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School Council Standing Orders |
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Written by Jennifer McCrabb
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St Kilda Park Primary School Council Standing Orders March 2009
Purpose of the CouncilThe council is the governing body of the school. It determines appropriate educational policies within DEECD guidelines, which will ensure that the aims of the school are achieved. In addition, council controls the school’s monies and resources.
Composition of CouncilThe constituting order of St Kilda Park Primary School confirms the composition of council as: ¨ 9 elected non DEECD parents¨ 4 DEECD employees¨ the Principal¨ 1 co-opted member from the school community (excluding DEECD employees)
Elected members of the St Kilda Park Primary School Council have two year terms of office with half retiring annually in February/March of each year. The co-opted member has a two-year term, which also terminates in February/March.
Office Bearers ¨ President The President is elected by all members of the St Kilda Park Primary School Council and may not be a DEECD employee
¨ Vice President The Vice President is elected by all members of the St Kilda Park Primary School Council and may not be a DEECD employee
¨ Treasurer
¨ Secretary
¨ Principal The principal is a full member of council and apart from acting as Executive Officer; is responsible for the implementation of council policies and informing council on educational, statutory, regulatory and government policy issues.
The President shall:* act as chairperson of all meetings of council* decide recommendations for each item of correspondence in collaboration with the Executive Officer* conduct the business of council under agreed rules and any standing orders adopted from time to time* act as a signatory to the council financial accounts* be an ex-officio member of all council committees.
The Vice President shall:* in the absence of the president, act as chairperson at council meetings and otherwise represent the president as required
The Treasurer shall:* present to council a monthly statement of the financial position of council* ensure that all council accounts are audited according to regulations
The Secretary shall:* ensure that all inwards council correspondence is recorded and filed * refer relevant correspondence to the president and or principal prior to the meeting, where appropriate* table all correspondence relevant to the meeting and ensure that the correspondence file is available for council members to peruse* ensure outwards correspondence is forwarded when instructed to do so by council
The Principal shall:* provide all council members with minutes of the previous meeting, agenda, reports of committees and financial reports by the Friday prior to the council meeting* notify council of any apologies received* ensure that minutes of the meeting are recorded* be the Executive Officer of the council* be an ex-officio member of all council committees
Signatories for accounts under the control of council The principal and one of the councillors are to be the signatories.
Committees of the Council Council will determine which committees it requires and will review the need for each annually. The committees may comprise the following:¨ Finance ¨ Education¨ Buildings and Grounds¨ Fundraising The council may approve of working parties to assist in the work of the above committees. Membership of subcommittees shall be decided at the first meeting of the council after the annual council elections, when councillors will nominate their preferences for committee membership. Some negotiation may be necessary to achieve general balance of size and representation. Each committee shall elect a convenor. Membership of committees shall be extended to include interested community members with special expertise or interest in the area of the committee. The full membership of the committees will be listed and approved by the council. All committees are formed to advise Council and have no decision-making powers. Committee meetings are to be held at a time to be decided by its members but usually within 14 days of the next council meeting. Each committee is to provide a written report on its activities for each council meeting.
MeetingsCouncil will meet at least twice each term with at least 8 meetings being held in any calendar year. The council must hold at least one public meeting each year to report on its activities and to present a statement setting out the school’s income and expenditure for the previous calendar year. The times, dates and locations of the meetings are to be decided by the council and reviewed annually. A quorum for a council meeting is not less than one half of the total membership provided that there is a majority of members present who are not DEECD employees. An extraordinary meeting of council may be held at any time decided by council, provided all members are given prior notice of the time, date, place and purpose of the meeting. An extraordinary meeting may also be called upon written request by 3 members being given to the president. If a member of the council or an immediate family member has any direct pecuniary interests in a subject or matter under discussion at a council meeting, that member must declare it and not be present when a vote is taken on the matter, but may be included in the quorum of the meeting.
Decision Making by Council A decision of the majority of members to vote and present at any meeting of council is the decision of the council.
Meeting Procedures Normal meeting procedures will be followed as defined by council and may vary from strict rules of debate to a less formal procedure appropriate to committee meetings. All decisions of council shall require formal voting. If votes are tied, the presiding member has a second or casting vote. Voting will normally be by show of hands, but council may resolve to hold a secret ballot on a particular item of business. Meetings are to commence at 6.30pm and conclude by 8.30pm. There is provision for two extensions of time of 15 minutes each.Visitors are welcome as observers, however if matters to be discussed are of a confidential nature, council may declare the meeting ‘closed’. When a special meeting is closed, observers cannot be present. Observers cannot vote but can speak if invited by council.
Agenda The agenda for council meetings is to include the following attachments:* a general outline of the order of the meeting* a statement of correspondence sent and received* copies of any correspondence to be debated by council* a written report/minutes from each committee including recommendations to council* financial statements for monthly periods since the previous council meeting
Responsibility of Council Member Each member of council is expected to:* regularly attend meetings of council* thoroughly scrutinise reports etc before each meeting* be a member of at least one sub committee of council* maintain confidentiality as required* as an elected member have prime responsibility to the interests of council above that of any particular part of the community* maintain an awareness of developments in education
Council Committees General Guidelines All council committees shall:* recognise that, within the school, the council is the ultimate decision making body in formation of policy* in their area of responsibility, recommend courses of action to the council* implement council policy decisions as directed* prepare submissions for programs to be considered when budgets are prepared* with the approval of council, have the power in any particular year to co-opt any person whose special talent will benefit the work of the committee The convenor of a council committee shall:* call all meetings and provide committee members with an agenda prior to the meeting* provide the Executive Officer of council with a written report of the minutes and any recommendations for council consideration* ensure that the guidelines above are carried out
Special Guidelines for Council Committees Education Committee shall¨ consult with the school community and make recommendations to council on aspects of the school’s educational policy. It is the province of the principal and teaching staff to implement these policies¨ monitor the implementation of the Strategic Plan and specifically the Annual Implementation Plan
Finance Committee shall:¨ consider budget submissions in the light of council policies and priorities and make recommendations to council for budget approval¨ monitor council income and expenditure including: local fundraising, voluntary levies, trusts and co-operatives¨ make recommendations to council for short and long term financial planning in line with the Strategic Plan’s goals and priorities
Buildings and Grounds Committee shall:¨ make recommendations to council on aspects of the maintenance and minor works plan for the school¨ encourage the participation of the school community in maintenance and improvement of school buildings and grounds through appropriate working bees¨ maximise the outcomes from the funds allocated to buildings and grounds development and maintenance
Fundraising Committee shall:¨ devise a proposed schedule for fundraising events for the School Council to consider and approve¨ make recommendations to council on fundraising events that are suggested during the course of the year¨ organise, conduct and evaluate fundraising activities¨ encourage the participation of the school community (and where appropriate the wider community) in all fundraising activities ¨ liaise with the Parents’ Association regarding support for fundraising activities |
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Last Updated ( Friday, 20 February 2009 )
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