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OTTAWA - CARLETON DISTRICT SCHOOL BOARD
TO: The Board
REPORT NO. 2, CHAIRS' COMMITTEE
DATE: 31 March 2004
A meeting of the Chairs' Committee was held this evening commencing at 7:30 p.m.
in the Trustees' Committee Room, 133 Greenbank Road, Ottawa, with Trustee Lynn Graham in
the Chair, and the following also in attendance:
MEMBERS: Trustees Margaret Lange, Sheryl MacDonald, Lynn Scott and
Joan Spice
ALSO PRESENT: Trustees Riley Brockington, Alex Getty and Greg Laws
STUDENT TRUSTEES: Evelyn Dormer and Tyler Meredith
STAFF: Lorne Rachlis, Director of Education and Secretary of the Board
Joan Melancon, Assistant Secretary of the Board
Bruce Fraser, Committee Coordinator
NON VOTING
REPRESENTATIVES: Dean Bridgewater, Ottawa - Carleton Secondary School Administrators'
Network
Cindy Dubue, Ontario Secondary School Teachers' Federation (Support
Staff)
Pam Fitzgerald, Ottawa- Carleton Assembly of School Councils
Susan Rab, Ontario Secondary School Teachers' Federation
David Wildman, Ottawa - Carleton Elementary Teachers' Federation
Nancy Myers, Special Education Advisory Committee
Call to Order and Approval of Agenda
The Chair called the meeting to order at 7:30 p.m.
On a motion by Trustee Spice, the agenda was approved subject to the addition of a
Motion by Trustee Scott regarding Students' Community Service Hours following item 6)
Revisions to By -laws.
Public Question Period
There were no questions from the public.
Re: Enhancement of Student Participation in Board Governance
Your Committee had before it staff report No. 04 -181 seeking approval of a new policy
model for student participation in Board governance.
Chairs' Committee 1 31 March 2004
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Director Rachlis advised that the intent of the new policy is to provide increased
opportunities for student involvement in Board governance. A student advisory committee would
be formed, comprised of elected representatives from every high school in the district, and this
committee would select student trustees from among their number.
Director Rachlis noted the following corrections to the draft policy included in the
agenda package and asked that they be considered as part of the recommended policy:
• 4.1.2 - revise "Student Trustee Advisors shall serve for one school year only. ";
•' 4.1.9 - replace "Education Committee" with "Chairs' Committee ";
• 4.2 - change "Selection" to "Election " in all instances;
• 4.4.7 - delete entire section
• 4.7.1 and 4.7.2 - replace "Student Trustees..." with "Student Trustee Advisors...
Student Trustee Dormer referred to the Student Presidents' Council's recommendations
that were included in the Trustees' information packages and noted the key areas in which
amendments to the staff proposal are being proposed. She noted that student council elections are
complicated and stressful for students. The election process for a student trustee advisor would
result in additional stress which could be avoided if the Student Presidents' Council continued to
select the student trustees.
Trustee Spice asked if copies of the minutes of Student Presidents' Council meetings are
available. Staff agreed to follow up with Superintendent Larry Archibald's office.
Chair Graham explained that each recommendation from the Student Presidents' Council
should be debated and voted on separately.
Trustee Getty moved as follows:
THAT the Ottawa- Carleton District School Board approve the revised policy (with the
corrections noted above) on student representation: Student Trustee Advisory Committee
and Student Trustees (Pupil Representation on Boards).
Trustee Sheryl MacDonald noted that she would move all of the Student Presidents'
Council recommendations on behalf of the Student Trustees and moved in amendment THAT
Section 3.1 be revised to read:
3.1 The Board shall establish a Student Advisory Committee whose purpose shall be
to advise the Student Trustees in matters relating to students of the OCDSB and
the business of the Board.
Trustees speaking in support of the amendment expressed the view that the Student
Advisory Committee should be providing advice to student trustees not directly to the Board as
that is the role of the Student Trustees. Student Trustee Meredith noted that it would be difficult
for student trustees to advise the Board without direction from the student body.
Trustees speaking against the amendment expressed the view that the Advisory
Committee should be provided with the opportunity to advise the Board as well as Student
Trustees.
The amendment was carried.
Chairs' Committee 2 31 March 2004
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Trustee Sheryl MacDonald moved in amendment THAT Section 3.2 be revised to read:
3.2 Student Trustees will be selected by the Student Presidents' Council no later than
May 31 each year for a one year term to take effect August 1 of the same year, so
as to allow for proper orientation to their role.
Director Rachlis noted that the amendment reflects one of the main differences between
his and the students' proposal. He clarified that a Student President could also be a member of
the Student Trustee Advisory Committee.
Trustees speaking in support of the amendment expressed the view that the election of a
Student Advisory Committee as well as Student Presidents' Council (SPC) will require additional
staff resources and that SPC would be better positioned to select student trustees. It was noted
that it may be difficult to attract students to run for the Advisory Committee.
In response to a query regarding the current process for electing Student Councils, Susan
Rab noted that the process is decided at the school level and therefore varies across the district.
Trustees speaking against the amendment expressed the view that the recommendation in
the staff report would enhance the democratic process by increasing student awareness of
governance activities and encourage greater student participation.
The amendment was defeated.
An amendment by Trustee Scott THAT "...an honorarium..." be replaced with "...an
award..." in Section 4.4.1 was accepted as friendly.
An amendment by Trustee Spice THAT Section 4.7.2 be deleted and Section 4.7.1 be
revised to read as follows was accepted as friendly:
read:
4.7.1 Student Trustee Advisors and members of the Board will meet at least annually
to discuss relevant issues."
Trustee Sheryl MacDonald moved in amendment THAT Section 4. 1.1 (ii) be revised to
4. 1.1 (ii) Student Trustee Mentor as determined by the Board;
The amendment was defeated.
Chair Graham called a brief recess to provide Trustee Sheryl MacDonald and the Student
Trustees an opportunity to review the remainder of the proposed revisions from the Student
Presidents' Council.
Trustee Sheryl MacDonald moved in amendment THAT Section 4.1.4 be deleted.
Student Trustee Dormer explained that the SPC was concemed that a quorum of 50% at
Student Advisory Committee meetings could be difficult to achieve due to the number of students
involved.
Chairs' Committee 3 31 March 2004
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Director Rachlis noted that a quorum of fifty percent is not critical as the Committee is
now being recommended as an advisory committee to Student Trustees and not the Board.
An amendment by Trustee Laws THAT Section 4.1.4 be revised to read: "A quorum
exists if Student Trustee Advisors from 35% or more..." was accepted as friendly.
added:
Trustee Sheryl MacDonald moved in amendment THAT the following Section 4.1.10 be
4.1.10 The Student Trustee Advisory Committee will keep an updated website where all
business will be reported.
Trustee Brockington moved THAT the amendment be referred to staff to determine the
costs involved. The motion to refer was carried.
added:
Trustee Sheryl MacDonald moved in amendment THAT the following Section 4.6.4 be
4.6.4 Before a vote is called Student Trustees will be asked to indicate how they would
like trustees to vote. This will be reflected in the minutes and will apply to all
non - procedural issues.
Trustees speaking against the motion expressed the view that the minutes are not a
verbatim record of proceedings and that student trustees have the same right as Board members to
express their views during debate and to have comments summarized in the minutes.
Student Trustee Meredith commented that student trustees represent students, not
taxpayers, and do not have the same privileges as Board members with respect to the recording of
debate and commentary in the minutes of meetings. He submitted that the amendment would
provide a degree of accountability, as the views of student trustees would be recorded in the
minutes.
The amendment was defeated.
The motion, as amended, was carried. On a motion by Trustee Getty, therefore, your
Committee recommends:
THAT THE OTTAWA - CARLETON DISTRICT SCHOOL BOARD APPROVE THE
REVISED POLICY, AS AMENDED, ON STUDENT REPRESENTATION:
STUDENT TRUSTEE ADVISORY COMMITTEE AND STUDENT TRUSTEES
(PUPIL REPRESENTATION ON BOARDS). (Attached as Appendix A)
4. Performance Appraisal of the Director of Education ,
Your Committee had before it staff report No. 04 -098 proposing a process for the
performance appraisal of the Director of Education.
Trustee Scott moved THAT a committee of trustees be struck to meet with the
Director to begin the implementation of the process for the performance appraisal of the
Director of Education.
Chairs' Committee 4 31 March 2004
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An amendment by Trustee Brockington THAT "at least three" be added
following "THAT a committee of ... ", was accepted as friendly.
The motion, as amended, was carried. On a motion by Trustee Brockington, therefore,
your Committee recommends:
THAT A COMMITTEE OF AT LEAST THREE TRUSTEES BE STRUCK TO
MEET WITH THE DIRECTOR TO BEGIN THE IMPLEMENTATION OF
THE PROCESS FOR THE PERFORMANCE APPRAISAL OF THE
DIRECTOR OF EDUCATION.
It was noted that the appointment of trustees to the Committee would take place
at the next Board meeting.
5. Minor Revisions to the Board's By -laws
Your Committee had before it staff report No. 04 -100 presenting minor revisions to the
Board's By -laws to provide clarification and consistency.
Joan Melancon explained that the first two recommendations in the report were
housekeeping items and included for information and the last two recommendations have not
received the required two weeks' notice, but would meet the notice requirements for the next
Board meeting.
It was noted that trustees could e-mail questions or recommendations regarding changes
to the By -laws to Joan Melancon.
6. Revision to the By -laws, 10:30 pm Vote
Notice having been given, Trustee Lange moved as follows:
Whereas there is ongoing confusion as to the meaning of the by -law regarding the
10:30 pm vote, in order to clarify the by -law, thereby ensuring consistency of
interpretation;
THEREFORE BE IT RESOLVED,
THAT item 17. 1, Adjournment be revised to read as follows:
At 10:30 pm the Chair shall interrupt any item under discussion for trustees to vote on
whether to continue the meeting. The meeting will adjourn unless two thirds of those
present for the vote cast a vote in favour of continuing the meeting.
Trustees speaking in support of the motion expressed the view that a 10:30 vote is useful
and that the revised wording ensures that a meeting is not continued by a minority vote.
Speaking against the motion, Trustee Laws noted that meeting efficiency sometimes
increases following the 10:30 vote but debate is restricted by time constraints.
The motion was carried. On a motion by Trustee Lange, therefore, your Committee
recommends:
Chairs' Committee 5 31 March 2004
17
THAT ITEM 17. 1, ADJOURNMENT BE REVISED TO READ AS FOLLOWS:
AT 10:30 PM THE CHAIR SHALL INTERRUPT ANY ITEM UNDER DISCUSSION
FOR TRUSTEES TO VOTE ON WHETHER TO CONTINUE THE MEETING. THE
MEETING WILL ADJOURN UNLESS TWO THIRDS OF THOSE PRESENT FOR
THE VOTE CAST A VOTE IN FAVOUR OF CONTINUING THE MEETING.
Revision to Board By -laws - Adjournment
Notice having been given, Trustee Laws moved as follows:
Whereas a "motion to adjourn" is always in order, is non - debatable, is non - amendable
and is approved by a majority of votes cast;
Whereas the 10:30 p.m. "vote on Adjournment" is therefore both unnecessary and has the
effect of limiting the opportunity for trustees to participate fully in debates as the time for
this vote approaches;
Whereas the 11:00 p.m. "vote on Adjournment" is also unnecessary and also has a
limiting effect on trustee participation and debate;
Whereas the 11:00 p.m. "vote on Adjournment" furthermore appears to often have the
disturbing effect of compressing large amounts of business into a half hour time period
(10:30 p.m. to 11:00 p.m.), where debate often becomes limited and superficial;
THAT the second paragraph (11:00 p.m. vote) of Article 17. 1, of the OCDSB By -laws
and Standing Rules, be deleted.
Joan Melancon explained that only Part B of Trustee Law's original motion would be in
order at Committee, as Part A was addressed above, and Trustee Lange's motion is the
Committee's recommendation to the Board on the issue of the 10:30 p.m. vote.
Trustee Laws reiterated that adjournment can be moved at any time so an 11:00 p.m. vote
is not necessary.
Trustees speaking against the motion expressed the view that the 11:00 p.m. vote
improves the effectiveness of a meeting. It was noted that, while some debate may be condensed
due to time constraints, long meetings can sometimes result in unnecessary debate.
Trustee Scott expressed the view that Trustees are aware of time sensitive issues and
would likely vote to continue a meeting to complete an item of an urgent nature.
The motion was defeated
With the Committee's agreement item 6d) Consent Agenda was moved to the next item
of business.
Chairs' Committee
31 March 2004
I
8. Revision to Board By -laws - Consent Agenda
Notice having been given, Trustee Laws moved as follows:
Whereas the Board needs a more efficient way of addressing its business in a timely way
and discussing items of importance, while not allowing minor items to disrupt the
agenda;
THEREFORE, BE IT RESOLVED:
THAT the use of a consent agenda be approved for Board meetings.
In response to a request for clarification of process, Joan Melancon.explained that the
Chair would ask trustees to note issues on the agenda which require discussion. Items which are
not identified as requiring discussion would be approved together without debate. She noted that
a process should be developed to address the Board's needs and the use of a consent agenda could
be initiated for a trial period to determine its effectiveness.
Trustee Lange moved in amendment:
THAT the use of a consent agenda be approved in principle for Board meetings and a
detailed process be developed and brought to the next Chairs' Committee meeting.
Trustee Getty expressed concern with approving a process in principle that has not been
developed.
Trustee Getty moved THAT the revised motion be referred to staff for a report back to
the next Chairs' Committee meeting..
The motion to refer was carried.
Revision to Board By -laws - Reconsideration
Notice having been given, Trustee Laws, introducing each part of the motion separately,
moved as follows:
Whereas Kerr & King (Third Edition), Regulatory Motions (p. 205) states:
"7t has also been permissible in times past for members to give notice for reconsideration
of a motion to take place at a later meeting. This practice is open to abuse,
because one or two members could thus suspend or freeze an action that had
been properly approved by a majority. To avoid such a hiatus, it is now the
practice to reconsider a decision only at the same meeting or conference at
which the original vote was taken. "
THEREFORE, BE IT RESOLVED:
A. THAT a second sentence be added to Part b) of Article 6.1 of the OCDSB "Rules
of Order for Board and Committee Meetings" which shall read as follows:
Chairs' Committee 7 31 March 2004
1q.
"Such notice must include the rationale(s) for moving the motion to
reconsider. "
The motion was carried.
A motion to continue the meeting past 10:30 p.m. was carried by a two - thirds majority
vote.
B. THAT a new Part c) be added to Article 6.1 of the OCDSB "Rules of Order for
Board and Committee Meetings" which shall read as follows:
"and will be immediately ruled "out of order" by the Chair, if the
rationale(s) fail to provide "new information " or fail to prove that the
original decision on the substantive motion was "made in haste ". "
Trustee Laws explained that the intent of the motion is to expedite decision
making and suggested that "Chair" could be revised to "Trustees."
Trustees speaking against the motion supported the current process whereby
Trustees decide at a Board meeting whether the issue should be reconsidered.
The motion was defeated.
•
C. THAT a second sentence be added to the first paragraph of Article 6.2 of the
OCDSB "Rules of Order for Board and Committee Meetings" which shall read
as follows:
"However, staff work towards implementation of an adopted motion will
not be suspended by the motion to reconsider. "
Trustee Laws expressed the view that staff should continue to take action until
the Board decides to reconsider an issue.
An amendment by Trustee Scott THAT "...by the motion to reconsider." be
replaced with "...by the notice of motion to reconsider." was accepted as friendly.
Director Rachlis noted that a notice of reconsideration would not affect staff's
work, but that a decision would not be fully implemented pending the result of
reconsideration. If a decision regarding a particular matter was imminent, staff would
inform the Chair in order for trustees to decide if a special Board meeting is warranted to
deal with the issue.
Trustees speaking against the motion expressed the view that reconsideration of
an item is not done frequently or frivolously and staff have provided clarification that
work will continue pending reconsideration.
The motion was defeated.
Chairs' Committee 8 31 March 2004
D. THAT a new sentence be inserted prior to the existing sentence of Article 6.7 of
the OCDSB "Rules of Order for Board and Committee Meetings" which shall
read as follows:
"A motion to reconsider which is not dealt with at the board meeting
immediately following the notice of its introduction will be considered to
have been defeated. "
Trustee Laws explained that the motion prevents the possibility of a motion of
reconsideration delaying the implementation of a decision for a significant period of time.
A motion by Trustee Spice THAT "and a special Board meeting to deal with the
motion to reconsider will be called if the next regular Board meeting is not scheduled
within two weeks." be added to the end of Part D was accepted as friendly.
The motion was defeated.
On a motion by Trustee Laws, therefore, your Committee recommends:
THAT A SECOND SENTENCE BE ADDED TO PART B) OF ARTICLE 6.1 OF THE
OCDSB "RULES OF ORDER FOR BOARD AND COMMITTEE MEETINGS"
WHICH SHALL READ AS FOLLOWS:
"SUCH NOTICE MUST INCL UDE THE RATIONALE(S) FOR MOVING THE
MOTION TO RECONSIDER. "
10. Students' Community Service Hours
Notice having been given, Trustee Scott moved as follows:
THAT, for the purpose of recognizing student volunteer hours toward the completion of
their secondary school graduation requirements, the Board accept community service
hours submitted by students engaged in community fund- raising for charitable purposes
by recognized charitable organizations such as the Canadian Cancer Society, Heart &
Stroke Foundation, and similar organizations, including hours spent in neighbourhood
canvassing, subject to the following conditions:
i) The student is age 16 or over.
ii) Parental or other responsible adult supervision is provided.
iii) In- school canvassing for the charitable purpose is prohibited.
iv) The fund- raising is in support of a recognized charity, excluding for
school purposes or for a religious organization.
Trustee Scott noted that a prohibition on door -to -door canvassing is included in the
guidelines regarding Community Service Hours. She expressed the view that older students
should be permitted to undertake canvassing on behalf of charitable organizations.
Director Rachlis agreed that the recommendation appears to comply with Ministry of
Education guidelines and staff would revise material going to schools.
Chairs' Committee 9 31 March 2004
ai
In response to a query regarding the degree of supervision required, Trustee Scott
expressed the view that supervision of a general nature would be required but it was not her intent
that an adult would be required to accompany a student door -to -door.
The motion was carried. On a motion by Trustee Scott, therefore, your Committee
recommends:
THAT, FOR THE PURPOSE OF RECOGNIZING STUDENT VOLUNTEER HOURS
TOWARD THE COMPLETION OF THEIR SECONDARY SCHOOL GRADUATION
REQUIREMENTS, THE BOARD ACCEPT COMMUNITY SERVICE HOURS
SUBMITTED BY STUDENTS ENGAGED IN COMMUNITY FUND - RAISING FOR
CHARITABLE PURPOSES BY RECOGNIZED CHARITABLE ORGANIZATIONS
SUCH AS THE CANADIAN CANCER SOCIETY, HEART & STROKE
FOUNDATION, AND SIMILAR ORGANIZATIONS, INCLUDING HOURS SPENT
IN NEIGHBOURHOOD CANVASSING, SUBJECT TO THE FOLLOWING
CONDITIONS:
I) THE STUDENT IS AGE 16 OR OVER.
II) PARENTAL OR OTHER RESPONSIBLE ADULT SUPERVISION IS
PROVIDED.
III) IN- SCHOOL CANVASSING FOR THE CHARITABLE PURPOSE IS
PROHIBITED.
IV) THE FUND- RAISING IS IN SUPPORT OF A RECOGNIZED
CHARITY, EXCLUDING FOR SCHOOL PURPOSES OR FOR A
RELIGIOUS ORGANIZATION.
11. New Business
In response to a query by Trustee Spice regarding the goal setting process, Director
Rachlis requested that trustees interested in participating advise his office.
12. Adjournment
Unanimous consent was not given to continue the meeting past 11:00 pm and the meeting
therefore adjourned at 11:00 pm.
The following information items were noted:
• Annual Report, MFOI and Protection of Privacy
• Annual Report, Public Salary Disclosure
BAF
Chairs' Committee
Lynn Graham
Chair
Chairs' Committee
31 March 2004
Draft to Board for approval —13 April 2004
OTTAWA- CARLETON DISTRICT SCHOOL BOARD
POLICY P.017.GOV
TITLE: STUDENT TRUSTEE ADVISORY COMMITTEE AND STUDENT TRUSTEES
(PUPIL REPRESENTATION ON BOARDS per THE EDUCATIONACT)
Date issued:
Last Revised:
Authorization:
1.0 OBJECTIVE
1.1 To provide for pupil representation on the Board in accordance with the Education Act.
1.2 To establish opportunities for students to become informed and involved in Board governance.
1.3 To provide resources for students to understand the issues and operation of public education.
2.0 DEFINITIONS
2.1 Student Trustees is understood to mean personal involvement of students in Board governance in
compliance with the Education Act and its Regulations. Under the Act, a Student Trustee is not a
member of the Board, and as such shall not have voting rights, attend in camera meetings or
receive a Board Member honorarium
2.2 In this policy, the "Student Trustee Advisory Committee" or the "Committee" is understood to
mean the Ottawa - Carleton District School Board Student Trustee Advisory Committee.
3.0 POLICY
3.1 The Board shall establish a Student Trustee Advisory Committee whose purpose shall be to advise
the Student Trustees in matters relating to students of the Ottawa - Carleton District School Board
and the business of the Board.
3.2 Two of the student members, chosen by the student members of the Student Trustee Advisory
Committee, shall serve as Student Trustees.
4.0 SPECIFIC DIRECTIVES
4.1 Committee Membership and Terms of Reference
(a) The Committee will consist of-
(i)
one student voting member from each secondary school, to be known as Student
Trustee Advisors;
(ii)
two non - voting Board members as determined by the Board, one to serve as
member and one as an alternate;
(iii)
one school administrator (principal or vice - principal) appointed by the Director
of Education as staff advisor; and
(iv)
the Director of Education or designate as administrative liaison.
(b) Student Trustee Advisors shall serve for one school year only.
(c) In the school year that they serve on the Committee, student members shall be senior
students in grade 11 or in grade 12.
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Draft to Board for approval —13 April 2004
(d) A quorum exists if Student Trustee Advisors from 35% or more of the secondary schools
and one Board member or administrator are present at a duly scheduled meeting of the
Committee.
(e) A budget for the operation of the Committee will be established annually in the Board's
approved expenditure budget from which Student Trustee Advisors shall be reimbursed
for out -of- pocket expenses incurred in fulfillment of their responsibilities, and in
accordance with Board policies and procedures.
(f) Student Trustee Advisors on the Committee will represent the students in their secondary
schools and will liaise with students in their feeder schools as appropriate.
(g) Student Trustee Advisors are expected to attend evening meetings of the Student Trustee
Advisory Committee and, as appropriate, evening meetings of the Board and/or assigned
Board committees.
(h) Appropriate Board documents and reasonable access to the Board's electronic mailing
system shall be provided to Student Trustee Advisors.
(i) The Committee will review this policy annually, usually in the spring, and may, as
required, propose amendments to the Board through the Chair's Committee.
4.2 Election of Student Trustee Advisors
(a) Each secondary school shall describe in its Student Council's constitution a process for
electing the school's Student Trustee Advisor.
(b) Students will be elected by their peers by May 31 each year to represent the school for the
coming school year as student members on the Student Trustee Advisory Committee.
(c) Each school's election process shall also describe a replacement process should a student
member resign from the Committee, fail to maintain regular attendance or otherwise
become disqualified to serve as a Student Trustee Advisor.
4.3 Structure of the Committee
(a) Prior to the end of the school year, the newly elected Student Trustee Advisors will meet
with the incumbent Committee members for in- service preparation and to define the
Committee's internal structure for the coming school year.
(b) Each year the Committee shall establish:
(i)
its process for selecting a chair and other officers if required;
(ii)
a meeting schedule which shall include all regular Board meetings;
(iii)
a process for determining which two student members from the Committee
membership will serve as Student Trustees at Board meetings;
(iv)
a process for assigning student members from the Committee as observers at
Board standing and advisory committees; and
(v)
a process for communicating information to their student councils and to the
students at their schools and, where appropriate, feeder schools.
(c) A Student Trustee Advisor is disqualified from office and the position is deemed vacant
if:
(i) the student is no longer enrolled in a secondary school of the Board; or
(ii) the student is absent from three consecutive meetings of the Student Trustee
Advisory Committee or from three consecutive regular meetings of a Board
committee which s/he has been designated to attend.
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P.017.GOV
Draft to Board for approval —13 April 2004
(d) Prior to the end of the school year, the student members of the Committee shall select two
of its student members as Student Trustees for the following school year, and assign other
student members as observers to Board standing and advisory committees.
4.4 Student Trustees
(a) Each of the two Student Trustees shall receive an award as provided in the Board's annual
expenditure budget.
(b) Reasonable out -of- pocket expenses shall be reimbursed in accordance with Board policy
and procedures. A communications budget shall be established in the annual expenditure
budget and be available to each Student Trustee in accordance with Board policy and
procedure.
(c) Student Trustees shall conform to the Code of Conduct required of Board members.
(d) A Student Trustee is disqualified from office and the position is deemed vacant if:
(i) the student is disqualified as a Student Trustee Advisor; or
(ii) the student is absent without approval of the Board from three consecutive
regular Board meetings which s/he has been designated to attend.
(e) If a Student Trustee wishes to resign, the student must notify the Board Chair and the
chair of the Student Trustee Advisory Committee in writing, preferably 30 days in
advance. Such a letter will be deemed to be a resignation.
(f) Should a Student Trustee fail to complete the term, the committee shall select a
replacement. Where the vacancy occurs after May 31, at the discretion of the committee
the position may be left vacant for the balance of the term, or may be assumed by an
incoming Student Trustee.
4.5 Role of the Student Trustee Advisors
(a) Student Trustee Advisors shall represent the interests of students at Student Trustee
Advisory Committee meetings.
(b) Student Trustee Advisors shall convey information to their Student Councils and to the
students at their schools and, as appropriate, to feeder schools on topics pertaining to
students and their schools which have been discussed at Committee meetings, as well as
other matters of interest to students and their schools.
(c) Student Trustee Advisors may be granted observer status at Board Standing and Advisory
Committees in accordance with Board Policy P.0 1 O.GOV: Community Involvement on
Board Standing Committees.
(d) Student Trustee Advisors may speak to any matter before a committee, in accordance
with the Governance Bylaws. Such participation shall provide for a student perspective to
be heard at the table and for feedback to students regarding committee decisions.
(e) Upon a request to the Assistant Secretary of the Board, on a meeting by meeting basis,
space will be designated for Student Trustee Advisors who are not Student Trustees and
who wish to attend the public Board meetings.
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Draft to Board for approval —13 April 2004
4.6 Role of the Student Trustees
(a) The Student Trustees may speak to any matter before the Board, in accordance with the
Board Governance Bylaws. Such participation shall provide for a student perspective to
be heard at the table, and for feedback to students regarding Board discussions and Board
decisions.
(b) When representing the views of the majority of Student Trustee Advisors, the Student
Trustee spokespersons shall so indicate.
(c) Student Trustees may indicate during Board debate or at the conclusion of debate prior to
wrap -up their views on a motion under consideration and may request that their views be
recorded in the minutes of the Board meeting.
4.7 Meetings with Members of the Board
Student Trustee Advisors and members of the Board will meet at least annually to discuss relevant
issues.
5.0 The Director of Education is authorized to issue such procedures as may be necessary to implement this
policy.
6.0 REFERENCE DOCUMENTS
The Education Act, s. 55; s. 191.2 and Education Act Regulation 461/97
Board By -Laws and Standing Rules
Board Policy P.004.GOV: Board Member Honoraria
Board Policy P.010.GOV: Community Involvement on Board Standing Committees
Board Policy P.039.FIN: Travel, Meal and Mileage Claims
Board Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency
Communications and Support Services
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