Article I: Name of the Organization

The name of the organization shall be known as "Woburn Collegiate Institute Student Activity Council" (SAC).

Article II: Mandate

• To create in cooperation with the Principal, staff, students, student organizations and parents a better school environment for the students of our school.
• To provide students with opportunities for leadership.
• To create a sense of community within Woburn.
• To act as liaison where appropriate between the students, staff and administration.
• To conduct student activities that are inclusive for all students.
• To promote civic responsibility by doing charity fundraising.
• To promote school spirit and build pride in our school community by holding school-wide events.
• To be accountable and responsible for financial management of the Student Council Funds.
• To provide a forum for students' input within the school.
• To support school-wide initiatives and events run by other groups within the school and collaborate where needed.

Article III: SAC Council Composition

The Council shall consist of:

• One President
• One Vice-President
• Two Secretaries
  • Event Secretary
  • Council Secretary (Junior student only)
• Two Treasurers
  • Senior Treasurer
  • Junior Treasurer
• Two Media Coordinators
  • Social Media
  • Graphic Design
• Community Building Commissioner (Senior Student only)
• One Grade 12 Representative
• Two Grade 11 Representatives
• Two Grade 10 Representatives
• Three Grade 9 Representatives

Article IV: Duties and Responsibilities of Members

President

• The President of the Student Council has the responsibility of being the chief representative for the student population of Woburn Collegiate Institute.
• Liaison with the administration, teachers, custodial staff, and secretaries.
• Your presence will be required at many meetings (those include Parent Council, Student Council, and even Staff Meetings) and you must possess essential interpersonal qualities.
• As the President, it is your role to create an agenda for any and every meeting that you are leading.
• Responsible for calling and chairing all regular meetings.
• As a leader and a diplomat, your role on the Student Activity Council demands professionalism and the utmost dedication. You must lead the council as you plan annual social occasions.
• Required to represent the students at events and ceremonies both inside (Grade 8 Orientation, Parents Night, Grade 9 Orientation day etc.) and outside the school (conferences).
• Remember that as president, your main job is to oversee the entire council and delegate jobs effectively and efficiently.
• You will need to learn how to work with people and make every effort to bring the group together.
• Most of all, you must possess a genuine love for the school and its student body, and make every possible effort to make it better, happier, and prouder.

Vice President

• Liaison with the teachers, custodial staff, and secretaries.
• Your presence will be required at many meetings (those include Student Council, and even Staff Meetings) and you must possess essential interpersonal qualities.
• Lead meetings in President's absence.
• Required to represent the students at events and ceremonies both inside (Grade 8 Orientation, Parents Night, Grade 9 Orientation day etc.) and outside the school (conferences).

Secretaries

Event Secretary

• Responsible for ensuring events run smoothly by making event proposals.
• Create excursion lists for any classes missed to prepare/setup/cleanup/run SAC events.
• Documenting the responsibilities of members for events.
• Documenting staff supervisors for events.
• Documenting any supplies required for events.
• Confirming location bookings required for events.

Council Secretary

• Responsible for recording every decision the Council makes in weekly 'minutes'.
• Responsible for the smooth functioning of weekly meetings by taking attendance.
• Responsible for forwarding meeting 'minutes' to all members, teacher advisors, and administration in a prompt manner.
• The council secretary will also be responsible for communicating important information about the SAC and/or their events with other Woburn councils.
• Send monthly attendance reports to advisors, president and vice-president of the council.

Treasurers

• Required to be present at all SAC events involving monetary transactions (at least 1 treasurer).
• Attend SAC budget committee meetings to allot money to various clubs/teams.
• Counts money from all SAC events within a week of the event and ensures financial accuracy.
• Keep track in spreadsheet of all revenue and expenses for each event (Senior Treasurer).
• Collects all SAC receipts and completes and submits reimbursement forms to Office (Junior Treasurer).
• Bi-monthly audits (of SAC and other clubs).
• Senior treasurer should supervise junior treasurer and delegate responsibilities.
• Act as expert on SAC finances and advise on SAC financial status.
• Liaise with SAC Staff Financial Advisor when required (i.e. SAC budget committee meetings, counting funds, etc).

Media Coordinators

Social Media Coordinator

• Responsible for designing posters to publicize SAC events/initiatives.
• Responsible for writing PA announcements to publicize SAC events/initiatives.
• Responsible for handling SAC's social media accounts.
• Utilize SAC social media accounts to promote school-wide events/initiatives and other club/team events/initiatives.

Graphics Media Coordinator

• Responsible for developing video ideas (i.e. writing scripts, storyboarding).
• Arrange filming dates.
• Directing SAC photo and/or video shoots.
• Editing SAC photos/videos.
• Documenting SAC events in photo and/or video form.
• Liaise with Yearbook to share photos from SAC events.
• Help Social Media Coordinator to develop promotional materials as needed.

Grade Representatives

• Grade 12 and 11 Representatives: Responsible for leading at least two major SAC events.
• Grade 9 and 10 Representatives: Responsible for co-leading at least two major SAC events, responsible for leading at least one mini events.
• Major events: Welcome Assembly, Halloween Events, Spirit Week, Charity Week, Holiday Countdown, Semi Formal, Carnival, Grade 12 BBQ (requiring full proposals).
• Mini events: workshops, scavenger hunts, spirit days, individual activities during event weeks, etc.
• Solicit feedback from peers within their grade and contribute those ideas during the meeting.

Community Building Commissioner

• Responsible for chairing Community Building Committee.
• Act as liaison between Community Building Committee and SAC.
• Plan, lead and facilitate events and/or initiatives determined by the Community Building Committee to be beneficial to the Woburn school community and improving relationships amongst school community members.

Article V: Duties and Responsibilities of Student Council Members

• Participate and assist with the setup, organization, publicity, running, and clean up of all SAC or SAC-supported events, to the best of their ability.
• Attend all SAC-run events, to the best of their ability and support one another.
• Regularly attend meetings and complete attendance form if unable to attend.
• Each member will provide the highest examples of good citizenship, sportsmanship and school spirit both within and outside of the school.
• Communicate effectively with other SAC members and staff advisors through approved channels.
• Plan major events and initiatives well in advance, communicate with other students/staff involved in a timely manner.
• Fulfill all of the responsibilities of your individual role.

Article VI: Committee Structures

6.2 The President and Vice-President are ex-officio members of all committees.

6.3 All committees, through their convenor, must report regularly to the Student Council.

6.4 Ad hoc committees will be appointed (as needed) by a Student Council vote.

6.5 The Student Council must approve all committee recommendations.

Article VII: Roles and Responsibilities of Committees

7.1 Budget Committee

• To meet once per school year (or more if needed) to analyse the financial needs of student groups and allocate student funds accordingly.
• Members to include:
  • SAC Treasurers
  • SAC Financial Advisor (staff member)
  • At least one SAC Staff Advisor
  • At least one member of the school administration
• Each school organization or activity requesting financial assistance is required to prepare and submit a budget, which includes a breakdown of expenditure for the request. The request must include a list of its student executives and the signature of the sponsor teacher. These must be submitted in advance of the Budget Committee meeting, as per the deadline determined by the SAC Financial Advisor.

7.2 Community Building Committee

To meet regularly to discuss issues surrounding community building within the school environment and how to address them:

• Equity
• Wellness
• Other pressing matters, to be determined by the committee

Members to include:

• 5 students, determined by application form (reasons for participating and previous volunteer/community experience) and 2 teacher references
• At least one member of the school administration
• Wellness POR holder
• At least one other staff member

• Meetings are chaired by the Community Building Commissioner.
• Meetings to be held approximately once per month, on a regular basis.

7.3 Woburn Leadership Committee

• Members to include one member from any Club or Council (selected by that Club or Council) wishing to participate in the Committee.
• Selected members to be determined before the first Committee meeting of the school year.
• Clubs established during the school year may delegate one member to the committee, but must notify the SAC President & SAC Staff Advisors.
• To be involved in collaborating on planning and tasks before an event or activity (e.g. Spirit Week, Charity Week, Carnival, etc.).
• To participate and/or aid in SAC related events and activities throughout the year.
• Meetings are chaired by the SAC President; minutes are taken by an SAC secretary.
• Meetings to be held approximately once per month, on a regular basis.

Article VIII: Duties and Responsibilities of Staff Advisors

8.1 Each year, the Student Council shall have a minimum of two Staff Advisors.

8.2 The Staff Advisors must be selected in consultation with the administration and any current, or previous, advisor before the end of the new school year.

8.3 The Staff Advisors shall:

• Attend all Student Council meetings, whenever possible.
• Supervise all Student Council events and initiatives.
• Assist the Student Council and its committees in their deliberations.
• Give counsel on any conflicting or interfering points with the Administration of the school.
• Inform teachers and/or Administration of any initiatives and proposals of concern to students.
• Actively promote the role of Student Council to teachers, staff members, and Administration within the school.
• Object to decisions that are deemed insupportable and/or inappropriate.
• Verify the academic records, collect and review staff references of prospective SAC Candidates.
• Conduct interviews for interviewed roles during SAC Elections.
• Support SAC with booking of spaces/venues that require staff booking.

8.4 The Staff Advisors are not considered members and have no official voting privileges.

8.5 No member of the SAC Council shall be authorized to sign a contract of any type without the signature of an SAC Staff Advisor and/or member of the school administration.

8.6 All SAC events are subject to the initial and final approval of the SAC Staff Advisors and/or a member of the school administration.

Article IX: Jurisdiction

9.1 This Council shall have authority over all student activities and give audience to the views of the Principal concerning them. The Principal shall have the veto power. If an issue passes the Student Council on reconsideration by a 2/3 majority and is still vetoed, the Principal and Student Council Executive shall discuss the issue in order to arrive at a compromised solution.

9.2 Any club formed must apply to the Student Council for endorsement. To apply for endorsement an organization must have a sponsor teacher, as well as their mission statement.

9.3 Requests for financial aid from various clubs shall be submitted on an SAC Budget Request Form to the SAC Financial Advisor. The SAC Financial Advisor must ensure that the SAC Treasurers are aware of all requests forwarded to the SAC for funds.

Article X: Continuity

10.1 At the final meeting, the Treasurer will present a complete financial statement. The ledgers and funds shall then be turned over to the new Treasurer. From June 30 to September 1, the Principal and the Treasurer or the SAC Financial Advisor shall have the power to pay expenses incurred by or for the Student Council. Such expenses are to be submitted for approval to the Student Council at its first meeting in September.

10.2 At the April meeting, the Staff Advisor shall appoint an election committee of four graduating students. This committee shall act with the Principal and Staff Advisors to arrange for the election of the new Council.

10.3 The newly elected Executive will oversee the election of the new Grade Representatives.

10.4 The Transfer of Power takes place at the last SAC meeting of the school year. During the Transfer of Power, the newly elected Student Council members should conference with their corresponding presiding Student Council members.

Article XI: Meetings

11.1 Regular weekly meetings of the Student Council shall be held every Monday after school. More frequent or special meetings may be held at the discretion of the President.

11.2 The Student Council will take precedence over other activities.

11.3 A 60% attendance is necessary for a quorum.

11.4 The procedure of Student Council meetings will be as follows:

1. Attendance
2. Adoption of Agenda (Emergency additions to the agenda / New Business)
3. Presentation and adoption of Minutes
4. a) Business arising from the Minutes    b) Question Period
5. Discussion of Items
6. Adjournment

11.5 The President shall prepare, in advance, an agenda for each meeting. The agenda shall be posted on the SAC Google Classroom at least 24 hours prior to the start of the meeting.

11.6 At meetings, any member has the right to make additions to the Agenda and/or speak on matters regarding the minutes.

11.7 In the absence of the President, the Vice President will chair any meeting(s).

11.8 Voting shall be done by a show of hands. The chairperson shall count votes.

11.9 Absentees of each meeting will be recorded within the minutes.

11.10 Members are expected to attend the entire meeting. If a member needs to leave early, they must notify the secretary and staff advisors in advance. Otherwise, this is considered an absence.

Article XII: Financial Procedures

12.1 The Treasurer and SAC Financial Advisor will receive all budget requests. All budgets will be considered and assessed by the Budget Committee.

12.2 Any requests for additional funding outside of the original amount allotted at the Budget Committee meeting must be submitted in writing to the Treasurer at least 2 weeks prior to a Student Council meeting. The Treasurer shall issue a written account of any funds approved to the teacher sponsor of the organization or activity.

12.3 All purchases and payments in the name of the Student Council are to be the responsibility of the Treasurer in conjunction with the SAC Financial Advisor, Staff Advisor(s) and Principal/Vice-Principal(s). For all expenditures a receipt/invoice shall be required for payment. All purchases require the authorization of the Financial Advisor/Teacher Advisor(s) and Principal.

Article XIII: Nomination and Election Procedures

13.1 Eligibility

• In order to be eligible to run as a Student Council candidate, a student must have no less than a 60% average from the most recent report (e.g. Credit Counselling). This must be verified by the Staff Advisors.
• All candidates must provide two staff references as part of the SAC Student Application Form (digital Google Form) and ensure those staff members complete the SAC Staff Recommendation Form (digital Google Form) to support their application.
• All candidates must be full time students as defined by the Ontario Ministry of Education.
• Students may run for a maximum of one position.
• Any representative who has been expelled by the Student Council will not be eligible to run for re-election.
• Any eligible student may run for these positions with the proviso that candidates for Treasurers shall have already served at least one year membership of a club within the school where they have demonstrated a leadership role.
• Any eligible student may run for these positions with the proviso that candidates for Vice-President shall have already served at least one year membership on the Student Activity Council.
• Any eligible student may run for these positions with the proviso that candidates for President shall have already served at least two years membership on the Student Activity Council.

13.2 Nominations

• All points of 13.1 Eligibility apply to 13.2.
• Nominations will be on a volunteer basis. Nomination forms must be handed in by the announced deadline.
• Each candidate running for a Student Council position must arrange for at least 5 returning students to complete the SAC Student Nomination Form (digital Google Form). This form can only be completed once per returning student.

13.3 Election Procedures

• Nominations will be closed ten school days prior to Election Day.
• Elections will be held on the first possible school day immediately following election speeches.
• All President and Vice-President candidates will be given time in front of a general school assembly to justify their nominations. Grade 10, 11 and 12 Representative candidates shall be given time in which to present their platforms to an assembly of their grade. Speeches should be at least one minute in length and no more than two minutes. The previous President will be responsible for coordinating the Elections and running the Election Committee.
• Any candidate not participating in the election assembly shall, in the event of a legitimate absence (e.g. a school-sponsored athletic or academic field trip, a long term illness, a family emergency, etc.), provide a pre-taped video of their speech. The Principal or the staff advisor(s) will determine whether an absence is legitimate.
• The elections for Student Council positions will take place in late-May to early-June.
• The President and Vice-President shall be elected by a vote of all returning students.
• Each returning student shall vote only for the Grade Representative candidates of her/his Grade.
• If a tie still exists after the ballots have been counted 3 times by different people, a runoff election will be held between the tied candidates to determine a winner.
• Recounts may be requested when fewer than five votes separate the runner-up from the last winning candidate.
• If a successful candidate for Grade Representative from the spring election (i) is not in attendance for the following school year, or (ii) resigned from the Student Council prior to the start of the school year, or (iii) did not successfully complete the current school year, he/she shall be replaced by the runner-up candidate in the election. If this is not possible, the vacancy/vacancies will be filled as per Article XVII.
• In late September to early October of the following school year, the Grade 9 Representatives shall be chosen by an election of students in their Grade using the same election process.
• A student may only hold one Student Council position.

Article XIV: Constitutional Amendments

14.1 Any change to the constitution must be approved by:

• a) A majority of the SAC council
• b) The SAC Staff Advisors
• c) The members of the school administration

14.2 Amendments can be made any time throughout the SAC's current term by current members, SAC staff advisors or members of the school administration.

14.3 A written notice of motion shall be required to make amendments to the Constitution, at least one week prior to the vote.

14.4 Amendments will be discussed at SAC meetings, followed by a majority vote of those present.

Article XV: Resignation

15.1 Members shall have the freedom to resign from their positions at any time during the school year, but only after a discussion of their wishes with the President, Vice-President and SAC staff advisor(s).

15.2 Members who choose to resign must submit a formal letter stating the reason for the resignation and the official resignation date to the President, staff advisors, and the administration.

Article XVI: Dismissal

16.1 Under extenuating circumstances, members may be dismissed from the SAC.

16.2 Dismissal of any council member(s) shall be solely at the discretion of the Staff Advisors and the Administration.

16.3 The following conditions shall result in immediate removal:

• a) A member steals money from the SAC
• b) A member is suspended or expelled from Woburn C.I.
• c) A member demonstrates disregard for Woburn C.I Code of Conduct

16.4 The following conditions shall result in a discussion with the President and Staff Advisors:

• a) A member does not fulfill, or fails to carry out, his/her expectations and responsibilities, as outlined in Article V
• b) A member is absent at 3 or more meetings throughout the year, without legitimate or adequate explanation
• c) Wilful misuse of their powers at hand, to his/her advantage
• d) A member discourages others on the team
• e) Poor academic achievement
• f) Lack of school attendance and/or punctuality

16.5 After consultation based on Section 16.4 with the member, shall they deem it appropriate, staff advisors may issue a warning and/or engage in restorative practice or dismiss the member immediately.

16.6 Members may receive three warnings and remain on the council; however a fourth condition under Section 16.4 would warrant an immediate dismissal of the member.

16.7 Members who have been dismissed shall be barred from running in any subsequent SAC elections.

Article XVII: Vacancies in Office

17.1 In regards to vacant office, discussion and majority vote of the remaining members of the current council must be held to determine if a replacement is necessary. If a replacement is deemed unnecessary by the council, no further action will occur.

17.2 If an SAC position remains vacant, the position may be filled by any student who ran for that position in the previous election year. If there are no remaining potential candidates, the position is open to all eligible students.

17.3 Those students will be informed of a vacant position as soon as there is one available.

17.4 For any vacant position needing to be filled, interviews will be conducted by the SAC staff advisor(s) and the President. These interviews must be scheduled within one week of notifying the students that a vacant position is available.

17.5 Successful candidates shall assume his/her duties immediately following the appointment.