Policy Framework The following documentation outlines the board's governance framework and is aligned with the school's Charter values.

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Policy Framework The following documentation outlines the board's governance framework and is aligned with the school's Charter values.
Bream Bay College

                        Policy Framework

   The following documentation outlines the board’s
 governance framework and is aligned with the school’s
                   Charter values.

The following policy framework supports our governance model that is hands off
              and strategic rather than hands on and operational.
INDEX
Part A: Annually updated section

                                        Outcome statements                                  Page     Approved/    Next
                                                                                            number   reviewed     review

                                                                                               6     Feb 2020     Feb 2022
1.   Trustee Register

                                                                                                     Feb 2020     Feb 2022
2.   Triennial Plan

3.   Charter/Strategic plan – our
                                                                                               6     Feb 2020     Feb 2022
     number 1 policy

                                                                                               7     Feb 2020     Feb 2022
4.   Delegations list

Part B: Governance policies - how we work as a board

                                        Outcome statements                                  Page     Approved/ Next review
                                                                                            number   reviewed
1.   Board roles and responsibilities   The board of trustees is focused on governance         9     Apr 2019    Apr 2022
     policy                             that fosters and supports the ongoing
                                        improvement of student progress and
                                        achievement.
2.   Trustee code of behaviour policy   The board will act in an ethical and                   12    Apr 2019    Apr 2022
                                        respectful manner.

3.   Trustee remuneration and           Remuneration and reimbursement of expenses             13    Apr 2019    Apr 2022
     expenses policy                    to trustees is transparent, fair and reasonable.

4.   Conflict of interest policy        The board effectively manages actual, potential        13    Nov 2019    June 2022
                                        and perceived conflicts of interest ensuring the
                                        integrity of board decisions and reputation of
                                        board members.
5.   Chair role description policy      The board is effectively led.                          15    Mar 2019    June 2022

6.   Staff / Student trustee role       The staff / student representative brings a staff      16    Mar 2019    Sept 2022
     description policy (where          / student perspective to board discussion and
     applicable)                        decision making.
7.   Relationship between chair and     The relationship between the chair and the                   Sept 2019   Sept 2020
     principal policy                   principal is based on trust, integrity and
                                        mutual respect.
8.   Principal performance              A fair and transparent performance                           Sept 2019   Sept 2022
     management policy                  management process recognises the
                                        professionalism of the principal and the
                                        accountabilities of the board.
Part C: Governance processes and procedures – ways in which we ensure
effective governance

                                                                     Page number             Reviewed          Next review

1. Meeting protocols                                                                            Sept 2020        April 2023

1.1 Public attending board meetings                                                             Sept 2020        April 2023

1.2 Meeting agenda                                                                              Sept 2020        April 2023

1.3 Meeting checklist
1.4 Evaluation of meeting                                                                       Sept 2020        April 2023

2. Committee principles                                                                         Sept 2020        June 2023

2.1 Review committee terms of reference                                                         Sept 2020        June 2023

2.2 Student behaviour management committee terms of reference                                   Sept 2020        June 2023

2.3 Finance committee terms of reference and annual calendar                                    Sept 2020        June 2023

2.4 Property committee terms of reference                                                       Sept 2020        June 2023

2.5 Community of Learning (CoL) terms of reference                                              Sept 2020        June 2023

3. Trustee induction process                                                                    Sept 2020        June 2023

4. Concerns and complaints process                                                              Sept 2020        Sept 2023

4.1 Board complaints checklist                                                                  Sept 2020        Sept 2023

5. Internal evaluation process                                                                  Sept 2020        Sept 2023

5.1 Triennial review programme

Part D: Operational policies – board expectations for the control and
management of the school

                                                Outcome statements                             Page     Reviewed     Next review
                                                                                              Number
1. Responsibilities of the    Authority and accountability for the day-to-day                           April 2018   April 2021
                                                                                                35      June 2018
  principal policy            running/operation of the school is delegated to the
                              principal.
2. Curriculum delivery policy Curriculum delivery reflects charter/strategic plan aims and              April 2018   April 2021
                                                                                                36      June 2018
                              meets legislative requirements.
3. Personnel (NAG 3) policy The obligations and responsibilities of being a good                        April 2018   April 2021
                                                                                                37      June 2018
                            employer are met.
3.1 Appointments policy
                            The best applicants are appointed through a fair, rigorous                  April 2018   April 2021
                                                                                                38      June 2018
                            appointments process.
                              The school is financially viable, manages risks effectively               April 2018   April 2021
4.1 Financial planning and                                                                      39      June 2018
    condition (combined       and resources are targeted to where they make the most
    alternative) policy       difference to outcomes for students.
                              Assets of the school are utilised to maximise the best                    April 2018   April 2021
4.2 Asset protection policy                                                                     41      June 2018
                              outcomes for students.
                             The board enables and encourages sharing and                               April 2018   June 2021
5. Protection and sharing of                                                                    42      June 2018
                             collaboration between teachers by recognising and
intellectual property
                             removing legal barriers that exist to the sharing of learning
(Creative Commons) policy
                             resources and other materials created by school staff in the
                             course of their employment.
6. Health and safety policy   A safe and healthy workplace is maintained by providing the                 June 2018    June 2021
                              information, training and supervision needed to ensure the        43
                              health and safety of all students, staff and other people in
                              the workplace.
7. Child protection policy    Students at this school thrive, belong and achieve to the                   June 2018    June 2021
                              best of their ability. The school is committed to the             45
                              prevention of child abuse and neglect and to the protection
                              of all children.
8. Managing challenging       To minimise the effect of challenging behaviour, the board                  June 2018    June 2021
   behaviour and physical     of trustees shall ensure that effective procedures are in         47
   restraint policy           place around the management of student behaviour and the
                              use of physical restraint.
9. Concerns and complaints All complaints, concerns and incidents are attended to                         June 2018    Sept 2021
   policy                  promptly, respectfully and professionally and seek to bring          48
                           effective resolution to all parties concerned.
10. Gifts and Entertainment To ensure that expenditure on gifts and entertainment                         June 2018    Sept 2021
                            incurred by the school must clearly be linked to the                49
                            business of the school
11. Confidentiality Policy    To ensure that confidential matters relating to the school                  June 2018    Sept 2021
                              are not discussed in public                                       50

12. Protected Disclosures     To provide information and guidance to employees of the                     June 2018    Sept 2021
                              school who wish to report serious wrongdoing within the           51
                              school
13. Fees Protection Policy – To ensure sound fiscal management of prepaid international                   June 2018    Sept 2021
  International Students     student fees                                                       52

INTRODUCTION

The board of trustees of Bream Bay College is focused on the ongoing improvement of student progress and achievement. To ensure
effective school performance, the board is committed to maintaining a strong and effective governance framework that incorporates
legislative requirements and good practice.

The following are the board’s agreed governance and management definitions which form the basis upon which both the working
relationship and the board’s policies are developed.

Governance
The board acts in a stewardship role and is entrusted to work on behalf of all stakeholders. It is accountable for the school’s
performance, emphasises strategic leadership, sets the vision for the school and ensures compliance with legal and policy
requirements.

Board policies are at a governance level and outline clear delegations to the principal. The board and principal form the leadership
team with the role of each documented and understood. The principal reports to the board as a whole with committees used sparingly
and only when a need is identified in order to contribute to board work.

The board is proactive rather than reactive in its operations and decision making and does not involve itself in the administrative
details of the day to day running of the school. The ongoing improvement of student progress and achievement is the board’s focus.

Connection to the Com m unity
The Board acts in trusteeship for the schools’ communities and the public’s interests in the assets available to the schools. The
Board will at all times recognise the trust placed in it by the communities, demonstrating this by:

    •    gathering information from the schools’ communities and other key stakeholders about their concerns, needs and
         aspirations;
•   Reporting to parents on the achievement of their children.

•   reporting to the communities, key stakeholders including the Ministry of Education, local iwi, other ethnic groups, on a
    regular basis on the achievement of students as a whole.

M anagem ent
•   The board delegates all authority and accountability for the day-to-day operational organisation of the school to the principal
    who must ensure compliance with both the board’s policy framework and the law of New Zealand. [For detail see Operational
    Policies]
•   In developing the above definitions for Bream Bay College the board was mindful of the following extracts from the
    Education Act 1989, Section 75 and 76, and Section 65
•   The legal responsibility of boards of trustees is determined by Section 75 of the Education Act 1989:
•   s.75 Boards to control management of schools – except to the extent that any enactment or the general law of New Zealand
    provides otherwise, a school’s board has complete discretion to control the management of the school as it thinks fit.
•   s.76 Principals –
         o A school’s principal is the board’s chief executive in relation to the school’s control and management.
         o Except to the extent that any enactment or the general law of New Zealand provides otherwise, the principal –
                     Shall comply with the board’s general policy directions; and
                     Subject to paragraph (a), has complete discretion to manage as the principal thinks fit the school’s day
                      to day administration.
•   s.65 A board may from time to time, in accordance with the State Sector Act 1988, appoint, suspend, or dismiss staff.
•   In order to carry out effective governance of the school the board has developed the following policy framework:
A: Annually updated section

1.       Trustee Register
Approved Number of Elected Parent Representatives 6:
  Name                    Phone/email                          Profession          Position     Type        Start         Current
                                                                                     on                     Date           Term
                                                                                    Board                                 Expires

 Nick Pirihi    nickpirihi@gmail.com                        Police                             Elected   19/06/19       Elections
                                                                                                                        2022

 Aaron Bird     aaron.bird@refiningnz.com                   IT Consultant                      Elected   19/06/19       Elections
                                                                                                                        2022

   Karen        globalwahine@gmail.com                      Police                             Elected   19/06/19       Elections
  Edwards                                                                                                               2022

  Selina        selgordon69@gmail.com                       Police                Chair        Elected   10/06/16       Elections
  Gordon                                                                                                                2022

  Heather       heather.jacobson32@gmail.com                Accountant            Deputy       Elected   10/06/16       Elections
 Jacobson                                                                         Chair                                 2022

Penny Harris    penants@hotmail.com                         Courier Owner                      Elected   19/06/19       Elections
   Tipoki                                                                                                               2022
                [Penny Tipoki Harris is no longer a
                member of the Board of Trustees
                due to missing 3 consecutive
                meetings. This was minuted at the
                March 2021 meeting]

Tivaan Doak     tivaankahli.13@gmail.com                    Teacher                            Co-       25/09/19
   Smith                                                                                       opted

Teneille Hiki   teneillehiki@breambaycollege.school.nz                            Student      Elected   18/09/20       Sept 2022
                                                                                  Trustee

   John         jcunningham@breambaycollege.school.                               Staff        Elected   25/09/19       Election
Cunningham      nz                                                                Trustee                               2022

Note 1: Elected, selected, co-opted, staff trustee, student trustee, proprietor’s appointee, principal

2. Triennial Plan – See separate document

3. Charter Strategic Plan

Bream Bay College believes in Deep Engaging learning, that opens endless possibilities for our learners, whānau and community.
We endeavour to unlock student potential by being ambitious and striving for success.

Our classrooms are full of authentic learning opportunities to develop creative, connected learners, who are confident future citizens.
Teachers support our students to construct their own understanding across the curriculum, develop their learning competencies and
be prepared for a changing world.

Our students build on their interests and challenge themselves to try new things. Progress is recognised and valued in students’
individual learning pathways. From academic, sporting and cultural achievements, to entrepreneurial endeavours, vocational trades
and the creative arts, our students are shaping their own exciting futures.
Strategic goal 1: To provide facilities that enhance deep learning and that are culturally inclusive

Strategic goal 2: Curriculum and deep learning. For students to succeed as connected, lifelong learners, through the provision of
deep learning opportunities.

Strategic goal 3: For students to succeed as confident, resilient citizens, through a school culture that supports and promotes well-
being

Strategic goal 4: To create a sense of Community understanding of deep learning and how the college operates

   4. Bream Bay College Delegations List (moved in document)
 Date of Minuted                     Personnel                     Delegated Authority                  Term of Delegation
   Delegation

                         Delegations can be to a person       See individual Committee Terms       Note: Delegation ceases at the
                         or a committee. Committees           of Reference in the board’s          date below, by earlier resolution
                         must have a minimum of 2             Governance Manual                    of the board, or, if no date, is
                         persons, at least one of whom                                             ongoing
                         must be a trustee

Feb 2020                                                      That all current trustees bar the
                                                              principal are delegated authority
                         Disciplinary Committee               to be members of the board’s
                                                              Disciplinary Committee acting
                         All current trustees except the
                                                              under the Terms of Reference
                         principal and student trustee
                                                              for this committee.

                                                              That the Finance Committee
                                                              members       are     delegated
Feb 2020                 Finance Committee                    authority to be members of the
                                                              board’s Finance Committee
                         2 Board members and Board
                                                              acting under the Terms of
                         Chair
                                                              Reference for this committee.

                                                              That the Property Committee
                                                              members       are     delegated
Feb 2020                 Property Committee                   authority to be members of the
                                                              board’s Property Committee
                         2 Board members and Board
                                                              acting under the Terms of
                         Chair
                                                              Reference for this committee.

                                                              That the      CoL Committee
                                                              members       are   delegated
Feb 2020                 CoL Committee                        authority to be members of the
                                                              board’s CoL Committee acting
                         1 Board     members     and    the
                                                              under the Terms of Reference
                         Principal
                                                              for this committee.

                                                              That the board directs that,
                                                              except where the board, at its
Feb 2020                  DP                                  discretion,             otherwise
                                                              determines, the duty deputy
                                                              principal in the absence of the
                                                              principal from duty for periods
                                                              not exceeding 2 weeks and for
                                                              the full period or periods of such
absence, perform all the duties
                                                               and powers of the principal.

     Reviewed: February 2020                                          Next review: February 2021

 PART B: GOVERNANCE POLICIES
 Introduction
 These governance policies outline how the board will operate and set standards and performance expectations that create the basis
 for the board to monitor and evaluate performance as part of its ongoing monitoring and review cycle. (See 3 year review programme
 p 2-4).

 B1       Board Roles and Responsibilities Policy
 Outcome statement
 The board of trustees is focused on governance that fosters and supports the ongoing improvement of student progress and
 achievement.

 Scoping
 The board is a body corporate whose policies and decisions exist in perpetuity or until such time as they are rescinded or revoked.
 The board sets the strategic direction for the school and governs via its policies, which it entrusts to the principal to implement.

 Delegations
 Accountability rests with the whole board, with no individual trustee or committee having decision-making authority unless it
 has been delegated and documented.

 Expectations and limitations
Board actions                                Standards

1.   Sets/approves the strategic 1.1         The board leads the annual charter/strategic plan review process. Staff will be invited to
     direction and long-term plans           produce a draft document for the board to consider as a starting place.
     and monitors the board’s 1.2            The board sets/reviews the strategic aims by April each year.
     progress against them.        1.3       The board approves the annual plan and targets
                                      1.4    The board ensures the charter/strategic plan / statement of variance for the previous year
                                             is submitted to the Ministry of Education by 1 March each year.
                                      1.5    Regular board meetings include a report on progress towards achieving strategic aims
                                             twice year currently as per the triennial plan.
                                      1.6    The charter/strategic plan is the basis for all board decision making.
2.   Monitors and evaluates student 2.1      The board approves an annual review schedule covering curriculum and student progress
     progress and achievement.      2.2      and achievement reports.
                                      2.3    Reports are received at each regular board meeting from the principal on progress against
                                             the annual plan, highlighting risk/success as per the triennial plan.
                                      2.4
                                             Information reported to the board is thoughtfully discussed, critiqued and challenged.
                                             Targets in the annual plan are met, the curriculum policy is implemented and there is
                                             satisfactory performance of curriculum priorities.
3.   Appoints,     assesses      the 3.1     Principal’s performance management system is in place and implemented.
     performance of and supports the
     principal.
4.   Approves the budget and 4.1             Budget is approved by the first meeting each year.
     monitors financial management 4.2       Satisfactory performance of financial management against budget is in evidence.
     of the school.
5.   Effectively manages risk.          5.1    The board has an effective governance model in place.
                                        5.2    The board remains briefed on internal/external risk environments and takes action where
                                               necessary.
                                        5.3    The board identifies trouble spots in statements of audit and takes action if necessary.
                                        5.4    The board ensures the principal reports on all potential and real risks when appropriate
                                               and takes appropriate action.
6.   Ensures compliance with legal      6.1    New members read and understand the governance framework including policies, the
     requirements.                             school charter/strategic plan, board induction pack and requirements and expectations of
                                               board members
                                        6.2    New and continuing members are kept aware of any changes in legal and reporting
                                               requirements for the school.
                                        6.3    The board seeks appropriate advice when necessary
                                        6.4    Accurate minutes of all board meetings are approved by the board and signed by the chair.
                                        6.5    Individual staff/student matters are always discussed in public-excluded session.
                                        6.6    Board meetings have a quorum.
7.   Ensures trustees attend board      7.1    Board meetings are effectively run.
     meetings and take an active        7.2    Trustees attend board meetings having read board papers and reports and are ready to
     role.                                     discuss them.
                                        7.3    Attendance at 80% of meetings (minimum).
                                        7.4    No unexplained absences at board meetings (three consecutive absences without prior
                                               leave results in immediate step-down – refer Education Act 1989 s104 (1) (c)
8.   Approves major policies and        8.1    The board approves programme initiatives as per policies.
     programme initiatives.             8.2    The board monitors implementation of programme initiatives.
9.   Fulfils the intent of the Treaty   9.1    The Treaty of Waitangi is obviously considered in board decisions.
     of Waitangi by valuing and         9.2    The board, principal and staff are culturally responsive and inclusive.
     reflecting New Zealand’s dual
     cultural heritage.
10. Approves and monitors human         10.1   The board becomes and remains familiar with the broad employment conditions that
    resource policy/procedures,                cover employees (staff employment agreements and arrangements).
    which ensures effective             10.2   The board ensures there are personnel policies in place and they are adhered to (code
    practice and contributes to its            of behaviour).
    responsibilities as a good
                                        10.3   The board ensures there is ongoing monitoring and review of all personnel policies.
    employer.

11. Deals with disputes and             11.1   Successful resolution of any disputes and conflicts referred is achieved.
    conflicts referred to the board
    as per the school’s concerns
    and complaints procedures.
12. Represents the school in a          12.1   Code of behaviour is adhered to.
    positive, professional manner.
13. Oversees, conserves and             13.1   Property/resources meet the needs of the student achievement aims.
    enhances the resource base.
14. Effectively hands over              14.1   New trustees are provided with induction and a copy of the board’s governance manual.
    governance to new                   14.2   New trustees are fully briefed and able to govern following attendance at an orientation
    board/trustees at election                 programme.
    time.
                                        14.3   Appropriate delegations are in place as per Schedule 6 (17) of the Education Act.
                                        14.4   Board and trustees participate in appropriate ongoing professional development.

 Procedures/supporting documentation
 Board Triennial plan
 Monitoring
 Board Triennial plan
 Legislative compliance
 Education Act 1989
 Employment Relations Act 2000
State Sector Act 1989

     Reviewed: April 2019                                              Next review: April 2022

B2        Trustee Code of Behaviour Policy
Outcome statement
The board will act in an ethical and respectful manner

Scoping
Every member of the board will have access to the code of behaviour and opportunities to discuss its expectations of their conduct.
Board business will be conducted in an ethical and respectful manner, in accordance with legislation and board policy.

Expectations and limitations
As members of an effective governance team, each member of the board of trustees shall:
1.    ensure the needs of all students and their achievement is paramount
2.    be loyal to the school and its mission
3.    maintain and understand the values and goals of the school
4.    publicly represent the school in a positive manner
5.    respect the integrity of the principal and staff
6.    observe the confidentiality of non-public information acquired in their role as a trustee and not disclose to any other persons
      such information that might be harmful to the school
7.    be diligent and attend board meetings prepared for full and appropriate participation in decision making
8.    ensure that individual trustees do not act independently of the board’s decisions
9.    speak with one voice through board policies and ensure that any disagreements with the board’s stance are resolved within
      the board
10.   in the course of board meetings, disclose any interests in a transaction or decision where they, their family and/or partner,
      employer or close associate will receive a benefit or gain and leave the meeting for the duration of discussion and/or voting in
      relation to the matter
11.   recognise the lack of authority in any individual trustee or committee/working party of the board in any interaction with the
      principal or staff
12.   recognise that only the chair (working within the board’s agreed chair role description or delegation) or a delegate working
      under written delegation can speak for the board
13.   continually self-monitor their individual performance as trustees against policies and any other current board evaluation tools
14.   be available to undertake appropriate professional development.
Procedures/supporting documentation
Board Triennial plan
Monitoring
Board Triennial plan
Legislative compliance
Education Act 1989

      Reviewed: April 2019                                              Next review: April 2022

B3        Trustee Remuneration and Expenses Policy
Outcome statement
Remuneration and reimbursement of expenses to trustees is transparent, fair and reasonable.

Scoping
The board exercises its right to set the amount that the chair and other board members are reimbursed for attendance at board
meetings. These honoraria cover the expense of attending board meetings and are not payment for work undertaken.
The principal, as a member of the board, is entitled to the same payment as all other trustees except the chair.
Any other payments or reimbursements are at the discretion of the board.
Expectations and limitations
Currently at Bream Bay College:
1.   the chair receives $100 per board meeting
2.   elected board members receive $60 per board meeting
3.   there is no payment for working group/committee meetings
4.   attendance fees are non-taxable within the agreed non-taxable amounts of $605 annually for trustees and $825 for the chair
5.   costs associated with attendance at professional development sessions may be met by the board but prior approval must be
     sought
6.   all other reimbursements are at the discretion of the board and must be approved prior to any spending occurring.
Procedures/supporting documentation
School reimbursement claim form

Monitoring
Board Triennial plan
Legislative compliance
Income Tax Act 2007

IRD Honoraria payments to school trustees

     Reviewed: April 2019                                               Next review: June 2022

B4       Conflict of Interest Policy
Outcome statement
The board effectively manages actual, potential and perceived conflicts of interest ensuring the integrity of board decisions and
reputation of board members.

Scoping
The board shall create a register of all board members detailing any interests, relationships or holdings that could potentially result
in a conflict of interest. This register shall be updated whenever a board member’s circumstances change or a new member joins the
board. It should be reviewed at the start of each school year and following trustee elections.
Board members who have a conflict of interest shall be excluded from relevant board meetings (or relevant parts of board meetings).

Expectations and limitations
All staff and board members will effectively manage conflicts of interest between the interests of the school on one hand and personal,
professional and business interests on the other. This includes managing potential and actual conflicts of interest as well as
perceptions of conflicts of interest.
Any trustee who has a pecuniary interest or any other interest that may influence them in carrying out their duties and
responsibilities as a trustee must be excluded from any meeting while the board discusses, considers, considers anything relating
to or decides on the matter.
Any trustee who is a member of the board’s staff must be excluded from any meeting while the board discusses, considers,
considers anything relating to or decides on any matter relating to their own employment or a complaint received against them.
Any trustee who is a student enrolled at the school must be excluded from any meeting while the board discusses, considers,
considers anything relating to or decides on any matter relating to them as an individual student.
In the course of board meetings, board members will disclose any interests in a transaction or decision where their family and/or
partner, employer or close associate will receive a benefit or gain. After disclosure, the person making the disclosure will be asked
to leave the meeting for the discussion and will not be permitted to vote on the question.

Procedures/supporting documentation
Disclosure of interest statements

Monitoring
Board to enter own monitoring and reporting procedures.
Legislative compliance
Reviewed: April 2019                                                Next review: April 2022

B5 Chair Role Description Policy
Outcome statement
The board is effectively led.

Scoping
The chair is the leader of the board and works on behalf of the board with the principal on a day-to day basis.
The chair establishes and nurtures a positive professional working relationship with the principal.
The chair represents the board of trustees to the broader community and works in partnership with the principal to safeguard the
integrity of the board’s processes.
The chair often represents the board to the school and wider community and agencies such as the Ministry of Education and the
Education Review Office and carries a responsibility to safeguard the integrity of the board.
The chair presides over board meetings and ensures that each trustee has a full and fair opportunity to be heard and understood
by the other members of the board and that decisions that are in the best interest of the school, its students and staff are reached.

Delegations
The board delegates management of the relationship between the board and the principal to the chair.
Board to enter any other delegations to the chair.

Expectations and limitations
The chair:
1.     is appointed by election at the first board meeting of the year except in a triennial trustee election year where it shall be at the
       first meeting of the board*
2.     acts within board policy and delegations at all times and not independently of the board
3.     leads the board members and develops them as a cohesive and effective team
4.     welcomes new members, ensures that disclosure of any conflicts of interest is made and the code of behaviour is understood
       (and signed) and leads new trustee induction
5.     assists board members’ understanding of their role, responsibilities and accountability, including the need to comply with the
       trustee code of behaviour policy
6.     ensures the work of the board is completed
7.     sets the board’s agenda and ensures that all board members have the required information for informed discussion of the
       agenda items
8.     ensures the meeting agenda content is only about those issues that, according to board policy, clearly belong to the board to
       decide
9.     effectively organises and presides over board meetings, ensuring that such meetings are conducted in accordance with the
       Education Act 1989, the relevant sections of the Local Government Official Information and Meetings Act 1987* and any board
       protocols and policies
10.    ensures interactive participation by all board members
11.    represents the board to external parties as an official spokesperson for the school except for those matters where this has
       been delegated to another person
12.    is the official signatory for the board, including for annual accounts*
13.    is responsible for promoting effective communication between the board and wider community, including communicating
       appropriate board decisions
14.    establishes and maintains a productive working relationship with the principal
15.    ensures the principal’s performance agreement and review are completed on an annual basis
16.    ensures concerns and complaints are dealt with according to the school’s concerns and complaints procedures
17.    ensures any potential or real risk to the school or its name is communicated to the board. This includes any concern or
       complaint.
     * Legislative requirement

Procedures/supporting documentation
Governance policies
Monitoring
See Triennial Plan
Legislative compliance
Education Act 1989 Schedule 6
Local Government Official Information and Meetings Act 1987
Reviewed: March 2019                                               Next review: June 2022

B6         Student/Staff Trustee Role Description Policy
Outcome statement
The staff/student representative brings a staff/student perspective to board discussion and decision making.

Scoping
As a trustee, the staff/student representative is elected by their peers to serve the interests of the school at governance level. They
have equal voice, vote, standing and accountability to any other board member.

Expectations and limitations
 Staff/Student           representative        accountability       Standard
 measures

 1.     To work within the board’s charter/strategic plan.      1.1 The charter/strategic plan is obviously considered in board
                                                                    decisions.
 2.     To abide by the board’s governance and operational2.1 The staff/student trustee has a copy of the governance manual
        policies.                                             and is familiar with all board policies.

 3.     The staff/student trustee is first and foremost a trustee3.1 The staff/student trustee is not a staff/student advocate.
        and must act in the best interests of the students at the3.2 The staff/student trustee does not bring staff/student concerns
        school at all times.
                                                                     to the board.
 4.     The staff/student trustee is bound by the trustee code4.1 The staff/student trustee acts within the code of behaviour.
        of behaviour.

 5.     It is not necessary for the staff/student trustee to5.1 No regular reports are received unless a request has been made
        prepare a verbal or written report for the board unless by the board on a specific topic.
        specifically requested to by the board.

Procedures/supporting documentation
NA

Monitoring
NA

Legislative compliance

       Review schedule: March 2019                                       Next review: June 2022

B7 Relationship between Chair and Principal Policy
 Outcome statement
 The relationship between the chair and the principal is based on trust, integrity and mutual respect.

 Scoping
 A positive, productive working relationship between the principal and the chair is both central and vital to the school.
 The chair and principal should act as sounding boards, both supporting and challenging, in order to hold the school to account for
 achieving the goals and targets that have been set.
 The chair has no authority except that granted by the board. The chair does not act independently of the board.

 Delegations
 No extra delegations
Expectations and limitations
1.   The chair and principal must work as a team, and there should be no surprises.
2.   The relationship must be professional.
3.   Each must be able to counsel the other on performance concerns.
4.   The chair supports the principal and vice versa as appropriate.
5.   Each agrees not to undermine the other’s authority.
6.   There is agreement to be honest with each other.
7.   Each agrees and accepts the need to follow policy and procedures.
8.   Neither party will deliberately hold back important information.
9.   Neither party will knowingly misinform the other.
Procedures/supporting documentation
Meetings to occur on Wednesdays at 8.15am.

Monitoring
See Triennial Plan

Legislative compliance

 Reviewed: September 2019                                             Next review: September 2020

B8 Principal Performance Management Policy
Outcome statement
A fair and transparent performance management process recognises the professionalism of the principal and the accountabilities of
the board.

Scoping
An annual performance agreement will be established between the board and principal and be in place by the end of term 1 each
year.
The principal’s performance against this agreement will be reviewed throughout the year, and a final report will be prepared and
presented to the board at the end of term meeting in term 1.
The prime focus of the agreement will be that every student at the school is able to attain their highest possible standard in
educational achievement.
A budget for professional expenses and for professional development will be established annually. . Spending within budget is
with the approval of the board. Any overseas trips for professional development must be approved by the board of trustees at
least one term in advance of the event.
Professional development expenses may include but are not confined to continuing education, books and periodicals, mentoring
and attendance at professional conferences.

Delegations
The chair (or personnel committee of the board) will ensure an annual performance review is carried out in accordance with this
policy.

Expectations and limitations
1.   The review process will occur annually, providing a written record of how the principal has performed as per the terms of the
     performance agreement and identifying professional development needs.
2.   The principal’s performance will be formally reviewed on an annual basis by duly delegated members of the board and, optionally
     at the board’s choice, an independent consultant who specialises in education.
3.   Those delegated or contracted to perform the review process shall have written formalised instructions specifying the
     responsibilities of the role.
4.   There will be 2 interim reviews, one each term preceding the annual formal review, between the principal and chair or
     delegate(s) to discuss progress.
5.   The principal will be reviewed on the criteria set out in the performance agreement – performance objectives, professional
     standards, learning and development objectives and fulfilment of additional duties that require concurrence payment.
6.   If the principal and the board disagree on the performance objectives, the board, after considering the principal’s input, will
     amend the disputed objectives or confirm the unchanged objectives. The board’s decision will be final.
7.   The board chair, delegate(s) and consultant may gather information from staff, parents or any other relevant members of the
     larger school community who can provide feedback on how the principal has performed. Evidence may include surveys, self-
     review, teaching observation (if relevant), interviews, focus groups or documentary evidence.
8.  The principal and delegate(s) will meet for a formal interview to discuss whether the performance agreement has been satisfied,
     with the principal given the opportunity to discuss and comment on each criterion before a rating is given. The results will then
     be drafted into a report by the delegate(s) and sent to the principal. The principal can accept the report or dispute the report.
     If the report is disputed, the delegate(s) will consider the principal’s views before deciding to either amend the report in
     accordance with the principal’s views or let the report stand with the principal’s comments attached.
 9. The chair/delegate(s)/consultant will present the final report/summary back to the board with the result of the review. The
     principal may/may not be present at the presentation and/but will have the opportunity to address the board. The principal will
     then exit, and further discussion may continue among the board.
 10. The principal will be informed personally and in writing of the final outcome following the report discussion.
 11. The performance agreement and results of the review are confidential to the principal, the board and their agents unless both
     parties agree to wider distribution.
 Procedures/supporting documentation
 NA
 Monitoring
 Triennial plan
 Legislative compliance

     Reviewed: September 2019                                          Next review: September 2022

Part C: Governance Processes and Procedures – ways in which we ensure
effective governance

C1 Meeting protocols
The board of trustees of Bream Bay College School is committed to effective and efficient meetings and, to this end,
sets out the following guidelines for the conduct of board meetings.

Timing of meetings
1.    Dates and times of meetings will be set in the board workplan starting at 7.00pm and finishing no later than10.30pm.
2.    A resolution for an extension of time may be moved but will not normally exceed 30 minutes.
3.    Any business remaining on the agenda at the conclusion of the meeting is transferred to the following meeting

Agenda and meeting papers
1.  The chair is responsible, in liaison with the principal, for the preparation of an agenda prior to each meeting.
2.  The principal is to ensure that secretarial services are provided to the board.
3.  Agenda items are to be notified to the chair 7 days prior to the meeting.
4.  The agenda and board papers will be circulated to board members at least 3 days prior to the meeting.
5.  The board should have access to all correspondence. Correspondence that requires the board to take some action should be
    photocopied/scanned and distributed prior to the meeting. Other correspondence can be listed and tabled so that trustees can
    read it if required.
6. The agenda for the part of each meeting that is open to the public will be posted on the board’s section of the school website
    at least 48 hours prior to the meeting and copies made available at the meeting place for any members of the public.
7. Late items will only be accepted with the approval of the board and in rare circumstances where a decision is urgent.
8. The order of the agenda may be varied by resolution at the meeting.
9. All items in the agenda are to carry a recommended course of action and where appropriate be supplemented by supporting
    material in the meeting documentation.
10. The agenda is to be collated with the items placed in order and marked with an agenda item number.
11. Papers requiring reading and consideration will not normally be accepted if tabled at the meeting.

Public participation
1.    The board meeting is a meeting open to the public rather than a public meeting.
2.    Only trustees have automatic speaking rights.
3.    Public participation is at the discretion of the board.
4.    Public attending the meeting, including staff members not elected as the staff representative, are given a notice about their
      rights regarding attendance at the meeting – see C1.1 Public attending board meetings.
Exclusion of the public
1.   The meeting may, by resolution, exclude the public (going into committee) and news media from the whole or part of the
     proceedings in accordance with the Local Government Official Information and Meetings Act 1987. The wording to be used in
     the motion to exclude the public is found in Schedule 2A of the Act. The board must make the reasons for excluding the public
     clear. Excluding the public is most often used to ensure privacy of individuals or financially sensitive issues.*
2.   Persons may be asked to remain after the public has been excluded because they possess knowledge that will be of assistance
     in relation to the matter to be discussed. The board must pass a resolution that they may remain.

Conduct of meetings
1.   A quorum of more than half the members currently holding office is required.*
2.   Trustees will declare any conflict of interest at the beginning of the meeting.
3.   Any trustees with a conflict or pecuniary interest in any issue shall not take part in any debate on such issues and may be asked
     to leave the meeting for the duration of the debate.* A pecuniary interest arises when a trustee may be financially advantaged
     or disadvantaged as a result of decisions made by the board (contracts, pay and conditions). A conflict of interest is when an
     individual trustee could have or could be thought to have a personal stake in matters to be considered by the board.
4.   The chair shall be appointed by election at the first meeting of the year except in the triennial election year where it will be at
     the first meeting of the newly elected board.*
5.   The elected chair (or, in their absence, a non-school-based trustee) presides at meetings.
6.   Only apologies received from those who cannot be present must be recorded. Trustees who miss three consecutive meetings
     without the prior leave of the board cease to be members. An apology does not meet the requirement of prior leave. To obtain
     prior leave, a trustee must request leave from the board at a board meeting, and the board must make a decision whether or
     not to grant it.*
7.   Points of order are questions directed to the chair that require an answer or a ruling. They are not open to debate and usually
     relate to the rules for the running of a meeting.
8.   The board’s normal meeting procedures may be suspended by resolution of the meeting.

Decision-making process
1.   All decisions are to be taken by open voting by all trustee’s present.
2.   In the event of tied voting on a resolution, the chair may exercise a casting vote in addition to their deliberative vote.*
3.   A motion is a formal proposal for consideration. All motions and amendments moved in debate must be seconded unless moved
     by the chair and are then open for discussion.
4.   Motions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting.
5.   No further amendments may be accepted until the first one is disposed of.
6.   The mover of a motion has right of reply.
7.   A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment.
8.   When a matter cannot be resolved or when further information is necessary before a decision can be made, the matter can be
     left unresolved for future discussion.
Minutes
1.   Board meeting minutes will be taken by a contracted, paid minute secretary who is not a member of the board.
2.   The minutes are to clearly show resolutions and action points and who is to complete the action.
3.   Minutes are sent to the chair for checking within 3 working days and distributed electronically to the board within 7 working
     days. Requests for corrections or amendments should be submitted by email to the chair as soon as possible to ensure accurate
     minutes can be confirmed at the next meeting.
4.   Minutes to be tabled for approval should be included in documentation made available to all board members prior to the meeting.

Special meetings*
1.   A special meeting may be called by delivery of notice to the chair signed by at least one-third of trustees currently holding office.
2.   Meetings can be held via audio, audio and visual or electronic communication providing:
         a. all trustees who wish to participate in the meeting have access to the technology needed to participate, and
         b. a quorum of members can simultaneously communicate with each other throughout the meeting.

* Legislative requirement
C1.1 Public attending board meetings
The board of trustees welcomes public presence at board meetings and hopes that members of the public enjoy their time observing
board meetings. Members of the public include staff, students and parents of the school who are not trustees on the board.
These procedures will be provided to members of the public attending meetings so that they understand the rules that apply and will
be followed unless otherwise authorised by the board:
1.    Board meetings are not public meetings but meetings held in public.
2.    If the meeting moves to exclude the public (usually to protect the privacy of individuals), members of the public will be asked to
      leave the meeting until this aspect of business has been concluded.
3.    Members of the public may request speaking rights on a particular subject that is on the agenda. Preferably, this request has
      been made in advance. Public participation is at the discretion of the board.
4.    Speakers shall be restricted to a maximum of 3 minutes each per subject, with a time limit of 15 minutes per interest group.
5.    No more than 2 speakers on any one topic.
6.    Speakers are not to question the board and must speak to the topic.
7.    Board members will not address questions or statements to speakers.
8.    Speakers shall not be disrespectful or offensive or make malicious statements or claims.
9.    If the chair believes that any of these have occurred or the speaker has gone over time, they will be asked to finish.

     Reviewed: September 2020                                            Next review: April 2023
C1.2 Meeting Agenda:
A typical agenda is as follows:

                                     BREAM BAY COLLEGE BOARD OF TRUSTEES
                                                   AGENDA
                                              MEETING xxx, 20xx

                                                                                                Timeframe

Karakia                                                                                         7.00pm

Apologies

Confirmation of Agenda Items                                                                        7.05pm

1) Decisions

2) BOT Work plan / Policies items:

                      Item   1                                                                      7.05pm
                      Item   2                                                                       xx pm
                      Item   3                                                                       xx pm
                      Item   4                                                                       xx pm

3) Principal’s Report - taken as read                                                               8.30pm
                       Motions
                       Possible discussion areas
                       Any questions

4) Financial Report   8.40pm
                      Month End Approvals
                      Motions
                      Balance Sheet – possible discussion
                      Supporting Detail and Evidence – possible discussion
                      Financial Detailed Information - if required

5) Correspondence: 8.50pm
                   Inwards
                   Outwards

6) Minutes:                                                                                         9.00pm
                      Board Meeting Minutes to be approved
                      Matters Arising:

7) Triennial Workplan: Update / Agenda setting / Evaluation                                     9.00 9-10pm

8) General Business

    Review schedule: September 2020                                   Next review: April 2023
In–committee Meeting Agenda:

A typical agenda is as follows:

                                   BREAM BAY COLLEGE BOARD OF TRUSTEES
                                           In-committee AGENDA
                                            MEETING xxx, 20xx

                                                                                                            Timeframe

Confirmation of Agenda Items                                                                                     9.15pm

1) BOT Work plan / Policies items                                                                                 xx pm

2) Principal’s Report - taken as read                                                                            9.17pm
                   Things to do
                   Attachments
                   Requests for leave > 5 days
                   Staff absences > 5 days
                   Number of stand-downs / suspensions
                   Police Vetting details
                   International Students
                   Appointments
                   Resignations
                   Maternity Leave
                   Staffing
                   Vacancies

3) Financial Report                                                                                               xx pm

4) Correspondence:                                                                                                xx pm
                 Inwards
                 Outwards

5) Minutes:                                                                                                       xx pm
                      Board Meeting Minutes to be approved
                      Matters Arising:

In Committee

“The Board RESOLVED that in terms of Section 47 of the Local Government Official Information and Meetings Act 1987 the public
be excluded from the remainder of the meeting because it wished to discuss matters relating to the Minutes of a Disciplinary
Committee meeting and personal staff matters for the reason that discussion of these matter in public would infringe the privacy of
a natural persons under Section 9(s)(a) of the Official Information Act 1982.”

    Review schedule: September 2020                                   Next review: April 2023
C1.3 Meeting checklist

C1.4 Evaluation of Meeting:
This will be completed as prescribed in the Triennial plan.

Meeting held on: (date) Chaired by (name)

     1   How well did we accomplish the results we expected from this meeting based on the set agenda?
                 Not at all                                  Very well

                  1       2      3      4      5

         Comment:

     2   How satisfied are you with how the team worked as a group?
                 Not at all                                 Very well

                  1       2      3      4      5

         Comment:

     3    How satisfied are you with your participation and contribution as an individual?
                 Not at all                                    Very well

                  1       2      3      4      5

         Comment:

     4    Is there anything that you believe would improve our meeting process?

Name: (Optional)…………………………………………………………………………………………….

     Review schedule: September 2020                                   Next review: April 2023

C2. Committee Principles
The board may set up committees/working parties to assist the board carry out its responsibilities and due process (e.g., staff
appointments, finance, property, disciplinary).

Education Act 1989, section 66
Section 66 gives the board the authority to delegate any of its powers to a special committee, except the power to borrow money.
Refer to Section 66 for further information.

Board committees:

1.   Are to be used sparingly to preserve the board functioning as a whole when other methods have been deemed inadequate.
2.   Can consist of non-trustees. Committees must have a minimum number of 2 persons, at least one of whom must be a trustee.
3.   May not speak or act for the board except when formally given such authority for specific and time-limited purposes. Such
     authority will be carefully stated in order not to conflict with authority delegated to the principal or the chair.
4.   Help the board (not the staff) do its work.
5.   Other than the board discipline committee must act through the board and therefore can only recommend courses of action to
     the board and have no authority to act without the delegated authority of the board.
6.   Assist the board chiefly by preparing policy alternatives and implications for board deliberation. Board committees are not to be
     created by the board to advise staff.
7.   Are to have terms of reference drawn up as required. It is suggested that these contain information about the following:
        • purpose
        • committee members
        • delegated authority

The following committees are currently established:
                 Review Sub Committee if needed
                 Finance Sub Committee
                 Discipline Sub Committee
                 Property Sub Committee
                 CoL Sub Committee

     Review schedule: September 2020                                    Next review: June 2023

C2.1 Review Committee: Terms of Reference

Purpose
To monitor, on the board’s behalf, compliance with board policies and external legislation. This includes:

1.   Supporting the board to review the effectiveness of the board’s governance processes.
2.   Reviewing the effectiveness of systems for the assessment and management of areas of risk.
3.   Verifying that mechanisms are in place to ensure compliance with statutory requirements, financial and other.
4.   Commissioning reviews of specific controls and procedures (financial or non-financial) where so requested by the board.
5.   Reporting any problems or reservations arising from the external auditors/reviewer’s work and any other matters that the
     external auditors/reviewers note to the attention of the board.
6.   Ensuring implementation of the triennial review programme.

Committee members
At least one trustee who should not be either the board chair or principal.

Meets
As required. The chair of this committee will report to the board as appropriate on the areas covered by the terms of reference and
the triennial review programme.

Delegated authority
The review committee is formally constituted as a committee of the board within these approved terms of reference and the delegated
authority re the delegations list.

The committee shall be appointed by the board. The board may co-opt additional trustees to the committee as and when required.

Members of the management team shall attend meetings when requested. A representative of the external auditors may be
requested to attend meetings when appropriate.

The committee is authorised by the board to investigate any activity within its terms of reference. It is authorised to seek any
information it requires from any trustee or employee and all trustees and employees are requested to co-operate with any request
made by the committee. The principal will be informed in advance of any such requests.
The committee may recommend that external and independent advice is sought. If the advice is likely to incur costs prior approval
must be sought from the board.

[Note: NZSTA provides free and confidential advisory services via its helpdesk, human resource and industrial advisors free to
trustees and boards.]

No individual member of the review committee can act without the directive of the committee as a whole.

     Review schedule: September 2020                                  Next review: June 2023

C2.2 Student Behaviour Management Committee: Terms of Reference

Purpose
To ensure that all processes relating to the suspension of students adhere to the requirements of the Education Act 1989, Education
Rules 1999 and Ministry of Education guidelines.

Committee members
All members of the board excluding the principal and the student trustee. The chair of the committee is the board chair or, in the
chair’s absence, will be determined by the committee. The quorum for the committee shall be two trustees.

Delegated authority
Under Schedule 6 section 17 of the Education Act 1989, certain powers of the board shall be delegated to the student disciplinary
committee of the board of trustees. The committee will:
1.   act in fairness, without bias or prejudice and with confidentiality
2.   act within legislation and the Ministry of Education guidelines
3.   act only on written and agreed information, not verbal hearsay
4.   use processes of natural justice in discipline hearing procedures
5.   make recommendations on discipline matters to the board as necessary, or
6.   decide the outcome of any student disciplinary meeting.
The board will be kept informed by the principal of the number of stand-downs, suspensions, exclusions and expulsions at each
board meeting.

     Review schedule: September 2020                                  Next review: June 2023

C2.3 Finance Committee: Terms of Reference
Purpose
The finance committee is formed to provide guidance to the principal in the financial management of the school.

Scoping
The board of trustees has overall responsibility for the financial management of the school but delegates the day-to-day management
of the school’s finances and budget to the principal.
As a committee of the board, the finance committee is responsible for providing guidance to the principal on financial matters.

Delegated authority
The finance committee is responsible to the board for:
1.   recommending, in association with the principal, an annual operating and capital budget, including professional development
     budget allocation for the principal and the staff
2.   determining the level of budgetary discretion available to the principal
3.   monitoring and reporting on the annual budget via the principal
4.    reviewing on behalf of the board accounts passed for payment by the school
5.    advising on additional funding sources
6.    assisting the principal to prepare a financial results report, where appropriate, which is to be provided to the board by the
      principal at every board meeting
7.    recommending changes to financial policy
8.    overseeing the preparation of the annual accounts for board approval
9.    assisting the principal in reporting financial performance to parents and the community
10.   providing input into the school’s strategic plan
11.   preparing special reports for consideration by the board
12.   annually reviewing the school’s risk management needs and insurance cover
13.   assessing and making recommendations to the board on requests for spending on individual items outside of budget.

Finance committee annual calendar
 Date                 Action required
 Each meeting         Budget to be monitored
                      Payments to be approved
                      Accounts and authorities approved
 April                Budget approved
                      Accounts approved to be sent to the auditor
                      Capital budget approved
 June                 Ensure any issues raised by the auditor have been addressed

 September            Annual review of risk management needs and insurances

 October              Following year budget cycle begins
                      Finance officer creates roll over budget
                      HOD’s submit requests
                      Principal / Finance officer - meeting
 November             Finance subcommittee meeting to approve a draft budget for submission to BOT

 December             Draft budget submitted to BOT

      Review schedule: September 2020                                  Next review: June 2023

C2.4 Property Committee Terms of Reference:

      1. Responsibility of the Board:
                   The board of trustees has overall responsibility for the property management of the school but delegates the day-
                   to-day management of the school’s property and maintenance to the principal.

                   The property committee as a committee of the board is responsible for providing guidance to the principal on
                   property matters.

      2. Purpose of the Property Committee:
                   The property committee was formed to provide guidance to the principal in the management of the school’s
                   property.

      3. Delegated Authority:
           The property committee is responsible to the board for:

      1.   Completing one school wide property inspection per year of existing property.
      2.   Representing the board to ensure consultation on design of roll growth property
      3.   Recommending the 5YA plan for Board approval
      4.   Monitoring and reporting on property via the principal.
      5.   Recommending changes to property management.
      6.   Providing input into the school’s property strategic plan.
      7.   Preparing special property reports for consideration by the board.
      8.   Quarterly reviewing the school’s H&S risk through the principal
      9.   Assessing and making recommendations to the board on requests for new capital works.
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