2017 School Board ELECTIONS
Candidate Information Package July 2017 Foreward This handbook is provided as information only. It contains answers to frequent questions related to the election process and important facts which prospective candidates should be aware. It is intended to serve as a supplement to the School Act and the Local Authorities Election Act. Where references are made to legislation, the specific legislation should be referred to for the purpose of interpreting and applying the law. This handbook has no legislative sanction.
Reproduction of the materials contained within this document is permitted with the acknowledgement of Rocky View Schools (RVS).
Further Information Sources 1. Alberta School Board Association – www.asba.ab.ca
2. Alberta Local Authorities Election Act – www.qp.alberta.ca
3. Alberta School Act – www.qp.alberta.ca
4. Rocky View Schools – www.rockyview.ab.ca
5. Returning Officer - Michelle Groff, 403.863.6693 – [email protected]
6. RVS Director of Communications - Angela Spanier, 403.945.4012 – [email protected]
Rocky View Schools’ Contact Info. Education Centre 2651 Chinook Winds Drive S.W. Airdrie, Alberta T4B 0B4 Tel: (403) 945-4012 Fax: (403) 945-4011
2 Table of Contents 1. Important Dates 1.1 What is the Role of a Trustee? Information Session ...... 5 1.2 Nomination Day ...... 5 1.3 Candidate Information Session ...... 5 1.4 Advanced Polls ...... 5 1.5 Election Day ...... 5 1.6 Organizational & Orientation Meetings ...... 5 2. Educational Stewardship 2.1 Term of Office ...... 6 2.2 The Role of Trustees ...... 6 2.3 School Board Responsibilities ...... 7 3. Rocky View Schools’ Overview 3.1 Organizational Chart ...... 9 3.2 Senior Executive Team ...... 9 3.3 Four Year Plan ...... 9 4. 2017/18 School Calendar ...... 11 5. Board Meetings and Committees 5.1 Board and Planning Meetings ...... 13 5.2 Committees & Trustee Representatives ...... 14 6. Board Policies and Honoraria 6.1 Policy 1 Foundation Statements ...... 17 6.2 Policy 2 Role of the Board ...... 19 6.3 Policy 3 Role of the Trustee ...... 25 6.3 Policy 4 Trustee Code of Conduct ...... 28 6.4 Policy 5 Role of Board Chair ...... 33 6.5 Policy 6 Role of Vice Chair ...... 35 6.6 Policy 7 Board Operations ...... 36 6.5 Policy 8 Board Committees ...... 53 6.6 Policy 9 Board Representatives ...... 60 6.7 Policy 10 Policy Making ...... 62 6.8 Policy 11Board Delegation of Authority ...... 65 6.9 Policy 12 Role of the Superintendent ...... 67 6.10 Policy 13 Appeals and Hearings Regarding Student Matters ...... 81 6.11 Policy 14 Hearings on Teacher Transfers ...... 85 6.12 Policy 15 School Closures ...... 87 6.13 Policy 16 Recruitment and Selection of Personnel ...... 89 6.14 Policy 17 Transportation ...... 91 6.15 Policy 18 Alternative Programs ...... 97 6.16 Policy 19 Respectful Learning and Working Environments ...... 98 6.17 Policy 20 Emergency Closure of Schools and School Programs at Off-Site Facilities ...... 100 6.18 Policy 21 Resolution of Public Concern ...... 102 6.19 Policy 22 Community Use of School Facilities and Equipment ...... 103 6.20 Policy 23 School Attendance Areas ...... 121 6.21 Policy 24 School Fees ...... 122 6.22 Policy 25 Community Engagement ...... 124 6.23 Policy 26 Instructional Resource Fees for Optional Courses, Programs Activities or Goods ...... 126
7. Nominations and Election Information (excerpts from Local Authorities Election Act and School Act) 7.1 Nominations ...... 127 7.1.1 Nomination Day – Sec. 25 7.1.2 Form of Nomination – Sec. 27 (1), (3) 7.1.3 Filing Nomination Papers – Sec. 28 (1), (1.1) 7.1.4 Withdrawal of Nomination – Sec. 32 (1), (2) 7.2. Candidates ...... 128 7.2.1 Qualifications of Candidates – Sec. 21 (1), (3) 7.2.2 Ineligibility - Sec. 22 (1), (1.1), (5.1), (7) – (12) inclusive 7.2.3 Campaign Literature Prohibition - Sec. 148 (5) 7.2.4 Advertising Distribution – Sec. 152 (1), (2), (3), (4) 7.2.5 Disqualification as a Trustee – School Act Sec. 82 (1), (2) 7.3 Candidate Agent and Scrutineer ...... 131 7.3.1 Official Agent – Sec. 68.1 (1), (2), (3), (4) 7.3.2 Candidate’s Scrutineer – Sec. 69 (1), (2) 7.3.3 Voting Station Conduct for Candidates, Agents, and Scrutineers – Sec. 69 (3), (4), (5), (6) & Sec. 150 (1) – (9) inclusive 7.3.4 Offence – Sec. 150 (1) – (9) 7.4. ID Requirement ...... 133 7.4.1 Access rights – Sec. 52 7.4.2 ID Procurement 7.5 Voter Eligibility ...... 133 7.5.1 Eligibility – Sec. 47 (1), (2) 7.5.2 Rules of Residence – Sec. 48 (1), (2) & Sec. 44 (4)
7.6 RVS Campaign Contribution and Expense Disclosure…………………………………….134
8. Polling Stations and Ward Map 8.1 Polling Stations ...... 136 8.2 Ward Map ...... 137
9. Forms ...... 138 9.1 RVS Release of Candidate Information ...... 139 9.2 RVS Campaign and Expense Disclosure ...... 140 9.3 Alberta Election Forms Accessible at: https://www.rockyview.ab.ca/elections/candidate
10. Appendix – Policy 7 Board Operations to Be Amended ...... 144
4 1. Important Dates 2017 School Board Elections
1.1 What is the Role of a Trustee? Information Session Monday, September 11, 2017 – Rocky View Schools will hold an information session for individuals who want to learn more about educational stewardship before submitting their name to run in the 2017 Elections. The session will run from 6:30 to 8:30 pm at the Rocky View Schools’ Education Centre, 2651 Chinook Winds Dr. SW, Airdrie, Alberta.
1.2 Nomination Day Monday, September 18, 2017 – Nomination papers must be filed with RVS’ Returning Officer between the hours of 10 am and 12 noon only at the Rocky View Schools’ Education Centre. Each candidate will be required to complete a “Release of Candidate Information” form, which authorizes RVS to release specific personal information and a photo. The form is included in the appendix of this document.
1.3 Candidate Information Session Thursday, September 21, 2017– Rocky View Schools will hold an information session for all candidates from 5 to 7 pm at the RVS’ Education Centre. A light meal will be provided.
1.4 Advanced Polls Once established, Advanced Polls will be posted to RVS’ Trustee Election Website Folder, accessible at https://www.rockyview.ab.ca/elections.
1.5 Election Day Monday, October 16, 2017 – Voting hours are set by municipalities within RVS, as the municipalities are jointly conducting the election with RVS.
1.6 Organizational & Orientation Meetings* Thursday, October 19, 2017 – Board Orientation is held from 9:30 am to 1:00 pm to prepare elected officials for sworn in ceremony and organizational meeting. Tuesday, October 24, 2017 – Elected officials are sworn in, beginning at 9:30 am, followed by a second, full-day orientation session. Thursday, October 26, 2017 – Third Board Orientation held from 9:30 am to 4:00 pm. Thursday, November 2, 2017 - The Organizational Meeting is held, beginning at 9:30 am, at which time the Board will select a Chair, Vice Chair and membership of Board Committees. Trustees also will hold its first Board Meeting. *Additional orientation sessions will be provided over the course of the 2017/18 school year. 2. Educational Stewardship 2017 School Board Elections
School boards help shape the future of local communities by governing the education of young people. The provincial government, through the Minister of Education, grants school boards the independent authority to make decisions about important aspects of local public education. Accountability to the public is entrenched through the election of local school board trustees every four years.
2.1 Term of Office
The term of office for School Board Trustees elected on October 16, 2017 is four years until the next general election in October 2021 (ref. Local Authorities Election Act Sec. 10(1)).
2.2 The Role of Trustees
A key responsibility for trustees is to stay in touch with community stakeholders so that they understand, and reflect in their decision-making, what all citizens’ value and want from their local public schools. It’s important to note that trustees do not represent any one school, neighbourhood or community. Rather, they make decisions based on the needs of the entire jurisdiction. As elected officials, trustees have these roles:
Communicators: Trustees ensure the community has a say in what children learn by communicating effectively with stakeholders and ensuring their concerns and wishes are heard.
Planners: Trustees develop plans to deal with student needs and to actively participate in the economic and social strength of local communities.
Policy makers: Trustees create policies to guide administration and staff. They also evaluate the impact of these policies and make adjustments where necessary.
Advocates: Trustees address and seek resolution to public education issues of importance to students, parents, and the community at large.
6 Educators: Trustees play a key role in developing tomorrow’s citizens because they have the ability to make some independent decisions that impact the direction and quality of public education.
Adjudicators: Trustees hear and make judgements concerning local education decisions, and policies that individuals, groups or the public feel are unfair or improper.
Lobbyists: Trustees communicate with the municipal and provincial levels of government to ensure those who influence funding and other resources hear the voice of the local community.
Legislators: Trustees can make decisions that have the status and impact of law -- for example, decisions governing and enforcing the conduct of students and staff.
Politicians: Trustees are elected every four years to govern the local public education system on behalf of the community. The democratic process ensures the public remains part of public education.
2.3 School Board Responsibilities
Specific school board responsibilities include:
• Planning for the jurisdiction • Setting priorities for the system • Setting goals and policies for the jurisdiction • Evaluating the chief executive officer • Adopting an annual budget for the school system • Communicating with the community and staff on behalf of the jurisdiction • Educating others, so education is given a high priority by the public • Keeping the community aware of the jurisdiction’s achievements • Adjudicating in policy disputes • Lobbying all levels of government on behalf of education • Building relationships with community agencies and municipal partners
Please reference Board Policy 2 Role of the Board and Policy 3 Role of the Trustee for additional information.
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3. RVS Overview
2017 School Board Elections
Rocky View Schools is shaped like a horseshoe around the west, north and east boundaries of the City of Calgary. The Division serves the educational needs of almost 24,000 students within 50 schools, located in the City of Airdrie, the Town of Cochrane, the City of Chestermere and Rocky View County.
Rocky View’s eight-member Board of Trustees is responsible for promoting an open and transparent learning system, while fulfilling its statutory obligations of setting directions, allocating resources, and monitoring and reporting student and operational achievements. A superintendent of schools reports directly to the Board. The Superintendent works collaboratively with stakeholders with the assistance of four associate superintendents, and 198 Education Centre staff. This team provides support to 102 school-based administrators, 1253 teachers, 896 support staff and 50 school councils in the areas of curriculum and instruction, professional learning, student transportation, human resources, communication, capital planning and facility maintenance.
Over the past 20 years Rocky View Schools has experienced tremendous growth. Currently, it is the fifth largest jurisdiction in Alberta.
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3.1 Organizational Chart
BOARD OF TRUSTEES
SUPERINTENDENT OF SCHOOLS EXECUTIVE ASSISTANT DIRECTOR OF LISA SANDBERG GREG LUTERBACH COMMUNICATIONS ANGELA SPANIER
ASSOCIATE ASSOCIATE ASSOCIATE ASSOCIATE SUPERINTENDENT SUPERINTENDENT OF SUPERINTENDENT SUPERINTENDENT OF LEARNING HR OF SCHOOLS OF BUSINESS/OPERATIONS DAVE MORRIS SUSAN PAGE MURRAY BESENSKI DARRELL COUTURE
DIRECTOR OF DIRECTOR OF FACILITY PLANNING FINANCE DIRECTOR OF DIRECTOR OF DIRECTOR OF HR DIRECTOR OF DIRECTOR OF COLETTE WINTER KARYN GOLEM TECHNOLOGY FOR LEARNING LEARNING SERVICES PAT WORTHINGTON SCHOOLS SCHOOLS KEVIN WTTEWAALL PAM DAVIDSON SHARON RHODES IRA STROH DIRECTOR OF DIRECTOR OF TRANSPORTATION MAINTENANCE AUDREY BLOXHAM WILLIE QUINN DIRECTOR OF LEARNING DIRECTOR OF SCHOOLS GREG ROBERTS MANNY FERREIRINHA SUPERVISOR OF CARETAKING SERVICES MARLON BATRES
3.2 Senior Executive Team
Superintendent of Schools ...... Greg Luterbach 403 .945.4002
Associate Superintendents: Human Resources...... Susan Page 403.945.4017 Learning ...... Dave Morris 403.945.4018 Schools ...... Murray Besenski 403 945-4015 Business and Operations ...... Darrell Couture 403. 945.4008
3.3 Four Year Education Plan
Rocky View places significant importance in honouring its obligation to the Minister of Education and its school communities by developing a Four-Year Education Plan. Over the past six years, the jurisdiction has pursued an aggressive Four-Year Plan focusing on the needs of today’s learners. This plan was collaboratively developed by Trustees, system and school administrators, teachers, support staff, students, parents, and community members who helped to identify long term priorities for Rocky View School. This planning process will be replicated in the spring and fall of 2018, and with its 2019-2023 Four Year Plan to guide the work of stakeholders, a common vision and direction will be reaffirmed and/or defined for the years to come.
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4. School Calendar
2017 School Board Elections
As defined by Administrative Procedure 130 – School Year Calendar Development, Rocky View Schools’ Board determines the date of school opening and the number and the days of school operation for the upcoming school year. The Board expects the Superintendent to develop plans for involving the school community in making recommendations to the Board about the School Year.
The School Year shall include at least: • The minimum number of instructional hours prescribed by Alberta Education and the number of instructional hours deemed necessary by the Board. • Two organizational days for high schools and three days for elementary, middle, and multi- level schools and two teacher convention days. • Nine professional development days, one of which must occur prior to students starting school.
10 August 2017 February 2018 S M T W T F S S M T W T F S 1 2 3 4 5 1 2 3
6 7 8 9 10 11 12 4 5 6 7 8 9 10 2017- 2018 13 14 15 16 17 18 19 11 12 13 14 15 16 17 School Year Calendar 20 21 22 23 24 25 26 18 19 20 21 22 23 24 27 28 29 30 31 Amended & Approved - March 16, 2017 25 26 27 28
August 29 Organizational Day September 2017 March 2018 August 30 Professional Learning - School S M T W T F S S M T W T F S August 31 Professional Learning - School 1 2 1 2 3
September 1 Organizational Day 3 4 5 School 6 7 8 9 4 5 6 7 8 9 10 Starts September 4 Labour Day 10 11 12 13 14 15 16 11 12 13 14 15 16 17
September 5 First day of Classes 17 18 19 20 21 22 23 18 19 20 21 22 23 24
October 6 Professional Learning - Community of Practice 24 25 26 27 28 29 30 25 26 27 28 29 30 31 Last Day October 9 Thanksgiving Day
October 10 Professional Learning - Individual Self-Directed October 2017 April 2018 S M T W T F S S M T W T F S November 13 Professional Learning - School 1 2 3 4 5 6 7 1 2 3 4 5 6 7 December 22 Last day of Classes - Christmas Vacation 8 9 10 11 12 13 14 8 9 10 11 12 13 14 Classes January 8 Classes Resume resume 15 16 17 18 19 20 21 15 16 17 18 19 20 21 January 30 Last day of Exams 22 23 24 25 26 27 28 22 23 24 25 26 27 28 January 31 First Day - Semester 2 (high schools)
February 19 Family Day 29 30 31 29 30
February 20 In Lieu Day - Teachers (no school) November 2017 May 2018 February 21 In Lieu Day - Teachers (no school) S M T W T F S S M T W T F S February 22 Teachers’ Convention 1 2 3 4 1 2 3 4 5
February 23 Teachers’ Convention 5 6 7 8 9 10 11 6 7 8 9 10 11 12 February 26 Professional Learning - Individual Self-Directed 12 13 14 15 16 17 18 13 14 15 16 17 18 19 March 12 Professional Learning - School 19 20 21 22 23 24 25 20 21 22 23 24 25 26 March 29 Last day of Classes - Easter Vacation 27 28 29 30 31 March 30 Good Friday 26 27 28 29 30
April 9 Professional Learning - Community of Practice December 2017 June 2018 May 18 Professional Learning - School S M T W T F S S M T W T F S May 21 Victoria Day 1 2 1 2
June 27 Last Day of Classes - Kindergarten - Grade 9 3 4 5 6 7 8 9 3 4 5 6 7 8 9
June 28 Last Day of Classes - High School 10 11 12 13 14 15 16 10 11 12 13 14 15 16
June 28 Organizational Day - Kindergarten - Grade 9 17 18 19 20 21 22 23 17 18 19 20 21 22 23 Last Day June 29 Organizational Day - Kindergarten - Grade 12 24 25 26 27 28 29 30 24 25 26 27 28 29 3 30 Last day K–9 Last day high school L E G E N D 31 School Days Holiday In Lieu Day - Teachers (for Parent-Teacher Interviews) January 2018 July 2018 Professional Learning - School S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 4 5 6 7 Professional Learning - Community of Practice
Professional Learning - Individual Self-Directed 7 8 Classes 9 10 11 12 13 8 9 10 11 12 13 14 Resume Organizational Day 14 15 16 17 18 19 20 15 16 17 18 19 20 21 Teachers’ Convention Christmas/Easter Vacation 21 22 23 24 25 26 27 22 23 24 25 26 27 28 Page 2 - School Year Calendar Dates & Operational Days/Instructional Hours 28 29 30 Last 31Sem. 2 29 30 31 day-exams high school
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2017-2018 School Year Calendar Page 2
Tuesday August 29 Organizational Day Wednesday August 30 Professional Learning - School Thursday August 31 Professional Learning - School Friday September 1 Organizational Day Monday September 4 Labour Day Tuesday September 5 First day of Classes Friday October 6 Professional Learning - Community of Practice Monday October 9 Thanksgiving Day Tuesday October 10 Professional Learning - Individual Self-Directed Monday November 13 Professional Learning - School Friday December 22 Last day of Classes - Christmas Vacation Monday January 8 Classes Resume Tuesday January 30 Last day of Exams Wednesday January 31 First Day - Semester 2 (high schools) Monday February 19 Family Day Tuesday February 20 In Lieu Day - Teachers (no school)
Wednesday February 21 In Lieu Day - Teachers (no school)
Thursday February 22 Teachers’ Convention
Friday February 23 Teachers’ Convention Monday February 26 Professional Learning - Individual Self-Directed Monday March 12 Professional Learning - School Thursday March 29 Last day of Classes - Easter Vacation Friday March 30 Good Friday Monday April 9 Professional Learning - Community of Practice Friday May 18 Professional Learning - School Monday May 21 Victoria Day Wednesday June 27 Last Day of Classes - Kindergarten - Grade 9 Thursday June 28 Last Day of Classes - High School Thursday June 28 Organizational Day - Kindergarten - Grade 9 Friday June 29 Organizational Day - Kindergarten - Grade 12
Number of Days
Semester 1 Operational Days Instructional Days August 3 0 September 20 19 October 21 19 November 22 21 December 16 16 January 17 17 Total Semester 1 99 92
Semester 2 Operational Days Instructional Days January 1 1 February 19 14 March 21 20 April 16 15 May 22 21 June (K - Grade 9/HS) 21/21 19/20 Total - Sem. 2 (K - Grade 9) 100 90 Total - Sem. 2 (High School) 100 91
Total Days (K - Grade 9) 199 182 Total Days (High School) 199 183
12 5. Board Meetings & Committees 2017 School Board Elections
5.1 2017/18 Board, Planning and Organizational Meetings Board and Planning Meetings are defined by Board Policy 7: Board Operations. In accordance with this policy, for the 2017/18 school year the date and time of Board and Planning Meetings are as follows: Thursday, September 7 9:30 a.m. Thursday, September 21 9:30 a.m. Thursday, October 5 9:30 a.m. Tuesday, October 24 9:30 a.m. (Organizational Meeting) Thursday, November 2 9:30 a.m. Thursday, November 16 9:30 a.m. Thursday, November 30 9:30 a.m. Thursday, December 7 9:30 a.m. Thursday, January 11 9:30 a.m. Thursday, January 25 9:30 a.m. Thursday, February 8 9:30 a.m. Thursday, March 1 9:30 a.m. Thursday, March 15 9:30 a.m. Thursday, April 12 9:30 a.m. Thursday, April 26 9:30 a.m. Thursday, May 3 9:30 a.m. Thursday, May 17 9:30 a.m. Thursday, June 7 9:30 a.m. Thursday, June 21 9:30 a.m.
13 5.2 Board Committees (As of August, 2017)
1. Advocacy Three trustees to develop and make recommendations regarding networking opportunities and advocacy efforts.
2. Appeals Three trustees, one of whom shall be the Board Chair. The Committee is responsible to hear all appeals including student placement, teacher placement and teacher transfer. Refer to Policy 13 Appeals and Hearings Regarding Student Matters and Policy 14 Hearings on Teacher Transfer and for a description of the responsibilities of this committee.
3. Audit Two Trustees together with two members of the general public provide oversight responsibilities for the financial reporting process, internal financial controls, audit process and compliance with laws and regulations pertaining to financial operations.
4. Benefit Plan Advisory Three trustees, one of whom is also on the Labour Relations Committee, two representatives of the A.T.A. Local #35, and one support staff representative meet as required to review the Board’s group insurance plans, and hear employee appeals on benefit related matters.
5. Budget Development and Review All trustees act as the Budget Development Review Committee to establish budget priorities, and review budget drafts.
6. Grievance Two trustees (from the Labour Relations Committee) serve as the Board representatives along with two representatives of Local #35, to hear and decide on any teacher- originated grievances.
7. Labour Relations Three trustees, one of whom is also the TEBA Representative, if it exists, the Associate Superintendent of Human Resources, and Associate Superintendent of Business and Operations review salaries and Terms of Employment for all non-teaching staff and negotiate the Collective Agreement with A.T.A. Local #35, and subsequently make a recommendation to the Board. Three trustees and the Superintendent review salaries and contract terms of executive members, and subsequently make a recommendation to the Board. Three trustees review salary and contract terms of the Superintendent and, subsequently, make a recommendation to the Board. The Labour Relations Committee select two members to sit on the Grievance Committee and one member to sit on the Benefit Plan Advisory Committee.
8. Policy Review and Development All Trustees to develop new board policies as required and review existing board policies to keep policies current and relevant.
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9. Professional Development Leave (PDLC) Two trustees represent the Board on a committee of trustees, teachers and central office administrators to administer the funds allocated to the committee for professional development of teachers.
10. Rocky View Schools Adult Learning Advisory Board One trustee to represent the Board at meetings of the Adult Learning Advisory Board, which governs Rocky View Schools Adult Learning.
11. Student Expulsion Three trustees sit as members of the Committee. Any other trustee may sit on the Committee, at the request of the Superintendent, if one or more of the named members are not available for any reason. Refer to Policy 13 Appeals and Hearings Regarding Student Matter for description of the responsibilities of this committee.
12. Student Transportation Comprised of three trustees, at least one of who will be urban and at least one of whom will be rural. Committee is responsible to: review and make recommendations to the Board on transportation policies, hear and rule on student transportation appeals following the Committee’s established process, negotiate contract terms with school bus contractors subject to the approval of the Board of Trustees, and meet with stakeholders on transportation issues as deemed necessary by the Committee.
5.3 Board Representatives (As of August, 2017)
13. Airdrie Reserves Agreement – Ad Hoc Ward 3 trustees assigned to attend Airdrie Reserves Agreement meetings as representatives of the Board.
14. Alberta School Boards’ Association (ASBA) Zone 5 One trustee representative and one alternate to represent the Board at Zone 5 meetings of the Alberta School Boards Association.
15. Board Agenda Preparation The Board Chair and Vice Chair to work with the Superintendent and Secretary Treasurer on Board Meeting agenda preparation.
16. Inclement Weather One trustee assigned to attend inclement weather meetings in each area as a representative of the Board.
17. Langdon High School Site Planning – Ad Hoc Ward 2 trustee assigned to attend the new Langdon High School site meetings as a representative of the Board.
18. Local Recreation Boards
15 Trustees represent the Board as a non-voting member on recreation boards within the Division if the trustee is invited to sit on their local recreation board.
19. Principal Interviews Trustee assigned to attend principal interviews as a representative of the Board.
20. School Councils One trustee assigned to attend each School Council meeting as a representative of the Board.
21. School Naming One trustee assigned to attend school naming committee meetings specific to their ward as a representative of the Board.
22. School Opening / Sod Turning Trustees represent the Board at school openings and sod turning events.
23. Springbank Park for All Seasons Ward 4 trustee represents the Board as a non-voting member on the Springbank Park for All Seasons board.
24. Teachers’ Employer Bargaining Association (TEBA) Government of Alberta agreement for school boards to form a bargaining association to negotiate central collective agreement issues.
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6. Board Policies & Honoraria
2017 School Board Elections
Policy development is a key responsibility of the Board. Policies constitute the will of the Board in determining how the Division will operate. Policies provide effective direction and guidelines for the action of the Board, Superintendent, staff, students, electors and other agencies. Policies also serve as sources of information and guidelines to all who may be interested in or connected with the operation of the Division. Adoption of new Board policies or revision of existing policies is solely the responsibility of the Board.
The Board shall adhere to the following stages in its approach to policy making:
1. Planning - The Board, in cooperation with the Superintendent, shall assess the need for a policy, as a result of its own monitoring activities or on the suggestion of others, and identify the critical attributes of each policy to be developed. 2. Development - The Board may develop the policy itself or delegate the responsibility for its development to the Superintendent. 3. Implementation - The Board is responsible for the implementation of policies governing its own processes. The Board and Superintendent share the responsibility for implementation of policies relating to the Board-Superintendent relationship. The Superintendent is responsible for the implementation of the other policies. 4. Evaluation - The Board, in cooperation with the Superintendent, shall review each policy in a timely manner in order to determine currency and if it is meeting its intended purpose. Policies directing the operations of the Board are as follows:
17 POLICY 1 Approved: 2016 01 21 FOUNDATION STATEMENTS Amended: 20xx xx xx Reviewed: 2016 01 21
VISION Rocky View Schools will inspire a love of learning and community, engaging learners for life.
MISSION Rocky View Schools will engage all learners through meaningful and challenging experiences, preparing them to understand, adapt and successfully contribute to our changing global community.
MOTTO Engage, Enrich, Empower
BELIEFS We: • Are all learners (students, staff, parents, trustees and community members); • Are responsible for being the best we can be; • Are responsible for helping others; • Are responsible for preserving the environment; • Have equal and inherent value; • Have opportunities to lead; • Benefit from creative, complex and critical thinking; • Benefit by communicating in an open and honest manner; • Benefit from a safe and supportive environment; • Have a duty to preserve and enhance the Public trust in education.
LOGO
Legal Reference: • School Act Sections 8, 13, 39, 45, 47, 60, 61, 78, and113 • Government Accountability Act • Guide to Education ECS to Grade 12 • Policy and Requirements for School Board Planning and Reporting • School Authority Planning and Reporting Reference Guide
RVS Policy 1 Foundation Statements Page 1 of 1
18 POLICY 2 Approved: 2016 01 21 ROLE OF THE BOARD Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
As the corporate entity established by provincial legislation and given authority by the School Act and attendant Regulations and the corporate body elected by the electors that support Rocky View School Division No. 41, the Board of Trustees shall provide overall direction and leadership to the Division. It is accountable for the provision of appropriate educational programs and services to resident students of the Division to enable their success, in keeping with the requirements of government legislation and the values of the electorate.
The Board is therefore charged with the responsibility of providing an education system that is organized and operated in the best interests of the students it serves. It exercises this responsibility through setting of clear strategic direction and the wise use of resources. (See Policy 2 – Appendix A Board Annual Work Plan)
Specific Areas of Responsibility
1. Accountability for Student Learning 1.1 Provide overall direction for the Division by establishing vision, mission and values. 1.2 Annually approve the process and timelines for the refinement of the Four-Year Education Plan. 1.3 Identify Board priorities at the outset of the annual Four-Year Education planning process. 1.4 Initiate school and program reviews as necessary to monitor the achievement of outcomes. 1.5 Monitor the effectiveness of the Division in achieving established priorities, desired results and key performance indicators. 1.6 Annually approve the “rolling” Four-Year Education Plan/Annual Education Results Report for submission to Alberta Education and for distribution to the public.
2. Community Assurance 2.1 Make informed decisions that consider diverse community values and represent the interests of the entire Division. 2.2 Inform the community about Division programs, needs and desires. 2.3 Establish processes and provide opportunities for community engagement. 2.4 Report Division outcomes to the community at least annually. 2.5 Host twice-yearly meetings with School Council Chairs. 2.6 Develop appeal procedures and hold hearings as required by statute and/or Board policy. 2.7 Model a culture of respect and integrity. 2.8 Maintain transparency in all fiduciary aspects. RVS Policy 2 Role of the Board Page 1 of 6
19 POLICY 2 Approved: 2016 01 21 ROLE OF THE BOARD Amended: 20xx xx xx Reviewed: 2016 01 21
3. Accountability to Provincial Government 3.1 Act in accordance with all statutory requirements to implement provincial standards and policies. 3.2 Perform Board functions required by governing legislation and existing Board policy.
4. Fiscal Accountability 4.1 Within the context of results-based budgeting, approve budget assumptions/principles and establish priorities at the outset of the budget process. 4.2 Approve the annual budget and allocation of resources to achieve desired results. 4.3 Approve annual school and transportation fees. 4.4 Approve expense reimbursement rates. 4.5 Approve substantive budget adjustments when necessary. 4.6 Monitor the fiscal management of the Division through receipt of at minimum three variance analyses and year-end projections and accounting reports. 4.7 Receive the Audit Report and ensure the management letter recommendations are addressed. 4.8 Approve annually the Three-Year Capital Plan for submission to Alberta Education. 4.9 Approve borrowing for capital expenditures within provincial restrictions. 4.10 Set the parameters for negotiations after soliciting advice from the Superintendent and others. 4.11 At its discretion, ratify Memoranda of Agreement with bargaining units. 4.12 Approve the Superintendent’s contract. 4.13 Approve annually signing authorities for the Division. 4.14 Approve transfer of funds to/from reserves. 4.15 Approve investment parameters.
5. Board/Superintendent Relations (“First Team”) 5.1 Select the Superintendent; provide for succession planning as required. 5.2 Provide the Superintendent with clear corporate direction. 5.3 Delegate, in writing, administrative authority and identify responsibility subject to provisions and restrictions in the School Act. 5.4 Respect the authority of the Superintendent to carry out executive action and support the Superintendent’s actions, which are exercised within the delegated discretionary powers of the position.
RVS Policy 2 Role of the Board Page 2 of 6
20 POLICY 2 Approved: 2016 01 21 ROLE OF THE BOARD Amended: 20xx xx xx Reviewed: 2016 01 21
5.5 Demonstrate respect, integrity and support, which are then conveyed to the staff and the community. 5.6 Annually evaluate the Superintendent, in accordance with a pre-established performance appraisal mechanism. 5.7 Annually review compensation of the Superintendent. 5.8 Annually identify programs to be reviewed to test the relevancy, effectiveness and efficiency of the programs against desired outcomes.
6. Board Development 6.1 Develop a plan for governance excellence in fiduciary, strategic and generative engagement modes. 6.2 Annually evaluate Board effectiveness in meeting performance indicators and determine a positive path forward.
7. Policy 7.1 Identify how the Board is to function. 7.2 Develop/revise policies. 7.3 Monitor policy currency and relevancy.
8. Political Advocacy 8.1 Act as an advocate for public education and the Division. 8.2 Identify issues for advocacy on an ongoing basis. 8.3 Develop a plan for advocacy including focus, key messages, relationships and mechanisms. 8.4 Promote regular meetings and maintain timely, frank and constructive communication with locally elected officials. 8.5 Arrange meetings with elected provincial officials to communicate and garner support for education.
RVS Policy 2 Role of the Board Page 3 of 6
21 POLICY 2 Approved: 2016 01 21 ROLE OF THE BOARD Amended: 20xx xx xx Reviewed: 2016 01 21
Selected Responsibilities
The Board shall:
1. Acquire and dispose of land and buildings; ensure titles to or enforceable long-term interests in land are in place prior to capital project construction.
2. Determine the level of consultation and approve school attendance areas.
3. Name schools and other Division-owned facilities. The process must include the local area trustee(s).
4. Approve the Division school-year calendar(s).
5. Provide for recognition of students, staff and community.
6. Make a recommendation to the Minister for dissolution of a School Council, if necessary.
7. Approve joint-use agreements.
8. Approve locally developed courses.
9. Hear unresolved student or staff complaints of discrimination or harassment.
Legal Reference: • School Act Sections 45, 56, 60, 61, 62, 63, and 78, 113, and 147 • Local Authorities Elections Act • Results-Based Budgeting Act
RVS Policy 2 Role of the Board Page 4 of 6
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POLICY 2 APPENDIX A - BOARD ANNUAL WORK PLAN
WHEN WHAT SEPTEMBER § Accountability Report: o Financial Report § ASBA Award Nominations: Friends of Education, Honorary Life Member, Long Service, Public Engagement, Premier’s Award, Zone Appreciation Award, Public Engagement Award OCTOBER § Organizational Meeting – Special Board Meeting § Recognize 100% Diploma Exam Recipients (from June) § Long Service/Retirement Recognition § Modular Submissions § Accountability Reports: o Achievement Results & Trends (PAT, Diploma, RVS Survey Results NOVEMBER § ASBA Fall Annual General Meeting § Accountability Report: o Human Resources Report o Suspension/Expulsion Report § Joint Board/School Council Meeting DECEMBER § Accountability Reports: o Audited Financial Statement o AERR § Board Budget Priorities § Revised Budget Summary to the Ministry JANUARY § CEO Annual Evaluation and Board Self Evaluation § Accountability Reports: o Education Plan Implementation Status o Financial Report FEBRUARY § Approval of School Year Calendar MARCH § Accountability Reports: o Suspension/Expulsion Report o Human Resources Report § Approve Instructional Materials & Transportation Fees § Submit Edwin Parr Teacher Award Nomination
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WHEN WHAT § Submit any Proposed Bylaw Amendments to ASBA § Recognize 100% Diploma Exam Recipients from January
APRIL § Three Year Capital Plan/Ten Year Facility Plan § Joint Board/School Council Meeting § Review of Draft Education Plan § IMR Budget Approval § Accountability Report: o Financial Report MAY § Annual Approval of Education Plan § Approval of Budget § Zones may submit a maximum of three Policy and Directives for Action Issues to ASBA for consideration for the FGM § Boards to submit Emergent Policies and Directives for Action to ASBA for the SGM JUNE § ASBA Spring General Meeting § Accountability Reports: o Suspension/Expulsion Report o Human Resources Report ONGOING § Exemplary Practices in Instruction and Student Showcase § Advocacy Update § Hearings and Appeals as needed § Individual MLA meetings as determined § Advocacy meetings with MLAs, Mayors, Town Officials as determined § Community Consultations as needed § Board Professional Development/Board Strategic Planning § Locally Developed Course Approval
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24 POLICY 3 Approved: 2016 01 21 ROLE OF THE TRUSTEE Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
Each trustee represents all public school constituents of the Division and represents this electorate through the democratic process. Each Trustee takes an oath of office stating, “I, (trustee’s name), will diligently, faithfully, and to the best of my ability, execute according to law the office of Trustee for the Rocky View Schools.” The role of the trustee is to contribute to the Board as it carries out its mandate in order to achieve its mission.
The Board of Trustees is a corporation, accountable to the Minister of Education. The decisions of the Board in a properly constituted meeting are those of the corporation. Unless delegated by the Board, an individual trustee only has the authority and status of any other citizen. Individual trustees exercise an effective decision making role in the context of corporate action. A trustee who is given authority by Board motion to act on behalf of the Board may carry out duties individually but only as an agent of the Board. In such cases, the actions of the trustee are those of the Board, which is then responsible for them. A trustee acting individually has only the authority and status of any other citizen of the Division. Individual trustees do not have the authority to direct the Division’s administration and staff.
Specific Responsibilities of Individual Trustees 1. Become familiar with the School Act, Division policies and procedures, meeting agendas and reports in order to participate in Board business.
2. Provide for the engagement of parents, students, staff and various communities.
3. Respectfully bring forward and advocate for local issues and concerns.
4. Refer matters not covered by Board policy, but requiring a corporate decision to the Board for discussion.
5. Refer administrative matters to the Superintendent for action.
6. Refer parental and community queries and concerns back to the school or department and inform the Superintendent of this action.
7. Keep the Superintendent and the Board informed in a timely manner of all matters coming to his/her attention that might affect the Division. Personnel matters are to be brought to the attention of the Superintendent only. 8. Be prepared for and attend Board meetings; contribute to the decisions of the Board in order to provide the best solutions possible for education within the Division.
9. Recognize his/her fiduciary responsibility to the Division and act in the best interests of the Division understanding that Division needs are paramount. 9.1 Vote on every Board motion, unless there is a conflict of interest.
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9.2 Support a majority vote of the Board as if the vote had been unanimous.
10. When delegated responsibility, the trustee will exercise such authority within the defined limits in a responsible and effective way.
11. Participate in Board committees and trustee development sessions. Share the materials and ideas gained with the Board at its next meeting.
12. Be cognizant of provincial, national and international educational issues and trends and strive to stay current with educational issues and trends.
13. Strive to develop a positive and respectful learning and working culture both within the Board and the Division.
14. Liaise with School Council(s) and regularly attend Division or school community functions.
15. Become familiar with, and adhere to, the Trustee Code of Conduct. Report any violation of the Trustee Code of Conduct to the Board Chair, or where applicable, to the Vice-Chair or the Board during an in-camera session.
16. When the Board makes a corporate decision, it is each trustee’s obligation to support that decision.
Orientation
As a result of elections, the Board may experience changes in trusteeship. To ensure continuity and facilitate smooth transition from one Board to the next following an election, trustees must be adequately briefed concerning existing Board policy and practice, statutory requirements, initiatives and long-range plans.
The Board believes an orientation program is necessary for effective trusteeship. All trustees are expected to attend all aspects of the orientation program.
1. In the year of an election, the Division will host a preliminary orientation session for all elected candidates prior to the Organizational Meeting, which will include a review of and an expression of interest in Board assignments and committees.
2. The Division will offer an orientation program for all trustees that provides information on: 2.1 Role of the trustee and the Board; 2.2 Board policy, agendas and minutes; 2.3 Organizational structures and procedures of the Division; 2.4 Existing Division initiatives, annual reports, budgets, financial statements and long-range plans;
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2.5 Division programs and services; 2.6 Board’s function as an appeal body; and 2.7 Statutory and regulatory requirements, including responsibilities with regard to conflict of interest; 2.8 Trustee remuneration and expenses.
3. The orientation program may also include: 3.1 A tour of the offices and the opportunity to meet Division Office staff. 3.2 A tour of the schools and the opportunity to meet principals and staff.
4. The Board Chair and Superintendent are responsible for ensuring the development and implementation of the Division’s orientation program for trustees.
5. The Division will provide support within the Board governance budget for trustees attending provincial association sponsored orientation seminars.
6. Incumbent trustees are encouraged to help newly elected trustees become informed about history, functions, policies, procedures and issues.
Legal Reference: • School Act Sections 60, 61, 68, 72, 80, 81, 82, 83, 84, 85, 86, 87, 88, 89, 90, 91, and 246 • Section 6 Commissioner of Oaths Act
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27 POLICY 4 Approved: 2016 01 21 TRUSTEE CODE OF CONDUCT Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
Trustees shall conduct themselves in an ethical and prudent manner. This includes proper use of authority and appropriate decorum in group and individual behaviour. Trustees shall behave in a manner that reflects respect for the dignity and worth of all individuals.
1. Trustees shall be loyal to the interests of Rocky View Schools. This loyalty supersedes loyalty to: 1.1 Any advocacy or special interest groups and membership on other boards or staff positions. 1.2 The personal interest of any trustee whether acting as an individual consumer of the School Division’s services or not.
2. Trustees are accountable to exercise the powers and discharge the duties of their office honestly and in good faith. Trustees shall exercise the degree of care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.
3. Trustees shall avoid any conflict of interest with respect to their fiduciary responsibility, for example: 3.1 There must be no self-dealing or any conduct relating to private business or personal services between any trustee and the School Division, except as provided for in this section and allowed by the School Act. Trustees with a pecuniary interest in any contract with the Division must inform the Board Chair, as soon as practical, if the contract is for the provision of goods or services in an emergency, and prior to the signing of the contract in all other circumstances must obtain prior approval of the Board. 3.2 Trustees will file, and updated forthwith if changes occur, with the Secretary-Treasurer, a statement disclosing: 3.2.1 The trustee’s involvement with any other organizations, vendors, or associations, which might be, or might reasonably be seen to constitute, a conflict of interest with the trustee’s role as a member of the Board of Trustees. 3.2.2 As stated in the School Act... 3.2.2.1 “The names and employment of the trustee and the trustee’s spouse or adult interdependent partner and children, 3.2.2.2 The names of the corporations, partnerships, firms, governments or persons in which the trustee has a pecuniary interest, 3.2.2.3 The names of the corporations, partnerships, firms, governments or persons in which the trustee’s spouse or adult interdependent partner or children under 18 years of age have a pecuniary interest.” 3.3 Trustees must not use their positions to obtain for themselves, or for their family members, employment within the School Division. Should a trustee accept an offer of employment with the Division or a teaching position with any Board, he or she must first resign from the Board before accepting the position.
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3.4 Should trustees be in a conflict position, or a position of pecuniary interest, with respect to any matter, trustees must declare their conflict, absent themselves without comment from not only the vote, but also from the deliberation of the matter, and leave the room. The minutes must record all declarations of conflict of interest and departure from the room.
4. Trustees shall not attempt to exercise individual authority over the Superintendent of Schools or any member of the staff. In particular: 4.1 Individual trustees shall make no negative judgments in a public forum of the Superintendent of Schools or individual staff’s performance. 4.2 Trustees shall not encourage direct communication with employees who attempt to bypass administration but shall encourage employees to utilize reporting lines within the administration to bring their concerns to the Board.
5. Trustees shall not use Board information for their own direct benefit or advantage. This requires that Board deliberations during in-camera or Board Planning Meetings be kept confidential whenever required in the best interests of the School Division.
6. The Board Chair, Superintendent, or designate, is the official spokesperson for the Board of Trustees, and therefore, the only person authorized to speak to the public, media or other entities on behalf of the Board. 6.1 Without limiting the right of trustees to express their own personal views, when interacting with the public, media or other entities, Trustees shall accurately represent and support the corporate decision of the Board, once that decision has been made.
7. Trustees shall be familiar with the School Act, Alberta Education Regulations, and Board Policies of the School Division, as well as, the rules of procedure and proper conduct of a meeting, so that any decision of the Board may be made in an efficient, knowledgeable and expeditious fashion.
8. Trustees shall be properly prepared for Board deliberations.
9. Trustees shall attend and take part in meetings such as Information Meetings, Trustee Orientation and Renewal Sessions, Governance Sessions, Agenda Planning Meetings, Board Retreats, School Council Meetings, and all regularly scheduled or special meetings of the committees of the Board of Trustees, on a regular and punctual basis. Repeated unexcused absences, partial attendance or late attendance by trustees at these activities and meetings shall be cause for disciplinary action, as determined by the Board.
10. Trustees are required to attend and actively participate in the Annual General Meetings of the ASBA, and any other conferences and conventions as may be approved by the Board.
11. Trustees wishing to attend professional development activities or conferences other than those offered by official Trustee organizations shall adhere to the process as set out in Policy BHB, Board Development.
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12. The unexcused absence of a Trustee from three consecutive regular meetings of the Board shall disqualify that person from remaining as a Trustee, as stated in the School Act, Section 82(1)(h).
13. Trustees shall ensure that unethical activities not covered or specifically prohibited by the foregoing or any other legislation are neither encouraged nor condoned.
14. A Trustee who believes that a fellow Trustee has violated the Code of Conduct may seek resolution of the matter through appropriate conciliatory measures prior to commencing an official complaint under the Code of Conduct.
15. A Trustee who wishes to commence an official complaint, under the Code of Conduct, shall file a letter of complaint with the Chair, or Vice Chair in the absence of the Board Chair, or in cases when the complaint is about the Chair, and indicate the nature of the complaint and the section or sections of the Code of Conduct that are alleged to have been violated by the Trustee. The Trustee who is alleged to have violated the Code of Conduct, and all other Trustees, shall be forwarded a copy of the letter of complaint by the Chair, or where otherwise applicable, in what follows, by the Vice Chair, within five (5) days of receipt by the Chair of the letter of complaint.
16. When a Trustee files a letter of complaint, and a copy of that letter of complaint is forwarded to all Trustees, the filing, notification, content, and nature of the complaint shall be deemed to be strictly confidential, the public disclosure of which shall be deemed to be a violation of section five (5) above. Public disclosure of the complaint and any resulting decision taken by the Board may be disclosed by the Chair only at the direction of the Board, following the disposition of the complaint by the Board at a Code of Conduct hearing.
17. To ensure that the complaint has merit to be considered and reviewed, at least one other Trustee of the Board must provide to the Chair within three days of the notice in writing of the complaint being forwarded to all Trustees, a letter indicating support for having the complaint be heard at a Code of Conduct hearing. Any Trustee who forwards such a letter of support shall not be disqualified, from attending at and deliberating upon, the complaint at a Code of Conduct hearing convened to hear the matter, solely for having issued such a letter.
18. Where no letter supporting a hearing is forthcoming, the complaint shall not be heard. The Chair shall notify all other Trustees in writing that no further action of the Board shall occur.
19. Where a letter supporting a hearing is forthcoming, the Chair shall convene as soon as is reasonable, a Special Meeting of the Board to allow the complaining Trustee to present his or her views of the alleged violation of the Code of Conduct.
20. At the Special Meeting of the Board, the Chair shall indicate at the commencement of the meeting, the nature of the business to be transacted and that the complaint shall be heard in an in-camera session of the Special Meeting.
21. Violation of the Code of Conduct may result in the Board instituting, without limiting what follows, any or all of the following sanctions:
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21.1 Having the Board Chair write a letter of censure marked “personal and confidential” to the offending Trustee, on the approval of a majority of those Trustees present and allowed to vote at the Special Meeting of the Board; 21.2 Having a motion of censure passed by a majority of those Trustees present and allowed to vote at the Special Meeting of the Board; 21.3 Having a motion to remove the offending Trustee from one, some or all Board committees or other appointments of the Board, passed by a majority of those Trustees present and allowed to vote at the Special Meeting of the Board.
22. The Board may, in its discretion, make public its findings at the Special Meeting, or at a Regular Meeting of the Board, where the Board has not upheld the complaint alleging a violation of the Board’s Code of Conduct or, where there has been a withdrawal of the complaint or, under any other circumstances that the Board deems reasonable and appropriate to indicate publicly its disposition of the complaint.
PROCEDURES – CODE OF CONDUCT HEARING
Without limiting what appears below, the Chair shall ensure fairness in dealing with the complaint by adhering to the following procedures:
1. The Code of Conduct complaint shall be conducted at an in-camera session, “Code of Conduct Hearing”, of a Special Board Meeting convened for that purpose. The Board, in its sole discretion, may record the in-camera session of the Special Board Meeting by electronic means. Where recording will take place, the complaining Trustee and the respondent Trustee shall be advised by the presiding Chair at the commencement of the Code of Conduct Hearing. All preliminary matters, including whether one or more Trustees may have a conflict of interest in hearing the presentations regarding the complaint, shall be dealt with prior to the presentation of the complaint on behalf of the complaining Trustee.
2. The sequence of the Code of Conduct Hearing shall be: 2.1 The complaining Trustee shall provide a presentation which may be written or oral or both; 2.2 The respondent Trustee shall provide a presentation which may be written or oral or both; 2.3 The complaining Trustee shall then be given an opportunity to reply to the respondent Trustee’s presentation; 2.4 The respondent Trustee shall then be provided a further opportunity to respond to the complaining Trustee’s presentation and subsequent remarks; 2.5 The remaining Trustees of the Board shall be given the opportunity to ask questions of both parties; 2.6 The complaining Trustee shall be given the opportunity to make final comments; and 2.7 The respondent Trustee shall be given the opportunity to make final comments. RVS Policy 4 Trustee Code of Conduct Page 4 of 5
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3. Following the presentation of the respective positions of the parties, the parties, and all persons, other than the remaining Trustees who do not have a conflict of interest, shall be required to leave the room, and the remaining Trustees shall deliberate in private, without assistance from Administration. The Board may however, in its discretion, call upon legal advisors to assist them on points of law, or the drafting of a possible resolution.
4. If the remaining Trustees in deliberation require further information or clarification, the parties shall be reconvened and the requests made in the presence of both parties. If the information is not readily available, the presiding Chair may request a recess, or if necessary, an adjournment of the Code of Conduct Hearing to a later date.
5. In the case of an adjournment, no discussion by Trustees whatsoever of the matters heard at the Code of Conduct Hearing may take place until the meeting is reconvened.
6. The remaining Trustees in deliberation may draft a resolution indicating what action, if any, may be taken regarding the respondent Trustee.
7. The presiding Chair shall reconvene the parties to the Code of Conduct Hearing and request a motion to revert to the open meeting, in order to pass the resolution.
8. All documentation, including any recording by electronic means, that is related to the Code of Conduct Hearing shall be returned to the Superintendent of Schools or designate immediately upon conclusion of the Code of Conduct Hearing and shall be retained in accordance with legal requirements.
9. The presiding Chair shall declare the Special Board Meeting adjourned.
Legal Reference: • School Act Sections 60, 61, 68, 72, 80, 81, 82, 83, and 84, and 246
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32 POLICY 5 Approved: 2016 01 21 ROLE OF THE BOARD CHAIR Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board of Trustees recognizes the leadership role of the Chair. In the School Act, the necessity of holding an organizational meeting and the election of Chair and Vice-Chair is stipulated. Therefore the Board, at the Organizational Meeting and thereafter at any time as determined by the Board, shall elect one (1) of its members to serve as Board Chair, to hold office at the pleasure of the Board. The Board entrusts to its Board Chair primary responsibility for providing leadership and guidance.
GUIDELINES
The Board delegates to the Board Chair the following powers and duties:
1. Confer with the Vice-Chair, the Superintendent and/or designate on the items to be included on the Board agenda, the order of these items and become thoroughly familiar with them.
2. Perform the following duties during Board meetings: 2.1 Maintain the order and proper conduct and decorum of the meeting so that motions may be formally debated. 2.2 To preside over all Board meetings and to ensure that such meetings are conducted in accordance with legislation and the policies as established by the Board. 2.3 Ensure that all issues before the Board are well stated and clearly expressed. 2.4 Display firmness, courtesy, tact, impartiality and willingness to give everyone an opportunity to speak on the subject under consideration. 2.5 Ensure that debate is relevant. The Board Chair, in keeping with his/her responsibility to ensure that debate must be relevant to the question, shall, when s/he is of the opinion that the discussion is not relevant to the question, remind members that they must speak to the question. 2.6 Decide questions of order and procedure, subject to an appeal to the rest of the Board. The Board Chair may speak to points of order in preference to other members, and shall decide questions of order, subject to an appeal to the Board by any member duly moved. 2.7 Submit motions or other proposals to the final decision of the meeting by a formal show of hands. 2.8 Ensure that each trustee present votes on all issues before the Board. When appropriate advise trustees of a possibility of a conflict of interest. 2.9 Extend hospitality to trustees, officials of the Board, the press and members of the public.
3. To keep informed of significant developments within the Division and convey directly to the Superintendent such concerns as are related to him/her by trustees.
4. To provide counsel to the Superintendent.
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5. Be in regular contact with the Superintendent to maintain a working knowledge of current issues and events.
6. Assist with the Board’s orientation program for trustees.
7. Review and approve on a monthly basis the Superintendent’s vacation entitlement, sick leave and expenditure claims.
8. Bring to the Board all matters requiring a corporate decision of the Board.
9. Act as a signing authority for Board minutes.
10. Act as a signing authority for the Division.
11. Act as the official spokesperson for the Board, except for those instances where the Board has delegated this role to another individual or group.
12. To act as an ex-officio member on any Board committee.
13. Represent the Board, or arrange alternative representation, at official meetings or other public functions.
14. Address inappropriate behaviour on the part of a trustee.
15. Ensure the Board engages in regular assessments of its effectiveness as a Board.
16. Act on behalf of the Superintendent in his/her inability to act due to conflict of interest.
17. To exercise any other function as directed by the Board.
Legal Reference: • School Act Sections 60, 61, 62, 64, 65, 67, 70, and 72 • Local Authorities Election Act Section 6
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BACKGROUND
The Vice-Chair shall be elected by the Board at its Organizational Meeting, and thereafter at any time determined by the Board, to hold office during the pleasure of the Board.
Specific Responsibilities
1. Act as signing officer (authorized for, and in the name of, The Board of Trustees of Rocky View Schools to draw drafts, endorse all or any bills of exchange, promissory notes, orders for the payment of money and other instruments whether negotiable or not for deposit or collection for its credit).
2. The Vice-Chair shall act on behalf of the Board Chair, in the latter’s inability to act or absence and shall have all the duties and responsibilities of the Board Chair.
3. The Vice-Chair shall assist the Board Chair in ensuring that the Board operates in accordance with its own policies and procedures and in providing leadership and guidance to the Board.
4. Prior to each Board meeting, the Vice-Chair shall confer with the Board Chair and the Superintendent and/or designate on items to be included on the agenda, the order of these items and become thoroughly familiar with them.
5. The Vice-Chair shall review and approve the Board Chair’s expenditure claims, in accordance with Board policy.
6. The Vice-Chair may be assigned other duties and responsibilities by the Board Chair.
7. Review and approve trustee expenditure claims, in accordance with Board policy.
Legal Reference: • School Act Sections 60, 61, and 65 • Local Authorities Election Act Section 6
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BACKGROUND The Board ability to discharge its obligations in an efficient and effective manner is dependent upon the development and implementation of a sound organization design. In order to discharge its responsibilities to the electorate of the Division, the Board shall hold meetings as often as necessary. A quorum, which is a simple majority of the number of trustees, must be present for every duly constituted meeting. The Board has adopted policies so the business of the Board can be conducted in an orderly and efficient manner.
The Board’s fundamental obligation is to preserve, if not enhance, the public trust in education, generally, and in the affairs of its operations in particular. Consistent with its objective to encourage the general public to contribute to the educational process, Board meetings will be open to the public. Towards this end, the Board believes its affairs must be conducted in public to the greatest extent possible.
There are times when public interest is best served by private discussion of specific issues in "in- camera" sessions. The Board believes it is necessary to protect individual privacy and the Board's own position in negotiating either collective agreements or contracts and therefore expects to go in-camera for issues dealing with individual students, individual employees, land, labour, litigation or negotiation.
Having members of the public make presentations at Board meetings can enhance public interest.
Public forums dealing with specific educational topics and held in various communities within the Division can enhance communications and the effectiveness of the Board.
1. Wards Trustees are elected from six wards as follows: 1.1 Ward 1: One trustee represents the area, which includes the Crossfield, Beiseker, Irricana, Kathyrn, and Airdrie rural areas. The Ward also represents the Fairview, South Beiseker and West Haven Colonies. Schools in this ward include Crossfield Elementary School Kathyrn School Beiseker Community School Tschetter Colony School W.G. Murdoch West Haven Colony 1.2 Ward 2: One trustee represents the area, which includes the Chestermere, Langdon, and Indus areas. Schools in this ward include Chestermere High School, Chestermere Lake Middle School, East Lake School, Indus Elementary School, Langdon School, Prairie Waters Elementary School, Prince of Peace Lutheran School, Rainbow Creek Elementary, RVSCLC – Chestermere Campus, Sarah Thompson Elementary 1.3 Ward 3: Two trustees represent the area of the City of Airdrie. Schools in this ward include A.E. Bowers Elementary School, all rural students bussed to Airdrie Schools, Bert Church High School, C.W. Perry School, École Airdrie Middle, École Edwards Elementary, Fairview Colony, George McDougall High School, Herons Crossing, Meadowbrook Middle School, Muriel Clayton Middle School, Nose Creek Elementary School, R.J. Hawkey, Elementary School, Ralph McCall School, RVSCLC – Airdrie Campus, W.H. Croxford High School.
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1.4 Ward 4: One trustee represents the area, which includes Springbank and Bragg Creek areas. Schools in this ward include Banded Peak School, Elbow Valley Elementary School, Springbank Community High School, and Springbank Middle School. 1.5 Ward 5: One trustee represents the area, which includes rural Cochrane, and Bearspaw areas. Schools in this ward include Bearspaw School, Westbrook School, all rural students bussed to Cochrane Schools. 1.6 Ward 6: One trustee represents the area of the Town of Cochrane. Schools in this ward include Bow Valley High School, Cochrane High School, Cochrane Christian Academy, Elizabeth Barrett Elementary, Glenbow Elementary School, Manachaban Middle School, Mitford Middle School, and RVSCLC – Cochrane Campus.
2. Organizational Meeting 2.1 An Organizational Meeting of the Board shall be held annually, and no later than two (2) weeks following Election Day, when there has been a general election. An Organizational Meeting will be held in October each year. The first official meeting of the Board following a general election shall be an Organizational Meeting. 2.2 The Superintendent or designate will give notice of the Organizational Meeting to each trustee as if it were a special meeting. The Superintendent or designate shall call the meeting to order and act as Chair of the meeting for the purpose of the election of the Board Chair. 2.3 Each trustee will take the oath of office immediately following the call to order of the Organizational Meeting after a general election. Special provisions will be made for a trustee taking office following a by-election. 2.4 Upon election as Chair, the Board Chair shall take the oath of office or make an affirmation and preside over the remainder of the Organizational Meeting. The Board Chair shall normally be elected for a period of one (1) year. 2.5 The organizational meeting shall, in addition: 2.5.1 Elect a Vice-Chair; 2.5.2 Create such standing or ad hoc committees of the Board as deemed appropriate; and appoint members; 2.5.3 Appoint Board representation on the various Boards or committees of organizations or agencies where the Board has regular representation, as appropriate; 2.5.4 Review trustee conflict of interest stipulations and determine any disclosure of information requirements; and 2.5.5 Review and approve signing authorities, trustee remuneration of the rates for expenses. 2.5.6 Address other organizational items as required.
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3. Regular Meetings 3.1 All meetings will ordinarily be held in the Education Centre of Rocky View Schools starting at 9:30 PM, unless the Board passes a motion to hold the meeting at another place. 3.2 Regular meetings of the Board will occur: the first and third Thursdays of each month except on the months listed below in which regular board meetings will be held as indicated: December – first Thursday only, February – first Thursday only when Teachers’ Convention falls in the third week of February, July – no regular Board meetings scheduled. 3.3 Notwithstanding the schedule established, the Board may, by resolution, alter the schedule, or call a special meeting of the Board provided it meets the requirements of the School Act. 3.4 No act or proceeding of the Board shall be deemed valid or binding on any party, which is not adopted at a regular or special meeting at which a quorum of the Board is present. 3.5 Whenever the School Act or specific procedures adopted by the Board are silent regarding the rules and practices governing how meetings of the Board are conducted, Robert’s Rules of Order will be used to govern procedures at Board meetings. 3.6 Insofar as possible, the agenda is prepared by the Chair/Vice-Chair in consultation with Superintendent and Associate Superintendent/Secretary-Treasurer. Normally the agenda shall be available by the Friday preceding the Board meeting. The “unofficial” agenda should also be available to the public on the Division website prior to the board meeting and becomes “official” when it is accepted at the board meeting. 3.7 The Superintendent shall ensure that sufficient data be given to trustees in a timely manner to assist them in making informed decisions. 3.8 All trustees shall notify the Board Chair if they are unable to attend a Board meeting. 3.9 All trustees who are absent from three (3) consecutive regular meetings shall: 3.9.1 Obtain authorization by resolution of the Board to do so; or 3.9.2 Provide to the Board Chair evidence of illness in the form of a medical certificate respecting the period of absence. 3.9.3 Failure to attend may result in disqualification. 3.10 If both the Board Chair or Vice-Chair through illness or other cause are unable to perform the duties of the office or are absent, the Board shall appoint from among its members an acting Board Chair, who on being so appointed has all the powers and shall perform all the duties of the Board Chair during the Board Chair’s and Vice-Chair’s inability to act or absence. 3.11 Regular meetings of the Board will not be held without the Superintendent and/or designate(s) in attendance, unless the Superintendent’s contract is being discussed.
4. Special Meetings 4.1 Occasionally, unanticipated or emergent issues require immediate Board attention and/or action.
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4.2 Special meetings of the Board will only be called when the Board Chair, the majority of trustees, or the Minister is of the opinion that an issue must be dealt with before the next regular Board meeting. 4.3 A written notice of the special meeting including date, time, place and nature of business shall be issued to all trustees by registered mail (at least seven (7) days prior to the date of the meeting) or in person (at least two (2) days prior to the date of the meeting) unless every trustee agrees to waive in writing the requirements for notice. 4.4 The nature of the business to be transacted must be clearly specified in the notice of the meeting. Unless all trustees are present at the special meeting, no other business may be transacted. Items can be added to the agenda only by the unanimous consent of the entire Board. 4.5 Special meetings of the Board shall be open to the public recognizing that specific agenda matters may be held in-camera. 4.6 Special meetings of the Board will not be held without the Superintendent and/or designate(s) in attendance, unless the Superintendent’s contract is being discussed.
5. In-Camera Sessions The School Act uses the term “private” for non-public meetings. Robert’s Rules of Order uses the term “executive session” for the same distinction. The term “in-camera” is most commonly used and is synonymous with the other two terms. The preservation and enhancement of the public’s trust in the educational system is an important priority of the Board. The Board believes that conducting open Board meetings preserves public trust. Notwithstanding this belief, occasionally matters of unusual sensitivity require the Board to hold closed meetings. 5.1 The Board may, by resolution, schedule an in-camera meeting at a time or place agreeable to the Board or recess a meeting in progress for the purpose of meeting in- camera. Such resolutions shall be recorded in the minutes of the Board and shall specify those individuals eligible to attend in addition to trustees and the Superintendent. 5.2 The Board may convene in-camera only to discuss matters of a sensitive nature, including: 5.2.1 Personnel 5.2.1.1 Individual students; 5.2.1.2 Individual employees; 5.2.2 Matters relating to negotiations; 5.2.3 Acquisition/disposal of real property; 5.2.4 Litigation brought by or against the Board; 5.2.5 Other topics that a majority of the trustees present feel should be held in private, in the public interest.
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5.3 Such sessions shall be closed to the public and press. The Board shall only discuss the matter(s) that gave rise to the in-camera meeting. Board members and other persons attending the session shall maintain confidentiality and shall not disclose the details of the discussion at such sessions. 5.4 The Board shall, during the in-camera session, adopt only such resolution as is required to re-convene the Board in an open, public meeting.
6. Agenda for Regular Meetings The Superintendent and/or designate is responsible for preparing an agenda for Board meetings in consultation with the Board Chair and the Vice-Chair. 6.1 The order of business at a regular meeting shall generally be as follows: 6.1.1 Call to Order 6.1.2 Approval of Agenda 6.1.3 In-Camera Session (if necessary) 6.1.4 Approval of Minutes 6.1.5 Exemplary Practice/Student Showcase 6.1.6 Superintendent’s Report 6.1.7 Chairman’s Report/ Correspondence 6.1.8 Trustee Reports 6.1.9 Professional Learning/Conferences 6.1.10 New Business 6.1.11 Adjournment Items scheduled for a specific time shall be clearly identified on the agenda. 6.2 Copies of letters will support the agenda, reports, contracts and other materials as are pertinent to the business that will come before the Board and will be of value to the Board in the performance of its duties. Each action item will include a clear recommendation. 6.3 Items may be placed on the agenda in one (1) of the following ways: 6.3.1 By notifying the Board Chair or Superintendent at least eight (8) calendar days prior to the Board meeting. 6.3.2 By notice of motion at the previous meeting of the Board. 6.3.3 As a request from a committee of the Board. 6.3.4 Issues that require Board action may arise after the agenda has been prepared. The Board Chair, at the beginning of the meeting, shall ask for additions to and/or deletions from the agenda prior to agenda approval. Changes to the agenda may be made by a majority of those present.
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6.4 The agenda package, containing the agenda and supporting information, will be provided to each trustee three (3) calendar days prior to the Board meeting. Subsequently, information may be provided at the meeting; and further, the Superintendent shall advise the Board Chair regarding the emergent nature of such information. 6.5 The Board will follow the order of business set by the agenda unless the order is altered or new items are added by agreement of the Board. 6.6 During the course of the Board meeting, the majority of trustees present may amend the agenda and place items before the Board for discussion. The Board may take action on such items. 6.7 The list of agenda items shall be posted on the Division website and be available in the Division Office. Any elector may inspect the agenda and request a copy.
7. Minutes for Regular or Special Meetings The Board shall maintain and preserve by means of minutes a record of its proceedings and resolutions. The Minutes shall record: All resolutions, including the Board’s disposition of the same, placed before the Board, and 7.1 date, time, and place of meeting 7.2 type of meeting (regular or special); 7.3 name of presiding officer; 7.4 names of those participating in the meeting; 7.5 approval of preceding minutes; 7.6 all main motions, whether carried or defeated, shall be entered in full; 7.7 names of person making the motion; 7.8 subsidiary motions related to the conduct of the meeting; 7.9 points or order and appeals and their disposition; 7.10 appointments; 7.11 reference to oral reports of committees by committee name and presenter’s name; 7.12 recording of the vote on a motion (when requested in the School Act) 7.13 trustee declaration pursuant to the School Act, and 7.14 time of adjournment 7.15 Regarding preparation and distribution, the minutes shall: 7.15.1 Be prepared as directed by the Superintendent; 7.15.2 Be reviewed by the Superintendent prior to submission to the Board;
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7.15.3 Be considered an unofficial record of proceedings until such time as adopted by a resolution of the Board; and 7.15.4 Upon adoption by the Board, be deemed to be the official and sole record of the Board’s business. 7.15.5 Be copied and distributed to all trustees and other stakeholders as soon as is practicable. 7.16 The Chair and Associate Superintendent/Secretary-Treasurer shall, upon acceptance by the Board, affix their initials to each page of the Minutes and their signatures to the concluding page of the Minutes. 7.17 The Associate Superintendent/Secretary-Treasurer shall establish a codification system for resolutions determined by the Board which will: 7.17.1 provide for ready identification as to the meeting at which it was considered. 7.17.2 provide for cross-referencing with resolutions of similar nature adopted by the Board at previous meetings; and 7.17.3 establish and maintain a file of all Board minutes. 7.18 Upon adoption by the Board, the Minutes of Public Meetings shall be open to public scrutiny at the Board office. 7.19 As part of its ongoing effort to keep staff and the public fully informed concerning its affairs and actions, the Board expects the Superintendent to institute and maintain effective and appropriate procedures for the prompt dissemination of information about decisions made at all Board meetings. 7.20 The approved minutes of a regular or special meeting shall be posted to the website as soon as possible following approval. The Superintendent or designate is responsible to distribute and post the approved minutes.
8. Motions Motions do not require a seconder. 8.1 Notice of Motion The notice of motion serves the purpose of officially putting an item on the agenda of the next or future regular meeting and gives notice to all trustees of the item to be discussed. A notice of motion is not debatable and may not be voted on. 8.2 Discussion on Motions The custom of addressing comments to the Board Chair is to be followed by all persons in attendance. A Board motion or a recommendation from administration must generally be placed before the Board prior to any discussion taking place on an issue. Once a motion is before the Board and until it is passed or defeated, all speakers shall confine their remarks to the
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motion or to the information pertinent to the motion. Motions may be submitted by any trustee, including the Board Chair. 8.3 Speaking to the Motion The mover of a motion speaks first and every trustee shall have an opportunity to speak to the motion. The Board Chair will normally speak just prior to the last speaker who will be the mover of the motion. The mover of the motion is permitted to close debate on the motion. As a general guide, a trustee is not to speak longer than five (5) minutes on any motion. The Board Chair has the responsibility to limit the discussion by a trustee when such a discussion is repetitive or digresses from the topic at hand, or where discussion takes place prior to the acceptance of a motion. No one shall interrupt a speaker, unless it is to ask for important clarification of the speaker’s remarks, and any such interruption shall not be permitted without permission of the Board Chair. When a trustee arrives at the meeting after a motion has been made and prior to taking a vote, the trustee may request further discussion prior to the vote. The Board Chair shall rule on further discussion. 8.4 Reading of the Motion A trustee may require the motion under discussion to be read at any time during the debate, except when a trustee is speaking. 8.5 Required Votes The Board Chair, and all trustees present, unless excused by resolution of the Board or by the provisions of the School Act, shall vote on each question. Each question shall be decided by a majority of the votes of those trustees present. A simple majority of a quorum of the Board will decide in favour of the question. In the case of an equality of votes, the question is defeated. A vote on a question shall be taken by open vote, expressed by show of hands, except the vote to elect the Board Chair or Vice-Chair, which is by secret ballot. 8.6 Debate In all debate, any matter of procedure in dispute shall be settled, if possible, by reference to Robert’s Rules of Order. If this reference is inadequate, procedure may be determined by motion supported by the majority of trustees in attendance.
9. Delegations at Board Meetings The Board provides opportunity for members of the general public to make presentations to the Board. 9.1 Individuals or group requests to make presentations to the Board must be submitted in writing, using the appropriate form (RV04 Request to Present to the Board of Trustees), to
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the Superintendent or designate, no less than ten (10) calendar days prior to the scheduled Board meeting at which the individual or group wishes to present. 9.2 The Agenda Planning Committee shall determine if the presentation to the Board shall proceed and, if so, at what Board meeting, at what time, and whether the presentation will be heard in closed session or in public. 9.3 In emergent situations where the regular procedure cannot be followed, the delegation, Superintendent or designate shall justify the emergency, then outline the subject and background prior to the delegation appearing before the Board. 9.4 The delegation may make a presentation in writing and/or orally. 9.4.1 The presentation shall be supported by a background/ briefing document and a recommendation for action. The background/ briefing document must be received by the Superintendent or designate at the same time as the “request to present to the Board” is filed a minimum of ten (10) days prior to the scheduled meeting at which the individual or group wishes to present. 9.5 Relevant background information to the delegation's presentation shall be prepared by the Superintendent and is to accompany the agenda. 9.6 The spokesperson for the delegation shall be identified by the individual or group requesting to make a presentation to the Board. 9.7 The spokesperson shall be notified of the time and date when the presentation will be made. 9.8 The Board will ask questions of the delegation only for clarification purposes. 9.9 Where a delegation requests action from the Board, the response will be provided at a future meeting unless the Board, by resolution, agrees to respond immediately. 9.10 The spokesperson shall be advised of the date of the meeting at which the Board's response is to be determined. 9.11 The Board Chair shall communicate the decision of the Board, in writing, to the spokesperson. If the decision may be appealed under the School Act, the Board Chair shall advise the spokesperson of his/her right to the next avenue of appeal.
10. Audio/Video Recording Devices The Board directs that anyone wanting to use recording devices at a public Board meeting shall obtain prior approval of the Board Chair.
11. Trustee Compensation and Expenses Trustees, including the Board Chair, have a legislated role to fulfill, and as such are to be fairly reimbursed for time spent in carrying out Board business. See Appendix B
12. Trustee Conflict of Interest The trustee is directly responsible to the electorate of the Division and to the Board.
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Upon election to office and annually thereafter, the trustee must complete a disclosure of personal interest statement and accept a position of public trust. The trustee is expected to act in a manner, which will enhance the trust accorded the trustee, and through the trustee, the trust accorded to the Board. The Board is of the firm conviction that its ability to discharge its obligations is dependent upon the trust and confidence of the electorate in its Board and in its trustee members. Therefore, the Board believes in the requirement to declare conflict of interest. 12.1 The trustee is expected to be conversant with the relevant sections of the School Act. 12.2 The trustee is responsible for declaring him/herself to be in possible conflict of interest. 12.2.1 The trustee shall make such declaration in open meeting prior to Board or committee discussion of the subject matter, which may place the trustee in conflict of interest. 12.2.2 Following the declaration of conflict of interest by a trustee, all debate and action shall cease until the trustee has left the room. 12.3 It shall be the responsibility of the trustee in conflict to absent him/herself from the meeting in accordance with the requirements of the School Act and ensure that his/her declaration and absence is properly recorded within the minutes. 12.4 The recording secretary will record in the minutes: 12.4.1 The trustee’s declaration; 12.4.2 The trustee’s abstention from the debate and the vote; and 12.4.3 That the trustee left the room in which the meeting was held. 13. Board Self-Evaluation 13.1 The annual Board self-evaluation process will complement the Superintendent evaluation process described in the document entitled Superintendent Evaluation Process, Criteria and Timelines. 13.2 The purpose of the Board self-evaluation is to answer the following questions:
13.2.1 How well have we fulfilled each of our defined roles in relation to our mission, goals and objectives as a Board this past year? 13.2.2 How do we perceive our interpersonal working relationships? 13.2.3 How well do we receive input and how well do we communicate? 13.2.4 How well have we adhered to our annual work plan? 13.2.5 How would we rate our Board-Superintendent relations? 13.2.6 How well have we adhered to our governance policies? 13.2.7 What have we accomplished this past year? How do we know?
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13.3 The principles upon which the Board self-evaluation is based are as follows:
13.3.1 A learning organization or a professional learning community is focused on the improvement of practice. 13.3.2 A pre-determined process for evaluation strengthens the governance functions and builds credibility for the Board. 13.3.3 In evidence-based approach provides objectivity.
13.4 The components of the Board self-evaluation are:
13.4.1 Review of Board Role Performance 13.4.2 Monitoring Interpersonal Working Relationships 13.4.3 Monitoring Board Representation/Communication 13.4.4 Review of Annual Work Plan Completion 13.4.5 Monitoring Board-Superintendent Relations 13.4.6 Review of Board Motions 13.4.7 Review of Board Governance Policies 13.4.8 Creating a Positive Path Forward
Legal Reference: • School Act Sections 60, 64, 65, 66, 67, 68, 70, 71, 72, 73, 74, 75, 76, 80, 81, 82, 83, 145, 208, 210, 261, and 262 • Local Authorities Elections Act • Income Tax Act (Canada)
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POLICY 7 – APPENDIX A – WARD MAP
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POLICY 7 – APPENDIX B - TRUSTEE HONORARIA, EXPENSES AND TRUSTEE DEVELOPMENT
BACKGROUND
The Board has established the following trustee honoraria, travel, and general expense allowances and benefits.
Procedures
1. Effective September 1, 2011, each trustee shall be paid the honoraria, travel and general expense allowances outlined in the following chart as adjusted by: 1.1 Each September 1, commencing September 1, 2012, the honoraria, additional honoraria, and general expense allowance shall be adjusted by a ratio equal to the change in the Calgary Consumer Price Index (C.C.P.I.), comparing the June C.C.P.I. to the previous June’s C.C.P.I. 1.2 Each September 1, commencing September 1, 2012, the vehicle expense allowance shall be adjusted by a ratio equal to the change in the per kilometer allowance of Rocky View Schools, comparing the September 1st per kilometer allowance to the previous September 1st per kilometer allowance.
2. Six (6) months prior to the end of each Board’s term of office, a review of this policy shall be undertaken by the Board with approved change to this policy shall be effective on November 1st following the Trustees’ election. 3. The Government of Canada has determined that a portion of the honoraria, vehicle and general expense allowances may be excluded from the taxable income of a trustee. The amount to be excluded from the taxable income of a trustee is the lesser of: one-third of the sum of: • annual honoraria; • additional honoraria; • annual vehicle allowance; • annual general expense allowance; and • *taxable per kilometre travel expenses or; the sum of: • annual general expense allowance; • annual vehicle allowance; and • *taxable per kilometer travel expenses. * Travel expenses between a trustee’s residence and the Education Centre (Board central office) is considered to be a taxable expense and is subject to tax on the same basis as other income. Travel expenses to eligible training seminars and other functions not held at the Education Centre are regarded as non-taxable expense reimbursements. RVS Policy 7 Board Operations Page 13 of 17 48 POLICY 7 Approved: 2016 01 21 BOARD OPERATIONS Amended: 20xx xx xx Reviewed: 2017 05 19
Rates effective September 1, 2016:
Annual Additional Annual Annual Honoraria Honoraria Vehicle General (Per Hour Allowance Expense Rate) Allowance Chair $17,032.98 $33.07 $7,610 $5,750.76 Vice-Chair $15,705.96 $33.07 $7,610 $5,750.76 Other Trustees $14,268.78 $33.07 $7,610 $5,750.76
Honoraria is an all inclusive amount paid to each trustee for their time (including travel time except as indicated) spent to attend to school board matters including: • All Board meetings, however travel time is claimable as Additional Honoraria; • Board Planning or Committee of the Whole Board meetings, however travel time is claimable as Additional Honoraria; • Zone 5 ASBA meetings (unless Board appointed ASBA representative or a Zone 5 ASBA executive officer, net of monies received from ASBA) and ASBA meetings; • Seminars, conferences, and conventions; and, • All other meetings and functions except as explicitly outlined under Additional Honoraria.
Additional Honoraria is the amount paid to each trustee for his or her time, inclusive of travel time, spent attending: • Meetings of Board established Committees which the trustee attends either in person or via teleconference, video conference, or webinar as a Board appointed committee member or representative; • Zone 5 ASBA meetings for Board-appointed ASBA representatives and Zone 5 ASBA executive officers; • Board established meetings for professional development or in-service; • Board established or ASBA established meetings for trustee orientation; limited to one Board and one ASBA orientation meeting per trustee term • Meetings which a trustee attends as a Board authorized* representative; • Meetings between the Board and RVS Joint School Councils; • School tours; limited to one per trustee term; and, • Travel time to Board meetings and Board Planning or Committee of the Whole Board meetings. • Authorization to be sought at a Board Planning Committee Meeting.
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VEHICLE ALLOWANCE The vehicle allowance is the amount paid to each trustee to offset vehicle costs incurred (fuel, insurance, repairs, maintenance and other expenses) for travel to and from meetings and other functions within the trustee’s own ward. Travel to Board established committees or to a meeting as an authorized representative of the Board within the trustee’s own ward is a claimable expense.
The general expense allowance is the amount paid to each trustee to offset various costs including those for a phone, Internet, facsimile equipment, supplies, and other expenses.
The above two allowances are provided to offset costs incurred by each trustee that is not reimbursed through Rocky View Schools’ expense claim process.
Subject to the limits in Board policies and procedures, reasonable expenses associated with attendance at meetings held outside the trustee’s own ward including Board meetings, Board Planning meetings, and other committee meetings, training seminars and other functions, inclusive of transportation, meals, hotels, communication and other costs are claimable expenses.
Benefits The following group benefit plans are available to trustees.
Benefit Limitations Cost Sharing
Life Insurance $10,000 100% Board paid Basic A.D. & D. $25,000 100% Board paid Supplementary Health Care Early Retiree Plan 100% Board paid Dental Care None 100% Board paid Health Care Spending Account $500 per year** 100% Board paid
Life Insurance and Basic A.D. & D premiums are deemed by the Government of Canada to be taxable benefits.
**Trustee Health Care Spending Account will be credited each November 1st. Eligible Health Care Spending expenses must be incurred by October 31st, 24 months after the Trustee Health Care Spending Account is credited or allocation will be forfeited.
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EXPENSES The Board believes in public transparency and accountability to its stakeholders, and in doing so, has established parameters for the proactive and routine disclosure of expenses incurred by elected trustees and executive employees of Rocky View Schools (RVS).
Routine disclosure of expense reports demonstrates enhanced transparency and accountability to taxpayers, promotes integrity within the school division, provides equal and timely access to expense information, and furthers the principles of the Freedom of Information and Protection of Privacy Act with respect to proactive release of information.
Requirements to routinely disclose expense reports apply to Trustees, the Superintendent, and Associate Superintendents, and those incurring expenses on behalf of them.
Definitions Expenses: Costs and allowances incurred in the course of RVS business, including: 1. Travel, accommodation, meals and incidentals; 2. Professional learning expenses; 3. Hospitality extended by trustees to external participants as pre-approved by the Board or hospitality extended to external partnerships by an executive employee; and, 4. Working session expenses - any expenses incurred in respect to food or non-alcoholic beverages provided to RVS employees and any third parties attending meetings held to facilitate RVS business. If practical, the names of individuals who participated in the working session should accompany the claim.
Guidelines 1. Expense reports must, at a minimum, include the following components: 1.1 Name and position of individual who incurred the expense 1.2 Date of transaction(s) 1.3 Transaction amount(s) 1.4 Expense category (travel, accommodation, meals, incidentals, hospitality, and working sessions) 1.5 Description and rationale 1.6 Supporting documentation (receipts)
2. Expense reports and supporting receipts will be posted online within thirty (30) calendar days from payment of trustee or employee expense claim. Trustees and Executive will review expense reports and receipts prior to posting.
3. Information that would normally be withheld under the Freedom of Information and Protection of Privacy Act, such as personal information, must be redacted from supporting documentation and will not be publicly disclosed. RVS Policy 7 Board Operations Page 16 of 17 51 POLICY 7 Approved: 2016 01 21 BOARD OPERATIONS Amended: 20xx xx xx Reviewed: 2017 05 19
TRUSTEE DEVELOPMENT
The Board of Trustees recognizes the need for trustees to attend conventions and conferences to enhance their development, growth, and attainment of information as a means of keeping abreast of current developments and new initiatives.
1. The Board shall establish in its annual budget a sum of monies for the purpose of defraying expenses incurred by trustees for attendance at workshops, conferences and seminars conducted beyond the boundaries of the Division, or for the purchase of technology to assist the trustee in the performance of his/her role. 2. Reimbursement of travel and subsistence expenses incurred shall be made in accordance with procedure BHB Trustee Development as approved by the Superintendent from time to time. 3. Each trustee shall be reimbursed expenses, inclusive of registration fees and over and above the amounts listed in guidelines 4 and 5 below, to attend Alberta School Boards Association (ASBA) meetings held within the Province of Alberta. 4. Each trustee may utilize up to $2,500 annually to attend education or trustee development related seminars or courses. 5. Each trustee may utilize up to $5,500 during their four-year term to attend conferences or conventions relating to education or professional development or purchase technology devices to assist the trustee in the performance of his/her role. These technology devices shall remain the property of RVS and shall be returned to the Division or purchased by the trustee at fair market value at the end of the trustee’s term. 6. In addition to the above, expenses shall be paid for a trustee to attend any seminars or courses when directed by the Board to do so. 7. Semi-annually, the Chair shall provide information on courses and other opportunities available to trustees.
PROCEDURES
1. Trustees shall submit expense claims for reimbursement of expenses incurred. 2. Trustees are expected to report to the Board on any attended conference upon their return.
Legal Reference: • School Act Sections 60, 60(1)(a), 60(2)(e), and 147(1)
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BACKGROUND
The Board may delegate specific powers and duties to committees of the Board that are established by the Board, subject to the restrictions on delegation in the School Act.
The Board may appoint Standing Committees and Ad Hoc Committees and shall prescribe their powers and duties
Ad hoc committees are established to assist the Board on a specific project for a specific period of time. The terms of reference for each ad hoc committee will be established by Board motion at the time of the formation.
Standing committees are established to assist the Board with work of an ongoing or recurring nature. Standing committees are usually appointed annually at the Organizational Meeting.
The Board Chair shall act as an ex-officio member, with voting privileges, of all committees appointed by the Board,
The Superintendent may appoint resource personnel to work with committees and shall determine the roles, responsibilities and reporting requirements of the resource personnel.
GUIDELINES
Such Committees will be structured in accordance with the following format and shall only exercise such powers as are specifically delegated by the Board.
1. The Committee name shall reflect the purpose of the committee.
2. Powers of the Committee: 1.1 Shall be approved by the Board in the resolution, which establishes its frame of reference. 1.2 The Board may delegate specific decisions to the committee; or 1.3 The Board may request the committee to investigate and make recommendations to the Board.
3. Terms of Reference: 3.1 Membership 3.1.1 The Board shall appoint from among its membership trustee representatives for each committee. 3.1.2 The Board may appoint additional members to a Committee. 3.1.3 The Chair of the Board is an ex officio member of all Board Committees. 3.2 Meetings
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3.2.1 Meetings shall be as determined by the Board; or 3.2.2 Where authorized, by the Superintendent, the Chair, or a majority of the Committee members. 3.2.3 Trustee representatives shall provide reports to the Board concerning the proceedings of committee meetings and recommendations for Board consideration. 3.2.4 The Board may approve, at the request of the Committee Chair, an annual budget allocation sufficient for the Committee to discharge its responsibilities. 3.2.5 Trustees and committee members will be remunerated according to Board Policy
COMMITTEES
1. Advocacy 1.1 Purpose 1.1.1 To promote the position of Rocky View Schools in its endeavour to positively impact the students it serves. 1.2 Powers and Duties 1.2.1 Based on the direction of the Board, recommend implementation plans for lobby efforts, political networking and promotion of educational stewardship. 1.3 Membership 1.3.1 Two trustees as appointed by the Board at each Organizational meeting. 1.4 Meetings 1.4.1 Monthly as determined by the Committee at previous meeting, excluding July and August.
2. Appeals 2.1 Purpose 2.1.1 To make decisions on non-expulsion student matters as per Policy 13. 2.2 Powers and Duties 2.2.1 The Committee is responsible to hear all appeals including student placement, teacher placement and teacher transfer. 2.3 Membership 2.3.1 The entire Board of Trustees 2.4 Meetings 2.4.1 As required by Policy 13 (non-expulsion student matters)
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3. Audit Committee 3.1 Purpose 3.1.1 To assist the Board of Trustees and the Superintendent of Schools in fulfilling its oversight responsibilities for the financial reporting process, the system of internal financial controls, the audit process (including PSAP compliance) and monitoring the Division's compliance with laws and regulations pertaining to the financial operations. 3.2 Powers and Duties 3.2.1 Retain outside counsel, accountants or others to advise the committee or assist in the conduct of an investigation; with the consent of the Board of Trustees; 3.2.2 Seek any information it requires from employees- all of whom are directed to cooperate with the Committee's requests - or external parties; and 3.2.3 Meet with Division officers, external auditors or outside counsel, as necessary. 3.3 Membership 3.3.1 Two Trustees as appointed by the Board at each Organizational Meeting. 3.3.2 Two members of the general public, who live in the Division; are independent of the Division, member and spouse cannot be Division employees; have no relationship to the Board Appointed External Auditors or potential audit firms; and, are financially literate. 3.4 Meetings 3.4.1 The Audit Committee will meet at least twice per year, with authority to convene additional meetings, as circumstances require.
4. Benefit Plan Advisory Committee 4.1 Purpose 4.1.1 To make recommendations to the Board regarding employee group’s benefit plans. 4.2 Powers and Duties 4.2.1 To review the Board’s group benefit plans. 4.3 Membership 4.3.1 Three trustees as appointed by the Board at each Organizational Board Meeting. 4.3.2 Two representatives appointed by the Alberta Teachers’ Association Local #35. 4.4 Meetings 4.4.1 Meetings as required.
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5. Board Agenda Preparation 5.1 Purpose 5.1.1 To prepare Board meeting agendas 5.2 Powers and Duties 5.2.1 The Board and Vice Chair to work with the Superintendent and Associate Superintendent of Business and Operations on Board meeting agenda preparation. 5.3 Membership 5.3.1 The Chair and Vice Chair as elected at each Organizational Board Meeting. 5.4 Meetings 5.4.1 10 days in advance of a Regular Board meeting.
6. Budget Committee 6.1 Purpose 6.1.1 To establish annual budget. 6.2 Powers and Duties 6.2.1 To set budget priorities and subsequent allocations. 6.3 Membership 6.3.1 All Trustees are to be Board designates to the Budget Committee. 6.4 Meetings 6.4.1 As required.
7. Calendar Committee 7.1 Purpose 7.1.1 To make recommendations to the Board regarding school year calendars. 7.2 Powers and Duties 7.2.1 To prepare the yearly school calendar for recommendation to the Board of Trustees. 7.3 Membership 7.3.1 Three trustees as appointed by the Board at each Organizational Board meeting 7.4 Meetings 7.4.1 As required.
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8. Grievance Committee 8.1 Purpose 8.1.1 To make recommendations on teacher-originated grievances. 8.2 Powers and Duties 8.2.1 To hear and decide on teacher-originated grievances. 8.3 Membership 8.3.1 Two trustees from the Labour Relations Committee as appointed by the Board at each Organizational Board meeting. 8.3.2 Two representatives of ATA Rocky View Local #35 8.4 Meetings 8.4.1 As required.
9. Labour Relations Committee 9.1 Purpose 9.1.1 To make recommendations on Labour Related issues. 9.2 Powers and Duties 9.2.1 Meet with the Alberta Teachers' Association Local #35 with a view to negotiate a Memorandum of Agreement, which shall subsequently be presented to the Board of Trustees for recommendation. 9.2.2 Review recommendations of the Support Staff Terms of Employment for recommendation to the Board of Trustees. 9.2.3 Review recommendations on exempt staff (excepting executive) salaries and benefits for recommendation to the Board of Trustees. 9.2.4 Review recommendations on executive salaries and benefits for the Board of Trustee's approval, rejection, or amendment. 9.3 Membership 9.3.1 Three trustees as appointed by the Board at each Organizational Board meeting, two shall be appointed to the Grievance Committee. 9.4 Meetings 9.4.1 As required.
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10. Policy 10.1 Purpose 10.1.1 To prepare Policy drafts for Board consideration. 10.2 Powers and Duties 10.2.1 To develop, utilizing community input, policy drafts. 10.3 Membership 10.3.1 Two trustees as appointed by the Board at each Organizational Board meeting. 10.4 Meetings 10.4.1 As required.
11. Professional Development Leave Committee 11.1 Purpose 11.1.1 Review and make recommendations to the Board on professional development leaves. 11.2 Powers and Duties 11.2.1 The Professional Development Leave Committee shall have full jurisdiction to oversee, set criteria, administer, and process the Professional Development Leave Fund subject only to the current Collective Agreement and RVS Professional Development Leave committee terms of reference. 11.3 Membership 11.3.1 Two trustees as appointed by the Board at each Organizational Board meeting. 11.4 Meetings 11.4.1 As required.
12. Student Expulsion Committee 12.1 Purpose 12.1.1 To make decisions regarding the recommendations for the expulsion of any student. 12.2 Powers and Duties 12.2.1 On a recommendation for expulsion, reinstate or expel the student. 12.2.2 To ensure the actions of the committee are reported through accountability reporting.
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12.3 Membership 12.3.1 Three trustees as appointed by the Board at each Organizational Board meeting. 12.4 Meetings 12.4.1 As detailed in Policy 13 – Appeals and Hearings Regarding Student Matters.
13. Student Transportation Committee 13.1 Purpose 13.1.1 Review and make recommendations to the Board on transportation policies. 13.2 Powers and Duties 13.2.1 Review and make recommendations to the Board on transportation policies. 13.2.2 Hear and rule on student transportation appeals following the Committee’s established process. 13.2.3 Negotiate contract terms with school bus contractors subject to the approval of the Board of Trustees. 13.2.4 Meet with stakeholders on transportation issues as deemed necessary by the Committee. 13.3 Membership 13.3.1 Three trustees as appointed by the Board at each Organizational Board meeting. 13.4 Meetings 13.4.1 As required.
Legal Reference: • School Act Sections 25, 60, 61, 62, 63, 70, and 113 • Collective Agreements
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59 POLICY 9 Approved: 2016 01 21 BOARD REPRESENTATIVES Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board may appoint trustees to represent the Board on various external committees, agencies and organizations. Such representation is established at the discretion of the Board to facilitate the exchange of information on matters of mutual concern and/or to discuss possible agreements between the Division and other organizations.
The Board will determine the terms of reference for each representative. The Superintendent may appoint resource personnel to work with representative and shall determine the roles, responsibilities and reporting requirements of resource personnel.
The following committees/organizations will have Board representation as identified at the annual Organizational Meeting and determined at the first regular meeting subsequent to the Organizational Meeting.
1. Alberta School Boards Association (ASBA) Zone 5 1.1 One trustee representative and one alternate to represent the Board at Zone 5 meetings of the Alberta School Boards Association.
2. Inclement Weather 2.1 One trustee assigned to attend inclement weather meetings in each area as a representative of the Board.
3. Local Recreation Boards 3.1 Trustees represent the Board as a non-voting member on recreation boards within the Division if the trustee is invited to sit on their local recreation board.
4. Principal Interviews 4.1 One trustee assigned to attend principal interviews as a representative of the Board.
5. RVS Adult Learning Advisory Board 5.1 One trustee to represent the Board at meetings of the Adult Learning Advisory Board, which governs Rocky View Schools Adult Learning.
6. RVS Community Learning Centre Advisory 6.1 One trustee to sit on the Community Learning Centre Advisory Committee that will function like a School Council for three Learning Centres and RVS Online School.
7. School Councils 7.1 One trustee assigned to attend each School Council meeting as a representative of the Board.
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8. School Naming 8.1 One trustee assigned to attend school naming committee meetings specific to their ward as a representative of the Board.
9. Springbank Park for All Seasons 9.1 Ward 4 trustee represents the Board as a non-voting member on the Springbank Park for All Seasons board.
Legal Reference: • School Act Sections 61, and 68
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61 POLICY 10 Approved: 2016 01 21 POLICY MAKING Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
Policy development is a key responsibility of the Board. Policies constitute the will of the Board in determining how the Division will operate. Policies provide effective direction and guidelines for the action of the Board, Superintendent, staff, students, electors and other agencies. Policies also serve as sources of information and guidelines to all who may be interested in or connected with the operation of the Division. Adoption of new Board policies or revision of existing policies is solely the responsibility of the Board.
The Board shall be guided in its approach to policy making by ensuring adherence to the requirements necessary to provide public education and compliance with the School Act and provincial as well as federal legislation. Further, the Board believes that the development and review of policies are enhanced when the process allows for the meaningful involvement of staff and other interested groups and persons where appropriate.
Board policies shall provide an appropriate balance between the responsibility of the Board to develop the broad guidelines to guide the Division and the opportunity for the Superintendent to exercise professional judgment in the administration of the Division.
The Board shall adhere to the following stages in its approach to policy making:
1. Planning The Board, in cooperation with the Superintendent, shall assess the need for a policy, as a result of its own monitoring activities or on the suggestion of others, and identify the critical attributes of each policy to be developed.
2. Development The Board may develop the policy itself or delegate the responsibility for its development to the Superintendent.
3. Implementation The Board is responsible for the implementation of policies governing its own processes. The Board and Superintendent share the responsibility for implementation of policies relating to the Board- Superintendent relationship. The Superintendent is responsible for the implementation of the other policies.
4. Evaluation The Board, in cooperation with the Superintendent, shall review each policy in a timely manner in order to determine currency and if it is meeting its intended purpose.
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Specifically
1. Suggestions or recommendations in regard to new or existing policy may be made to the Chair at any time. Such suggestions or recommendations shall be submitted in writing to the Chair and include a brief statement of purpose or rationale. Any trustee or elector may initiate proposals for new policies or changes to existing policies.
2. Requests for new policy or amendments to existing policy originating from staff will be directed to the Superintendent.
3. Policy development or revision may also be initiated as a result of a public consultation, survey, needs assessment or policy evaluation.
4. Upon the direction of the Superintendent shall be responsible to prepare a proposal. 4.1 If the Board requests that a new policy be drafted or an existing policy be reviewed for possible amendment, the Superintendent shall implement procedures to develop a draft proposal. 4.2 Draft proposals may be developed in consultation with advisory committees, various employee groups, senior administrative staff, or outside agencies and consultants. 4.3 The engagement of outside agencies or consultants to assist in policy development shall require prior approval of the Board if the total anticipated costs will exceed budget approved allocations.
5. When appropriate, the Superintendent shall seek legal advice.
6. The Board may seek additional input into proposed changes in policy, or drafts, whenever it is deemed appropriate.
7. The final draft of the policy or amendments shall be presented to the Board for its consideration and approval.
8. Only those policies, which are adopted and recorded in the minutes, constitute the official policies of the Board.
9. In the absence of existing policy, the Board may make decisions, by resolution, on matters affecting the administration, management and operation of the Division. Such decisions carry the weight of policy until such time as specific written policy is developed.
10. The Board may request the Superintendent to change an administrative procedure to a draft Board policy. In doing so, the Board will provide rationale.
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11. The Superintendent must develop administrative procedures as specified in Policy 11 – Board Delegation of Authority and may develop such other procedures as deemed necessary for the effective operation of the Division; these must be in accordance with Board policies.
12. The Board may also delete a policy and subsequently delegate the Superintendent authority over this area. The Superintendent may choose to then develop an administrative procedure relative to this matter.
13. The Superintendent must inform the Board of any substantive changes to administrative procedures.
14. The Superintendent shall arrange for all Board policies and administrative procedures and subsequent revisions to be posted on the Division’s website, in a timely manner, for staff and public access.
15. The Board shall review each policy annually.
Legal Reference: • School Act Sections 60, 61, and 113
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64 POLICY 11 Approved: 2016 01 21 BOARD DELEGATION OF AUTHORITY Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The School Act allows for the Board to delegate certain of its responsibilities and powers to others.
The Board authorizes the Superintendent to do any act or thing or to exercise any power that the Board may do, or is required to do, or may exercise, except those matters which, in accordance with section 61(2) of the School Act, cannot be delegated. This delegation of authority to the Superintendent specifically: • Includes any authority or responsibility set out in the School Act and regulations as well as authority or responsibility set out in other legislation or regulations; • Includes the ability to enact Administrative Procedures, practices or regulations required to carry out this authority; and also • Includes the ability to sub-delegate this authority and responsibility as required.
Notwithstanding the above, the Board reserves to itself the authority to make decisions on specific matters requiring Board approval. This reserved authority of the Board is set out in Board policies, as amended from time to time.
Further, the Board requires that any significant new provincial, regional or local initiatives must be initially brought to the Board for discussion and determination of decision-making authority.
Specifically
1. The Superintendent is authorized to suspend from the performance of the teacher’s duties or to terminate the services of a teacher. The suspension or termination shall be conducted in accordance with the requirements of the School Act, and the decision shall not be appealable to the Board.
2. The Superintendent is authorized to suspend from the performance of duties or to terminate the services of any non-certificated staff member. The suspension or termination shall be in accordance with all relevant legislation, and the decision shall not be appealable to the Board.
3. The Superintendent is directed to develop Administrative Procedures that are consistent with Alberta Education policies and procedures relative to:
3.1 Student code of conduct. 3.2 Student Evaluation. 3.3 Teacher Growth, Supervision and Evaluation. 3.4 Surplus Land and Buildings. 3.5 Early Childhood Services.
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4. The Superintendent is directed to develop an Administrative Procedure to fulfill Board obligations created by any federal legislation or provincial legislation other than the School Act.
Legal Reference: • School Act Sections 19, 45, 60, 61, 95, 96, 98, 101, 102, 105, 106, 107,109, 109.1, 110, and 113 • Regulations for Disposition of Property • Early Childhood Services Regulations • Alberta Education Policies and Procedures
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66 POLICY 12 Approved: 2016 01 21 ROLE OF THE SUPERINTENDENT Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND The Superintendent is the Chief Executive Officer of the Board and the Chief Education Officer of the Division. The Superintendent reports directly to the corporate Board and is accountable to the Board of Trustees for the conduct and operation of the Division. All Board authority delegated to the staff of the Division is delegated through the Superintendent.
Specific Areas of Responsibility
1. Student Learning 1.1 Provides leadership in all matters relating to education in the Division. 1.2 Ensures students in the Division have the opportunity to meet or exceed the standards of education set by the Minister. 1.3 Ensures that learning environments contribute to the development of skills and habits necessary for the world of work, post-secondary studies, life-long learning and citizenship. 1.4 Provides leadership in fostering conditions, which promote the improvement of educational opportunities for all students. 1.5 Provides leadership in implementing education policies established by the Minister and the Board.
2. Student Welfare 2.1 Ensures that each student is provided with a welcoming, caring, respectful and safe learning environment that respects diversity and fosters a sense of belonging. 2.2 Ensures that the social, physical, intellectual, cultural, spiritual and emotional growth needs of students are met in the overall school environment. 2.3 Ensures the safety and well-being of students while participating in school programs or while being transported on transportation provided by the Division. 2.4 Ensures the facilities adequately accommodate Division students. 2.5 Acts as, or designates, the attendance officer for the Division.
3. Fiscal Responsibility 3.1 Ensures the fiscal management of the Division by the Secretary-Treasurer is in accordance with the terms or conditions of any funding received by the Board under the School Act or any other Act. 3.2 Ensures the Division operates in a fiscally responsible manner, including adherence to recognized accounting procedures. 3.3 Directs the preparation and the presentation of the budget. 3.4 Ensures the Board has current and relevant financial information. 3.5 Directs the preparation of the Three-Year Capital Plan for submission to the Board.
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4. Personnel Management 4.1 Has overall authority and responsibility for all personnel-related matters, except the mandates for collective bargaining and those personnel matters precluded by legislation, collective agreements or Board policy. 4.2 Monitors the performance of all staff and ensures appropriate evaluation processes are in place. 4.3 Facilitates professional development and training sessions for staff. 4.4 Ensures the coordination and integration of human resources within the Division. 4.5 Ensures that each staff member is provided with a welcoming, caring, respectful and safe working environment that respects diversity and fosters a sense of belonging.
5. Policy/Administrative Procedures 5.1 Provides leadership in the planning, development, implementation and evaluation of Board policies. 5.2 Develops and keeps current an Administrative Procedures Manual that is consistent with Board policy and provincial policies, regulations and procedures.
6. Superintendent/Board Relations (“The First Team”) 6.1 Engages in and maintains positive, professional working relations with the Board. 6.2 Respects and honours the Board’s role and responsibilities and facilitates the implementation of that role as defined in Board policy. 6.3 Attends all Board meetings and makes recommendations on matters requiring Board action by providing accurate information and reports as are needed to ensure the making of informed decisions. 6.4 Provides the information and counsel that the Board requires to perform its role. 6.5 Keeps the Board informed on sensitive issues in a timely manner. 6.6 Attends, and/or designates, administrative attendance at all committee meetings. 6.7 Demonstrates respect, integrity and support, which are conveyed to the staff and community.
7. Strategic Planning and Reporting 7.1 Leads the generative strategic planning process including the development of the Four Year Education Plan, Division goals, budget, facilities, technology and transportation plans and implements plans as approved. 7.2 Involves the Board appropriately (Board approval of process and timelines; opportunity for Board establishment of strategic priorities and key results early in the process; final Board approval). 7.3 Implements plans as approved. RVS Policy 12 Role of the Superintendent Page 2 of 14
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7.4 Reports regularly on results achieved. 7.5 Develops the Annual Education Results Report for Board approval.
8. Organizational Management 8.1 Demonstrates effective organization skills resulting in Division compliance with all legal, Ministerial and Board mandates and timelines. 8.2 Reports to the Minister with respect to matters identified in and required by the School Act and provincial legislation.
9. Communications and Community Relations 9.1 Takes appropriate actions to ensure open, transparent, positive internal and external communications are developed and maintained. 9.2 Ensures parents have a high level of satisfaction with the services provided and the responsiveness of the Division. 9.3 Maintains effective relationships within the system and the community served by the system. 9.4 Acts as the Head of the organization for the purposes of the Freedom of Information and Protection of Privacy (FOIP) Act. 9.5 Keeps the Board informed through the provision of appropriate accountability reports.
10. Leadership Practices 10.1 Practices leadership in manner that is viewed positively and has the support of those with whom the Superintendent works most directly in carrying out the directives of the Board and the Minister. 10.2 Develops and maintains positive and effective relations with provincial and regional government departments and agencies. 10.3 Ensures that meaningful collaboration arises from relationships built on trust, honesty and respect.
Legal Reference: • School Act Sections 14, 45, 60, 61, 113, 114, and 115 • Freedom of Information and Protection of Privacy Act
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POLICY 12 – APPENDIX A – SUPERINTENDENT EVALUATION PROCESS CRITERIA AND TIMELINES
Evaluation Process
1. Provides for both accountability and growth, and the strengthening of the relationship between the Board and the Superintendent. The written report will affirm specific accomplishments and will identify growth areas. Some growth goals may address areas of weakness while others will identify areas where greater emphasis is required due to changes in the environment.
2. Provides for annual written evaluation of the Superintendent performance.
3. Highlights the key role of the Superintendent as the Chief Executive Officer for the Division to enhance student achievement and success for all children.
4. Recognizes that the Superintendent is the Chief Executive Officer. The Superintendent is held accountable for work performed primarily by other senior administrators, e.g., fiscal management.
5. Emphasizes the need for and requires the use of evidence for evaluation purposes. Evaluations are most helpful when the evaluator provides concrete evidence of strengths and/or weaknesses. The Performance Assessment Guide identifies the source of the evidence in advance, while the quality indicators describe expectations in regard to that evidence.
6. Is aligned with and based upon the Superintendent’s roles and responsibilities. The Board policy is consistent with this evaluation document.
7. Is linked to the Division’s goals. And the Four-Year Education Plan.
8. Sets out standards of performance. The quality indicators in the Performance Assessment Guide set out initial standards. When growth goals are identified, additional standards will need to be set to provide clarity of expectations and a means of assessing performance.
9. Is also a performance-based assessment system. Such an evaluation focuses on improvement over time. The second and subsequent evaluations take into consideration the previous evaluation, and an assessment of the Superintendent’s success in addressing identified growth areas.
10. Uses multiple data sources. Objective data such as audit reports, accountability reports, and student achievement data are augmented with subjective data provided in surveys.
11. Elicits evidence to support subjective assessments. This must be the case when the Board provides feedback regarding Board agendas, committee and Board meetings, etc.
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12. Ensures Board feedback is provided regularly. Such feedback will be timely, provided annually, supported by specific examples and will focus on areas over which the Superintendent has authority.
The Superintendent will maintain an evidence binder that will be provided to the Board approximately one week prior to the evaluation workshop. The purpose of the evidence binder is to provide proof that the quality indicators identified in Appendix B have been achieved. Therefore evidence will be organized in regard to the quality indicators.
The Board and the Superintendent will be present during the facilitated evaluation session. The Superintendent will be invited to ensure the Board has full information and may choose to enter into discussion to ensure the evidence provided has been understood. The Superintendent will only be absent from the room for the period when the Board constructs the conclusion section. The evidence examined will be in the form of an internal report or external report. The Board will review the indicated evidence and will determine whether, or to what extent, the quality indicators have been achieved. In addition, the corporate Board will supplement the evidence contained in the evidence portfolio with agreed-upon direct Board observations. For example, this would be most evident in the section Board/Superintendent Relations. During the evaluation workshop, a written evaluation report will be facilitated which will document:
• The evaluation process,
• Evaluation context,
• Assessments relative to the criteria noted in Appendix B,
• An examination of progress made relative to any growth goals or redirections identified in the previous year’s evaluation,
• Identification of any growth goals if deemed appropriate, and
• A conclusions section followed by appropriate signatures and dates.
The assessments contained in the evaluation report will reflect the corporate Board position. This report will be approved by Board motion. A signed copy will be provided to the Superintendent and a second signed copy will be placed in his personnel file held by the Division.
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Evaluation Criteria
The criteria for the first evaluation will be those set out in Appendix B: the Performance Assessment Guide. In subsequent evaluations, the criteria will be those defined by the Performance Assessment Guide as listed or revised after each evaluation, plus any growth goals provided by the Board in previous written evaluation report(s). Such growth goals may be areas requiring remediation or actions which must be taken to address trends, issues, or external realities. For the Role Expectation “Leadership Practices”, an external consultant will collect data relative to leadership practices by interviewing one quarter of the principals and all “direct reports”. “Direct reports” are defined to be those individuals who report directly to the Superintendent on the Division’s organizational chart.
Appendix B is the Performance Assessment Guide, which is intended to clarify for the Superintendent, performance expectations held by the corporate Board. This guide is also intended to be used by the Board to evaluate the performance of the Superintendent in regard to each job expectation. The Board will review the indicated evidence and will determine whether, or to what extent, the quality indicators have been achieved.
Timelines for Evaluations
Evaluations will be conducted annually.
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POLICY 12 – APPENDIX B - PERFORMANCE ASSESSMENT GUIDE
1. Student Learning Role Expectations: RE 1.1 Provides leadership in all matters relating to education in the Division. RE 1.2 Ensures students in the Division have the opportunity to meet or exceed the standards of education set by the Minister. RE 1.3 Ensures that learning environments contribute to the development of skills and habits necessary for the world of work, post-secondary studies, life-long learning and citizenship. RE 1.4 Provides leadership in fostering conditions which promote the improvement of educational opportunities for all students. RE 1.5 Provides leadership in implementing education policies established by the Minister and the Board.
Quality Indicators relative to Student Learning: QI 1.1 The Superintendent conducts an analysis of student success and ensures school principals develop action plans to address concerns. QI 1.2 The Superintendent identifies trends and issues related to student achievement to inform the Four-Year Planning process, including recommendations for innovative means to improve measurable student achievement. QI 1.3 Parents and students are satisfied with levels of achievement. QI 1.4 There is measurable improved student achievement over time. QI 1.5 The Superintendent meets Alberta Education’s expectations re: with the Four-Year Plan and AERR format, process and content. QI 1.6 The Superintendent meets all timelines with provision for appropriate Board input relative to the Four-Year Plan and AERR. QI 1.7 The Superintendent ensures the Division’s academic results are published.
2. Student Welfare Role Expectations: RE 2.1 Ensures that each student is provided with a welcoming, caring, respectful and safe learning environment that respects diversity and fosters a sense of belonging. RE 2.2 Ensures that the social, physical, intellectual, cultural, spiritual and emotional growth needs of students are met in the overall school environment.
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RE 2.3 Ensures the safety and well-being of students while participating in school programs or while being transported on transportation provided by the Division. RE 2.4 Ensures the facilities adequately accommodate Division students. RE 2.5 Acts as, or designates, the attendance officer for the Division.
Quality Indicators relative to Student Welfare: QI 2.1 Develops measurements and monitors progress relative to providing a welcoming, caring, respectful and safe learning environment. QI 2.2 Provides analysis of incident reports. QI 2.3 Monitors progress relative to improved student attendance. QI 2.4 Implements the requirements of Occupational Health and Safety legislation, including required staff professional development. QI 2.5 Complies with legislative requirements to appoint attendance officer for the Division.
3. Fiscal Responsibility Role Expectations: RE 3.1 Ensures the fiscal management of the Division by the Secretary-Treasurer is in accordance with the terms or conditions of any funding received by the Board under the School Act or any other Act. RE 3.2 Ensures the Division operates in a fiscally responsible manner, including adherence to recognized accounting procedures. RE 3.3 Directs the preparation and the presentation of the budget. RE 3.4 Ensures the Board has current and relevant financial information. RE 3.5 Directs the preparation of the Three-Year Capital Plan for submission to the Board.
Quality Indicators relative to Fiscal Responsibility: QI 3.1 Generally accepted accounting principles (PSAP) are being followed. QI 3.2 Adequate internal financial controls exist and are being followed. QI 3.3 Audit deficiencies are addressed. QI 3.4 All collective agreements and contracts are being administered and interpreted so staff and contracted personnel are being paid appropriately and appropriate deductions are being made. QI 3.5 School based funds are expended as per approved budgets. QI 3.6 The Board is informed annually about incurred liabilities.
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QI 3.7 The Board is informed immediately regarding pending litigation.
4. Personnel Management Role Expectations: RE 4.1 Has overall authority and responsibility for all personnel-related matters, except the mandates for collective bargaining and those personnel matters precluded by legislation, collective agreements or Board policy. RE 4.2 Monitors the performance of all staff and ensures appropriate evaluation processes are in place. RE 4.3 Facilitates professional development and training sessions for staff. RE 4.4 Ensures that each staff member is provided with a welcoming, caring, respectful and safe working environment that respects diversity and fosters a sense of belonging.
Quality Indicators relative to Personnel Management: QI 4.1 Develops and effectively implements quality recruitment, orientation, staff development, disciplinary, evaluation and supervisor processes. QI 4.2 Models commitment to personal and professional growth. QI 4.3 Fosters high standards of instruction and professional improvement (Quality Teaching Standard). QI 4.4 Provides for training of administrators and the development of leadership capacity within the Division. QI 4.5 Models high ethical standards of conduct.
5. Policy/Administrative Procedures Role Expectations: RE 5.1 Provides leadership in the planning, development, implementation and evaluation of Board policies. RE 5.2 Develops and keeps current an Administrative Procedures Manual that is consistent with Board policy and provincial policies, regulations and procedures.
Quality Indicators relative to Policy/Administrative Procedures: QI 5.1 Appropriately involves individuals and groups in the administrative procedural development process. QI 5.2 Ensures system adheres to policy. QI 5.3 Ensures timeliness of policy revision.
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QI 5.4 Demonstrates a knowledge of and respect for the role of the Board in policy processes.
6. Superintendent/Board Relations (“The First Team”) Role Expectations: RE 6.1 Engages in and maintains positive, professional working relations with the Board. RE 6.2 Respects and honours the Board’s role and responsibilities and facilitates the implementation of that role as defined in Board policy. RE 6.3 Attends all Board meetings and makes recommendations on matters requiring Board action by providing accurate information and reports as are needed to ensure the making of informed decisions. RE 6.4 Provides the information and counsel which the Board requires to perform its role. RE 6.5 Keeps the Board informed on emergent issues in a timely manner. RE 6.6 Attends, and/or designates, administrative attendance at all committee meetings. RE 6.7 Demonstrates respect, integrity and support, which is conveyed to the staff and community.
Quality Indicators relative to Superintendent/Board Relations (“The First Team”): QI 6.1 Implements Board directions with integrity in a timely fashion. QI 6.2 Provides support to the Board re: lobby efforts on behalf of the Division. QI 6.3 Board agendas are prepared and distributed to trustees in sufficient time to allow for appropriate trustee preparation for the meeting. QI 6.4 Keeps the Board informed about Division operations. QI 6.5 Provides the Board with balanced, sufficient, concise information and clear recommendations in agendas. QI 6.6 Interacts with the Board in an open, honest, pro-active and professional manner. QI 6.7 Ensures high quality management services are provided to the Board. QI 6.8 Provides the Board with correspondence directed to the Board or trustees.
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7. Strategic Planning and Reporting Role Expectations: RE 7.1 Leads the generative strategic planning process including the development of the Four Year Education Plan, Division goals, budget, facilities, technology and transportation plans and implements plans as approved. RE 7.2 Involves the Board appropriately (Board approval of process and timelines; opportunity for Board establishment of strategic priorities and key results early in the process; final Board approval). RE 7.3 Implements plans as approved. RE 7.4 Reports regularly on results achieved. RE 7.5 Develops the Annual Education Results Report for Board approval.
Quality Indicators relative to Planning and Reporting: QI 7.1 The four-year planning process involves appropriate stakeholder input and results in high stakeholder satisfaction. QI 7.2 Facility project budgets and construction schedules are followed or timely variance reports are provided to the Board. QI 7.3 Transportation services are provided with due consideration for efficiency, safety and length of ride. QI 7.4 Develops short and long-range plans to meet the needs of the Division and provide for continuous improvement. QI 7.5 “Key results” identified by the Board are achieved. QI 7.6 The budget and three-year plan are developed according to a timeline that ensures the Board’s ability to provide direction, revise priorities and is approved within Alberta Education deadlines.
8. Organizational Management Role Expectations: RE 8.1 Demonstrates effective organization skills resulting in Division compliance with all legal, Ministerial and Board mandates and timelines.
Quality Indicators relative to Organizational Management: QI 8.1 Ensures Division compliance with all Alberta Education and Board mandates (timelines and quality).
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9. Communications and Community Relations Role Expectations: RE 9.1 Takes appropriate actions to ensure open, transparent, positive internal and external communications are developed and maintained. RE 9.2 Ensures parents have a high level of satisfaction with the services provided and the responsiveness of the Division. RE 9.3 Maintains effective relationships within the system and the community served by the system. RE 9.4 Acts as the Head of the organization for the purposes of the Freedom of Information and Protection of Privacy (FOIP) Act. RE 9.5 Keeps the Board informed through the provision of appropriate accountability reports.
Quality Indicators relative to Communications and Community Relations: QI 9.1 Facilitates effective home-school relations. QI 9.2 Manages conflict effectively. QI 9.3 Ensures information is disseminated to inform appropriate publics. QI 9.4 Works cooperatively with the media to represent the Board’s views/positions. QI 9.5 Promotes positive public engagement in the Division. QI 9.6 Represents the Division in a positive, professional manner.
10. Leadership Practices Role Expectations: RE 10.1 Practices leadership in manner that is viewed positively and has the support of those with whom the Superintendent works most directly in carrying out the directives of the Board.
Quality Indicators relative to Leadership Practices:
QI 10.1 The Superintendent provides clear direction.
QI 10.2 The Superintendent provides effective educational leadership.
QI 10.3 The Superintendent establishes and maintains positive, professional working relationships with staff.
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QI 10.5 The Superintendent demonstrates a high commitment to the needs of students.
QI 10.6 The Superintendent is trustworthy.
QI 10.7 The Superintendent empowers others.
QI 10.8 The Superintendent effectively solves problems.
Legal Reference: • School Act Sections 14, 45, 60, 61, 113, 114, and 115 • Freedom of Information and Protection of Privacy Act
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POLICY 12 – APPENDIX C – LEADERSHIP PRACTICES INTERVIEW GUIDE
Perceptions of Principals and Superintendent “Direct Reports”
1. What evidence can you cite to support or refute the following: 1.1 The Superintendent provides clear direction. 1.2 The Superintendent provides effective educational leadership. 1.3 The Superintendent establishes and maintains positive, professional working relationships with staff. 1.4 The Superintendent unites people toward common goals. 1.5 The Superintendent demonstrates a high commitment to the needs of students. 1.6 The Superintendent is trustworthy. 1.7 The Superintendent empowers others. 1.8 The Superintendent effectively solves problems.
2. What does the Superintendent do, if anything that helps you do your job?
3. What does the Superintendent do, if anything, that makes doing your job more difficult?
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80 POLICY 13 Approved: 2016 01 21 APPEALS AND HEARINGS Amended: 20xx xx xx REGARDING STUDENT MATTERS Reviewed: 2016 01 21
BACKGROUND
Under the relevant section(s) of the School Act, the only matters on which the Minister of Education will consider appeals are: • Special education placement; • Language of instruction; • Home education programs; • Student expulsion; • Amount and payment of fees or costs; • Access to, or the accuracy or completeness of student records; • Amount of fees payable by a Board to another Board; or • Board responsibility for a specific student.
Hearings on these student related matters shall be conducted as follows:
Expulsion of a Student It is expected that all students will comply with relevant section(s) of the School Act, Board policy and school policy.
In accordance with the relevant section(s) of the School Act, the Board delegates to the Student Expulsion Committee the power to make decisions with respect to the expulsion of students.
The Student Expulsion Committee will hear representations with respect to a recommendation for a student expulsion in accordance with relevant sections of the School Act.
If a student is not to be reinstated within five (5) school days of the date of suspension, the Principal shall immediately report in writing all the circumstances of the suspension and provide a recommendation to the Student Expulsion Committee through the Office of the Superintendent.
The Student Expulsion Committee will convene in an in-camera session upon the call of the Superintendent, but in no event shall the meeting occur later than ten (10) school days from the first day of suspension.
Parents of students, or students sixteen (16) years of age or over, have the right to be assisted by a resource person(s) of their choosing. The responsibility for engaging and paying for such assistance rests with the parents or students. The Student Expulsion Committee may have legal counsel in attendance.
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Notes of the proceedings will be recorded for the purpose of the Board’s records.
The expulsion hearing will be conducted in accordance with the following guidelines: 1. The Committee Chair will outline the purpose of the hearing, which is to: 1.1 Provide an opportunity to hear representations relative to the recommendation from the Principal; 1.2 Provide an opportunity for the student and/or the student’s parents to make representations; 1.3 Reinstate or expel the student.
2. The Committee Chair will outline the procedure to be followed, which will be as follows: 2.1 The Principal will present the report documenting the details of the case and the recommendation to expel the student; 2.2 The student and the student’s parents will be given an opportunity to respond to the information presented and to add any additional relevant information; 2.3 The members of the Student Expulsion Committee will have the opportunity to ask questions of clarification from both the Principal and the student and the student’s parents; 2.4 The Student Expulsion Committee will meet, without either the administration or the student and the student’s parents present, to discuss the case and the recommendation. The recording secretary may remain in attendance. Legal counsel may also remain in attendance; 2.5 Should the Student Expulsion Committee require additional information, both parties will be requested to return in order to provide the requested information; 2.6 The Student Expulsion Committee will then make a decision to either reinstate or expel the student; and 2.7 The Student Expulsion Committee decision shall be communicated in writing to the student and the student’s parents within five (5) days of the hearing, with copies being provided to the Principal and the Superintendent. The Superintendent’s office will attempt to inform the parent(s) and the student of the decision by telephone or personal communication as soon as possible after a decision has been reached.
3. If the Student Expulsion Committee’s decision is to expel the student, the following information must be included in the letter to the student and the student’s parents: 3.1 The length of the expulsion, which must be greater than ten (10) school days; 3.2 The educational program to be provided to the student and the name of the individual to be contacted in order to make the necessary arrangements; and 3.3 The right of the student and the student’s parents to request a review of the decision by the Minister of Education.
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All Matters Other Than Expulsion of a Student The Board will hear appeals on administrative decisions on all matters other than expulsion of students, which are submitted in accordance with relevant section(s) of the School Act and that significantly affect the education of a student.
1. Prior to a decision being appealed to the Board, it must be appealed to the Superintendent.
2. Parents of students, and students sixteen (16) years of age or over, have the right to appeal to the Board, a decision of the Superintendent. The Superintendent must advise parents and students of this right of appeal.
3. The appeal to the Board must be made within five (5) days from the date that the individual was informed of the Superintendent’s decision. The appeal must be filed in writing and must contain the name of the party filing the appeal, the date, the matter at hand and the reason for the appeal.
4. Parents or students, as above, when appealing a decision to the Board, have the right to be assisted by a resource person(s) of their choosing. The responsibility for engaging and paying for such assistance rests with the parents or students.
5. The hearing of the appeal must be scheduled so as to ensure that the person making the appeal and the Superintendent or designate, whose decision is being appealed, has sufficient notice and time to prepare for the presentation.
6. The appeal will be heard in-camera, with specified individuals in attendance.
7. The appeal hearing will be conducted in accordance with the following guidelines: 7.1 The Board Chair will outline the purpose of the hearing, which is to provide: 7.1.1 An opportunity for the parties to make representation in support of their respective positions to the Board. This information may include expert medical, psychological and educational data and may be presented by witnesses. The information presented may include both written and verbal communications; 7.1.2 The Board with the means to receive information and to review the facts of the dispute; 7.1.3 A process through which the Board can reach a fair and impartial decision. 7.2 Notes of the proceedings will be recorded for the purpose of the Board’s records. 7.3 The Superintendent and/or staff will explain the decision and give reasons for the decision. 7.4 The appellant will present the appeal and the reasons for the appeal and will have an opportunity to respond to information provided by the Superintendent and/or staff. 7.5 The Superintendent and/or staff will have an opportunity to respond to information presented by the appellant.
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7.6 Committee members will have the opportunity to ask questions or clarification from both parties. 7.7 No cross-examination of the parties shall be allowed. 7.8 The Board will meet without the respective parties to the appeal in attendance to arrive at a decision regarding the appeal. The Board may have legal counsel in attendance. 7.9 If the Board requires additional information or clarification in order to make its decision, both parties to the appeal will be requested to return to the hearing for the required additional information. 7.10 The Board decision and the reasons for that decision will be communicated to the appellant once a decision has been reached and confirmed in writing following the hearing. Included in the communication to the appellant shall be information that the appellant has the right to seek a review by the Minister if the appellant is dissatisfied with the decision of the Student Appeals Committee, if the matter under appeal is a matter described in section 124 of the School Act.
Legal Reference: • School Act Sections 8, 10, 12, 24, 25, 45, 47, 48, 60, 61, 113, 123,124, and 125
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84 POLICY 14 Approved: 2016 01 21 HEARINGS ON TEACHER TRANSFERS Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Superintendent may transfer a teacher in accordance with the relevant section of the School Act. The teacher may make a written request to the Board to have a hearing before the Board for the purpose of objecting to the transfer.
Specifically
1. A teacher who has received a notice of transfer may, within seven (7) days from the day on which the teacher receives the notice of transfer, make a written request to the Board to have a hearing before the Board for the purpose of objecting to the transfer.
2. The request for a hearing before the Board shall be submitted by the teacher to the Board Secretary with a copy being provided to the Superintendent.
3. The Board may set a date and time for the hearing requested not earlier than fourteen (14) days after the teacher receives the notice of transfer, unless the teacher agrees in writing to an earlier date.
4. The Board Secretary shall advise the teacher in writing of the date, time and location of the hearing.
5. Any written materials the teacher or the Superintendent wishes trustees to consider must be submitted to the Board Secretary not less than four (4) days prior to the scheduled date of the meeting. The Board Secretary will provide copies of all such documentation to the trustees and the parties prior to the hearing, where possible, or during the hearing.
6. The teacher or the Superintendent may be accompanied by counsel or other representative, and may bring witnesses if, not less than four (4) days prior to the scheduled date of the meeting, the following is provided by the teacher or the Superintendent in writing, the names of counsel, other representatives, and any witnesses.
7. Notwithstanding, the Board Chair shall reserve the right to receive further documentation as deemed relevant.
8. Procedure at Hearings 8.1 The hearing shall be conducted at an in-camera session of the Board, and chaired by the Board Chair, or in the Board Chair’s absence, the Vice-Chair or designate. 8.2 The Board Chair will introduce all parties, and the parties or their representatives shall introduce all witnesses at the hearing. 8.3 The sequence of the hearing shall be as follows: 8.3.1 An opening statement to be made by each of the parties;
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8.3.2 Written and oral presentation by the Superintendent or designate, including any evidence by witnesses where appropriate; 8.3.3 Written and oral presentation by the teacher, including any evidence by witnesses where appropriate; 8.3.4 Superintendent’s or designates opportunity for a response to the teacher’s presentation; 8.3.5 Teacher’s opportunity for a response to the administration’s presentation; 8.3.6 An opportunity for the Board to ask questions of both parties and any questions of clarification of both parties and any of the other witnesses; 8.3.7 An opportunity for the Superintendent or designate to make final comments; 8.3.8 An opportunity for the teacher to make final comments; and 8.3.9 No cross-examination of witnesses shall be allowed unless the Board Chair deems it advisable. 8.4 The Board will meet without the respective parties to the appeal in attendance to arrive at a decision regarding the appeal. The Board may have the Board Secretary or legal counsel in attendance. 8.5 If the Board requires additional information or clarification in order to make its decision, both parties will be recalled to appear before the Board and the request for information will be made in the presence of both parties. If the information is not readily available, the Board Chair may request a recess, or if necessary an adjournment of the hearing to a later date. In the case of an adjournment, trustees are prohibited from disclosing the evidence presented or matters raised at the hearing, either amongst themselves or with the parties and their representatives or witnesses until the hearing is reconvened. 8.6 When the Board is ready to make its decision on the matter, both parties, if still present, will be advised that the Board will be reconvening and will consider a motion to move into a regular or special Board meeting in order to consider the resolution. 8.7 The Board decision will be communicated to the teacher, in writing, following the hearing.
Legal Reference: • School Act Sections 19, 60, 61, 95, 96, 98, 101, 102, 104, 105, 107, 109, 109.1, 110, and 113
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86 POLICY 15 Approved: 2016 01 21 SCHOOL CLOSURES Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board accepts responsibility for the operation of schools, the quality and viability of all programs throughout the Division. Viability of operation will be considered in terms of the adequacy of student numbers in a program. Programs of quality that are also cost effective will be offered to enhance not only the present educational opportunity of students, but also to prepare students to enter the workforce or to post-secondary institutions that are available to them.
Where a school – or partial school program – operation reaches, or is approaching non-viability, the Board may close a school or change the configuration of a school (e.g., three or more consecutive grades could be closed).
GUIDELINES
1. Performance indicators will be used to determine the viability of a school or part thereof.
2. The Board will develop key performance indicators after seeking advice from school staff and school councils.
3. Key performance indicators will be incorporated by schools into their annual report to the Board.
4. Should key performance indicators signify that the viability of a school or portion of the school needs to be reviewed, a motion directing the Board initiate a review will be presented at a regular meeting.
5. A notification of the review, including all related implications of the review, will be sent to parents following this regular board meeting.
6. The Superintendent of Schools will meet the School Council to determine how the review will proceed.
7. Should the recommendation coming out of the review be total or partial school closure, a public meeting will be convened by the Board for the purpose of discussing the implications for the students and for the Division and possible alternatives. Advance notice of such a meeting will be given.
8. Should the recommendation coming out of the review be total or partial school closure, the School Council will be notified prior to the recommendation being heard by the Board. At the meeting where the recommendation will be heard, the School Council will be given an opportunity to respond to the recommendation, including preferred alternatives.
9. Should the recommendation coming out of the review be total or partial school closure, the School Council will be notified prior to the recommendation being heard by the Board. At the meeting where the recommendation will be heard, the School Council will be given an opportunity to respond to the recommendation, including preferred alternatives.
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10. Should the Board determine that the school or part thereof be closed, a notice of motion to close the school or part thereof will be passed.
11. The motion to close the school or part thereof will be voted on at the next regular meeting. The School Council and other electors will be given an opportunity to provide additional input at that meeting.
Legal Reference: • School Act Sections 45, 58, 60, 113, 200, 201, 270, and 271 • Alberta Regulation 257/2003
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88 POLICY 16 Approved: 2016 01 21 RECRUITMENT AND Amended: 20xx xx xx SELECTION OF PERSONNEL Reviewed: 2016 01 21
BACKGROUND
The Board believes that the recruitment and selection of Division personnel is a shared responsibility between the Board and the Superintendent.
The Board further believes strong leadership and administration at Division and school levels is essential to the effective and efficient operation of the school system.
GUIDELINES
1. The Board has the sole authority to recruit and select an individual for the position of Superintendent. The entire Board will interview candidates and make the selection.
2. The Superintendent will be the sole authority to recruit and select Associate Superintendents. 2.1. The Superintendent will provide opportunity for board input relative to the development of the ideal candidate profile prior to filling an Associate Superintendent position. 2.2. These positions shall have a role description and the person occupying each of the positions shall have a written contract of employment. 2.3. Compensation package, including placement on the salary grid currently in effect, will be determined by the Superintendent in accordance with the parameters set by the Board.
3. The following process will be followed for Principal positions: 3.1. For current RVS Principals who are being reassigned to a different school, the Superintendent will consult with the local trustee(s) prior to any appointment. 3.2. For all other principal positions, the Superintendent shall be responsible for short-listing candidates. The Superintendent will provide opportunity for input from the school council and local trustee regarding the ideal profile. The Superintendent and local trustee(s), and other designated associate superintendents will form an interview committee. The Superintendent will have the authority to make the final selection.
4. The Superintendent is delegated the authority to make all decisions regarding the term and/or continuing appointments of administrators.
5. In the event of an unexpected or short-term vacancy, the Superintendent may appoint an “Acting Principal” or “Acting Assistant Principal” without going through a formal selection process.
6. The Superintendent is delegated full authority to recruit and select all other staff, all other central office positions, and their placement on the salary grid.
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7. All offers of employment shall be conditional on the successful applicant providing a criminal record and vulnerable sector information check that is acceptable to the Superintendent or designate.
Legal Reference: • School Act Sections 60, 61, 113, 114, 115, 116, and 117 • Freedom of Information and Protection of Privacy Act
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90 POLICY 17 Approved: 2016 01 21 TRANSPORTATION Amended: 2017 06 15 Reviewed: 2017 06 15
BACKGROUND
The Superintendent is directed to ensure the transportation system is managed with the following considerations: • with regard for student safety; • fiscal accountability; • length of ride and parent satisfaction.
The Board believes that the responsibility for providing safe student transportation within its jurisdiction is shared by employees of the Board, school bus contractors and their employees, parents and students.
The Board recognizes its responsibility to determine: • who is authorized to be transported; • conditions under which they may access such services; • levels of service for the transportation of its authorized passengers.
The Board shall annually review and approve student transportation fees and, if required, submit fee increase for Ministerial approval as per Alberta Education Regulation 102/2017.
Parents have the responsibility for getting their child to and from the bus stop. The Board acknowledges its obligation to provide transportation for resident students in accordance with the School Act and the Student Transportation Regulations. In addition, the Board supports the transportation of other students in accordance with the guidelines in this policy.
DEFINITIONS
Attendance Boundary for a The boundary of the area from within which a Resident School: Student attends a school designated by the Board.
Child: A child is an individual enrolled in a Kindergarten program and who is younger than six (6) years of age as of September 1st of any year.
Designated School: The school the Board has directed the student to attend.
Independent Student: As defined in Administrative Procedure AP303.
Resident Student: • A student whose custodial parent(s) reside(s) within the boundaries of Rocky View Schools. • A student in the care of a foster parent under the Child Welfare Act if the foster parent resides within the boundaries of Rocky View Schools.
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• An independent student who resides within the boundaries of Rocky View Schools.
Road(s): A public or subdivision road built to the applicable municipality’s standards that is maintained and serviced by the province, municipality, or private individual or company.
Rural Municipal Authorized passengers who reside within a town, village, or Passengers: hamlet excepting the City of Airdrie, the Town of Cochrane, or the City of Chestermere.
Rural Passengers: Authorized passengers who do not reside in a city, town, village, or hamlet.
Transportation Assistant: A person who is responsible for assisting and supervising a handicapped student during the time the student is on the school bus.
Transportation Service The boundary of the area from within which transportation is Boundary: provided to a specific school.
Urban Passengers: Authorized passengers who reside within the City of Airdrie, the Town of Cochrane, or the City of Chestermere.
GUIDELINES
1. Authorized Passengers 1.1 Resident student of Rocky View Schools (RVS) or child whose parent(s) live within the boundaries of RVS enrolled in grades K to 12 who resides 2.4 kilometres or more from the student’s designated school. 1.2 Resident student of RVS or child whose parent(s) live within the boundaries of RVS enrolled in grades K to 12 who resides less than 2.4 kilometres from the student’s designated school, provided that the student’s parent(s) has paid the resident student transportation fee set by the Board for the current school year. 1.3 Resident student of RVS or child whose parent(s) live within the boundaries of RVS as identified by the Director of Learning Supports as requiring transportation. 1.4 Resident student of RVS or child whose parent(s) live within the boundaries of RVS who is attending a RVS school other than their designated school provided the Transportation Department approves the required annual application by the parent(s) for transportation of the student or child. Approval of the application for transportation is subject to all the conditions below:
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1.4.1 The school bus, after the students designated to that particular bus have been accommodated, has a weighted load less than 85% of the bus manufacturer’s capacity. Available seating shall be distributed on a first-come first-serve basis. 1.4.2 Access to bus service is from a new or an existing bus stop on an existing bus route providing service to the school at which the student or child is enrolled. The location of the bus stop shall not increase the distance traveled by the bus. 1.4.3 The resident student transportation fee set by the Board for the current school year has been paid. 1.5 Resident student of RVS or child whose parent(s) live within the boundaries of RVS in an area that has been authorized to receive bus service to a specified school other than the designated school. Limited bus service from not more than two predetermined bus stop locations may be provided if the Transportation Department approves the required annual application by the parent(s) for transportation of the student or child. Approval of the application for transportation is subject to all the conditions below: 1.5.1 The area is approved by the Board for the current school year to receive alternate bus service, to enhance a school’s educational program based on a recommendation from the Superintendent of Schools, after consideration of the effects on ride times for other students on the route. 1.5.2 The bus stops will potentially provide service for a minimum of ten (10) students from each of the up to two bus stops providing service to the alternate school. 1.5.3 The location of the bus stop shall provide service to potential students within two (2) kilometres of their home and shall not increase the distance traveled by the bus more than ten (10) kilometres per trip (a.m. and p.m. service combined cannot increase travel distance by more than twenty (20) kilometres. 1.5.4 The resident student transportation fee set by the Board for the current school year has been paid. 1.6 Non-resident student or child who resides in lands annexed by the City of Calgary in 1989 and 1995 provided the applicable student transportation fee for non-resident students living in the 1989 and 1995 annexed lands set by the Board for the current school year has been paid. Priority will be given to resident students i.e., secondary residence is located within annexed area. 1.7 Non-resident student or child residing outside of a school’s transportation service boundary who has been admitted to a school operated by the Board provided the Transportation Department approves the required annual application by the parent(s) for transportation of the non-resident student or child. Approval of the application for transportation is subject to all the conditions below: 1.7.1 The school bus, after the students designated to that particular bus have been accommodated, has a weighted load less than 85% of the bus manufacturer’s capacity. Available seating shall be distributed on a first-come first-serve basis.
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1.7.2 Access to bus service is from a new or existing bus stop on an existing bus route providing service to the school at which the non-resident student or Child is enrolled. 1.7.3 The non-resident student transportation fee set by the Board for the current school year has been paid. 1.8 Resident student or child of another Board to that Board’s school or to a school operated by RVS provided a transportation agreement with that Board is in place. 1.9 Transportation assistant assigned to an authorized passenger. 1.10 Up to two pre-school children of the bus operator provided: 1.10.1 Appropriate child restraints are installed by the contractor; 1.10.2 Adequate space on the bus is available; and, 1.10.3 The presence of the children does not interfere with the safe operation of the school bus. 1.11 A resident student, a non-resident student or Divisional personnel requiring alternate or occasional transportation as approved by the Director of Transportation.
Service Levels
2. Service for Rural Passengers 2.1 School buses shall travel only within the Transportation Service Boundary of each school on road(s) that are authorized by the Director of Transportation. 2.2 Bus service is provided at the mouth of a cul-de-sac for students whose residence is 0.4 kilometres or less from the road(s) on which the bus has been designated to travel. 2.2.1 On road(s) that a school bus travels, bus stops shall be space at intervals of approximately 0.8 kilometres except if Clause 2.2.2 of this policy applies. 2.2.2 Exceptions to Clause 2.2.1 of this policy may be granted by the Transportation Safety Committee, comprised of RVS Transportation Department and Contractor personnel, which shall review student safety inclusive of safe travel to and from bus stops while maintaining efficiencies. 2.3 School buses shall only enter onto private property to pick up students when authorized by the Director of Transportation, provided the private roadway and turnabout are deemed appropriate by the Director of Transportation, for one of the following reasons: 2.3.1 A student as identified by the Director of Learning Supports as requiring specialized or enhanced transportation services; 2.3.2 A student whose residence is in excess of 2.4 kilometres from the road(s); or, 2.3.3 To facilitate routing efficiency. 2.4 If authorization of private property pick-up is granted the ongoing requirements of the property owner are:
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2.4.1 Written permission to enter onto the property, and 2.4.2 The driveway or private road(s) is maintained and there is a suitable turn-a-round for a school bus.
3. Service for Urban Passengers 3.1 Bus stops serving authorized passengers for a specific school shall be located no closer to the school than 2.0 kilometres, excepting those schools housing elementary students for which bus stops serving authorized passengers shall be located no closer to the school than 1.5 kilometres. 3.2 Maximum walk distance to a bus stop is 1.2 kilometres for students enrolled in grades 7 – 12 and 0.4 kilometres for students enrolled in grades K – 6. 3.3 Bus service will be provided for K – 8 students who are directed to a school outside of their local community when travel to that school requires them to cross a provincial highway or major intersection (four or more traffic and/or turn lanes).
4. Service for Rural Municipal Passengers 4.1 Bus service in these municipalities shall be provided if the distance from the furthest residence to the school is in excess of 2.4 kilometres, excepting those schools housing elementary students for which bus service shall be provided if the distance from the furthest residence to the school is in excess of 1.5 kilometres. 4.2 Bus stops serving authorized passengers for a specific school shall be located no closer to the school than 2.0 kilometres, excepting those schools housing elementary students for which bus stops serving authorized passengers shall be located no closer to the school than 1.5 kilometres. 4.3 Distance between bus stops shall be approximately 0.8 kilometres.
5. Exceptions to the Limits of Services Exceptions to the limits of service outlined may be made by the Director of Transportation for students identified by the Director of Learning Supports as requiring customized or enhanced and designated school transportation services.
6. Transportation between Day Care or Care Giver and School If requested in writing by the student’s parent(s) before June 30th of the prior school year this service will be provided subject to the following: 6.1 Day Care or care giver’s location is within the school attendance area of the student’s designated school. 6.2 Service to Day Care or care giver’s location is in lieu of the service between the student’s residence and the designated school. Service from more than one location will not be provided.
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6.3 Service to be applied for on an annual basis. 6.4 Late requests will be considered however service may be unavailable at the start of the next school year.
Legal Reference: • Alberta School Act Revised Status of Alberta 2000, Chapter 5-3 • Alberta Education AR102/2017 Student Transportation Regulation • Alberta Education AR120/2008 Education Grants Regulation • Rocky View Schools AP5107 Student Transportation Fees
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BACKGROUND
As a public school jurisdiction, Rocky View Schools provides universal accessibility for all students in inclusive settings. In meeting the needs of individual students, the Board of Trustees believes in programs of choice within its public system and boundaries in accordance with the School Act. Programs of choice include, but are not limited to, a particular language, religion, culture, the arts, athletics, and specialized subject matter. They provide for multiple points of engagement of learners, while also ensuring strong learning opportunities for student success.
GUIDELINES
1. The Board of Trustees will support programs of choice, provided they are: • Consistent with the vision and direction of Rocky View Schools and follow all policies and regulations of the jurisdiction unless specifically exempted by the Board of Trustees. • Accessible to as many students as possible while maintaining alternative school/program characteristics. • Pedagogically sound and follow the Program of Studies for the Province of Alberta. • Financially sound and operate in a cost-neutral manner. • Considerate of existing school enrolment and sector utilization. • Responsible for student transportation costs net of grants. • Employing and evaluating staff according to the policy of Rocky View Schools. • Reviewed on an on-going basis by the Superintendent to assess viability.
2. The Board directs the Superintendent, whenever possible, to invoke the community engagement process prior to consideration of new programs of choice in the system, and include feedback in the recommendation to the Board.
3. The Board retains the right to approve alternate program contracts.
Legal Reference: • School Act Sections 10, 13, 21, 22, 47, 60, 61, and 113
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97 POLICY 19 Approved: 2016 01 21 RESPECTFUL LEARNING AND Amended: 20xx xx xx WORKING ENVIRONMENTS Reviewed: 2016 01 21
BACKGROUND
The Board believes excellence in education is nurtured within respectful learning and working environments. All trustees, employees, students, parents, contractors, volunteers and visitors share responsibility for creating and maintaining a respectful environment. The Board expects any allegations of conduct detrimental to the intent of this policy will be investigated.
DEFINITIONS
Respect: To show regard or consideration for others.
Harassment: Any conduct, comment, gesture or physical contact that a reasonable person should know would be unwelcome, inappropriate or otherwise offensive to an individual or group of individuals.
Discriminatory Harassment: A form of harassment based on the protected grounds outlined within Human Rights legislation, and is against the law. This includes race, religious beliefs, colour, place of origin, gender, physical or mental disability, age, ancestory, marital status, source of income, family status or sexual orientation, including LGBTQ (Lesbian, Gay, Bisexual, Transgender, Questioning).
Non-Discriminatory Harassment: A form of harassment, while not covered by Human Rights legislation, which is inconsistent with organizational values and desired interpersonal behaviours, and may breach Occupational Health and Safety (OH&S) legislation.
Bullying: A conscious, willful, deliberate, repeated and hostile activity marked by an imbalance of power, intent to harm and/or threat of aggression. Bullying can be verbal, social, physical, or digital. It can occur between individuals, within a peer group, or between groups.
Guidelines:
1. The degree of harassment is measured by the impact of the questionable behaviour on an individual.
2. Any questionable behaviour will be addressed from the perspective of a reasonable person.
3. All acts of harassment in Rocky View Schools will be subject to disciplinary action.
4. All forms of harassment may be interpreted as acts of violence and may be considered in the context of Human Rights Legislation, the Criminal Code of Canada, and/or the OH&S Act of Alberta.
5. All complaints made under this policy shall be investigated in a timely and professional manner.
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98 POLICY 19 Approved: 2016 01 21 RESPECTFUL LEARNING AND Amended: 20xx xx xx WORKING ENVIRONMENTS Reviewed: 2016 01 21
6. Any actions on behalf of Rocky View Schools do not limit the possibility of legal action on the part of any person.
7. RVS shall endeavour to ensure all information pertaining to any complaint initiated, or investigation undertaken under this policy, remains confidential.
8. Access to information may be pursued and be subject to release as part of a legal process or under the Freedom of Information and Protection of Privacy Act.
9. Retribution on the part of any person will not be tolerated and will be subject to disciplinary action.
Legal Reference: • School Act Sections 12, 18, 20, 24, 25, 45, 50, 60, 61, 105, and 113 • Occupational Health and Safety Act • Canadian Charter of Rights and Freedoms • Alberta Human Rights Act • The Teaching Profession Act • The Criminal Code of Canada • The Code of Professional Conduct of the Alberta Teachers’ Association • The Teaching Quality Standard of Alberta • The Collective Agreement between Rocky View School Division #41 and the Alberta Teachers’ Association • Support Staff Terms of Employment of Rocky View Schools
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99 POLICY 20 Approved: 2016 01 21 EMERGENCY CLOSURE OF SCHOOLS AND Amended: 20xx xx xx SCHOOL PROGRAMS AT OFF-SITE FACILITIES Reviewed: 2016 01 21
BACKGROUND
Closures of schools and school programs at off-site facilities on operational days are necessitated only if emergencies/disasters threaten the safety of students and staff. During a weather event, when schools and school programs at off-site facilities remain open, parents have the responsibility of determining whether or not it is safe for their children to go to school.
GUIDELINES
The Attendance Area Inclement Weather Committee will act as the Superintendent’s designate to make a closure decision based on information obtained by 5:30 a.m.
1. Weather A wind chill factor of -40o C will initiate the closure discussion. Temperatures will be taken at, but not limited to: • Indus School – East side of the jurisdiction • Calgary International Airport – Airdrie/North side of the jurisdiction • Springbank Airport – West side of the jurisdiction • Irricana Weather Station • Meadowbrook Middle School Weather Station
2. School Closure due to Inclement Weather or Impassable Roads 2.1 There shall be established annually in each school attendance area an Attendance Area Inclement Weather Committee (AAIWC) comprising area director, area principals and the area trustee(s). The AAIWC shall select a designated principal who, with the school trustee(s), will make the decision regarding the closure of schools and school programs at off-site facilities. 2.2 The Director of Transportation shall call a meeting of each Attendance Area Inclement Weather Committee before October 15 of each school year to review inclement weather procedures and ensure contact lists are accurate. 2.3 In the event that all buses or bus routes in an attendance area are cancelled, the Superintendent, in consultation with the Director of Transportation and the AAIWC, may close one or more schools and school programs at off-site facilities. The cancellation of bus service does not necessarily mean that schools and school programs at off-site facilities are closed. 2.4 School closure means that the schools and school programs at off-site facilities are closed to students and staff, subject to the Superintendent’s decision to make a local exemption.
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100 POLICY 20 Approved: 2016 01 21 EMERGENCY CLOSURE OF SCHOOLS AND Amended: 20xx xx xx SCHOOL PROGRAMS AT OFF-SITE FACILITIES Reviewed: 2016 01 21
2.5 The Principal will provide or arrange for adequate supervision, by designating some staff member(s) or other individual(s), other than the school caretaker, who will make every reasonable effort to arrive at the building to supervise any student(s) who arrive at the closed school or school programs at off-site facilities until arrangements are made with parents.
3. School Plant Failure In the event of a plant failure and before students are picked up by the school bus in the morning, the Principal, in consultation with the Superintendent and local trustee(s), has the authority to close a school and school programs at off-site facilities. The Division Crisis Management Plan Manager and Director of Transportation shall be informed immediately of the closure.
4. General 4.1 Once students are being conveyed to school, the principal will not close the school until regular dismissal time. School buses shall be allowed to depart from the school only if it is deemed safe by the principal, in consultation with the bus drivers. Problems in one school during the day may result in students being housed in another facility. 4.2 The principal has the responsibility to provide adequate supervision, which may include arranging billets for students stranded at school if, in the judgment of the principal and in consultation with the bus drivers, buses cannot operate safely on the trip home.
5. Communication School and school programs at off-site facilities closure announcements are to be aired over radio stations, TV stations, SynerVoice, Rocky View Schools’ App and social media by 6:00 a.m. on the school day in question. The Communications Department shall be responsible for informing the media about the closure(s) and posting the information on the Rocky View Schools’ website by 6:00 a.m.
Legal Reference: • School Act Sections 56 and 57
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101 POLICY 21 Approved: 2016 01 21 RESOLUTION OF PUBLIC CONCERNS Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board of Trustees believes that concerns of the public should be addressed and encourages stakeholders to bring them forward so that they can be resolved as close to their origin as possible.
The steps to be followed by stakeholders to address concerns should be in the following order: • The classroom teacher (parent concern) • The school Principal (unresolved parent concern/school-wide concern) • The Area Director (appeal of decision by principal) • The Associate Superintendent of Schools (appeal of decision by Area Director) • The Superintendent of Schools (appeal of decision by Associate Superintendent) • The Board of Trustees (appeal of decision by Superintendent) • The Minister of Education (appeal of decision by Board)
The Board wishes to resolve concerns fairly and expects that interested persons will be given the opportunity to express their complaints expeditiously. In the interests of fairness, members of staff will be informed about the nature and source of the complaint.
GUIDELINES
1. Stakeholder concerns must be expressed in person or in writing to the person or persons involved.
2. Normally parental complaints concerning school operations are resolved locally at the school with parties involved. On occasion, however, the Superintendent, or a Trustee, may receive a request from parents to intervene in school affairs. In this event the complaint will be resolved according to the following:
2.1 The Superintendent will, as appropriate in the circumstance, refer a complaint or request for intervention to the local school, engage in mediation, or conduct an inquiry. 2.2 The Superintendent will ensure, in cooperation with the local schools, that parents are provided with the opportunity to express their complaints and be heard fairly by school- based administrators and/or by Divisional Administration. 2.3 The Trustee, upon receiving a complaint, will refer the parent to the school, and will either inform the Superintendent or the school. The Trustee will receive confirmation that the concern has been addressed.
Legal Reference: • School Act Section 60
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102 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITES Amended: 20xx xx xx AND EQUIPMENT Reviewed: 2016 01 21
BACKGROUND
The Board will make specified portions of school buildings and specified equipment available to responsible organizations and individuals for specific purposes, when such use will not conflict with school needs.
BACKGROUND
The foregoing policy statement is made with the following assumptions in mind:
1. The Board does not wish to run in opposition to community facilities designed for recreation or social activities.
2. The primary purpose of Division schools is the education of school age children.
3. Community use results in additional operation and maintenance costs. These costs are relatively the same regardless of where the school is located in the Division.
4. Community user groups are expected to contribute to some of the additional operation and maintenance costs. In the case of communities where there is a formal Reciprocal Use of Facilities Agreement user fees will be reduced.
DEFINITIONS
Booking Agent: A person whose responsibility it is to reserve (book) the school facilities desired by a Community User Group.
Local Attendance Area: The attendance area(s) of the high school(s) serving the area. For example Cochrane schools’ local attendance area includes Westbrook, Bearspaw and Cochrane attendance areas. This is also true for Westbrook and Bearspaw schools.
Non-Profit Activities: Activities for which an admission is not normally charged, or activities from which all net profits are dispersed to support community or school needs.
School-Sponsored Activity A non-profit activity that is directly related to the operations of the school, including extra-curricular, fund raising and charity events.
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103 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITES Amended: 20xx xx xx AND EQUIPMENT Reviewed: 2016 01 21
GUIDELINES
1. Administration: 1.1 Community use shall be administered centrally by the Supervisor of Caretaking. The Supervisor of Caretaking will arrange for a Booking Agent where necessary. Where a Booking Agent is assigned each school shall designate an individual to act as a liaison. 1.2 In schools with no assigned Booking Agent the Principal or his designate will assume the responsibility. In attendance areas where there is more than one school, the Principals of the schools involved will decide on an annual basis who will assume the responsibility. 1.3 School building security is the responsibility of Rocky View Schools. Division officials have the right to visit and inspect community use programs operating within school buildings. 1.3.1 School Instructional Days:
1.3.1.1 The Booking Agent/Principal is responsible to ensure that the Head Building Operator is notified of all community use activities. The school caretaking staff or Community Use Supervisor is responsible for building security for all community use occurring on school instructional days. 1.3.1.2 Where more than one community user group is in a school building, the Supervisor of Caretaking, in consultation with the Booking Agent/ Principal, will decide if additional School Division personnel are required for the security of the facility.
1.3.2 Non-Instructional Days:
1.3.2.1 The Booking Agent/Principal is responsible to ensure that the Head Building Operator is notified of all community use activities during non-instructional school days, which include weekends, Christmas, Easter and summer breaks. During these times, when the Caretaking staff is normally on duty, they will be responsible for building security.
1.3.2.2 When there is no caretaker normally on duty, the Booking Agent/Principal, in conjunction with the Supervisor of Caretaking, is responsible to ensure that School Division personnel are available for the security of the facility.
2. Priorities:
The Board believes that the primary purpose of school facilities is to support mandated educational activities and Board-approved activities. School facilities may also be made available for community uses. The priority ranking for granting approval for such school use is as follows: 2.1 Division or school sponsored programs.
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2.2 Rocky View Community Learning programs and programs administered/funded by the Family and Community Support Services (FCSS) and Alberta Children’s Hospital for students of Rocky View Schools. 2.3 Programs sponsored by formal partners of Rocky View Schools 2.4 Activities administered by the municipal government having a Reciprocal Use of Facilities Agreement with Rocky View Schools. 2.5 Non-profit groups: 2.5.1 Non-profit leisure/recreation youth groups. 85% of the participants must reside within the local attendance area. 2.5.2 Non-profit leisure/recreation adult groups. 85% of the participants must reside within the local attendance area. 2.6 Education Institutions, (, colleges, universities, etc.). 2.7 Other community non-profit groups (includes service clubs and churches) that are located within the school attendance area. The majority of the participants must reside within the local attendance area. 2.8 Non-local community non-profit activities whose participants live outside of the attendance area but within the boundaries of Rocky View Schools. 2.9 Private groups approved by the Supervisor of Caretaking - i.e. political parties, companies, family gatherings, etc. 2.10 Profit-making groups, including private schools, require special circumstance approval by the Supervisor of Caretaking.
PROCEDURES
Availability of Space for Community Use:
1. Designated areas within schools are available for community use during the months of September to June between the hours of: 6:00 p.m. - 10:00 p.m. Monday to Friday - instructional days only (Use prior to 6:00 p.m. requires the approval of the school Principal) 8:00 a.m. - 6:00 p.m. Saturday and Sunday
2. Due to health and safety concerns, Industrial Arts, Band, and Home Economics facilities are not available for community use by user groups, including Rocky View Community Learning.
3. School use during the Easter, Christmas and summer breaks requires the approval of the Supervisor of Caretaking. Fees charged will be in accordance with Appendix A or B.
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4. Each school Principal will specify by June 15 and December 1st of each year what dates the facilities will be available for the Fall and Spring periods respectively (i.e., September 1 - December 31; January 1 – June 30).
5. By September 30th of each year the school Principal will reassess school requirements. Further modifications resulting from changes in staff, fewer/more teams in the league, etc. will be noted and a revised schedule of available dates, times and facilities will be forwarded to the Booking Agent in a timely manner.
6. A community group may rent a portion of the building for a maximum of two weekday evenings per week unless otherwise approved by the Supervisor of Caretaking. This is conditional on no other community group requiring this space.
7. Schools will not be available for bingos or casinos.
8. Any group activity may be cancelled or rescheduled by the School Division with the approval of the Supervisor of Caretaking, provided two weeks notice has been given. Exceptions shall be mutually agreed upon by the Principal and group concerned.
9. Emergency closure of the school shall result in the cancellation of community use activities.
Approving Facility Use:
1. The Booking Agent/Principal is the approving authority except as noted in B.2. The Booking Agent/Principal can refer any request for facility use to the Supervisor of Caretaking. 2. The Booking Agent/Principal may contact the Associate Superintendent of Business and Operations to request facility usage if special circumstances exist. 3. Supervisor of Caretaking approval is required for: 3.1 Community use of facilities during Easter, Christmas and summer breaks. 3.2 Groups whose purpose would be to make a profit. 3.3 Public dances. 3.4 Private functions of any type. 3.5 Approval of the use of a facility for more than two weekday evenings per week. 4. Fees: 4.1 A schedule of fees will apply to the whole Division unless stated otherwise in this policy (see Appendices A - C). 4.2 Fee schedules will apply as follows: 4.2.1 Appendix A applies to those communities and areas that have entered into a Reciprocal Use of Facilities Agreement with Rocky View Schools and to those communities if the Board deems a Reciprocal Use of Facilities Agreement is not required due to a lack of municipal facilities to reciprocate use.
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4.2.2 Appendix B applies to all communities and areas that have not entered into a Reciprocal Use of Facilities Agreement. 4.2.3 A separate agreement exists with the City of Airdrie for the use of the Bert Church Theatre facility. 4.2.4 Separate agreements shall exist for each formal partnership with Rocky View Schools, which may include the use of Division facilities/equipment. 4.3 Fees will be payable to Rocky View Schools within twenty (20) days of the receipt of an invoice. 4.4 Fees charged will include the cost of building security where deemed necessary. 4.5 Where deemed necessary, a damage deposit may be levied by the Booking Agent/Principal in consultation with the Supervisor of Caretaking. 4.6 Where additional custodial service is required as a result of the inappropriate or extensive use of a school, the Division will charge the user group all the costs of this custodial service. 4.7 Where maintenance is required as a result of any damage caused by the user group the Supervisor of Maintenance shall assess the costs of repairing the damage. The Division will charge the user group all associated costs.
5. Distribution of Rental Fees: 5.1 All facility rental fees will be used by the Division to defray operating costs incurred in the operation of this policy. 5.2 All equipment rental fees will be reimbursed to the school utilized.
6. Use of Equipment: Only that equipment for which fees have been established in the fee schedule can be utilized (see Appendix C), unless permission to utilize the equipment is obtained from the Supervisor of Caretaking in consultation with the Principal. When the Booking Agent/Principal approves the use of school equipment by community agencies, the booking contract will specify the terms and conditions under which such equipment may be used and, indicate rental charges for each item covered by the policy.
7. User Group Responsibility for the Supervision of Its Members: 7.1 The organization applying to use school facilities and equipment will be jointly and severally responsible for the supervision of and behaviour of each member of the group. One member of the group shall be designated by the organization to be responsible for the supervision and behaviour of the group and to sign the Community Use application form. Specific supervision responsibilities are detailed on the Community Use Application Form and schools may specify additional supervision responsibilities. 7.2 The members of any group will be jointly and severally liable for any costs arising from damage caused by the group or any of its members.
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7.3 The Booking Agent/Principal shall be advised of any damage caused by the group. 7.4 The Board shall not be responsible for accidents causing injury to any individual on school property.
8. Withdrawal of Approval to Use School Facilities or Equipment: In consultation with the Principal the use of school facilities by an organization may be cancelled by the Booking Agent/Principal, Supervisor of Caretaking, or the Board at any time, if in their estimation, the privilege granted is being abused.
9. Other Regulations Governing Community Use: 9.1 Liability Insurance: Minimum of $2,000,000 per occurrence. 9.2 Footwear: Footwear that causes damage to floor surfaces is prohibited. 9.3 Food and Beverages: Consumption of food and beverages will be limited to those areas specified. 9.4 Smoking: Is not permitted in buildings or on property of Rocky View Schools 9.5 Alcoholic Beverages: Any activity permitting the serving or drinking of alcoholic beverages on school grounds or school premises will be as outlined in Board Policy FNA, Alcohol on Division Premises. 9.6 Storage: The Principal and Supervisor of Caretaking shall determine if suitable storage space is available. Use of school space for storage may be revoked at any time. 9.7 Other: Other regulations governing community use may be established by the Booking Agent/Principal as deemed appropriate.
10. Appeals: 10.1 A community organization may appeal a decision of the Booking Agent/Principal in writing to the Supervisor of Caretaking within thirty days of the decision. 10.2 A second appeal may be made to the Superintendent within 15 days of the decision of the Supervisor of Caretaking. All appeals shall be responded to within 15 days of receipt of the appeal.
Legal Reference: • School Act Sections 60 and 62
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108 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITES Amended: 20xx xx xx AND EQUIPMENT Reviewed: 2016 01 21
POLICY 22 – APPENDIX A - REGISTERED GROUPS
BACKGROUND Applies to groups which are registered by: • Mutual approval of the parties of a Reciprocal Use of Facilities Agreement. • Rocky View Schools, if the Board deems a Reciprocal Use of Facilities Agreement is not required due to a lack of municipal facilities to reciprocate use. Instructional Day Non-Instructional Registered Group Categories: Non-Profit Leisure & Recreation Day 1. Child Oriented or FCSS and Alberta Children’s Classroom $5/hr/room* $25/hr/roomt Hospital: for programs that enhance the ability of the schools to support the learning needs of the Gymnasium $7/hr* $35/hrt children/students of Rocky View Schools, for example; * Charges will be t Exception: anti-bullying courses, but not for programs which waived for the Caretaking, enhance the individual growth and development first 12 uses per security and needs of the children/students of Rocky View Schools, annum per user other direct costs for example; babysitting courses. group. only will be levied for approved use during summer breaks for those activities operated directly by the municipal government. 2. Adult-Oriented: Airdrie, Cochrane and Chestermere Minimum 2 hours per booking shall be charged; G.S.T. Classroom $15/hr/room $45/hr/room shall be added to all applicable fees. Gymnasium $21/hr $63/hr 3. Adult-Oriented: Other Communities Classroom $15/hr/room* $45/hr/room Minimum 2 hours per booking shall be charged; G.S.T. shall be added to all applicable fees. Gymnasium $21/hr* $63/hr * Charges will be waived for the first 12 uses per annum per user group.
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POLICY 22 – APPENDIX B – NON-REGISTERED GROUPS
Non-Registered Categories: Instructional Non-Instructional Day Day 1. Leisure and Recreation Groups: Classroom $20/hr/room $45/hr/room • Child-Oriented Gymnasium $30/hr $60/hr 2. Leisure and Recreation Groups: Classroom $30/hr/room $60/hr/room • Adult-Oriented Gymnasium $60/hr $90/hr Classroom $30/hr/room $60/hr/room 3. Religious Organizations: Gymnasium $60/hr $90/hr Classroom $30/hr/room $60/hr/room 4. Educational Institutions: Gymnasium $60/hr $90/hr Classroom $40/hr/room $70/hr/room 5. Non-Profit Groups: Gymnasium $70/hr $120/hr 6. Profit Making Groups: Not normally approved
Minimum 2 hours per booking shall be charged. G.S.T. shall be added to all applicable fees.
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110 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITES Amended: 20xx xx xx AND EQUIPMENT Reviewed: 2016 01 21
POLICY 22 – APPENDIX C – EQUIPMENT RENTAL FEES AND CHARGES FOR OTHER SERVICES
P. A. System $40/event Technology Equipment $25/event Physical Education Equipment (as determined by the School Principal) $3/item/event Physical Education mats $2/mat/event Game standards and nets (set up and take down charge) $20/event Other set up and take down (e.g. setting up chairs in gym) $35/event
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111 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITIES Amended: 2016 11 03 AND EQUIPMENT Reviewed: 2016 11 03
BACKGROUND
The Board will make specified portions of school buildings and specified equipment available to responsible organizations and individuals for specific purposes, when such use will not conflict with school needs.
BACKGROUND
The foregoing policy statement is made with the following assumptions in mind:
1. The Board does not wish to run in opposition to community facilities designed for recreation or social activities.
2. The primary purpose of Division schools is the education of school age children.
3. Community use results in additional operation and maintenance costs. These costs are relatively the same regardless of where the school is located in the Division.
4. Community user groups are expected to contribute to some of the additional operation and maintenance costs. In the case of communities where there is a formal Reciprocal Use of Facilities Agreement user fees will be reduced.
DEFINITIONS
Booking Agent: A person whose responsibility it is to reserve (book) the school facilities desired by a Community User Group.
Local Attendance Area: The attendance area(s) of the high school(s) serving the area. For example Cochrane schools’ local attendance area includes Westbrook, Bearspaw and Cochrane attendance areas. This is also true for Westbrook and Bearspaw schools.
Non-Profit Activities: Activities for which an admission is not normally charged, or activities from which all net profits are dispersed to support community or school needs.
School-Sponsored Activity A non-profit activity that is directly related to the operations of the school, including extra-curricular, fund raising and charity events.
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112 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITIES Amended: 2016 11 03 AND EQUIPMENT Reviewed: 2016 11 03
GUIDELINES
1. Administration: 1.1 Community use shall be administered centrally by the Supervisor of Caretaking. The Supervisor of Caretaking will arrange for a Booking Agent where necessary. Where a Booking Agent is assigned each school shall designate an individual to act as a liaison. 1.2 In schools with no assigned Booking Agent the Principal or his designate will assume the responsibility. In attendance areas where there is more than one school, the Principals of the schools involved will decide on an annual basis who will assume the responsibility. 1.3 School building security is the responsibility of Rocky View Schools. Division officials have the right to visit and inspect community use programs operating within school buildings. 1.3.1 School Instructional Days:
1.3.1.1 The Booking Agent/Principal is responsible to ensure that the Head Building Operator is notified of all community use activities. The school caretaking staff or Community Use Supervisor is responsible for building security for all community use occurring on school instructional days. 1.3.1.2 Where more than one community user group is in a school building, the Supervisor of Caretaking, in consultation with the Booking Agent/ Principal, will decide if additional School Division personnel are required for the security of the facility.
1.3.2 Non-Instructional Days:
1.3.2.1 The Booking Agent/Principal is responsible to ensure that the Head Building Operator is notified of all community use activities during non-instructional school days, which include weekends, Christmas, Easter and summer breaks. During these times, when the Caretaking staff is normally on duty, they will be responsible for building security.
1.3.2.2 When there is no caretaker normally on duty, the Booking Agent/Principal, in conjunction with the Supervisor of Caretaking, is responsible to ensure that School Division personnel are available for the security of the facility.
2. Priorities:
The Board believes that the primary purpose of school facilities is to support mandated educational activities and Board-approved activities. School facilities may also be made available for community uses. The priority ranking for granting approval for such school use is as follows: 2.1 Division or school sponsored programs.
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2.2 Rocky View Community Learning programs and programs administered/funded by the Family and Community Support Services (FCSS) and Alberta Children’s Hospital for students of Rocky View Schools. 2.3 Programs sponsored by formal partners of Rocky View Schools 2.4 Activities administered by the municipal government having a Reciprocal Use of Facilities Agreement with Rocky View Schools. 2.5 Non-profit groups: 2.5.1 Non-profit leisure/recreation youth groups. 85% of the participants must reside within the local attendance area. 2.5.2 Non-profit leisure/recreation adult groups. 85% of the participants must reside within the local attendance area. 2.6 Education Institutions, (, colleges, universities, etc.). 2.7 Other community non-profit groups (includes service clubs and churches) that are located within the school attendance area. The majority of the participants must reside within the local attendance area. 2.8 Non-local community non-profit activities whose participants live outside of the attendance area but within the boundaries of Rocky View Schools. 2.9 Private groups approved by the Supervisor of Caretaking - i.e. political parties, companies, family gatherings, etc. 2.10 Profit-making groups, including private schools, require special circumstance approval by the Supervisor of Caretaking.
PROCEDURES
Availability of Space for Community Use:
1. Designated areas within schools are available for community use during the months of September to June between the hours of: 6:00 p.m. - 10:00 p.m. Monday to Friday - instructional days only (Use prior to 6:00 p.m. requires the approval of the school Principal) 8:00 a.m. - 6:00 p.m. Saturday and Sunday
2. Due to health and safety concerns, Industrial Arts, Band, and Home Economics facilities are not available for community use by user groups, including Rocky View Community Learning.
3. School use during the Easter, Christmas and summer breaks requires the approval of the Supervisor of Caretaking. Fees charged will be in accordance with Appendix A or B.
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4. Each school Principal will specify by June 15 and December 1st of each year what dates the facilities will be available for the Fall and Spring periods respectively (i.e., September 1 - December 31; January 1 – June 30).
5. By September 30th of each year the school Principal will reassess school requirements. Further modifications resulting from changes in staff, fewer/more teams in the league, etc. will be noted and a revised schedule of available dates, times and facilities will be forwarded to the Booking Agent in a timely manner.
6. A community group may rent a portion of the building for a maximum of two weekday evenings per week unless otherwise approved by the Supervisor of Caretaking. This is conditional on no other community group requiring this space.
7. Schools will not be available for bingos or casinos.
8. Any group activity may be cancelled or rescheduled by the School Division with the approval of the Supervisor of Caretaking, provided two weeks notice has been given. Exceptions shall be mutually agreed upon by the Principal and group concerned.
9. Emergency closure of the school shall result in the cancellation of community use activities.
Approving Facility Use:
1. The Booking Agent/Principal is the approving authority except as noted in B.2. The Booking Agent/Principal can refer any request for facility use to the Supervisor of Caretaking. 2. The Booking Agent/Principal may contact the Associate Superintendent of Business and Operations to request facility usage if special circumstances exist. 3. Supervisor of Caretaking approval is required for: 3.1 Community use of facilities during Easter, Christmas and summer breaks. 3.2 Groups whose purpose would be to make a profit. 3.3 Public dances. 3.4 Private functions of any type. 3.5 Approval of the use of a facility for more than two weekday evenings per week. 4. Fees: 4.1 A schedule of fees will apply to the whole Division unless stated otherwise in this policy (see Appendices A - C). 4.2 Fee schedules will apply as follows: 4.2.1 Appendix A applies to those communities and areas that have entered into a Reciprocal Use of Facilities Agreement with Rocky View Schools and to those communities if the Board deems a Reciprocal Use of Facilities Agreement is not required due to a lack of municipal facilities to reciprocate use.
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4.2.2 Appendix B applies to all communities and areas that have not entered into a Reciprocal Use of Facilities Agreement. 4.2.3 A separate agreement exists with the City of Airdrie for the use of the Bert Church Theatre facility. 4.2.4 Separate agreements shall exist for each formal partnership with Rocky View Schools, which may include the use of Division facilities/equipment. 4.3 Fees will be payable to Rocky View Schools within twenty (20) days of the receipt of an invoice. 4.4 Fees charged will include the cost of building security where deemed necessary. 4.5 Where deemed necessary, a damage deposit may be levied by the Booking Agent/Principal in consultation with the Supervisor of Caretaking. 4.6 Where additional custodial service is required as a result of the inappropriate or extensive use of a school, the Division will charge the user group all the costs of this custodial service. 4.7 Where maintenance is required as a result of any damage caused by the user group the Supervisor of Maintenance shall assess the costs of repairing the damage. The Division will charge the user group all associated costs.
5. Distribution of Rental Fees: 5.1 All facility rental fees will be used by the Division to defray operating costs incurred in the operation of this policy. 5.2 All equipment rental fees will be reimbursed to the school utilized.
6. Use of Equipment: Only that equipment for which fees have been established in the fee schedule can be utilized (see Appendix C), unless permission to utilize the equipment is obtained from the Supervisor of Caretaking in consultation with the Principal. When the Booking Agent/Principal approves the use of school equipment by community agencies, the booking contract will specify the terms and conditions under which such equipment may be used and, indicate rental charges for each item covered by the policy.
7. User Group Responsibility for the Supervision of Its Members: 7.1 The organization applying to use school facilities and equipment will be jointly and severally responsible for the supervision of and behaviour of each member of the group. One member of the group shall be designated by the organization to be responsible for the supervision and behaviour of the group and to sign the Community Use application form. Specific supervision responsibilities are detailed on the Community Use Application Form and schools may specify additional supervision responsibilities. 7.2 The members of any group will be jointly and severally liable for any costs arising from damage caused by the group or any of its members.
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7.3 The Booking Agent/Principal shall be advised of any damage caused by the group. 7.4 The Board shall not be responsible for accidents causing injury to any individual on school property.
8. Withdrawal of Approval to Use School Facilities or Equipment: In consultation with the Principal the use of school facilities by an organization may be cancelled by the Booking Agent/Principal, Supervisor of Caretaking, or the Board at any time, if in their estimation, the privilege granted is being abused.
9. Other Regulations Governing Community Use: 9.1 Liability Insurance: Minimum of $2,000,000 per occurrence. 9.2 Footwear: Footwear that causes damage to floor surfaces is prohibited. 9.3 Food and Beverages: Consumption of food and beverages will be limited to those areas specified. 9.4 Smoking: Smoking of tobacco, marijuana or other substances and the use of e- cigarettes (vaping) is not permitted in Board school and administrative facilities except for Indigenous ceremonial use of tobacco for Smudging Ceremonies. 9.5 Alcoholic Beverages: The consumption of or serving of alcoholic beverages is not permitted in Board schools and administrative facilities. 9.6 Storage: The Principal and Supervisor of Caretaking shall determine if suitable storage space is available. Use of school space for storage may be revoked at any time. 9.7 Other: Other regulations governing community use may be established by the Booking Agent/Principal as deemed appropriate.
10. Appeals: 10.1 A community organization may appeal a decision of the Booking Agent/Principal in writing to the Supervisor of Caretaking within thirty days of the decision. 10.2 A second appeal may be made to the Superintendent within 15 days of the decision of the Supervisor of Caretaking. All appeals shall be responded to within 15 days of receipt of the appeal.
Legal Reference: • School Act Sections 60 and 62
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117 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITIES Amended: 2016 11 03 AND EQUIPMENT Reviewed: 2016 11 03
POLICY 22 – APPENDIX A - REGISTERED GROUPS
BACKGROUND Applies to groups which are registered by: • Mutual approval of the parties of a Reciprocal Use of Facilities Agreement. • Rocky View Schools, if the Board deems a Reciprocal Use of Facilities Agreement is not required due to a lack of municipal facilities to reciprocate use. Instructional Day Non-Instructional Registered Group Categories: Non-Profit Leisure & Recreation Day 1. Child Oriented or FCSS and Alberta Children’s Classroom $5/hr/room* $25/hr/roomt Hospital: for programs that enhance the ability of the schools to support the learning needs of the Gymnasium $7/hr* $35/hrt children/students of Rocky View Schools, for example; * Charges will be t Exception: anti-bullying courses, but not for programs which waived for the Caretaking, enhance the individual growth and development first 12 uses per security and needs of the children/students of Rocky View Schools, annum per user other direct costs for example; babysitting courses. group. only will be levied for approved use during summer breaks for those activities operated directly by the municipal government. 2. Adult-Oriented: Airdrie, Cochrane and Chestermere Minimum 2 hours per booking shall be charged; G.S.T. Classroom $15/hr/room $45/hr/room shall be added to all applicable fees. Gymnasium $21/hr $63/hr 3. Adult-Oriented: Other Communities Classroom $15/hr/room* $45/hr/room Minimum 2 hours per booking shall be charged; G.S.T. shall be added to all applicable fees. Gymnasium $21/hr* $63/hr * Charges will be waived for the first 12 uses per annum per user group.
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POLICY 22 – APPENDIX B – NON-REGISTERED GROUPS
Non-Registered Categories: Instructional Non-Instructional Day Day 1. Leisure and Recreation Groups: Classroom $20/hr/room $45/hr/room • Child-Oriented Gymnasium $30/hr $60/hr 2. Leisure and Recreation Groups: Classroom $30/hr/room $60/hr/room • Adult-Oriented Gymnasium $60/hr $90/hr Classroom $30/hr/room $60/hr/room 3. Religious Organizations: Gymnasium $60/hr $90/hr Classroom $30/hr/room $60/hr/room 4. Educational Institutions: Gymnasium $60/hr $90/hr Classroom $40/hr/room $70/hr/room 5. Non-Profit Groups: Gymnasium $70/hr $120/hr 6. Profit Making Groups: Not normally approved
Minimum 2 hours per booking shall be charged. G.S.T. shall be added to all applicable fees.
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119 POLICY 22 Approved: 2016 01 21 COMMUNITY USE OF SCHOOL FACILITIES Amended: 2016 11 03 AND EQUIPMENT Reviewed: 2016 11 03
POLICY 22 – APPENDIX C – EQUIPMENT RENTAL FEES AND CHARGES FOR OTHER SERVICES
P. A. System $40/event Technology Equipment $25/event Physical Education Equipment (as determined by the School Principal) $3/item/event Physical Education mats $2/mat/event Game standards and nets (set up and take down charge) $20/event Other set up and take down (e.g. setting up chairs in gym) $35/event
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120 POLICY 23 Approved: 2016 01 21 SCHOOL ATTENDANCE AREAS Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board establishes school attendance areas to identify the school that a resident student is designated to attend. In providing high quality learning opportunities for all students, the management of variables such as, but not limited to, facility utilization, transportation, future planning, staff resources, financial resources, technology resources, is necessary. The Board recognizes that parents may wish to register their child at a school outside of their attendance area and the review of this request is subject to a meeting with the resident school principal, the provision of appropriate resources, availability of facility space, and parent-provided transportation.
GUIDELINES 1. The Superintendent or designate may direct students to attend any school.
2. Attendance areas are not the same as ward boundaries, transportation service boundaries and boundaries defined by municipalities or other government bodies.
3. Attendance areas are developed by the Superintendent or designate, and approved by the Board.
4. Attendance areas will be adjusted as deemed necessary by the Board in order to: 4.1 Integrate new facilities. 4.2 Make educational programs more viable. 4.3 Make more efficient use of school facilities. 4.4 Make transportation of students more efficient.
5. Students will normally be expected to attend their designated school.
6. On an annual basis, parent(s)/guardian(s) may request that their child be enrolled in a school within the Division other than the school to which the student has been designated to attend. Annual acceptance may be provided if: 6.1 The parent(s)/guardian(s) have had direct communication with the principal of the designated school to discuss reasons for requesting to attend a non-designated school in an effort to create a better understanding for school improvement; 6.2 There is sufficient facility space, personnel and resources in the school in which the parent(s)/guardian(s) wish to enroll their child (normally this means the school is operating at less than 85% of capacity); and 6.3 The parent(s)/guardian(s) agree to transport their child to and from the school or make arrangements in accordance with Administrative Procedure 305 School Attendance Areas.
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7. Out-of-attendance area requests, provided that 6.1 has been addressed, commence with the principal of the school the parent(s)/guardian(s) wishes their child to attend. Approval is dependent upon the above-noted factors. If approved, the parent(s)/ guardian(s) will receive a “permission to register” letter. If denied, the parent(s)/guardian(s) may appeal.
8. The Superintendent may direct a student to attend a school other than the one designated, for: 8.1 Educational reasons: a strong rationale outlining why the resident school does not provide the student with adequate educational opportunities is required. 8.2 Social/emotional and/or psychological reasons. Medical documentation is required. The Superintendent may request an independent medical assessment. If the Superintendent directs a student to a school other than the one designated, transportation will be provided.
9. As schools cannot provide all types of infrastructure for the flourishing of all students, programs should be complementary and provide for potential multiple school facility usage by a student. To this end, attendance areas do not necessarily preclude individual students from attending different facilities for portions of the school day to augment individual student programs.
10. The definition of attendance areas is the responsibility of the Superintendent as approved by the Board. Where possible, the Superintendent shall use a collaborative process to recommend the best possible decision to the Board of Trustees. A collaborative process may adhere to the following steps: 10.1 Hold a public meeting to outline short and long term student accommodation challenges and discuss attendance area and new facility opening processes. 10.2 Once draft boundaries are developed, engage the broader public, including affected school councils, to provide feedback and alternatives via the jurisdictional website. 10.3 Consider the feedback to develop alternative proposals, if applicable, for Board consideration and eventual approval.
Legal Reference: • School Act Sections 8, 13, 44, and 45
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122 POLICY 24 Approved: 2016 01 21 SCHOOL FEES Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board approves charging a limited number of fees in order to help defray school program costs or transportation costs.
GUIDELINES
The Board shall annually review and approve the Instructional Supplies and Materials Fees operating procedures including the Board established mandatory general fees and fee waiver guidelines. The operating procedures shall be posted on the website of Rocky View Schools and provided in paper form to each parent who requests it.
The Board shall annually review and approve student transportation fees.
Legal Reference: • School Act Section 30, 51, and 60
RVS Policy 24 School Fees Page 1 of 1
123 POLICY 25 Approved: 2016 01 21 COMMUNITY ENGAGEMENT Amended: 20xx xx xx Reviewed: 2016 01 21
BACKGROUND
The Board believes that strong community partnerships are integral for building strong schools and strong communities. To this end, the Board expects that opportunities should be provided for communities to be involved. Communities need to be engaged through ongoing effective communication and dialogue, and the level of consultation will be made clear to stakeholders.
GUIDELINES
1. All school community members play a major role in fostering an atmosphere of broader community collaboration.
2. Information should be shared with school councils, students, staff, parents, and the community to enable them to offer input into the programs and policies of the Division and the schools.
3. To enable appropriate consultation please refer to Appendix A, which outlines the levels of community engagement that may be applied in a consultation process.
DEFINITIONS
Community Engagement: A process by which the values, needs and concerns of the public are considered in decision-making.
Community: All stakeholders who have and interest in student success, i.e., staff, parents, students, business and community members.
Legal Reference: • School Act Sections 22 and 78
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POLICY 25 - APPENDIX A - COMMUNITY ENGAGEMENT
There are five distinct levels of community participation in the engagement process. The Board will determine the level of engagement based on the following:
Level Aim Pledge 1. Inform To provide the public with balanced RVS will keep stakeholders informed. and objective information to assist them in understanding the problem, alternatives, opportunities and/or solutions.
2. Consult To obtain public feedback on RVS will keep stakeholders informed, analysis, alternatives, and/or listen to and acknowledge concerns and decisions. aspirations, and provide feedback on how public input influenced the decision.
3. Involve To work directly with the public RVS will work with stakeholders to ensure throughout the process to ensure that your concerns and aspirations are that public concerns and aspirations directly reflected in the alternatives are consistently understood and developed and provide feedback on how considered. public input influenced the decision.
4. Collaborate To partner with the public in each RVS will look to stakeholders for advice aspect of the decision, including the and innovation in formulating solutions and development of alternatives and incorporate your advice and identification delegated to the recommendations into the decisions to the public. maximum extent possible.
5. Empower To place final decision-making in RVS will implement what stakeholders the hands of the public. decide.
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125 POLICY 26 - INSTRUCTIONAL RESOURCE Approved: 2017 06 15 FEES FOR OPTIONAL COURSES, PROGRAMS, Amended: 2018 xx xx ACTIVITIES OR GOODS
Background The Board will provide at no cost to parent(s) or guardian(s) all required course textbooks and all required instructional resource materials except for those optional courses or optional programs, which the Board has directed the Superintendent to review annually according to Administrative Procedure 5105 Instructional Resource Fees for Optional Courses, Programs, Activities or Goods. The Board will also provide at no cost to parent(s) or guardian(s) basic student supplies required for grades K-4 students. Specific instructional resource fees for courses or programs which are optional for students to take and optional fees for specific activities or goods are allowed to be levied by schools to parent(s) or guardian(s) of students, subject to Administrative Procedure 5105 Instructional Resource Fees for Optional Courses, Programs, Activities or Goods.
Definitions School Established Optional Course Fee: School Established Optional Course Fee is to recover the cost of course materials consumed by students but not course textbooks.
School Established Optional Program Fee: School Established Optional Program Fee is to recover the cost of offering the optional program. With the exception of the optional program fee for Prince of Peace School, Board established programs of choice (currently French Immersion and Christian programs) are not subject to an Optional Program Fee.
School Established Optional Fee: School Established Optional Fees are for services/materials which are optional to purchase. Examples include, but are not limited to gym strip, yearbook, flash drives, lunch supervision, field trips, photographs, recorders, computers, and headsets.
Division Established Optional Fee: Division Established Optional Fee is specific to a band instrument rental fee applicable to students registered in a band program who rent an instrument from the Division.
Legal Reference: • School Act Sections 13, 30, 45, 51, 52, 53, 60, 61, and 113 • Funding Manual for School Authorities • AP 5105 Instructional Resource Fees for Optional Courses, Programs, Activities or Goods
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7. Nomination and Election 2017 School Board Elections Information
7.1 Nomination
Excerpts from the Local Authorities Election Act
7.1.1 Nomination Day
25 Nomination Day shall be 4 weeks before election day.
7.1.2 Form of Nomination
27 (1) Every nomination of a candidate shall be in the prescribed form and signed by at least 5 electors eligible to vote in that election and reside in the local jurisdiction on the date signing the nomination, and shall be accompanied by a written acceptance signed in the prescribed form by the person nominated, stating (a) that the person is eligible to be elected to the office and (a.1) the name, address and telephone number of the person’s official agent, and (b) that the person will accept the office if elected, and if required by by- law, it must be accompanied with a deposit in the required amount. (3) Notwithstanding subsection(1), if a system of wards is in effect, only an elector who is a resident of the ward for which a candidate for election being nominated may sign the nomination of the candidate.
Note: It is imperative that persons signing the nomination paper are eligible to vote. For eligibility definition see section 7.5 of this package.
7.1.3 Filing Nomination Papers
28 (1) The returning officer shall receive nominations at the local jurisdiction office between 10 a.m. and 12 noon on nomination day.
127 (4) At any time after 12 noon on nomination day until the term of office to which the filed nomination papers relate has expired, a person may request to examine the filed nomination papers during regular business hours and in the presence of the returning officer, deputy or secretary.
7.1.3 Withdrawal of Nomination
32 (1) Subject to subsection (2), if more than the required number of candidates for any particular office are nominated, any person so nominated may, at any time within 24 hours after the close of the nomination period, withdraw as a candidate for the office for which the candidate was nominated by filing with the returning officer a withdrawal in writing. (2) If, after one or more candidates have withdrawn, the number of remaining candidates does not exceed the number of vacancies to be filled, the returning officer shall refuse to accept further withdrawals.
7.2 Candidates
Excerpts from the Local Authorities Election Act
7.2.1 Qualifications of Candidates
21 (1) A person may be nominated as a candidate in any election under this Act if on Nomination Day the person (a) is eligible to vote in that election (see Sec. 47) (b) has been a resident of the local jurisdiction and the ward, if any, for the six (6) consecutive months immediately preceding nomination day, and (c) is not otherwise ineligible or disqualified. (3) Notwithstanding subsection (1), a candidate for trustee of a board of a school district that is wholly or partly within the boundaries of a city is not required to be a resident of the ward in either a general election or a by-election, but must be a resident of the school district.
7.2.2 Ineligibility
22 (1) A person is not eligible to be nominated as a candidate in any election under this Act if on nomination day (a) the person is the auditor of the local jurisdiction for which the election is to be held; (1.1) A person is not eligible to be nominated as a candidate for election as a trustee of a school board if on nomination day the person is employed by (a) a school district or division, (b) a charter school, or (c) a private school, in Alberta unless the person is on a leave of absence granted under this section. (5.1) An employee referred to in subsection (1.1) who wishes to be nominated as a candidate for election as a trustee of a school board may apply to his or her employer for a leave of absence without pay on or after July 1 in the year of an election but before the employee’s last working day prior to nomination day that the employee is taking a leave of absence without pay under this section.
128 (7) An employee who has been granted a leave of absence is subject to the same conditions that apply to taking a leave of absence without pay for any other purpose. (8) If an employee who takes a leave of absence under this section is not elected, the employee may return to work, in the position the employee had before the leave commenced, on the 5th day after election day or, if the 5th day is not a working day, on the first working day after the 5th day. (9) If an employee who takes a leave of absence under this section is declared elected, the employee is deemed to have resigned that position as an employee the day the employee takes the official oath of office as an elected official. (10) If an employee who takes a leave of absence under this section is declared elected but, after a recount under Part 4, is declared not to be elected, the employee may return to work on the first working day after the declaration is made, and subsections (7) and (8) apply. (11) Subject to subsection (12) an employee who takes a leave of absence under this section and is declared elected continues to be deemed to have resigned that position as an employee if the employee subsequently forfeits the elected office or if the employee’s election is adjudged invalid. (12) If, through no act or omission of the employee, an employee forfeits the elected office or the employee’s election is adjudged invalid, the employee may return to work on the first working day after the office is forfeited or the election is adjudged invalid, and subsections (7) and (8) apply.
7.2.3 Campaign Literature Prohibition
148 (5) No person shall print or distribute or cause to be printed or distributed in any advertisement, handbill, placard, poster, circular, pamphlet, newspaper or other paper a form of ballot printed by the returning officer, indicating or showing it to be marked for any candidate or candidates.
7.2.4 Advertising Distribution
152 (1) Subject to subsection (2) a person who, on Election Day, (a) displays inside or on the outside of a building used for a voting station, or (b) distributes within a building used for a voting station, an advertisement, handbill, placard, poster, circular, pamphlet, newspaper or paper except those posted by the deputy in accordance with this Act is guilty of an offence and liable to a fine of not more than $500. (2) When a voting station is located in a building containing a complex of interlocking offices, stores or other facilities, the prohibition in subsection (1) applies only to the store, office or facility comprising the area used as a voting station. (3) The distribution by or on behalf of a candidate or his agent of newspapers, pamphlets or other literature containing articles or reports on matters of public interest is not a contravention of this section. (4) Where a person displays an advertisement, handbill, placard, poster, circular, pamphlet, newspaper or other paper contrary to subsection (1), the deputy may cause it to be removed, and neither the deputy nor any person acting under the
129 deputy’s instructions is liable for trespass or damages resulting from or caused by the removal.
7.2.5 Disqualification as a Trustee
Excerpts from the School Act
82(1) A person is disqualified from remaining as a trustee of a board if that person (a) ceases to be qualified for nomination as a trustee under the Local Authorities Election Act; (b) is an auditor or employee of the board for which the person is a trustee; (c) is a party to a subsisting contract for the construction, maintenance or repair of real property over which the board has administration other than a contract for the provision of goods or services in an emergency; (d) beneficially owns more than 10% of the issued shares of a corporation that has a pecuniary interest in a subsisting contract for the construction, maintenance or repair of real property over which the board has administration other than a contract for the provision of goods or services in an emergency; (e) has a pecuniary interest in a contract with the board, other than (i) a contract for the provision of goods or services in an emergency, (ii) a contract for the sale of goods or services to the board at competitive prices by a dealer in those goods or services incidental to and in the ordinary course of the dealer’s business, (iii) a contract of employment with the trustee’s spouse or adult interdependent partner, child, parent or spouse’s or adult interdependent partner’s parent, or (iv) a contract approved by the board pursuant to disclosure; (f) uses information gained through the person’s position as a trustee of the board to gain a pecuniary benefit in respect of any matter in which the person has a pecuniary interest; (g) is a judge of a court or a member of the Senate or House of Commons of Canada or of the Legislative Assembly of Alberta; (h) absents himself or herself, without being authorized by a resolution of the board to do so, from 3 consecutive regular meetings of the board, unless the person’s absence is due to illness and the person provides evidence of that illness in the form of a medical certificate respecting the period of the person’s absence; (i) is convicted of (i) an indictable offence punishable by imprisonment for 5 or more years, or (ii) an offence under section 123 of the Criminal Code (Canada) for which an absolute discharge or pardon has not been granted. (2) Notwithstanding section 24 of the Local Authorities Election Act, a trustee of the board who is disqualified under this section is eligible to be elected at the next general election of trustees to the board if that person is qualified for nomination under the Local Authorities Election Act.
130 7.3 Candidate Agent and Scrutineer
Excerpts from the Local Authorities Election Act
7.3.1 Official Agent
Note: Form1 – “Oath of Official Agent” - copy available in appendix.
68.1 (1) Each person nominated as a candidate may, when filing nomination papers, appoint an elector to be the candidate’s official agent. (2) A person who has, within the previous 10 years, been convicted of an offence under this Act, the Election Act or the Canada Elections Act (Canada) is not eligible to be appointed as an official agent. (3) No candidate shall act as an official agent for any other candidate. (4) The duties of an official agent are those assigned to the official agent by the candidate.
7.3.2 Candidate’s Scrutineer
Note: 1. “Candidate’s Appointment of a Scrutineer” form – copy available in appendix 2. Form 10 – “Statement of Scrutineer” – copy available in appendix.
69 (1) If at any time during voting hours, a person who is at least 18 years old presents to the presiding deputy a written notice, in a form acceptable to the returning officer, (a) signed by a candidate, and (b) stating that the person presenting the notice is to represent that candidate as the candidate’s scrutineer at the voting station, the person presenting the notice shall be recognized by the presiding deputy as the scrutineer of the candidate. (2) Before a person is recognized as a Scrutineer, the person shall make and subscribe before the presiding deputy at the voting station a statement in the prescribed form.
7.3.3 Voting Station Conduct for Candidates, Agents, and Scrutineers
69 (3) The presiding deputy shall not permit a candidate to have an official agent or a scrutineer (or both at the same time– ref. section 3.1) present while the candidate is present in a voting station during voting hours. (4) A candidate or official agent personally may (a) undertake the duties that the candidate’s scrutineer may undertake, and (b) attend any place that the candidate’s scrutineer is authorized by this Act to attend. (5) The presiding deputy may designate the place or places at a voting station where a candidate, an official agent or a scrutineer of a candidate, may observe the election procedure, and in designating the place or places the presiding deputy shall ensure that the candidate, official agent, or scrutineer can observe any person making a statement under section 53(1)(b) or (2), 77 or 78. (6) When, in the provisions of this Act that relate to the election of a member of an elected authority, expressions are used requiring or authorizing an act or thing to
131 be done or implying that an act or thing is to be done in the presence of an official agent, a scrutineer or a candidate, the expression is deemed to refer to the presence of those official agents and scrutineers (a) that are authorized to attend, and (b) that have in fact attended at the time and place where that act or thing is being done, and if the act or thing is otherwise properly done, the non-attendance of an official agent at that time and place does not invalidate it.
7.3.4 Offence
150 (1) Every returning officer, deputy, candidate, constable, official agent and scrutineer in attendance at a voting station shall maintain and aid in maintaining the secrecy of the voting at the voting station. (2) No person shall interfere with or attempt to interfere with an elector when the elector is marking the elector’s ballot, or shall otherwise attempt to obtain at the voting station information as to which candidate or candidates any elector at that voting station is about to vote or has voted for. (3) No person shall (a) during the hours when a voting station is open canvass or solicit votes in a building where the voting station is located or (b) make any communication to an elector in a voting station respecting the election otherwise than through the deputy. (4) When a voting station is located in a building containing a complex of interlocking offices, stores or other facilities, the prohibition in subsection (3) applies only to the store, office or facility comprising the area used as a voting station. (5) No person shall display at the voting station or distribute or post in it a specimen ballot paper marked for a candidate or any other material purporting to explain to the electors how to vote or leave or post a ballot or other material in a voting compartment other than the material that is required to be posted in accordance with this Act. (6) No person shall communicate at any time to any person any information obtained at a voting station as to which candidate any elector at that voting station is about to vote or has voted for. (7) No returning officer, deputy, official agent or scrutineer in attendance at the counting of the votes shall communicate or attempt to communicate any information obtained at that counting as to which candidate or candidates any vote is given for. (8) No person shall directly or indirectly induce an elector to display the elector’s ballot, after the elector has marked it, so as to make known to any person the name of any candidate for whom the elector has or has not marked the elector’s ballot. (9) A person who contravenes this section is guilty of an offence and liable to a fine of not more than $5,000 or to imprisonment for a term not exceeding 2 years, or to both a fine and imprisonment.
132 7.4. ID Requirement
7.4.1 Access for enumerators and campaigners
Excerpt from the Local Authorities Election Act
52 A person to whom an enumerator, a candidate, an official agent or a campaign worker on behalf of a candidate has produced identification that meets the requirements of the regulations, indicating that the person is an enumerator, a candidate, an official agent or a campaign worker shall not (a) obstruct or interfere with, or (b) cause or permit the obstruction or interference with, the free access of the enumerator, candidate, official agent or campaign worker to each residence in a building containing 2 or more residences or to each residence in a mobile home park.
7.4.2 ID Procurement
In order to comply with the above legislation each candidate and official agent will be provided with identification material on nomination day at the Rocky View Schools Education Centre in Airdrie.
7.5 Voter Eligibility
Excerpts from the Local Authorities Election Act
7.5.1 Eligibility to Vote
47 (1) A person is eligible to vote in an election held pursuant to this Act if the person (a) is at least 18 years old, (b) is a Canadian citizen, and (c) has resided in Alberta for the 6 consecutive months immediately preceding election day and the person’s place of residence is located in the area on election day. (2)….an elector is eligible to vote only at the voting station for the voting subdivision in which the elector’s place of residence is located on election day.
7.5.2 Rules of Residence
48 (1) For the purposes of this Act, the place of residence is governed by the following rules: (a) a person may be a resident of only one place at a time for the purposes of voting under this Act; (b) the residence of a person is the place where the person lives and sleeps and to which, when the person is absent, the person intends to return; (c) a person does not lose the person’s residence by leaving the person’s home for a temporary purpose; (d) subject to clause (e), a student who (i) attends an educational institution within or outside Alberta,
133 (ii) temporarily rents accommodation for the purpose of attending an educational institution, and (iii) has family members who are resident in Alberta and with whom the student ordinarily resides when not attending an educational institution is deemed to reside with those family members; (e) if a person leaves the area with the intention of making the person’s residence elsewhere, the person loses person’s residence within the area.
(2) A person who is a resident of a public school district, school division or regional division or of a separate school district, school division or regional division under the School Act is deemed to be a resident of the public school district, school division or regional division or the separate school district, school division or regional division, as the case may be, under this Act.
Excerpt from the School Act
44 (4) Where a separate school district is established, an individual residing within the boundaries of the separate school district who is of the same faith as those who established that district, whether Protestant or Roman Catholic, (a) is a resident of the separate school district, and (b) is not a resident of the public school district
7.6 Campaign Contribution and Expense Disclosure
Excerpts from RVS Bylaw No. 2017-3 – Campaign Contribution and Expense Disclosure
7.6.1 This Bylaw may be cited as the “Campaign Contribution and Expenses Disclosure Bylaw”.
All candidates for the office of Trustee of Rocky View School Division No. 41 (the Division) must disclose their campaign contributions and campaign expenses in a manner that maintains openness and accountability to members of the public in accordance with this Bylaw.
Election Statements 1. Each candidate is responsible to keep: 1.1. proper records of all campaign contributions and campaign expenses incurred during the campaign period; and 1.2. A record of the value of every campaign contribution, whether in the form of money, goods or services, and of the name and address of the contributor. 2. On or before the last working day in December in the election year that the candidate ran for office, (or the 90th day following a by election) each candidate must disclose to the public, by filing with the Associate Superintendent of Business and Operations: 2.1. a statutory declaration as required by Schedule “A” stating their campaign contributions and expenses; and 2.2. an itemized list of all campaign contributions and expenses as required by Schedule “B” (as outlined under RVS 137 Campaign Contribution and Expense Disclosure Form)
134 Anonymous Contributions 3. On or before December 1st in the election year that the candidate ran for office (or the 60th day following a by-election) all anonymous contributions received by the candidate which individually exceeds the amount or value of $100.00: 3.1. must be returned by the candidate to the contributor if the contributor’s identity can be established; or 3.2. if the contributor’s identity cannot be established, the candidate must deposit all such contributions with the Associate Superintendent of Business and Operations for deposit with a registered Canadian charitable organization(s) of the candidate’s choice as defined in the Income Tax Act (Canada).
Surplus Contributions 4. Any surplus identified in the Statutory Declaration (Schedule "A") must be deposited with the Associate Superintendent of Business and Operations for deposit with a registered Canadian charitable organization(s) of the candidate's choice as defined in the Income Tax Act (Canada) on or before the last working day in December in the election year that the candidate ran for office, (or the 90th day following a by-election).
Associate Superintendent of Business and Operations Duties 5. The Associate Superintendent Business and Operations must keep a register of all statements.
Penalties 6. Any candidate who contravenes a provision of this by-law must forfeit and pay a penalty which shall belong to The Board of Trustees of Rocky View School Division No. 41. The penalties are as follows: 6.1. Filing an incomplete or inaccurate statement: $500.00 fine 6.2. Failing to file a statement: $500.00 fine.
135
8. Polling Stations & Ward Map
2017 School Board Elections
8.1 Polling Stations
Once established, Polling Stations will be posted to RVS’ Trustee Election Website Folder, accessible at https://www.rockyview.ab.ca/elections/stations.
8.2 Ward Map See below
136 DATE: TP.26 CORPORATE LIMITS TOWN OF COCHRANE WARD 6 - WITHIN WARD 6 10/07/2017 TP.27 TP.25 TP.28 18 19 30 31 7 5 8 17
20 29 32 4 9 16
21 28 33 10 3 22 27 34 TP.24 11 2
14 23 26 35 12 1 12
13 24 25 36
ROCKY VIEW SCHOOLS ELECTORAL WARD BOUNDARY PLAN 18 18 6 19 30 7 TP.23
6
7 18 19 30 31 6 7 17 17 5 20 29 8 5 8 17 5 20 29 8 32 5 8 R.6 16 4 21 28 9 28 33 4 9
16 4 21 28 9 33 4 9
10 10 15 27
3 22 27 34 3 10 15
10 15 3 22
27 34 11 11 14 23
2 26 26
35
11 14 2 14 23 2 26 35 12 12 13 24
12 1 25 13 24 25 36 12 1 13 24 1 13 24 1 25 36
40 18 19 30 31 19 30 31 18 19 6 30 18 7 31 19 30 31 6 7 18 19 6
7 18 19 6 7 30 31 17 20 29 17 32 20 29 32 17
5 20 29
17 8 32
20 29
8 32 5
17 8 5 20 29
8 17 20 5 29 8 32 R.5 16
21 28 16 33
21
28 33 16
4 21 28
16 9 33 4 21 28 9 33
4 16 9 4 21 28 9 16 4 21 28 9 33 10 15
22
10 15 27 34 22 27 34 10 15
3 22 10 15 1 27 34 3 22 27 34 3 3 10 15 3 22 27 15 22 27 34 1A 11 14 23
11 26 35 14 23 26 11 14
35 23 11 14 2 26 35 23 2 26 35 2
11 14 23
2 26 14 2 23 26 35 758 12 13 24
12 25 13 24 36 25 12
36 13 24
12 1 25 36 13 24 1 25 36
12 1 13 24 1 25 13 24 1 25 36 BRAGG CREEK 22
18 19 30
31
19 18 19
18 6 7 30 18 19 31 30 31 6 7 18 19 6 7 30 31
18 19 6 7 30 31 7 22
17 20 29 32 20 29 17 20 5 29 17 8 32 20 29 32 5 8 17 20 5 29 8 32 17 20 5 8 29 32 8 R.4 COCHRANE 16 21 28 33
28 16 33 4 21 28 16 9 33 21 28 33 4 16 9 4 21 28 9 33 16 21 4 28 9 33 4 9 R.4
10 15 22 27 34 10
15
34 3 22 27 10 15 34 22
27 34 10 3 15 3 22 27 34 10
3 22 27 34 15 22 22 COCHRANE LAKES
11 14 23
26 35 11 14
2 23 11 14 26 35 23 26 35 2 11 14
2 23 26 35 11
11 2 23 26 35
2 12 13 24 25 36 12 13 24 12 1 25 36
13 24 25 36 1 12 13 24 1 25 36 12 13 1 24 25 36 1 WARD 5 18 19 30 31 18 19 30 18 31
6 19 7 30 31 18 19 6 7 30 31 18
6 19 30 7 31 6 7 6 7
SPRINGBANK 574 17
20 29 32 17 20 29 17 32
20
17 5 8 29 32 20 5 8 29 17 32
5 20 8 29 32 5 8 5 8 R.3 R.3
8 16 21
28 16 33 21 28 33
16 21 4 9 28 33 16 21 4 28
16 9 33 21
4 9 28 33 4 9 4
9 567
10
15 22 10 27 15 34 22 27
10 34 15 22 10 3 27 15 34 3 22 27 10 34 15 22 3 27 34 3 3 1 766 766 766 11 14 23 26 11 14 35 23 11 26 35
14 23 11 2 26 14 35 2 23 26 11 35
14 23 2 26 35 2 2 36 12
13 24 25 12 13 24 12 25 36
13
25 1 24 12 13 36 1 24
12 25 36 13 24 1 25 36 1 1 18
19
30 31 18 19 18 19 30 31
18 30
6 19 30 31 18
7 31 19
7 6 30 31 6 7
6 7 6 7
17 20 29 17 20 17 20 29 29 32 5 32 8 29 32 17 20 5 8 29 32 5 8 5 8 1A 772 R.2 R.2 WARD 4 16 21 16 28 21 28 33 33 16 21 4 9 28 4 33 9
4 9 10
10 15 15 22 27 22 27 34 34 10 15 22
3 27
3 34 3 11
14
11 14 23 26 23 35
26 35 11
14
2 23 26 2 35
11 2
2 772 772 574 566 12 13 12 13 24 24 25 36 25 36 12 13 1 24 25 1 36 12 1 1 567 18 19 30 31 18 19 6 7 30 31 18
6 19 7 30 31 6 7 6 7 CALGARY 17 20 29 32
17 20 5 8 29 32 17
20 5 8 29 32 5 8 5 8 R.1 R.1 16 21
28 33
16 21
4 9 28
33 16 21 4 9 28 33 4 9 4 9 1 2 782 10
15 22 27 34
10 15 22 3 27 34 10 15 22 3 27 34 10 15 3 3 HIGHWAY #567
FAIRWAYS CR FAIRWAYS GR FAIRWAYS CI
SAGEWOOD FAIRWAYS PL FAIRWAYS CI FAIRWAYS FAIRWAYS LD BALZAC FAIRWAYS FAIRWAYS DR
FAIRWAYS MEWS REUNION WOODSIDE GOLF COURSE
100 FAIRWAYS CL WOODSIDE CO FAIRWAYS BA WOODSIDE BY
WOODSIDE BLVD WOODSIDE PA WOODSIDE BLVD WOODSIDE CI 11 14
23 26 14 2 23 26 35 WOODSIDE CI 11
14 23 26 35 11 14 2 WOODSIDE CL 2 CANOE CI CANALS CANALS DR
WOODSIDE CI WOODSIDE RI WOODSIDE
WOODSIDE DR WOODSIDE ESTATES BAYSIDE WOODSIDE RD
CANOE CR CANALS SQ WILLIAMSTOWN
400 BAYSIDE PL CANOE CL WINDSONG AIRDRIE 2A
PRAIRIE SPRINGS 300 BAYSIDE PL BAYSIDE WY BAYSIDE RI
CANOE DR 200 BAYSIDE PL
CANOE RD
WOODSIDE WY WOODSIDE 100 BAYSIDE PL CR WOODSIDE WOODSIDE LN 2 BAYSIDE PL 1 AVE NW
CANOE SQ
8 ST SW 8 ST NW WILLOWBROOK CL RAILWAY GA MACKENZIE POINTE MACKENZIE WY 100 WILLOWBROOK CL SILVER CREEK BLVD RAILWAY AVE CREEK SILVER
100 CREEK SPRINGS RD
COOPER'S CI WILLOWBROOK DR WILLOWBROOK
SILVER CREEK DR WILLOWBROOK CR WILLOWBROOK CREEK GARDENS CL CREEK SPRINGS PT LUXSTONE HILLCREST CROSSING COOPERS
COOPER'S HT COOPER'S EDWARDS WY SILVER SPRINGS WY
COOPER'S CL CREEK GARDENS PL
COOPER'S DR COOPER'S
100 STONEGATE PL RAILWAY ST RAILWAY SUNRIDGE STONEGATE CR CANADIAN PACIFIC RAILWAY PACIFIC CANADIAN STONEGATE WY STONEGATE CROSSFIELD CENTER AVE W LUXSTONE BLVD 12 13 RIDGEGATE WY
24 COOPER'S CX BIG HILL SPRINGS RD SUNRIDGE CR STONEGATE CL STONEGATE RD
RIDGEBROOK DR STONEGATE DR
LUXSTONE CR STONEGATE DR 1 1 ST NW 24 25
RIDEAU CL 4 AVE NW 6 AVE NW 36 RIDGEGATE 5 AVE NW 12
1 ST SW 13 24 25 2 AVE NW 36
RUNDLE PL 12 13 1
SUMMERWOOD RD DICKSON STEVENSON TR 1
SUMMERWOOD PL
SUMMERWOOD PL 500 400 STREET MAIN FARR CR MCCRACKEN CR HAWKEY CR EMBERDALE WY EMBERDALE MAIN ST COOPERS FLETT DR ACACIA CR ARBOR CR ASTER PL JENSEN DR BOWERS ST JENSEN
SUMMERFIELD RD SUMMERFIELD HEIGHTS PL SUMMERFIELD CL SUMMERFIELD JENSEN HEIGHTS
ALBERT ST SUMMERHILL JENSEN CR AIRDRIE MEADOWS JENSEN PL
ALPINE CR ALBERT ST
EDGEWATER ESTATES ELDORARDO RD ELDORARDO
SOUTHCREEK PL SPRINGWOOD CR SMITH ST SUNNYSIDE PL
WATERSTONE ERIN DR PL ELSTON JENSEN DR
ASHWOOD RD FLETT DR WATERSTONE PL WATERSTONE EDMUND WY ACACIA DR
EDENDALE CR ASPEN CR ALDER CR CENTER AVE E FLETT CRES
WATERSTONE CR VIRGINIA ST
ALLEN ST 1 AVE SE
SUMMERFIELD BLVD 2 AVE NE 3 AVE NE SPRUCEGROVE CR ELIZABETH WY
2
EASTERWOOD PL EASTERWOOD ELSMORE PL ELSMORE EASTERBROOK PL EASTERBROOK 1 AVE NE
3 AVE SE ALLEN ST SE
EVERGLADE DR 2 AVE SE SANDSTONE CR
EDMONTON TRAIL HIGHWAYEDMONTON #2
2A HIGHWAY #2 HIGHWAY #2
SPRING HAVEN RD
BIG HILL CI HILL BIG EAST LAKE CR LAKE EAST BIG SPRINGS DR
BIG SPRINGS ESTATES EAST LAKE RI LAKE EAST EAST LAKE WAY SPRING HAVEN CL 16 21 EAST LAKE GR
4 9 BIG SPRINGS CR BIG SPRINGS DR BIG HILL RD SPRINGS CR SPRINGS CR
EAST LAKE BLVD
EAST LAKE CRES
BIG SPRINGS WY SPRINGS BIG EAST LAKE AVE SPRING DALE CL DALE SPRING
BIG SPRINGS RI BIG SPRINGS HI
KINGS HEIGHTS MEADOWBROOK DR TUCKER RD
EAST LAKE BLVD MAYFAIR CL TIPPING CL EAST LAKE BOULEVARD
TAYLOR WY MARQUIS PL MOUNTAIN CL MEADOW BROOK MEADOWBROOK DR IRRICANA ROAD
TILLER PL THORBURN EAST LAKE CI
YANKEE VALLEY RD EAST LAKE DR
THORNDALE CL EAST LAKE RD
TANNER DR
MAPLE WY MEADOWBROOK RD MEADOWBROOK PL
MORRIS CR THORNLEIGH WY THORFIELD CL MORRIS PL
MORRIS RD THORNBIRD RD THORNBIRD WY THORNBURN DR EAST LAKE HL MAPLE WY THORNBIRD RD THORNLEIGH CI
14 23 26 35
11 14 23
26 35 11 14 2 2 R.29
10 15 22 27 3 R.29 72 13
12 24 25 36
12 13 24 1 25 36 12 13 1 1
11 14 23 26 35
2 18 19 30 31 18 19 6 30 7 31 18 6 7
6 7 12 13 24 25 36 567 1 17 1A 20 29 32
17 5 20 29
8 32 17 5 8
5 8 18 19
30 31 18 19 6 7 30 31 18 6 19 7 30 31 18 6 19 30 CONRICH 7 31 6 7 13 24 25 36
16 21 28
33 16 4 21 28 9 33 4 9 4
1 17 20 29 32 17 20 5 8 29 32 17 20
5 8 29 32 17 5 20 8 29 32 5 8 18 19 30 31 CHESTERMERE R.28
WARD 2 10 15 22
27 34 10 15 3 22 27 34 560 3 3 16 21 28
33 16 21 4 9 28
33 16 21 4 9 28 INDUS 33 16 21 4 9 28 33
4 9 17 20
29 32 8
R.28 11 14 23 26 35 11 14 23 2 26 35 2 2 10
15 22 27 34
10 15 22 DELACOUR 3 27
34 10 15 22 3 27 34 10 15 22 3 27 34 3 16 21 28 33 9 791 791 12 13 24 25 36
12 13 24 1 25 36 1 1
11 14 23 26
35 11 14 2 23 26 35 11 14 2 23 26 35 11 14 23 2 26 35 2 34 10 15 22 27 34
3 18 19 30 31 18 19 6 7 30
31
6 7 12 13 24 25 36 12 13 1 24 25 36 12 13 1 24 25
36 12 13 1 24 25 36 1 35 11 14
23
26 2 35 791 17 20 29 32
17 20
5 29 8 791 32 5 8 18 19
30 31 18 6 19 7 6 30 31 18 19 30 7 31
18
6 19 30
7 31 6
7 25 36 12 13
24 KATHYRN 25 36 1
R.27 566 16 21 28 33 16 4 21 28 9 33 4 9
22X 17 20 29 32 17 20 5 8 29 32
17
5 20
8 29 32
17 5 20 29 8 32 5
8 30 31 18 19 30 31 6 7 10 15 22
27 34 10 15 3 22 27 34 3 16 21 28 33
16 21
9 4 28 33 16 21 4 9 28 33 16 4 21 9 28 33 4 9 29 32 17 20
29 32 5 8
R.27 LANGDON 11 14 23 26 35 11 14
2 23
26 35 2 10 15 22 27 34 10 15 22 3 27 34 10 15 22 567 3 27 34 10 15
22 3 27 34 3 DALEMEAD
28 33
16 21 28 33 4 9 9 72
797 12 13 24 25 36
12 13
24
1 25 36
1 564 11
797 14 26
23 35 11 14 23 2 26 35 11 14 23
2 26 35
11
14 23
2 26 35
2 27 34 10
15 22 27 34 3 1 DALROY 18 19 30 31 18 19 6 7 30 31 6 7
1 12 13 24 25 36 12 13
1 24 25 36
12
13
1 24 25 36 12 KEOMA 13 24 1 25 36 1 26 35 11 14 23 26 35 2 17 20 29 32 17 20
5 8 29 32 5 8 31 BEISEKER 18 19 30 31 6 7
25 36 24 12 13
24 25 36 1 R.26 16
21 28 33
16 21 4 28 9 33
4 9 32
17 20 29 32 5 8 IRRICANA 9 10
15 22 27 34 10
15 3 22 27 34 3
16 21 28 33 4 9 TP.21 TP.24 TP.23 11 14 23 26 35 11 14 2 23 26 35
2 10 15 22 27 34 3 TP.25 12 13
24 25 36 12 13
1 24 25 36 1 11 14 23 26 35 TP.22 2 806
18 19 30 31
18 19 6 7 30 31 6 7
12 13 24 25 36
1 17 20 29
32 17 20 5 8 29 32 5 8 30 31 R.25 16 21 28 33 16 21 4 9 28 33 4 9 CORPORATE LIMITS CITY OF CHESTERMERE CORPORATE LIMITS CITY OF AIRDRIE WARD 1 - WITHIN WARD 3 - WITHIN WARD 1 WARD 3 29 32 10 15 22 27 34
10 15 22 3 27 34 3 28 33 TP.26 11
14 23 26 35
11 14 2 23 26 35 2 27 34
9 12 13 24
25 36 12 13 1 24 25 36 1 26 35 TP.27 TP.28
9. Forms
2017 School Board Elections
Candidates will be required to complete a number of forms for Nomination Day:
RVS Form – Release of Candidate Information (attached below) Form 3 – Nomination Paper and Candidate’s Acceptance Form 7A – Enumerator, Candidate or Official Agent Proof of Identification Form 7B – Campaign Worker Proof of Identification Form 10 – Statement of Scruitneer or Official Agent RVS Form 137 – Campaign Contribution and Expense Disclosure (attached below)
All other Alberta Government forms can be accessed and downloaded at: https://www.rockyview.ab.ca/elections/candidate
138 RVS 2017 School Board Elections Release of Candidate Information
I, ______, for the office of Public School Trustee hereby (Candidate) Consent to the release by Rocky View Schools, the following personal information and photo of me to the Province of Alberta and any interested person or organization, including the news media, from the date of signing of this consent until the one month after the completion of the 2017 elections. ______Name
______Address Postal Code
______
______Phone (residence) Phone (business)
______Cell Fax
______Email Photo Circle (Yes) (No)
______Date Signature of Candidate
The personal information and photo that is being collected will be used for the purpose of providing information about candidates to members of the public and the news media during the 2017 elections. It is protected by the privacy provisions of the Freedom of Information and Protection of Privacy Act. If you have any questions about the collection, contact the FOIP Coordinator, Rocky View Schools, 2651 Chinook Winds Drive, S.W., Airdrie, AB, T4B, 0B4, Phone: (403) 945-4000.
Inspiring a love of learning and community, engaging learners for life.
139 RV 137 Campaign Contributions and Expenses Disclosure
BY-LAW NO. 2017-3
OF THE
ROCKY VIEW SCHOOL DIVISION NO. 41
CAMPAIGN CONTRIBUTIONS AND EXPENSES DISCLOSURE
This Bylaw may be cited as the “Campaign Contribution and Expenses Disclosure Bylaw”.
All candidates for the office of Trustee of Rocky View School Division No. 41 (the Division) must disclose their campaign contributions and campaign expenses in a manner that maintains openness and accountability to members of the public in accordance with this Bylaw.
Election Statements
1. Each candidate is responsible to keep:
1.1. proper records of all campaign contributions and campaign expenses incurred during the campaign period; and
1.2. A record of the value of every campaign contribution, whether in the form of money, goods or services, and of the name and address of the contributor.
2. On or before the last working day in December in the election year that the candidate ran for office, (or the 90th day following a by election) each candidate must disclose to the public, by filing with the Associate Superintendent of Business and Operations:
2.1. a statutory declaration as required by Schedule “A” stating their campaign contributions and expenses; and
2.2. an itemized list of all campaign contributions and expenses as required by Schedule “B”.
Anonymous Contributions
3. On or before December 1st in the election year that the candidate ran for office (or the 60th day following a by-election) all anonymous contributions received by the candidate which individually exceeds the amount or value of $100.00:
3.1. must be returned by the candidate to the contributor if the contributor’s identity can be established; or
3.2. if the contributor’s identity cannot be established, the candidate must deposit all such contributions with the Associate Superintendent of Business and Operations for deposit with a registered Canadian charitable organization(s) of the candidate’s choice as defined in the Income Tax Act (Canada).
140 141 SCHEDULE “A”
STATUTORY DECLARATION OF CANDIDATES FOR TRUSTEE OF ROCKY VIEW SCHOOL DIVISION NO. 41
I, ______(name) of ______(address)., in the Province of Alberta, do solemnly declare:
1. That I was a candidate for the position of Trustee for Rocky View School Division No. 41 general election held on the ______day of ______, 20__.
2. I declare that my campaign expenses (includes all money and valued personal property, real property or service contributions), were not more than Five Thousand ($5,000.00) Dollars and further all my campaign expenses were funded exclusively with my own funds. YES______NO______(please check)
3. If the response to point 2 above is NO, that the following is a true account of all the campaign expenses and campaign contributions incurred by me or by my agent on my behalf in respect of the aforesaid election:
a) Campaign Contributions Received: $ ______
b) Campaign Expenses Incurred: $ ______
c) Total Surplus: $ ______
All as shown on the attached Schedules “B”.
3. That I have no reason to believe that any monies other than those listed above have been expended by me or with my authority and consent or by any person for the purpose of assisting me in the election.
4. That I make this solemn declaration conscientiously, believing it to be true and knowing that it is of the same force and effect as if made under oath.
Declared before me at ______) in the Province of Alberta ) this ______day of ______, 20___ ) ) ______) ______(To be declared before a Justice of the Peace, Notary Signature of Candidate Public, or a Commissioner of Oaths in and for the Province of Alberta)
The personal information required on this form is being collected under By-law 2017-3.
The information will only be used to fulfill the requirements of By-law 2017-3 Campaign Contributions and Expense Disclosure. If you have any questions about the use of this form, contact the Associate Superintendent of Business and Operations, 2651 Chinook Winds Drive SW, Airdrie, Alberta T4B 0B4, Ph: (403) 945-4000. 142 SCHEDULE “B”
CANDIDATES FOR TRUSTEE OF ROCKY VIEW SCHOOL DIVISION NO. 41 CAMPAIGN DISCOSURE STATEMENT AND FINANCIAL STATEMENT
ROCKY VIEW SCHOOL DIVISION NO. 41, PROVINCE OF ALBERTA
Full Name of Candidate: (1)
Candidate’s Mailing Address: (2)
NOTE: • If a candidate’s entire election campaign is funded exclusively out of the candidate’s own funds and the candidate’s funds are not more than $5,000.00, the candidate is not required to file this document. • This form, including any contributor information from line 2, is a public document. Campaign Period Revenue CAMPAIGN CONTRIBUTIONS: 1. Total amount of contributions of $100.00 or less $ (3) 2. Total amount of all contributions of $100.01 and greater, together with the contributor’s name and address (attach listing and amounts) $ NOTE: For lines 1 and 2, include all money and valued personal property, real property or service contributions. 3. Deduct total amount of contributions returned $ 4. NET CONTRIBUTIONS (line 1 + 2 - 3) $ OTHER SOURCES: 5. Total amount contributed out of candidate’s own funds $ 6. Total net amount received from fund raising functions $ 7. TOTAL OTHER SOURCES (add lines 5 and 6) $ 8. Total Campaign Period Revenue (add lines 4 and 7) $ (4) Campaign Period Expenditures 9. Campaign Period Expenses Paid $_____ Unpaid$_____ TOTAL $ (5) Campaign Period Balance (deduct line 9 from line 8) $ (6) ATTESTATION OF CANDIDATE: This is to certify that to the best of my knowledge, this document and all attachments accurately reflect the information required.
______Signature of Candidate Date
INSTRUCTIONS: 1. Enter the candidate name as it was entered on the Nomination Form 2. Enter the candidate’s complete mailing address and postal code. 3. Enter the amounts as indicated 4. The Total Campaign Period Revenue is the total of the contributions, (include all money and valued personal property, real property or service contributions) any self-funded amounts, any donations from fund-raising functions. 5. Enter the amount of paid and unpaid expenses, then the total expenses for the campaign period. 6. Deduct the total expenses from the total campaign revenue to determine the balance.
143 10. Appendix 2017 School Board Elections POLICY 7 Approved: 2016 01 21 BOARD OPERATIONS – Amended: 2017 11 01 Reviewed: 2017 06 01 TO BE AMENDED NOV. 2017
During the 2016/17 School Year, the Board of Trustees undertook a Ward Boundary Review, resulting in Ward Boundary Changes, as illustrated on Page 137. In November 2017, RVS’ Board of Trustees will amend its Policy 7 Board Operations to include the new map and the following:
Wards Trustees are elected from six wards as follows: 1.1 Ward 1: One trustee represents the City of Chestermere. Schools in this ward include Chestermere Lake Middle School, East Lake School, Prairie Waters Elementary School, Rainbow Creek Elementary School, and RVSCLC – Chestermere Campus. 1.2 Ward 2: One trustee represents Langdon, Indus and Chestermere rural areas. Schools in this ward include Chestermere High School, Langdon School, Indus School, Prince of Peace Lutheran School, and Sarah Thompson School. 1.3 Ward 3: Three trustees represent the City of Airdrie. Schools in this ward include A.E. Bowers Elementary School, Bert Church High School, C.W. Perry School, Cooper’s Crossing School, École Airdrie Middle School, École Edwards Elementary School, George McDougall High School, Heloise Lorimer School, Herons Crossing School, Meadowbrook School, Muriel Clayton Middle School, Nose Creek Elementary School, R.J. Hawkey Elementary School, Ralph McCall School, RVSCLC – Airdrie Campus, Windsong Heights School, and W.H. Croxford High School. 1.4 Ward 4: One trustee represents Crossfield, Beiseker, Irricana, Kathyrn, and Airdrie rural areas. Schools in this ward include Crossfield Elementary School, W.G. Murdoch School, Beiseker Community School, Kathyrn School, Fairview Colony School, Tschetter Colony School, and Beiseker Colony School. 1.5 Ward 5: One trustee represents Bragg Creek, Springbank, Bearspaw, Westbrook and Cochrane rural areas. Schools in this ward include Banded Peak School, Bearspaw School, Elbow Valley Elementary School, Springbank Community High School, Springbank Middle School, and Westbrook School. 1.6 Ward 6: One trustee represents the Town of Cochrane. Schools in this ward include Bow Valley High School, Cochrane High School, Cochrane Christian Academy, Elizabeth Barrett Elementary School, Fireside School, Glenbow Elementary School, Manachaban Middle School, Mitford School, RancheView School, and RVSCLC – Cochrane Campus.
RVS Policy 7 Board Operations Page 1 of 1