The major responsibilities of the Secretary-Treasurer's Office include:

• Overseeing the business divisions of Finance, Purchasing and Administration, and Facilities and Planning, as well as  providing support to the trustees
• Recording and maintaining records for the board and standing committee meetings
• Coordinating board and standing committee meetings, and creating and distributing board correspondence
• Maintaining the VSB website for board and standing committee meetings
• Providing business, budget and financial advice to internal and external stakeholders
• Overseeing Freedom of Information and Protection of Privacy requests
• Fulfilling the responsibilities and requirements of the Secretary-Treasurer as outlined in the School Act

Department Contacts

Find information on Freedom of Information

Delegation to Special Board Meetings

In April 2022, the Board passed the following motion:

That the Board of Education adopt, effective immediately, the practice of receiving delegations at a monthly meeting of the Board instead of at Standing Committees, as per the Delegation Board Meeting pilot which the Board approved on June 21, 2021.

Further, the Board direct staff to amend Policy 8 to remove delegations from Standing Committees and Policy 7 to add a Board meeting to receive delegations each month in which a regular Board meeting is scheduled. Policy 7 should reflect that this be a meeting of the Board rather than a Committee of the Whole, as the intent of delegation meetings is for members of the public to provide input and feedback directly to trustees as governors of the District.

Work is underway to revise Policy 7 and Policy 8 to reflect this Board motion.  The revised policies will be posted to the District website as soon as updates are complete.  

For the months of May and June a Special Board meeting has been scheduled to receive public delegations:

• Tuesday, May 24, 2022 – 5:00 pm (Delegation requests close on May 18 @ 4:30 pm.)
• Thursday June 2, 2022 – 5:00 pm (Delegation requests close on June 1 @ 4:30 pm.)*
• Monday, June 20, 2022 – 5:00 pm (Delegation requests close on June 15 @ 4:30 pm.)

*Note the June 2, 2022 meeting will be to delegations speaking to the What We Heard engagement report on the proposed closure of Queen Elizabeth Annex.  Any other topics for delegation should be directed to the June 20, 2022 Special Board meeting.

Delegations to the Special Board meeting will be made virtually for the May and June meetings.  The District uses Microsoft Teams as its virtual platform for meetings and has developed procedures to include members of the public who wish to make a delegation to the Board.  Please note that Special Board meetings are public meetings and will be live streamed.

Making Delegation Arrangements

Individuals who wish to speak at a Special Board meeting please refer to the following excerpt from Board Policy 7, section 8:  

8. Procedures for Delegations to Board

8.1       A delegation wishing to appear must submit to the Secretary-Treasurer a request in writing stating the matters they wish to bring before the trustees and, if a brief is to be presented, a copy of the brief and the name of the spokesperson for the delegation.

8.2       The Agenda Setting Committee will determine if the delegation should appear before the Board or a committee and will set the time for the delegation to appear.

8.3       If the request is to appear before the Board, the request and all supporting material must be received by the Secretary-Treasurer (preferably electronically), prior to 16:30 hours on the Wednesday before the Board meeting.

8.4       If a delegation appears before the Board, the following procedures will be followed:

8.4.1 The time allotted for the delegation's presentation will be five minutes;

8.4.2 Board members may direct questions for clarification through the spokesperson for the delegation; however, the matter will not be debated;

8.4.3 Normally, the matter will not be considered by the Board at the meeting at which the delegation appears. 8.4.4 The Chair of the Board may waive the notice requirement and permit a delegation to appear before a Board meeting if the Chair of the Board considers the matter to be an urgent item.

Individuals or delegations wishing to present to a Special Board meeting should contact the following by email no later than 4:30 pm on the Wednesday before the scheduled Special Board Meeting (please include contact phone number):

J. David Green, Secretary Treasurer - dgreen@vsb.bc.ca

Tiffany Lee, Administrative Office Assistant - tmlee@vsb.bc.ca