- Plan an orientation session for your council.
- Decide on a maximum length of time for each meeting.
- Meet with your chair once prior to each school council meeting.
- Chair’s role is to remain neutral and provide alternative ways to solve
problems and make decisions.
- Encourage decision-making through consensus.
- Include the meeting dates for the year in the school calendar, school
newsletters, school website and post them on your office message board.
- Set up the meeting room in advance.
- Ensure there is proper signage directing parents to the meeting location.
- Point out locations of washrooms before the meeting starts.
- Announce the format for the meeting, including breaks, at the beginning.
- Provide refreshments to help people feel more welcome.
- Conduct the business part of the meeting first and then invite guest
speakers to speak on topical issues; if students are presenting put them
on the agenda first.
- Have the chair prepare the agenda in advance of the meeting.
- Place time limits beside each item on the agenda.
- Adjust the schedule to allow more time for some items.
- Record the minutes during the meeting.
- Record attendance by passing around an attendance sheet.
- Collect email addresses and ask parents to include their children’s full names
and grades.
- Welcome and thank those who have attended.
- Introduce yourself and other guest speakers; if time permits have all
introduce themselves.
- Start the meeting by reviewing the agenda; add new items under “new
business.”
- Separate the items for discussion and the items for decision and make clear
what action is required for each item.
- Allow participants to ask questions.
- Ensure that no one person is dominating the discussion.
- Resolve as many issues as possible; only move items forward to the next
meeting if more information is required or you need additional time.
- Conclude with a summary of what has been discussed, decided and what
will be forwarded.
- Remind participants of the date of the next meeting.
- Make minutes available to the school community by posting them on the
school website or near the main office.
(Adapted from: OPC Communicator Tips for Successful School Council Meetings).
Further Reading
School Councils, A Guide for Members, 2001. (Revised 2002). Ministry of Education. See the Ministry website (www.edu.gov.on.ca) for this comprehensive document that includes samples of relevant by-laws, ballot forms and letters.
Global Thoughts and Local Acts. The Register 3.1. (Feb. 2001) (www.principals.ca)
Get to Know the Community
Listen actively to learn as much as you can about your school community from students,
parents, staff, supervisory officers, trustees – anyone who knows the lay of the land.