Loading...
HomeMy WebLinkAbout05 Concepts and Format re Committee Structure GOVERNANCE BY-LAWS AND STANDING RULES Enacted: (insert date) Revised: (insert date) Table of Contents 2 O CDSB Governance By-laws and Standing Rules BY-LAWS AND STANDING RULES BEING the rules governing the establishment and composition of the Board under the Education Act of Ontario, and regulations made thereunder, which rules shall apply to the structure and 1 January 2011 proceedings of the Board from , unless or until amended by resolution of the Board. INTERPRETATION In these by-laws and standing rules: Board means the Ottawa-Carleton District School Board (District School Board 25) Chair means the Chairperson of the Board Vice-Chair means the Vice-Chairperson of the Board Member means an elected or appointed member of the Board of Trustees including the Chair Committee Chair means the Chairperson of a standing, Ad Hoc or other special purpose committee Director means the Director of Education and Chief Executive Officer Secretary means the Secretary of the Board, and may also mean an Assistant Secretary of the Board if the Director is also Secretary and delegates part of his or her duties as Secretary to an Assistant Secretary. Treasurer means the Treasurer of the Board, and may also mean an Assistant Treasurer of the Board if the Director is also Treasurer and delegates part of his or her duties as Treasurer to an Assistant Treasurer. Trustee means a member of the Board elected or appointed in accordance with the Municipal Elections Act. 48 hours' notice includes Saturday, Sunday, and statutory holidays. 3 O CDSB Governance By-laws and Standing Rules NAME 1.0 The official name of the corporation shall be The Ottawa-Carleton District School Board (as confirmed by Ontario Regulation 185/97 issued under the Education Act). HEADQUARTERS 2.0 The headquarters of the Board shall be located at 133 Greenbank Rd., Ottawa, Ontario. SEAL AND SYMBOL 3.0 The corporate seal and the official corporate logo shall be in such form as approved by the Board, provided that the seal shall bear the full official name of the corporation. BOARD OF TRUSTEES 4.0 The affairs of the corporation shall be governed by an elected a Board of Trustees elected or appointed consisting of twelve members in accordance with the Municipal Elections Act of Ontario or as may otherwise be prescribed in Ontario Regulations made under the Education Act. 4.1 Members of the Board shall include up to three two student trustees who are elected each year by the student body, and who sit as non-voting members in accordance with Board Policy P.017.GOV: Pupil Representation. DUTIES OF THE BOARD The board shall, 5.0 (a) promote student achievement and well-being; (b) (c) deliver effective and appropriate education programs to its pupils; (d) develop and maintain policies and organizational structures that, (i) promote the goals referred to in clauses (a) to (c), and (ii) encourage pupils to pursue their educational goals; (e) monitor and evaluate the effectiveness of policies developed by the board under clause (d) in achievin implementation of those policies; (f) develop a multi-year plan aimed at achieving the goals referred to in clauses (a) to (c); (g) director of education and (h) in meeting his or her duties under this Act or any policy, guideline or regulation made under this Act, including duties under the plan referred to in clause (f). (i) undertake any other duties assigned by board policy or motion. 4 O CDSB Governance By-laws and Standing Rules DUTIES OF BOARD MEMBERS 6.0 A member of a board shall, (a) carry out his or her responsibilities in a manner that assists the board in fulfilling its duties; (b) attend and participate in meetings of the board, including meetings of board committees of which he or she is a member; (c) multi-year plan; (d) bring concerns of parents, students and supporters of the board to the attention of the board; (e) uphold the implementation of any board resolution after it is passed by the board; (f) entrust the day to day management of the board to its staff through the (g) maintain focus on student achievement and well-being; and c (h) . OFFICERS 7.0 The officers of the corporation shall be: The Chair The Vice-Chair The Director The Secretary The Treasurer except that where the Director is also Secretary, the Assistant Secretary shall be an officer; and where the Director is also Treasurer, the Assistant Treasurer shall be an officer. DUTIES OF OFFICERS 8.0 The Chair shall: 8.1 8.2 provide leaders multi-year plan; 8.3 in consultation with the Director prepare and approve the agenda for all regular, special or extraordinary meetings of the Board and ensure that members of the board have the information needed for informed discussion of the agenda items; 8.4 call the meetings of the Board to order having established that quorum is present, and preside thereat; 5 O CDSB Governance By-laws and Standing Rules 8.5 practices for the conduct of board meetings; 8.6 8.7 act as spokesperson to the public on behalf of the board, unless otherwise determined by the board; 8.8 sign such corporate documents as require the signature of the Chair; and 8.9 assume such other responsibilities as may be specified by the board 9.0 The Vice-Chair shall: 9.1 fulfill the duties of Chair when the Chair is temporarily absent or otherwise unable to perform the duties of office; and 9.2 preside at meetings of the Board meeting as a Committee of the Whole (need to add some kind of discretion or rotation to accommodate the COW structure). 10.0 The Director shall: 10.1 collaborate with the Chair in the preparation of agendas for meetings of the Board and ensure the preparation of timely and accurate staff reports as may be required; 10.2 render such advice and assistance to the Chair and members as may be required during meetings; and 10.3 ensure that the decisions and the policies of the Board are implemented. 11.0 The Secretary shall: 11.1 be responsible for circulating notices, agendas and reports, and minutes of meetings to the Board and others who are entitled to received such materials; 11.2 ensure that accurate minutes are prepared of all Board meetings, and that the minutes, when confirmed, are signed by the Chair or presiding member and are safeguarded in a Book provided for that purpose; and 11.3 produce the Minute Book at any reasonable time during normal business hours to anyone entitled to see the Minute Book. 12.0 The Treasurer shall: 12.1 receive and account for all money of the Board, and deposit all money received on account of the Board into a bank account or accounts opened in the name of the Board in such place of deposit as may be approved by the Board; 6 O CDSB Governance By-laws and Standing Rules 12.2 disburse all money as directed by the Board in accordance with the annual budget plan or by other resolutions or directions; 12.3 prepare and submit to the Board or a Committee or Committees of the Board such financial reports as the Board may direct by policy or by resolution; and 12.4 produce, when required by the Board, the auditors, or other competent authority, all papers and money in the Treasurer's possession, power or control belonging to the Board. SIGNING OFFICERS 13.0 The Board may, by resolution or in policy, appoint any officer, officers or other persons to sign contracts, documents or instruments in writing generally, or to sign any specific contract, document or instruments, or class thereof; may amend or repeal such signing authority from time to time by resolution; and attach such conditions to signing authority as it deems appropriate. MEETINGS OF THE BOARD 14.0 General The meetings of the Board shall be held at the headquarters of the Board, unless otherwise determined by resolution of the Board, or by the Chair of the Board with the consent in writing, by electronic means or by voice, of a majority of Board members. 15.0 Regular meetings The Board will meet 2x per month on Tuesdays The time required for board meetings should be shorter because all items have been to Committee of the Whole Committee of the Whole will meet 4x per month 2x in public and 2x in camera Committee of the Whole in camera would meet on the same nights as Board Committee of the Whole Public will meet on the first and third Tuesdays Committee of the Whole Public will begin at 7:00 pm Committee of the Whole in Camera will begin 6:30 pm Board meetings will begin at 8:00 pm 16.0Chair The Chair of the Board will chair the Board meetings The Vice Chair will chair the COW in camera meetings To distribute the work of chairing meetings and to ensure development opportunities for all members, the Board will annually elect two members to the role of chair for the COW public meetings 7 O CDSB Governance By-laws and Standing Rules 17.0 Non-voting representatives The appointment of non-voting representatives, in a manner similar to the current process, would continue for Committee of the Whole Public meetings Each organization that has representation would appoint a member and an alternate 18.0 Location of meetings Committee of the Whole Public and Board Meetings will be held in the Board Room Committee of the Whole in camera will be held in the Trustee Committee Room 19.0 Other Committees SEAC would continue in its current form with a meeting one time per month SEAC reports would go directly to Committee of the Whole Public Budget issues would be dealt with by Committee of the Whole. However, for the purposes of deliberating on the annual budget, a series of Committee of the Whole (Budget) meetings would be scheduled outside of the regular Tuesday night schedule Audit Committee is expected to change as a result of the pending regulation and will include members other than Board members Audit Committee reports would go directly to Committee of the Whole Public SALEP would continue in its current form Ad Hoc Committee, as required, would report to Committee of the Whole Public 20.0 Agendas Committee of the Whole Public agendas will be released on the Friday ten days prior to the meeting Committee of the Whole in Camera and Board meeting agendas will be released on the Friday prior to the meeting 21.0 Reporting Committee of the Whole reports would go to Board for approval Only include items recommended by COW would go forward to Board for approval Note: Under Kerr and King, the Committee of the Whole report is to be dealt with as one motion, a package which is accepted or rejected without debate or amendment The COW report going forward to the Board will be the report from the previous week 8 O CDSB Governance By-laws and Standing Rules The COW in camera report going forward to the Board will be from the previous COW in camera meeting, unless the item is deemed urgent 22.0 Adjournment Greater clarity will be brought to the language and rules regarding adjournment A 10:30 vote will be maintained with a two-thirds majority of members present will be required An 11 pm vote will be maintained with unanimous consent to continue the meeting 9 O CDSB Governance By-laws and Standing Rules Appendix A Governance Structure Insert table of governance structure — see AMDSB page 35 of 35 11