BRISTOW RUN ELEMENTARY SCHOOL

ADVISORY COUNCIL BYLAWS

March  2003

 

PURPOSE:

Under the philosophy of site-based management in Prince William County Public

Schools, the Bristow Run Advisory Council will:

·        represent and assess the needs of the school community and staff;

·        help develop the School Plan and insure that it reflects the vision and mission of Bristow Run;

·        act as an advisor to the school administration on the budget, and on the implementation, evaluation and modifications of the School Plan; 

·        identify concerns, obtain community and staff feedback, and support the educational system. 


MEMBERSHIP:

The Parent and Staff representatives on the Bristow Run Advisory Council shall consist

of 12 rotating voting members, a non-voting Chairperson, and a permanent non-voting member from the administration (Principal and/or Assistant Principal)  Each parent representative will also have a non-voting alternate.  The Voting members are as follows:

 

STAFF                                 

One         (K-1) Teacher

                                                                One         (2-3) Teacher

                                                                One         (4-5) Teacher

                                                                One         (Specialist) -Art, Music, P.E.,Guidance, Librarian, Reading                                                                                                                                                                                

                                                                One         (Classified)

                                                              One           (Special ed.)

                                                                                Total:  6 members

 

               

PARENT

                                                                One         Kindergarten

                                                                One         1st Grade

                                                                One         2nd Grade

                                                                One         3rd Grade

                                                                One         4th Grade

                                                                One         5th Grade

                                                                                Total:  6 members

 

            Council Members have an obligation to represent the grade levels for which they were chosen.  Members will communicate information to and from the Council, for that grade.  With the permission of the Parent Advisory Council Members, their names and a way of contacting them (phone numbers and/or e-mail addresses) will be published in the Panther Press in October and will be in the Advisory Council Notebook located in the Office.

            The only restrictions shall be that (a) members have students enrolled at BRES for the term that they are serving; (b)there be only one member per family and (c) that teachers whose own children attend BRES may not serve as a parent representative.

There will be an alternate for each member of the council if possible.  If there is no alternate for a member who misses a meeting, then a previously designated person will provide the information to the member who is not present at the meeting.

SELECTION PROCESS:

 

PARENT MEMBERS

Selection for Advisory Council Grade Level Representatives and Alternates will be at the May meeting for grades 1-5., enabling them to attend one meeting and receive materials from the outgoing member before becoming a member.  Kindergarten members will be selected in June, after May Kindergarten Registration.   A notice will be sent out the second Friday in April advertising the open positions for the next term on the Council, with the group(s) indicated.  Those persons interested in serving on the Bristow Run Advisory Council should submit their name in writing to the current Chairperson/Principal and plan to attend the May Meeting.  Open positions will be drawn in a lottery fashion.   

Parent Advisory Council members will be volunteers from the grade levels listed under membership. If more than one person volunteers for any grade level then a lottery will be held for each grade level that has more than one volunteer. The first name drawn for the grade level will the Representative; the second name drawn will be the Alternate. The Vice-Chairperson will oversee the election process, which will be held at the May meeting.

If no one volunteers from a designated grade level then the Vice-Chairperson will solicit volunteers for each open position and hold an election if necessary at the June meeting.

 

STAFF MEMBERS

The Principal and staff will meet and determine the selection process for the Staff members, in time for the new members to attend the June meeting.

 

 

TENURE:

Each Council Member serves a two-year term that runs from August to June.  Every other year the 5th grade representative will serve a one-year term. No full term member may serve consecutive terms, unless no other volunteer exists for the vacancy.

 

Procedure for Resignation:  Resignations should be submitted in writing to the Chairperson with the effective date.  The Chairperson will read the letter at the next meeting.

 

Procedure for Removal of a Council Member:  A Council Member will be asked to resign If, two consecutive regular monthly meetings are missed, or if total of three regular monthly meetings are missed from August through June. The secretary will keep track of attendance and notify members who need to be asked to resign. Unexpired terms will be filled by the alternate. Any member who joins the council as a replacement will be eligible for successive terms.

 

 

ATTENDANCE

            Members are expected to notify one of the officers or the Principal if they must miss a meeting. If a Member misses two consecutive meetings without prior notice or excuse or three regular monthly meetings, the Secretary shall contact that person, and the Members will decide whether that person shall remain on the council. Leave of absence shall not be granted.

 

OFFICERS: 

Council Members will select the offices of Chairperson, Vice-Chairperson, and Secretary.  The Chairperson, Vice-Chair and Secretary will be elected, by and from the sitting Council, at the April meeting. Each officer is elected for a one year term.  The Chairperson can be re-elected for a second term, with a maximum of 2 years served as Chairperson.  The Vice-Chairperson and Secretary may be elected for a second term provided this does not extend their term of representation (as defined in the “Tenure” section).  If the Chairperson still has time remaining in their term of grade level representative, this unexpired time is filled by the Alternate (as per the “Tenure-Procedure for Removal of Council Member)”), and a new alternate is selected.  All voting members and parent grade level alternates are eligible to serve as officers.  In addition, an Advisory Council member from the previous school year (whose term was finished and is no longer a member of the Council) may serve as Chairman, provided they notify the Principal of their interest in this position prior to the April meeting.  If there is a tie vote for any of these positions, a second vote will be taken. If the tie remains, the position is filled by a drawing.

 

CHAIRPERSON (Parent member)

The Chairperson will:

ü      Preside over the meetings and work with the Principal in planning and directing the business of the Bristow Run Advisory Council.

ü      Review with the Principal the planning and preparing of the yearly and monthly agenda.

ü      Send the agenda to members one week prior to the Advisory Council Meeting.

ü      Provide a copy of the agenda to the office Staff in order that it may go out in the weekly newsletter, prior to the meeting.

ü      Appoint committees and serve as an ex-officio member.

 

VICE-CHAIRPERSON (Staff member)

The Vice-Chairperson will:

ü      Exercise all functions in the absence of the Chairperson.

ü      Assist the administration in coordinating programs that provide training and information to the Bristow Run Advisory Council.

ü      Oversee the election process at the May meeting.

ü      Collect and maintain all official material regarding Advisory Council activities.

 

SECRETARY (Parent or Staff member)     

            The Secretary will:

ü      Keep full and accurate records of the proceedings of all Council meetings.

ü      Maintain a roster of the membership with phone numbers and addresses.

ü      Keep a written list of who attends each meeting and notify members when they need to be asked to resign for missing two meetings in a row or 3 meetings in a year.

ü      Create a phone tree and provide each member with a copy

ü      Provide minutes of the meeting to each Council member with the next month’s agenda.

ü      Prepare a summary of the minutes to give to the Principal to be published in the weekly newsletter and on our school website.

ü      Make sure the Advisory Council Notebook in the office has a copy of the minutes and is up to date.

ü      Prepare official correspondence.

COMMITTEES:
The Chairperson will form committees as needed and ask for volunteers, making sure there are staff and parent members on each committee.  Committee members may be parents or staff not currently serving on the Council.

 

MEETINGS:

         The Bristow Run Advisory Council will meet once a month from August to June. The meetings will last no longer than two hours. The August meeting will be in middle to late August and focus on training and teambuilding. The September meeting will be on the second Tuesday in the evening. The October to June meetings will be held the first Tuesday of each month in the evening.

            Quorum – A quorum of 9 members must be present for an official meeting to take place.

            If special meetings are needed or a meeting needs to be canceled the Principal will contact the Vice-Chairperson and the phone tree will be activated.  The Principal and Chairperson will reschedule a canceled meeting.  A notice of any changes will be sent home with the students.

           Meetings will be publicized through the weekly newsletter and Back to School Night.  The Chairperson will contact the Principal prior to finalizing the agenda to determine if any changes or additions need to be made before sending it to the members.   Agenda items may be submitted to the Chairperson, by any parent or staff member, two weeks prior to the next Council Meeting.

             The Advisory Council Meetings are open to all Bristow Run parents, staff and community members.

 

CITIZEN”S TIME:

The first 15 minutes of each Advisory Council Meeting will be designated as citizen’s time and any staff member, parent, or member of the community may address the Advisory Council.  Each Person will have adequate time to speak.  Citizen’s time may be extended at the discretion of the Chairperson.  Responses will be held until Principal’s time.

 

The Principal will respond to issues, questions, and/or concerns raised during citizen’s time in one of three ways:

1.      Address immediately

2.      Provide a written statement or contact the person(s) prior to the next meeting.

3.      Provide an answer at the next Advisory Council Meeting.

 

PRINCIPAL’S TIME:

Any issues of concern for informational purposes will be shared during this time.

 

AGENDA

            A tentative agenda for the next meeting will be prepared at the end of each meeting by Council Members. A copy of the final agenda, determined by the Chairperson, Vice Chairperson, and the Principal, shall be distributed to each council Member at least one week prior to the next meeting.

 

DECISION MAKING:

v     Only current members listed in the School Plan, as defined on page one of the bylaws under membership, are eligible to vote.  Meetings will be conducted following Roberts Rule of Order.

v     Decisions of the Bristow Run Advisory Council regarding the planning process and the Biennial School Plan will be reached by consensus.

v     Officers will be elected by ballot vote or by acclamation.

 

AMENDMENTS:

Bylaws shall be reviewed annually.  Any suggested changes and/or additions will be discussed at the April and May meetings and a final vote will be taken at the June meeting to amend the bylaws.  In special circumstances the bylaws may be reviewed and/or modified at any time.

 

TRAINING:

All Advisory Council Members are encouraged to attend the training provided by Prince William County Schools. The dates, place and times will be made known to all members as soon as they are made available to Principal.  It is recommended that all current members and alternates attend.

 

COMMUNICATIONS

            Communication with the entire community is essential. An Advisory Council Notebook, kept in the front office, will contain permanent copies of all minutes, extra copies of the most current set that include the upcoming agenda, and a suggestion envelope for any ideas or concerns written or called to the school. The existence and location of this notebook shall be made known to the community.

            While each member is expected to report the details of pertinent concerns back to the constituencies, a synopsis of each meeting will also be prepared for publication and distribution to reach as wide an audience as possible. Public response and opinions should be invited and encouraged.

            One member will represent the Council at all PTA Board meetings and the position may be rotated among the membership but may also be the same person.

 

 

ALTERNATES

The second person’s name drawn in the parent election will serve as an alternate. There should be an alternate chosen for each grade level represented. An alternate is a non-voting member. Alternates are encouraged to attend training. Alternates may be selected for an office. An alternate main responsibility is to share information from an advisory council to the parent representative on the alternate’s grade level. An alternate will replace a parent member who is asked to resign or who can no longer serve. Alternates will be eligible to run in successive terms if they replace a parent member. An alternate can run for a grade level representative even after serving as an alternate for 2 years.