South East Cornerstone School Division #209

SOUTH EAST CORNERSTONE

PUBLIC SCHOOL DIVISION No.209

Annual Meeting

Template

80A–18th Street Northeast, Weyburn, SK S4H 2W4

Telephone: (306) 848-0080 Fax: (306) 848-4747

Lynn Little – Director of Education

Success and achievement for every student in every school.

School Community Councils – Annual Meeting Template

Background

Each School Community Council is required to convene an Annual Meeting for the purpose of:

Electing Representative Parent/Guardian and Community Members
Presenting the Annual Report
Conducting such other business as deemed appropriate by the School Community Council

Annual Meetings in the South East Cornerstone Public School Division will be scheduled in October.

Eligibility to vote or participate as an Elected Representative Member

The following individuals are eligible vote or to be nominated as a Representative Parent/Guardian and Community Member:

Parents/guardians of students who are enrolled in the school (including parents/guardians who do not reside within the attendance area of the school);

Electors that reside within the school attendance area.

NOTE: These provisions specifically do not limit or restrict the election or participation in voting of residents or parents/guardians of students who may be employed by the School division and work in the particular school.

Parents/guardians of students who are enrolled in the school may be elected as Representative Members in each school where they have children in attendance.

Electors who reside within the school attendance area are eligible to vote in the election in only one School Community Council in their community of residence.

Electors who reside within the school attendance area are eligible to be elected as Representative Members in only one School Community Council in their community of residence.

The Returning Officer

The Board of Education will appoint an employee of the Board, other than any member of the School Community Council, as the Returning Officer for each School Community Council in the school division. Unless otherwise designated, the Vice-Principal in the school will be appointed as the Returning Officer. In a school where there is no Vice-Principal, the teacher assigned as the Acting Principal will be appointed as the Returning Officer.

The Duties of the Returning Officer are defined in the election manual.

Notice of Meeting

Public Notice of the Annual Meeting shall precede the Annual meeting in accordance with the provisions in the Elections Manual.

Public Call for Nominations

A Public Call for Nominations for Elected Parent/Guardian or Community Representative Members shall precede the Annual meeting in accordance with the provisions in the Elections Manual.

The Public Call for Nominations shall be issued by the Returning Officer.

All Nomination Forms submitted to the school office will be held in the principal’s safe keeping and given to the Returning Officer at the Organizational Meeting/Annual Meeting to be filed in accordance with school division Administrative Procedures.

Names of all Nominees become part of the public record for the School Community Council, and are available to the public in accordance with Privacy Legislation.

Appointment of Members

If, following the nomination and election process, there are vacant positions on a School Community Council, the Board of Education can reduce the number of members of the SCC. However, if there are fewer than five (5) members, the Board of Education can appoint members to fill the vacant positions.

Should a Representative Member position become vacant during the year, the position may be filled by Board of Education appointment in consultation with the School Community Council.

The Board of Education will appoint members in consultation with the School Community Council.

The School Community Council may meet to identify names of individuals who may be interested in serving as Representative or Other Appointed Members and:
Submit the names and recommendations to the Coordinator of School Administrative Services, or;
Invite their Superintendent to meet with the School Community Council to collaboratively identify individuals as Representative or Other Appointed Members.
The Coordinator of School Administrative Services will submit the names for Representative or Other Appointed Members to the Director of Education for approval by the Board of Education.

Meeting Agenda

1. Call to OrderSchool Community Council Chair

2. Presentation of the Agenda

3. Elections

3.1Review of Eligibility for Nomination and Eligibility to Vote

3.2.Presentation of Nominations received in response to the Public Call

3.3.Invitation for Nominations from the Floor

3.4.Motion for Nominations to Cease

3.5.Election

3.6.Motion to destroy the ballots

NOTE:The Returning Officer will chair and conduct the election in accordance with the procedures defined in the elections manual.

2. Declaration of Appointed members

2.1.Student(s)

2.2.First Nations Representative

2.3.Principal

2.4.Teacher

2.5.Other Appointed Members

3. Election of Officers

The Vice-Chair (Chair Elect) for the previous year becomes the Chair for the ensuing year, and facilitates the election of the other officers by Representative Members as outlined in the School Community Council’s constitution.

The Representative Members will elect the Officers by secret ballot.

4. Annual Report

5. Other Business as established by the School Community Council

6. Open Discussion

7. Adjournment

School Community Councils – Annual Report Template

Presentation of the School Community Profile
Presentation of the Identified goals in the School Improvement Plan
Presentation of the Action Plan for the school responding to the goal(s)
Presentation of the Action Plan for the parents and community responding to the goal(s).
Presentation of the assessment and data related to the goal(s).

School Community Profile Sample A:

/ Your School:
How well are your students learning? / Describe the demographics of your school community.
What is your staff doing to improve learning and school effectiveness? / What is the perception of your school by the users and the owners?

School Community Profile Sample B

The following is an example of a “School Community Profile”. It includes contributions the Principal of the school may provide (School Profile) and contributions the School Community Council may provide.

The School Principal may provide:

1. School Profile

Southeast School is located in southern Saskatchewan in a small city setting. Southeast school is a public school that enrolls 256 children aged 4-14.

2. Curriculum and Options

Southeast School follows the provincial curriculum. The school is technologically advanced making e-learning available to students. An extensive extracurricular environmental education program is also offered.

3. Staff

Southeast School has 16 professional staff and 5 support personnel.

4. Facilities

Southeast School has a gymnasium, and outdoor sports grounds, access to a skating and curling rink, a full library, and two computer labs. We are located close to several areas that allow us to maintain a challenging outdoor education program including, hiking, canoeing and camping.

5. School Year and School Day

The School year runs from August 28th to June 30th with holidays for Christmas and Easter. The school day is from 9:00AM to 3:30PM.

6. Educational Philosophy

The educational philosophy of Southeast School is to provide students with a quality education that focuses upon using available resources to advance learning. Our aim it to provide students with opportunities to learn in academic, social and physical settings.

Possible School-Community Council contributions to the School

Community Profile:

1. Community Social, Economic and Health Conditions

• Southeast School is...information related to economic conditions. Description of:

Type of neighborhood.
Statistics related to employment
Statistics related to housing
Other areas of interest

• Southeast School is...information related to social conditions. Description of:

Languages spoken at home
Programs available for New Canadians Clubs
Organizations in the area of the school Recreation facilities
Libraries
Arts centres, etc.
Businesses
Other areas of interest

• Southeast School is...information related to health conditions and services. Description of:

Health status and health concerns of school community members
Preventative/restorative health services available in the area
Other areas of interest

2. Needs and Aspirations of School Community Members

Southeast School is...information related to the school community’s desires and expectations related to the learning success and well- being of children and youth. Description of Expected Outcomes
Expected achievement in curricular and extra-curricular activities;
Expectations related to post-secondary education and/or employment upon school completion – where applicable;
Values related to social and, where applicable, work behavior of students;
Expectations related to general health and wellness; and,
Other areas of interest

Goals and Action plan Sample A:

Information in the School Community profile contributing to the Goal / Goal / School Based Action Plan / Community Based Action Plan
Goal #1
Goal #2

Appendix A:Annual Meeting Checklist

GENERAL

TASK / PERSON RESPONSIBLE / STATUS
Review School Division SCC Election Manual. / SCC Chair, SCC Vice-Chair, & Principal
Determine the date, location and time for the Annual Meeting.
Define Attendance Area and Geographic Boundaries.
Post notice of meeting.
Develop Agenda.
Prepare Agenda for distribution at the Annual Meeting.
Develop Key Communication Messages and Promotional Strategy:

Parents
Community
Staff
School Division Personnel

Plan for facility and accommodations:

Equipment
Coffee and Juice

Plan for Voter Registration (Elections Manual)
Prepare for the presentation of the Appointed Members:

First Nations Representative
Principal
Teacher
Secondary Student(s)
Other Appointed Members

(Aligned with provisions of the Constitution.)
Plan Communications Strategy following the Annual meeting.
Forward advice and recommendations.
Forward information to the Board of Education requiring approval.

ELECTION

TASK / PERSON RESPONSIBLE / STATUS
Confirm Appointment of Returning Officer.
Determine the number of Parent/Guardian or Community Representative Members that need to be elected.
Determine how many of these Representative Members need to be parents/guardians and how many may be community members.
Describe the desired composition of the School Community Council Representative Members.
Post the Public Call for nominations.
Prepare Nomination forms. (Elections Manual)
Prepare Ballot (Elections Manual)
Plan for a Contested Election: