BCA/BCB: Inaugural and Annual Meetings of the Board/Board Officers

Classification: 
B: Board Governance and Operations
Code: 
BCA/BCB

By-law No. 1, Section I, of the Board of School Trustees (the “Board”) states the following: 

THE INAUGURAL AND ANNUAL MEETINGS OF THE BOARD 

  1. An inaugural meeting of the Board shall be held in December of the year of the election of trustees.  Such meeting shall be held at the time, place, and date as determined by the outgoing Board and, in the event that the Board shall not so determine, then such meeting shall be held at 20:00 hours in the Board Room of the Education Centre on the first Monday in December. 
  2. The Secretary-Treasurer or, in his/her absence, the Acting Secretary-Treasurer, shall call the meeting to order and shall preside at such meeting until a Chairperson shall have been elected.  The presiding official shall proceed to read to the Board the returns of the election, if any, as certified by the Returning Officer or City Clerk and shall then report whether or not the trustees-elect, if any, have completed the declarations required by the School Act
  3. The presiding officials shall then call for nominations by ballot for the office of Chairperson.  Any trustee may be nominated for Chairperson.  The presiding official will then announce the names of trustees nominated by ballot and, at that time, any nominee may withdraw.  If more than one nomination remains for the office of Chairperson, a vote by ballot shall be taken forthwith.  All trustees present at the meeting shall vote.  A clear majority of those present shall be required for election.  If there is no clear majority on the first ballot, balloting shall continue until a clear majority is achieved. 
  4. If, for the election of Chairperson, more than two nominations are received and if, at the first ballot, no trustee receives a clear majority, balloting shall continue until one trustee shall have received a clear majority. At each successive ballot, the name of the trustee receiving the fewest votes at the previous ballot shall be dropped.  If, by reason of an equality of votes, it is not possible to determine which name shall be dropped, then a special ballot shall be taken for that purpose.
  5. An annual meeting of the Board shall be held in December of the year in which there is no election of trustees.  Such meeting shall be the first regular meeting of the Board and the agenda, together with the regular business of the Board, may include a report from the retiring Chairperson and shall provide for the election of a Chairperson of the Board. 
  6. Following the Chairperson's report, should he/she provide a report,  the Secretary-Treasurer, or, in his/her absence, the Acting Secretary-Treasurer shall take the chair and forthwith proceed with the election of a Chairperson.  The election of the Chairperson shall be conducted in accordance with subsections 3 and 4 of Section I of By-law No. 1. 
  7. The term of office of the Chairperson shall be from the date of the election until the following inaugural or annual meeting unless a majority of the Board wishes to hold an election before the following inaugural or annual meeting date. 
  8. The Vice-Chairperson shall be appointed by the Board.  The appointment and the  term of the Vice-Chairperson shall be on the recommendation of the Chairperson of the Board after the Chairperson has consulted with other trustees." 

The School Act Section 67 states the following: 

Meetings and chair 

  1. After the general local election of trustees in a school district, the secretary treasurer for that school district must convene a first meeting of the board as soon as possible and in any event within 30 days from the date that the new board begins its term of office.           
  2. At the meeting convened by the secretary-treasurer under subsection (1), the board must elect a chair and may elect a vice chair from among its members. 
  3. A board must meet as often as is necessary to transact its business and in any event not less than once in every three months. 
  4. A majority of the board may elect a new chair or vice chair at any time. 
  5. A board must establish procedures governing the conduct of its meetings and must permit any person to inspect those procedures."  

In addition, By-law No. 1, Section III, of the Board states the following:

Rules of Order 

  1. The Chairperson shall preside at all meetings of the Board. In the absence of the Chairperson, the Vice-Chairperson or, in the absence of both the Chairperson and Vice-Chairperson, some member of the Board to be appointed by the Board shall preside. 
  2. Should the Chairperson, during any meeting of the Board, desire to leave the chair for the purpose of taking part in debate or for any other reason acceptable to a majority of the trustees present, he/she shall call on the Vice-Chairperson to fill his/her place until he/she resumes the chair or, in the absence of the Vice- Chairperson, on some other member of the Board.  Any member occupying the chair temporarily shall discharge all the duties and enjoy the rights of the Chairperson.

NoteFor the filling of unexpired terms in the office of Chairperson or Vice-Chairperson, see code BBE Unexpired Term Fulfillment.

DMT Responsibility: S-T

Cross References: 
BBE: Unexpired Term Fulfillment; BD and all subcodes
Adopted Date: 
Thursday October 10, 1974
Revision Date: 
May 1987
Aug 1990
Dec 1996
Mar 1998