In this guide

Parent(s) refers to parent(s) and/or guardian(s). A guardian is a person who has lawful custody of a child. Review other key terms in this guide.

Overview

Your school council meetings are a key part of how you support your school community. They give council members a chance to share ideas, hear from the community, make decisions and work together toward common goals. Planning ahead and running meetings effectively helps your council stay focused, inclusive and productive.

You’ll know your council meetings are successful when participants:

  • understand the purpose of the meeting
  • feel a sense of accomplishment
  • contribute to the discussion and feel valued
  • share creative ideas and solutions
  • express different points of view
  • support the council’s decisions and actions
  • want to keep working together

Setting and sharing meeting dates

Try to set your meeting schedule for the whole school year at your first meeting. Choose dates that work for all council members.

Publicizing meetings

You help build trust and transparency when you promote your school council meetings. Sharing meeting details shows that your council welcomes input and values parent and community involvement. Anyone interested in school matters should know they’re invited to attend.

Your principal can support this by regularly updating parents and the community about council activities.

Ways to share meeting dates

  • Circulate the full-year schedule as soon as it’s ready.
  • Advertise in school and community newsletters, noting key agenda items.
  • Post dates on the school’s outdoor sign, if available.
  • Share dates on the school website.
  • Ask your principal to include reminders in your school’s regular parent communications.
  • Mention upcoming council meetings at school or community events.

Choosing a meeting space

Your council can meet at the school, and the school must provide the space free of charge. Choose a location that’s accessible and welcoming to everyone, including people with disabilities. Offer virtual and hybrid options.

Use this guide to help plan and conduct accessible council meetings.

Creating an agenda

Your chair or co-chairs usually prepare the agenda, with input from your council’s members and the principal.

A clear agenda helps your school council meetings run smoothly. It outlines what you’ll talk about and in what order, with enough time for each item. Your agenda should reflect your council’s priorities and the interests of your school community.

Your council should have time to talk through every agenda item. Your chair or co-chair usually leads this process and helps make sure everyone has a chance to contribute.

Learn more about the role of the chair at school council meetings.

When building your agenda, consider:

  • welcoming guests and introducing new members
  • including a “declaration of conflict of interest” at the start
  • reviewing minutes from the last meeting and following up on any items
  • adding updates or “old business”
  • including time for committee reports
  • listing new items for discussion
  • adding brief reports from the principal and student, staff and community reps
  • allowing time for general questions

Setting a deadline for submitting agenda items allows time to:

  • prepare and share the agenda with all council members
  • post it at the school at least a week before the meeting

Download a sample agenda that you may adapt to your council’s needs.

Learn about decision making and rules of order.

Keeping minutes

Your council must keep minutes for every meeting. These minutes need to be available at the school for anyone to read, free of charge. Keep them on file for at least 4 years.

Your school council may have bylaws that explain where to store the minutes and how people can access them.

What to include in your minutes

Use minutes to give a clear, brief summary of what happened at the meeting. Include decisions, future plans, reports and who’s responsible for each action. You don’t need to record the full discussion—just the key points.

Your minutes should include:

  • a list of who attended and who was absent
  • the topics discussed
  • any decisions made
  • next steps and who will follow up

Find templates to help your school council take good minutes.

The role of the chair or co-chairs

As chair or co-chair, you help your council run effective meetings. You guide the discussion, keep things on track and make sure everyone has a chance to contribute.

Tips for chairing school council meetings

  • Start and end each meeting on time.
  • Keep your opening remarks brief and welcoming.
  • Introduce guests, especially those presenting agenda items.
  • Review the agenda with council members and outline the meeting goals.
  • Stick to the agenda and the timelines.
  • Record new business items that need more time and carry them forward to the next meeting.
  • Keep the discussion focussed and organized.
  • Make sure someone records the minutes.
  • Invite input of individuals and small groups during discussion of agenda items.
  • Stay neutral and offer other ways to solve problems or make decisions.
  • Encourage consensus and use rules of order if needed.
  • Confirm all council members understand decisions taken in the same way.
  • End the meeting with a summary of key actions and decisions.
  • Remind members of (or establish) the next meeting’s time, date and location
  • Note any new business items for the next agenda.
  • Check in occasionally on how meetings are going and seek ways to improve.