The Hanover School Division (HSD) board of trustees has approved several updates to its board governance policy, known as Policy BD, which outlines operational procedures and board bylaws.
Policy "BD," was adopted in June 2010 and last reviewed in April 2020. The most recent changes were approved at the board's public meeting on June 26.
"There was a lot in there that was very old and actually contradicted itself," explains Jeff Friesen, chair of the board.
What changed?
Some of the changes made were limited to terminology, such as updating the word "facsimile" to "electronic" in guideline 15.9.
Others are administrative, like adjusting what days board and committee meetings are held, when presentations can be submitted to the board, or adding "divisional planning" to the list of possible in-camera meeting subjects.
Friesen says a handful impact how board meetings will be conducted looking ahead.
"We had this (guideline) on 'notice of motion'—How notices get brought forward. That was something that earlier, like three years ago, we had a few issues with," Friesen says. "It's about what's respectful as a board to communicate, because we're all passionate."
The 2020 version of policy BD featured section 14.4, which reads as follows:
"Notice shall be given of all motions introducing new matters, at a meeting previous to that in which it comes up for discussion, unless the rule is dispensed with by the unanimous vote of the members present. A member, in giving notice of motion, may or if requested by another member shall, explain briefly the purpose of their motion but without argument or debate and shall confine their explanation to a maximum of three minutes."
In the updated policy, this section has been completely removed—though guidelines around motions are still included.
The new policy also adds a section (15.7) on agenda setting.
"Committee agendas will be determined by the agenda setting committee. Trustees are to bring forward their items to the committee chair who will then forward their agenda items to the agenda setting committee for consideration. Agenda items will be added by the following:
- Written request to the agenda setting committee;
- Request that an item be added to the agenda when the proposed agenda is adopted at the beginning of the Committee of the Whole. Support of the majority of the board present is required to have an additional agenda item added.
- Bring a topic or concern to a respective committee for discussion and get the support of that committee to bring a motion or resolution to the Board as a whole.
At least one senior administrator shall be assigned to each committee to provide background, do research and record the minutes."
A change was also made to guideline 14.2, which now ensures that speakers are offered an equal amount of time to address an issue at the discretion of the chair.
How were changes decided upon?
Friesen says when considering these policy changes, the HSD's board of trustees consulted third-party experts like Kelly Barkman.
Barkman was appointed by the (provincial) minister of education to serve as an advisor to the board.
"He knows stuff when we're going through some of the things like, 'What's the procedure?' or 'What are the policies?' and, 'How should we move forward?'" Friesen says. "If he doesn't have an answer, he's got quick connections to the education office. That's been a big, big, big blessing for us."
Some of the policy changes were also inspired by other school divisions and how their governance guidelines have proven effective.
A unified decision
Friesen says changes to the policy were minimal in nature, but important.
He adds they were unanimously supported by the board.
"This is a unified moment for a board. We can agree to work together... I think that's special in many ways," Friesen says, emphasizing the goal is for policies to embody and foster a spirit of unity like this.
HSD's former policy for board operations and procedural by-laws:
