Board of Trustee meetings are held every 4th Tuesday of the month at 6pm in the Boardroom, unless otherwise arranged due to school activities.
Meeting dates for 2013 are:
|Tuesday February 26
|Tuesday March 26
|Tuesday April 16
|Tuesday May 28
|Tuesday June 25
|Tuesday July 23
|Tuesday August 27
|Tuesday September 25
|Tuesday October 22
|Tuesday November 26
The Board is committed to effective and efficient meetings.
- Meetings are based on an annual agenda agreed between the Chairperson and the Headmaster.
- A copy of the agenda of the open (public) session will be posted on the Board of Trustees ‘notice board’ and available at the meeting place for the public.
- Trustees will prepare for the meetings and participate in discussions at all times within the principles of acceptable behaviour.
- Trustees have the right, by resolution, to exclude the public and news media from the whole or part of the proceedings in accordance with the Meetings Act. Decisions by the Board are recorded but remain confidential. The Board needs to:
- Make the reasons for excluding the public clear
- Reserve the right to include any non-Board member it chooses
(* denotes legislative requirement)
- Meetings agendas are prepared according to the annual agenda.
- The quorum shall be more than half the members of the Board currently holding office.*
- The Chairperson shall be elected at the first meeting of the year except in the general election year where it will be at the first meeting of the newly elected Board.*
- The Chairperson may exercise a casting vote in the case of equality of votes, in addition to his/her deliberative vote.*
- Any Trustees with a conflict or pecuniary interest in any issue shall declare their conflict of interest and will not take part in any debate on such issues and may be asked to leave the meeting for the duration of the debate.*
- Only Trustees have automatic speaking rights.
- The Board delegates [and minutes] powers under Sections 16 & 17 of Education Act to the Disciplinary Committee
- The Board delegates [and minutes] authority to the deputy Headmaster in the times of absence of the Headmaster.
Time of Meetings:
- Regular meetings commence at 6.00pm and conclude by 8.00pm.
- A resolution for an extension of time may be moved.
- With the consensus of the board, any business remaining on the agenda at the conclusion of the meeting can be transferred to the following meeting.
- A special meeting may be called by delivery of notice to the Chairperson signed by at least one third of Trustees currently holding office
Exclusion of the Public:
- The meeting may, by resolution, exclude the public and news media from the whole or part of the proceedings in accordance with the Meetings Act.*
- Public participation is at the discretion of the Chairperson.
- Public attending the meeting are given a notice about their rights to participation in the meeting.
- All motions and amendments moved in debate must be seconded unless moved by the Chairperson.*
- Motions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting.*
- No further amendments may be accepted until the first one is disposed of.*
- The mover of a motion has right of reply.*
- A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment.*
Termination of debate:
- All decisions are to be taken by open voting by all Trustees present.
Suspension of Meeting Procedures:
- Standing Orders may be suspended by resolution of the meeting.
- Agenda items are to be notified to the chair 5 days prior to the meeting
- Late items will only be accepted with the approval of the Board
- The order of the Agenda may be varied by resolution at the meeting.
- All matters requiring a decision of the Board are to be listed on the agenda as separate meeting items.
- All items in the agenda are to carry a recommended course of action and where appropriate supplemented by supporting material.
- The agenda is to be collated with the agenda items placed in the agenda order and marked with the agenda number.Papers requiring reading and consideration will not normally be accepted if tabled at the meeting.
- Papers and reports are to be sent to the Board 2 working days before the meeting
- The Headmaster is to provide secretarial services to the Board.
- The minutes are to show resolutions and action points and who is to complete the action.
- A draft set of minutes is to be completed and sent to the Chair for approval within 4 working days of the Board meeting before being distributed to Trustees within 7 working days of the meeting.
|Public attendance at BoT meetings
In terms of participation of parents/visitors in BoT meetings, the Board is guided by the New Zealand School Trustees’ Handbook.
As members of the public you are entitled to...
- Advance knowledge of when and where meetings are to be held.
- Attend meetings for the purposes of watching, listening and note taking.
- Personal copies of the agenda and written reports where requested one week prior to the meeting.
Please note that members of the public are NOT entitled to...
- Take part in discussion or communicate with trustees during the meeting – unless by consensus of the board
- Be present when the meeting goes “in committee”.
The Board has a commitment to considering community issues and views. This is achieved through our Strategic Planning process and community consultation policy.
At the board’s discretion, members of the public may be given speaking rights, at a specific time during the meeting and for a predetermined length of time.
The Chair reserves the right to refuse visitors the right to speak.