CESA Manual for Diocesan School Advisory Boards

Manual for Diocesan School Advisory Boards

August 2025

Foreword

Dear School Advisory Board1 Members,

Welcome. Your membership on the advisory board is a sign that you have been entrusted with a significant position of leadership in the school and parish communities that your advisory board serves.

The whole school community is responsible for implementing the school’s Catholic educational project as an expression of its ecclesiology and its being a part of the community of the Church. “The fact that in their own individual ways all members of the school community share this Christian vision, makes the school ‘Catholic’; principles of the Gospel in this manner become the educational norms since the school then has them as its internal motivation and final goal”.2

Your service to the advisory board is an example of a positive response to the Vatican II call for people to participate energetically in the life of the Church, bringing problems and issues before the community for discussion and resolution (Decree on the Apostolate of Lay People 2019, n. 10). Because parents are the first educators of their children, the involvement of the broader community of parents and friends is to be fostered and held in high esteem (Canon 796, n. 2).

Your service to the advisory board ought be inspired by the vision and principles espoused in Being Church Together3, a guide for the parish and school partnership in mission across our South Australian dioceses.

We should also take inspiration from Pope Francis’ vision for a synodal Church. Being a synodal Church flows from the recognition that each member of the Church (or in this case our school advisory boards) has a unique and crucial role to play in its mission. The 2022 Plenary Council affirmed Pope Francis’ vision for a synodal Church stating that advisory boards and governance bodies should operate in a synodal manner. This must be borne out in both how you operate as an advisory board with one another, and how you operate as an advisory board within the community.

The Church has further made it clear that the academic standards in Catholic schools must be at least as distinguished as that achieved in other schools in the region (Canon 806, n. 2). Your work on the school advisory board will therefore entail a detailed consideration of all manner of practical issues to ensure that the quality of education offered in your school achieves a high standard of excellence. A critical element of the stewardship that you will exercise is in the

“Catholic education is one of the most important challenges for the Church, currently committed to new evangelisation in an historical and cultural context that is undergoing constant transformation”. Pope Francis (2014)

responsible management of school resources. Schools are becoming increasingly complex organisations and have a demanding set of accountabilities in the governmental, financial, industrial, legal and child safeguarding domains. You perform a valuable service to your school community by ensuring, as appropriate at advisory board level, that your school meets its obligations in each of these areas.

As Bishops we have responsibilities under Canon Law to ensure that the Catholic schools in our dioceses operate effectively while adhering to their religious and educational mission. We are also committed to the safety and wellbeing of children and young people and to strengthening safeguarding culture and practice. The role of school advisory boards in supporting these commitments is both critical and valued.

St. Pope John Paul II also reminded all of us that any decision-making or pastoral planning must be grounded in contemplation and prayer (Novo Millennio Ineunte, n. 15). Although your meetings will no doubt be filled with many agenda items of considerable importance to your school community, it is impossible to overstate the importance of making space for prayer and reflection – both inside your meetings and beyond them. Any role of leadership in the Church demands a capacity to discern the signs of the times as they present themselves in the life of the community. The capacity to bring a

spirit of prayer and reflection to the work that you undertake as a member of the advisory board is therefore a matter of critical importance.

Those who have embraced a spirituality of communion seek to find what is positive in others and to welcome it as a gift from God. They also seek to ‘make room’ in their hearts for each member of the community, bearing their burdens, thus resisting the temptations that lead to competition, distrust and jealousy. School advisory boards must be animated by a spirituality of communion if they are to function effectively on behalf of the school, the students who have been entrusted to its care and their families.

Over and above the academic education that is provided to students, the primary objective of the Catholic school is to help its members adopt a Christian way of life. If this aim is to be realised, all members of the community – staff, families, students – must work together for the common good to build up the Reign of God. ‘Cooperation of all, given in the spirit of the Gospel, is by its very nature a witness not only to Christ as a cornerstone of the community, but also as the light Who shines far beyond it’ (Congregation for Catholic Education, The Catholic School, n. 60).

Pray for us, as we pray for you, in your generous service to your school and parish community through your role on the school advisory board.

Most Rev. Patrick O’Regan DD Archbishop of Adelaide for schools in the Archdiocese of Adelaide

Most Rev. Karol Kulczycki

Bishop of the Diocese of Port Pirie for schools in the Diocese of Port Pirie

1. In Diocesan Schools in the Archdiocese of Adelaide and Diocese of Port Pirie, school boards are referred to as ‘school advisory boards’. All Diocesan schools are subject to the Archbishop's/Bishop’s Canon-imposed and CCES/CDPP overriding control and directions and in accordance with SACCS policies.

2. Congregation for Catholic Education. (2022). The Identity of the Catholic School for a culture of dialogue. n 38.

3. Catholic Archdiocese of Adelaide. (2023). Being Church Together: A Theology, Vision and Guiding Principles for the Parish-School Relationship

Preamble

We have pleasure in introducing to you the 2025 edition of the Manual for Diocesan School Advisory Boards, which supersedes all previous editions.

Catholic education is a distinctive way of schooling that is infused with a Catholic vision and is imbued with all that our Catholic tradition offers. Animated by our Catholic faith and in partnership with families, our schools seek to be communities which create opportunities for encountering life to the full –in all its personal, religious, political, ecological and cultural richness. It provides students with an understanding of the deep meaning and value of our humanity, building the common good for our Australian society for 200 years.

Our school advisory boards underscore that commitment to Catholic education with families, school leaders and parish priests working together in mission. Those on advisory boards are a group of suitably experienced people appointed to give considered advice, recommendations or guidance to the school leadership. It is an important commitment and contribution to our Catholic school communities.

This manual specifically supports advisory boards in diocesan schools, that is, those school communities governed by the Archdiocese of Adelaide and the Diocese of Port Pirie. Some diocesan schools may also be part of a broader community structure that includes services in addition to education and consequently operate under a community

board. This manual would also serve as a guide in these circumstances. While the Manual may also support the work of boards in separately governed Catholic schools (those governed by a religious institute (RI) or ministerial Public Juridic Person (mPJP)), it is recognised that those boards may have different responsibilities and accountabilities, depending upon the context and circumstances applicable to them.

The manual has been developed to support the work that each of us undertakes to shape the work and mission of the Church in education. It is the culmination of the shared wisdom of many groups within our Church and educational communities and reflects a more complex world view of governance and accountability than we have known in the past.

This manual is intended to assist advisory board members to act in a spirit of collaboration and mutuality. It is designed as the basis of on-going reflection and development that grows out of the lived experience of the advisory board and its particular community, challenging members to a notion of community, synodality and servant leadership.

In particular, the manual provides guidance for the induction and ongoing formation of advisory board members to maximise both the contribution of members as well as the benefits for each member from their involvement on an advisory board.

In reading this manual, we hope you will take away a sense of how a school advisory board works: its purpose, structures and guiding principles, which illustrate how its work both fits within and contributes to the life of each Catholic school.

We commend the Manual for Diocesan School Advisory Boards to you as an opportunity to work together for the greater good of Catholic Education in South Australia and the Church’s mission in Australia. We also wish to extend our grateful thanks to all who serve as members of school advisory boards for the generous and valued contribution you make to your local school and parish community.

Dr Neil McGoran

Executive Director

Catholic Education South Australia

Nichii Mardon

Diocesan Director

Catholic Education Diocese of Port Pirie

Catholic Education South Australia

Acknowledgment of Country

Catholic Education South Australia (CESA) acknowledges and respects the traditional custodians of the South Australian regions upon whose ancestral lands our schools operate. We acknowledge and pay our respects to the Elders, past, present and future - for they hold the memories, the traditions, the culture and the hopes of Aboriginal and Torres Strait Islander people. We also pay respect to the cultural authority of Aboriginal people from other areas of South Australia and Australia and acknowledge their deep feelings of attachment and Spiritual relationship to Country.

Catholic Education in South Australia 1

Catholic education in South Australia enjoys a long and storied history, with the first Catholic school being established in 1844, and includes the work of Saint Mary of the Cross MacKillop and Fr. Julian Tenison Woods at Penola from 1866. Today, over 54,000 students attend one of over 100 Catholic schools, colleges, preschools, special schools, technical colleges, early learning centres or other education services across the state.

Catholic Education in South Australia is conducted across two dioceses: the Archdiocese of Adelaide and the Diocese of Port Pirie. The Archbishop of Adelaide and the Bishop of Port Pirie have ultimate responsibility for Catholic education in South Australia and each Catholic school in South Australia carries out the mission of the Church, deriving its right to be known as a Catholic school by reason of the fact that the Archbishop or Bishop has constituted it as such.

The key entities involved in the provision and governance of Catholic education in South Australia are described briefly below.

1.1 Catholic Church Endowment Society Inc. (CCES)

CCES is the civil legal entity of the Catholic Archdiocese of Adelaide. It has established administrative structures, including the South Australian Commission for Catholic Schools Inc., the Catholic Education Offices and school advisory boards and committees. CCES is an incorporated entity under the control of the Archbishop.

1.2 Catholic Diocese of Port Pirie Inc. (CDPP)

The above arrangements apply similarly in the Diocese of Port Pirie, through its civil legal entity, the Catholic Diocese of Port Pirie Inc. (CDPP). CDPP is an incorporated entity under the control of the Bishop.

1.3

Religious Institutes (RI) and ministerial Public Juridic Persons (mPJP)

Religious institutes (orders or congregations) have provided Catholic education in SA for over 150 years. Many religious institutes have, under canon (Church) law, established an entity known as a ministerial Public Juridic Person to carry on the education ministry of the institute. For example, the Christian Brothers established Edmund Rice Education Australia (EREA) to govern the schools previously directly governed by them. Nearly one third of SA Catholic school students attend a school governed by a RI or mPJP.

1.4 South Australian Commission for Catholic Schools Inc. (SACCS)

SACCS is a committee comprising the Archbishop, the Bishop, the Executive Director of Catholic Education (Archdiocese), the Diocesan Director of Catholic Education (Diocese), representatives of the RI/mPJP and members, as well as a chairperson, from the Catholic community.

SACCS and its various standing committees establish policy and set directions for Catholic schools in South Australia.

The focus of SACCS is to promote excellence in teaching and learning in all Catholic schools in South Australia. It is the authorised body for contracts and agreements with the Commonwealth and State Governments in matters of funding and the establishment and development of schools.

SACCS is an incorporated legal entity under the Associations Incorporation Act 1985.

The rights and obligations of SACCS are, amongst other things, to:

1.4.1 make and review policy in those matters relating to Catholic schools which require coordination and rationalisation throughout South Australia;

“The mission of Catholic schools is centred around the integration of faith, learning, life and culture. This does not just happen in the classroom, but through the witness offered by teaching and non-teaching staff, and through the experience of the student being part of a community which models this integration in a life-giving way. Catholic schools work in partnership with parents and parishes, as they accompany students on a journey of personal and spiritual growth: to think well, to feel well and to do good”

1.4.2. be concerned with education in all Catholic schools and with matters relating to the participation of families in the education of their children in Catholic schools; and

1.4.3. promote a child safe culture in all Catholic schools in South Australia.

1.4.4 assess the changing needs of, and opportunities for, Catholic education throughout South Australia.

1.5 Catholic Education Offices (CEO)

There are two CEO - one located in the Diocese of Port Pirie at Port Pirie and one in the Archdiocese of Adelaide located at Parkside. The CEO implement and operationalise the policies and decisions of SACCS. The CEO also provide a wide range of support services to Catholic schools across a range of areas including Catholic identity, safeguarding, school leadership, professional development, curriculum, accreditation, legal and industrial matters, finance, planning, allied health and general educational support.

The CEO are also the contact points for a range of state and national government and education agencies.

1.6 Schools

There are over 100 Catholic schools in South Australia. They are either diocesan, that is, governed by and accountable to the Archbishop/Bishop, or separately governed, that is, accountable to a religious institute or mPJP.

1.7 School Leaders

The Executive Director/Diocesan Director appoint the principals and deputy principals of diocesan schools on behalf of their Archbishop/Bishop. The selection process is managed by the CEO and the parish priest and school advisory board chairperson are typically invited to participate as members of the selection panel.

The principal’s employer is CCES Inc. (Archdiocese) or CDPP Inc. (Diocese) and the principal exercises delegated authority and responsibility from the Archbishop/Bishop, through the Executive Director/Diocesan Director. The principal is therefore accountable to the Archbishop/Bishop through the Executive Director/Diocesan Director.

Importantly, each principal’s line of reporting and accountability is through the Schools Performance Leader (SPL) assigned by the Executive Director/Diocesan Director to each school or region.

1.8 School Funding

All diocesan schools in South Australia receive their Commonwealth and State government funding through SACCS as the approved authority. This is known as “systemic” funding. SACCS then distributes the funding according to an agreed funding model that is needsbased and reflective of the intent of the Commonwealth funding model. Details of the model are publicly available on the Catholic Education South Australia website.

Life to the full: The mission and purpose of Catholic schools in Australia NCEC 2024

“In

What are School Advisory Boards?

today’s context, it is often the Catholic school which deeply experiences the Church’s missionary closeness to children, young people and their families. Often historically established as an extension of the outreach of the parish worshipping community to society, the Catholic school is a place where a broad cross-section of people, some of whom identify as Catholic, but many who are not engaged with the parish worshipping community, nevertheless, choose to draw near the Church.” Being Church Together, Catholic Archdiocese of Adelaide (2023)

School advisory boards are an important expression of the educational partnership that exists between Catholic schools, families, parishes, and the wider community. They are:

• the formal voice of the community to the principal;

• a forum for discussion and discernment, where parent and community perspectives are available to advise and support the decisions made by the principal;

• a consultative, review and advisory body;

• a sounding board for all stakeholders;

• a point of liaison for families, staff and parishes; and

• part of the broader governance framework of Catholic education.

Importantly, advisory boards are also an expression of the significant contribution of the laity to the mission of the Church.

Advisory boards undertake their role in accordance with the Rules as set down in Appendix D. The Rules set out the structure and membership for the advisory board, the advisory and support role that the Archbishop/ Bishop requests that the advisory board undertakes and clarifies the advisory board’s relationship with the principal of the school/ college.

2.1. Advisory Status

Because a Catholic diocesan school is not in itself a legal entity and the governing authority for each school is either CCES (Archdiocese) or CDPP (Diocese), the school advisory board is neither a governing authority nor a legal entity. It does not have decision-making authority, is

not an employer and should not be involved in the day-to-day operations of the school.

2.2. Limited Authority

The Archbishop/Bishop does not delegate any powers to the advisory board, nor does the advisory board have the power to do anything to bind the Archbishop/Bishop, the respective Executive Director/Diocesan Director or the principal. Any decision made by the advisory board is in the form of a recommendation, advice or guidance provided to the principal.

A schematic overview of the governance arrangements for Catholic schools is provided at Appendix C.

2.3. Guiding Principles

The school advisory board provides the occasion for the community to consider the needs and well-being of their school through:

• discernment and a spirit of cooperation to arrive at decisions.

• mutual respect and trust to achieve the common good; and

• members working together, valuing others, listening to the community, and having a clear sense of the purpose of Catholic schools.

In the spirit of Being Church Together the advisory board should also be a clear sign of the partnership between the parish(es) and school, families, and staff; the school and Catholic education as a whole; the school community and the broader Church community and society and should be mindful of the following operating principles.

Subsidiarity

The Second Vatican Council affirmed the principle of subsidiarity in the decisionmaking process of the Catholic Church. This principle ensures that wherever appropriate, decisions are made at the local level.

Partnership

School advisory boards enable a spirit of partnership to be developed within the school community, as well as more broadly across the local parish community. They are constituted in a way that allows the various bodies within the school to be represented and to provide advice regarding the development of the school and its leadership. Advisory board meetings are times when families, staff, parish community and the wider Catholic education community meet and work together for the holistic development of students, taking into consideration both their educational and spiritual welfare.

Solidarity

School advisory boards have an obligation to be in solidarity with those other individuals and agencies of the Church in need, and to work for the good of the whole Church community.

Common Good

School advisory boards support the Church, its agencies and members, but also ensure that the work of the Church and its agencies contributes to the benefit of society as a whole.

Service

By virtue of our baptism, we are called into service. Christian service finds expression not only in individual actions, but also in the way that people are with each other, the way they live together and bear witness to the gospel life.

“The Church continues to challenge itself to go to the peripheries. After all, children and families at these peripheries are often present in Catholic schools.

In this Catholicway,schools are a gift to the fundamental mission of the Church...”

Being Church Together, Catholic Archdiocese of Adelaide (2023)

The Role of the School Advisory Board 3

School advisory boards undertake their role on behalf of the Archbishop/Bishop in a spirit of partnership with the principal (as Executive Officer of the advisory board), the school community, the parish community and all those involved in carrying out the Church’s mission in respect of education generally.

While the control of a diocesan school remains with the Archbishop/Bishop, the key role of the advisory board is to undertake an advisory, guidance and support role to the principal in respect of their leadership of the school. Accordingly, the advisory board does not involve itself in the day-to-day operations of the school.

All advice and recommendations must be in accordance with SACCS, CEO and diocesan directions, policies, and guidelines. Special attention should be paid to those guidelines and directions where the safeguarding and wellbeing of children and young people and of staff are concerned.

3.1 Role

Subject to the Archbishop’s/Bishop’s overriding directions and in accordance with SACCS and diocesan policies, directions and guidelines, the advisory board undertakes the roles specified in the Rules (Appendix D Section 4).

Any proposed variations to the Rules must be in accordance with the general principles laid down in this manual and be adopted only with the approval of the relevant Schools Performance Leader.

3.2 Membership

Membership of the advisory board should, where possible, reflect the diversity of the school community. Advisory board membership typically comprises,

3.2.1 a parish priest (or parish administrator);

3.2.2 the principal (as executive officer)

3.2.3 up to six persons elected by the community at the Annual General Meeting who are parents/legal guardians of students currently enrolled at the school, or who are members of the school community;

3.2.4 up to two persons appointed by the advisory board;

3.2.5 one person appointed subsequent to nomination by the Parish Pastoral Council;

3.2.6 one person appointed subsequent to nomination by the school staff;

3.2.7 one person appointed subsequent to nomination by the Parents and Friends Association (or similar group) where one exists;

The Executive Director/Diocesan Director reserves the right to appoint a member or members under any circumstances and for any period they deem appropriate.

It is also recognised that the typical composition of the school advisory board may not, in every context, be appropriate or readily achieved. In such circumstances the composition of the advisory board may be varied following consultation with and approval from the relevant Schools Performance Leader.

Categories of membership of the advisory board are:

3.2.8

Ex-Officio Members

Ex-officio members are those who hold membership by right of their significant position within the community. These include,

3.2.8.1 a parish priest (or parish administrator appointed to the local parish or parishes).

Parish priests share in the ministry of the Archbishop/Bishop and

are responsible for the spirituality and Catholic identity of the parish, including the school. Under canon law he is responsible for the evangelisation and Catholic education of children and young people within his parish. The canons state that he:

• has “particular care for the Catholic education of children and youth” (Can. 528 §1);

• “…is to take care that the goods of the parish are administered according to the norm of cann. 1281-1288”; and

• “In order to fulfill his office diligently, … is to strive to know the faithful entrusted to his care” (Can. 529 §1).

Regarding his particular role on the school advisory board the parish priest also:

• attends and participates in advisory board meetings and leads the prayer, reflection and spiritual formation;

• supports the principal, the chairperson and the work of the advisory board;

• in relationship with the principal, ensures that the Catholic identity of the school is maintained and enhanced;

• in relationship with the principal, supports the pastoral care and spirituality of the school staff, students, and families;

• participates in selection processes for the appointment of the principal, deputy principal and assistant principal religious identity and mission (APRIM) at the invitation of the Executive Director/Diocesan Director.

3.2.9

3.2.8.2 the school principal who, as executive officer, services the needs and normal operations of the advisory board and, as principal, receives recommendations, advice and guidance from the advisory board in relation to the leadership and management of the school/ college;

It should be noted that the principal also holds responsibilities and accountabilities to the Archbishop/Bishop through the respective Executive Director/ Diocesan Director which are beyond the scope of the advisory board.

Elected Members

At the Annual General Meeting, the school community elects up to six persons who are parents/legal guardians of students currently enrolled at the school, or who are recognised as members of the school community (e.g. grandparents, old scholars, etc.).

3.2.10

Nominated Members

The parish pastoral council, the school staff and the Parents and Friends Association (or similar body), where one exists, may each nominate a member to the advisory board.

3.2.11

Advisory Board Appointed Members

On the recommendation of the executive committee, the school advisory board may appoint up to two members to the advisory board to ensure the advisory board has an appropriate range of backgrounds, skills and experience. These skills may include, but are not limited to, education, finance, risk management, human resources, corporate governance, ICT, marketing and communications.

3.2.12 Executive Director/Diocesan Director

Appointed Member

The Executive Director/Diocesan Director of Catholic Education may appoint a member (or members) to the advisory board for any period and under such circumstances as determined by the Executive Director/Diocesan Director. This would usually occur following consultation with the principal, parish priest and chairperson.

3.2.13

Invitees

On the recommendation of the executive committee, the advisory board may invite members of the school staff (e.g. deputy principal, APRIM, business manager/bursar/finance officer) and others to attend all or part of an advisory board meeting on a regular or ad hoc basis, depending upon the needs of the advisory board. Invitees are not advisory board members and do not have voting rights.

3.3 Expectations of Members

Advisory board members must meet high standards of community, group and individual behaviour, and appreciate, value and share the educational mission and ethos of the Catholic Church. Members are expected to participate in induction and formation opportunities. In this way, they explore the richness of the Catholic tradition as it is being reformulated to meet contemporary challenges and opportunities. Such formation is essential if the advisory board is to appreciate fully its role in supporting the education of children and young people for participation in family and the Church and world communities today.

Members are volunteers and protected from liability to the extent that this is possible by law. Appropriate insurance policies (e.g. public liability; professional indemnity) are held by CCES and CDPP. It is imperative however that members act honestly, diligently, and carefully in relation to all advisory board matters. It is not possible to indemnify members, through insurance or otherwise, for conduct involving a lack of good faith, or for criminal conduct.

A Code of Conduct (Appendix E) applies to advisory board members and both prior to and following election or appointment to the advisory board all members should carefully consider, understand and comply with this code.

3.4 Criteria

Potential members of a school advisory board should:

3.4.1 possess an enthusiasm for and willingness to promote the mission of Catholic schools;

3.4.2 bring to the advisory board their gifts and skills;

3.4.3 desire to give service to their school community.

3.4.4 understand the advisory board’s role

3.4.5 have an ability to work cooperatively and constructively with all members of the advisory board.

3.4.6 be prepared to undertake induction and formation.

3.4.7 always maintain strict confidentiality regarding all advisory board matters

3.4.8 understand and comply with the Code of Conduct for School Advisory Board Members (Appendix E).

3.4.9 understand and comply with the Conflict of Interest Procedure 2020.pdf (Appendix F).

3.4.10 have sufficient time to devote to advisory board duties; and

3.4.11 comply with all the requirements for being a volunteer in a school, as described in the CESA Engaging and Inducting Volunteers Procedure.pdf and obtain any other clearances or checks as required from time to time.

3.5 Conflicts of Interest

Importantly, members must be constantly aware that, on any issue, they must act and be seen to act clearly in the best interests of the school. Members must exercise their decisions accordingly, even though it may not suit their personal interests or the interests of the group by whom they were elected or nominated.

This applies most importantly where a conflict of interest exists, potentially exists or may be perceived to exist. Accordingly, advisory board members must closely consider, understand, and comply with the CESA Conflict of Interest Procedure 2020.pdf (Appendix F).

3.6 Eligibility

Except for the principal and the staff nominated representative, no person employed by the school, nor their partner, is eligible for membership of the school advisory board, nor may they be the chairperson of any advisory board committee, except at the discretion of the relevant Schools Performance Leader.

3.7 Tenure

Except for the ex-officio members, and a member(s) appointed by the Executive Director/Diocesan Director, members are appointed to the advisory board for a period of two years. Such members are eligible for reappointment if they have not served more than six consecutive years.

3.8 Elections of Community Representatives and Office Bearers

Vacant elected positions are declared at the last advisory board meeting before the Annual General Meeting (AGM) of the school community. Vacant positions are then detailed in the usual school communications by the principal and a call for nominations is made. The criteria and eligibility regarding membership and advisory board responsibilities should be explained clearly. Subsequently, elections are held at the Annual General Meeting (AGM).

At the first advisory board meeting following the AGM, the principal (as executive officer) conducts the elections for the roles of chairperson, deputy chairperson and chairperson of the Finance Committee (where one exists).

3.9 Re-appointment

Any retiring elected, nominated or advisory board appointed member may be reappointed provided they have not served for more than six consecutive years. A member who has served six consecutive years may be re-elected or re-appointed after a break from membership.

3.10 Resignations and Casual Vacancies

A member may resign from membership by notice of writing to the chairperson.

Should a position of elected member become vacant, the executive committee may

recommend to the advisory board the appointment of a replacement member (who must be a recognised member of the school community) whose initial term expires at the next AGM. They shall be eligible for reappointment.

Should a position of nominated member of the advisory board become vacant, the nominating body shall nominate a replacement for the duration of the term of their predecessor.

3.11 Removal

There are several circumstances that preclude a person from advisory board membership. These are detailed in the Rules (Appendix D section 5.7).

Roles and Responsibilities of Members 4

“Catholic Schools in the Archdiocese of Adelaide and the Diocese of Port Pirie work in partnership with parents and their school communities to promote a shared responsibility for the education of each child.”

Charter for Parents in SA Catholic

Schools.

School Parents SA

4.1 All Members

Being a member of a school advisory board involves many kinds of responsibilities and relationships. In accepting a position on the advisory board, members indicate they believe in its ethos, have a genuine interest in the school and wish to make a positive contribution. In practice, this requires them to:

4.1.1 acknowledge that schools are a significant expression of the mission of the Catholic Church;

4.1.2 seek to be more knowledgeable about the mission of Catholic education, as expressed in the school, and promote it sincerely to the various groups with whom they have contact;

4.1.3 act always in the best interests of the school;

4.1.4 understand that their primary obligation to the advisory board and school is greater than any other obligation to a particular interest group;

4.1.5 familiarise themselves with the Rules for Diocesan School Advisory Boards (Appendix D);

4.1.6 familiarise themselves with diocesan, SACCS, and Catholic Education Office policies in relation to schools;

4.1.7 recognise the need for and participate in induction and ongoing formation and education about advisory board responsibilities;

4.1.8 avoid conflicts of interest by bringing to the attention of the advisory board any direct or indirect financial or personal

interest in a contract or decision being made by the advisory board and disqualify themselves from discussion and voting on such an issue;

4.1.9 raise matters of community concern, including grievances, only after prior consultation with the chairperson or principal in accordance with the guidelines provided (Appendix G);

4.1.10 work with other advisory board members in a spirit of harmony and cooperation despite differences of opinion that may arise; and

4.1.11 know and respect appropriate processes relating to advisory board business.

The obligations of advisory board members are detailed in the Code of Conduct for School Advisory Board Members (Appendix E) and the Conflict of Interest Procedure 2020.pdf (Appendix F).

4.2 Officers and Committees

A person holding office as an advisory board chairperson or deputy chairperson must clearly support the religious ethos and mission of the Catholic school and understand that their role, when representing the school, should evidence this.

In addition to those detailed above for all members, the particular roles and responsibilities for office bearers and committees are described below and are further detailed in the Rules (Appendix D Sections 6-9).

4.2.1 Chairperson

The chairperson is a member of the executive committee of the advisory board and is required, amongst other things, to chair the meetings of the advisory board in accordance with usual meeting protocols and work closely with the principal, as executive officer, to manage the affairs of the advisory board. The chairperson also participates on a selection panel for the appointment of a principal, deputy principal and APRIM at the invitation of the Executive Director/ Diocesan Director.

4.2.2 Deputy Chairperson

The deputy chairperson is a member of the executive committee of the advisory board and undertakes the roles and responsibilities of the chairperson in the chairperson’s absence or as required.

4.2.3 Principal (as Executive Officer)

The principal is the advisory board’s executive officer. The advisory board Rules make the distinction between the roles of executive officer and principal. In summary, the executive officer is the person who services the needs and normal operations of the advisory board. The principal, by definition, is the person to whom the advisory board directly provides advice, guidance and support in relation to their leadership of the school.

4.2.4 Chairperson of the Finance Committee

Where a finance committee exists, the chairperson leads the finance committee in its responsibilities as detailed in the Rules (Appendix D Section 11). The chairperson of the finance committee does not assume the complete responsibilities associated with the financial management of the school.

The chairperson of the finance committee must not be an employee of the school, nor the chairperson of the advisory board. When the chairperson is an apology for a meeting, the finance committee will appoint a temporary chairperson for that meeting.

4.2.5 Secretary

An appropriate person as determined by the principal will carry out the secretarial duties for the advisory board. (Appendix D Section 7).

The secretary is not a member of the advisory board and as such is not entitled to vote at an advisory board meeting. The secretary does not contribute to the business of the advisory board, unless invited by the chairperson and may, at the discretion of the chairperson, be excluded from portions of advisory board meetings.

4.2.6 Executive Committee

The executive committee consists of the chairperson, the deputy chairperson and the principal. The executive committee:

4.2.6.1 meets, as necessary, prior to advisory board meetings to assist in the preparation of the agenda, noting that any proposed agenda item should be discussed with the principal prior to it being included on the agenda.

4.2.6.2 deals with matters of confidentiality;

4.2.6.3 reviews the composition of the advisory board and recommends to it, from time to time, the appointment to the advisory board of up to two persons with skills and experience identified as a necessary benefit to the advisory board; and makes recommendations to the advisory board regarding the attendance of invitees to advisory board meetings.

4.2.7 Sub-committees

The advisory board may establish subcommittees to provide advice and recommendations to the advisory board on specified matters (among other functions determined by the advisory board). For example, many advisory boards have a finance committee.

Further information relating to advisory board committees is provided in the Rules (Appendix D section 12)

Advisory Board Meetings 5

“As we work together in mission, we bear witness to the love of God and the compassion that flows from God’s love. When we accept mission, the risen Christ enables us to dream of a better life and future wherein we create communities that are filled with love,

kindness, healing, and possibility and to take

effective,

forgiveness,

grace

filled steps to achieve this.”

Life to the full: The mission and purpose of Catholic schools in Australia. NCEC 2024

5.1 Meeting Procedures

The effectiveness of an advisory board meeting is determined by the degree of organisation and planning by the executive committee prior to the meeting. The following procedures enable the advisory board to accomplish its business in a considered manner.

5.1.1

Frequency

School advisory boards should determine the frequency of meetings as they deem necessary. Some advisory boards meet monthly, others meet less frequently. It is a requirement however that the advisory board meets at least once each school term, in addition to the Annual General Meeting.

A meeting of the advisory board may

5.1.2

be conducted face to face or held using any technology consented to by all the members. The consent may be a standing one.

Quorum

A quorum at any meeting of the advisory board is one half of the members plus one (and if that is not a whole number, the next whole number).

5.1.3

Agenda and Prioritising Items

Time allocations should be made for agenda items. In addition, the agenda should indicate, for each item, whether the matter is for noting, discussion or decision so that it is clear to the advisory board what they are being asked in relation to each agenda item.

It is preferable to frame agendas that actively seek the advice of those gathered around the table. In the absence of such planning, meetings may become a one-way reporting of what the

5.1.4

schools is doing with little opportunity for meaningful discussion.

Welcome, Prayer and Formation

In our Catholic tradition, meetings begin with prayer. The prayer should be reflective of our tradition and allow for reference to the school charism and mission, and the ‘signs of the times’ where appropriate. At times, attending to the urgent business of the meeting may seem more important than devoting time to prayer at the outset of the meeting. Prayer highlights our relationship with God and allows us to see the business of the meeting as an expression of that relationship.

Traditional prayers – the Our Father, Hail Mary, etc. – have a place here, remembering that prayer is a relationship, not a transaction, so if said with intent and not by rote, then the relationship is honoured. Sometimes brief prayers will be apt, but at other times the board members may want to spend time on a more extended prayer, particularly if there has been something noteworthy occurring in the school community.

Some schools have a school prayer or prayer associated with a founder or patron that should be encouraged for use on occasion. Lastly, the liturgical year and seasons of Advent, Christmas, Lent and Easter, as well as referencing the scriptures, including the gospel reading of the day or the previous Sunday, are rich sources of inspiration within our tradition.

Meetings should also incorporate a period of formation of members as a separate standing item. Each advisory board determines how this takes place. Formation, which is in addition to prayer, might include an exploration of the role of the advisory board, investigation of one aspect of the Christian tradition, discussion about the goals of the Catholic school or the acquisition of particular skills. An extended time to explore sections of this manual would also be appropriate. Ten to fifteen minutes of prayer and formation would be considered appropriate in a two-hour meeting.

5.1.5 Attendance and Apologies

Attendance and apologies are noted and recorded in the minutes. Where a member participates in the meeting online this should be noted.

5.1.6 Conflicts of interest

A standing agenda item provides for any members conflicts of interest to be advised, noted, assessed and appropriately managed (refer Appendix F).

5.1.7 Minutes

Minutes of the previous meeting should be circulated with the agenda and reports prior to the meeting.

The minutes should be a summary record of the issues discussed and any resulting recommendations. They should not be a word-for-word account of the meeting and where possible should not identify individual member’s comments. Minutes and advisory board documents, although confidential, are subject to laws relating to defamation, privacy and confidentiality and need to be written accordingly.

Minutes are evaluated for accurate reporting, then a person who attended the previous meeting should move that the minutes as distributed be confirmed. The motion should be seconded and put to a vote. If passed, the chairperson signs the copy of the minutes to remain on file.

5.1.8

Business Arising

Business arising from the minutes is discussed. Some matters may be dealt with under Reports or Correspondence.

5.1.9

General Business

Each item should be considered in turn, with preference for matters requiring a decision to be considered first.

5.1.10

Reports

Where reports are required, they should be written and attached to the agenda. Reports are typically provided by the:

• principal;

• parish priest or representative;

• finance committee (where one exists);

• Work Health and Safety (WHS) Committee or responsible officer;

• any other advisory board committees.

5.1.11

The agenda and reports should be presented in advance and distributed to all members at least one week before the meeting. Where this requirement is not met, reports should be tabled at the meeting and the chairperson should allow additional reading time. Decisions related to tabled papers may be deferred to subsequent meetings if necessary.

The chairperson of the finance committee should give a full report of the school’s current and projected financial situation.

Correspondence

Outward correspondence is tabled and approved by motion. Inward correspondence may be listed and available for perusal before or after the meeting.

5.1.12 Meeting Closure

Meeting closure should be recorded, and the date of the next meeting confirmed.

5.1.13 Time Structure

The suggested time allocation for meetings is two hours. Meeting times may be extended for a brief period if the chairperson and/or principal believes the number of items listed will require additional time.

5.3 Confidentiality

Advisory board confidentiality and solidarity are key ingredients in building trust at advisory board meetings. Generally, all advisory board meeting proceedings are confidential. At times, there may be occasion to formally declare an issue, a paper or a discussion as particularly sensitive and confidential. This should be done by the chairperson prior to an advisory board meeting and confirmed before the close of the meeting.

Advisory board members must respect the right of individuals to express their views freely at advisory board meetings without fear of being named outside the meetings as taking particular positions. As in all similar groups, a sense of trust among members is vital for the wellbeing of the advisory board.

5.4 Annual General Meeting

While diocesan schools are not separately incorporated bodies and do not have a general membership, a general meeting of the school community, called the Annual General Meeting (AGM), should be held at least annually and the period between each AGM should not exceed 16 months.

5.2

Decision-making

Consensus (i.e. unanimous agreement) is the preferred decision-making mode for advisory boards. In extraordinary situations, where the advisory board cannot reach consensus, then the matter should be deferred and further considered before discussion. If consensus is not again reached, the matter is voted on at the subsequent meeting of the advisory board where each member has one vote and is passed by simple majority by a show of hands. Additional voting procedures for the advisory board are detailed in the Rules for Diocesan School Advisory Boards (Appendix D).

The AGM should be held no later than the end of March. All members of the school community are eligible to attend general meetings and a quorum for any general meeting is 5 members of the school community.

The Annual General Meeting agenda should include:

• confirmation of the minutes of the previous Annual General Meeting;

• presentation of the annual reports for the preceding year including the work of any sub-committees.

• such other reports considered by the school advisory board as appropriate.

• the previous year’s financial activity.

• the current year’s budget; and

• the election of members of the school community to the advisory board in accordance with the Rules for Diocesan School Advisory Boards (Appendix D).

Rules for Diocesan School Advisory Boards

Code of Conduct for Diocesan School Advisory Boards E

Conflict of Interest Procedure F Management of Complaints

1. Advisory Board Agenda Template

2. Advisory Board Agenda & Principal’s Report

3. Draft Committee Terms of Reference

Glossary of Terms

Catholic Identity A

Catholic schools are places where our students:

“Inspired by their encounter with Jesus Christ and nurtured by a Catholic education ... will be young women and men of character and ideals, and will contribute as leaders and disciples in our world”.

200 Years Young: A Pastoral Letter from the Bishops of Australia. ACBC. (2021).

Every recommendation that a school advisory board makes and every policy that it agrees upon should be illumined by the light of faith and should be permeated with the Gospel spirit of love and freedom. Every member of an advisory board plays an important role in the promotion and advancement of the Catholic culture of the school. It is within this context that there is a requirement for those fulfilling the roles of chairperson and deputy chairperson, to be fully supportive of the ethos and mission of the Catholic school. It is essential that these leaders of the advisory board work collaboratively with the principal and parish priest in nurturing and strengthening the Catholic identity of the school.

Catholic education seeks to provide an integral education – one that considers the student’s intellectual, moral, spiritual, religious, physical and social capacities. Students are invited into discipleship – friendship with Jesus – during their time in a Catholic school and the curriculum continually offers them in various ways the riches drawn from Catholic beliefs, rituals and values.

Catholic schools are places of celebration both formally in the sacraments, especially the Eucharist, and in the daily recognition of the presence of God in the web of relationships and events that are the fabric of school life. The pursuit of excellence in all areas of school life, including the academic dimension, is an unequivocal commitment of Catholic education. The development of a capacity for critical thinking, a commitment to a faith that does justice and an attending to the ecology of creation present further touchstones as the religious dimension of the school is explored and amplified.

Each advisory board member is challenged to be aware of the joys and sorrows, the celebrations and struggles of the families served by the school. This involves deep listening to the details of everyday life in the school community.

Members of the advisory board must work towards a vision where all people feel supported and valued and encourage each member to participate fully in the life of the school. Community-building takes place in ordinary events such as hospitality towards visitors, families and members of the local community. It can also be evident in experiences where the community participates, such as school fêtes, Open Days, Family Days or other celebrations.

Formation is an invaluable tool in the life of an advisory board. Common elements of this may include a short time at each meeting sharing reflection on key Catholic educational reading, times of prayer and reflection and celebration of the Eucharist, as well as opportunities for members to come together informally. As it goes about its work, the advisory board will determine the formation that is appropriate to its needs and circumstances.

In each school, many different cultural groups and family structures may be evident. Students may be rich within the Catholic tradition or may represent a variety of Christian denominations or other religious traditions, while others will have little or no connection with church. While the background of each member of the community must be respected, the mission of Catholic education is to generate a clear synthesis between the Catholic faith and the life experiences and cultures of all members in the community of the school. Ideally, the advisory board should be constructed so that the diversity of the school community is well represented.

Catholic schools must provide a comprehensive educational experience for all children while allowing individual differences and talents to flourish. To achieve this, schools need dedicated and competent teachers as well as modern facilities and resources. To enable this to happen effectively, the advisory board requires a clear vision of education for its particular community, thus ensuring that all students receive a well-rounded education of high quality.

School advisory boards are required to discern and evaluate the extent to which the school is realising its potential. This requires skills in communication, collaboration, decisionmaking, planning and facilitation.

The CESA Vision, Mission, Values and Purpose statement (Appendix B) provides further information regarding the religious dimension of the Catholic school.

Catholic Education South Australia has a strategy aimed at expanding our horizons and deepening practices. Our strategy is grounded in our Mission, Vision, Values and Purpose.

The strategy will help us to continue to shape thriving people, capable learners and leaders for the world God desires, and contribute to a more socially just, equitable and hope-filled future.

Animated by our Catholic faith and in partnership with families, our schools are communities which create opportunities for encountering life to the full – in all its personal, religious, political, ecological and cultural richness.

mission

We value:

• openness to God’s Spirit at work in our midst and living in Catholic faith

• respect for the dignity of each person

• commitment to processes of learning that are formative, challenging, engaging, life-long and life-wide

• inclusivity of those at the edges

• sensitivity, justice and compassion

• the interconnectedness of all creation

values vision

We create an educational environment which matters to students and their families and which resonates culturally and deeply for them. In each learning area, across the whole life of the school, and in partnership with families, each of us discovers in the Spirit, the love of God which is revealed in Jesus Christ, proclaimed by the Church, presented in the scriptures, celebrated in the sacraments and lived by all people of good will.

To help shape thriving people, capable learners and leaders for the world God desires:

• in Catholic schools, centres and offices whose vision, culture, rituals, policies, practices, and experiences are inspired by the person and message of Jesus.

• within a state and national system of Catholic schools, centres and offices committed to educational excellence, enlivened faith formation, accessibility and growth.

• for the purposes of contributing to a more socially just, equitable and hope filled future within communities and society.

purpose

There are four ways in which we display this influence within our community:

Living our Catholic tradition

The values on which we are built are the values we show in everyday life in our school communities.

Committed and engaged staff

Having a committed and engaged staff - our teachers are committed not just to high standards of teaching, they are also committed to the development of each and every child under their care. Every child matters, and matters absolutely.

Ecological conversion

We recognise that we are stewards of the world we have been given and our schools are committed to teaching their own communities to respect their environment, seeing the environment as part of the web of relationships in creation..

Genuine dialogue

We are honest in our discussions with families in our community and we expect them to be honest with us.  Genuine community is built around genuine dialogue, deep listening and an open sharing of ideas and concerns.

Rules for Diocesan School Advisory Boards

All diocesan schools are to adopt the Rules. Any proposed variations to the Rules must be in accordance with the general principles laid down in this manual and be adopted only with the approval of the relevant Schools Performance Leader (SPL).

The template below should be customised (refer highlights) as necessary and, once formally adopted, should be made available to the school/college community upon request.

The Rules should be read in conjunction with the Manual for Diocesan School Advisory Boards.

TEMPLATE

Click here to download editable Word version of this template

[..........] SCHOOL/COLLEGE

CATHOLIC CHURCH ENDOWMENT SOCIETY INCORPORATED/DIOCESE OF PORT PIRIE INCORPORATED RULES FOR THE ADVISORY BOARD OF [..........] SCHOOL/COLLEGE

BACKGROUND

The Church and the Catholic Archbishop of Adelaide (the "Archbishop")/Bishop of Port Pirie (the “Bishop”) have a mission to assist parents in securing a Catholic education for their children in the Roman Catholic Archdiocese of Adelaide (the “Archdiocese")/Diocese of Port Pirie (the “Diocese”)

This mission focuses on ways of engaging with families in a whole of life journey by providing resources, opportunities and ministries to support the religious, spiritual, social, emotional and intellectual growth and wellbeing of families. It is intended to provide these services in a way that is holistic and integrated within a strong faith environment and is in furtherance of Canon 795 of the Code of Canon Law, which provides as follows:

"Since true education must strive for complete formation of the human person that looks to his or her final end as well as to the common good of societies, children and youth are to be nurtured in such a way that they are able to develop their physical, moral, and intellectual talents harmoniously, acquire a more perfect sense of responsibility and right use of freedom, and are formed to participate actively in social life."

To that end the Archdiocese/Diocese has, through the civil incorporation of the Church in the Archdiocese/Diocese, the Catholic Church Endowment Society Inc ("CCES")/Catholic Diocese of Port Pirie Inc (“CDPP”), established administrative structures, including the South Australian Commission for Catholic Schools Inc ("SACCS"), the Catholic Education Offices ("CEO"), and school advisory boards and committees. These administrative structures are to carry into effect the Church's mission in accordance with the policies and guidelines for Catholic schools in South Australia developed by SACCS and the Archdiocese/Diocese applicable to the operation, management and governance of all Catholic schools in the Archdiocese/Diocese, which provide schooling for early years through to primary, middle and senior education.

CCES/CDPP is an incorporated entity which is controlled and managed by the Archbishop/Bishop of the Archdiocese/Diocese [..........] School/College carries out the mission of the Church as articulated in canon 795 and operates a school which at civil law is carried on by CCES/CDPP, trading as "[..........] School/College" (the “School/College") and deriving its right to be known as a Catholic school by reason of the fact that the Archbishop/Bishop has constituted it as such through CCES/CDPP

The School/College also maintains certain ecclesiastical goods, which are owned at civil law by CCES/CDPP, for use by the School/College community and provides a range of services and opportunities to support the religious, spiritual, social, emotional and intellectual growth and wellbeing of the School/College community.

Canon 806 §1 of the Code of Canon Law provides:

"The diocesan bishop has the right to watch over and visit the Catholic schools in his territory, even those which members of religious institutes have founded or direct. He also issues prescripts which pertain to the general regulation of Catholic schools; these prescripts are valid also for schools which these religious direct, without prejudice, however, to their autonomy regarding the internal direction of their schools."

The Archbishop/Bishop, the Executive Director of Catholic Education of South Australia (the “Executive Director”)/Director of Catholic Education Diocese of Port Pirie (the “Director”) and the Principal of the School/College hold positions of responsibility with respect to the School/College and all of its activities, decisions and outcomes, in accordance with governing legislation, Canon Law, resolutions of SACCS, and any legal or other instruments entered into by the School/College from time to time. The powers of the Executive Director/Diocesan Director and the Principal are subject to permitted delegations of authority issued by the Archbishop/Bishop from time to time.

The Principal is accountable to the Executive Director/Diocesan Director, acting on behalf of the Archbishop/Bishop and CCES/CDPP, for the day-to-day operations of the School/College. In carrying out the day-to-day operations of the School/College and fulfilling associated obligations for CCES/CDPP, the Principal reports to CCES/CDPP in relation to the activities of the School/College through the Executive Director/Diocesan Director

Whilst the Archbishop/Bishop has the right to oversee, and retains control over the operations of, the School/College, the Archbishop/Bishop has, through CCES/CDPP, established an administrative structure known as “[..........] School/College Advisory Board” (the “Advisory Board”) for the purpose of providing advice and support to the Principal, who is accountable to the Executive Director/ Diocesan Director, in respect of the leadership and management of the School/College

The Archbishop/Bishop does not delegate any of CCES’/CDPP’ powers to the Advisory Board, nor does the Advisory Board have the power to do anything so as to bind the Archbishop/Bishop, CCES/ CDPP, the Executive Director/Diocesan Director or the Principal. Any decision made by the Advisory Board shall be in the form of a recommendation, advice or guidance to the Principal .

To clarify the responsibilities of the Advisory Board, these Rules make a distinction between the “Executive Officer” (who services the needs and normal operations of the advisory board) and the “Principal” (to whom the Advisory Board directly provides recommendations, advice and support in relation to the leadership and management of the School/College); however, the person filling the office of Executive Officer is in most cases also the Principal.

This document sets out the administrative structure for the Advisory Board, the advisory and support role in respect of governance and oversight of the School/College that the Archbishop/ Bishop, either directly or through the Executive Director/Diocesan Director acting on behalf of CCES/ CDPP, requests that the Advisory Board undertakes. Further, this document sets out the Rules under which the Advisory Board is to carry out its advisory role and responsibilities, as well as clarifies the Advisory Board’s relationship with the Principal of the School/College

1. INTERPRETATION

“Advisory Board” means the [..........] School/College Advisory Board as established by the Archbishop/Bishop and governed by these Rules.

“Annual General Meeting” means the Annual Meeting of the School/College community held in accordance with Rule 11.

“Archbishop” means the Roman Catholic Archbishop of Adelaide.

“Archdiocese” means the Roman Catholic Archdiocese of Adelaide.

“Bishop” means the Roman Catholic Bishop of Port Pirie.

“Business Manager/Bursar/Finance Officer” means the person holding the position of business manager/bursar/finance officer of the School/College.

“CCES” means the Catholic Church Endowment Society Inc., being the civil incorporation of the Archdiocese which is controlled by the Archbishop of the Archdiocese.

“CDPP” means the Catholic Diocese of Port Pirie Inc., being the civil incorporation of the

Diocese which is controlled by the Bishop of the Diocese.

“CESA” means Catholic Education South Australia and refers to the collective of Catholic Schools and Colleges, as well as related Catholic education-specific entities, within the Archdiocese and the Diocese.

“Chairperson” means the person who holds the position of chairperson of the Advisory Board and includes, for the day or relevant period, any person who in the absence of that person is appointed to chair a meeting of the Advisory Board or temporarily fills that position as the case may be.

“School/College” means [..........] School/College which at civil law is carried on by the CCES/ CDPP trading as “[..........] School/College”

“School/College community” means all parents or caregivers of current students, former students, staff and supporters, including the Parish community, of the School/College and all other persons who undertake to support the Vision Statement and, in the reasonable opinion of the Executive Director/Diocesan Director, have a legitimate interest in or connection with the School/College

“Diocese” means the Roman Catholic Diocese of Port Pirie.

“Director” means the person from time to time holding the position of Director of Catholic Education, Diocese of Port Pirie and being the position that represents CDPP on behalf of the Bishop, for the purposes of these Rules.

“Executive Committee” has the meaning given it in Rule 9.

“Executive Director” means the person from time to time holding the position of Executive Director of CESA and being the position that represents CCES, on behalf of the Archbishop, for the purposes of these Rules.

“Executive Officer” means the Principal, or such other person appointed by the Executive Director/Diocesan Director from time to time, who holds the office of Executive Officer of the School/College (including in an acting capacity).

“Financial year” and “year” means the year commencing on 1 January and ending 31 December, or such other twelve month period as varied by administrative instruction of CCES/ CDPP from time to time.

“General meeting” means a meeting of the School/College community, including an Annual General Meeting.

“Member” means a member of the Advisory Board.

“Parish(es)” means [..........] Catholic Parish(es).

“Parish Priest” means the priest (or administrator) appointed to the parish(es) by the Archbishop/Bishop

“Principal” means the Principal appointed to the School/College by the Executive Director/ Diocesan Director;

“SACCS” means the South Australian Commission for Catholic Schools Incorporated, being the association which has oversight of education in all Catholic schools and sets directions, allocates resources and develops policies for Catholic schools in South Australia.

“Secretary” means the person who from time to time fulfills the administrative support duties of the Advisory Board.

“Schools Performance Leader” means the Schools Performance Leader appointed to the school/region from time to time by the Executive Director/Diocesan Director.

“Rules” means these Rules.

“Vision Statement” means the vision statement set out in Rule 2 and as varied from time to time by SACCS.

Unless a contrary intention appears in the Rules every reference to the masculine gender will be considered as including a reference to the feminine gender, and every Rule in the singular number will be construed as including a reference to the plural number and vice versa.

2. VISION STATEMENT

The Vision Statement for SACCS, and consequently the School/College, is:

“We create an educational environment which matters to students and their families and which resonates culturally and deeply for them. In each learning area, across the whole life of the school, and in partnership with families, each of us discovers in the Spirit, the love of God which is revealed in Jesus Christ, proclaimed by the Church, presented in the scriptures, celebrated in the sacraments and lived by all people of good will.”

3. OBJECTIVES

Whilst the control of the School/College remains with the Archbishop/Bishop and CCES/CDPP, through the Executive Director/Diocesan Director, the objectives of the Advisory Board are to undertake an advisory and support role to the Principal in furtherance of the Vision Statement and in accordance with the Rules. The Advisory Board’s role is to be carried out in a spirit of partnership with the Archbishop/Bishop, CCES/CDPP, SACCS, the Executive Director/Diocesan Director, the Principal, the School/College community and all those involved in the carrying out of the Church’s mission in respect of education, from early years through to primary, middle and senior education.

4. RESPONSIBILITIES AND LIMITATIONS OF THE ADVISORY BOARD

4.1 Subject to the Archbishop/Bishop’s canon-imposed obligations under Canon Law and CCES/ CDPP overriding control and directions, and in accordance with SACCS’ policies, the Advisory Board is responsible for providing advice, support and recommendations to the Principal in respect of the leadership and management of the School/College

4.2 Without limiting Rule 4.1, the Advisory Board shall:

(a) advise, support, and provide recommendations to, the Principal on the implementation of strategies for monitoring and enhancing the:

(i) Catholic identity, religious education and culture of the School/College;

(ii) educational excellence and student outcomes;

(iii) integration of services provided to support the religious, spiritual, social, emotional and intellectual growth and wellbeing of families;

(iv) pastoral care to the School/College community;

(v) safeguarding and safety of students.

(b) support and enhance the relationship between the School/College and the Parish(es) and families;

(c) provide advice and recommendations to the Principal in respect of submissions to SACCS that support and ensure the School/College’s long-term sustainability, including in the areas of:

(i) strategic planning;

(ii) annual budgets and financial statements; and

(iii) capital works, maintenance of buildings and grounds and master planning;

(d) advise and support the Principal to ensure that the financial, legal and compliance obligations of the School/College are conducted in accordance with SACCS and Archdiocesan/Diocesan policies and guidelines;

(e) advise and support the Principal to ensure compliance by the School/College with legal obligations as they relate to the conduct of the School/College;

(f) advise and support the Principal, in cognition of the responsibilities as set out in Rule 7, ensuring the development and implementation of policies and practices relating to the conduct of the School/College, consistent with SACCS and Archdiocesan/Diocesan policies and guidelines;

(g) provide advice and recommendations to the Archbishop/Bishop, through the Principal and CCES/CDPP, in respect of:

(i) any matter referred to the Advisory Board by the Archbishop/Bishop;

(ii) any matter referred to the Advisory Board by the Executive Director/Diocesan Director (either directly by the Executive Director/Diocesan Director or via CCES/ CDPP);

(iii) any matter referred to the Advisory Board by the Principal (either directly by the Principal or via CCES/CDPP); and

(iv) fostering the relationships between the School/College and organisations that support or are associated with the School/College or School/College community;

(h) perform such other functions as the Archbishop/Bishop and SACCS may from time to time determine.

4.3 For the avoidance of any doubt, neither the Archbishop/Bishop nor CCES/CDPP delegate any of their powers to the Advisory Board, and the Advisory Board must not exercise any powers of the Archbishop/Bishop or CCES/CDPP

4.4 The Advisory Board does not have the power to do anything so as to bind the Archbishop/ Bishop, CCES/CDPP, the Executive Director/Diocesan Director or the Principal, and any decision made by the Advisory Board shall be in the form of a recommendation, advice or guidance to the Principal.

4.5 The Archbishop/Bishop may, through CCES/CDPP, authorise the Advisory Board to expend such sum or sums of money as the Archbishop/Bishop may determine from time to time and the Advisory Board must fully account to CCES/CDPP all moneys expended by it when called upon to do so.

5. MEMBERSHIP OF THE ADVISORY BOARD

5.1 Subject to Rule 5.3, the Advisory Board will be comprised as follows:

(a) a Parish Priest (or administrator);

(b) up to six persons elected by the School/College community at the Annual General Meeting who are parents/legal guardians of students currently enrolled at the School/ College, or who are members of the School/College community;

(c) up to two persons appointed by the Advisory Board;

(d) one person appointed subsequent to nomination by the Parish Pastoral Council;

(e) one person appointed subsequent to nomination by the School/College staff;

(f) one person appointed subsequent to nomination by the Parents and Friends Association (or similar group) where one exists;

(g) the Principal (Executive Officer);

(h) the Executive Director/Diocesan Director reserves the right to appoint a Member or Members under any circumstances and for any period they deem appropriate.

5.2 In exercise of its discretion under Rule 5.1(c), the Advisory Board may have regard to any recommendations to the Advisory Board by the Executive Committee under Rule 9(c) and to any skills set determined by CCES/CDPP from time to time (including but not limited to skills in education, finance, risk management, corporate governance and marketing and communications).

5.3 No member of the staff of the School/College (other than the Principal and staff nominated Member), nor their partner, is eligible to be a Member, unless otherwise determined by the relevant Schools Performance Leader on behalf of the Executive Director/Diocesan Director

5.4 The Principal shall, by notice in writing, inform the Executive Director/Diocesan Director of the Members comprising the Advisory Board by 30 April each calendar year.

5.5 In addition to Members, the following persons may attend meetings of the Advisory Board but are not considered Members and are not entitled to vote at Advisory Board meetings:

(a) members of the School’s/College’s leadership team at the invitation of the Advisory Board;

(b) the Business Manager/Bursar/Finance Officer at the invitation of the Advisory Board;

(c) the Archbishop/Bishop and/or an authorised representative of CCES/CDPP;

(d) the Secretary at the invitation of the Advisory Board; and

(e) any other person(s) at the invitation of the Advisory Board.

5.6 Members, other than the Principal and a Parish Priest who will hold office ex-officio, will hold office for two years, and are eligible for reappointment, provided they have not served more than six consecutive years as a Member.

5.7 A Member will cease to hold office if:

(a) the Member resigns by notice in writing to the Chairperson;

(b) the Member becomes a member of the staff of the School/College unless the Schools Performance Leader has made a determination, following advice from the Principal, that the Member is eligible under Rule 5.3;

(c) the Member is suffering physical or mental incapacity which precludes the Member from discharging the duties of the Member’s office;

(d) the Member becomes an insolvent under administration;

(e) the Member is convicted within, or outside, the state of South Australia:

(i) on indictment of an offence in connection with the promotion, formation or management of a body corporate; or

(ii) of an offence involving fraud or dishonesty punishable on conviction by imprisonment for a period of not less than three months; or

(iii) of an indictable offence; or

(iv) of an offence with respect to:

(A) an act with intent to deceive or defraud the School/College, the School/ College community or creditors of the School/College or creditors of any other person or for any fraudulent purpose;

(B) the improper use of his or her position, or information acquired by virtue of his or her position, as a Member so as to gain, directly or indirectly, any pecuniary benefit or material advantage for himself or herself or any other person, or so as to cause a detriment to the School/College;

(C) not acting with reasonable care and diligence in the exercise of his or her powers and the discharge of the duties of his or her position as a Member;

(f) the Member is absent for three consecutive Advisory Board meetings without leave of absence;

(g) the Member, being a Member appointed under Rule 5.1(b), is removed from office for cause by a resolution passed by secret ballot at a meeting of the Advisory Board at which the Member has had an opportunity to be heard and at which not less than seventy-five percent of those Members present and entitled to vote, voted in favour of such removal and such removal is subsequently approved by the Executive Director/ Diocesan Director and notified to the Member in writing; or

(h) the Member is removed from office by written notice from the Chairperson at the direction of the Executive Director/Diocesan Director

5.8 If a casual vacancy occurs in the office of a Member who has been appointed or elected under Rule 5.1(c-f) respectively, the office shall be filled in the same manner in which the vacating Member was appointed and will be a Member for the duration of the term of his or her predecessor.

5.9 If a casual vacancy occurs in the office of a Member elected under Rule 5.1(b) the Executive Committee may recommend to the Advisory Board a person to fill the casual vacancy, who will be a Member until the next Annual General Meeting and shall be eligible for reappointment.

5.10 For serious reason the Archbishop/Bishop may dissolve the Advisory Board after consultation with the Executive Director/Diocesan Director and/or Chairperson of the Advisory Board.

6.1 Officers

The office holders of the Advisory Board will be:

(a) the Chairperson; and

(b) the Deputy Chairperson.

6.2 Election and appointment

(a) The Chairperson and Deputy Chairperson must be elected at the first meeting of the Advisory Board after the Annual General Meeting from Members who hold their position pursuant to Rules 5.1(b) to 5.1(f) inclusive. The Chairperson and Deputy Chairperson will hold office from the date of such acceptance until the first meeting of the Advisory Board after the next Annual General Meeting, or as otherwise advised by CCES/CDPP

(b) The Principal and Parish Priest are appointed ex-officio.

6.3 The Chairperson

(a) The Chairperson must:

(i) work with the Principal in supporting the Vision Statement and be accessible to the Principal and the Members;

(ii) subject to the Rules, call and, in the absence of the Archbishop/Bishop who may attend and preside at any meeting, preside at the meetings of the Advisory Board and any general meetings;

(iii) contribute to the formation of the agenda of Advisory Board meetings and general meetings in consultation with the Principal;

(iv) liaise with the Principal in the preparation of the annual reports;

(v) facilitate full and balanced participation in meetings by all Members and decide on the manner in which meetings are conducted and matters of order;

(vi) monitor tasks undertaken by the Advisory Board;

(vii) in consultation with the Principal and to the extent directed and authorised by the Archbishop/Bishop, through CCES/CDPP, report to the School/College community through the newsletter or as appropriate;

(viii) report at the Annual General Meeting on the proceedings and operations of the Advisory Board for the period since the date of the previous Annual General Meeting.

(ix) conduct the official correspondence of the Advisory Board; and

(x) be a member of, or nominate a Member to be a member of, any selection committee established for the purpose of making recommendations to the Executive Director/Diocesan Director in respect of the appointment of the Principal, Deputy Principal and Assistant Principal Religious Identity and Mission.

(b) As a spokesperson of the Advisory Board, the Chairperson may only speak with regard to Advisory Board matters.

6.4 Removal from Office

(a) The position of any office holder may be declared vacant at the discretion of CCES/ CDPP

7. THE PRINCIPAL AS EXECUTIVE OFFICER OF THE ADVISORY BOARD

7.1 The Principal will normally be the executive officer of the School/College and is entrusted with the spirit of subsidiarity and, as such, will:

(a) inform the Advisory Board about matters affecting policies, matters relating to wellbeing of the School/College, curriculum development and outcomes, finances, capital development, maintenance, WH&S policies and procedures of the School/College and the Advisory Board’s advisory and support functions;

(b) be a spokesperson and representative of the School/College at any functions as required by the School/College;

(c) provide the Advisory Board with reports, relevant material and research to assist in planning;

(d) provide information and make recommendations to the Advisory Board to assist in discussion and decision making;

(e) be the avenue of official communication between the Advisory Board and staff of the School/College;

(f) be the avenue of official communication between the Advisory Board and the Archbishop/Bishop and CCES/CDPP;

(g) provide information to the Advisory Board regarding educational trends and directions;

(h) in consultation with the Chairperson and Deputy Chairperson, formulate the agenda of Advisory Board meetings and general meetings; and

(i) chair that part of Advisory Board meetings that involves the election of office holders;

(j) consult with the Chairperson, to the extent necessary, to enable the Advisory Board to exercise and meet its advisory and support role.

8. ADVISORY BOARD SECRETARY

8.1 The Secretary, who is responsible to the Principal, shall as part of the Secretary's obligations to the Advisory Board:

(a) take the minutes of Advisory Board meetings and any general meeting;

(b) ensure that notices of meetings are given in accordance with the provisions of the Rules;

(c) be responsible for assisting with the preparation of and ensuring the maintenance and safekeeping of:

(i) official records of the business of the Advisory Board and the register of minutes of meetings;

(ii) copies of notices, a file of correspondence and records of submissions or reports made by or on behalf of the Advisory Board;

(iii) the register of Members;

(iv) copies of policies of the Advisory Board;

(d) assist the Chairperson in the conduct of the correspondence of the Advisory Board;

(e) ensure that prior to each Advisory Board meeting a copy of the meeting agenda is forwarded to Members; and

(f) ensure that the minutes of Advisory Board meetings are recorded and forwarded to each Member prior to the next meeting.

8.2 The Secretary is not a Member of the Advisory Board and as such is not entitled to vote at an Advisory Board meeting. The Secretary does not contribute to the business of the Advisory Board, unless invited by the Chairperson, at any Advisory Board meeting and may, at the discretion of the Chairperson, be excluded from portions of Advisory Board meetings.

9. EXECUTIVE COMMITTEE

9.1 The Executive Committee consists of the Chairperson, the Deputy Chairperson and the Principal ("Executive Committee”).

9.2 The Executive Committee will:

(a) meet prior to Advisory Board meetings to assist in the preparation of the agenda;

(b) deal with matters of confidentiality; and

(c) review the composition of the Advisory Board and may recommend to the Advisory Board, from time to time, one or more person(s) to fill any deficiencies in the skill matrix determined by CCES/CDPP from time to time or to fill a casual vacancy.

10. PROCEEDINGS OF THE ADVISORY BOARD

10.1 The Advisory Board will meet as often as is necessary to exercise its responsibilities in respect of the School/College as set out in the Rules, and in any event not less than once during each School/College term, in addition to the Annual General Meeting.

10.2 Meetings of the Advisory Board will be convened by the Secretary at the request of the Chairperson, the Deputy Chairperson, the Principal, the Executive Director/Diocesan Director or the Archbishop/Bishop, with at least three days’ written notice being given to each Member, of the nature of the business to be dealt with at the meeting.

10.3 A quorum at any meeting of the Advisory Board shall be one half of the Members plus one (and if that is not a whole number, the next whole number).

10.4 Each Member has one vote in respect of any resolution. A resolution of the Advisory Board is passed by simple majority by a show of hands.

10.5 Voting must be by show of hands, except for a contested election which must be conducted by secret ballot.

10.6 The Advisory Board may pass a resolution without a meeting of the Advisory Board being held, if all of the Members entitled to vote on the resolution:

(a) sign a document containing a statement that they are in favour of the resolution set out in the document; or

(b) state by means of electronic communication (including by email), without the necessity of signing, that they are in favour of the resolution, or words of like effect. Each Member must be given a copy of a document used for signing by Members or notice of the proposed resolution. Separate copies of a document may be used for signing by Members or for giving notice of a resolution, if the wording of the resolution and statement is identical in each copy. The resolution is passed when the last Member who makes up a majority signs or states their assent.

10.7 In the event of equality of votes in respect of any resolution, the Chairperson, or the person acting in substitution for the Chairperson, will, in addition to the Chairperson's deliberative vote, have a casting vote.

10.8 The Chairperson will chair the meetings of the Advisory Board save and except that part of the meetings that relates to the election of office holders which must be chaired by the Principal or the nominee of the Principal.

10.9 In the absence of the Chairperson and Deputy Chairperson from a meeting of the Advisory Board, the Members present will elect an acting Chairperson to chair the meeting.

10.10 A meeting of the Advisory Board may be conducted face to face or held using any technology consented to by all the Members. The consent may be a standing one. A Member may only withdraw consent within a reasonable period before the meeting and for a valid reason.

10.11 If a meeting of the Advisory Board is held by contemporaneous audio or audio-visual communication, a Member is taken to be present unless the Member states to the chair that the Member is disconnecting his or her telephone or communication device.

11. GENERAL MEETINGS

11.1 While the School/College is not a separately incorporated body and does not have a general membership, a general meeting of the School/College community, called the Annual General Meeting, must be held at least annually and the timing of such meeting shall be subject to Rule 11.8 and agreed between the Chairperson and the Principal.

11.2 A general meeting may be conducted in such manner as the Advisory Board from time to time determines, including by being held in-person or using any technology (including by means of a virtual meeting, or other contemporaneous audio or audio-visual communication) or a hybrid of in-person and virtual. Anyone using such technology is taken to be present in person at the meeting.

11.3 Subject always to Rule 11, the Chairperson will call and preside at extraordinary general meetings and Annual General Meetings.

11.4 At least 14 days' written notice of the Annual General Meeting must be given to the School/ College community by the means generally used to communicate with the School/College community. The notice must specify the date, time and place of the meeting.

11.5 The Annual General Meeting will include:

(a) the confirmation of the minutes of the last Annual General Meeting;

(b) the presentation of:

(i) the Chairperson’s annual report including the work of sub-committees;

(ii) the Principal’s annual report

(iii) such other reports considered by the Advisory Board as appropriate for the occasion;

(iv) the previous year's financial activity;

(v) the current year's budget; and

(c) where there is a vacancy in the Members elected under Rule 5.1(b), the election of members of the School/College community to the Advisory Board under such Rule for a period of two years.

11.6 The nomination and the election of members of the School/College community to the Advisory Board will be conducted in such manner as the Advisory Board from time to time determines.

11.7 The period between each Annual General Meeting must not exceed 16 months.

11.8 All persons within the School/College community are eligible to attend general meetings.

11.9 The Chairperson or Principal or Executive Director/Diocesan Director or Archbishop/Bishop may call an extra-ordinary general meeting.

11.10 A quorum for any general meeting is 5 members of the School/College community

11.11 The quorum must be present at all times during the meeting.

11.12 If a quorum is not present within 30 minutes after the time appointed for the meeting, the meeting is adjourned to any day, time and place the Advisory Board decides.

11.13 If a quorum is not present within 30 minutes after the time appointed for a meeting resumed after an adjournment, the members of the School/College community present shall form a quorum.

11.14 The members of the School/College community make a decision at a general meeting by passing a resolution.

11.15 A resolution is passed if more than 50% of the votes cast by the members of the School/ College community in attendance who are in favour of the resolution.

11.16 Every member of the School/College community has one vote at a general meeting.

11.17 Voting must be determined by a show of hands, unless the person presiding over the meeting determines to use another methodology to record votes (either at, or in advance of the meeting), including by poll or secret ballot. Any other method of voting (including poll or secret ballot) must be conducted in the manner determined by the person presiding over the meeting and the result is the resolution of the meeting on that question.

12. SUB-COMMITTEES

12.1 Sub-committees

(a) The Advisory Board may establish sub-committees to provide advice and recommendations to the Advisory Board on specified matters (among other functions determined by the Advisory Board).

(b) Each sub-committee shall be comprised of Members or both Members and nonMembers, which shall meet as directed by the Advisory Board, and report to the

Advisory Board at subsequent Advisory Board meetings. Any sub-committee must consist of at least three people and at least one of these must be a Member who will be entitled to chair the meetings of the sub-committee.

(c) The Advisory Board may establish a finance sub-committee to advise the financial practices of the School/College

(d) No sub-committee shall have the power to do anything so as to bind the Advisory Board, the School/College, SACCS or CCES/CDPP and any decision made by a subcommittee shall be in the form of a recommendation to the Advisory Board.

12.2 Terms of reference

The Advisory Board must specify terms of reference for sub-committees.

13. KEEPING AND AUDITING OF ACCOUNTS

The keeping of and audit of any accounts under the governance of the CCES/CDPP will be in accordance with SACCS and Archdiocesan/Diocesan policies and guidelines.

14. EXECUTION OF CONTRACTS

Subject to any authority delegated to the Principal under Archdiocesan/Diocesan and SACCS policies and guidelines, the Archbishop/Bishop, through CCES/CDPP will have sole authority to enter into contracts on behalf of the School/College.

15. MEMBERS’ COMPLIANCE

Members are to act honestly and with reasonable care and diligence in the exercise of their roles and the discharge of their duties as Member.

Members must not make improper use of information or improper use of their position so as to gain, directly or indirectly, any pecuniary benefit or material advantage for themselves or for any other person or so as to cause detriment to the School/College

16. CONFLICTS OF INTEREST

Members who have any direct or indirect pecuniary or non-pecuniary interest in a contract, or proposed contract, with the School/College:

(a) must, as soon as they become aware of their interest, disclose the nature and extent of their interest to:

(i) the Advisory Board;

(ii) the Executive Director/Diocesan Director if requested by them;

(iii) CCES/CDPP, if requested by CCES/CDPP or required under Archdiocesan/ Diocesan and SACCS policies and guidelines; and

(b) must not take part in any decision of the Advisory Board with respect to that contract (but may, subject to complying with the provisions of the Rules as to disclosure, take part in any deliberations with respect to that contract).

This information will be contained in the 'Conflict of Interest' Register.

17. PROPRIETORIAL INTEREST

The assets and income of the School/College must be applied solely in furtherance of the Vision Statement, and no distribution will be made to any Member save and except:

(a) for reasonable remuneration for work done for or on behalf of the School/College; or (b) for any payments or dispositions that are incidental to the activities of the Advisory Board in accordance or consistently with its objects.

18.1 CCES/CDPP will indemnify the Members and the members of any sub-committee of the Advisory Board ("Sub-committee Members") so that no civil liability attaches to an Advisory Board or Sub-committee Member for an honest act or omission in the exercise of their roles and responsibilities under the Rules and applicable terms of reference for the relevant subcommittee. A liability that would, but for the Rules, attach to an Advisory Board or Subcommittee Member, attaches instead to CCES/CDPP

18.2 CCES/CDPP will ensure that the School’s/College's insurance cover extends to Advisory Board and Subcommittee Members in relation to public liability and professional indemnity insurance as it applies to Advisory Board and Sub-committee Members in the conduct of their role under these Rules.

19. WINDING UP

In the event of the Archbishop of Adelaide/Bishop of Port Pirie, his duly appointed representative or the Executive Director/Diocesan Director determining that it is no longer necessary, desirable or expedient to carry on the School/College, then after the satisfaction of all debts and liabilities, if there remains any money whatsoever, the same will be given or transferred to CCES/CDPP for purposes which are consistent with the Vision Statement to be determined by the Archbishop/Bishop.

20. SCHOOL/COLLEGE COMMUNITY ACCESS TO THE RULES

The Advisory Board must keep available for any inspection by any member of the School/ College community a copy of the Rules at the School/College during normal school hours.

21. TRANSITIONAL PROVISIONS

All elected, nominated or appointed members of the school board in office upon the adoption of these Rules shall continue to hold office until the conclusion of the term for which they were appointed under the constitution or Rules in place immediately before the adoption of these Rules and are eligible for reappointment in accordance with these Rules.

Time served by an elected, nominated or appointed member on the school board before the adoption of these Rules shall continue to be counted as time served for the purposes of calculating the member’s term of office under clause 5.

22. AMENDMENT OF THESE RULES

The Archbishop/Bishop or Executive Director/Diocesan Director may amend these Rules at any time by recording such amendment.

Signed Name Date Advisory Board Chairperson Signed

Schools Performance Leader (on behalf of the Executive Director/Diocesan Director)

Code of Conduct for Diocesan School Advisory Boards

Members of Diocesan school advisory boards should meet high standards of community, group and individual behaviour and appreciate, value and share the educational mission and ethos of the Catholic Church. They are therefore expected to:

1. acknowledge that Catholic schools operate as part of the educational mission of the Catholic Church and work within that understanding:

2. develop a deeper understanding of, and commitment to, the mission of Catholic education and promote it within the relevant community;

3. acknowledge and undertake to fulfill the requirements for members as set out in the Manual for Diocesan School Advisory Boards and in this Code;

4. engage in continuing formation and education about the responsibilities of members;

5. engage with and understand the Rules applicable to advisory boards;

6. familiarise themselves with the contents of the Manual for Diocesan School Advisory Boards, and essential SACCS, CEO, diocesan and school policies;

7. undertake the reading and preparation required for each advisory board meeting;

8. undertake advisory board committee work as required;

9. act in good faith, care and diligence, placing the interests of the school above their own interests;

10. keep an open mind and be willing to enter into dialogue by being aware of alternative solutions;

11. demonstrate solidarity by being attentive to advisory board processes of consultation, discussion, discernment and consensus, leading to a final recommendation;

12. respect the confidentiality of advisory board matters and not misuse information or their position;

13. exclude themselves from making public statements on any matter which could be perceived as reflecting the position of the school. Such public statements will be made by the principal or Executive Director/Diocesan Director;

14. maintain clarity between the advisory role of the advisory board and the governing role of SACCS, CCES and CDPP;

15. understand they are not involved in the day-to-day operations of the school;

16. declare any perceived conflict of interest and consult with the chairperson or principal regarding possible implications, prior to any in-meeting discussion;

17. support colleagues on the advisory board through reflection, prayer, and courteous and warm relationships and;

18. act in a manner that protects the good name and reputation of the school and its community, the advisory board, the parish and SACCS.

Failure to comply with this Code of Conduct may result in removal from the advisory board in accordance with clause 5.7 of the Rules.

The following extracts from the CESA Conflict of Interest Procedure 2020.pdf may assist school advisory boards in identifying, assessing and managing any conflict of interest

1. Purpose

Catholic Education South Australia (CESA) is committed to high standards of ethical conduct, transparency and accountability. School staff, volunteers and others involved in Catholic education are expected to identify, assess and avoid any situation which may constitute or lead to an actual, potential or perceived conflict of interest.

2. Scope

A conflict of interest may arise wherever a person’s private, professional, business or personal interests could unduly influence their actions in respect of their role within Catholic education. Accordingly, this procedure applies across CESA and to all staff, School Board/Council/Committee members, volunteers and others

3. Definition of conflicts of interests

An actual conflict of interest arises when there is a conflict between a person’s duties or powers and the person’s private, professional, business or personal interests.

An example: A School Board/Council/Committee member’s daughter owns and operates a catering business. The school wishes to engage external caterers for its social events. The Board/ Council/Committee member is involved in the discussion and decision to appoint his daughter’s business as the external caterer.

A potential conflict of interest arises where a conflict may arise in the future, and it is foreseeable. It is important to report potential conflicts of interest as early as possible so that steps can be taken to avoid that potential conflict.

An example: The school principal is responsible for chairing an appointment panel for a job when he or she is aware that a family member will probably apply.

A perceived conflict of interest arises where a third party may perceive that a person is subject to an actual conflict of interest whether or not this is the case and even where the person is confident of their own objectivity or impartiality.

An example: A staff member may be involved in the decision to purchase resources from a particular supplier and the staff member’s brother is employed by that business.

4. Common circumstances of a conflict of interest

In what circumstances is a conflict of interest most likely to occur?

A conflict of interest can arise in relation to almost any issue such as:

• Where a Board/Council/Committee member works for or holds a position in another organisation and that other organisation may be in direct conflict or competition with the school.

• Use of school facilities

• Personal and family relationships between Board/Council/Committee members or between Board/Council/Committee members and school staff

• Recruitment and selection

• Contractor management and procurement

• Where a Board/Council/Committee member offers his or her professional services to the College/school

• Where a Board/Council/Committee member may gain, or may be perceived to gain personally

or professionally from any insider knowledge if that knowledge is used to personal advantage

• Where a Board/Council/Committee member or his/her family or business interests may gain or may be perceived to gain financially from any activities of the College/school

• Receiving gifts, benefits or hospitality

• Political participation

5. Addressing the risks of a conflict of interest

To protect schools from these risks, there are a number of possible options including one or more of the following:

• Register the details of the actual, potential or perceived conflict of interest on an ongoing and transparent basis

• Refrain from voting

• Refrain from participating in the debate

• Withdraw from any meeting or decision-making forum while the matter is discussed and debated and voted upon

• Relinquish the private/personal interest

• Resign from the Board/Council/Committee decision making forum

6.

Meeting Declaration Process

At the opening of all Board/Council/Committee decision making meetings members or participants should be asked to declare any conflicts of interest or potential conflicts of interest ascertained from the meeting agenda.

The declarations and the name of the member or participant should be recorded in the minutes.

The Board/Council/Committee’s decision on how the conflict should be dealt with should be recorded. Depending on the nature and extent of the conflict it could be dealt with in a number of ways, for example:

• The member leaves the room during any debate or voting on the item. The minute taker records when the member leaves and when the member re-joins the meeting.

• The member is present for the debate but does not participate in the debate or in the voting. The minute taker records that this occurred.

• The member participates in the debate but does not vote. The minute taker records that this occurred.

• The member participates in the debate and votes. The minute taker records that this occurred.

• The Board/Council/Committee or member takes some other action and this is recorded by the minute taker.

In deciding how the declared interest will be addressed, managed or avoided, the guiding principles will be:

• The promotion of individual responsibility for integrity and impartiality

• Support for ethical conduct in relation to all Board/Council/Committee members • Support for transparency and accountability

• Protection of the reputation of the school and CESA

Contacts

For questions about this policy, contact the Director, Governance, Quality and Assurance at the Catholic Education Office, info@cesa.catholic.edu.au or ph. 8301 6600.

TEMPLATE

Register of Interest template for use as necessary

[..........] School Advisory Board

Register of interests

Name of advisory board member Description of conflict of interest Date of disclosure to the advisory board

Steps taken by advisory board for assessing and managing the conflict Advisory board member actions to address the conflict

Management of Complaints G

The school advisory board works with the principal towards a vision of a community where all people feel supported and valued.

In matters that clearly relate to their function, advisory boards have an obligation to be open to members of the school community raising concerns or issues.

If the chairperson or an advisory board member is contacted about a matter concerning the operations of the school, they should refer the person making the contact to the principal.  Alternatively, the advisory board member may, with consent, convey the concern to the principal on the complainant’s behalf.  The advisory board member then has no further role in the matter.

The principal is the appropriate person to be informed of any issues that arise from the operations and leadership of the school.  Instances may include student behaviour, wearing of uniform, teaching programs, determination of classes and staff assignment, staff performance and school rules.

Where members of the community raise complaints with advisory board members in relation to school operations, advisory boards should refer to the SACCS Complaint Response and Resolution Procedure.pdf. The procedure situates responsibility for the resolution of complaints with the principal, not the advisory board.

Matters relating to the competence and performance of staff in fulfilling their duties are the province of the principal.  The competence and performance of diocesan principals is the province of the Executive Director/Diocesan Director of Catholic Education for the relevant diocese.

Advisory Board Agenda Template

TEMPLATE

The Advisory Board Agenda Template

Agenda

Meeting Title

Date and Time

Location

Attendees

Apologies

Resources

1. Welcome, prayer, Acknowledgment of Country, declarations of interest, advisory board formation 15 minutes

2. Minutes of previous meeting – approval and business arising decision 5 minutes

2.1 Description. Add as many as necessary. x minutes

3. Matters for discussion/decision x minutes

3.1 Add as many as necessary. Description. decision

4. Reports x minutes

4.1 Principal noting

4.2 Parish noting

4.3 Finance committee noting

4.4 WHS noting

4.5 Safeguarding noting Add as many as necessary. Description.

5. Correspondence in/out noting 6. Any other business

6.1 Description. Add as many as necessary.

7. Items for communication

List of actions and deadlines. noting 5 minutes

8. Items of confidentiality

All items except those determined otherwise noting 5 minutes 9. Close

List of actions and deadlines. Next meeting: time, day and date. noting 5 minutes

Advisory Board Agenda and the Principal’s Report

School advisory boards are an important expression of the educational partnership that exists between Catholic schools, families, parishes, and the wider community. They are the formal voice of the community to the principal. They provide a forum for discussion and discernment, where family voice and community perspectives are available to advise and support the decisions made by the principal and where the safety, wellbeing and positive outcomes for children and young people are paramount.

It is in this context that the principal, chairperson and deputy chairperson set the agenda for each advisory board meeting. Any proposed agenda item should be discussed with the principal prior to it being included on the agenda.

Depending upon the local context, meeting agenda items and/or the regular principal’s report could include consideration of a range of relevant matters including, but not limited to:

1. The well-being of the school

2. Catholic Identity - religious education program; sacramental program, etc.

3. Safeguarding of children and young people

4. Curriculum developments and educational outcomes

5. Enrolments and enrolment changes/trends

6. Community outreach

7. School Improvement Plan

8. WHS policies and procedures; incident reporting

9. Annual Report to the School Community

10. School Operating Procedures (SOP)

11. Marketing – use of social media; website, open days, etc.

12. Use of school resources

13. Finance – income, expenditure, fee collection, budgeting, etc.

14. School policies and procedures

15. Staff report to the board

16. Master planning

17. Capital works, capital development, maintenance (tenders, contracts)

18. OSHC program

19. Parent group

20. The advisory board - role, recruitment, induction, formation, celebration, review, etc.

21. Relevant regulatory or legislative changes

22. Risk management

23. Any other matters of significance for the advisory board or the principal

Draft Committee Terms of Reference

Draft Committee Terms of Reference

In accordance with Section 12 of the Rules, the advisory board may establish sub-committees to provide advice and recommendations to it on specified matters (among other functions determined by the advisory board). For example, many advisory boards establish a finance subcommittee to monitor the financial practices of the school/college. Sub-committees provide recommendations to the full advisory board, which retains collective responsibility for the advice provided.

Each sub-committee comprises Members or both Members and non-Members, meets as directed by the advisory board, and reports to the advisory board at subsequent advisory board meetings. A sub-committee consists of at least three people and at least one of these is a Member who will be entitled to chair the meetings of the sub-committee.

Any appointed members of a committee who are not advisory board Members will be subject to the same criteria and expectations as those of a Member, as outlined in this manual, including that they comply with the requirements for being a volunteer in a school, as described in the CESA Engaging and Inducting Volunteers Procedure.pdf, and obtain any other clearances or checks as required from time to time.

If a committee or working party is seen as desirable, the advisory board should provide Terms of Reference to guide it. The Terms of Reference below are provided as an exemplar.

TERMS OF REFERENCE

This document sets out the Terms of Reference for the (Insert School Name) Advisory Board Finance Committee.

1. NAME

The committee will be known as the ………. School Advisory Board Finance Committee.

2. OBJECT

The committee exists to advise, support and make recommendations to the school advisory board and principal regarding the finance matters referred to it and detailed below.

3. MEMBERSHIP

3.1 The elected chair of the Finance Committee is to chair the meetings of the Finance Committee. The chair of the Finance Committee must not be a member of staff nor the advisory board chair. The chair of the Finance Committee must carry out the duties of the chair of Finance Committee as provided in Archdiocesan/Diocesan guidelines and directives, including those detailed in the Manual for School Advisory Boards.

3.2 The membership of the Finance Committee is determined by the advisory board and is to include:

3.2.1 the chair of the Finance Committee;

3.2.2 the principal or the principal’s nominee; and

3.2.3 the bursar/business manager/finance officer

The membership may include persons co-opted by the advisory board.

4. ROLE

The duties and functions of the Finance Committee include:

4.1.1 review advice provided by the Catholic Education Office for the setting of tuition fees, including discount options available;

4.1.2 monitor collection of fees in accordance with SACCS policies and procedures;

4.1.3 review the financial performance and viability of the school and provide recommendations to the advisory board as required;

4.1.4 review the annual budget and provide recommendations to the advisory board as required;

4.1.5 review the 10-year financial plan and provide recommendations to the advisory board as required;

4.1.6 monitor all capital development;

4.1.7 monitor financial risk management matters;

4.1.8 consider any financial offers from outside agencies and provide recommendations to the advisory board as required;

4.1.9 respond to other matters referred to the committee by the advisory board.

5. MEETINGS AND REPORTING

The Finance Committee shall meet regularly and sufficiently in advance of each advisory board meeting such that its deliberations and report may be included in the advisory board meeting papers.

Glossary of Terms I

In this Manual the terms listed below have the accompanying meaning.

Archbishop Means the Catholic Archbishop of Adelaide.

Archdiocese Means the Catholic Archdiocese of Adelaide.

Bishop Means the Catholic Bishop of Port Pirie.

Board Means the school advisory board.

Catholic Education Offices (CEO) Means the CEO at Adelaide and Port Pirie which operationalise the policies and procedures of SACCS and provide a range of support services to schools.

Catholic Education South Australia (CESA) A collective term for the various entities involved in Catholic education in SA.

CCES Means Catholic Church Endowment Society Incorporated, the civil legal entity for the Archdiocese of Adelaide.

CDPP Means Catholic Diocese of Port Pirie Incorporated, the civil legal entity for that diocese.

Chairperson Means the chairperson of the school advisory board.

Deputy Chairperson Means the deputy chairperson of the school advisory board.

Diocese Means the Catholic Diocese of Port Pirie.

Diocesan Director Means the Diocesan Director of Catholic Education for the Diocese of Port Pirie.

Diocesan School Means a Catholic school, college, pre-school, special school, technical college or other education service that is accountable to the Archbishop of Adelaide or the Bishop of Port Pirie.

Executive Director Means the Executive Director of Catholic Education SA. The Executive Director is also the Executive Officer of SACCS.

Parish Priest Means the priest (or administrator) appointed to a parish (or parishes) by the Archbishop or Bishop.

Schools Performance Leader (SPL) Means the Schools Performance Leader assigned to a diocesan school or region by the Executive Director/Diocesan Director.

Ministerial Public Juridic Person (mPJP) Means a Church entity established by canon (Church) law to perform a specific function. Many religious institutes (orders or congregations) have established a mPJP to continue their mission in education.

Religious Institute (RI) Means a Catholic religious order or congregation established under canon law

School Means any Catholic school, college, pre-school, special school, technical college or other education service.

Separately governed school Means a Catholic school, college, pre-school, special school, technical college or other education service that is accountable to a religious institute or a mPJP.

South Australian Commission for Catholic Schools Inc. (SACCS) SACCS is a civil legal entity incorporated under the Associations Incorporations Act 1985.

Reference Documents

Manual for School Board Members Catholic Education SA 2012

School Advisory Council Manual

Melbourne Archdiocese Catholic Schools 2022

Being Church Together. A Theology, Vision and Guiding Principles for the Parish-School Relationship

Archdiocese of Adelaide 2023

CESA’s Living Learning Leading Framework Catholic Education SA

Towards 2027: Expanding Horizons and Deepening Practices Catholic Education SA 2022

Life to the Full. The mission and purpose of Catholic Schools in Australia

Conflict of Interest Policy

National Catholic Education Commission 2024

Australian Charities and Not-for-profits Commission