GP16 Meeting Procedure

Purpose of the Meeting Procedure Policy

The purpose of this policy is to outline clear guidelines around Board meeting procedures to ensure that the school community are encouraged to take an active interest in the school and its performance.


Members of the school community are encouraged to take an active interest in the school and its performance and are welcome to attend all Board meetings within the Public Attending Board Meetings Procedure (refer to Policy 15.1).

(an * denotes legislative requirement)

Board Meeting Procedures


  • Meetings are held as per the triennial review schedule with dates confirmed each December for the following year.
  • Board minutes will be taken by a non Trustee paid on a commercial basis on contract.
  • The quorum shall be more than half the members of the Board currently holding office.*
  • 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.*
  • The Chair shall be elected at the first meeting of the year except in the general election year where it will be at the first meeting of the newly elected Board.*
  • The Chair may exercise a casting vote in the case of equality of votes, in addition to his/her deliberative vote.*
  • 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. E.g. Contracts, pay and conditions etc. 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.
  • Only Trustees have automatic speaking rights.
  • The Board delegates [and minutes] powers under Sections 15 and 17 of Education Act to the Disciplinary Committee.
  • The Board delegates [and minutes] authority to the deputy Principal in the times of absence of the Principal.
  • The amount the Chair and other Board members are paid for attendance at Board meetings is set by the Board. Currently the Chair receives $75.00 per Board meeting and Board members receive $55.00 per Board meeting. There is no payment for committee or working party meetings.
  • Attendance fees are non-taxable within the agreed non-taxable amounts of $605 annually for Trustees and $825 for the Chair.

Time of meetings:

  • Regular meetings commence at 7.00pm and conclude by 8.30pm.
  • A resolution for an extension of time may be moved but will not normally exceed 30 minutes.
  • Any business remaining on the agenda at the conclusion of the meeting is transferred to the following meeting.

Special meetings:

  • A special meeting may be called by delivery of notice to the Chair signed by at least one third of Trustees currently holding office.

Exclusion of the public:

  • 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 unless specifically asked to stay. The wording to be used in the motion to exclude the public is found in Schedule 2A of that Act. Excluding the public is most often used to ensure privacy of individuals or financially sensitive issues.*

Public participation:

  • The Board meeting is a meeting held in public rather than a public meeting.
  • Public participation is at the discretion of the Board.
  • Public attending the meeting are given a notice about their rights regarding attendance at the meeting. Public Attending Board Meetings Procedure (See Policy 15.1).


  • 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.
  • Motions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting.
  • No further amendments may be accepted until the first one is disposed of.
  • The mover of a motion has right of reply.
  • A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment.

Tabling documents:

  1. When written information is used in support of a discussion, it should be tabled so that it can be examined by those present. It then forms part of the official record.


  1. 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.

Termination of debate:

  • All decisions are to be taken by open voting by all Trustees present.

Lying on the table:

  1. 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.

Points of order:

  1. Points of order are questions directed to the Chair which require an answer or a ruling. They are not open to debate and usually relate to the rules for the running of a meeting.

Suspension of meeting procedures:

  • The Board’s normal meeting procedures may be suspended by resolution of the meeting.


  • Agenda items are to be notified to the Chair 5 days prior to the meeting.
  • Late items will only be accepted with the approval of the Board and in rare circumstances where a decision is urgent.
  • The order of the agenda may be varied by resolution at the meeting.
  • All matters requiring a decision of the Board are to be agended as separate meeting items.
  • All items in the agenda are to carry a recommended course of action and where appropriate be supplemented by supporting material in the agended documentation.
  • The agenda is to be collated with the agenda items placed in the agenda order and marked with the agenda number.
  • Papers requiring reading and consideration will not normally be accepted if tabled at the meeting.
  • Papers and reports are to be sent to the Board 4 days before the meeting.


  • The Principal is to ensure that secretarial services are provided to the Board.
  • The minutes are to clearly show resolutions and action points and who is to complete the action.
  • A draft set of minutes is to be completed and sent to the Chair for approval within 2 working days of the Board meeting before being distributed to Trustees within 4 working days of the meeting.

16.1 Public Attending Board Meetings Procedure

The Board of Trustees welcomes public presence at Board meetings and hopes that members of the public enjoy their time observing Board meetings.

In order that members of the public understand the rules that apply to attending Board meetings these procedures will be provided and followed unless otherwise authorised by the Board.

  • Board meetings are not public meetings but meetings held in public.
  • If the meeting moves to exclude the public (usually this is to protect the privacy of individuals) then you will be asked to leave the meeting until this aspect of business has been concluded.
  • 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.
  • Speakers shall be restricted to a maximum of 3 minutes each per subject, with a time limit of fifteen minutes per interest group.
  • No more than 2 speakers on any one topic.
  • Speakers are not to question the Board and must speak to the topic.
  • Board members will not address questions or statements to speakers.
  • Speakers shall not be disrespectful, offensive, or make malicious statements or claims.
  • If the Chair believes that any of these have occurred or the speaker has gone over time they will be asked to finish.

Please note: Members of the public include staff, students and parents of the school who are not Trustees on the Board.

16.2 Meeting Agenda

A typical agenda may be as follows.

Agenda Item Lead
1.       Karakia/Mihi WP
2.       Apologies 

2.1 Hours log for month of APRIL



3.       Interests Register

3.1  Specific declarations of interest



4.       Minutes

4.1  Confirmation of Minutes: 

Resolution 1.6.17That the minutes for the meeting held Monday APRIL 3 2017 

           are a true and correct record of the business conducted at that meeting

4.2   Matters arising from Minutes

4.3   Action points from previous meeting

5.       Triennial Plan Review

5.1  Actions from Triennial plan 2017-2019

6.       Discussion on Progress in Relation to Annual Plan:

6.1 Principal’s report

6.2 Financial report



7.       Decisions


Resolution 2.6.17:  Approval of Policy and Procedures framework Orakei School



8.        Strategic Discussion:

        8.1  Way of taking minutes – Matt R

        8.2   Revised karakia – M.A.C

8.3   M.A.C  TOR  – M.A.C.



9.        General Business: 

9.1   Meeting evaluation to be completed.




10.    Close

10.1 Date for next meeting:  June 12th




16.3 Evaluation of meeting on [date] chaired by [name]

  • 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


  • How satisfied are you with how the team worked as a group?

Not at all                                                          Very well

                        1         2        3        4         5


  • How satisfied are you with your participation and contribution as an individual?

Not at all                                                          Very well

                        1         2        3        4         5


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

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

Relevant Legislation

Including but not limited to;

  • Education Act 1989
  • Local Government Official Information and Meetings Act 1987.


Document Management and Control

Policy / Document Owner: Orakei School Board of Trustees
Governance Policy Number: CP16/ CP16.1/ CP16.2/ CP16.3
Prepared or Reviewed By: W Pihema
Authorised By: The Board of Trustees
Date Policy Approved and Resolution No.: June 12 2017 / 2.6.17
Date Last Reviewed:
Review Frequency: Triennial
Date of Next Review: June 2020


Document History
Review Date: Review Outcome: