Board Meeting Procedures and Processes

The School Board of Southland Adventist Christian School is committed to effective and efficient meetings and, to this end, sets out the following guidelines for the conduct of board meetings.

Timing of meetings

• Meetings are usually held twice per term on a week night, starting at 7.30pm and finishing no later than 10.30pm.

• A resolution for an extension of time may be moved but will not normally exceed 30 minutes.

• Any business remaining on the agenda at the conclusion of the meeting is transferred to the following meeting.

Agenda and meeting papers

• The principal is responsible for the preparation of an agenda prior to each meeting.

• The principal notifies the board and Presiding Member of agenda items one week prior to the meeting.

• The board will be given access to all correspondence. Correspondence that requires the board to take some action will be photocopied/scanned and distributed prior to the meeting. Other correspondence will be listed and tabled so that members can read it if required.

• The school community is informed of board meeting times and dates through the school newsletter.

• Late items will only be accepted with the approval of the board and in rare circumstances where a decision is urgent.

• All items in the agenda are to carry a recommended course of action and where appropriate be supplemented by supporting material in the meeting documentation.

Public participation

• The board meeting is a meeting open to the public rather than a public meeting.

• Only members have automatic speaking rights.

• Public participation is at the discretion of the board.

• If a member of the public makes their intention to attend the meeting made known, including staff members not elected as the staff representative, they will be given a notice about their rights regarding attendance at the meeting.

Exclusion of the public

• The meeting may, by resolution, exclude the public (going into committee) and news media from the whole or part of the proceedings in accordance with the Local Government Official Information and Meetings Act 1987. The wording to be used in the motion to exclude the public is found in Schedule 2A of the Act. The board will make the reasons for excluding the public clear. Excluding the public is most often used to ensure privacy of individuals or financially sensitive issues.

• Persons may be asked to remain after the public has been excluded because they possess knowledge that will be of assistance in relation to the matter to be discussed. The board will pass a resolution that they may remain.

Conduct of meetings

• A quorum of more than half the members currently holding office is required.

• Members will declare any conflict of interest at the beginning of the meeting.

• Any Members with a conflict or pecuniary interest in any issue shall not take part in any debate on such issues and may be asked to leave the meeting for the duration of the debate.  A pecuniary interest arises when a Member may be financially advantaged or disadvantaged as a result of decisions made by the board (contracts, pay and conditions). A conflict of interest is when an individual Member could have or could be thought to have a personal stake in matters to be considered by the board.

• The elected Presiding Member (or, in their absence, the principal) presides at meetings.

• Only apologies received from those who cannot be present will be recorded. Members who miss three consecutive meetings without the prior leave of the board cease to be members. An apology does not meet the requirement of prior leave. To obtain prior leave, a Member will request leave from the board at a board meeting, and the board will make a decision whether or not to grant it.

• Points of order are questions directed to the Presiding Member that require an answer or a ruling. They are not open to debate and usually relate to the rules for the running of a meeting.

• The board’s normal meeting procedures may be suspended by resolution of the meeting.

Decision-making process

• All decisions will be taken by open voting by all Members present.

• In the event of tied voting on a resolution, the Presiding Member will/may exercise a casting vote in addition to their deliberative vote.

• A motion is a formal proposal for consideration. All motions and amendments moved in debate will be seconded unless moved by the Presiding Member and are then open for discussion.

• Motions and amendments once proposed and accepted will not be withdrawn without the consent of the meeting.

• No further amendments will be accepted until the first one is disposed of.

• The mover of a motion has right of reply.

• A matter already discussed will not be reintroduced at the same meeting in any guise or by way of an amendment.

• When a matter cannot be resolved or when further information is necessary before a decision can be made, the matter can be left unresolved for future discussion.

Minutes

• Board meeting minutes will be taken by a selected Member.

• The minutes will clearly show resolutions and action points and who is to complete the action.

• Minutes are sent to the principal for checking within 3 working days and distributed electronically to the board within 7 working days. Requests for corrections or amendments should be submitted by email to the principal as soon as possible to ensure accurate minutes can be confirmed at the next meeting.

• Minutes to be tabled for approval will be included in documentation made available to all board members prior to the meeting.

Special meetings

• A special meeting may be called by delivery of notice to the Presiding Member signed by at least one-third of Member currently holding office.

• Meetings can be held via audio, audio and visual or electronic communication providing:

  • • • all Member who wish to participate in the meeting have access to the technology needed to participate, and

      • a quorum of members can simultaneously communicate with each other throughout the meeting.

Legislative compliance

Local Government Official Information and Meetings Act 1987