HomeMy WebLinkAbout3. Ad Hoc Policy Review Committee -Terms of Reference 29 Oct 2024Policy Review Committee
Terms of Reference
1.Mandate
The mandate of the Policy Review Committee (the Committee)will be to assist the
Board in fulfilling its obligations related to the establishment,review,amendment,
implementation,rescission,and evaluation of policies.The Committee will work by
consensus to authorize the work required within the review process.Final
recommendations regarding policy changes or rescission require a recommendation
from the Committee as shared through reports from the Committee to the Board.
2.Responsibilities
The Policy Review Committee will work on the following items:
●Evaluate,monitor,and provide recommendations on the policy review
process;
●Subject to the outcome of the above,define and recommend the terms of
reference for a Standing Committee (or similar)on Policy and
Governance;
●Act as a forum for discussion of key policy issues and concerns;
●Provide feedback and recommendations for policy revisions as part of
the policy review process;
●Communicate to the Board,on a timely basis,policy needs arising from
new legislative or PPM requirements;
●Provide staff with recommendations regarding stakeholder consultation
plans as applicable;
●Make recommendations on required changes to the OCDSB By-Laws
and Standing Rules;and
●Perform additional duties delegated to the Committee by the Board
3.Membership
The Committee shall be composed of five trustees,appointed by the Board annually at
its organizational meeting.
All members of the Board shall be entitled to attend meetings of the Committee,to
receive all materials circulated to the committee,and to participate in debate,including
the making of motions and voting.
One representative non-voting member nominated by each of the following advisory
committees and external partners:
Revised 29 October 2024
●Indigenous Education Council
●Advisory Committee on Equity
●Parent Involvement Committee
●Special Education Advisory Committee;and
●the Ottawa-Carleton Assembly of School Councils
Non-voting representatives will be responsible for reporting to,consulting with,and
representing the views of,the members of their constituent committees/organizations on
policies that are being considered by the Committee.
The Committee shall appoint a Chair from amongst its members.
The Chair and Vice-Chair of the Board shall be ex-officio members and shall have full
privileges of committee membership and are included in the total number of trustees
appointed.
The Committee will be supported,as required,by the following internal Board
resources:
●Director or delegate (ex-officio)
●Executive Officer,Corporate Services
●Board Services
●Other staff and or guests as required.
4.Meeting Frequency
The Committee will aim to meet monthly.When determining meeting times,the varied
needs and availability of voting and non-voting members should be considered to
promote equitable engagement opportunities (e.g.scheduling meetings outside of
regular work hours).
5.Reporting Structure
The Chair of the Committee will establish the agenda in consultation with the Executive
Officer and Board Services in alignment with the policy review plan.
The agenda and meeting materials will be distributed to all members of the Board on
the Friday prior to the meeting.The Committee shall submit a report with
recommendations,if any,to the next scheduled meeting of the Board.The Committee
shall work by consensus and a straw vote will direct staff regarding minor suggestions
and changes to policy review timelines and work plans.Approval and rescission of
policies must always be determined by a majority vote of the Committee and will
proceed as a recommendation to the Board.
Revised 29 October 2024