School Advisory Council

Transcription

1 Ss Michael & John s Primary School, Horsham School Community School Advisory Council Drafted August, 2014 Ratified October, 2014 Reviewed Central Value: Christian Service Scriptural Context: Having gifts that differ according to the grace given to us, let us use them: if prophecy, in proportion to our faith; if service, in our serving; the one who teaches, in his teaching Romans 12:6-7 These guidelines set out the purpose, composition, and operation of our school s Advisory Council Definitions: Governing Authority: the ordained minister (priest) designated by the Bishop who is entrusted with the civil and canonical authority to govern the parish and its schools. (See Canon Law - Canon 591), parent: employee: any a parent, legal guardian/carer of a child enrolled at the school any person employed by Ss Michael & John s Primary School, Horsham Purpose of the Advisory Council: The purpose of the Advisory Council is to offer informed advice, leadership and support around the enacting of the school s Vision and Mission. The Council: assists with the preservation and promotion of the school s Catholic ethos and culture provides informed advice to the Governing Authority and the principal assists with planning for the present and future operating of the school assists with promoting the school and Catholic education generally in the local community formulates, ratifies and revises school policy (with staff) monitor and offers advice in relation to the school s budget participates in regular school advisory council formation activities Ss Michael & John s Catholic School, Horsham Page 1 School Advoisory Council Guidelines

2 Composition of the Advisory Council: Membership: Advisory Council membership comprises ex-officio and elected members and may include appointed members: Ex-officio Members: Governing Authority Principal Deputy Principal Secretary/Community 4 Treasurer(possible employed by the school) Parent Representative Members: 8 elected parent representatives, nominated and if necessary elected by the parent body (see Appendix A for election process) two year term of service, staggered to allow for a turnover of half the membership maximum of two consecutive terms two parent representatives will be assigned to each of the Community 4 teams Faith Community Fundraising Social Family See Appendix D Staff Representative Members: Other Members: Staff will be represented by the Principal and the Deputy Principal on the Advisory Council. All staff will be required to be members of and active on one of the Community 4 Teams nominated by the council and appointed by the Governing Authority no more than two appointed members at any time for a specific purpose and for a specified time Council Executive Chair Deputy Chair Principal Minute Secretary/Community 4 Treasurer Chair and Deputy Chair selected from the elected representatives of the Council two year term of office elected by the Council at the first ordinary meeting of the council following the election of parent and endorsed by the Governing Authority the principal serves on the executive as Executive Officer of the council Ss Michael & John s Catholic School, Horsham Page 2 School Advoisory Council Guidelines

3 Decisions and Voting all decisions of Council are advisory to the Governing Authority. generally, decisions and advice are determined by consensus at the discretion of the Principal, Chair and/or the Governing Authority, a vote may be required from time to time all elected and appointed members are eligible to vote while not all members need to be present for a vote to take place, a motion is deemed to be carried if agreed to by a simple majority of the total number of elected and appointed members of the Council Agenda the agenda and associated action tracker are to be circulated at least three working days prior to a meeting prepared by Principal, in consultation with the Chair and Governing Authority additional agenda items are to be noted and may be either listed for consideration at the next meeting of the council with the consent of the Council, or at the discretion of the ex-officio members of the Council, added to the current agenda for immediate consideration Quorum no quorum is required for a meeting of the council items requiring a vote will need a simple majority of the total number of elected and appointed members of the Council to be carried (see Decision Making above) Casual Vacancies casual vacancies are to be filled on the recommendation of the Council and appointed by the Governing Authority members appointed to a casual vacancy are to serve out the remainder of the term at which time the position becomes vacant Removal of Council Members Any elected or appointed member may be removed from Council: following a demonstrated lack of commitment to the work of the council and the overall ethos of the school, the Governing Authority may remove a member from the Council Member Induction Induction of new School Advisory Council Members will take place prior to the first meeting of the year. Induction is facilitated by the Principal and the Council Chair and is to include explanation the Council Operation and reflection on the ethic of what is asked on a member of the Council. (See Appendix B) every two years, the whole council will participate in a formation workshop conducted by the Zone Educational Consultant or other external facilitator Ss Michael & John s Catholic School, Horsham Page 3 School Advoisory Council Guidelines

4 School Advisory Council Member s Commitment Members are asked to: 1. ensure they understand and can articulate the school s vision and mission 2. make decisions that always have the welfare of the students as their primary basis 3. be truly representative of what is best for the whole school community 4. be mindful that the implementation of school policies and overall management of the school is the function of the principal and staff of the school 5. give the necessary time, thought and study to the work of the Advisory Council 6. respect matters of confidentiality 7. work with fellow Advisory Council members in a spirit of harmony, co-operation and honesty 8. make decisions on issues based on all available facts and consistent with the school s stated vision and mission 9. abide by and uphold the final majority decisions of the Advisory Council 10. only act on behalf of the Advisory Council when specifically authorised to do so by the Advisory Council. 11. refer to the appropriate person any issues or concerns that are not the concern of the Advisory Council 12. take part in the School Advisory Council member induction programme Ss Michael & John s Catholic School, Horsham Page 4 School Advoisory Council Guidelines

5 Operation of the Advisory Council: 1. Meetings of the Advisory Council Meeting are held: The Council will meet twice per term once as a whole council once as parts of Community 4 team meetings Business of whole council meetings will follow the schedule outlined in Appendix C Special Meetings: May be convened by the Governing Authority or the Principal in consultation with the School Advisory Council Chair Role of the Chair maintain regular communication with the governing authority and council members ensure an appropriate agenda (in consultation with the principal) conduct orderly meetings determine meeting duration and advise those present prior to the commencement of the meeting ensure fair and balanced contributions from all members follow-up on council business be available to members and others prepare a brief report following each meeting for inclusion in the school newsletter prepare a report for the Annual General Meeting Role of the Minute Secretary and Community 4 Treasurer record, distribute and file council minutes and meeting tracker receive, present and file correspondence maintain and report on the financial records of the Community 4 Teams Principal (as Executive Officer) prepare and distribute documentation as determined by governing authority or the chair other duties as required Order of Business Attendance & Minutes Prayer and Formation Major Business (including Community 4 Team operations) General Business Reports Ss Michael & John s Catholic School, Horsham Page 5 School Advoisory Council Guidelines

6 2. Annual Meeting & Report to the Community Annual General Meeting The Annual General Meeting is to be held between the third and fourth meeting of the Whole Council Order of business: Suspension of normal business Annual reports to the community will be presented by: o Principal (to include the finance report) o Chair o Religious Education Leader or Governing Authority o Community 4 Team Leaders Election of parent representative members (Appendix A) An Open Meeting of the Council will be held immediately after the Annual General Meeting. Members of the community are able to be present as observers at this meeting. Scheduled Business Election of the Council Chair and Deputy Chair 3. Alteration To These Guidelines: These Guidelines can be altered on a majority vote of the total membership of the council and endorsed by the Governing Authority Ss Michael & John s Catholic School, Horsham Page 6 School Advoisory Council Guidelines

7 Appendix A: Election of Parent Representatives and Ballot Procedure 1. The Principal shall appoint a Returning Officer 2. The Returning Officer shall call for nominations at early in Term Four and determine a closing date 3. Any parent nominated by a parent shall be eligible for nomination. 4. A ballot, if required is to take place prior to the final Council meeting of the year 5. A list of nominees and a ballot paper are to be sent home to all parents 6. Voting on the ballot shall utilise the system of majority voting as follows: Ballot papers list the names of all candidates in alphabetical order. Voters must mark with a or the candidates of their choice equal to the number of vacant positions (eg if there are three vacancies, mark three boxes). Ballot papers not so marked are to be declared invalid. Each mark ( or ) counts as one vote. The required number of candidates achieving the highest number of valid votes shall be declared elected to the Council In the event of two or more candidates achieving an equal number of valid votes, a ballot by lot shall be immediately conducted by the Returning Officer. The outcome of this ballot by lot shall be taken as the valid election result. 7. The Returning Officer shall declare the ballot. 8. The Returning Officer s declaration is final. Ss Michael & John s Catholic School, Horsham Page 7 School Advoisory Council Guidelines

8 Appendix B: School Advisory Council Member Induction All new and returning members of the School Advisory Council are take part in the following induction programme prior to taking their place in the Council. This programme is to be conducted by the principal and Council Chair, assisted by if required b y the Zone Educational Consultant The programme is to include discussion and review of the following: the role of the school in relation to the parish School Council guidelines and expectations School in relation to the Catholic Education System: NCEC CECV National Catholic Education Commission Catholic Education Commission of Victoria BDSAC Ballarat Diocesan Schools Advisory Council CEO Catholic Education Offices: Ballarat, Horsham school vision and mission statements & school policy statements school financial management standing committees of the Council (eg Parents and Friends) major business of the past year personal skills & talents names of other Council members meeting dates, time and venue Ss Michael & John s Catholic School, Horsham Page 8 School Advoisory Council Guidelines

9 Appendix C: Meeting Schedule Two The following schedule nominates essential business of the four core meetings. Other matters can be included as the Council deems necessary. Term One: Whole Council Enrolments and Staffing (current year) Annual Action Plan for the current year (including outline of major projects) Financial outcomes for the previous year and draft budget for the current year Community 4 Updates Annual commissioning of the Council Community 4 Teams Members will attend meetings of their assigned Community 4 teams. Where and when these meetings take place is as determined by the Community 4 Team Term Two: Term Three: Whole Council Principal s report on general school operations addressing the five key aspects of schooling Community 4 Updates Status report on progress with the Annual Action Plan Financial report (including the Final budget for current year) Principal s Annual Report to the Community in relation to the previous year, as mandated by the State and Commonwealth authorities Community 4 Teams Members will attend meetings of their assigned Community 4 teams Whole Council Principal s report on general school operations addressing the five key aspects of schooling Community 4 Updates Staffing and enrolment predictions for the following year Financial Report Status report on progress with the Annual Action Plan Review of Membership Enrolments and Staffing (following year) Planning for the Annual General Meeting Community 4 Teams Members will attend meetings of their assigned Community 4 teams Ss Michael & John s Catholic School, Horsham Page 9 School Advoisory Council Guidelines

10 Annual General Meeting to be held between the term three and term four meeting of the whole council agenda as outlined on page 6 of these guidelines Term Four Meeting Final Meeting (Possible) Whole Council Welcome and induction new members Principal s report on general school operations addressing the five key aspects of schooling Community 4 Updates Outline of the Annual Action Plan for the following year Financial Report (including budget forecast outcomes for the current year and draft budget for the following year) School Fees (following year) Community 4 Teams Members will attend meetings of their assigned Community 4 teams Whole Council Generally review the year Celebrate achievements Firm up Annual Action Plan for the following year Determine meeting dates for the following year Ss Michael & John s Catholic School, Horsham Page 10 School Advoisory Council Guidelines

11 Appendix D: Community 4 Ss Michael & John s Catholic School, Horsham Community 4 The overall purpose of Community 4 is to assist with bringing our school Vision and Mission to life through: building pride in and making contribution to the school providing a visual representation of the interconnectedness of the community marketing & promotion shared responsibility meaningful community interaction The purpose of the Faith Community Team is to strengthen our Catholic School Identity through building the faith and worship of the school community. active involvement in Catholic practice promoting our distinct Catholicity providing ease of access to faith resources (through use of technology etc) celebrating of the link between Faith and life shared, known and owned purpose The purpose of the Social Team is to build and strengthen community through the social engagement of all members of the school community: networking out of school hours activities having fun community engagement in student learning SsMJ involvement in the local community The purpose of the Family Team is to strengthen the welcome and support offered to school families through: affirming that all families belong (support and inclusion) ensuring that families are valued and respected for what they bring engaging families in student learning The purpose of the Fundraising Team is to strengthen the engagement of the community in improving the resources and facilities of the school for the benefit of our students: building pride and enabling us to be the best shared responsibility inclusion of all families providing opportunities for all to contribute shared, known and owned purpose Ss Michael & John s Catholic School, Horsham Page 11 School Advoisory Council Guidelines