Anyindividual who wishes to run for the position of trustee has from May 1, 2018until July 27, 2018 to file their nomination papers with the local municipalclerk.
Discussions and decisions on Board policy are recorded in the minutes of the Policy and By-Law Committee meeting. Note: Minutes are organized in folders by year.
As outlined in the York Region District School Board Operational By-Law, a record of voting is recorded in the minutes of the Board meeting only when a trustee specifically requests a recorded vote.
Corporate Secretariat and Trustee Services provides a variety of services for trustees, working with and on behalf of the Director (Secretary of the Board). Collaborating with Corporate Communications and our Legal and Administrative Services teams, we provide services that support the individual and collective needs of trustees.
In support of the Director of Education, as secretary of the Board, Corporate Secretariat and Trustee Services produce, distribute and retain meeting agendas, minutes and schedules.
Corporate Secretariat and Trustee Services provides technology supports for trustees, coordinate and facilitate professional development and provide strategic advice to trustees on matters related to parliamentary procedure, by-law, policy implementation, information sharing, governance etc.
Trustees are encouraged to communicate on school-related matters with senior staff (e.g. The Superintendent of Schools, Corporate Communications, Corporate Secretariat and Trustee Services, Associate Directors or the Director). This helps senior staff to ensure requests for information are managed in such a way as to share system-level information with all trustees, as required.
Some trustees choose to maintain their own websites. The Board does not maintain separate domains for individual trustees. The Board’s communications team regularly updates stakeholders through the Board’s and schools’ websites and other communications mediums, such as school newsletters, social media, traditional media, etc. In addition, the Corporate Communications Team also ensures trustees’ regular newsletter message to families is uploaded to the school website for each respective trustee.
Generally speaking, there is no specified down time for trustees. There are provisions under the Education Act regarding meeting attendance and electronic participation is permitted. Over the summer, there are usually 6-7 weeks where no regular meetings are scheduled. The two weeks over the Christmas Break and March Break are usually meeting free.
With a little bit of creativity, trustees are usually able to find some time that has minimal impact on their committee obligations.
All 12 trustees are members of both these committees.
The Board meeting is a monthly meeting where the Board of Trustees consider and formally approve all recommendations from each of the monthly committee meetings. The Board Standing Committee is an opportunity for trustees to receive information reports and make recommendations for consideration at the monthly Board meeting.
Additional information about items typically scheduled at BSC and other committee meetings is outlined in the Operational By-Law.
Routine items are recommendations from Board committees that are standard in nature (e.g. Recommendations regarding policy matters) and are passed in one large consent motion at regularly monthly Board meetings. Non-routine items are those recommendations that are considered to be unusual or require additional discussion by trustees at the Board meeting (e.g. the expenditure of a large sum of money).
Each committee decides whether or not an item should be on routine or off routine at the Board meeting. Any trustee may also request an item to be removed from routine so that they can request additional information or verbally address the matter at the Board meeting.
Thereis no provision under legislation that requires any incumbent trustee to take aleave or step down from their position during the campaign period or if runningfor another elected position such as municipal councillor, Member of ProvincialParliament or Member of Parliament.
Trusteeswho are running for other offices may choose to resign from their position onthe Board. If this occurs, the Board would be required to take steps tothe fill the vacancy within 90 days unless the vacancy occurs within one monthbefore the next election.
Additional information about the Board’s committee structure, the roles and responsibilities of a trustee as well as the Ontario Public School Boards’ Association are outlined in the YRDSB Operational By-Law and the Good Governance Guide.
