Organizational Meeting
An informal pre-organizational meeting of the Trustees shall be held prior to the organizational board meeting to provide an opportunity for Trustees to discuss the nominations for the various Board and committee positions. No decisions may be taken at this meeting.
The first meeting of the Board of Trustees following an electoral vote will be conducted as an organizational meeting, and will be held at 7:30 p.m. on the Tuesday of the second week following the election of Trustees. Appropriate orientation shall be provided for all Trustees about the Board governance model, board meeting procedures and Board committee structure and roles and responsibilities prior to the organizational board meeting.
In non-election years, an organizational meeting will be held on the second Tuesday in September.
If the meeting is not held at this time, a meeting will be called for each succeeding evening at the same hour and place until a meeting occurs.
Process
The meeting will be called to order by the Chair of the previous Board or, in his or her absence, the Vice-Chair. In the absence of both of these persons, the Superintendent of Schools shall act as Chair.
The Board Secretary or, in his or her absence, the Superintendent of Schools will read the election results issued by the City's Returning Officer.
Every Trustee shall take and subscribe to the official oath prescribed by the Oaths of Office Act in accordance with the School Act Section 76. The Oath of Office shall be administered by the District's Legal Counsel.
The Board Secretary will receive the declarations of office.
Chair
Nominations will be received for the position of Chair, and a vote will be taken.
Election for the position of Chair will be by open vote unless one or more Trustees request that the vote be held by secret ballot (School Act Section 73). In that case, the vote will be held by secret ballot. The Board Secretary will collect and count the ballots and the Superintendent of Schools will act as scrutineer for the ballot count.
The Board Secretary will announce the name of the person who receives the majority of votes of the members present as being declared elected by the Board.
If no candidate receives a majority of the votes of the members present, the nominee who receives the fewest number of votes will be dropped from the ballots and successive votes shall be taken until one nominee receives a majority of votes of the members present.
In the case of a tie, nominations for Chair will again be called for and a vote on the persons nominated will be taken. This procedure will be repeated until a Chair is elected.
The newly elected Chair will assume the Chair.
Vice-Chair
Nominations and election for the office of Vice-Chair will proceed in the same manner as that of the Chair.
Standing Committees:
Committees of the Whole
The Board will establish or confirm the retention of the following standing committees of the whole, and will call for nominations for Chair of each committee. Election for the position of Chair will be by open vote unless one or more Trustees request that the vote be held by secret ballot. In that case, the vote will be held by secret ballot. (School Act Section 73) as provided for the Board Chair position.
Conference Committee
Audit Committee
Other Standing Committees
The Board will establish or confirm any other standing committee required for the proper conduct of the board's affairs including:
Evaluation of Superintendent of Schools Committee
District Priorities Committee
Board Evaluation Committee
Policy Review Committee
Advocacy Committee
Interpretations Committees*
Budget Review Committees**
Results Review Committees**
* All Trustees serve on Interpretations Committees on a rotational basis.
** All Trustees serve on Budget Review and Results Review committees as determined in the approval of the budget process.
Nominations will then be received for the membership of those committees and elections will be by an open vote in accordance with the School Act Section 73.
Ad Hoc Committees:
The Board may appoint special committees or subcommittees consisting of one or more Trustees to study, investigate, or act on specific matters. These committees will report either to the appropriate standing committee of the Board or directly to the Board, and will be discharged on the completion of their assignments. The Board Chair will be an ex-officio member of all ad hoc committees.
Representatives of the Board
The Board will establish or confirm the Board's membership and or participation in external committees and organizations.
The Board, or a committee, may appoint Trustee representatives to committees formed by the Alberta School Boards Association, the Public School Boards' Association of Alberta, the provincial government, and other agencies. These representatives are responsible to, and will report back to, the Board or committee that appointed them.
Trustees representing the Board on committees or boards of other agencies may request the Superintendent of Schools to appoint representatives of the Administration to attend meetings with them or as their envoys.
Confirmation of Date, Time and Place
The Board will establish or confirm the date, time, and place of regular meetings of the Board and standing committees of the whole.
Adjourn and/or Reconvene
The meeting may then be adjourned.
If the Board wishes, the meeting may be reconvened as a regular meeting to conduct the business of the Board.
Revised: June 22, 2010 by the Conference Committee to be confirmed by Board September 14, 2010
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