annual SCC report is completed, submitted to the board, and made available to all parents
Unity is strength...when there is
teamwork and collaboration,
wonderful things can be achieved.
– Mattie Stepanek
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Teacher (voting)
•
Serves as a member of the SCC (if elected to represent teaching staff)
•
Seeks ideas and views of all the teaching staff
•
Supports the actions and decisions of the council
•
Ensures a teacher voice is expressed in all decisions which affect teaching and learning
•
Promotes a collaborative, collegial model of decision making for the SCC
•
Encourages parents and the community to become involved in school activities
•
Communicates information back to fellow teachers
•
May participate in subcommittees
•
Observes the council’s code of ethics and established by-laws
Non-Teaching/Support Staff representative (voting)
•
Serves as a member of the council as a representative of the non-teaching staff
•
Seeks assistance and ideas from other staff
•
Ensures the support staff’s voice is expressed, heard and valued
•
Encourages all support staff to become actively involved in school life
•
Promotes a supportive, collegial team approach
•
Communicates information back to colleagues
•
May participate in sub-committees
•
Observes the council’s code of ethics and established by-laws
Student representative (voting)
•
Seeks fellow student views to share with the council
•
Communicates information back to fellow students
•
Assists the council in its operation
•
Contributes to discussions of the school council
•
May participate in subcommittees
•
Observe the council’s code of ethics and established by-laws
School Community Council Handbook | 13
Community representative (voting)
•
Plays an important role in bringing the community perspective into the school
•
Assists the school in building partnerships with community members
•
Helps build lines of cooperation to enhance student learning
•
Promotes a collaborative, collegial approach to decision making
•
Promotes the activities and mandate of the council
•
Assists the council in its operation
•
Promotes the collaborative model of decision making
•
Participates in and promotes training for the council members
•
Observes the council’s code of ethics and established by-laws
Superintendent
•
Plays a key role in establishing accountability measures
•
Upholds the Education Act and Regulations of the Ministry of Education
•
Implements policies regarding the operation of SCC and plays an instrumental role in assisting with
their formation and operation
•
Works closely with SCCs
•
Works closely with trustees and school administrators in establishing open and fair conflict resolution
procedures for SCC
•
Collects names and contact information of SCC Chairs/Co-chairs from each school
Trustee/School Board
•
Develops consultative structures so all community stakeholders have opportunities for meaningful
input into decisions about education in that community
•
Delegates to SCC responsibilities in accordance with the regulations
•
Develops mechanisms for reporting to parents and taxpayers on student achievement and the
performance of the school system
At the DDSB we value and respect parents and guardians as their
child’s most influential teacher. As parents we welcome, encourage,
and recognize you as collaborative partners in your child’s learning,
development and future success. – Lisa Millar
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Ministry of Education
•
May disclose information to the Ontario SCCs
•
Reports to school councils with regard to education in the province
•
Provides school councils with information about their roles and responsibilities
SCHOOL COMMUNITY COUNCIL — OFFICERS DUTIES AND RESPONSIBILITIES
Chairperson (in consultation with school Principal)
•
Calls SCC meetings
•
Prepares the agenda for the SCC meetings
•
Chairs SCC meetings
•
Ensures that the minutes of the SCC meetings are recorded and maintained
•
Participates in information and training programs
•
Communicates with the school Principal and Board personnel on behalf of school council
•
Ensures there is regular communication with the school community
•
Presides at all meetings and has general supervision of the affairs of the council
•
Works with the Principal in planning and directing the business of the council including monitoring
committee progress
•
Shares the agenda with school community prior to meeting (one week in advance is a reasonable
time frame)
•
Appoints temporary or standing committees (ad hoc) as needed, and serves in an ex-officio role on
all committees
•
Ensures annual report is completed and submitted to school Principal
•
Facilitates resolution of conflict
Vice-Chairperson or Co-Chairperson
•
Exercises all functions in the absence of the Chairperson
•
Assists the Chairperson as needed
•
Assumes other duties and responsibilities as assigned by the council
Secretary
•
Keeps full and accurate accounts of the proceedings and transactions of all meetings of the council
•
Keeps accurate notes and minutes of all meetings and files them with the school administration for
a period of up to four years
•
Prepares any official correspondence that the Chairperson may request
•
Maintains a “Council File” containing copies of all minutes, council plans and progress reports,
any council related information from the Ministry or Board, and a current copy of the by-laws
School Community Council Handbook | 15
Treasurer
•
Ensures that accurate accounts, receipts, disbursements, and monthly bank reconciliations are
maintained
•
Develops any budget proposals necessary for the operation of the SCC
•
Reviews monthly transaction records for SCC funds held by the school in the Non-Board funds
account (i.e., School Generated Accounts)
•
Completes deposit slips for funds received and provides to school secretary to deposit
•
Signed SCC Cheque Requisition Form
•
Provides the financial reports at SCC meetings
•
Prepares a financial statement that is included in the annual report for the Board that shows
all transactions from September 1 to August 31.
For more information see Part 2. H. Budget and Finance Page 22.
Other officers
•
Duties as deemed necessary according to the individual Council by-laws
COMMITTEES/SUB-COMMITTEES
Composition
•
Every committee must include at least one parent
•
May include members who are not school council representatives
•
Must include one representative of the SCC
Rules, roles and responsibilities for committees/sub-committees
•
May be established according to the by-laws of each individual council
•
Makes recommendations to the council
•
Each member of a committee has one vote
•
Meetings follow the same rules as SCC meetings:
- all meetings are entitled to be held at the school;
- all meetings must be open and accessible to the public;
- all meetings are to be publicized by the principal in the same way that regular SCC meetings
are publicized.
When you practice
gratefulness, there is a sense of
respect towards others.
– Dalai Lama
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C. BY-LAWS
What’s in your School Council’s By-laws?
The Ontario Ministry of Education resource: School Councils: A Guide for Members (see resource link on
Page 25) provides guidance on establishing school council by-laws. Ontario Regulation 612/00 provides
information on mandate and roles and responsibilities for the school council.
At a minimum, the by-laws must address:
•
Election procedures
•
Filling vacancies
•
Conflict of interest
•
Conflict resolution procedures
Councils may also wish to include information about:
•
School council code of ethics
•
General expectations regarding meetings (attendance, promptness)
•
Number and scheduling of meetings (at least 4 per year)
•
Number of parent members on the council and number of member required for quorum
•
Number, description, and duties of executive members
•
Any requirements regarding signing officer
•
The establishment and roles of committees
•
Communication protocol
•
Process for seeking community input
Once by-laws have been developed, the school council should set a review timeline, although they do not
need to be rewritten each year.
Suggested sections for School Council By-laws (see Part 4. D. Sample SCC By-laws, Page 41–42)
•
Philosophy and mission statement;
•
Procedures to address conflict of interest
•
School council purpose and objectives;
•
Norms of conduct for meetings.
•
Membership;
•
Responsibilities of elected positions and members;
•
Meeting (number and format);
•
Requirements of attendance, quorum and voting rights;
•
Decision making procedures;
•
School council committees;
•
Resolution process for internal school council disputes;
•
Procedures to amend by-law;
Any school council by-law must not conflict
with the provisions under Ontario
Regulation 612/00. Sourced from:
https://tinyurl.com/y6wybbek
Do your by-laws use inclusive language,
reflect equitable voices and promote
well-being of the membership?
School Community Council Handbook | 17
D. CODE OF ETHICS
All School Community Council Members shall:
•
Work in partnership with school administration to support school community
•
Work within the guidelines as outlined by Board Policy and Procedures 1219
•
Respect the rights and opinions of all members of the school community
•
Encourage, support and value individual contributions
•
Support and apply an equitable decision making process
•
Focus on whole-community interest rather than a single issue
•
Respect and apply the principles of confidentiality and privacy
•
Be guided by principles of honesty, integrity, truth and fairness
•
Practice exemplary ethical practices with all members of the school community
School community council members should adhere to clearly defined roles in order to maintain positive and
productive discussions.
This includes:
•
Honouring the voice of all stakeholders
•
Recognizing the advisory role of SCC
School Community Councils should avoid:
•
Taking on the role of teacher, principal, other staff members or school Board as each of which has
professional and legal responsibilities within the school system
•
Focusing on individual teachers, student, staff, parents, council members or trustees
To achieve an equitable and inclusive school climate, school boards and schools will
strive to ensure that all members of the school community feel safe, comfortable, and
accepted. We want all staff and student to value diversity and to demonstrate respect
for others and a commitment to establishing a just, caring society. Sourced from:
Ontario’s Equity and Inclusive Education Strategy https://tinyurl.com/c9l2hm
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E. SCC ELECTIONS
Set election date
•
The election must be held in the first 30 calendar days of the school year on a date that is chosen
by the current Chair/Co-Chairs after consulting with the school principal.
•
New schools: the Principal will set the election date within the first 30 days of the school year.
Term of office
•
One year (effective from elections/appointment
date and/or date of first meeting of the election/
appointment)
•
Members may be re-elected
Eligibility
•
See Part 2. A. Structure and Composition, Page 9.
Notification of election
•
14 calendar days before the election the principal must provide written notification of the date, time
and location of the election to all parents/guardians of all students at the school
•
Parents can submit their nomination form prior to the election or at the time of the election
Nomination forms
•
Must be sent home to all families by the end of the second week of school
Hold election
•
Parents/guardians must vote in person
•
Each person can vote once
•
Election shall be by secret ballot
Post election
•
Determine Chair/Co-chair
•
Assign other officers as permitted by SCC by-laws
Details can be found in DDSB Procedure
1219. https://tinyurl.com/y8hptqnv
School Community Council Handbook | 19
F. RUNNING EFFECTIVE MEETINGS
The DDSB believes positive partnerships between home and school are essential to support students as
they strive for excellence.
AT A GLANCE
WHAT?
WHO?
*
WHEN? HOW?
Agenda:
•
Acknowledgement of Traditional and Treaty Territory
•
Lists items for discussion in a clear, concise matter
•
Prepared by Chair in consultation with Principal and
distributed one (1) week in advance of meeting
Minutes:
•
Discussion captured by Secretary corresponding to
each agenda item
•
To be voted on and passed at beginning of each
meeting
•
To be posted for public review
All regular meetings of the school
council are considered open,
public meetings
• Parents of children in the school, all staff
and community members may attend
as observers
• Elected members
• School administration
• Guest speakers or presenters
The Council shall meet at least four (4) times
each school year.
• The elections must be held within 30 days
after the start of the school year
• The first official meeting must be held within
35 days of the parent elections
• Meetings must be held at school for an agreed
upon amount of time, with a Quorum*
• Ensure location is accessible for everyone
* Quorum = 50% of voting members in attendance
Potential Actions for Consideration:
• Ensuring all voices are heard
• Decision making
• Information sharing
• Presentation
• Reports
• Voting
Note: Focus on issues that affect whole school community.
Do not discuss individual staff, student or community member.
*
Should be representative of school’s population demographic
20 | ddsb.ca
Meeting Structure — Considerations for Chairperson and Principal:
1.1. Before the meeting.
•
Builds the agenda in consultation with the members and school Principal
•
Agenda to include items for discussion; member who will be leading the discussion; allotment of time
and sent to members at least one week prior (see Part 4 Samples, page 40)
•
An invitation to all parents to be sent out at least a week in advance notifying of meeting. Chairperson
and Principal will collaboratively send agenda to groups through electronic or hardcopy
communication (website, text, email, synervoice, and/or newsletters)
•
Minutes from previous meeting to be reviewed and edited by council members
•
Secure meeting location — arrange room to be community friendly and accessible.
•
Prepare for any technical needs.
•
Post meeting schedule, agenda and minutes to school website
•
Consider a dedicated SCC newsletter to provide additional communication (optional)
•
Offer childcare options to enable parents to be in attendance (optional)
•
Plan refreshments (optional)
•
Consider honorarium for guest speakers (optional)
1.2. During the meeting
•
Chairperson calls the meeting to order
•
Acknowledgement of Traditional Territory and Treaty (at start of meeting)
•
Secretary circulates attendance form (includes name, email, phone number) and records all details
of meeting in minutes (see Part 4 Samples, Page 43)
•
Chairperson distributes agenda
•
Chairperson follows the agenda timelines and ensures meeting stays on track
•
Review previous meeting’s minutes and pass if Quorum* is present
•
Assign actions and responsibilities
•
Summarize what has been accomplished
•
Confirm date and time of next meeting
•
Thank participants
•
Be respectful of volunteers’ time — motion to adjourn on time
1.3. During the meeting
•
Check with the recorder to make sure that the minutes are clear following approval before distributing
•
Help others carry out the decisions made during the meeting
•
Follow up with commitments agreed upon for the next meeting
•
Welcome feedback
* Quorum = 50% of voting members in attendance
School Community Council Handbook | 21
G. COMMUNICATION
Communication is key to ensuring strong partnerships.
School Councils should create a communication strategy plan that includes:
•
Communication guidelines with administration between meetings
•
Planning agenda with member input and in collaboration with school principal
•
Method to communicate with school community on a regular basis (website, newsletter)
•
Method to ensure meeting information, agendas, minutes, annual report are available to school
community
School councils must share:
•
meetings dates
•
agendas
•
minutes
•
fundraising plans
•
election information and outcome
•
financial updates
•
annual report
1. DDSB Policy 3101 – Acceptable and Safe use Procedure for Computing Technology
and Cyber Safety https://tinyurl.com/o78obrn
2. School councils may wish to use social media to communicate with their school community.
Refer to DDSB Twitter Guidelines https://tinyurl.com/ybbaaro2
3. The DDSB will be providing each school with a generic SCC chair email account each year.
4. Recommendations of SCCs that are specifically related to the school should be referred to the
school principal.
5. Recommendations which are broader in scope than the local school may be referred either to
the school principal for direction or to the appropriate Board official or Board committee.
All communication must
adhere with Ministry and Board
policies and procedures.
Refer to Accounting Guidelines for DDSB SCC’s.
https://tinyurl.com/ya7uhnkk
22 | ddsb.ca
H. BUDGET AND FINANCE
Overview
School councils must establish by-laws to address election procedures and elected positions. The position
of Treasurer is optional. Where there is no elected position, the Chair shall assume all budgetary and
financial responsibilities
Duty of the Treasurer (or Chair):
•
Ensure that accurate accounts, receipts, disbursements, and monthly bank reconciliations are
maintained
•
Develop any budget proposals necessary for the operation of the SCC
•
Review monthly transaction records for SCC funds held by the school in the Non-Board funds account
(i.e., School Generated Accounts) by requesting detailed account printout from school secretary two
(2) weeks prior to meeting
•
In event of discrepancies in report, an appointment should be made with school secretary
•
Prepare bank deposits and complete deposit slips for funds received and provide to school
secretary (all monies must be counted on school premises by at least two (2) persons
•
Sign SCC Cheque Requisition Form
•
Provide the financial reports at SCC meetings
•
Prepare a financial statement that is included in the annual report for the Board that shows all
transactions from September 1 to August 31 by September 15 of following school year
Banking Method
•
School Account – the school manages this account for the SCC.
•
Signing authority is held by the school.
•
All transactions are recorded by the school secretary with forms from the SCC treasurer.
•
No transactions can take place without authorization from the SCC.
•
The SCC shall keep minutes of all meetings and records of all financial transactions
•
The financial records shall be available at the school for review without charge by any person
•
Statements should be stored in the school office for at least seven (7) years
•
SCC shall never borrow or lend money
•
Cash advance for event supplies may be arranged by following the Accounting Guidelines for DDSB
SCC’s, (See link below)
School Community Council Handbook | 23
I. FUNDRAISING
Fundraising by the SCC. Quick Facts Overview
1. Overview
•
The activities must be conducted in accordance with applicable policies established by the Board
•
Funds raised must be for a purpose approved by the Board
•
All fundraising projects shall be consistent with the school plan and must be pre-approved by the Principal
2. Responsibility of the Principal
•
The Principal is responsible for all funds raised
•
The SCC Treasurer's Report (or Chair's Report if there is no Treasurer) will be shared with the SCC,
staff, students and parents at every SCC meeting
•
The Principal will ensure all insurance liability issues arising from contracts for services, goods and /or
equipment are adequately addressed. All contracts shall be authorized and signed by the Principal only
•
The Principal shall ensure all activities comply with Policy 5173. See Part 3. D. Event Planning Quick
Facts, Page 27.
3. SCC Fundraising Plan
•
The Principal and SCC must jointly approve all SCC fundraising initiatives
•
Before a fundraising initiative begins, an outline of the project including a concise statement of
purpose, method, time frame and estimated revenue shall be shared with the school community. See
Part 4. F. Fundraising Proposal, Page 44.
•
No door-to-door campaigns shall be allowed
•
At the conclusion of the fundraiser, the organizer shall prepare a summary report. See Part 4. G.
Fundraising Report, Page 45.
4. Purchasing Procedures
•
All purchases shall require the Principal's approval
•
Purchases requiring the involvement of the Board's Purchasing/Programs Department are:
- Learning materials and textbooks
- Playground equipment
- Classroom computers and technology
•
There are four ways to purchase goods and services:
- through the Board's purchasing department
- directly from the vendor
- cash advance
- petty cash
Procedure 5131 Regulation – Fundraising.
https://tinyurl.com/y9bpramn
Remember the School Food and
Beverage Policy requires all food
and beverage sales to comply with
nutrition standards and requirements
set out in this policy.
https://tinyurl.com/3wjxv76
24 | ddsb.ca
5. Bookkeeping and Banking Procedures
•
All funds raised shall be deposited into the designated SCC account in the school non-Board
funds account
•
All cheques shall be pre-numbered and require two signatures:
- the Principal or designate and
- Chair or Treasurer of the SCC
6. Deposits and Safeguards
•
Two individuals should count all funds collected
•
All funds collected shall be deposited intact; no expenditures shall be paid from cash collected
•
All funds collected on school premises shall be counted there and deposited on a timely basis
(minimum of once a week)
7. Charitable Donations/Receipts for Income Tax Purposes
•
A receipt shall be issued by the Board for charitable donations of $30 or more, under the Income
Tax Act
•
It is preferable that donations take the form of cheques, which should be made payable to
"Durham District School Board"
8. Reporting
•
The fundraising organizer shall prepare a summary report. See Part 4. G. Fundraising Report, Page 45.
•
The Treasurer (or Chair in the absence of a Treasurer) shall share the school cash report at every
SCC meeting
•
The Treasurer shall complete an Annual School Community Council Treasurer's Report
School Community Council Handbook | 25
P
A
RT
3.
S
C
C
T
OOLK
I
T
A. CHARACTERISTICS OF EFFECTIVE SCHOOL COUNCILS
Effective School Councils are those that:
•
Focus on student learning and the best interests of all students
•
Are actively involved in setting school priorities for improving
student achievement
•
Promote meaningful parental and community involvement and
actively seek the view of their school communities
•
Have a clear understanding of their roles and responsibilities
•
Include members who represent the diverse views of their school communities
•
Keep well informed about school and board policies and procedures
•
Have clear and consistent processes for decision making
•
Communicate with the community about their activities
•
Maintain high ethical standards
•
Have members who have developed mutual trust and respect for one another
B. BEST PRACTICES FOR SCC CHAIR/CO-CHAIR
•
Plays a neutral role — is not a formal member of the group but rather a servant of the group who
does not advocate a position
•
Focuses positive energy — keeps the group focussed on the tasks to be accomplished at the
meeting with questions or statements such as “How does this relate to our objective?” or “We have
strayed from our agenda and need to return to the issue of...”
•
Suggests alternative procedures — proposes options when a process is not enabling the group to
achieve its goal
•
Protects individuals — ensures individuals are not “attacked” for expressing contrary opinions
•
Encourages participation — ensures all members have equal opportunity to contribute and seeks
opinions from quieter participants
•
Keeps enthusiasm high — shows interest in what’s being said and uses “attending” behaviours
•
Enables win/win solutions — helps the group reach consensus
•
Coordinates pre and post meeting events — handles all arrangements to support productive
meetings
•
Seeks clarity on issues — clarifies the thinking of the group, by soliciting more information
•
Assists recorder/secretary — summarizes and clarifies to help the recorder/secretary
•
Plans warm-up or other opening activities — organizes appropriate activities to start each meeting
Sourced from: Ministry of
Education, School Council –
A Guide for Members
https://tinyurl.com/26jhg4p
26 | ddsb.ca
C. FUNDRAISING TIP SHEET
1. Begin early and publicize. Start planning your fundraiser early to develop realistic goals and timelines.
Publicize early and often
2. Build the team. Assign tasks; a Communicator who is great at sending out messages, a Counter who
likes budgetary duties, and Task Master who reminds others of deadlines and schedules.
3. Set clear goals and timelines. This will keep everyone motivated, focused and on track.
4. Frequent Updates: Keep everyone informed. Remind parents and students when orders are due, and
provide specific instructions for collecting and accounting for orders. Celebrate successes.
5. Keep the students involved. By making it meaningful, students will stay engaged. They will also
develop social, goal-setting and customer service skills.
6. Effort vs. Benefit. Is the time invested worth it? Agree on a project that yields high gains for the time
and effort.
7. Expand your reach. You can go beyond your own school community to gather support for your
fundraiser. You may wish to work with community businesses and partners.
8. Celebrate and say, “Thank you.” Let your volunteers know you appreciate them with thank you cards
from the kids or a luncheon at the end of the fundraiser. Celebrate milestone goals.
9. Consider what people want. Most parents have enough smaller items. Consider a fundraiser that
capitalizes on a fun family experience, consumable products or other fun items.
10. Avoid “Fundraiser Fatigue.” Timing is important. Consider how many other fundraisers are occurring
in the school.
D. EVENT PLANNING QUICK FACTS
When planning fun fairs and end-of-year activities, take into consider these risk management guidelines:
1. Assess the activity from a safety first perspective. Is the activity appropriate for a school setting? Should
the risks be avoided or can they be managed?
OSBIE ( Ontario School Board Insurance Exchange) considers the following list, high risk activities which
are not recommended for a school event.
High risk activities Include:
•
Dunk Tanks
•
Diving into or sliding on foam or mud, ice or snow
•
Hot air balloon rides (tethered or untethered)
•
Aircraft or helicopter rides from school property
•
Animal rides
•
Sky diving
•
Use of fireworks or other pyrotechnic devices
•
Use of air filled inflatable fun structures such as jumping castles
•
Rock climbing walls
2. Ask promoter and fundraising companies for proper proof of liability insurance.
3. Ask to have the Board named as an additional insured on their policy.
4. Ensure that adequate supervision is in place to help prevent injuries.
5. It may be necessary to have parents sign informed consent forms and to make them aware of any risks
associated with the activities.
Information developed from: DDSB Central File Memo: CF15/16-026 ELM-022 SEC-024
School Community Council Handbook | 27
There can be no greater gift than
that of giving one’s time and energy
to help others without expecting
anything in return. – Nelson Mandela
28 | ddsb.ca
E. DECISION MAKING
Every attempt should be made to reach consensus. Where consensus is not possible, the Chair may need to
consider putting the matter to a vote. In such instances voting procedures need to be specified, including
determining what constitutes a quorum for voting purposes.
The school council should also develop a procedure for resolution of concerns and disputes, recognizing
that every effort should be for resolution of such conflict at the school level. This procedure should be
designed to fit within already established Board Policy/Procedures.
School Community Councils can arrive at decisions by:
The approach a SCC chooses for making decisions may vary depending on the issue. The first approach
(majority vote) saves time and is efficient for simple, straight forward issues. The second approach, a school
council may combine the methods — seek consensus from the school community and then confirm the
decision by a majority vote.
Majority Vote Model.
This model, requires time for members to become informed about issues. The Chair calls for a vote once the
discussion is finished. The advantage of this model is that a clear decision is made. The discussion period
offers the opportunity for compromise as the motion may be modified. In situations where opinions are
diverse and compromise is impossible, the majority vote may be the preferred model. The downside of this
approach is that it can create a win/lose situation where some participants are dissatisfied with the outcome.
Consensus Building Model
This model requires each decision maker to agree with (but not necessarily with all parts of) the final
outcome. Although they may differ on some aspects of the decision, school council members agree the
total package best meets everyone’s needs and supports it on that basis. If consensus cannot be reached
on all or any part of a decision, a vote is taken.
The advantages to the consensus building model are that it:
•
Ensures all council members have an effective voice
•
Builds on differing perspectives and values
•
Allows for flexibility in arriving at solutions
•
Can build respect for differing values and viewpoints
•
Can lead to better informed, more creative, balanced and long lasting decisions that has the support
of the entire school council, and if unsuccessful, it allows for a decision to be made by voting.
wikiHow to Reach a Consensus
https://tinyurl.com/yzb7d54
School Community Council Handbook | 29
F. CONFLICT RESOLUTION
Each school council must have a by-law(s) regarding conflict resolution as per Ontario Regulation 612/00
and in accordance with all applicable Board Policies and Procedures.
The following is a four-step approach to resolving internal conflict and other difficult matters:
1. Acknowledge the conflict. As a group, acknowledge when a conflict exists and determine the source of
the conflict. For example, is it related to facts? Goals? Processes? Values? Personal preferences? Beliefs?
Communication?
2. Plan how to deal with the conflict. Once the source of the conflict is defined, decide how to deal with it.
This may be done by the Chair, another individual on the council, or the entire council. (In particularly
difficult times, it may be best to engage a person who has no association with the council to facilitate
discussion and problem solving.) At this stage, all council members should reflect on the problem and
be prepared to state their concerns and viewpoints.
3. Provide time for discussion. The Chair or whoever is facilitating the discussion should introduce the
problem and ask each member for input so that the nature and source of the conflict is clear.
Acknowledging each person by listening attentively sets the tone for problem solving and opens the
council to a variety of solutions. Emotions should be accepted and dealt with since they are a part of
conflict. If there is not likely a positive outcome during a meeting, then draw the meeting to a close to
allow time for consultation.
4. Seek the best solution. As viewpoints and solutions are described, the individual facilitating the
discussion deals with them one at a time. Following the discussion, the person facilitating the discussion
may use a process for building consensus to arrive at a new solution. Council members will be asked the
following questions: Can you live with this solution? Will you support the solution? Depending on the
nature of the conflict, it is sometimes best for council members to have time to reflect on the proposed
solution, with the decision to be finalized at a future meeting.
Note:
First point of contact if conflict continues is the School Administration. If after following the above steps,
your school council still feels strongly that the situation requires further consideration you may appeal to the
Superintendent of Education (Family of Schools [FOS]). If the Superintendent of Education (FOS) is not able
to resolve the dispute, the Director may appoint an external mediator to assist in resolving the dispute.
Remember, you are welcome to speak with your local trustee at any time to share concerns or make
suggestions. Depending on the circumstances, however, there is a possibility that you will be asked to
follow the above steps in order to best meet your needs.
30 | ddsb.ca
G. SOCIAL MEDIA
Use of Social Networking, Digital Communication Applications, and Web Sites by the SCC
General Provisions regarding all forms of Social Media Activity on behalf of the SCC
SCC members will ensure that information communicated publically through social media applications shall
not reveal personal information about staff, students, parents or other members of the school community.
Information that is inappropriate for posting may include, but is not limited to photographs and/or videos
of students or staff for which no consent has been provided, school financial information, school plans, or
other school administrative information.
Any inappropriate or demeaning references to staff, students, parents or other members of the school
community communicated through social networking applications represent a contravention of Board policy.
Inappropriate use of electronic communication and social networking is contrary to Board policy, and may
result in criminal charges or civil actions. Examples of inappropriate use include, but are not limited to:
a. Making inappropriate online comments that are defamatory in nature;
b. Disclosing confidential information about the Board, school, students and colleagues;
c. Posting the work of others without proper attribution, in breach of copyright law;
d. Breaching a court-ordered publication ban;
e. Inciting hatred against an identifiable group;
f. Contravening the Youth Criminal Justice Act by disclosing information about a minor;
g. Using technology to criminally or otherwise harass a student, colleague, or others;
h. Using a computer to lure a child or for juvenile prostitution; and
i. Exchanging or forwarding compromising photos, video or audio recordings of children which are of
a sexually explicit nature.
School Community Council Handbook | 31
Use of the school website
It is recommended that schools provide space on their web page for general information about the SCC.
Content to be shared may include: SCC member names, meeting dates, agendas, minutes, and general
SCC information.
Only DDSB staff may have editing rights to the school websites, so a staff liaison may be appointed to post
SCC information as requested by the SCC chair in conjunction with the school administrator.
Use of Social Networking Tools (YouTube, Facebook , Twitter, Remind, etc.) for SCC purposes.
SCC members wishing to use “Facebook” or “YouTube”— like applications as a method of communicating
with the broader community on behalf of the SCC must ensure that they have received permission from
their school administrator or supervisor and provided the school administrator with any passwords and
access to these sites.
SCC shall ensure that the application’s privacy settings are set such that the public may view the content
without the need to be "accepted," "friended" or "followed" by the SCC administrator of the space.
Canada's Anti-Spam Legislation
Canada’s Anti-Spam Legislation (CASL) came into effect on July 1, 2014. Under the legislation, anyone
(including teachers, principals, office staff, etc.) who sends an electronic message that encourages
participation in a commercial activity must do the following:
1. Obtain the consent of the recipient
2. Provide identification information about the sender
3. Provide an unsubscribe option so recipients can remove themselves from the list
For more information on CASL, visit the Government of Canada’s website: www.fightspam.gc.ca
What is a commercial electronic message?
A commercial electronic message is a message sent to an electronic address that encourages participation
in a commercial activity. Examples of electronic messages include emails, text messages, instant messages,
telephone messages or direct messages on social media (e.g. Facebook or Twitter).
Messages are considered commercial when they have to do with the purchase of a good or service.
Examples of commercial electronic messages you might receive from your school include messages about:
•
Fundraising events
•
Yearbook sales
•
Sale of student photos
•
Information about purchasing team uniforms
•
School newsletters that contain commercial information
32 | ddsb.ca
H. GENERIC SCC EMAIL
School Community Council Handbook | 33
I. PARENT ENGAGEMENT IDEAS
When parents are engaged in their child’s learning, students do better in school and everyone benefits.
Parents find it easier to help their child learn. Teachers and principals are better supported and enjoy
positive relationships with parents.
Students improve, classrooms improve, schools improve and the entire community benefits.
(CODE, Planning Parent Engagement, 2012)
Various resources and frameworks can be used to assist schools in organizing and promoting promising
Parent Engagement Practices.
1. The Ontario Ministry of Education provides a checklist to begin planning.
https://tinyurl.com/6shyomc
2. The Council of Ontario Directors of Education (CODE) produced a Planning Parent Engagement
guidebook and toolkit to promote involvement and support. https://tinyurl.com/y8vawb3w
3. Dr. Joyce Epstein for the National Network of Partnership Schools (NNPS) from Johns Hopkins University
has developed a framework for defining six different types of parent involvement. This framework assists
educators in developing school and family partnership programs. Her work is referenced in the CODE
guidebook. From 2011–14, over 70 elementary and secondary schools in the DDSB were in-serviced
following the template developed by Dr. Joyce Epstein. DDSB examples are listed beside these keys.
https://tinyurl.com/ycg5ubh4
4. The DDSB Parent Involvement Committee designed a brochure entitled Encouraging Parent
Engagement — PRO Grants 2016-17 to encourage and share best practices.
https://tinyurl.com/y8cgw7jy
1. 2. 3. 4.
34 | ddsb.ca
J. INVOLVING PARENTS IN THE SCHOOL:
Parent Involvement: A Checklist
m
Have we used surveys and other information-gathering tools to assess what parents need and want and
asked for their opinions and suggestions?
m
Have we determined the barriers which may prevent some parents from participating?
m
Have we considered applying for a PRO Grant?
m
Do we understand the needs of parents whose first language is other than English?
m
Have we explicitly invited parents to volunteer in a variety of school activities?
m
Do we know how parents are getting our information and how they would like to receive it?
m
Do we routinely gather parent contact information and use it effectively to keep parents informed?
m
Do we have an organized plan for parent engagement activities this year?
m
Do we know who has assumed responsibility for each activity within the plan?
m
Do we respond immediately when parents indicate a willingness to volunteer or participate in
other ways?
m
Do we have a school information package for newcomers?
m
Do we have an organized method for meeting and welcoming new families?
m
Do we actively encourage parents to attend school council meetings for the first time?
m
Do we provide information or an information event specifically geared to the needs of newcomers?
m
Have we successfully addressed barriers to parent participation such as childcare, transportation, language
services and off-site/off-hours events and programs for those who cannot attend regular events?
m
Do we regularly provide school events that showcase student work and activities, address issues of
concern and provide information of interest to parents?
m
Do we involve the community in the life of the school through such events as career and community
fairs?
m
Do we offer training for volunteers to help ensure that they feel confident and equipped for their roles?
m
Do we celebrate our multicultural community by offering events that feature varied traditions, customs
and sports?
m
Do we prominently display information about school council in a high visibility area of the school?
m
Does school council have a presence at school events?
m
Do we have a school council newsletter and/or is the school council represented in the school
newsletter?
m
Does the school council have a presence on the school website?
m
Do we send frequent reminders to parents?
m
Do we participate as guest speakers wherever possible in the community, outside of school?
m
Do we recognize the efforts of parents and school council members to encourage greater involvement
and participation?
Tips for School Councils from
Ontario Ministry of Education.
https://tinyurl.com/6shyomc
36 | ddsb.ca
L. POTENTIAL PARENT ENGAGEMENT IDEAS
Examples from DDSB schools are listed beside each type. Some initiatives can be categorized in multiple
types. Sourced from NNPS https://tinyurl.com/ya4g9ywn
Six types of Parent Involvement (Dr. Joyce Epstein)
Types Purpose Elementary Secondary
P
a
r
e
n
t
i
n
g
Assist families with parenting
skills and setting home
conditions to support children
as students. Also, assist schools
to better understand families.
•
Family Fitness Night
•
Eat to Succeed
•
WAVE (Win, Achieve, Vision,
Excel) Night
•
Get Fit, Live Healthy
•
University or college fair
in-school. Invite parents
and students
•
Grade 9 student-parent
orientation day Financial Literacy
C
ommunic
ating
Conduct effective
communications from school-
to-home and from
home-to-school about school
programs and student progress.
•
Family Literacy Night
•
Family Science Night
•
Family Math event
•
Understanding STEM
•
Grade 9 Parent info night.
•
Parent page on school
website
Vol
u
n
te
e
ri
n
g
Organize volunteers and
audiences to support the school
and students. Provide volunteer
opportunities in various
locations and at various times.
•
Healthy Snack programs
•
Library
•
Music, athletic programs
Le
arn
i
n
g at
Home
Involve families with their
children on homework and
other curriculum-related
activities and decisions.
•
Welcome to Kindergarten
Home School Connection
•
Parent Resource Library
•
Moodle, D2L
•
On-line Math help
•
Supporting Student Mental
Health
Decision
Making
Include families as participants
in school decisions, and
develop parent leaders and
representatives.
•
Safe Schools Committee
•
SCC
•
Career Fairs
•
SCC
Collaborating
with
the Community
Coordinate resources and
services from the community for
families, students, and the
school, and provide services to
the community.
•
Cultural fairs
•
Outreach program using
SWIS worker
•
Caregiver Coffee Talk
•
Embracing our Community
•
DRPS Police presentations
(e.g., cyber-bullying)
40 | ddsb.ca
C. SAMPLE AGENDA
School Name: _____________________________ School Council Meeting
Date: ______________________ Location: ___________________________
Welcome and introductions (10 minutes)
Approval of minutes (5 minutes)
Treasurer’s report (5 minutes)
Principal’s report (15 minutes)
•
School updates – Student Achievement
•
School events
•
School recognition
Other school reports or presentations (15 minutes)
Previous and new business (30 minutes)
•
PRO Grant Event
•
Volunteers
•
New Parent Engagement Initiatives
•
School presentations
Next meeting date and time:
Agenda items for next meeting:
Adjournment:
AGENDA
Source: Adapted from School Councils: A Guide for Member (Ontario Ministry of Education)
School Community Council Handbook | 41
D. SAMPLE SCC BY-LAWS
Election Procedure By-Laws
1. The current school council will establish a SCC ad-hoc elections committee.
2. Elections shall occur within the first thirty days of the start of each school year.
3. Each parent seeking election must be nominated or self-nominated in writing, must have a child
registered at the school and must declare if they are employed by the school board.
4. Each parent of a student enrolled in the school shall be entitled to one vote for each position on
the SCC.
5. In any given year, the term of office for all council positions is one year. Parents may run for consecutive
years.
6. School resources, both human and material, may not be used to support particular candidates or
groups of candidates.
7. The elections for SCC shall be conducted by secret ballot. Neither proxy nor absentee vote is permitted.
Voters must vote in person.
8. Appeals related to SCC election shall be resolved by the SCC ad-hoc elections committee. If the
situation is not resolved to the satisfaction of the complainant, the school Principal shall make a ruling.
9. The former Chair of the SCC shall conduct internal elections for positions of responsibility.
10. Our SCC will be comprised of 10 parents. If the number of nominations is 10 or less — no election will
be required. Members will be acclaimed.
Filling Vacancies
1. Should elected parent council position become vacant before the next election, the council shall fill
the vacancy by appointment from non-elected candidates from previous election.
2. If none of the previous candidates remain interested in becoming a council member, the council may
require that interested parents from the school community submit their names for consideration. The
council shall than appoint one of those who indicate an interest.
3. When a vacant spot on council is filled, the new member’s term shall expire at the time of the next
election.
42 | ddsb.ca
Conflict of Interest
1. A conflict of interest may be actual, perceived or potential.
2. Members of the council shall declare a conflict of interest in matters that they, members of their families
or businesses in which they may have an interest, stand to benefit either directly or indirectly by decision
of the council.
3. A member shall exclude themselves from discussion in which:
a. A conflict of interest is likely to result
b. The member’s ability to carry out their duties and responsibilities as a member of the SCC may
be jeopardized
c. The council member, their relatives or businesses in which the member may have an interest, may
gain or benefit from either directly or indirectly as a result of action that may be taken by the principal
or board in response to advice that the council provides to the principal or board.
4. A member shall not accept favours or economic benefits from any individual, organization, or entity
known to be seeking business contract with the school.
Source: Adapted from School Councils: A Guide for Members (Ontario Ministry of Education)
Let’s build bridges, not walls.
– Martin Luther King Jr.
School Community Council Handbook | 43
E. SAMPLE MEETING MINUTES
School Name: _____________________________ School Council Meeting
Date: ______________________ Location: ___________________________
The SCC meeting was called to order by ________________ (SCC Chair) at _______
(time) and a quorum was present.
Members in attendance: _________________ Regrets: __________________
The agenda was approved by ________________ (member’s name)
The minutes of the last meeting were approved by circulation by _________ (member’s
name) or the minutes of the last meeting were approved with corrections by
__________________ (member’s name)
Treasurer’s report
•
provide brief update from report shared
Principal’s report
•
provide highlights from Principal’s report
Other school reports or presentations
•
provide highlights as appropriate
Previous and new business
•
Item 1 – evaluation of goals to date on PRO Grant Event. Speaker has been
booked and location secured. Flyers will be created and distributed. (include who
will be responsible for each action)
•
Item 2 - discussion on need for volunteers for specific events. SCC will
encourage community to get involved and SCC members will participate as well.
•
Item 3 - …
•
Item 4- …
Motions
•
The SCC will release $______ to support ____________. This motion was passed
by _____________ and seconded by _____________ (include member’s
names)______________________________________________________
The next meeting will take place on __________(date) at _________________(location).
Agenda items will include: __________ Meeting was adjourned at __________ (time)
Secretary _________________________ Chair ____________________________________
Source: Adapted from School Councils: A Guide for Members (Ontario Ministry of Education)
School Community Council Handbook | 47
I. FUNDRAISING PLANNING SHEET
Fundraising Planning Form Logistics
Guiding Principles and Best Practice considerations:
Fundraising
•
Permitted under Ministry Regulation 612 and DDSB policy 5131
•
Approved by the school Principal after consultation with staff, SCC and student council
•
Has the potential to enhance parent engagement and contribute to a student’s educational
experience
School Community
•
Activities support student achievement and do not detract from the learning environment.
•
Fundraising activities should reflect the diversity, values and priorities of the local school community,
and ensure accessibility and inclusivity.
•
Privacy must be respected. The personal information of staff, students or other individuals is not
shared for the purposes of fundraising without prior consent. (MFIPPA)
Safety
•
The safety of students is a primary consideration in all fundraising activities.
•
Student fundraising activities may require supervision and should be age-appropriate.
•
Such activities may take place on or off school property
Accountable & Transparent
•
A fundraising activity does not result in any person, including school board staff or volunteers,
benefiting materially or financially from the activity.
•
Fundraising has a designated purpose and the proceeds are used for that purpose.
•
Transparent financial reporting practices are established.
Information resourced from:
Ministry of Education, 2012 Fundraising Guideline: https://tinyurl.com/y8ypg9zz
Ministry of Education, Parents Get Involved: https://tinyurl.com/yc899s6n
48 | ddsb.ca
J. FUNDRAISING PLANNING FORM CHECKLIST
Select the Fundraiser Activity/Event
p Single day event or extended product-selling activity
p Age appropriate
p Is this a new or previous initiative
p Are there other fundraising events in the school currently
p Motivations and incentives
p Potential customers
p Parents/guardians informed in writing of initiative, method, time-frame and estimated revenue
Product-Selling Fundraisers
p Company/Business
p Deposit required
p Method for order-taking
p Duration and deadline of order-taking
p Delivery date of goods
p Not involve door-to-door campaigns
p Other:
Event-Based Fundraisers
p Secure location: school permit required
p Off- site location: supervision, insurance permit
p Set-up and take-down date(s), time
p Time: During or after school hours
p Indoor or outdoor event
p Rain-date required
School Community Council Handbook | 49
Goal Setting and Organization
p Estimated revenue
p Purpose for funds
p Start up and operating costs
p Timelines
p Committee members
p Method to recruit volunteers
p Dates and location of meetings
Fundraising
p Advertising: flyers, posters
p In-school locations
p Out-of-school locations (i.e., Community bulletin boards, businesses)
p Newsletters
p Social Media
Evaluation — Ease of Fundraiser
p Number of participants/purchasers
p Number of supervisors/sellers
Rate the Success of this Fundraiser
p What worked well
p What did not work well
p Inventory sold
p Remaining inventory
PA R E NT
ENGAGEMENT
50 | ddsb.ca
Regional SCC Meetings
Regional SCC meetings are conducted throughout the year to provide SCC members an
opportunity to attend workshops and exchange ideas.
Parent Involvement Committee
The Parent Involvement Committee (PIC) supports SCC’s by providing them with resources,
professional development, and support. The committee is comprised of parent
representatives from SCC’s throughout Durham, Trustees, school and Board staff.
Parents as Partners Symposium
Each year the DDSB Parents as Partners committee provides a half day opportunity of
learning for parents focused on student achievement and well-being.
K. PARENT ENGAGEMENT
Phone: 905-666-5500
Fax: 905-666-6474
Toll Free: 1-800-265-3968
TTY: 905-666-6943 | 877-868-5575
Email: [email protected]
©DDSB 2017. The material contained in this document may not be reproduced outside of the Durham District School Board
without written permission.
Durham District School Board
400 Taunton Road East
Whitby, Ontario
L1R 2K6
