Admin

Roles & Responsibilities of Council Members

Roles and Responsibilities of ACES Council Members


Chair/Co-Chair


arrange for meetings, prepare agendas, and chair meetings


ensure the minutes of council meetings are recorded and maintained (minutes should include, or have attached to them, any advice provided in writing to the principal, Board and/or senior staff by the council, and the written response or responses in reply)


ensure that accurate minutes and records, including records of all financial transactions, are kept available for at least four years at the School for examination without charge by any person, and that an annual Council year-end report including, where applicable, a financial report, are prepared and presented to the council


ensure that the minutes and records of the council during his/her tenure are passed on to his/her successor


ensure that a current principal profile is on file with the Board by 31 October of each year 


may participate or assign an alternate to participate in information and training program


communicate with the school principal/vice principal on behalf of council


ensure that there is regular communication with the school community


endeavour to consult with parents/guardians of all students enrolled in the school about matters under consideration by the council 


ensure that the constitution and by-laws of the council are maintained up to date and are reviewed annually by the council


consult with senior Board staff and trustees, as required


prepare an annual report and ensure the treasurer prepares financial statements to be submitted to the principal for distribution to the school community and the OCDSB


participate as ex-officio member on council committees


maintain the constitution and ensure a regular review by the council


communicate with the school community on a regular basis and ensure that parents/guardians of all students are consulted on matters under consideration


facilitate the resolution of conflicts



Vice Chair


fulfill the responsibilities of the Chair during Council meetings when the Chair is absent


assist the Chair in the fulfillment of the Chair’s responsibilities as the Chair may direct from time to time. 


ensure that accurate minutes and records, including records of all financial transactions, are kept available for at least four years at the School for examination without charge by any person, and that an annual Council year-end report including, where applicable, a financial report, are prepared and presented to the Council


ensure that the minutes and records of the Council during his/her tenure are passed on to his/her successor


ensure that a current principal profile is on file with the Board by 31 October of each year 



Treasurer


be responsible for any finances of the Council, and ensures safekeeping and the transition to their successor of the Council financial records in accordance with the policies and procedures of the Board


prepare the annual budget in consultation with Council and submit it to the Council for approval


oversee the financial requirements of all fundraising activities


have co-signing authority for banking purposes


provide a written annual financial report to Council



Secretary


ensure that adequate notice of meetings, the agenda and the previous minutes are circulated to all Council members


maintain full and accurate account of all Council meetings and ensure that minutes and records of decision are signed by the Chair / Co-Chair following their adoption by Council


prepare correspondence as required 


ensure the safekeeping and the transition to their successor of the Council records


provide for inspection the minute books and records of the Council to any members of Council or members of the School Community on request





Parent Representatives


contribute to school and school council discussions


solicit views of other parents/guardians and community members to share with the council


participate on council committees


observe the council’s code of ethics and constitution


encourage parents/guardians and community members to participate in events and programs




School Staff Representatives


contribute to school and school council discussions


solicit views from staff to share with the council


participate on council committees


observe the council’s code of ethics and constitution


communicate with staff on behalf of the council



Community Representatives


contribute to school and school council discussions


represent the community’s perspective and help build partnerships and links between the school and the community


participate on council committees


observe the council’s code of ethics and constitution


encourage parents/guardians and community members to participate in events and programs



Ottawa-Carleton Assembly of School Councils 

(OCASC) Representative


contribute to the discussions of the school council


represent our school’s council, participate in discussions, and take back new information to our school council.


represent the community’s perspective and help build partnerships and links between the school and the community


participate on council committees


observe the council’s code of ethics and constitution


encourage parents/guardians and community members to participate in events and programs




School Principal (Non-voting)


seek input of the school council on the School Learning Plan (SLP), school budgets and community partnerships


facilitate annual school council elections


distribute and post council communications to parents/guardians (including the annual report)


support and promote the council’s activities and acts as a resource on by-laws, regulations, and policies


attend all school council meetings or appoint a vice-principal delegate when required and may participate on council committees


forward relevant information from the OCDSB and the Ministry to the council


consider each recommendation made by the school council and advises the council of any action taken in response to the recommendation


solicit views of the school council on important educational issues such as: the development of school policies and guidelines regarding student achievement and well-being


develop school code of conduct, dress code, school learning plans, the communication of those plans to the public; and Board policies (as directed)


communicate with the council chair(s)


observe the council’s code of ethics and established bylaws


encourage parents/guardians and community members to participate in events and programs



Vice Principal (Non-voting)


fulfill the responsibilities of the principal during council meetings when the principal is absent


assist the principal in the fulfillment of the principal’s responsibilities


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