The Governance Policy review was completed as a group exercise at the 7 August 2013 Board Workshop (See summary below).
Recommended that:
The next board workshop looks at Financial Stewardship.
The section on meeting times is amended to reflect the decision to move to afternoon meetings - 1:30 to 2:45pm Wednesdays.
The time guidelines in the Agenda section are amended to reflect current practice.
Summary
Your Name
Group
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.
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.
Individuals are neither advocates nor delegates with sectional interests but work for positive outcomes for all concerned.
Not Okay
Okay
Comment: Introduction Section
Need to delete mention of "Student Representative".
The Board's key areas of contribution are to:
Set, and as needed, modify, the Vision, Values and Mission
Ensure that there is a sensible and feasible Strategic Plan
Approve and monitor the Annual Plan
Monitor and evaluate student learning outcomes
Develop and review the Governance Policy and the Board Operations Policy
Appoint, assess the performance of and nurture the principal
Act as good employers
Provide financial stewardship
Approve major policies and programme initiatives
Build a broad base of community support
Exercise governance in a way that fulfils the intent of the Treaty of Waitangi by valuing and reflecting New Zealand’s dual cultural heritage
Comment: Boards Roles and Responsibilities
Planning a board workshop on "Financial Stewardship".
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
Be loyal to the organisation and its mission
Respect the integrity of the principal and staff
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
Be diligent and attend board meetings prepared for full and appropriate participation
Ensure that individual trustees do not act independently of the board’s decisions
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
Avoid any conflicts of interest with respect to their fiduciary responsibility
Recognise the lack of authority in any individual trustee or subgroup of the board in any interaction with the principal or staff
Recognise that only the chairperson can speak for the board
Not Okay
Okay
Continually self-monitor their individual performance as trustees against the Governance Policy and participate in the annual Board Review
Comment: Trustees' Code of Ethics
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
Establish and maintain an ongoing working relationship with the principal
Not Okay
Okay
Build an effective team
Ensure that the principal’s Performance Agreement and Appraisal are completed on an annual basis
Protected Disclosure Officer
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
Chair meetings
Ensure that meeting discussion content is only concerned with issues that relate to the board’s strategic leadership role
Not Okay
Ensure that deliberation is fair, orderly, thorough, limited to time and kept to the point
Comment: Chairperson's Role
Secretary is carrying out the Principal Performance management
Meetings will be based on the Annual Agenda
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
Regular meetings will commence at 5:30pm and conclude by 7:45pm
A resolution for an extension of time not exceeding half an hour may be moved
Any business remaining on the agenda at the conclusion of the meeting will be transferred to the following meeting
All resolutions and amendments moved in debate must be seconded unless moved by the chairperson
Not Okay
Okay
Resolutions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting
No further amendments may be accepted until the first one is disposed of
The mover of a resolution has the right of reply
A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment
The order of the agenda may be varied by board resolution
Not Okay
Okay
The minutes will only record the resolutions of the board, and reports and other documents adopted by the board
The minutes will be distributed prior to the following meeting
Copies of the minutes will be available to the public from the school office
These meeting procedures may be suspended by board resolution
A special meeting may be called by delivery of a notice to the chairperson signed by at least one third of the trustees
Comment: Meeting Procedures
Meetings to be at 1:30 to 3:00pm on Wednesdays.
A typical agenda will be as follows, times are approximate guidelines only
1. Administration Matters 5 mins - (1) Apologies (2) Confirmation of minutes
2. Board Correspondence 5-15 mins
3. Financial Report 5-15 mins - Presentation and analysis of the financial accounts
Not Okay
Okay
4. Policy Report or Curriculum Report (see Annual Agenda) 5-15 mins
5. Strategic Goals (see Annual Agenda) 30-60 mins - Ongoing summary of progress to date - principal to report Board discussion
6. Special issues (see Annual Agenda) 30-60 mins
7. Meeting Closure 5-15 mins - (1) Comments on meeting procedures and outcomes (2) Preparation for next meeting
Comment: Meeting Agenda
Meeting times to be amended to reflect current practice
The board may set up committees to help carry out its responsibilities (e.g. staff appointments, discipline).
Board Committees:
Are to be used sparingly
May use non-trustees as sources of advice but only trustees can be part of the decision making process
Assist the board chiefly by preparing policy alternatives and implications for board deliberation
Will have terms of reference that contain information about the following: Purpose, Committee members, Duties and responsibilities, Reporting procedures/schedule, Budget (if necessary)
Comment: Board Committees
(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.
The board chairperson will annually evaluate his/her effectiveness and performance in discussion with individual trustees and the principal.
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.
Comment: Board Review
General Comment