B - Part 1 - School Board Governance and Operations

B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

BA - Board Operational Goals and Objectives

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BA

PART 1: THE BOARD

BOARD OPERATIONAL GOALS AND OBJECTIVES

GOALS

The Board’s primary responsibilities are to establish those purposes, programs and procedures which will best produce the education achievement needed by Division students. The Board, through its operations shall seek to achieve the following goals:

Concentrate the Board’s collective effort on its policymaking and planning responsibilities.
Formulate Board policies which best serve the educational interests of students.
Provide Senior Administration with sufficient and adequate guidelines for implementing Board policies. (See also CA,CH)
Maintain effective communication with the public, staff and students in order to maintain awareness of attitudes, opinions, needs, desires, and ideas.
Conduct Board business openly, soliciting and encouraging broad-based involvement in the Board’s decision-making processes by the public, students and staff.

OBJECTIVES

It is the intent of the Board of Trustees, working through the senior administrative staff, to approach its responsibility for the operation of the School Division through management by objectives. It shall establish techniques to:

Set corporate objectives for the Board and the evaluation of their accomplishment.
Establish descriptions for each position in the Division.
The setting of performance objectives for each position and function in the Division.
Allow and encourage the people responsible for carrying out objectives to have a role in establishing them.
Conduct a periodic review of performance in relation to the Division objectives.

Additionally, the Board shall strive to:

Interpret the educational needs and aspirations of the community through the formulation of sound policy statements.
Govern the School Division in accordance with Board policy.
Provide for leadership in each school in order that the goals and objectives of the School Division, as set down in the policy manual and the annual budget, can be effectively carried out.
Maintain two-way communication with the various publics served by the schools in order to interpret public attitudes, to identify procedures and problems relevant to the schools and to encourage public involvement with and understanding of the school system.

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BAA - School Board Legal Status

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BAA

SCHOOL BOARD LEGAL STATUS

Incorporation

The members of the Board of Trustees of the Division and their successors in office are constituted and created, from the date from which the establishment of the Division is effective, a body corporate and politic under the name "The Portage la Prairie School Division."

[PSA (3)]

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BAB - School Board Powers and Duties

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BAB

SCHOOL BOARD POWERS AND DUTIES

The general mandatory powers and duties of the Board are defined in sections 41 to 54 of the Public Schools Act. Other sections of the Act state or imply that a division board has full power to operate the local public schools as it deems fit, in compliance with provincial mandates and pertinent laws. Within these parameters, the Portage la Prairie School Division Board views its required functions in the following broad areas.

  1. Legislative and policymaking.
  2. The Board is responsible for the development of policy to guide administrative action, and for employing Senior Administrators to implement its policies. (See also CA, CC, CD, DB).
  3. Appraisal.
  4. The Board is responsible for evaluating the effectiveness of its policies and their implementation. (See also AH, BE, BFA).
  1. Provision of financial resources.
  2. The Board is responsible for the adoption of a budget which will provide the resources –in terms of buildings, staff, materials and equipment –which will enable the school system to carry out the Board’s policies. (See also DA, DCD, DCE).
  3. Public Relations. The Board is responsible for providing adequate and direct means for keeping itself informed about the needs and wishes of the public. (See also AB, BBE, BD).
  4. Education Planning and Evaluation.
  5. The Board is responsible for establishing educational goals which will guide both the Board and the staff in working together toward the continuing improvement of the educational program. It is responsible for providing for the ongoing evaluation of the school program against the goals and objectives set forth by the Board. (PSA 41-50) (See also ACB, IA, JA).

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    BB - School Board Elections

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BB

    SCHOOL BOARD ELECTIONS

    Term of Office

    Each Trustee of the Portage la Prairie School Division shall hold office for a term of four years, as approved by the Minister of Education in June, 1998. The term of office of Trustees shall commence 14 days after the fourth Wednesday in October of the year in which the election is held or on the date of the first meeting, whichever first occurs. [PSA 25(1)(5)].

    Number of Trustees

    The number of Trustees of the Portage la Prairie School Division is nine. They are elected on the following basis:

    Ward 1: Five Trustees
    Ward 2 – 5: One Trustee for each

    (See also AAA)

    Nomination

    Any person seeking election as a School Trustee shall complete and present to the Returning Officer by the designated closing date a Nomination Paper as prescribed in the Municipal Councils and School Boards Elections Act, (sections 38-42).

    Nominations shall be signed by at least twenty-five electors, or not less than 1% of the electors (whichever is lesser) of the ward, but in all cases, by at least two electors.

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    BBA - Board Officers

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBA

    BOARD OFFICERS

    The Board officers of the Division shall be the Chair and the Vice-Chair.

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    BBB - Board Staff Officers

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBB

    BOARD STAFF OFFICERS

    Appointment of Superintendent

    A School Board may appoint a Superintendent, fix and pay remuneration and define duties. (PSA 51)

    Appointment of Secretary-Treasurer

    Every School Board shall appoint a Secretary-Treasurer, fix and pay remuneration and define duties. [PSA 53(1)]

    Bonding of Officials

    The Secretary-Treasurer of a school division or school district and any other person to whom a school board entrusts school moneys, shall be bonded by an insurer licensed to undertake guarantee insurance in the province, to secure the due keeping of, accounting for, and paying over of all school moneys or property that come into his/her hands. [PSA 40(1)]

    (See also Section C – General Division/School Administration)

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    BBC - Board Organizational Meetings

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBC

    BOARD ORGANIZATIONAL MEETINGS

    Pre-Inaugural Meeting

    Each year, the Secretary-Treasurer shall arrange for a Pre-Inaugural Meeting for the purposes of:

    1. Receiving the Nominating Committee report.
    2. Having elected Trustees complete the Oath of Office. (see BBE-E) (Election Year)
    3. Having the Disclosure of Personal Interests form completed. (See BBF-E2) (Election Year)

    First Meeting (Inaugural) (Organizational)

    "The first meeting of the school board of a school division or school district following the regular election of trustees shall take place within 14 days after the election on a day and at an hour to be fixed by the Secretary-Treasurer of the school division or school district who shall notify each trustee of the date, time and place of the meeting." [PSA 29(1)]. During non-election years, the annual inaugural meeting shall be held on the second Thursday in September. (See BBC-E)

    Election of the Chair and Vice-Chair

    "From among the Trustees present, the Secretary-Treasurer must conduct an election of a Chair and a Vice-Chair of the Board. The election must be held

    1. In a year a general election is held, at the first meeting of a school board after the general election and
    2. In any other year, at the first meeting of a school board in September." [PSA 29(2).

    Tie Vote

    "In the event of a tie vote in selecting a Chair or Vice-Chair, the School Board shall determine by lot who shall cast the deciding ballot." [PSA 29(3)]

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    BBC-E - Organizational Meeting Agenda

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBC-E

    ORGANIZATIONAL MEETING AGENDA

    Pre-Inaugural Meeting

    1. Meeting called to order by the Secretary-Treasurer.
    2. Confirmation of the election results by the Returning Officer. (Election years only)
    3. Nominating Committee Report.
    4. Completion of Disclosure of Personal Interests form. (See BBF-E2) (Election years only)
    5. Completion of Oath of Office by elected Trustees. (See BBE-E) (Election years only)

    Inaugural Meeting

    1. Clarification of Board officers election procedure:
    1. voting by secret ballot;
    2. appointment of scrutineers (Supervisor of Business and Finance, and Assistant Superintendent);
    3. ballots to be destroyed.
    1. Presentation of the report from the Pre-Inaugural Meeting.
    2. Election of the Chair by majority vote.
    3. Election of the Vice-Chair by majority vote.
    4. Motion to accept the slate of officers and committee members.
    5. The new Chair assumes responsibility for the meeting.
    6. Invocation (Election Years only).
    7. Adjournment

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    BBD - Board Committees

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBD

    BOARD COMMITTEES

    PRIMARY RESPONSIBILITIES OF COMMITTEES

    In order to facilitate effective operation, the Board has adopted a committee system. There shall be four standing committees of the Board, as follows:

    1. Administration, Personnel, and Public Relations
    2. Curriculum, Program, and Instruction
    3. Business and Finance
    4. Operations

    The committee system is intended to operate similarly to departments of government. Each committee shall be responsible for the policies, budget, and personnel falling within its jurisdiction. Committees shall make all recommendations associated with these responsibilities directly to the Board of Trustees.

    The primary responsibilities of Board committees are assigned according to the major categories of the Portage la Prairie School Division Policy manual, as follows:

    Administration, Personnel, and Public Relations

    Section A – Foundations and Basic Commitments

    Section B – School Board Governance and Operations

    Section C – General Division/School Administration

    Section G – Personnel

    Section K – School-Community Relations

    Section L – Relations with Education Agencies

    Curriculum, Program, and Instruction

    Section I – Instructional Program

    Section J – Students

    Business and Finance

    Section D – Fiscal Management

    Section H – Negotiations

    Operations

    Section E – Operations (Property and Transportation)

    RULES GOVERNING COMMITTEES

    1. Committees shall be comprised of two or more members, but at no time shall they constitute a quorum of the Board.
    2. The Chair of the Board shall be a member ex-officio of all committees and may, in his/her discretion, delegate the Vice-Chair as an ex-officio member of one or more committees.
    3. No member shall be the Chair of the same committee for more than two consecutive years.
    4. Special committees of the Board may be struck for specific functions, as required, and shall be discharged upon the completion of their functions, and upon the receipt and acceptance of this written report to the Board.
    5. Committees of the Board shall be formed at the Annual Inaugural Meeting, following recommendations by the Nominating Committee.
    6. Committees, or any member thereof, shall not have executive powers unless specifically assigned to them by resolution of the Board and shall confine themselves to review and report. Reports and recommendations shall be in writing. (See BBD-E)
    7. Committee reports shall be followed by a motion to receive, which will indicate filing for information or for further consideration. A motion to adopt may constitute a change in policy.
    8. All discussions and recommendations at the committee level shall be considered as confidential.
    9. Meetings of committees may be held in camera. For "Committee of the Whole" see: BCA.

    CONDUCT OF BUSINESS BY BOARD COMMITTEES

    The business of committees shall be conducted under the following regulations:

    1. The rules of the Board, insofar as applicable, shall be observed.
    2. No motion shall be required to be seconded.
    3. The number of times a member may speak on any question shall not be limited.
    4. The chairman of the committee shall preside at every meeting and vote on all questions submitted. In his/her absence, the members present may appoint a chairman pro tempore from among themselves.
    5. All members of the Board shall have the right to attend meetings of any committee of the Board and may speak on any matter brought before such committee but will have no right to vote on any question to be decided by the committee unless he/she is a member thereof, and every member of the Board shall, if he/she requests, be supplied with full information concerning any matter brought before the committee.
    1. The minority of any committee may bring in a minority report which shall be signed by such minority and shall be presented in the same manner as a majority report is presented.
    1. The majority of the members constituting any committee shall be a quorum, and the chairman of the board shall be included with the other members in forming a quorum.
    1. Notwithstanding anything to the contrary contained in this policy, a member of a committee who is unable to attend a meeting of that committee may name a member of the Board who is not a member of that committee, to substitute for him/her at the meeting and the member so named shall be deemed to be a member of that committee for the meeting which he/she attends.

      ADVISORY AD HOC COMMITTEES TO THE BOARD

      The following shall govern the appointment and functioning of Division advisory ad hoc committees.

      1. Advisory committees may be created by the Board to serve as task forces for special purposes or to provide continuing consultation in a particular area of activity. There shall be no standing overall advisory committee to the Board.
      2. If the advisory committee is required by provincial regulation, its composition and appointment shall meet all the guidelines established for that particular type of committee.
      3. The composition of advisory committees shall be broadly representative and shall take into consideration the specific tasks assigned to the committee. Members of the professional staff may be appointed to the committee as members or consultants.
      4. Appointments to such committees shall be made by the Board; appointment of staff members to such committees shall be made by the Board upon recommendation of the Superintendent and/or Secretary-Treasurer.
      5. Tenure of committee members shall be one year only, unless the member is reappointed.
      6. At its initial meeting each committee shall be clearly instructed as to:
      1. the length of time each member is being asked to serve;
      2. the service the Board wishes the committee to render; the extent and limitations of its responsibilities;
      3. the resources the Board will provide;
      4. the approximate dates on which the Board wishes to receive major reports;
    1. Board policies governing advisory committees and the relationship of these committees to the Board as a whole, individual Board members, the senior administrative staff, and other members of the professional staff;
    2. Channel for the release of information to the news media.
    1. Recommendations of committees shall be based on research and fact.
    2. A Board of Trustees possesses certain legal powers and prerogatives which cannot be delegated or surrendered to others. Therefore, all recommendations of an advisory committee must be submitted to the Board for action.

    The Board shall have the sole power to dissolve any of its advisory committees and shall reserve the right to exercise this power at any time during the life of any committee.

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    BBD_E.pdf

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    BBE - Oath of Office

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBE

    BOARD MEMBER OATH OF OFFICE

    Oath of Office

    "A person elected trustee shall, before assuming the duties of the office, make an affidavit of qualification and take the oath of office in Form I of Schedule "D" to this Act." (See BBE-E) [PSA 25(8)].

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    SCHEDULE D Form 1.pdf

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    BBF - Board Member - Conflict of Interest

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BBF

    BOARD MEMBER – CONFLICT OF INTEREST

    Conflict of interest occurs when a personal matter or interest clashes with a public duty or responsibility. For a School Trustee, conflict of interest occurs when a Trustee participates in, or the dependent of a School Trustee influences, decisions of the Board of Trustees which result in a direct or indirect pecuniary gain for that Trustee or the dependent of that Trustee. A dependent of a Trustee is defined as the spouse of a Trustee, or, the person represented as the spouse, and any children residing with the Trustee. An exception is permitted when the benefit to the Trustee or dependent is identical to that received by any other ordinary citizen, such as through reduced taxes or increased services.

    In all cases, the benefit must exceed that received by an ordinary citizen and be over the value of $500.00 in order to be considered significant.

    A Trustee or dependent has no conflict of interest when the contract entered into by the Board is on terms common to other contracts. This allows the spouse or dependent to be employed by a school division on the same terms as others, including employment as a Teacher, or in another employee group employed according to the Collective Agreement or Conditions of Employment. This would not include the dependent of a person who negotiates a separate employment agreement. A Trustee can enter into an agreement to supply services or materials to the Board under an agreement common to all others and not be in conflict. As well, in an emergency, a Trustee can receive reasonable compensation for work or services.

    The Board, however, desires its Trustees not only to adhere to all laws regarding conflict of interest, as summarized above, but to be alert to situations which have the appearance of a conflict of interest and to avoid actions that might embarrass themselves or the Board.

    Two areas of Board operations must be guarded with particular care in order that there be no real or seeming conflict of interest. These are purchasing and hiring/evaluation of personnel. Therefore:

    No member of the Board will have any direct pecuniary interest in a contract with the School Division, nor furnish directly any labour, equipment, or supplies to the Division;
    Trustees are expected to excuse themselves from areas of conflict of interest, or having the appearance of a conflict of interest.

    The Secretary-Treasurer keeps a record of all disclosures, as per BBF-E1, and this record is available to the public during office hours. [PSA 39(4)]

    Statement of Assets and Interests

    Prior to taking the oath or affirmation of office, every Trustee of a school division shall file with the Secretary-Treasurer a statement disclosing assets or pecuniary interests in property, in

    accordance with PSA 39.3(4). These statements are confidential, are not available to the public, and are kept by the Secretary-Treasurer in a secure place. (See BBF-E2) [PSA 39.3(7)]

    Trustees are presumed not to have a direct or indirect pecuniary interest in any matter involving the indemnity, expenses or remuneration payable to Trustees.

    A Trustee who violates any provision of the Public Schools Act legislation on conflict of interest shall ipso facto, vacate his/her seat and the remaining Trustees shall forthwith declare the seat vacant and order an election to fill the vacancy in accordance with PSA 26(1).

    All Trustees should ensure that they obtain or are provided with, a copy of the guidelines entitled Conflict of Interest – Full Disclosure, A Guide for Manitoba Trustees, published by Manitoba Education and available from the Administration and Professional Certification Branch.

    (See PSA Sec. 36-39 for complete legislation)

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    BBF_E1 - Disclosure of Interest of a Member of the School Board.pdf

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    BBF_E2 - Disclosure of Personal Interests.pdf

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    BC - School Board Meetings

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BC

    SCHOOL BOARD MEETINGS

    After the first inaugural meeting of the Board of Trustees, prescribed by the Public Schools Act, the Board shall meet on the second and fourth Thursday in each and every month, September to June, inclusive, in the Board Room at seven (7:00) o’clock p.m. or at such other times or places as the Board may from time to time designate.

    During non-election years the annual inaugural meeting and election of officers shall be held on the second Thursday in September at the usual time and place.

    The Public Schools Act, section 29(1) states: "The first meeting of the school board of a school division or school district following the general election of trustees shall take place within 14 days after the election on a day and at an hour to be fixed by the Secretary-Treasurer of the school division or school district who shall notify each trustee of the date, time and place of the meeting."

    The Board shall not remain in session later than ten (10:00) o’clock p.m. unless it shall be otherwise determined by a two-thirds vote of the members present.

    Corporate acts must be done at School Board meetings.

    "An Act or proceeding of a school board that is not done or taken at a regular or special meeting of the school board, is not valid or binding on any person affected thereby." (PSA 35)

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    BCA - Board Meeting Prodedures

    SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

    File BCA

    BOARD MEETING PROCEDURES

    Procedure by-laws

    "Subject to the provisions of this Act and the regulations, each school board shall pass by-laws establishing rules of procedure for the guidance of the school board in the conduct of its meetings." [PSA 33(1)]

    The rules of procedure must not be in conflict with any provision of the Public Schools Act.

    Board meetings may be carried on procedurally 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. They will be conducted according to the following procedures.

    When it is deemed necessary by the Chair to further formalize proceedings, or when the Board’s procedures are silent on an issue, Robert’s Rules of Order will be consulted for clarification and/or guidance.

    BOARD MEETING PROCEDURES

    1. Order of Business
    2. The order of business shall be as outlined on the agenda. See BCF, BCG.

    3. Quorum
    4. A quorum is a majority of the current elected Trustees. When, at any meeting of the Board, there is not a quorum present, at the expiration of one-half hour from the time appointed for commencement of meeting, the Board shall stand adjourned and the Secretary shall enter in the minutes the names of those present. See BCH.

    5. Motions
    6. All motions dealing with the business of committees will be presented in writing, and signed by the mover and seconder.

    7. Addressing the Chair
    8. All discussions shall be directed to the Chair and shall be confined to the question under debate.

    9. Order of Speaking
    10. When two or more persons speak at once, the Chair shall decide the order of speaking.

    11. Debate
      1. Interruptions
      2. No person, while speaking, shall be interrupted by another, except on a point of order or for the purpose of explanation, or for the purpose of moving the suspension of the 10:00 o’clock rule. A person so interrupting shall confine himself strictly to stating the point of order, the explanation, or the motion for suspension of the said rule, as the case may be.

      3. Point of Order

      Should any person transgress the rules, the chairman shall, and any trustee may, call him to order, in which case the person so called shall immediately be silent but shall afterwards be permitted to explain. The ruling of the chairman on a point of order shall be final, subject to an appeal to the board.

      1. Limitations
        1. No person shall speak for more than five minutes and not more than twice (except in committee) on the same question or amendment, without permission of the Board except in explanation of something which may have been understood or in reply to a question.
        2. No person shall speak on any question after a vote on the question has been called by the Chair.
        3. A Trustee may require the question under discussion to be read at any time during the debate, but not so as to interrupt the speaker.
        4. When a question is under debate not motion, except the following, shall be received:
        1. to recess or adjourn the debate,
        2. the prevision question,
        3. to lay on the table,
        4. to suspend the 10:00 o’clock rule,
        5. to refer to a committee, or
        6. to resolve into committee of the whole.
      1. Notice of Motion
      1. Notice shall be given of all motions introducing new business at a meeting previous to that in which it comes up for discussion, unless the rule is dispensed with by the unanimous vote of the Trustees present.
      2. This rule shall not apply to any matter coming regularly before the Board by way of a report from any committee.
      3. A Trustee in giving a notice of motion may, or if requested by another trustee shall, explain briefly the purpose of his motion, but without argument or debate and shall not speak longer than three minutes.
      4. A Trustee who has given a notice of motion and who is unable to be present at the meeting may authorize any other member to move the motion, notice of which was given.
      1. Amendments

      Only one amendment shall be allowed to an amendment, and a motion by way of amendment must be directly relevant to the main motion and shall propose some change in the form or substance in the main motion or principle amendment.

      1. Committee of the Whole
      1. Committee of the Whole may be held in camera.
      2. By a vote of the majority of those present, the Board may resolve itself into Committee of the Whole for consideration of the reports of committees or any other motion or matter before the Board.
      3. The rules of the Board shall be observed in Committee of the Whole so far as is applicable, except that:
          1. no motion shall require to be seconded,
          2. no votes will be recorded,
          3. a motion for the previous question or for any adjournment shall not be allowed,
          4. the number of times of speaking on any question shall not be limited.
        1. A report from the Committee of the Whole may be amended by a majority of the Board before its adoption without going into Committee of the Whole for that purpose.
        2. Questions of order arising in Committee of the Whole shall be decided by the Chair subject to appeal to the Board, and if any sudden disorder shall arise in committee, the Chair, or other presiding officer, shall assume the Chair without debate.
        3. At all meetings of the Board all discussion concerning the following matters shall be held in Committee of the Whole, in camera:
          1. salary claims and salary negotiations reports;
          2. legal opinions respecting the liability of the Board;
          3. indigent students;
          4. personnel matters of a confidential nature;
          5. staffing proposals;
          6. Manitoba Education reports of a confidential nature;
          7. purchase of property;
          8. lease or sale of property prior to actual acceptance of the offer;
          9. such other matters as the Board may in public session decide.
        1. On motion in Committee of the Whole to rise and report, the question shall be decided without debate.
        2. A motion of the Committee of the Whole to rise without reporting shall be in order, and on an affirmative vote the Chair shall proceed to the next order of business.
        1. The Question

        The Chair shall put the previous question in this form, "Are you ready for the question?", and its adoption shall end all debate and bring it to a vote, upon pending amendments, if any, and then upon the main question.

        1. Voting
        1. The Chair shall vote on all questions (PSA Sec 31).
        2. No member of the Board shall have more than one vote on any question.
        3. Voting shall be by show of hands unless the Board decides to vote by ballot.
        4. Upon request for a recorded vote all votes shall be recorded.
        5. Where a vote is taken on any motion and the result is a tie, the motion shall be declared lost.

        See also BCL.

        1. Reversal of Decisions

        A question once decided by the Board shall not be reversed unless:

        1. a) by giving written notice of a proposal to reverse the decision at least one meeting in advance of the meeting when it comes up for discussion, and
        2. b) by the majority of the total number of Trustees for the Division voting in favour of the reversal at that meeting; or

        3. at the same meeting at which it is made, by unanimous consent of all members present and by voting thereon. [PSA Sec 33(s) and 33(3)].
        1. Leaving Meeting
        2. No Trustee shall leave the Board meeting before the close of the session without the permission of the Chair.

        3. Authority

        The rules and practices as set out in Robert’s Rules of Order shall govern, as far as applicable, in all cases not covered by these rules. (See BCA-E for an overview of parliamentary procedure).

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        BCA-E - Parliamentary Procedure - at a glance.pdf

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        BCB - Duties of the Chair of the Board

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCB

        DUTIES OF THE CHAIR OF THE BOARD

        Some of the duties of the Chair of the Board are listed below.

        1. The Chair shall call the Board to order at the hour appointed, and cause the meeting to proceed in an expedient manner. In the absence of the Chair, then the Vice-Chair shall preside at the said meeting and, while so presiding, shall have all the powers of the Chair. If the Chair and Vice-Chair are absent, a Chair will be appointed by the members present, who shall preside at the said meeting, or until the arrival of the Chair or Vice-Chair.
        2. "The chairman shall preside at the meeting of the school board and may vote with the other members on all questions and any question on which there is an equality of votes shall be deemed to be negatived." (PSA 31)

        3. When called upon to decide a point of order or practice, the Chair shall state the rule applicable to the case, without argument or unnecessary comment, and without debate. The decision of the Chair shall be final unless reversed by an appeal to the Board, also without debate. An appeal from the ruling of the Chair shall be decided by a majority of the members present. When the ruling of the Chair is appealed, he/she shall have the right to state the reasons for the decision given, and shall then, without further debate, put the question in the following words: "Shall the ruling of the Chair be sustained?"

        At all meetings of the School Board, the Chair shall:

          1. maintain the order and proper conduct and decorum of the meeting,and
          2. decide questions of order, subject to an appeal to the rest of the Board. [PSA 30(5)]
        1. Where, at a meeting of the School Board, any person other than a member of the School Board is, in the opinion of the Chair of the meeting, guilty of disorderly or improper conduct, the Chair of the meeting may require that person to leave the meeting forthwith and if he/she fails to do so, may cause him/her to be removed. [PSA 30(6)]
        2. It shall be the duty of the Chair to endeavour to conduct all business before the Board with propriety, fairness and dispatch, in accordance with the rules of procedure, or if not provided, by Robert’s Rules of Order or the like. The Chair, or any other presiding officer may express his/her opinion on any subject under debate, but in such case shall leave the Chair, appointing some other member to take it.
        3. The Chair shall declare the result of all votes, and when any member shall call for a recorded vote, the names of those who vote "for" and "against" the question shall be entered upon the minutes by the secretary.
        4. The Chair is the official spokesperson for the Board, unless such responsibility, on a particular issue, is delegated to another Trustee.
        5. The Chair shall be ex-officio member of all committees.
      4. No member of the Board of Trustees shall be Chair of the Board for more than two consecutive years.
      5. The Chair shall sign the minutes of the preceding meeting after they have been approved.
      6. See also BCA

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        BCC - Duties of the Vice-Chair of the Board

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCC

        DUTIES OF THE VICE-CHAIR OF THE BOARD

        In the absence of the Chair, the Vice-Chair shall preside and, while so presiding, has all the powers of the chair (PSA 32). In the absence of both the Chair and the Vice-Chair, an Interim Chair shall be appointed by the members present, who shall preside at said meeting or until the arrival of the Chair or Vice-Chair.

        The Vice-Chair, as the Chair’s deputy, shall perform on his/her behalf, such duties as may be delegated by the Chair.

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        BCD - Notification of Board Meetings

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCD

        NOTIFICATION OF BOARD MEETINGS

        "Notice of all school board meetings, regular and special shall be given by the Secretary-Treasurer to all trustees so that the notice will be received at every trustee’s designated address at least 24 hours before the meeting, by notifying each of them personally or in writing, stating the place, date and hour of the meeting." [PSA 30(2)] (See also BCG)

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        BCE - Special and Emergency Board Meetings

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCE

        SPECIAL AND EMERGENCY BOARD MEETINGS

        "The school board may hold a meeting at any time and any place to deal with an emergency situation if all the trustees consent thereto and are present thereat." [PSA 30(1)].

        Special meetings of the Board may be convened at any time by the Chair or upon the written request of at least three members of the Board, by giving before the day of meeting 24 hours notice of such meeting to all members of the Board. Such notice may be verbal, or by telephone direct to the Trustees, mailed or emailed to their addresses, and shall give notice of the subjects to be considered at the meeting. At a special meeting no subjects or matters other than those mentioned in the notice calling the meeting shall be considered, except by the unanimous vote of all members of the Board.

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        BCF - Agenda Format

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCF

        AGENDA FORMAT

        The Secretary-Treasurer’s Department shall prepare the agenda for Board meetings and provide the order of business, the order of same to be in accordance with or similar to the following:

        ROLL CALL

        COMMMITTEE OF THE WHOLE

        1. AGENDA
        2. Motion –to approve the agenda

        3. PREVIOUS MINUTES
        4. Motion –to approve the previous minutes

        5. MOTIONS
        6. MM:##:YY

        7. SUPERINTENDENT’S DEPARTMENT REPORT
        8. OTHER BUSINESS
        9. INFORMATION ITEMS –copies sent or on file
        10. UPCOMING MEETING DATES –by committee
        11. DELEGATIONS/PRESENTATIONS
        12. NEWS MEDIA QUESTIONS –list names
        13. COMMITTEE OF THE WHOLE (if necessary)
        14. ADJOURNMENT

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        BCG - Agenda Preparation and Dissemination

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCG

        AGENDA PREPARATION AND DISSEMINATION

        The agenda is prepared jointly by the Secretary-Treasurer and approved by the Chair. After the agenda has been adopted it can be changed only by a motion approved by the majority of the whole Board.

        Board members are encouraged to submit at the earliest possible time items they want placed on the regular meeting agenda, in order to allow for the preparation of necessary information, materials, or resources. Other items will be considered agenda additions if approved by the Board.

        The Board meeting agenda and supporting materials, including the minutes of the previous meeting, copies of all committee meeting minutes, relevant correspondence and the Superintendent’s report, shall be forwarded to all trustees on the Friday prior to all regular Board meetings.

        Copies of the Board meeting agenda and relevant supporting materials shall be available to the members of the news media at the beginning of each regular Board meeting or forwarded to the news media representatives at the same time as the agenda material is distributed to Trustees.

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        BCH - Quorum

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCH

        QUORUM

        A majority of the current elected Trustees shall constitute a quorum. The vote of the majority of such a quorum is valid and binds the School Division. The number required for a quorum does not change if there is a vacancy. When at any meeting of the Board there is no quorum present at the expiration of one-half (1/2) hour from the time appointed for the commencement of the meeting, the meeting shall stand adjourned, and the Secretary-Treasurer shall enter in the minutes the names of those members present.

        See also BCD, BCE, and BCO

        See also PSA 39.1(1) regarding reduced quorum due to conflict of interest provisions.

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        BCI - Rules of Order

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCI

        RULES OF ORDER

        A Board meeting will be carried on procedurally 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. This will be done according to Board meeting procedures.

        When it is deemed necessary by the Chair to further formalize proceedings of the meeting, Robert’s Rules of Order will be used.

        General regulations for Board meetings are stated in BCA.

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        BCJ - Parliamentarian

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCJ

        PARLIAMENTARIAN

        A parliamentarian shall be appointed by the Chair whenever it is deemed by the majority of the Board and/or the Chair that strict procedural control of the meeting is advantageous.

        The parliamentarian can be a Board member or any other person the Board deems qualified to act.

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        BCL - Voting Methods

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCL

        VOTING METHODS

        Usual Voting Method

        The usual voting method shall be by show of hands, after the question has been put by the Chair. Unless a rule specifies otherwise, a simple majority will carry or defeat a motion, will be so announced by the Chair and recorded. The following table refers to voting methods that may be used in some particular circumstances.

        Method

        Forms of putting the question

        When used

        Show of hands

        - "All in favour, raise their right hand"

        - "All in favour,..."

        Most commonly used, especially with smaller groups

        Voice

        - "All in favour say Aye (Yes)"

        - "Opposed, say Nay (No)"

        Used in medium-sized assemblies

        Rising Vote

        - "Those in favour of the motion will rise"

        - "Those opposed will rise"

        When 2/3 vote is required

        Roll Call

        - The person’s name is called

        - "Rise and say Aye (yes) or Nay (no)"

        - "To be so recorded in the minutes"

        When by-law calls for it. For particularly controversial questions, when requested by carried motion

        Ballot

        - Appoint 2 scrutineers

        - Slips of paper

        - Etc.

        Elections

        General Consent

        - "What is the wish of the Board?"

        - "Do we have an agreement?"

        Routine Decisions

        Types of Votes

        Majority

        Greater than half of all votes cast

        Plurality

        Most votes cast, regardless of what the majority would be

        2/3 Vote

        At least 2/3 of votes cast

        Tie Vote

        Motion is lost

        Reversal of Decisions

        Subject to subsection (3), a question, once decided by the Board, shall not be reversed unless:

          1. Written notice of a proposal to reverse the decision has been given from at least one meeting to another, and
          2. A majority of the total number of Trustees of the Division votes in favour of the reversal [PSA 33(2)].

        A decision of the Board may:

          1. at the same meeting at which it is made, and
          2. by unanimous consent of all members present and voting thereon, be reversed [PSA 33(3)].

        Abstention from Voting

        Although it is the duty of every member who has an opinion on a question to express it by his/her vote he/she can abstain since he/she cannot be compelled to vote. A member who abstains may request that his/her abstention be recorded in the minutes and the Secretary-Treasurer shall record the same. A simple majority of those present and voting will carry or defeat a motion.

        Division of the Question

        When the question under consideration contains distinct propositions, upon the request of any member, the vote upon each such distinct proposition shall be taken separately.

        Declaration of Results

        For each and every motion, the Chair shall declare the results. For example: "The motion is carried/defeated"; "x, having received the required number of votes, is elected."

        Any member may request that his/her vote be recorded, and his/her vote shall be entered upon the minutes by the Secretary-Treasurer.

        By motion (majority vote) an assembly can order than how each member votes be placed on the record.

        Giving Notice

        Notice may be given by a Trustee from one meeting to the next for the purpose of the following:

        1. Reversal of a decision previously made by the Board
        2. Introduction of a motion
        3. Introduction of a policy change

        Appeals

        If any Trustee considers him/herself grieved by the decision of the Chair, it shall be his/her privilege to appeal to the Board; and the vote on such appeals shall be taken without debate, except that the mover of the appeal may explain his/her reasons for appealing, and the Chair may explain his/her reasons for the ruling.

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        BCM - By-Laws

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCM

        BY-LAWS

        The following items shall be resolved by by-law:

        1. Amendments to by-laws;
        2. Where required by the Public Schools Act; examples:
        debentures (PSA 213)
        Trustee indemnities [PSA 56(1)]
        pension plans [PSA 50(1)]
        expropriation of land [PSA 65]
        alteration of wards [PSA 57(1)]
        1. Rules of procedure of the Board and rules relative to the organization of meetings of the Board; [PSA 33(1)]
        2. School closures

        Procedures

        1. Every by-law of the Board shall receive three separate readings previous to its being passed.
        2. No more than two readings of any by-law shall be given at any one meeting unless, by an affirmative vote of a majority of the whole Board, this requirement is suspended.
        3. On the first reading, the title and purpose of the by-law shall be read, and on such first reading the by-law shall not be discussed or amended.
        4. When the second reading of the by-law shall be moved, the principle of the by-law may be discussed and it shall be lawful for the Board to reject, defer or amend the by-law and a motion may be made to that effect.
        5. On the second reading of the by-law, the title only of such by-law need be read, unless a member of the Board shall request it to be read clause by clause, and on the second and third reading such by-law may be amended.
        6. On the third reading of a by-law the title only need be read.
        7. Every by-law which has passed the Board shall immediately be signed by the chairman, or other presiding officer, and the Superintendent/Secretary-Treasurer. In the absence of the Superintendent/Secretary-Treasurer from the meeting or through illness, the Assistant Superintendent shall have full power to sign any by-law passed at a meeting at which he is present and seal the name with the seal of the Board.
        8. Borrowing by-laws shall be handled in the manner prescribed by the Municipal Board.

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        BCO - Electronic Use, and Electronic Participation at Board Meetings

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BCO

        ELECTRONIC USE, AND ELECTRONIC PARTICIPATION AT BOARD MEEETINGS

        Preamble/Rationale

        The Board of Trustees values the use of electronic modes of communication in conducting its business. The use of electronic means facilitates the holding of Board, committee, and committee of the whole meetings. It is also recognized that distance and other considerations may occasionally be an obstacle to a Trustee being physically present at a meeting. In such situations, the Board will allow a Trustee to participate in a meeting by electronic means. To the above ends, individual Trustees will be supplied with necessary equipment, including a Laptop Computer, and will be remunerated for associated expenses incurred.

        Electronic Means

        Electronic means shall include:

        1. Teleconferencing, or
        2. Videoconferencing

        Electronic access to meetings will only be allowed through the use of a secure line. Trustees participating electronically will be called by the Secretary-Treasurer or designate at the beginning of the in-camera session.

        Consideration/Requirements

        In accordance with subsection 39.7.1 of the Public Schools Act, and Manitoba Regulation 201/04:

        Participation through electronic means equals presence at a Board meeting.
        The rules governing the conduct of members under sections 36 to 39.8 of the Public Schools Act, Section B of the Policy Manual, and the Procedural By-Law of the Portage la Prairie School Division, must be respected.
        A Trustee must be physically present at a regular meeting at least once every three months. A Trustee may only participate in a meeting by electronic means a maximum of three times per year, unless approved otherwise by Board resolution by at least two thirds of Board members.
        At every meeting of the School Board, the following persons must be present in the meeting room of the Board:
          1. The Chair of the Board or his or her designate;
          2. At least one additional member of the Board;
          3. The Superintendent of the Division or his or her designate;
          4. The Secretary-Treasurer or his or her designate.

        Agenda

        The agenda and supporting material are distributed to Trustees electronically at least two working days prior to a meeting. A Trustee participating electronically shall have a copy of the meeting agenda for references during the meeting.

        Requests to Attend Electronically

        Upon written request to the Chair of the Board or to the Secretary-Treasurer, at least twenty four hours prior to the commencement of the meeting, the Board shall provide electronic means to permit the participation of the Trustees. The Chair of the Board shall, however, have authority to refuse to provide a member with electronic means of participation in a meeting of the Board, where it is deemed impossible to ensure compliance with the terms of this policy.

        Locations and Set-up

        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 will be responsible for ensuring the required privacy and confidentiality of proceedings.

        Quorum

        A member of the Board who participates in a meeting through electronic means in accordance with this policy shall be deemed to be present at the meeting, will be so recorded in the attendance for the meeting, and will count toward a quorum for the meeting. Trustees participating in a meeting shall 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, where members affected by the disruption are no longer deemed present at the meeting, the Chair will assess whether a quorum is present.

        Voting Methods

        The Chair will call the vote of those in favour of a motion and those opposed to the motion, and the votes of participants by electronic means will be made verbally, after giving their name. The Chair will announce whether the motion was carried or defeated. During secret ballots, votes will be accepted by private fax or private electronic mail, under the supervision of the Secretary-Treasurer.

        In-camera Sections of Meetings

        All provisions in the legislation, divisional procedural By-Law, and policies with regard to closed session (in camera) sections of meetings shall apply.

        Public Participation

        The Board may provide electronic means for members of the general public to participate in meetings open to the public. Their participation shall be limited to:

        observing/listening to proceedings of the Board;
        responding to Board activities and/or providing input during the approved period of the meeting agenda.

        (Public Schools Act, 29-39)

        (Manitoba Regulation 201/04)

        See also BCG, BCA, BCH, BCL, BGE

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        BD - Public Attendance at Board Meetings

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BD

        PUBLIC ATTENDANCE AT BOARD MEETINGS

        1. Board meetings in the Portage la Prairie School Division are open to the public. The following are examples of matters usually discussed in closed session (in camera):
        1. salary claims and salary negotiations reports;
        2. legal opinions respecting the liability of the Board;
        3. indigent students;
        4. personnel matters of a confidential nature;
        5. staffing proposals;
        6. Manitoba Education, Citizenship and Youth reports of a confidential nature;
        7. purchase of property;
        8. lease or sale of property prior to actual acceptance of the offer;
        9. such other matters as the Board may in public session decide.
        1. All resolutions pertaining to matters discussed in closed session shall be made and voted upon during the open session. [PSA 30(3)]

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        BDA - Procedures for Hearing Delegations

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BDA

        PROCEDURES FOR HEARING DELEGATIONS

        1. Resident electors of the Division shall have the right to be placed on the agenda of a regular Board meeting, to be heard under "Delegations." They shall provide to the Secretary-Treasurer, at least 6 days prior to the meeting being attended, a written brief or petition for inclusion with the agenda, and shall identify a spokesperson whom the Chair can address and to whom correspondence can be forwarded. During a presentation by a delegation, the Board will only ask questions for clarification. (See BDA-R and BDA-E).
        2. The Secretary-Treasurer shall, at the earliest possible time, notify all members of the Board regarding delegation presentations on the agenda of a regular meeting.
        3. The delegation will be heard for information purposes only. In the event a decision of the Board is required, the matter shall be postponed to the next regular meeting for action. If a decision is required prior to the next regularly scheduled meeting, the Board may suspend the rules and consider the delegation’s request at the same meeting, the matter then being referred to "Other Business" for decision making.
        4. In cases of extreme emergency, the Board may decide to hear a delegation which presents itself unannounced at a Board meeting, subject to a majority vote of the Board.
        1. The Secretary-Treasurer’s department shall communicate in writing to the identified spokesperson for the delegation, the action taken by the Board and the final decision of the Board. The Chair may, where it is considered in the best interests of all concerned to do so, delegate a Trustee or an officer of the Board to contact the spokesperson personally. See also: KF, KFA, KFB

        [PSA 30(5)(6)]

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        BDA-R - Procedures for Hearing Delegations

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BDA-R

        PROCEDURES FOR HEARING DELEGATIONS

        Occasionally a person or group of people will wish to speak to the Board on a matter of concern or interest. The following guidelines outline ways to make such presentations as clear and effective as possible. The Board requests that presenters follow these guidelines as far as is practical, and will, of course, insist on propriety and decorum at all times.

        1. Background information
        2. – A brief, organized explanation of the background of the situation is very helpful to the Board. An introduction of the members of the delegation will be expected.
        3. Presentation of facts – The specific facts of the situation should be the major focus of the presentation.
        4. Offer solutions, suggestions or recommendations – The presenter(s) should attempt to outline not only the concerns but also suggestions for solutions or recommendations for the Board’s consideration.
        5. Presentation – Remarks should be addressed to the Chairperson, not to individual Board members.
        6. Length of Presentation – The presenter(s) should limit the presentation to a maximum of 15 minutes. In most cases, this is enough time to present all of the necessary information.
        7. Be prepared for questions – Board members will not enter into debate or argument with presenters, but may ask questions to clarify points made.
        8. Copies of the presentation – When the Board is considering the issue later, it is very helpful if each Board member and Senior Administrator has a copy of the presentation to refer to. Unless there are extenuating circumstances preventing you from doing so, please make written copies of the presentation available (11 if possible).
        9. Board responses – Do not expect an immediate response to your request from the Board. The Board may deal with your matter later at the same meeting, but in many cases will table the issue until the next regular meeting, so additional information may be gathered.

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        BDA-E.pdf

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        BDD - News Media Services at Board Meetings

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BDD

        NEWS MEDIA SERVICES AT BOARD MEETINGS

        News media personnel are welcome at Board meetings, with the exception of those portions of the meeting which are in Committee of the Whole (in camera).

        The Board of Trustees believes that one of its main responsibilities is to keep the public accurately informed of its actions and other important activities within the School Division. Consequently, local news media representatives are encouraged to attend all regular meetings of the Board.

        In the event that representatives of the news media are unable to attend a meeting of the Board, they shall be provided with a summary of pertinent Board decisions.

        Trustees are reminded of the following guidelines for the release of information to the news media:

        1. All information dealt with at the committee level is confidential until such time as it is presented to the Board in open session;
        2. All discussions held in Committee of the Whole are confidential;
        3. Upon delegation by the Board, any Trustee or member of the Senior Administrative staff may act as spokesperson for the Board on any action or decision made by the Board, providing any statements made reflect the decision of the Board and not the opinions of the individual concerned;
        4. The Board expects its decisions to be supported by all Trustees; any decisions proposed for reconsideration are to be brought to the attention of the Board prior to being released to the news media;
        5. Major news items and issues of a controversial or complex nature shall be reported to the news media using Board approved news releases. Such news releases may be prepared by the Senior Administrative staff or the appropriate standing committee;
        6. Any Trustee making a personal statement to the media must qualify that his/her statement is a personal opinion and does not necessarily reflect the opinion of the Board of Trustees.

        See also: KC

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        BDE - School Board Representation on Divisional or Community Organizations or Committees

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BDE

        SCHOOL BOARD REPRESENTATION ON DIVISIONAL

        OR COMMUNITY ORGANIZATIONS OR COMMITTEES

        The Board shall consider invitations to be represented on divisional or community organizations or committees. Representatives may be appointed, and if so, by a resolution of the Board.

        See also: BBD

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        BE - Policy Development System

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BE

        POLICY DEVELOPMENT SYSTEM

        The Board of Trustees of the Portage la Prairie School Division adopts the policy development identification system of the National School Boards Association (N.S.B.A.).

        Regular or Ongoing Review of Policies Motions at meetings, or actions of the Board, that seem to change, add to or delete policy of the Division will be noted by the Superintendent’s Department. These motions or actions will be reviewed by the appropriate committee and presented to the Board at a subsequent meeting for consideration of adoption into the Policy Manual.

        Trustees or Senior Administration may make suggestions at any Board meeting for a modification of the Policy Manual.

        Any person may suggest to the Board changes in the Policy Manual by filling in the form Request for Change to Policy Manual. (See BE-E).

        Policy Drafts The administrative staff will be responsible for recasting group consensus about policy recommendations into acceptable written form for further deliberation and/or action by the Board.

        If the Board deems modifications are necessary and beneficial, a Motion of Intent to modify the Policy Manual shall be made and the vote on the modification shall be made at a subsequent meeting.

        Systematic Review of Policies Entire sections of the Policy Manual will be systematically reviewed by Board Committees on a 4-year rotation basis, as follows:

        Year 1 - Review of Sections A, B, E

        Year 2 - Review of Sections K, D, J

        Year 3 - Review of Sections G, C, H

        Year 4 - Review of Sections I, L, F

        Section:

        Committee Responsible:

        Section A: Foundations and Basic Commitments

        Administration, Personnel, and Public Relations

        Section B: School Board Governance and Operations

        Whole Board

        Section C: General Division/School Administration

        Whole Board

        Section D: Fiscal Management

        Business and Finance

        Section E: Operations (Property and Transportation)

        Operations

        Section F: Facilities Development

        Operations

        Section G: Personnel

        Administration, Personnel, and Public Relations

        Section H: Negotiations

        Business and Finance

        Section I: Instructional Program

        Curriculum, Program, and Instruction

        Section J: Students

        Curriculum, Program, and Instruction

        Section K: School/Community Relations

        Administration, Personnel, and Public Relations

        Section L: Relations with Education Agencies

        Administration, Personnel, and Public Relations

        See also: BED

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        BE-E.pdf

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        BEA - Policy Adoption

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BEA

        POLICY ADOPTION

        A simple majority vote by the Board shall be required to add, delete or modify a policy statement in this manual.

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        BEB - Policy Desemmination

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BEB

        POLICY DISSEMMINATION

        The Board deems it advisable that an up-to-date Policy Manual (hard copy or electronic version) be kept and made easily accessible to the following persons or institutions:

        1. Trustees;
        2. Senior Administrators;
        3. Student Services Department;
        4. Strategic Initiatives Learning Coordinator;
        5. Schools;
        6. Division Office;
        7. Portage la Prairie Teachers’ Association;
        8. Operations Department;
        9. Hutterian Supervisor.

        The Policy Manual is open to citizens of the Portage la Prairie School Division. A copy of the manual will be available for this purpose at the Division Office. The Policy Manual may be borrowed for a mutually agreed period of time, upon the provision of a $100 security deposit. Copies of specific policies are available at the Division Office for a nominal fee.

        Policy Manual web site: http://www.plpsd.mb.ca/division/policies.html

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        BEC - Suspension of Policies

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BEC

        SUSPENSION OF POLICIES

        Policy may be suspended by a 2/3 vote of the members present and voting.

        A suspension of policy shall apply only to the particular policy relating to the matter under discussion and not to the Policy Manual as a whole. Details such as applicability and duration of the suspension will be specified for any policy suspension.

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        BED - Policy Review and Evaluation

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BED

        POLICY REVIEW AND EVALUATION

        It shall be the policy of the Board to review its policies on a continuing basis in order to keep them up-to-date (See BE).

        The Board will evaluate how the policies have been implemented. It shall rely on the school staff, students, and the community to provide evidence of the effects of the policies it has adopted.

        The Senior Administration is given the continuing commission of calling to the Board’s attention all policies that need revision, and for recasting them into acceptable written form for the Board’s consideration.

        The changes in policy, made in accord with File BEA, shall be printed and distributed to holders of the Policy Manual, who shall file the new pages in their manual. The Division’s web site will be updated accordingly.

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        BEE - Policy Manual Accuracy Check

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BEE

        POLICY MANUAL ACCURACY CHECK

        The Board may recall manuals for an accuracy check at any time.

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        BEF - Procedures for Handling Possibly Controversial Issues

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BEF

        PROCEDURES FOR HANDLING POSSIBLY CONTROVERSIAL ISSUES

        The Board appreciates that a policy decision may, in certain situations, cause controversy in the community. It therefore considers it important that all pertinent information be communicated fully and properly to those impacted by the decision. To that end, the Board will therefore consider numerous elements when dealing with possibly contentious issues. In order to ensure optimum understanding and communication, information will be presented by a spokesperson chosen by the Board.

        See also: IGD, KFB

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        BF - School Board Work Sessions and Retreats

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BF

        SCHOOL BOARD WORK SESSIONS AND RETREATS

        The Board commits itself to attending retreats and work sessions beneficial to the Division.

        See also: BGC

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        BFA - Evaluation of School Board Operational Procedures

        SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

        File BFA

        EVALUATION OF SCHOOL BOARD OPERATIONAL PROCEDURES

        The Board shall continuously evaluate its operational procedures and make modifications to improve its efficiency in directing and governing the School Division.

        The Board and Senior Administration recognize the importance of mutual understanding and support for each other’s responsibilities. To this end, they shall meet at least once annually to discuss topics of mutual interest relating to possible improvement in areas such as:

        The Board’s operational procedures
        The role of Senior Administration
        Divisional goals and objectives
        Harmonious working relationships

        The Evaluation of the School Board Operational Procedures form and the Senior Administration Job Descriptions may be utilized to facilitate the operational review.

        The date(s) and the agenda for such meeting(s) shall be the responsibility of the Administration, Personnel, and Public Relations Committee.

        See also: BED, AH

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