Executive Committee PUBLIC AGENDA September 8, 2015

Executive Committee PUBLIC AGENDA September 8, 2015
Executive Committee
PUBLIC AGENDA
September 8, 2015
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:
 Regular meeting – June1, 2015
Business arising from the minutes
Recommendations
Reports from Staff
B
Report
No.
Resp.
A-1
D. Inch
B-1
M. SaveryWhiteway
2015-2020 Strategic Plan
C-1
M. SaveryWhiteway
Trustee proposals/queries
OPSBA update
Verbal
Verbal
All
D. Patterson
Audit Committee
D-1
Operations and Finance Committee
Program and Human Resources Committee
Public Board Meeting
D-2
D-3
D-4
M. SaveryWhiteway
B. Danes
M. Hall
D. Inch

C
D
E
2015-2016 Board Policy Review
Information
Draft agenda review
Correspondence
Adjournment
Next regular meeting: October 5, 2015
Membership
T. Biniaris, B. Danes, M. Hall, L. Kyle, D. Inch,
D. Patterson- OPSBA Representative
Public Executive Committee
Report No. A-1
Page 1
September 8, 2015
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES
Monday, June 1, 2015
Members present:
T. Biniaris, B. Danes, M. Hall, L. Kyle, D. Inch - chair, L. Kyle,
D. Patterson (via teleconferencing)
Regrets:
None
Guests:
None
Resource:
M. Savery-Whiteway, Director of Education
Minutes:
P. Hoskin, Administrative Assistant
Chair Inch called the meeting to order at 1:54 p.m.
Delegations/presentations
None
Approval of agenda
Moved:
B. Danes
Seconded: M. Hall
That the agenda be approved.
Carried
Approval of minutes
Moved:
D. Patterson
Seconded: L. Kyle
That the minutes of the regular meeting of May 4, 2015 be approved.
Carried
Business arising from the minutes
The director discussed the last Executive Committee meeting held at the Travelodge,
Belleville, where trustees joined members of the Rotary Club for their luncheon meeting.
On Tuesday, May 12, the director presented the AiM System Plan to members of the
Kiwanis’ Club and responded to their questions.
Recommendations
Date and location of the November 2015 Board meeting
Director Savery-Whiteway reminded trustees that each year one Board meeting is held
off-site at a school or community partner. The rotation that has been followed in the past
to reach all areas of the district has been North, Trenton, Prince Edward, Centre,
Belleville and Mohawk. She proposed that this November the meeting be held at North
York Public School and the following year, the meeting would be held in Prince Edward
County.
Moved:
L. Kyle
Public Executive Committee
Report No. A-1
Page 2
September 8, 2015
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – JUNE 1, 2015
Seconded:
Page 2
M. Hall
That the Executive Committee recommends that Hastings and Prince
Edward District School Board approve holding the regular November
meeting on Monday, November 16, 2015, at York River Public School,
Bancroft, as outlined in Executive Committee Report B-1, dated June 1,
2015.
Carried
Information
District Survey Report
Director Savery-Whiteway referenced the 2015 District Survey Research Results and
discussed plans for sharing with the district.
Trustees discussed results from students regarding recommending HPEDSB and
suggested that more student representation from the student senate be included in the
system plan meeting scheduled for August 27.
System Planning update
Director Savery-Whiteway provided an update on the progress of the system planning.
School boards in Ontario are required by legislation to develop and have in place a
multi-year strategic plan which must be aimed at achieving the following goals:
promoting student achievement and well-being; ensuring stewardship of the board’s
resources; and delivering effective and appropriate education programs to its pupils.
The current Achievement in Motion for Student Success System Plan is in the final year
of its five year term. Planning for a new strategic plan began with consultations with
stakeholders through a District Survey conducted by a third party researcher.
On February 26, 2015 leaders from across the system met to consider the future
direction for the organization. Feedback from this meeting was provided back to the
group for additional input. On April 21, 2015 staff at the Education Centre were provided
with an update on the process and contributed input on their vision of Hastings and
Prince Edward District School Board in five years.
On April 28, 2015 and May 12, 2015, system coordinators, managers, supervisors,
officers, school leaders and members of the senior team came together to formalize the
planning process. They began the process by creating draft vision and mission
statements and generated draft strategic priorities.
A draft plan will be shared with trustees on June 15, 2015 at the planning meeting.
The director advised that the draft plan was presented at a recent Student Senate
meeting where students provided amazing feedback.
Draft Board and Committee Meeting Schedule 2015-2016
The director asked trustees to review the draft schedule for Board and Committee
meetings in 2015-2016. This schedule will be included in the committee agendas and at
the June public Board meeting.
Public Executive Committee
Report No. A-1
Page 3
September 8, 2015
HASTINGS AND PRINCE EDWARD DISTRICT SCHOOL BOARD
EXECUTIVE COMMITTEE
PUBLIC MEETING MINUTES – JUNE 1, 2015
Page 3
Legislative update
 Bill 103, Protecting the School Year Act, 2015 – has passed.
 The Ontario Labour Relations Board declared the strikes at Peel, Rainbow and
Durham illegal .
 Bill 8, Public Sector and MPP Accountability and Transparency Act, 2014 – we
are still collecting various pieces of information
 Changes to the Ombudsmen Act and official information legislation – to ensure
that there is a complaint process in order. The board is working with legal
counsel to determine if our communication plan laid out in policy will satisfy the
new requirements.
 Bill 135, Ryan’s Law (Ensuring Asthma Friendly Schools) – The Health and
Safety Officer is working on developing a training program for staff.
 Bill 45, Making Healthier Choices Act, 2015 – e-Cigarettes will fall under the
same category as tobacco. The board is working with the Hastings Prince
Edward Counties Health Unit to provide cessation programs.
 Municipal Elections Act review – OPSBA has formed a work team who will be
providing input into the review.
Trustee proposals/queries
The director was questioned about the follow-up process regarding inappropriate
behavior or disregard for student safety by a teacher.
The director noted that the board due diligence and will contact the Ontario College of
Teachers (OCT) to report incidents or on-going behavior which is inappropriate or
threatens student safety or wellness.
If there are concerns through a teacher appraisal process, there is a clear process for
support and reappraisal to address the situation. If not corrected the person may be
terminated through an appropriate process that is outlined in Board policy.
OPSBA update
 Nothing to report.
Draft agenda review
Audit Committee
 Reviewed the agenda.
Operations and Finance Committee
 Reviewed
Program and Human Resources Committee
 Reviewed
Public Board Meeting
 Reviewed
Adjournment
The Executive Committee meeting adjourned at 2:35 p.m.
Executive Committee
Report No. B-1
Page 1
September 8, 2015
Decision X
To:
Information
Chair and members of the Executive Committee
From: Mandy Savery-Whiteway, Director of Education
Re:
2015-2016 Board Policy Review
Purpose
To provide the Executive Committee with a list of Board policies requiring a review/update in
the 2015-2016 school year and to authorize the Director to bring recommendations forward
to the Executive Committee for discussion.
Background
According to Procedure 110 Board Policy Development and Review, board policies are
reviewed every three years to ensure they are still relevant and have been implemented
effectively. Changes to legislation and new guidelines also necessitate updates to current
policy.
Current Situation
As outlined on the attached appendix, there are 5 policies which require a review to
determine revisions and updates to comply with legislation, guidelines, new strategic plan
and current practice.
Appendix
 2015-2016 Policy Review and Timeline
Recommendation:
Moved:
Seconded:
That the Executive Committee recommends Hastings and Prince Edward
District School Board authorize the Director to review the policies as contained
in Board Report B-1 dated September 8, 2014, and bring recommendations
forward in a timely manner to the Executive Committee for discussion in
accordance with Board Policy No. 7 Board Policy Development and Review.
Respectfully submitted,
Mandy Savery-Whiteway
Director of Education and Secretary of the Board
Executive Committee
Report No. B-1
Page 2
September 8, 2015
2015-2016 Policy Review and Timeline
Description
Policy 01 Board Mission and Goals
Policy 02 Governance By-Laws and Standing Rules
Policy 04 Corporate Board Job Description
Policy 09 Role of the Board Member
Policy 15 Student Enrolment/School Capacity
Revisions
To align with new strategic
plan
Changes to the public
agenda order
To align with Energy
Management and
Environmental
Sustainability Audit
To align with changes to
the Ombudsmen Act
To align with new
legislation.
The following timeline is suggested for the review and approval of the policies listed above:







September 8, 2015 – Recommendation and timeline to Executive Committee for approval
September, 2015 – Senior Administration to review policies.
September 28, 2015 – Policy review recommendation and timeline to Board for approval
October 5, 2015 – Revised policies to be distributed to Executive Committee for review and
feedback and approval of a notice of motion for Board.
October 2015, - Ongoing email collaboration with the Executive Committee to review policy
revisions with feedback incorporated.
October 26, 2015 – Notice of motion to Board for approval of revised/updated policies.
November 16, 2015 – Motion to Board to approve revised/updated Board policies.
Executive Committee
Report No. B-1
Page 1
September 8, 2015
DRAFT
Draft 2015-2020 Strategic Plan
The following is proposed content for the new strategic plan. A designed version will be created
once the content is finalized.
Vision
Students prepared and empowered for the possibilities of today and tomorrow.
Mission
We create dynamic, inclusive educational experiences that develop capable, confident, curious
learners who thrive and contribute to their communities.
Strategic priorities
•
•
•
•
Achieving Excellence & Equity
Well-Being
Leadership & Learning
Public Confidence
Strategic goals
ACHIEVING EXCELLENCE & EQUITY
•
•
•
Increase graduation rates and reduce achievement gaps for students not yet at the provincial
standard.
Provide programs and services to help each student achieve success.
Support all students to be global-minded leaders and learners.
WELL-BEING
•
•
•
Develop the elements of well-being for students and employees collaboratively.
Create welcoming, inclusive, safe and accepting learning environments that optimize students’
potential.
Build the capacity of employees to deliver positive social and emotional learning experiences.
LEADERSHIP & LEARNING
•
•
•
Collaborate as a learning organization to engage all employees in developing their growth plans.
Involve students, cultivate student leadership and voice.
Implement a renewed succession planning process for school and system leaders.
PUBLIC CONFIDENCE
•
•
•
Ensure effective management of all resources.
Operate through good governance.
Be leaders in public education.
Public Executive Committee
Report No. D-1
Page 1
September 8, 2015
AUDIT COMMITTEE
PUBLIC AGENDA
September 23, 2015 – 3:30 p.m.
Hastings Room
Section
Item
Report
No.
A
Call to order
Resp.
Presentations:
3:30 p.m.
BDO LLP – External Auditor
 External Audit Plan
Handout
L. Miller
3:45 p.m.
Internal Auditor, Line Robitaille
 Regional Internal audit update
Enclosed L. Miller
Election of chair
Approval of agenda
Approval of minutes – June 10, 2015
Business arising
B
C
Recommendations
External Auditor’s audit plan
B-1
L. Miller
Annual Report to Board of Trustees
B-2
L. Miller
Annual Report to Ministry
B-3
L. Miller
Information
Ministry Memorandum 2015:SB19
Audit Committees & Regional Internal Audit Updates
Enclosed L. Miller
Next Meeting Date: November 4, 2015 @ 3:30 p.m.
Committee Membership: B. Danes, J. Cobb, M. Hall, John Fitzpatrick (community representative),
Wayne Tod (community representative)
Public Executive Committee
Report No. D-2
Page 1
September 8, 2015
Operations and Finance Committee
Regular Meeting
PUBLIC AGENDA
September 14, 2015 – 7:00 p.m.
Board Committee Room, Education Centre
Section
Item
A
Call to order
Report
No.
Resp.
Presentations: None
Approval of agenda
Approval of minutes: June 8, 2015 regular meeting
August 13, 2015 special meeting
Business arising
B
Recommendations
None
C
Information
Multi-year Strategic Plan 2015-2020
C-1
M. Savery-Whiteway
Capital projects update
Verbal
L. Miller/N. Pfeiffer
Enrolment update
Verbal
L. Miller
C-2
L. Miller
Trustee expense report
Trustee proposals/queries
D
Correspondence
None
Adjournment
Next regular meeting: October 13, 2015
Committee Membership: M. Brant – Vice Chair, J. Bray, B. Danes – Chair, M. Hall, D. Inch,
D. Patterson
Public Executive Committee
Report No. D-2
Page 2
September 8, 2015
Operations and Finance Committee
Public Report No. C-3
Page 1
September 14 , 2015
Decision
To:
Information X
The Chair and Members of the Operations and Finance Committee
From: Leslie Miller, Superintendent of Business Services
Re:
Trustee Expense Report
Purpose
To review trustee expense reimbursement for the period ending August 31, 2015.
Background
In accordance with Policy 3-F: Trustee Expense Reimbursement, it is the responsibility
of the Operations and Finance Committee to review trustee expenditures on a monthly
basis.
Current situation
Trustee expenditures for the period ending August 31, 2015 are attached for review.
Respectfully submitted,
Leslie Miller
Superintendent of Business Services
Education Centre, 156 Ann Street, Belleville, Ontario K8N 3L3
Telephone: (613) 966-1170 Toll-free: 1 800 267-4350 Fax: (613) 966-6023
www.hpedsb.on.ca
Public Executive Committee
Report No. D-2
Page 3
September 8, 2015
Page 1
Hastings and Prince Edward District School Board
Trustee Expenditures
As At 31 Aug 15
Budget
Actual
Variance
1,620.00
1,398.33
221.67
3001 - Mike Brant
780.00
590.90
189.10
3002 - Sam Clements
151.86
151.86
0.00
3003 - Thelma Goodfellow
680.37
680.37
0.00
1,560.00
1,099.65
460.35
0.00
0.00
0.00
3006 - Jim Williams
1,560.00
1,105.46
454.54
3008 - Lucille Kyle
1,800.00
1,924.94
-124.94
Internet / Communications - Policy 3F Section 3.1
3000 - Dwayne Inch
3004 - Mary Hall
3005 - Bonnie Danes
3009 - Dave Patterson
1,560.00
1,300.27
259.73
3010 - Jennifer Cobb
1,560.00
1,182.86
377.14
0.00
0.00
0.00
1,119.63
285.14
834.49
448.14
452.03
-3.89
12,840.00
10,171.81
2,668.19
2,000.00
1,512.33
487.67
3001 - Mike Brant
500.00
714.95
-214.95
3002 - Sam Clements
184.03
184.03
0.00
3003 - Thelma Goodfellow
395.69
395.69
0.00
3004 - Mary Hall
500.00
47.20
452.80
1,500.00
1,485.12
14.88
3011 - Student Trustees
3012 - Trustee South East Hastings
3013 - Tom Binianis
TOTAL
Travel - Policy 3F Section 3.3 - General
3000 - Dwayne Inch
3005 - Bonnie Danes
3006 - Jim Williams
500.00
344.86
155.14
5,000.00
5,439.94
-439.94
3009 - Dave Patterson
750.00
327.24
422.76
3010 - Jennifer Cobb
900.00
1,210.67
-310.67
3011 - Student Trustees
800.00
439.82
360.18
3012 - Trustee South East Hastings
354.31
0.00
354.31
3013 - Tom Biniaris
515.97
448.10
67.87
13,900.00
12,549.95
1,350.05
1,000.00
1,233.03
-233.03
3008 - Lucille Kyle
TOTAL
Travel - Policy 3F Section 3.4 OPSBA
3000 - Dwayne Inch
Public Executive Committee
Report No. D-2
Page 4
September 8, 2015
Page 2
Hastings and Prince Edward District School Board
Trustee Expenditures
As At 31 Aug 15
Budget
Actual
Variance
1,000.00
587.42
412.58
3002 - Sam Clements
0.00
0.00
0.00
3003 - Thelma Goodfellow
0.00
0.00
0.00
3004 - Mary Hall
1,000.00
2,752.79
-1,752.79
3005 - Bonnie Danes
1,000.00
1,133.77
-133.77
3006 - Jim Williams
1,000.00
1,283.73
-283.73
3008 - Lucille Kyle
1,000.00
1,873.54
-873.54
3009 - Dave Patterson
1,000.00
1,855.53
-855.53
3010 - Jennifer Cobb
1,000.00
0.00
1,000.00
0.00
0.00
0.00
3012 - Trustee South East Hastings
1,000.00
587.42
412.58
3013 - Tom Biniaris
1,000.00
1,227.40
-227.40
10,000.00
12,534.63
-2,534.63
3000 - Dwayne Inch
2,500.00
1,320.90
1,179.10
3001 - Mike Brant
2,500.00
834.36
1,665.64
3002 - Sam Clements
205.68
205.68
0.00
3003 - Thelma Goodfellow
205.68
205.68
0.00
3004 - Mary Hall
2,500.00
1,110.98
1,389.02
3005 - Bonnie Danes
2,500.00
115.42
2,384.58
3001 - Mike Brant
3011 - Student Trustees
TOTAL
Workshops & Conferences - Policy 3F Section 3.4
3006 - Jim Williams
2,500.00
1,234.50
1,265.50
3008 - Lucille Kyle
2,500.00
3,692.76
-1,192.76
3009 - Dave Patterson
2,500.00
917.47
1,582.53
3010 - Jennifer Cobb
2,500.00
1,235.85
1,264.15
3011 - Student Trustees
5,000.00
3,549.07
1,450.93
3012 - Trustee South East Hastings
2,294.32
387.42
1,906.90
3013 - Tom Biniaris
2,294.32
1,713.53
580.79
TOTAL
30,000.00
16,523.62
13,476.38
GRAND TOTAL
66,740.00
51,780.01
14,959.99
Public Executive Committee
Report No. D-3
Page 1
September 8, 2015
Program and Human Resources Committee
PUBLIC AGENDA
Regular meeting of
Monday, September 14, 2015 - 5:30 p.m.
Board Committee Room, Education Centre
Section
Item
Report
No.
Resp.
A
Call to order
Board Improvement Plan for Student Achievement (BIPSA) update
C-1
C. Portt
Multi-year Strategic Plan 2015-2020
C-2
M. Savery-Whiteway
Enrolment update
Verbal
L. Miller
Trustee proposals and queries
Verbal
All
Delegations / presentations – None
Approval of agenda
Approval of minutes – June 8, 2015
Business arising from the minutes
B
Recommendations
C
Information
D
Correspondence - None
Move into closed session
Next regular meeting: Tuesday, October 13, 2015
Committee members:
Tom Biniaris, Justin Bray, Jennifer Cobb, Bonnie Danes, Mary Hall-Chair, Dwayne Inch,
Lucille Kyle, Dave Patterson, Jim Williams-Vice-chair
Public Executive Committee
Report No. D-4
Page 1
September 8, 2015
Section
A
B
C
Timed Item:
7:05 p.m.
Timed Item:
7:15 p.m.
D
BOARD MEETING
PUBLIC AGENDA
Regular meeting of Monday, September 28, 2015 – 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 – June 15, 2015
 Special meeting – August 13, 2015
Business arising from the minutes
Report from Committee of the Whole Board
Recommendations
Report from Executive Committee
 2015 – 2016 Board Policy Review
Report from staff
 Multi-year Strategic Plan 2015 - 2020
Information
Calendar of events
Report from the Chair
Report from Audit Committee
 Annual Report
Report from Executive Committee
Report from Operations and Finance Committee
Report from Program and Human Resources Committee
Reports from staff
Resp.
D. Inch
A-1
A-2
D. Inch
D. Inch
D. Inch
B-1
D. Inch
B-
M. Savery-Whiteway
C-1
Verbal
C-2
M. Savery-Whiteway
D. Inch
Verbal
Verbal
Verbal
D. Inch
B. Danes
J. Williams
J. Cobb

Character moment: First day of school in HPEDSB
Verbal
M. Fisher/K. Donnell

Summer Learning: Secondary Summer School
Verbal
C. Portt
Verbal
C-3
L. Miller/N. Pfeiffer
L. Miller
Verbal
All
 Capital Projects update
 Enrollment update
Questions, reports and proposals from trustees (including “notices of
motion”)
Correspondence
None
Adjournment
Next regular meeting: October 26, 2015 – 7:00 p.m.
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