By-Laws

A printable version of these by-laws is available for download.

1. Name

“Parent Involvement Committee of the Waterloo Region District School Board”

Throughout these by-laws this committee will be referred to as PIC, and this school board will be referred to as the Board.

1.1 Related Legislation

  • Section 17.1 of the Education Act provides the Ontario government with the mandate to make regulations:
    1. requiring boards to establish parent involvement committees, and
    2. relating to the composition and function of parent involvement committees.
  • Ontario Regulation 612/00 School Councils and Parent Involvement Committees sets out the requirement for boards to have parent involvement committees, and provides details regarding among other things, the purpose, role, members and by-laws of parent involvement committees. Where applicable, the sections and subsections of Ontario Regulation 612/00 will be cited throughout this document as the legal basis for the terms of reference herein.

1.2 Related Policies/By-Laws

  1. Parents in Partnership: A Parent Engagement Policy for Ontario Schools (2010) is an Ontario Ministry of Education Policy that provides recognition and support for the belief that everyone will benefit if parents are seen as partners with teachers and other school and board staff in their children’s education.
  2. Section 43(b) of Ontario Regulation 612/00 requires parent involvement committees to make by-laws relating to eight areas. These eight areas are covered in this document.
  3. Board Policy 4005, Procurement, addresses the purchase of goods and services by the Board, including Board committees such as PIC. In order to adhere to this policy, PIC must ensure that its purchases are ethical and take into account environmental, health and safety issues.
  4. Board Policy 4017 Fundraising, would apply should PIC choose to engage in fundraising to support its goals.
  5. PIC is a statutory committee of the Board and will follow by-laws for Board statutory committees.
  6. PIC will operate in accordance with any additional applicable policies and by-laws of the Board.

1.3 Alignment with Board Strategic Plan, 2016-2019

The role of PIC aligns with the Board’s Strategic Plan, 2016-19. It primarily relates to the strategic priority, “Our Staff, Families and Caregivers are Partners in Every Student’s Learning Journey” and secondarily to the other two strategic priorities, “Our Students Are First – Each and Every One” and “Our Culture of Innovation Builds Students’ Confidence and Success as they Face the Future”.

PIC also has the potential to promote and support all five commitments that accompany the above priorities:

  • Service: We seek to understand and meet the needs of those we serve.
  • Integrity: We conduct ourselves in an open and transparent manner that inspires trust.
  • Respect: We create an environment where people feel included, valued and treated with dignity.
  • Innovation: We build our capacity to think critically and problem-solve creatively.
  • Collaboration: We build collaborative relationships to achieve common goals and resolve differences.

1.4 Type of Committee

PIC is a statutory committee mandated by Ontario Regulation 612/00 section 29.

1.5 Definitions

  1. Ontario Regulation 612/00 section 1 provides the following definitions relating to parent involvement committees:
    • “meeting” – in respect of… a parent involvement committee, does not include a training session or other event where… the committee does not discuss or decide matters that it has authority to decide
    • “parent” – in respect of a parent involvement committee of a board, a parent of a pupil who is enrolled in a school of the board, and includes a guardian as defined in section 1 of the [Education] Act
    • “parent member” – in respect of a parent involvement committee, a member of the commit-tee who is appointed or elected to the committee in accordance with section 34 or who fills a vacancy created by a parent member ceasing to hold office
  2. In addition PIC uses the following definitions and terminology:
    • “Waterloo Region Assembly of Public School Councils” (WRAPSC) – WRAPSC is a parent-run umbrella organization for the school councils of the schools of the Board.
    • “WRAPSC steering committee” – this is a group of eight parents who run WRAPSC. Two of the eight steering committee members will also be PIC members.
    • “Officer” – this is the general name used for a parent member of PIC who holds a co-chairperson or the treasurer position.
    • “Office” – this is used to refer to the position of an officer.
    • “PIC Co-Chairperson” – this is the title for the two chairpersons of PIC.
    • “Board employee member” – this is a member of PIC who is serving on PIC in his or her capacity as an administrator or teacher at a Board school.
    • “Community representative member” – this is a member of PIC who is not a member or employee of the Board and who does not have a child currently attending a Board school. (s. 33 (6))

2. Purpose/Mandate/Goals

The purpose of PIC is to support, encourage and enhance the engagement of parents of the Board in their children’s education in order to improve student achievement and well-being. (s. 27(1))

2.1 Focus

PIC will achieve its purpose by:

  1. providing information and advice on parent engagement to the Board,
  2. undertaking activities aimed at helping parents in the Board to support their children’s learning at home and school, and
  3. working closely with WRAPSC to communicate with and support the work of school councils of the Board. (s. 27(2))

2.2 Powers and Responsibilities

  1. PIC does not exercise any power over decision-making within the Board. However, its recommendations will be given full consideration by the Board, and the Board shall inform PIC of its response to advice provided to it by the committee. Further, in order for PIC to be most effective, the Director of Education will provide feedback to parents regarding how parents’ ideas have been used by the Director and other staff. (s. 47(2))
  2. PIC is responsible for:
    1. developing strategies and initiatives that the Board can use to effectively communicate with and engage parents in their children’s education,
    2. advising the Board on ways to use these strategies and initiatives,
    3. collaborating with Board employees through the Director of Education and collaborating with school councils through WRAPSC:
      1. to enhance the skills and knowledge of these groups and individuals with respect to effective parent engagement,
      2. to identify and reduce barriers to parent engagement,
      3. to focus on the needs of parents who find engagement challenging, and
      4. to help ensure that schools of the Board create a welcoming environment for parents
    4. communicating information from the Ministry to parents directly or through school councils, and
    5. determining, in consultation with the Director of Education, how funding provided under the Education Act for parent involvement will be used in keeping with PIC’s purpose and responsibilities. (s. 28)
  3. PIC will establish subcommittees to assist in achieving its purpose.
    Subcommittees will make recommendations to PIC. (s. 41(1))

    1. Subcommittees must include at least one parent member of PIC. (s. 41(2))
    2. Subcommittees may include persons who are not members of PIC. (s. 41(3)).
    3. Subcommittees must be chaired by a PIC member.

3. Membership

3.1 Composition/Stakeholders

  1. Parents members
    1. The majority of the membership of the PIC shall be parents, with a total of up to fourteen parent members. (s. 33 (4))
  2. Other members shall include:
    1. the Director of Education or his/her designate,
    2. one trustee or his/her designated alternate,
    3. one to three community representatives,
    4. one principal/vice-principal of an elementary school of the Board,
    5. one principal/vice-principal of a secondary school of the Board, and
    6. one teacher presently teaching in a school of the Board. (s. 33 (1) and (2))
  3. Delegation by Director of Education and trustee
    1. The Director of Education may delegate his or her powers or duties as a member of PIC to a supervisory officer of the Board. If such delegation is made it must be renewed at least annually. In addition, the Director of Education may designate a supervisory officer to attend a PIC meeting in his or her place. (s. 46(1))
    2. The trustee member of PIC may delegate any of his or her powers or duties as a member of PIC to another trustee, and/or may designate another trustee to attend the PIC meetings in his or her place. Such delegations or designations will be to the alternate trustee member wherever possible, and, when the trustee member is not available to attend a PIC meeting, the alternate trustee will take reasonable steps to make himself/herself available to attend on the member’s behalf. Any delegations or designations by the trustee member must be renewed at least annually and must be declared per meeting. (s. 46(2))
    3. Wherever possible, should the Director of Education or the trustee member be unavailable to attend a PIC meeting, he or she will designate the same supervisory officer or trustee, as the case may be, to attend as has attended any other PIC meetings that same year.

3.2 Term

  1. All parent members serve two-year terms unless they request to serve a one-year term or, if they are beginning their sixth consecutive year as a PIC member, they may only serve a one-year term. If a one-year term is requested it will be granted so long as there are fewer than 50% of parent members currently serving one-year terms. PIC parent members will decide upon the length of their term following their election or appointment to PIC. (s. 37(1))
    1. Re-election or re-appointment is possible for up to a total of six consecutive years. Parent members wishing to serve additional terms must go through the process set out in by-law 3.3 Appointment and Election Process, section (a). (s. 37 (2))
    2. Members wishing to serve as a PIC Co-Chairperson may not request to serve a one-year term. (s. 38(3))
    3. A parent cannot serve more than two consecutive terms as PIC Co-Chairperson. However, he or she may serve another term as PIC Co-Chairperson if two years have elapsed since his or her last term in that officer position. (s. 38 (4) and (5))
    4. Parent member terms begin on the date that the parent is appointed or elected to PIC and run for one or two years from that date, as the case may be. In the case of a parent filling a vacancy, see section 3. 4 (i).
  2. The terms of other members of PIC are as follows:
    1. Director of Education: term is ongoing.
    2. Community representative member(s): one-year term to be renewed annually to a maximum of three consecutive terms.
    3. Trustee: to be determined by the Board. The Trustee and alternate Trustee will be designated following the Inaugural Meeting of the Board in December of each year for a two-year term, to a maximum of three consecutive terms. (s. 33(5))
    4. Board employee members: one-year term to be renewed annually to a maximum of three consecutive terms.
  3. The term of community member(s) and board employee members run for one year from the date of the first PIC meeting of that school year.

3.3 Appointment and Election Process

  1. Appointment and Election of parent members and community representative member(s)
    1. PIC parent members as well as the community member(s) will be elected or appointed at the first PIC meeting of the year.
    2. Parents who are beginning their second year of a two-year term will have their membership affirmed at the start of the first PIC meeting of the year, and any officers beginning their second year of a two-year term will continue in those offices.
    3. Community representative member(s) beginning a new term are appointed at the start of the first PIC meeting of the year.
    4. Process for appointment or election of new PIC parent members
      1. For details of the application process, see the PIC Membership Subcommittee terms of reference.
      2. The chair of the PIC membership subcommittee, or designate, will attend the first PIC meeting of the year to put forward the recommended new parent members.
      3. If the number of PIC parent member positions available is the same as or greater than the number of recommended new members then all those recommended will be appointed.
      4. If the membership subcommittee recommends more potential new members than the number of spots available, then voting members will conduct a vote by secret ballot.
      5. The Director of Education will oversee the vote and announce the successful new PIC parent members. Other recommended parents may remain at the meeting without speaking privileges.
    5. Process for election of new community representative member(s)
      1. For details of the application process, see the PIC Membership Subcommittee terms of reference
      2. The chair of the membership subcommittee, or designate, will attend the first PIC meeting of the year to put forward the recommended new community representative members.
      3. If the number of community representative positions available is the same as or greater than the number of recommended community representative members then all those recommended will be appointed.
      4. If the number of recommended community representative members is more than the number of available positions then there will be a vote by secret ballot.
      5. The Director of Education will oversee the vote and will announce the successful new community representative member(s). Other recommended community representative members may remain at the meeting without speaking privileges.
  2. Appointment of other members:
    1. The Trustee representative member will be appointed by the Board of Trustees.
    2. If a Board employee member has served fewer than three one-year terms, and wishes to continue for another term, the Director of Education will decide if the member will be invited to remain a PIC member for an additional year.
    3. New Board employee members
      1. Where vacancies in Board employee members exist at the first PIC meeting of the year (or where the Director of Education does not wish to invite Board employee members to remain members for another year), the Director of Education shall, prior to the first PIC meeting of the year, invite Board employees to join PIC. Once that invitation is accepted, the person shall attend the first PIC meeting of the year. (s. 33(3) and (8)).
      2. Once appointed Board employee members will be invited to join and chair PIC subcommittees.
  3. Appointments and elections of officers
    1. Process for appointment or election of PIC Co-Chairpersons
      1. After the completion of all member elections or appointments, if a PIC Co-Chairperson office is vacant at the first PIC meeting of the year, then parent members may nominate any of the eligible PIC parent members to serve as a PIC Co-Chairperson.
      2. If there is more than one parent nominated then parent members will vote by secret ballot to determine the PIC Co-Chairperson. If there is only one parent nominated then that person will be acclaimed.
    2. Process for selection of PIC Treasurer
      1. After the completion of all member elections or appointments, if the PIC Treasurer office is vacant at the first PIC meeting of the year, then parent members may nominate any of the eligible PIC parent members to serve as the PIC Treasurer.
      2. If there is more than one parent nominated then parent members will vote by secret ballot to determine the PIC Treasurer. If there is only one parent nominated then that person will be acclaimed.
    3. After being acclaimed or elected, the PIC Co-Chairpersons will chair the remainder of the first meeting of the year.

3.4 Vacancies

  1. PIC members who leave in the course of their term will be replaced in a timely manner.
  2. PIC parent members, community members and Board employee members who choose to vacate their position prior to the end of their term must provide notice of resignation in writing to the PIC Co-Chairpersons. Notice may be provided via email.
  3. Vacancies for PIC parent members will be advertised by the PIC membership subcommittee using a variety of methods. (s. 35(1))
  4. The process for filling vacancies of PIC parent members is the same as in Bylaw 3.3 Appointment and Election Process.
  5. With the help of the Director of Education, the process for filling vacancies of PIC community representative members is the same as in Bylaw 3.3 Appointment and Election Process.
  6. Vacancies in the trustee member will be filled as soon as possible by the Board. The alternate trustee will attend PIC meetings until the vacancy has been filled.
  7. When a vacancy occurs in a Board employee position, the Director of Education will seek a replacement as soon as possible.
  8. When a member joins PIC to fill a vacancy for a member who left in the course of a term, the new member’s term will end when the term of the member he or she is replacing was due to end.
  9. The process for filling vacancies in officers is as follows:
    1. Whenever possible, vacancies of officer positions will be filled at the next PIC meeting.
    2. If the PIC Co-Chairperson vacates his/her position prior to the end of his/her term then nominations from PIC parent members will be brought forward. If there is only one nomination, this parent will be acclaimed. If there is more than one nomination, there will be a vote by the PIC parent members by secret ballot.
    3. If the PIC Treasurer vacates his/her position before the end of his/her term, a new treasurer will be nominated from among the PIC parent members. If there is only one nomination, this parent will be acclaimed. If there is more than one nomination, the PIC parent members will vote by secret ballot.
  10. PIC may continue to exercise its authority while experiencing a vacancy in membership. (s. 36)
    1. No PIC meeting will proceed if PIC parent members number less than 50% of overall PIC membership (s. 40(2))
    2. PIC subcommittees and PIC events will continue.
    3. As soon as practical, the PIC membership subcommittee will find new PIC members to recommend.
    4. Once new PIC parent members are recommended, a special PIC meeting will be held with parent members, the Director of Education and the trustee member only in order to acclaim or elect new PIC parent members.
    5. Once there is sufficient PIC parent member representation, a full PIC meetings can be held.

4. Authority/Jurisdiction/Responsibilities

  1. PIC is mandated by the Ministry of Education as per Ontario Regulation 612/00.
  2. No person serving on PIC is entitled to any remuneration for their services. (s. 39(1))
  3. All expense claims and receipts from PIC members and PIC subcommittee members are submitted to Board staff for reimbursement, in accordance with Board policy, and a copy of the claim and receipt must be provided by the PIC member to the PIC Treasurer for reviewing and reporting purposes. (s. 39 (3) and (4))
  4. Subcommittee chairs are responsible for scheduling meeting dates and locations and communicating this information to PIC members and the general public. In addition they must provide regular reports to PIC and an annual report at the end of the year.

4.1 Parent Members and Community Representative Member(s)

  1. All members of PIC commit to attending all scheduled PIC meetings. If a member misses more than 40% of the scheduled meetings (for example more than 2 of 6 meetings) they may be asked to resign their position.
  2. Parent members and community representative members are required to work on at least one subcommittee. In addition, they are required to assist with the annual PIC Parent Event. Failure to actively participate in a subcommittee as well as the annual PIC Parent Event may result in a request to resign their position.
    1. Two parent members will join the WRAPSC Steering Committee and this will satisfy the requirement to work on at least one subcommittee.
  3. Parent members or community representative members are eligible to vote at PIC meetings. These votes include, but are not limited to, membership, financial issues and the creation of subcommittees. The community representative member does not vote in elections related to the selection of officers. (s. 38(2), s. 42)
  4. Parent members may be employed by the Board, but need to declare such at the first meeting of the year. (s. 34 (1) and (2))
  5. Should a community representative member foster, adopt or become a parent during their term, they may continue to serve out the rest of their one-year term.

4.2 Officers

  1. Co-Chairpersons
    1. Working with staff, the PIC co-chairpersons will schedule PIC meetings for the coming year and communicate those dates to the PIC members with as much advance notice as possible.
    2. The Co-Chairpersons are responsible for setting the agenda for PIC meetings in consultation with the Director of Education. In addition, they will chair the meetings, ensuring all members have a chance to speak and keeping the meetings on schedule and on topic.
    3. The PIC Co-Chairpersons may be asked to represent PIC at Board, Ministry and community functions. Wherever possible, the co-chairpersons are encouraged to actively participate in these opportunities or to send a PIC member designate.
  2. Treasurer
    1. The PIC Treasurer is a parent member. In his/her capacity as PIC Treasurer, this member is responsible for keeping accurate records of transactions involving PIC funds, reviewing expenditures of members, providing regular financial reports to PIC members at PIC meetings, and preparing an annual budget summary. (s. 44(1))

4.3 Board Personnel

Board employee members of PIC may not vote during PIC meetings or serve as a co-chairperson or the treasurer of PIC. They can serve on, or chair, PIC subcommittees. (s. 38(2) and s. 42)

5. Role of Board Personnel/Staff

5.1 Restrictions of Membership

Board staff may join PIC as parent members or as Board employee members. If they join as Board employee members they may not vote during PIC meetings or serve in an officer position. (s. 38(2) and s. 42)

5.2 Personnel and Services

  1. A board staff person will take minutes at PIC meetings and will provide draft minutes to the committee for approval. Once approved, a board staff person will post the minutes to the PIC webpage.
  2. Board staff will assist PIC members with administrative support for the functioning of PIC and its subcommittees.
  3. The Board will provide a meeting place for PIC meetings and subcommittee meetings. (s. 40(3))
  4. Where reasonable to do so, the Board will provide the equipment needed for members to participate in PIC and subcommittee meetings by electronic means. (s. 40(3))
  5. Through the Director of Education, PIC members and subcommittee members may request information and resources from Board staff. Board staff may provide a response to the request directly or through the Director of Education.
  6. Board staff will assist with the distribution of PIC meeting dates and associated agendas through various means including posting on the Board website.
  7. In accordance with Board Administrative Procedure 4690 School Funds, Board staff will be responsible for retaining PIC’s financial records and for ensuring these records are available for four years without charge to any person wishing to examine them at the Board office. (s. 44(2) and (4))

6. Meetings

  1. PIC shall meet a minimum of four times in each school year. (s. 40(1))
  2. A meeting cannot be held unless:
    • The majority of members present are parent members,
    • The Director of Education or designate is present, and
    • A trustee is present (s. 40(2))

6.1 Access to Meetings

All meetings shall be open to the public and be held at a location that is accessible to the public. Members of the public will not have speaking privileges at meetings. (s. 40 (5))

6.2 Election of Co-Chairpersons

  1. For election procedures see PIC Bylaw section 3.3 (a)
  2. If there is no PIC Co-chairperson at the first PIC meeting of the year, the Director of Education, or designate, shall chair the meeting until at least one of the Co-Chairpersons is appointed or elected.

6.3 Quorum

A majority of the members who are eligible to vote must be present in order for any vote to count. Members who are present by electronic means are eligible to vote. Meetings can proceed without quorum; however, no votes may be held.

6.4 Voting

  1. Only parent members and the community representative member(s) are entitled to vote. Votes related to officer positions can be made by parent members only. (s. 38(2), s. 42)
  2. For all votes, a motion is approved when there is a vote of more than 50% in favour.
  3. Voting members who are present by electronic means are entitled to vote.

6.5 Communications/Distribution of Minutes and Agenda

  1. PIC meeting dates and subcommittee meeting dates will be provided to all PIC members by email (or regular mail), and will be posted on the PIC page of the Board website at least five days before the meeting. (s. 40 (6))
  2. The agenda will be set by the PIC Co-Chairpersons in consultation with the Director of Education. The agenda, including the meeting location, will be distributed by email (or regular mail) to members, and will be posted on the PIC page of the Board website at least 3 days prior to the meeting. The agenda must remain on the website for four years.
  3. PIC meeting minutes
    1. PIC meeting minutes will be taken by a Board staff person. (s. 44(1))
    2. The minutes will be approved at the subsequent PIC meeting and then will be considered for approval by the Board of Trustees at their next monthly Board meeting.
    3. Minutes will be posted on the PIC page of the Board website within a week of approval by trustees and will remain on the website for four years. (s. 44(3)(a) and (5))
    4. Also within a week of approval of the minutes by the trustees, the minutes will be distributed electronically to all School Council chairs with the request that they be posted on the school website and on the School Council bulletin board, if available. (s. 44(3)(b))
    5. Minutes will be available at the Board office for examination by any person without charge for four years. (s. 44(4))

6.6 In Camera Meetings

PIC meetings will remain open to the public at all times.

6.7 Attendance by Electronic Means

  1. The board shall make all reasonable efforts to enable members to participate fully in PIC meetings and subcommittee meetings by electronic means. (s. 40(3))
  2. A member who participates in a PIC meeting or subcommittee meeting through electronic means shall be deemed to be present at the meeting. This presence will satisfy the requirements of 6 (b), 6.3 and 6.4. (s. 40(4))

6.8 Subcommittee Meetings

  1. Subcommittee meetings will be open to the public and held at a location that is accessible to the public. (s. 41(4))
  2. The membership subcommittee may hold in camera meetings when applications for membership are considered.
  3. The governance subcommittee may hold in camera meetings as necessary with the approval of the PIC Co-Chairpersons.

7. Reporting/Deliverables/Results

7.1 Committee Reporting Relationships

PIC has a two-fold reporting relationship.

  1. PIC has statutory requirements to report as per Ontario Regulation 612/00 section 50.
  2. Due to its working relationship and shared aims with WRAPSC, a minimum of semi-annual reports on PIC activities are communicated to WRAPSC.

7.2 Format of Committee Report Back

  1. Annually, PIC will submit a written summary of the committee’s activities to the Chair of the Board and to the Director of Education. Among other things, the summary of activities shall include a report of how any funding provided for the committee’s purposes was spent, the activities of its subcommittees, and a discussion of PIC special events. (s. 50 (1) and (2)).
  2. At least semi-annually, the PIC parent members appointed to the WRAPSC steering committee shall provide updates to the WRAPSC membership on PIC activities.

7.3 Timeframe of Committee Report Back

  1. PIC’s annual written summary will be voted on for approval at the last PIC meeting of the year. Once this vote is held, the report will be provided to the Chair of the Board and the Director of Education.
  2. In a timely manner, the Director of Education will provide the summary of activities to the school councils of the schools of the board, and will post the summary of activities on the PIC page of the Board website. (s. 50 (3)).
  3. In a timely manner, the written summary will be provided to the WRAPSC membership posted on the WRAPSC website and sent to all members on the WRAPSC email list.

8. Conflict of Interest

Each member of PIC shall avoid situations that could result in a conflict between the purpose of PIC and a personal or pecuniary interest of that PIC member.

8.1 Types of conflict of interest

A conflict of interest may be actual, potential or perceived:

  • actual – a private interest may directly or indirectly influence the exercise of the member’s duties and responsibilities.
  • perceived – a well-informed person could believe that a member was in conflict of interest, even if that conflict of interest did not exist.
  • potential – a private interest could influence the exercise of the member’s duties and responsibilities.

8.2 Examples of conflicts of interest

The following non-exhaustive list provides examples of situations that give rise to a conflict of interest:

  • the member’s ability to carry out his or her duties and responsibilities as a member of PIC may be jeopardized, or seen to be jeopardized, due to his or her personal or pecuniary interest;
  • the member, his or her relatives or friends, or a business entity in which the member may have an interest, may gain or benefit (either directly or indirectly) as a result of actions that may be taken by PIC or the Board in response to information or advice that PIC provides to the Board;
  • the member, his or her relatives or friends, or a business entity in which the member may have an interest, may gain or benefit (either directly or indirectly) as a result of confidential information that becomes known to the PIC member in the course of carrying out his or her PIC responsibilities; or
  • the member might be in a position or be perceived to be in a position, to give preferential treatment to his or her family members, friends, or a business entity in which he or she has an interest, as a result of his or her participation on PIC.

8.3 Declaration of conflict

As soon as they are aware of any actual, perceived or potential conflict of interest the PIC member immediately shall inform the PIC Co-Chairperson. The PIC Co-Chairpersons shall inform the other members of such conflict of interest at the next PIC meeting.
If a PIC member believes another PIC member has an actual, perceived or potential conflict of interest that hasn’t been declared, he or she must bring it to the attention of the member and the PIC Co-Chairpersons.

8.4 Exclusion from discussion and votes

A member shall exclude himself or herself, at PIC meetings and at subcommittee meetings, from discussions and/or votes in which the member has an actual, perceived or potential conflict of interest.

8.5 Business contracts with the Board

A member shall not accept favours or economic benefits from any individuals, organizations, or entities known to be seeking business contracts with the Board.

9. Conflict Resolution

The following procedures and practices will be followed when conflicts occur among PIC members:

  1. Every PIC member will be given an opportunity to express his or her concern or opinion about the issue in dispute and how the dispute has affected him or her.
  2. Speakers to an issue will maintain a calm and respectful tone and demeanour at all times.
  3. The responsibility of the PIC Co-Chairpersons is to clarify the statements made by all the speakers, to identify common ground among the points of view raised, and to set out the joint interests of all members.
  4. If no common ground can be identified, the PIC Co-Chairpersons will seek to clarify preferences among all members before proceeding further.
  5. If a PIC member becomes disruptive during a meeting, the PIC Co-Chairpersons will ask for order.
  6. If all efforts to restore order fail or the unbecoming behaviour continues, the PIC Co-Chairpersons may direct the disruptive PIC member(s) to leave the meeting, citing the reasons for the request.
  7. The PIC Co-Chairpersons may request the intervention of an independent third party to assist in achieving a resolution to the dispute, once attempts at resolving the conflict have been exhausted without success. An independent third party will not be a PIC member. She or he may be a Board employee or Board of Trustees member or may be another individual, but must be mutually agreed upon by the parties involved in the dispute.
  8. Any resolution reached at a meeting to resolve the conflict shall be recorded and respected by the parties.
  9. If one of the PIC Co-Chairpersons is a party to the conflict, the Director of Education will be asked to facilitate the conflict resolution process.

Revised 2018