HomeMy WebLinkAboutReport 24-082 Approval of Trustee Expense Policy (1)AD HOC POLICY COMMITTEE 06 June 2024
Report No.24-082
APPROVAL OF POLICY P.005.GOV BOARD MEMBER AND STUDENT
TRUSTEE EXPENSES AND SUPPORT SERVICES
Key Contact:Michele Giroux,Executive Officer of Corporate Services,
Ext:8310
PURPOSE:
1.To seek approval of the proposed revisions to Policy P.005.GOV Board Member
and Student Trustee Expenses and Support Services.
STRATEGIC LINKS
2.The proposed updates have been developed in alignment with the Board’s
commitment to Responsible Resource Use,intending to improve overall
governance and decision making of the OCDSB and enhance our ability to achieve
the objectives of the 2023-2027 Strategic Plan.
CONTEXT:
3.Policy P.005.GOV Board Member and Student Trustee Expenses and Support
Services (the policy)has been revised several times since its inception in 1998 with
the majority of changes made in 2010 owing to the release of the Ministry of
Education Memorandum 2009:B8 and the associated Trustee Expenditure
Guideline.More recent updates include provisions for limiting the carry forward
amount and an adjustment to the timeline for expenditures incurred in an election
year to reflect changes to the timing of municipal elections.
At the 7 December 2023 Ad Hoc Policy Committee meeting,Trustee Scott,by way
of a Notice of Motion,sought the committee’s approval to review and make several
amendments to the policy.The committee discussed the proposed changes at the 4
April 2024 meeting.The draft policy incorporating the suggested language and
formatting (identified in yellow)is attached as Appendix A.
KEY CONSIDERATIONS:
4.Carry Forward Analysis
The current annual budget allocation for trustees and student trustees has
remained stagnant at $8500 for over a decade,despite a significant increase in the
expenses generally charged against trustee budgets.However,in 2019,the Board
amended section 2.13 of the policy to limit the carry-forward amount to $2500,
whereas previously,trustees could carry forward any unspent amount.On average,
a majority of trustees opt to carry forward their unspent amounts,which generally
supports their attendance at conferences or other professional learning
opportunities.Considering the meagre overall budget amount,it is recommended
that a carry-forward option remain available to trustees.It is important to note that
the end of August deadline for submission of requests for carry-forward funds
should be strictly adhered to.Trustees who fail to submit their request by the 31
August deadline will be ineligible to carry forward any funds.
5.Key Changes
Section Revision
Throughout the policy Implementing the new policy template approved by the
Board.
Updating to gender-neutral language and revising
organization names and titles to align with current references.
Where appropriate,updating references of “Trustee”to
“member”to reflect that budget amounts connect to the role
of the Trustee and not the Trustee as an individual.
Section 2.2 Replacing all references to “member of the Board”with
“Board Member.”
Section 2.10 Updating the role of CFO to Associate Director of Business
Operations,to reflect current roles.
Clarifying eligibility for expense claims,ensuring claims relate
to the member ’s performance of their role.
Section 2.18 Clarifying timelines and expenditure amounts for Trustees
during a municipal election year.
Section 2.23 Clarifying ineligible expenses.
Section 2.24 A new section to discourage self-promotion,by defining it and
making it an ineligible expense.
Definitions Updating the definition of “Student Trustee”to a plural noun
and adding the newly-approved Indigenous Student Trustee.
RESOURCE IMPLICATIONS:
6.The proposed draft was posted to the EngageOCDSB platform and awareness was
raised on this consultation through parent/guardian,student,and school council
communications.In the open consultation period between 29 March and 29 April
2024,no entries from EngageOCDSB or other feedback were received,apart from
that of the committee at the meeting on 4 April 2024.
RECOMMENDATIONS:
THAT the revisions to Policy P.005.GOV Board Member and Student Trustee
Expenses and Support Services,attached as Appendix A to Report 24-082,be
approved.
Michèle Giroux
Executive Officer of Corporate Services
Pino Buffone
Director of Education and
Secretary of the Board
APPENDICES
Appendix A Revised Policy P.005.GOV Board Member and Student Trustee Expenses
and Support Services
Appendix B Standing Policy P.005.GOV Board Member and Student Trustee Expenses