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1109 Governance Policy Review - September 2011

Summary See complete responses
Your Name
ChickyKaz ChamberlainMaraea KeaAngieMary Davis

Introduction

The Governance Policy emphasises strategic leadership rather than administrative detail, makes a clear distinction between governance and staff roles, concentrates on the future rather than the past or present and is pro-active rather than reactive.
Not Okay
Okay
1 -
Not Okay
00%
200%
3360%
400%
5 -
Okay
240%
All elected, appointed and co-opted trustees, whether they are parent, staff or student representatives, come to the board entrusted to ensure effective governance despite the different perspectives they bring to board discussions.
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Individuals are neither advocates nor delegates with sectional interests but work for positive outcomes for all concerned.
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Okay
1 -
Not Okay
00%
200%
300%
4240%
5 -
Okay
360%
Comment: Introduction Section

Board Roles and Responsibilities

The Board's key areas of contribution are to:
Set, and as needed, modify, the Vision, Values and Mission
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Ensure that there is a sensible and feasible Strategic Plan
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Approve and monitor the Annual Plan
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Monitor and evaluate student learning outcomes
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Develop and review the Governance Policy and the Board Operations Policy
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Appoint, assess the performance of and nurture the principal
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Act as good employers
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Provide financial stewardship
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Approve major policies and programme initiatives
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Build a broad base of community support
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Exercise governance in a way that fulfils the intent of the Treaty of Waitangi by valuing and reflecting New Zealand’s dual cultural heritage
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Comment: Boards Roles and Responsibilities

Trustees' Code of Ethics

The board is committed to ethical conduct in all areas of its responsibilities and authority. Trustees shall:
Ensure the needs of all students and their achievement is paramount
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Okay
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200%
3120%
4120%
5 -
Okay
360%
Be loyal to the organisation and its mission
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Respect the integrity of the principal and staff
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Observe the confidentiality of non-public information acquired in their roles as trustees and not disclose to any other persons such information that might be harmful to the school
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Be diligent and attend board meetings prepared for full and appropriate participation
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Okay
1 -
Not Okay
00%
200%
300%
4240%
5 -
Okay
360%
Ensure that individual trustees do not act independently of the board’s decisions
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Speak with one voice through the board’s adopted policies and ensure that any disagreements with the board’s stance are resolved within the board
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Avoid any conflicts of interest with respect to their fiduciary responsibility
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Recognise the lack of authority in any individual trustee or subgroup of the board in any interaction with the principal or staff
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Recognise that only the chairperson can speak for the board
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Continually self-monitor their individual performance as trustees against the Governance Policy and participate in the annual Board Review
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Comment: Trustees' Code of Ethics

Chairperson’s Role

The chairperson is the leader of the board and carries overall responsibility for the integrity of the board’s processes. The role involves the following responsibilities:
Spokesperson for the board on strategic leadership matters
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Establish and maintain an ongoing working relationship with the principal
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Okay
1 -
Not Okay
00%
200%
300%
4360%
5 -
Okay
240%
Build an effective team
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Okay
1 -
Not Okay
00%
200%
300%
4360%
5 -
Okay
240%
Ensure that the principal’s Performance Agreement and Appraisal are completed on an annual basis
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Protected Disclosure Officer
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Okay
1 -
Not Okay
00%
200%
300%
4240%
5 -
Okay
360%
Receive correspondence addressed to the board and direct all correspondence that does not relate to the board’s strategic leadership role to the principal
Not Okay
Okay
1 -
Not Okay
00%
200%
300%
4240%
5 -
Okay
360%
Chair meetings
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Okay
1 -
Not Okay
00%
200%
300%
4120%
5 -
Okay
480%
Ensure that meeting discussion content is only concerned with issues that relate to the board’s strategic leadership role
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Ensure that deliberation is fair, orderly, thorough, limited to time and kept to the point
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Okay
1 -
Not Okay
00%
200%
3120%
4120%
5 -
Okay
360%
Comment: Chairperson's Role

Board Meetings

Agenda

Meetings will be based on the Annual Agenda
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Okay
1 -
Not Okay
00%
200%
300%
4240%
5 -
Okay
360%
Copies of the agenda of the open session, and associated reports, will be forwarded to board members, and be available from the school office, at least two working days before the meeting
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Okay
1 -
Not Okay
00%
200%
300%
4360%
5 -
Okay
240%

Meeting Procedures

Regular meetings will commence at 5:30pm and conclude by 7:45pm
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
A resolution for an extension of time not exceeding half an hour may be moved
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Any business remaining on the agenda at the conclusion of the meeting will be transferred to the following meeting
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
All resolutions and amendments moved in debate must be seconded unless moved by the chairperson
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Resolutions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
No further amendments may be accepted until the first one is disposed of
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
The mover of a resolution has the right of reply
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
The order of the agenda may be varied by board resolution
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
The minutes will only record the resolutions of the board, and reports and other documents adopted by the board
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Okay
1 -
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00%
200%
3120%
4240%
5 -
Okay
240%
The minutes will be distributed prior to the following meeting
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Copies of the minutes will be available to the public from the school office
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
These meeting procedures may be suspended by board resolution
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
A special meeting may be called by delivery of a notice to the chairperson signed by at least one third of the trustees
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Comment: Meeting Procedures
Lots for the Chairperson to remember?

Meeting Agenda

A typical agenda will be as follows, times are approximate guidelines only
1. Administration Matters 5 mins - (1) Apologies (2) Confirmation of minutes
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Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
2. Board Correspondence 5-15 mins
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
3. Financial Report 5-15 mins - Presentation and analysis of the financial accounts
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
4. Policy Report or Curriculum Report (see Annual Agenda) 5-15 mins
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Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
5. Strategic Goals (see Annual Agenda) 30-60 mins - Ongoing summary of progress to date - principal to report Board discussion
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Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
6. Special issues (see Annual Agenda) 30-60 mins
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
7. Meeting Closure 5-15 mins - (1) Comments on meeting procedures and outcomes (2) Preparation for next meeting
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Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
Comment: Meeting Agenda

Board Committees

The board may set up committees to help carry out its responsibilities (e.g. staff appointments, discipline).
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Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
Board Committees:
Are to be used sparingly
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Okay
1 -
Not Okay
00%
200%
3240%
400%
5 -
Okay
360%
May use non-trustees as sources of advice but only trustees can be part of the decision making process
Not Okay
Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Assist the board chiefly by preparing policy alternatives and implications for board deliberation
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Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Will have terms of reference that contain information about the following: Purpose, Committee members, Duties and responsibilities, Reporting procedures/schedule, Budget (if necessary)
Not Okay
Okay
1 -
Not Okay
00%
200%
3120%
4240%
5 -
Okay
240%
Comment: Board Committees

Board Review

(This survey will form the basis of the Board review)
Each trustee will annually evaluate their own contribution to the board and their individual effectiveness. The basis of this review shall be the Governance Policy.
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
4240%
5 -
Okay
120%
The board chairperson will annually evaluate his/her effectiveness and performance in discussion with individual trustees and the principal.
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
The chairperson will co-ordinate an annual review of the effectiveness of the board of trustees and provide a report to the board on the outcomes. The review will be based on the Strategic Plan and the Governance Policy.
Not Okay
Okay
1 -
Not Okay
00%
200%
3240%
4120%
5 -
Okay
240%
Comment: Board Review
General Comment
I think our board works well together - the chairperson and principal communicate effectively and any correspondence, reports or matters arising are explained clearly to board members. I would feel more confident this time with a visit from ERO and think our board has a much better working knowledge of its roles and responsibilities.
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Comments