Board Policy 10: Committees of the Board

Legal References:

Related References

1. 1. 1. The Special Education Advisory Committee (SEAC) is an advisory committee to Avon Maitland District School Board and may make recommendations to the board on any matter affecting the establishment and development of special education programs and services in respect of exceptional students of the board.
      2. The Special Education Advisory Committee is mandated by Ontario Regulation 464/97.

1. 1. 1. To become aware of the special education programs and services of the board that are provided to meet the needs of all exceptional students within the board;
      2. To facilitate the exchange of information and ideas among the committee members representing the local associations, the Director or designate, and the board;
      3. To make recommendations to the board about special education programs and services for exceptional students of the board;
      4. To provide information to the local associations about the Special Education Advisory Committee (SEAC);
      5. To review annually the special education report in accordance with Ministry legislation; and
      6. To participate in a special education program review and provide recommendations to the board.

1. 1. 1. Two board members and two alternates;
      2. One representative from each of the local associations, not to exceed twelve, to be nominated by the respective associations and appointed by the board;
      3. One alternate for each representative, nominated by each local association and appointed by the board;
      4. The Director or designate; and
      5. One or more additional community members who are not representatives of a local association.

1. 1. 1. The Supervised Alternative Learning Committee considers applications made on behalf of students of at least fourteen years of age up to the age of school leaving.
      2. The committee considers whether or not to approve learning programs that involve full-time or part-time employment at an approved workstation; completion of a life skills course; or other studies acceptable to the committee.
      3. The Supervised Alternative Learning Committee functions in accordance with the terms of Ontario Regulation 374/10.

1. 1. 1. The Supervised Alternative Learning Committee shall consider the application of any parent to have their child participate in a S.A.L. program.
      2. The committee shall also consider any oral or written submission made by any person in support or opposition to the application.
      3. The committee may require the principal or any other employee of the board to report to the committee regarding the child for whom the application is
         made.

1. 1. 1. At least three members, including a member of the board; the Director of Education or designate; and at least one person who is not an employee of the board.
      2. Avon Maitland District School Board assigns one board member and one alternate to the S.A.L. Committee.

1. 1. 1. The number of parent members specified in the by-laws of the committee (parent members must constitute a majority of the members of a PIC);
      2. The Director of Education;
      3. One board member and one alternate appointed by the board; and
      4. The number of community representatives specified in the by-laws of the committee.

• • • • • to review the board’s financial statements;
        • to review the result of the external audit;
        • to recommend to the board the approval of the annual audited financial statements; 
        • to review matters that the external auditor is required to communicate to the Audit Committee under generally accepted auditing standards; and
        • to review with the external auditor material written communications.

• • • • • to review the overall effectiveness of internal controls;
        • to review the scope of the internal and external auditor’s reviews of internal controls, as well as the findings, recommendations and management’s response; and
        • to discuss with the board administration, the identified financial risks and the measures which administration has taken to monitor and manage these risks.

• • • • • to review the internal auditor’s mandate, activities, staffing, and organizational structure;
        • to make recommendations on the content of the internal audit plan and on all proposed major changes to the plan;
        • to review the internal auditor’s audit plan and recommend acceptance of the plan to the board to ensure there are no unjustified restrictions or limitations on the scope of the annual internal audit;
        • to review at least once in each fiscal year the performance of the internal auditor and provide comments regarding their performance;
        • to review the effectiveness of the internal auditor, including the internal auditor’s compliance with standards for internal auditing;
        • to meet on a regular basis with the internal auditor; and
        • to review findings, recommendations and any difficulties encountered in the course of the internal auditor’s work.

• • • • • to review the performance of the external auditor and make recommendations to the board on the appointment, replacement, or dismissal of the external auditor and on the fee and fee adjustment for the external auditor;
        • to review the external auditor’s audit plan and recommend acceptance of the plan to the board;
        • to review and confirm the independence of the external auditor;
        • to meet on a regular basis with the external auditor and discuss important matters;
        • to resolve any disagreements between management and the external auditor about financial reporting; and
        • to recommend to the board a policy designating services that the external auditor may perform for the board and, if the board adopts the policy, to oversee its implementation.

• • • • • to review the effectiveness of the board’s system for monitoring compliance with legislative requirements and with the board’s policies and procedures and follow up on any non-compliance;
        • to review any significant findings of regulatory entities, and any observations of the internal or external auditor related to those findings;
        • to review the board’s processes for communicating any applicable codes of conduct and for administering those codes of conduct;
        • to obtain regular updates from management regarding compliance matters; and
        • to obtain confirmation from the Director of Education and supervisory officers that all statutory requirements have been met.

• • • • • to inquire about significant risks;
        • to review the board’s procedures for risk assessment and risk management and to assess the steps taken to manage such risks;
        • to perform other activities related to the oversight of the board’s risk management issues or financial matters as requested by the board; and
        • to initiate and oversee investigations, as appropriate.

• • • • • An open recruitment of community members shall be completed per the normal recruitment practice in place at the board;
        • The selection committee shall consist of the Director, the Treasurer and the Chair of the Board or Chair of the Audit Committee;
        • Community members shall be selected on the basis of their financial training and experience, in accordance with Ontario Regulation 361/10;
        • Community members shall be appointed to the Audit Committee for a term of up to three years;
        • An alternate community member may also be appointed at the discretion of the selection committee; and
        • Reappointment of community members cannot occur more than twice without a formal recruitment process. (FYI Regulation 361/10).

1. 1. 1. The Audit Committee shall meet at least three times in each fiscal year at the call of the Chair of the Committee, and at such other times as the Chair considers advisable.
      2. The first meeting of the Audit Committee in each fiscal year shall take place no later than September 30.
      3. A majority of members of the Audit Committee that includes at least one member who is not a board member constitutes quorum.

1. 1. 1. The Audit Committee shall bring forward to the board the annual internal audit plan for approval, as well as proposed major changes to that plan.
      2. The Audit Committee shall bring forward to the board the annual external audit plan for approval, as well as proposed major changes to that plan.
      3. The Audit Committee shall provide an annual report to the board outlining its activities, progress, member attendance and any other matters considered to be relevant.
      4. All meeting minutes shall be brought forward to the board for information, following approval at the committee meeting.

1. 1. 1. To consider recommendations from other committees for items to be included in the budget;
      2. To provide direction as to budget application when significant adjustments are required;
      3. To present to the board a recommended budget each year;
      4. To research financial matters as referred by the board;
      5. To recommend the annual draft estimate budget to the board for board approval;
      6. To present the revised estimates to the board for information;
      7. To report on its activities and make recommendations as necessary to the full board after each meeting;
      8. To meet in public and closed session as permitted by the Education Act; and
      9. To conduct meetings in accordance with the Education Act, the Municipal Conflict of Interest Act, the Municipal Freedom of Information and Protection of Privacy Act, and such other Acts and Regulations as are applicable to the topics under discussion.

1. 1. 1. The Finance Committee shall be all members of the board.
      2. The board’s Director and Treasurer will be the administrative liaisons for the committee.

1. 1. 1. The Finance Committee shall meet as required to address the requirement of budget oversight, typically during the months of January, May and June.
      2. If necessary, to complete the business of the committee, additional meetings may be called by the Chair of the Committee.

1. 1. 1. The corporate board will provide an evaluation for the Director of Education.
      2. The board will evaluate the Director, using the Director’s job description and the Strategic Plan as the basis for the evaluation.

1. 1. 1. To review with the Director the annual report(s) of the Director on the action the Director has taken in the system.
      2. To review the system plan prepared by the Director.
      3. To evaluate the Director’s performance in achieving the responsibilities set out in Board Policy 3 Director of Education and Secretary of the Board Job
         Description; and
      4. To present an evaluation report for ratification by the board.

1. 1. 1. Chair;
      2. Vice-Chair; and
      3. Three trustees and one alternate. For this committee, the alternate is encouraged to attend all meetings to provide additional strength to the process.

1. 1. Require a specification of purpose, which purpose does not fall under the terms of reference of a Standing committee;
   2. Require that the composition of the committee be clearly defined, that the procedure for selecting members and appointing a Chair be specified, and that the names of the Chair and committee members be reported no later than the next regular meeting of the board;
   3. Require that the powers and duties of the committee be specifically defined;
   4. Require the stating of a target date for reporting to the board; and
   5. Dissolve by motion an ad hoc committee when it has completed its work.

1. 1. 1. The Policy Committee is responsible to the board for developing policies that outline how Avon Maitland District School Board will successfully function.
      2. The Policy Committee ensures that all board policies relate to the governance role of the board as described in Board Policy 2 Board Job Description.

1. 1. 1. To develop priorities for policy development, in consultation with the Director of Education, as described in Board Policy 12 Policy Making;
      2. To respond to issues identified by the board, a board committee, a board member through notice of motion or by the community;
      3. To question if the development of a policy is the appropriate response to an issue or circumstance;
      4. To approve policy statements that meet the criteria identified by the board members;
      5. To review policies to ensure that they reflect the desired impact and/or purpose;
      6. To follow the development and consultation processes set out in Board Policy 12 Policy Making;
      7. To ensure that board policies are consistent with the Education Act and Regulations and other legislation; and
      8. To review policies to ensure that they are still relevant, that they conform to the criteria for board governance policies and that they have been implemented effectively.

1. 1. 1. Board members as determined by the board;
      2. The Chair of the Board, as an ex-officio member; and
      3. The Director of Education or designate as the administrative liaison for the Policy Committee.

1. 1. To select a Director of Education as set out in Board Policy #16 Selection of the Director;
   2. To appoint a board member when a board member vacancy occurs as described in Section 9.4.4 of Board Policy #9 Board Governance.

1. 1. One board member is appointed by the board to be a board representative on the School Year Calendar Committee;
   2. One board member and one alternate are appointed to serve as members of the Students’ Senate;
   3. One board member and one alternate are appointed to be a board representative on the Indigenous Education Advisory Committee; and
   4. One board member and one alternate are appointed to serve as members of the Equity Steering Committee.

1. 1. 1. Avon Maitland District School Board appoints one board member;
      2. Superintendent of Education;
      3. Human Resources Services representative;
      4. Health and Safety Advisor;
      5. Representative from EFTO, OSSTF and OSSTF-ESS employee groups;
      6. Representatives from the AMDSB Principals’ Association, including (1) Elementary Principal and (1) Secondary Principal

1. 1. 1. To develop unity amongst the secondary schools within the board;
      2. To ensure that schools’ Students’ Councils receive support, orientation and advocacy that they may need to be successful;
      3. To communicate information to school councils and students and where appropriate feeder schools on topics discussed by the committee;
      4. Represent, speak and advocate for the needs and concerns of students of the Avon Maitland District School Board;
      5. To be a strong voice within the education community and speak to issues that are important and relevant to the students to help improve our education system within AMDSB.

1. 1. 1. Avon Maitland District School Board to appoint one board member and one alternate;
      2. Student Trustees and Senators;
      3. One (1) school administrator (principal or vice-principal); and
      4. Director of Education or designate

1. 1. 1. Identify community needs that impact the education of students in our schools;
      2. Implement the Avon Maitland District School Board, Board Action Plan, (framework developed by the Ontario Ministry of Education);
      3. Other initiatives as they arise.

1. 1. 1. Avon Maitland District School Board to appoint one board member and one alternate;
      2. First Nations, Métis and Inuit parents/guardians from the Avon Maitland District School Board;
      3. Allies, students, Elders and any other interested parties;
      4. Board staff that are aligned with Indigenous Education throughout the school board.

1. 1. 1. The AMDSB Equity Steering Committee guides the AMDSB in its three “calls to action” in their Equity, Diversity and Inclusivity Action Plan (2021-2024) to:
         ● Identify and eliminate all forms of systemic oppression and racism;
         ● Develop a Learning and Leading Culture to Address Oppression and Racism; and
         ● Build and Sustain Collaborative Relationships
      2. To develop a shared set of norms and beliefs through a process of collaborative decision-making that guide the work of the committee; and
      3. To engage in personal learning and professional development on equity related issues.

1. 1. 1. Avon Maitland District School Board to appoint one board member and one alternate; and
      2. Members from across the board, representative of our growing diversity.

• • • • To develop an enhanced appreciation of labour market patterns in Huron and Perth counties;
      • To develop an enhanced understanding of existing Pathways programs in Avon Maitland District School Board, to include but not limited to:
        • Specialist High Skills Major (SHSM) programs;
        • Ontario Youth Apprenticeship (OYAP) programs;
        • Secondary School course and program delivery, including cooperative education and technological education courses;
        • Dual Credits through community college partnerships
      • To collaboratively identify gaps between the Huron and Perth labour market needs and current Pathways plans in AMDSB;
      • To provide recommendations and feedback regarding AMDSB Pathways promotion and planning that will enable AMDSB to best support students in their initial postsecondary destination and ultimately to meet local industry needs.

1. 1. 1. Avon Maitland District School Board appoints one board member;
      2. Director of Education or designate; and
      3. Community partners.

1. 1. Two trustees are assigned to the Accessibility for Ontarians with Disability Act (AODA) Committee;
   2. One board member is a member of the Foundation for Education Perth Huron. The Foundation raises funds to develop and support its own programs, which it offers to the schools (see Board Policy 11 Board Representatives Section 2);
   3. Four trustees are assigned to the Recognition & Service Awards Committee;
   4. Two trustees are assigned to the Huron-Perth Student Transportation Services Committee (see Board Policy 11 Board Representatives Section 3);
   5. Trustee representatives shall be assigned to the Accommodation Review, Transition Committee and Boundary Review committees as required.