Board Policies & Administrative Procedures

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PL 2 – 01.4.1: Board Committees Exhibit 1

Related Policies: PL 2 - 01.4.0 Board Committees, PL 2 – 01.0.1 Capital Plan Priorities Exhibit 1
Related Procedures:
Exhibits:
Date of Approval: 2017 August 1
Last Amended:2021 September 8
Last Reviewed:2021 September 8


FOUNDATIONAL PILLAR – Board Governance and Processes

Committee Name AUDIT COMMITTEE

Mandate

  1. To review the annual budget, Audited Financial Statements, and interim accountability reports.
  2. To review and make recommendations to the Board on its financial reporting process, its system of internal control of financial reporting, and its audit scope and process.
  3. To investigate any matters within its scope of responsibility and to recommend to the Board further action.
  4. On a needs basis, conduct a separate meeting between the auditor(s), Trustee Members and Public Members of the committee.
  5. Review the findings by regulatory agencies of any audit observations and compliance.
  6. To address any Board directives or action items from Board planning documents in committee minutes.

Membership

Voting Members

Three Trustees and one alternate at the annual Organizational meeting (the Committee Chair will be elected from the Committee Members by the Board at the Annual Organizational Meeting).

Non-Voting Members

Two members of the general public, appointed by the Board of Trustees for a two year term, at least one of which will hold a professional accounting designation; and who

  • are independent of the Division
  • have no relationship to the audit firm
  • are financially literate.

Superintendent
Treasurer
Senior Administration as required.

Quorum

At least two Trustees.

Meetings

Minimum one meeting per year and as required.

Records

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meetings.


Committee Name FACILITIES AND MAINTENANCE COMMITTEE

Mandate

  1. To monitor and discuss the Maintenance Department capital projects and Facility Master Plan items.
  2. To recommend a Capital Plan to the Board for approval. (see PL2-01.0.1 Capital Plan Priorities Exhibit 1 for Board expectations).
  3. To make recommendations to the Board regarding Facilities and Maintenance issues.
  4. To review Facilities and Maintenance budget.
  5. To address any Board directives or action items from Board planning documents in committee minutes.

Membership

Voting Members

Three trustees and one alternate elected at the annual Organizational meeting (the Committee Chair will be elected from the Committee Members by the Board at the Annual Organizational Meeting).

Non-Voting Members

Superintendent or designate
Director of Facility Services
Senior Administration as required.

Quorum

At least two Trustees.

Meetings

Minimum two meetings per year and as required.

Records

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meetings.


Committee Name NEGOTIATIONS COMMITTEE

Mandate

  1. To negotiate contracts with the Teachers and to make contract recommendations to the Board.
  2. To hear contract grievances as per the Collective Agreement with the teachers.

Membership

Voting Members

Three trustees and one alternate elected at the annual Organizational meeting (the Committee Chair will be elected from the Committee Members by the Board at the Annual Organizational Meeting).

Non-Voting Members

Superintendent or designate
Senior Administration as required
Advisors as required.

Quorum

At least two Trustees.

Meetings

As required.

Records

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meetings.


Committee Name POLICY COMMITTEE

Mandate

  1. Make policy recommendations.
  2. To determine necessary sub-committees.
  3. To determine appropriate stakeholders' input on each individual policy.
  4. Present draft or proposed policies to the Board for approval.
  5. To address any Board directives or action items from Board planning documents in committee minutes.

Membership

Voting Members

Three Trustees and one alternate elected at the annual Organizational meeting (the Committee Chair will be elected from the Committee Members by the Board at the Annual Organizational Meeting).

Non-Voting Members

Superintendent or designate
Senior Administration as required.

Quorum

At least two Trustees.

Meetings

Minimum two meetings per year and as required.

Records

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meetings.


Committee Name STAKEHOLDER RELATIONS COMMITTEE

Mandate

  1. Make recommendations to the Board regarding
    1. Events that engage stakeholders
    2. Special events and projects that engage communities and parents.
  2. Make recommendations to the Board determining the level of stakeholder engagement based on the following
    1. Inform – providing stakeholders with balanced and objective information to assist them in understanding the problem, alternatives, opportunities and/or solutions.
    2. Consult – obtaining stakeholder feedback on analysis, alternatives and/or decisions.
    3. Involve – working directly with stakeholders throughout a process to ensure that parent concerns and aspirations are consistently understood and considered.
    4. Collaborate – partnering with stakeholders in each aspect of the decision making including the development of alternatives and the identification of the preferred solution.
  3. Report to the Board on the effectiveness of stakeholder engagement activities.
  4. Make recommendations to the Board considering the following when planning any stakeholder engagement
    1. The purpose - clarify the motivations and reasons for engaging stakeholders and set outcome expectations and measures for the engagement
    2. The scope - the level of stakeholder engagement
    3. The technique - the techniques to engage stakeholders that fit with the level of engagement
    4. The stakeholder group – ensure the right stakeholders are engaged by considering the stakeholders motivations, needs and issues
    5. Communication – at the start of the engagement clarify why the stakeholders are being consulted and how the information will be used and disseminate how the stakeholder input influenced decisions as a follow up to the sessions.
  5. Create an annual plan to engage other school boards and municipal and provincial politicians and recommend to the Board.
  6. Aide Trustees in communicating with stakeholders (including parents, staff, community leaders and municipal and provincial politicians) through a variety of media.
  7. Develop key messages and background to support Trustee communication.
  8. Establishing guidelines for Trustee communication on an annual basis.
  9. Maintain the Trustee Handbook and bring it forward to the Board for review.
  10. To address any Board directives or action items from Board planning documents in committee minutes.

Membership

Voting Members

Three Trustees and one alternate elected at the annual Organizational meeting (the Committee Chair will be elected form the Committee Members by the Board at the Annual Organizational Meeting).

Non-voting Members

Superintendent or designate.

Quorum

At least two Trustees.

Meetings

Minimum two meetings per year and as required.

Records

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meeting.


Committee Name STUDENT EXPULSION COMMITTEE

Purpose

The Student Expulsion Committee of the Board will:

  1. Make decisions regarding the expulsion of a student on behalf of the Board.
  2. Specify conditions under which a student will be reinstated, the length of the expulsion and or procedures whereby a student may be readmitted after an expulsion.

Mandate

As part of the expulsion hearing, the Student Expulsion Committee will:

  1. Hear an appeal under Sections 37 and 42 of the Education Act where a decision of an employee of a Board significantly affects the education of a student.
  2. Hear representations relative to the recommendation from such Board employees/agents as deemed appropriate.
  3. Provide an opportunity for the student and/or parents to make representation.
  4. Make decisions on behalf of the Board.
  5. Inform the Board of the action taken by the Committee.

Membership

Voting Members

Committee Chair elected at the Annual Organizational Meeting and two Trustees appointed by the Board or the Board Chair prior to the hearing of each appeal.

If possible, one of the Trustees should be the local Trustee.

Quorum

At least two Trustees.

Meetings

As required.

Records

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meetings.

Confidential records of the Committee shall be available to Trustees at the next scheduled Board meeting, then collected and managed according to statute.


Committee Name TRANSPORTATION COMMITTEE

Mandate

  1. To make decisions on behalf of the Board in accordance with student transportation policies.
  2. To review/recommend proposed policy changes.
  3. To review the transportation budget.
  4. To review concerns/requests of parents brought forward to the Committee.
  5. To address any Board directives or action items from Board planning documents in committee minutes.

Membership

Voting Members

Three Trustees and one alternate elected at the annual Organizational meeting (the Committee Chair will be elected from the Committee Members by the Board at the Annual Organizational Meeting).

Non-Voting Members

Superintendent or designate
Director of Transportation.

Quorum

At least two Trustees.

Meetings

Minimum two meetings per year and as required. Records Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board

Records of committee meetings will be provided to Board members at regular Board meetings.

 

Committee Name GOVERNANCE EFFECTIVENESS COMMITTEE

Mandate

  1. Ensure information and processes are developed to aid the Board in strategic planning.
  2. Ensure the tools and processes for the Board self-evaluation are kept current.
  3. Ensure the tools and processes for Trustee self-evaluation are kept current.
  4. To address any Board directives or action items from Board planning documents in committee minutes.

Membership

Voting Members  

The Board Chair or Vice Chair, two Trustees and one alternate elected at the annual Organizational meeting (the Committee Chair will be elected from the Committee Members by the Board at the Annual Organizational Meeting).

Non-Voting Members

Superintendent or designate
Senior Administration as required.

Quorum

At least two Trustees. 

Meetings

Minimum three meetings per year and as required to align with strategic planning and Board/Trustee evaluation processes.

Records 

Recording minutes for the meeting shall be the responsibility of the Corporate Secretary.

Reporting to the Board 

Records of committee meetings will be provided to Board members at regular Board meetings. 


HISTORY

2017 Aug 1 Approved
2018 June 18 Reviewed
2019 Mar 22 Reviewed
2019 Apr 16 Reviewed
2019 June 26 Reviewed
2019 Oct 10 Reviewed
2019 Dec 11 Amended
2020 June 24 Amended
2021 June 23 Amended
2021 August 18 Amended
2021 September 8 Amended