B - Part 2 - Board Members

B: PART 2: BOARD MEMBERS

BG - Board Member Qualifications

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BG

BOARD MEMBER QUALIFICATIONS

Qualifications of School Trustees

"A person is qualified to be nominated for and elected as a trustee of a school board, if the person:

  1. is a Canadian citizen;
  2. is of the full age of 18 years, or will be of the full age of 18 years at the date of the election;
  3. is an actual resident in the school division or school district, and will have been so for a period of at least six months at the date of the election; and
  4. is not disqualified under any other provision of this Act or under any other Act, and is not otherwise by law prohibited, from being a trustee or from voting at elections in the school division or school district." (PSA 22)

Employees and students of the School Division are precluded from serving on the Board of Trustees. (PSA 22) For nomination, term of office, and commencement of term, See BB.

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BGA - Board Member Authority

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGA

BOARD MEMBER AUTHORITY

All powers of the Board of Trustees lie in its action as a group. Therefore, individual Board members exercise their authority over Division affairs only as they vote to take action at a legal meeting of the Board (PSA 35).

An individual Board member shall have power only when the Board, by vote, has delegated authority to that Board member.

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BGB - New Board Member Orientation

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGB

NEW BOARD MEMBER ORIENTATION

Incumbent Trustees and Senior Administration shall help new Trustees become fully informed about the Board’s functions, policies, procedures, and issues. Toward that end, a new Board member’s orientation program shall include the following:

  1. In the interim between appointment and actual assumption of office, the new Trustee will be invited to attend all meetings and functions, and will receive all communications normally sent to Board members.
  2. The new Trustee will be furnished with selected materials dealing with information about the School Division, provincial education laws and regulations, and local policies and regulations. See BGB-E1.
  3. A Special Meeting of the Board will be held prior to the Board Organizational Meeting (Inaugural Meeting), for the purpose of familiarizing new Trustees with Board and Division operations.
  4. Or

    A new Board Member Orientation Session will be conducted by the incumbent Chair of the Board and Senior Administration prior to the Board Organizational Meeting. See BGB-E2.

  5. A schedule of appointments with the administrative personnel shall be arranged to afford an opportunity for the new Trustee to discuss specific functions and concerns at different levels of operation.
  6. The Board will encourage new Trustees to attend the annual "MSBA School for New Trustees" as sponsored by the Manitoba School Boards Association.

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BGB-E1 - New Board Member Information Package

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGB-E1

NEW BOARD MEMBER INFORMATION PACKAGE

The new Trustee information package will usually contain the following:

  1. A letter of welcome from the Secretary-Treasurer, listing such things as Purpose and Mission, Values, School Division Goals and Objectives, special on-going projects, etc.
  2. An overview of the Division –schools and enrolments.
  3. The Organizational Chart (See CB-E).
  4. A School Division map.
  5. A School Division directory.
  6. The school year calendar.
  7. A list of commonly used acronyms.
  8. Recent reports prepared for the Board (e.g. Financial Report).
  9. School Division Manual of Policies and Procedures.
  10. Board meeting minutes for the preceding year.
  11. Collective Agreements.

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BGB-E2 - New Board Member Orientation Session

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGB-E2

NEW BOARD MEMBER ORIENTATION SESSION

The object of this orientation is to have new Trustees attend the Organizational Meeting with some background information. Listed below is a sample agenda for same.

  1. Welcome/Introductions (Chair of the Board).
  2. Portage la Prairie School Division Purpose and Mission, Values, Goals and Objectives (Chair of the Board).
  3. Overview of Superintendent’s duties, schools, programs, staff, special education, technology, innovative projects (Superintendents’ Department).
  4. Overview of:
Division Finance, FRAME system, funding sources, special levy, current capital projects.
Others: payroll, Division budget, school budgets and requisition system, purchasing procedures, etc.
Trustees’ indemnities and expense forms (Secretary-Treasurer’s Department).
  1. Portage la Prairie School Division Manual of Policies and Procedures. (Chair)
  2. The role of Board members (Chair).
Board member authority (BGA)
Professional Development (BGC)
Advisory Councils for School Leadership (KGC)
Conflict of Interest (BBF)
Complaints/Concerns Procedures (KF, KFA-KFC).
Board Member Ethics (BGE).
  1. Internet Access/Acceptable Use Agreement.
  2. Possible current "hot button" issues.
  3. Question/Answer.
  4. Schools and Facilities tour.

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BGC - Board Member Professional Development Opportunities

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGC

BOARD MEMBER PROFESSIONAL DEVELOPMENT OPPORTUNITIES

School Board members are encouraged to keep themselves informed of current educational thought and practice by study, by visiting other school systems, by attendance at educational conferences and conventions and by such other means as may be appropriate.

It is the intention of the Board to have Trustee representation at major national and international conferences such as those conducted by:

  1. AASA – American Association of School Administrators
  2. ASBO – Association of School Business Officials
  3. CASA – Canadian Association of School Administrators
  4. CEA – Canadian Education Association
  5. CSBA – Canadian School Boards Association
  6. NSBA – National School Boards Association

A calendar of conferences, conventions, workshops and meetings will be maintained for the information of the Board.

An annual budget comprised of three categories will be established to support Trustee professional development.

In order to control both the investment of time and funds necessary to implement this policy, the Board establishes the following principles and procedures for each Trustee’s guidance:

  1. Provincial Meetings and Workshops:
  2. Each Trustee will decide which meetings appear to be most promising in terms of producing benefits for the Trustee in relation to his/her responsibility. Each Trustee will be able to register at the meetings of his/her choice without further Board approval.

  3. Annual MSBA Convention and School for New Trustees:
  4. There will be an annual allocation sufficient to support the attendance of each Trustee at the annual MSBA Convention and the attendance of new Trustees at the School for New Trustees.

  5. Major Conference Attendance:
  6. There will also be a per Trustee budget allocation to support attendance at major conferences. (Up to two major conferences for 4-year term).

  7. In the event that a trustee is unable to attend any of the above opportunities for professional development, another trustee may be assigned in their place by mutual agreement.

The maximum expenses that can be claimed by a Trustee will be the amount budgeted for each Trustee in each of the three categories. [PSA 56(2)(3)] See also: DLD, BGF

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BGD - Board Member Visitation to Classrooms

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGD

BOARD MEMBER VISITATION TO CLASSROOMS

The Trustees are welcome to visit the classrooms and schools of the Division.

Board members should make arrangements for visiting classrooms, through the Principals.

A Trustee having visited a school and wishing to make recommendations shall keep such recommendations in confidence, except to bring them to the attention of the Superintendent.

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BGE - School Board Member Ethics

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGE

SCHOOL BOARD MEMBER ETHICS

As a member of my local Board of Trustees I will strive to improve public education and, to that end, I will do the following:

  1. Attend all regularly scheduled Board and respective committee meetings insofar as possible, and become informed concerning the issues to be considered at those meetings.
  2. Recognize that I should endeavour to make policy decisions only after full discussion at committee and Board meetings.
  3. Render all decisions based on the available facts and my independent judgement, and refuse to surrender that judgement to individuals or special interest groups.
  4. Encourage the free expression of opinion by all Board members and use the proper channels of communication for the exchange of information with students, staff and community.
  5. Work with other Board members to establish effective Board policies and to delegate authority for the administration of the schools to the senior administrative staff.
  6. Communicate to other Board members and senior administrative staff expressions of public reaction to Board policies and school programs.
  7. Inform myself about current educational issues by individual study and through participation in programs providing needed information.
  8. Support the employment of those persons best qualified to serve as school staff, and insist on a regular impartial evaluation of all staff.
  9. Avoid being placed in a position of conflict of interest and refrain from using my Board position for personal or partisan gain
  1. Take no private action that will compromise the Board or administration, and respect the confidentiality of information that is privileged.
  2. Remember always that my first and greatest concern must be the educational welfare of the students attending the schools of the Portage la Prairie School Division.

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BGF - Board Member Compensation and Expense Reimbursement

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGF

BOARD MEMBER COMPENSATION AND EXPENSE REIMBURSEMENT

Payment of Annual Indemnity

A school board may, by by-law, provide for the payment of an annual indemnity to the Chair and to each trustee payable in such amount and at such times and under such conditions as provided in the by-law. [PSA 56(1)]

Additional Indemnities

"In addition to the indemnity referred to in subsection (1), each member of a school board may be paid and may accept:

  1. such amount per kilometre as set by by-law of the school board, for each kilometre actually and necessarily travelled from his/her place of residence in the school division, to the place of meeting and return;
  2. such amount per hour as set by by-law of the school board, for each hour actually and necessarily spent by him/her, under authority previously given by resolution of the school board, in the performance of such duties, work, or services as s/he is required or authorized, under the resolution, to perform; and
  3. such an amount per kilometre, as set out by by-law of the school board, for each kilometre actually and necessarily travelled by him/her in the performance of the duties, work, or services to which clause (b) applies."

The remuneration or mileage mentioned in clauses (b) or (c) is not payable until an account showing the work or service performed, verified by statutory declaration, has been filed with the Secretary-Treasurer and payment thereof authorized by resolution of the school board.

Reimbursement for Expenses

"A school board may reimburse its trustees, trustees-elect or employees for expenses necessarily incurred while attending conventions or carrying out duties assigned or approved by the school board and at such rates and under such conditions as the school board may determine." [PSA, 56 (2)(3)]

See also: DLD, BGC

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BGG - Board Member Insurance

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGG

BOARD MEMBER INSURANCE

The Portage la Prairie School Division shall maintain adequate insurance to protect the Division and its Board members against loss resulting from fire, damage to Division property, loss to other property, or general liability while acting on behalf of the Division.

[M.R. 468/88 (43)] See also: EBA

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BGH - Board Member Resignation

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGH

BOARD MEMBER RESIGNATION

A trustee may resign his/her office by giving written notice of the resignation to the Secretary-Treasurer. The remaining trustees shall take the appropriate steps to fill the vacancy. [PSA 26(1), 39.8]

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BGI - Board Member Removal from Office

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGI

BOARD MEMBER REMOVAL FROM OFFICE

A Trustee who:

  1. has failed to attend three consecutive regular meetings of the School Board without authorization of the School Board, by motion; or
  2. ceases to be a resident of the School Division; or
  3. has been disqualified from holding office under the Public Schools Act, shall immediately vacate his/her seat. The remaining Trustees shall, subject to PSA section 26, declare his/her seat vacant and order an election to fill the vacancy. (PSA 39.8)

A Trustee who violates any provisions of the PSA legislation shall vacate his/her seat as of the date declared by the Court of Queen’s Bench, as per Section 39.7 of the Public Schools Act.

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BGJ - Unexpired Term Fulfilment

SECTION B: SCHOOL BOARD GOVERNANCE AND OPERATIONS

File BGJ

UNEXPIRED TERM FULFILMENT

Where a vacancy occurs in the year in which the term of office expires, the School Board may resolve not to fill the vacancy. [PSA 26(2)]

A trustee elected or appointed to fill a vacancy shall hold office only for the unexpired term of the person in whose place he/she has been elected or appointed. [PSA 26(7)] PSA 26(1)]

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