This notice is to confirm that a regular meeting of... NOTICE OF MEETING Operations and Finance Committee

This notice is to confirm that a regular meeting of... NOTICE OF MEETING Operations and Finance Committee
NOTICE OF MEETING
This notice is to confirm that a regular meeting of the
Operations and Finance Committee will be held on:
Monday, November 12, 2012
at 7:00 p.m.
in the Committee Room at the Education Centre
156 Ann Street, Belleville, Ontario
The agenda and supporting documents for this meeting are attached to this notice.
Dave Patterson
Chair, Operations and Finance Committee
Dave Rutherford
Superintendent, Business Services
Committee Members: M. Brant S. Clements, T. Goodfellow, D. Inch, D. Patterson
Operations and Finance Committee
PUBLIC AGENDA
Regular meeting of
November 12, 2012 – 7:00 p.m.
Board Committee Room, Education Centre
Section
Item
A
Call to order
Report
No.
Resp.
Delegations/presentations
Approval of agenda
Approval of minutes – October 9, 2012
Business arising from the minutes
B
Recommendations
None
C
Information
7:00 p.m.
Regional AiM Community Meetings
Note: this is a joint item with Program & Human Resources
Capital project update
Trustee expense report
Revised policies
OSBIE insurance premiums
D
C-1
R. McGall
K. Donnell
verbal
C-2
C-3
C-4
D. Tregenza
D. Rutherford
R. McGall
D. Rutherford
Trustee proposals & queries
Correspondence
None
Adjournment
Next regular meeting: January 14, 2013
Committee Membership: M. Brant, S. Clements, Vice-chair, T. Goodfellow, D. Inch, D. Patterson, Chair
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
OPERATIONS AND FINANCE COMMITTEE
PUBLIC MEETING MINUTES
October 9, 2012
DRAFT
Members present:
M. Brant (7:12 p.m.), S. Clements, Chair, T. Goodfellow, D. Inch, D. Patterson,
Chair
Regrets:
Guests:
B. Danes
Resource:
R. McGall, D. Rutherford, D. Tregenza
Minutes:
J. Newman, Administrative Assistant
Call to order
The public meeting was called to order at 7:00 p.m.
Delegations/presentations
None
Approval of agenda
Moved:
T. Goodfellow
Seconded:
D. Inch
That the agenda be approved.
Carried
Approval of minutes
Moved:
T. Goodfellow
Seconded:
S. Clements
That the minutes of the September 10, 2012 regular meeting be approved.
Carried
Business arising from the minutes
Superintendent Rutherford advised that the board response letter to bus operators regarding deferral of
the Transportation RFP was approved at Committee of the Whole and sent.
Don Tregenza provided an update on the opening of the THS track and the unexpected need to replace
the gym floor at Trenton High School due to flooding.
Recommendations
None
Information
Capital projects update
Don Tregenza provided a picture update of the ongoing construction of the new schools in Stirling and
Tweed.
Trustee expense report
Trustee expenditures for the period ending September 30, 2012 were reviewed. A request was made to
assign budget amounts to trustee accounts.
Discussion items included:
• pooled trustee expenses and how they are reflected in trustee expenditures.
• definition of home base in Procedure 510. It was felt that further clarification of home base is
required. Senior administration will review and consider the current language in Procedure 510 as
it applies to trustees.
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
OPERATIONS AND FINANCE COMMITTEE
PUBLIC MEETING MINUTES – October 9, 2012
Page 2
Kilometer rate of reimbursement
Superintendent Rutherford reviewed the annual survey of kilometer rates to consider an adjustment to the
current board rate. Procedure 510 currently requires that a survey be conducted each year to determine
the kilometer rate for reimbursing individuals who are authorized to use their personal vehicles on board
business. The average rate of reimbursement for the seven organizations surveyed is $.45/kilometer.
Administration is recommending no change to the current kilometer rate of $.44/kilometer.
Procedure 510: Travel Expense Reimbursement
Superintendent Rutherford reviewed changes to Procedure 510: Travel Expense Reimbursement as a
result of the new Broader Public Sector Expenses Directive. The following input was provided:
• section 8.2: requires clarification of signing authority
• section 2.1.1 a): requires clarification as it applies to trustees
• section 2.1.1 e): delete or relocate to another section of the procedure
• 6.1 d): parking fines or traffic tickets
Correspondence
Committee members reviewed a letter from the Town of Deseronto indicating an interest in obtaining the
vacant land on the south side of Stanley Avenue across from Deseronto Public School. Don Tregenza
provided a picture overview of the property in question which is currently being utilized for staff parking.
It was agreed that senior administration will have the property appraised and follow-up with the Town of
Deseronto to confirm their intentions.
Trustee proposals and queries
None
The Operations and Finance Committee Public Session adjourned at 8:06 p.m.
Operations and Finance Committee
Public Report No. C-1
Page 1
November 12, 2012
Decision
To:
Information X
The Chair and Members of the Operations and Finance Committee
From: Rob McGall, Director of Education
Kerry Donnell, Communications Officer
Re:
Regional AiM Community Meetings
Purpose
To provide an update on a pilot project to host Regional AiM Community Meetings in March/
April 2013.
Background
Engaging parents/guardians in the development of school board priorities is an action in the
AiM—Achievement in Motion for Student Success System Plan. Historically input from this
group has been limited. Parents/guardians are essential partners who perform an important role
in students being successful at school, and also in students becoming contributing citizens.
Regional AiM Community Meetings would provide an opportunity for parents/guardians to:
1. meet the area trustee, superintendent and director of education;
2. have a voice in school board planning by:
o learning about the 2012-2013 district priorities (current year);
o providing input on the 2013-2014 priorities; and
o commenting as to whether the school board is on the right track, what it should
start doing, stop doing and continue doing.
Current situation
The suggested approach is to host five Regional AiM Community Meetings on the following
dates:
Proposed Dates and Locations of Regional AiM Community Meetings
(by school group)
North Hastings
Tuesday, March 19, 2013
North Hastings High School
Centre Hastings
Thursday, March 21, 2013
Centre Hastings Secondary School
Prince Edward
Tuesday, March 26, 2013
Prince Edward Collegiate Institute
Belleville
Wednesday, March 27, 2013 Quinte Secondary School
Bayside & Trenton
Wednesday, April 3, 2013
Trenton High School
Invited participants would include school council members from each school and parents/
guardians from each school community. School councils will be invited to have their March
meeting immediately prior to these meetings on the same date. RSVPs will be requested and
drop-ins are welcome. Requests for accessibility will be accommodated as much as possible.
Education Centre, 156 Ann Street, Belleville, Ontario K8N 3L3
Telephone: 613-966-1170 Toll-free: 1 800 267-4350 Fax: 613-966-6023
www.hpedsb.on.ca
Operations and Finance Committee
Public Report No. C-1
Page 2
November 12, 2012
Promotional activities could include the following:
• School newsletter articles, November 2012 to March 2013.
• Website postings and Twitter messages.
• Public service announcements in the paper and on the radio.
• Invitations to school councils.
• Information item on school council agendas.
• Calendar of Events item in monthly Board agenda.
• Messages on signs at the Education Centre and schools.
• Paid radio and newspaper ads.
• Take-away handout and email contact for ideas that come in after-the-fact
Next steps
For information.
Attachments
• Draft Agenda
• Composition of Regional AiM Community Meetings
Respectfully submitted,
Rob McGall, Director of Education
Kerry Donnell, Communications Officer
Education Centre, 156 Ann Street, Belleville, Ontario K8N 3L3
Telephone: 613-966-1170 Toll-free: 1 800 267-4350 Fax: 613-966-6023
www.hpedsb.on.ca
Operations and Finance Committee
Public Report No. C-1
Page 3
November 12, 2012
Draft Agenda
Regional AiM Community Meetings
5:30/
6:00 p.m.
•
* times are subject to change *
Time for individual school councils to meet, if desired
6:30 p.m.
•
Networking
6:45 p.m.
•
Welcome by the Director of Education and Chair of the Board
•
Director introduces the trustee(s), superintendent, Parent Involvement
Committee and staff
•
Director provides background on the school board, references the School
District Survey
•
Describes the system planning process, highlights the existing plan and
presents the information gathered to-date for the 2013-2014 version
•
Table conversations (trustees and superintendents as facilitators)
7:00 p.m.
7:20 p.m.
Possible topics:
a) What do you want from the school district for your child?
b) How can you help your child be successful?
c) What do you suggest we stop doing, start doing, continue doing?
7:40 p.m.
•
Report back
7:55 p.m.
•
Next steps
•
Meeting evaluation/feedback form
•
The trustee and superintendent are available to meet individually after the
meeting
8:00 p.m.
Education Centre, 156 Ann Street, Belleville, Ontario K8N 3L3
Telephone: 613-966-1170 Toll-free: 1 800 267-4350 Fax: 613-966-6023
www.hpedsb.on.ca
Operations and Finance Committee
Public Report No. C-1
Page 4
November 12, 2012
Composition of Regional AiM Community Meetings
REGION & DATE
NORTH HASTINGS
Tuesday,
March 19, 2013
LOCATION
TRUSTEE &
SUPERINTENDENT
SCHOOL
North Hastings High School
Lucille Kyle,
Trustee, North Hastings
Bird’s Creek Public School
June Rogers,
Superintendent
Hermon Public School
North Hastings High School
Coe Hill School
Maynooth Public School
York River Public School
Centre Hastings Secondary School
CENTRE HASTINGS
Thursday,
March 21, 2013
Bonnie Danes,
Trustee, Centre Hastings
Earl Prentice Public School
Madoc Public School
Thelma Goodfellow,
Trustee, Southeast Hastings
Madoc Township Public School
Marmora Senior Public School
LOCATION
Centre Hastings Secondary
School
Cathy Portt,
Assistant Superintendent
S.H. Connor School
Prince Edward Collegiate Institute
PRINCE EDWARD COUNTY
Jennifer Cobb,
Trustee, North Prince Edward
County
Dwayne Inch,
Trustee, South Prince Edward
County
Kente Public School
Colleen DeMille,
Assistant Superintendent
Queen Elizabeth School
Tuesday,
March 26, 2013
LOCATION
Prince Edward Collegiate
Institute
Tweed-Hungerford Senior Public School
Athol-South Marysburgh Public School
C.M.L. Snider School
Massassaga-Rednersville Public School
Pinecrest Memorial Elementary School
Sophiasburgh Central School
Education Centre, 156 Ann Street, Belleville, Ontario K8N 3L3
Telephone: 613-966-1170 Toll-free: 1 800 267-4350 Fax: 613-966-6023
www.hpedsb.on.ca
Operations and Finance Committee
Public Report No. C-1
Page 5
November 12, 2012
BELLEVILLE
Wednesday,
March 27, 2013
LOCATION
Quinte Secondary School
Mary Hall,
Trustee, Belleville/Thurlow
Centennial Secondary School
Dave Patterson,
Trustee, Belleville/Thurlow
Prince Charles School
Cathy Portt,
Assistant Superintendent
Mary Hall,
Trustee, Belleville/Thurlow
Susanna Moodie Elementary School
Dave Patterson,
Trustee, Belleville/Thurlow
Harry J. Clarke Public School
Trish FitzGibbon,
Superintendent
Queen Victoria School
Foxboro Public School
Sir John A. Macdonald School
Moira Secondary School
Deseronto Public School
Queen Elizabeth School
Quinte Secondary School
Thelma Goodfellow,
Trustee, Southeast Hastings
Harmony Public School
Trish FitzGibbon,
Superintendent
Park Dale School
Hillcrest School
Prince of Wales Public School
Tyendinaga Public School
Bayside Secondary School
BAYSIDE & TRENTON
Wednesday,
April 3, 2013
LOCATION
Trenton High School
Jim Williams,
Trustee, Sidney & Frankford
Bayside Public School
Mandy Savery-Whiteway,
Superintendent
Stirling Primary School
Frankford Public School
Stirling Junior Public School
Stirling Senior Public School
Sam Clements,
Trustee, Trenton & CFB Trenton
Trenton High School
Colleen DeMille,
Assistant Superintendent
College Street Public School
Breadner Elementary School
North Trenton Public School
Prince Charles Public School
Queen Elizabeth Public School
V.P. Carswell Elementary School
Education Centre, 156 Ann Street, Belleville, Ontario K8N 3L3
Telephone: 613-966-1170 Toll-free: 1 800 267-4350 Fax: 613-966-6023
www.hpedsb.on.ca
Operations and Finance Committee
Public Report No. C-2
Page 1
November 12, 2012
Decision
To:
Information X
The Chair and Members of the Operations and Finance Committee
From: Dave Rutherford, Superintendent of Business Services
Re:
Trustee Expense Report
Purpose
To review trustee expense reimbursement for the period ending October 31, 2012.
Background
In accordance with Policy 3-F: Trustee Expense Reimbursement, it is the responsibility
of the Operations and Finance Committee to review trustee expenditures on a monthly
basis.
Current situation
Trustee expenditures for the period ending October 31, 2012 are attached for review.
Respectfully submitted,
Dave Rutherford
Superintendent of Business Services
Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Page 1
Hastings and Prince Edward District School Board
Trustee Expenditures
Period 2013-03 From 01 Nov 12 Thru 30 Nov 12
Budget
Actual
Variance
700.00
129.28
570.72
Internet / Communications - Policy 3F Section 3.1
3000 - Dwayne Inch
3001 - Mike Brant
700.00
110.93
589.07
3002 - S. Clements
1,000.00
275.94
724.06
3003 - T Goodfellow
1,700.00
230.36
1,469.64
3004 - Mary Hall
0.00
0.00
0.00
3005 - Bonnie Danes
0.00
0.00
0.00
1,000.00
153.66
846.34
0.00
0.00
0.00
3006 - Jim Williams
3007 - Trustee-Central
3008 - Lucille Kyle
1,700.00
284.95
1,415.05
3009 - Dave Patterson
1,000.00
172.38
827.62
3010 - Jennifer Cobb
1,700.00
195.62
1,504.38
0.00
0.00
0.00
9,500.00
1,553.12
7,946.88
3000 - Dwayne Inch
2,800.00
0.00
2,800.00
3001 - Mike Brant
1,000.00
0.00
1,000.00
400.00
312.07
87.93
1,600.00
179.64
1,420.36
800.00
0.00
800.00
1,500.00
295.60
1,204.40
500.00
0.00
500.00
3011 - Student Trustees
TOTAL
Travel - Policy 3F Section 3.3 - General
3002 - S. Clements
3003 - T Goodfellow
3004 - Mary Hall
3005 - Bonnie Danes
3006 - Jim Williams
3007 - Trustee-Central
0.00
0.00
0.00
3008 - Lucille Kyle
7,000.00
1,742.44
5,257.56
3009 - Dave Patterson
1,100.00
98.48
1,001.52
3010 - Jennifer Cobb
1,800.00
272.82
1,527.18
3011 - Student Trustees
1,500.00
172.62
1,327.38
20,000.00
3,073.67
16,926.33
3000 - Dwayne Inch
500.00
0.00
500.00
3001 - Mike Brant
500.00
362.40
137.60
3002 - S. Clements
500.00
0.00
500.00
TOTAL
Travel - Policy 3F Section 3.4 OPSBA
Page 2
Hastings and Prince Edward District School Board
Trustee Expenditures
Period 2013-03 From 01 Nov 12 Thru 30 Nov 12
Budget
Actual
Variance
3003 - T Goodfellow
500.00
410.34
89.66
3004 - Mary Hall
500.00
0.00
500.00
3005 - Bonnie Danes
500.00
0.00
500.00
3006 - Jim Williams
500.00
0.00
500.00
0.00
0.00
0.00
3008 - Lucille Kyle
500.00
0.00
500.00
3009 - Dave Patterson
500.00
0.00
500.00
3010 - Jennifer Cobb
500.00
0.00
500.00
0.00
0.00
0.00
5,000.00
772.74
4,227.26
3000 - Dwayne Inch
2,500.00
0.00
2,500.00
3001 - Mike Brant
2,500.00
0.00
2,500.00
3002 - S. Clements
2,500.00
0.00
2,500.00
3007 - Trustee-Central
3011 - Student Trustees
TOTAL
Workshops & Conferences - Policy 3F Section 3.4
3003 - T Goodfellow
2,500.00
385.31
2,114.69
3004 - Mary Hall
2,500.00
0.00
2,500.00
3005 - Bonnie Danes
2,500.00
349.35
2,150.65
3006 - Jim Williams
2,500.00
0.00
2,500.00
0.00
0.00
0.00
3008 - Lucille Kyle
2,500.00
0.00
2,500.00
3009 - Dave Patterson
2,500.00
-111.87
2,611.87
3010 - Jennifer Cobb
2,500.00
0.00
2,500.00
3011 - Student Trustees
6,000.00
1,515.00
4,485.00
TOTAL
31,000.00
2,137.79
28,862.21
GRAND TOTAL
65,500.00
7,537.32
57,962.68
3007 - Trustee-Central
Report No. C-3
Page 1
November 12, 2012
Decision
To:
Information X
Chair and Members of the Operations and Finance Committee
From: Dwayne Inch, Chair, Executive Committee
Rob McGall, Director of Education
Re:
Board Policy Approval
Purpose
To provide an update on the following Board policy amendments that will be brought forward
to the November 19, 2012 Board meeting for approval:
o No. 3-B Electronic Meetings
o No. 3-C Student Representation on the Board
o No. 3-E Trustee Honoraria
o No. 3-F Trustee Expense Reimbursement
o No. 3-G Hospitality
o No. 8 Board Members’ Code of Conduct
o No. 11 Committees of the Board
o No. 13 Appeals and Hearings regarding Student Discipline
o No. 17 Transportation
o No. 18 Learning Foundation
Background
According to Procedure 110 Board Policy Development and Review, board policies are
reviewed every three years to ensure they are still relevant and have been implemented
effectively.
The policies listed above were reviewed by the Executive Committee on October 1, 2012
and at a special Executive Committee meeting on October 10, 2012 with a notice of motion
being presented at the October 22, 2012 Board Meeting.
Current situation
Appendix L contains a summary of additional policy amendments that were received since
the original amendments were made to appendices B, C, D, E, F, G, H, I, J and K.
The revised policies are being provided as information.
Appendix:
• Appendix A – Overview of 2012 Policy Revisions and Changes
• Appendix B – Revised Board Policy No. 3-B Electronic Meetings
• Appendix C – Revised Board Policy No. 3-C Student Representation on the Board
• Appendix D – Revised Board Policy No. 3-E Trustee Honoraria
• Appendix E – Revised Board Policy No. 3-F Trustee Expense Reimbursement
• Appendix F – Revised Board Policy No. 3-G Hospitality
• Appendix G – Revised Board Policy No. 8 Board Members’ Code of Conduct
• Appendix H – Revised Board Policy No. 11 Committees of the Board
• Appendix I – Revised Board Policy No. 13 Appeals and Hearings regarding Student Discipline
Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Report No. C-3
Page 2
November 12, 2012
•
•
•
Appendix J – Revised Board Policy. No.17 Transportation
Appendix K – Revised Board Policy No. 18 Learning Foundation
Appendix L – Board Policy Additional Amendments
Respectfully submitted,
Dwayne Inch, Chair
Executive Committee
Rob McGall
Director of Education and Secretary of the Board
Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Report No. C-3
Appendix A
Page 1
November 12, 2012
OVERVIEW OF 2012 POLICY REVISIONS AND CHANGES
The following is an overview of revisions and changes that were made to Board Policies under
review:
Policy No. 3-B – Electronic Meetings
• Changes were made to 3.2 a) addition of “chair of the committee” – chair of the
committee or designate must be physically present at the meeting.
Policy No. 3-C – Student Representation on the Board
• Changes to align with Regulation 7/07 around timelines, 16 student senate
representatives rather than 18, addition of Code of Conduct clauses and clarification
around co-operative education credit.
Policy No. 3-E – Trustee Honorarium
• Addition of Accessibility Committee to section 3.3 and “subject o any change in
legislation” wording added to sections 3.1, 3.2, and 3.3.
Policy No. 3-F – Trustee Expense Reimbursement
• Changes to include the Broader Public Sector Expense Directive, ability to transfer
professional development funds between trustees and removal of Operations and
Finance Committee responsibility to monitor these accounts.
Policy No. 3-G – Hospitality
• Changes to align with the Broader Public Sector Expense directive and clarification
regarding conflict of interest with consultants and contractors.
Policy No. 8 – Board Members’ Code of Conduct
• Additions include clarification on process to follow if chair is of concern and addition of a
legal support opportunity for individuals in conflict.
Policy No. 11 Committees of the Board
• Changes include “or designate” wording throughout, as per legal counsel, (11-A – 4.4,
11-B – 4.3, 11-C - 4.3, 11-F – 4.1, 11-G - 5.2), and the addition of the 11-J - Accessibility
Committee and 11-K - Parent Involvement Committees, modeled on other committees
and tied to legislation.
Policy No. 13 – Appeals and Hearings Regarding Student Discipline
• Changes reflect the results of legal consultation with the addition of “or designate”
throughout.
Policy No. 17 – Transportation of Students
• Change includes the merging of key components of the previous Tri-Board Student
Transportation Services handbook with Board policy.
Policy No. 18 – HPE Learning Foundation
• Legal opinion requested changing mandatory to ex officio in section 3.3
Report C-3
Appendix B
Page 1
November 12, 2012
POLICY NO. 3-B
BOARD OPERATIONS
Adopted
Last Revised
Review Date
May 26, 2008
November, 20112
November, 20145
ELECTRONIC MEETINGS
1. OBJECTIVE
Hastings and Prince Edward District School Board recognizes the value of using electronic modes of
communication in conducting its business. The Board realizes the need to make provision for the use of
electronic means for participation in the meetings of the Board and its committees.
The Board has, as required by Ontario Regulation 463/97 Electronic Meetings made under the Education
Act, developed and implemented this policy providing for the use of electronic means for the holding of
meetings of the Board.
2.
DEFINITIONS
Meetings of the Board—The term “meetings of the Board” throughout this policy refers to meetings of
the Board and meetings of a committee of the Board, including a committee of the whole Board.
3.
PROCEDURE
3.1
At the request of a Board member or student trustee, in situations where it is not possible for the
member or student trustee to attend a regularly scheduled or special meeting of the Board or
meeting of a committee of the Board, the Board shall provide electronic means for participation
where the technology and infrastructure to support it are available, (ie: teleconference phone, video
conferencing). Except in emergency situations, such requests must be made to the chair or
secretary of the Board at least forty-eight hours before the commencement of said meeting.
3.2
The following persons must be physically present in the Board meeting room for any meeting of the
Board or committee of the whole:
a) the chair of the Board, chair of the committee or designate;
b) at least one additional member of the Board; and
c) the director of education or designate.
3.3
The following persons must be physically present in the committee meeting room for any meeting
of the Board’s committees, except for a committee of the whole:
a) the chair of the committee or designate; and
b) the director of education or designate.
3.4
The chair of the Board or committee or designate will conduct the electronic meeting as if it were a
regular meeting of the Board.
3.5
A Board member who participates in a meeting by electronic means is considered to be present at
the meeting and will be recorded in the attendance for the meeting. Under section 228 of the
Education Act, Board members must not absent themselves without being authorized by resolution
entered in the minutes from three consecutive regular meetings of the Board. Also, in spite of
participation by electronic means, section 229 of the Education Act requires a physical presence in
Hastings and Prince Edward District School Board
Policy Handbook
Page 4 of 24
Board Operations
Report C-3
Appendix B
Page 2
Board PolicyNovember
No. 3 12, 2012
the meeting room of the Board for at least one regular meeting of the Board for each period of four
full calendar months.
3.6
The electronic means used for these meetings shall permit the member(s) to hear and be heard by
all other participants in the meeting.
3.7
Student trustees who are participating through electronic means shall not participate in any part of
the Committee of the Whole Board or closed session at Committee level dealing with the disclosure
of intimate, personal or financial information in respect of a member of the Board or committee, an
employee or prospective employee of the Board or a pupil or his or her parent or guardian.
3.8
The electronic means shall be provided in a way that ensures compliance with the rules governing
conflict of interest of Board members.
3.9
The chair of the Board or secretary of the Board shall have authority to refuse to provide a Board
member or student trustee with electronic means of participation in a meeting of the Board where it
is deemed impossible to ensure compliance with subsections 3.7 or 3.8 above, or where the
technology and infrastructure to support it are not available.
3.10 The Board may provide, at one or more locations within its jurisdiction, electronic means to permit
participation in meetings by members of the public. Such participation shall be in accordance with
Policy No. 3-A Delegations and Presentations. The extent and manner of public participation shall
be determined by the Board chair based on the electronic means available.
3.11 The Board shall ensure that the Board meeting room is open to permit physical attendance by
members of the public at every meeting of the Board except a meeting closed to the public.
Legal References:
•
•
Education Act, section 208.1 Electronic Meetings
Ontario Regulation 463/97 Electronic Meetings
Board References:
Hastings and Prince Edward District School Board
Policy Handbook
Page 5 of 24
Report C-3
Appendix C
Page 1
November 12, 2012
POLICY NO. 3-C
BOARD OPERATIONS
Adopted
Last Reviewed
Review Date
March 26, 2001
November, 20112
November, 20145
STUDENT REPRESENTATION ON THE BOARD
1. OBJECTIVE
Hastings and Prince Edward District School Board is committed to involving students in the educational
decision-making process and supports student trustees as representatives of the interests of pupils within
the Board.
2. DEFINITIONS
None
3.
POLICY STATEMENT
3.1
Student Involvement
The Board recognizes the benefits which accrue when students are involved in the educational
decision-making process. To enable students to participate in this manner, the position of student
trustee is established.
3.2
Student Perspectives
The Board expects that students who serve as student trustees shall bring student perspectives to
Board discussions; will develop as student leaders; will bring to the Board an increased awareness
of issues of concern to students; will assist the Board in determining student issues and student
opinion; and will foster effective communication between the Board and students.
3.3
Parameters for Student Representation
The Board shall provide for the appointment of two student trustees to the Board. This
representation shall be within the following parameters:
3.3.1
3.3.2
3.3.3
3.3.4
3.3.5
3.3.6
Representation shall be in accordance with the Education Act and attendant regulations.
Representatives shall be students enrolled in a secondary school within the jurisdiction of
the Board for the period of representation.
Representatives may participate in all public Board discussions and be recognized by the
chair, but shall not be entitled to a binding vote.
Representatives may participate in closed meetings of the Board, except when dealing with
the disclosure of intimate, personal or financial information in respect of a member of the
Board or committee, an employee or prospective employee of the Board or a pupil or his or
her parent or guardian.
A student trustee is not a member of the Board and is not entitled to exercise a binding
vote on any matter before the Board or any of its committees.
A student trustee is entitled to require that a matter before the Board or one of its
committees on which the student trustee sits be put to a recorded vote, and in that case
there shall be:
a) a recorded non-binding vote that includes the student trustee’s vote; and
b) a recorded binding vote that does not include the student trustee’s vote.
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Board Operations
3.3.7
3.4
Report C-3
Appendix C
Page 2
Board Policy No. 3
November 12, 2012
A student trustee is not entitled to move a motion, but is entitled to suggest a motion on any
matter at a meeting of the Board or of one of its committees on which the student trustee
sits, and if no member of the Board or committee, as the case may be, moves the
suggested motion, the record shall show the suggested motion.
Board and Committee Agenda Packages
The Board shall ensure that student trustees receive and review regular copies of the public
session of the Board and Board committee agenda packages in accordance with Board policy and
procedures.
4.
4.1
PROCEDURE
Student Senate
A student senate, composed of up to eighteen sixteen representatives in total, from secondary
schools within the jurisdiction of the Board, shall be formed and meet a minimum of four times
within their term.
4.2
The Student Senate:
4.2.1
shall consist of two representatives from each secondary school unless otherwise provided
for within this procedure.
4.2.2 shall require students, in order to be eligible for this role, to meet the following criteria:
a) Students must be sixteen years of age or older and entering or enrolled in year 3 or 4 as
a full-time student at the secondary school or an exceptional pupil in a special education
program for whom the board has reduced the length of the instructional program on
each school day under subsection 3 (3) of Regulation 298 of the Revised Regulations of
Ontario, 1990 (Operation of Schools-General) made under the Act, so long as the pupil
would be a full-time pupil if the program had not been reduced.
b) Students should have achieved in a previous school year and maintained a minimum
average of 70% in all subjects.
c) Students should have demonstrated an interest and prior involvement in school and/or
community-based activities.
c)d)
Students should be in and maintain good standing with regard to behaviour both
at school and in the community in order to present a positive role model to all students.
4.2.3 is a committee of student representatives responsible for the election of two students from
the student senate for appointment by the Board as student trustees for Board
consideration by no later than the regular May Board meeting preceding the term of the
student trustees.April 30.
4.2.4 shall be elected/selected on or May 1by April 30 by a method decided upon by each
secondary school’s student council/principal.
4.2.44.2.5 Student senators shall serve for a term that begins after the election in April (no later than
April 30) and continue until the subsequent Student Senate election in April of the following
year.
4.2.54.2.6 shall elect the two student trustees shall be elected at the first meeting of student senate
to be held not later than April 30.
4.2.64.2.7 the student senate shall assist the student trustees in determining student issues,
gathering student opinion and communicating with students.
4.2.74.2.8 student trustees shall serve for the term of JuneAugust 1 through to MayJuly 31.
4.3
Responsibilities of Student Trustees
Student trustees must be willing to commit the necessary time to attend meetings and perform
duties and responsibilities as follows:
Hastings and Prince Edward District School Board
Policy Handbook
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Report C-3
Appendix C
Page 3
Board Policy No. 3
November 12, 2012
4.3.1
to regularly attend all public Board meetings;
4.3.2
to be knowledgeable about and be willing to comply with Board policies and procedures;
4.3.24.3.3
to respect the provisions in the Board’s Trustee Code of Conduct.
4.3.34.3.4
to attend and participate in standing committees whenever possible;
4.3.44.3.5
to serve as the student liaison representatives to the student senate;
4.3.54.3.6
to consult with and to keep the student senate informed about Board issues of
interest and concern to students;
4.3.64.3.7
to represent the views of the student senate when participating in Board
discussions;
4.3.74.3.8
to demonstrate confidentiality and discretion at all times; and
4.3.84.3.9
to undertake a mentoring role with the incoming student senate.
4.3.94.3.10
Even though student trustees are not members of the Board, they will have the
same opportunity for participation at meetings of the Board or committees of the Board as
granted to elected Board members.
4.3.104.3.11
If attendance is not possible, the director of education shall be notified.
Attendance of the student trustees does not affect the quorum.
4.4
Mentor/Advisor
4.4.1
4.4.2
4.5
Term of Office
4.5.1
4.5.2
4.5.3
4.5.4
4.6
The vice-chair of the Board and the director of education shall serve as mentors/advisors
to the student trustees. Further, the director of education and vice-chair shall serve as the
mentors/advisors to the student senate.
Orientation for the newly-selected student trustees shall be provided by the vice-chair of
the Board and the director of education prior to the regular meeting of the Board in
September. During their term, student trustees may request additional information or
assistance, as required.
The term of office for student trustees shall be June August 1 to MayJuly 31 with the
student trustees commencing office following their election by the student senate and
approval by the Board.
Student trustees shall normally occupy the position for a one-year term only.
Notwithstanding paragraph 4.5.2, a student trustee can stand for re-election for one
further one-year term providing he/she continues to meet all qualifying requirements.
In the event of a student trustee being elected for a second term, the secondary school in
which that student is registered will be entitled to name a third representative.
Vacancies
In the event that one or more of the student trustees is not able to complete the term of office, the
student senate shall elect a replacement for Board approval at the next regularly scheduled Board
meeting.
4.7
Budget
4.7.1
4.7.2
The student senate, at its first meeting shall set the budget for the upcoming year at an
amount not exceeding the amount allotted by the Ministry in the student focussed funding
model for the purpose of student representation.
The setting of the budget will take into account the following: cost of attendance at
student senate and Board and committee meetings; membership fee in the Ontario
Student Trustees Association; attendance at OSTA meetings and workshops and other
related conferences; student senate activities (i.e. Youth Forum) and any other costs
associated with the operation of the student senate.
Hastings and Prince Edward District School Board
Policy Handbook
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Board Operations
4.8
Reimbursement of Expenses
4.8.1
4.8.2
4.9
Report C-3
Appendix C
Page 4
Board Policy November
No. 3
12, 2012
Student trustees shall receive an honorarium of $2,500.00 to be provided to the student
trustee at the June meeting of the Board in the year in which they served.
Student trustees and other members of the student senate will be reimbursed for their
out-of-pocket expenses reasonably incurred in connection with carrying out their duties
and responsibilities. Such reimbursement of expenses shall be in accordance with the
same rules that govern the reimbursement of elected Board members’ expenses.
Co-operative/Community Service Credit
4.10 Due to the time commitment inherent in the position as student trustee, the student trustees may
submit a request to the principal prior to the commencement of their participation to be considered
eligible for obtaining a co-operative or community service credit. Students wishing to pursue this
option must notify their principal in advance of the start of the semester.
4.11 The principal, at his/her discretion, will determine such eligibility.
Legal References:
•
•
Education Act, section 55 Student Trustees
Ontario Regulation 7/07 Student Trustees
Board References:
Board Policy No. 2 - Governance By-Laws and Standing Rules
Hastings and Prince Edward District School Board
Policy Handbook
Page 9 of 24
Report C-3
Appendix D
Page 1
November 12, 2012
POLICY NO. 3-E
Adopted
Last Reviewed
Review Date
BOARD OPERATIONS
October 23, 2006
April 23November, 2012
AprilNovember, 2015
TRUSTEE HONORARIA
1. OBJECTIVE
Hastings and Prince Edward District School Board recognizes the importance and value of providing fair
levels of honoraria for Board members as set out in Ontario Regulation 357/06 Honoraria for Board
Members.
2.
DEFINITIONS
Year of term of office—A year of a member’s term of office begins on December 1 and ends on the
following November 30, as described in the Education Act.
ADE—The Board’s average daily enrolment as calculated in the regulation issued under Section 234 of
the Education Act.
3.
PROCEDURE
Components of Honorarium
The honorarium for a member of the Board, in respect of any year of his or her term of office, shall
consist of the following components.
3.1
Base Amount
For each member of the Board, for each year of the term of office beginning on December 1, 2006,
the base amount paid shall be five thousand nine hundred dollars ($5,900.00).
For each year of a term of office beginning after December 1, 2006, the amount calculated for the
first year of the previous term of office, increased by the percentage increase in the Ontario
Consumer Price Index as published by Statistics Canada for the period between:
a) July 1 of the calendar year in which the previous term of office started; and
b) June 30 of the calendar year in which the term of office starts.
The amount paid to the chair shall be the base amount above plus five thousand dollars
($5,000.00).
The amount paid to the vice-chair shall be the base amount above plus two thousand five hundred
dollars ($2,500.00).
Subject to any change in the legislation.
Hastings and Prince Edward District School Board
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3.2
Report C-3
Appendix D
Page 2
Board Policy No.
3
November
12, 2012
Enrolment Amount
For each member of the Board, the enrolment amount paid shall be one hundred percent (100%) of
the calculation described in Ontario Regulation 357/06. The calculation will reflect the ADE for
each fiscal year of the term of office.
The amount paid to the chair shall be the enrolment amount above plus the sum of the ADE
multiplied by five cents ($0.05) with a minimum of five hundred dollars ($500.00) and a maximum of
five thousand dollars ($5,000).
The amount paid to the vice-chair shall be the enrolment amount above plus the sum of the ADE
multiplied by two and one-half cents ($0.025) with a minimum of two hundred fifty dollars ($250.00)
and a maximum of two thousand five hundred dollars ($2,500.00).
Subject to any change in the legislation.
3.3
Attendance Amounts
A trustee, chair or vice-chair who is a member of the Accessibility Committee, Audit Committee,
Parent Involvement Committee, Special Education Advisory Committee (SEAC) or Supervised
Alternative Learning Committee (SAL) shall receive fifty dollars ($50.00) for each meeting of those
committees that he or she attends. Subject to any change in the legislation.
3.4
Distance Amount
The distance component of the honorarium does not apply to Hastings and Prince Edward District
School Board.
Legal References:
•
Education Act, section 191 Honoraria and Travel Expenses; section 234 Legislative Grants
•
Ontario Regulation 357/06 Honoraria for Board Members
Hastings and Prince Edward District School Board
Policy Handbook
Page 13 of 24
Report C-3
Appendix E
Page 1
November 12, 2012
BOARD OPERATIONS
POLICY NO. 3-F
Adopted
Last Reviewed
Review Date
February 28, 2000
April 23November, 2012
November, 20145
TRUSTEE EXPENSE REIMBURSEMENT
1.
OBJECTIVE
The Hastings and Prince Edward District School Board shall provide equipment and support
services required by board members to carry out their responsibilities as members of the board.
In addition, it will reimburse board members for workshop and conference activities and specified
out-of-pocket expenses incurred in carrying out their duties.
2.
DEFINITIONS
Ontario Public School Boards’ Association (OPSBA)
The Ontario Public School Boards’ Association represents public district school boards by helping
member boards fulfill their mandates and providing a voice for public education in Ontario.
Board Business
Includes the following events:
a) trustee association meetings or events
b) board and board committee meetings
c) events or professional development that allow trustees to become knowledgeable and remain
current with educational trends and directions.
3.
PROCEDURE
3.1
Equipment
3.1.1
Board members will be provided with the following equipment and associated services throughout
their term of office:
a) home based computer (desktop or laptop) and printer/fax
b) paper shredder
c) high speed internet service
d) office software
In addition, the chair of the board will be provided with a wireless communication device.
3.1.2
Any Board member, upon filing a written request with the Board secretary, will be provided with a
wireless mobile communication device. as well as a home based computer (desktop or laptop).
3.1.2
3.1.3
3.2
3.2.1
All equipment and services will adhere to board standards and be returned to the board at the
end of the member’s term of office.
Support Services
Board members will have access to the following services as required to carry out their duties
throughout their term of office:
a) board courier delivery
ba) administrative support through the Ddirector of Eeducation’s office
cb) photocopying
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Board Policy No.November
3
12, 2012
dc) business cards and/or board identification
ed) consumable supplies for home office
e) board courier delivery as required
3.3
Travel on Board Business
3.3.1
Reimbursable expenditures are those that relate directly to board business. Disputes about the
eligibility of any expense shall be directed to the senior business official who will reference the
current Ministry of Education GuidelinesBroader Public Sector Expense Directive. If the issue is
not resolved at this level, the dispute will be referred to an external member of the Audit
Committee. If a satisfactory resolution is not reached, then the affected party shall contest the
decision during a public session of the board.
3.3.2 Board members may be reimbursed for travel expenses incurred while on board business. For
the purpose of distance calculations, trustees’ working base shall be their home.
3.3.3
Travel authorization guidelines and rates of reimbursement for the authorized use of personal
vehicles on board business are described in Administrative Procedure 510 – Travel Expense
Reimbursement.
3.3.4
Board members working within the board’s jurisdiction will be eligible for reimbursement of
transportation costs at the board approved rate.
3.3.5
Board members travelling outside the board’s jurisdiction are eligible for reimbursement of costs.
Guidelines related to hotel room charges, meals, transportation and other travel costs are
included in Administrative Procedure 510.
3.3.6
Cash advances for travel may be provided to trustees who are unable to use their own credit.
This policy is attentive to the unique circumstances of student trustees.
3.3.7
Claims for reimbursement must be made using Form F510-1 Travel and Expense Claims. The
claimant must sign and date the form and attach all original receipts. Credit/debit slips must be
accompanied by the original receipts. The purpose of the trip must be stated and the specific
budget code recorded.
3.3.8
The chair of the Bboard approves payment of individual trustee claims, thereby certifying that
they meet the requirements of policy 3-F. The senior business official approves the Cchair of the
Bboard’s expense claims, thereby certifying they meet the requirements of policy 3-F.
3.4
Workshops and Conferences
3.4.1
Ontario Public School Boards’ Association events such as the annual business meetings,
regional meetings, the labour relations symposium and/or executive/committee meetings are
charged to the general OPSBA travel account.
3.4.2
The budget amount for workshop and conference expenditures is set annually by the board
through the budget process and is to be divided equally among board members. Board members
may transfer funds to the conference account of another board member in order to address an
identified need.
3.4.3
Board members may attend educational conferences, conventions or workshops to become
knowledgeable and remain current with educational trends and directions.
3.4.4
Advance discounts should be realized on registration fees where possible.
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Appendix E
Page 3
Board Policy No.
3
November
12, 2012
3.4.4
Trustees interested in attending a workshop or conference, exclusive of those identified in 3.4.1.
are to confirm that sufficient funds are available to support the activity in the applicable trustee
professional development account.
3.4.5
Workshop and conference expenditures may include:
a) course, conference or workshop registration
b) travel to the event as outlined in Administrative Procedure 510
c) standard hotel accommodation as outlined in Administrative Procedure 510
d) meals for the registrant not included in the registration fee as outlined in Administrative
Procedure 510.
3.4.6
For out-of-district travel to workshops and conferences, distance calculations for workshop and
conference expenditures will be calculated based on the lesser of the distance from the
Education Centre or the individual’s place of residence. Distance travelled beyond this will be
charged to the general travel account.
3.4.7
During the school year in which an election is held, twenty-five (25) per cent of the annual
allocation will be allotted to trustees. Once the new board is sworn in, the remaining seventy-five
(75) per cent will be released.
3.4.8
It is the responsibility of the Operations and Finance Committee to monitor the individual
accounts that make up the total board’s budget for these expenditures.
3.5
Reporting
3.5.1
All board member expenditures will be reviewed monthly atby the Operations and Finance
Committee.
3.5.2
Board member expenditures will be published annually on the board’s website.
Legal References:
•
Education Act, section 191 Honoraria and Travel Expenses; section 234 Legislative Grants
•
Ontario Regulation 357/06 Honoraria for Board Members
•
Broader Public Sector Expense Directive
•
Ministry of Education Memorandum 2006: B15
•
Ministry of Education Memorandum 2009: B8
Board References:
•
•
•
•
•
Board Policy No.2 Governance By-Laws and Standing Rules
Board Policy No. 3-G: Hospitality
Administrative Procedure 510 Travel Expense Reimbursement
Form F510-1 Travel and Expense Claims
Form F003-3 – Trustee Notice of Intent to Attend Conference and/or Workshop
Hastings and Prince Edward District School Board
Policy Handbook
Page 16 of 24
Report C-3
Appendix F
Page 1
November 12, 2012
POLICY NO. 3-G
Adopted
Last Reviewed
Review Date
BOARD OPERATIONS
March 26, 2007
November, 2011
November, 2014
HOSPITALITY
1.
OBJECTIVE
Hastings and Prince Edward District School Board supports the provision of approved hospitality
expenses incurred on behalf of the Board to foster the development of partnerships and
community relationships. The Board actively partners with individuals, communities and
organizations to build engaging learning environments.
2.
DEFINITIONS
Hospitality - The provision of food, beverages, accommodation, transportation or other amenities
at Board expense. Hospitality does not include functions offered soley for the benefit of employees
or people engaged to work for the Broader Public Sector organization or any Ontario Government
Ministry.
3.
PROCEDURE
3.1
Reimbursement of Expenses
Reimbursement is subject to the following parameters:
3.1.1
3.1.2
3.1.3
3.1.4
3.1.5
Approval of the director of education or a supervisory officer is required prior to incurring
hospitality expenditures.
Hospitality should be extended in an economical, consistent and appropriate way when it will
facilitate Board business or is desirable as a matter of courtesy.
Reimbursement for the reasonable cost of alcohol is permitted for formalhospitality events with
advance consultation at committee or Board. The cost of alcoholic beverages should not
exceed the cost of the food.
Token gifts of appreciation valued up to $50.00 may be extended to persons in exchange for
donated services. Gifts above $50.00 must be approved by the director or chair of the Board as
appropriate.
Hospitality may be expended on behalf of the Board when:
a) recognizing employees or other individuals for outstanding achievement (ie. retirement,
meritorious award, service, etc.);
b) engaging representatives of other boards, the broader public sector, industry, public
interest groups or employee groups in discussion on official Board business;
c) sponsoring or attending functions related to the goals of the Board.
3.2
Conflict of Interest 3.2
Consultants and Other Contractors
When hospitality is extended to vendors or possible vendors to the Board, it is imperative that the
hospitality extended does not give or is not perceived to give preferential treatment to any
vendor.
In no circumstances are hospitality, incidental or food expenses considered as allowable
expenses for consultants and contractors in any contract between the board and a
Hastings and Prince Edward District School Board
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Appendix F
Page 2
Board Policy No. 3
November 12, 2012
consultant or contractor. Reimbursement for allowable expenses can be claimed and
reimbursed only when the contract specifically provides for it.
a.3.3
Reporting
i.3.3.1 Claims for reimbursement must be made using Form F510-1 Travel and Expense Claims or
through the individual’s employee’s purchasing card statement, if applicable. The claimant must
sign and date the form and attach all original receipts. Credit/debit slips must be accompanied
by original receipts. All hospitality expense claims will be reviewed by the director of
education/chair of the Board, as appropriate.
ii.3.3.2 The following information must be submitted on the expense report:
a)
b)
c)
d)
the form of hospitality (meal, reception, refreshments, etc.);
name and location of event;
names of individuals entertained, titles and employer; and
budget code to be charged.
Legal References:
Ministry of Education Memorandum 2006: B15
Broader Public Sector Expense Directive
Board References:
•
•
•
•
Board Policy No. 1 - Board Mission and Goals
Board Policy No. 4 - Corporate Board Job Description
Board Policy No. 5 - Director of Education Job Description
Form F510-1 - Travel and Expense Claims
Hastings and Prince Edward District School Board
Policy Handbook
Page 18 of 24
Board Report C-3
Appendix G
Page 1
November 12, 2012
BOARD POLICY NO. 8
Adopted
Last Revised
Review Date
May 26, 2008
April 23November,
2012
SeptemberNovember,
20135
BOARD MEMBERS’ CODE OF CONDUCT
1.
PURPOSE
The Board has developed this policy to set out Board expectations for ethical and businesslike conduct.
The Board expects its members to maintain the integrity of the Board and the position of the trustee when
representing the community district through the democratic process while modeling Growing with
Character attributes.
2.
CODE OF CONDUCT
2.1
Board members will demonstrate commitment to public education and loyalty to Hastings and
Prince Edward District School Board.
2.2
Board members will work with fellow trustees in a spirit of harmony and co-operation in spite of
differences of opinion.
2.3
Trustees will at all times act with proper decorum and be respectful of other trustees and members
of staff, as well as the public.
2.4
Board members will represent everyone Hastings and Prince Edward District School Board serves,
not only a particular interest group or geographic area.
2.5
Board members will declare any financial conflict of interest between their personal and/or
business interests and their position on the Board. A trustee will not participate in or exert
influence on any decision in which the trustee has any direct or indirect financial interest.
2.6
Trustees will maintain the confidentiality of privileged information discussed in closed meetings or
provided in correspondence and reports.
2.7
Board members will remember at all times that authority over the organization is vested only in the
full Board when it meets in legal session. Trustees will not attempt to exercise individual authority.
2.8
Trustees will support the Board’s governance structure by recognizing that the Board’s official
connection to the district organization is through the director of education and that authority over
the director is only through the corporate Board.
2.9
The Board will evaluate the performance of the director of education against explicit Board policies
by the official process and will not make comments about the performance of the director or the
staff on any other basis.
Board Report C-3
Appendix G
Page 2
November 12, 2012
2.10 Board members will use discretion when making public statements in order to avoid giving the
impression that such statements reflect the corporate opinion of the Board when they do not.
Board members will recognize that the chair of the Board and the director of education are the
Board’s primary spokespersons in all situations where a system level comment or response is
required.
2.11 Trustees will abide by the majority decisions of the Board and recognize that they are legally bound
by them. Although they may not agree with a decision, trustees should be able to explain the
rationale for the decision and ensure that it is understood, implemented and monitored. Board
members may say that they are opposed to a decision, but are expected to do so respectfully,
without making disparaging remarks or speculating on the motives of other Board members.
3.
PROCEDURES FOR BREACH OF THE CODE OF CONDUCT
3.1
Consequences Applied by the Chair
3.1.1
The chair of the Board has the authority to investigate allegations of breaches of the Code of
Conduct and shall, where appropriate, consult with the vice-chair regarding the course of action.
Where the alleged breach of conduct has been committed by the chair of the Board, the Board
shall empower the vice-chair or designate to perform the responsibilities of the chair.
3.1.2
The chair, vice-chair or designate has the authority to invoke these consequences:
a) a verbal warning; and/or
b) a letter outlining the breach or concern.
3.1.3
If the chair is of concern to the Board, then the Board through a motion shall temporarily assign
the vice-chair or designate to carry out duties outlined in section 3.
3.1.33.1.4
A Board member upon whom the chair has applied one of these consequences may
appeal to the Board at the next meeting of the committee of the whole Board in closed session.
The decision of the Board is final.
3.2
Consequences Applied by Board Resolution
3.2.1
More serious consequences for breach of the Code may be imposed by Board resolution.
3.2.2
Any member who resists the rules of the Board, disobeys the decision of the chair or the Board
on points of order, or makes any disorderly noise or disturbance, may by resolution of the Board
be ordered to leave for all or part of the remainder of the meeting. Such removal is to be recorded
in the minutes of the meeting.
3.2.3
The Board may, by special motion duly passed either in an open session or a committee of the
whole Board in closed session, censure a trustee for breach of the governance by-laws, Board
policy and/or relevant legislation.
3.2.4
The Board may, by special motion duly passed, and simple majority vote, declare the office of the
chair and/or vice-chair to be vacant, effective as of the date of passage of the resolution, where
such person:
a) becomes disqualified as a trustee;
b) deliberately breaches any relevant legislation or Board policy; and/or
c) acts in such a manner as to lose the confidence of the Board.
Board Report C-3
Appendix G
Page 3
November 12, 2012
3.2.5
If such a motion is passed, the Board shall, at the same meeting, elect a new chair and/or vicechair following the election process set out in subsection 2.5 of Board Policy No. 2 Governance
By-Laws and Standing Rules.
3.2.6
The Board may, by special motion duly passed, remove a trustee from a Board committee. If
such resolution is passed, the Board shall, at the same meeting, elect a new trustee to fill the
vacancy on that committee.
3.2.7
The Board may, by special motion duly passed, resolve to pursue available legal avenues if a
trustee fails to comply with the duty of confidentiality in ways that impact negatively on the district.
3.2.8
The topic to be decided by special motion must appear on the distributed agenda for the meeting,
or all trustees must have been advised within 48 hours of the commencement of the meeting of
the request to add the item to the agenda. If the special motion is not part of the distributed
agenda, the matter will be discussed at the meeting only if the additional agenda item is approved
by a two thirds majority of those Board members present.
3.2.9
The Board will respect the trustee’s right to due process, including appropriate notice of the
complaint; information about the specifics of the allegations; and the right to make a presentation
before the Board. A trustee facing consequences under the Code of Conduct will be afforded one
legal consultation, upon written request, with a Board approved legal firm. If further legal counsel
is required, it is subject to approval by the director of education.
3.2.10 The decision of the Board following the presentation is final.
Legal References:
•
•
•
•
•
Education Act, sections 169.1, 170-171 Duties and Powers of Boards; sections 218.1-218.3 Duties of Board
Members – Code of conduct; subsection 207 (2) Closing of Meetings; section 209 Board Member Declaration;
section 228 Seat Vacated by Conviction, Absence, etc.
Municipal Conflict of Interest Ac
Municipal Freedom of Information and Protection of Privacy Ac
Program/Policy Memorandum No. 128
The Provincial Code of Conduct and School Board Codes of Conduct
Board References:
•
•
•
•
•
•
•
Policy No. 1 - Board Mission and Goals
Policy No. 2 - Governance By-Laws and Standing Rules
Policy No. 3 - Board Operations
Policy No. 4 - Corporate Board Job Description
Policy No. 5 - Director of Education Job Description
Policy No. 6 - Delegation of Authority
Policy No. 9 - Role of the Board Member
Board Report C-3
Appendix H
Page 1
November 12, 2012
BOARD POLICY NO. 11
Adopted
Last Revised
Review Date
May 26, 2008
November 20112
November 20145
COMMITTEES OF THE BOARD
1. PURPOSE
Hastings and Prince Edward District School Board may establish by resolution such standing, special
purpose and ad hoc committees as it deems appropriate or are required under legislation or through
contractual obligations, and subject to any relevant legislation or contract.
The Board may determine the composition of the committees and the manner of selecting chairs and
members. The Board may fix their terms of reference, reporting relationships and expected date of
completion of their mandate. The Board may alter the composition of committees, their terms of
reference, reporting relationships and expected date of completion of their mandate, as the Board may
deem appropriate from time to time. The Board may also dissolve committees.
2.
DEFINITIONS
Ad Hoc Committee—An ad hoc committee is appointed to make recommendations on a particular issue.
The Board shall dissolve the committee once the final report to the Board has been made. An ad hoc
committee may be a sub-committee of a standing committee.
Advance Notice—Advance notice excludes Saturday, Sunday and statutory holidays.
Closed Meeting—A closed meeting is closed to the public as provided by subsection 207 (2) of the
Education Act.
Committee Chair—Committee chair means the chairperson of a standing, ad hoc or other special
purpose committee.
Legislated Committee – A committee required by legislation/law.
Majority Vote—A majority vote shall be fifty percent plus one.
Past Chair—The past chair is the immediate past chair of the Board.
Standing Committee—A standing committee is a committee established by the Board to perform a
continuing function, dealing with work of an ongoing or recurring nature.
Statutory Committee—A statutory committee is a committee required by the Education Act.
Board Report C-3
Appendix H
Page 2
November 12, 2012
3.
POLICY
3.1
Board committee meetings shall be open to the public except when the subject matter under
consideration is covered by section 207(2) of the Education Act.
3.2
The rules of order contained in the current edition of Robert’s Rules of Order Newly Revised shall
govern committee meetings of the Board in all cases to which they are applicable and in which they
are not inconsistent with the Board’s by-laws, approved special rules of order and the Education
Act.
3.3
A quorum of any committee shall consist of fifty percent of the members. It is the duty of the chair
of the committee to determine that a quorum is present.
3.4
A report of a committee is that of a majority of the committee.
3.5
Committees shall report to the Board in writing after each meeting and the chair of the committee,
or where the chair is not a Board member, a Board member appointed to the committee shall
present the committee’s report to the Board. Recommendations shall be moved by the committee
member who moved the motion at the committee level.
3.6
A committee report shall not be amended by the Board, but the Board may refer the report back to
the committee for further consideration or with instruction to amend the report in some way.
3.7
Committee recommendations may be acted on separately when they are presented with the
committee report or be postponed to a definite time.
3.8
The motion shall be stated in a form that will allow the Board to vote directly on the proposal itself,
rather than a motion to agree or disagree with the recommendation of the committee. A motion
embodying a committee recommendation is considered and acted on as any other main motion.
3.9
The secretary of the Board, in consultation with the chair of the Board, determines whether items of
business go directly to the Board or to a committee for study, investigation and recommendation.
This decision is generally based upon the urgency of the issue and the depth of investigation
required. Nothing in this process prevents the Board from referring a matter to a committee for
investigation and recommendation.
4.
DEVELOPMENT OF COMMITTEE STRUCTURE
4.1
Each November the Board members shall indicate to the Board chair the standing and statutory
committees on which they wish to serve for the following calendar year. The chair shall bring
forward a recommendation to the Board for approval at the annual meeting held in December.
4.2
Board members are expected to serve on more than one committee.
4.3
Resource staff to the committees shall include the appropriate supervisory officer(s), as well as
coordinators or other officers where required.
5.
BOARD COMMITTEES
The policies consolidated in this document describe the purpose, powers and duties, membership
and meetings of committees that the Board has established in order to govern the district in an
effective and efficient manner.
Board Report C-3
Appendix H
Page 3
November 12, 2012
COMMITTEES OF HASTINGS AND PRINCE EDWARD
DISTRICT SCHOOL BOARD
STANDING COMMITTEES:
Policy No. 11-A
Committee of the Whole Board
page 4
Policy No. 11-B
Program and Human Resources Committee
page 5
Policy No. 11-C
Operations and Finance Committee
page 7
Policy No. 11-D
Executive Committee
page 9
Policy No. 11-E
Budget Committee
page 11
Policy No. 11-F
Student Enrolment/School Capacity Committee
page 12
STATUTORY COMMITTEES:
Policy No. 11-G
Special Education Advisory Committee
page 14
Policy No. 11-H
Supervised Alternative Learning (SAL) Committee
page 18
Policy No. 11-I
Audit Committee
page 22
Policy No. 11-J
Accessibility Committee
page 28
Policy No. 11-K
Parent Involvement Committee
page 30
LEGISLATED COMMITTEES:
Policy No. 11-JL
Student Discipline Committee
page 33
AD HOC COMMITTEES:
Policy No. 11-KM
6.
6.1
Ad Hoc Committees
page 36
CHAIR/VICE-CHAIR VACANCIES
Vacancies in the Chair or Vice-chair positions of a committee shall be filled through a similar
process as outlined in the committee descriptions in Board Policy No. 11, at the next regular
meeting or as soon as reasonably possible.
Board Report C-3
Appendix H
Page 4
November 12, 2012
STANDING COMMITTEE
POLICY NO. 11- A
Adopted
Last Revised
Review Date
May 26, 2008
November 2011
November 2014
COMMITTEE OF THE WHOLE BOARD
1. PURPOSE
When it is required by law or when the Board, on motion of a member, decides that it would be
appropriate to discuss a matter in the Committee of the Whole Board, the Board, by resolution, shall
move into a Committee of the Whole Board meeting for a closed session.
2.
POWERS AND DUTIES
2.1
Discussion in the Committee of the Whole Board shall be strictly limited to the subject referred to
the Committee of the Whole Board.
2.2
The Committee of the Whole Board shall, at the conclusion of its business and on a motion of one
of its members duly resolved, rise and report its findings to the Board, which shall deal with such
report in the same fashion as any committee report.
3. MEMBERSHIP
All members of the Board are voting members of the Committee of the Whole Board.
4.
MEETINGS
4.1
Meetings of the Committee of the Whole Board may be in public or closed session. The reasons for
the closing of certain meetings are set out in the Education Act.
4.2
Regular meetings of the Board include a Committee of the Whole Board meeting in closed session
at 6:00 p.m. on the fourth Monday of each month, with the exceptions noted in Board Policy No. 2
Governance By-Laws and Standing Rules.
4.3
Preparation and distribution of the notice of meetings, agenda and minutes shall be as for regular
and special meetings of the Board.
4.4
The vice-chair or designate shall be the chair of the Committee of the Whole Board in closed
session and shall preside at all meetings of this committee. The chair of the Board shall be the
chair of the Committee of the Whole Board in open session.
Legal References:
Education Act, sections 170-171 Duties and Powers of Boards; section 207 Open and Closed Meetings
Board References:
•
•
Board Policy No. 2 - Governance By-Laws and Standing Rules
Board Policy No. 3 - Board Operations
Board Report C-3
Appendix H
Page 5
November 12, 2012
STANDING COMMITTEE
POLICY NO. 11- B
Adopted
Last Revised
Review Date
May 26, 2008
November 2011
November 2014
PROGRAM AND HUMAN RESOURCES COMMITTEE
1. PURPOSE
The Program and Human Resources Committee shall review and make recommendations to the Board
on matters concerning educational programs, special education services and human resources/personnel
issues.
2.
POWERS AND DUTIES
2.1
The committee shall support the achievement of the Board’s major areas of responsibility that
relate to educational programs, special education services and human resources issues, as
described in Board Policy No. 4 Corporate Board Job Description.
2.2
The committee is responsible for reviewing and recommending to the Board the goals in the
Board’s system plan and the means whereby these goals may be achieved.
2.3
The committee will review and monitor, through the director of education, matters relating to the
quality of programs and program delivery within the system.
2.4
The committee will receive, through the director of education, reports relating to the development of
special education programs and make recommendations to the Board concerning the need for and
the impact of these special programs.
2.5
The committee will review and monitor, through the director of education, matters relating to the
use of instructional and assistive technology to expand learning opportunities for all students and
provide essential support for students with special education needs.
2.6
The committee will receive, through the director of education, presentations and reports relating to
the progress of students, student discipline and school safety, and any other matters which
influence the effectiveness of the schools.
2.7
The committee will monitor that the Board acts in accordance with the Education Act, regulations
and other statutory requirements to ensure the implementation of provincial education standards
and policies.
2.8
The committee is responsible for ensuring that all employees of the Board are valued and treated
with respect, that the principles of fairness, equity and inclusivity are practiced, and that the
provisions of all current employment and labour laws and Board agreements are implemented.
2.9
The committee will monitor the success of administrative procedures related to the management of
the board’s human resources and programs that provide benefits and services to employees.
Board Report C-3
Appendix H
Page 6
November 12, 2012
2.10 The committee will discuss with the director any issue about educational programs, special
education services, or human resources matters that might require the development of an
administrative procedure.
3.
MEMBERSHIP
3.1
Membership is appointed each year at the initial/annual meeting of the Board held in December.
3.2
Membership shall consist of a minimum of five trustees.
3.3
Chair and vice-chair of the Program and Human Resources Committee are elected each year at
the initial/annual meeting of the Board held in December.
4.
4.1
MEETINGS
The Program and Human Resources Committee shall schedule meetings for the third Monday
evening of each month in which a regular meeting of the Board is held, with the following
exceptions:
a) There will be no regular committee meeting in December.
b) In June the meeting shall be held on the second Monday evening.
c) Where the third Monday of any month falls on a statutory holiday, the meeting shall be held on
the Tuesday immediately following the holiday.
4.2
Any change in meeting dates shall require advance notice to be publicly posted at least seventytwo hours in advance.
4.24.3 In the absence of the chair, the vice-chair or designate shall preside at the meeting.
Legal References:
•
•
•
Education Act, sections 170-171 Duties and Powers of Boards; Part XIII Behaviour, Discipline and Safety
Education Quality and Accountability Office Act
Labour Relations Act
Board References:
•
•
•
•
Board Policy No. 1 - Board Mission and Goals
Board Policy No. 4 - Corporate Board Job Description
Board Policy No. 5 - Director of Education Job Description
Achievement in Motion System Plan
Board Report C-3
Appendix H
Page 7
November 12, 2012
STANDING COMMITTEE
POLICY NO. 11- C
Adopted
Last Revised
Review Date
May 26, 2008
November, 2011
November, 2014
OPERATIONS AND FINANCE COMMITTEE
1. PURPOSE
The Operations and Finance Committee shall review and make recommendations to the Board on
matters related to operations of facility services, transportation, information and technology services,
purchasing, accounting and payroll and benefits.
2.
POWERS AND DUTIES
2.1
The committee shall support the achievement of the Board’s major areas of responsibility that
relate to Board operations, transportation, information and technology services, and financial
matters, as described in Board Policy No. 4 Corporate Board Job Description.
2.2
The committee is responsible for reviewing and recommending to the Board the goals in the
Board’s system plan and the means whereby these goals may be achieved.
2.3
The committee shall review and make recommendations to the Board on the purchase and sale of
land and buildings and on the scope of capital projects and contracts for construction.
2.4
The committee shall keep the Board informed regarding all facility matters and make
recommendations to the Board about facility work plans and capital planning.
2.5
The Board is an equal member, along with Algonquin and Lakeshore Catholic District School Board
and Limestone District School Board, of Tri-Board Student Transportation Services. The
committee will monitor the operation of school bus transportation services, and make
recommendations for changes to the Tri-Board Student Transportation Services transportation
policy.
2.6
The committee will review and make recommendations to the board on borrowing and investing of
funds according to government regulation.
2.7
The committee will monitor the success of administrative procedures related to business matters.
3.
MEMBERSHIP
3.1
Membership is appointed each year at the initial/annual meeting held in December.
3.2
The Operations and Finance Committee shall be comprised of a minimum of five trustees.
3.3
Chair and vice-chair of the Operations and Finance Committee are elected each year at the
initial/annual meeting of the Board held in December.
Board Report C-3
Appendix H
Page 8
November 12, 2012
4.
4.1
MEETINGS
The Operations and Finance Committee shall schedule meetings for the second Monday evening
of each month in which a regular meeting of the Board is held, with the following exceptions:
a) There will be no regular committee meeting in December.
b) In June the meeting shall be held on the first Monday evening.
c) Where the second Monday of any month falls on a statutory holiday, the meeting shall be held
on the Tuesday immediately following the holiday.
4.2
Any change in meeting dates shall require advance notice to be publicly posted at least seventytwo hours in advance.
4.24.3 In the absence of the chair, the vice-chair or designate shall preside at the meeting.
Legal References:
Education Act, sections 170-171 Duties and Powers of Boards; Part IX Finance
Board References:
•
•
•
•
Board Policy No. 4 - Corporate Board Job Description
Board Policy No. 17 - Transportation
Achievement in Motion System Plan
Administrative Procedure 500 - Financial Integrity
Board Report C-3
Appendix H
Page 9
November 12, 2012
STANDING COMMITTEE
POLICY NO. 11- F
Adopted
Last Revised
Review Date
May 26, 2008
November, 2011
November, 2014
STUDENT ENROLMENT/SCHOOL CAPACITY COMMITTEE
1. PURPOSE
The Student Enrolment/School Capacity Committee shall review and make recommendations on matters
relating to school enrolments, school capacities, including projected trends, and any implications arising
from such matters.
2.
3.
POWERS AND DUTIES
2.1
The committee shall consider the school board’s long term capital plan in order to provide the
best educational opportunities for students and to enhance the learning environment in all
schools, while ensuring fiscal responsibility.
2.2
The committee shall review a preliminary report prepared by senior administration identifying a
school or group of schools in which challenges may be faced in providing a suitable and
equitable range of learning opportunities for students, as described in Policy No. 15: Student
Enrolment/School Capacity.
2.3
After reviewing the preliminary report, the committee may recommend that the Board direct
senior administration to form an Accommodation Review Committee for a group of schools or
for a single school.
2.4
If the Board supports the committee’s recommendation, an Accommodation Review Committee
will be formed in accordance with Policy No. 15: Student Enrolment/School Capacity. The
Student Enrolment/School Capacity Committee shall review and consider reports and
recommendations from senior administration and the Accommodation Review Committee and
receive public input into those reports in accordance with Policy No. 15.
2.5
The committee shall prepare its report and recommendations regarding pupil accommodation
options to the Board.
MEMBERSHIP
3.1
The membership of the Student Enrolment/School Capacity Committee includes all members of
the Board.
3.2
Chair and vice-chair of the Student Enrolment/School Capacity Committee are elected each
year at the initial/annual meeting of the Board held in December.
4. MEETINGS
The Chair of the committee shall call meetings as needed and in accordance with Board Policy No. 15:
Student Enrolment/School Capacity when an Accommodation Review Committee (ARC) has been
initiated.
4.1 In the absence of the chair, the vice-chair or designate shall preside at the meeting.
Board Report C-3
Appendix H
Page 10
November 12, 2012
Legal References:
•
•
•
Education Act, paragraph 8 (1) 26 School Closing; section 171 Powers of Boards
Ministry of Education Pupil Accommodation Review Guidelines
Ministry of Education Administrative Review of Accommodation Review Process
Board References:
•
Board Policy No. 15 - Student Enrolment/School Capacity
• Administrative Procedure 178: Accommodation Review Committee (ARC)
Board Report C-3
Appendix H
Page 11
November 12, 2012
STATUTORY COMMITTEE
POLICY NO. 11- G
Adopted
Last Revised
Review Date
May 26, 2008
November 2011
November, 2014
SPECIAL EDUCATION ADVISORY COMMITTEE
1.
PURPOSE
The purpose of the Special Education Advisory Committee is to act in an advisory capacity to the Board
on Special Education matters. All appointments to the Special Education Advisory Committee will be
guided by Board Policy No. 1 Board Mission and Goals.
Hastings and Prince Edward District School Board (the Board) is a system of character that supports the
success of each student through effective community relationships, and safe, respectful, inclusive
learning and working environments. The Board is committed to establishing and maintaining effective
partnerships and committees through mutual respect and cooperation. Under the Education Act, the
Board is required to establish a Special Education Advisory Committee (SEAC).
2.
POWERS AND DUTIES
2.1
The powers and duties of the Special Education Advisory Committee are mandated by Ontario
Regulation 464/97. The committee may make recommendations to the Board on any matter
affecting the establishment, development and delivery of Special Education programs and services
for exceptional students of the Board.
2.2
Under the authority of the Board and in accordance with the Education Act, the SEAC may advise
the Board in such areas of Special Education as follows:
a)
b)
c)
d)
e)
f)
the delivery model;
program development;
identification and assessment of special needs;
transportation practices;
interaction with other boards or committees in related areas; and
any other matter in special education as requested by the Board.
2.3
The committee shall facilitate the exchange of information and ideas among the committee
members representing the local associations, the director or designate(s), and the corporate Board.
2.4
The Special Education Advisory Committee will participate in the Board’s annual review of the
Special Education Plan in accordance with Ontario Regulation 306 Special Education Programs
and Services.
2.5
The committee will participate in the Board’s annual budget process as that process relates to
Special Education.
2.6
The committee shall review the financial statements of the Board as those statements relate to
Special Education.
Board Report C-3
Appendix H
Page 12
November 12, 2012
3.
MEMBERSHIP
3.1
Voting members of the Special Education Advisory Committee are appointed as follows:
3.1.1
two members and one alternate member for each, appointed by the Board from among its own
members;
one representative of the Mohawks of the Bay of Quinte in accordance with the legislation;
one representative from each of the local associations, not to exceed twelve, in the area of
jurisdiction of the Board, as nominated by the local association and appointed by the Board;
one alternate for each representative of a local association, nominated by each local association
and appointed by the Board; and
if the Board so chooses, up to two members appointed by the Board who are not representatives
of a local association, are not members of the Board or another committee of the Board that is
appointed by the Board.
3.1.2
3.1.3
3.1.4
3.1.5
3.2
Each of the persons appointed under paragraphs 3.1.2, 3.1.3, 3.1.4 and 3.1.5 above shall have
the qualifications required for being a member of the Board that appointed them.
3.3
The Board shall establish membership of the Special Education Advisory Committee at the
inaugural meeting of the Board during an election year. Members of this committee will hold office
for the duration of the Board that appoints them.
3.4
A member of or alternate member for a member of the Special Education Advisory Committee
vacates his or her seat if he or she:
a) is convicted of an indictable offence;
b) absents himself or herself from three consecutive meetings without being authorized
by resolution entered in the minutes;
c) ceases to hold the qualifications to be appointed to the committee or ceases to hold
the qualifications to be appointed as an alternated.
3.5
The Board shall, if a seat or position on the Special Education Advisory Committee becomes
vacant, appoint a qualified person to fill the vacancy for the remainder of the term of the person
whose seat or position has become vacant.
3.6
Nominations by local associations apply with respect to appointments.
3.7
Where a seat of a member is vacant and has not yet been filled, the alternate for the member, if
there is an alternate, shall act in the member’s place.
3.8
A member of senior administration will act as the administrative liaison to the committee and will
be responsible for minutes for the committee, but is not a voting member.
3.9
At the completion of the terms of office of the SEAC members, the Hastings and Prince Edward
District School Board shall advertise in the local papers for representation from the associations
and for members at large for the next term of the Board.
4.
MEETINGS
The Special Education Advisory Committee will meet regularly, at least ten times over the school year.
Unless ruled otherwise by the chair, these meetings will be open to the public.
Board Report C-3
Appendix H
Page 13
November 12, 2012
5.
5.1
PROCEDURES
Election of Chair and Vice-Chair
At the first meeting of the Special Education Advisory Committee after the Board’s initial meeting, a
chair and a vice-chair shall be elected. Any voting member of the SEAC is eligible for election.
5.2
Meeting Conducted by Chair
The meeting will be conducted by the chair under the same procedures as the Board uses. All
members shall have access to, and become familiar with, the Board policies. In the absence of the
chair, the vice-chair or designate shall preside at the meeting.
5.3
Agenda of Meeting
The chair, in collaboration with the supervisory officer responsible for Special Education, will
determine the agenda for each meeting, its scheduling and location, and ensure that committee
members are appropriately informed of such details.
5.4
Quorum
A quorum shall consist of a simple majority of the voting members of the committee.
5.5
Meeting Content
The meetings will be concerned, in addition to other items, with:
a) discussions of existing programs and services and current practices; and
b) suggestions for enhancement of existing programs and services.
5.6
Recommendation to the Board
Before making a decision on a recommendation of the SEAC, the Board shall provide an
opportunity for the committee to be heard before the Board and before any committee of the Board
to which the recommendation is referred.
5.7
Individual/Personal or Staffing Concerns
The committee shall not address individual/personal or staffing concerns, as this is the
responsibility of the director of education or designate.
5.8
Contact with School Personnel
For the purposes of the committee functioning, all contact with school personnel shall be channeled
through the supervisory officer responsible for Special Education.
5.9
Contact with the Board
Board Report C-3
Appendix H
Page 14
November 12, 2012
For the purposes of the committee functioning, contact with the Board or its standing committees
shall be channeled through the chair of the SEAC and the supervisory officer responsible for
special education.
Legal References:
•
•
•
Education Act: section 57.1 Special Education Advisory Committees
Ontario Regulation 306 Special Education Programs and Services
Ontario Regulation 464/97 Special Education Advisory Committees
Board References:
•
•
Board Policy No. 1 - Board Mission and Goals
Board Policy No. 2 - Governance By-Laws and Standing Rules
Board Report C-3
Appendix H
Page 15
November 12, 2012
BOARD POLICY NO. 11-J
STATUTORY COMMITTEE
Adopted
Last reviewed
Review date
November 2012
November 2015
ACCESSIBILITY COMMITTEE
1. PURPOSE
The Accessibility Advisory Committee will review on an annual basis the school board’s Annual
Accessibility Plan required by legislation under the Accessibility for Ontarians with Disabilities Act
(AODA), the Ontarians with Disabilities Act (ODA) and regulations under the Acts.
The purpose of the AODA and ODA is to improve opportunities for people with disabilities and to provide
for their involvement in the identification, removal and prevention of barriers to allow for their full
participation in life within the province. To this end, the Act requires school boards to prepare an Annual
Accessibility Plan, to consult with people with disabilities in the preparation of the plan, and make the plan
public.
2. DEFINITIONS
Accessibility standard: an accessibility standard made by regulation including: accessibility standards
for customer service; integrated accessibility standards (information and communications, employment
standards, transportation); built environment
Barrier: anything that prevents a person with a disability from fully participating in all aspects of society
because of his or her disability, including a physical barrier, an architectural barrier, an information or
communications barrier, an attitudinal barrier, a technological barrier, a policy or a practice.
Disability:
(a) any degree of physical disability, infirmity, malformation or disfigurement that is caused by bodily
injury, birth defect or illness and, without limiting the generality of the foregoing, includes diabetes
mellitus, epilepsy, a brain injury, any degree of paralysis, amputation, lack of physical co-ordination,
blindness or visual impediment, deafness or hearing impediment, muteness or speech impediment, or
physical reliance on a guide dog or other animal or on a wheelchair or other remedial appliance or
device.
(b) a condition of mental impairment or a developmental disability.
(c) a learning disability, or a dysfunction in one or more of the processes involved in understanding or
using symbols or spoken language.
(d) a mental disorder.
(e) an injury or disability for which benefits were claimed or received under the insurance plan
established under the Workplace Safety and Insurance Act, 1997; (“handicap”).
3. POWERS AND DUTIES
3.1. Each year the committee shall meet to review and revise the Annual Accessibility Plan including
the following legislated items:
(a) prepare an accessibility plan
(b) consult with persons with disabilities and others in preparing the plan
(c) the accessibility plan shall address the identification, removal and prevention of barriers to
persons with disabilities in the organization’s by-laws, if any, and in its policies, programs,
practices and services
Board Report C-3
Appendix H
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November 12, 2012
(d) report on the measures the organization has taken to identify, remove and prevent barriers to
persons with disabilities
(e) report on the measures in place to ensure that the organization assesses its proposals for bylaws, policies, programs, practices and services to determine their effect on accessibility for
persons with disabilities
(f) report on the by-laws, policies, programs, practices and services that the organization will
review in the coming year in order to identify barriers to persons with disabilities
(g) report on the measures that the organization intends to take in the coming year to identify,
remove and prevent barriers to persons with disabilities
(h) all other information that the regulations prescribe for the purpose of the plan
(i) make the accessibility plan available to the public
(j) provide awareness training and other duties as outlined in the standards
4. MEMBERSHIP
4.1. One trustee and an alternate will be appointed to the Accessibility Advisory Committee annually to
participate with administrative staff to review the plan.
4.2. Administrative staff from various departments will be appointed by the director or designate to
participate on the Accessibility Advisory Committee.
4.3. The Accessibility Advisory Committee will invite employee groups to appoint persons to participate
on the Committee to ensure broad representation of persons with disabilities and knowledge of
pertinent issues.
4.4. The director or designate will appoint a chair for the committee annually.
5. MEETINGS
Committee meetings will be called by the chair on an annual basis to ensure a final draft plan is complete
for approval by the Board prior to September of the following school year.
Legal References:
•
•
•
Education Act
Accessibility for Ontarians with Disabilities Act (AODA)
Ontarians with Disabilities Act (ODA)
Board Report C-3
Appendix H
Page 17
November 12, 2012
STATUTORY COMMITTEE
POLICY NO. 11- K
Adopted
Last Revised
Review Date
November, 2012
November, 2015
PARENT INVOLVEMENT COMMITTEE
1.
PURPOSE
The Parent Involvement Committee (PIC) is a formal structure and an important advisory body. The
Parent Involvement Committee, along with school councils, encourages parent involvement at the local
and regional levels through a grassroots approach. Hastings and Prince Edward District School Board is
committed to working collaboratively with the Parent Involvement Committee to increase parent
involvement in their children's education, to improve student achievement and well-being and to increase
confidence in public education.
The purpose of a Parent Involvement Committee is to support, encourage and enhance parent
engagement at the board level in order to improve student achievement and well-being. The Parent
Involvement Committee shall achieve its purpose by:
• providing information and advice on parent engagement to the board;
• communicating with and supporting school councils of schools of the board; and
• undertaking activities to help parents of pupils of the board support their children’s learning at
home and at school.
2.
DEFINITIONS
Board – Board of Trustees
Director – the director of education or designate
Parent – a parent or guardian of a student who is enrolled in Hastings and Prince Edward District School
Board
Parent member – a parent who is elected or appointed to the Parent Involvement Committee in
accordance with the by-laws of the committee
Community member – a member of the broader community who is elected or appointed to the Parent
Involvement Committee in accordance with the by-laws of the committee
3.
POWERS AND DUTIES
3.1
The Parent Involvement Committee is established in accordance with Ontario Regulation 612/00 of
the Education Act as amended by Ontario Regulation 330/10 and in accordance with Board policy
3.2
The Parent Involvement Committee shall:
a) develop strategies and initiatives that the school board or director of education could use to
effectively communicate with parents and to effectively engage parents in improving student
achievement and well-being;
Board Report C-3
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November 12, 2012
b)
c)
d)
provide advice on ways to use the strategies and initiatives;
communicate information from the Ministry to school councils and parents;
work with school councils, and through the director of education or designate, with employees
of the board to:
• share effective practices to help engage parents, especially parents who may find
engagement challenging, in their children’s learning;
• identify and reduce barriers to parent engagement;
• help ensure that schools create a welcoming environment for parents, and
• develop skills and acquire knowledge that will assist the Parent Involvement Committee
and school councils with their work; and
e) determine, in consultation with the board’s director of education or designate and in keeping
with the board’s policies, how funding, if any, provided under the Education Act for parent
involvement is to be used.
4.
MEMBERS
4.1
The Parent Involvement Committee shall include the following;
4.1.1
4.1.2
4.1.3
4.1.4
The number of parent members as specified in the by-laws of the committee
The director of education, or designate.
One member of the Board, appointed at the annual/initial meeting in December.
Community representatives as specified in the by-laws of the committee up to a maximum of
three.
4.2
Members of the committee shall be appointed or elected before November 15 of the school year at
the Annual General Meeting of the Parent Involvement Committee.
4.3
Parent and community members shall be appointed or elected, in accordance with the by-laws of
the committee.
4.4
The number of parent members will be specified in the Parent Involvement Committee by-laws
however the parent members must constitute a majority of the members of the committee.
4.5
Only parent members and community members are entitled to vote.
5.
TERM OF OFFICE
5.1
The term of office for parent and community members shall be one or two years, as determined by
the Parent Involvement Committee by-laws. A member of a committee may be reappointed or reelected to the committee for more than one term unless otherwise provided in the by-laws of the
committee.
5.2
The term of office for the trustee representative shall be one year from the annual/initial meeting of
the Board.
6.0
MEETINGS
6.1
The Parent Involvement Committee shall meet a minimum of four times through the school year.
Additional meetings will be determined by the chair or co-chairs in consultation with the director or
designate.
6.2
A meeting of a Parent Involvement Committee cannot be held unless,
a) the majority of the members present at the meeting are parent members;
b) the director of education, or the person designated under subsection 4.1.2 is present; and
c) the trustee representative or designate is present.
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November 12, 2012
6.2
The meetings will be conducted by the chair or co-chair under the same procedures as other
committees of the Board.
6.3
All meetings of the Parent Involvement Committee are open to the public.
7.0
SUMMARY OF ACTIVITIES
The Parent Involvement Committee shall annually submit a written summary of the committee’s activities
to the chair of the Board and to the director of education.
Legal References:
•
•
Ontario Regulation 612/00, Education Act, as amended by Ontario Regulation 330/10, Education Act
Making a Difference, A Practical Handbook for Parent Involvement Committee Members, 2012
Board References:
•
•
•
Board Policy No. 1 – Board Mission and Goals
Administrative Procedure 176- Parent Involvement Committee (PIC) By-Laws
Administrative Procedure 175 - School Councils
Board Report C-3
Appendix I
Page 1
November 12, 2012
BOARD POLICY NO. 13
Adopted
Last Revised
Review Date
February 1, 2008
April 23,November
2012
AprilNovember ,
2015
APPEALS AND HEARINGS REGARDING STUDENT DISCIPLINE
SUSPENSION APPEALS AND EXPULSION HEARINGS
1.
PURPOSE
This policy describes the processes to be followed for appeals and hearings regarding student discipline.
The Board recognizes the importance of a progressive discipline approach that uses a continuum of
interventions, supports and consequences to address student behaviour that is contrary to the provincial
and district Codes of Conduct.
The Board recognizes that principals or their designates are responsible for maintaining proper order and
discipline in schools, and that students are responsible to the principal or their designates for their
conduct. All students and staff members should be able to learn and work in a safe, caring and accepting
environment. The board realizes that, in some circumstances, positive practices may not be effective or
sufficient to address inappropriate student behaviour. In such cases, the board supports the use of
consequences. The consequences may include, where necessary, suspension and expulsion in
accordance with the terms of the Education Act, Regulations, and administrative procedures developed
by the director of education.
The Board recognizes its duties and powers to decide upon appeals of student suspensions and
principals’ or their designate’s recommendations for expulsion. In exercising these duties and powers,
the board interprets the provisions of the Education Act and Regulations in a broad and liberal manner
consistent with the Human Rights Code.
The Board authorizes a Discipline Committee of no fewer than three (3) board members to conduct
appeals of student suspensions and expulsion hearings. The board formally delegates to the Student
Discipline Committee the powers set out in the Education Act, Regulations under the Act, and the
Statutory Powers Procedure Act to implement any appropriate order and to make decisions on behalf of
the board.
2. DEFINITIONS
The following definitions apply for the purposes of this policy.
Adult Student: An adult student is 18 years of age or older, or 16 or 17 and has removed himself or
herself from parental control.
Appeal: An appeal of a suspension does not stay the suspension. The appeal may result in orders by
the Student Discipline Committee as set out in section 10 of this policy.
Appellant: The appellant is the parent or guardian of a student who is not an adult or the adult student
who appeals a suspension.
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November 12, 2012
Daily Care: A person with daily care is an adult person who is not the custodial parent or guardian of a
student who is less than 18 years old, but is a person who cares for the student on a daily basis and is
known by the school to provide daily care; for example, a grandparent, aunt, uncle, older brother or sister.
Student Discipline Committee: The Student Discipline Committee is a committee of at least three
members of the board designated to determine suspension appeals and recommendations for expulsion.
Expulsion: A school expulsion is an expulsion from the school of the board that the student was
attending at the time of the incident. A board expulsion is an expulsion from all schools of the board.
Parent: A reference to “parent” in this policy refers to both parents if applicable or to a guardian or
guardians. Parent means the custodial parent or guardian of a minor child who is not an adult student.
Parties: The parties to a suspension appeal or an expulsion hearing are the parent or adult student and
the principal or representativedesignate.
Suspension: A short-term suspension means a suspension from school of no less than one school day
and no more than five school days. A long-term suspension means a suspension of six or more school
days. The maximum duration of a suspension is twenty school days.
A. SUSPENSION APPEAL BEFORE THE STUDENT DISCIPLINE COMMITTEE
3.
NOTICE OF SUSPENSION APPEAL
3.1
The parent or adult student who intends to appeal a suspension (the appellant) must give written
notice of this intention within ten (10) school days of the commencement of the suspension. The
appeal must be made in writing to the appropriate superintendent of education.
3.2
The notice of appeal must include a written statement specifying the nature of the disagreement
with the principal’s or designate’s decision. This statement will describe whether the appellant
disagrees with the principal’s or designate’s finding that the student committed an infraction for
which the student must be suspended or with the duration of the suspension imposed by the
principal or designate, or both. The statement must set out the reasons why the appellant
disagrees with the decision of the principal or designate.
3.3
At the time of receiving notice of the intention to appeal the suspension, the superintendent will
notify the principal and director of education. The superintendent will inform the chair of the board
and set a date for the appeal hearing by the Student Discipline Committee within fifteen (15) school
days of receiving the notice of intention to appeal, unless the parties agree to an extension.
4.
EFFORT TO RESOLVE DISPUTE
4.1
Although the Education Act makes provision for this appeal of a suspension to the Student
Discipline Committee of the board, every reasonable effort should be made to resolve such a
dispute before it is formalized in an appeal before the board.
4.2
Prior to an appeal of a suspension being heard by the Student Discipline Committee, a
superintendent’s review of the decision to suspend a student must be held, according to the terms
outlined in Administrative Procedure 378 Student Discipline, Bullying Prevention and Intervention.
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November 12, 2012
5.
5.1
5.2
5.3
5.4
6.
DOCUMENTS RELATED TO THE APPEAL
If the superintendent confirms the suspension upon review, and the parent or adult student decides
to continue with the appeal, the superintendent will facilitate the exchange of documents between
the parties.
The superintendent will ensure that any documents, reports and/or submissions prepared by the
appellant are provided to the principal or designate at the earliest opportunity.
The superintendent will ensure that the appellant has a copy of the suspension notice, the
principal’s or designate’s report about the reasons for the suspension, and correspondence about
the suspension review conducted by the superintendent prior to the appeal before the Student
Discipline Committee.
The superintendent will act as Secretary to the Student Discipline Committee, ensuring that all
documents relevant to the appeal are submitted to the Committee.
SUSPENSION APPEAL PROCEDURES
6.1
The superintendent will inform the parent or adult student of the location, date and time of the
suspension appeal and provide a copy of this policy as a guide to the process for the appeal. Form
F378-2 Notice of Suspension Review provides the template for this notification.
6.2
The Student Discipline Committee of the board must hear and determine the suspension appeal
within fifteen (15) school days of receiving the notice of intention to appeal, unless the parties
agree to an extension.
6.3
The Committee shall elect a chair from among its members.
6.4
The superintendent, acting as Secretary to the Student Discipline Committee, will act in an advisory
capacity to the Committee on procedural matters during the suspension appeal and the
Committee’s subsequent deliberation.
6.5
The parties to the appeal shall be the parent or adult student and the principal or
representativedesignate. The student under parental care upon whom the suspension was
imposed is expected to be part of the proceedings, as appropriate. The Student Discipline
Committee may grant a person with daily care, as defined in section 2 of this policy, authority to
make submissions on behalf of the student, but this person is not a party to the appeal.
6.6
The appellant may be represented by a lawyer or agent. Prior notice of a lawyer’s or an agent’s
attendance must be provided to the superintendent. If prior notice is not provided, the suspension
appeal may be rescheduled.
6.7
The Student Discipline Committee and/or the principal or designate may also exercise the right to
legal counsel.
6.8
Suspension appeals will be heard orally, in closed session, by the Student Discipline Committee of
the board.
6.9
The appeal may be conducted electronically, in whole or in part, unless one of the parties satisfies
the committee that holding an electronic appeal is likely to cause the party significant prejudice.
6.10 The maximum time allotted for each suspension appeal will be one (1) hour, with up to thirty (30)
minutes allotted to each party.
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November 12, 2012
6.11 The Student Discipline Committee shall hear the parties on an informal basis. Members of the
Student Discipline Committee may question either party or the student, where appropriate, to seek
clarification of matters relevant to the determination of the appeal. A party may address questions
to the other party only through the chair of the Committee. The chair of the Committee may exclude
any questions which are unduly repetitious.
6.12 The Student Discipline Committee shall rule on any other matters of procedure that may arise
during the course of the suspension appeal.
6.13 Where a notice of an oral or electronic appeal has been given to a party to the proceedings in
accordance with this policy, and that party fails to attend the appeal, the Student Discipline
Committee will wait for thirty (30) minutes. If the appellant or representative has not attended by
that time and notice that they may be late has not been provided, the Student Discipline Committee
may proceed with the appeal or dismiss the appeal in the absence of the appellant or
representative.
7.
THE ORDER OF THE SUSPENSION APPEAL
7.1
The parent or adult student and/or the person with daily care will proceed first by making oral
submissions and/or providing written submissions regarding the reason for the appeal and the
result desired.
7.2
The student will be asked to make a statement on his or her own behalf, as appropriate.
7.3
The principal and/or representative designate will make oral submissions on behalf of the
administration, including a response to any issues raised in the appellant’s submissions. The
principal or representative designate may rely on the information report prepared for the Student
Discipline Committee.
7.4
The appellant may make further submissions, addressing issues raised in the administration’s
presentation that were not previously addressed by the appellant.
7.5
Each party may make a closing statement, but not introduce new issues.
8.
MAINTENANCE OF ORDER AT THE APPEAL
The Student Discipline Committee may make such orders or give such directions at an appeal as it
considers necessary for the maintenance of order. Should any person disobey or fail to comply with
any such order or direction, the chair of the Committee or any Committee member may call for the
assistance of a police officer to enforce the order or direction.
9.
DELIBERATION OF THE STUDENT DISCIPLINE COMMITTEE
9.1
When making its determination, the Student Discipline Committee shall consider the principal’s or
designate’s report and submissions and any other information provided by the appellant. The
Committee shall also consider the analysis and application of the mitigating and other factors as
set out in subsection 17.3 below, which may or may not be applicable in the circumstances.
9.2
The Committee shall determine whether the decision to suspend and the suspension imposed
were reasonable in the circumstances.
9.3
Where there is a conflict in the evidence presented by the parties on the issue of whether the
student committed a suspension infraction, the Committee shall assess the evidence and
determine whether, on the balance of probabilities, it is more probable than not that the student
committed the infraction.
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November 12, 2012
9.4
After hearing the parties, the Committee shall withdraw to deliberate in private, and make a written
report including its findings of fact, its decision, and the reasons for its decision.
10. DECISION OF THE STUDENT DISCIPLINE COMMITTEE
10.1 The Student Discipline Committee of the board shall either:
10.1.1 confirm the suspension and its duration;
10.1.2 confirm the suspension but shorten its duration, even if the suspension has already been served,
and order that the record of the suspension be amended amend the record accordingly;
10.1.3 quash the suspension and order that the record be expunged even if the suspension has already
been served;
10.1.4 confirm the suspension and its duration, but order that the record be removed at some future date
if certain conditions are met; or
10.1.5 make such other appropriate order.
10.2 The decision of the Student Discipline Committee is final. The decision shall be communicated to
the appellant in writing using Form F378-3 Suspension Review Decision.
B. EXPULSION HEARING BEFORE THE STUDENT DISCIPLINE COMMITTEE
11. RECOMMENDATION FOR AN EXPULSION HEARING
11.1 If a principal or designate, in consultation with the superintendent, determines that a referral for
expulsion is warranted, the superintendent will notify the director of education, inform the chair of
the board, and set a date for the expulsion hearing by the Student Discipline Committee. The
hearing must be conducted within twenty (20) school days from the date the principal or designate
suspended the student, unless the parties to the expulsion hearing agree upon a later date.
11.2 The superintendent will advise the board member who represents the student’s school of the
general details of the incident, including actions taken or pending.
11.3 The principal’s or designate’s recommendation and information report will be sent to the Student
Discipline Committee. The information report shall include:
11.3.1 a description of the infraction and a report of the findings the principal or designate made in the
investigation;
11.3.2 a copy of the notice of expulsion sent to the parent or adult student;
11.3.3 an analysis of which, if any, mitigating or other factors might be applicable;
11.3.4 a recommendation of whether the expulsion should be from the student’s school or from all
schools of the board; and
11.3.5 a recommendation regarding the type of school that would benefit the student if the student is
subject to a school expulsion, or the type of program that might benefit the student if the student
is subject to a board expulsion.
12. PRE-HEARING DISCLOSURE
12.1 The parent or adult student and the principal or designate must each provide the other with copies
of any documents that the party proposes to submit at the hearing. The principal or designate will
provide a copy of the information report described above to the parent or adult student prior to the
expulsion hearing.
12.2 As described in Administrative Procedure 378 Student Discipline, Bullying Prevention and
Intervention, the principal or designate will also provide to the parent or adult student:
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November 12, 2012
12.2.1 written notice of the decision to recommend expulsion to the Student Discipline Committee, and
notice of the location, time and date of the expulsion hearing;
12.2.2 information that the parent or adult student has the right to respond to the principal’s or
designate’s report in writing and to make a presentation to the Student Discipline Committee;
12.2.3 a copy of this board policy as a guide to the process for the hearing; and
12.2.4 information about the possible outcomes of the hearing.
13. PRELIMINARY HEARING MATTERS
13.1 A discussion of preliminary hearing matters may be held following pre-hearing disclosure and prior
to the expulsion hearing. Such a discussion may be conducted by the superintendent, or as a prehearing conference by the Student Discipline Committee.
13.2 The superintendent may arrange a meeting with the parent or adult student to review the Student
Discipline Committee process for expulsion hearings, as well as respond to any questions or
concerns the parent or adult student may have regarding the process or incident. If such a meeting
is arranged, the superintendent may be able to narrow the issues and identify agreed-upon facts
prior to the hearing.
13.3 If it is considered useful, the Student Discipline Committee may schedule a pre-hearing
conference, to be conducted in person or electronically with the chair or a single Committee
member presiding.
13.4 The purpose of the pre-hearing conference is to ensure all procedural issues are dealt with in
advance of the expulsion hearing. Any issue with respect to disclosure, the length of time set for
the hearing, or any other matter which may assist in the just and expeditious disposition of the
proceeding should be raised at this conference.
13.5 The pre-hearing conference is intended to identify and simplify the issues and identify facts or
evidence the parties may agree upon or on which the Committee may make a binding decision. An
agreed-upon statement of facts at this pre-hearing conference can eliminate the need to call
witnesses.
13.6 Each party must notify the director of education or designate who is coordinating the conference in
advance of any issues which the party wishes to raise at the conference.
13.7 If the director of education or designate determines that neither party has any issue which requires
a pre-hearing conference, no conference will be set up. The parties will then be deemed to have
waived their right to raise procedural issues at the expulsion hearing.
14. EXPULSION HEARING PROCEDURES
14.1 The expulsion hearing must be conducted within twenty (20) school days from the date the
principal or designate suspended the student, unless the parties to the expulsion hearing agree
upon a later date.
14.2 The Student Discipline Committee shall elect a chair from among its members.
14.3 The director of education or designate will act as Secretary to the Student Discipline Committee,
ensuring that all documents relevant to the hearing are submitted to the Committee and serving in
an advisory role to the committee on procedural matters during the expulsion hearing and the
committee’s subsequent deliberation.
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November 12, 2012
14.4 The parties to the hearing shall be the parent or adult student and the principal or representativeor
designate. If a student is not an adult, the student has the right to be present at the expulsion
hearing and to make submissions on his or her own behalf. The Student Discipline Committee may
grant a person with daily care the authority to make submissions on behalf of the student. This
person is not a party to the hearing.
14.5 The parent or adult student may be represented by a lawyer or agent. Prior notice of a lawyer’s or
an agent’s attendance must be provided to the superintendent. If prior notice is not provided, the
expulsion hearing may be rescheduled.
14.6 The Student Discipline Committee and/or the principal or designate may also exercise the right to
legal counsel.
14.7 The parties to the hearing may call witnesses to address the Student Discipline Committee. In most
circumstances where witness statements are considered helpful, the parties will provide a
transcript of what the witness has said, rather than having the witness appear before the
Committee.
14.8 In no case shall the names of students who are not adult students be revealed as witnesses at an
expulsion hearing. If such witness statements are included, the students shall be referenced as
“Witness A”; “Witness B”, and so on.
14.9 Expulsion hearings will be heard orally, in closed session, by the Student Discipline Committee of
the board. The hearing may be conducted electronically, in whole or in part unless one of the
parties satisfies the committee that holding an electronic rather than an oral hearing is likely to
cause the party significant prejudice.
14.10 The maximum time allotted for each hearing will be two (2) hours, with up to an hour allotted to
each party.
14.11 The Student Discipline Committee shall rule on any matter of procedure that may arise during the
course of the expulsion hearing.
14.12 Where a notice of an oral or electronic expulsion hearing has been given to a party to the
proceedings in accordance with this policy, and that party fails to attend the hearing, the Student
Discipline Committee will wait for thirty (30) minutes. If the parent or adult student has not attended
by that time and notice that they may be late has not been provided, the Student Discipline
Committee may proceed with the hearing in the absence of the parent or adult student.
15. THE ORDER OF THE HEARING
15.1 The parent or adult student and/or the person with daily care will proceed first by making oral
submissions and/or providing written submissions. The parent or adult student may make
submissions against the expulsion, against the type of expulsion (school or board), or about
whether the suspension should be confirmed, shortened or withdrawn.
15.2 The student will be asked to make a statement on his or her own behalf.
15.3 The principal, designate or superintendent will make oral submissions on behalf of the
administration, including a response to any issues raised in the submissions made by the parent or
adult student. The principal, designate or superintendent may rely on the information report
prepared for the Student Discipline Committee.
15.4 The parent or adult student may make further submissions, addressing issues raised in the
administration’s presentation that were not previously addressed by the parent.
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November 12, 2012
15.5 The administration shall have a right of reply.
15.6 Members of the Student Discipline Committee may question any party, witness, or the student,
where appropriate, to seek clarification of matters relevant to the determination of the expulsion
hearing. A party may address questions to the other party or a witness only through the chair of
the Committee.
15.7 Each party may make a closing statement, but may not introduce new issues.
15.8 The chair of the Student Discipline Committee may exclude any evidence or questions which are
unduly repetitious.
16. MAINTENANCE OF ORDER AT THE HEARING
The Student Discipline Committee may make such orders or give such directions at a hearing as it
considers necessary for the maintenance of order at the hearing. Should any person disobey or fail
to comply with any such order or direction, the chair of the Committee or any Committee member
may call for the assistance of a police officer to enforce the order or direction.
17. COMMITTEE DELIBERATION
17.1 After hearing the parties, the Student Discipline Committee shall withdraw to deliberate in private.
17.2 The Committee shall consider whether the principal or designate considered all relevant criteria
and information, including mitigating or other factors, in reaching the decision to expel the student.
17.3 The mitigating and other factors to be considered by the Student Discipline Committee include:
17.3.1 whether the student has the ability to control his or her behaviour;
17.3.2 whether the student has the ability to understand the foreseeable consequences of his or her
behaviour;
17.3.3 whether the student’s continuing presence in the school does or does not create an unacceptable
risk to the safety of any other individual at the school;
17.3.4 the student’s academic, discipline and personal history;
17.3.5 whether progressive discipline has been attempted with the student, and if so, the approaches
that have been attempted and any success or failure;
17.3.6 whether the infraction for which the student might be disciplined was related to any harassment of
the student because of race, ethnic origin, religion, creed, disability, gender or gender identity,
sexual orientation or harassment for any other reason;
17.3.7 the impact of the discipline on the student’s prospects for further education;
17.3.8 the student’s age;
17.3.9 if the student has an Individual Education Program (IEP) or disability-related needs,
a) whether the behaviour causing the incident was a manifestation of the student’s disability;
b) whether appropriate individualized accommodation has been provided;
c) whether an expulsion is likely to result in aggravating or worsening the student’s behaviour or
whether an expulsion is likely to result in further inappropriate conduct; and
17.3.10 whether or not the student’s continuing presence at the school creates an unacceptable risk to
the safety of anyone in the school.
17.4 The Student Discipline Committee shall review the submissions and views of the parties and shall
consider whether the decision to expel and the type of expulsion recommended by the principal or
designate were reasonable in the circumstances.
17.5 The Student Discipline Committee may expel a student from a school or all schools of the Board as
a result of his/her involvement in a single act, a single incident or a single infraction where, in the
Board Report C-3
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November 12, 2012
opinion of the Student Discipline Committee, the student’s behaviour was a serious breach of the
expectations of student behaviour.
17.6 Where there is a conflict in the evidence presented by the parties on the issue of whether the
student committed an expulsion infraction, the Student Discipline Committee may request further
evidence, subject to the requirement that the hearing take place within twenty (20) school days, or
the Student Discipline Committee shall assess the evidence and determine whether, on the
balance of probabilities, it is more probable than not that the student committed the infraction.
18. DECISION NOT TO EXPEL THE STUDENT
18.1 If the Student Discipline Committee considers that the student should not be expelled, the
Committee shall take the submissions of the parties into account, including mitigating and other
factors, in determining whether to:
18.1.1 consider whether alternative discipline is appropriate in the circumstances;
18.1.2 confirm the suspension and its duration;
18.1.3 confirm the suspension and shorten its duration even if the suspension has already been served,
and amend order that the record of suspension be amended accordingly;
18.1.4 quash the suspension and expunge order that the record of the suspension be expunged, even if
the suspension has already been served.such that no record of the suspension remains in the
Ontario Student Record (OSR);
18.1.5 confirm the suspension and its duration, but order that the record be removed at some future date
if certain conditions are met; or
18.1.6 make such other orders as the Student Discipline Committee considers appropriate.
18.2 The Student Discipline Committee shall give written notice to both parties of the decision not to
impose an expulsion and the decision with respect to the suspension, using Form F378-11 Board
Expulsion Decision.
18.3 The Student Discipline Committee’s decision with respect to the suspension is final.
19. DECISION TO EXPEL THE STUDENT
19.1 In the event the Student Discipline Committee decides that the student should be expelled, the
Committee must decide whether to impose a school expulsion or a board expulsion. In determining
the type of the expulsion, the Student Discipline Committee shall consider the following factors:
19.1.1 the mitigating and other factors described in subsection 17.3 above;
19.1.2 all submissions and views of the parties;
19.1.3 any written response to the principal’s or designate’s report provided before the completion of the
hearing; and
19.1.4 such other matters as the Student Discipline Committee considers appropriate.
19.2 If the Student Discipline Committee decides to impose a school expulsion, then the Committee
must assign the student to another school.
19.3 If the Student Discipline Committee decides to impose a board expulsion, then the Committee must
assign the student to a program for expelled students.
19.4 The Student Discipline Committee shall promptly provide written notice of the decision to expel the
student to both parties and to the student, if he or she was not a party, in writing using Form F37811 Board Expulsion Decision. This written notice shall include:
19.4.1 the reason for the expulsion;
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November 12, 2012
19.4.2 a statement indicating whether the expulsion is a school expulsion or a board expulsion;
19.4.3 information about the school or program to which the student has been assigned; and
19.4.4 information about the right to appeal the expulsion, including the steps to be taken.
20. APPEAL OF THE BOARD DECISION TO EXPEL
The parent or adult student may appeal a board decision to expel the student to the Child and Family
Services Review Board. The Child and Family Services Review Board is designated to hear and
determine appeals of school board decisions to expel students. The decision of the Child and Family
Services Review Board is final.
Legal References:
•
•
•
•
•
•
•
Education Act, Part XIII Behaviour, Discipline and Safety
Ontario Regulation 472/07 Suspension and Expulsion of PupilsBehaviour, Discipline and Safety of Pupils
Ontario Student Record Guideline
Policy/Program Memorandum No. 128 The Provincial Code of Conduct and School Board Codes of Conduct
PPM No. 141 School Board Programs for Students on Long-Term Suspension
PPM No. 142 School Board Programs for Expelled Students
PPM No. 145 Progressive Discipline and Promoting Positive Student Behaviour
District References:
•
•
•
•
Administrative Procedure 378 - Student Discipline, Bullying Prevention and Intervention
Form F378-2 - Notice of Suspension Review
Form F378-3 – Suspension Review Decision
Form F378-11 - Board Expulsion Decision
Board Report C-3
Appendix J
Page 1
November 12, 2012
BOARD POLICY NO. 17
Adopted
Last Revised
Review Date
May 26, 2008
April 26, 2011
November 2012
April, 2014
November 2015
TRANSPORTATION OF STUDENTS
1. PURPOSE
Hastings and Prince Edward District School Board, Algonquin and Lakeshore Catholic District
School Board and Limestone District School Board are equal members of Tri-Board Student
Transportation Services Inc., a corporation incorporated under the laws of the Province of
Ontario, subject to the Ontario Corporations Act.
The principle business of the corporation is the provision of safe, secure, on-time transportation
and related services to the students of the member boards.
The three members of Tri-Board Student Transportation Services Inc. have entered into a
student transportation agreement to provide effective service in accordance with the Education
Act and its regulations, the Highway Traffic Act and Ministry of Education guidelines.
The Tri-Board Transportation of Students policy and related procedures and guidelines of
Tri-Board Student Transportation Inc. applies to each of the member boards and is administered
by the Chief Executive Officer of Tri-Board Student Transportation Services Inc.
2.
POLICY
2.1
The three members of Tri-Board Student Transportation Services Inc. have entered into a
student transportation agreement to provide effective service in accordance with the Education
Act and its regulations, the Highway Traffic Act and Ministry of Education guidelines.
2.2
The Tri-Board Transportation of Students policy of Tri-Board Student Transportation Inc.
applies to each of the member boards and is administered by the Chief Executive Officer of
Tri-Board Student Transportation Services Inc.
Legal References:
•
Education Act, Part II—School Attendance; section 181 Agreements with Other Boards; section 190
Transportation of Pupils
•
Highway Traffic Act
•
Ontario Regulation 298—Operation of Schools: section 23 Requirements for Pupils on Buses
Board References:
•
Administrative Procedure 155 - Shut Down of Building/School
•
Administrative Procedure 145- District Code of conduct – School Codes of Conduct
•
Administrative Procedure 378 - Student Discipline, Bullying Prevention and Intervention
• Administrative Procedure 590- Transportation of Students
Board Report C-3
Appendix J
Page 2
November 12, 2012
TRI-BOARD STUDENT TRANSPORTATION SERVICES INC
TRANSPORTATION OF STUDENTS
POLICY STATEMENT
Tri-Board Student Transportation Services Inc. may provide transportation to and from school for school
programs for a student of member boards:and may provide transportation services to other school boards
and organizations in accordance with member board policy. It is the policy of the member boards to
provide transportation in accordance with Ministry of Education guidelines and the HighwayTraffic Act,
subject to provisions of the Education Act and regulations.
a) who is enrolled by the Boards, including all international students;
b) who is traveling to a school within the jurisdiction of the Boards where the Boards are providing
education services to students from another Board;
c) who is traveling to a school operated by another Board to which the above Boards provide
educational services.
Tri-Board Student Transportation Services Inc. may provide transportation services to other school
boards and organizations.
It is the policy of the member Boards to provide transportation in accordance with Ministry of Education
guidelines and the Highway Traffic Act, subject to provisions of the Education Act and regulations.
It is the prime objective of the Boards to ensure the safety of all transported students and not only to
maintain but also to improve the level of education and to meet the aim of equalized education
opportunity for all students in the jurisdiction.
REGULATIONS
The following regulations concerning the walking limits are to be administered by the Chief Executive
Officer of Tri-Board Student Transportation Services Inc.
1.
TRANSPORTATION ELIGIBILITY
1.1
A student may be required to walk from his or her property entrance where the starting point of the
walking distance shall be the point located on an assumed and maintained city, township or county
road or on a provincial highway, of normal access to the residence of the student.
1.2
The Boards will endeavor to provide transportation for any elementary or secondary student who
would otherwise be required to walk more than the following distances to the school in which he or
she would normally be enrolled or to the nearest existing bus route to that school.
STUDENT WALKING DISTANCES
Grade Level
Distance To School
Distance To Bus Pick-up
Board Report C-3
Appendix J
Page 3
November 12, 2012
Jr. Kindergarten to Grade 6
1.6 km
.8 km
Grade 7 & 8
3.2 km
.8 km
Grade 9 to 12
3.2 km
1.6 1.6 km
1.1.1 1.3
In built up areas or in rural areas where a bus stop would be required on a hill, curve or
any other location that would be a hazardous area, students will be required to walk to a reasonable
collection point. It is the responsibility of Tri-Board Student Transportation Services Inc. to establish
where these pick up points might be.
1.4
It is expected that the length of time that students would spend riding the bus from their
home or pick up point to the school in which attendance area they reside, would not be longer than one
hour. However, there may be exceptions should students opt to attend a school outside of their regular
attendance area or if there is no school in the immediate area and students must travel to the nearest
school facility or if the attendance area is a significant geographic area. In taking the above exceptions
into consideration, it would be expected that a student would not be required to spend more than 90
minutes on a bus to attend these schools.
1.5
The parent/guardian is responsible to see that their children arrive at their pick up point
safely and punctually. The parent/guardian is also responsible for their children going to, coming from and
waiting at the bus stop.
THE FOLLOWING SECTIONS ARE DELETED FROM THIS POLICY AND ARE NOW INCLUDED IN
TRI-BOARD PROCEDURE
1.1.2
2. SPECIAL CONSIDERATION
2.1 In most instances rural students will be picked up and dropped off at their residence.
Students may be transported from a care giver’s residence as long as the care giver is on an
existing bus route and there is room on the bus. Transportation for out of boundary students
requiring transportation from the residence of a care giver may be approved if the care giver’s
residence is within the attendance area of the school being attended and there is no
additional cost to the Boards. Parents must apply for permission for the student to be picked
up at a location other than home and approval for such a request must come from Tri-Board
Student Transportation Services Inc. Transportation, if approved, will be provided to and from
one location only.
2.2
All changes to a child’s pick up or drop off location must be in the form of a signed note by the
parent. The note will then be signed by the school principal and a copy given to the bus driver.
The school may issue a note if the parent calls during the day with a change to transportation
arrangements. A properly signed note must be provided before any change to the student’s
transportation is made.
2.3
Special consideration for transportation may be approved when:
2.3.1
there are unusual circumstances adversely affecting the safety of a student or students;
2.3.2
there are unusual circumstances owing to a disability of a student and the request for
transportation is supported by a doctor’s certificate to confirm such disability;
2.3.3
there are unusual circumstances resulting from a Board’s action to close a school or to relocate
the program;
Board Report C-3
Appendix J
Page 4
November 12, 2012
2.3.4
there are other usual circumstances as identified by the Chief Executive Officer of Tri-Board
Student Transportation Services Inc. and approved by the Director of the applicable Board.
3. BUS TICKETS
3.1 If necessary, the Boards shall provide bus tickets when regular school bus transportation is
not available for the transportation of exceptional students who have been identified by a
special education Identification, Placement and Review Committee (IPRC) as requiring
instruction outside their own secondary school or elementary school attendance area to
attend a special program. These students must present a request for such assistance signed
by the student’s parent or guardian, subject to the walking distances in subsection 1.1.
4.
PROVISION OF CHARTERED SERVICES
4.1
5.
Since most vehicles are performing double and triple bus runs, the availability of school buses to
accommodate field trips during a school day is limited. A list of bus operators who have additional
buses available for field trips and excursions will be provided to all schools.
BUS OPERATIONS
5.1
All bus operators shall maintain kindly, firm control of students and shall adhere to the following
regulations:
5.1.1 Transportation shall be provided according to contract agreement for each and every school day,
roads and weather permitting, unless the operator has been notified in advance that
transportation will not be required on a certain day.
5.1.2
All bus operators shall provide Tri-Board Student Transportation Services Inc. with proof of
th
insurance by August 15 preceding the start of a school year.
5.1.3
All bus operators shall provide Tri-Board Student Transportation Services Inc., for each vehicle
being operated, proof that the regular six month safety inspection and the annual brake
inspection have been completed. Failure to do so will be considered a breach of contract and
disciplinary action will be taken.
5.1.4
Should a bus operator deem it impossible or too dangerous to drive his/her route, he/she shall
contact the appropriate radio stations with cancellation information. The operator will contact the
school principal(s) concerned by 7:00 a.m. All cancellations must be reported to The Tri-Board
Student Transportation Services office immediately. In the event that the driver has proceeded on
the run but determines that it is not safe to continue, students may be returned home after
contacting the operator. A general cancellation of buses will be determined by Tri-Board Student
Transportation Services Inc. after consultation with the Director(s) of Education. Radio stations
will be contacted by The Tri-Board Student Transportation Services staff. Any decision to have
buses leave the schools before regular dismissal time will be determined by the Director(s) of
Education, after consultation with the Chief Executive Officer of Tri-Board Student Transportation
Services Inc.. Such a decision should be made by 10:30 a.m.
5.1.5
Parents/guardians are responsible for seeing that their children arrive at their pick up point safely
and punctually. Parents/guardians are also responsible for the supervision of their children
going to, coming from and waiting at the bus stop.
Board Report C-3
Appendix J
Page 5
November 12, 2012
5.1.6
“Every pupil is responsible for his or her conduct to the principal of the school that the pupil
attends…while travelling on a school bus that is owned by a board or on a bus or school bus that
is under contract to a board.” (Subsection 23 (4) Ontario Regulation 298—Operation of Schools).
Authority for the maintenance of discipline on the bus is delegated to the driver. In case of
misconduct on a school bus, the driver shall not resort to physical or verbal abuse. In the event
of misconduct on the bus, a Student Behaviour Form should be completed and taken into the
school. The principal is ultimately responsible for dealing with all problems of discipline on Board
provided transportation routes. A list of bus rules should be posted at the front of the bus. These
rules, plus the rules set out in the School Code of Conduct, must be adhered to by the students.
5.1.7
Large items such as school projects, large musical instruments, hockey sticks, skateboards, etc.
shall not be allowed on the school bus. These large items could pose a safety hazard should
they block the aisle in the event of an emergency evacuation and they also take up seating space
required for students. All items should be in a back pack or held securely on the student’s lap.
Animals are NOT allowed on school buses.
5.1.8
All school buses will be equipped with the required safety equipment. As well, any other device
that will enhance the safety of the school bus will be given consideration for use in the bus fleet.
This would include items such as strobe lights, swing arms, video cameras, mirrors, etc.
Communication equipment is mandatory on all buses.
6.
CHANGES IN ‘AGREEMENT FOR TRANSPORTATION’ CONTRACT
6.1
When a contractor (operator) for school bus transportation service to Tri-Board Student
Transportation Services Inc. alters his or her financial interest in or ownership of the firm, which is a
party to the agreement for such transportation services, the following shall apply:
6.1.1 The existing ‘Agreement for Transportation’ shall be terminated as provided for in Section 13 of the
said agreement.
6.1.2
Tri-Board Student Transportation Services Inc. may enter into a new ‘Agreement for
Transportation’ with the contractor or new owner for ‘home to school’ routes and the terms and
conditions of the previous ‘Agreement for Transportation’ may apply. It is understood that any
transportation service other than ‘home to school’ routes shall be considered separately by the
board before a contract may be let.
6.1.3 Further ‘Agreements’ for ensuing transportation periods shall be dealt with as if the change in
financial interest or ownership of the previous contractor has not taken place.
7.
7.1
8.
RESTRICTION OF BUS ROUTES
The number of bus routes (excluding feeder routes) an operator can operate in any
one secondary school attendance area must be less than half of the total number of elementary
and secondary school bus routes in that area.
BASIS OF PAYMENT FOR BUS SERVICE
8.1
The basis of payment to bus operators for student transportation service provided shall be as set
out in an agreement between Tri-Board Student Transportation Services Inc. and the Tri-Board
School Bus Operators’ Association entitled ‘Formula For Basis of Payment To School Bus
Operators’.
8.2
This agreement shall be reviewed annually.
9.
AWARDING CONTRACTS
Board Report C-3
Appendix J
Page 6
November 12, 2012
9.1
When new bus routes are established, the following procedure for awarding contracts in terms of
the ‘Formula For Basis of Payment to School Bus Operators’ described in subsection 8.1 will apply:
9.1.1
The first step shall be to offer the route to any bus operator who may have lost a route as a result
of the new route being formed.
9.1.2
The second step shall be to openly advertise the route and invite applications, with applicants to
be interviewed.
9.2
If, in following the steps in paragraphs 9.1.1 and 9.1.2 it has not been possible to negotiate a
contract in terms of the ‘Formula’, transportation will be provided on the route by tendering or by
any other arrangements authorized by the board.
10. SCHOOL BUS PATROLLERS
10.1 Tri-Board Student Transportation Services Inc., in conjunction with CAA and local police
departments, offers the School Bus Patroller Program to students. Patrollers are trained to help
students cross the road by walking with them to a position in front of the left front fender of the bus
and, when the driver indicates it is safe to do so, motioning the children to cross. They are also
trained to assist in an evacuation. A person at the school is required to act as a liaison for the
patrollers.
11. SPECIAL EDUCATION
11.1 Education Services will provide requests for transportation for students in special classes not offered
in their home school to Tri-Board Student Transportation Services Inc.. Once approved, regular
transportation will be used if possible, or if necessary, specialized transportation will be arranged.
12. FIRST AID TRAINING
12.1 First Aid Training will be available for new drivers and refresher courses in First Aid will be offered to
all drivers through Tri-Board Student Transportation Services Inc..
13. LATE BUS TRANSPORTATION
13.1 Late busing may be provided, at the discretion of the secondary school principals, subject to funding
available from the school.
14. INFORMATION FOR PARENTS
14.1 Information, for parents is available on the Tri-Board Student Services Inc. website
(www.triboard.on.ca) regarding proper student behavior on the bus, bus safety, school eligibility from
an address, student transportation information, Student Transportation Applications, as well as direct
links to the Boards within the Tri-board jurisdiction.
15. SHARED TRANSPORTATION
15.1 Tri-Board Student Transportation Services Inc. will undertake to share the transportation available
through the Boards to operate an efficient, cost effective system which will provide the safest
transportation for all students within the jurisdiction of Tri-Board Student Transportation Services
Inc.
Board Report C-3
Appendix J
Page 7
November 12, 2012
16. STANDARDIZED REPORTS ON BUS SERVICE
16.1 Tri-Board Student Transportation Services Inc. will prepare a standardized report card system to
report on the performance of each bus operator. All areas of service provided by the bus operator
will be evaluated to ensure that the Boards are receiving the best service possible from the
companies transporting students under the terms of this Policy.
Legal References:
•
•
•
Education Act, Part II—School Attendance; section 181 Agreements with Other Boards; section 190
Transportation of Pupils
Highway Traffic Act
Ontario Regulation 298—Operation of Schools: section 23 Requirements for Pupils on Buses
Board References:
•
•
•
•
Administrative Procedure 155 - Shut Down of Building/School
Administrative Procedure 145- District Code of conduct – School Codes of Conduct
Administrative Procedure 378 - Student Discipline, Bullying Prevention and Intervention
Administrative Procedure 590- Transportation of Students
Board Report C-3
Appendix K
Page 1
November 12, 2012
BOARD POLICY NO. 18
February 22, 2010
November 2012
February
November 20135
Adopted
Last Revised
Review Date
THE HASTINGS AND PRINCE EDWARD LEARNING FOUNDATION
1.
PURPOSE
Hastings and Prince Edward District School Board affirms its commitment to enriching the
lives of students through the establishment of The Hastings and Prince Edward Learning
Foundation.
The Learning Foundation exists to provide all students of the Board with expanded
opportunities through fundraising efforts. The Foundation co-ordinates diverse resources to
support projects which are of direct benefit to students but are not funded by standard
sources.
The Hastings and Prince Edward Learning Foundation accomplishes its mission by working
with volunteers, teachers, principals, school staff and donors to provide philanthropic support
for an entire spectrum of enhanced learning opportunities for students.
2.
POLICY
2.1
The Hastings and Prince Edward Learning Foundation is the registered charitable
organization of the Hastings and Prince Edward District School Board. The Board
recognizes The Hastings and Prince Edward Learning Foundation as a separately
incorporated, independent entity governed by a Board of Directors.
2.2
All activities of The Learning Foundation must be compatible with the mission, goals,
policies and procedures of the Board.
2.3
It is the policy of Hastings and Prince Edward District School Board that any donation for
charitable purposes other than student bursaries or external agencies such as, but not
limited to, The Terry Fox Foundation should be performed through The Hastings and
Prince Edward Learning Foundation.
2.4
The Learning Foundation works to develop partnerships with the community to build a
funding base that ensures the availability of enhanced learning opportunities for students in
Hastings and Prince Edward District School Board schools. The Foundation and its
community partners build on existing programs and explore new ideas for projects which
are responsive to student needs.
2.5
Funding for the Foundation comes from local businesses, grants, community organizations
and concerned citizens who want to provide financial or in-kind support for students. The
Foundation helps donors achieve their charitable goals in support of student learning.
Board Report C-3
Appendix K
Page 2
November 12, 2012
3.
SPECIFIC POLICY DIRECTIVES
3.1
The Executive Director of the Foundation shall be an employee of the Board. The Learning
Foundation shall cover all other administrative compensation costs, including reimbursing
the Board for the salaries of staff members other than the Executive Director. The
additional staff members shall be considered as Board employees for administrative
purposes.
3.2
The Learning Foundation shall be located in a Hastings and Prince Edward District School
Board facility. The Board shall provide accounting, payroll, and human resources services
to the Learning Foundation. This provision is subject to annual review during the Board
budget process.
3.3
The Learning Foundation shall have a Board of Directors, with the Director of Education
and Superintendent of Financial Services (or designates) for Hastings and Prince Edward
District School Board serving as mandatory ex officio voting members. Community and
staff volunteers shall make up the remaining members of the Board of Directors for the
Learning Foundation. These shall be appointed in compliance with the Foundation’s bylaws.
3.4
The operations of the Learning Foundation shall be governed by the by-laws of that
corporation.
3.5
The Learning Foundation shall be accountable for the quality and effective administration
of all projects that it undertakes, and have a business management plan that clearly
defines its accountability, risk management, structures, roles and responsibilities.
3.6
The Hastings and Prince Edward Learning Foundation shall maintain transparency and
accountability of financial reporting and present an annual audited financial report to the
Board at fiscal year-end. The Board reserves the right to review the operations of the
Learning Foundation following receipt of this annual report.
3.7
The Board may at any time re-evaluate its relationship with The Hastings and Prince
Edward Learning Foundation.
Legal References:
Education Act, section 171.1(2) Agreements to Cooperate
Board References:
Board Policy No. 1 Board Mission and Goals; The Achievement in Motion System Plan
Administrative Procedure 182 Sponsorship/Partnership/Fund-Raising; AP 184 Philanthropic Fund-Raising
Board Policy Additional Amendments
Report C-3
Appendix L
Page 1
November 12, 2012
Appendix B
Board Policy 3-B
Electronic Meetings
3.5 A Board member who participates in a meeting by electronic means is
considered to be virtually present …
Appendix C
Board Policy 3-C
Student
Representation on
the Board
4.9 Co-operative/Community Service CreditCommunity Involvement Hours and
Cooperative Education Credit
4.9.1
Due to the time commitment inherent in the position as student trustee,
the student trustees may submit a request to the principal prior to the
commencement of their participation to be considered eligible for
obtaining to earn a cCoopeative Education credit and/or have hours
recognized toward the community service involvement credit
requirement of the Ontario Secondary School Diploma. Students
wishing to pursue a Cooperative Education credit must notify their
principal in advance of the start of the semester and be willing complete
the associated requirements for the credit.
4.9.2
The principal at his/her discretion, will determine such eligibility.
Appendix E
Board Policy 3-F
Trustee Expense
Reimbursement
3.4.8
It is the responsibility of the Operations and Finance Committee to
monitor the individual accounts that make up the total board’s budget
for these expenditures.
This item will not be deleted as it is the responsibility of O&F to monitor trustee
expenses.
Appendix G
Board Policy 8 Board
Members’ Code of
Conduct
Addition of a new item and renumbering.
3.2.10 Ontario Regulation 462/97 First Nations Representation on Boards
provides that appointed First Nation Trustees are deemed to be
elected members of the Board and therefore, the trustee code of
conduct and the enforcement provisions apply equally to First Nation
Trustees. Hastings and Prince Edward District School Board has regard
for the fact that the Regulation expressly provides that First Nation
Trustees represent the interests of the First Nation students of our
board and will take this into consideration when imposing any sanction
for a breach of the Code of Conduct by the First Nation’s Trustee.
3.2.11 The decision of the Board following the presentation is final.
Appendix H
Board Policy 11
Committees of the
Board
Policy 11-J – Accessibility Committee and Policy 11-K Parent Involvement
Committee
Section 1 Purpose - Switch the order of the first and second paragraphs.
Appendix I
Board Policy 13
Appeals and Hearings
Regarding Student
Discipline
Report C-3
Appendix L
Page 2
November 12, 2012
Addition of description of “Expulsion Program” and insertion of the word
“expulsion” in 19.3 and 19.4.3.
Expulsion program: A range of supports provided by the school board and
designed to address individual student needs which may include academic
programming, social/emotional supports and other relevant programming.
19.3 If the Student Discipline Committee decides to impose a board expulsion,
then the Committee must assign the student to an expulsion program for
expelled students.
19.4.3 information about the school or expulsion program to which the student
has been assigned; and
Appendix J
Board Policy 17
Transportation of
Students
Section 1 Purpose
Add the words “cost effective” to the second paragraph to read “safe, secure,
on-time transportation, cost effective and …..”.
Switch the order of the first and second paragraphs.
Operations and Finance Committee
Public Report No. C-4
Page 1
November 12, 2012
Decision
To:
Information X
The Chair and Members of the Operations and Finance Committee
From: Dave Rutherford, Superintendent of Business Services
Re:
OSBIE Insurance Premiums
Purpose
To provide information on the insurance renewal with the Ontario School Boards’
Insurance Exchange (OSBIE) for 2013.
Background
Each year at this time the Board of Directors of OSBIE (Ontario School Boards’
Insurance Exchange) approves the general rate adjustment for insurance coverage for
the following year. From year to year individual board premium variances result primarily
from changes in exposure, general rate adjustment and loss experience.
Current situation
The OSBIE premium invoice for Hastings and Prince Edward District School Board for
2013 totals $212,335. This is a decrease of $27,099 or 11.3 % from 2012 and is the
result of exposure change and claims experience.
Appendices
Appendix A – Renewal letter
Appendix B - Individual board premium variance from 2012 to 2013
Respectfully submitted
Dave Rutherford
Superintendent of Business Services
Education Centre, 156 Ann Street, Belleville, Ontario K8N 1N9
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
ONTARIO SCHOOL BOARDS’
INSURANCE EXCHANGE
OSBIE
November 1, 2012
Dave Rutherford
Superintendent of Finance
Hastings & Prince Edward District School Board
156 Ann Street
BELLEVILLE, ON
K8N 1N9
Dear Dave,
Subject:
2013 INSURANCE RENEWAL
ENSURING YOUR PROTECTION
OSBIE continues to serve its subscribers with excellent insurance protection, prompt and
friendly claims service, as well as loss control, and risk management support. Our products are
designed, reviewed and updated to meet your evolving needs.
Enclosed is your 2013 Insurance Renewal package which includes the following:
 a copy of the 5 year Claim History for your Board
 fact sheet outlining the factors impacting your premiums
 2013 Premium invoice
In keeping with our actuarial practice of funding our expected claims costs, the Board of
Directors of OSBIE, after careful consideration, has approved the following general rate
adjustments for the year 2013:
Liability
Property
Boiler
Crime
Automobile
0%
+14%
0%
0%
0%
Even though we are collecting another $1.8 million in property premium, this is offset by a $3
million refund to members of the automobile and general liability lines of business.
91 Westmount Road, Guelph, Ontario N1H 5J2 Tel 519-767-2182
Fax 519-767-0281 www.osbie.on.ca
EVOLVING TO THE ULTIMATE BENEFIT OF SUBSCRIBERS
1.
Liability Insurance Funding
0% change for this line. The OSBIE Liability portfolio continues to meet its claim
obligations with the premiums collected.
2.
3.
Property, Crime and Boiler Funding
a)
Property: 14% change. Increased claims cost as well as increased reinsurance
costs have resulted in this increase.
b)
Crime: 0% change. The claims experience for this group continues to be in line
with the premiums being collected.
c)
Boiler and Machinery: 0% change. The claims experience for this group is in
line with the premiums being collected.
Fleet Automobile Insurance
0% change for this line. OSBIE Fleet Automobile continues to meet its claim obligations
with the premiums collected.
Please contact me if you have any questions regarding the information contained in this
package.
OSBIE sincerely appreciates your continuing membership and contributions to our success. We
look forward to serving you in 2013.
Sincerely,
Jim H. Sami
Chief Executive Officer & Attorney-in-Fact
Your Board
Overall premium rates are determined by an actuary. Individual board premium
variances from year to year result primarily from changes in exposure, general rate
adjustments, and loss experience which you will see outlined in the chart below.
The following factors play a key role in the determination of your premiums:
SG229 Hastings and Prince Edward District School Board
2012 General
Premium Rate
($) Change
Liability
Property
Boiler
Crime
Auto**
164,815
39,721
6,060
8,099
20,739
0%
+14%
0%
0%
0%
Exposure
Change
(%) *
Claims
Experience
(%)
Overall %
Change
-1.7%
0.98%
-3.33%
-1.72%
8.8%
-18.2%
-10.00%
N/A
N/A
N/A
-18.8%
5.00%
-1.92%
-1.72%
10.7%
2013
Premium
($)
133,769
41,708
5,944
7,960
22,954
**does not include optional endorsement premiums
*Exposure Change refers to changes in the following numbers. These factors are used as the
basis for your 2013 premiums.
Exposure Factors
Student Count
Property Square Footage
# of Boilers
# of Automobiles
2012
15,802
2,692,273
60
34
2013
15,530
2,718,753
58
37
Student count numbers also include all day kindergarten. Student count numbers are
provided to OSBIE from the Ministry of Education.
Should more information be required, simply contact the OSBIE office and we will be
happy to assist you.
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