Section 100


Board of Directors Preface

The Peigan Board of Education through the Board of Trustees has adopted the following policy and procedures with regards to providing program and services as outlined within. The Board of Trustees is a not-for-profit governance body mainly responsible for monitoring and influencing policies of the organization’s business as indicated herein. The Board of Trustees are committed Piikani Nation members who bring a wide array of interest, skills and expertise to the task of governing the Peigan  Board of Education Society. The Trustees are Piikani Nation members who are interested in the well being of the organization, who behave ethically in accordance to cultural traditions as well as to the standards set out in the overall education industry.

 

The Board of Trustees is responsible for the highest and broadest level of decision-making and legal authority of the Peigan Board of Education Society. The trustees articulate and communicate the Board of Education’s vision and mission and provide support to the organization through development, amendments and evaluation of policy and strategic plans. From time to time the Board of Trustees may review and amend the policy, at which time they provide input into the development and/or changes required as new legislation unfolds or to the general evolution in the education sphere.

 

To be effective in their role, Trustees and prospective Trustees must know and understand the purpose for the organization’s existence and whom it serves. It is equally important for the Trustees to periodically re-visit this mandate to determine its ongoing relevance and the organization’s commitment to it.



Policy 101:   Trustees Responsibilities

Effective Date: August 7, 1997

Revisions: October 5, 2015; August 7, 1997

Policy Statement

The Peigan Board of Education Society elects a Board of Trustees to govern and provide non-operational control and monitoring of the activities of the Society. Each Trustee is responsible to the Society and shall follow and execute their duties in accordance to the constitution of the Society and the policies of the Board of Trustees. The Board of Trustees carries out its governance role by communicating the vision and mission, monitoring policies, and focusing on strategic plans.

 

Trustees are both liable and responsible for their conduct and decision making, therefore must bring a broad portfolio of skills and experience relevant to the key Board responsibilities of : strategy, risk management, evaluation, human-capital oversight, business ethics and integrity, and strong knowledge of organizational internal control systems.

 

Regulations

 

1.    Governance

 

1.1.         The Board of Trustees are Piikani Nation members who bring a wide array of skills and expertise to the task of governing the Peigan Board of Education Society.

 

1.2.         To be effective in their role Trustees must know and understand why the organization exists and whom it serves, therefore, it is the responsibility of each Trustee to:

 

1.2.1.           Make themselves familiar with the overall First Nations lifelong learning education issues within the federal, provincial and local regulations which includes kindergarten to grade twelve and post secondary;

1.2.2.           Make themselves familiar with the Peigan Board of Education policies and organization structure; guiding documents; and organization processes and lines of authority;

1.2.3.           Carry-out their due diligence by acting with a high standard of attention and competence to be informed about issues in order to make good decisions for the organization.

 

1.3.         The Board of Trustees is the governing authority of the organization, and is responsible for providing organizational direction, monitoring and leading strategic direction.

 

1.3.1.           The authority for governance rests with the Board as a group where final decisions are carried forward by motion and made by a majority vote;

 

1.3.1.1.            Majority decision shall be respected and upheld by all Trustees

 

1.3.2.           It is during Board meetings where Trustees provide their input and concerns on organizational and operational issues;

1.3.3.           No individual Trustee has authority unless that authority has been delegated by the Board through motion:

 

1.3.3.1.            An individual Trustee shall conduct relationships with all stakeholders on the basis of this factIt is the responsibility of the Chairperson or his/her designate to direct the Superintendent on Board approved decisions;

1.3.3.2.            It is the responsibility of the Superintendent or his/her designate to direct the organization staff.

 

1.4.         The Peigan Board of Education Society’s Board of Trustees is a governance Board and exercises its authority, control and direction over the organization through the Superintendent.

 

1.4.1. Trustees have direct supervision and authority over only one employee who is the Superintendent;

1.4.2.           It is the Superintendent who provides her/his staff with direction and tasks required to carry out the day-to-day operation of the organization;

1.4.3.           The administration of the educational program and conduct of the organization’s business shall be left to the Superintendent and his/her teaching and support staff;

1.4.4.           There is no mechanism or process whereby a Trustee interacts or interferes with any daily operational activities within the organization, therefore, individual Trustees shall not make management and operational related decisions.

2.        Operations

 

2.1.         The Board of Trustees is responsible for its own management:

 

2.1.1.           Each Trustee must be able and willing to take on the roles within the Board of Trustee structure such as Chairperson, Vice-Chairperson, and Committee Chairperson;

2.1.2.           From time to time, each Trustee may be required and must be able and willing to create and/or assist in the important work of recording meetings such as minutes/reports/record-of-decisions;

2.1.3.           Each Trustee may be called upon to sit in the capacity of Chairperson for a meeting, therefore, must familiarize themselves with the rules of conducting an official meeting;

2.1.4.           Decisions are to be based upon the consensus that all available facts in each situation are presented and each Trustee has had the opportunity to speak:

 

2.1.4.1.            Majority decision shall be respected and upheld by all Trustees.

 

2.2.         Trustees will be required to assign themselves to committees and must exhibit leadership skills by providing direction, advocacy, on-going work and initiative on new projects.

 

2.3.         Policy as part of Governance

 

2.3.1.           Trustees will  uphold, evaluate and review policy in their selected area;

2.3.2.           Through the policy evaluation and adoption process, Trustees exercise leadership and governance control which serves to increase the organization’s response and adaptability to changing education, political, economic and social conditions;

2.3.3.           The Board of Trustees will ensure that long term plans and yearly strategies are met and reviewed annually;

2.3.4.           Review and approval of policy recommendations are the responsibility of the Board of Trustees;

2.3.5.           Only written Board policies which have been approved and recorded in minutes will be deemed Board policy;

2.3.6.           It shall be the responsibility of the Superintendent to ensure that the Policy is maintained at current industry standards.

 

2.3.6.1.            Policy maintenance may be delegated to the Executive Assistant through the Board support responsibilities as stated in the organizational structure.

2.4.         Finance as part of Governance

 

2.4.1.           The Board of Trustees are the signatories on funding agreements (for example all Trustees sign the Comprehensive Funding Arrangement (CFA) between The Society and AANDC);

2.4.2.           The Board approves the annual budget and has a process to monitor the organization’s performance in relation to the annual budget;

2.4.3.           The Board or a Board committee reviews revenues and expenses at least twice a year;

2.4.4.           Each Trustee is expected to be aware of basic financial reporting and must be able to ask questions regarding finance;

2.4.5.           Each Trustee has the fiduciary responsibility of proper maintenance, protection and management of the organization's capital assets;

2.4.6.           It is the responsibility of the Board to ensure that an annual financial audit takes place.

 

3.        Evaluations

 

3.1.         It is the responsibility of the Board of Trustees to provide and oversee the evaluation of the organization through:

 

3.1.1.           Board of Trustee Evaluations - The Board of Trustees will implement an annual Board evaluation process to review its performance;

3.1.2.           Individual Trustee Evaluations – The Board will implement a process to annually review each individual Trustee;

3.1.3.           Superintendent Evaluation – The Board will implement a process to review the Superintendent.

 

3.2.         All evaluations shall be based on the goals and objectives set out in the long term plans and annual strategic/education plans.

 

4.        Advocacy

 

4.1.         Trustees are expected to represent the best interests of the organization and are expected to be knowledgeable of the organization's mandate, policy and operating requirements and the processes that the Board follows when interacting with Piikani membership or other interested parties.

 

4.2.         A Trustee's advocacy responsibility shall include and extend beyond organizational educational interests to further include the educational interests of Piikani Nation and First Nations at the provincial and national levels.

 

4.3.         Trustees and/or designates as representatives of Peigan Board of Education are responsible to negotiate with neighbouring Provincial School Boards on all Educational Service Agreements.

 

5.        The Board shall plan and conduct the Annual General Meeting (AGM).

 

6.        The Board shall adhere to the Peigan Board of Education Trustee Code of Ethics and maintain the oath administered at inauguration.



Policy 102:   Peigan Board of Education Trustee Code of Ethics

Effective Date: August 7, 1997

Revisions: October 5, 2015; August 7, 1997

Policy Statement

The Peigan Board of Education expects the Trustees will meet the highest ethical and professional standards in their actions, their use of authority and their dealing with others. The Code of Ethics is founded on the organization’s Vision and Mission which are embedded in the shared values of the Piikani Nation culture and traditions.

 

Regulations

 

1.        Representing the Organization

 

1.1.         Trustees must perform their duties to the Board, the Organization and to their fellow Trustees with integrity and good faith, with diligence and competence while providing a quality of service that demonstrates the Board’s interests as a whole are primary.

 

1.2.         The primary responsibility of the Peigan Board of Education(PBOE) Trustees is the position they are elected to and, therefore:

 

1.2.1.           Outside interests are not to be placed ahead of their primary duties and obligations;

1.2.2.           Trustees who engage in another business or occupation will not allow such outside interest to interfere with the proper undertaking of their elected positions.

 

1.3.         It is imperative that trustees ask questions and seek advice so that they have a sound understanding of issues, can participate in discussions and make sound decisions.

 

1.3.1.           Ignorance is no defence to liability for breaches of policy.

1.3.2.           Trustees are continuously under an obligation to keep themselves informed about the activities and affairs of the organization through:

 

1.3.2.1.            Becoming familiar with policy and procedures of the organization;

1.3.2.2.            Seeking clarification by communicating with chairperson and/or superintendent.

 

1.4.         Individual Trustees do not have the authority to negotiate on Board issues while interacting with Political leaders; advocacy is the primary focus in representing Board of Education interests.

 

2.        Professional Obligations and Conduct

 

2.1.         Through their conduct and communications with the organizations’ staff and with the public, Trustees encourage and uphold the image of the position they hold, therefore, each will:

 

2.1.1.           Treat all people with dignity and respect;

2.1.2.           Conduct herself/himself in a manner that is characterized by courtesy, honesty, respect and good faith in the best interest of the organization

 

2.2.         Acting as agents on behalf of PBOE as per Board Chair’s response or Board of Trustees decision.

 

2.3.         Trustees shall not:

2.3.1.          Engage in or facilitate any discriminatory or harassing behaviour directed at other Trustees, Superintendent, Administration Staff, school staff, meeting attendees or others who are conducting business or activities related to the organization;

2.3.2.          Provide falsified information or act in a dishonest or dishonourable manner that will discredit the Board or the organization

 

3.        Confidential Information

 

3.1.         Trustees have a duty to hold in strict confidence all information acquired in the course of their term and thereafter on matters that directly or indirectly pertain to the organization:

 

3.1.1.           Trustees shall not disclose privileged or confidential information to unauthorized parties while in office;

3.1.2.           Trustees shall not disclose privileged or confidential information for 10 years after they have left their Trustee position.

 

3.2.         Except as required by law, no Trustee shall share, copy, reproduce, transmit, divulge or otherwise disclose any confidential information related to the affairs of the organization and each Trustee will uphold the strict confidentiality of all meetings and other deliberations and communications of the Board of directors.

 

4.        Professional Development

 

4.1.         Each Trustee will use his or her best efforts to regularly participate in professional development activities and will perform his or her assigned duties in a professional and timely manner pursuant to the Board's direction and oversight.

 

5.        Conflict of Interest

 

5.1.         A conflicting interest is a situation where a Trustee's personal relationship(s) or financial interest(s) would be seen as adversely affecting the Trustee's duty to act in the best interests of the Peigan Board of Education. The following is a non-exhaustive list of examples of conflict of interest situations:

 

5.1.1.           A conflict of interest exists when an immediate family member of a Trustee applies for sponsorship from the Post Secondary Education Program and that Trustee is part of the eligibility determination meeting;

5.1.2.           A conflict of interest exists when an immediate family member of a Trustee is an employee or contractor of Peigan Board of Education and the Trustee participates or is privy to information regarding that specific relatives' status with the Board;

5.1.3.           A conflict of interest exists when an immediate family member of a Trustee is a student of PNSS and NPES and the Trustee is the parent/guardian and utilizes their Board authority to influence School based decisions when disagreements arise.

 

5.1.3.1.            In these occurrences a Trustee must identify their familial role to the School authority and state their intention to speak as a family member and NOT as a Trustee member.

5.1.3.2.            In these occurrences the Trustee member MUST adhere to the established School processes.

 

5.1.4.           A situation where nepotism exists is a clear example of conflict of interest; it is not the only example.

 

5.2.         Trustees shall effectively disclose all potential and actual conflicts of interest; such disclosure does not prevent or imply ethical misconduct.

5.3.         She/he shall not act or participate or continue to act or participate in a matter when there is or there is likely to be a conflicting interest.

 

5.3.1.           Trustees shall not be part of the discussions or decision making when in conflict of interest;

5.3.2.           Trustees shall leave the meeting during discussions;

5.3.3.           Trustees in conflicting interest shall not vote on the issue.

 

 

5.4.         Other than the regular honorarium, no Trustee may receive, either directly or indirectly, any salary, wages, fees, commissions or any other amount for services rendered to the organization in their capacity as an elected official on the Board.

 

 

5.4.1.           Neither shall they apply for nor receive any programs’ funding nor benefit from any services directly or indirectly or have privileged access to the use of facilities and equipment outside of policies.

5.4.2.           A Trustee shall not speak on behalf of or be included in the discussions or decision making process regarding an immediate family member.

 

5.5.         Further, no Trustee will misuse the organization’s property or resources and will at all times keep the organization's property secure and not allow any person not authorized by the Board to have or use such property.

 

5.6.         The Board of Trustees must act at all times in the best interests of the organization and not for personal or third-party gain or financial enrichment. When encountering potential conflicts of interest, Board members will identify the conflict and, as required, remove her/himself from all discussion and voting on the matter. Specifically, Board members shall follow these guidelines:

 

5.6.1.           Do not abuse authority by improperly using organization’s staff, services, equipment, resources, or property for personal or third-party gain or pleasure;

5.6.2.           Board members shall not represent to third parties that their authority as a Board of Trustee member extends any further than that which it actually extends.

 

5.7.         It is the responsibility of every trustee to ensure that conflict of interests are declared to the Board by:

 

5.7.1.           Himself/herself when personally in a conflict of interest situation;

5.7.2.           Himself/herself when they have knowledge of another Trustee in a conflict of interest situation.

 

6.        Board of Trustee Violation of Policies

 

6.1.         The Board recognizes that its failure to deal with the violation of its policies risks the loss of confidence in their ability to properly govern the organization.

 

6.2.         In their capacity as Peigan Board of Education Trustees, each Trustee shall, at all times, be committed to faithful compliance of the values stated within the policy manual.

 

6.3.         When in violation, claims of ignorance shall not be considered a defence.

 

6.4.         In the event of a violation of policy and especially a Trustee members' continuing /wilful violation the Board will address the issue(s) with the following process:

6.4.1.           Firstly: issuance of a verbal warning to the offending Trustee member, agreed upon by Board majority and presented to the offending member by the Chairperson at an official Board meeting;

6.4.2.           Secondly: issuance of a written warning to the offending Trustee member, agreed upon by Board majority and presented by the Chairperson at an official Board meeting;

6.4.3.           Thirdly: removal of the offending member from the Board of Trustees, agreed upon by Board majority and an official letter presented to the offending Trustee member by the Chairperson or sent through registered mail.

 

6.5.         Trustees shall be automatically removed from the Board of Trustees if he/she commits acts of violence or threatens students and/or staff and/or other Trustees.

 

7.        The organization shall address all good-faith reports made by individuals who come forward with information on illegal practices or violations of organizational policies.

 

7.1.         Good-faith reports shall be made in writing with proven evidence of breech of the policies contained within this manual;

 

7.2.         Good-faith information is provided without malice and without deceit;

 

7.3.         Sound, good-faith reports will protect the confidentiality of the individual making the report.

 

7.4.         Reports not in writing will be classed as unfounded and will NOT be addressed.



Policy 103:   Orientation of Trustees

Effective Date: August 7, 1997

Revisions: October 5, 2015; August 7,1997

Policy Statement

In order to orient new trustees to the duties and responsibilities of their positions, the Superintendent will provide each Trustee with a copy of the complete Policy; a copy of the relevant School Act(s), a copy of the Indian Act as it pertains to education and life- long learning, Treaty #7, the Society's Act and Robert's Rules of Order - The Authoritative Guide to Parliamentary Procedure.

 

 

Regulations

 

1.              In order to provide for the orderly transition of new Board members the Superintendent shall make available all useful documents about the Board's operations.

 

1.1.         The Constitution of the Peigan Board of Education;

 

1.2.         The Peigan Board of Education Election Code;

 

1.3.         The Peigan Board of Education - AANDC Contribution Agreement;

 

1.4.         The Alberta Education Act;

 

1.5.         The Privacy Act;

 

1.6.         The Peigan Board of Education Policies Manual.

 

2.              That the Superintendent orientates new Board members within ten days after the election.

 

2.1.         The Superintendent will arrange for a tour of the schools and facilities in the orientation

 

3.              Orientation and tours will be carried out for newly elected Trustees in any bi-election.



Policy 104:   Annual General Meetings

Effective Date: August 7, 1997

Revisions: October 5, 2015; August 7, 1997

Policy Statement

The annual meeting of the Society shall be conducted in accordance to the Constitution of the Society and the policies of the Board. This is the responsibility of the Board of Trustees.

 

Regulations

 

1.              One annual meeting shall be held on or before the 30th day of October each year according to the Constitution bylaw 3.a.

 

2.              A tentative agenda for the annual general meeting shall be drawn up at the regular Board meeting that immediately precedes the annual meetings.

 

3.              The chairperson or designate shall report to the electors at each annual meeting, on matters relative to:

 

3.1.         Schools;

 

3.2.         Transportation;

 

3.3.         Operations and Maintenance;

 

3.4.         Post-Secondary Education Sponsorship Program;

 

3.5.         Blackfoot Language & Culture

 

4.              During the annual meeting the Board's auditor shall present an evaluation of the Board's financial operations.

 

5.              Special meetings of the membership may occur in accordance with By-law 3.g provided the following conditions are met:

 

5.1.          A Board motion;

 

5.2.          Two week public notice.



Policy 105:   Regular Meetings

Effective Date:  June 21, 1993

Revisions: October 5, 2015; June 21, 1993

Policy Statement

The Board shall hold a regular meeting of the Board once per month to ensure that monitoring and control of the activities of the Society are consistent and maintained in accordance to the decisions of the Board.

 

Regulations

 

1.             Unless otherwise altered by Board action, regular monthly meetings of the Board shall be held at the PBOE Administration Office.

 

2.             The Financial Administrator and/or Superintendent shall be responsible for preparing the agenda for regular meetings of the Board.

 

3.             All material for presentation at regular Board meetings shall be in the possession of each trustee at least two days prior to the date of the meeting.

 

3.1.         Board meeting agenda items are due two days prior to the meeting.

 

3.2.         Only in extreme circumstances will late materials be delivered at the meeting

 

4.              It is the desire of the Board that meetings shall be formal enough for orderly procedure but informal enough to encourage discussion and to promote teamwork and action. However, should procedural questions arise, ROBERT'S RULES OF ORDER shall prevail.

 

5.              Trustees must inform the Superintendent and Board Chairperson of a known scheduled absence twenty four hours in advance of a regular Board meeting:

 

5.1.         Acceptable absences:

 

5.1.1.           Personal illness;

5.1.2.           Illness of a family member;

5.1.3.           Work related travel;

5.1.4.           Work related reason.

 

6.              As part of its ongoing effort to keep public and staff fully informed concerning its affairs and action, the Board instructs the Superintendent to institute and maintain effective and appropriate procedures for the prompt dissemination of information about decisions made at all regular Board meetings.

 

6.1.         Distribution of minutes via PBOE webpage, are regarded as appropriate actions for meeting requirements of this regulation.



Policy 106:   Standing Committees of the Board

Effective Date: November 25, 2003

Revisions: October 5, 2015; November 25, 2003

Policy Statement

The Board has deemed it wise to structure standing committees which maintain a planning and non-operational structure. Trustees of each committee are charged with the following responsibilities:

a)         to meet and deliberate on concerns directly related to that committee's policies;

b)         to review policy and procedures and to provide guidance in meeting long term and annual plans; and

c)         to recommend to the Board of Trustees, through the report recommendation to the Superintendent, matters of direct concern to the committee.

 

Regulations

 

1.              Trustee membership on standing committees is determined at the annual organizational meeting. Meetings are held regularly with dates and times being set at the first meeting of the committee. The committee has been delegated the following responsibilities:

 

1.1.         To work with the Superintendent in developing long term plans;

 

1.2.         Develop, review and evaluate policy guidelines;

 

1.3.         Recommend, review and evaluate relevant and/or related community initiatives;

 

1.4.         Prepare recommendations for the annual budget;

 

1.5.         Provide political advocacy at the local, regional and federal levels;

 

1.6.         Keep a record of decisions of meetings

 

1.7.         Responsible to become informed of employment standards and the recruitment and selection process; but are not involved in hiring process.

 

2.              The Board appoints Trustees to each of the following committees:

 

2.1.         Blackfoot & Language Culture Elder Senate;

 

2.2.         Post Secondary Education Sponsorship Program;

 

2.3.         Transportation;

 

2.4.         Operations and Maintenance;

 

2.5.         Adhoc committees are formed for specific purposes and meet as needs arise. The following guidelines shall apply:

 

2.5.1.        Adhoc committees are approved by the Board at a regular Board meeting.

2.5.2.        The purpose, scope and direction for the committee shall be defined by motions of the Board.

2.5.3.       Text Box: SECTION 100The record of decisions/record of all Adhoc committee meetings must be presented for approval at the next regular Board meeting.

 

3.              Each committee consists of two trustees, all of whom are appointed at the first Board meeting following an election.

 

3.1.         With all committees, the chairman of the Board is an ex-officio member;

 

3.2.         At the time of organization, one of the appointed trustees of each committee is identified as the chairperson of the committee;

 

3.3.         Each committee is responsible for minutes and/or record of decisions;

 

3.4.         Coordinators/Managers assist the standing committees in their deliberations in a consultant role and prepare all aspects of meetings along with correspondence, agendas, reports/record of decisions and statistics.

 

3.5.         Committee recommendations are directed to the Superintendent (as per policy statement) so that appropriate action may be taken

 

3.5.1.           At no time shall the Trustees direct or task the Coordinator/Manager

3.5.2.           Decisions are not made at this level, all recommendations are made at the Board level.

 

3.6.         A report of the action taken is made at the next regular Board meeting

 

3.7.         Recommendations that require Board action are dealt with at the next regular Board meeting.

 

4.              The Blackfoot Committee/Elder's Senate is delegated the following responsibilities:

 

4.1.         Review and record resources being utilized in the Schools;

 

4.2.         Provide advice to staff on curriculum development projects;

 

4.3.         The Blackfoot Committee meets regularly with dates and times being set at the first meeting of the Committee and may include the following:

 

4.3.1.           Elder's representative;

4.3.2.           Community representative;

4.3.3.           Post-secondary coordinator;

4.3.4.           Blackfoot staff representative;

4.3.5.           Two or more board representatives;

4.3.6.           School administration representative.

 

5.              A Community Collaboration Committee shall be established when the Board directs the Superintendent to collaborate with community services focusing on services for students. Representation may be invited from the following:

 

5.1.         Counselling;

 

5.2.         Post Secondary Education Co-ordinator ;

 

5.3.         Special Education representative;

 

5.4.         Health Centre representative;

5.5.         Social Services representative;

 

5.6.         Alcohol Services representative;

 

5.7.         Two Board representatives;

 

5.8.         This Committee may provide guidance and or advice on:

 

5.8.1.           Review, evaluate and recommend special services to be implemented at the Schools or in the Piikani community.

5.8.2.           To seek project funding and identify resources for special projects to be conducted at or for the Schools.



Policy 107:  Delegations

Effective Date: August 7, 1997

Revisions: October 5, 2015; August 7, 1997

Policy Statement

The Board recognizes that in order to compile the best information possible from time to time it is necessary for the Board to interview individuals.

 

Regulations

 

1.              All delegations wishing to appear before the Board should give adequate notice thereof in writing to the Superintendent before the meeting at which they wish to appear.

 

1.1.         The notice shall contain sufficient information to enable the Board members to become acquainted with the subject beforehand;

 

1.2.         The delegation(s) shall first discuss the request with the Superintendent;

 

1.3.         If an appearance before the Board is then determined, a copy of the request shall be sent to each Trustee with the agenda for the meeting at which the delegation is to appear;

 

1.4.         In an emergent situation, where time does not permit adherence to these procedures, the Superintendent shall acquaint the Board members with the problem previous to the delegation meeting with the Board.

 

2.              In discussing matters with a delegation, the Chairperson of the Board shall act as spokesperson for the Board of Trustees.

 

2.1.         It should be remembered that delegations come to express problems, suggestions and requests, and give information thereon;

 

2.2.         For this reason, individual trustees may seek only clarification of items presented by the delegation;

 

2.3.         At no time during the presentation shall any Trustee voice her or his opinion thereon;

 

2.4.         At no time during the presentation shall any Trustee, by any statement, commit the Board to any specific course of action.

 

3.              For the purpose of this section, the word "delegation" shall mean one or more persons;

 

3.1.         The Board may use its discretion in limiting the number of individuals in a delegation.

 

4.              Delegations shall be limited to twenty minutes of the Board agenda.

 

5.              The Superintendent shall ensure that the Board is fully briefed on the issue at hand prior to the delegation either by a written statement or an oral presentation.

 

6.              The delegate(s) maintain professional behaviour at all times during the presentation. Personal attacks on students, staff, and Board Members will not be tolerated:

 

6.1.         The Chairperson has the right to and shall ask a delegate(s) to leave immediately if their behaviour is considered out of line.



Policy 108:   Remuneration to Trustees

Effective Date: August 1, 1989

Revisions: October 5, 2015; August 1,1989

Policy Statement

Peigan Board of Education Board of Trustees will be provided monetary compensation as subject to the conditions specified in the Constitution of the Peigan Board of Education Society. Board of Trustees may be required to attend educational meetings/activities for business.

 

Regulations

 

1.              Honoraria

 

1.1.         Honoraria will be paid to members of the Peigan Board of Education subject to the conditions as specified in the constitution of the Peigan Board of Education Society;

 

1.2.         Attendance at regular Board meetings is compulsory;

 

1.3.         Attendance at Committee meetings is required;

 

1.4.         A Board member must attend one Board meeting and one committee meeting to be eligible for full honoraria;

 

1.5.         Honoraria will be processed the last Monday of the month.

 

2.              Travel

 

2.1.         The Board believes that there is a need for continuing in-service education and training for its members, therefore, encourages the participation/attendance of all members at appropriate school Board conferences, workshops and conventions;

 

2.2.         For attendance at conferences workshops and conventions, authorization shall be made by Board motion;

 

2.3.         Board members that attend training shall provide a written report of the benefits of training at the next regular Board meeting;

 

2.4.         The Board also recognizes that Trustees are required to travel from time to time on Board business;

 

2.5.         Travel in province will be at the approval of the Superintendent;

 

 

2.6.         Travel out of province will be at the approval of the Superintendent and Financial Administrator following consensus of the Board of Trustees at regular monthly meeting;

 

2.7.         Travel costs shall be provided to trustees delegated to attend on par with staff mileage expense rates;

 

2.8.         Trustees who are provided travel costs MUST be representing the interest of PBOE and MUST be in attendance. A report/summary shall be prepared by each attending Trustee and presented back to the appropriate committee.

 

3.              Text Box: SECTION 100Chief & Council representatives may be paid travel and expenses only if they are invited to attend an education event by the Superintendent or by the Board.

 

 

References: Policy 111 - Trustee's Attendance at Regular Board and Committee Meetings (pg. 32 ); Budget & Finance Policy 301 - Board of Education Budget (pg. 56 ); Budget & Finance Policy 304 - Travel Expenses (pg. 61 )



Policy 109:   Public Contributions

Effective Date: November 25, 2003

Revisions: October 5, 2015; November 25, 2003

Policy Statement

The Board recognizes the motivational and physical benefits which can come from funding worthy education related projects and accomplishments.

 

Regulations

 

1.              Contributions to organizations or individuals can be made only when funds are available within the budget.

 

2.              Requests from public organizations to the Board for funding or projects will only be considered if the activities are directly related to education. Requests must always be in writing and must give a detailed summary of where the funds will be spent.

 

3.              Public Contributions must be approved by the Superintendent or the Financial Administrator.

 

4.              The Board will not consider requests for graduation grants from previous years.

 

 

References; Budget and Finance Policy 301 - Board of Education Budget(pg. 56 ); Post Secondary Education Program Policy 1004 - Eligibility Criteria (pg. 260)


Policy 110:   Posting Board Minutes

Effective Date: November 25, 2003

Revisions: October 5, 2015; November 25, 2003

Policy Statement

The Board believes that an open communication policy requires the Board to make all reasonable effort to make the public aware of policies and decisions of the Board.

 

Regulations

 

1.              The Executive Assistant shall be responsible for the preparation and presentation of Board meeting minutes.

 

2.              The Executive Assistant shall maintain a board's minutes bulletin Board in the following locations:

 

2.1.         Peigan Board of Education Administration Office;

 

2.2.         Peigan Board of Education website

 

3.              Minutes are to be posted within five working days after a Board meeting and be stamped "Minutes" to be Approved at next Board meeting.

 

 

References:  Peigan Board Administration Policy 210 - Access to Information (pg. 48)



Policy 111:   Trustee's Attendance at Regular Board and Committee Meetings

Effective Date: June 21, 1993

Revisions: October 5, 2015; June 21, 1993

Policy Statement

The Peigan Board of Education recognizes that in order to be effective and up to date concerning their role as trustees, each Board member must be committed to attendance at regular monthly meetings.

 

Regulations

 

1.              If a member of the Peigan Board of Education is absent for three consecutive regular Board meetings without justifiable reason having been given in advance, that Board member will be considered as having resigned from the Board.

 

2.              In the event that a Board member wishes to be absent then it is the responsibility of the Board member to contact the Chairperson of such absence and justification.

 

3.              The Executive Assistant will maintain a record of trustees attendance at meeting.

 

 

References:  Board of Education Operations Policy 108 - Remuneration to Trustees (pg. 28)