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Policy 7: Committees of the Board

 

BOARD POLICY #7

POLICY TITLE

Committees of the Board

ORIGINAL DATE

July 2017

REVISED DATE

February 25, 2020, June 14, 2022

Policy Statement:

The Board has overall responsibility for providing an education system organized and operated in the best interest of students. To carry out its business in an effective and efficient manner the Board may find it necessary to appoint various committees to fulfill specific responsibilities.


Board Action:

The Board will establish committees that can perform, but not limited to the following functions:

  1. Be empowered to act on behalf of the Board;
  2. Conduct research and report back to the Board with recommendations; and
  3. Perform a liaison function.

The Board will determine the terms of reference for each committee, including purpose, powers, and duties, membership and meeting requirements. Board committees shall only exercise such powers as are specifically assigned by the Board and are not intended to do the work of administration.

Committees may be standing or ad hoc in nature.

General Requirements

  1. All committees shall function under Board-approved terms of reference, as outlined below.
  2. The Chair shall be an ex-officio member of every Board committee, except in those cases where a quorum of the Board is created.
  3. Committees have no legal powers unless empowered by the Board to make certain decisions on its behalf except for the Appeal Committee, which is empowered to expel students and make decisions on transportation appeals that are binding on the Board.
  4. Committees shall provide recommendations to the Board for final decisions, except as provided for in section 3 above.
  5. Committees shall meet as often as required and shall keep adequate notes regarding the proceedings of the meeting to report to the Board as required.
  6. Each standing committee shall select its Chair at the annual organizational meeting of the Board or the first time the committee meets.
  7. If possible, a trustee shall not be Chair of more than one (1) standing committee at the same time.
  8. Trustees shall be appointed to serve on committees at the pleasure of the Board.

Standing Committees

Standing committees are established to assist the Board with the work of an on-going or recurring nature.

Board Committee of the Whole is established as a standing committee of the Board, with responsibility for work as detailed below. The meeting will be held as required, dependent on agenda items.

  1. Appeal Committee
    1.  Purpose
      1. To make decisions concerning recommendations for the expulsion or transportation of any student, and any other matter that significantly affects the education of a student.
    2. Membership
      1. The entire Board, with a quorum of at least three (3) members necessary for the Committee to meet.
      2. Superintendent and designate(s), who act in an advisory, non-voting capacity.
    3. Meetings
      1. As detailed in Policy 8 – Appeals and Hearings Regarding Student Matters.
  2. Engagement Committee
    1.  Purpose
      1. The purpose of the Engagement Committee is to recommend the board's response to data collected from stakeholders and create short- and long-term plans for the Board of Trustees. This plan would be specific to the assurance framework plan.
    2.  Membership
      1. This is a standing committee of the Board of Trustees, open to all trustees, and the Superintendent or designate. Other representatives from Central Office administration may be called to participate in the committee’s work as required. The Chair shall be elected by committee members annually.
    3. Meetings
      1. Twice a year (early fall and April) and additional times as needed. A minimum of three trustees must be in attendance for a meeting to occur.
      2. Minutes: Minutes of the meeting shall be recorded by the Executive Assistant to the Superintendent or designate.
      3. Reporting: The minutes of the committee meeting shall be submitted to the next Board of Trustees’ meeting, serving as the committee’s report.
  3. Policy Advisory Committee
    1. Purpose
      1. To advise in the development and review of District policies that define the legal and/or philosophical position of the Board with respect to an identified issue.
      2. Ensure that Administrative procedures are consistent with Board policy and other applicable legislation. Identify the need for the development of new policy.
      3. Review annually the Terms of Reference of the Committee.
      4. Committee members shall have the opportunity and responsibility to consult with their respective stakeholder groups as appropriate.
    2. Membership
      1. Board of Trustees - Committee of the Whole
    3. Meetings
      1. A schedule of meetings shall be developed annually at the Organizational Meeting or as approved by the Board.
    4.  Resources
      1. Minutes of all meetings will be recorded by the Corporate Services Coordinator or designate.
      2. Review and Evaluation Process.
      3. The Committee will review the Terms of Reference at the Annual Organizational Meeting.

Board Committees-Internal

  1. Board-Teacher Advisory Committee
    1.  Purpose
      1. The purpose of the Board Teacher Advisory Committee is to maintain liaison between the Local Council and the Palliser School Division. The Committee will strive to continue to improve the level of communication, trust,  and morale within the school district. 
      2. The Board Teacher Advisory Committee will conduct its business in an informal, safe and open environment where committee members can express and discuss ideas and/or concerns to foster increased understanding of and appreciation for differing perspectives. Matters of a sensitive nature shared within the context of the committee shall remain confidential to the members of the committee.
    2.  Membership
      1. Two (2) Trustees; one being the  Board Chair 
      2. The ATA Local President
      3. Two members of the ATA Local
      4. The Superintendent of Schools or designate 
      5. One other member of Senior Administration.
    3. Agenda Items 
      1. The ATA Committee members will bring forward any teacher concerns that affect their function in their positions as teachers. 
      2. The Board of Trustees may bring forward items related to district operations and strategic planning. 
    4. Meetings
      1. The Board Teacher Advisory Committee will meet a minimum of two times a year.  
      2. The Board Chair and the ATA Local President will co-chair the meetings of the ATA/Board Liaison  Committee. 
      3. Meeting dates are set in collaboration between the ATA Local President and the Superintendent or designate of Palliser School Division. 
      4. ATA agenda items are pre-approved by the ATA Local Executive and submitted to the Superintendent by the ATA President at least one week in advance of the Board Teacher Advisory Committee meeting.
      5. Board agenda items are pre-approved by the Board of Trustees and submitted to the Superintendent by the Board Chair at least one week prior to the Board Teacher Advisory Committee meeting. 
      6. The approved agenda will be forwarded to the respective chairs by the Superintendent, five days in advance of the Board Teacher Advisory Committee meeting. 
    5. Limitations 
      1. Issues related to the collective agreement are the sole jurisdiction of the Teacher Welfare Committee and shall not be brought forward or discussed as agenda items. 
      2. The Committee is not intended to solve individual or personal grievances; rather, it shall focus on general concerns and policies. 
      3. The ATA Code of Professional Conduct, the ASBA Code of Ethics and Palliser School Division Policy 10 Safe and Caring Learning and Working Environment will be followed at all times. 
    6. Reporting to Stakeholders 
      1. The ATA Local President and the Board Chair will jointly prepare a minutes document accurately depicting the discussions of the meeting to be shared with all stakeholders.
  2. Labour Relations Negotiating Committee
    1. Purpose
      1. To negotiate memorandum of agreement with organized labour groups in the division.
    2. Powers and Duties
      1. Establish Board proposals within established Board mandates and guidelines.
      2. Negotiate with representatives of organized labour groups.
      3. Sign memorandum of agreement and make recommendations to the Board for ratification.
    3. Membership
      1. Two (2) trustees: one being the Board Chair.
      2. Superintendent or designate(s).
      3. Regional Bargaining Agent, if desired by the Board.
    4. Meetings
      1. As required to negotiate or interpret agreements.
  3. Audit Committee
    1.  Purpose
      1. Assist the Board and the Superintendent of Schools in fulfilling its oversight responsibilities for the financial reporting process, the system of internal control over financial reporting, the audit process (including Public Sector Accounting Standards (PSAS) compliance), and monitoring the division’s compliance with laws and regulations pertaining to the financial operations.
    2. Power and Duties
      1. Audit processes within the organization from a “value-for-money” perspective.
      2. Make recommendations to the Board for possible Board development to increase the Board’s capacity to provide appropriate fiscal oversight.
      3. Make recommendations to the Board regarding terms of engagement for the auditor, meet with the auditor before the commencement of the audit and after the audit without the presence of staff.
      4. Review the auditor’s proposed audit scope and approach to ensure it complies with the Board’s direction.
      5. Review the performance of the auditors, and provide a recommendation to the Board regarding the final approval on the reappointment or discharge of the auditors.
      6. Review and confirm the independence of the auditors by obtaining statements from the auditors on relationships between the auditors and the school division, including non-audit services and discussing the relationship with the auditors.
      7. Regularly review the format and content of the monthly financial accountability reports to the Board to ensure they facilitate the Board’s understanding of the financial status of the division, of key financial issues, and the Board’s ability to make sound financial decisions. In addition, these reports will document whether or to what extent the deficiencies identified in the previous year’s Audit Report and Management Letter have been remediated.
      8. Review semi-annually with management and the auditors, if necessary, whether deficiencies have been remediated.
      9. Make recommendations to the Board as to whether any deficiencies, as identified by the auditor, should be not acted upon.
      10. Discuss significant financial risk exposures, including insurance, and make recommendations to the Board if deemed warranted.
      11. Obtain training/expertise as required to carry out the functions of the Audit Committee.
      12. Review any correspondence received from the auditor to the division.
    3. Membership
      1. Three (3) members of the Board of Trustees, with one (1) member designated as Chair of the Audit Committee.
      2. The Board will add a member of the business community who is not a trustee and a member of the adult learning community who is not a trustee.
      3. The Audit Committee will access administrative support through the office of the Superintendent.
    4. Meetings
      1. The Audit Committee will meet at least three times per year, with authority to convene additional meetings, as circumstances require. All Audit Committee members are expected to attend each meeting, in person or via electronic means. The Audit Committee will invite members of management, auditors or others to attend meetings and provide pertinent information, as necessary. It may hold private meetings with auditors and executive sessions.
      2. Minutes of meetings will be prepared. Audit Committee reports shall be provided at a meeting of the Board of Trustees.
      3. The Executive Assistant shall act as the Secretariat to the Audit Committee.
  4. Wall of Fame
    1.  Purpose
      1. To honour former students or employees of Palliser Regional Schools who “have distinguished themselves in this region or elsewhere, or who have rendered prolonged or significant services to their chosen work and/or area of interest.” Recognize nominees in the following areas: Scholastic, Athletic, Community Service (i.e., political involvement), Volunteer Work, or Leadership in their Field.
      2. Power and Duties
        1. The Palliser School Division Committee will select the award winners by the end of March in each school year.  Nominations received later than January 31 will be carried over to the next school year. The names of individuals not selected as award winners will automatically be forwarded for consideration in the next school year.
      3.  Membership
        1. Two (2) trustees and the Board Chair.
        2. Other members as decided.
      4. Meetings
        1. At least two (2) meetings per year.

External Board Representation

  1. Teacher Employee Bargaining Association (TEBA) - One Trustee
    The Teachers’ Employer Bargaining Association (TEBA) is a statutory corporation created by the Public Education Collective Bargaining Act that represents school boards in the province in collective bargaining for all of Alberta’s public, separate, and Francophone teachers. Structure: Eight government appointees and 7 school board trustees form a board of directors to lead TEBA. A representative committee of one trustee for each Alberta public, separate and Francophone school authority elects the 7 school trustees on the board of directors. The board of directors sets the direction for TEBA and provides a mandate for bargaining. The board of directors, in consultation with the representative committee, votes to ratify any deal reached at the provincial bargaining table.
  2. Alberta School Boards Association (ASBA) - Zone 6 - One Trustee
    1. Purpose
      1. Represent the Board at meetings of ASBA Zone 6 
    2. Powers and Duties
      1. Attend ASBA Zone 6 meetings
      2. Represent the Board’s positions and internets at the Zone level 
      3. Communicate to the Board the work of ASBA Zone 6
    3. Membership
      1. One (1) trustee
    4. Meetings
      1. As called by ASBA Zone 6
  3. Rural Caucus of Alberta School Boards (RCASB) - One Trustee
    1. Purpose
      1. Represent the Board at meetings of RCASB 
      2. Powers and Duties
        1. Attend RCASB meetings
        2. Represent the Board’s positions and internets 
        3. Communicate to the Board the work of RCASB
      3. Membership
        1. One (1) trustee
      4. Meetings
        1. As called by RCASB
  4. Lethbridge County Community Learning Council - One Trustee
    1. Purpose 
      1. Represent the Board at Community Learning Council meetings
    2. Powers and Duties 
      1. Attend committee meetings 
      2. Represent the Board’s positions and interests
      3. Communicate to the Board the work of the Council 
    3. Membership 
      1. One (1) trustee 
    4. Meetings 
      1. As called by the Executive of the Council
  5. Vulcan and District Recreation Board - One Trustee
    1. Purpose
      1. Represent the Board at the Recreation Board meetings
    2. Power and Duties
      1. Attend committee meetings
      2. Represent the Board’s position and interests
      3. Communicate to the Board the work of the Council
    3. Membership
      1. One (1) trustee
    4. Meetings
      1. As called by the Executive of the Recreation Board
  6. Vulcan Joint Use Committee - One Trustee
    1. Purpose
      1. Represent the Board at Adult Learning Council meetings
    2. Powers and Duties 
      1. Attend committee meetings 
      2. Represent the Board’s positions and interests 
      3. Communicate to the Board the work of the Council 
    3. Membership 
      1. One (1) trustee
    4. Meetings 
      1. As called by the Executive of the Council 
  7. Coaldale Community Services Committee
    1. Purpose
      1. Represent the Board at the Coaldale Community Services Committee meetings
    2. Powers and Duties 
      1. Attend committee meetings 
      2. Represent the Board’s positions and interests 
      3. Communicate to the Board the work of the Council 
    3. Membership
      1. One (1) trustee
    4. Meetings
      1. As called by the Executive of the Committee

Scope and Limitations of Superintendent:

The Superintendent, in communication with the Board, will be required to assign staff to the various committees as determined by the Board. 

Information and Monitoring Requirements:

Each committee formed has a requirement in its terms of reference to annually review its performance against the terms of reference and provide its findings to the Board.

Legal Reference:

The Education Act: Sections 33, 39, 51, 52, 53, 64, 67, 222

Collective Agreements