The following are
details relating to the structure of Al Ain English Speaking
School’s Executive Committee and Board of Trustees Constitution.
Terms of Reference
"The Board of Trustees
shall have the general control and management of the
administration of the School".
The Trustees have the
practical responsibility for the governance of the organisation
of the school. This responsibility is exercised through the
Executive Committee’s approval.
Composition of the Board
The
maximum number of members of the Board is 10:
All Board
members will be nominated by the Executive Committee.
Trustees
may serve for a period of 3 years. Board members including the
Chair may serve for a maximum of two consecutive periods of
office, but may not subsequently serve a further term without a
break of 12 months.
Conduct of Business
The Board meets once every four weeks, and normally start at
19.30 ending as required.
Three of the Board meetings, during the year, should be held
during the day to offer trustees the opportunity to meet staff
and to give staff the opportunity to meet Trustees.
Once a year trustees attend a training meeting comprising an
awareness raising and development day, followed by a Board
meeting the following day at a suitable location in the
vicinity.
Board papers are regarded as confidential unless specifically
stated not to be so as are minutes before they have been
approved by the Board. Where appropriate we make arrangements
for appropriate external circulation and for consultation
opportunities.
The Board considers annually a proposal on operational
priorities and draft budgets for the coming year. The Board
also receives reports on major areas of school activity, on
major new initiatives and on policy proposals.
Secretary
The school secretary shall
act as the Secretary of the Board.
Quorum
The quorum necessary for the
transaction of business shall be 6. A duly convened meeting of
the Board at which a quorum is present shall be competent to
exercise all or any of the authorities, powers and discretions
vested or exercisable by the Board.
Frequency of Meetings
The Board shall meet monthly
and at such other times as the Chairman of the Board shall
require.
Notice of Meetings
Meetings of the Board shall
be convened by the Secretary of the Board at the request of the
Chairman of the Board.
Unless otherwise agreed, Notice of each meeting confirming the
venue, time and date together with an agenda of items to be
discussed and papers, shall be forwarded to each member of the
Board 4 working days prior to the date of the meeting.
Minutes of Meetings
The Secretary shall minute
the proceedings and resolutions of all Board meetings, including
the names of those present and in attendance.
Minutes of Board meetings shall be circulated promptly to all
members of the Board.
Annual General Meeting
The Chairman of the Board
shall attend the school Annual General Meeting prepared to
respond to any of the school community’s questions on the
Board’s activities.
Committees of the Board of Trustees
The Board
and Owner have the power to establish Committees and Advisory
Groups and set their terms of reference.
Legal
Issues
The owners
are responsible for all legal issues generated and derived from
any and all actions of the school, the Board its members or
delegates.
The Executive Committee
Membership
The Executive Committee (EC)
shall be appointed by the Owner constituting of 4 or 5 members.
If a regular member is unable to act due to absence, illness or
other cause, he/she may, with the agreement of the EC Chairman,
appoint another member of the BOT or management of the school to
serve as an executive member.
Unless otherwise agreed all or part of the
meetings of the EC shall be attended (but not as members) by
such persons as the Owner or members of the EC may from time to
time determine.
Secretary
The school secretary shall
act as the Secretary of the Committee.
Quorum
The quorum necessary for the
transaction of business shall be 3. A duly convened meeting of
the EC at which a quorum is present shall be competent to
exercise all or any of the authorities, powers and discretions
vested or exercisable by the EC.
Frequency of Meetings
The EC shall meet monthly and
at such other times as the Chairman of the EC shall require.
Notice of Meetings
Meetings of the EC shall be
convened by the Secretary of the EC at the request of the
Chairman of the EC.
Unless otherwise agreed, Notice of each meeting confirming the
venue, time and date together with an agenda of items to be
discussed and papers, shall be forwarded to each member of the
Committee 4 working days prior to the date of the meeting.
Minutes of Meetings
The Secretary shall minute
the proceedings and resolutions of all EC meetings, including
the names of those present and in attendance.
Minutes of EC meetings shall be circulated promptly to all
members of the EC and to the BOT.
Annual General Meeting
The Chairman of the EC shall
attend the school Annual General Meeting prepared to respond to
any of the school community’s questions on the EC’s activities.
Duties
The Executive Committee
shall:
Observe and consider matters
reserved for the BOT; and
The Owner reserves the overall responsibility for establishing
the business objectives and targets of the School and for the
strategic direction and control of the School’s business
activities.
Between meetings of the EC, the BOT is authorised, subject to
the powers delegated to it and subject to reporting its
significant decisions to the next available meeting of the EC,
to take on behalf of the EC whatever management action it
considers to be necessary to safeguard the interests of the
School.
Within the authorities delegated to it by the Owner, the key
tasks of the EC are to:
-
oversee the financial,
operational and safety performance of the School;
-
guide the School in its
relations with the community and other key stakeholders,
including staff, regulators, politicians, environmental
interests and the media;
-
develop group strategy;
-
implement strategy;
-
receive and consider
regular reports from departments within the School so as to
monitor and drive through improvements in financial
performance;
-
ensure coordination
between sections and departments;
-
keep under review the
adequacy of reporting arrangements and the effectiveness of
internal control and risk management;
-
approve expenditure and
other financial commitments as specified in the Delegations
of Authority;
-
where expenditure and
other financial commitments are above the authorities
delegated to the EC, make recommendations to the Owner
seeking the necessary approvals;
-
oversee appointments,
succession planning and senior staff development;
-
agree senior staff
salaries, bonuses and packages
Authority
Subject to any restriction
imposed by law, the EC is authorised to seek any information it
requires from any employee of the School in order to perform its
duties.
The EC is authorised to call any member of staff to be present
at a meeting of the EC as and when required.
The EC is authorised to obtain, at the School’s expense and
after consultation with the Principal, outside legal or other
professional advice on any matters within its terms of
reference.
The EC is authorised to delegate any of its powers to a
sub-committee or an individual member of management if it
considers this appropriate.
The EC is authorised to
veto or change any action, statement or decision made by the BOT.
Legal
Issues
The owners
are responsible for all legal issues generated and derived from
any and all actions of the school, the Executive Committee its
members or delegates.
