Chair

• Chair all meetings of the School Council;

• Coordinate with the Principal to co-create meeting agendas; 

• Communicate with the Principal on a regular basis;

• Decide all matters relating to Rules of Order at the meetings;

• Ensure that School Council Operating Procedures are current and followed;

• Be the official spokesperson of the School Council;

• Ensure there is regular communication with the whole school community, 

• Review any communication to the school community prior to distribution and include the Principal in same;

• Stay informed about School Board policy that impacts School Council;

• Comply with the School Councils Regulation by providing the school board with an annual report that summarizes the School Council’s activities for the previous school year,

Vice Chair

• In the event of resignation, incapacity or leave of absence of the Chair, fulfill the Chair’s responsibilities (while remaining in Vice-Chair position);

• In the absence of the Chair, supervise the affairs and preside at any meetings of the School Council;

• Work with and support the Chair in agenda preparation;

• Ensure the appropriate management, in compliance with PIPA, of any personal information collected on behalf of the School Council;

• Assume responsibility, in consultation with the School Council, for communicating with the fundraising association or other parent groups within the School; 

• Promote teamwork and assist the Chair in the smooth running of the meetings;

• Keep informed of relevant School and School Board policies;

• Prepare to run for the position of Chair in the future;

• Assist the Chair and undertake tasks assigned by the Chair.

Secretary

• Act as a recorder at each meeting and ensure that the minutes are prepared accurately to reflect the directions agreed to at the meeting;

• Keep minutes, correspondence, records and other School Council documents, and ensure that all relevant documents (as per legislation) are available to the public in an accessible location in the School, for a period of 7 years; 

• Maintain a dated record of all the members of the School Council who have knowingly provided their contact information (Permission to Contact Form), in compliance with PIPA; 

• Distribute, as determined by the School Council, agendas, minutes, notices of meetings and notices of other events 

Director

• Share their professional knowledge, expertise and life experience;

• Encourage feedback and participation from community groups and individuals;

• Communicate information of interest to the School Council and the school community;

• Share information from School Council meetings with the community;

• Have a clear understanding of the School Council‘s purpose;

• Attend School Council meetings;

• Identify possible topics for agendas;

• Serve as a liaison between the School Council and their organization or area of responsibility

President

• The President shall call all Meetings of the Board, and shall preside at all General Meetings of the Membership and Meetings of the Board. 

• The President will be the chief spokesperson for the Association, unless otherwise delegated. 

• The President shall be copied on all Association communications and will review any communications to the membership, parent body, School community or public prior to distribution and shall include the Vice-President in same. 

• The President shall not have a vote at any meeting.  

• The President will be an ex-officio member of all Committee. 

Vice President

• The Vice-President shall assist the President in all Association activities and will carry out other duties assigned by the President. 

• In the event of absence, resignation, incapacity or extended leave of absence of the President, the Vice-President shall fulfill the responsibilities of the President until the next elections at the AGM. The President’s position remains vacant until the new President is elected.

• In the absence of both the President and the Vice-President from meetings, a Chair may be elected or appointed at the meeting to preside. 

• The Vice-President will be copied on all Association communications and will review any communications to the membership, parent body, School community or public prior to distribution.

Secretary

• It shall be the duty of the Secretary to attend all General Meetings of the Membership and Meetings of the Board, to keep accurate minutes of the same, and to prepare these for distribution. 

• In the absence of the Secretary, his/her duties shall be discharged by such Officer or Director as may be appointed by the Board. 

• The Secretary shall have charge of all the correspondence and/or documentation of the Association and be under the direction of the President and the Board.

• The Secretary shall keep a Register of Members of the Association and their contact information, as required by the Societies Act, and shall send all Association correspondence/notices as required. 

Treasurer

• The Treasurer shall receive all monies paid to the Association and be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order. 

• The Treasurer shall properly account for the funds of the Association, keep such books as may be directed and disburse funds as required. 

• The Treasurer shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual General Meeting of the Membership a duly audited statement of the financial position of the Association and shall submit a copy of same to the Secretary for the records of the Association. 

• The Treasurer will prepare, and submit with Board approval, any financial reports required by organizations and agencies in a timely manner. 

• The signing authorities of the financial accounts will be a minimum of two elected Officers of the Association.