For Robert’s Rules of Order terms defined, see any number of sources online, including Nancy Sylvester’s informative site, and the Robert’s Rules for Dummies site. The current Robert’s Rules Newly Revised, 11th Edition is not available online.
“3. The Chair, the Secretary-Treasurer or any three trustees, may call a special general meeting of the Board, in addition to the regularly scheduled meetings of the Board, upon not less than forty-eight hours’ notice in writing to all trustees.”
“4.A special general meeting of the Board may be called upon less than the normal forty-eight hours’ notice, in writing or by telephone, with such meeting being deemed to have been properly convened if a majority of trustees agree to waive the normal forty-eight hours’ of written notice.”
“104.02 Trustees shall be permitted to debate only upon a motion, as herein provided, and each trustee shall be limited to the opportunity to speak once to any motion, unless the motion has been amended, for a majority vote of the Board. The proposer of a motion shall be given the opportunity to open and close debate of his motion. The mover of the principle motion shall have the right to speak for five minutes to the motion and shall be allowed five minutes to conclude the debate on the motion.”
- “4.The Education Policy Development Committee shall meet in accordance with the provisions of Bylaw 9360.2 (Meetings of the Standing Committees) for the purpose of providing direction to administration on the development of new educational policies and to review Board motions which require translation to educational policy. In addition, the Committee shall, from time to time as it sees fit, make recommendations to the Board in respect of educational policy for the District.’
- “3. Associated with the Committee, by way of auxiliary staff, shall be the Superintendent or delegate, the Secretary-Treasurer or delegate, the Director of Human Resources, the Director of Facilities Services, the Director of Financial Services, Director of Information Technology and Planning and any other administrative officers as may be required by the Committee.
- 4. The Operations Policy and Planning Committee shall meet in accordance with the provisions of By-law 9360.2 [Meetings of the Standing Committees] for the purpose of developing for Board consideration major impact areas related to: a) all personnel matters; b) all financial and legal matters; c) all matters related to the facilities required to provide educational programs; d) information technology and planning matters.”
- “The purpose of each standing committee shall be firstly to clarify issues that need to be referred to the Board for review and decision making and, secondly, to present policy recommendations for Board consideration.”
- 3. The Chairperson of the Board shall be an ex officio member of both Committees, with voting rights.
- 4.All members of the Education Policy Development Committee shall be ex officio members of the Operations Policy and Planning Committee with voting rights.
- 5. All members of the Operations Policy and Planning Committee shall be ex officio members of the Education Policy Development Committee with voting rights.
• 6. A quorum is a majority of trustee members on the committee.”
So, what’s “ex officio”? The Official Robert’s Rules of Order Website FAQ : “Ex officio” is a Latin term meaning “by virtue of office or position.” Ex-officio members of boards and committees, therefore, are persons who are members by virtue of some other office or position that they hold….. Without exception, ex-officio members of boards and committees have exactly the same rights and privileges as do all other members, including, of course, the right to vote. There are, however, two instances in which ex-officio members are not counted in determining the number required for a quorum or in determining whether or not a quorum is present. These two instances are: 1. In the case of the president [Chair], whenever the bylaws provide that the president shall be an ex-officio member of all committees (or of all committees with certain stated exceptions); and 2. When the ex-officio member of the board or committee is neither an ex-officio officer of the board or committee nor a member, employee, or elected or appointed officer of the society (for example, when the governor of a state is made ex officio a member of a private college board).” “Again, however, it should be emphasized that in these instances the ex-officio member still has all of the rights and privileges of membership, including the right to vote. “[RONR (11th ed.), pp. 483-84; p. 497, ll. 20-29.]
Trustees are assigned by the Chair as members of the two standing committees, Ed Policy and Operations Policy. Agenda setting is the prerogative of the Chair, with input from senior administration. OPPS: Chair Leonard; McNally, Paynter, Whiteaker (Loring-Kuhanga) Ed Policy: Chair Nohr; Ferris, Orcherton, Watters (Loring-Kuhanga)
The External Trustee Liaison assignments have been made by the Chair to groups which have replied “yes” to a District query regarding their desire to have a Trustee liaison, so there fewer than there were for the last 3 year Board term, and for many years before that. [No one has been able to find a contact for the Vancouver Island Labour Relations Association for years, so my position as elected rep to that body may not last for as many years as the previous rep’s did.]