School District No. 35 (Langley)

Transcription

1 Governance 1. We recommend that the trustees develop ways to work together to effectively discharge their responsibilities 1. All trustees will undertake training and inservice which will support them in their governance and financial management roles. Winter All Trustees Review Policy #001 Code of Ethics Plan for Spring 2011 Review House of Governance - In-service with OAG team 2. The will endeavor to ensure that Planning Meetings stay on time and topic, are focused on the business of moving the District forward and are conducted in an orderly and respectful manner. The completed a Self-Assessment regarding progress made on OAG recommendations. 3. The will conduct Planning and Regular Meetings in accordance with Roberts Rules And the By-laws of the. a. Question Period The has taken an interim step to have Question period in the regular meetings in written format to provide for a respectful and business-like meeting. The restored oral Question Period on January 25, 2011 and provided the public with guidelines under which questions would be accepted. b. Policy 1204 Bylaws of the The is in the process of updating Policy 1204 Bylaws of the in order to improve clarity and consistency of language and to provide direction to delegations that allow for a focused and purposeful meeting. Winter November 29, 2010 June 2011 October 2010 January 2011 April 2011, June 2011 Rotating Chair and All Trustees, and S-T Rotating Chair and All Trustees Page 1 of 8

2 Policy 1204 altered for consistency of language and clarity regarding delegations. c. Public Statements The has made two recent public statements. One was a unanimous declaration of support for the Deficit Elimination Plan, and Secretary-Treasurer, and meeting their obligations. The second was a release of the Action Plan in response to the OAG Governance and Internal Controls Examination. The re-affirmed its commitment to the Deficit Elimination Plan through a motion at their Regular Meeting on September 20, October We recommend that trustees ensure that they understand, accept and are addressing their governance roles and responsibilities. See 1. above re: training. 4. The will maintain and strengthen its. 5. The will work together with to consider the creation of an Internal Audit function. 6. Trustees will develop a communication plan that strengthens communication in the District and will find additional opportunities to engage the community and key stakeholders. Will budget for spring 2011 December 14, 2010 Stakeholder Group Meeting. Community Forum held March 30, Second Community Forum held October 19, Members and and 7. Policy review underway., Secretary- Treasurer and Page 2 of 8

3 Policy outline change out for Notice of Motion. October We recommend that the require Senior to provide it with sufficient, appropriate and regular information. 8. Trustees will clearly communicate to Senior their informational needs and will support staff in ensuring that the resources are in place to complete any work requested by the. The has appointed a Secretary- Treasurer. September 2010 and 9. Trustees will make themselves aware and informed of the information that is provided by management. The will provide oversight on information required and received. The will devote focused time to understand this information. The has adopted policies #3203 Financial Reports and Statements and #3204 to guide oversight of the implementation of information provided. February 2010 The received a presentation on September 20, 2011 on the Audited Financial Statements. The has also requested an information update on land issues on the Willoughby Slope and progress on the sale of Aldergrove Elementary. 4. We recommend that the engages in a healthy level of questioning and holding Senior accountable, in a respectful, professional and appropriate manner. 10. trustees will ensure the working relationship between the and Senior is respectful and supportive, modeling this relationship both in-camera and in public. Page 3 of 8

4 The agrees that information provided will be accepted as substantially correct and questions will be for clarity and understanding. The has completed a Performance Planning Review with the. The update on the Performance Planning Review has been completed. 11. The will work with Senior to further develop ways to regularly monitor and evaluate the progress of its District and its students s Report on Achievement and 2011 The Year Ahead provided to the public at Meeting and posted on District website. s Report on Achievement work completed in Strategic Plan at September 20, 2011 Regular Meeting provided for the public and posted on the District website. 13. The will continually monitor management s plan to address the internal control weaknesses that have been identified, using the as a mechanism to receive regular updates and progress reports. The met on September 13, 2011 to receive the Audited Financial Statements and Letter with the OAG in attendance. 14. The will meet annually with the external auditor, excluding Senior, and ensure any potential concerns are discussed and resolved. June 2010 January 2011 January 25, 2011 Updates provided through on May 18, 2010, Nov 30, 2010 and Feb 8, Annually September 2010 and and and Page 4 of 8

5 and reviewed the progress on Internal Controls at the report out on the audit completed in. 15. The will further strengthen policy by requiring regular reporting to the on long-term facilities planning including the Annual Facilities Grant. advised of progress on long-term Facilities Plan. AFG Update June 2010 and May Long-term Facilities Planning will be developed in consultation with new Secretary-Treasurer and and and Secretary- Treasurer Page 5 of 8

6 Internal Controls 5. We recommend that Senior prepare and action a plan including responsibilities and timelines to address identified control weaknesses, including those outlined in our detailed management letter, and provide regular updates on progress to the. 6. We recommend that the ensures that it receives regular updates from Senior and ensures that a strong system of controls is in place and working effectively and mitigating risk to an acceptable level. 16. The Assistant Secretary-Treasurer will review the plan with the recently hired Secretary- Treasurer and and it will be shared with appropriate staff, and oversight will be provided by the Secretary-Treasurer. 17. The Secretary-Treasurer will provide progress reports against the plan at regularly scheduled meetings. 18. The will work with Senior to create a plan for systemic monitoring and review of internal controls, and make adjustments where necessary. 19. The will receive regular updates on the changes implemented to internal controls, with progress compared to the plan, and provide feedback to the and Secretary-Treasurer. 20. The will devote focused working time to receive and understand the information, and use it to improve their ability to govern well and to strengthen working relationships with senior management and staff. 21. The will request an interim review by the Auditor General on the District s progress in strengthening of internal controls, as part of its ongoing relationship with the office. Fall 2010 Updates : Sept 13, Nov 29, Feb 7, Apr 10 and June 5. Updates : Sept 13, Nov 29, Feb 7, Apr 10 and June 5. Updates : Sept 13, Nov 29, Feb 7, Apr 10 and June 5. Spring 2011 ST, Asst ST and working together with staff Secretary- Treasurer and communication with Report to Legislative Assembly by OAG on progress made by Langley of Education. completed a Self-Assessment on progress made on OAG recommendations. June 2011, and Secretary- Treasurer Page 6 of 8

7 22. The will ensure that it receives regular updates from Senior on the progress being made on the Deficit Elimination Plan. Progress made in repaying $3.7 M of deficit one year ahead of scheduled Deficit Elimination Plan repayment plan. Regular budget updates at scheduled Planning Meetings. Package provided to the for each of the update sessions. Progress reports completed Sep 30, 2010, Jan 21, 2011 and March 11, and Staff, and Secretary- Treasurer Page 7 of 8

8 Long-term Planning 7. We recommend that Senior and the move to a longer term period of at least five years for strategic planning and that the District s strategic plan include a link between its educational goals and financial resource planning. 8. We recommend that management provide more regular information to the on longer term strategic and facilities planning and progress, including annual evaluation of its facilities planning and financial management. 9. We also recommend that the District Prepare a 10-year School District Facilities Plan. 23. The will work with Senior to create a process to develop a Strategic Plan which extends to a 5 year plan and which provides a link between its educational goals and financial resource planning. The will agree on strategic direction in major areas of achievement, operations and deficit elimination. 24. The will work together with Senior to return to regular facilities planning updates, Annual Facilities Grant progress, and an annual evaluation of facilities planning and financial management. 25. The will undertake work on the process for the development of a long range (up to 10 year) Facilities Plan within its capital planning process. The will meet regularly with Senior and the Consultant to review progress on plan development. The will agree on the purpose and use of the Facilities Plan. The will utilize the Plan in its decisionmaking. The will allocate the resources necessary to develop the Facilities Plan and Longer-term Strategic Plan Winter Winter and Longer-term Strategic Plan Late Fall 2011 Spring 2012 once it is developed. Allocation provided once the Facilities Plan is developed and accepted. and and The will agree on the purpose and utilization of the Strategic Plan in its decisionmaking. Secretary- Treasurer, and Page 8 of 8