By-Laws

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:
    • requiring boards to establish parent involvement committees, and
    • relating to the composition and function of parent involvement committees.
  • Ontario Regulation 612/00 School Councils and Parent Involvements 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 en-sure 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. Five 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 chairperson of PIC who is a parent member of PIC, but is not a member of the WRAPSC steering committee.“PIC/WRAPSC Co-Chairperson” – this is the title for the chairperson of PIC who is a parent member of PIC and a member of the WRAPSC steering committee. Along with another parent, who is not a PIC member, this person also serves as the chairperson for WRAPSC.“PIC Co-Chairpersons” – this is the title for the PIC Co-Chairperson and the PIC/WRAPSC Co-Chairperson when they are being referred to together.“WRAPSC Co-Chairperson” – this is the title for the chairperson of WRAPSC. This parent is not a member 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))“First PIC meeting of the year” – this is the first meeting of the academic year for that year’s new PIC committee. It may not be the first PIC meeting of the academic year as the previous year’s committee may have met for a final meeting. The first PIC meeting of the year must take place before November 15 and should take place after the first WRAPSC meeting of the academic year. (s. 33 (3))“Last PIC meeting of the year” – this is the last PIC meeting of an academic year’s PIC commit-tee. The last PIC meeting of the year may take place after the start of the next academic year, but it should take place before the first WRAPSC meeting of the academic year.“Membership subcommittee” – this is a PIC subcommittee made up of current PIC members who process PIC applications from parents and community members seeking membership on PIC in the pending year or to fill vacancies. The subcommittee will not include members who will be applying for membership in the pending year.

2. Purpose/Mandate/Goals

2.1 Focus

PIC will achieve its purpose by:

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

2.2 Power and Responsibilities

  • 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))
  • PIC is responsible for:
    • developing strategies and initiatives that the Board can use:
      • to effectively communicate with parents, and
      • to effectively engage parents in their children’s education,
    • advising the Board on ways to use these strategies and initiatives,
    • collaborating with Board employees, through the Director of Education, and with school councils, through WRAPSC:
      • to enhance the skills and knowledge of these groups and individuals with respect to effective parent engagement,
      • to identify and reduce barriers to parent engagement,
      • to focus on the needs of parents who find engagement challenging, and
      • to help ensure that schools of the Board create a welcoming environment for parents
    • communicating information from the Ministry to parents directly, or, through WRAPSC, to school councils, and
    • 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)
  • 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. Five parent members will come from the WRAPSC steering committee as follows: the PIC/WRAPSC Co-Chairperson, the PIC/WRAPSC Treasurer, and three PIC/WRAPSC members-at-large. Collectively these members will be referred to as PIC/WRAPSC parent members.
    3. The remaining parent members will not be WRAPSC Steering Committee members. This will include the PIC Co-Chairperson and up to eight members-at-large. They will be referred to as PIC parent members.
  2. Other members shall include:
    1. the Director of Education,
    2. one trustee or his/her alternate,
    3. one community representative,
    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. The PIC members referred to in by-law 3.1(b)(iv), (v) and (vi), and (c) are referred to as Board employee members of PIC.
  4. 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 him-self/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 must 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/WRAPSC parent members will decide upon the length of their term at the first WRAPSC steering committee meeting of the year. PIC members will decide upon the length of their term following their election or affirmation to PIC. (s. 37(1))
    1. Re-election is possible for up to a total of six consecutive years. Members wishing to serve additional terms must go through the process set out in by-law 3.3(a) for affirma-tion or election of parents in order to do so. (s. 37 (2))
    2. Members wishing to serve as PIC Co-Chairperson or PIC/WRAPSC Co-Chairperson may not request to serve one-year terms. (s. 38(3))
    3. A parent cannot serve more than two consecutive terms as PIC Co-Chairperson or PIC/WRAPSC Co-Chairperson. However, he or she may serve another term as PIC Co-Chairperson or PIC/WRAPSC Co-Chairperson if a two-year term has 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 affirmed or elected to PIC and run for 1 or 2 years from that date, as the case may be. This does not apply when a parent is filling a vacancy for a member who has vacated his PIC membership part-way through a term.
  2. The terms of other members of PIC are as follows:
    1. Director of Education: term is ongoing.
    2. Community representative member: 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 to be renewed annually to a maximum of three consecutive terms.
  3. All terms of members referred to in subsection 3.2 (b) (ii), (iii) and (iv) run from the date that the member is appointed for one-year from that date.

3.3 Appointment and Election Process

  1. Affirmation and Election of parent members and community representative memberPIC/WRAPSC and PIC parent members as well as the community member will be elected or affirmed at the first PIC meeting of the year.
    1. 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.
    2. If the community representative member has served fewer than three one-year terms and has been invited by the membership committee to continue for another term, upon his/her acceptance, his/her membership will be renewed for another year following the affirmation of continuing parent members.
    3. Process for affirmation of new PIC/WRAPSC parent members
      1. At the first WRAPSC meeting of the year, the assembly membership will elect its steering committee, combining parents who are continuing a two-year term with parents who are new to the steering committee.
      2. Following the first WRAPSC meeting of the academic year, the WRAPSC steering committee will select which of its new the members will fill any vacancies on the WRAPSC steering committee of PIC/WRAPSC parent members (to a maximum of five).
      3. The new PIC/WRAPSC parent members will have their membership on PIC affirmed at the first PIC meeting of the year, following the affirmation of parent members who are continuing a two-year term.
    4. Process for election of new PIC parent members
      1. Parents wishing to serve as PIC parent members will be required to complete an application and submit it in accordance with instructions on the application form.
      2. The PIC membership subcommittee, will ensure that the PIC parent member po-sitions are widely advertised through a variety of methods.
      3. The application form will indicate the first Friday following the first WRAPSC meeting of the academic year as the application form due date.
      4. The application form will highlight the interest areas, experience, qualities and background being sought in PIC parent members. The application form will also indicate that some efforts will be made to see that the various geographical regions of the Board and diverse population of the Board is represented on PIC.
      5. Applications will be considered by the PIC membership subcommittee.
      6. All applicants recommended by the PIC membership subcommittee will be invited to attend the first PIC meeting of the year.
      7. The PIC membership subcommittee will inform applicants who are not being recommended for membership of this decision prior to the first PIC meeting of the year.
      8. The chair of the subcommittee, or designate, will attend the first PIC meeting of the year to make recommendations to the PIC parent members regarding the applicants.
      9. If the number of PIC parent member spots available is the same as or greater than the number of applicants that are recommended by the subcommittee then all those applicants recommended by the subcommittee will be acclaimed.
      10. If there are more recommended applicants than the number of spots available then voting members, who have had their membership affirmed, will vote by secret ballot on which of the recommended applicants will be accepted. Voting members will get one vote for each available spot.
      11. The Director of Education will oversee the vote, and will provide the names only of the successful applicants.
      12. If a vote takes place, the recommended applicants who are not elected by the PIC will not become PIC members. They may remain at this first PIC meeting, but do not have any speaking privileges.
    5. Process for election of new community representative member
      1. If the community representative member position will be vacant at the start of a term, with the help of the Director of Education, the PIC membership committee will seek applicants for the position.
      2. Applicants wishing to fill the position will be required to fill out an application and submit it in accordance with instructions on the application form.
      3. The application form will highlight the interest areas, experience, qualities and background being sought in a community representative member.
      4. Applications will be considered by the PIC membership subcommittee.
      5. All applicants recommended by the PIC membership subcommittee will be invited to attend the first PIC meeting of the year.
      6. The PIC membership subcommittee will inform applicants who are not being recommended for membership of this decision prior to the first PIC meeting of the year.
      7. The chair of the subcommittee, or designate, will attend the first PIC meeting of the year to make recommendations to the PIC members regarding the applicants.
      8. If there is more one applicant being recommended then that applicant will be ac-claimed. If there is more than one being recommended then there will be a vote by secret ballot.
      9. The Director of Education will oversee the vote, and will provide the name only of the successful applicant.
      10. If a vote takes place, the recommended applicants who are not elected will not become PIC members. They may remain at this first PIC meeting, but do not have any speaking privileges.
  2. Appointment of other members:
    1. The Trustee representative member will be appointed by the Board of Trustees.
    2. Renewals of Board employee members listed in by-law 3.1(b)(iv)(v) and (vi)
      1. 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.
      2. If invited to remain a member, the member will attend the first PIC meeting of the year.
      3. S/he will be officially appointed for an additional term when the Board approves the minutes of the first PIC meeting of the year.
    3. New Board employee members listed in by-law 3.1(b)(iv)(v) and (vi)
      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. From that point forward employee members will have full speaking privileges at PIC meetings and will be invited to join and chair PIC subcommittees. Their membership will become official when the Board approves the minutes from the first PIC meeting of the year.
      3. As PIC is interested in the perspectives of Board employee members from both elementary and secondary schools, the Director of Education will make all reasonable efforts to find Board employee members from both levels who are interested in accepting an invitation to join PIC.
    4. Eligible parents as referred to in by-law 3.3(c)(i)1 and by-law 3.3(c)(ii)1 are those parent members who are beginning a two-year term and, for WRASPC/PIC members, are not already holding the position of PIC/WRAPSC treasurer.
    5. Process for selection of PIC/WRAPSC Treasurer
      1. If the office of PIC/WRAPSC Treasurer is vacant after the WRAPSC steering committee selects its PIC/WRAPSC members, the steering committee will select a PIC/WRAPSC member to serve as treasurer of WRAPSC.
      2. Following that, at the first PIC meeting of the year, after the parent members and the community representative member have been elected or affirmed, the WRAPSC treasurer will be affirmed as the PIC treasurer as well.
    6. After being affirmed/elected, the PIC Co-Chairpersons will chair the remainder of the first meeting of the year.
  3. Appointments and elections of officers
    1. Process for election of PIC Co-Chairperson
      1. After all member elections or affirmations are completed and any requests for one-year terms have been addressed, if the 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 the 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 election of PIC/WRAPSC Co-Chairperson
      1. After all member elections or affirmations are completed and the PIC Co-Chairperson is in place, if the PIC/WRAPSC Co-Chairperson office is vacant at the first PIC meeting of the year, then parent members may nominate any of the five eligible PIC/WRAPSC parent members to serve as the PIC/WRAPSC Co-Chairperson.
      2. If there is more than one parent nominated then parent members will vote by secret ballot to determine the PIC/WRAPSC Co-Chairperson. If there is only one parent nominated then that person will be acclaimed.
    3. Eligible parents as referred to in by-law 3.3(c)(i)1 and by-law 3.3(c)(ii)1 are those parent members who are beginning a two year term and, for WRASPC/PIC members, are not already holding the position of PIC/WRAPSC treasurer.
    4. Process for selection of PIC/WRAPSC Treasurer
      1. If the office of PIC/WRAPSC Treasurer is vacant after the WRAPSC steering committee selects its PIC/WRAPSC members, the steering committee will select a PIC/WRAPSC member to serve as treasurer of WRAPSC.
      2. Following that, at the first PIC meeting of the year, after the parent members and the community representative member have been elected or affirmed, the WRAPSC treasurer will be affirmed as the PIC treasurer as well.
    5. After being affirmed/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/WRAPSC parent members will be advertised by the WRAPSC steering committee using a variety of methods. (s. 35 (1))
  4. Vacancies for PIC parent members will be advertised by the PIC membership committee us-ing a variety of methods. (s. 35(1))
  5. The process for filling vacancies of parent members is as follows:
    1. If the parent was a PIC/WRAPSC member, the WRAPSC steering committee will fill the PIC/WRAPSC position and then send that representative to be affirmed as a PIC member at the next PIC meeting.
    2. If the parent was a PIC parent member then the PIC membership subcommittee will recommend one or more replacements at the next PIC meeting, or as soon as it reason-ably can. The subcommittee may consider applicants who were previously recom-mended by the subcommittee, but not successfully elected. If more than one parent is recommended at the PIC meeting there will be a vote by secret ballot by voting members; if there is one parent recommended then this person will be acclaimed.
  6. With the help of the Director of Education, the PIC membership subcommittee will seek applicants to fill a community representative member vacancy. Once the subcommittee has found one or more applicants to recommend, the subcommittee will make recommendations at the next PIC meeting. If one applicant is recommended s/he will be acclaimed; if more than one is recommended there will be a vote by secret ballot by voting members.
  7. Vacancies in the trustee member will be filled as soon as practicable by the Board. The alternate trustee will attend PIC meetings until the vacancy has been filled.
  8. When a vacancy occurs in a Board employee position, the Director of Education will seek a replacement as soon as practicable. The replacement becomes an official member when the Board approves the minutes of the first PIC meeting that the new member attends.
  9. When a member joins PIC to fill a vacancy for a member who left in the course of a term, then the new member’s term will end when the term of the member he or she is replacing was due to end.
  10. The process for filling vacancies in officers is as follows:
    1. If the PIC/WRAPSC Co-Chairperson vacates his/her position before the end of his/her term then, at the next PIC meeting, a new Chairperson will be nominated from among the PIC/WRAPSC members-at-large. If there is only one nomination then this parent will be acclaimed. If there is more than one nomination then there will be a vote by the parent members by secret ballot.
    2. If the PIC Co-Chairperson vacates his/her position prior to the end of his/her term then there will be nominations from among the PIC parent members. If there is only one nomination then this parent will be acclaimed. If there is more than one nomination then there will be a vote by the parent members by secret ballot.
    3. If the PIC/WRAPSC Treasurer vacates his/her position before the end of his/her term, a new treasurer will be nominated from among the PIC/WRAPSC parent members. If there is only one nomination then this parent will be acclaimed. If there is more than one nomination then there will be a vote by the parent members by secret ballot.
  11. PIC may continue to exercise its authority while experiencing a vacancy in membership. (s. 36)
    1. If the parent members of PIC fall below 50% of the PIC membership, then no full PIC meetings will proceed. (s. 40(2))
    2. PIC subcommittees will continue with their work, and PIC events will still proceed.
    3. As soon as practical, the PIC membership subcommittee will find new PIC members to recommend, if the vacancies are in PIC parent members, and the WRAPSC steering committee will find new members if the vacancies are in PIC/WRAPSC parent members.
    4. Once new parent members are found, a special PIC meeting will be held with parent members, the Director of Education and the trustee member only in order to affirm new PIC/WRAPSC parent members and/or elect new PIC parent members.
    5. Once sufficient parent members have joined PIC so that parent members no longer fall below 50%, then 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))

4.1 Individual Members

  1. All members of PIC commit to attending all scheduled PIC meetings. In addition, they should be prepared to work on subcommittees that may include, but are not limited to, “Events,” “Membership,” and “Safe, Caring and Inclusive Schools.”
  2. Individual members who are parent members or the community representative member are eligible to cast a ballot on issues within PIC that are put to a vote. These 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)
  3. Parent members may be employed by the Board, but need to declare such at the first meet-ing of the year. (s. 34 (1) and (2))

4.2 Officers

  1. Co-ChairpersonsThe PIC Co-Chairpersons consist of the PIC Co-Chairperson and the PIC/WRAPSC Co-Chairperson.
    1. The PIC Co-Chairpersons will give official statements on behalf of PIC to the public and the media, and will communicate with the Director of Education and trustees on behalf of the committee. (s. 38 (6))
    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.
  2. TreasurerThe PIC Treasurer is a parent member who is also serving as the WRAPSC Treasurer. 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 re-ports to PIC members at PIC meetings, and preparing an annual budget summary. (s. 44(1))

4.3 Board Personnel/Staff

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 posi-tion. (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 the minutes and post the minutes as set per s. 6.5 (c).
  2. Board staff will assist PIC members with photocopy services as requested 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.
  6. Board staff will assist with the distribution of notice of PIC meetings and PIC agendas, and with posting these on the Board website as per 6.5 (a) and (b).
  7. Board staff will be responsible for the retention of records of PIC’s financial transactions in accordance with Board Administrative Procedure 4690, School Funds, and for ensuring that records of PIC’s financial transactions 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 section 3.3 (a)
  2. If neither the PIC Co-Chairperson nor the PIC/WRAPSC Co-Chairperson is continuing in their second year of a two-year term, the Director of Education, or designate, shall chair the first PIC meeting of the year until at least one of the Co-Chairpersons are in place.

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 formal action may be taken.

6.4 Voting

  1. Save for when a vote relates to election of the PIC/WRAPSC Treasurer and the PIC Co-Chairpersons as per section 3.3 (c), when a vote is to take place, only parent members and the community representative member 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 at least 50% +1 in favour.
  3. Voting members who are present by electronic means are entitled to vote.

6.5 Communications/Distribution of Minutes and Agenda

  1. 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 post-ed 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 by electronic means. (s. 40(3)).
  2. A member who participates in a PIC 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 meetings in camera when applications for membership are considered.
    1. Results of its decisions regarding which applicants will be recommended for PIC membership will be communicated to applicants prior to the PIC meeting where recommendations for membership will be made to PIC.
    2. Applicants who are not recommended for membership by the PIC membership sub-committee will not be named at any PIC meeting or at any membership subcommittee meeting that is open to the public.
  3. 6.5 (a) and 6.7 will apply to subcommittees, with the necessary modifications. (s. 41(4))

7. Reporting/Deliverables/Results

7.1 Committee Reports to Whom

PIC has a two-fold reporting relationship. First, are its statutory requirements to report as per Ontario Regulation 612/00 section 50. Second, due to its shared membership and shared aims with WRAPSC, are its requirements to report on its activities to WRAPSC.

7.2 Format of Committee Report Back

  1. PIC will annually 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. The PIC/WRAPSC joint members shall provide updates to the WRAPSC membership on the activities of PIC at a minimum on a semi-annual basis, and more frequently, as required.

7.3 Timeframe of Committee Report Back

  1. PIC’s annual written summary will be submitted to the Chair of the Board and the Director of Education two weeks before the last PIC meeting of the year.
  2. By the last meeting of the year of PIC, 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. The written summary will be provided to the WRAPSC membership at the first WRAPSC meeting of the year, 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

Types of conflict of interest:

  • 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 inter-est, 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

A member of PIC shall inform the PIC Co-Chairpersons of any actual, perceived or potential conflict of interest, and the PIC Co-Chairpersons shall inform the other members of such conflict of interest at the next PIC meeting.

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. S/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.