Policy #6: Board Policy Development, Review and Amendment Processes
6.1 Policy Development
The Board of Trustees (the Board) believes that the formulation, adoption, and monitoring of its written policies constitute one of the primary methods by which they demonstrate their leadership in the education of students. It is through these policies that the Board provides guidance and direction for the operation of the school division.
Policies should be necessary, clearly communicate the purposes of the Board, and define the Board's instructions to the Superintendent.
Policies may be recommended to the Board by the Superintendent and Committees of the Board.
Once a policy has been approved by the Board, procedures and exhibits (if needed) shall be developed by the Superintendent and provided for information.
When a Board committee or a special committee develops or revises a policy that directly affects staff, parents, and other stakeholder groups, it should first consider whether input from these groups is needed. If such input would strengthen the policy's development or implementation, the committee should provide adequate time and opportunity for meaningful consultation.
The Secretary-Treasurer should record any Board motions or actions that appear to change, add to, or remove an existing Division policy. These items must then be brought forward at the next Board meeting for consideration and possible inclusion in the Policy Manual.
6.2 Policy Adoption
A simple majority vote by the Board shall be required to add, delete, or modify a policy statement in the Policy Manual. Notice of motion shall be given at least one meeting before the vote is taken.
6.3 Policy Dissemination
The official copy of the Board Policy Manual is the one maintained by the Secretary-Treasurer. Once approved by the Board, the Secretary-Treasurer shall ensure that the approved policy and any associated administrative procedures and exhibits are posted on the division website.
6.4 Policy Review and Revision
The Board is committed to maintaining policies that are current and relevant. To achieve this, divisional policies are regularly reviewed to ensure compliance with federal and provincial laws, alignment with community values, and responsiveness to the educational needs of all students.
The Board shall review all policies annually. During the course of the policy review cycle, the Board and its committees are responsible for assessing the need for new policies and evaluating existing ones.
6.5 Suspension of Policies
Policy may be suspended by the unanimous agreement of the Board present at the meeting. A suspension of a policy shall apply only to the particular policy relating to the matter under discussion and not to the Policy Manual as a whole.
6.6 Archive Suspended Policies
A policy that has been suspended will remain in the Board Policy Manual with the date of suspension listed. A Watermark notification will be placed on the document indicating it has been suspended.
6.7 Administrative Procedures
Administrative procedures are the delegated responsibility of the Superintendent and may be developed, altered and modified without prior approval of the Board, except in those areas specifically identified through Board policy as requiring Board approval.
Reference:
Policy 1 – Vision, Values and Mission
Policy 2 – Board Governance Model & Process
Policy 4 – Board Operational Goals
Policy 8 – Board Member Code of Conduct and Conflict of Interest
Policy 9 – Board and Superintendent Relationship
Date Adopted: February 2017
Date Amended: March 2019; March 2024; March 2025; February 2026
Date Reviewed: February 2025; January 2026