Fraser-Cascade school district is considering a new draft policy that would allow trustees to make certain decisions without calling a special meeting.
The policy aims to ensure business is conducted in an efficient and timely manner.
Poll votes would only be used to deal with a time sensitive emergent issue, where delay would negatively impact the board’s interests, or to deal with matters that do not justify a special meeting. Poll votes are usually conducted by telephone, fax or email by the secretary-treasurer or delegate.
“This is our policy developed for us,” said trustee Rose Tustian.
She suggested that poll votes be conducted by conference call, which has become past practice for trustees dealing with urgent matters, and notice be given similar to special meetings. The district’s bylaw states that written notice of a special meeting and an agenda should be given to each trustee at least 24 hours in advance of the meeting.
A poll vote would be called at the direction of the board chair, in consultation with staff and committee chair, when required. Passage of a poll vote requires a majority vote of the board of education.
The draft policy, which the board approved at their meeting Dec. 9, notes that it is the responsibility of trustees to check their messages regularly and the secretary-treasurer would report the result and rationale of any poll vote at the next regular/in-camera meeting of the board.