School Council Bylaws

II. STATEMENT OF PHILOSOPHY

NAME
The name of the School Council shall be Cochrane High School Council.

MISSION

The mission of Cochrane High School Council is to work collaboratively within the School Community
(students, parents, teachers and community) to support the academic, physical, creative and
emotional well‐being of all students thereby preparing students for their tenure during school and
the future thereafter.

VISION

The vision of Cochrane High School Council is to help foster a learning environment that is positive,
safe, supportive and respectful, thereby, enabling students to achieve their full potential.

GUIDING PRINCIPLES

The principles and values which shall guide all activities of School Council are as follows:
3.1. Be guided by the mission and vision of the School;
3.2. Represent the parent community to the Principal and the School;
3.3. Promote a positive atmosphere where individual contributions of all School Community
members is encouraged, valued and respected;
3.4. Act in the best interests and common good of all students;
3.5. Be respectful at all times and engage in open and honest communication;
3.6. Protect the privacy and confidentiality of any information entrusted to School Council;
3.7. Declare any conflicts of interest;
3.8. Accept no remuneration for School Council activities.

OBJECTIVES

The objectives of Cochrane High School Council, in keeping with the School Act and the School
Councils Regulations are as follows:
4.1. Actively give advice and support to the Principal in the operations and matters
pertaining to the school. Such matters can include (but are not limited to):
4.1.1. School’s overall mission, philosophy policies, rules and goals;
4.1.2. School’s improvement planning including three‐year plans;
4.1.3. School jurisdiction policies (ie; School fees);
4.1.4. School budget;
4.1.5. Provincial achievement test result and diploma exam results;
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4.1.6. Guidelines and principles for school resource allocations;
4.1.7. Fundraising;
4.1.8. Promotion of the school in the community;
4.1.9. Programs offered in the school;
4.1.10. Services for students to help improve learning;
4.1.11. Alberta Initiative for School Improvement (AISI) projects.
4.2. Advise the School Board on matters relating to the school. Such matters can include
(but are not limited to):
4.2.1. Jurisdiction’s three year plan;
4.2.2. School jurisdiction budget;
4.2.3. Safety issues that affect students’/schools in the jurisdiction;
4.2.4. Transportation issues;
4.2.5. School infrastructure priorities;
4.2.6. School Council policies.
4.3. Provide an opportunity for meaningful involvement by parents into decisions which
affect the school;
4.4. Provide a venue to reflect the wishes of the School Community;
4.5. Support a collaborative relationship within the School Community;
4.6. Facilitate communication within the School Community.
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III. BYLAWS

DEFINITIONS

In the Bylaws of Cochrane High School Council, unless the context otherwise specifies or
requires, the following shall be defined as follows:
1.1 Annual General Meeting (AGM) means the meeting required to be held in
accordance with Section 7.
1.2 ASCA means the Alberta School Councils’ Association (Link: www.ahsca.ab.ca).
1.3 Certification of Establishment means the document that certifies the proper
establishment of the School Council and confirms the composition and size of the
School Council as determined by parents at the Establishment Meeting.
1.4 Community Representative means a person appointed by the School Council. A
Community Representative shall not have children attending the School and shall
not be an employee or official of the Rocky View School Division.
1.5 Establishment Meeting refers to the requirements outlined in the School Council
Regulation pertaining to formation of a new School Council.
1.6 Members refers to individuals who are elected or appointed to School Council.
1.7 Parents mean parents, guardians or legal custodians of a student or students
registered at the School.
1.8 Principal means principal at Cochrane High School.
1.9 Regulation means the School Councils’ Regulation, an Alberta Regulation 113/2007
(Link:www.qp.alberta.ca/574.cfm?page=2007_113.cfm&leg_type=Regs&isbncln
=9780779724086).
1.10 Resolution means a decision made by School Council through a majority vote.
1.11 Rocky View Schools (RVS), referred to as the Board, means the Board of trustees of
the Rocky View Schools.
1.12 School means the Cochrane High School.
1.13 School Act means the School Act found in the Statutes of Alberta, 1988, as amended
in 2007.
1.14 School Community means Parents, Teachers, the Principal and Administrator(s),
Support Staff, Students and interested persons in the community at large.
1.15 School Council means Cochrane High School Council formed at the Establishment
Meeting.
1.16 School Council Meeting refers to regularly scheduled meetings of the established
Council.
1.17 The Offices of the School Council consist of Chair, Vice‐Chair, Secretary‐Treasurer
and Volunteer/Communications Coordinator. ‘Officers’ means the Members who
occupy the offices of the Executive.
1.18 Special Meeting means a meeting held according to Section 6.6.8 of the School
Council Bylaws.
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1.19 Special Resolution means a resolution passed at a School Council Special Meeting by
a majority of at least two thirds (2/3) of Members present and entitled to vote at
the meeting.
1.20 Statement of Philosophy means a statement adopted by School Council which
includes a mission, vision, guiding principles and objectives.
1.21 Students mean the students enrolled in the School.
1.22 Support Staff means persons other than Teachers and Administrators who are
employed at the School.
1.23 Teacher Representative means a teacher at the School who is appointed by the
teachers at the School to serve on School Council.
1.24 Teachers mean those persons who are employed to teach Students at the School.

GOVERNANCE

School Council will be based on the Assembly Model and observe the Simple Rules of Order. School
Council will strive to reach decisions by consensus, but recognizes that a vote of School Council
Members may be required. A quorum and majority are specified in the School Council Bylaws.
2.1 The School Council acts as a democratic organization which is administered by an
elected executive.
2.1.1 The School Council shall ensure that each participant of the School
Community has a reasonable opportunity to express their views for
consideration.
2.1.2 Any participant of the School Community wishing to make a request or
introduce an issue to Council may do so by notifying the Chair, preferably in
writing, outlining the request or issue and its applicable solutions or
suggestions.
2.2 Subject to the School Act, the Regulation and the RVS policy on School Councils, the
School Council shall have the power to manage the activities of the School Council
and to make and implement policies in the School that the School Council considers
necessary to carry out its functions.
2.3 With reference to Section 17 of the School Act, the School Council, may, at its
discretion:
2.3.1 Advise the Principal and School Board respecting any matter relating to the
School;
2.3.2 Perform any duty or function delegated to it by the School Board in
accordance to Regulations;
2.3.3 Consult with the Principal so the Principal may ensure the Students have the
opportunity to meet the standard of education set by the Minister of
Education;
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2.3.4 Consult with the Principal so that the Principal may ensure the fiscal
management of the School is in accordance with the requirements of the
School Board and the Superintendent; and
2.3.5 Do anything it is authorized under the Regulations to do.
2.4 With respect to Fiscal issues, the School Council shall:
2.4.1 Coordinate School Council fundraising activities;
2.4.2 Direct all monies raised by School Council to the School Council bank account;
2.4.3 Maintain a reasonable portion to the School Council account for the
management of School Council activities;
2.4.4 Allocate and direct all monies raised by School Council to approved initiatives,
programs and projects;
2.4.5 Work together with the School Community and to ensure funds are allocated
to deserving projects and programs;
2.4.6 Ensure School Council monies are administered in a responsible manner.
2.5 Voting shall be as follows:
2.5.1 At Regular School Council Meetings voting shall occur as follows:
2.5.1.1 The Chair shall not vote except in case of a tie;
2.5.1.2 All other elected and appointed Members in attendance shall have
one (1) vote;
2.5.1.3 An elected or appointed Member may vote by proxy, at the
discretion of the Chair;
2.5.1.4 Members appointed after the AGM must have attended a prior
meeting in order to gain voting privileges;
2.5.1.5 To vote, a motion must have been made and seconded;
2.5.1.6 A simple majority vote of those Members present and entitled to
vote will be conclusive;
2.5.1.7 Only elected and appointed Members, as well as the Principal, are
entitled to vote; parent Members shall constitute a voting majority.
2.5.2 At Special School Council Meetings voting shall occur as follows:
2.5.2.1 The Chair shall not vote except in the case of a tie;
2.5.2.2 All other Members in attendance shall have one (1) vote;
2.5.2.3 An elected and appointed Member may vote by proxy, at the
discretion of the Chair;
2.5.2.4 To vote, a motion must have been made and seconded;
2.5.2.5 Special Resolutions shall be passed by a 2/3 majority of those
Members present and entitled to vote and shall be conclusive; parent
Members shall constitute a voting majority.
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2.6 Quorum shall be as follows:
2.6.1 A quorum for regular meetings of the School Council shall be five (5) members
of the School Council, of which at least two (2) must be Officers of School
Council and one (1) must be the Principal (or his/her designate).
2.6.2 The quorum for any Special Meeting shall be eight (8) members present in
person.

MEMBERS

3.1 Membership
All School Council positions, excluding those that are appointed, shall be elected by
the parents of students enrolled in the school at the Annual General Meeting. All
elected positions shall be decided by a majority vote. The Members of School
Council shall consist of the following:
3.4.1 The Executive Officers which include the Chair, Vice Chair, Secretary‐Treasurer
and Communications/Volunteer Coordinator;
3.4.2 A parent representative for each grade;
3.4.3 The Principal of the school;
3.4.4 Up to two (2) teacher representatives of the school, selected by the school
staff;
3.4.5 A Community Representative;
3.4.6 A Student Representative;
3.4.7 Members‐at‐Large ‐ any parent can be a Member‐at‐Large provided they have
attended the previous two School Council eetings and are nominated by a
member of School Council.
3.2 It shall be the duty of each Member of School Council to act in a manner consistent
with the statement of philosophy and the best interests of the school, the students,
and according to these bylaws.
3.3 A School Council Member’s term shall commence upon election or appointment
and continue for a one (1) year term or if an officer of the School Council, for a two
(2) year term (see Section 4.2.2). Terms of office shall run from Annual General
Meeting to Annual General Meeting.
3.4 Vacancies
3.4.1 In the event of a permanent vacancy of an officer, the Vice‐Chair shall fill the
office on an interim basis until School Council can fill the office through an
election held at a regular meeting. If the vacant office is the office of the
Chair, the Vice‐Chair shall fill the office until the next Annual General Meeting.
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3.4.2 For all other permanent vacancies, School Council may appoint a person(s) to
fill that position until an election can be held at a regular meeting.
3.4.3 For permanent vacancies of the Teacher Representative, the School Staff
constituency shall appoint a replacement.
3.4.4 A School Council Member may withdraw by providing the Chair and the
Principal written notice. If the School Council Member withdrawing is the
Chair, the notice in writing is given to the Vice‐Chair and the Principal.
3.4.5 Lack of attendance, which is defined as missing more than two (2) consecutive
meetings, is cause for removal from School Council.
3.5 School Council shall be a member of the Alberta School Councils’ Association
(ASCA), and membership is to be renewed as per the ASCA request. Membership in
the ASCA is all inclusive as well as individual. Members are automatically members
of the Provincial and National Association through School Council membership.
Monies allocated to School Council by RVS shall be used to purchase this
membership

RESPONSIBILITIES AND DUTIES OF SCHOOL COUNCIL MEMBERS

4.1 School Council Members are responsible for creating a culture of respect and
collaboration. Each School Council must decide how to fulfill this responsibility in
the school community through activities, such as:
4.1.1 Seeking the views of the school community through questionnaires;
4.1.2 Informal discussions and topic‐specific meetings. Also, through consulting as
widely as possible with parents, teachers, students and community before
making major decisions or providing conclusive advice to the principal or
board;
4.1.3 Informing the school community of things, such as meetings, committee work,
news and surveys (e.g. through newsletters, bulletin boards, e‐mails);
4.1.4 Involving the school community (e.g. by inviting, supporting, including);
4.1.5 Encouraging and promoting parental involvement and support (e.g. by
publicizing opportunities for ways to get involved, not just School Council
Meetings);
4.1.6 Becoming well informed (e.g. by asking questions, reading, critically
examining what is presented);
4.1.7 Focusing on the best interests of all students;
4.1.8 Becoming familiar with the policies of the local school board and
understanding how they impact the school community;
4.1.9 Maintaining high ethical standards and setting ground rules of respect for
meetings (e.g. adopting a code of ethics for School Council Members).
4.2 Officers and Duties of Officers
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The Officers of School Council shall consist of a Chair, Vice‐Chair, Secretary‐
Treasurer and Communications/Volunteer Coordinator.
4.2.1 Every Member of School Council is eligible to be elected as an Officer of the
Council.
4.2.2 Officers will be elected by School Council Members for a suggested two year term.
The Chair and Communications/Volunteer Coordinator will serve a two (2) year term
together. The Vice‐Chair and Secretary‐Treasurer will also serve a two (2) year term
together that is staggered by one (1) year from that of the Chair and
Communications/Volunteer Coordinator. This will ensure continuity from year to
year.
4.2.3 The duties of the Chair are:
• promote a collaborative approach to decision making;
• call regular school council meetings;
• prepare agendas for school council meetings;
• chair and maintain meeting decorum;
• ensure that minutes are recorded and maintained;
• communicate with the principal on a regular basis;
• ensure timely communication of all School Council actions and
events;
• ensure there is regular communication with the school
community, beyond those who attend meetings;
• follow existing school council by‐laws;
• be the official spokesperson for the School Council;
• act as a signing authority for School Council;
• ensure an annual report is submitted to Rocky View Schools as
required;
• ensure all Members are aware of their duties and expectations;
• attend meetings regularly.
4.2.4 The duties of the Vice‐Chair are:
• preside and participate in all meetings of School Council in the
absence of the Chair;
• assume all duties and responsibilities of the Chair if he or she is
unable to do so;
• be apprised of current School Council business;
• promote teamwork and assist the Chair in the running of the
meetings;
• act as a signing authority for School Council if needed;
• attend meetings regularly.
4.2.5 The duties of the Secretary‐Treasurer are:
• keep accurate minutes of all School Council Meetings and
proceedings;
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• ensure copies of the minutes of each meeting are maintained in
school files and posted monthly on the school website;
• as needed, provide timely copies of the minutes to all elected and
appointed members of School Council and the local School
Trustee:
• ensure notice of meetings and other school council events are
distributed;
• carry out all written and electronic communication as directed by
the School Council;
• coordinate all School Council Meetings and event bookings;
• properly account for School Council funds and keep such books as
may be directed;
• monitor and control all financial transactions of School Council;
• receive and deposit all monies raised through School Council;
• submit a Treasurer’s Report at Regular School Council Meetings as
required;
• submit an Annual Financial Statement at the AGM as required;
• assist the Chair and the School Council;
• attend meetings regularly.
4.2.6 The duties of the Communications/Volunteer Coordinator are:
• organize and distribute, as necessary, a school‐wide
class/task/event specific volunteer list;
• identify and/or coordinate event coordinators and/or volunteers
for special events as needed;
• implement strategies which facilitate two‐way communication
between School Council and the School Community;
• be responsible for School Council’s portion of the school
newsletter and school website;
• promote the school and its activities with the local media as
required;
• assist the Chair and the School Council;
• attend meetings regularly.
4.3 Members and Duties of Members are:
4.3.1 The duties of the Grade Representatives are:
• act as a liaison between School Council and their respective grade
levels ;
• support the Volunteer Coordinator in recruiting volunteers for school
events;
• assist the Chair and School Council;
• attend meetings regularly.
4.3.2 The duties of the Community Representative are:
• act as a liaison with the wider School Community;
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• provide feedback and advise in regards to school issues affecting the
community;
• act as a resource to promote cooperative ventures between
community and school;
• attend meetings regularly.
4.3.3 The duties of the Teacher Representative are:
• be appointed by teachers at the School;
• actively seek to understand the views of staff;
• communicate the views of the teachers to the School Council;
• communicate the view and the activities of the School council to the
teachers;
• attend meetings regularly.
4.3.4 The duties of the Student Representative are:
• present the student perspective on issues;
• actively seek other students’ views to share with School Council;
• communicate School Council’s information to fellow students;
• attend meetings regularly.
4.3.5 The duties of the Members‐at‐Large are:
• advise and assist School Council;
• attend meetings regularly.
4.3.6 The duties of the Principal are:
• promote cooperation between the school and the community it
serves;
• seek input from parents and community on major decisions that
affect the school;
• establish, facilitate, communicate and encourage opportunities for
parents and community involvement in school matters;
• encourage and support the formation and continuous improvement
of School Council;
• present a report on behalf of school administration at all regular
School council meetings;
• interpret and share results of provincial achievement tests and
diploma exams;
• share information about the school community;
• provide information on the programs in the school and the needs of
the students;
• refer School Council to the appropriate resource for information on
laws, regulations and policies that affect School Council;
• provide an opportunity for the School Council to provide input into
the school’s education plan;
• positively promote the activities of the School Council;
• attend meetings regularly and if unable to attend, send a designate.
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SCHOOL COUNCIL COMMITTEE GUIDELINES

From time to time Members of the school community may come forward with a suggestion
to form a committee to take action on an event or project. School Council may establish a
committee with the following guidelines:
5.1 School Council will be responsible for approving the formation of committees to
carry out programs, event planning, needs assessments, or volunteer work, as
deemed necessary by a majority vote of Council Members at a Council Meeting;
5.2 School Council will establish committee mandates, parameters and limitations;
5.3 School Council will assist committees in determining the person/persons of
authority/responsibility for the group and their membership structure;
5.4 Committee membership shall be open to all the parents of the school community;
5.5 Committees will report directly to School Council;
5.6 Once formed, a committee will designate a volunteer to be responsible for
reporting to School Council at each regular monthly meeting;
5.7 Committees will seek approval from School Council prior to taking on any
fundraising endeavours or planning any events within the school community;
5.8 If a committee will be handling cash or cheque transactions, a designated member
will provide a statement of their cash flow at each month’s meeting;
5.9 School Council may collapse a committee at any time by a majority vote of Council
Members.

MEETINGS

6.1 The first meeting of School Council shall be held within 30 days from the Annual
General Meeting.
6.2 The first meeting of the new school year must take place within 20 days from the
first day of school.
6.3 School Council shall meet at least eight (8) times during the year.
6.4 Meetings will be held on a regular basis at a time set annually, or as deemed
necessary by Council. If circumstances require that a meeting be changed or
cancelled, the Chair, in consultation with the Principal, may do so.
6.5 Meetings will take place at the school.
6.7 A quorum for regular meetings of the School Council shall be five (5) members of
the School Council, of which at least two (2) must be Officers of School Council and
one (1) must be the Principal (or his/her designate).
6.8 Special Meetings of School Council may be called by the Officers or at the request of
ten (10) parents of the school community.
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ANNUAL GENERAL MEETING

7.1 The Annual General Meeting (AGM) of School Council shall be held in September of
the school year.
7.2 The meeting will be advertised through the school and the school community at
least 30 days in advance.
7.3 The business of the Annual General Meeting shall include:
7.3.1 A report from the Principal for the current year as well as the School Plan
and the School Budget for the upcoming year;
7.3.2 The Treasurer’s Report which shall include a financial statement for the
previous year and shall be included in the Annual Report;
7.3.3 Summaries from Standing Committees;
7.3.4 Proposed by‐law changes;
7.3.5 Election of School Council representatives for the next school year.
7.4 A quorum for an Annual General Meeting shall consist of five (5) parents.

ELECTIONS

8.1 Any School Council member is eligible to be nominated to the Offices of the
Executive.
8.2 Parents must constitute a majority of the Executive.
8.3 All elections shall be held at the Annual General Meeting .
8.4 Voting will occur by ballot except where the Office or Position is filled by
acclamation.
8.5 A majority vote of eligible voters shall be conclusive.
8.6 A member may not vote by proxy.
8.7 Term of Office shall be one year (with the exception of the Chair, Vice Chair,
Communications/Volunteer Coordinator, Secretary‐Treasurer – see Section 4.2.2).
8.8 Outgoing Officers will assist in the transition of newly‐elected Officers to their
position.

ANNUAL REPORT

9.1 In accordance with School Council Regulation, School Council, through the Chair,
must prepare and provide the School Board with an annual report which includes:
9.1.1 A summary of School Council’s activities for the year;
9.1.2 A financial statement, prepared by the Treasurer;
9.1.3 Upon request, a copy of the minutes of each meeting.
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9.2 School Council shall retain a copy of the report at the school and make it available
to the school community.

BYLAWS AMENDMENTS AND REVIEWS

10.1 School Council Bylaws shall be reviewed from year to year.
10.2 The bylaws remain in force from year to year unless amended at the Annual
General Meeting.
10.3 The Bylaws of School Council may be amended by a two‐thirds (2/3) majority at an
Annual General Meeting of the School Council.
10.4 Notice of proposed bylaw amendments must be circulated with the notice of the
AGM.

CONFLICT RESOLUTION

If during a regular open meeting:
11.1 The membership is seriously divided on an issue, that issue may be led or referred
to the Officers who will further deliberate on the matter;
11.2 Any Member of School Council who feels the vote did not represent the wishes of
the School Community, they may approach the Chair to call a Special Meeting ;
11.3 If an issue arises between a parent and a Member of School Council, a Special
Meeting will be called based on a written request from the parent. The Special
Meeting will consist only of voting Members of the School Council and the parties
involved. Members of School Council will deliberate and vote on the issue.

GENERAL

12.1 Fiscal Year
The fiscal year of the Council shall be from September 1 to August 31.
12.2 Records
Subject to the provisions of the School Act and policy of the School Board, School
Council shall maintain records of its minutes and proceedings and make them
available for inspection by participants of the school community, upon request.
12.3 Effective Date
These bylaws or amendments to these Bylaws shall come into force when approved
by a majority of parents of students enrolled in the School who vote at an AGM.