NOTICE OF MEETING

NOTICE OF MEETING
NOTICE OF MEETING
This notice is to confirm that the regular meeting of the
Executive Committee
will be held on:
Monday, November 3, 2014
at 11:00 a.m.
in the Board Committee Room, Education Centre
156 Ann Street, Belleville, Ontario
The agenda and supporting documents for this meeting are attached to this notice.
Dwayne Inch
Chair of the Executive Committee
Mandy Savery-Whiteway
Director of Education
Membership:
B. Danes, L. Kyle, D. Inch, D. Patterson, J. Williams
T. Goodfellow, OPSBA Representative
Executive Committee
PUBLIC AGENDA
November 3, 2014
immediately following closed session at 11:00 a.m.
Board Committee Room
Section
Item
A
Call to order
Delegations / presentations - none
Approval of agenda
Approval of the minutes:
• October 6, 2014 – regular meeting
Business arising from the minutes
Recommendations
B
Report
No.
Reports from staff
• Establishment of a committee to approve
outstanding minutes
C
Trustee proposals/queries
OPSBA update
E
A-1
D. Inch
B-1
M. SaveryWhiteway
C-1
M. SaveryWhiteway
M. SaveryWhiteway
All
T. Goodfellow
Information
2014-15 Board Policy Review – Part A (revisions to date)
Trustee representation on committees 2014-2015
D
Resp.
C-2
Verbal
Verbal
Draft agenda review
Audit Committee Public
D-1
Operations and Finance Committee
Program and Human Resources Committee
Public Board Meeting
D-2
D-3
D-4
Correspondence
Adjournment
Next regular meeting: January 5, 2015
Membership
B. Danes, L. Kyle, D. Inch, D. Patterson, J. Williams
T. Goodfellow- OPSBA Representative
M. SaveryWhiteway
B. Danes
J. Williams
D. Inch
-DRAFTHASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES
Monday, October 6, 2014
Members present:
B. Danes, T. Goodfellow, D. Inch, L. Kyle, D. Patterson,
J. Williams
Regrets:
None
Guests:
None
Resource:
M. Savery-Whiteway, Director of Education
Minutes:
P. Hoskin, Administrative Assistant
Chair Inch called the meeting to order at 11:35 a.m.
Delegations/presentations
None
Approval of agenda
Moved:
T. Goodfellow
Seconded:
J. Williams
That the agenda be approved.
Carried
Approval of minutes
Moved:
J. Williams
Seconded:
D. Patterson
That the minutes of the regular meeting of September 2, 2014 be approved
as corrected.
Carried
Business arising from the minutes
None.
Recommendations
Reports from Staff
2014-2015 Board Policy Review
Director Savery-Whiteway noted that there are 27 policies requiring a review and pointed
out that although Policy No. 03-E Trustee Honoraria was not due for a review, recent
changes mandated through legislation have been updated in this policy.
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – October 6, 2014
Moved:
Seconded:
Page 2
D. Patterson
T. Goodfellow
That the Executive Committee recommends that Hastings and Prince
Edward District School Board approve amendments to the following Board
policies/forms as outlined in appendices B, C, D, E, F, G, H, I, J, K, L, M, N
and O, and as contained in Executive Committee Report B-1, dated October
6, 2014.
•
Policy 02 By-Laws FORMS
•
Policy 03 Board Operations
•
Policy 03-B Electronic Meetings
•
Policy 03-E Trustee Honoraria
•
Policy 03-H Filling Vacancies on the Board
•
Policy 03-J Board Review/Self-Evaluation
•
Policy 03 Operations FORMS
•
Policy 05 Director Job Description
•
Policy 06 Delegation of Authority
•
Policy 08 Board Members Code of Conduct
•
Policy 09 Role of Board Member
•
Policy 10 Duties of Chair and Vice-Chair
•
Policy 11-M Ad Hoc Committees
•
Policy 16 Selection of Director
Carried
Director Savery-Whiteway discussed the timelines and process and asked trustees if
they would like to hold a special meeting in November to finalize the policy changes or
use email collaboration as they did during the spring 2014 policy review. After discussion
trustees agreed that the online collaboration previously used worked well and they would
like to continue with this method. If necessary the option for a special meeting is still
available.
The director and trustees reviewed the policies and provided additional changes which
will be incorporated into a revised package to be sent out to all trustees later today.
Information
Trustee Honoraria
Director Savery-Whiteway discussed correspondence contained in Report C-1 changes
to Ontario Regulation – Trustee Honoraria.
Trustee proposals/queries
• Ontario College of Teachers conference – November 5-7, 2014
• Questions regarding EQAO data
OPSBA update
Trustee Goodfellow provided and update on the following items from OPSBA:
•
•
•
Government consultation regarding the 34 credit cap
Equity and student well-being – how technology is being used
Government has not reached their goal in poverty reduction
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – October 6, 2014
•
•
•
•
•
•
Page 3
Motion was passed to support the First Nations Council attendance at
PES.
Native study as a core course in all secondary schools
PES 2015 conference focusing on ethical leadership and good
governance
Premier’s mandate letter regarding her expectation for education
Respecting bargaining
Community Hubs review
Draft agenda review
Operations and Finance Committee
• Reviewed the agenda.
Program and Human Resources Committee
• Reviewed the agenda.
Addition of the Mental Health Support draft letter recommendation.
Public Board Meeting
• Reviewed the agenda.
Adjournment
The Executive Committee meeting adjourned at 12:55 p.m.
Executive Committee
Report No. B-1
Page 1
November 3, 2014
Decision X
To:
Information
Chair and members of the Executive Committee
From: Mandy Savery-Whiteway, Director of Education and Secretary of the Board
Re:
Establishment of a committee to approve minutes
Purpose
To establish a committee for the purpose of approving all outstanding Board and committee
minutes prior to the end of the term of the current Board.
Background
In 2010 an ad hoc Committee comprised of 6 trustees was established to approve the
outstanding minutes.
Current situation
The new Board will be organized on December 1, 2014 and there are no meetings of trustees
planned prior to this organizational meeting.
Minutes of the November meetings of the Audit Committee, Board, Executive Committee,
Operations and Finance Committee and the Program and Human Resources Committee must be
approved prior to the end of term of the current Board.
According to Roberts Rules of Order Newly Revised, where there is a change or replacement of a
portion of the membership, a committee is appointed and authorized for the purpose of approving
the outstanding minutes.
As the Executive Committee membership now has six members including the chair, vice-chair,
th
committee chairs, an elected 5 member and the OPSBA representative, it is recommended that
the Executive Committee complete this task at a special meeting. Copies of the minutes will be
provided to the members of the committee as early as possible, but not later than November 21,
2014. A special meeting of the Executive Committee to approve outstanding minutes will be held
on November 24, 2014 at 11:00 a.m.
Appendices
None
Recommendation
Moved:
Seconded:
That the Executive Committee recommends that Hastings and Prince Edward
District School Board approve assigning the Executive Committee to approve all
outstanding minutes of the Audit Committee, Board, Executive Committee,
Operations and Finance Committee and Program and Human Resources
Committee, as contained in Board Report B-1, dated November 3, 2014.
Respectfully submitted,
Mandy Savery-Whiteway
Director of Education and Secretary of the Board
Report No. C-1
Appendix A
Page 1
November 3, 2014
Appendix A
2014-2015 Board Policy Review Timeline
The following fall and spring timelines are suggested for the 2014-2015 Board Policy Review:
Fall: (Part A)
•
September 2, 2014 – Recommendation and timeline to Executive Committee for approval
•
September, 2014 – Senior Administration to review policies.
•
September 22, 2014 – Policy review recommendation and timeline to Board for approval
•
October 6, 2014 – Revised policies to be distributed to Executive Committee for review and feedback.
•
October 14, 2014, 3:30 p.m.- Special meeting of Executive Committee (if required) to review policy
revisions with feedback incorporated, and prepare a notice of motion to Board for approval.
•
October 20, 2014 – Notice of motion to Board for approval of revised/updated policies.
•
November 17, 2014 – Motion to Board to approve revised/updated Board policies.
Spring: (Part B)
•
January, 2015 – Senior Administration to review policies
•
February 2, 2015 – Executive Committee for review and feedback
•
February 2015 – Special meeting of Executive Committee (if required) for final review and
recommendation to Board
•
February 23, 2015 – Notice of motion to Board for approval of revised/updated policies.
•
March 23, 2015 – Motion to Board to approve revised/updated Board policies.
Report C-1 Appendix B
Page 1
November 3, 2014
Form F002-1 Parliamentary Procedure at a Glance
Class of Motion
Privileged Motions –
interrupt the proceedings;
listed in order of
precedence
Main Motions – introduce
subjects for action; lowest
in order of precedence
Subsidiary Motions – seek
to properly dispose of main
motion; listed in order of
precedence. If offered,
they must be decided
before a final decision on
the main motion.
Incidental Motions –
handled before action is
taken on a motion; take
their rank from motion from
which they arise
Miscellaneous Motions –
bring a question before the
group again
Must be
Kinds of Motion
Seconded
Adjourn—if not as noted on agenda
Yes
Motion to recess—not called by chair
Yes
Question of privilege *
No
Call for orders of the day *
No
Debatable
No
No
No
No
Vote
Required
Majority
Majority
Chair rules
Upon demand
Amendable
Yes, re time
Yes
No
No
When Used
to end the meeting
to take a break
for comfort of members
to ensure agenda is followed
Main Motion
Yes
Yes
Majority
Yes
to conduct business when
floor is clear
Table a motion; lay on the table
Yes
No
Majority
No
Call the previous question (pending)
Yes
No
2/3 vote
No
Limit debate
Yes
No
2/3 vote
Yes
Postpone to a definite time
Refer to a committee/administration
Amend the amendment
Amend
Postpone indefinitely
Point of Order *
Appeal ruling of chair* (motion is to
sustain Chair, not sustain the
appeal)
Withdraw a motion *
Suspension of the rules
Divide the question into sections
Take from the table
Reconsider/amend after adoption
Rescind or repeal after adoption
Yes
Yes
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
No
No
Majority
Majority
Majority
Majority
Majority
Chair rules
Majority or Tie
Yes
Yes
No
Yes
No
No
No
No
Yes
Yes
No
No
No
Majority
2/3 vote
Majority
No
No
Yes
to defer for unspecified time;
is misused to kill main motion
to vote at once; may be used
to control speaker
to close debate after given
amount of time
to defer to specific time
to study or modify
to modify an amendment
to modify a motion
to kill main motion
to enforce rules/decorum
to support the chair when
challenged by a member
to avoid wasting time
to conduct special business
to consider by clause
Yes
Yes
Yes
No
Yes
Yes
Majority
2/3 vote
2/3 vote
No
Yes
Yes
to consider a motion again
to reconsider a decision
to cancel previous decision
* Motions that are in order when another has the floor
A 2/3 vote is required: to call for an immediate vote (call the previous question); to limit debate; to suspend a rule of order; to reconsider a board resolution within
one year; to rescind or repeal a decision (unless otherwise stated in the By-Laws)
Report C-1 Appendix C
Page 1
November 3, 2014
BOARD POLICY NO. 3
Adopted
Last Revised
Review Date
May 26, 2008
April October23,
20124
April, 2015October
2017
BOARD OPERATIONS
Field Cod
PURPOSE
Hastings and Prince Edward District School Board is established under the Education Act, with power to
perform all the duties conferred or imposed upon a public school board by that or any other Act of the
Legislative Assembly of the Province of Ontario. It shall operate in accordance with the provisions of the
Education Act, other applicable legislation, the pertinent regulations of the Ministry of Education, and
Board Policy No. 2 Governance By-Laws and Standing Rules.
Hastings and Prince Edward District School Board believes that a fundamental obligation is to preserve
and enhance public trust in education generally, and in the affairs of Hastings and Prince Edward District
School Board operations in particular. The Board believes that its ability to discharge its obligations in an
efficient and effective manner is dependent upon the development and implementation of a sound
organizational design. The Board has adopted policies in addition to the Governance By-Laws and
Standing Rules to ensure that the business of the Board will be conducted in an open, transparent and
orderly way.
The following operations policies are consolidated in Policy No. 3 Board Operations:
Policy No. 3-A
Delegations and Presentations
page 2
Policy No. 3-B
Electronic Meetings
page 4
Policy No. 3-C
Student Representation on the Board
page 6
Policy No. 3-D
Board Communications and
Media Relations
page 10
Policy No. 3-E
Trustee Honoraria
page 12
Policy No. 3-F
Trustee Expense Reimbursement
page 14
Policy No. 3-G
Hospitality
page 17
Policy No. 3-H
Filling Vacancies on the Board
page 19
Policy No. 3-I
Indemnification of Board Members
page 22
Policy No. 3-J
Board Review/Self-Evaluation
page 23
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 24
Report C-1 Appendix D
Page 1
November 3, 2014
POLICY NO. 3-B
BOARD OPERATIONS
Adopted
Last Revised
Review Date
May 26, 2008
NovemberOctober,
20124
NovemberOctober,
20157
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, vice-chair of the Board, chair of the committee , vice-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, vice-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 virtually
shall be deemed to be present at the meeting and will be recorded in the attendance for the
meeting. However; Uunder section 228 of the Education Act, Board members must not absent
themselves without being authorized by resolution entered in the minutes from three consecutive
Hastings and Prince Edward District School Board
Policy Handbook
Page 4 of 24
Report C-1 Appendix D
Page 2
November 3, 2014
Board Operations
Board Policy No. 3
regular meetings of the Board. Also, in spite of participation by electronic means, section 229 of the
Education Act requires a physical presence in 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 or designate 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-1 Appendix E
Page 1
November 3, 2014
POLICY NO. 3-E
Adopted
Last Reviseed
Review Date
BOARD OPERATIONS
October 23, 2006
November, 20124
November, 20157
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
Field Cod
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,
20062014, 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, 20062018, 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
Policy Handbook
Page 12 of 24
Report C-1 Appendix E
Page 2
November 3, 2014
Board Operations
3.2
Board Policy No. 3
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) shallshall 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-1 Appendix F
Page 1
November 3, 2014
BOARD OPERATIONS
POLICY NO. 3-H
Adopted
Last Reviewsed
Review Date
May 26, 2008
April 23, 2012October,
2014
April, 2015October, 2017
FILLING VACANCIES ON THE BOARD
1. OBJECTIVE
This policy establishes the process by which the Board shall fill a vacancy on the Board when a Board
member (trustee) resigns, becomes ineligible or otherwise creates a vacancy on the Board during the
term of the Board.
2.
BACKGROUND
2.1
The Education Act, section 221 allows a Board to fill a trustee vacancy in one of two ways:
2.1.1
2.1.2
require the municipality to hold a by-election; or
appoint a qualified person to the position.
2.2
A by-election may not be held after March 31 in a municipal election year (i.e., within the last eight
months of a Board’s four-year mandate). All costs of a by-election are borne by the Board, in
accordance with the Municipal Elections Act, subsection 7 (3).
2.3
The method of appointment is not specified in the Education Act.
3.
PROCEDURE FOR BOARD DECISION
3.1
By–Election
If the Board chooses to fill a trustee vacancy through a by-election in the vacated electoral zone,
the process becomes the responsibility of the local municipality to provide to the Board information
regarding the implications of holding a by-election, including previous election results and
estimated costs
3.2
Appointment Process
3.2.1
If the Board chooses to appoint a replacement, the Education Act requires that the vacancy be
filled within 90 days after the office becomes vacant.
3.2.2
The Education Act, subsection 219 (1) specifies the qualifications necessary to be elected as a
member of a Board—and, presumably, to be appointed to a Board. A person must be:
a) qualified to vote for members of the Board; and
b) a resident in the area of jurisdiction of the Board.
Disqualifications are outlined in subsections 219 (4) and (7) of the Education Act. Subsection 219
(5) states that an employee of a district school board or the clerk, treasurer, deputy clerk or
deputy treasurer of a municipality or upper-tier municipality within the area of jurisdiction of the
Hastings and Prince Edward District School Board
Policy Handbook
Page 19 of 24
Report C-1 Appendix F
Page 2
November 3, 2014
Board Operations
Board Policy No. 3
Board, who would otherwise be ineligible to become a Board member, may become eligible by
taking an unpaid leave of absence.
3.2.3
The Board may choose to appoint one of the unsuccessful trustee candidates from the last
municipal election, providing that there was such a candidate, and the candidate secures the
number of votes sufficient to secure return of deposit, remains a qualified person and is willing to
serve.
OR
3.2.4
If the Board chooses to offer the position to a broader range of electors, the following actions
shall occur:
a) The vacancy shall be advertised in thethrough current board processes which may include
newspaper, websites, local media and/or social media.
b) Persons interested in the position shall be required to submit an application in writing to the
secretary of the Board.
c) Applicants will be required to provide the following information:




3.2.5
why they are interested in the position;
their background, qualifications, interests, experience;
concerns regarding the position; and
other information that they think is pertinent.
Any person expressing interest in applying for the position shall be offered a package of
information to be picked up from the secretary of the Board containing:
a) information with respect to the Board;
b) the schedule of Board and committee meetings; and
c) committee membership lists.
3.2.6
3.3
If filling the position by appointment, the Board shall conduct an interview process.
Interview Process
3.3.1
Only candidates who have submitted written applications as described in paragraph 3.2.4 (c) by
the deadline date may be shortlisted for interview, with preference to individuals from the
representative area.
3.3.2
Interviews shall be conducted on Board premises, which may be a school or the Education
Centre.
3.3.3
The secretary of the Board shall ask trustees to indicate their intention about their attendance and
participation in the interviews.
3.3.4
Trustees participating shall constitute an ad hoc selection committee.
3.3.5
Committee membership shall be a minimum of three trustees.
3.3.6
The selection committee shall select its chair from among its members.
3.4
The Committee Decision
Hastings and Prince Edward District School Board
Policy Handbook
Page 20 of 24
Report C-1 Appendix F
Page 3
November 3, 2014
Board Operations
Board Policy No. 3
3.4.1
Only trustees who have participated in all interviews shall vote on the committee
recommendation.
3.4.2
3.4.3
The committee shall make its recommendation to the Board at the next meeting of the Board.
The secretary of the Board shall be the resource support to the selection committee.
3.4.4
The selection committee shall establish its operating practices but these shall include a common
set of questions for all applicants.
3.4.5
The appointed candidate shall be advised promptly of the Board’s decision and shall be sworn in
at the next Board meeting following the appointment, if the appointment occurs within the 90 day
time period.
3.4.6
If a regular meeting of the Board will not be held until a time beyond 90 days after the trustee
vacancy occurred, the secretary of the Board will provide an appropriate opportunity for the
swearing in of the appointed candidate.
Legal References:


The Municipal Elections Act
The Education Act, Part VII Board Members—Qualifications, Resignations and Vacancies
Board References:
Board Policy Handbook
Hastings and Prince Edward District School Board
Policy Handbook
Page 21 of 24
Report C-1 Appendix G
Page 1
November 3, 2014
BOARD OPERATIONS
POLICY NO. 3-J
Adopted
Last Reviewsed
Review Date
May 26, 2008
April 23, 2012October,
2014
April, 2015October, 2017
BOARD REVIEW / SELF- EVALUATION
1. OBJECTIVE
Hastings and Prince Edward District School Board will endeavours to conduct a review/self-evaluation
process at least once twice per term to enhance its performance and to complement the Board’s review
of the performance of the director of education and the multi-year system plan.
2.
2.1
PROCEDURE
The principles upon which the Board review/self-evaluation is based are as follows:
(a)
(b)
(c)
2.2
The components of the Board review/self-evaluation are:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
2.3
(b)
(c)
(d)
(e)
(f)
(g)
3.1
review of role of Board;
review of Board support for the Achievement in Motion system plan;
monitoring of interpersonal and intra-personal working relationships;
monitoring of Board representation and communication;
monitoring relations between the Board and director of education;
review of Board governance policies; and
monitoring effective stewardship of the Board’s fiscal responsibility
The board review/self-evaluation is intended to answer such questions as the following:
(a)
3.
A learning organization is focused on the improvement of practice.
A pre-determined process for evaluation strengthens the governance function and builds
credibility for the Board.
An evidence-based approach provides objectivity
How well have we fulfilled our roles in relation to our mission and goals, job description,
Code of Conduct and other governance policies?
How well have we adhered to our Achievement in Motion annual system plan?
How do we rate our interpersonal working relationships?
How well do we receive input and communicate?
How would we rate our Board/director relations?
What have we accomplished this past year? How do we know?
How have we effectively managed Board resources?
EVALUATION GUIDE
The Board will use a variety of evaluation tools and activities. The Board will determine in advance
of the review/self evaluation:
(a)
what information will be collected;
(b)
how it will be collected and by whom;
(c)
who will have access to the information; and
(d)
how it will be analyzed and compiled;
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Report C-1 Appendix G
Page 2
November 3, 2014
Board Operations
(e)
(f)
(g)
(h)
Board Policy No. 3
when and how it will be discussed and whether a facilitator will be asked to assist in the
discussions;
how reporting and feedback will occur;
how assessment results will be acted upon; and
how recommendations related to approved changes will be monitored.
3.3 Collection of information to inform the review may include:
(a)
a review of Board motions
(b)
the reflective evaluation process provided in Form F003-2 Board Review
(c)
surveys of Board, district and community members
(d)
focus groups with community members and other stakeholders;
(e)
interviews with Board members and the director of education
(f)
use of an outside facilitator/consultant
Board References:



Board Policy Handbook
The Achievement in Motion System Plan
Form F003-2 Board Review
Resources:

Good Governance for School Boards: Trustee Development Program. Module 5b “Board Self-Assessment:
Governance Performance”.

Ontario Education Services Corporation (OESC) offers facilitator/consultant assistance to work with a Board to
complete a comprehensive Governance Review (Audit) of all or selected Board governance functions
Hastings and Prince Edward District School Board
Policy Handbook
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Report C-1 Appendix H
Page 1
November 3, 2014
FORM F003-2
Adopted
Last Revised
Review Date
DATE: _________________________
October 23, 2006
October, 2014
October, 2017
Formatte
BOARD REVIEW
Stages of Implementation
Pre-Initiation Stage
Board
members have not yet
Indicators
begun to demonstrate this
of Effective
indicator of effective practice.
Practice
Board members
recognize that
authority is vested
in the full board.
They do not
attempt to exercise
individual
authority.
Board members
deliberate in a
spirit of harmony
and co-operation
in spite of
differences of
opinion.
Board members
represent
everyone the
board serves, not
a particular
interest group or
geographic area.
Board members
deal appropriately
with sensitive
issues and respect
the confidentiality
of closed session
discussions.
Initiation Stage
Developing Stage
Sustaining Stage
The indicator is demonstrated by
some board members, but is not
regularly demonstrated by the
board as a whole.
All board members consistently
demonstrate this indicator of
effective practice.
The use of this indicator is deeply
embedded in the board’s culture. It
is so internalized that it can survive
changes in personnel.
Report C-1 Appendix H
Page 2
November 3, 2014
FORM F003-2
Adopted
Last Revised
Review Date
Stages of Implementation
Pre-Initiation Stage
Board
members have not yet
Indicators
begun to demonstrate this
of Effective
indicator of effective practice.
Practice
October 23, 2006
October, 2014
October, 2017
Initiation Stage
Developing Stage
Sustaining Stage
The indicator is demonstrated by
some board members, but is not
regularly demonstrated by the
board as a whole.
All board members consistently
demonstrate this indicator of
effective practice.
The use of this indicator is deeply
embedded in the board’s culture. It
is so internalized that it can survive
changes in personnel.
Board members
avoid criticism of
fellow board
members, the
board or the staff,
in or out of the
board room.
Board members
do not exert
influence on any
decision in which
they have a
personal financial
interest.
Board members
respect and
uphold the majority
decisions of the
board.
Board members
maintain the
integrity of their
position and of the
board when
interacting with the
public about board
decisions.
1.
2.
3.
Board members first complete the activity independently, identifying the level of implementation they think the board has attained for each indicator and listing
evidence to support this choice.
The Board reflects on different perceptions, tries to reach consensus, and suggests goals for future development.
The indicators will change over time to address different Board goals.
Report C-1 Appendix I
Page 1
November 3, 2014
BOARD POLICY NO. 5
Adopted
Last Revised
Review Date
May 26, 2008
April 23,
2012October, 2014
April, 2015October,
2017
DIRECTOR OF EDUCATION JOB DESCRIPTION
The Director of Education is the Chief Education Officer, the Chief Executive Officer and the Secretary of
the Board of Hastings and Prince Edward District School Board. The Director reports directly to, and is
accountable to the Corporate Board. The Director is accountable, through Statute, to the Minister of
Education for the organization and operation of the district. All Board authority delegated to staff is
delegated through the Director of Education.
AREAS OF RESPONSIBILITY
1.
1.1
1.2
1.3
1.4
2.
2.1
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
STUDENT ACHIEVEMENT AND WELL-BEING
Takes the necessary steps to provide a safe and caring environment that fosters and maintains
respectful and responsible behaviour for each student.
Takes the necessary steps to provide for the safety, well-being and student achievement of
students while participating in school programs or while being transported to or from school
programs on transportation provided by Hastings and Prince Edward District School Board.
Takes the necessary steps to provide facilities to accommodate Hastings and Prince Edward
District School Board students.
Acts as, or designates, the local attendance counsellor for the district.
LEADERSHIP
Provides advice and leadership to Hastings and Prince Edward District School Board in setting
goals for student achievement and well-being, and in promoting the goals of the Board’s goal of
success for each studentmulti-year system plan.
Provides leadership in all matters relating to education in the district.
Ensures that students in the district have the opportunity to meet the standards of education
mandated by the Ministry of Education.
Provides leadership to promote clear, consistent expectations that focus on successful outcomes
for students.
Develops and maintains positive and effective relations with staff at the provincial and local
government levels.
Develops and maintains positive and effective relations with schools and district departments..
Provides leadership in the planning, development, implementation, review and evaluation of Board
policies.
Provides leadership in the planning, development, implementation, review and evaluation of
administrative procedures
Demonstrates positive and proactive leadership that has the support of the staff with whom the
Director works most closely
Hastings and Prince Edward District School Board
Policy Handbook
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Report C-1 Appendix I
Page 2
November 3, 2014
Director of Education Job Description
3
3.1
3.2
3.3
4
4.1
4.2
4.3
5
5.1
5.2
5.3
5.4
5.5
6
6.1
6.2
6.3
6.4
6.5
6.6
Board Policy No. 5
FISCAL RESPONSIBILITY
Ensures that the fiscal management of the district is in accordance with the Ministry’s Student
Focused Funding Model, other applicable grant regulations, and in accordance with the provisions
of the Education Act and Regulations.
Ensures that the fiscal management of the district is in alignment with the Board’s multi-year system
plan.
Serves as a director on The Hastings and Prince Edward Learning Foundation.
ORGANIZATIONAL MANAGEMENT
Demonstrates effective organizational skills that result in district compliance with all legal,
Ministerial, Board and all other government mandates and timelines.
Reports to the Minister of Education with respect to matters identified in and required by the
Education Act and Regulations.
Brings to the attention of the Board any act or omission by the Board that in the opinion of the
Director of Education may result in or has resulted in a contravention of the Education Act, other
legislation or any policy, guideline or regulation made under the Act;. and iIf the Board does not
respond in a satisfactory manner to an act or omission brought to its attention, the Director of
Education advises the Deputy Minister of the Ministry of the act or omission.
PLANNING
Provides leadership for the development of the Board’s multi-year plan and annual review of the
multi-year plan.
Ensures that the multi-year plan establishes Board priorities and identifies specific measures and
resources that will be applied in achieving those priorities, specifically with regard to the Board’s
responsibility for student achievement and well-being.
Ensures appropriate involvement of the Board (approval of process and timelines, establishment
of Board priorities and outcomes, key results and final Board approval).
Reports regularly on implementation and results achieved in relation to the Board’s multi-year
plan and district improvement plans.
Makes succession plans to ensure strong future leadership for Hastings and Prince Edward
District School Board.
PERSONNEL MANAGEMENT
Takes the necessary steps to provide a safe and caring environment that fosters and maintains
respectful and responsible behaviour for each employee.
Has overall authority and responsibility for all personnel-related issues, save and except those
personnel matters precluded by Board policy, legislation or collective agreements.
Ensures effective processes are in place for the selection, supervision, development and
performance review of all staff.
Ensures effective processes are in place for capacity building and succession planning.
Ensures compliance with human rights and labour relations legislation.
Makes every effort to identify and remove discriminatory biases and systemic barriers that would
limit the opportunities for individuals from diverse communities for employment, mentoring,
promotion, and succession planning in all board and school positions.
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 3
Report C-1 Appendix I
Page 3
November 3, 2014
Director of Education Job Description
7
7.1
7.2
7.3
8
8.1
8.2
8.3
8.4
8.5
9
9.1
Board Policy No. 5
DIRECTOR/BOARD RELATIONS
Establishes and maintains positive working relations with the Board.
Supports the Board in performing its role and facilitates the implementation of its role as outlined
in Board policy.
Communicates effectively with the Board and individual trustees.
BOARD COMMUNICATIONS AND COMMUNITY RELATIONS
Establishes effective communication strategies to keep the district informed of key monitoring
reports; student, volunteer and staff successes; local issues and Board decisions.
Ensures open, transparent and positive internal and external communications.
Ensures that School Councils have the opportunity to provide appropriate advice and support as
required in the regulations and/or Board policy.
Participates in community affairs in order to enhance and support the district and promote public
education.
Provides a director’s annual report to the Board and to the Minister on action taken during the
previous year, as required by legislation
STUDENT, STAFF AND DISTRICT RECOGNITION/PUBLIC RELATIONS
Establishes effective recognition programs and strategies to ensure that the internal and external
audiences are aware of student, volunteer, staff and district successes.
Legal References:
Education Act, section 283 Chief Executive Officer; section 286 Duties of Supervisory Officers
Board References:



Board Policy Handbook
Administrative Procedures Manual
Achievement in Motion System PlanBoard Multi-Year System Plan
Hastings and Prince Edward District School Board
Policy Handbook
Page 3 of 3
Report C-1 Appendix J
Page 1
November 3, 2014
BOARD POLICY NO. 6
Adopted
Last Revised
Review Date
May 26, 2008
April 23,
2012October, 2014
April, 2015October,
2017
DELEGATION OF AUTHORITY
1. PURPOSE
The purpose of this policy is to define how the Board delegates responsibility, reserves its authority and
implements new legislation. Hastings and Prince Edward District School Board is allowed by Ontario
legislation to delegate certain of its responsibilities and powers to others. This policy delegates authority to
enable the director of education to provide leadership as the chief education officer and chief executive
officer of the district.
2. POLICY
Hastings and Prince Edward District School Board delegates to the director of education the right to do any
act or thing or exercise any power that the Board may or is required to do or exercise except those matters,
which in accordance with the legislation, cannot be delegated.
The Board also reserves to itself the authority to make decisions on specific matters requiring Board
approval in accordance with Board policies.
Further, the Board requires that any new provincial legislation or major initiatives must be initially brought to
the Board for discussion and determination of decision-making authority.
As an example of delegation of authority within executive limitations, the director of education is authorized
to appoint staff within the staff complements and salary ranges approved in collective agreements and the
annual Board budget.
3. PROCEDURES
Hastings and Prince Edward District School Board delegates to the director of education the authority to
develop administrative procedures in the following major categories:
3.1
GENERAL ADMINISTRATION
The general administration procedures deal with system planning, matters that affect the whole
district, issues that affect both students and staff members, and community involvement.
3.2
EDUCATIONAL PROGRAMS AND MATERIALS
These procedures describe school organization, the curriculum, instructional strategies, and
curriculum resources.
3.3
STUDENTS
Procedures in this section deal with all student matters. Some examples are school attendance,
student welfare and safety, supervision, emergency plans, discipline, student evaluation, reporting to
parents, and awards.
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 3
Report C-1 Appendix J
Page 2
November 3, 2014
Delegation of Authority
3.4
Board Policy No. 6
PERSONNEL AND STAFF RELATIONS
These procedures deal with any matters related to staff members or volunteers. Procedures
describe such issues, but not limited to, hiring of staff, staff records, health and safety, benefits and
assistance, professional development, performance appraisal, professional misconduct, and
recognition.
3.5
BUSINESS ADMINISTRATION
Business administration procedures relate to budgeting, purchasing, audits, the management and
maintenance of all district facilities and property, and student transportation.
3.6
OTHER CATEGORIES
The Board specifically delegates to the director of education the authority to develop administrative
procedures that are consistent with provincial legislation. for the following, but not limited to: Current
procedures are located on the board website at www.HPEschools.ca.






























Anti-racism and ethnocultural equity
Autism Spectrum
Behaviour, discipline and safety
Bullying Prevention
Code of conduct
Suspensions and expulsions
Criminal background checks
School Councils
Violence prevention in schools
Police and school board protocol
Progressive Discipline
Safe arrivals
Duty to report child abuse, neglect
Student records
Teacher performance appraisal
Principal Performance Appraisal
Student Enrolment/Student Capacity
Eligible investments
Opening exercises
Textbooks
Advertising and fund-raising in schools
School Food and Beverage Requirements
Freedom of information records management
Protection of privacy
Occupational health and safety
Bloodborne pathogens
Prior learning assessment and recognition
Pay equity plan
Access disability plan
Anaphylactic reactions
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 3
Report C-1 Appendix J
Page 3
November 3, 2014
Delegation of Authority
Board Policy No. 6
Legal References:










Education Act and Regulations
Policy/Program Memoranda
Education Quality and Accountability Office Act
Ontario College of Teachers Act
Child and Family Services Act
Employment Standards Act
Labour Relations Act
Municipal Freedom of Information and Protection of Privacy Act
Occupational Health and Safety Act
Ontarians with Disabilities Act; Pay Equity Act
Board References:

Board Policy Handbook

Board Policy No. 2, Section 2.2 – Signing Authority

Administrative Procedures Manual

Achievement in Motion System PlanBoard Multi-Year System Plan
Hastings and Prince Edward District School Board
Policy Handbook
Page 3 of 3
Report C-1 Appendix K
Page 1
November 3, 2014
BOARD POLICY NO. 8
Adopted
Last Revised
Review Date
May 26, 2008
NovemberOctober,
20124
NovemberOctober,
20157
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 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 on any
other basis.
Report C-1 Appendix K
Page 2
November 3, 2014
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.
3.1.4
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.
Report C-1 Appendix K
Page 3
November 3, 2014
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 Article VII: Meetings of the Board, 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 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.
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.
Ontario Regulation 462/97 First Nations Representation on Boards
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
Report C-1 Appendix L
Page 1
November 3, 2014
BOARD POLICY NO. 9
Adopted
Last Revised
Review Date
May 26, 2008
April 23,
2012October, 2014
April, 2015October,
2017
ROLE OF THE BOARD MEMBER
1.
PURPOSE
This policy describes the role of Board members as they contribute to the achievement of the Hastings
and Prince Edward District School Board’s mission, goals and system plan.
2.
DEFINITIONS
Board Member—A Board member is commonly referred to as trustee and is the elected/appointed
representative for a defined area. A trustee member is one member of a board of ten members who are
collectively charged with governing the Hastings and Prince Edward District School Board according to
the responsibilities described in Board Policy No. 4 Corporate Board Job Description.
Trustee—a commonly used term for an elected/appointed member of the Board.
Student Trustee— Up to two student trustees will be elected each year from the student senate to
represent the interests of students on the Board. The student trustees are not members of the Board, but
have responsibilities and entitlements as provided for in the Education Act.
3.
ACCOUNTABILITY
3.1
The declaration of office made by each Board member when he or she assumes office binds that
person to work faithfully in the cause of education.
3.2
A trustee’s Board member’s primary task is to act as a member of a corporate Board and serve the
community as an elected/appointed representative. As mMembers of the corporate Board, trustees
are accountable to the public for the collective decisions of the Board.
3.3
Each Board member has a duty to support the corporate Board in providing accountability for the
educational, financial and operational performance of the school system. All trustees Board
members are responsible for the Board’s mandate as described in Board Policy No. 4 Corporate
Board Job Description.
3.4
The decisions of the Board of trustees in a properly constituted meeting are those of the
corporation. A Board member who is given corporate authority to act on behalf of the Board by
means of written policy or resolution may carry out specific duties, but only as an agent of the
Board. In such cases, the actions of the trustee Board member are those of the Board, which is
then responsible for them. A Board member acting individually has only the authority and status of
any other citizen of the district.
Report C-1 Appendix L
Page 2
November 3, 2014
Role of the Board Member
Board Policy No. 9
4.
COMMUNITY REPRESENTATION
4.1
Board members bring a range of skills, experience, knowledge, values, beliefs and opinions to their
role. Their background does not necessarily include teaching, administration, or any other aspect
of education. Their diversity ensures that Board processes are truly democratic. This diversity
contributes to good decision-making. It also helps Board members provide a balance between the
interests of a broader community and the interests of those involved in the delivery of education.
4.2
Board members provide information about the local community’s history, traditions and
experiences when such information will be helpful for the context of decision-making by the Board
or the director of education.
4.3
Trustees Board members bring to the attention of the Board or director any community issues that
may affect the Board, and interpret the needs of the community to the Board.
4.4
Trustees Board members support the Board’s responsibility to consult with parents and the
community about the Board’s multi-year system plan and report to stakeholders about progress in
implementing the system plan.
5.
DECISION MAKING
5.1
Board members are responsible for staying informed about developments in education. They have
a responsibility to learn about the school system and the many issues that face publicly funded
education.
5.2
Trustees Board members also need to be familiar with Hastings and Prince Edward District School
Board policies, meeting agendas and reports in order to participate effectively in Board business.
5.3
Trustees Board members actively participate in and contribute to the decisions of the Board in
order to provide the best solutions possible for the education of students in Hastings and Prince
Edward District School Board.
6.
COMMUNICATION
6.1
Board members serve large constituencies, and fulfilling the representational role is challenging. A
democratic system entitles everyone to a voice but does not ensure that everyone will always be
content with decisions that are made. Effective, regular two-way communication will enhance a
Board member’s ability to represent constituents and help to build understanding and consensus in
the community.
6.2
Hastings and Prince Edward District School Board strives to maintain open and fair communication
with parents, guardians and members of the school community. In so doing, the Board endorses
and follows a fair and consistent process for the handling of issues and concerns. Board members
are responsible for staying informed about what the Board has determined are good
communication practices.
6.3
Trustees Board members refer governance issues and problems that are not covered by Board
policy to the corporate Board for discussion and determination of decision-making authority.
6.4
Board members support the belief that the most efficient way to run an organization is to deal with
issues or problems as close as possible to the place where they occurred. If a parent calls with a
concern about a student, the Board member will advise the parent to discuss the issue with the
teacher or the staff member most directly involved.
Report C-1 Appendix L
Page 3
November 3, 2014
Role of the Board Member
Board Policy No. 9
6.56.4.1
Depending upon the seriousness of the issue, the Board member may also inform the
director of education or the appropriate superintendent immediately.
6.66.4.2
The Board member will leave the investigation and solution of the matter in the hands of
the professional staff. The appropriate administrator will ensure that the issue is investigated and
resolved. Staff will advise the Board member in a timely manner when the issue has been
resolved.
6.76.4.3
If an employee or a group of employees is named in a complaint, the employee or group
of employees will be provided with written notice of the details of the complaint and will be given
an opportunity to respond to the complaint.
6.86.5 In cases where the concern or complaint cannot be resolved by administration or is related to
Board policy, the director may refer the issue to a Board committee to be heard in open or closed
session as appropriate to the circumstances.
6.96.6 If the concern is related to a governance issue, Board Policy No. 3 Board Operations provides an
opportunity for a delegation to make a request or influence a decision. In accordance with the
terms of Policy No. 3, a person or group that is officially elected or appointed to represent another
or others may address the Board or committee of the Board.
7.
ADVOCACY AND LEADERSHIP
7.1
Trustees Board members act as education advocates at various levels. At the local level, trustees
work on behalf of the community and must consider the unique needs of that community when
deciding what position to take on an issue. They encourage constituents to participate in the
school system. This involves familiarizing people with the avenues for involvement, such as school
council, the parent involvement committee or volunteer work. It also involves informing people
about the procedures for bringing their views before the Board through public or written
submissions.
7.2
The trustee’s Board member’s role as an education advocate often extends beyond the boundaries
of the district school Board. Trustees Board members are education advocates across the
province and with the provincial government. Board Policy No. 12 Board Representatives on
External Committees describes one aspect of this advocacy role at the provincial level.
7.3
Trustees Board members participate in Board and trustee Board member development so that the
quality of leadership and service in Hastings and Prince Edward District School Board will be
enhanced.
Legal References:
Education Act, sections 169.1, 170-171 Duties and Powers of Boards; section 209 Trustee Declaration; Part VIII
Compliance with Board Obligations; Part IX Finance
Board References:
Board Policy Handbook
Policy No. 2 By-Laws: Article VI
Report C-1 Appendix L
Page 4
November 3, 2014
Role of the Board Member
Board Policy No. 9
Policy No. 4 Corporate Board Job Description
Resources:
The Road Ahead: A Report on the Role of School Boards and Trustees. The Education Improvement Commission.
1997
Educating Together: A Handbook for Trustees, School Boards and Communities. Ontario Public School Board’s
Association. 2003
Good Governance: A Guide for Trustees, School Boards, Directors of Education and Communities
Report C-1 Appendix M
Page 1
November 3, 2014
BOARD POLICY NO. 10
Adopted
Last Revised
Review Date
May 26, 2008
April 23,
2012October, 2014
April, 2015October,
2017
DUTIES OF THE BOARD CHAIR AND VICE-CHAIR
1.
PURPOSE
This policy has been developed to set out the duties of the chair of the Board and Vice-chair.
The chair of Hastings and Prince Edward District School Board safeguards the integrity of the Board’s
processes and represents the corporate Board to the broader community. The chair ensures that each
member of the Board has a full and fair opportunity to be heard and understood by the other trustees
members in order that collective opinion can be developed and a corporate decision reached. The
Board’s ability to discharge its obligation is enhanced by the leadership and guidance provided by the
chair.
2.
DEFINITIONS
Ex-officio—To be an “ex-officio” member of a committee means to be a voting member when in
attendance, but not to be counted in determining quorum in committees where he/she is not a member. .
DUTIES OF THE BOARD CHAIR
3. DUTIES
The chair of the Board shall:
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
4.
4.1
be an officer of the corporation;
be ex-officio a member of all committees of the Board, unless membership is determined by statute
or collective agreement;
in consultation with the director of education, prepare and approve the agenda for all regular,
special or extraordinary meetings of the Board;
call the meetings of the Board to order, having established that a quorum is present, and preside at
the meetings;
be a member of the Executive Committee;
set meeting dates and preside at each meeting of the Budget Committee;
be a signing officer of the Board and sign such corporate documents as require the signature of the
chair
be the official spokesperson for the Board on matters which reflect the will of the Board through
resolution and in situations where a system level comment or response is required and;
in consultation with the Senior Business Official, review and approve expense reimbursement
claims of the Director of Education and other Board members.
PROCEDURES
Reviewing the Agenda
Hastings and Prince Edward District School Board
Policy Handbook
Page 1 of 4
Report C-1 Appendix M
Page 2
November 3, 2014
Duties of the Board Chair and Vice-Chair
4.1.1
4.2
Board Policy No. 10
The chair shall ensure that the content of the Board meeting agenda relates only to those issues
which, according to Board policy, clearly belong to the Board to decide and have not been
delegated to the director of education.
Preserving an Orderly Process
4.2.1
The chair shall ensure that all meetings of the Board are conducted in accordance with the
Education Act, Board Policy No. 2 Governance By-Laws and Standing Rules and Board Policy
No. 3 Board Operations, and with reference to Robert’s Rules of Order Newly Revised.
4.2.2
The chair shall announce the order of business of the Board and state and put all motions to vote
which come before the Board.
4.2.3
The chair may vote with the other members of the Board upon all motions, and any motion on
which there is an equality of votes, with the chair voting, is lost.
4.2.4
The chair shall preserve order and decorum and decide all points of order or questions of
privilege. The chair may rule any matter out of order, giving the reason for the ruling. The ruling
of the chair shall be final, subject only to an appeal to the Board without debate. In the case of a
tie vote, with the chair voting, in an appeal to the Board of the chair’s ruling, the tie vote sustains
the chair.
4.2.5
The chair shall declare the results of all votes on all matters before the Board.
4.3
Acting as a Facilitator
4.3.1
The chair has a duty to ensure that all Board members have an equal opportunity to express their
views.
4.3.2
The chair may draw to the attention of the Board, without leaving the chair, any factors which may
be crucial and relate to the pending question and which appear to have been overlooked by the
Board. Such factors might be related legislation, Board policy or the history of the Board.
4.3.3
In the event that the chair decides to take part in the debate, the chair shall call upon the vicechair to take the chair. In the event that the vice-chair has already spoken or desires to speak to
the pending matter, the chair shall appoint another member who has not spoken and does not
desire to speak on the pending matter.
4.3.4
With the unanimous consent of the Board, the chair may speak to the pending matter without
vacating the chair.
4.3.5
Normally, the chair of a committee shall be allowed to speak to pending matters during committee
meetings without vacating the chair. The procedure described above for vacating the chair shall
be used if any member of the committee objects to the chair taking an active part in any debate
on a pending matter.
4.4
4.4.1
Expediting Business
The chair is responsible for expediting the business of the Board in every way compatible with the
rights of the members and for enforcing Board policy as necessary to ensure the orderly conduct
of the Board’s business.
Hastings and Prince Edward District School Board
Policy Handbook
Page 2 of 4
Report C-1 Appendix M
Page 3
November 3, 2014
Duties of the Board Chair and Vice-Chair
Board Policy No. 10
4.4.2
In order to ensure the expeditious use of the Board’s time, the chair, subject to a member’s right
of appeal in accordance with Robert’s Rules of Order, shall refuse to recognize motions which are
obviously frivolous or dilatory.
4.4.3
The chair shall attempt to ensure that each member who wishes to be heard on a matter is heard,
but, subject to a member’s right of appeal in accordance with Robert’s Rules of Order Newly
Revised, when it is obvious that the debate is becoming repetitive, the chair shall indicate that the
debate is closed and call the question.
4.5
Reviewing Minutes
4.5.1
4.6
The chair of the Board shall be responsible for reviewing the minutes of the Board prior to
publication.
Providing Board Leadership
4.6.1
The chair may call a special meeting of the Board at any time.
4.6.2
The chair, vice-chair or designate has the authority to issue a verbal or written warning if a Board
member breaches the Board Code of Conduct. The chair may also ask the Board to consider a
special motion to impose more serious consequences for breach of the Code as set out in Board
Policy No. 8 Board Members’ Code of Conduct.
4.6.3
The chair shall be kept informed of significant developments within Hastings and Prince Edward
District School Board and shall be in regular contact with the director of education to maintain a
working knowledge of current issues and events.
4.6.4
The chair shall ensure that the Board engages in regular review or self-evaluation of its
effectiveness as a Board.
DUTIES OF THE BOARD VICE-CHAIR
5. RESPONSIBILITIES
The vice-chair is elected by the Board to share the leadership role of the chair. The vice-chair assists the
chair in ensuring that the Board operates in accordance with its own policies. The Board’s ability to
discharge its obligations is enhanced by the leadership and guidance provided by the vice-chair.
6. DUTIES
The vice-chair of the Board shall:
6.1
6.2
6.3
6.4
6.5
6.6
7.
7.1
be an officer of the corporation;
fulfill the duties of the chair when the chair is temporarily absent or otherwise unable to perform the
duties of office;
preside at meetings of the closed session of Committee of the Whole Board;
be a member of the Executive Committee;
be one of the signing officers of the Board; and
act as liaison to the student senate and the student trustees.
PROCEDURES
The vice-chair shall assist in the development of the Board meeting agenda.
Hastings and Prince Edward District School Board
Policy Handbook
Page 3 of 4
Report C-1 Appendix M
Page 4
November 3, 2014
Duties of the Board Chair and Vice-Chair
7.2
Board Policy No. 10
The vice-chair may be assigned duties and responsibilities by the Board chair.
Legal References:
Education Act, sections 170-171 Duties and Powers of Boards; subsection 208 (7) Vice-chair; subsection 208 (12)
Voting of the Chair; subsection 208 (13) Special Meetings Called by the Chair
Board References:





Board Policy No. 2 - Governance By-Laws and Standing Rules
Board Policy No. 3 - Board Operations
Board Policy No. 8 - Board Members’ Code of Conduct
Board Policy No. 9 - Role of the Board Member
Form F002-1 - Parliamentary Procedure
Resources:


th
Robert’s Rules of Order, newly revised, 10 edition or most current edition
Educating Together: A Handbook for Trustees, School Boards and Communities. Ontario Public School
Boards’ Association. 2003
Hastings and Prince Edward District School Board
Policy Handbook
Page 4 of 4
Report C-1 Appendix N
Page 1
November 3, 2014
POLICY NO. 11- M
AD HOC COMMITTEES
Adopted
Last Revised
Review Date
May 26, 2008
November, 2011October,
2014
November, 2014October,
2017
AD HOC COMMITTEES
1. PURPOSE
The Board shall establish ad hoc committees, by resolution, from time to time as it deems appropriate for
one or more special purposes or as required under legislation or through contractual obligations, and
subject to any relevant legislation or contract from time to time, for one or more special purposes and with
specific target dates for completion of specific tasks.
2.
PROCESS
2.1
In each case the Board shall determine the composition, terms of reference, reporting relationships
and expected date of completion of the mandate.
2.2
An ad hoc committee shall elect a chair using the process described in Article VII: Meetings of the
Board, subsection 2.5 of Board Policy No. 2 Governance By-Laws and Standing Rules.
2.3
The Board shall dissolve by motion an ad hoc committee when it has completed its worktask.
Legal References:
Education Act, Part VII Board Members; section 283 Chief Executive Officer; section 286 Duties of Supervisory
Officers
Board References:







Board Policy No. 2 - Governance By-Laws and Standing Rules
Board Policy No. 3 - Board Operations
Board Policy No. 4 - Corporate Board Job Description
Board Policy No. 5 - Director of Education Job Description
Board Policy No. 6 - Delegation of Authority
Board Policy No. 16 - Selection of the Director
Achievement in Motion System Plan Board Multi-Year System Plan
Hastings and Prince Edward District School Board
Policy Handbook
Page 37 of 37
Report C-1 Appendix O
Page 1
November 3, 2014
BOARD POLICY NO. 16
Adopted
Last Revised
Review Date
May 26, 2008
April 23,
2012October, 2014
April, 2015October,
2017
SELECTION OF THE DIRECTOR
1. PURPOSE
Hastings and Prince Edward District School Board recognizes the importance of appointing a highly
effective system leader to implement the work of the Board. When selecting a director of education, the
Board shall seek a chief education officer/chief executive officer who will support success for all students,
staff excellence, open communication and positive community relationships as the key goals of the
organization, and foster a system of character as the foundation for these goals.
Hastings and Prince Edward District School Board shall select a candidate for the position of director of
education who is expected to exhibit strong, responsive, dedicated and knowledgeable administrative
leadership for the district.
2. PROCEDURE
The director of education’s job description highlights a commitment to student learning and student
welfarewell-being. In order to fulfil expectations, the director must provide educational leadership and
demonstrate fiscal responsibility; successful organizational and personnel management; and effective
system planning. The director will provide system leadership, support policy governance, and develop
and implement administrative procedures. The Board seeks a director who will establish positive working
relations with the members of the Board, the staff, and community and effective communications with all
stakeholders to promote and protect public education within the district and in Ontario.
Hastings and Prince Edward District School Board is committed to the establishment of selection
procedures for the director’s position which capture the complexity of the workplace and provide practical,
multi-criteria assessments of the degree to which the candidates possess the knowledge, skills and
attributes of a successful system leader.
3.
DEFINITIONS
Consultant—Consultant means a support person who will act as a facilitator and advisor to the Board
during the process of selection of a director. As determined by the Board, the consultant may be the
outgoing director of education; the Ministry of Education district manager or designate; a local individual
in whom the Board has confidence; a qualified external consultant; or a professional external recruitment
firm with experience in hiring senior management.
Report C-1 Appendix O
Page 2
November 3, 2014
4.
PREPARATION AND SCREENING
4.1
Preparation for the Selection Process
When it is known that the position of director of education will become vacant, the following
preparations shall be made for the selection process.
4.1.1
The Board may solicit as appropriate the support of a consultant to assist in the screening and
selection process. The consultant may be asked to check the references and qualifications of
applicants. Incumbent staff other than the outgoing director shall not check references and
qualifications of applicants.
4.1.2
Unless the Board decides to appoint a particular internal candidate, the Board will establish an ad
hoc Director’s Selection Committee to short-list the candidates to be interviewed by the Board.
The selection committee shall consist of at least five (5) members of the Board appointed to the
committee and the consultant.
4.1.3
The consultant or selection committee (or designate) is responsible for the in-service training of
the selection committee as required to ensure a consistent and fair process.
4.1.4
The selection committee shall decide on the most appropriate form of advertising for the position.
4.1.5
The consultant or selection committee (or designate) will prepare an advertisement including as
many of the most desirable attributes aligned with Board Policy No. 5 Director of Education Job
Description as is reasonable to place in the advertisement, as approved by the Director’s
Selection Committee.
4.1.6
The consultant or selection committee (or designate) will assume the responsibility for initiating
the advertising process. The consultant will post the vacancy within the Board, and will make
every reasonable effort to ensure that all qualified Hastings and Prince Edward District School
Board employees are made aware of the selection process.
4.1.7
The Director’s Selection Committee will, at its discretion, also advertise externally in any location
deemed appropriate by the committee. These locations may include:
(a)
(b)
4.2
a newspaper with at least province-wide circulation; and
the Ontario Public School Boards' Association “Career Board” web site.
The Screening Process
4.2.1
Applications shall be submitted by letter with an attached résumé indicating experience,
education and references with the appropriate releases under the Municipal Freedom of
Information and Protection of Privacy Act. In addition, candidates will be requested to submit a
discussion paper of a length determined by the committee, indicating their understanding of the
role of a director of education, or other topic as determined by the selection committee.
4.2.2
As determined by the Director’s Selection Committee, members of the committee may conduct an
on-site visit to observe the internal candidates during their working day.
4.2.3
The selection committee will study all submissions from external candidates, ensure that
references have been contacted, and select an appropriate number of candidates for further
consideration.
Report C-1 Appendix O
Page 3
November 3, 2014
4.2.4
4.3
Selected external applicants may, at the discretion of the selection committee, receive an on-site
visit by members of the committee, if the distances involved make this feasible. The most
appropriate candidates will be included with the short-listed internal candidates for further
consideration.
The Board Interview
4.3.1
Once the selection committee has ranked all applicants, both internal and external, it shall
recommend an appropriate number of candidates for final consideration in an interview with the
full Board. Normally, not more than four candidates would be involved in the final interview.
4.3.2
In preparation for the interview, the selection committee will review the achievements of each of
the candidates to be interviewed. The committee will also study the skills, knowledge and
personal characteristics of the candidates as determined by the submissions and on-site visits, if
such visits were made.
4.3.3
The consultant or selection committee (or designate) will prepare interview questions that can be
used to determine the suitability of the candidates for the director’s role. The criteria must be
entirely consistent with the terms of Board Policy No. 5 Director of Education Job Description and
follow standard human resources practices.
4.3.4
All candidates shall be asked the same questions. At the discretion of the chair of the Board who
shall preside for the interviews, additional questions may be allowed to clarify a candidate’s
response.
4.4
The Decision
4.4.1
The Board will review the performance of all short-listed candidates and take into consideration
the feedback concerning the candidates from other members of the Board.
4.4.2
If a candidate is supported by a majority of the Board in Committee of the Whole, a
recommendation will go to open session that the Board hire the candidate. The Board motion will
include the term of the personal services contract of the new director.
Legal References:
•
•
•
•
Education Act, section 279 Duty of Board to Employ a Director of Education; section 283 Chief Education Officer
and Chief Executive Officer; section 2.83.1 Additional Duties of Director of Education; section 286 Duties of
Supervisory Officers
Municipal Freedom of Information and Protection of Privacy Act
Ontario Regulation 309 Supervisory Officers
Ontario Regulation 176/10 Teachers Qualifications: Part V Qualifications of Supervisory Officers
Board References:
•
•
•
•
•
Board Policy No. 1 - Board Mission and Goals
Board Policy No. 2 - Governance By-Laws and Standing Rules
Board Policy No. 4 - Corporate Board Job Description
Board Policy No. 5 - Director of Education Job Description
Achievement in Motion System PlanBoard Multi-year System Plan
Report C-2
Page 1
November 3, 2014
TRUSTEE REPRESENTATION ON COMMITTEES FOR 2014-2015
Committee Name
Trustee Membership Requirements
1.
Committee of the Whole
Board
All members of the Board
Description/Purpose
STANDING COMMITTEES OF THE BOARD
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.
2.
Minimum of 5 members
To review and make recommendations to the Board
on matters concerning educational programs, special
education services and human resources/personnel
issues.
Operations and Finance
Committee
Minimum of 5 members
To 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.
Executive Committee
Chair, Vice-chair, chairs of Program
and Human Resources and
Operations and Finance
Committees, past chair of the
Board or fifth member elected –
see Board Policy No. 11-D Section
3.1 and 3.2
To deal with special issues not specifically related to
the mandates of the other standing committees.
All members of the Board
Responsible for the review and recommendation of
the annual budget to the Board. It is the
responsibility of the Board to establish a budget that
is compliant with the requirements of the Education
Act and aligns resources to support high levels of
achievement for each student.
Program and Human
Resources Committee
3.
4.
5.
Budget Committee
October 2014
Notes/Reference
Board Policy No. 11-A Sections 3 and 4.4
Membership includes all members of the Board. The vice-chair will be the chair
of the committee.
Board Policy No. 11-B Section 3
Education Act 171. (1) 1. Committees
Membership of a minimum of five trustees will be appointed at the
initial/annual meeting.
Board Policy No. 2 Section 2.4 b)
Chair and vice-chair of the committee are elected each year at the
initial/annual meeting of the Board held in December.
Board Policy No. 11-C Section 3
Education Act 171. (1) 1. Committees
Membership of a minimum of five trustees will be appointed at the
initial/annual meeting.
Board Policy No. 2 Section 2.4 b)
Chair and vice-chair of the committee are elected each year at the
initial/annual meeting of the Board held in December.
Board Policy No. 11-D Section 3.1, 3.2
The Executive Committee shall be comprised of up to six members consisting of
the chair, vice-chair, past chair, chairs of the Program and Human Resources
Committee and Operations and Finance Committee, and the incumbent OPSBA
representative. Where there is no past chair currently serving on the Board or
where one of the members already holds more than one of the positions
previously listed in 3.1, the fifth member of the Executive Committee shall be
elected by the Board. The chair of the Board shall preside at each meeting of
the Executive Committee. In the chair’s absence, the vice-chair shall preside at
the meeting.
Board Policy No. 11-E Section 3 and 4
Committee membership includes all members of the Board.
The chair of the Board shall set the meeting dates and preside at each meeting
of the Budget Committee.
Page 1
TRUSTEE REPRESENTATION ON COMMITTEES FOR 2014-2015
Committee Name
Membership Requirements
Description/Purpose
All members of the Board
Shall review and make recommendations on
matters relating to school enrolments, school
capacities, including projected trends, and any
implications arising from such matters.
6.
Student Enrolment/School
Capacity Committee (SE/SC)
STATUTORY COMMITEES OF THE BOARD
7.
2 members plus 2 alternates
Special Education Advisory
Committee (SEAC)
At the inaugural meeting held on
December 6, 2010, Thelma Goodfellow
and Lucille Kyle were approved as
members with Dave Patterson and
Dwayne Inch acting as alternates. They
will hold these positions until the end
of their term. In 2015 a chair and vicechair will be elected at the first SEAC
meeting of the year.
8.
Supervised Alternative
Learning (SAL)
2 members plus 1 alternate
9.A
Audit Committee
October 2014
3 members
Purpose is to act in an advisory capacity to the
Board on Special Education matters. All
appointments to the SEAC will be guided by
Board Policy No. 1 Board Mission and Goals.
Under the Education Act, the Board is required
to establish a Special Education Advisory
Committee.
To provide students who have significant
difficulties with regular attendance at school
with an alternative learning experience and
individualized plan to enable the student to
progress towards obtaining an Ontario
secondary school diploma or achieving his or
her other education and life goals.
The board shall establish an audit committee
as required under the Education Act. The
audit committee shall review and make
recommendations to the board on matters
concerning financial reporting, internal and
external audits, internal control and
compliance matters.
Report C-2
Page 2
November 3, 2014
Notes/Reference
Board Policy No. 11-F Section 3.
Membership includes all members of the Board.
Board Policy No. 2 Section 2.4 b)
Chair and vice-chair of the committee are elected at the initial/annual meeting
of the Board held in December.
Ontario Regulation 464/97
Board Policy No. 2 Section 2.3 c)
Board Policy No. 11-G Section 3.1.1
Two members and one alternate member for each appointed by the Board
from among its own members.
Board Policy No. 11-G Section 3.3
Membership shall be established 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.
Board Policy No. 11-G Section 5.1
A chair and vice-chair will be elected at the first SEAC meeting after the Board’s
initial meeting.
Ontario Regulation 374/10 Supervised Alternative Learning
Board Policy No. 11-H Section 3.1 a)
Two trustees plus one alternate with at least one member of the Board
required for a quorum;
Board Policy No. 11-H Section 3.2
The SAL coordinator shall act as chair and as secretary each time a SAL
Committee meeting is called.
Ontario Regulation 361/10 Audit Committees Article 3.(1) 2.
and Board Policy No. 11-I The committee shall consist of five members,
including three board members and two persons who are not board members.
Chair is elected at the first meeting of the fiscal year.
Board Policy No. 2 Section 2.3 c)
At the initial/annual meeting of the Board, the Board shall approve trustee
representation on Board committees;
Board Policy No. 11-I Section 4.8 -At the first meeting of the audit committee
in each fiscal year (September) the members of the committee shall elect the
chair of the committee for the fiscal year of the board from among the board
members appointed to the committee.
Page 2
TRUSTEE REPRESENTATION ON COMMITTEES FOR 2014-2015
9.B
Committee Name
Membership Requirements
Audit Committee Selection
Committee
Chair of the Board or Designate
Review potential candidates for membership
on Audit committee who are not trustees as
required
1 member + alternate member
To review on an annual basis, the school
board’s Annual Accessibility Plan required by
legislation. To improve opportunities for
people with disabilities and provide for their
involvement in the identification, removal and
prevention of barriers to allow for their full
participation in life within the province.
1 member + alternate member
As an advisory body, along with school council,
encourage parent involvement at the local and
regional levels. To increase parent involvement
in their children’s education, to improve
student achievement and well-being and
increase confidence in public education. Will
meet four times per year.
Ontario Regulation 612/00 Education Act School Councils and Parent
Involvement Committees as amended by Ontario Regulation 330/10
The committee shall include parent members, principals/teachers and
community representatives as specified in the by-laws of the committee, the
director of education and one member of the Board, appointed by the board.
Board Policy 11: Committees of the Board – 11-K Parent Involvement
Committee Section 4.1.3
Selection of the chair will be set out in the PIC by-laws.
LEGISLATED COMMITEES OF THE BOARD
To determine appeals of student suspension
and recommendations for expulsion, 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.
Board Policy No. 11-L
4.1 All trustees will be appointed to the Student Discipline Committee annually,
to serve on a rotating basis, with a minimum of three required to conduct a
suspension appeal or an expulsion hearing.
4.2 The Student Discipline Committee shall elect a chair from among its
members each time the committee is convened.
10.
Accessibility Advisory
Committee
11.
Parent Involvement
Committee (PIC)
12.
Student Discipline
Committee
October 2014
All members of the Board
Description/Purpose
Report C-2
Page 3
November 3, 2014
Notes/Reference
Board Policy 11: Committees of the Board - 11-I Audit Committee, Section 4.7
- for the purpose of identifying persons who are not
Board members as potential candidates for appointment to the board’s audit
committee. The selection committee shall be composed of the board’s director
of education; the senior business official of the board; and the chair of the
Board or a Board member designated by the chair.
Board Policy 11: Committees of the Board - 11-J Accessibility Committee
Section 4.2
Meetings called on an annual basis to ensure a final draft plan is complete for
Board approval prior to September.
Director or designate will appoint the chair of the committee
Page 3
TRUSTEE REPRESENTATION ON COMMITTEES FOR 2014-2015
13.
Ad Hoc Committees
Members of the Executive Committee
and Director of Education
AD HOC COMMITEE OF THE BOARD
The Board shall establish ad hoc committees, by
resolution, from time to time as it deems
appropriate for one or more special purposes or
as required under legislation or through
contractual obligations, and subject to any
relevant legislation or contract.
Report C-2
Page 4
November 3, 2014
Board Policy No. 11-M and Board Policy No. 2 Article IX: Committees
Board Policy No. 2 section 2.5
An ad hoc committee shall elect a chair and vice-chair when established
using the election process described in Board Policy No. 2 section 2.5.
Note: According to Board Policy No. 2 Article IX Section 3, the representative and alternate to the Ontario Public School Boards’ Association will be elected at the June Board meeting in non-election years
and at the initial meeting in election years. (This will be done at the initial meeting on December 1, 2014.)
Committee Name
14.
Aboriginal Education Advisory
Committee
15.
Equity and Inclusivity Advisory
Committee
16.
Great Place Awards Committee
October 2014
Membership Requested
Description/Purpose
Notes/Reference
ADMINISTRATIVE COMMITEES OF THE BOARD * see Board Policy No. 2 Article IX Committees
This committee provides advice to support the implementation of
Responsibility: Cathy Portt, Superintendent of Education
effective educational programs for Aboriginal students and promotes
– Curriculum Services
strong partnerships with Aboriginal parents and communities. Raises
1 member plus the Aboriginal
awareness of Aboriginal histories, cultures and perspectives.
Representative
Membership includes teachers, principals, CYC, Community
Engagement Coordinator, First Nation Trustee, Aboriginal Education
Coordinator. Meetings are held 2–3 times per year.
The Equity and Inclusive education committee is composed of staff,
Responsibility: Mark Fisher, Superintendent – School
trustees and community members. The committee provides support
Climate & Student Well-Being
1 member plus the Aboriginal
and input regarding the implementation of the equity and inclusivity
Representative
education priorities outlines in the AiM system plan and in alignment
with the Equity and Inclusivity Strategy outlined by the Ministry of
Education. Meetings are held 2 – 3 times per year as needed.
Reviews nominations and selects award recipients. Committee
Responsibility: Kerry Donnell, Communications Officer
members receive nominations in advance of the review meeting in
order to become familiar with all nominations. Meets as a group in the
spring to discuss the nominations and select a maximum of 10
2 members
recipients. The trustee representative accompanies the
communications officer on a road trip to personally notify the recipient
of the award and presentation details. That trip typically takes place on
two or more dates.
Page 4
TRUSTEE REPRESENTATION ON COMMITTEES FOR 2014-2015
Committee Name
Membership Requested
Instructional Technology
Advisory Committee (ITAC)
2 members
17.
18.
Leadership Development
Steering Committee
2 members
19.
Safe Schools Advisory
Committee
1 member
20.
Specialist High Skills Majors
Advisory Committee
October 2014
1 member
Report C-2
Page 5
November 3, 2014
Description/Purpose
To provide future direction for the district’s instructional
technology for the 2010/11 to 2014/15 school years. Comprised
of representatives from Federations, Union, school administration,
students, coordinators, technologists, system principals and
superintendents. Will meet four times during the school year.
Notes/Reference
Responsibility: Kelvin MacQuarrie, Senior Information
Technology Services Officer
Each district is responsible for annually developing a Board
Leadership Development Strategy (BLDS) to foster the
development of leaders of the highest quality and strengthen the
connectivity between leadership development initiatives that
support student achievement. This committee composed of
leaders at the system and school levels, both academic and
support staff employees, meets approximately 4 times a year.
The Safe Schools Advisory committee meets two to three times a
year to review current safe school procedures and ministry
mandates and initiatives related to safe schools, to receive
updates on current programming to support safe, healthy,
respectful and inclusive learning environments, and to provide
input on new initiatives.
Responsibility: Trish FitzGibbon, Superintendent – Program
and Human Resources Services
To determine future Specialist High Skills Major initiatives.
Committee will be comprised of representatives from the
community, board, school, post-secondary institution and
business. The SHSM Advisory Committee will meet as required.
Responsibility: Tina Jones, Student Success Lead
Responsibility: Mark Fisher, Superintendent – School
Climate & Student Well-Being
Page 5
Report C-2
Page 6
November 3, 2014
TRUSTEE REPRESENTATION ON COMMITTEES FOR 2014-2015
Committee Name
Membership requested
21.
Food for Learning
Partnership
1 member
22.
Ontario Public School
Boards’ Association
(OPSBA)
October 2014
1 representative plus 1
alternate
Description/Purpose
EXTERNAL COMMITEES/TRUSTEE ADVOCACY
The Food for Learning Partnership is a committee of The Hastings and Prince
Edward Learning Foundation, that oversees the activities of student nutrition
programs in Hastings and Prince Edward counties. Food for Learning supports
schools that are providing breakfast, snack and/or lunch programs to their
students. This committee is responsible for providing direction for the
implementation of our programs throughout the region. The committee meets
five times each academic year to review program statistics and finances, as well
as to discuss the varying issues regarding the programs. There are four subcommittees of the Food for Learning Partnership who are each responsible for a
specific component of our business: 1) funding review committee: reviews the
allocation of funds to each school for the purchase of food and supplies; reviews
and makes decisions on requests from schools for funds to purchase equipment;
reviews and makes decisions on special project grant requests; this subcommittee meets face to face once per year, in August, and provides input on
requests received via email throughout the rest of the year; 2) fundraising
committee: plans the two major fundraisers of Food for Learning, the Student
Benefit Auction and Feed the Meter; this sub-committee meets approximately
once every month; 3) program support committee: assists Food for Learning
coordinator with initiatives that will improve the support provided to schools
that are offering nutrition programs, eg. volunteer recruitment and recognition,
program visits, Food for Learning newsletter; this sub-committee meets as
required throughout the year and 4) risk management committee: annually
reviews and assesses potential risks; this sub-committee meets once a year.
Section 3: Ontario Public School Boards’ Association Board of Directors
representative
The Ontario Public School Boards’ Association (OPSBA) Board of Directors
representative and alternate shall be elected at the June Board meeting in nonelection years. In an election year, the OPSBA Board of Directors representative
and alternate shall be elected at the initial meeting of the Board. Board policy
related to support of the role of the Ontario Public School Boards’ Association is
found in Board Policy No. 12 Board Representatives on External Committees.
Notes/Reference
Responsibility: Maribeth deSnoo, Executive Director, The
Hastings and Prince Edward Learning Foundation
Board Policy No. 2 ARTICLE IX: Committees Section 3 –
Ontario Public School Boards’ Association Board of
Directors representative
Page 6
CONFIDENTIAL
AUDIT COMMITTEE
PUBLIC AGENDA
November 5, 2014 – 3:30 p.m.
Hastings Room
Section
Item
A
Call to order
3:30 p.m.
4:00 p.m.
Report
No.
Presentations:
• Line Robitaille – Internal Audit Manager
 Internal Audit Plan Update
 Education Session: Fraud, Risks &
Reactions
• BDO LLP – External Auditor
 2013-14 Financial Statements
L. Miller
L. Miller
Chair
Chair
Chair
Approval of agenda
Approval of minutes – None
Business arising
B
Recommendations
2013-14 Financial Statements
C
Resp.
B-1
L. Miller
Information
None
Next Meeting Date: Wednesday, June 10, 2014
Committee Membership: S. Clements, J. Cobb, D. Inch, John Fitzpatrick (community representative)
Operations and Finance Committee
Regular Meeting
PUBLIC AGENDA
November 10, 2014 – 7:00 p.m.
Board Committee Room, Education Centre
Section
Item
A
Call to order
Report
No.
Presentations: G. Taylor, Tri-board Student Transportation Services
Approval of agenda
Approval of minutes: October 14, 2014
Business arising
B
Recommendations
C
Information
OSBIE insurance premiums
2014-15 revised policy approval – Part A
Trustee expense report
D
Resp.
L. Miller
C-1
C-2
C-3
L. Miller
M. Savery-Whiteway
L. Miller
Correspondence
Letter to Tyendinaga Township Council
L. Miller
Adjourn
Next regular meeting: January 12, 2015
Committee Membership: M. Brant, S. Clements, B. Danes – Chair, T. Goodfellow – Vice-chair, D. Inch,
D. Patterson
Program and Human Resources Committee
PUBLIC AGENDA
Regular meeting of
Monday, November 10, 2014 - 5:30 p.m.
Board Committee Room, Education Centre
Section
Item
Report
No.
Resp.
A
Call to order
B-1
C. Portt
Instructional Technology Advisory Committee (ITAC) report
C-1
K. MacQuarrie
Board Improvement Plan for Student Achievement (BIPSA) update
on Learning Fairs
C-2
C. Portt
2014-15 Revised Policy approval – Part A
C-3
M. Savery-Whiteway
Bullying Prevention & Awareness Week and Say One Nice Thing
campaign launch
C-4
M. Fisher
Verbal
All
Delegations / presentations – None
Approval of agenda
Approval of minutes – October 14, 2014
Business arising from the minutes
B
Recommendations
Textbook/novel approval
C
Information
Trustee proposals and queries
D
Correspondence - None
Move into closed session
Next regular meeting: Monday, January 12, 2015
Committee members:
Jennifer Cobb, Bonnie Danes, Thelma Goodfellow, Mary Hall, Dwayne Inch,
Lucille Kyle, Dave Patterson, Jim Williams
Section
A
B
C
Timed item:
7:05 p.m.
BOARD MEETING
PUBLIC AGENDA
Regular meeting of November 17, 2014 – 7:00 p.m.
Board Room, Education Centre
Report No.
Item
Call to order
Board prayer
Delegations/presentations:
Approval of agenda
Approval of minutes:
•
Regular meeting – October 20, 2014
Business arising from the minutes
Report from Committee of the Whole Board
Recommendations
Report from the Audit Committee
•
2013-2014 Audited Financial Statements
Report from the Executive Committee
•
Board Policy Review 2014-2015 – Part A
•
Establishment of a committee to approve outstanding
minutes
Report from Program and Human Resources Committee
•
Textbook/Novel approval
Report from Staff
•
Trustee representation on committees
Information
Calendar of events
Report from the Chair
Report from Executive Committee
Report from Operations and Finance Committee
Report from Program and Human Resources Committee
Reports from staff
• Quinte Mohawk School: Traditional Mohawk Opening
• Bullying Awareness and Prevention Week and “Say one Nice
Thing” campaign
•
Questions, reports and proposals from trustees (including “notices
of motion”)
D
Correspondence
None.
Adjournment
Initial meeting: December 1, 2014 – 7:00 p.m.
Resp.
D. Inch
A-1
D. Inch
B-1
J. Cobb
B-2
D. Inch
B-3
D. Inch
B-4
J. Williams
B-5
M. Savery-Whiteway
C-1
Verbal
Verbal
Verbal
Verbal
M. Savery-Whiteway
D. Inch
D. Inch
B. Danes
J. Williams
Verbal
M. Brant
C-2
M. Fisher
Verbal
All
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