Policy 7

Policy 7

BOARD COMMITTEES

As much as possible, the Board’s business of governance will be conducted by the full Board of Education. The Board may establish committees of the Board when necessary to assist it with governance functions.  The Board may delegate specific powers and duties to committees of the Board that are established by the Board, subject to the restrictions on delegation in the School Act.

The primary purpose of all committees of the Board shall be to act in an advisory capacity to the Board. Unless specific powers have been delegated by the Board the power of all committees shall be limited to making recommendations to the Board and shall not include that of acting on behalf of the Board unless specifically authorized for individual issues. The Chair of the committee shall place all recommendations before the Board at a regular business meeting of the Board in the form of a proper motion.

Trustees not appointed to a committee may attend meetings of any committee of the Board and may be allowed to take part in any discussion or debate, after committee members have spoken, but may not vote. The Chair of a committee may make motions and speak to any question during committee meetings without leaving the chair.

Resource Personnel

The Superintendent shall appoint resource personnel to work with committees and the Superintendent shall determine the roles, responsibilities, and reporting requirements of the resource personnel.

General Requirements

  1. The Board shall create standing committees, ad hoc committees and advisory committees as necessary and shall prescribe their purpose, powers and duties, membership and meetings.
  2. The Board Chair shall act as an ex-officio non-voting member of all Board committees.
  3. The Board Chair shall appoint the Chair and members of any standing, ad hoc or advisory committee.

Standing Committees

Standing Committees are established to assist the Board with work of an ongoing or recurring nature. Trustees shall be appointed to Standing Committees at the annual Inaugural Meeting and subsequent Annual Meeting to serve at the pleasure of the Board, and thereafter, at any time determined by the Board.

Standing Committees are usually established or confirmed annually at the Inaugural Meeting or subsequent Annual Meeting. The appointed member shall serve on the committee until they are unable to perform the duties assigned or until replaced by a subsequent appointment.

The number of trustees appointed to a committee other than the Committee of the Whole shall not constitute a quorum of the Board.

  1. Human Resources Committee
    1. Purpose
      1. To review, generally in-camera, personnel matters.
    2. Powers and duties
      1. Make recommendations to the Board.
    3. Members
      1. The Committee will consist of three trustees.  The Committee will be chaired by a member trustee.
    4. Meetings
      1. This Committee will meet prior to the regular meeting of the Board.  The Chair of the Committee will report to the Board at its regular meetings.
    5. Scope of Committee
    • Staff recruiting and Selection
    • Personnel – leaves, appointments, grievances
    • Negotiations
    • Provincial Liaison
    • Contract Issues
    • Labour Management Committee
    • STA/CUPE Committee
  2. Finance, Facilities, & Technology
    1. Purpose
      1. To review matters regarding finance, physical facilities, technology, busing, transportation systems, and safety, and make recommendations to the Board.
    2. Powers and Duties
      1. Make recommendations to the Board.
      2. Serve as the Audit Committee of the Board.  In that capacity the committee will:
        1. Review the audited financial statements and once satisfied recommend Board approval of their submission to the Minister of Education and publication of the audited statements;
        2. Review the Statement of Financial Information, specifically the compensation and expenses for employees;
        3. Oversee the internal control structure with a focus on safeguarding district assets;
        4. Review audit results with the external auditors and follow up on the implementation of the auditor’s letter of recommendations;
        5. Review the nature and extent of other services provided by the auditor in relation to auditor independence;
        6. Monitor the development of and changes to accounting principles and practices and financial reporting standards, and their impact on the school district’s financial reporting;
        7. Oversee engagement of external auditors including the terms of the audit engagement and appropriateness of proposed fees;
        8. Meet as necessary with the external auditors at an in-camera meeting, without staff members present;
        9. Meet annually with the external auditor to review the financial statements;
        10. Have a separate agenda and terms of reference which reflect best practice for audit committees.
    3. Members
      1. This committee will consist of three trustees.
      2. The committee will be chaired by a member trustee.
        Note: Representatives of COPACS, SAA, STA, and CUPE are invited to attend these meetings. Other resource persons will be invited to attend as deemed appropriate by the committee.
         
    4. Meetings
      1. This committee will meet prior to the regular meeting of the Board.  The Chair of the Committee will report to the Board at regular meetings of the Board.
    5. Scope of Committee
    • Financial matters
    • Risk Management
    • Budget Planning/Internal Controls
    • Audit Committee
    • Capital Planning
    • Long Range Facilities Planning
    • Facility Operations and Maintenance
    • Technology
    • Transportation
    • Student Safety
    • Community Use
    • Occupational Health and Safety
      If policies call for routine approvals or routine advice to the Board on Finance, Facilities and Technology matters, these will be reviewed by this committee for recommendation to the Board.
  3. Policy Development Committee
    1. Purpose
      1. To assist the Board in keeping the Board Policy Handbook current and reflective of the Board’s direction.
    2. Powers and Duties
      1. Review all policies in the Board Policy Handbook at least once in a four-year term of office for currency and accuracy and to ensure the will of the Board is reflected in the contents of the Board Policy handbook.
      2. Review perceived need for new Board policies as and when referred to the committee by the Board and oversee the development of new policies for possible recommendation to the Board for approval.
      3. Review Board minutes at least annually to identify any motions which have continuing force for possible inclusion in existing policies or which would require additional policy development.
      4. Review changes, deletions or additions to Administrative Procedures if referred by the Board for advice.
    3. Membership
      1. The Committee will consist of three trustees.  The Committee will be chaired by a member trustee.
        Note: Representatives of COPACS, SAA, STA, and CUPE are invited to attend these meetings. Other resource persons will be invited to attend as deemed appropriate by the committee.
         
    4. Meetings
      1. This committee will meet prior to the regular meeting of the Board. The Chair of the Committee will report to the Board at regular meetings of the Board.
    5. Scope of Committee
    • Review existing policies
    • Initiate the development of new policies
    • Initiate policy changes and processes
    • Review new or revised policies and make recommendations to the Board
  4. Education Directions Committee
    1. Purpose
      1. To discuss and make recommendations to the Board on the general directions for education in the district and to be the vehicle for regular reports to the Board on educational programs.
    2. Powers and Duties
      1. Monitor and review progress on implementation of provincial and local educational programs, and make recommendations to the Board as appropriate.
      2. Review educational issues referred to the committee by the Board.
      3. Consider proposals for future educational programs.
    3. Membership
      1. Three trustees shall constitute the committee,
        Note: Representatives of COPACS, SAA, STA, and CUPE are invited to send non-voting representatives to attend these meetings.  Other resource persons will be invited to attend as deemed appropriate by the committee.
         
      2. The Committee will be chaired by a member trustee.
    4. Meetings
      1. This Committee will meet prior to the regular meeting of the Board.  The Chair of the Committee will report to the Board at regular meetings of the Board.
    5. Scope of Committee
    • Curriculum
    • Field Trips
    • Research
    • Scholarships
    • Assessment
    • Learning Services
    • Instructional materials

Ad Hoc Committees or Advisory Committees

Ad Hoc Committees may be established to assist the Board on a specific project for a specific period of time. The terms of reference for each committee will be established by Board motion at the time of the formation. Such committees shall cease to exist when the purpose has been achieved.  The Chair of the Board shall appoint membership and the Chair of the committee.

 

Reference:
  • Sections 65, 85 School Act

Approved:
  • November 2020

Amended:
  •