Edmonton Public Schools
Board Policies and Regulations

Principles of Board Operation and Trustee Protocols

• make decisions on issues before the Board in the best interests of the corporation with an open mind based on all availble facts and in consideration of the interests of all students and public school supporters.

• work with fellow Trustees in a spirit of co-operation in spite of differences of opinion that arise during vigorous debate on issues brought before the Board.

• respect the corporate decisions of the Board.

• respect the confidentiality of information.

• work on behalf of the Board to communicate to the community the facts about the school system in order that the community can support public education.

• remember at all times that individual Trustees have no legal authority outside the meeting of the Board to bind the Board, act on behalf of the Board or to direct the Administration. Therefore, relationships with the school staff, the community and all media of communication should be conducted accordingly.

• never intentionally give the appearance of speaking on behalf of the Board on issues that the Board has not taken a position.

• resist every temptation and outside pressure to use his or her position as a school Board member for personal benefit or the benefit of any other individual or agency apart from the total interest of the school district.

• respect the authority of the Superintendent of Schools to direct the work of the Administration.

• foster positive relationships between the Board and its stakeholders.

• encourage active participation by stakeholders with respect to establishing policy on current school operations and proposed future developments.

• seek and receive communication from stakeholders to inform decision making on matters before the Board.

• observe the Board's rules of order for the conduct of board meetings.

• respect the office of the Board Chair and the authority delegated to the Board Chair by the Board.

• facilitate the development of positive team dynamics.

• preside at all board meetings, call the meetings to order at the hour appointed, maintain order in the meetings and facilitate full debate and proceed with the business of the Board.

• sign all documents required by law or as authorized by the action of the Board.

• represent the corporate Board as required.

• delegate Board representation at a function. The Board Chair may request a Trustee to represent the Board at any function which relates to that Trustee's ward.

• delegate any of the Board Chair's other duties, when necessary, to the Vice-Chair.

• Trustees will respect the confidentiality of private conversations.

• Trustees will be respectful of everyone's time: their own, staff, and community members.

• Trustees will model respect and courtesy for all in their choice of words, body language, and actions.

• It is agreed that surprises undermine trust and Trustees will endeavour to keep each other well informed as to their actions and comments.

• Trustees will model ideals of democracy, particularly at public board meetings, by engaging fully in debate in which they are open to the ideas and opinions of others and present their own ideas as accurately as they are able.

• Prior to Board debate, Trustees will refrain from expressing in the media, websites, blogs, correspondence or in private conversations with community members how the Trustee will vote, but will be free to discuss the various considerations that will inform the upcoming discussion.

• Following a Board decision, Trustees will respect the Board decision and if asked about the decision or issue, fairly reflect the discussion, demonstrate support for the Board, and focus on next steps.

• If a Trustee cannot live with a decision of the Board, he or she may choose to resign as an honourable option.

• Visiting schools can be a good way to learn about the school community. As a courtesy, Trustees will ask principals in advance about visiting the school and agree upon a suitable time.

• Trustees will be respectful of the time and ongoing activities of staff and students.

• Trustees recognize that requests are requests; trustees will not direct the actions of any staff member and will ensure that our requests (regarding meetings, building space, etc.) are reasonable and mutually agreeable.

• Trustees will inform the ward Trustee prior to contacting or visiting schools or school councils in wards other than their own.

• Ward Trustees will have the first opportunity to accept invitations to school specific events (e.g., graduations); invitations to district-wide events that are being held in a school will be sent to the ward Trustee and Board Chair.

• Recognizing that the School Council acts as an advisory body to the Principal and operates under its own rules and regulations, school council meetings can be a good venue to promote Board initiatives and work, and also to understand and learn about particular school communities. Through Communications, Trustees have access to School Council contact e mails and are free to use them. If no contact is available through Communications, Trustees may contact School Councils c/o the school's e-mail or by sending a letter through the district mail service.

• As Trustees travel about their daily routines, Trustees will consider the potential for building relationships with other organizations as a way of increasing support for the district and public education. If Trustees think there is merit in exploring a deeper relationship with a particular group, Trustees are encouraged to invite administration to review the idea and provide pertinent background information. Trustees can also use the existing conference agenda item "Other Trustee Reports" to report on such meetings or proposed activities.

• Trustees will inform the ward Trustee prior to contacting or visiting community groups or organizations, MLAs, or Councillors in wards other than their own.

• Any Trustee communication will reflect Board values, policies and priorities and be respectful of current district practices, such as site-based decision making.

• Trustees are encouraged to remember that when they speak the perception often is that the Board is speaking and they need to speak with deliberation and care.

• Trustees will avoid speaking for the Board in areas where the Board has not yet taken a position.

• Public statements will avoid criticism of the intentions or actions of other Board members, current or former.

• When speaking, Trustees will communicate as accurately and specifically as possible.

• The Board Chair will respond promptly to e-mails addressed to all Trustees. Note: The first response may be just to acknowledge receipt of the e-mail and to advise that a full response may take some time. Trustees will be advised of the Board Chair's response by way of cc or TM.

• Similarly, Trustees will each respond promptly to e-mails sent directly to them. If Trustees are on holiday or away, Trustees will set up an "auto" response to that effect.

• As a general rule, Trustees will not respond if they are cc'd in an e-mail.

• Recognizing that e-mail is not a secure communication vehicle, Trustees will not use e-mail to pass along sensitive or confidential information.

• Personal blogs, websites, and social media usage generally will be reflective of Board policies and priorities and respect confidentiality. Trustees acknowledge that the expression of personal opinion may impact the range of feedback received or the perception that Trustees are going into a debate with an open mind.

• Trustees will moderate personal sites, e.g., preview the material going up on the site before posting.

• Trustees will consider the timeliness and accuracy of all posts before posting and of the website itself.

• School and/or community newsletters are a good vehicle for Trustee invitational or informational pieces. If Trustees make a request to share information with school communities in this way, Trustees will respect newsletter deadlines, preferred formats, and possible space restrictions.

• A Trustee may seek the advice and assistance of the Director of Executive and Board Relations in ensuring Trustee communications are accurate and in alignment with Board philosophy and positions.

• Trustees will respect the Board Chair's role as the spokesperson for the Board. If the Board Chair is present and an individual Trustee is approached by media, the Trustee will connect the media with the Board Chair.

• If the Board Chair is not present and Trustees are asked for comments, they will use their best judgment in commenting, not commenting, or referring the matter to the Board Chair. If they do comment, an email to inform the Board of the comments made will be sent as soon as possible.

• Trustees will bring forward for discussion any requests/letters/ideas that they feel needs a Board response and/or are unsure about, or, if of a more urgent matter, ask the Board Chair for advice.

• The Board provides funds for Trustee professional development. To maximize the value of this learning for the Board, upon their return, Trustees will share their experiences and learnings with their colleagues, outlining what they have learned and how it may be applicable to the work of Edmonton Public Schools.

• Trustees agree that e-mail is an effective way to share information. Trustees will be respectful of others in the volume of e-mail sent to colleagues and they will endeavour to read information sent by colleagues. Trustees agree that discussion and debate are best in a face-to-face meeting and ideally, will avoid debate by e-mail.

• If Trustees are sharing information pertinent to an upcoming debate or meeting, Trustees will consider the timeliness of sending the material.

• If a Trustee or the Superintendent (the complainant) has concerns about a Trustee's behavior or comments negatively impacting the work of the Board or the District, the complainant should address the issue with the Trustee directly. All staff concerns would be expressed through the Superintendent.

• If the matter is not successfully resolved, the complainant can raise the issue with the Board Chair. The Board Chair may choose to speak directly with the Trustee whose actions or comments are being questioned or with both Trustees. If the Board Chair is one of the Trustees involved, the Vice Chair may be approached to facilitate such a meeting.

• If the matter is still not successfully resolved, the use of an external mediator may be considered by those involved or a discussion by the full Board at a private meeting may be requested. In either case, the complainant and the Trustee who is deemed to have diverged from the protocols are to put their positions in writing to be sent in advance of the discussion. All such documents will be strictly confidential. The decision of the full Board with respect to resolution of the issue shall be final and shall be recorded in writing.

• After all the steps above have been taken, and if a Trustee does not abide by the decision of the Board or a mediator, a motion of censure against the Trustee in question may be considered at a public Board of Trustees meeting and/or a motion to remove the Trustee from one or more appointments.