HomeMy WebLinkAbout05 Report 07-138 Structure of Board’s Organizational and Inaugural MeetingsOTTAWA- CARLETON
DISTRICT SCHOOL BOARD
26 September 2007
Report No. 07 -138 to Chairs' Committee
Re: Structure of Board's Organizational and Inaugural Meetings
ORIGINATORS: Dr. Lorne M. Rachlis, Director of Education/Secretary of the Board
Michele Giroux, Executive Officer, Corporate Services (ext. 8607)
Monica Ceschia, Manager of Board Services
PURPOSE:
To seek approval for changes to streamline the process for the Board's organizational meeting
held each year, between municipal elections and for the inaugural meeting of the Board (held
following a municipal election).
BACKGROUND:
2. Following the Board's Inaugural/Organizational Meeting on 05 December 2006 staff met to review
ways to enhance the decision making process for the board's organizational and inaugural meetings
to increase efficiency and effectiveness.
One item discussed was the length of time taken to make appointments. These appointments are:
Chair of the Board, Vice -Chair of the Board and membership on standing, statutory, advisory and
ad hoc committees. Historically, the Board has used the nomination method at the meeting itself,
that is having nominations put forward at the meeting for all positions and then having an election
by ballot for each position. This is often time consuming.
STATUS:
4. Kerr & King, §131, speaks to the following three nominations methods:
a) the invitation method,
b) the complement method, and
c) the selection method.
Information on the various methods from Kerr & King:
Invitation Method
A general invitation is sent out before the meeting to the specific electoral body, in this case to all
board members. Nominations are invited for persons to volunteer and /or to nominate other board
members to fill all vacant positions.
Complement Method
This method complements the invitation method by ensuring that a complete slate of candidates
will be presented to the meeting. A nominating committee would seek out candidates for any
positions for which no names were received in response to the general invitation. This enables
members to consider further nominations to fill vacant positions or to provide alternative
candidates for one or more positions.
Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
Selection Method
A committee would be responsible for receiving suggestions, seeking out candidates, and making
recommendations for each office (encouraging qualified candidates to stand for office).
Comparing these methods and how the Board currently conducts its business, it is clear that the
meeting could be streamlined, for example, by using a mechanism to allow nominations to be put
forward prior to the Board's organizational/inaugural meeting. This would streamline the meeting
and focus the deliberation on membership to those committees which have more applicants than
positions or insufficient applicants. The process could be as follows:
• the Secretary of the Board invites nominations for vacant positions on or before 15
November,
• the deadline for the nomination forms to be returned to the Secretary of the Board will be a
minimum of 10 calendar days after the issuance of the nomination forms,
• a board member can nominate him or herself or another board member who is willing to
accept the nomination,
• the Secretary of the Board will provide a report in advance of the meeting to give members
time to consider the slate and to note any outstanding vacancies,
• when the circulated names are presented at the meeting, they are regarded as nominations
from the floor, and the chair, once elected provides an opportunity for members to put
forward further nominations,
• any nominations put forward at the meeting are added to those which have been previously
submitted,
• if additional nominations are received in response to this invitation, the chair is responsible
for confirming that the persons concerned are willing to serve,
• positions for which the appropriate number of nominations have been received are
confirmed during the meeting (if no further nominations are made from the floor during the
meeting),
• if insufficient nominations are received for any positions nominations are instead to be
moved from the floor at the meeting in order to fill all positions, and
• if there are more nominations for the vacancies than there are positions available, an
election of board members would be held to fill all positions.
For information purposes, a draft procedure for this process is outlined in Appendix A. The
invitation method for nominations encourages the board member to consider committee
membership prior to the meeting with shared knowledge of expressed interest.
6. The process outlined above assumes that nominations would always be made from the floor.
Another alternative would be to restrict the advance nomination process to self - nomination only
and where the number of nominees is equal to the number of positions, nominations from the floor
would not be allowed and the advance slate of nominees would be ratified.
7. Board's By -laws and Standing Rules
Section 13 of the Ottawa - Carleton District School Board's By -laws and Standing Rules is attached
as Appendix B and outlines the process for the annual organizational meeting of the Board. An
amendment to the Board's By -laws and Standing Rules to implement the invitation method for
nominations would require two weeks notice in writing to all board members and approval of two -
thirds of all board members present at the meeting.
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Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
To effect such a change a new section 13.2 would be inserted which would read as follows:
13.2 No later than November 15 'h each year, the Director shall invite
board members to nominate or self nominate candidate to the positions
identified in section 13.4. Board members will be given a minimum of 10
calendar days to confirm their interest. If the exact number required is
achieved through the nomination process and no further nominations are
received at the meeting, then those appointments will simply be ratified as
part of the organizational/inaugural meeting. If more than or less than the
required nominations are received then nominations would be as outlined
in section 13.5 of the Board's By -laws and Standing Rules.
At the organization/inaugural meeting, the Director will provide a report outlining those positions
for which confirmation/ratification of the appointments is required and those positions for which
there are outstanding vacancies and /or too many nominations therefore requiring an election. The
regular election process will be in accordance with section 13 of the Board's By -laws and Standing
Rules.
9. The invitation method for nominations is intended to streamline the process while still affording
each member of the Board an opportunity to be considered for positions of interest.
10. Administrative Items
During the staffs review of process it was agreed that the following procedural issues would be
addressed for the next organizational meeting in December 2007 and the inaugural meeting in
December 2010. This is provided for board member information:
10.1 Section 283(3) of the Education Act states, "At the first meeting in December of
each year, the chief executive officer of a board shall submit to the board a report in a
format approved by the Minister on the action he or she has taken during the preceding 12
months under subsection (2) and a copy of such report shall be submitted to the Minister
on or before the 31st day of January next following. R.S.O. 1990, c. E.2, s. 283 (3).
To meet the legislative requirement in the Education Act, the agenda will incorporate a
standing opportunity at the organizational meeting, prior to new business, for the Director
to report out on accomplishments of the previous year.
10.2 A more ceremonial atmosphere will be incorporated for the meetings, for example:
• the singing of O Canada at the beginning of the meeting by a student group,
• as the official election returns are being read into the official record the board
member will stand as their name and zone is called,
• provide refreshments and an opportunity for fellowship following the meeting for
all those attending,
• invitations for inaugural meetings will include the board members' families, and
• for the inaugural meeting, provide a short program outlining the biographies of the
board members that could also include their election platform.
Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
10.3 A briefing session will be held with all board members for approximately 30 minutes prior
to the scheduled meeting to review process and expectations for the meeting.
10.4 A nomination form will be used as an aid to assist with the nomination process, (sample
attached as appendix Q.
10.5 Given that nominations for representatives to the Ontario Public School Board Association
are requested by the association in April, appointments will be made by the Board annually
in April/May for a one year term. In a municipal election year, appointments will be to
November with an automatic extension if an incumbent is re- elected at the inaugural
meeting for the balance of the annual term.
10.6 Outgoing board members will be recognized by presenting a small gift as a token for
service on the Board, at the last meeting of the Board. Invitations to the reception prior to
the Board meeting will be provided to the outgoing board member's family and friends.
Any outgoing board member who has been the Chair of the Board will be recognized by
including their term of Chairmanship on their gift as well as the tenure of the board
membership. Invitations will be forwarded to outgoing board members' family and friends
as well as to Federation representatives and appropriate staff.
10.7 Annually, as the Board votes to appoint a Chair of the Board, recognition will be afforded
to the outgoing Chair at the next Board meeting (two weeks later), once the new Chair has
been appointed.
10.8 Policy P.019.GOV, Special Education Advisory Committee establishes a Special
Education Advisory Committee as required by the Education Act and Ontario Regulation
464/97. Section 4.2 makes provision for a representative and alternate to be nominated by
associations and organizations and appointed by the Board. This appointment is typically
done at the organizational meeting. When putting forward names of the representative and
alternate, the association or organization will be asked to provide a short candidate profile
of the individual. This information will provide board members with background on the
individuals being appointed.
CONSULTATION PROCESS:
11. This report is being provided to the committee in response to requests to streamline the
organizational meeting. The committee will have an opportunity to discuss the proposed changes
and make a recommendation. Any changes to the Board's By -laws and Standing Rules must be
made by way of Notice of Motion by a member of the Board. Upon approval of the changes to the
Board's By -laws and Standing Rules, a copy of the procedure would be distributed for
information.
FINANCIAL IMPLICATIONS:
12. There are minimal financial implications as a result of the recommendations contained in this
report. The additional costs incurred are for refreshments for the organizational/ inaugural meeting
for all those in attendance and the cost to prepare and send the invitations.
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Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
RECOMMENDATION:
It is recommended
THAT the structure of the organizational/inaugural meeting be redesigned using the invitation
method for the nomination of board members to committees of the Board.
Dr. Lorne M. Rachlis
Director of Education/
Secretary of the Board
Michele Giroux
Executive Officer, Corporate Services
Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
Appendix A
Report 07 -138
PROCEDURE PR.XXX.GOV
TITLE: BOARD'S ORGANIZATIONAL AND INAUGURAL MEETINGS
Date issued: XX Month 2007
Last revised:
Authorization: Senior Staff YR/MO /DA
1.0 OBJECTIVE
To establish a procedure to streamline the process for the board's organizational and inaugural
meetings.
2.0 DEFINITIONS
2.1 Organizational Meeting refers to the board meeting at which the members of committees
are appointed. This meeting is to be held on the first meeting in December of each year.
2.2 Inaugural Meeting refers to the first meeting that the newly elected board holds, which
will be no later than seven days after the day on which the term of office of the board
commences.
3.0 RESPONSIBILITY
The Director of Education, Executive Officer Corporate Services
4.0 PROCEDURES
4.1 Nomination Process
a) A general invitation will be sent to board members, through the Secretary of the
Board inviting nominations to fill all vacant positions and encouraging board
members to consider all nominations to fill all vacant positions. The invitation
will state the term of office for the position and must be received by the Secretary
of the Board no later than three days before the meeting to be included.
b) The invitations will be forwarded no later than November 15the each year to
ensure sufficient opportunity for board members to self nominate or contact
nominees and obtain agreement on their interest to serve, if elected.
C) Nominations by invitation do not require a seconder.
d) A board member may nominate him or herself or another board member.
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Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
e) When nominating another board member, confirmation with the individual that he
or she is prepared to accept the nomination must be received by the nominator
prior to submission of the name.
4.2 The Secretary of the Board will provide a report to all board members of all nominations
received in advance of the meeting in order to give members time to consider the balance of
the slate and any outstanding vacancies.
4.3 At the first meeting in December of each year, the Director shall preside until the election
of the chair or, if in absence of the Director, the members present shall designate who shall
preside at the election of the chair, and if a member of the board is so designated, he or she
may vote at the election of the chair.
4.4 Nominations will be circulated at the Board organizational/inaugural meeting and will be
regarded as nominations from the floor, with the Chair providing an opportunity for
members to put forward further nominations.
4.5 Any additional nominations received at the meeting will be added to those previously
submitted on the nomination form, confirming that the members concerned are willing to
serve.
4.6 All positions for which sufficient nominations have been received by the nomination
process will be confirmed during the organizational meeting.
4.7 Positions where no nominations were received through the nomination process will require
nominations moved and seconded from the floor at the organizational/inaugural meeting.
4.8 Where more nominations for the vacancy or vacancies were received than there are
positions available, an election of the nominations will be held in order to fill the positions.
4.9 The Board will elect the following in order and by separate elections:
a) Chair of the Board,
b) Vice -Chair of the Board,
C) Chairs of Standing Committees, who will be elected in the following order:
i) Education Committee,
ii) Business Services Committee, and
iii) Human Resources Committee.
Each member shall sit on one of the above Standing Committees. In addition, the Chair
and Vice -Chair of the Board shall be members ex officio of all Standing Committees other
than the Chairs' Committee.
4.10 The Board will then proceed to appoint from the nomination forms, or elect other board
members to all standing, special purpose and ad hoc committees where more nominations
for the vacancy or vacancies were received than there are positions available.
4.11 To ensure continuity of the work of an ad hoc committee, the board member membership
of any ad hoc committee that has not completed its mandate as of the date of the Board's
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Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
annual organizational meeting will remain the same until the mandate of the committee has
been completed, with the proviso that board member members will be replaced if:
i) the basis for their membership in the committee changes as a result of the election
or appointment of the Chair or Vice -Chair of the Board and Chairs of standing
committees: or
ii) if they tender their resignation from the committee as of the date of the
organizational meeting.
4.12 Election Process
a) Voting will be by closed ballot.
b) Election will require majority of valid votes cast.
C) The Director shall appoint such assistants to conduct the election as necessary, but
no fewer than two. The Director will announce the results of the vote for the
election of the Chair, but will not declare the count. The Chair will announce the
results of the votes for all subsequent offices, but will not declare the count.
d) If no board member receives a clear majority, a second ballot shall be held.
Should no board member receive a clear majority on the second ballot, the name of
the person receiving the fewest votes will be dropped from the ballot and the board
members will vote anew and so continue until a member receives a majority vote.
e) If a tie vote occurs, a second ballot will be held between or amongst the board
members involved in the tie, to break the tie. If the vote results again in a tie, the
members involved will draw cards to determine the results, using Bridge
Convention to determine ranking of cards.
f) By resolution of the Board, all ballots will be destroyed after the elections have
been completed and the results declared.
5.0 APPENDICES
Attachment 1: Nomination Form
6.0 REFERENCE DOCUMENTS
Education Act, R.S.O. 1990, §58, 62, 202, 208
Ottawa - Carleton District School Board By -Laws and Standing Rules
Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
Appendix B
Staff Report 07 -138
Excerpt from Board's By -laws and Standing Rules — Section 13.0 Initial Meeting
13.0 Initial Meeting
13.1 The initial meeting of the Board each year shall be held on such date and at such
time as agreed by a majority of Board members, or as may be prescribed in
legislation or by regulation.
13.2 At the appointed hour, the Director shall call the meeting to order and, in the year
following a municipal election, shall read into the record the official returns from
the designated election officer or officers, whereupon the elected members shall
take their places and subscribe to declarations of office and oaths of allegiance as
prescribed in legislation. The Director shall preside until a Chair has been
elected.
13.3 The Board shall proceed to elect the following in order and by separate elections:
a) Chair of the Board,
b) Vice -Chair of the Board,
c) Chairs of Standing Committees, who shall be elected in the order shown
in Annex 2 of these By -laws.
13.4 Nominations shall be received from the floor and shall be seconded. A member
may move or second his or her own nomination. In the event a member
nominated for office is not present, the nominator or nominators shall satisfy the
presiding officer that the member's consent to nomination has been obtained.
The vote shall take place by closed ballot. Election shall require majority of
valid votes cast. If no member receives a clear majority, a second ballot shall be
held. Should no member receive a clear majority on the second ballot, the name
of the person receiving the fewest votes shall be dropped from the ballot and the
members shall vote anew and so continue until a member receives a majority
vote. The Director shall appoint such assistants to conduct the election as
necessary, but no fewer than two. The Director shall announce the results of the
vote for the election of the Chair, but shall not declare the count. The Chair shall
announce the results of the votes for all subsequent offices, but shall not declare
the count.
13.5 Where during an election a tie vote occurs, a second ballot shall be held between
or amongst the members involved in the tie, to break the tie. If a vote results
again in a tie, the members involved shall draw cards to determine the results,
using Bridge Convention to determine ranking of cards.
13.6 The Board shall then proceed to elect or appoint members or other persons to
such standing, special purpose or Ad Hoc committees as have been established,
and its representatives to other organizations and agencies. Where it has been
determined that selection to committee membership or as Board representative is
by means of election, the procedure outlined in 13.4 shall be followed.
To ensure continuity of the work of an ad hoc committee, the board member membership
of any ad hoc committee that has not completed its mandate as of the date of the
Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
Board's annual organizational meeting shall remain the same until the mandate
of the committee has been completed, with the proviso that board member members shall
be replaced at the time of the annual Board organizational meeting if (a) the basis
for their membership in the ad hoc committee changes as a result of the election
or appointment of the Chair or Vice -Chair of the Board and Chairs of Standing
Committees, thereby creating a vacancy among the non -ex officio board member
members or (b) they tender their resignations from the ad hoc committee as of
the date of the annual Board organizational meeting.
Notwithstanding the principle of continuity noted herein, the appointment of
members to an ad hoc committee must be confirmed by the newly elected board
at the start of a new term of office.
13.7 By resolution of the Board, all ballots shall be destroyed after the elections have
been completed and the results declared.
13.8 If a vacancy should arise in any of the above offices during the course of the term
of office, the Board shall elect another member to fulfill the unexpired term in
the manner set out above.
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Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings
Appendix C
Staff Report 07 -138
OTTAWA- CARLETON
DISTRICT SCHOOL BOARD
Appointment /Election Form
Position
Chair, Human Resources Committee
Number To Be Appointed
1
Appointment Authority
OCDSB By -laws and Standing Rules
Term of Appointment
December 1, 2007 to November 30, 2008
Ex- officio position (s)
Chair and Vice -Chair of the Board
Eligibility Requirements
Any member of the Board
Mandate
OCDSB By -laws & Standing Rules,
Annex 2, Section 1.3
Human Resources Committee
Policy development and evaluation in areas of human resources
management including compensation, benefits programs, vacation
and other leave entitlements, and working conditions generally; staff
training and development; evaluation and performance management
systems; collective bargaining; the hearing of grievances as may be
required under collective agreements or policy; and matters referred
by the Board.
Other Relevant Information
Human Resources Committee meets six times per year
(Oct/Nov /Feb/Mar/May /June, usually the first Tuesday of the month)
in the evening at the Administration Building.
Nominees (nominations /volunteers)
Agreement of
Nominee Confirmed
Number
Name
1.
Yes
No
2.
Yes
No
3.
Yes
No
4.
Yes
No
If you are nominating another board member you must ensure that the board member accepts
your nomination before putting his /her name forward.
Nominations must be received by the Secretary of the Board no later than ..............
Signature of Board member
Date
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Report No. 07 -138 Structure of Board's Organizational and Inaugural Meetings