Duties of the Executive Members

Chair

It is expected that the School Council Chair will be a parent of a student enrolled in the School. Unless otherwise delegated, the Chair of the School Council will:

• Chair all meetings of the School Council;
• Collaborate with the Principal to co-create meeting agendas; 
• Communicate with the Principal on a regular basis;
• Decide all matters relating to Rules of Order at the meetings;
• Ensure that School Council Operating Procedures are current and followed;
• Be the official spokesperson of the School Council;
• Ensure that there is regular communication with the whole School community; 
• Review any communication to the School community prior to distribution and include the Principal in same;
• Stay informed about School Board policy that impacts the School Council;
• Comply with the School Council Regulation by providing the School Board with an annual report that summarizes the School Council’s activities for the previous School year, including a financial statement relating to money, if any, handled by the School Council, no later than September 30th;
• Have general responsibility for all activities of the School Council.

Vice-Chair

Unless otherwise delegated, the Vice-Chair of the School Council will:

• In the event of resignation, incapacity or leave of absence of the Chair, fulfill the Chair’s responsibilities (while remaining in the Vice-Chair position);
• In the absence of the Chair, supervise the affairs and preside at any meetings of the School Council;
• Work with and support the Chair in agenda preparation;
• Ensure the appropriate management, in compliance with PIPA, of any personal information collected on behalf of the School Council;
• Assume responsibility, in consultation with the School Council, for communicating with the Fundraising Association or other parent groups within the School; 
• Promote teamwork and assist the Chair in the smooth running of the meetings;
• Keep informed of relevant School and School Board policies;
• Prepare to assume the position of Chair in the future;
• Assist the Chair and undertake tasks assigned by the Chair.

Secretary

Unless otherwise delegated, the Secretary of the School Council will:

• Act as a recorder at each meeting and ensure that the minutes are prepared accurately to reflect the directions agreed to at the meeting;
• Keep minutes, correspondence, records, and other School Council documents, and ensure that all relevant documents (as per legislation) are available to the public in an accessible location in the School, for a period of 7 years; 
• Maintain a dated record of all the Members of the School Council who have knowingly provided their contact information, in compliance with PIPA; 
• Distribute, as determined by the School Council, agendas, minutes, notices of meetings, and notices of other events;
• Maintain and organize documents related to the School Council.

In the absence of the Secretary, the School Council shall choose a recording Secretary for the meeting.

Volunteer Coordinator

• Assist in coordinating the School Volunteer program through the use of online tools, email, and working with the school team and parent community; 
• Determine the Volunteer needs for the school;
• Establish a Volunteer Pool;
• Provide a summary of volunteer events to the School Council at general meetings.

Social Media Coordinator

• Inform and engage the School Community on upcoming events using School Council social media; 
• Work with School Council Team Members to prioritize communications and communicate with the School Community;
• Create meaningful ways to gather feedback from the School Community and relay findings at the School Council Meetings;

Key Communicator

• Act as a liaison between the Calgary Board of Education and the School Council; 
• Attend the Key Communicator Meetings called by the Calgary Board of Education as a representative of the Collingwood School Council;
• Report on the Key Communicator Meetings at the School Council Meeting;
• When possible, attend meetings called by ASCA as a representative of the School Council.

Committee Coordinator(s) 

Note: Committees will be formed based on current requirements of the School Community

• Lead the Committee as required to meet the goals and future direction of the Committee;
• Support Committee and liaise with the School Council members;
• Report on Committee activities, and progress to goals, and requirements at the School Council Meetings.