governors election - The British School Manila

21. Message from the Board ChairAn effective school system depends to a considerable degree on an effective schoolboard. To this end, the Governors of BSM welcome the support and involvement of theschool community.The vision of the school is to deliver the highest standard of education in the Philippines,for British children, and for English-speaking children of other nationalities.The important role of parents in the school’s governance is referred to in the schoolmission statement: “Our students will be provided with an environment where close andeffective partnerships between teachers, support staff, parents and the governing bodyensure that every child admitted will benefit from the curriculum on offer.”The Board of Governors of BSM is composed of both appointive and non-appointivemembers. Currently, there are 4 non-appointive portfolios being those for Parent,Alumni, Marketing and Image, and PTA.The Board usually meets 10 times a year. Board papers are issued to Governors a fewdays before each meeting, to keep the actual meetings shorter and more productive.As Board Chair, I invite parents to consider participation in elections as a candidatewhenever a non-appointive Board vacancy occurs.All elected candidates receive a warm welcome to the Board, and their commitment tothe school is greatly appreciated.Simon Bewlay

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52.5 VacancyThe School Board believes that a Marketing and Image Governor will serve for thefull term of office. However, vacancies in the Marketing and Image and othernon-appointed portfolios may be created in any of the following instances:a) ResignationThe School Board fully understands that resignation may be prompted byrelocation, health, incapacity and other compelling reasons.In such cases, resignation will be effected through the filing of a letter ofresignation addressed to the Board Chair who will then inform the SchoolBoard. A vacancy will be declared upon the School Board’s acceptance ofthe Marketing and Image Governor’s resignation.b) RemovalAny Governor, whether appointed or elected, can be removed by theCouncil of Trustees. This is premised upon the ultimate authority of theCouncil of Trustees under the School’s By-laws to revoke any delegatedauthority previously given to the School Board.Any non-appointed Governor can be removed by a majority vote of theSchool Board present at any regular or special meeting called for thatpurpose, for conduct prejudicial to the best interests of the School;provided however that prior to the vote, he or she will be entitled to noticeand hearing before the School Board.c) Other reasonsA vacancy may likewise be created for other reasons beyond the control ofthe School Board.Should a vacancy occur on the School Board among the non-appointedGovernors, then it shall be filled by a majority vote of the School Board, untilsuch time as a re-election can be arranged and the successor has assumed office.

63. Election for Marketing and Image Governor3.1 Election guidelinesThe following election-related guidelines address some of the possible questionsthat the School community may have.a) Declaration of Candidacy form (Annex 1)The form is available in the School’s website or Reception area. Annex 1 inthis manual may also be used for this purpose.In the accomplishment and submission of this form, a candidate must:tick the particular Board portfolio for which he or she is interested.complete and sign the form.submit it in a sealed envelope to the Executive Personal Assistant andOffice Manager, Ira Calayan, who will forward the completed candidacyform to the Board Chair.b) Candidate informationThe candidates may each use a half-page of the 8 th February edition of theLion’s Roar to introduce themselves, perhaps mention why they areinterested in running for a particular portfolio, and any other informationthey feel may be of relevance and interest to parents.No flyers, signs or other candidate information materials will be posted ordistributed by the School or candidates within or outside the Schoolcampus.The School may however make appropriate election-relatedannouncements.c) Order of listing of candidates in the ballotsThe names of qualified candidates will be listed in the ballots in the orderof filing of the declaration of candidacy. The specific time of submissionwill be taken into account if forms are submitted on the same day.d) Ballots distribution: undelivered, replacements or additionalballotsImmediately after the initial 5-day delivery period of ballots by a courier,parents must contact Roselle Binua, Personnel and Legal Officer, attelephone no. 860-4800 local 1151, to request for pre-numbered ballots ifthey remain undelivered. Additional ballots or replacement ballots forthose lost may also be requested. Lost ballots will be cancelled.

7e) Votes countingThis will be done at the School’s board room by the Election team.Administrative procedures have been set to ensure an orderly andaccurate counting and appreciation of votes.Attendance at the Board room during the votes counting will be limited tothe Election team, and School’s Personnel and Legal Manager who will coordinatewith and assist all those involved in the entire Governorselections process.Members of the Board and Head of School can witness the votes countingif they so desire.f) Elected candidatesThe candidate for a particular elective portfolio who receives the highestnumber of votes will be declared elected.If only one qualified candidate filed the Declaration of candidacy form(Annex 1), he or she will be considered elected for that particular portfoliowithout the necessity of proceeding further with the elections.g) No further election proceedingsIn the event that no candidate has filed the Declaration of candidacy form(Annex 1), an appointment, as mentioned in section 2.5, will be made by amajority vote of the School Board, until such time as a re-election can bearranged and the successor has assumed office.h) Election teamThis is composed of volunteers from the school support staff who will takecharge of administrative tasks related to the election process. During thevotes counting, this Election team will be under the supervision andcontrol of the School’s legal counsel.i) Electoral panelThe Board Chair may constitute this panel that will be composed of three(3) Governors, whether past or present, and who are not candidates forthe present elections.This panel may be consulted by the Board Chair on election-relatedmatters not governed by this manual.The Board Chair may also request the panel to assess the candidates’qualifications and qualities, and to make appropriate recommendations tothe Board Chair.

83.2 Election calendar and proceduresThe election process starts on Friday, 18 January 2013 and is completed uponissuance of certification on the official results of the elections. Barring unforeseencircumstances, the School will endeavour to meet the election calendar below.a) Invitation until announcement of candidatesFriday, 18 January 2013Newsletter announcement from the Head of School regarding theMarketing and Image Governor elections.Invitation from the Board Chair to interested and qualified candidates.Availability date of the Marketing and Image Governor election manuals atthe School’s website or Reception desk.9 p.m., Friday, 1 February 2013Cut-off time and day for submission of expressions of interest (Declarationof candidacy form: Annex 1)Tuesday, 5 February 2013Board Chair’s written acknowledgment to the candidates for theirexpressions of interest.Friday, 8 February 2013Newsletter announcement from the Head of School to the Schoolcommunity regarding the list of qualified candidates.b) Candidate informationFriday, 8 February 2013One-half page information from the candidates to be released in the Lion’sRoar.c) Ballots distributionfrom Saturday, 9 February 2013to Thursday, 14 February 2013Regular delivery dates of ballots and return envelopes by courier.from Friday, 15 February 2013to 10:00 a.m., Tuesday, 19 February 2013Parents’ requests for undelivered, replacements or additional ballots.

9d) Casting of votesfrom Saturday, 9 February 2013to 12 noon, Thursday, 21 February 2013Completed ballots in sealed envelopes are to be dropped in the ballot boxin the designated areas.e) Counting of votesfrom 12:01 p.m., Thursday, 21 February 2013to counting of the last vote castBell rings to end receipt of ballots and to transport the ballot box to theBoard room.Actual counting of votes.Preparation of certificates of votes counted.Preparation of the certifications on the official results of the Governorselections.f) Announcement of the elected GovernorsThursday, 21 February 2013Board Chair’s phone call, text or verbal message to the Head of School.Board Chair’s phone call to the candidates.Board Chair’s announcement to the School Board and Council of Trustees.Friday, 22 February 2013Board Chair’s newsletter announcement to the British School community.3.3 Briefing and welcomeFriday, 22 February 2013Briefing for elected Governors given by the Board Chair.February 2013 Board meeting: welcome for the elected Governors to TheBritish School Manila Board of Governors.

104. Annexes(please refer to the succeeding pages)

114.1 Annex 1The British School ManilaDeclaration of Candidacyfor(please tick)□□□Parent GovernorAlumni GovernorMarketing and Image GovernorDate of filing: ___________________________Name of candidate : ____________________________________________Delivery address: _________________________________________________________________________________I certify to the following:□ I am the parent of __________________________________________;□ I have been a parent at The British School Manila for at least twelve months atthe time of filing this declaration of candidacy, my child/ren having been enrolledat the School since school year _______________;□ I am not currently a Board member of another educational organisation similar tothe School;□ I am willing to commit my time to discharge the powers and functions of theabove portfolio; and□ I possess qualities appropriate for the above portfolio, such as the following:(please use separate sheets if necessary)________________________________________________________________________________________________________________________________________________________________________________________________□ Attached is my CV.SignaturePrinted name: ______________________________________________: ______________________________________________

124.2 Annex 2Sample ballot• With pre-assigned & control numbers, & authenticationBALLOT NO. 1213- (control no. here)/authentication-initial by Pers. & legal sectionTHE BRITISH SCHOOL MANILAOperated by British Education, Inc.GOVERNORS ELECTIONThursday, 21 February 2013School Year 2012-2013Candidates for Marketing and Image Governor: (Pls. tick the appropriate box)□□□MRS. / MR. ______________________________________MR. / MRS. ______________________________________MRS. / MR. ______________________________________Candidates for Parent Governor: (Pls. tick the appropriate box)□□□MRS. / MR. ______________________________________MR. / MRS. ______________________________________MRS. / MR. ______________________________________Candidates for Alumni Governor: (Pls. tick the appropriate box)Note:□□□MRS. / MR. ______________________________________MR. / MRS. ______________________________________MRS. / MR. ______________________________________1. Casting of votes (re: submission of ballots) ends at exactly 12 noon on Thursday, 21 February 2013,after which the counting of votes will begin.2. In case of alteration in the tick mark/s, please initial both the original and new tick marks to avoidconfusion.

134.3 Annex 3Return envelopeTHE BRITISH SCHOOL MANILARETURN ENVELOPEPlease enclose your completed ballotin this envelope, seal and drop it in theballot box at the Drop off area, Level 0 (from 7:00 a.m.to 8:00 a.m.) orat the Reception desk (after 8:00 a.m.)Delivery receiptDELIVERY RECEIPT NO. SY 1213- ________THE BRITISH SCHOOL MANILA36 th St., University Park, Fort Bonifacio Global CityTaguig, Metro ManilaTel. nos. (632) 860-48-00ADDRESSED TO:Mr. / Mrs. /Ms. __________________________No. ___________, ____________ Subdivision_________ City______________________________________________Received from The British School Manila the followingdocumentsfor the Governors ElectionsQty.Doc. description1 white envelope 1 letter from the Board Chair with attachment1 ballot form1 return envelopeNote: For any queries, please look for Roselle Binua of the SchoolPersonnel & Legal section (local 1151).RECEIVED BY: (PRINTED NAME) _________________________(SIGNATURE) _________________________TIME & DATE: ________________________________________