Funding for board of trustee elections

• Funding formula
• Returning officers and clerical staff fees
• Triennial election payments
• Mid-term election payments
• By-election payments
• Support for boards and returning officers during elections

Funding formula for all elections

Our funding is based on a formula which calculates:

• a base grant, plus
• a per-student amount multiplied by the current or latest funding roll

Returning officers and clerical staff fees

This fee is paid by the board to the returning officer from the funding available.

Before the election begins the board of trustees and returning officer must agree on the fee that the returning officer will receive. The board and any clerical staff involved in the election process must also agree fees in advance.

Returning officer’s fee formula

There is a generally accepted formula to calculate the returning officer’s fee, but boards of trustees don’t have to use it. The formula is:

• 50% of the election grant base amount, plus 
• 25% of the per pupil amount.

Triennial Elections payments

We pay schools directly through their Operations Grant instalments as follows:

*Please note the 30% payment is only made if the school holds a voting election. The returning officer must submit the Result of Elections Appendix to the Ministry as evidence of an election and to confirm whether a voting election has been held.

Mid-Term Elections – payments

We pay schools that have opted into the mid-term (staggered) election cycle through their Operations Grant instalments as follows:

*Please note the 30% payment is only made if the school holds a voting election. The returning officer must submit the Result of Elections Appendix to the Ministry as evidence of an election and to confirm whether a voting election has been held.

By-elections

Schools can claim a refund of actual and reasonable expenses for holding by-elections for parent representatives only. Boards of trustees can also claim a limited refund where a staff by-election is held of $95.

Contact us at resourcing if you have a question about reasonable expenditure:

• resourcing@education.govt.nz
• +64 4 463 8383

You cannot claim expenses for filling co-opted member positions or for the election of student representatives.

We pay reimbursements for a by-election at the end of the election process, not in advance.

Claiming for by-election reimbursement

1. Download and complete the boards of trustees by-elections reimbursement of expenses claim form . Have the form signed by both the board chairperson or secretary and the returning officer.
2. Attach all receipts and evidence of expenditure, including returning officer fees, to the claim form. The Ministry can only refund expenses where evidence is provided. These attachments are necessary whether or not a vote was held. Invoices are not acceptable as evidence of expenditure.
3. Send the completed application and supporting information to the Ministry. Either scan and send it to resourcing@education.govt.nz or post it to:
   
   Resourcing Division
   Ministry of Education
   PO Box 1666
   Wellington 6140

Support for boards and returning officers during elections

The New Zealand School Trustees Association (NZSTA) provides free advice and support for boards of trustees and returning officers during elections.

Go to the School Trustee Elections website for information about the election process.

Te Rūnanga Nui o Nga Kura Kaupapa Māori o Aotearoa also provides support to kura affiliated to the Runanga.

Further information for parents and boards about boards of trustees and the membership of boards is also available.