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HomeMy WebLinkAbout12b PIC 09 November 2011 Minutes Public and Appdx A REPORT NO. 5, PARENT INVOLVEMENT COMMITTEE TO: Board DATE: 9 November 2011 A meeting of the Parent Involvement Committee was held commencing at 6:00 p.m. in the Trustee Committee Room, 133 Greenbank Road, Ottawa, Ontario with Anne Teutsch in the chair and the following in attendance: VOTING MEMBERS: Jennifer Adams, Director of Education and Secretary of the Board) Cathy Curry, Trustee Katie Holtzhauer, Trustee Carrie Eaton, OCASC Representative Chris Ellis, SEAC Representative Nimet Mawji, CCEE Representative OBSERVERS: Lillian Thomsen and Nadine Clarke, Ottawa-Carleton Assembly of School Councils STAFF: Michèle Giroux, Executive Officer, Corporate Services Paula Marble, Policy Analyst Bruce Fraser, Board/Committee Coordinator 1. Call to Order Chair Teutsch called the meeting to order at 6:00 p.m. and introductions were made around the table. 2. Approval of Agenda Moved by Chair Teutsch, THAT the agenda be approved. - Carried - 3. There was no report from the chair. 4. Approval of Minutes from 6 October 2011 During discussion of the minutes of 6 October 2011, the following request for revision was noted: arrie The Committee approved the minutes dated 6 October 2011, as amended. In response to a query by Trustee Curry regarding the details of the membership criteria discussion, Chair Teutsch advised that the Ottawa Community Immigrant Services Organization (OCISCO) and the Community Council for Ethnocultural Equity (CCEE) representatives had Parent Involvement Committee - 1 - 9 November 2011 expressed concern that the perspective of organizations would be lost should membership on the PIC be restricted to individual parents. Executive Officer Giroux noted that the issue was raised at the end of the discussion; staff took the comments under advisement and revised the section. Executive Officer Giroux confirmed that the version of the By-laws included with the agenda material had not been reviewed 5. Approval of Parent Involvement Committee By-laws The Committee had before it report 11-200 seeking approval of the By-laws that will govern the Parent Involvement Committee. Chair Teutsch noted that the Committee would continue its review of the draft By-laws and drew attention to an email from Chris Ellis, circulated earlier in the day, which contained comments and proposed changes to the draft By-laws. Executive Officer Giroux highlighted the revisions incorporated into the draft By-laws to date. The Committee reviewed the draft By-laws and the following comments and revisions were noted: Purpose: § 2.0 and § 2.1 reflect wording from the Regulation 330/10 School Councils and Parent Involvement Committee; § 2.1 reference to OCDSB school councils, OCDSB is superfluous; and The entire section will be reviewed for consistency of wording. Chris Ellis noted his proposed revision to § 2.1 to to support, encourage, and enhance meaningful parental engagement at the board level, within schools, and across the district, including, outreach to parents who find involvement more challenging due to language, recent immigration, poverty, newness to the system, or other factors in order to improve student achievement and well-being. Executive Officer Giroux advised that her notes indicate that the Committee had agreed to leave the existing wording in the mandate of the Committee per Regulation 330/10. She also noted that at the Strategic Planning and Priorities Committee meeting there was discussion regarding what the PIC should include in its By-laws versus what the Board should include in the PIC policy. Trustee Curry expressed the view that the most difficult stakeholders to engage are working parents who must balance work, travel, home and school, who therefore have little time to become involved with the District at a committee level. She noted that, while the objective is to engage all of -up, capturing an effective strategy in the By-laws to accomplish that, will be challenging. She submitted that naming some groups, while excluding others, could give the impression that those included are given a higher priority. Committee members generally agreed that if groups are included they should be reflective of a broader representation across the district, such as parents experiencing systemic barriers, but there was no consensus on how that could be reflected in the By-laws. Executive Officer Giroux suggested that the extent of engagement could be a policy, rather than a By-law issue, and as such would fall under the purview of the Board rather than the Committee. Executive Officer Giroux agreed that staff would try to develop appropriate wording. In response to request for clarification of the reference to ing through the Parent Involvement Committee - 2 - 9 November 2011 that the phrase is included in Regulation 330/10 and, as the PIC is an advisory committee to the Board, a Board policy will be required. The PIC will use the same reporting methods as other advisory committees to the Board such as the Special Education Advisory Committee and the Community Council on Ethnocultural Equity (CCEE). Nimet Mawji noted that CCEE will be be restricted to only parents. Membership: Chris Ellis proposed a revision to revise § 3.1b) Up to three Community Representatives to § 3.1b) T He expressed concern that including would not require the Committee to have any community representatives. Mr. Ellis added that the deleted § 7.0 should be reinstated, to ensure the Committee can continue to function with vacancies. Trustee Curry noted that deciding on a finite number of community representatives could increase parent representation on the Committee. Executive Officer Giroux noted that staff has options such as including CCEE as a community representative and whether community representatives must be parents. Trustee Curry submitted that, as CCEE is a diverse group a number of representatives, individual members could rotate through the position should the organization be made a community representative. In response to a comment by Lillian Thomsen that daycare operators could also be included as community representatives, Executive Officer Giroux agreed that the Committee can define the list of community representatives but noted that the number of community representatives is limited to three by Regulation 330/10. Chris Ellis reiterated his concern that the present language could result in no community representation. A straw vote was held and the Committee agreed that the section be revised to Executive Officer Giroux advised that a proposed revision to § 3.4 was not required as the reference to requiring the Trustee member, or designate, to hold a meeting in § 9.4c) was inadvertently deleted and would be reinstated. Membership Criteria: Trustee Curry expressed the view that it would be difficult for all members to be able to represent the views of a wide variety of parents and expressed the view that some associations have more representation opportunities to the Board through their membership positions on OCASC and other committees such as SEAC. She submitted that it would be preferable to have ten parent representatives in order to provide opportunities to individual parents and to those who represent other organizations. Nimet Mawji reiterated her earlier comment that CCEE membership will not be restricted to only parents as its objective is to encourage community participation. She submitted that CCEE should be included as a community representative. Chair Teutsch asked whether a parent member, who is a member of CCEE, would be representing the organization or themselves and is it of concern to the Committee. Lillian Parent Involvement Committee - 3 - 9 November 2011 Thomsen expressed the view that the membership sub-committee would have the responsibility to make effective choices and that most people will bring a personal and organizational agenda to meetings. She submitted that the Committee should not lock itself into a specific composition. Chris Ellis expressed support for the current membership criteria as it provides five positions to be filled by people who are not necessarily attached to an organization and five providing viewpoints. Trustee Curry suggested that the membership include eight parent members and two representatives from OCASC and this membership be piloted for a one-year period. CCEE and OCISCO could be considered as community representatives. Carrie Eaton agreed with retaining two representatives from OCASC as members but expressed concern that OCASC could be exposed to criticism due to overrepresentation. The Committee agreed to revising § 4.0 as follows: 4.0 All members are expected to have a strong interest in and commitment to public education, student achievement and well-being and be able to represent the views of a wide variety of parents. (a) Eight (8) Parent Members shall be selected based on their knowledge, skills and experience in one or more of the following areas: (i) public education; (ii) community engagement; (iii) equity and inclusion strategies; and (iv) public policy and/or communications. (b) Two (2) Parent Members shall be appointed as representatives from the following groups/organizations: (i) Two (2) Parent Members named by the Ottawa Carleton Assembly of School Council (OCASC); one (1) of who may be the Chair or Vice-Chair of the OCASC. The Committee agreed to a recommendation by Executive Officer Giroux that the following section be added: § 4.2 The Committee may invite representatives of District committees, including but not limited to: Standing Committees (e.g. Human Resources, Education, Business, Strategic Planning and Priorities Committee), Statutory Committees (e.g.: SEAC, Audit and SALEP) or Advisory Committees (e.g., Arts Advisory) to attend meetings (as necessary) to provide expertise on those particular topics or issues related to the work of the Statutory, Standing or Advisory Committee. In response to a query by Chris Ellis regarding the addition of a criterion that a member of the Committee would have experience in education for students with special needs, Executive Officer Giroux indicated that it could be included in the skills matrix. Trustee Holtzhauer submitted that those skills would come forward through parents who are members of other organizations such as SEAC. Mr. Ellis expressed the view that the By-laws should compel the Membership Sub- Committee to consider special education knowledge as a factor and noted that the mandate of the PIC is to engage parents in support of student achievement while SEAC makes recommendations with respect to special education program and service delivery. He submitted that, while there is some overlap of the mandates of the two committees, not including the perspective of parents of children with special needs on the PIC would be a disservice to many parents. Nimet Mawji suggested that CCEE could provide that representative if SEAC became engaged with CCEE. Parent Involvement Committee - 4 - 9 November 2011 Trustee Curry expressed the view that, should the PIC feel that the viewpoint of special education parents has not been provided on a particular issue, it could recommend SEAC be approached for feedback. In response to a suggestion by Nimet Mawji, that the criteria for membership could to provide the perspective of diverse communities not already represented, Executive Officer Giroux noted that the statement would not provide clarity to applicants as to what criteria would be used. Trustee Holtzhauer indicated the importance of providing candidates with a list of criteria to be used for assessment. Nimet Mawji expressed the view that criteria could be included on the application form rather than in the By-laws. -Committee in § 6.6d) and § 6.6e). In response to comments regarding the inclusion of an abridged list of perspectives of diverse communities in § 6.6d), Paula Marble noted that the list was taken directly from the comprehensive definition of diversity included in policy P.098.CUR: Equity and Inclusive Education. Discussion ensued regarding contradictions in Regulation 330/10 with respect to terms of office for the Committee as well as complications due to the terms of office for the OCASC Chair. express their interest in a one or two year term. Appointments: It was agreed that § 6.1 would be revised to read, The Membership Sub-Committee shall annually post a notice inviting applications for appointment to the position of Parent Member. Appointments of Members § 6.6iv) to address the re-engagement of parents in those areas. In response to a query regarding § 6.6 12) Executive Officer Giroux advised that a consecutive terms limitation for the Vice-Chair will be reviewed later as Regulation 330/10 appears to be contradictory and only refers to the Chair. The omission of the Vice-Chair at this time provides a degree of flexibility to the Committee. Chris Ellis recommended that clarification of the term of appointment dates in the case of a vacancy (§7.3) be included. Executive Officer Giroux agreed to include clarification that a vacancy term would run until the expiration of the original term. The Committee discussed the following sections and agreed that the identified areas would be revised as noted below: 8.2 The Chair shall: (a) Act as a spokesperson for the Committee in communicating with the Director of Education, the Board and the public; and (b) Ensure that notice of each meeting is provided to all members of the committee. Parent Involvement Committee - 5 - 9 November 2011 9.1All meetings of the Committee will be open to the public, except in accordance with § 207 of the Education Act, and be held at a location that is accessible to the public. Chris Ellis questioned the need for the inclusion of an in camera meeting provision. 9.3 The chair of the Committee will ensure that Notice of each meeting shall be deemed to have been provided to all members of the Committee at least five days before the meeting by delivering a notice to each member by e-mail or regular mail (notice by regular mail is provided five days before the meeting if it is mailed five days before the meeting); telephone call; and posting a notice on the In response to a suggestion by Chris Ellis, that a phone call could be used to provide notice to members about an upcoming meeting, some Committee members expressed concern with the lack of confirmation of receipt. Executive Officer Giroux advised that the key is to provide notice through the District website and then add other options. It was agreed that by telephone should be added to §9.3. 9.4 A meeting of the Committee cannot be held unless: (a) a majority of the members present at the meeting are Parent Members; and (b) the Director of Education, or designate, is present. (c) the Trustee, or designate, is present. (to be reinstated). Chris Ellis expressed the view that a minimum of five Parent Members should be required in order for a meeting to be held. It was agreed that quorum requirements would be reviewed at a future meeting. Sub Committees 10.0 The Committee may, as it deems necessary, create sub-committees to make recommendations to the Committee. The sub-committees must include at least one Parent Member of the Committee and may include non-members. Professional Conduct It was agreed that § 11.2 will be revised to clarify the reference to discussion with respect to personal information relating to parents/guardians, students, school boards/trustees, or other personnel or council members. Minutes and Records § 12.1 would be revised to reflect the specifics of storage location(s); and § 12.4 would use the current wording but acceptable expenses would be clarified in the policy. Executive Officer Giroux noted that there has been some concern expressed by trustees regarding public consultation for these By-laws and recommended that the Committee approve the By-laws, solicit feedback with respect to the final version and agree to review and consider further revisions based on the comments received. Parent Involvement Committee - 6 - 9 November 2011 At the request of Carrie Eaton, separate votes were held on each part of the following recommendation and parts A, B and C were carried. A. THAT the By-laws and Standing Rules for the Parent Involvement Committee (attached as Appendix A), as amended, be approved; B. THAT these By-laws be circulated to the parent community for consultation requesting feedback by 16 December 2012 for consideration of the input received; and C. THAT the Committee agrees to review the consultation feedback and consider revisions to these By-laws at its meeting of 10 January 2012. - Carried - 7. Update on Recent Initiatives/News, Innovations, Reports: a) Parents Reaching Out (PRO) PRO Grant and School Council Handbook Executive Officer Giroux advised that a portion of the Parents Reaching Out (PRO) grant and cheques have been mailed out to the school councils. She also advised that the School Council Handbook had been distributed. b) CHEO Connects in Partnership with the OCDSB-PIC Executive Officer Giroux advised that the District has collaborated with CHEO to arrange a series of public presentations. An extra session was added to the Series in response to questions and concerns regarding student mental health and bullying in schools. In addition, as part of the Safe Schools initiative an information session featuring Psychologist Maggie Mamen will be held at Longfields-Davidson Heights Secondary School on 15 November 2011. Staff will undertake follow-up communication with members of the audience. d. People for Education Conference Update The People for Education Conference was held on 5 November and 6 November at York University. The conference was attended by parents, members of school councils, teachers, school board and ministry staff to hear a wide range of presenters including Minister of Education, Laurel Broten. 8. New Business There was no new business. 9. Adjournment The meeting was adjourned at 8:12 p.m. Anne Teutsch Chair, Parent Involvement Committee Parent Involvement Committee - 7 - 9 November 2011 BY-LAWS AND STANDING RULES PARENT INVOLVEMENT COMMITTEE BEING the rules governing the establishment and composition of the Ottawa-Carleton District School Board (OCDSB) Parent Involvement Committee under the Regulation 330/10 School Councils and Parent Involvement Committee of the Education Act of Ontario, which rules shall apply to the structure and proceedings of the Parent Involvement Committee (PIC), henceforth known as the Committee, from 1 October 2011, unless or until amended by resolution of the Committee. INTERPRETATION In these by-laws and standing rules: Community Representative means a resident of the City of Ottawa who has an interest in supporting public education and who has been appointed to the Committee; Director means the Director of Education/Secretary of the Board and Chief Executive Officer of the OCDSB; District means the Ottawa-Carleton District School Board; Parent means a parent/guardian of a pupil who is enrolled in a school of the OCDSB; and Parent Member means a Parent who is appointed to serve on the committee for a specified term. MANDATE 1.0 The mandate of the Committee is to support, encourage and enhance parent engagement at the District level in order to improve student achievement and well-being. PURPOSE 2.0 The Committee will achieve its purpose by: (a) providing information, advice and recommendations on parent engagement to the Board of Trustees; (b) communicating with and supporting school councils; and (c) undertaking activities and working with partners and agencies to help parents of 2.1 The Committee shall: (a) develop strategies and initiatives that the Board of Trustees and the Director of Education could use to effectively communicate with parents and to effectively engage parents in improving student achievement and well-being; (b) advise the Board of Trustees and the Director of Education on the use of strategies and initiatives, as referred to above, that could support engaging parents and improve student achievement and well-being; (c) communicate information from the Ontario Ministry of Education to school councils and to parents of pupils of the District; (d) work with school councils and parents of students of the OCDSB and may work with partner agencies and, through the Director of Education, with employees of the District to: (i) share effective practices to help engage parents, especially parents who arning; (ii) identify and reduce barriers to parent engagement; (iii) help ensure that OCDSB schools create a welcoming environment for parents of its pupils; and (iv) develop skills and acquire knowledge that will assist the Committee and school councils of the District with their work. (e) determine, in consultation with the Director of Education and in keeping with the Education Act for parent involvement, is to be used. 2.2 The Committee may solicit and take into consideration the advice of parents of pupils enrolled in schools of the District with regard to matters under consideration by the Committee. MEMBERSHIP 3.0 The Committee shall be comprised of up to 18 members, a majority of whom shall be Parent Members, including: (a) Thirteen (13) voting members; and (b) up to five (5) non-voting members. 3.1 Voting members shall include: (a) Ten (10) Parent Members; and (b) Three (3) Community Representatives. 3.2 Non-voting members shall include: (a) the Director of Education or designate; and (b) One (1) trustee appointed by the Board of Trustees. Non-voting members may include: (a) One (1) elementary or secondary principal or vice-principal; (b) One (1) elementary or secondary teacher; and (c) One (1) employee of the District, other than a principal, vice principal or teacher. 3.3 The Director of Education of the OCDSB may: (a) delegate any of his or her powers or duties as a member of the Committee to a supervisory officer employed by the District, and; (b) designate a supervisory officer of the board to attend a meeting of the Committee in his or her place. 3.4 The Trustee member may: (a) delegate any of his or her powers or duties as a member of the Committee to the alternate trustee member appointed by the Board of Trustees; and (b) if unable to attend a meeting, have the alternate trustee attend that meeting of the Committee in his or her place. Notwithstanding the above, the Trustee member may delegate his or her powers or duties to another member of the Board of Trustees where the alternate trustee member is not able to attend. 3.5 Employees of the OCDSB are eligible for appointment to the position of Parent Member but not to the position of Community Representative. Where an employee is appointed as a Parent Member he or she shall at his or her first Committee meeting, inform the Committee of his or her employment with the OCDSB. 3.6 Members of the Board of Trustees are not eligible to be a Community Representative or a Parent Member of the Committee. MEMBERSHIP CRITERIA 4.0 All members are expected to have a strong interest in and commitment to public education, student achievement and well-being and be able to represent the views of a wide variety of parents. (a) Eight (8) Parent Members shall be selected based on their knowledge, skills and experience in one or more of the following areas: (i) public education; (ii) community engagement; (iii) equity and inclusion strategies; and (iv) public policy and/or communications. (b) Two (2) Parent Members shall be appointed as representatives from the following groups/organizations: (i) Two (2) Parent Members named by the Ottawa Carleton Assembly of School Council (OCASC); one (1) of who may be the Chair or Vice Chair of the OCASC. 4.1 Community Representatives shall be selected based on their ability to provide a broad community based perspective and must meet one or more of the following criteria: (a) demonstrated connection to and/or knowledge of the OCDSB; (b) active participation in a community group, organization or business that has as part of its mandate an interest in education, community development or social service; (d) interest in and/or ability to link the OCDSB school community with external community groups or organizations; (e) ability to represent broad societal or community perspectives; and experience or demonstrated interest in educational issues. (f) 4.2 The Committee may invite representatives of District committees, including but not limited to: Standing Committees (e.g. Human Resources, Education, Business, Strategic Planning and Priorities Committee), Statutory Committees (e.g.: SEAC, Audit and SALEP) or Advisory Committees (e.g., Arts Advisory) to attend meetings (as necessary) to provide expertise on those particular topics or issues related to the work of the Statutory, Standing or Advisory Committee. TERM OF OFFICE 5.0 The members of the Committee shall be appointed before November 15 of each school year for a term of office beginning December 01 and ending November 30. 5.1 Parent Members of the Committee shall be appointed to serve a term of office of either one (1) or two (2) years. 5.2 The term of office for Community Representatives shall be one (1) or two (2) years. 5.3 The term of office for the Board member and alternate Board member shall be determined by the Board. 5.4 A member of the Committee may be re-appointed to the Committee for more than one appointment process. APPOINTMENTS OF MEMBERS 6.0 Annually the Committee shall review its membership needs and create a Membership Sub-Committee which shall include the Chair, Vice Chair, the Director of Education, or designate, a Parent Member and may include a Community Representative. 6.1 The Membership Sub-Committee shall annually post a notice inviting applications for appointment to the position of Parent Member. 6.2 The posting of notice shall be done through a variety of methods to ensure awareness of the application process by the entire jurisdiction of the District. The notice shall include: (a) a summary of the position, including the term of office of the appointment; (b) the process for making an application; (c) the deadline for application; and (d) the name and contact information of the person(s) responsible for managing the process. 6.3 All applicants will be required to provide: (a) A written expression of interest outlining his or her interest in public education as well as his or her knowledge and skills in one or more of the areas noted in s. 4.0 (a) of these by-laws; (b) In the case of Parent Members, written confirmation that he or she is a parent of a pupil enrolled in an OCDSB school; (c) Upon the close of the application period the Membership Sub-Committee shall review the applications and shall prepare a list of recommended candidates for the consideration by the Committee; and (d) An indication of his or her interest in serving a one (1) year or two (2) year term. 6.4 Prior to the recommendation(s), the Membership Sub-Committee may choose to interview prospective candidates and/or request and check references. 6.5 In making the recommendation(s) the Membership Sub-Committee shall take into consideration: (a) the knowledge, skills and experience of the current Committee membership; (b) the knowledge, skills and experience of the applicants; (c) the balance of elementary and secondary perspectives on the Committee; (d) the geographic representation of urban, suburban and rural perspectives from across the District; (e) the unique needs to parents of special education students; and (f) the knowledge and ability to add the perspective of diverse communities as referenced in Policy P.098.CUR Equity and Inclusive Education. 6.5.1 The membership Sub-Committee shall submit a recommendation to the Committee which shall include the names of the recommended candidate(s) and the term of office for the appointment(s). 6.6 For the two (2) Parent Members who are representatives of OCASC, the Membership Sub-Committee shall send a letter to the Chair of OCASC seeking the name of appointees. 6.7 The letter shall include: (a) a summary of the position, including term of office; (b) the requirement for the appointee to be a parent of a pupil enrolled in an OCDSB school; (c) the timeline for response; and (d) the name and contact information of the person for managing the process. The Membership Sub-Committee shall provide the names of the Parent Member representatives of OCASC to the Committee for ratification. 6.8 The Membership Sub-Committee shall use the same process for the selection and recommendation of Community Representatives as that outlined in these by-laws for the Parent Members. Wherever possible, the Community Representatives should also be a parent of a pupil enrolled in a school of the OCDSB. 6.9 The Committee will consider the recommendations of the Membership Sub-Committee and shall make the appointments by way of secret ballot. Following the election, the Committee shall affirm the appointees and the ballots shall be destroyed. 6.10 An appointment to the Committee is of no effect unless the person agrees to the appointment. 6.11 The Committee shall elect a Chair and a Vice Chair from amongst its members. 6.12 The Chair and Vice Chair shall be Parent Members of the Committee who have been appointed to serve a two-year term. Where a nominee to the office of Chair is a member serving a one year term, his or her term may be extended for a second year and on appointment he or she shall be deemed to be a member with a two (2) year term. 6.14 A member may not serve more than two (2) consecutive terms as Chair. 6.15 An individual who has served one (1) term or two (2) consecutive terms as Chair of the Committee may be re-elected as Chair provided at least one two-year term has elapsed since his or her last term as Chair. VACANCIES 7.0 A vacancy in the membership of the Committee does not prevent the Committee from exercising its authority. 7.1 In the event that a Parent Member or Community Representative appointed to the Committee vacates his or her position during the appointed term, the Committee may appoint another individual to the position for the remainder of the term. 7.2 Vacancies in positions will be advertised. Methods of advertising may include, but are not limited to: (a) advertisements in newsletters of District schools or school councils; (b) advertisements in newspapers with general circulation in the geographic jurisdiction of the District; (c) advertisements on radio or television stations that broadcast in the geographic jurisdiction of the District; (d) notices in schools of the District; and (e) District schools websites. 7.3 Where there is a vacancy in the position of Chair or Vice Chair, the Committee shall elect from amongst the Parent Members. 7.4 Individuals appointed as a result of a vacancy shall hold the position until the original term for that position expires. ROLES AND RESPONSIBILITIES OF MEMBERS 8.0 All members of the Committee shall: (a) promote and encourage parent engagement and the work of the committee in the OCDSB; (b) review all relevant material prior to the Committee meetings; (c) attend and participate in the Committee meetings; and (d) participate in Committee and Sub-Committee initiatives as required. 8.1 In addition to the above, a Community Representative and/or a Parent Member who is a representative of OCASC shall act as a liaison between the Committee and his or her community group, organization or committee. 8.2 The Chair shall: (a) Plan the agenda in collaboration with the Director; (b) Chair the Committee Meetings; (c) Act as a spokesperson for the Committee in communicating with the Director of Education, the Board and the public; and (d) Ensure that notice of each meeting is provided to all members of the committee. 8.3 The Vice-Chair shall assume the duties of the Chair in the event the Chair is unavailable. MEETINGS 9.0 The Committee shall meet at least six (6) times in each school year. 9.1 All meetings of the Committee will be open to the public, except in accordance with s. 207 of the Education Act, and be held at a location that is accessible to the public. 9.2 The first Committee meeting of the term shall not be held until after the appointments for the term have been made. 9.3 Notice of each meeting shall be deemed to be provided to all members of the Committee at least five (5) days before the meeting. Notice may be provided to each member by e- mail or regular mail; by telephone call; and by posting to the District website. Notice by regular mail is deemed to be provided five (5) days before the meeting if it is mailed five (5) days before the meeting. 9.4 A meeting of the Committee cannot be held unless: (a) a majority of the members present at the meeting are Parent Members; and (b) the Director of Education, or designate, is present; and (c) the Trustee, or designate, is present. 9.5 Committee members are expected to attend all Committee meetings. A member who participates in the meeting through electronic means shall be deemed to be present. 9.6 Additional employees of the District, as determined on an as needed basis, may be invited to attend, participate, and act as a resource to the Committee in a non-voting capacity. 9.7 The rules of order for the conduct of meetings of the Committee shall follow these by- laws. In any situation for which there is no specific provision in these by-laws, the OCDSB By-Laws and Standing Rules shall apply for matters of interpretation, the Committee shall adopt as its parliamentary authority the latest edition of Procedures for Meetings and Organizations by M. K. Kerr and H. W. King, Carswell Legal Publications, Toronto. 9.8 Wherever possible, the Committee shall conduct its business through a collaborative decision making process. 9.9 When the Committee votes on a matter, only Parent Members and Community Representatives are entitled to vote. 9.10 In the event of a tie, the motion is defeated. SUB-COMMITTEES 10.0 The Committee may, as it deems necessary, create sub-committees to make recommendations to the Committee. The sub-committees must include at least one (1) Parent Member of the Committee and may include non-members. PROFESSIONAL CONDUCT 11.0 Members of the Committee have a duty to make decisions consistent with Ministry and District policies and procedures in the best interests of students in compliance with the requirements of relevant legislation and regulations. 11.1 Members will not act in order to gain financial or other material benefit personally. 11.2 Members will respect the privacy of individuals in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). When meeting, members shall not discuss personal information relating to parents, students, school boards/trustees, or other personnel or council members. 11.3 In the event of a conflict between members, the Chair or designate will make every effort to resolve the dispute by mediation. MINUTES AND FINANCIAL RECORDS 12.0 The Committee will keep minutes of all of its meetings and records of all of its financial transactions, if any, in accordance with the policies and procedures of the District. 12.1 will be available for examination at the Administration Building by any person in accordance with the records retention schedule. 12.2 The minutes of the Committee will be posted on the OCDSB website and will be sent electronically to the chair of each school council. The minutes posted on the website will remain on the website for four years. 12.3 A person shall not receive any remuneration for serving as a member of the Committee with the exception of an honorarium for a member of the Board of Trustees as stipulated in section 191 of the Education Act. 12.4 Committee members may be reimbursed for incidental expenses incurred as a result of their work on the Committee. Invoices for expenses related to his or her role shall be submitted and reimbursed in accordance with the financial policies of the OCDSB. SUMMARY OF ACTIVITIES 13.0 the Board of Trustees and to the Director of Education. 13.1 The summary of activities shall include a report on how funding, if any, provided under the Education Act for parent involvement was spent. 13.2 The Director of Education will provide the summary of activities to the school councils and post the summary of activities on the District website. AMMENDMENTS TO BY-LAWS AND STANDING RULES 14.0 These by-laws and Standing Rules may be amended only by approval of two-thirds (2/3) of all voting members present, at a regular or special meeting of the Committee, provided that advance notice in writing has been given to all Committee members. APPROVED BY THE PARENT INVOLVEMENT COMMITTEE: 09 November 2011