PRAIRIE SPIRIT SCHOOL DIVISION

BOARD GOVERNANCE POLICY MANUAL 

Policy# 3 - Role of the Board

The Prairie Spirit School Board is democratically elected to provide for the educational needs of the Division. The overarching responsibility of the Board is student learning and achievement.  

The Role and Responsibilities of the Board

The Board fulfills its role by functioning at the governance level as described below.

Leadership

• Plan, make decisions and set strategic direction with board-led priorities; 

• Develop policy, formulate Board policies which best serve student learning and achievement; and

• Advocate for Division priorities to government, the business community and other stakeholders on behalf of the community.

Stewardship

• Be financially responsible, ensuring the efficient and effective use of resources;

• Manage risks, ensuring proactive risk mitigation strategies are in place to respond to a range of circumstances, and identifying and managing risk for the well-being of staff and students;

• Ensure sustainable development and environmental awareness are integrated into strategic planning and decision making; 

• Monitor and evaluate Board priorities and programs; and

• Report to stakeholders.

Foster Relationships 

• Set the tone for the culture of the entire division;

• Engage the community and ensure community input to decisions; and

• Develop and maintain partnerships and collaboration with provincial and municipal governments, education partners and businesses within the community at large.

Senior Administration

• Appoint Senior Administration, set remuneration, define duties and conduct regular evaluations. 

• Provide direction to Division staff and students only through Senior Administration.

System Priorities

• The board focuses on division-wide issues and initiatives and acts in terms of what is best for the system overall; 

• The overarching responsibility for student learning and achievement is accomplished by ensuring students receive the quality of education needed to prepare them for success, in both school and in life, through the development of skills, knowledge and the confidence associated with positive well-being in order to become healthy, active, and engaged members of their communities and beyond.

Strategic Planning

• Provide overall strategic direction for the Division by establishing the Belief Statements, Mission, Vision, and Divisional priorities as part of the strategic planning cycle;

• Provide overall direction for Division Education Plans based on identified Board priorities; and

• Ensure sufficient resources towards strategic priorities and approve the annual budget. 

Decision-Making

• Focus decisions to optimize student learning while balancing educational needs with available resources, at the governance level;

• Make informed and impartial decisions based on the best available data;

• Ensure sufficient mechanisms are in place to seek community input as deemed necessary;

• Make decisions that reflect the values and anticipated educational needs of the communities of the Division;

• While strong and diverging views may be part of the debate, make decisions based on the established strategic priorities approved by the Board; and

• Develop processes for the hearing of appeals as required by statute and/or Board policy.

Specific decisions that require Board approval are outlined in Policy #11 Decision-Making Matrix.

Community Engagement

• Establish formal connections with the community, government and other relevant agencies and organizations to support Board priorities for the Division.

• To this end, share information, proactively identify issues of importance, work collaboratively, and build relationships to advocate for and build support for public education. 

It is also the role of the Board to:

• Be visible within the community. 

• Show support of school and divisional activities through physical attendance at division and school related public events;

• Engage with community organizations and agencies in building support for public education; and

• Model a culture of respect and integrity. 

From time to time, the Division enters into formal partnerships with other organizations within the community. In such situations, the Board may appoint a Trustee to represent the Board on related community committees. Such representation is determined at each inaugural meeting and reconsidered annually. Trustees appointed to community committees are expected to report relevant information at the next regular Board meeting.

Monitoring and Evaluation

At the Division level, it is the role of the Board to:

• Establish Senior Administration reporting expectations;

• Monitor progress towards the achievement of Division strategic priorities;

• Receive the audit report and ensure standards are met;

• Adhere to governing legislation and regulation throughout the Division;

• Relate the schools' and Division's story to the public; and

• Report Division results to the community, as mandated by the provincial government. 

With respect to governance, it is the Board’s responsibility to:

• Evaluate Board effectiveness through regular self-evaluation;

• Pursue Board excellence through trustee development and training;

• Encourage a qualified slate of candidates for trustee elections and provide the authority for Administration to inform the public of candidates and election issues; and 

• Ensure availability of orientation programs for new trustees and that new trustees have the opportunity to attend orientation programs delivered by their provincial association.

In addition, the Board has the responsibility to conduct regular evaluations of the Superintendent and the Secretary-Treasurer.

Role of a Trustee

Authority

The authority of the Prairie Spirit School Board rests with the corporate body, not with individual Board members.  Therefore, individual Board members exercise their authority over Division affairs only as they vote to take action at a legal meeting of the Board.  In other instances, an individual Board member, including the Chairperson, has power only when the Board, by vote, has delegated authority to that Board member.

Trustees do not have individual authority over the organization or Senior Administration. While the Board expects individual Trustees to be given common courtesy, it does not require Senior Administration or any other staff member to heed an individual Trustee’s opinions or instructions. Individual Trustees have no authority over staff and staff operations

Commitment to the Decisions of the Board

As members of a democratically-elected body established to provide governance and leadership, it is important and necessary for individual Trustees to be active participants at Board meetings, and to encourage and represent a diversity of viewpoints. Individual trustees are ultimately accountable to the public to bring forward the voice and views of the people within the jurisdiction of the Division. Demonstrating a commitment to the decisions of the Board does not demand unanimous decisions, rather Trustees: 

• Support Board decisions that have been voted upon and are reflected in the minutes of the Board meetings as policies or resolutions. Once the Board has made a decision, each Trustee will respect the decision of the Board and be prepared to explain the decision of the Board to the public. 

• As members of a governance board, focus on what needs to be accomplished for effective governance while at the Board table.

• State the applicable policy when issues are raised by community members, staff or Trustees. Board discussions center on whether the concerns justify changes to the policy or whether monitoring of the policy is necessary, not on the details of an issue.

• Refer community members to the correct channels if necessary and inform Senior Management of any substantial issues. 

• Recognize that the Chairperson is the official spokesperson of the Board, unless that responsibility has been delegated by the Board, by resolution.

Trustee responsibilities are further defined in Policy #6 Trustee Code of Conduct.