Board Policy

Policy 250 — Board Committees

Grasslands Public Schools

GUIDELINES

A. Standing Committees of the Board

1. Budget Review Committee
   1. Terms of Reference – to assist the Superintendent and the Associate Superintendent Business Services, in the preparation of a budget to be submitted to the Board of Trustees for consideration and approval.
   2. Membership – two members of the Board.
2. Audit Committee
   1. Terms of Reference – to oversee the administration of public funds by the division.
   2. Membership – three Trustee members, one of whom is the Board Chair, with one trustee member designated as the Chair of the Audit Committee. Two external members, one who is a member of the business community, and one who is a member of the adult learning community. External members will have no relationship to the audit firm or senior administration.

For specific information on the functioning of the Committee, please see Appendix One.

3. Teacher Compensation Committee
   1. Terms of Reference – local level negotiation of matters under the collective agreement for certificated staff, as established by TEBA (Teacher Employer Bargaining Association), and recommendation of the same to the Board of Trustees for consideration and approval.
   2. Membership – two members of the Board, one of which will also serve as the Board's TEBA representative.
4. Support Staff Compensation Committee
   1. Terms of Reference – examination of salaries and working conditions of support staff, and recommendation of proposals to the Board of Trustees for consideration and approval.
   2. Membership – two members of the Board.
5. Management Compensation Committee
   1. Terms of Reference – negotiation of salaries and working conditions of management staff, and recommendation of the same to the Board of Trustees for consideration and approval.
   2. Membership – two members of the Board.
6. Board Evaluation Committee –
   1. Terms of Reference – coordination of an evaluation process for the performance of the Board of Trustees.
   2. Membership – all members of the Board.
7. Superintendent Evaluation Committee
   1. Terms of Reference – coordination of an evaluation process for the performance of the Superintendent of Education.
   2. Membership – all members of the Board.
8. Board Remuneration Committee
   1. Terms of Reference – to review periodically (minimally before each election), trustee remuneration levels and make recommendations to the Board of Trustees prior to the annual organizational meeting.
   2. Membership – two members of the Board, a parent representative, a representative of the local business community, and at least one other stakeholder.
9. Communications Committee
   1. Terms of Reference – to assist the Board in fostering improved communications and public relations with all of our publics.
   2. Membership – all members of the Board.
10. ATA/Board Liaison Committee
    1. Terms of Reference – discussions on matters related to teaching and learning conditions.
    2. Membership – all members of the Board, the ATA Liaison Chair, a representative from each school and one representative from the colony schools. The ATA Local President is an ex-officio member. A school representative may be any active member of the Local.

For specific information on the functioning of the Committee, please see Appendix Two.

11. Transportation Committee
    1. Terms of Reference – to assist the administration in implementing a Divisional policy on transportation and advising where no policy exists.
    2. Membership – two members of the Board.
12. Facilities Committee
    1. Terms of Reference – to assist Divisional administration and school administration in planning and budgeting new buildings, modernizations, and regular upkeep of facilities and grounds.
    2. Membership – two members of the Board.
13. Technology Committee
    1. Terms of Reference – to assist divisional administration and school administration in planning and budgeting technology implementation, ever greening, and maintenance.
    2. Membership – two members of the Board.
14. Council of Councils
    1. Terms of Reference – to attend meetings, share information regarding Board strategic priorities, seek input on issues and bring back issues identified by the Council.
    2. Number of Representatives – two members of the Board.
15. Scholarship Committee
    1. Terms of Reference – to assist the Assistant Superintendent Support Services in reviewing applications and choosing scholarship recipients submitted to the central office.
    2. Membership – three members of the Board.
16. Wellness Committee
    1. Terms of Reference – to sit as a representative of the board on the Division's Wellness Committee.
    2. Membership – one member of the Board.
17. Strategic Planning Committee
    1. Terms of Reference – to assist the Superintendent and senior administration in establishing long range objectives and goals for the system as part of a five-year strategic plan.
    2. Membership – all members of the Board.
18. Discipline Committee
    1. Terms of Reference – to assist Division and school administration in ensuring that student conduct allows for all students the opportunity to optimize their education experience.
    2. Membership – all members of the Board.

B. Joint Committees

1. Professional Development Committee
   1. Terms of Reference – to attend meetings, to review and to participate in decision making regarding professional development initiatives within the Division.
   2. Number of Representatives – one Board member, one alternate.
2. Alberta School Boards Association, Zone 6 (ASBA)
   1. Terms of Reference – to attend and participate in all meetings and provide a Board of Trustees perspective to discussions.
   2. Number of Representatives – one Board of Trustees member, one alternate.
3. Public School Board Association (PSBAA)
   1. Terms of Reference – to attend and participate in all meetings and provide a Board of Trustees perspective to discussions.
   2. Number of Representatives – one Board of Trustees member, one alternate.
4. Rural Caucus
   1. Terms of Reference – to attend and participate in all meetings and provide a Board of Trustees perspective to discussions.
   2. Number of Representatives – One Board of Trustees member, one alternate

C. Invited Representation

1. Parks and Recreation Board
   1. Terms of Reference – to represent the Board and participate in discussions regarding community recreation.
   2. Membership – one Board member, one alternate.
2. Joint Services Committee
   1. Terms of Reference – to represent the Board and work with other elected boards in the area.
   2. Membership – One board member, one alternate.

APPENDIX ONE — AUDIT COMMITTEE

a) Terms of Reference

1. The purpose of the Audit Committee is to "set the tone at the top" for quality financial reporting and sound internal controls, ensuring the assets of the division are preserved and resources are utilized effectively.
2. The Audit Committee is a part of a system of checks and balances put in place to assess whether the division is appropriately administering public funds.

b) Membership

The membership of the Audit Committee shall be comprised of:

1. Three Trustee members, one of which is the Board Chair, with one member designated as the Chair of the Audit Committee. Two external members, one who is a member of the business community and one who is a member of the adult learning community. External members will have no relationship to the audit firm or senior administration.
2. The term of the appointment shall be one year for trustees, consistent with all Board Committees. The term of appointment for external members shall be two years. Notwithstanding any such term, each committee member shall serve at the pleasure of the Board who reserves the right to terminate any appointment without notice, with or without cause.
3. All Audit Committee members are expected to attend each meeting, in person or via telephone or videoconference.
4. The Audit committee meets at least twice a year "in camera".
5. The Audit Committee may invite members of administration, auditors or others to attend meetings and provide pertinent information, as necessary.

c) Duties and Responsibilities

1. Prior to the annual audit:

Recommend the appointment of an external Board auditor to the Board of Trustees in accordance with the Education Act section 142, meet with the external auditor prior to commencement of the audit to review the engagement letter and assure the auditors independence from management; and review and discuss the audit plan with the external auditor.

2. Following the annual audit:

Meet with the external auditor to review the external auditor's assessment of the Division's system of internal controls and accounting policies, the draft annual audit report, accept receipt of the external auditor's independence letter, audit findings report and accompanying draft management letter and make a recommendation to the Board on whether to accept the annual audit report and submit financial statements to Alberta Education.

APPENDIX TWO — ATA/BOARD LIAISON COMMITTEE

a) Terms of Reference

1. The purpose of the ATA/Board Liaison Committee is to maintain liaison between Local Council and the Grasslands Board of Education, under the direction of the Executive Committee of Local #34. The Committee will strive to continue to improve the level of communication, trust, and morale within the school district.
2. The ATA/Board Liaison Committee will conduct its business in an informal, safe and open environment where committee members can express and discuss ideas and/or concerns to foster increased understanding of and appreciation for differing perspectives. Matters of a sensitive nature shared within the context of the committee shall remain confidential to the members of the committee.

b) Membership

1. The ATA/Board Liaison Committee shall consist of the entire Board of Trustees of Grasslands School Division., the ATA Liaison Chair, a representative from each school and one representative from the colony schools. The ATA Local President is an ex-officio member. A school representative may be any active member of the Local.
2. The ATA Liaison Chair will be elected annually at a general meeting of the Local ATA #34. The ATA Liaison Chair may also act as the representative from their respective school.
3. By mutual agreement, the Board Chair and the ATA Liaison Chair may invite the Superintendent and/or designate or additional active ATA members to attend meetings in an advisory capacity.

c) Agenda Items

1. The ATA Committee members will bring forward any teacher concerns that affect their function in their positions as teachers.
2. The Board of Trustees may bring forward items related to district operations and strategic planning.

d) Process

1. The ATA/Board Liaison Committee will meet a minimum of two times a year.
2. The Board Chair and the ATA Liaison Chair will co-chair the meetings of the ATA/Board Liaison Committee.
3. Meeting dates are set in collaboration between the ATA Liaison Chair and the Associate Superintendent Business Services, of Grasslands School Division.
4. ATA agenda items are pre-approved by the ATA Liaison Committee and the ATA Local executive and submitted to the Associate Superintendent Business Services, by the ATA Liaison Chair at least two weeks prior to the ATA/Board Liaison Committee meeting.
5. Board agenda items are pre-approved by the Board of Trustees and submitted to the Associate Superintendent Business Services, by the Board Chair at least two weeks prior to the ATA/Board Liaison Committee meeting.
6. The approved agenda will be forwarded to the respective chairs by the Associate Superintendent Business Services, one week in advance of the ATA/Board Liaison Committee meeting.
7. Teacher items are brought forward to the school liaison representatives. The Teacher bringing an item forward is responsible for articulating their process of attempted resolution before the item will be considered by the ATA Liaison Committee.