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.