OPSBA Guide to Roles & Responsibilities

Transcription

1 OPSBA Guide to Roles & Responsibilities Executive Council Directors and Alternate Directors Voting Delegates & Alternates Core Issue Work Groups/Ad Hoc Work Groups 2009

2 INDEX THE BOARD OF DIRECTORS Board of Directors Overview... 2 EXECUTIVE COUNCIL... 3 OFFICERS OF THE ASSOCIATION Role of te President... 4 Role of te two Vice-Presidents... 4 Role of te Regional Council Cairs/Vice-Presidents... 4 Role of te Regional Council Vice-Cairs... 4 Role of te Enrolment Vice-President... 5 DIRECTORS AND ALTERNATE DIRECTORS Roles of Directors... 5 Roles of Alternate Directors... 5 DELEGATES AND ALTERNATE DELEGATES Role of Delegate... 6 Role of Alternate Delegate... 6 CORE ISSUE WORK GROUPS/AD HOC WORK GROUPS Core Issue Work Groups... 7 Mandate... 7 Ad Hoc Work Groups/Committees... 7

3 Introduction In establising OPSBA, every effort as been made to provide a fair and equitable representation troug te Regions, troug te Board of Directors and various work groups. Te strengt of OPSBA lies in te Association s ability and willingness to recognize and support te various interests of te Member Boards of all sizes from all Regions of te province. Tis document provides a summary of te key roles and responsibilities of te Board of Directors, te Executive Council, te Core Issue Work Groups/Ad Hoc Work Groups, te elected officer positions, and te Delegates and Alternates. Every trustee sould consider taking an active role in te Association, to elp sape te direction of education in Ontario and to represent OPSBA and te public education agenda to Government and Legislative Committees. Te Board of DirecTORS

4 Te Board of Directors THE BOARD OF DIRECTORS IS THE PRINCIPAL SOURCE OF POLICY AND POLITICAL DIRECTION AND THE MAJOR DECISION-MAKING BODY OF THE ASSOCIATION. THIS GROUP MANAGES THE AFFAIRS OF THE ASSOCIATION AND CONSISTS OF THE FOLLOWING: President Two Vice-Presidents Immediate Past President Five Regional Council Cairs/Vice-Presidents Enrolment Vice-President Member Board Directors MEMBER BOARD DIRECTORS Eac member district scool board is entitled to appoint at least one trustee to te Board of Directors. Te group of scool autorities in Nortern Sub-Region East and Nortern Sub-Region West are entitled to elect one trustee eac to te Board of Directors as teir representative. Te group of combined educational and terapeutic boards is entitled to elect one trustee to appoint as teir representative to te Board of Directors. Directors are appointed for a oneyear term and are eligible for re-appointment. Te group of First Nations Trustees entitled to elect one trustee to appoint as teir representative to te Board of Directors. ALTERNATES TO THE BOARD OF DIRECTORS Boards may also appoint an Alternate Director to act in te absence of teir Director as required THE BOARD S RESPONSIBILITIES INCLUDE: serving as te principal source of policy and political direction and te major decision-making body of te Association wit leadersip from Executive Council and input from its oter advisory bodies between Annual General Meetings approving amendments to te Constitution and By-laws prior to confirmation of suc amendments by te membersip at te Annual General Meeting filling vacancies on te Board of Directors, in te position of Officer, or te Auditor between meetings of te AGM approving budgets, establising membersip fees bestowing OPSBA Honorary Life Membersip appointing liaison members to te Core Issue Work Groups, as required establising Ad Hoc Work Groups as required, wic include, were appropriate, representatives from OPSBA s five Regions oter responsibilities as adopted by te Board of Directors from time to time THE BOARD OF DIRECTORS MUST MEET: at least tree times a year at te call of te President on te written request of 10 of its members Te Association pays te travel and accommodation costs for all Members of te Board of Directors wen attending meetings of te Board. Alternate Directors will ave teir expenses paid ONLY wen replacing an absent Director at meetings of te Board. 2

5 Executive Council THE EXECUTIVE COUNCIL IS COMPOSED OF THE OFFICERS OF THE ASSOCIATION. THIS BODY IS RESPONSIBLE FOR: co-ordinating te Association s affairs managing property and funds assignments of priority to issues for OPSBA work (subject to any regulations or restrictions wic te Board of Directors may from time to time impose) provide policy and advice/political direction transacting required business between meetings of te Board of Directors oter responsibilities as approved by te Board of Directors from time to time Vice-Cairs of te Regional Councils serve on Executive Council in te absence of te Vice-President/Cair of te Regional Council THE EXECUTIVE COUNCIL CANNOT ACT ON ANY OF THE FOLLOWING MATTERS WHICH ARE THE SOLE RESPONSIBILITY OF THE BOARD OF DIRECTORS. THESE INCLUDE: submission to te Member Boards of any matter or question requiring te approval of te Member Boards te appointment or removal of te President, Vice-President and Executive Director filling vacancies on te Board of Directors or in te office of te Auditor between Annual General Meetings approving te annual budget and financial statements amending by-laws bestowing OPSBA Honorary Life Membersip approval of establisment of Work Groups THE EXECUTIVE COUNCIL MEETS: generally once a mont or, at any time on te direction of te President or Cair of Executive Council at te written request of any four of its Members Please note: Serving in a position on Executive Council requires a time commitment of approximately 16 full days per year. Travel and accommodation costs will be paid by OPSBA for Members of te Executive Council wen attending meetings of te Executive Council. A small onorarium is paid to Executive Council members in recognition of te additional time commitment. 3

6 Officers of te Association THE OFFICERS OF THE ASSOCIATION ARE: President Two Vice Presidents Immediate Past President Five Regional Council Cairs/Vice-Presidents Enrolment Vice-President Secretary (Executive Director) Te Role of te President or Designate presides at all general meetings of te Association and at te Board of Directors as general supervision of te Association s affairs is an ex-officio member of all committees/work groups acts as te spokesperson for te Association Te Role of te Vice-Presidents preside at meetings of te Board of Directors in te absence of te President alternately cair te Executive Council meetings and report on its bealf to te Board of Directors represent te Association in place of te President, as required any oter duties as determined by te President Te Role of te Regional Council Cairs/Vice-Presidents to provide sound judgement on provincial issues at Executive Council meetings serve as Cair of teir Regional Council cair Regional Council meetings ensure regional concerns are explored at Regional Council Meetings and are presented to Executive Council and te Board of Directors assess professional development and information needs for te Region and provide leadersip in elping OPSBA meet tose needs elp enance Member Board commitment to OPSBA troug liaison activities: - ensure feedback from Region on OPSBA policy issues and directions - encourage liaison work among all Member Boards - ensure tat Boards in a Regional Council are kept fully informed of OPSBA activities troug te Delegate and Board of Directors Members Te Role of te Regional Council Vice-Cairs replace te Regional Council Cair/Vice-President wen absent from Regional Council Meetings 4

7 replace te Regional Council Cair/Vice-President wen absent from Executive Council meetings as an appointed Member Board Director, attend Board of Directors and oter meetings for te Association, as required Te Role of te Enrolment Vice-President to provide sound judgement on provincial issues at Executive Council and Board of Directors meetings any oter duties as determined by te President DIRECTORS: Directors and Alternate Directors attend Board of Directors meetings and ensure teir board s concerns are presented to te Regional Council Cairs/Vice-Presidents and te Board of Directors be prepared to provide an opinion wic e/se believes would reflect te general feeling of te board being represented at any Board of Directors meeting elp build Member Board commitment to OPSBA troug liaison activities and information saring wit oter trustees and Member Boards keep senior administration aware of OPSBA issues, saring available reports and position papers ensure tat teir District Scool Board or te group of autorities/boards tey represent are kept fully informed of OPSBA activities ensure tat OPSBA is kept informed of Scool Board needs, important issues and events Enance communication between te Board and OPSBA by: providing, on a regular basis, via a regular board agenda item, a report on Board of Directors meetings, conferences attended and key issues discussed at tese events ensuring tat te Board responds to action requests for information ensuring tat te Board as te best possible participation in OPSBA policy positions by encouraging te Board to respond to OPSBA issues and discussion papers ensuring tat te OPSBA office is advised of any canges at te Board, eg. Cairperson, Director, Delegate, address canges, oter staff and representation canges ALTERNATE DIRECTORS: replace Directors absent from Board of Directors meetings may attend meetings of te Board of Directors, but vote ONLY wen replacing teir board s absent Director N.B. ** Te Directors tat are appointed or elected to represent a group of boards, i.e. scool autorities, scool treatment centre scool autorities or First Nations Caucus would ave similar responsibility to tose listed above, but sould endeavour to represent te views of te group rater tan one member board. ** 5

8 Delegates and Alternate Delegates NOTE: Member Boards may coose to appoint trustees oter tan te Director or Alternate Director to serve as teir Delegate/Alternate Delegate to Regional Council and as Voting Delegate/Alternate at annual or general meetings. THE DELEGATE:. OPSBA Delegates work co-operatively wit te OPSBA Directors to represent teir Boards interests at OPSBA and act as OPSBA liaison at teir Boards, and terefore sould make every effort to: Be knowledgeable of: te issues currently under discussion at OPSBA te position of OPSBA on tese issues te position of is/er own Board on tese issues. Know te full range of services tat are available from OPSBA for trustees and administrators and encourage te maximum use of OPSBA services Represent is/er Board: witin te Region, to ensure tat is/er Board s position and views on OPSBA policy development and direction is sared witin te Region at te meetings eld by te Regional Council as te Voting Delegate at te Annual General Meeting and Elections of OPSBA Officers by ensuring tat te Alternate Delegate is present if Delegate cannot attend te above. Be prepared to respond to an issue wic may arise for te first time at any regional/general meeting. Te Delegate sould be prepared to provide an opinion wic e/se believes would reflect te general feeling of te Board being represented. If it is a personal opinion tat is being sared, it is important to acknowledge tat and subsequently to confirm it wit is/er Board Seek out opinions of oter Delegates at Regional Council and Annual General Meetings about issues of local concern so tat te Delegate is prepared to vote on issues at te meeting wit te broadest knowledge base possible. Ensure tat is/er Board is informed of OPSBA issues and activities. ALTERNATE DELEGATE:. Be aware of te role of te Delegate. Be prepared to replace te Delegate wen necessary. Represent is/er Board in replacement of te Delegate (as required): witin te region at te meetings eld by te Regional Council at te Regional Council Meeting and Elections eld at te Annual General Meeting as te Voting Delegate at te Annual General Meeting and Elections of OPSBA Officers 6

9 CORE ISSUE WORK GROUPS: Core Issue Work Groups/ Ad Hoc Work Groups te number of work groups and te membersip is establised eac year by resolution of te Annual General Meeting based on recommendations from te Board of Directors and OPSBA budgetary considerations work groups reflect te association s focus and annual priorities and are establised in general areas suc as (examples only): finance, legislation, education program and curriculum, labour relations, communications and public relations, etc. MANDATE: To advise te Board of Directors troug Executive Council on matters falling witin te areas of responsibility of eac Core Issue Work Group.. Composition of Core Issue Work Groups eac region will appoint te number of Members and Alternate Members to te work groups as directed by resolution of te Annual General Meeting any trustee from a Member Board in te Region will be eligible to serve on a work group te Board of Directors will appoint one Member of Executive Council to eac work group as liaison. Core Issue Work Groups terminate by resolution of te Board of Directors or Executive Council at te next Annual General Meeting of te Association. Trustee membersip in a Core Issue Work Group terminates automatically if an appointed Member fails to attend tree consecutive meetings of te Core Issue Work Group, unless oterwise decided by resolution of Executive Council Te term, mandate and membersip of eac Core Issue Work Group will be establised eac year troug te Annual General Meeting based on recommendations from te Board of Directors wit input from Executive Council. Core Issue Work Groups report troug Executive Council to te Board of Directors QUORUM: Te quorum for eac Core Issue Work Group meeting sall be a simple majority of te Members of te Core Issue Work Group MEMBER OF WORK GROUPS: attend Work Group meetings as representatives of teir Regions sould a member of te Work Group be unable to attend a meeting, tey sould contact teir Alternate Member of te committee in order tat te Alternate may make arrangements to attend in teir place. sould be prepared to provide an opinion on an issue being discussed wic e/se believes would reflect te general views of te boards being represented from teir Region sould be prepared to liaise on an issue wit members of teir Region sould te need arise 7

10 ensure tat OPSBA positions receive te broadest input from members by encouraging response to OPSBA request for information and discussion papers tat are circulated for input. ALTERNATE MEMBER OF WORK GROUPS: be aware of issues under discussion at upcoming meetings and be prepared to attend and participate in work group meetings sould te Alternate be contacted by te member of te Work Group wo is unable to attend Te Alternate member of te Work Group attends meetings only wen te Member of te Work Group is unable to attend. AD HOC WORK GROUPS: Te Board of Directors or te Executive Council may from time to time appoint Ad Hoc Work Groups as tey deem expedient for te purpose of advising te Board of Directors or te Executive Council. Wen appropriate, suc Ad Hoc Work Groups sall include representatives from all Regional Councils. Te Board of Directors or te Executive Council (as te case may be) sall determine te jurisdiction, responsibilities and rules of procedure of eac Ad Hoc Work Group. Eac Ad Hoc Work Group sall report to te Board of Directors or te Executive Council (as te case may be). 8