Section A - Governance

Date: 2003-11-25 / 2006-11-21 / 2013-03-05 / 2019-11-12 / 2024-10-29

Policy Statement

The St. Clair Catholic District School Board is committed to fostering Christ-centred, safe, caring and inclusive learning environments, supported by clear standards of behaviour is which are essential in developing an optimal learning environment.

This commitment is affirmed in Board policies, the Education Act, the Ontario Human Rights Code and Ministry of Education regulations and policy/program memoranda.

Policy Goals

The purpose of the Board’s Code of Conduct is to promote safe and caring schools founded on Catholic values and the Board’s mission; and to provide a framework for individual schools to develop a school-based Code of Conduct, which fosters a positive school climate and supports student achievement and well-being.

References

• Education Act and Regulations
• Ministry of Education Policy/Program Memorandum No. 128
• Ontario Human Rights Code
• Sec. B Policy – Responsible Use of Technology
• Sec. C Policy – Dress Code for Elementary and Secondary Students
• Sec. C Policy – Student Discipline
• Sec. C Policy – Tobacco, Alcohol and Drug Abuse

Date: 2003 11 25 / 2006 11 21 / 2013 03 05 / 2019 11 12

Policy Statement

The work of the Board is to serve as elected Trustees for the Catholic Community in ensuring effective governance.

Policy Goals

To distinguish the work of Trustees from the work of staff, the Board of Trustees will concentrate its efforts on the following:

1. Providing the link between the organization and supporters of Catholic education in the St. Clair district, who have ownership of the publicly funded Catholic education system.
2. Ensuring clarity of values and vision in Board policy which, at the broadest levels, addresses:
   1. Governance Process: This describes how the Board conceives, carries out and monitors its own task (Accountability: Board of Trustees).
   2. Board: Director Relationship: This describes how authority is delegated, and its proper use monitored; and outlines the authority and accountability of the Director of Education. (Accountability: Board of Trustees).
   3. Strategic Directions / Annual System Goals: This sets out the objectives for the year. (Accountability: Director of Education).
   4. Executive Limitations: These place constraints on executive authority (e.g. needing to adhere to policies and to maintain a balanced budget). (Accountability: Director of Education).

Date: 2003-11-25 / 2006-11-21 / 2013-03-05 / 2019-11-12 / 2024-10-29

Policy Statement

The Director of Education is accountable to the Board of Trustees for the operation and performance of the organization. All authority and accountability for staff rest with the Director of Education.

Policy Goals

1. The Director of Education’s contributions should be annually stated as performance in two areas:
   1. Organizational accomplishment of the Multi-Year Strategic Plan
   2. Organizational operation within the boundaries of prudence and ethics established in Board policy and Ontario Acts, Statutes and Regulations

References

• Education Act and Regulations

Catholic Director of Education Appraisal Report

The Honourable _______________________________ Minister of Education

Date: Enter a date.

This is to confirm that Name of Director of Education began their role as Director of Education for the Name of school board on Date.

Performance Plan

Date of Performance Plan Completion: Enter a date.

_________________________________
Signature of the Chair of the Board

_________________________________
Printed Name of the Chair of the Board

The Honourable ___________________Minister of Education

Date: Enter a date.

This is to attest that Name of School Board has completed the interim or full performance appraisal of their Director of Education Director of Education in accordance with the Ontario Regulation __/2024 – Director of Education Performance Appraisal.

Bi-annual feedback:

• No, this evaluation cycle did not require the inclusion of bi-annual community partner/stakeholder feedback.
• Yes, this evaluation cycle included the required bi-annual community partner/stakeholder feedback, and the list of community partners and stakeholders invited to provide feedback is posted on the board’s website.
  • Community partners and stakeholders
  • ______________________________
  • ______________________________
  • ______________________________

Date of Performance Appraisal Completion: Enter a date.

_________________________________
Signature of the Chair of the Board

_________________________________
Printed Name of the Chair of the Board

Date: 2003 11 25 / 2006 11 21 / 2013 03 05 / 2019 11 12

Policy Statement

The Chair of the Board safeguards the integrity of the Board’s process and represents the Board of Trustees to outside parties.

Policy Goals

The authority of the Chair is found in legislation and is delineated accordingly:

1. The Chair’s role is to assure that the Board is in compliance with its own rules and those legitimately imposed upon it through Ontario Acts, Statutes and Regulations.
   1. Meeting discussion content will be only those matters which, according to Board policy, Ontario Acts, Statutes and Regulations are within the purview of the Board of Trustees, not the Director of Education.
   2. Deliberation will be fair, open and thorough but also timely, orderly and kept to the point.
2. The Chair has authority to make decisions that fall within Board policies on Governance Process and Board: Director Relationship, except where the Board specifically delegates portions of this authority to another individual or committee(s). The Chair is authorized to use any reasonable interpretation of the provisions in these policies.
   1. The Chair is empowered to chair Board meetings, with all the commonly accepted responsibility of that position, and in accordance with the Procedural By-laws of St. Clair Catholic District School Board.
   2. The Chair has no individual authority to make decisions about policies created by the Board within policy areas.
   3. The Chair, as well as the Director, are the designated spokespersons and shall represent the Board to all outside parties, including the media, in announcing Board-stated positions.
   4. The Chair may delegate this authority but remains accountable for its use.
   5. The Chair and/or Vice Chair, in consultation with the Director of Education, shall be responsible for the preparation of the meeting agendas, and may include other items identified by the Board.
   6. The Chair will provide leadership to the Board in maintaining the Board’s focus on its mission and vision; and assume such other responsibilities as may be specified by the Board.

Date: 2000-12-01 / 2006-09-26 / 2013-10-22 / 2019-11-12

Policy Statement

Policies of the St. Clair Catholic District School Board shall reflect the belief that Catholic education is the shared responsibility of parents/guardians; the Church, through its parishes and diocese; the St. Clair Catholic District School Board and its schools; and the community, through its government ministries, agencies and organizations.

1. The Catholic Church believes that parents/guardians are the primary educators of their children and, as such, the policies of the St. Clair Catholic District School Board shall reflect this belief.
2. St. Clair Catholic District School Board policies shall reflect the commitment that the student will be the focus of all deliberations and decision-making.
3. St. Clair Catholic District School Board policies shall be consistent with the Mission and Vision Statements of the Board.
4. St. Clair Catholic District School Board policy shall be applied consistently and fairly throughout the education system.
5. The St. Clair Catholic District School Board is committed to providing equitable access to resources for all students.

Policy Goals

It shall be the goal of this policy that through the application of these foundational statements, their spirit and intent will be at the forefront as Trustees turn their minds to the development and approval of policy; and that, in turn, staff will heed the significance of these tenets, through the implementation and enforcement of policy.

Date: 2003 11 25 / 2006 11 21 / 2013 03 05 / 2019 11 12

Policy Statement

On behalf of the Catholic Community, the St. Clair Catholic District School Board will govern with a faith-filled strategic perspective, which is an expression of Catholic values and the Board’s Vision and Mission.

Policy Goals

The St. Clair Catholic District School Board intends that the actions and decisions of the staff and administration are guided by the Board’s Mission and Vision and, as such, believes:

1. In the vitality, uniqueness and importance of our Catholic values and in the need to live our faith each day.
2. In the infusion of the teachings of Jesus Christ in all curricula.
3. In the fundamental dignity of each person as one of God's children and that each one is to be treated with respect and equity in all that we do.
4. In being learner-centred in all our programs, services, relations and decisions.
5. That parents/guardians are the first and foremost educators of their children.
6. That every person has the potential, the right and the need to learn.
7. In valuing all our people through affirming their achievements, recognizing their contributions and supporting their efforts.
8. In effectively communicating with and facilitating the participation of all stakeholders as the basis for supporting an effective home-school-parish partnership built on faith, trust, meaningful engagement and community cohesion.
9. In creating an organizational culture that gives voice and witness to social justice, enables responsible risk taking, responds to changing needs and is built upon striving for academic excellence.
10. In being accountable for our programs, services, decisions and for the effective stewardship and use of resources.

Our Vision

Catholic Education ┼ Future Ready

Our Mission

Learning together today, transforming tomorrow

Date: 2000 12 01 / 2006 11 21 / 2011 04 13 / 2016 01 26 / 2023 05 30

Policy Statement

Policy statements reflect the mission and strategic goals of the St. Clair Catholic District School Board and constitute basic principles for decision-making and action by administrative personnel.

Policy Goals

1. Board policies will provide direction and set the framework for the operation of the school system.
2. Through its policy-making function, the Board of Trustees directs and empowers administration to implement effective operational procedures for the school system. Board policies are formulated to articulate values, establish terms of reference and parameters and set direction for the governance of students, staff and volunteers to the school system.
3. Through statements of policy, the Board of Trustees exercises its legislative authority to establish limits for administrative action.
4. Board policy shall be in keeping with Ontario statutes and regulations, as they apply to the operations of both the Board of Trustees and the Corporate Board.
5. All policies and procedures of the Board will uphold and promote the Board’s commitment to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and support human rights and social justice in all Board policies, program, guidelines, operations and practices.
6. The Director of Education shall oversee a process of cyclical review of Board policies and procedures.

Definitions

Policy Statement

The policy statement is an articulation of the philosophy and the broad goals of the Board and its mission, with respect to the policy.

Policy Goals

The policy goals set a standard to guide future action by the Board, administration and staff. Effective policies clearly establish the intent of the Board, relate to a goal of the Board, are future oriented, free from ambiguities and are sufficiently broad in scope to guide administrative decision-making.

Date: 2000 12 01 / 2006 11 21 / 2011 04 13 / 2016 01 26 / 2023 05 30

Administrative Procedures

Policy Development

Responsibilities (Required)

1. The responsibility section clarifies who is responsible for the implementation of the policy.
2. Responsibility could include, but is not limited to, the orientation of staff to the policy, the communication of the policy to school communities and the general public, or the responsibility to implement and supervise the operation of the policy.
4. The Supervisory Officer responsible for the policy and procedure development process will consider input and feedback received from stakeholder groups and determine whether any additional consultation is necessary.
5. The Supervisory Officer responsible for the policy and procedure development will ensure that it is compliant with legislation, Ministry of Education guidelines and regulations, other Board policies and the Vision and Mission of the Board.
6. The Secretary of the Board, on behalf of the Board of Trustees, will be responsible for ensuring that all policies and procedures approved by the Board are posted to the website and that the policy section of the website remains updated.
7. All policies are drafts until approved by the Board of Trustees.

Expectations (Required)

1. This section is a refinement of the Policy Goals and spells out clearly what behaviour, skill or knowledge the implementation of the policy will effect.
2. The Expectations section also sets out how compliance to the policy is to be achieved; outlining specific actions that will be undertaken to assure that the Board’s policy direction is carried out.

Additional Headings (Optional)

1. There may be, depending on the length and complexity of the procedures, as many additional headings as may be required to outline the policy in a clear and logical format.
2. Additional headings and the accompanying text should follow the Expectations section and precede the Additional Information section.

Additional Information (Required)

1. Included in all procedures, in the Additional Information section, will be the following statement: “The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.”
2. Board policy stands alone. Having been enacted by the elected Board of Trustees, policy, on its face, carries the necessary weight to demand compliance. However, on occasion, policy writers may wish to add the extra credence of the authority of the Ontario legislature. All such references to the Education Act, provincial regulation or Ministry guidelines shall appear in the Additional Information section of the procedures.

Definitions (As Required)

The Definitions Section of the procedure is intended to clarify for the reader the meaning of particular terms or acronyms that are used in the procedure. Definitions which appear in this section will reference words or terms found in the procedure section only.

References (As Required)

References to applicable legislation, Acts, Ontario regulation or other Board policies should be listed with both the policy and the procedures.

Policy Review

Responsibilities

1. The Director of Education shall oversee a process of cyclical review of board policies and procedures. The policies of the Board will be reviewed on a five-year cycle at a minimum, with due consideration to staff workload demands.

   The process of developing policies and the cyclical review of all policies will include timely consultation with individuals and groups as deemed appropriate to the policy under review.

2. When a policy is being recommended to the Board for revision, its accompanying procedures shall be presented to the Board for information.
3. The policy revision cycle consists of the following sequence:
   1. Annually in June, the Director of Education will bring forward to the Policy Vetting Committee a schedule of policies that are to be considered for review during the next school year. In addition to those policies that have reached their five year review cycle, Director of Education will consider additional policies for review based on feedback and input received from stakeholders and the Policy Vetting Committee.
   2. At the beginning of each school year, the Director of Education assigns responsibility for policy review to members of Executive Council. A list of policies scheduled for review during the school year will be posted on the Board website, with an invitation for stakeholders to offer input.
   3. The assigned member of Executive Council (EC) shall review the policy and procedure documents at a meeting of EC and may prepare revisions to the policy and/or procedure. Amendments may include considerations prompted by feedback from stakeholder groups or individuals. Proposed revisions may include a recommendation to rescind policy, which is no longer current or relevant.
   4. Once revisions have been presented and discussed at EC, the draft revised policy is placed on the agenda of the Policy Vetting Committee. The report to the Policy Vetting Committee will include any feedback and suggestions received from stakeholder groups or individuals.
   5. The member of Executive Council responsible for the policy and procedures shall present the revised documents, with changes tracked, at a meeting of the Policy Vetting Committee. Additional changes may be required, based on feedback from the Committee. When the draft is finalized, the Committee will recommend approval by the Whole Board at the next Regular Meeting of the Board of Trustees.
   6. The member of Executive Council responsible for the policy and procedures shall present the final draft documents, with changes tracked, at the next Regular Meeting of the Board. The Board report will highlight important changes and indicate that the Policy Vetting Committee has reviewed the documents and recommends approval of the policies.

Date: 2000 12 01 / 2002 06 11 / 2002 12 01 / 2003 10 28 / 2004 05 25 / 2005 05 24 / 2006 02 01 / 2011 09 13 / 2013 03 05 / 2020 02 25 / 2023 03 28

Preamble

1. In any school system, the final authority rests with the elected body of officials, the Board of Trustees, which is answerable to its electorate and the Government of Ontario for the management and business operation of all Board affairs.
2. The St. Clair Catholic District School Board, in recognition of significant responsibilities to its Catholic students and ratepayers, will, in conducting the business of the Board, abide by its Procedural By-Laws and all relevant Acts, Statutes and Regulations.
3. The Procedural By-Laws of the St. Clair Catholic District School Board shall be observed for the order and dispatch of business at meetings of the Board.
4. The Procedural By-Laws of the St. Clair Catholic District School Board shall regulate the duties and powers of its Chair, Vice Chair, committees and senior administration, subject to the Act and Regulation of the Ministry of Education and Province of Ontario.

Definitions

Board

In the context of ‘the corporate Board’ refers to the St. Clair Catholic District School Board, including Trustees and senior administration. In the context of ‘the Board of Trustees’ refers only to voting members, who are the appointed or elected Trustees of the Board.

Committee

Includes all ad hoc, legislative, or special committees duly constituted by the Board in accordance with this by-law.

Chair

Refers to the Chair of the Board or of a meeting (whichever the context implies).

Vice Chair

Refers to the Vice Chair of the Board or of a committee (whichever the context implies).

Member

Refers to a voting member of the Board (elected or appointed trustees) or a member of a committee (whichever the context implies).

Ex-officio Member

Refers to a member of a committee, who is permitted, but not required, to act as a member of a committee. The ex-officio member is permitted to vote but is not counted in determining quorum.

Committee Chair

Refers to the Chair of a standing, ad hoc or special committee of the Board.

Director

Refers to the Director of Education and Secretary of the Board.

Treasurer

Refers to the Associate Director and Treasurer of the Board.

Inaugural Meeting

The first Board meeting held following a Municipal Election.

Initial Meeting

The first annual Board meeting in December held between elections.

In-camera Meeting

Meetings held in closed or private session. Such meetings are restricted by legislation to legal, personnel or property matters only.

Vote

The indicated preference of a Trustee in favour of, in opposition to, or abstaining from the question.

Abstain

Any trustee who chooses not to vote on a motion or resolution is said to ‘abstain from voting.’ Abstentions do not affect quorum. Quorum refers to the number of trustees who must be present in order to conduct normal business. Whether they abstain from voting on a particular motion or resolution makes no difference in establishing quorum.

Resolution

1. A motion having been duly passed by Trustees becomes a resolution of the Board;
2. As a matter of formality, a motion may be made in the form of a resolution, which is always submitted in writing. Such a resolution is usually a public statement of the Board, which calls for some type of action, recognition or censure.

Conflict of Interest

The Municipal Conflict of Interest Act sets out three types of financial interest which must be declared by trustees. A conflict of interest arises where a trustee has a direct, indirect or deemed pecuniary interest that is before the Board of Trustees and that interest is not remote.

1. Direct Interest – a trustee would have a direct interest, where the trustee himself or herself stands to benefit or suffer financially by a decision of the Board;
2. Indirect Interest – a trustee would have an indirect interest if the trustee is a shareholder, director or senior officer of a share or non-share corporation that has a pecuniary interest, or the member of a body that has a pecuniary interest, or is a partner or employee of a body that has a pecuniary interest;
3. Deemed Interest – a trustee would have deemed interest when the parent, spouse or child of the trustee, including daughter-in-law and/or son-in-law, has a direct or indirect pecuniary interest that is known to the trustee.

Pecuniary Interest

An interest in a matter that could monetarily affect the trustee, and includes direct, indirect or deemed pecuniary interest.

References

• Education Act
• Municipal Conflict of Interest Act
• Municipal Elections Modernization Act
• Robert’s Rules of Order

Date: 2000 12 01 / 2002 06 11 / 2002 12 01 / 2003 10 28 / 2004 05 25 / 2005 05 24 / 2006 02 01 / 2011 09 13 / 2013 03 05 / 2016 02 23 / 2020 02 25 / 2022 04 19 / 2023 03 28

Administrative Procedures

1. Responsibility (Required)

1. The Director of Education in cooperation with the Chair of the Board, shall ensure that the Procedural By-Laws of the Board are followed.

2. Expectations

1. The Procedural By-Laws will ensure that the business of the St. Clair Catholic District School Board at all Board and committee meetings will be conducted with order and efficiency.
2. Through the Procedural By-Laws, which are compliant with the Act and Regulation of the Ministry of Education and the Province of Ontario, the Board will be accountable to the electorate.

3. Rules of Order

1. The rules and regulations contained in this By-Law shall be observed in all proceedings of the Board and shall be the rules and regulations for the order and dispatch of the business of the Board and its Committees, except where any statute or legislative regulation otherwise provides.
2. In any instance or instances not provided in statute or in this By-Law, Robert’s Rules of Order shall govern insofar as they are applicable.
3. Procedural By-Laws of the St. Clair Catholic District School Board shall be reviewed as soon as possible following each Inaugural Meeting.
4. Whenever an adjournment takes place due to lack of quorum, the time of the adjournment and the names of the members present shall be entered into the Board minutes. The Chair or other Presiding Officer shall preserve order and decorum and decide upon all questions of order.
5. In the absence of the Chair and Vice Chair for any cause, the Board may, from the members present, appoint a Presiding Officer who, during such absence, shall have the powers of the Chair of the Board.
6. The Chair or person presiding may vote on all questions and any questions on which there is an equality of votes shall be deemed to be negative.
7. The yeas and nays shall not be recorded upon any question unless requested by at least one member.
8. Should the Chair elect to vacate the Chair to take part in any debate or discussion or for any other reason, he/she shall call upon the Vice Chair or in his/her absence one of the other members to fill his/her place until he/she resumes the Chair.
9. No member shall speak for more than five minutes on the same question without the permission of the Chair.
10. Any trustee may request a recorded Roll Call vote.

4. Motions

1. 1. The purpose of a motion is to place before the meeting a defined subject for orderly consideration and the collective decision of the Board.
   2. Except where otherwise specified, a motion must be moved by one member and seconded by another. It then may be adopted, amended, defeated or withdrawn.
   3. After a motion has been duly moved, seconded and read from the Chair, it shall be deemed to be in the possession of the meeting, shall be open to debate and shall be disposed of by vote, but it may be withdrawn at any time before the vote is taken only with the consent of the mover and provided no one objects.
   4. After the Chair has put any question to a vote, there shall be no further debate.
   5. Any member may, of right, require the question or motion under discussion to be read for his/her information at any period of the debate, but not so as to interrupt a member speaking.
   6. Any motion approved at committee level must be approved by the Board before implementation.
   7. Any member can introduce a notice of motion. Written notice shall be given to all motions for introducing a new matter, other than matters of privilege or petitions, at a meeting previous to that at which it comes up for discussion, unless such notice be dispensed with by a majority vote of the members present.
   8. Any question, when decided by the Board, shall not be re-introduced in the same calendar year, except by a majority vote of the entire Board.
   9. After a resolution has been duly written, it shall be deemed to be in possession of the Board. It may be withdrawn at any time with the sanction of the Board, or it may in like manner, be allowed to stand over.
   10. All ordinary votes at meetings shall be taken by a show of hands and the result declared by the Chair; or if his/her declaration were questioned, the members voting shall rise and stand until they have been counted. When any resolution is under consideration, no motion shall be received, unless to adjourn the previous question, to lay on the table, to postpone, to refer, or to amend, which shall have precedence in the order named, the first and second of which shall be without debate.
   11. A motion to adjourn shall always be in order.
   12. All amendments shall be put in the reverse order in which they are moved and shall be decided upon or withdrawn before the main question is put to a vote.
   13. When the question under consideration contains distinct propositions the vote upon each proposition shall be taken separately upon the question of any member.
   14. No member shall speak to the question after it is finally put by the Chair, nor shall any other motion be made until after the result is declared; and the decision of the Chair, as to whether the question has been finally put shall be conclusive.
   15. Whenever the Chair is of the opinion that a motion offered to the Board is contrary to the rules and privileges, he/she shall inform the members immediately before putting the question thereon and quote the rule applicable to the case without argument or comment.
   16. Every member who introduces a petition, or motion, upon any subject, which may be referred to a Committee, shall have the option of being named to the Committee by the Board.
   17. Conflict of Interest
       1. The Municipal Conflict of Interest Act sets out three types of financial interest which must be declared by trustees. A conflict of interest arises where a trustee has a direct, indirect or deemed pecuniary interest that is before the Board of Trustees and that interest is not remote.
   18. Direct Interest – a trustee would have a direct interest, where the trustee himself or herself stands to benefit or suffer financially by a decision of the Board;
   19. Indirect Interest – a trustee would have an indirect interest if the trustee is a shareholder, director or senior officer of a share or non-share corporation that has a pecuniary interest, or the member of a body that has a pecuniary interest, or is a partner or employee of a body that has a pecuniary interest;
   20. Deemed Interest – a trustee would have deemed interest when the parent, spouse or child of the trustee, including daughter-in-law and/or son-in-law, has a direct or indirect pecuniary interest that is known to the trustee.
       1. When a trustee identifies a direct, indirect or deemed conflict of interest in a matter and is present for a meeting of the Board or Committee of the Board at which the matter is being discussed, he or she must declare a conflict before any discussion of the matter begins. The trustee is required to take the following measures to recuse himself/herself:
   21. Publicly declare the conflict of interest, state the general nature of the interest and have the declaration recorded in the minutes of the meeting;
   22. File a written statement of the interest and its general nature with the Secretary of the Board or Committee;
   23. The trustee will not vote on any question in respect to the matter;
   24. The trustee will not take part in any discussion of the matter;
   25. The trustee will not attempt to influence the voting on any question related to the matter;
   26. In a closed session of a Committee or Board meeting, the trustee declaring the conflict should leave the meeting room for as long as the matter is discussed and the absence will be recorded in the minutes.
       1. A registry will be kept on file in the Office of the Secretary of the Board containing the following information:
   27. A copy of each conflict of interest declaration and each conflict of interest statement by a trustee;
   28. An excerpt from the minutes of the meeting where the declaration is made;
   29. The registry will be organized by date and will include all documents filed by each trustee who declares a conflict of interest;
   30. The registry will be kept in a publicly accessible file in the Office of the Secretary of the Board and can be accessed by any member of the public by visiting the Catholic Education Centre during regular office hours.

   5. Voting Procedures

   1. Only the appointed or elected Trustees present at Board meetings, when a question is put, are entitled to vote thereon, unless they personally have a conflict of interest. Members participating electronically are considered present.
   2. The procedure for taking the vote shall be by show of hands, or in the case of members attending electronically, by a verbal response. Each member present and voting shall indicate his/her vote upon the question by raising his/her hand, or in the case of members attending electronically, indicating by verbal response, at the appropriate time in response to the Chair’s call for votes in favour of, in opposition to, or abstaining from the question, and the Chair shall announce the results thereof.
   3. Each member’s vote shall not be recorded upon any motion unless requested by a member before the Chair calls upon the members to vote on the question. Provided a request is made prior to the Chair calling the question, the names of those who vote in favour of the question, those who vote in opposition and those who abstain, shall be entered in the minutes. Any member may request that their individual vote be recorded either before or after the Chair calls the question.
   4. A member may abstain from voting.
   5. No member shall speak to the question after it is finally put by the Chair, nor shall any other motion be made until after the result is declared; and the decision of the Chair as to whether the question has been finally put shall be conclusive.
   6. On every question, the Chair of a meeting, who is at the same time a member in full standing, may vote on any question and any question on which there is equality of votes shall be deemed to be lost.
   7. Where a simple majority vote is required for the passage of a motion, such shall mean any number greater than one-half of the votes cast where a quorum is present.

   6. Inaugural and Initial Meetings of the Board

   1. Time of Meeting

   The Inaugural Meeting of the Board shall be held on November 15 in the year of a Municipal election; or if November 15 is not a Tuesday, the first Tuesday following November 15 not later than November 21. Initial Meetings shall be held on the first Tuesday of December. Should any such Tuesday be a statutory or civic holiday, the Board will meet on the following day at an agreed upon hour unless otherwise decided by the Board.

   2. Declaration of Office

   At the Inaugural Meeting, the Chief Executive Officer or another appointed officer of the Board shall call the Board to order and shall read the results from the Returning Officer, certifying the election of new members and the resolutions and certificates of appointment of the newly appointed members and receive the Declaration of Office.

   3. Election of the Chair of the Board

   At the Inaugural Meeting of the Board, the whole Board will elect a Chair and Vice Chair to a term of one year. Moving by consensus, the Members shall select one of their number to preside during the election of the Chair. At Initial Meetings of the Board, the Secretary of the Board shall be the presiding official during the election of the Chair. Only members of the Board shall be considered as candidates for nominations. In the event no candidate receives a majority, the person receiving the fewest votes shall drop out and so continue until a Chair is elected. In the case of an equality of votes at the election of the final two candidates, the presiding official shall provide for drawing lots. The Chair shall then take the Chair.

   4. Appointment of Scrutineers

   Two people shall be appointed to act as scrutineers from among the Director of Education & Secretary of the Board; the Associate Director & Treasurer; and the Executive Manager – Human Resource Services; with the most senior of the two to act as Chief Scrutineer. The scrutineers shall distribute, collect and count the ballots. The Chief Scrutineer shall be responsible for reporting the election results to the presiding official.

   5. Election of Vice Chair of the Board

   Upon the election of the Chair, the Board shall proceed to the election of the Vice-Chair, conducted by the Chair. In the event no candidate receives a majority, the person receiving the fewest votes shall drop out and so continue until a Vice Chair is elected. In case of an equality of votes, at the election of the final two candidates, the Chair shall provide for drawing lots.

   6. The Chair and Vice Chair shall serve for a term of one year.

   7. Committees of the Board

   1. General

      The Board may establish committees composed of members of the Board to make recommendations to the Board in respect of education, finance, personnel and property.

   2. The Board may establish committees that may include persons who are not members of the Board in respect of matters other than those referred to above. The Board may establish the following types of committees:

   • Ad Hoc Committees
   • Negotiating Committees
   • Committee of the Whole Board
   3. The Board shall establish the following legislated committees to advise the Board:
   • Special Education Advisory Committee
   • Health and Safety Committee(s)
   • Parent Involvement Committee
   • Audit Committee
   • Discipline Committee
   • Supervised Alternative Learning Program Committee
   4. Appointment or Election of Legislated Committees

   The Board shall appoint the following number of Trustees to the following Legislated Committees to serve a term, the length of which shall be determined by the Board:

   • Special Education Advisory Committee (4 year term) – 2 Trustees (Trustee to Chair the Committee)
   • Health and Safety Committee (1 year term) – 1 Trustee
   • Parent Involvement Committee (1 year term) – 1 Trustee (Parent to Chair the Committee)
   • Audit Committee (4-year term) – 2 Trustees (Trustee to Chair the Committee)
   • Discipline Committee (1 year term) – 3 Trustees (Trustee to Chair the Committee)
   • Supervised Alternative Learning Program Committee (1 year term) – 2 Trustees (Trustee to Chair the Committee)
   5. Establishment of Ad Hoc Committees

   The Board may establish Ad Hoc Committees to deal with specific matters. The resolution establishing such a committee shall clearly specify the purpose and terms of reference of the Ad Hoc Committee. At the time when the Ad Hoc Committee completes its work and has reported to the Board, it is assumed that the Ad Hoc Committee is dissolved.

   1. No matter, which has been referred to an Ad Hoc Committee, shall be considered by the Board until the Board has received the Committee’s report. This provision may be suspended by the vote of a majority of all members of the Board.
   2. Composition of Ad Hoc Committees shall be comprised of a minimum of two Trustees and Chair ex-officio.
   6. Committee of the Whole Board In-Camera (Private Session)
   1. By formal motion and by majority vote, the Board may resolve itself into a Committee of the Whole, In-Camera (Private Session) for the purpose of:
      1. The security of the property of the Board
      2. The disclosure of intimate, personal or financial information in respect of a member of the Board or Committee, an employee or prospective employee of the Board or a pupil or his/her parent or guardian
      3. The acquisition or disposal of a school site
      4. Decisions in respect of negotiations with employees of the Board, or
      5. Litigation affecting the Board
         1. Regularly scheduled meetings of the Committee of the Whole, In-Camera (Private Session) shall be held prior to each regularly scheduled Regular Board meeting.
         2. Committee of the Whole, In-Camera (Private Session) meetings include all Trustees, Director of Education, Board Chaplain, Supervisory Officers, Supervisor of Communications and the recording secretary only. All others must be admitted by Board motion. Trustees may caucus privately at the call of the Chair.
         3. The primary purpose of a Committee of the Whole, In-Camera (Private Session) meeting is to discuss private and confidential matters. Minutes of such discussion will not be kept.
         4. The following matters shall not be raised at open meetings of the Board and in open committee meetings, but shall be considered in Committee of the Whole, In-Camera (Private Sessions) meetings:
      6. The liability of the board, which in the opinion of the Chair and the Director of Education and Secretary, may involve legal implication, personnel matters, such as efficiency, discipline, termination or retirement of employees, medical reports or examination(s) and staff changes.
      7. Reports by the Director of Education or Superintendent of Education regarding evaluation of teaching staff and any report having reference to the general educational program, which in the opinion of the Chair of the Board and the Director of Education and Secretary, might be prejudicial to the operation of a school.
      8. Lease, sale or purchase of property.
      9. Negotiations of salary and wage schedules of employees.
      10. Suspension, expulsion and readmission of students, confidential record of which shall be kept in the office of the Director of Education and Secretary.
      11. Matters involving litigation that affects the Board.
   2. The Rules of the Board governing debate, i.e., Roberts Rules of Order (Bantam Books, 1979 Edition) shall be observed in Committee of the Whole, In-Camera (Private Session).
   3. A motion made in Committee to rise and report shall be decided without debate. Rise and report items will be grouped for motion purposes. Specific item(s) shall be voted on separately at the request of a Trustee.
   4. A report of the Committee of the Whole, In-Camera (Private Session) may be amended, before being adopted, by a majority of the Board without being referred back to the Committee of the Whole, In-Camera (Private Session).
   5. A report of the Committee of the Whole, In-Camera (Private Session), or a report of the Committee of the Whole, In-Camera (Private Session) as amended, may be accepted or referred back to the committee, but it may not be accepted or rejected in part only.
   6. Any consensus reached in a Committee of the Whole, In-Camera (Private Session) must be approved by formal motion of the Board at a regularly convened public meeting before it can be considered to be a Board decision.
   7. Committee of the Whole (Public Session)
      1. The Board may call meetings of the Committee of the Whole (Public Session) for the purpose of hearing presentations, discussing issues and planning Board direction.
      2. The Rules of the Board governing debate, i.e., Robert’s Rules of Order (Bantam Books, 1979 Edition) shall be observed in Committee of the Whole (Public Session).
      3. A motion made in Committee to rise and report shall be decided without debate. Rise and report items will be grouped for motion purposes. Specific item(s) shall be voted on separately at the request of a Trustee.
      4. A report of the Committee of the Whole (Public Session) may be amended, before being adopted, by a majority of the Board without being referred back to the Committee of the Whole (Public Session).
      5. A report of the Committee of the Whole (Public Session), or a report of the Committee of the Whole (Public Session) as amended, may be accepted or referred back to the committee, but it may not be accepted or rejected in part only.
      6. Any consensus reached in a Committee of the Whole (Public Session) meeting must be approved by formal motion of the Board at a regularly convened public meeting before it can be considered to be a Board decision.
   8. Chair, Ex-Officio Member of All Committees

      The Chair of the Board may be an ex-officio member of all committees. The Chair shall be a voting member.

   9. Vice Chair

      The Vice Chair, when delegated by, or in the absence of the Chair, shall have all powers of the Chair. When the Board meets as Committee of the Whole, the Chair shall relinquish the Chair and shall call the Vice Chair, or, in his/her absence, the Chair or another Trustee, to act as presiding officer.

   8. Meetings of the Board

   1. Meeting Schedules

      To be determined by the Board

   2. The Members of the Board of Trustees shall not on any occasion meet as a whole Board without the Director of Education/Secretary of the Board being present, except:

      1. When meeting for the purpose of hiring a new Director of Education;
      2. To consider the performance review of the Director of Education/Secretary of the Board, as set out in Sec. A Policy & Procedures – Director of Education Role and Accountability; Director of Education Performance Review;
      3. To consider disciplinary action related to the Director of Education/Secretary of the Board, as set out in Sec. A Policy & Procedures – Director of Education Role and Accountability; Director of Education Performance Review.
   3. Quorum

      A quorum of the Board shall consist of a majority of the trustees. If the Trustees present do not constitute a quorum within thirty minutes after the time appointed for the meeting, the Secretary of the Board shall record the names of the Trustees then present, or present electronically, and the Board shall stand adjourned until the next Regular Meeting, unless a Special Meeting is called.

      Where the number of Trustees present and able to participate in the meeting is reduced due to conflict of interest declarations such that the remaining Trustees are not of sufficient number to constitute a quorum, the remaining number of Trustees shall be deemed to constitute a quorum, provided such number is not less than two.

      Where the remaining number of Trustees is less than two, the question will be set aside and the Secretary of the Board will seek legal advice.

   4. Notice of Meeting
      1. Written notices of all meetings of the Board and Legislated Committees shall be transmitted along with the Agenda of the Meeting, and notice of correspondence to the email address of each member, at least forty-eight hours before the time of the meeting.
      2. A Trustee who cannot attend a Board meeting shall inform the Secretary of the Board on or before noon of the day of the meeting. A Trustee who is unable to attend in person, but who wishes to be present electronically, will give reasonable notice thereof.
      3. If a Trustee is absent without being authorized by resolution entered in the minutes from three consecutive meetings of the Board, he/she thereby vacates his/her seat and the provisions of the Education Act, with respect to the filling of vacancies, will apply.
   5. Regular Board Meetings
      1. The Secretary of the Board shall prepare the minutes from the previous Board Meeting and any subsequent Special Meetings. The minutes shall be delivered to the Board members 48 hours before the next Regular Meeting of the Board.
      1. The Order of Business shall be as follows:
      • A. CALL TO ORDER
        • Prayer
        • Recording of Attendance
        • Confirmation of Agenda and Addendum
        • Declaration of Conflict of Interest
        • Confirmation of Minutes
      • B. DELEGATIONS/SUBMISSIONS/EDUCATIONAL PRESENTATIONS
      • C. REPORTS
      • D. UNFINISHED BUSINESS AND BUSINESS ARISING OUT OF THE MINUTES
        • Action Items from In-Camera Meetings
        • Committee Reports
      • E. NEW BUSINESS
        • New Business
        • Notices of Motion
        • Correspondence List
      • F. INFORMATION ITEMS
      • G. FUTURE BUSINESS
      • H. ADJOURNMENT

      Closing Hour of Sessions – The Board shall not remain in session later than 10:30 p.m., unless so determined by the majority.

   6. Delegations and Submissions
      1. A person or a delegation shall be required to submit to the Secretary a written application to appear before the Board stating the matter on which a submission is to be made, the organization or interested parties to be represented and the authority of a spokesperson. The entire written presentation shall be submitted to the Secretary of the Board before 1:00 p.m. one week prior to the Board meeting for inclusion in the agenda. The Chair of the Board will decide to either place the delegation or submission on the agenda or to refer the matter to the appropriate Board committee or staff for disposition, or deny the request.
      2. A delegation shall designate not more than two persons as spokespersons and no other member of the delegation shall address the Board, except by request of a trustee, and with permission of the Chair of the Board.
      3. Delegations shall be heard at Regular Meetings of the Board and shall adhere to a five minute time limit. At the conclusion of the presentation, questions from Trustees will be limited to those which would provide clarification of information only. Trustees will not debate the merits of the presentation. If a decision is not made at the same meeting at which a delegation appears before the Board, the delegation shall be notified by letter of the date of the meeting at which a decision is to be made or staff report is to be considered concerning the presentation.
      4. Educational Presentations – Presentations made by teachers, students and others, in consultation with or at the request of the Director of Education, shall be heard at the appropriate time on the agenda.
   7. Workshop Meetings

      Workshop meetings of the Board shall be at the call of the Chair for the purpose of spiritual retreats, Trustee orientation or Trustee in-service.

   8. Special Meeting

      Special Meetings of the Board shall be held at the call of the Chair of the Board or at the written request of two members of the Board. The written request of every Special Meeting of the Board shall state all business to be transacted or considered. No other business shall be considered unless all the members of the Board are present and agree unanimously.

   9. Electronic Meetings
      1. To ensure access to public meetings for Trustees and in accordance with Ontario Regulation 463/97 (Electronic Meetings) the Board shall provide for the use of electronic means for the holding of meetings.
      2. At every meeting of the Board or Committee of the Whole Board, the following persons shall be physically present in the Boardroom at the Catholic Education Centre and so recorded in the minutes:
         1. At least one (1) additional member of the Board;
         2. The Chair of the Board, or designate; and
         3. The Director of Education of the Board, or designate.
      3. At every meeting of a committee of the Board, except Committee of the Whole Board, the following persons shall be physically present in the meeting room of the committee and so recorded in the minutes:
         1. The Chair of the committee, or designate; and
         2. The Director of Education of the Board, or designate.
      4. At the request of any Board member and/or student trustee, and with reasonable notice, the Board shall provide the member and or representative with electronic means of participating in one (1) or more meetings of the Board or of a committee of the Board, including a Committee of the Whole Board, except where to do so would not comply with sections 8.8.1 or 8.8.2.
      5. 1. A member of the board and/or student trustee of the Board, who participates in a meeting through electronic means shall be deemed to be present at the meeting and the minutes of the meeting shall record the member’s presence through electronic means.
         2. The electronic means shall permit the Board member and/or student trustee to hear and be heard by all other participants in the meeting.
         3. The electronic means shall be provided in a way such that the rules governing conflict of interest of members are complied with.
         4. Student trustees who are participating through electronic means shall not participate in any proceedings which are closed to the public.
         5. Should there be technical difficulties and the electronic portion of the meeting is interrupted, discontinued or unavailable:
      6. Section 8.2 shall apply if there is no quorum;
      7. The minutes of the meeting shall indicate the time of any electronic disruption, the name(s) of the member(s) absent for the disruption and the time that electronic means are restored, if the disruption is temporary; and/or
      8. The minutes shall record any member as absent if the member(s) is/are unable to electronically connect with the meeting for its entirety.
      9. 1. Members of the Board participating in Board meetings or meetings of a committee of the Board shall be governed by the rules of the Board related to the operation of Board or committee meetings.

   9. Board Administration and Management

   1. Officers of the Board – Duties, Rights and Responsibilities
      1. Chair of the Board

         In addition to the duties and rights given elsewhere in these By-Laws, the Chair of the Board shall:

         1. Sign all minutes passed by the Board;
         2. Have signing authority;
         3. Participate in the formulating of Board agendas;
         4. Enforce the rules of order when necessary;
         5. Lead the course of discussion to arrive at a decision but shall not participate in debate without leaving the Chair;
         6. Attempt to foster an atmosphere of respect, courtesy and openness, in which the Board may effectively operate;
         7. Encourage an interest in the whole school system;
         8. Establish good relations with the public and the news media;
         9. Confine himself/herself to statements of Board policy and interpretation hereof, and avoid presenting personal opinion;
         10. Accept responsibility, on behalf of the Board, for any and all Board decisions.
      2. Vice Chair of the Board
         1. Preside at any Board Meeting in the absence of the Chair and in the Committee of the Whole, In-Camera (Private Session) or when the Chair desires to leave the Chair in order to debate a question;
         2. Perform all duties and carry out all responsibilities of the Chair of the Board with full authority during his/her continued absence;
         3. Have signing authority.
         4. Director of Education and Secretary of the Board

            In addition to the duties, rights and responsibilities set out in the Education Act and under the Board’s terms of reference, the Secretary of the Board shall:

            1. Keep a full and correct record of the proceedings of every meeting of the Board in the Minute Book provided by the Board and ensure that the minutes, when confirmed, are signed by himself/herself and by the Chair or the presiding member;
            2. Furnish the auditors with any papers or information in his/her power that may be required of him/her;
            3. Issue verbal or written statements to the media on administrative matters coming under his/her duties and responsibilities. Media releases may be given in writing and a copy shall be kept in the Board files;
            4. Have signing authority and shall be responsible for affixing the Seal of the Board to such instruments as require the same;
            5. In the absence of explicit direction, the Director of Education will carry out all administrative functions;
            6. Have signing authority for all cheques in accordance with established procedures.
      3. Associate Director and Treasurer

         In addition to the duties, rights and responsibilities set out in the Education Act and under the Board’s terms of reference, the Treasurer shall:

         1. Receive and account for all school Board monies. Open an account or accounts in the name of the Board in such of chartered banks of Canada or in such other places of deposit, as may be approved by the Board;
         2. Deposit all money received by him/her on account of the Board and no other monies, to the credit of such account or accounts;
         3. Issue payments for goods and services acquired in accordance with Board policies and procedures;
         4. Have signing authority for day-to-day banking and other business matters related to routine Board operations;
         5. Produce, when required by the Board or by auditors or by other competent authority, all documents and monies in his/her possession, power or control, belonging to the Board.

   10. Signing Authority of the Board

   1. The signing officers of the Board shall consist of the Chair, the Vice Chair, the Director of Education and Secretary of the Board, the Associate Director and Treasurer, all Supervisory Officers, the Manager of Finance, the Manager of Facility Services and the Manager of Risk & Supply Chain.
   2. Signatures may be affixed electronically.
   3. Property transactions, such as deeds, transfers and conveyances; negotiable financial instruments such as mortgages, bonds and debentures; for and on behalf of the Board, shall be signed by the Director of Education and Secretary of the Board together with one of either the Associate Director and Treasurer; or, the Chair of the Board; or, the Vice Chair of the Board, in accordance with prescribed procedures and authorities.
   4. With the approval of the Director of Education and Secretary of the Board, binding contractual agreements shall be signed by any two of the signing officers, as designated in 10.1.
   5. The Director of Education and Secretary of the Board shall be responsible for affixing the Seal of the Board to such instruments which require the same.

   11. Public Relations and Disposition of Complaints

   1. Public Relations

      As representatives of the ratepayers, Trustees are answerable to the electorate for effective programs and efficient management of the school system. The Trustee must therefore be sensitive to the demands and concerns of their public. The continued confidence of the public in the Board and in its education system will be measured by its public relations through a consistent approach to issues, by orderly communications and by equitable solutions. To this end, Trustees shall adhere to proper lines of communications and authority to ensure efficiency and fairness.

   2. All formal news releases and public statements on behalf of the Board, shall be made by either the Chair of the Board or designate, or the Director of Education, or designate. Trustees shall exercise utmost caution and propriety when discussing sensitive matters with the media.
   3. The media shall receive a full complement of meeting agenda, reports and correspondence, with the exception of material for meetings of the Committee of the Whole, In-Camera (Private Session). The agenda for Regular Board Meetings shall be posted to the Board website in advance of the meeting.
   4. Complaints
      1. If a member of the Board receives a parental complaint, he/she shall note the particulars, but try, with tact and concern, to direct the parent back to the school.
      2. The Trustee shall refer the parent first to the teacher and to the principal concerned, then, if necessary, to the appropriate Superintendent and finally to the Director of Education if a satisfactory solution has not been achieved.
      3. The parent shall be given the assurance that he/she will be contacted further, but not necessarily by the Trustee.
      4. The matter shall be brought to the attention of the Director of Education.
      5. The Trustee shall avoid passing judgement.
      6. When a complaint or grievance is presented by an employee, Trustees shall direct that employee to take the matter to their immediate superior and through the appropriate channels as established by the Board’s organizational chart or the employee’s collective agreement.
      7. The Director of Education in receiving a complaint from a Trustee shall deal with the matter, inform the Trustee concerned of any action taken and report to the Board, if such is deemed necessary by either party.
      8. For matters not initiated by a ratepayer or employee, but felt by a Trustee to warrant an inquiry or investigation, the Trustee shall discuss the matter with the Director of Education before the issue is placed before the Board.
      9. Individual Board members or groups of members shall not undertake any action, investigation or negotiation that may be construed as acting on behalf of the Board, except by explicit direction from the Board.

Definitions

Board

In the context of ‘the corporate Board’ refers to the St. Clair Catholic District School Board, including Trustees and senior administration. In the context of ‘the Board of Trustees’ refers only to voting members, who are the appointed or elected Trustees of the Board.

Committee

Includes all ad hoc, legislative, or special committees duly constituted by the Board in accordance with this by-law.

Chair

Refers to the Chair of the Board or of a meeting (whichever context implies).

Vice Chair

Refers to the Vice Chair of the Board or of a committee (whichever the context implies).

Member

Refers to a voting member of the Board (elected or appointed trustees) or a member of a committee (whichever the context implies).

Ex-officio Member

Refers to a member of a committee, who is permitted, but not required, to act as a member of a committee. The ex-officio member is permitted to vote, but is not counted in determining quorum.

Committee Chair

Refers to the Chair of a standing, ad hoc or special committee of the Board.

Director

Refers to the Director of Education and Secretary of the Board.

Treasurer

Refers to the Associate Director and Treasurer of the Board.

Inaugural Meeting

The first Board meeting held following a Municipal Election.

Initial Meeting

The first annual Board meeting held between elections.

In-camera Meeting

Meetings held in closed or private session. Such meetings are restricted by legislation to legal, personnel or property matters only.

Vote

The indicated preference of a Trustee in favour of, in opposition to, or abstaining from the question.

Abstain

Any trustee who chooses not to vote on a motion or resolution is said to ‘abstain from voting.’ Abstentions do not affect quorum. Quorum refers to the number of trustees who must be present in order to conduct normal business. Whether they abstain from voting on a particular motion or resolution makes no difference in establishing quorum.

Resolution

1. A motion having been duly passed by trustees becomes a resolution of the Board;
2. As a matter of formality, a motion may be made in the form of a resolution, which is always submitted in writing. Such a resolution is usually a public statement of the Board, which calls for some type of action, recognition or censure.

Conflict of Interest

The Municipal Conflict of Interest Act sets out three types of financial interest which must be declared by trustees. A conflict of interest arises where a trustee has a direct, indirect or deemed pecuniary interest that is before the Board of Trustees and that interest is not remote.

1. Direct Interest – a trustee would have a direct interest, where the trustee himself or herself stands to benefit or suffer financially by a decision of the Board;
2. Indirect Interest – a trustee would have an indirect interest if the trustee is a shareholder, director or senior officer of a share or non-share corporation that has a pecuniary interest, or the member of a body that has a pecuniary interest, or is a partner or employee of a body that has a pecuniary interest;
3. Deemed Interest – a trustee would have deemed interest when the parent, spouse or child of the trustee, including daughter-in-law and/or son-in-law, has a direct or indirect pecuniary interest that is known to the trustee.

Pecuniary Interest

An interest in a matter that could monetarily affect the trustee, and includes direct, indirect or deemed pecuniary interest.

References

• Education Act
• Municipal Conflict of Interest Act
• Municipal Elections Modernization Act
• Robert’s Rules of Order

Date: 2004 09 28 / 2006 11 21 / 2009 08 25 / 2013 03 05 / 2019 11 12

Policy Statement

The St. Clair Catholic District School Board will appoint a qualified replacement according to the Education Act and the terms of this policy, when an office of trustee becomes vacant for any cause, before the expiration of the term for which the trustee was elected.

Policy Goals

The St. Clair Catholic District School Board will act to fully and properly represent registered Separate School Supporters of the Board. In the event of a vacant seat, the Board will initiate a process such that full representation is accomplished in a timely, well considered manner. The Board will only consider candidates who meet the following criteria, as set out in this policy, the Ontario Municipal Elections Act and the Education Act:

1. Roman Catholic;
2. 18 years of age or older;
3. Demonstrated commitment to Catholic education (pastoral, educational or community reference).
4. A resident within the jurisdiction of the Board;
5. A registered Separate School Supporter;
6. Not legally prohibited from voting; and
7. Not disqualified by any legislation for holding school board office.

The following persons are disqualified from being elected to school board office:

1. Any person not eligible to vote for the school board;
2. An employee of any school board, or clerk, deputy clerk, treasurer or deputy treasurer of a municipality within the jurisdiction of the board, unless they
   1. Take an unpaid leave of absence before submitting an application, and
   2. Resign, if appointed to the office;
3. A judge of any court.
4. A member of the Legislative Assembly of Ontario, a Senator or a member of the House of Commons; or
5. An inmate of a penal or correctional institution under sentence of imprisonment.

References

• Ontario Education Act
• Ontario Municipal Elections Act

Date: 2004 09 28 / 2006 11 21 / 2009 08 25 / 2013 03 05 / 2015 04 28 / 2019 11 12

Administrative Procedures

Responsibilities

1. The Secretary of the Board shall report the cause of a vacancy at the first regular meeting of the Board after the cause is known.
2. The remaining trustees shall pass a resolution declaring the office vacant effective on the date of the vacancy.
3. The secretary of the Board shall advertise the office, qualifications and deadlines through a variety of media, which may include, but is not limited to, the Board website, Board social media platforms, flyers and posters in parishes, parish bulletins, print and broadcast.
4. A committee of trustees and the Secretary of the Board shall review the qualifications of applicants and report selected candidates to the Board.
5. Selected applicants will be interviewed by the Committee of the Whole Board – Public Session, at a date and time determined by the Chair and Secretary.
6. Selection of a candidate shall be made by a vote at a regular meeting of the Board. In the case where no candidate achieves a clear majority, the lowest candidate will be removed and another vote will be held. This process will continue until one candidate receives a clear majority of the votes cast.
7. In the case where all candidates have received an equal number of votes such that no candidate is removed from the field, a further vote shall be held. If the result of the vote has changed such that the process can move forward, trustees will continue the voting procedure until one candidate receives a clear majority of the votes cast.
8. If the further vote results in a second tie vote, the Chair shall declare the voting deadlocked and the names of the remaining candidates will be placed in a draw. The Director of Education will draw one name and the candidate whose name is drawn shall be declared the winner and appointed to the Board.

Timelines

1. When the effective date of a vacancy is 60 days or fewer before a municipal election, the vacancy shall not be filled.
2. If the effective date of the vacancy occurs 61 days or more prior to a municipal election, the Board of Trustees shall appoint a replacement trustee using the method outlined in section 1.3 and 1.4 of these procedures.
3. The individual appointed to fill the vacant office of trustee may take office at the meeting at which the selection is made and shall hold office for the remainder of the term.

Additional Information

References

Ontario Education Act
Ontario Municipal Elections Act

Date: 2000 12 01 / 2002 05 28 / 2007 08 01 / 2012 07 01 / 2017 10 24 / 2019 02 19 / 2023 04 25

Policy Statement

The St. Clair Catholic District School Board recognizes the benefit of a formal process to include student voice in the governance of Catholic education. The board further recognizes the benefit of facilitating valuable experience in the democratic process and a deeper understanding of the vision of Catholic education for its student leaders. The purpose of this policy is to establish the role of the student trustee.

Policy Goals

1. The student trustee will speak from the perspective of a student in a Catholic secondary school.
2. The student will ensure that views expressed support the mission and vision of the St. Clair Catholic District School Board.
3. The student will be elected to represent the interests of the students from each Catholic secondary school.
4. The student trustee may express a viewpoint on matters discussed at a board meeting.

Date: 2000 12 01 / 2002 05 28 / 2007 08 01 / 2012 07 01 / 2017 10 24 / 2019 02 19 / 2019 10 23 / 2023 04 25

Administrative Procedures

Responsibilities

1. The Supervisory Officer responsible for secondary schools will lead the process of selection for two student trustees to serve each school year.
2. The secondary school will work cooperatively to develop and implement a publicly accessible process to elect, in each school year, two students to the position of student trustee, one from Chatham-Kent and one from Sarnia-Lambton.
3. Elections for the position of student trustee for a one year term of office shall be held not later than last day of February in each year.
4. The Secretary of the Board (or designate) will meet with the student trustees prior to the first Regular Board Meeting in September, to provide them with an orientation package.
5. The Chair of the Board may appoint a member of the Board of Trustees to act as a mentor for the student trustees.
6. Student trustees are expected to attend all Board meetings and to notify the Office of the Secretary of the Board if unable to attend a scheduled meeting.
7. Student trustees may be assigned to, and would be expected to attend, meetings and discussions of Standing Committees of the Board and to notify the Committee Chairperson if unable to attend a scheduled committee meeting.
8. Student trustees are not members of the Board.
9. Student trustees do have the right to a non-binding vote on motions before the Board and may request to have the vote recorded. A student trustee cannot move a motion or second a motion; however, he/she may suggest a motion and have that suggestion moved and seconded by members of the Board. If no member of the Board acts to put forward a motion, the record shall show the suggested motion. A student trustee may request that a matter before the Board be put to a vote, in which case there must be two votes:
   1. A non-binding vote that includes the student trustee’s vote; and
   2. A recorded binding vote that does not include the student trustee’s vote.
10. Disqualification of a Student Trustee
    1. A student trustee, though not a member of the Board, will comply with the spirit and substance of Sec. A Policy – Trustee Code of Conduct.
    2. A student trustee may be disqualified for non-attendance at three consecutive meetings of the Board or Standing Committees of the Board, to which the student trustee has been assigned. The Board may exercise discretion due to extenuating circumstances, when implementing this clause.
    3. A student trustee will be disqualified if he/she discontinues studies at a secondary school within the St. Clair Catholic District School Board; or no longer attends as a full time student in the senior division of a St. Clair Catholic secondary school; or is prohibited from attendance due to expulsion according to S309 of the Ontario Education Statue and Regulations.
    4. Disqualification for any reason shall be made pursuant to a formal motion of the Board, which is followed by a majority vote.

Expectations

1. Two full time students shall be elected by their peers to the position of student trustee each year, one from St. Patrick’s Catholic Secondary School and one from Ursuline College (UCC).
2. The term of office for student trustees begins on August 1 of the year in which he or she is elected and ends on July 31 of the following year.
3. Any student elected to the position of student trustee must regularly attend school as a full time senior division student during the time of office.
4. Notwithstanding 2.1, 2.2, 2.3 and 2.4 above, a person is not qualified to be elected to the position of student trustee or to act as a student trustee, if he/she is serving a sentence of imprisonment in a penal or correctional institution or custodial facility.
5. A student elected to the position of student trustee must have access to a vehicle for transportation or have a parent/guardian, who will accept responsibility for transportation. Students under the age of eighteen (18) years must have parental/guardian approval in writing, to accept the position of student trustee.
6. Student trustees are expected to attend all meetings of the Board, unless there are extenuating circumstances and the student trustee has obtained prior approval from the Director of Education (or designate). Missed meetings without prior authorization from the Director of Education (or designate) will result in a deduction from the student trustee honorarium.
7. If a student trustee is absent from three consecutive meetings of the Board, without prior authorization, he/she thereby vacates his/her seat and forfeits his/her honorarium.
8. The honorarium for the position of student trustee shall be $2,500 as per subsection 55 (8) of the Education Act.

Additional Information

1. Where a vacancy in the position of student trustee exists, it shall be filled in the same manner as for student trustee elections at the beginning of the term.
2. Where a vacancy becomes available after the first day of April in any school year, the position shall not be filled.
3. The student trustee will be reimbursed for travel and other reasonable expenses incurred while on approved business of the Board.
4. The rate of reimbursement for transportation shall be at the same Board kilometric rate approved for elected trustees and the student trustee will receive the same reimbursement in other matters, as is approved for elected trustees.
5. The St. Clair Catholic District School Board is committed to the principles of equity and inclusive education, consistent with our Catholic teachings, which value and promote human rights and social justice in all Board policies, programs, guidelines, operations and practices.

Date: 2000 12 01 / 2002 05 28 / 2007 08 01 / 2012 07 01 / 2017 10 24 / 2019 02 19 / 2023 04 25

Policy Statement

The St. Clair Catholic District School Board recognizes the benefit of a formal process to include student voice in the governance of Catholic education. The board further recognizes the benefit of facilitating valuable experience in the democratic process and a deeper understanding of the vision of Catholic education for its student leaders. The purpose of this policy is to establish the role of the student trustee.

Policy Goals

1. The student trustee will speak from the perspective of a student in a Catholic secondary school.
2. The student will ensure that views expressed support the mission and vision of the St. Clair Catholic District School Board.
3. The student will be elected to represent the interests of the students from each Catholic secondary school.
4. The student trustee may express a viewpoint on matters discussed at a board meeting.

Date: 2003 11 25 / 2008 05 28 / 2013 03 05 / 2018 02 27 / 2019 02 26 / 2023 02 28 / 2025 11 11

Administrative Procedures

Definitions

Board

In the context of ‘the corporate Board’ refers to the St. Clair Catholic District School Board, including Trustees and senior administration. In the context of ‘the Board of Trustees’ refers only to voting members, who are the elected or appointed Trustees of the Board.

Committee

Includes all ad hoc, legislative, or special committees duly constituted by the Board in accordance with this by-law.

Chair

Refers to the Chair of the Board or of a meeting (whichever the context implies).

Vice Chair

Refers to the Vice Chair of the Board or of a committee (whichever the context implies).

Member

Refers to a voting member of the Board (elected or appointed trustees); or a member of a committee (whichever the context implies).

Director

Refers to the Director of Education and Secretary of the Board.

In-Camera Meeting

Meetings held in closed or private session. Such meetings are restricted by legislation to legal, personnel or property matters only.

Vote

The indicated preference of a Trustee in favour of, in opposition to, or abstaining from the question.

Resolution

(i) A motion having been duly passed by Trustees becomes a resolution of the Board; (ii) as a matter of formality, a motion may be made in the form of a resolution, which is always submitted in writing. Such a resolution is usually a public statement of the Board, which calls for some type of action, recognition or censure.

Conflict of Interest

The Municipal Conflict of Interest Act sets out three types of financial interest which must be declared by trustees. A conflict of interest arises where a trustee has a direct, indirect or deemed pecuniary interest that is before the Board of Trustees and that interest is not remote.

• Direct Interest – a trustee would have a direct interest, where the trustee stands to benefit or suffer financially by a decision of the Board;
• Indirect Interest – a trustee would have an indirect interest if the trustee is a shareholder, director or senior officer of a share or non-share corporation that has a pecuniary interest, or the member of a body that has a pecuniary interest, or is a partner or employee of a body that has a pecuniary interest;
• Deemed Interest – a trustee would have deemed interest when the parent, spouse or child of the trustee, including daughter-in-law and/or son-in-law, has a direct or indirect pecuniary interest that is known to the trustee.

Pecuniary Interest

An interest in a matter that could monetarily affect the trustee, and includes direct, indirect or deemed pecuniary interest.

Self-Dealing

The conduct of a trustee that consists of taking advantage of their position in a transaction and acting for their own interests rather than for the interests of the public they represent as a member of the Board.

References

• Modernizing Ontario’s Municipal Legislative Act
• Education Act
• Municipal Conflict of Interest Act
• Municipal Freedom of Information and Protection of Privacy Act
• O. Reg. 313/24

Date: 2000 12 01 / 2002 01 01 / 2004 05 25 / 2006 11 21 / 2010 10 27 / 2015 03 24 / 2021 03 30

Policy Statement

The St. Clair Catholic District School Board will reimburse trustees for expenses reasonably incurred in carrying out their responsibilities while representing the interests of students, the community and/or the Board. The Board also recognizes that, during their term of elected office, trustees require support services to effectively service their constituents.

Policy Goals

1. To provide trustees, in their role of stewards and guardians of Catholic Education, with resources and supports to fulfill their obligations, as allowed through the Education Act and the parameters and guidelines of the Ministry of Education.
2. To ensure financial integrity, accountability and transparency.
3. To establish the parameters and guidelines under which trustees will receive supports, equipment, services and reimbursements that will enable them to communicate with constituents regarding board affairs and educational matters, to participate in various activities by virtue of their office, and to fulfill their corporate and constituency responsibilities.

Date: 2000 12 01 / 2006 09 26 / 2013 01 22 / 2019 11 12

Policy Statement

Members of the Board of Trustees exercise the distinct nature of their roles by providing policy direction and governance, which are inspired by the values and traditions of the Catholic faith and guided by the Vision, Mission, Priorities and Values of the St. Clair Catholic District School Board’s strategic plan.

Policy Goals

The Vision, Mission, Priorities and Values of the Board are reflections of the core beliefs of the St. Clair Catholic District School Board. They were developed following extensive consultation with all stakeholder groups. These central pillars of the Board’s strategic plan are self-evident and are stated below.

• Our Vision

  Catholic Education ┼ Future Ready

• Our Mission

  Learning together today, transforming tomorrow

• Our Priorities
  • Learning & Innovation – Teaching transferable skills, critical thinking and creativity
  • Faith & Wellbeing – Living Catholic values to foster caring, inclusive and safe spaces
  • Partnerships – Engaging families, parish and community
  • Catholic Citizenship – Inspiring ethical, responsible stewardship
• Our Values
  • Respect rooted in love
  • Excellence for all
  • Accountability to God, self and others
  • Engagement in our work
  • Called to serve our world