Greenall High
School Community Council
Constitution
Verson 1.0
May 15, 2007
Approved: June 21, 2007
Greenall High School Community Council Constitution
May 15, 2007
Table of Contents
MISSION STATEMENT ............................................................................................................................. 3
GUIDING PRINCIPLES ............................................................................................................................. 3
ROLES AND RESPONSIBILITIES .......................................................................................................... 4
MEMBERSHIP ............................................................................................................................................ 5
STRUCTURE AND OFFICERS ................................................................................................................. 6
MEETINGS .................................................................................................................................................. 7
DECISION MAKING .................................................................................................................................. 8
CODE OF CONDUCT ................................................................................................................................. 9
PUBLIC CONSULTATION .......................................................................................................................10
CONFLICT OF INTEREST ......................................................................................................................10
COMPLAINTS AND CONCERNS PROCEDURES ...............................................................................11
CONFLICT RESOLUTION ......................................................................................................................11
COMMITTEES ...........................................................................................................................................12
EVALUATION OF COUNCIL OPERATIONS ......................................................................................13
CONSTITUTION AMENDMENT ............................................................................................................13
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Greenall High School Community Council Constitution
May 15, 2007
Mission Statement
We the members of the Greenall High School Community Council strive to:
 share responsibility for the learning success and well-being of all students in
Greenall High School
 encourage and facilitate parent and community engagement in school planning
and improvement processes.
Guiding Principles
Representative – Greenall High School Community Council (referred to as Council for
the remainder of the document) will be an integral component of School Division
governance. We strive through our membership and our actions to be representative of
the school community to Greenall High School, PVSD Board of Education and Sask.
Learning.
Inclusive – Council recognizes that all members of the school community can make a
difference in the learning success and well-being of children and youth. In our activities,
Council will engage in processes to ensure all voices in the school community are heard
and all perspectives are taken into account.
Respectful – Council understands school communities are complex environments. We
recognize the importance of both lay and professional perspectives within the community
and strive to appreciate all viewpoints.
Trustworthy –Council will conduct our affairs in an open and transparent manner. We
will honor the right to privacy of individuals and treat all information we are privy to
with appropriate discretion and sensitivity.
Responsive –Council will make every effort to respond to the needs and aspirations of
the school community we represent. We will regularly consult with students, parents,
community members, the Board of Education, the school principal, school staff and
others. In addition to this, we will respond to requests for guidance and direction, by the
Board of Education, school principal and other community agencies and organizations
that support children and youth.
Effective –Council will focus our attention and efforts on key matters that make a
difference in student learning and well-being. Keeping in mind our understandings
related to our own unique school communities, we will align our work with provincial
and School Division goals and initiatives related to student learning and well-being
outcomes.
Committed –Council is committed to fulfilling our role as a vital link in school level
governance. We will evaluate our performance regularly, take advantage of opportunities
to build our capacity and account to the public we represent and the Board of Education
on our progress.
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Greenall High School Community Council Constitution
May 15, 2007
Roles and Responsibilities
Council roles and responsibilities
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To understand the school and its community’s economic, social and health
conditions and needs and their aspirations for child and youth learning and wellbeing and becoming knowledgeable about resources and supports for the school,
parents and community.
To stimulate by appropriate means participation by parents and community
generally in the improvement of educational services in the school.
To participate in the Board of Education Strategic Plan and Continuous
Improvement Framework by focusing on the same outcomes established by the
province, the school division and the school.
To make recommendations to the principal to ensure the best possible education
for the students in the school.
To provide advice on certain matters, including:
o Advice to the Board of Education on policies, programs and educations
service delivery decision, including grade discontinuance, school closure,
religions instruction and language of instruction
o Advice to other organizations, agencies and governments on the learning
and well-being needs of children and youth
o Advice in regards to the Student Code of Conduct
At a minimum to communicate annually to the parents and community on its
plans, initiatives and outcomes and on the expenditure of funds related to the
operation of the Council.
To participate in the orientation, training, development and networking
opportunities provided by the Board of Education and other provincial
organizations.
Council will:
o Develop and maintain a Code of Conduct and a Mission Statement aligned
with the Board of Education Guiding Principles, Mission and Vision
o Develop norms or guidelines for running meetings
o “Celebrate Success” by publishing and promoting the work of the Council
Roles and responsibilities for Council Executive
The Chairperson will:
 Conduct meetings of the Council
 Ensure that all members have input to discussion and decisions
 Prepare meeting agendas in consultation with the Principal and other Council
members
 Oversee operations of the Council
 Establish networks that support the Council
 Act as a spokesperson for the Council
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Greenall High School Community Council Constitution
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May 15, 2007
Receive and send correspondence on behalf of the Council
Be one of the three signing officers
The Vice-Chairperson will:
 Support the Chairperson in his/her duties; taking over when the Chairperson is
unable to fulfill any of his/her duties
 Perform responsibilities assigned by the Chairperson
 Be one of the three signing officers
The Secretary will:
 Take minutes at Council meetings and distribute
 Take charge of any official records of the Council
 Maintain a membership list of all members of the Council
 Ensure that appropriate notice is given for all meetings of the Council
The Treasurer will:
 Deposit all funds into the Council account
 Responsible for and report on the accounts of the Council
 Be one of the three signing officers
 Draft a budget and tentative plan of expenditure with the assistance of the
Council Executives
 Ensure that the Chairperson will have access to the books in the event of his/her
absence
 Submit an annual financial report to the Prairie Valley School Division head
office by September 30th of each year.
The Member at Large will:
 Represent parents of students enrolled at Greenall High School when making
decisions
 Support the Council Executives in their duties
Membership
Representative Members
The Council will have at a minimum 5 and maximum 9 Representative Members
consisting of parent and community members elected at the Annual General Meeting.
These members will form the Council Executive officers which will be determined at the
next regularly scheduled meeting.
The following are eligible to seek election as Representative Members:
a) Parents of students enrolled in Greenall High School. This includes parents who
do not reside within the attendance area of the school.
b) Electors residing within the school’s attendance area. The provisions do not limit
or restrict the election or participation in voting of parents of students who may be
employed by the School Division or work at Greenall High School.
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Greenall High School Community Council Constitution
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The majority of Representative Members must be parents of students enrolled in the
school.
Representative Students
There will be two students designated as Council members. These will be members of
the Student Leadership Council of Greenall High School.
Representation from First Nations
Each First Nation with a significant percentage of students who live on reserve and attend
Greenall High School will be eligible and will be requested to select a representative to
the Council.
Permanent Members
Permanent members will include the School Principal and designate teacher to be
determined at the beginning of each school year.
Appointed Community Members
The Council reserves positions or representatives from the following communities:
Kronau, McLean, Pilot Butte, White City, Edenwold, and Balgonie. The respective
school councils for these communities will designate their representatives.
In addition, one Greenall Support Member will be appointed by the Council Executive in
consultation with school principal.
Structure and Officers
Election Procedures
a. To ensure consistency and coherence of operation, elections will occur each
year in April. This system will create staggered terms of office, with one-half
of the Representative Parent and Community Members being elected one
year, and the other half the next year. (For the initial term 2007, half the terms
will be for one year the other half will be two years in order to establish
staggering).
b. The Principal of Greenall High School will recommend an employee of the
school division to serve as the Returning Officer for the school to the
Superintendent of School Services of Prairie Valley School Division.
c. The employee selected as Returning Officer will be someone who is not
directly linked to the Council as either a permanent, an elected representative
or appointed representative member.
d. If, following the nomination process, there are vacant positions on the
Council, the Board of Education can reduce the number of members or can
appoint members to fill the vacant positions.
Executive Council
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Greenall High School Community Council Constitution
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The following Council Officers will be selected annually from among the Representative
Members (Parent and Community) and will be considered the executive of the Council:
 Chairperson
 Vice-Chairperson
 Secretary
 Treasurer
 Member at Large
Terms of Office
 The term of office for the elected council executives shall run from Annual
General Meeting to Annual General Meeting (April – April).
 The term of each elected council executive will be two years
 Elected Council Executive changes will be staggered to allow overlap of new and
experienced members
o Odd years – Chairperson and Secretary
o Even years- Vice-Chairperson, Treasurer and Member at Large
 Elected Council Executive members shall be eligible for re-election but may serve
no more than two terms consecutively in the same office.
Meetings
Annual Meeting
 Will be held annually by April 30th of each year.
 The following will be included as part of the annual meeting:
o Council members will be elected
o An annual report will be provided
o A forum for dialogue with parents and community will be provided
Meetings
 Regular meetings will be held a minimum of seven (7) times during the school
year to conduct current business
 Additional meetings shall be held at the discretion of the Council.
 All meetings will be open to the general communities with the exception of
committee meetings or closed session internal Council meetings.
 The first meeting following the Annual General Meeting will determine the time,
dates and locations of all regular meetings for the year. Once determined, the
time, dates and locations will be posted on the Greenall High School website. As
well the Council Executive officers will be determined.
 Minutes of each meeting will be kept. A copy of the minutes will be forwarded to
the Division Office and will be posted on the Greenall High School website.
 Topics may be added to the agenda of each regular meeting from the general
community public. Topics are to be submitted to the Chairperson one week prior
to the scheduled meeting.
 There must be quorum at each meeting in order to pass motions. Quorum will be
nine.
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Greenall High School Community Council Constitution
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Decision Making
Council will use the Majority Vote model for decision making. An issue is discussed and
a vote is taken. The majority vote decides the outcome.
Rules for Order for Decision Making
Making a motion:
 Stating the motion – a member must formally let the Chairperson know that
she/he would like to make a motion and the Chairperson must recognize the
person making the motion. Once acknowledged by the Chairperson, the
individual making the motion has the floor. She/he makes the formal motion.
 Seconding the motion – before the motion can be considered, another person must
second the motion. This means she/he agrees the motion is worthy of discussion.
A seconder is not normally required for regular Council meetings however, at
larger meetings such as the Annual General Meeting, motions should have a
seconder.
 Stating the question – once a motion has been made the Chairperson restates the
motion so that everyone clearly understands what is being proposed. From then,
until voting occurs, all discussion is focused on the proposed motion.
 Discussion – the Chairperson opens the floor to discussion of the motion. If no
one wishes to discuss the motion, it is put to a vote. If members of the Council
wish to discuss the motion, the Chairperson opens the debate. Each member may
speak to the question twice, but no one member may speak a second time until
everyone has had a chance to speak once.
 Declaring a vote – if no one wants to speak further to the issue, the Chairperson
asks the Council if it is ready to vote on the proposal. The Chairperson repeats
the question and conducts the vote by asking for those in favor and those opposed.
 For a motion to be accepted, the majority must in favor. Majority is defined as at
minimum having one more vote than those opposed.
Amending a motion:
 Until the Chairperson repeats the motion for a final vote, the person who made the
motion may change it (in this case the original seconder may choose to withdraw,
in which case another seconder would be required).
 Once the Chairperson has repeated the motion in readiness for a final vote the
motion can be amended in one of the following ways:
o The person making the motion may ask to change the original wording.
The Chairperson will ask if anyone objects. If no one objects, the wording
of the motion is changed. Debate continues on the amended motion.
o If someone does object, the question of whether to allow a change in the
wording of the motion is put to a vote. If the group consents to the
change, debate continues on the motion as amended.
o Someone else may also amend the motion
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Greenall High School Community Council Constitution
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o An amendment to an amendment may also be proposed, but a third
amendment is ‘out of order’.
o If an amendment is defeated, discussion continues on the original motion.
Withdrawing a motion:
 At any time before a vote, the person making the original motion may ask to
withdraw it. This does not require a seconder. Once a motion is withdrawn, it is
as if it never existed.
 If the Chairperson has already repeated the motion in preparation for voting and a
request to withdraw the motion is made, the Chairperson asks if there is any
objection. If there is none, the motion is withdrawn. If someone objects, the
request to withdraw the motion is put to a vote.
Motion to consider at a later date:
 A motion to consider at a later date means to set an issue aside to discuss at
another time so more pressing business can be discussed or so more information
about the issue can be obtained.
 The following rules apply to motion to consider at a later date:
o This motion takes precedence over the discussion of the motion
o This motion requires a seconder
o There can be no debate on this motion
Code of Conduct
Council will abide by the following Code of Conduct.
1. Council is not a forum for the discussion of individual school personnel, students,
parents or other individual members of the school community.
2. A Council member who is approached by a parent with a concern relating to an
individual is in a privileged position and must treat such a discussion with
discretion, protecting the confidentiality of the people involved and in accordance
with the provision of the Constitution.
3. A person who accepts a position as a member of Council:
a. Honors the role for School Community Councils in the school division
and will be guided by the overall vision and purpose of School
Community Councils
b. Performs his/her duties with honesty and integrity
c. Endeavors to be familiar with and performs his/her duties in accordance
with the Mission, Vision and Administrative Procedures of Prairie Valley
School Division
d. Works to ensure that well-being of students is the primary focus of all
decision
e. Respects the rights of all individuals
f. Encourages a positive atmosphere where individual contributions are
encouraged and valued
g. Contributes to consensus building
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Greenall High School Community Council Constitution
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h. Takes direction from the members
i. Encourages and supports parents and students with individual concerns to
act on their own behalf and provides information on the process for taking
forward concerns
j. Works to ensure that issues are resolved through due process
k. Strives to be informed and only passes on information that is reliable and
correct
l. Respects all confidential information
m. Declares any conflict of interest
n. Supports public education
The Council Chairperson may deal with member infractions of the Code of Conduct or
Council Constitution by:
1. Understanding the nature of the concern
2. Discussing and resolving the concern confidentially with the member
3. If step 2 fails, by providing a written statement of concern and recommendation
to cease.
4. If step 3 fails, seeking the Council’s sanction of the member’s action
5. As a last resort, and with the support of the Council, seeking the resignation of the
member.
Public Consultation
Public consultation and communication is important and a key aspect of the vision for
School Community Councils.
Council will communicate with surrounding communities using the following strategies:
 School website – a portal has been designated to house information and
announcements pertaining to the school council. Information included
will be Constitution, meeting minutes, meeting dates, contact information
for Council members
 Synervoice Broadcasting system – will be used for public announcement
and upcoming special events organized by the School Council
 School Newsletter – is published quarterly. Information and
announcements pertaining to School Council may be included.
Conflict of Interest
A member of the Council may occasionally find him/herself in a conflict of interest
position in terms of an issue being considered.
When this happens, the member should declare that she/he is in a conflict of interest
situation and leave the room for that portion of the meeting, thus removing him/herself
from the discussion and not voting on the issue.
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Greenall High School Community Council Constitution
May 15, 2007
Complaints and Concerns Procedures
There may be occasion when Council will need to deal with complaints or concerns as
well as how to resolve conflicts.
Complaints or concern about an individual student or staff member
 Any matter concerning an individual student or staff member must be directed to
the staff member or Principal.
 It is not the responsibility of Council to deal with concerns or complaints
individuals or other than to direct the concern to the appropriate individual.
Complaints or concern about Council initiatives or activities
 Informal complaints or concerns
o Provided Council members are comfortable in their knowledge and feel at
ease expressing themselves, concerns or questions about initiatives or
activities expressed informally to members of the Council may be
addressed immediately by the member.
o If a member is unsure of the appropriate response, she/he should say so
but indicate that she/he will check and get back to the individual.
o If such a commitment is made, the member must follow through.
o After responding to the complaint or concern the member should always
ask if their response has been satisfactory.
o If the individual is not satisfied with the response, the member should
explain how the concern or complaint could be brought to the attention of
the Council in a formal fashion.
 Formal complaints or concerns
o Concerns or complaints can be brought to the attention of the Council by
addressing the concern in writing to the Chairperson or by requesting that
the Chairperson provide the individual with an opportunity to meet with
the Council at an upcoming meeting.
o The Council will provide a written response regarding how they have or
will address the concern or complaint.
Conflict Resolution
A conflict resolution procedure will provide Council with a tool to address both internal
conflict, which may occur among individuals within the Council and external conflict
that may occur between the Council and individuals, groups or organizations outside of
the Council.
The conflict resolution procedure will:
 Put the interests and welfare of children and youth above all other issues
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Be structured to ensure that both parties have a fair opportunity to present their
point of view
The following steps will help resolve conflict:
 Build a collaborative climate
The Council establishes a collaborative climate so that differences in opinion
can be dealt with in an open manner and everyone’s views are valued. All
members should agree to:
 Respect the perspective of others
 Listen to what others have to say
 Prepare to problem solve.
 Be prepared
If differences of opinion cannot be worked out, the Council may use:
 A mediator to develop a solution that will be satisfactory to both
sides
 A jointly agreed-upon panel to make a recommendation or a
binding decision
 A plan to refer a dispute to school administrators or the Board of
Education
 Identify the problem
Only by clearly defining the problem can a group begin to resolve it and the
underlying issues. Disputes usually occur because of disagreements on facts,
resources, perceptions values and beliefs or styles
 Defining the problem
Defining the problem involves clearly stating views, listening to others, trying
to understand their views, and asking questions to clarify. At this stage,
participants should avoid giving advice or judgments.
 Brainstorm and Evaluate Options and Solutions
By working together to find a solution to the problem, individuals and groups
can create a win-win situation.
 Create an Action Plan
The plan should identify timelines, who is responsible for what actions and
who will follow up.
Committees
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Standing and adhoc committees shall be formed as necessary under the discretion
of Council.
Committees formed will report to Council.
The Chairperson may appoint members to committees after consultation with the
Council.
At least one member of the Council shall represent the Council on any committee
formed
The Chairperson of the committee shall determine the number of members and
frequency of meetings.
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A committee may include persons who are not members of the Council.
Evaluation of Council Operations
Methods and frequency of evaluating Council will be arrived at the discretion of the
Council.
Constitution Amendment
Amendments to the Constitution of the Council must occur at the Council Executive level
and be presented at a General Meeting providing:
 Written notice of the meeting has been published with a minimum of 4 weeks
notice
 The notice of the meeting included notice of the specific amendments proposed
 A two thirds (2/3) majority of those voting members present at the meeting will
be required to amend the Constitution.
 Approval is required by the Division Board Office.
All actions of the Greenall High School Community Council must comply with board
policy. Decisions of the Council which do not comply with board policy may be
overturned by the Board of Education.
Any changes made to board policy not reflected in this constitution shall have
precedence.
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