A good Catholic School Council agenda helps the group use volunteer time well, keep discussion within its mandate and leave every meeting with clear next steps. Share the agenda and supporting documents early enough for members to prepare.
Quick answer
What should every council agenda include?
Include opening and approval items, the principal’s report, council and financial reports, time for parent input, clearly labelled decision or recommendation items, and an action review. Put information items and discussion items in separate sections so members know what outcome is expected.
Sample 75-minute agenda
- Welcome, opening prayer and land acknowledgement — 5 minutes.
- Attendance, declaration of conflicts and approval of the agenda — 5 minutes.
- Approval of previous minutes and review of the action log — 10 minutes.
- Principal’s report and questions — 10 minutes.
- Chair, committee and financial reports — 10 minutes.
- Parent input and consultation item — 10 minutes.
- New business: decisions or recommendations — 15 minutes.
- Confirm actions, owners, deadlines and next meeting — 10 minutes.
Label every agenda item
- Information: members receive an update; no decision is required.
- Discussion: the council explores options and identifies missing information.
- Consultation: the council gathers views from families or members.
- Recommendation: the council considers formal advice to the principal or board.
- Decision: the council votes or reaches consensus on a matter within its authority.
Suggested agenda format
For each item, include the presenter, time allocation, purpose, required attachment and proposed outcome. If a proposal has financial implications, attach the current balance, estimated cost, funding source and approval route. Add an accessibility note and instructions for requesting accommodations.
Keep personal matters off the agenda
Policy 606 states that council meetings are not a forum to discuss individual parents, students, staff, trustees or council members. Redirect an individual concern to the appropriate school process. A broader issue may be discussed only when it can be framed without identifying people.
End with an action log
- Action or recommendation.
- Person responsible.
- Required approval or dependency.
- Due date.
- Status at the next meeting.
- How the school community will be informed.
Official sources
Confirm the council’s current constitution, school procedures and board policies with the principal or official YCDSB source.
- Ontario guide: practices for effective school councils
- YCDSB Policy 606: Catholic School Councils
- Ontario Regulation 612/00
Related parent guides
Last reviewed: July 20, 2026. Independent parent information and not an official YCDSB publication.