BCE: Board Committees

Classification: 
B: Board Governance and Operations
Code: 
BCE

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

COMMITTEE OF THE WHOLE

  1. The Board may resolve itself into a Committee of the Whole for the consideration of the reports of committees or of any motion or other matter before the Board.  During such consideration in Committee of the Whole, the Chairperson may vacate the Chair and call any member thereto; and it shall be the duty of such member to preside until the committee rises. 
  2. The rules of the Board shall be observed in Committee of the Whole save it shall not be necessary to second any motion in Committee of the Whole. 
  3. A report from the Committee of the Whole may be amended by a majority of the Board before its adoption without being referred back into Committee of the Whole for that purpose.

STANDING COMMITTEE  (By-law No. l, Section V)

There shall be the following Standing Committees of the Board:

  • Management Co-ordinating
  • Planning and Facilities
  • Education and Student Services
  • Personnel and Staff Services
  • Finance and Legal 

Membership in the Standing Committees shall be as follows:

  • The Management Co-ordinating Committee shall be composed of the Chairperson of each of the other Standing Committees and the Chairperson of the Board who shall act as Committee chairperson.  The Chairperson of the Board may designate any one trustee as an additional member of the Committee and may designate any trustee who is a member of the Committee to act as chairperson of the Committee.
  • The Education and Student Services Committee shall be composed of all members of the Board.
  • All other Standing Committees shall be composed of four members each.
  • Except for the Management Co-ordinating Committee, the chairperson and members of each Standing Committee shall be appointed annually by the Board on the recommendation of the Chairperson of the Board at the second meeting of the Board within the month of December, after the Chairperson has had time to consult with the other trustees. 
  • Standing Committees shall have jurisdiction to consider and make recommendations to the Board in the matters assigned to them by the Board.  Matters not specifically assigned by the Board shall be within the jurisdiction of the Management Co-ordinating Committee. 
  • If any vacancy shall occur in a Standing Committee of the Board, the Board shall name a successor to fill the position. 
  • With the exception of the Education and Student Services Committee, a quorum for Standing Committees shall be a majority of the members or the Chairperson and one member.  Three members shall constitute a quorum for the Education and Student Services Committee. 
  • The chairperson of the Standing Committee shall preside and may vote on all questions submitted. 
  • All Standing Committees shall report their recommendations to the Board in writing and such reports shall be signed by the chairperson.  A minority of any committee may also report to the Board in writing. 
  • Meetings of Standing Committees shall be convened by the chairperson of the Standing Committee.  With the exception of the Education and Student Services Committee, any two members of a Standing Committee may require a meeting of the Standing Committee to be convened; any three members of the Education and Student Services Committee may require a meeting to be convened.
  • Any member of the Board may attend meetings and participate in discussion of any Standing Committee, but only appointed members of the Standing Committee may vote. 
  • Action of any Standing Committee shall not be binding until formally approved by the Board, unless the Board, by a majority vote, gives the Standing Committee power to act. 
  • The Superintendent and senior management shall keep the chairperson of each of the Standing Committees informed of matters within the jurisdiction of the Standing Committee. 
  • The chairperson of each Standing Committee shall designate a member to act as chairperson in his or her absence.  Such appointee shall assume all the powers and duties of the chairperson when acting as such. 
  • The Chairperson of the Board shall be 'ex officio' a voting member of a committee and shall count in forming a quorum. 

POLICIES OF THE BOARD REGARDING STANDING COMMITTEES 

SCOPE OF COMMITTEE FUNCTIONS 

Management Co-ordinating 

  • To deal with any matters not falling into specific areas of responsibility of other Committees or referred by other Committees for special consideration. 
  • To co-ordinate, delegate to, and direct as may be appropriate or necessary  the work of other committees. 
  • To deal with matters affecting community and government relations. 
  • To handle the presentation of any proposed amendments to the by-laws of the Board.

Planning and Facilities 

  • To deal with long-range planning, building, and site requirements. 
  • To deal with integration and co-ordination of school/ park/library/community centre/health unit buildings and services. 
  • To promote and co-ordinate community use of schools. 
  • To consider matters of school design, construction, alteration, or maintenance of buildings and grounds, and presentation of architects' progress reports. 
  • To handle naming and opening of schools. 

Education and Student Services 

  • To deal with all matters directly relating to the quality and type of education provided at the elementary, secondary, and night school levels, including curriculum, audio-visual and special education, athletics, and teaching methods employed. 
  • To perform consultative-liaison duties relative to communication with students, teachers, and administrators on educational matters.
  • To deal with all matters affecting services provided to students, including counselling, scholastic aptitude testing, and health services. 

Personnel and Staff Services 

  • To deal with negotiation and agreement of salaries, working conditions, pensions, educational and sick leave, and any other related matters for all professional and non-professional staff. 
  • To consider, develop, and supervise policy relative to selection, hiring, dismissal, promotion, in-service training, effective utilization, and morale of all professional and non-professional staff.
  • To co-ordinate all matters relating to trustee education and development, including attendance at special seminars and conventions.

Finance and Legal

  • To supervise budget preparation and presentation and consider all aspects of ways and means to accomplish desired financial policy objectives, including investment policy. 
  • To receive, consider, and report on the effect, from a comparative cost/benefit analysis viewpoint, of all changes desired, requested, or required in regard to both raising and allocation of operating and capital funds. 
  • To deal with all matters relating to disposal, acquisition, or rental of buildings and property, including supervision of purchasing and tendering procedures, by-law transfers, etc. 
  • To deal with all legal and general insurance matters. 

REPRESENTATION ON STANDING COMMITTEES 

The Board reaffirms the resource and non-voting status of representatives to the Board's Standing Committees, first adopted in 1973 and amended in 1975, 1977, 1982 and 1986, so that the Board:

  • invites the following employee groups to appoint one non-voting representative to each of the Standing Committees: 
    • the Vancouver Elementary School Teachers' Association
    • the Vancouver Secondary Teachers' Association
    • the Vancouver Elementary Principals’ and Vice Principals’ Association
    • the Vancouver Association of Secondary School Administrators
    • the Professional and Administrative Staff Association
    • the Canadian Union of Public Employees, Local 407
    • the International Union of Operating Engineers, Local 963
    • the Canadian Union of Public Employees, Local 15/Vancouver Municipal Education and Community Worker;
  • invites the  following non-employee groups to appoint one non-voting representative to each of the Standing Committees: 
    • District Parent Advisory Council; and
    • Vancouver District Students’ Council.

OPERATING PROCEDURES 

Statement of Goals 

It is the practice that, each year, the Standing Committees prepare a statement of goals for the succeeding year. This procedure would ensure that all aspects of the Board's operations are examined before the goals for the school system are drawn up, provide an opportunity for trustees to become involved in intensive policy making, and allow maximum input into the planning process by all trustees. 

It is the practice that trustees and senior management have periodic reviews of matters discussed in Committee meetings, so that everyone can be brought up-to-date on work under consideration. 

Review of Topics Discussed by Committees, Work Priorities, Records 

It is also a matter of Board policy that matters that the Board has directed to a Committee for action must take precedence over any other Committee business.  (Adopted 1978 April 03.) 

Note: Those parts of this policy that have been established by law have been so marked; any changes to these portions must be made in the manner required for amendments to by-laws (see code BFG).  Those portions established by Board policy may be changed by a simple majority vote of the Board and do not affect the by-laws.

DMT Responsibility: S-T

Adopted Date: 
Monday October 18, 1982
Revision Date: 
Dec 1996
Jan 1999