We appreciate working for your School Board in providing secretarial services. Our work ensures you have an independent, confidential, and objective observer around the Board table.
Board Decision Making
A note on Board Decision Making from NZSTA
All matters to be decided by the board will be done by way of a vote. This is usually done on “the voices”. However, if that is challenged, the chair will call for a show of hands.
Under some circumstances, for instance, a decision involving contentious issues where strong personalities are involved, it may be appropriate to hold a secret ballot in order that trustees may vote freely.
On all matters dealing with the decision-making process, boards will have their own rules of order, This order should be standardised and followed at each meeting. At all meetings common sense and courtesy is a good rule of thumb.
Some guidelines about decision making set out by the NZSTA
- A board’s primary means of decision making is through motions, which are moved, seconded, debated, and put to the vote.
- The chair or members may ask the mover to write down the motion before it is acted upon. The chair may assist the mover with wording for clarity.
- Each motion deals with only one matter or issue. Debate must be limited to the issue at hand. Speakers who stray from the issue or attempt to introduce new matters should be ruled out of order.
- Each speaker should be allowed to speak once on a subject under debate. The chair may refuse to allow a trustee to speak again until everyone has had a chance to speak.
- A member may raise a point of order at any time. After the point has been stated, the chair issues a ruling. The chair’s ruling is final unless challenged at the time.
- Only one motion at a time will be considered by the board. That motion may be amended. Votes on amendments must be taken before the motion is further considered.
- If the amendment is agreed to it becomes part of the motion.
- Further amendments may be made to the motion but only one at a time can be proposed, discussed, and decided upon.
- After motions have been passed or rejected, no further discussion on the same issue should be allowed at the same meeting, other than a motion to reconsider.
CES Board Services
We pride ourselves on the work we do for schools. CES has been in existence for over 30 years. As a School Cooperative, our passion to provide quality and value for money solutions remains strong.
Our Primary Goals for Board Services Clients are:
1. To provide secretarial support to your Board of Trustees. This includes reading and responding to emails, mail, and school correspondence as required.
2. To take minutes at Board meetings and any other meetings as required, as directed by the Board Chair.
3. To undertake other relevant tasks as required by the Board of Trustees.
Our Standard Service Tasks for Board Services Clients are:
1. Attending monthly Board meetings (approximately 11-12 in the year), taking minutes and distributing them promptly, and responding to correspondence as required.
2. Attending and taking minutes at monthly Finance and Property Committee meetings as required.
3. Attending, taking minutes, and conveying decisions at Disciplinary Committee meetings as required.
Cancellation of Meetings
We appreciate you giving us as much notice as possible when meeting dates change. Contact your Board Secretary directly, or Wayne or Eric (details below).
CES for any issues regarding Board Services
Your dedicated Board Secretary is Barbara Ford
Barbara’s previous full-time employment was for many years within local government with the CCC. All work with the Council was within the area of governance, mainly under the Local Government Official Information & Meetings Act. The position included principal advisor to Community Boards, report writing, agenda preparation, correspondence, and community consultation.
On a personal level, Barbara’s interest includes biking holidays with extended family, golf, and supporting wider family and friends.