Home‎ > ‎Governance‎ > ‎Board Meetings‎ > ‎Reports‎ > ‎Governance Policy Review‎ > ‎

1406 Governance Policy Review - 25 June 2014

Four board members (two staff and two parents) board members completed the Governance Policy review survey (see below)

Points for Discussion/Clarification

  1. Financial Stewardship.
  2. What determines a major policy or programme initiative?
  3. Continually self-monitor their individual performance as trustees against the Governance Policy and participate in the annual Board Review
  4. (The Chairperson) - Receive correspondence addressed to the board and direct all correspondence that does not relate to the board’s strategic leadership role to the principal
  5. A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment
  6. Board Committees are to be used sparingly
  7. 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
  8. The board chairperson will annually evaluate his/her effectiveness and performance in discussion with individual trustees and the principal.


Summary 

Your Name
ChickylisaClaire EdmondsGraeme Shaw

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.
100%
200%
300%
4375%
5125%
All elected, appointed and co-opted trustees come to the board entrusted to ensure effective governance despite the different perspectives they bring to board discussions.
100%
200%
300%
4375%
5125%
Individuals are neither advocates nor delegates with sectional interests but work for positive outcomes for all concerned.
100%
200%
300%
4250%
5250%
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
100%
200%
300%
4125%
5375%
Ensure that there is a sensible and feasible Strategic Plan
100%
200%
300%
4125%
5375%
Approve and monitor the Annual Plan
100%
200%
300%
4125%
5375%
Monitor and evaluate student learning outcomes
100%
200%
300%
4125%
5375%
Develop and review the Governance Policy and the Board Operations Policy
100%
200%
300%
4250%
5250%
Appoint, assess the performance of and nurture the principal
100%
200%
300%
4250%
5250%
Act as good employers
100%
200%
300%
4125%
5375%
Provide financial stewardship
100%
2125%
3125%
400%
5250%
Approve major policies and programme initiatives
100%
200%
300%
4125%
5375%
Build a broad base of community support
100%
200%
300%
4250%
5250%
Exercise governance in a way that fulfils the intent of the Treaty of Waitangi by valuing and reflecting New Zealand’s dual cultural heritage
100%
200%
300%
4125%
5375%
Comment: Boards Roles and Responsibilities
What determines a major policy or programme initiative?As long as we are doing/approving things that are within the law and beneficial to our tamariki.

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
100%
200%
300%
400%
54100%
Be loyal to the organisation and its mission
100%
200%
300%
400%
54100%
Respect the integrity of the principal and staff
100%
200%
300%
400%
54100%
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
100%
200%
300%
400%
54100%
Be diligent and attend board meetings prepared for full and appropriate participation
100%
200%
300%
400%
54100%
Ensure that individual trustees do not act independently of the board’s decisions
100%
200%
300%
400%
54100%
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
100%
200%
300%
400%
54100%
Avoid any conflicts of interest with respect to their fiduciary responsibility
100%
200%
300%
400%
54100%
Recognise the lack of authority in any individual trustee or subgroup of the board in any interaction with the principal or staff
100%
200%
300%
4250%
5250%
Recognise that only the chairperson can speak for the board
100%
200%
300%
4250%
5250%
Continually self-monitor their individual performance as trustees against the Governance Policy and participate in the annual Board Review
100%
200%
3125%
4125%
5250%
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
100%
200%
300%
4375%
5125%
Establish and maintain an ongoing working relationship with the principal
100%
200%
300%
400%
54100%
Build an effective team
100%
200%
300%
4250%
5250%
Ensure that the principal’s Performance Agreement and Appraisal are completed on an annual basis
100%
200%
300%
4250%
5250%
Protected Disclosure Officer
100%
200%
300%
4125%
5375%
Receive correspondence addressed to the board and direct all correspondence that does not relate to the board’s strategic leadership role to the principal
100%
200%
3125%
400%
5375%
Chair meetings
100%
200%
300%
4375%
5125%
Ensure that meeting discussion content is only concerned with issues that relate to the board’s strategic leadership role
100%
200%
300%
4250%
5250%
Ensure that deliberation is fair, orderly, thorough, limited to time and kept to the point
100%
200%
300%
4125%
5375%
Comment: Chairperson's Role
Lol. Only new to board chair responsibilities.

Board Meetings

Agenda

Meetings will be based on the Annual Agenda
100%
200%
300%
4125%
5375%
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
100%
200%
300%
400%
54100%

Meeting Procedures

Regular meetings will commence at 1:30pm and conclude by 3:00pm
100%
200%
300%
400%
54100%
A resolution for an extension of time not exceeding half an hour may be moved
100%
200%
300%
400%
54100%
Any business remaining on the agenda at the conclusion of the meeting will be transferred to the following meeting
100%
200%
300%
400%
54100%
All resolutions and amendments moved in debate must be seconded unless moved by the chairperson
100%
200%
300%
400%
54100%
Resolutions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting
100%
200%
300%
4125%
5375%
No further amendments may be accepted until the first one is disposed of
100%
200%
300%
4250%
5250%
The mover of a resolution has the right of reply
100%
200%
300%
4250%
5250%
A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment
100%
200%
3125%
4125%
5250%
The order of the agenda may be varied by board resolution
100%
200%
300%
4125%
5375%
The minutes will only record the resolutions of the board, and reports and other documents adopted by the board
100%
200%
300%
4375%
5125%
The minutes will be distributed prior to the following meeting
100%
200%
300%
4250%
5250%
Copies of the minutes will be available to the public from the school office
100%
200%
300%
400%
54100%
These meeting procedures may be suspended by board resolution
100%
200%
300%
4250%
5250%
A special meeting may be called by delivery of a notice to the chairperson signed by at least one third of the trustees
100%
200%
300%
4250%
5250%
Comment: Meeting Procedures

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
100%
200%
300%
4125%
5375%
2. Board Correspondence 5-15 mins
100%
200%
300%
4125%
5375%
3. Financial Report 5-15 mins - Presentation and analysis of the financial accounts
100%
200%
300%
4125%
5375%
4. Policy Report or Curriculum Report (see Annual Agenda) 5-15 mins
100%
200%
300%
4125%
5375%
5. Strategic Goals (see Annual Agenda) 30-60 mins - Ongoing summary of progress to date - principal to report Board discussion
100%
200%
300%
4250%
5250%
6. Special issues (see Annual Agenda) 30-60 mins
100%
200%
300%
4250%
5250%
7. Meeting Closure 5-15 mins - (1) Comments on meeting procedures and outcomes (2) Preparation for next meeting
100%
200%
300%
4250%
5250%
Comment: Meeting Agenda
Times are only a guide, due to come reports being confusing? or needing further explanation time could extend and similiarly if reports are very clear and simplistic then less time may be needed

Board Committees

The board may set up committees to help carry out its responsibilities (e.g. staff appointments, discipline).
100%
200%
300%
4125%
5375%
Board Committees:
Are to be used sparingly
100%
200%
3125%
4125%
5250%
May use non-trustees as sources of advice but only trustees can be part of the decision making process
100%
200%
300%
4125%
5375%
Assist the board chiefly by preparing policy alternatives and implications for board deliberation
100%
200%
300%
4250%
5250%
Will have terms of reference that contain information about the following: Purpose, Committee members, Duties and responsibilities, Reporting procedures/schedule, Budget (if necessary)
100%
200%
300%
4250%
5250%
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.
100%
200%
3125%
4125%
5250%
The board chairperson will annually evaluate his/her effectiveness and performance in discussion with individual trustees and the principal.
100%
200%
3125%
4125%
5250%
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.
100%
200%
300%
4250%
5250%
Comment: Board Review
General Comment