DPAC Meetings 2011-2012

CONSTITUTION

NAME

The name of the Association shall be the KOOTENAY-COLUMBIA DISTRICT PARENT ADVISORY COUNCIL (School District No. 20), known within the School District No. 20 as the District Parent Advisory Council (DPAC).

The council will operate as a non-profit organization with no personal gain for any of its members.

The business of the Council shall be unbiased towards race, religion, gender, politics, sexual orientation and physical or mental abilities.

PURPOSE

The purpose of the Council is to support, encourage and improve the quality of education and the well-being of the students in School District No. 20.

The aim and objectives of the Kootenay-Columbia District Parent Advisory Council shall be:

1.  to exchange ideas and information among Parent Advisory Councils in the School District.

2.  to provide information regarding educational and community matters to parents and Parent Advisory Councils.

3.  to provide a parental voice in education decision-making both within and outside of School District No. 20.

4.  to provide a link between parents, students, educators, administrators, the Board of Education, the Ministry of Education, BCCPAC and community organizations with an interest in education.

5.  to provide leadership and support in developing and understanding the rights and responsibilities of parents within the education system.

6.  to provide information to parents on curriculum, programs, facilities and services of School District No. 20.

7.  to provide leadership in encouraging, initiating, developing and maintaining Parent Advisory Councils at the individual school level within School District No. 20.

8.  to participate in the development and achievement of the goals of School District No. 20 as a true education partner.

BYLAWS

SECTION 1:  INTERPRETATION OF TERMS

The Council refers to the Kootenay-Columbia District Parent Advisory Council (DPAC), which is recognized to be the official voice of Parent Advisory Councils formed or to be formed in each public school within School District No. 20.

Parent(s) refers to the parent/parents or legal guardian/legal guardians of a child or children in School District No. 20, as defined in the BC School Act.

District refers to School District No. 20 (Kootenay-Columbia).

School(s) refers to any public educational institution, as defined in the BC School Act, within the jurisdiction of School District No. 20 (Kootenay-Columbia).

SD No. 20 refers to School District No. 20 (Kootenay-Columbia).

Parent Advisory Council (PAC) refers to any organized group of parents with a constitution as defined by the BC School Act.

BCCPAC refers to the British Columbia Confederation of Parent Advisory Councils recognized to be the official voice of Parent Advisory Councils in the province of BC.

Community Organizations refers to groups which demonstrate an interest in education and are not already included in the scope of this constitution.

Annual General Meeting (AGM) refers to the meeting at which:

1. Executive and committee annual reports are received.
2. Policies may be ratified.
3. Priorities are established for the coming year.
4. A budget is adopted for the coming year.
5. Reports from member PACs are received.
6. Election of executive officers is held.
7. Other business is transacted as may be required.

SECTION 2:  MEMBERSHIP

All Parent Advisory Councils in SD No. 20 are members of The Council.

SECTION 3:  MEETINGS

1.  There shall be an Annual General Meeting (AGM) held in November of each year.

2.  General meetings shall be held no less than six (6) times during the school year. One of those meetings shall be the AGM. Additional meetings shall be held upon the receipt of a petition representing not less than 1/3 of the voting delegates.

3.  Executive meetings shall be held at the discretion of the Executive.

4.  Meetings will be conducted efficiently and with fairness to members.

5.  If procedural problems arise, Robert’s Rules of Order (10^th Edition) will be used to resolve the situation.

6.  Representatives from the Board of Education, District Administration, School Principals & Vice-Principals Association, Teachers Association, Support Staff and other Community Organizations with an interest in education, may be invited to attend.

SECTION 4:  VOTING

1.  A quorum shall be 1/3 of the voting delegates.

2.  Except as provided elsewhere in these bylaws, all matters requiring a vote will be decided by a simple majority of the votes cast (50% + 1).

3.  In the case of a tie vote, the motion will be lost.

4.  Members will vote through their elected/appointed representatives. A representative must be present at a meeting to vote. Voting by proxy will not be permitted.

5.  Voting shall be done by the show of hands with the exception of the election of officers which shall be done by secret ballot.

6.  The Executive position of Chairperson is a non-voting position.

SECTION 5:  ELECTION OF EXECUTIVE OFFICERS

1.  The DPAC Executive shall be elected by the voting representatives of all PACs at the Annual General Meeting in November of each year.

2.  In the event of a vacancy in the Executive during the year, the Council shall elect/appoint the new officer from among the DPAC representatives, who shall hold office until the next election.

3.  Elections shall be conducted by the Nominating Committee chairperson.

4.  All Executive members shall be required to sign a copy of the Code of Ethics, thereby agreeing to adhere to it.

5.  A vote shall be taken to destroy the ballots.

6.  Nomination for the Executive positions of Chairperson, Vice-Chairperson, Secretary and Treasurer are open to all PAC members of schools in School District No. 20.

SECTION 6:  LENGTH OF TERM OF OFFICE

1.  The term of office shall be one year commencing immediately upon election.

2.  No elected member of Council shall hold the same position for more than four consecutive terms.

3.  No person may hold more than one elected Executive position at any one time.

4.  The Past Chairperson shall hold that office for one term.

SECTION 7:  EXECUTIVE OFFICERS

1.  The affairs of the Council must be managed by no less than the Chairperson, Secretary and Treasurer.

2.  The Executive Officers will be as follows:

1. Chairperson
2. Vice-Chairperson
3. Secretary
4. Treasurer
5. District Associate to BCCPAC (appointed from within Council)
6. Past Chairperson

SECTION 8:  DUTIES OF THE OFFICERS

A.     Chairperson

1. shall convene and preside at all membership, special and executive meetings.
2. shall ensure that an agenda is prepared and circulated prior to meetings.
3. shall appoint committees where authorized to do so by the Executive or membership.
4. shall be an ex-officio member to all committees except the Nominating Committee.
5. shall take such actions to achieve the objectives and purpose of the organization.
6. shall be the official spokesperson for the District Parent Advisory Council after consultation with the Executive when possible.
7. shall be one of the financial signing officers.
8. shall ensure that the Vice-Chairperson receives copies of all pertinent information.
9. shall submit an annual report.

B.      Vice-Chairperson

1. shall assume the Chairperson’s responsibilities in his/her absence.
2. shall assist the Chairperson in the performance of his/her duties.
3. shall be current with all Council business.
4. shall be one of the financial signing officers.
5. shall accept extra duties as required.
6. shall submit an annual report.

C.     Secretary

1. shall keep accurate and official minutes of the Council.
2. shall conduct correspondence for the Council.
3. shall distribute minutes to Council members as soon as possible after the last meeting.
4. shall keep an accurate copy of the Constitution and Bylaws and if and when changes are made they shall be done so in red and the copy amended shall be dated and initialled.
5. shall provide copies of the Constitution and Bylaws to each Executive member, all member PACs, BCCPAC and School District No. 20 office.
6. shall make available on request, to any member of the Council, a copy of the Constitution and Bylaws.
7. shall keep and distribute an up-to-date record of PAC executives and representatives.
8. shall be responsible for maintaining files.
9. shall submit an annual report.

D.     Treasurer

1. shall maintain an accurate record of all expenditures of the Council.
2. shall receive all funds for the Council.
3. shall disburse funds authorized by the Executive and/or members.
4. shall give a report of all receipts and expenditures, bank reconciliations and schedule of payables and receivables at all Council meetings.
5. shall be one of the financial signing officers.
6. shall deposit all funds collected on behalf of the Council in an account at a recognized financial institution approved by the executive.
7. shall have the books ready for inspection/audit annually.
8. shall submit an annual financial statement at the Annual General Meeting of the Council.
9. shall ensure that another financial signing officer has access to the books in the event of his/her absence.

E.      District Associate to the BCCPAC

1. shall act as the liaison between the DPAC and the BCCPAC.
2. shall be accountable to the DPAC Executive.
3. shall ensure that BCCPAC information is received by member PACs.
4. shall help identify district parents for BCCPAC committees.
5. shall process BCCPAC forms and applications.
6. shall assist PACs in responding to BCCPAC AGM resolutions.
7. shall submit an annual report.

F.      Past Chairperson

1. shall help smooth transition between Chairpersons.
2. shall assist and advice the Council.
3. shall act as a consultant for the Chairperson.
4. shall submit an annual report.

SECTION 9:  COMMITTEES

1.  Standing and ad-hoc committees shall be formed when necessary.

2.  A Nominating Committee shall be formed two months prior to the Annual General Meeting. The committee shall consist of a past Executive member and two additional members as selected by the Council when possible.

3.  Committees are responsible to the Executive and members.

4.  Members may be appointed annually to committees by the Chairperson (after consultation with the Executive).

5.  Parent representatives for district committees shall be selected from Council delegates or from a list of interested members submitted by PACs.

CODE OF ETHICS

A parent who accepts a position as a DPAC Executive Member:

1.  Upholds the constitution and bylaws, policies and procedures of the DPAC.

2.  Performs his/her duties with honesty and integrity.

3.  Works to ensure the well-being of students is the primary focus of all decisions.

4.  Respects the rights of all individuals.

5.  Takes direction from the members, ensuring representation processes are in place.

6.  Encourages and supports parents and students with individual concerns to act on their own behalf and provides information on the process for taking forward concerns.

7.  Works to ensure that issues are resolved through due process.

8.  Strives to be informed and only passes on information hat is reliable.

9.  Supports public education.

Statement of Understanding

I, the undersigned, in accepting the position of             on the Executive, have read, understood and agree to abide by the Code of Ethics set out in this document. I also agree to participate in the dispute resolution process that has been agreed to by the electing body, should there be any concerns about my work.

Name of Executive Member: _________________________________________________________________________________

Signature: _________________________________________________________________________________________________

Date: ________________________________________          Phone Number: _________________________________________

CONFLICT OF INTEREST AND PERCEIVED BIAS

DEFINITIONS

Conflict of Interest refers to a situation in which an individual or his/her immediate family could benefit monetarily from a decision of the DPAC which that individual can influence or vote upon.

Perception of Bias refers to a situation which may exist if an individual who represents the DPAC to an external organization or to the general public is also an employee or elected official of School District No. 20. There may be a perception that he or she is not speaking solely in the interest of parents and this may diminish the power of what is said.

POLICY

A.     Conflict of Interest

        That individuals refrain from discussing, influencing and voting upon any matter before the DPAC in which they or their families have a pecuniary interest.

B.      Perceived Bias

        That the voice of the DPAC must clearly be, and must be perceived to be, that of the parents of School District No. 20.

        That individuals who may be in a situation of “perceived bias” by virtue of another role they hold in the educational system avoid functions within DPAC which involve representation to external organizations and to the general public.

C.     Concerns

        That members who have concerns regarding conflict of interest and perceived bias refer those to the Executive.

D.     Dispute Resolution Process

        In the event of a dispute the parties will agree to meet with three individuals who are not involved or biased, as appointed by the executive, to resolve the issue.