School Advisory Council

SAC MEETING DATES

Unless otherwise noted all meetings will be held in Conference Room A at 3:50pm - see school calendar for specific dates.

Agenda and minutes for SAC meetings will be posted as soon as they become available.

SAC Meeting Dates 2023-24

September 28

October 26

November 30

January 25

March 28

April 25

All meetings will take place at Scotts Valley High School Conference Room A, 3:50 – 4:50pm. Everyone is welcome!

The By-laws for the School Advisory Council are provided below:

ARTICLE I: NAME & CHARTER

Name
The name of this organization is the Scotts Valley High School (SVHS) Advisory Council, hereinafter referred to as “the Council.”

Charter
This Advisory Council is chartered by Scotts Valley High School to serve in an advisory capacity to the SVHS administration and to the Scotts Valley Unified School District Board of Trustees regarding items described in Article II, Section 2, according to procedures described in Article IX herein.

ARTICLE II: PURPOSE & DUTIES

Purpose
The purpose of the Council is to serve in an advisory capacity (as defined in Article I, Section 2), and to provide a forum for – and facilitate communication among – the SVHS students, parents, teachers, community, and administration, as related to school-wide issues, in an atmosphere of due process, cooperation, and trust.

Duties
The Council shall make recommendations to the SVHS administration and to the Board of Trustees in any areas where a need is apparent. The Council’s duties shall include the following, and shall be carried out in accordance with the procedures described in Article IX:

a. Address concerns and questions (related to school-wide issues) brought before the Council.

b. Provide a forum for discussion of school-wide issues.

c. Review achievement data derived from district-adopted tests and assessments. Compare test and assessment data with district-established achievement goals to monitor academic growth.

d. Assist the SVHS administration in evaluation and preparation of reports as needed, including an annual Council self-review (which will be submitted to the Board of Trustees by their second June meeting).

e. Assist in accreditation processes outlined by organizations such as the Western Association of Schools and Colleges (WASC), the International Baccalaureate Organization (IBO), and so on.

f. Assist in the preparation and review of the School Safety Plan.

g. Assist in obtaining grants.

h. Assist in the development, annual review, and revision of a School Plan.

i. Assist in the development and administering of an annual parent/student/staff survey to obtain feedback that helps guide the administration and Council on school-wide issues.

j. Through a process of deliberation and recommendation, provide direction to the high school administration regarding allocation of discretionary funds (such as money from block grants, donations, and other sources).

k. Assist in developing Parent Education activities covering such topics as the following:

• Parenting and communication workshops

• Understanding test data

Understanding and becoming familiar with State and District standards for education.

ARTICLE III: BASIC POLICIES

The following are basic policies of the Council.

a. The Council shall work with the high school to provide high quality education for all SVHS students.

b. The Council shall make recommendations regarding school procedures and policies to the high school administration and to the Scotts Valley Unified School District Board of Trustees.

c. The Council shall remain neutral regarding any political campaign, any candidate for public office, and any legislation. This policy does not restrict any member of the Council from exercising his/her free-speech rights as a U.S. citizen, as long as that member does not claim to represent the Council when exercising those rights.

d. Information disseminated to the public by the Council shall be agreed to by a consensus of the Council membership. (See Article VII, Section 5, for the definition of “consensus” as it applies to this Council.)

e. Council recommendations shall be aligned with the SVUSD Mission Statement and Vision Statement and with the Board of Trustees’ annual Long Range goals and Specific Goals.

ARTICLE IV: MEMBERSHIP

Composition
Membership of the Council shall be the following:

a. The SVHS Principal

b. One (1) SVHS International Baccalaureate (IB) Coordinator

c. Four (4) SVHS Parents (representing multiple grade levels) not employed at SVHS

d. Four (4) SVHS Students (representing multiple grade levels)

e. Three (3) SVHS Teachers

f. One (1) Community Representative (an adult living within SVUSD, not employed at SVHS, and not included in any of categories a-e)

Inter-district transfer families have the same right to membership as district-resident families.

Selection Process
The selection of Council members shall be by peers as follows:

a. The four Parent members shall be elected by parents and/or guardians of SVHS students in a school-wide election to be held in September of each school year. Candidate descriptions shall be submitted prior to the election for publication in the school newsletter or separate mailing.
Student members shall be selected in September of each school year, as described below:

b. Four (4) Student members shall be appointed by the Principal in September of the current school year, based on factors such as staff recommendation and/or student petition, with the express intent of enfranchising and representing multiple student factions.

c. The three Teacher members shall be nominated by the staff and administration in September prior to the first meeting of each school year. An effort should be made to rotate these positions among the various departments. It is also preferable that the three teacher reps would be on staggered terms.

d. The Community Representative shall be selected by the SVHS Principal in September of the school year.

Terms of Office
Council membership shall be for a term of one or two years, as follows:

a. Parent and community members shall each serve for a term of two school years, not to exceed two consecutive terms. These terms shall be staggered, so that no more than three of these members’ terms are scheduled to end at the same time.

b. Student members shall each serve for a term of one school year, not to exceed two consecutive terms.

c. Teacher members shall each serve for a term of two school years, not to exceed two consecutive terms.

At the conclusion of a member’s second term, at least one school year shall elapse before that member may be elected/selected for a new term in any capacity.

Termination of Membership

a. A member no longer meets the membership requirements under which s/he was selected (for example, a parent/community member becomes employed at Scotts Valley High School, or a teacher member is transferred to another school in the district).

b. A member is absent from two consecutive regular Council meetings.

Any Council member who has missed one regular meeting will be notified by the Secretary or Chair by telephone or mail that s/he is at risk of losing his/her membership. In the event that the member missing the regular meeting is the Chair, the Principal shall perform the required notification.

Upon missing a second consecutive meeting, the Council member in question will automatically have his or her term terminated unless, upon reviewing a written appeal from that member, the Council decides by consensus that the termination rule should be waived for one more meeting due to extenuating circumstances. (See Article VII, Section 5, for the definition of “consensus” as it applies to this Council.)

c. The Council can, by consensus, remove a member (other than the Principal and the IB Coordinator) whenever, in the judgment of the Council, its best interests would be served thereby. (See Article VII, Section 5, for the definition of “consensus” as it applies to this Council.)

Transfer of Membership
Membership in the Council is not transferable or assignable.

Resignation
Any member may resign by filing a written resignation with the Chair of the Council.

Vacancy
Any member may resign by filing a written resignation with the Chair of the Council.

Proxy
There shall be no voting by proxy in Council actions.

ARTICLE V: OFFICERS

Officers
The officers of the SVHS Advisory Council shall be the Chair, Vice-Chair, Secretary, and any such other officers as the Council may deem appropriate.

Election of Officers and Terms of Office
The Chair shall be elected annually by the Council membership prior to the closing of the last meeting of the prior year, for a term of one school year. The position of Vice-Chair and Secretary shall be elected annually by the Council membership by the close of the first regular meeting in the new school year, for a term of one school year. Newly elected officers shall assume duties at the close of the meeting in which they are elected.

Vacancy
A vacancy in any office shall be filled by special election of the Council membership for the unexpired portion of the term of that office.

Removal
Any officer may be removed from office by consensus, whenever such removal is deemed in the best interests of the Council. (See Article VII, Section 5, for the definition of “consensus” as it applies to this Council).

The officer shall be notified in writing by the Chair at least ten (10) days in advance of any intended removal effort. In the case of the Chair’s office being at risk, the Vice-Chair shall perform the notification.

ARTICLE VI: OFFICIERS & DUTIES

Chair
The Chair shall be selected from the non-administrative membership by a consensus of Council members. The Chair shall:

a. Preside at all regular meetings.

b. Work with the membership and committees to prepare detailed meeting agendas.

c. Ensure that opinions of all members are heard, matters are discussed thoroughly, and consensus is reached on each matter brought before the Council in a fair and open manner.

d. Review Council communications to the public.

e. Ensure that public communications are reviewed by the Principal.

f. Perform such other duties as may be prescribed by the Council.

Vice-Chair
The Chair shall be selected from the non-administrative membership by a consensus of Council members. The Chair shall:

a. Preside at all regular meetings.

b. Work with the membership and committees to prepare detailed meeting agendas.

c. Ensure that opinions of all members are heard, matters are discussed thoroughly, and consensus is reached on each matter brought before the Council in a fair and open manner.

d. Review Council communications to the public.

e. Ensure that public communications are reviewed by the Principal.

f. Perform such other duties as may be prescribed by the Council.

Secretary
The Secretary shall be selected from the Council membership by a consensus of Council members. The Secretary shall:

a. Keep an accurate record of the proceedings of all Council meetings and provide those minutes to all Council members before the next scheduled meeting.

b. Send out notices to members of regular and special meetings.

c. Prepare communications to the public based on the deliberations of the Council at regular and special meetings.

Principal
The Principal, with the Chair, shall:

a. Prepare the meeting agenda, and prior to the meeting, provide Council members with pertinent written information for review.

b. Review all communications of the Council to the public.

ARTICLE VII: MEETINGS

Regular Meetings
Regular meetings shall take place monthly during the school year.

Special Meetings
Special meetings may be called on an as-needed basis upon a seven-day notice to members.

Notice of Meetings, and Minutes
Any meeting notice shall be in writing and shall be mailed or electronically mailed seven days prior to the meeting. Meeting minutes from the previous meeting shall be delivered with the meeting notices. Meeting notice and the previous meeting’s minutes shall also be posted at the high school (in the Student Union, the staff room, and the office) and at the district office, seven days prior to the pending meeting.

Quorum
The presence of a 2/3 majority, which is equal to nine (9) members of the 13-member Council, shall constitute a quorum for the transaction of business.

Consensus
Consensus is defined as a two-thirds (2/3) majority of the entire Council membership. That is, for a 13-member Council, nine (9) members constitute consensus. Consensus is required for all Council actions.

ARTICLE VIII: AD HOC COMMITTEES

Ad hoc committees may be formed at any time to accomplish various tasks, such as (but not limited to) the following:

a. Nominating Committee

b. Parent Handbook Committee

c. WASC Accreditation Committee

d. Parent Education forums and seminars presented in connection with the SVHS Parent Club Academic Committee and other groups as appropriate.

e. Other committees as deemed necessary by the Council.

Members of ad hoc committees are chosen by consensus. (See Article VII, Section 5, for the definition of “consensus” as it applies to this Council.)

ARTICLE IX: SUBMITTAL OF ISSUES

Any member of the school community (staff, students, parents, community members) may submit issues, concerns or topics for discussion to the Council in the following manner:

• To any Council member who would in turn forward it to the Chair or Principal. They would review the item for placement on the Council agenda or forward to the appropriate party for resolution (i.e., administrator, Board of Trustees, Superintendent, etc.), or

• Directly to the Chair or Principal for review and placement on the Council agenda or forward to the appropriate party for resolution.

Flow Chart Diagramming Submittal of Issues

School-wide Issue or Concern
(Forwarded by parent, student, staff member or community member)

Advisory Council Member

Principal or Advisory Council Chair
(Communication to individual who submitted the Issue/Concern)

v v v

Principal Advisory Council Agenda Student Govt

Personnel Issues Student-wide Issues Student Issues

Discipline Issues

Individual Issues

(Communication to Individual who Submitted the Issue/Concern)
Recommendation To:
Administration
Superintendent
School Board