For Robert’s Rules of Order terms defined, see any number of sources online, including Nancy Sylvester’s informative site. The current Robert’s Rules Newly Revised, 11th Edition is not available online.
• “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)…“[RRONR (11th ed.), pp. 483-84; p. 497, ll. 20-29.]
Letters from BC School Boards to the Minister of Education, and others on a variety of topics are here on a BCSTA page. Check the BCSTA page now and then – these letters often come out daily if there is a hot issue. Board Chairs write these letters at the direction of the majority of Trustees on their Board. Wording is fined tuned in Board discussion; sometimes these letters are partially or completely written by District staff for the Chair.
Letters from the SD61 Board Chair to the Minister of Education and others are on the SD61 Board Advocacy page. (My motion to set up the Advocacy page carried some time ago, so you can find letters sent by the Chair on various topics related to public education and SD61 in particular, and replies we receive, on that page.) The Chair cannot originate letters independently on behalf of the Board. Usually these letters are completely or partially prepared by District staff.