The presidency of the GB must prepare the General Assembly of Parents, in collaboration with the principal. The convocation must be sent at least four days before the meeting. (Art. 47)

Consult our AGM preparation guide for examples of summons letters, agendas as well as tips and suggestions so that everything goes well.

The election of representatives, substitute members and the representative on the parents’ committee and his substitute take place during this meeting.  ( Art. 47 )

The meeting is also an opportunity for the school management to provide information to parents and the community regarding the services offered by the establishment.

and their quality ( Art. 83 ) , in particular on:

• educational services and extracurricular services offered;
• the content of the educational project and its evaluation;
• the evaluation of results with regard to the fight against bullying and violence.

It is important for the GB or school administration to provide the person responsible for organizing the general meeting of the parents’ committee (PC) with the identification and contact details of the PC representative and their substitute. The school board administration can certainly be useful in supporting the PC in this exercise.

It is also during the general assembly of parents of the school that it will be decided whether or not the parents wish to form a parental participation organization (PPO) . Legally, this is the only opportunity that parents have to officially form a PPO. ( Art. 96 )

At the first meeting of the GB, the presidency and vice-presidency are chosen from among the parent representatives who are not members of the staff of the school service center. ( Art. 56 ).

It is also possible to appoint one or two representatives of the community who will sit on the GB, but without the right to vote ( Art. 42 ).

All members of the GB must, if their situation requires it, make a written declaration of interest to the principal. This obligation applies throughout the year, particularly when the member’s situation changes ( Art. 70 ).

It is at this meeting that the GB establishes or renews its procedure rules ( Art. 67 ). The rules can be renewed automatically from year to year, according to the provisions they contain and they can generally be modified at any time during the year. We offer a template of GB pocedure rules to help you in their establishment.

Formation of a daycare parents’ committee if parents request it from the school board. This request can be made throughout the year, but it is preferable to do so at the beginning of the year. ( Art. 256 )

Parents whose child has an intervention plan will receive an invitation to participate in the school board’s Special Needs Advisory Committee. 

Parents sit on the Special Needs Advisory Committee with representatives of teachers, professionals, school management, support staff and external organizations that provide services to special need students. ( art. 185 )

One of the parents on this committee will be designated as the representative of the Special Needs Advisory Committee on the parents’ committee. ( art. 189 )

When all the general meetings of the parents of the schools are done (before September 30), it is time for the outgoing president of the parents’ committee to prepare the annual general meeting for the representatives and the election of the executive and various delegates. 

The most important thing at this stage is to make sure you have the contact details of all the parents who have been elected as parent representatives in their schools so that you can properly summon them. 

It is possible that some schools have not elected a parent representative to the first grade, but it is better to check this rather than assume that this is the case.

Principal’s report on the previous year’s academic results and the current year’s priorities. 

Presentation and monitoring of the Educational Project or updating, if necessary. 

The educational project is a reference document that defines the institution’s mission, values, and specific orientations. It is unique to each school and expresses the educational objectives and priorities to meet the needs of students and the community.

Fiche 5 : Le projet éducatif
Projet éducatif : site du MEQ

Approval of the scheduling of activities requiring a change in daily student entry and exit times or movement outside of school premises. These approvals will take place throughout the school year and must take place before the activity is held.

Fiche 16 : Activités et sorties éducatives

Adoption or monitoring of the institution’s annual budget (revised budget, specific allocations, decentralized measures, etc.). The budgetary rules that arise from the budget submitted by the government, usually in March, are generally transmitted to the education network in June.

There are therefore adjustments to be made to the establishment’s budget which will have been adopted at the end of the previous school year and these adjustments must be adopted by the GB.

Processus budgétaire dans un centre de services scolaire
Fiche 23 : Budget annuel de l’établissement

The Parents’ Committee holds its annual general meeting in order to elect, before the first Sunday in November, its presidency ( art.190 ) and also to designate, according to its operating rules, the members of its executive. 

The general meeting is also a good time to submit the CP’s annual report, financial statements, meeting schedule, as well as to designate the parent members of the Special Needs Advisory Committee.

• The RCPAQ can support your parents’ committees and present various topics. In October, we are offering the following: 
  

  • Support for the PC’s general assembly and executive elections.
  • ABCs of Parental Engagement in Education 
  • Roles of the parents’ committee, the GB and the PPO, the Special Needs Advisory Committee and the childcare services users committee

Throughout the year, the GB may form committees to support it in carrying out its duties. These committees can address specific needs of your school and take on work that would otherwise monopolize too much of the GB’s time. 

The recommendations of these committees can only be given to the GB and must remain within the framework of its mandate.

Fiche 12 : Formation de comités

The GB approves the rules of conduct and safety measures (often called the “Code of conduct”) if these rules and measures have not been approved the previous spring. They come into effect immediately, until November of the following year and must be communicated to the school team, students and their parents.

Fiche 7 : Les règles de conduite et les mesures de sécurité

After being prepared by its executive, the parents’ committee adopts its operating budget (provided by the SB). 

There is no standard or budgetary rule governing the amount allocated by the SB to the parents’ committee. The amounts and procedures are negotiated locally. 

Following the principle that it should not cost anything to a volunteer who voluntarily offers his or her time, amounts should be set aside to compensate members who attend meetings, namely travel and childcare expenses. These amounts should be included in the budget so that they can be adopted and, if necessary, amended from year to year.

All school governance bodies benefit from effective communication with the parents they represent. We have prepared Highlights templates that can be distributed to parents following a meeting or session. Please note that these are not minutes and do not require approval by the governing body. These are simply simple and direct ways to disseminate information that is already, by principle, public.

We have 3 Highlights templates : for GB, PPO and PC.

Your parents’ committees can benefit from the support of the RCPAQ, which offers presentations on various topics. In November, our suggested themes are:

• Dedicated and protected budgetary measures
• Commitment to Success Plan
• Presentation of the Education Act

Decisions regarding fundraising activities and the use of the special purpose fund. 

Although these topics can be addressed at any time during the year, it is important to do so early enough so that fundraising activities can be properly organized. 

Information regarding the status of the special purpose fund is usually communicated to the GB during periodic reviews of the school’s annual budget. Note that if a foundation is present at the school, it is independent and does not report to the GB or the Education Act. Consult our guide on this subject to learn about the differences.

Fiche 22 : Fonds à destination spéciale

• The RCPAQ is able to present one of these themes or another to your parents’ committee, according to your wishes and priorities:
  • Meeting for parents of special need students
  • Steps for choosing a particular project
  • Revised Budget – How to Analyze It

Mid-term review: discussion of achievements and challenges encountered since the start of the school year.

Planning events (celebrations, theme days, etc.) for the second half of the year.

The January session may not be necessary, especially if you typically hold your sessions at the beginning of the month. There may be little time between returning from vacation and a session, and few topics to cover. 

However, it can be an excellent opportunity to bring parents together to discuss topics that we did not have time to discuss in previous sessions or to take the pulse and gather ideas and comments on various less urgent issues. 

It can also be an opportunity to invite people from your SB or organizations in your region to come and give presentations to parents.

Some parent committees are consulted by the SB’s School Organization and Transportation Department regarding school start and finish times (for the following year). This isn’t a mandatory consultation, but these are decisions that can have an impact on family logistics. 

If your PC wishes to be consulted on this subject, you can make a request to the general dictorate.

• The RCPAQ can intervene in your parents’ committees on several topics. This January, we are offering these themes:
  • Anti-bullying plan outline 
  • Educational system and subject grid

This is generally the time for the GB to approve the proposals prepared by the school team and principal for the methods of implementing the Basic school regulation.

Fiche 14A : Application des modalités du régime pédagogique

This is also when the measures that will allow the implementation of a special educational program will be approved. You can consult our guide for this purpose .

Fiche 14B : Programmes d’études (enrichissement et adaptation)
Tableau sur les projets pédagogiques particuliers au Québec

It is essential to provide a general reminder of the importance of registering or re-registering children in school and to present the SB registration criteria which will be used, for example, to determine compulsory transfers in the event of overcrowding in a school. 

This is one of the subjects that causes the most questions, misunderstandings and misinformation among parents.

A consultation with your parents’ committee by the SB regarding the following year’s school calendar should take place around this time.

• The RCPAQ could present one of these themes to your parents’ committee, or another according to your preferences:
  • Daycare Service Regulations and Daycare Service Budget and Charges
  • SB portrait via Regard 360 and dashboard

Adoption of operating rules for daycare services (for next year). 

Fiche 10 : Services de garde et règles de fonctionnement

This is not absolutely mandatory, but often, the choice of school photography service provider will be made in early spring, in order to be able to reserve a date for the photo shoot at the beginning of the next school year. You can also take advantage of this opportunity to schedule a session for the current year’s graduates if the school’s parents agree.

Often, the photography department offers a discount on sales made directly to parents. For example, these funds could be used to fund field trips, purchase equipment, or organize school activities. 

It is at this time of year that the GB generally approves the proposal prepared by the school team and the management for the subject grid for the following year (time allocated for compulsory and optional subjects).

Fiche 15 : Temps alloué aux matières

A consultation with your parents’ committee regarding the SB’s plan triennal de répartition et de destination des immeubles (PTRDI) is required. 

The PTRDI must make it possible to distribute and allocate each building as well as to prepare the list of all SB’s establishments in order to issue them with an establishment certificate in accordance with the teaching orders, the teaching locations and the purpose of the premises.

It is a good idea to invite someone from the SB administration to present this plan and answer questions.

The governing board must approve the use of premises or buildings made available to the school, subject to certain obligations.

Fiche 21 : Utilisation des locaux et immeubles

• The RCPAQ is available to support your parents’ committees with presentations covering a variety of topics. In December, we propose highlighting the following themes:
  • SB Complaint Process
  • Fees charged to parents – MEQ policy and guide

Consultation on textbooks and teaching materials for next year.

Establishment of the principles for controlling the cost of documents and approval of the list of materials for personal use and financial contributions required for materials, school activities, services offered as part of a specific educational project and dinner supervision services for the next year.

Fiche 8 : Gratuité scolaire et contributions financières
Guide sur la gratuité scolaire au secteur jeune du RCPAQ
Section sur les frais scolaires du site du MEQ
Aide mémoire du MEQ

• The topic proposed by the RCPAQ to present to your parents’ committees in April is:
  

  • Budgetary process and budgetary measures

Analysis of the establishment’s situation and evaluation of the educational project. Publication and transmission of this evaluation to parents and staff members.

The board approves educational activities that require extensive preparation in anticipation of next year (outings, trips, etc.).

• The topics that the RCPAQ proposes to present to your parents’ committees in May are:

  • Educational project
  • General meeting of parents
  • Accountability and annual report

The board approves the rules of conduct and safety measures (often called the “Code of Condict”) so that they are in effect the following school year and can be included in the agenda given to students at the beginning of the year.

Fiche 7 : Les règles de conduite et les mesures de sécurité

Evaluation of the year and final assessment of activities and projects.

Reporting on the governing board’s annual operating budget to the school board. Preparation of a budget for next year. This budget will be provisional since the budgetary rules are generally not yet known at this time.

Preparation and adoption of the annual report of the governing board, and transmission to the school board.

Preparing for next year’s Parent’s general meeting. The RCPAQ has a guide and suggestions that can help you with this process. 

At the very least it would be important to determine a date for this meeting (before September 30, art.47 ) and for the presidency to agree with the principal on the time when they will meet to prepare the convocation and the assembly. 

It is the presidency that must convene this assembly, not the principal.

Often, the June meeting of a parents’ committee allows, during a short session, to resolve outstanding issues that must be resolved before the following school year. But for many it is also an opportunity to thank parents for their commitment and dedication.

Get out of the usual context, hold the meeting in person, in a pleasant place, add some fun: food and drinks, music, etc., to mark the end of the year in a festive way, among parents who have our education system at heart.