Constitution and By-Laws 2025-2026

CONSTITUTION AND BY-LAWS 2025-2026

Wendat Village Public School 99 Reeves Way Blvd., Stouffville L4A 0J8

This is the operational constitution and/or By-law of Wendat Village Public School. The members of the school council shall be responsible for maintaining the constitution.

ARTICLE 1: NAME & ADDRESS                                                                             1

ARTICLE 2: MISSION STATEMENT                                                                       1

ARTICLE 3: PURPOSEAND OBJECTIVES                                                           1

ARTICLE 4: PROCEDURES AND OPERATING GUIDELINES                                1

ARTICLE 5: NORMS OF BEHAVIOUR AND PRACTICE                                        1

ARTICLE 6: MEMBERSHIP                                                                                 2

ARTICLE 7: ELECTIONS &VOTING                                                                     3

ARTICLE 8: EXECUTIVE/OFFICERS                                                                   5

ARTICLE 9: SUB-COMMITTEES                                                                        6

ARTICLE 10: MEETINGS                                                                                    6

ARTICLE 11: FINANCES                                                                                      8

ARTICLE 12: FUNDRAISING                                                                                8

ARTICLE 13: AGENDASAND MINUTES                                                               9

ARTICLE 14: ANNUAL REPORT                                                                          9

ARTICLE 15: INCORPORATION                                                                           9

ARTICLE 16: CONSTITUTIONAL AMENDMENTS                                               9

APPENDIX A: CODE OF ETHICS                                                                        10

Last edited: 2026-02-25

APPENDIX B: SCHOOL COUNCILMEMBERSHIP                                              11

ARTICLE 1: NAME & ADDRESS

Wendat Village Public School 99 Reeves Way Blvd Stouffville, Ontario

L4A 0J8

(905) 642 8095, FAX: (905) 640 9690

ARTICLE 2: MISSION STATEMENT

Our mission as the school council at Wendat Village Public School is to support a safe and inclusive environment that fosters student academic and social achievements, and their overall well-being, while building collaborative partnerships among students, staff, families, and community, and increasing a shared sense of accountability for public education.

ARTICLE 3: PURPOSE AND OBJECTIVES

The purpose and objectives of our school council include but are not limited to:

1. Fostering and encouraging effective parental/guardian/family involvement in the education and well-being of the students of Wendat;
2. Providing a means for regular communication and dialogue between all partners in education;
3. Participating in the School Improvement Process;
4. Creating and implementing fundraising initiatives to support the school in providing students with opportunities to enhance their academic, social and mental well-being.
5. Providing input into decisions made by the school administration, the Board, and the Ministry.

6. Assist in coordinating the services for school, family, and community partnerships related to social, health, safety, recreational and nutrition programs that assist in the education of children.

ARTICLE 4: PROCEDURES AND OPERATING GUIDELINES

The operational procedures of this Council are outlined in the Board’s school council policy and procedure (available here), in addition to the School Council Handbook (available here). All recommendations and activities of the Council shall comply with Ministry of Education Acts, York Region District School Board Policies and Procedures, and relevant Staff Collective Agreements.

ARTICLE 5: NORMS OF BEHAVIOUR AND PRACTICE

The School shall develop norms of behaviour at meetings on an annual basis through discussion, activity, and consensus:

• Agenda set by members and circulated in advance
  • Meetings begin and end on time
  • Consensus decision-making
  • All speakers and opinions are respected
  • Individual students, parents/guardians/families, and staff are not discussed
  • Be open-minded, inclusive, and objective

• Refer parent/guardian/family or student issues to the teacher or school principal

ARTICLE 6: MEMBERSHIP

The School Council of Wendat Village Public School is comprised elected parent/guardian/family representatives. All members of the school council are accountable to the school community they represent and shall:

• Maintain a school-wide perspective on issues
  • Regularly attend school council meetings
  • Participate in information-sharing and training programs when available
  • Act as a communication link between the Council and the school community
  • Encourage the participation of parents/guardians/families and other people in the school community
  • Participate on Sub-Committees and assist with tasks of the Council as required

The majority of members of the Council shall be parents/guardians/families of students enrolled in at Wendat Village Public School in the year in which they are members, as well as the School Principal and a Teacher representative:

1. Parent/Guardian/Family Representatives

Any parent/guardian/family with a child enrolled in the school are eligible:

• For election to school council;
  • For acclamation to a position on the school council when the number of candidates is equal to, or less than the number of parent(s)/guardian(s/family(s)) member positions on the council;
  • To be appointed to the school council if additional vacancies exist.

2. The School Principal

The school Principal shall be a designated member.

3. Teacher Representative(s)

The teacher representative is a member of the school council. This representative must be employed at the school and is elected by teachers employed at the school. There may be up to a maximum of three representatives, with an endeavour to represent each division.

Additional members can include:

4. Student Representative

The student representative is a member of the school council and will be:

• Named by the student council in secondary schools;
  • Appointed by the school principal after consulting with the school council, where applicable, in elementary schools.

5. Community Representative

The community representative may be:

• Appointed by school council members;
  • The representative cannot be employed at the school as a member of a bargaining unit, an administrator, or a manager;

• If the individual is employed as a member of a bargaining unit, an administrator or a manager elsewhere in the Board, they must inform other members of the council of this before the appointment.

6. Support Staff Representative

The support staff member representative is a member of the school council. This representative must be:

• Employed at the school;
  • Not be the school principal or vice-principal; and
  • Elected by support staff members employed at the school.

ARTICLE 7: ELECTIONS & VOTING

1. Election Notice

   • Public notice of the annual elections and nomination forms shall be given to the school community at least fourteen (14) days before the date of the election.
     • Notice of the annual election shall include date, time, and location of the election.
     • Written notice (paper and/or electronic) shall be given to all parents/guardians/families of registered students at Wendat Village Public School.

2. Election Procedure for parent/guardian/family Representatives

   • Nomination:
     • Each parent/guardian/family seeking election must:
       • Be nominated or self-nominated in writing
         • Have a child registered for that school year at Wendat Village Public School
         • Declare if they are employed by the Board

       • Parent/guardian/family election shall be by acclamation when the number of candidates is equal to, or less than the number of parent(s)/guardian(s)/family(s) member positions on the council

       • If the number of candidates exceeds the number of spots, an election must take place (see Section e)

       • An election Committee of the Council and the School Principal shall:

         • Ensure nomination forms are provided to all parents/guardians/families (as in through the opening day Book of Forms)
         • Ensure the school community is notified of election date/date/location, at least fourteen (14) days in advance of election
         • Ensure the election takes place within the first thirty (30) calendar days of the school year

   • Voting

     • The election for Council representatives will occur at the first Council meeting of the year.
     • Each individual parent/guardian/family of a student enrolled at Wendat Village Public School may cast a ballot for each vacant parent/guardian/family representative position on the Council
     • When the number of candidates exceeds the number of positions, a single ballot shall be prepared containing the names of all candidates. This list shall be distributed to all parent/guardian/family at the opening voting meeting.

• Voting for the Council spots shall occur by parents/guardians/families selecting names on the ballot at the time of election
  • The election shall be conducted by secret ballot
    • Counting is conducted by a non-voting attendee (administration, non-member staff, etc.)

3. Reporting

   • Only release the names of successful candidates to the school community, AFTER the candidates have been informed of their success or lack thereof in being elected.

4. Term of Office

   • All positions on the School Council are for a term of one (1) year.
     • Elected members may seek additional terms of office.

5. Vacancies

   • A vacancy in the membership of the Council—even a vacancy of an officer of the Council—does not prevent the Council from functioning.
     • In the event of an officer position becoming vacant, the position must be decided by way of an election, by secret ballot, of all voting members of the Council.
     • Should an elected parent/guardian/family council position become vacant before the next election, the council shall fill the vacancy by appointment from the non-elected candidates from the previous election.
     • If none of the previous candidates remain interested in becoming a council member, the council may request that interested parents/guardians/families from the school community submit their names for consideration. The council shall then appoint one of those who indicate an interest.
     • When a vacant spot on council is filled, the new member’s term shall expire at the time of the next election.

6. Removal due to lack of attendance

   • A Member who misses three (3) Council meetings may be removed from Council and replaced according to the process in Article 7.6 (above).

7. Voting on motions

   • All voting on motions will occur at Council meetings.
     • Decisions of the Council are best decided through consensus, when voting is necessary.
     • Each member of the Council (excluding the School Principal/Vice Principal—but including the Teacher, Support Staff, Community, and Student representatives) is entitled to one vote.
     • Voting may take place on motions via a show of hands, unless a written vote is called for.
     • Each member of a Committee is entitled to one vote on all decisions of the Committee.
     • In order for a motion to carry, a quorum of 50% + 1 of voting members must be present.

8. Remuneration

   • A person shall not receive any remuneration for serving as an officer or member of a school council.
     • Reimbursement for expenses incurred as members or officers of the Council shall be in accordance with relevant procedures established by the Board.

ARTICLE 8: EXECUTIVE/OFFICERS

1. Eligibility

   • All parent/guardian/family representatives on the school council should be eligible for executive positions regardless of previous experience.

     • At the next meeting AFTER the election/acclamation of members, the Council representatives shall elect a Chair or two Co-Chairs, in addition to other executive positions:

       • Candidates for the position of chair/co-chair must be parent/guardian/family members and not employed by the Board.

       • All voting must be conducted by secret ballot.

       • In voting for co-chairs, the “list ballot”, described in Article VII of the School Council Handbook, shall be used, with voters selecting two names from the list.

     • Other officers who may be elected or appointed by the Council include (but are not limited to): Communications Officer, Treasurer, Secretary/Minute Taker, Fundraising Committee Chair, and Active School Travel Committee Chair. More than one person can fill these positions, such as with co-chairs, as agreed upon when the election takes place.

2. Responsibilities

   • Chair/Co-Chairs shall carry out the following tasks in accordance with the Board’s school council policy and procedures:
3. Call a minimum of four (4) meetings per year in consultation with the School Principal;
4. Consult with Council representatives prior to scheduled meetings regarding topics under consideration;
5. Ensure that all fundraising activities, management of the proceeds of fundraising, and all expenditures are in accordance with Board School Fundraising and Administration of School Generated Funds policy and procedure;
6. Establish agendas for Council meetings with School Principal (including current financial statements for review at meetings);
7. Share agenda with Council members by the end of the school day prior to the scheduled meeting;
8. Chair Council meetings following the agenda;
9. Ensure minutes of meetings are duly recorded;
10. Communicate on an ongoing basis with school administration;
11. Communicate with trustee, Board staff as required;
12. Assist and act on behalf of the other co-chair; and
13. Ensure the Council Constitution is reviewed regularly.

14. Provide the Annual School Council Report (ASCR) and a year-end summary on the school council’s activities, including what funds were collected and how they were allocated. (See Article 14)

• Communications Officer may carry out the following tasks:

1. Collect school council mail and communicates with Chair/Co-Chair;
2. Photocopies and distributes necessary information; and

3. Updates Council page on School Blog.

    

• Treasurer may carry out the following tasks:

1. Manage Council finances as outlined in Article 11; and
2. Present written financial reports and statements, including those required for each school council meeting.
3. Assist in the financial summary for fundraising for the ASCR.

• Secretary/Minute Taker may carry out the following tasks:

1. Conduct formal attendance and record the same in an official record;
2. Take notes during meetings, including topics under discussion, motions, and all decisions rendered; and
3. Prepare written minutes for inclusion in the Council record and distribution to Council members.

• Fundraising Officer may carry out the following tasks (see also Article 12):

1. Chair fundraising Sub-Committee;
2. Oversee all fundraising efforts of the Council;
3. Identify fundraising targets and purpose for fundraising initiatives; and
4. Deposit funds promptly with the School Budget Secretary.

ARTICLE 9: SUB-COMMITTEES

1. Establishment

   • Sub-Committees may be formed to conduct more detailed or in-depth work than is possible during Council meetings, in order to make recommendations to Council and to keep Council informed of issues and developments in particular areas.

     • Sub-Committees may include, but are not limited to: fundraising, events, elections, volunteering, maintaining the constitution, health and safety, capital improvements. (Please see Article 12 for Fundraising)

     • Each sub-committee shall appoint its own Chair or Co-Chairs.

2. Sub-Committee membership

   • Each sub-committee shall include at least one parent/guardian/family member of Council or an individual appointed by Council.
     • Persons who are not members of Council may be members of a Sub-Committee.

3. Reports

   • Sub-Committee Chairs or designates shall present a report to Council while the Sub-Committee is active.
     • The brief reports shall outline the matters decided by the Sub-Committee and are not a forum for discussion by the Council on the whole.

ARTICLE 10: MEETINGS

1. Timetable of Meetings

1. On the second meeting of the school year—following the Election meeting—a calendar of Meetings for the year shall be established in consultation with the School Principal.
   1. Council shall meet a minimum of four (4) times throughout the school year.
      1. Established dates and times shall be shared with the school community via paper and/or electronic communication. Communication regarding the date, time, and place of each meeting must be shared with the community 14 days prior to the meetings.
      2. It is recognized these dates may change at any time.

      3. All meetings shall be open to the public (in the school community), including via virtual attendance.

2. Quorum

   1. A meeting will have a quorum if a majority (50% plus one) of Council members are present, and the majority of those present are parents/guardians/families.
      1. A meeting may be held in the absence of a quorum, but all voting must be deferred to a later date.
      2. In the absence of a Chair or Co-Chair, another Officer of the Council may chair in their stead.

3. Decision-Making

   1. Wendat Village Public School Council employs a majority decision-making model.
      1. In order for motions to carry, Council must first establish quorum and then the majority vote rules.
      2. At any point, a Member may call for a ballot vote on a motion under discussion.

4. Conflict of Interest

   1. Any time the school council does business with the potential for monetary gain/loss with any person, agency, or company, and a member of the school council has a personal or vested interest in any way with that particular person, agency, or company, that member shall declare a conflict of interest.

      1. If any individual Council Member perceives themselves to be in conflict of interest, they are required to declare their conflict at the outset of the relevant discussions at the time of the meeting, and the minutes are to reflect this declaration.

      2. Council members are not to receive any remuneration for their work as members of the Council.

5. Conflict Resolution

   1. The Council will undertake to resolve all internal conflict within its mandate in a timely manner.
      1. Every school council member will be given an opportunity to express concern or opinion about the issue at dispute and how the dispute has affected them.
      2. Speakers to an issue will maintain a calm and respectful tone at all times.
      3. Speakers will be allowed to speak without interruption.

      4. It is the chair’s responsibility is to clarify the statements made by all speakers, to identify common ground among the points of view raised, and to set out the joint interests of all members.

      5. If no common ground can be identified, the chair will seek to clarify preferences among all members before proceeding further.

2. If all attempts at resolving the conflict have been exhausted without success, the chair shall request the intervention of a superintendent or other senior administrator to facilitate a resolution to the conflict.

ARTICLE 11: FINANCES

1. Allocation (Budgeting)

   • The annual budget should be prepared by the Treasurer, in consultation with the Fundraising Officer. It should be presented, reviewed, and approved by prior year’s Council, before the start of the next school year.
     • Any unforeseen changes to the annual budget should be presented for review and approval at the next scheduled Council meeting.

2. Expenditures

   • Expenditures for events/activities wholly or partially funded by the Council are to be presented in budget form for approval by the Council in October for the current school year.
     • Additional expenditures may be added as needed throughout the school year, but can only be approved by a vote from voting Council members, as per Article 7.8.
     • All fundraising activities must be in accordance with the Board’s School Fundraising and Administration of School Generated Funds policy and procedure (#676.0.).

3. Disbursement (Expenses)

   • All expenses should be school related and at a reasonable cost.

     • All non-budgeted items require Council approval.

     • All expenses incurred should be supported with original receipts. Cheque requisition and payment are arranged through the school office, and made available to the Treasurer on request.

4. Receipts (Proceeds)

   • All cash receipts should be handled, collected, counted, and totaled in the presence of at least two (2) Council members or volunteers.

     • Receipts should be deposited promptly by the school or stored in the school safe and recorded accurately.

     • As Per the Board’s School Fundraising and Administration of School Generated Funds policy and procedure, the school is to have one school-generated funds account through with all school-generated funds flow, the allocation of said funds being under the responsibility of the School Principal.

ARTICLE 12: FUNDRAISING

Fundraising must take place in accordance with School Fundraising and Administration of School Generated Funds policy and procedure (available here). All individuals in charge of fundraising activities/events must disclose to Council any financial relationship, benefit, or reward of any kind offered or received as a result of the affiliation with an outside organization.

1. Fundraising for Sub-Committees

Any fundraising conduction by a Sub-Committee must be approved by the fundraising Officer and must be monitored by the Fundraising Committee.

ARTICLE 13: AGENDAS AND MINUTES

Agendas

• Agendas shall be printed for each meeting.
  • Agenda items should be submitted to the chair one week prior to the council’s next meeting.
    • The chair/co-chairs co-develop the agenda with the school principal prior to the meeting, which will be forwarded to school council members and the school community by the end of the school day prior to the meeting.

Minutes

• Minutes that are translatable/accessible should be written up and distributed to committee members in draft format within two weeks of the meeting and kept in the office for anyone to see.

  • The minutes shall include motions, decisions, and actions to be taken (see Appendix D of theSchool Council Handbook).

    • Minutes shall be made accessible on the school’s website or sent via email to all parental/guardian/family members and remain accessible for up to seven (7) years.

ARTICLE 14: ANNUAL REPORT

• The school council shall submit a written report on its achievements to the school principal and to the York Region District School Board following the established guidelines for such a report that includes fundraising activities, must be submitted to the school principal and the Board. The annual report template will be available on the Board website in the spring of each year.
  • The Annual School Council Report and a year-end summary of the school council’s activities and funds collected and allocated must be made available and shared with the school community, including making the report available (via distribution, public display, or electronic posting) to all parents/guardians/families and students enrolled in the school.

ARTICLE 15: INCORPORATION

The school council shall not be incorporated.

ARTICLE 16: CONSTITUTIONAL AMENDMENTS

• The school council shall review the constitution every year via a sub-committee of the Council and bring proposed amendments to the Council for approval.
• Amendments should include opportunities for members of the school community to provide input.
• Amendments shall be presented to the Council as motions for approval at a regularly scheduled meeting.
• Changes may be introduced at one meeting and decisions/voting on the recommended changes at the next meeting.
• Constitutional amendments require a 2/3 majority to be passed.

APPENDIX A: CODE OF ETHICS

The following code of ethics, derived from Ministry guidelines, privacy and legal consultations made by the Board, http://www.edu.gov.on.ca/eng/general/elemsec/council/council02.pdf, may be used by school councils in an attempt to outline expectations for members and as a guideline for behaviour.

1. A member shall consider the best interests of all students.

2. A member shall be guided by the school and the Board’s mission, vision, and values.

3. A member shall act within the limits of the roles and responsibilities of a school council, as identified in the Education Act, its regulations, and the applicable constitution and/or by-law(s) and procedures.

4. A member shall become familiar with the school’s policies and operating practices and act in accordance with them.

5. A member shall maintain the highest standards of integrity.

6. A member shall recognize and respect the personal integrity of each member of the school community.
7. A member shall conduct themselves in accordance with the Board’s Equity and Inclusive Education policy and procedure.
8. A member shall treat all other members with respect and allow for diverse opinions to be shared without interruption.
9. A member shall encourage a positive environment in which individual contributions are encouraged and valued.
10. A member shall acknowledge democratic principles and accept the consensus of the council.
11. A member shall respect the confidential nature of some school business and respect limitations this may place on the operation of the school council. and l not disclose confidential information.

12. A member shall act in accordance with relevant laws, including Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), and relevant Board policies and procedures.

13. A member shall advise the school principal immediately if the member believes that there may have been a privacy breach.

14. A member shall abide by applicable laws and policies with respect to access, use or disclosure of Board data and information.

15. A member shall limit discussions at school council meetings to matters of concern to the school community as a whole.

16. A member shall use established communication channels when questions or concerns arise.
17. A member shall promote high standards of ethical practice within the school community.
18. A member shall declare any conflict of interest.
19. A member shall not accept any payment or benefit financially through school council involvement

APPENDIX B: SCHOOL COUNCIL MEMBERSHIP 2025-2026

2024-2025