By-Laws

Code of Conduct & Roles and Responsibilities

Second Street Junior Middle School (Second Street JMS)

School Advisory Council By-laws

School Councils are legislated bodies, governed by Regulation 612 of the Ontario Education Act. School Council and all of those who attend School Council meetings and activities shall adhere to these regulations, as well as the policies and the procedures of the Toronto District School Board, including but not limited to Human Rights, Equity, Caring and Safe Schools and Code of Conduct.

The Toronto District School Board (TDSB) is situated on the ancestral, treaty and title lands of the Mississaugas of the Credit, the Anishinaabe, the Chippewa, the Haudenosaunee and the Wendat peoples. It is covered by Treaty 13 with the Mississaugas of the Credit. The Board acknowledges that Indigenous Peoples are distinct from other equity seeking groups in that they are self-determining nations with inherent rights, laws and institutions. Indigenous rights are distinct. It is the goal of the TDSB to ensure that Indigenous Elders, parents/caregivers, Staff, students and community are not deprived of their rights and are provided with an environment that is free from racism and discrimination of any kind. TDSB is committed to human rights, equity, anti-racism and anti-oppression which includes but is not limited to anti-Black racism, anti-Indigenous racism, anti-Semitism, Islamophobia, anti-Asian racism and other forms of racism and discrimination against racialized groups, such as Sikhs, Roma and people from Latin America as well as homophobia, transphobia, the discrimination faced by those with physical and intellectual disabilities.

To do that, the School Council will:

identify, confront and eliminate barriers to engagement and participation;
examine biases and reflect on the impact that power and privilege have on parents/caregivers and their engagement;
support individuals who are, or have been, targets of discrimination and harassment;
work to prevent discrimination and harassment;
take all allegations of discrimination and harassment seriously and respond promptly by reporting it to the Principal.

PURPOSE

The Second Street JMS School Advisory Council (Second Street SAC) will operate within Regulation 612 of the Ontario Education Act states that “the purpose of School Councils is, through the active participation of parents/caregivers, to improve student achievement and enhance the accountability of the education system to parents.”

A School Council's primary means of achieving its purpose is by making recommendations to the Principal of the school and to the Board of Trustees.

MEMBERSHIP

An effective School Council relies on the contributions of the broader school community. School Council will work to elect/acclaim members who are representative of this school's community. To this end, eligible candidates will be encouraged to seek office regardless of sexuality, diversity (Two Spirit, lesbian, gay, bisexual, transgender, queer, questioning, intersex, asexual), race, class, faith, nationality, abilities, gender, education, language or status. School Council will strive to build cross cultural, racial and faith relationships to improve the engagement of all parents/caregivers into the decision-making process.

1. Second Street SAC shall be composed of the following people (hereinafter collectively referred to as Members):

a. Twenty-five (25) parents/caregivers of students enrolled at Second Street JMS, or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs (voting Members, hereinafter referred to as Parent/Guardian Representatives).

b. The Principal of Second Street JMS (non-voting Member);

c. One (1) teacher and/or staff employed at Second Street JMS, other than the Principal or Vice Principal (non-voting Member hereinafter referred to as Teacher/Staff Representative);

d. One (1) community representative, who may be from a community group or agency associated with the school, such as in-school or local daycare operator, local community support agency staff, etc. (voting Member, hereinafter referred to as Community Representative).

2. Parent/caregiver Representatives must constitute a majority of the Members of Second Street SAC.

3. All members will adhere to the School Advisory Council Code of Conduct. Any member not abiding by the code may be removed from the council at the Principal’s discretion.

4. Members or parents/caregivers of students enrolled at Second Street JMS or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs may form committees at the approval of the Members. Committees may be formed with specific functions or objectives to make recommendations to the SAC.

VOTING

Each elected member of the Second Street SAC is entitled to one vote in votes taken by the SAC. The Principal of the school is not entitled to vote in votes taken by the SAC or by a committee of the SAC. Voting may take place virtually using Google form, ZOOM or election tools.

NOMINATION AND ELECTIONS

Elections will take place in an inclusive, transparent and accountable manner, encouraging the participation of this school's community as candidates or as active voters.

PARENT/CAREGIVER REPRESENTATIVES

1. Election of Parent/Caregiver Representatives shall occur within the first thirty (30) days of the start of each school year, in accordance with Ontario Regulation 612/00 on a date that is fixed by the Chair(s) of Second Street SAC in consultation with Principal of Second Street JMS, unless otherwise directed by TDSB.

2. At least fourteen (14) days before the date of the election of Parent/Caregiver Representatives, the Principal of Second Street JMS (or a designated school official), on behalf of Second Street SAC, will provide nomination forms and give written notice of the deadline for nomination and the date, time and location of the election to every parent/guardian of a student enrolled at Second Street JMS, or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs.

3. Each person seeking election as a Parent/Caregiver Representative must:

a. Have a student enrolled at Second Street JMS or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs;

b. Not be employed at Second Street JMS;

c. Declare if they are employed by TDSB (TDSB employees may not serve in the position of Second Street SAC Chair);

d. Be nominated or self-nominated in writing by summarizing their reasons for seeking election and have a nomination form filed with the school Principal of Second Street JMS (or a designated school official)

e. Candidates may not engage in campaigning on or off school property or use any social media to promote their candidacy.

4. Parents/Caregivers of child/children enrolled at Second Street JMS or at a TDSB Virtual school where Second Street JMS is the school they would attend for in-person programs can only have 1 voting member per household.

5. Written information about each candidate supplied by the candidate themselves shall be made available to the school community at least one week prior to the election.

6. If by the deadline for nomination the number of declared candidates is less than or equal to the number of Parent/Caregiver Representative positions, all eligible candidates who have completed and filed a nomination form by the deadline for nomination will be acclaimed as Parent/Caregiver Representatives at the date, time and location of the planned election. If the number of declared candidates is higher than the number of positions, the Principal of Second Street JMS (or a designated school official) and the election will proceed as planned.

7. Appointment or election of Parent/Caregiver Representatives shall be supervised by the Principal of Second Street JMS (or a designated school official) and at least one (1) parent/caregiver of a student enrolled at Second Street JMS, or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs, who is not seeking election as a Parent/Caregiver Representative.

8. In an election, each parent/guardian of a student enrolled at Second Street JMS, or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs, shall be entitled to one (1) vote for each vacant Parent/Caregiver Representative position on Second Street SAC.

9. In an election, voting shall be by secret ballot/anonymous poll (for elections held virtually), or, with unanimous consent to forfeiture of anonymity, by show of hands. Neither proxy nor absentee voting is permitted.

10. In the event of a tie for the final Parent/Caregiver Representative position, the winner shall be determined by lottery.

11. The names of the successful candidates only will be shared with parents/guardians of students enrolled at Second Street JMS, or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs, Second Street JMS staff and appropriate TDSB entities.

ELECTION OF OTHER REPRESENTATIVES

1. Election of the Teacher Representative shall be held during the first thirty (30) days of the start of each school year, on a date that is fixed by the Principal of Second Street JMS, unless otherwise directed by TDSB. Each teacher employed at Second Street JMS, other than the Principal and Vice Principal, shall be entitled to one (1) vote for the Teacher Representative position on Second Street SAC.

2. Staff Representative shall be appointed by the Principal during the first thirty (30) days of the start of each school year, on a date that is fixed by the Principal of Second Street JMS, unless otherwise directed by TDSB.

3. The Community Representative shall be appointed to Second Street SAC by majority vote of elected Members.

ELECTION OF EXECUTIVE OFFICERS

1. Second Street SAC Executive Officers are elected by the voting Members at the first meeting of the school year.

2. The Second Street SAC Executive shall include:

a. One (1) Chair, two (2) Co-chairs, or a Chair and a Vice Chair who must be Parent/Caregiver Representative(s) (TDSB employees may not serve in the position of Second Street SAC Chair);

b. One (1) Secretary or two (2) Co-secretaries;

c. One (1) Treasurer.

3. Voting Members of Second Street SAC may self-nominate for an Executive Officer by filing a nomination form filed with the school Principal of Second Street JMS (or a designated school official)

4. Election of Executive Officers shall be by secret ballot/anonymous poll (for elections held virtually), or, with unanimous consent to forfeiture of anonymity, by show of hands, with each voting Member of Second Street SAC entitled to one (1) vote for each Executive Officer position. Neither proxy nor absentee voting is permitted.

COMMITTEES & LEADS

1. Each year, the School Advisory Council will identify committees and priority portfolios that require a Committee or Lead. Committees are the “working groups” of the School Advisory Council.

2. Every Committee must include one Parent/Caregiver Representative of the School Advisory Council. Committees may also include others who are not council members. Ensuring an equitable representation of advice to SAC, committees will seek participants from the school parents/caregiver community.

3. Committee meetings must follow the same rules as council meetings; all committee meetings are entitled to be held at the school or virtually , must be open and accessible to the parent/guardian, Second Street community, and are to be publicized by the principal in the same way regular school council meetings are.

4. Standing committees of the School Advisory Council include, but are not limited to the following, and can be modified annually by a vote of the council:

a. Engagement

b. Fundraising

c. Communications

d. Outdoor Committee

5. All fundraising activities must be sanctioned by the Principal after Council approval. Each activity will have a Lead or co-Lead identified who will be responsible for implementation, including management of finances and volunteers.

6. Each committee/lead will be expected to report at every council meeting, either in person or in a written report provided to the co-chairs in advance.

FILLING VACANCIES

1. A vacancy in the membership of School Council shall be filled by election or appointment. If an election is used to fill a vacancy, the elections process will apply. A vacancy in the membership of School Council does not prevent School Council from exercising its authority.

2. Where vacancies exist due to the lack of nominations during elections or due to a resignation, a parent/caregiver may express interest to any member of School Council who will bring their name forward to the School Council for a vote.

3. Mid-year Executive vacancies will be opened for nominations from the voting members.

TERM OF OFFICE

A member of the Second Street SAC will hold office for one school year (elected or acclaimed) and will hold office from the date of election or appointment until the date of the first School Council meeting the following school year.

RENUMERATION

1. No person shall receive any remuneration for serving as a member or officer of the School Council;

2. Members will be be reimbursed for expenses that they incur as members or officers of the School Council with approval by the Co-Chairs and Treasurer.

COMMUNICATION

1. School Council will use SchoolMessenger for School Councils to share information with parents/caregivers in the school. The TDSB shared School Council email account will be used to communicate with School Council and parents/caregivers;

2. School Council shall consult with parents/caregivers of students enrolled in the school about matters under consideration by the School Council.

SCHOOL COUNCIL SOCIAL MEDIA ACCOUNTS

1. Second Street SAC may utilize any social media (twitter; Facebook; Instagram etc.) platform that will assist in fulfilling its purpose. SAC understands that not all parents/caregivers will be familiar with platforms and will provide ongoing instruction in their use;

2. Must be approved by the Principal or assigned designate;

3. The social media account can be shut down by the Chair/Co-Chair(s)/Vice Chair and the Secretary, in consultation with the Principal and with notification to the SAC;

4. SAC will not post any photos, videos nor recordings of staff or parents/caregivers, unless consent is provided and must ensure that the student media release consent form is signed before posting any photos, videos or recording of students;

5. Adhere to TDSB Advertising and Distribution of Materials policy.

6. Will not engage in advertising;

7. Will adhere to all TDSB policies and procedures, including but not limited to anti-spam legislation, school and Board Code of Conduct, Online Code of Conduct, TDSB Equity, Human Rights Policy and all other relevant policies and procedures;

8. Do not compromise the privacy of any parent/caregiver, student, Staff nor School Council member;

9. Do not use as a tool nor justification to promote, to share nor to distribute hate information or material, nor to isolate or exclude parents/caregivers who do not have access to such tools;

10. Will be respectful of all Staff, students and parents/caregivers and the community.

MEETINGS

TDSB is committed to safeguarding, advancing and proactively promoting the rights of every student, employee and TDSB member in order to learn, function and work in an equitable, accessible, respectful and inclusive environment that is free from discrimination and harassment.

1. Second Street SAC recognizes that accessibility is a human right and will design meetings and activities to meet the needs of everyone. Meetings may be held in person at an accessible location, or by real-time virtual meeting or other communications technology by means of which all participants can hear each other, at the discretion of TDSB. All in-person School Council meetings will be held at the school in alignment with school or Board protocol and the space will be reserved by the Principal. School Council meetings shall be open to the public. Virtual meetings will be held using the TDSB approved virtual platforms (Zoom, Google Meet). Meeting platforms must include a call-in option to ensure access for all parents/caregivers. Recognizing that not all parents/caregivers will have access to these platforms, Second Street SAC will ensure that the minutes are available electronically and hard copy (translated when appropriate). Second Street SAC must pass a resolution each year to determine whether meetings are electronically recorded and posted on the school’s website. Meeting attendees will be notified of recordings and offered the opportunity to opt out of the meeting. Virtual meetings shall be accessible to the public through a registration and/or posting of meeting link on the school website.

2. The first meeting of the Second Street SAC will take place within the first 35 days of the start of the school year. At that time, the dates for (a minimum of four) SAC meetings per year will be set at the first SAC meeting, in consultation with the Principal.

3. Any parent/caregiver of a child enrolled at Second Street JMS or at a TDSB Virtual School where Second Street JMS is the school they would attend for in-person programs may participate in all Second Street SAC meetings, but only Parent/Caregiver Representatives are eligible to vote.

4. Should a member of Second Street SAC miss two (2) consecutive meetings without sufficient notification to SAC, the Chair may call a meeting with the member to determine the member's interest in the SAC and whether the position is to be deemed vacant. If a teacher or non-teacher member misses two (2) consecutive meetings, the Chair may consult with the Principal about their continued participation and/or representation.

5. A Member may attend and participate in an in-person meeting virtually if the Member is unable to physically attend the meeting, if notice is given.

6. A formal meeting of the Second Street SAC cannot be held unless a majority (51%) of the current elected members of the Second Street SAC are present at the meeting, including the Principal or their designate. The majority of those present must be Parents/Caregiver Representatives.

7. Attendance will be recorded at all Second Street SAC meetings. Virtual attendance is considered commensurate to in-person attendance.

8. All Second Street SAC meetings shall be minuted, with action items forwarded to Members prior to distribution of minutes where appropriate.

9. Second Street SAC meetings are open to public attendance. Pre-registration may be required for virtual meetings.

10. In addition to regularly scheduled Second Street SAC meetings, Committees will meet as required throughout the year to plan and prepare recommendations to the council

QUORUM

A meeting of the School Council cannot be held unless a majority (51%) of the current members of the School Council are present at the meeting and a majority (51%) of the members who are present are Parent/Caregiver Representatives..

CONFLICT OF INTEREST

1. A conflict of interest may be actual, perceived, or potential.

2. Second Street SAC Members shall declare a conflict of interest in matters that they, members of their families, or business entities in which they may have an interest, stand to benefit either directly or indirectly by decisions of the Second Street SAC.

3. A member shall exclude themself from discussions 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 Second Street SAC may be jeopardized;

c. the Second Street SAC member, their relatives or their business entity in which the member may have an interest, may gain or may benefit either directly or indirectly as a result of actions that may be taken by the Principal or the TDSB in response to advice that the Second Street SAC provides to the Principal or the Board;

d. a member shall not accept favours nor economic benefits from any individual organizations, nor entities known to be seeking business contracts with the school.

4. A declaration of a conflict of interest shall be recorded in the minutes of the meeting.

5. No Second Street SAC Member shall accept gifts, favours or otherwise benefit economically by virtue of their position as a Council Member.

CONFLICT RESOLUTION

General Principles

It is in places of conflict that the potential for change exists. Conflicting ideas, beliefs and values may provide great learning and growth opportunities for everyone within an environment that nurtures respectful dialogue;
There are many forms of oppression that are not always easy to recognize, therefore, it is imperative that we acknowledge and that we take responsibility for the biases, conscious and unconscious and the expectations that we hold;
We all bear a responsibility in upholding a safer space and we are all accountable to each other. We are not here to exclude each other nor abandon each other. If we are willing to learn, we are here to help each other through the process of unlearning oppression and changing any structures which perpetuate it;
This process is intended to work in tandem with existing TDSB policies, including the Human Rights Policy, Equity Policy, Employment Standards Act and not to supersede any policies, procedures of legislated procedures of the TDSB;
School Council shall have the authority to enter conflict resolution with any member from School Council using the outlined procedure.

NOTE: The process presented should not be used for reporting and responding to discrimination and harassment. In those situations, the committee should follow the procedures of the TDSBs anti-discrimination or anti-harassment policy. For further information visit https://www.tdsb.on.ca/About-Us/Equity/Addressing-Discrimination-and-Other-Inequities and http://ppf.tdsb.on.ca/uploads/files/live/53/2227.pdf

Definitions

Conflict: A strong disagreement or a dispute between School Council members, members and Chair/Co-Chairs(s)/Vice-Chair; School Council and administration; or between parents and the School Council resulting from:

differences of opinion, beliefs, understanding, and/or
differences of personality or behaviour, and/or
violations of School Council by-laws/ the school’s Code of Conduct.

School Council member: Any parents/caregiver of the school who has been elected/identified as a member of the School Council.

School Council Chair/Co-Chairs(s)/Vice-Chair: member of the School Council elected by membership as Chair/Co-Chair(s)/Vice-Chair of the School Council.

Principal: The Principal of the school or their designate.

Mediation: A process where a neutral third party assists two conflicting people to come to agreement. This could involve the mediator speaking individually to the two people, but ultimately must include the mediator facilitating a meeting between both conflicting people(s).

Resolution: An agreement by parties that solves the conflict.[VM1]

Conflict Resolution Process

Conflicts and disputes that occur within the School Council will be facilitated by the following:

conflict between the Chair/Co-Chair(s)/Vice-Chair and School Council, will be facilitated by an Executive Officer (Secretary/Treasurer) of the School Council;
conflict with the Principal and the School Council, will be facilitated by the Superintendent in collaboration with the Chair/Co-Chair(s)/Vice-Chair;
conflict between the Chair/Co-Chairs(s)/Vice-Chair and the Principal, will be facilitated by the Superintendent;
conflict among the Executives (Chair/Co-Chairs(s)/Vice-Chair, Secretary, Treasures etc.) will be facilitated by the Principal in consultation with the Superintendent;
if the conflict occurs at a School Council meeting (attendee becomes disruptive during a meeting), the Chair/Co-Chairs(s)/Vice-Chair, after three attempts of unsuccessfully asking for order, shall seek School Council approval for removal of the conflicted parties from the meeting, citing reasons for the request. This does not prevent the conflicted School Council member(s)/attendees from participating in future meetings of the School Council. The incident shall be recorded and submitted to the Superintendent within one week of the meeting, by the Principal. The School Council Chair/Co-Chair(s)/Vice-Chairs, in collaboration with the Principal, shall request that the disputing member(s) participate in a private meeting, the purpose of which will be to arrive at a mutually acceptable resolution to the dispute. Such a meeting will be a private meeting and shall not be construed as a meeting of the School Council. The meeting will result in clear steps to be taken by each party to resolve the conflict. The Chairs/Co-Chair(s)/Vice-Chair will provide an update of the resolution at the next formal meeting of the School Council;
if a resolution was not possible, the Chair/Co-Chairs(s)/Vice-Chair may call for a special meeting of the School Council to review the conflict/dispute and to explore options that may include suspension of the member/attendee.

Conflicts and disputes that occur within the School Council will be addressed using the following steps:

the parties to a dispute must attempt to resolve the dispute between themselves within 5 days after the dispute has come to the attention of each party;
if the parties to the dispute are unable to resolve the dispute between themselves within the time required, any party to the dispute may start the conflict/dispute process by giving written notice to the relevant facilitator of the conflict outlining the parties to the dispute and the matters that are the subject of the dispute;
within 10 days after the facilitators have been given the notice, a meeting must be convened by the appropriate facilitator to consider and to determine the dispute;
the facilitator must give each party to the dispute written notice of the meeting at which the dispute is to be considered and determined at least 3 days before the meeting is held.

The notice given to each party to the dispute must state:

when and where the committee meeting is to be held; and
that the party may attend the meeting and will be given a reasonable opportunity to make written and/or oral submission to the committee about the dispute.

At the meeting at which a dispute is to be considered and determined, the facilitator must;

give each party to the dispute a reasonable opportunity to make written and/or oral submission to the committee about the dispute;
give due consideration to any submissions;
determine the dispute;
give each party to the dispute written notice of the committee’s determination and the reasons for the determination, within 7 days after the committee meeting at which the determination is made;
a party to the dispute may, within 5 days after receiving notice of the committee’s determination,
give written notice to the facilitator accepting the recommended resolution or requesting the appointment of a mediator;
If a mediator is requested by one or more of the disputants, the facilitator must secure a mediator and each party to the dispute is a party to the mediation;
the appropriate facilitator will secure a mediator who may be a TDSBofficial or independent party identified by the Board and be mutually agreed on by the parties involved in the dispute;
if a mediator is not supported by one of the disputants a new mediator will be secured;
if a disputant fails to participate in the mediation called by the facilitator, the disputant will adhere to all recommendations of the mediator.

The mediation process must entail the following:

the parties to the mediation must attempt, in good faith, to settle the matter that is the subject of the mediation;
each party to the mediation must give the mediator a written statement of the issues that need to be considered at the mediation at least 3 days before the mediation takes place;
in conducting the mediation, the mediator must:
- - give each party to the mediation every opportunity to be heard; and
  - allow each party to the mediation to give due consideration to any written statement given by another party; and
  - ensure that natural justice is given to the parties to the mediation throughout the mediation process.
the mediator cannot determine the matter that is the subject of the mediation;
the mediation must be confidential and any information given at the mediation can be used in other proceedings that take place in relation to the matter that is the subject of the mediation;
the costs of the mediation are to be paid by the party or parties who appointed the mediator;
the recommendation of the mediator is final and cannot be appealed.

SUSPENSION OF A MEMBER

School Council may consider member suspension when:

the member's conduct or actions violate the school/School Council or Board Code of Conduct, the Ontario and TDSBs Human Rights Policy and other relevant policies and procedures of the school and of the Board;
the members in a dispute choose not to participate in a resolution meeting or mediation;
the mediation process does not result in a change of behaviours;
the member acts detrimentally to the interests of the School Council.

Consideration of the suspension of a member shall take place by School Council in a meeting separate from a regularly scheduled meeting. Said meeting requires a 75% quorum of voting members, not including the offending member.

The following procedures shall be used:

the Chair shall provide the member with direct written notice, given by email or hard copy, of consideration of suspension, including reasons, at least fourteen (14) days before the vote of School Council;
the member may respond via written submission to the Chair within ten (10) days of receiving notification;
if written submissions are received, School Council will consider such submissions in arriving at a final decision. Said member may choose to make a short in-person response (as well as a written submissionfollowing the presentation of the member's written submission or oral presentation, School Council will debate the matter before voting via secret ballot. (75% majority vote is required);
suspensions related to parent/caregiver members, the Chair will notify the member in writing of the School Council’s decision, including the length of suspension within five (5) days of the vote. For School Councils that meet a minimum of four (4) times per year, a member may be suspended for a maximum of 2 meetings. For those who meet more than four (4) times per year, a member may be suspended for a maximum of five (5) times per year;
suspensions related to the Executive members of the School Council and Staff, the Principal will notify the member in writing of the School Council’s decision, including the length of suspension within five (5) days of the vote.

If School Council is unsuccessful in their attempt to resolve a conflict using the Conflict Resolution process and/or the Suspension process, TDSB Staff (Principal, Superintendent or Executive Superintendent) may:

halt School Council operations (meetings, activities, fundraisers etc.) to engage in a resolution process that cannot exceed 2-3 months.

violates the school/School Council's or the Board's Code of Conduct, the Ontario and the TDB's Human Rights Policy and any other relevant policies and procedures of the school and of the Board;
chooses not to participate in a resolution meeting or a resolution mediation;
participated in a resolution meeting or a resolution mediation process but fails to change behaviour(s);
acts detrimentally to the interests of the School Council.

APPEAL

A member may appeal a suspension in writing within 2 weeks of the suspension. The suspension appeal shall be presented to School Council for review and decisions. On appeal by a suspended member, the suspension may be altered or rescinded only on a 2/3 vote of all School Council members, not including the suspended member. The School Council’s decision shall be final and shall be binding on the elected member, without any further right of appeal.

FINANCIAL MANAGEMENT

Second Street SAC must consult with the Principal to access and to confirm funds in the school budget (General Ledger 41500) assigned to the School Council provided by TDSB ($1.25 per student to a minimum of $300 and to a maximum of $1000) and the Ministry of Education ($500). Funds will not be used to support staff appreciation events or gifts. The SAC will not borrow funds nor enter any financial commitment for which funds are not already in hand.

1. A report on funds raised by council will be presented by the treasurer to the council at the first meeting of the year and subsequently throughout the school year at council meetings.

2. A summary of total expenses during the year will be presented to the council by the treasurer at the last meeting of the school year.

3. Council must have two council officers established with signing authority - the treasurer and a co-chair.

4. All council cheques must be signed by two signing officers (any two of principal, vice-principal, treasurer, or co-chair). Except in extremely rare circumstances the two signatories will be the treasurer and the principal. Under no circumstances can one of the signatories also be the cheque payee.

5. Except in the case of emergency (as determined by the executive and/or the principal and a member of the executive) any expenditure over $200 must be approved at a council meeting.

6. The treasurer and co-chairs are authorized to approve spending of annual expenses related to communications, technology, supplies and administration required to run the council, under $200.

7. All council funds should be kept in the school’s locked safe until they are ready for deposit. Funds collected should always be counted by a council member, and verified by a council officer or the principal/vice-principal.

8. A budget will be presented and approved annually, which will pre-approve allowable expenses.

9. All other requests for funding for school equipment, programs or services must go before the Council for a vote.

10. Should anyone have a complaint about approved expenses, a complaint should be submitted in writing to the principal. The principal will determine whether further investigation and action is warranted.

TDSB does not grant Principals nor School Councils the authority to enter into long-term agreements, loan arrangements or other contractual agreements under the name of the school nor the School Council.

MINUTES and FINANCIAL RECORDS

1. School Council shall keep accurate minutes of all of its meetings and accurate financial records/transactions for a period of four (4) years on the school premises or electronically.

2. Minutes and financial records shall be made available at the school for examination.

ANNUAL REPORT

To maintain a practice that is transparent, inclusive and accountable, School Council will annually submit a written report of its activities to the Principal of the school and to the Toronto District School Board. If the School Council engaged in fundraising activities, the annual report will include a report on those activities. The Principal will, on behalf of the School Council, give a copy of the report to every parents/caregiver of a student who is enrolled in the school, either by giving the report to the student for delivery to their parent/caregiver and/or posting the report in the school in a place that is visible to parent/caregivers and/or online.

FUNDRAISING

1. The School Council may fundraise and must adhere to the TDSB P021 Fundraising Policy and the PR508 Fundraising Procedures. Fundraising is intended to enhance programs and to support school initiatives or to support other external causes.

2. The School Council must approve and must document in meeting minutes, the intended purpose of a fundraising activity before commencing.

3. Fundraising activities may include, but are not limited to, fun fair events, product sales, requests for donation from parents/caregivers, grant applications, donations (in-kind or monetary) and sponsorships.

4. Fundraising proceeds must not be used for expenses required for completion of the curriculum nor for capital infrastructure improvements funded through renewal grants from the Ministry of Education.

5. All proposed fundraising activities will take into consideration the ability of our families to contribute and/or to raise funds. Events will come from and will reflect the ideas, the traditions, the cultures and the strengths of the parents/caregivers represented in the school. Monetary and non-monetary contributions will be valued equitably.

6. School Councils will use Board approved vendors to ensure compliance with health and safety and risks. School Council can access the up-to-date list of approved fundraising and fun fair vendors, please visit https:www.tdsb.on.ca/Community/How-to-Get Involved/Fundraising/Fundraising-Guide.

7. All School Council disbursements must comply with the Boards' Purchasing Policy, P017 and must be approved by the school Principal and the School Council in advance of incurring the expense.

8. If the fundraiser, meeting or events (such as Fun Fairs, Social and Reunions) are not under the control of the Board's liability policy, the School Council must purchase the TDSB School Council insurance to ensure that the appropriate coverage is in place to protect the School Council, its members and its volunteers.

BY-LAW AMENDMENTS

To ensure the By-Laws reflect the current makeup and the needs of our community, School Council will review them every three (3) years.

If amendments are required:

1. A committee will be struck to consider changes, including consultation with the broad school community across race, class, language, gender, ability, nationality and educational background;

2. A draft of amendments will be made available to School Council. They will vote to accept the draft or to send it back to committee for further work;

3. The accepted draft will be made available to parents/caregivers for feedback, including a method for response and a date of the ratification vote;

4. School Council will vote to ratify the By-Law amendment(s) at a designated meeting. Ratification requires approval of at least 65% of School Council members present, the majority being parents/caregiver members.

Second Street Junior Middle School (Second Street JMS)

Code of Conduct

CODE OF ETHICS

Second Street SAC Members will conduct themselves in accordance with the following Code of Ethics:

· A Member shall consider the best interests of all students enrolled at Second Street JMS

· A Member shall act within the limits of the roles and responsibilities of the School Advisory Council Roles & Responsibilities and as identified by the Ontario Ministry of Education and TDSB.

· A Member shall be guided by Second Street JMS’s and the TDSB’s mission statements.

· A Member shall make themselves familiar with the Second Street JMS’s policies and operating practices and act in accordance with them.

· A Member shall treat all other Members with respect and allow for diverse opinions to be shared.

· A Member shall encourage a positive environment in which individual contributions are encouraged and valued.

· A Member shall acknowledge democratic principles and accept the consensus of the Second Street SAC.

· A Member shall not disclose confidential information.

· A Member shall use established communication channels when questions or concerns arise.

· A member shall not speak negatively about any member of the council, the School Advisory Council as a whole, or any school or council initiative, including through the use of any form of social media

· A member shall not represent the Second Street Junior Middle School Advisory Council in any manner other than those sanctioned by the school council or the principal including through the use of any form of social media

Second Street Junior Middle School (Second Street JMS)

School Advisory Roles & Responsibilities

Role of the School Advisory Council School Councils are advisory bodies of the Toronto District School Board. They may make recommendations to the Principals or to the Board on any matter. Councils are to consult with parents/guardians of students enrolled in the school. The Board shall consider each recommendation made by the Council to the Board. The Board shall also advise the Council of any actions taken in response to the recommendation.

COUNCIL MEMBERS

The following individuals constitute the official membership of the School Advisory Council. All have voting privileges except the principal and the student representative. For full details, see the School Advisory Council Bylaws.

Principal/Vice-Principal

The school principal and vice-principal will provide guidance and support to help the School Advisory Council achieve their goals. The principal is required to attend and participate in every council meeting. Alternatively, the principal may designate the vice-principal to attend in their place. Principals and/or vice-principals are not eligible to vote on any matters. Principals are also responsible for oversight of school activities to ensure they align with the Board’s mandate and comply with Board policies and procedures, and Ontario Regulation 612/00. At all council meetings, the principal and/or vice-principal will report on both board and school activities and seek input from parents on new initiatives.

Co-Chairs

The co-chair acts as the primary representative of the School Advisory Council. The co-chairs will:

- arrange meetings, prepare meeting agendas, chair meetings and work with the secretary or other school council members to ensure they maintain records of minutes at each meeting

- take responsibility for overseeing all activities

- liaison with all committees

- facilitate resolution of conflict

- participate as ex-officio members of all committees established by the council

- communicate with the school principal on behalf of the council

- be aware of and disclose any conflicts of interest within the council

- work with the council treasurer to ensure accurate and timely recording and reporting of council funds

- approve disbursement requests as a bank signatory

- ensure all funds collected are counted and verified by another individual and ensure council funds are kept in the school’s locked safe until they are ready for deposit

Treasurer

The treasurer keeps proper records of all monies that are collected and spent by the school council. The treasurer will:

- record all financial transactions

- present quarterly and year-end financial statements to the council

- follow standard financial reporting and accounting procedures

- provide a financial report at council meetings, either in person or in writing to the co-chairs in advance of the meeting

- prepare monthly bank reconciliations

- prepare, and be first signatory for, cheques for council expenses including reimbursement to Second Street JMS, parents, teachers, or other members of the school community for council expenses paid by them directly

- prepare deposit vouchers including re-counting of cash collected for various council events

- prepare and submit annual report including all supporting documentation

- ensure all funds collected are counted and verified by another individual, and that council funds are kept in the school’s locked safe until they are ready for deposit

Secretary

The secretary records and distributes meeting minutes. The secretary will:

- record the meetings and type up the minutes

- make note of actions promised and planned

- distribute the minutes to the chair, co- chair, and principal

- post the minutes, once approved in a public place for the parents and staff to read

- maintaining the parent email distribution list and provide class email lists to class parents and teachers with guidelines for email distribution

- work with the co-chairs to ensure parents receive information electronically in a timely manner

- fielding email questions/concerns from parents/guardians, teachers and staff and forward them to the appropriate Council committee lead

Parent/Guardian Representatives

Parents/guardians can become representatives by completing an online nomination form prior to the first council meeting of the year. Second Street JMS has Twenty Five (25) Parent/ Guardian Representatives. The role of a representative is to regularly attend School Advisory Council meetings and actively participate in conversation and committees.

As a School Advisory Council member, you can help your council discover new and exciting ways to contribute to the education of students in your school. Education is a partnership involving parents, teachers, principals, school boards, government, and the community. Your involvement in the council gives you the opportunity to strengthen that partnership and to be part of a dedicated team working to ensure a high quality of education and an accountable education system for the children of Ontario.

Representatives voting members who shall:

- contribute to the discussions of the council

- solicit parent feedback to share with council

- participate on any committees established by the council

- observe the council’s code of ethics and established bylaws.

Staff & Teacher Representatives

At each council meeting, a teacher and staff representative is asked to bring forward ideas and concerns on behalf of their peers. School staff and teacher representatives are members who:

- contribute to the discussions

- solicit views from their peers to share with the council

- may participate on any committees established by the council

- communicate information back to their peers

- observe the council’s code of ethics and established bylaws

There are five (5) elected officers of the School Advisory Council. All must be parents/guardians of a student enrolled at Second Street JMS but who are not employed by the TDSB. They are voting members of the council (except when presiding over a meeting as chair) who perform the same duties as other council members, in addition to the following specific roles and responsibilities.

Community Representatives

In order to ensure good relations between the school and the community, a Community Representative does not have to have a student at the school.

Community representatives are voting members who:

- contributes to the discussions of the council

- represents the community’s perspective

- may participate on any committees established by the council

- helps build partnerships and links between the school and the community

- observes the council’s code of ethics and established bylaws