School Planning Council (SPC) ProcedureFebruary 24, 2012
The procedure for School Planning Councils is governed by the School Act and school and district policies.
Every school district, and some schools, have developed policies on SPCs. These policies have important implications for the SPC in your school.
Ask your PAC or DPAC chair, principal, or school board office for your school and district policies. Many policies are available on the website of the BC School Trustees Association.
Your school and/or district policy may cover such things as:
- target dates or deadlines for formation of the SPC and election of representatives
- meeting procedure, including minimum number of meetings per year, convening meetings, quorum, confidentiality, decision-making, telephone or electronic meetings, agenda, record-keeping
- role and authority of the chair
- roles and responsibilities of other positions, for example, secretary
- role of advisors, consultants, observers, and non-voting members and representatives
- alternates and filling vacancies
- consultation with the PAC, students, school staff, school board, special groups, and broader community
- target dates or deadlines for the school plan, including drafts for consultation
- powers of the board and principal in the event timelines or deadlines are not met
- financial matters
- conduct, discipline, and retaliation.
Do SPCs have bylaws
PACs and DPACs are required by the School Act to make bylaws governing meetings and the business and conduct of their affairs. [School Act, s. 8(5) for PACs, and s. 8.5(2) for DPACs]
SPCs, on the other hand, are not required to make bylaws or rules of procedure because procedure is largely determined by district policy. Some SPCs may nevertheless choose to make bylaws or rules of procedure.
Depending on the detail contained in your school and district policies, your SPC will be able to determine certain procedural matters, such as roles, responsibilities, and meetings, based on the following:
- the needs and schedules of members
- the skills, talents, and experience of members
- principles of good meetings.
As a PAC representative, you are entitled to bring your knowledge and experience of good procedure to the table. All SPC members are entitled to participate in determining SPC procedure, consistent with the School Act and policy.
Resolving Concerns within the SPC
As in any organization, concerns may arise within the SPC as you work together toward completing the school plan. Should this happen, consider the following sources of information and assistance:
- school and/or district policy on SPCs
- internal policy and procedures that the SPC may have developed
- Robert’s Rules of Order or other books on meeting procedure