SAC roles

What is the Parent/Guardian Representative's role? 

The role of a representative is to regularly attend School Advisory Council meetings and actively participate in conversation and committees.

All SAC meetings are open to the public and all parents/guardians are welcome and encouraged to attend; however, only elected representatives can vote at SAC meetings.

As a SAC 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 are 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.

There is a maximum of 25 people who are all elected or acclaimed as Parent/Guardian Representatives. If all 25 positions are not filled after the initial election period, candidates seeking to join later may be appointed at any of the meetings of council. 

What are the Executive roles? 

SAC Co-Chairs (1-2 roles)

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

• liaise 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

• 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  (1 role)

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 cheque requests 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 (1-2 roles)

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