School Community Council Orientation July 2013

Overview Purpose and History Membership Elections Meetings Roles of SCC Members Responsibilities References

Purpose and History

Purpose To better understand: The policy The organization of SCC The election process The roles and responsibilities of the SCC

History of SCC Established by JSD policy in 1991 Senate Bill 167 (July 2002)

Purpose of SCC To build consistent and effective communication. To allow parents an opportunity to be actively involved in their children’s education. To enhance academic excellence at the school and address the needs of students.

Membership

SCC Members Parents or guardians of students attending the school Principal School employees

SCC Members “Parent or guardian member” means a member of a SCC who is a parent or guardian of a student who: Is attending school; or Will be enrolled at the school at any time during the parent’s or guardian’s initial term of office. “Parent or guardian member” may not include an educator who is employed at the school. “School employee member” means a member of a SCC who is a person employed at the school or school district, including the principal. Educators in a district can now serve as parents at their children’s school. The number of non- educator parents must outnumber the number of educator/parents.

SCC Size and Guidelines Each school community council shall determine the size of the council by a majority vote of the quorum of council members, provided the resulting council has at least one employee member, the principal, and a two person majority of parents.

School Community Councils (SCC) and Elections

The SCC must have two more parent/guardian members than school staff members, including the principal. The school principal serves as a voting member of the SCC. All SCC terms are for two years with the beginning date determined by the school, consistent with local school board policies. There are no term limits for parent/guardians. They may serve if they have a child attending the school during the two-year term.

School Community Councils (SCC) and Elections Notice of the SCC election is provided to parents and staff ten days in advance of the election and must include: the positions that are available, dates and times of elections, and instructions for becoming a candidate. When more candidates file for parent positions or staff positions than there are vacancies, the school must hold a formal election.

School Community Councils (SCC) and Elections Elections are overseen by the principal, or designee, and are conducted by means of secret ballot. Ballots for parent elections are deposited in a secure ballot box. Parents elect parent members and the staff elects staff members.

School Community Councils (SCC) and Elections Approximately half of the SCC seats are up for election each year. Initial terms should be staggered so that no more than 50 percent of the council members stand for election in any one year. Under certain circumstances, the SCC may establish policies for voting via mailed ballots and/or secure electronic systems, consistent with Utah State Board of Education Rule on SCCs.

School Community Councils (SCC) and Elections Elections shall be held near the beginning of the school year, to be completed by October 15, or held in the spring and completed before the last week of school. The timing of the election must remain the same for at least four years. Results should be maintained for three years and made available to the public upon request. If positions are vacant after the elections, parents on the council appoint parent members, and the staff appoints staff members.

School Community Councils (SCC) and Elections The council notifies the local board of the membership of the SCC by submitting the Committee Membership Form online each fall as part of fall reporting for the School LAND Trust Program. The principal provides a signed assurance that elections were conducted according to the law and board rule and council members who were not elected were appointed appropriately.

Roles of SCC Members

SCC Leadership The SCC elects: A chair and vice-chair. The chair is a parent member and the vice- chair may be a parent member or an employee member. The principal may not serve as an officer.

Role of Chairperson To work with the principal in creating agendas. To notify members of upcoming meetings. To conduct the meetings. To make assignments, as appropriate. To ensure minutes are recorded.

Role of Principal The principal shall: Ensure elections are held as required by law. Ensure all reports and plans are submitted as required. Provide school budget and data to the council as it relates to CSIP and School Land Trust programs.

Role of Principal (cont.) Work closely with the chairperson in planning meetings and appropriate activities. Distribute copies of the meeting minutes.

Role of the Vice-Chairperson To assist the chairperson as needed. To take over duties of the chairperson when absent.

Responsibilities of Members To make a conscientious effort to attend all meetings. To act in good faith for the benefit of all students To participate in the development of the Comprehensive School Improvement Plan (CSIP) and School Land Trust Program. To be a positive and contributing member.

Open and Public Meeting Law and other Noticing Requirements

SCC meetings are open to the public. SCC are no longer accountable to the open meetings law, but they must still post their agendas and minutes. SCC meeting agendas are posted on the school website at least one week in advance and include the date, time, location of the upcoming meeting, and minutes of the last meeting. School Community Councils must adopt their own rules of order and procedure. These rules should be followed in conducting meetings, be posted on the school website, and be available at each meeting.

Open and Public Meeting Law and other Noticing Requirements All SCC minutes include: the date, time, location, names of members present and absent, substance of all matters proposed, discussed or decided, a record of votes, name of each person who is not a member of the SCC and who is recognized by the chair to speak in the meeting, and substance of what was said. Minutes are marked as a draft until approved.

Open and Public Meeting Law and other Noticing Requirements A simple majority (quorum) is required to take action. Action on a motion results from a majority vote of a quorum. Issues not listed on the agenda may arise in the meeting, be discussed and assignments made to help the SCC make a decision at a future date, but no final action should be taken on substantive issues not listed on the agenda.

Open and Public Meeting Law and other Noticing Requirements The following reports and SCC information must be posted on the school website AND via required means, to each individual household with a student attending the school, by November 15 th. A list of council members with and phone contact information, or both, and the SCC meeting schedule. A report to parents on the implementation of last year’s School LAND Trust program. Proposed SCC meeting schedule for the year. The school website should communicate opportunities for parents to serve on SCC and how parents can directly influence the expenditure of School LAND Trust funds. The website should include the dollar amount received each year through the program. School LAND Trust funds are not to be used to provide parent notification.

Open and Public Meeting Law and other Noticing Requirements Parents are notified of parent member election policies and timelines established by the council. SCC members shall not be discouraged or prohibited from discussing any issue or concern that is not prohibited by law.

Duties and Responsibilities of the SCC

The SCC reviews testing results and other indicators of student success to determine the needs of the students. The SCC develops, approves, and assists in implementing a school improvement plan (CSIP). The SCC creates and submits the online School LAND Trust Plan, an academic subset of the CSIP. The SCC assists in the creation of a professional development plan.

Duties and Responsibilities of the SCC The SCC creates a reading achievement plan (Elementary). The SCC may help develop Child Access Routing Plans, although this is no longer required. (Elementary and Middle/Jr. High Schools). The SCC regularly submits required reports to the local school board for approval. The SCC appoints subcommittees or task forces as desired that may include participants other than elected SCC members (parents, staff, students, community members, etc.).

Duties and Responsibilities of the SCC The SCC advises school and district administration and the local school board on local and district school issues. Upon request of the local school board, the SCC provides information to assist the local board in resolving issues of local concern. The SCC is encouraged to advise and inform the local board members. The SCC provides ongoing support in implementation of approved plans.

Duties and Responsibilities of the SCC SCCs shall encourage participation on the SCC, including recruiting potential applicants to apply for open positions on the council. SCCs may assume other tasks and responsibilities relating to their school, such as safety, school climate, student and teacher recognition, etc. that are best addressed through local school collaboration.

Duties and Responsibilities of the SCC A successful SCC will: Hold regular, well-planned meetings. Follow the written agenda. Have consistent starting and ending times. Focus on the SCC’s purposes. Allow time for members to discuss issues. Be positive and optimistic!

References

State Board Rules on School Community Councils School LAND Trust Program You may review the rules and law at the following web addresses: Rules.aspx Rules.aspx (click: General Information)

Jordan School District Website School Community Council Orientation PowerPoint School Community Council Compliance Checklist Rules of Order and Procedure Election Checklist

Jordan School District Website Changes for Councils from the 2013 Utah Legislative Session Timeline for School Community Councils and the School LAND Trust Program School Community Council Information for School Websites School Community Councils: Touch the Future School Community Council Training Handout