PRAIRIE SPIRIT SCHOOL DIVISION
BOARD GOVERNANCE POLICY MANUAL
Policy# 5 - Board Operations
This policy provides an overview of board operations. As required by The Public Schools Act (PSA), the Board has approved the Procedural By-Law which outlines specific rules of order and procedures. In addition, the Board has developed and approved select procedures associated with Board operations.
Meetings
Generally, Board meetings are conducted in an informal atmosphere to the degree that order is preserved and the business before the Board is being dealt with in an efficient manner.
Inaugural Meeting
The PSA requires the first meeting of the Board take place in September except in an election year, when the inaugural meeting of the Board takes place within 14 days after Trustee general elections. Frequency and timing of regular board meetings are determined at the inaugural meeting.
Regular Meetings
The agenda for regular meetings is prepared jointly by the Secretary-Treasurer and the Superintendent departments and approved by the Chair. The proposed agenda is presented for adoption at the beginning of each regular Board meeting.
Meetings are generally conducted using the parliamentary procedures of Robert's Rules of Order. Specifics are outlined in the Procedural By-Law. Senior Administration, or their delegates, attend all meetings of the Board and Board Committees, except where their own tenure, salary and efficiency are under consideration.
Special Meetings
Special Board meetings may be convened as outlined in the by-laws. Special meetings are not usually convened without Senior Administration present except where their own tenure, salary and efficiency are under consideration.
In Camera Meetings
The Board believes that the public trust is preserved through the conduct of Board and Committee meetings which are open to the public. The Board recognizes, however, that occasions may arise where it is in the best public interest to discuss confidential or sensitive matters in closed meetings. As allowed by the PSA, such confidential or sensitive matters are discussed in camera by the Committee of the Whole. Examples include negotiations, personnel matters (including students), litigation, land acquisitions/disposal, significant financial transactions, goods and service contract negotiations, security and disciplinary matters. All discussion is confidential.
Electronic Meetings
A Trustee may participate in a meeting using electronic means by advising the Secretary-Treasurer in advance of the meeting. In accordance with the PSA, every Trustee must be physically present at a regular meeting at least once every three months. Electronic meetings are conducted in accordance with PSA Regulation 201/2004. Additional details are provided in the Appendix to this document.
Public Participation at Board Meetings
The Board invites public attendance, including the media, at public Board meetings.
The Board may provide electronic means for members of the general public to participate in meetings open to the public. Their participation is limited to:
Observing/listening to proceedings of the Board; and
Responding to Board activities and/or providing input during the approved period of the meeting agenda.
Delegations
A delegation wishing to address the Board at a meeting must first advise the Secretary-Treasurer. The Secretary-Treasurer advises the delegation of guidelines as outlined in the Procedural By-Law. The official position of the Board is communicated to the delegation by letter, following the next Board meeting. If the Board requires more time to consider the matter, the delegation is advised of the expected timeline.
During a presentation by a delegation, the Board members should not express opinions, but may ask questions for clarification.
While it is incumbent upon the Board to listen to their public, the Chair in consultation with the Vice-Chair and Senior Administration, may determine (at agenda preparation) that the reason for the delegation to appear does not fall within the purview, jurisdiction or authority of the Division. Should the delegation be denied to appear, the delegation may appeal this decision in writing to the full Board. The appeal will be considered at the next regularly scheduled Board meeting. A resolution to appear must be approved by two-thirds of the Board members present.
The Board will hear appeals to decisions made by Senior Administration or requests for a change in policy from stakeholders. For the purposes of consistency, the Board commits to addressing Division-wide policy changes where required, instead of granting exceptions to the policy.
Minutes
Minutes of Board and Committee meetings are the responsibility of the Secretary-Treasurer. Board meeting minutes are published on the Division website after they are approved by the Board.
Role of the Chairperson
In accordance with the PSA, the Chair and Vice Chair are elected by the Trustees at the inaugural meeting to lead the processes of the Board. The Board recognizes that the Chair is not the head of the division. The Chair is typically the official spokesperson of the Board and chairs most of the meetings of the Board. The Chair is an ex officio member of all committees of the Board. The Vice-Chair assumes the role of the Chair in the event of the Chair absence.
The Chair and Vice are Board officers. The Chair signs all legal documents on behalf of the Board.
Principles Surrounding Committee Structure
Committees of the Board are established to enhance and complement the work of governance. Standing committees and ad hoc committees of the Board are established by the Board for a specified purpose. Committee responsibilities and processes are outlined in terms of reference which are approved by the Board. Committees make recommendations to the Board for approval and may not cause any action to be taken on any matter unless such authority is specified in the terms of reference.
Board committees are different from administrative committees. Board committees do not assist or advise staff. Information is requested from staff through Senior Administration or their delegates. In keeping with the broad focus of the Board, Board committees do not normally have direct dealings with staff operations.
Board committee membership is decided upon at the annual inaugural meeting. The recommended Committee membership list is submitted for approval at the first regular meeting of the Board following the inaugural meeting.
Standing Committees
The Board has the following additional standing committees:
Collective and Interest-Based Bargaining
Staff Liaison Committee
The terms for reference for each committee are defined in the Board Operating Procedures.
Ad Hoc Committees
The Board may create ad hoc committees as required. An ad hoc committee deals only with specific matters that have been referred to it by the Board and exists only until the matter is addressed to the satisfaction of the Board. Ad hoc committees are responsible for action and policy recommendations to the Board on all matters referred to them. Terms of reference are developed by the Committee and approved by the Board. The terms of reference form is to be completed by the Committee at their first meeting. The form will be presented to the Board during the Committee’s first report (Refer to Exhibit BBD-E2). Unless otherwise noted, ad hoc committees operate under the same protocols as all other committees.
Committee of the Whole
In addition to in camera discussions described above, the Committee of the Whole may be used to deal with matters in a particular area. Such areas include, but are not limited to:
Finance and Audit; and
Education Programming.
Committee Reports
The Committee Chair presents a report, including relevant recommendations, to the
Board. Non-committee Board members may ask questions for clarification, but do not redo the work of the committee. Other Trustees can contribute ideas via the Committee Chair prior to the giving of the Committee report (refer to Exhibit BBD-E1). The Board can accept the report and recommendations with or without amendment, reject the report and recommendations, or send the matter back to the Committee for further work. In exceptional circumstances (e.g. if the Committee’s report and recommendation generate significant debate or disagreement among board members), the Committee may be relieved of responsibility for the matter under consideration, which will then be referred to the Committee of the Whole.
Liaison with School Boards Associations
The Prairie Spirit School Division Board is a member of the Manitoba School Boards Association and pays such fees as are levied by that association unless otherwise decided by a majority vote.
PDF version: Board Operations
PRAIRIE SPIRIT SCHOOL DIVISION
BOARD GOVERNANCE POLICY MANUAL
Policy# 5 - Board Operations - Appendix Electronic Meetings
Electronic Meetings
A Trustee may participate in a meeting using electronic means by making a request to the Chair of the Board via the Secretary-Treasurer. In accordance with the PSA, every Trustee must be physically present at a regular meeting at least once every three months.
Requests to Attend Electronically
Trustees must submit a request to attend a meeting by electronic means to the Chair of the Board or to the Secretary-Treasurer, at least twenty-four hours prior to the commencement of the meeting. The Chair of the Board may refuse the request where it is deemed impossible to ensure compliance with the terms of this policy.
Electronic Means
If approved, Trustees are supplied with necessary equipment, including a laptop computer, and will be reimbursed for associated expenses incurred. Allowable electronic means include teleconferencing and videoconferencing.
The electronic means provided for a Trustee’s participation must permit the Trustee to hear and be heard by all other participants in the meeting. Trustees participating by electronic means are responsible for ensuring the required privacy and confidentiality of proceedings.
Requirements
In accordance with the PSA and associated regulations, a Trustee must be physically present at a regular meeting at least once every three months.
At every meeting of the School Board, the following persons must be present in the meeting room of the Board:
Chair of the Board or their designate;
At least one additional member of the Board;
Superintendent or their designate;
Secretary-Treasurer or their designate.
Considerations
All rules governing the conduct of members must be respected.
Participation through electronic means equals presence at a Board meeting.
Trustees are expected to have their video camera on while attending meetings electronically, when adequate internet access is available.
A Trustee participating electronically must have a copy of the meeting agenda for reference during the meeting.
Trustees participating in a meeting must notify the Chair of their departure (either temporary or permanent) from the meeting before absenting themselves, in order to ensure that a quorum is maintained.
Should technical difficulties arise, members affected by the disruption are no longer deemed present at the meeting.
Votes of participants by electronic means are made verbally, after giving their name or in the chat function in the virtual meeting software. Secret ballots are accepted by private electronic mail, under the supervision of the Secretary-Treasurer.
All provisions with regard in camera sections of meetings apply.
Trustees may not record any portion of the meeting or copy discussions in the chat function of meeting software.
PDF version: Board Operations