Document

Document
NOTICE OF MEETING
This notice is to confirm that the next regular meeting of the
Executive Committee
will be held on:
Monday, October 5, 2009
commencing at 2:30 p.m.
in the Committee Room, Education Centre
156 Ann Street, Belleville, Ontario
The agenda and supporting documents for this meeting are attached to this notice.
Carl Pitman
Chair of the Executive Committee
Kathy Soule
Director of Education
Committee Members:
Sam Clements
Carl Pitman
Mary Hall
Jim Williams
Harry Marissen
Executive Committee
PUBLIC AGENDA
October 5, 2009
immediately following closed session at 3:30 p.m.
Committee Room
Section Item
A
Report No.
Call to order
Delegations / presentations - none
Approval of agenda
Approval of minutes – September 8, 2009
Business arising from the minutes
B
Resp.
A-1
Recommendations
None
C
Information
HPEDSB CLASSifieds – online buy and sell
Information and Technology Advisory Committee – request for
trustee representation
D
Draft agenda review
Operations and Finance Committee
Program and Human Resources Committee
Public Board
E
KS
KS
D-1
D-2
D-3
Correspondence
Adjournment
Next regular meeting: Monday, November 2, 2009 @ 2:30 p.m.
g:\do\2009-10\executive committee\ec agenda\october\ec_10_05_09_agenda.doc
SC
JW
CP
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES
Tuesday, September 8, 2009
Members Present:
S. Clements, M. Hall, H. Marissen, J. Williams
Regrets:
C. Pitman
Guests:
None
Resource:
K. Soule, Director of Education
Minutes:
P. Hoskin, Administrative Assistant
Call to order
The Executive Committee commenced public session at 3:25 p.m.
Delegations/presentations - None
Approval of agenda
Moved:
H. Marissen
Seconded:
S. Clements
That the agenda be approved with the addition of potential Provincial
Interest Regulations under information.
Carried
Approval of minutes
Moved:
J. Williams
Seconded:
H. Marissen
That the minutes of the regular meeting of June 1, 2009 be approved.
Carried
Business arising from minutes
None.
Recommendations
Moved:
S. Clements
Seconded:
H. Marissen
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – September 8, 2009
Page 2
That the Executive Committee recommend to the Board that the October
28th, 2009 meeting of the Board of Trustees be held at Prince Edward
Collegiate Institute.
Carried
Information
School renovation update
Don Tregenza, Controller of Facility Services, brought the Trustees up-to-date on school
renovations. There were approximately 100 individual projects completed over the
summer. Major renovations included roof replacements at Bayside Secondary School,
Prince Charles Belleville and Moira Secondary School. Changes to the parking lot at
Queen Elizabeth Picton have been completed and the new science labs at Quinte
Secondary School are gradually being opened up to classes. A tour of the new facilities
at Quinte Secondary School will be planned once construction has been completed. At
Prince Edward Collegiate Institute a heating and ventilation retrofit was completed and
the school was ready for opening the first day. Lead in the domestic water supply at
Bayside Secondary School is being worked on.
Education Centre renovations
Director Soule reviewed the renovations and improvements that have taken place in the
Education Centre over the summer. A tour of the changes will be planned for the next
Board meeting.
Year 5 AiM System Plan Review
The Director requested input on a special session to review the plan. An invitation will be
extended to all Trustees for a session on October 5th at 4:00 p.m.
School Staffing/Enrollment
The Director advised that final elementary enrollment numbers will be available on
Wednesday with Secondary numbers available on Friday. Staffing adjustments will be
finalized by September 18th.
Media releases – Broadband Access
Director Soule referred to the two media reports that have been released regarding the
government’s investment in broadband access in rural areas. .
Moved:
Seconded:
H. Marissen
J. Williams
That the Director compose a letter to Leona Dombrowsky , MPP Prince
Edward – Hastings, thanking the government for this investment that will
provide more equitable access to technology for students throughout rural
eastern Ontario.
Carried
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – September 8, 2009
Page 3
Committee report numbering
To provide a clearer identification of reports and standardization, the Director advised a
new method of numbering our Board and Committee reports is being investigated.
Recommendations will be brought to the Board in January and be implemented in
September 2010.
Board Meeting date change
Senior administration is recommending that the Board Meeting scheduled for March
22nd, 2010 be moved to March 29th to give staff returning from March Break time to
prepare for the meeting.
Due to regulations regarding the submission of the Board audit by midnight on
November 16th, 2009, senior administration recommends that the November Board
meeting be moved from November 23rd to November 16th.
Moved:
Seconded:
S. Clements
J. Williams
That the Executive Committee recommend that the Board meeting
scheduled for November 23rd, 2009 be moved to November 16th, 2009 and
the meeting scheduled for March 22nd, 2010 be moved to March 29th, 2010.
Carried
Draft Pandemic Response Plan
The Director discussed the recent communication and direction school boards have
been given by the Provincial Officer of Health regarding pandemic planning. HPEDSB
has ordered alcohol based hand cleaner and has worked with Algonquin Lakeshore
Catholic District School Board and Limestone District School Board to prepare a draft
pandemic plan. Communications have been sent out to every staff member and student
regarding preventative measures. Funds have been received from the Ministry of
Education to assist with pandemic planning. Trustees offered their comments on the
Draft Pandemic Plan.
Public Interest Legislation
Trustees discussed the potential impact of Bill 177.
Draft agenda review
Operations and Finance Committee
• Reviewed the agenda.
Program and Human Resources Committee
• Reviewed the agenda.
Public Board agenda
• EQAO results – Staff Reports
• OPSBA update – Questions, reports and proposals from Trustees
• Notice of Motions – Revisions to Policy No. 13 and Policy No. 15.
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – September 8, 2009
Page 4
Correspondence
Food Security Network
An invitation has been extended to the Board for representation at the Poverty
Awareness forum on September 30th, 2009, noon. Community Engagement Coordinator,
Sandy Smith and Kellie Brace, Coordinator – Food for Learning will be attending. It was
agreed that Trustee Goodfellow should be approached to represent the Board.
The Executive Committee adjourned at 4:40 p.m.
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Operations and Finance Committee
PUBLIC AGENDA
October 13, 2009
Section
Item
A
Call to order
Report No.
Resp.
Delegations / presentations
- Wilkinson and Company – audit planning
Approval of agenda
Approval of minutes – September 14, 2009
Business arising from the minutes
B
C
D
A-1
Recommendations
Board Policy no. 3-E – Education and Development Expenses
B-1
D.R.
Information
EarthCARE Year-End Report
PASS Report
Ministry Internal/External Audit
Ministry Financial Reporting Update
Transportation – Effectiveness and Efficiency Review
Trustee Education & Development Expense Status
C-1
C-2
C-3
C-4
C-5
C-6
D.T.
D.T.
D.R.
D.R.
D.R.
D.R.
Correspondence
Ministry Memorandum 2009:SB39 Student Transportation – Contracting Practices Pilot Results
Adjournment
Next Regular Meeting – November 09, 2009
D.R.
DRAFT
Program and Human Resources Committee
PUBLIC AGENDA
Regular meeting of
October 19, 2009 – 7:00 p.m.
Board Committee Room, Education Centre
Section
Item
Report No.
A
Call to order
Delegations / presentations – none
Approval of agenda
Approval of minutes – September 21, 2009
Business arising from the minutes
B
Resp.
A-1
Recommendations
None
C
Information
7:00 p.m.
Use of resources in secondary literacy programs
C-1
JM
Best Start report
C-2
JM
2008-2009 suspension data update
C-3
TF
D
Correspondence
None
Motion to move into closed session
Next regular meeting: Monday, November 9, 2009 @ 5:30 p.m.
BOARD MEETING
PUBLIC AGENDA
Regular meeting of October 26, 2009 – 7:00 p.m.
Junior Cafeteria, Prince Edward Collegiate Institute
Section
A
Item
Call to order
Board prayer
Delegations/presentations
Approval of agenda
Approval of minutes:
September 28, 2009– regular meeting
Business arising from the minutes
Report from Committee of the Whole Board
B
Report No.
A-1
Recommendations
Report from Program and Human Resources Committee
Textbook/novel approval
Report from Student Enrolment/School Capacity Committee
Policy No. 15: School Enrolment/School Capacity
Accommodation Review Committee: Athol Central Public School and
South Marysburgh Central School
B-1
B-2
B-3
Report from staff
AiM – Achievement in Motion System Plan – Year 5
C
7:05 p.m.
7:15 p.m.
B-4
Information
Calendar of events
Report from chair
Report from Executive Committee
HPEDSB CLASSifieds – online buy and sell
Information and Technology Advisory Committee – request for trustee
representation
Report from Program and Human Resources Committee chair
Use of resources in secondary literacy programs
2008-2009 suspension and expulsion data update
Instructional Technology Advisory Committee
ChiId-care partnerships
Procedure review
Procedure 181: Distribution of Materials
Procedure 320: Staff Administration of Medication
Report from Operations and Finance Committee chair
Board Policy No. 3-E – Trustee Honoraria, Expense Reimbursement
and Education and Development Expenses and Board Policy No. 10
– Duties of the Board Chair and Vice-chair
EarthCARE Year-End Report
Financial Accountability Changes
Trustee Education and Development Expense Status
Reports from staff
Prince Edward Collegiate Institute renovations (R. McGall)
Administrator Exchange Projects: New South Wales and Australia
(J. Montgomery)
C-1
Verbal
Verbal
Verbal
Verbal
Verbal
Questions, reports and proposals from trustees (including “notices of motion”)
Notice of Motion: Amend Board Policy No. 3-E – Trustee Honoraria,
Expense Reimbursement and Education and Development
Expenses and Board Policy No. 10 – Duties of the Board
Chair and Vice Chair
Notice of Motion: Amend Board Policy No. 4: Corporate Board Job
Description
Verbal
C-2
Correspondence
ETFO – response to Early Learning – Dr. Charles Pascal Report
Adjournment
Next regular meeting: Monday, November 16, 2009 – 7:00 p.m.
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D-1
Board Report No.
Page 1
November 16, 2009
Decision X
To:
Information
The chair and members of Hastings and Prince Edward District School Board
From: Sam Clements, Chair, Operations and Finance Committee
Kathy Soule, Director of Education and Secretary of the Board
Dave Rutherford, Superintendent of Financial and Facility Services
Re:
Policy No. 3: Board Operations; Policy No. 10: Duties of the Board Chair
and Vice-chair
Purpose
To approve changes to Policy No. 3: Board Operations with regard to Trustee Expense
Reimbursement as well as Policy No.10: Duties of the Board Chair and Vice-chair with
regard to the review and approval of expense claims of the Director of Education.
Background
Policy No. 3: Board Operations was developed in May, 2008 to address a number of
operational issues for trustees which included Trustee Honoraria, Expense
Reimbursement and Education and Development Expenses.
Ministry Memorandum 2009:B8 - Trustee Expenditure Guideline was issued July 20,
2009 and provides the foundation for each school board to develop its own specific and
distinct policy on trustee expenditures, or to review their existing trustee expense policy.
The Ministry of Education issued the guideline to assist with the improvement of school
board management and business practices and to provide clear and consistent
standards for trustees as they continue their important leadership role in education. The
guideline is intended for trustees, student trustees, school council members and nontrustee members of board committees.
Current Situation
At its meeting of October 13, 2009 the Operations and Finance Committee reviewed the
proposed changes to Policy No. 3: Board Operations to reflect key components of the
Ministry of Education guideline. Policy No. 3-E: Trustee Honoraria remains unchanged.
New Policy No. 3-F addresses trustee expense reimbursement and outlines the
procedures for approvals and reimbursement of those expenses and replaces current
Policy No. 3-E: Expense Reimbursement and current Policy No. 3-E: Education and
Development Expenses.
Policies subsequent to new Policy No. 3-F - Trustee Expense Reimbursement are
renumbered and remain unchanged.
Policy No. 10: Duties of the Board chair and Vice-chair has been adjusted to clarify that
the Chair of the Board will review and approve expense claims of the Director of
Education.
All boards are expected to have their new or amended policies posted on their website
by December 31, 2009.
Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Board Report No.
Page 2
November 16, 2009
Appendices
Appendix A – New Policy 3-F: Trustee Expense Reimbursement
Appendix B – Revised Form F003-3: Trustee Notice of Intent to Attend Conference
and/or Workshop
Appendix C – Revised Policy 10: Duties of the Board Chair and Vice-chair
Recommendation
Moved: Cliff Cotton
Seconded: Harry Marissen
That Hastings and Prince Edward District School Board approve the
revision of Policy No. 3: Board Operations by substitution and revision as
follows:
• Policy No. 3-E: Trustee Honoraria (remains unchanged);
• New Policy No. 3: Trustee Expense Reimbursement to replace Policy
No. 3-E: Expense Reimbursement and Policy No. 3-E: Education and
Development Expenses; and
• Renumbering of subsequent policies as follows:
- Policy No. 3-G: Hospitality
- Policy No. 3-H: Filling Vacancies on the Board
- Policy No. 3-I: Indemnification of Board Members
- Policy No. 3-J: Board Review/Self-Evaluation
as contained in the Operations and Finance Committee Report No. B-1
dated October 13, 2009 and corresponding attachments Appendix A and B.
Moved: Dwayne Inch
Seconded: Cliff Cotton
That Hastings and Prince Edward District School Board approve the
amendment of Policy No. 10: Duties of the Board Chair and Vice-chair by
the addition of a new 3.9 – “In consultation with the Senior Business
Official, review and approve expense reimbursement claims of the Director
of Education” as contained in the Operations and Finance Committee
Report No. B-1 dated October 13, 2009 and corresponding attachment
Appendix C.
Respectfully submitted
Kathy Soule
Director of Education and Secretary of the Board
Dave Rutherford
Superintendent of Financial and Facility Services
Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Board Report No.
Appendix A
November 16, 2009
BOARD OPERATIONS
TRUSTEE EXPENSE
REIMBURSEMENT
POLICY NO. 3F- TRUSTEE
EXPENSE REIMBURSEMENT
Adopted
Last Revised
Review Date
February 28, 2000
May 26, 2008
May, 2011
1.
OBJECTIVE
The Hastings and Prince Edward District School Board shall provide equipment and support services
required by board members to carry out their responsibilities as members of the board.
In addition, it will reimburse board members for workshop and conference activities and specified out-ofpocket expenses incurred in carrying out their duties.
2.
DEFINITIONS
Ontario Public School Boards Association (OPSBA)
The Ontario Public School Boards Association represents public district school boards by helping
member boards fulfill their mandates and providing a voice for public education in Ontario.
Board Business
Includes the following events:
a)
trustee association meetings or events
b)
board and board committee meetings
c)
events or professional development that allow trustees to become knowledgeable and remain
current with educational trends and directions.
3.
PROCEDURE
3.1
Equipment
3.1.1
Board members will be provided with the following equipment and associated services throughout
their term of office:
a)
home based computer (desktop or laptop) and printer/fax
b)
paper shredder
c)
high speed internet service
d)
office software
In addition, the chair of the board will be provided with a wireless communication device.
3.1.2
All equipment and services will adhere to board standards and be returned to the board at the
end of the member’s term of office.
3.2
Support Services
3.2.1
Board members will have access to the following services as required to carry out their duties
throughout their term of office:
a)
board courier delivery
b)
administrative support through the Director of Education’s office
c)
photocopying
d)
business cards and/or board identification
e)
consumable supplies for home office
3.3
Travel on Board Business
3.3.1
Reimbursable expenditures are those that relate directly to board business. Disputes about the
eligibility of any expense shall be directed to the senior business official who will reference the
current Ministry of Education Guidelines.
3.3.2
Board members may be reimbursed for travel expenses incurred while on board business.
3.3.3
Travel authorization guidelines and rates of reimbursement for the authorized use of personal
vehicles on board business are described in Administrative Procedure 510 – Travel Expense
Reimbursement.
3.3.4
Board members working within the board’s jurisdiction will be eligible for reimbursement of
transportation costs at the board approved rate.
3.3.5
Board members travelling outside the board’s jurisdiction are eligible for reimbursement of costs.
Guidelines related to hotel room charges, meals, transportation and other travel costs are
included in Administrative Procedure 510.
3.3.6
Cash advances for travel may be provided to trustees who are unable to use their own credit.
3.3.7
Claims for reimbursement must be made using Form F510-1 Travel and Expense Claims. The
claimant must sign and date the form and attach all original receipts. Credit/debit slips must be
accompanied by the original receipts. The purpose of the trip must be stated and the specific
budget code recorded.
3.3.8
The chair of the Board approves payment of individual trustee claims, thereby certifying that they
meet the requirements of policy 3-F. The senior business official approves the Chair of the
Board’s expense claims, thereby certifying they meet the requirements of policy 3-F.
3.4
Workshops and Conferences
3.4.1
Ontario Public School Boards’ Association events such as the annual business meetings,
regional meetings, the labour relations symposium and/or executive/committee meetings are
charged to the general travel account.
3.4.2
The budget amount for workshop and conference expenditures is set annually by the board
through the budget process and is to be divided equally among board members.
3.4.3
Board members may attend educational conferences, conventions or workshops to become
knowledgeable and remain current with educational trends and directions.
3.4.4
Trustees interested in attending a workshop or conference, exclusive of those identified in 3.4.1.,
are to forward Form F003-3 - “Trustee Notice of Intent to Attend Conference and/or Workshop” to
the Operations and Finance Committee to receive confirmation that sufficient funds are available
to support the activity. Workshop and conference expenditures are charged to the applicable
trustee workshop and conference account.
3.4.5
Workshop and conference expenditures may include:
a)
b)
c)
d)
3.4.6
course, conference or workshop registration
travel to the event as outlined in Administrative Procedure 510
standard hotel accommodation as outlined in Administrative Procedure 510
meals for the registrant not included in the registration fee as outlined in Administrative
Procedure 510.
For out-of-district travel to workshops and conferences, distance calculations for workshop and
conference expenditures will be calculated based on the lesser of the distance from the
Education Centre or the individual’s place of residence. Distance travelled beyond this will be
charged to the general travel account.
3.4.7
During the school year in which an election is held, twenty-five (25) per cent of the annual
allocation will be allotted to trustees. Once the new board is sworn in, the remaining seventy-five
(75) per cent will be released.
3.4.8
It is the responsibility of the Operations and Finance Committee to monitor the individual
accounts that make up the total board’s budget for these expenditures.
3.5.0
Reporting
3.5.1
All board member expenditures will be reviewed monthly at the Operations and Finance
Committee.
3.5.2
Board member expenditures will be published annually on the board’s website.
Legal References:
•
Education Act, section 191 Honoraria and Travel Expenses; section 234 Legislative Grants
•
Ontario Regulation 357/06 Honoraria for Board Members
•
Ministry of Education Memorandum 2006: B15
•
Ministry of Education Memorandum 2009: B8
Board References:
•
•
•
•
Board Policy No.2 Governance By-Laws and Standing Rules
Administrative Procedure 510 Travel Expense Reimbursement
Form F510-1 Travel and Expense Claims
Form F003-3 – Trustee Notice of Intent to Attend Conference and/or Workshop
Board Report No.
Appendix B
November 16, 2009
FORM F003-3
Adopted
Last Revised
Review Date
TRUSTEE NOTICE OF INTENT TO ATTEND
CONFERENCE AND/OR WORKSHOP
This form is to be submitted to the Operations and Finance Committee.
Name of Applicant:
Name of
Conference/Workshop
Location:
___________________________________________________________
Duration : From ______________________________ To: ___________________________________
Rationale for Request (including value to the Board):
Date: ________________________ Signature of Applicant _________________________________
Notice of Intent to Attend:
Approved _______________
Denied __________
Comments: ______________________________________________________________
________________________________________________________________________
Date _____________________
____________________________________________
Chair, Operations and Finance
Board Report No.
Appendix C
November 16, 2009
BOARD POLICY NO. 10
Adopted
Last Revised
Review Date
May 26, 2008
May 26, 2008
May, 2011
DUTIES OF THE BOARD CHAIR AND VICE-CHAIR
DUTIES OF THE BOARD CHAIR
1. PURPOSE
The chair of Hastings and Prince Edward District School Board safeguards the integrity of the Board’s
processes and represents the corporate Board to the broader community. The chair ensures that each
member of the Board has a full and fair opportunity to be heard and understood by the other trustees in
order that collective opinion can be developed and a corporate decision reached. The Board’s ability to
discharge its obligation is enhanced by the leadership and guidance provided by the chair.
This policy has been developed to set out the duties of the chair of the Board.
2.
DEFINITIONS
Ex-officio—To be an “ex-officio” member of a committee means to be a voting member when in
attendance, but not to be counted in determining quorum.
3. DUTIES
The chair of the Board shall:
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
be an officer of the corporation;
be ex-officio a member of all committees of the Board, unless membership is determined by statute
or collective agreement;
in consultation with the director of education, prepare and approve the agenda for all regular,
special or extraordinary meetings of the Board;
call the meetings of the Board to order, having established that a quorum is present, and preside at
the meetings;
be a member of the Executive Committee;
set meeting dates and preside at each meeting of the Budget Committee;
be a signing officer of the Board and sign such corporate documents as require the signature of the
chair; and
be the official spokesperson for the Board on matters which reflect the will of the Board through
resolution and in situations where a system level comment or response is required.
in consultation with the Senior Business Official, review and approve expense reimbursement
claims of the Director of Education.
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 4
Duties of the Board Chair and Vice-Chair
4.
Board Policy No. 10
PROCEDURES
4.1
4.1.1
4.2
Reviewing the Agenda
The chair shall ensure that the content of the Board meeting agenda relates only to those issues
which, according to Board policy, clearly belong to the Board to decide and have not been
delegated to the director of education.
Preserving an Orderly Process
4.2.1
The chair shall ensure that all meetings of the Board are conducted in accordance with the
Education Act, Board Policy No. 2 Governance By-Laws and Standing Rules and Board Policy
No. 3 Board Operations, and with reference to Robert’s Rules of Order Newly Revised.
4.2.2
The chair shall announce the order of business of the Board and state and put to vote all
recommendations and/or motions which come before the Board.
4.2.3
The chair may vote with the other members of the Board upon all motions, and any motion on
which there is an equality of votes, with the chair voting, is lost.
4.2.4
The chair shall preserve order and decorum and decide all points of order or questions of
privilege. The chair may rule any matter out of order, giving the reason for the ruling. The ruling
of the chair shall be final, subject only to an appeal to the Board without debate. In the case of a
tie vote, with the chair voting, in an appeal to the Board of the chair’s ruling, the tie vote sustains
the chair.
4.2.5
The chair shall declare the results of all votes on all matters before the Board.
4.3
Acting as a Facilitator
4.3.1
The chair has a duty to ensure that all Board members have an equal opportunity to express their
views.
4.3.2
The chair may draw to the attention of the Board, without leaving the chair, any factors which may
be crucial and relate to the pending question and which appear to have been overlooked by the
Board. Such factors might be related legislation, Board policy or the history of the Board.
4.3.3
In the event that the chair decides to take part in the debate, the chair shall call upon the vicechair to take the chair. In the event that the vice-chair has already spoken or desires to speak to
the pending matter, the chair shall appoint another member who has not spoken and does not
desire to speak on the pending matter.
4.3.4
With the unanimous consent of the Board, the chair may speak to the pending matter without
vacating the chair.
4.3.5
Normally, the chair of a committee shall be allowed to speak to pending matters during committee
meetings without vacating the chair. The procedure described above for vacating the chair shall
be used if any member of the committee objects to the chair taking an active part in any debate
on a pending matter.
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 4
Duties of the Board Chair and Vice-Chair
4.4
Board Policy No. 10
Expediting Business
4.4.1
The chair is responsible for expediting the business of the Board in every way compatible with the
rights of the members and for enforcing Board policy as necessary to ensure the orderly conduct
of the Board’s business.
4.4.2
In order to ensure the expeditious use of the Board’s time, the chair, subject to a member’s right
of appeal in accordance with Robert’s Rules of Order, shall refuse to recognize motions which are
obviously frivolous or dilatory.
4.4.3
The chair shall attempt to ensure that each member who wishes to be heard on a matter is heard,
but, subject to a member’s right of appeal in accordance with Robert’s Rules of Order Newly
Revised, when it is obvious that the debate is becoming repetitive, the chair shall indicate that the
debate is closed and call the question.
4.5
4.5.1
4.6
Reviewing Minutes
The chair of the Board shall be responsible for reviewing the minutes of the Board prior to
publication.
Providing Board Leadership
4.6.1
The chair may call a special meeting of the Board at any time.
4.6.2
The chair has the authority to issue a verbal or written warning if a Board member breaches the
Board Code of Conduct. The chair may also ask the Board to consider a special motion to impose
more serious consequences for breach of the Code as set out in Board Policy No. 8 Board
Members’ Code of Conduct.
4.6.3
The chair shall be kept informed of significant developments within Hastings and Prince Edward
District School Board and shall be in regular contact with the director of education to maintain a
working knowledge of current issues and events.
4.6.4
The chair shall ensure that the Board engages in regular review or self-evaluation of its
effectiveness as a Board.
DUTIES OF THE BOARD VICE-CHAIR
5. PURPOSE
The vice-chair is elected by the Board to share the leadership role of the chair. The vice-chair assists the
chair in ensuring that the Board operates in accordance with its own policies. The Board’s ability to
discharge its obligations is enhanced by the leadership and guidance provided by the vice-chair.
6. DUTIES
The vice-chair of the Board shall:
6.1
6.2
6.3
6.4
6.5
be an officer of the corporation;
fulfill the duties of the chair when the chair is temporarily absent or otherwise unable to perform the
duties of office;
preside at meetings of the closed session of the Board;
be a member of the Executive Committee;
be one of the signing officers of the Board; and
Hastings and Prince Edward District School Board
Policy Handbook
Page 3 of 4
Duties of the Board Chair and Vice-Chair
6.6
7.
Board Policy No. 10
act as liaison to the student senate and the student trustees.
PROCEDURES
7.1
The vice-chair shall assist in the development of the Board meeting agenda.
7.2
The vice-chair may be assigned duties and responsibilities by the Board chair.
Legal References:
Education Act, sections 170-171 Duties and Powers of Boards; subsection 208 (7) Vice-chair; subsection 208 (12)
Voting of the Chair; subsection 208 (13) Special Meetings Called by the Chair
Board References:
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•
•
•
•
Board Policy No. 2 - Governance By-Laws and Standing Rules
Board Policy No. 3 - Board Operations
Board Policy No. 8 - Board Members’ Code of Conduct
Board Policy No. 9 - Role of the Board Member
Form F002-1 - Parliamentary Procedure
Resources:
The current edition of Robert’s Rules of Order New Revised
Educating Together: A Handbook for Trustees, School Boards and Communities. Ontario Public School Boards’
Association. 2003
Hastings and Prince Edward District School Board
Policy Handbook
Page 4 of 4
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