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ACTION PLAN PROGRESS REPORT

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									                                                             School District No. 35 (Langley)
                                                  A CTION P LAN P ROGRESS R EPORT
                                           in response to the OAG Governance and Internal Controls Examination
                                                     September 30, 2010 (Updated November 2010)
RECOMMENDATION                                    ACTION PLANNED                                       TIMELINE            RESPONSIBILITY

Governance
1. We recommend that the Board trustees           1. All trustees will undertake training and in-      Winter 2010-11      All Board
   develop ways to work together to                  service which will support them in their                              Trustees
   effectively discharge their responsibilities      governance and financial management roles.
                                                      Review Policy #001 – Code of Ethics              Winter 2010-11      Board
                                                      Review House of Governance                       Winter 2010-11      Board
                                                      - In-service with OAG team                       November 29, 2010
                                                  2. The Board will endeavor to ensure that            Ongoing             Rotating Chair
                                                     Planning Meetings stay on time and topic, are                         and All Board
                                                     focused on the business of moving the                                 Trustees
                                                     District forward and are conducted in an
                                                     orderly and respectful manner.

                                                  3. The Board will conduct Planning and Public        Ongoing             Rotating Chair
                                                     Meetings in accordance with Roberts Rules                             and All Board
                                                     and the By-laws of the Board.                                         Trustees
                                                      a. Question Period                               October 2010        Board
                                                         - The Board has taken an interim step to
                                                           have Question period in the public
                                                           meetings in written format to provide for
                                                           a respectful and business-like meeting.
                                                      b. Public Statements                             October 2010        Board
                                                         - The Board has made two recent public
                                                       statements. One was a unanimous
                                                           declaration of support for the Deficit
                                                           Elimination Plan, Superintendent 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.




October 26, 2010                                                                                                                   Page 1 of 7
Updated: November 2010
                                                        School District No. 35 (Langley)
                                             A CTION P LAN P ROGRESS R EPORT
                                      in response to the OAG Governance and Internal Controls Examination
                                                September 30, 2010 (Updated November 2010)
RECOMMENDATION                               ACTION PLANNED                                        TIMELINE                      RESPONSIBILITY
2. We recommend that Board trustees ensure   See 1. above re: training.                            Ongoing                       Audit Committee
   that they understand, accept and are                                                                                          Members and
   addressing their governance roles and     4. The Board will maintain and strengthen its                                       Board
   responsibilities.                            Audit Committee.
                                             5. The Board will work together with                  Will budget for spring 2011   Board and
                                                Management to consider the creation of an                                        Management
                                                Internal Audit function.
                                             6. Trustees will develop a 2011-2012                  2011-2012                     Board
                                                communication plan that strengthens
                                                communication in the District and will find        Community Forum –
                                                additional opportunities to engage the             Spring 2011
                                                community and key stakeholders.
                                                                                                   December 14, 2010
                                                                                                   stakeholder group meeting.
3. We recommend that the Board require       7. Trustees will clearly communicate to Senior        Ongoing                       Board
   Senior Management to provide it with         Management their informational needs and
   sufficient, appropriate and regular          will support staff in ensuring that the
   information.                                 resources are in place to complete any work
                                                requested by the Board.
                                                 The Board has appointed a Secretary-              September 2010                Board and
                                                 Treasurer.                                                                      Superintendent
                                             8. Trustees will make themselves aware and            Ongoing                       Board
                                                informed of the information that is provided
                                                by management.
                                                 The Board will provide oversight on information   Ongoing                       Board
                                             required and received.
                                                 The Board will devote focused time to             Ongoing                       Board
                                                 understand this information.
                                                 The Board has adopted policies #3203 –            February 2010                 Board
                                                 Financial Reports and Statements and #3204
                                                 – Audit Committee to guide oversight of the
                                                 implementation of information provided.



October 26, 2010                                                                                                                         Page 2 of 7
Updated: November 2010
                                                           School District No. 35 (Langley)
                                                A CTION P LAN P ROGRESS R EPORT
                                        in response to the OAG Governance and Internal Controls Examination
                                                   September 30, 2010 (Updated November 2010)
RECOMMENDATION                                  ACTION PLANNED                                      TIMELINE                       RESPONSIBILITY
4. We recommend that the Board engages in       9. Board trustees will ensure the working           Ongoing                        Board
   a healthy level of questioning and holding      relationship between the Board and Senior
   Senior Management accountable, in a             Management is respectful and supportive,
   respectful, professional and appropriate        modeling this relationship both in-camera and
   manner.                                         in public.
                                                    The Board agrees that information provided      Ongoing                        Board
                                                    will be accepted as substantially correct and
                                                    questions will be for clarity and
                                                    understanding.
                                                    The Board has completed a Performance           June 2010                      Board
                                                    Planning Review with the Superintendent.
                                                    The update on the Performance Planning          January 4, 2011                Board
                                                    Review has been re-scheduled.
                                                10. The Board will work with Senior Management      Ongoing                        Board and
                                                    to further develop ways to regularly monitor                                   Management
                                                    and evaluate the progress of its District and
                                                    its students.
                                                11. The Board will continually monitor              Ongoing –                      Audit Committee
                                                    management’s plan to address the internal       Updates will be provided       and Board
                                                    control weaknesses that have been identified,   through the Audit Comm.
                                                    using the Audit Committee as a mechanism        Audit Comm mtg dates: Sept
                                                    to receive regular updates and progress         14, Nov 2, Nov 30, Jan 11,
                                                    reports.                                        Feb 8, Mar 8, Apr 12, May 10
                                                                                                    & Jun 7
                                                12. The Audit Committee will meet annually with     Annually                       Audit Committee
                                                    the external auditor, excluding Senior
                                                    Management, and ensure any potential            First scheduled meeting
                                                    concerns are discussed and resolved.            September 2010.




October 26, 2010                                                                                                                           Page 3 of 7
Updated: November 2010
                                           School District No. 35 (Langley)
                                A CTION P LAN P ROGRESS R EPORT
                         in response to the OAG Governance and Internal Controls Examination
                                   September 30, 2010 (Updated November 2010)
RECOMMENDATION                  ACTION PLANNED                                      TIMELINE                        RESPONSIBILITY
                                13. The Board will further strengthen policy by     AFG - June 2010 and monthly     Board and
                                    requiring regular reporting to the Board on     at public meetings: Feb 15,     Management
                                    long-term facilities planning including the     Mar 15, Apr 19, May 17 and
                                    Annual Facilities Grant.                        Jun 14
                                                                                    Long-term Facilities Planning
                                                                                    – will be developed in          Board and
                                                                                    consultation with new           Management
                                                                                    Secretary-Treasurer




October 26, 2010                                                                                                          Page 4 of 7
Updated: November 2010
                                                             School District No. 35 (Langley)
                                                  A CTION P LAN P ROGRESS R EPORT
                                         in response to the OAG Governance and Internal Controls Examination
                                                     September 30, 2010 (Updated November 2010)
RECOMMENDATION                                    ACTION PLANNED                                       TIMELINE                        RESPONSIBILITY

Internal Controls
5. We recommend that Senior Management            14. The Assistant Secretary-Treasurer will review    Fall 2010                       ST, Asst ST and
   prepare and action a plan including                the plan with the recently hired Secretary-                                      Superintendent
   responsibilities and timelines to address          Treasurer and Superintendent and it will be                                      working together
   identified control weaknesses, including           shared with appropriate staff, and oversight                                     with staff
   those outlined in our detailed management          will be provided by the Secretary-Treasurer.
   letter, and provide regular updates on
   progress to the Board.
                                                  15. The Secretary-Treasurer will provide             Audit Committee Updates:        Secretary-
                                                      progress reports against the plan at regularly   Sept 14, Nov 2, Nov 30, Jan     Treasurer
                                                      scheduled Audit Committee meetings.              11, Feb 8, Mar 8, Apr 12, May
                                                                                                       10 & Jun 7
6. We recommend that the Board ensures            16. The Board will work with Senior Management to    Audit Committee Updates;        Board
   that it receives regular updates from Senior       create a plan for systemic monitoring and        Sept 14, Nov 2, Nov 30, Jan
   Management and ensures that a strong               review of internal controls, and make            11, Feb 8, Mar 8, Apr 12, May
   system of controls is in place and working         adjustments where necessary.                     10 & Jun 7
   effectively and mitigating risk to an
   acceptable level.
                                                  17. The Audit Committee will receive regular         Audit Committee Updates:        Audit Committee
                                                      updates on the changes implemented to            Sept 14, Nov 2, Nov 30, Jan     and
                                                      internal controls, with progress compared to     11, Feb 8, Mar 8, Apr 12, May   communication
                                                      the plan, and provide feedback to the            10 & Jun 7                      with Board
                                                      Superintendent and recently hired S-T.


                                                  18. The Board will devote focused working time to    Ongoing                         Board
                                                      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.
                                                  19. The Board will request an interim review by      Spring 2011                     Board
                                                      the Auditor General on the District’s progress
                                                      in strengthening of internal controls, as part
                                                      of its ongoing relationship with the office.

October 26, 2010                                                                                                                               Page 5 of 7
Updated: November 2010
                                           School District No. 35 (Langley)
                                A CTION P LAN P ROGRESS R EPORT
                         in response to the OAG Governance and Internal Controls Examination
                                   September 30, 2010 (Updated November 2010)
RECOMMENDATION                  ACTION PLANNED                                       TIMELINE                       RESPONSIBILITY

                                20. The Board will ensure that it receives regular   Regular budget updates at      Board
                                    updates from Senior Management on the            scheduled Planning Meetings.
                                    progress being made on the Deficit
                                    Elimination Plan.                                Package provided before
                                                                                     each scheduled update with     Board and
                                                                                     the Ministry of Education.     Staff

                                                                                     First progress report
                                                                                     completed Sep 30, 2010




October 26, 2010                                                                                                            Page 6 of 7
Updated: November 2010
                                                               School District No. 35 (Langley)
                                                   A CTION P LAN P ROGRESS R EPORT
                                          in response to the OAG Governance and Internal Controls Examination
                                                      September 30, 2010 (Updated November 2010)
RECOMMENDATION                                     ACTION PLANNED                                      TIMELINE                          RESPONSIBILITY


Long-term Planning
7. We recommend that Senior Management             21. The Board will work with Senior Management      2010-11                           Board and
   and the Board move to a longer term                 to create a process to develop a Strategic      Strategic Board and               Management
   period of at least five years for strategic         Plan which extends to a 5 year and which        Management
   planning and that the District’s strategic          provides a link between its educational goals
   plan include a link between its educational         and financial resource planning.                2011-12
   goals and financial resource planning.                                                              Longer-term Strategic Plan
                                                       The Board will agree on the purpose and         Winter 2010-11                    Board
                                                       utilization of the Strategic Plan in its
                                                       decision-making.
                                                       The Board will agree on the strategic           Winter 2010-11                    Board
                                                       direction of the Board in the major areas
                                                       of achievement, operations and deficit
                                                       elimination.
8. We recommend that management provide            22. The Board will work together with Senior        2010-11                           Board and
   more regular information to the Board on            Management to return to regular facilities      Strategic Board and               Management
   longer term strategic and facilities planning       planning updates, Annual Facilities Grant       Management
   and progress, including annual evaluation           progress, and an annual evaluation of
   of its facilities planning and financial            facilities planning and financial management.   2011-12
   management.                                                                                         Longer-term Strategic Plan
9. We also recommend that the District             23. The Board will review the feasibility of        2011 Capital Plan                 Secretary-
   Prepare a 10-year School District Facilities        developing a long range (up to 10 year)         * Secretary-Treasurer,            Treasurer,
   Plan.                                               Facilities Plan within its capital planning       Superintendent and              Superintendent
                                                       process.                                          Board                           and Board
                                                       The Board will agree on the purpose and         Winter 2010-11                    Board
                                                       use of the Facilities Plan.
                                                       The Board will utilize the Plan in its          Ongoing once it is developed.     Board
                                                       decision-making.
                                                       The Board will allocate the resources           Allocations once the Facilities   Board
                                                       necessary to develop the Facilities Plan.       Plan is developed and
                                                                                                       accepted.



October 26, 2010                                                                                                                                 Page 7 of 7
Updated: November 2010

								
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