1. REPORT

 
D.2.a.
Action Item
August 23, 2017
To:
Board of Trustees
From:
C. Lewis, Superintendent of Schools
Subject:
2017 – 2018 Schedule for Superintendent’s and Monitoring Reports
Originator:
K. Shipka, Assistant Superintendent – Learning Services
RECOMMENDATION
That the Board approve the 2017 – 2018 schedule for Superintendent’s and Monitoring
Reports.
REPORT
Background:
The
Board of Trustees continue to support the implementation of the Superintendent and
Monitoring Report. The Board has the following priorities:
Improving student learning
Improving leadership capacity and succession planning
Improving internal and external communications
This
working document enables the Board to monitor and receive information on the Grande
Yellowhead Education Plan, which is a Board document, and any significant initiatives the
district is involved in. The combined Annual Education Results Review (AERR) and Three-Year
Education Planning and Reporting (3YEP) document is designed to report on the
implementation of the division Education Plan, and to support planning for the next school
year’s Education Plan.
Context:
This
action item meets Grande Yellowhead’s Policy 12, subsection 7.3.
7.
Three
–Year Education Planning and Reporting

7.3
Monitors and reports regularly on results achieved, with particular
emphasis on student learning.
Conclusion:
Approval of the schedule by the Board of Trustees provides administration with a guide in
which items are to be presented throughout the year. The list is not meant to be exhaustive
as other items can be added throughout the year, as the need arises.

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Aug 23,
2017
Aug 16
Brenda
2017 Welcome Back
Events
Cory
School Resource
Officer
Ewen
Policy 21 - CUPE PG
Ken
Grande Cache
Modernization
Update
Ken
Mary Bergeron
Elementary School
Update
Karen
Board Report
Schedule 2017-2018
Juha
Vendor Payments for
June/July
Juha
Borrowing
Resolution
2017 - 2018 Board Report Schedule

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Sept 6,
2017
Aug 30
Nancy
Inclusive Learning
Update
Carolyn
Superintendent
Professional
Development
Carolyn
Board Annual Work
Plan Review
Kelly
Technology Update
Carra
Superintendent -
Student Advisory
Committee
Juha
Policy 7 - Board
Operations
Karen/ Terri-
Jean
BEST Program
overview
Carolyn
It's Cool Camp -
Hinton
Board Chair
Board Evaluation -
Areas of Emphasis

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Sept 20,
2017
Sept 13
Juha
Vendor Payments for
August
Juha
Quarterly Revenue
& Expenditures
Sandy
Curriculum Update
Ken
Mary Bergeron
Elementary School
Update
Ken
Summer Projects
Maintenance Report
Carra
Division Assessments
Carolyn
Imagine Conference

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Oct 4,
2017
Sept 27
Juha
School Enrolments -
Sept 30 Count
Carolyn
Board Annual Work
Plan
Sandy
International Trips &
Field Trips 2016-2017
Carra
Beginning Teachers
TBD
Policy 8 and Policy 9

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Oct 18,
2017
Oct 11
Carolyn
Financial Support
from Board for
Student Initiatives
Juha
Vendor Payments for
September
Ken
Facilities IMR
Funding
Gail
TCCAP
Nancy/Barb
Early Childhood
Services
Karen / Stuart
/ Glen or
Mark
Summer School
Karen
PAT & DIP Update

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Nov 1,
2017
Oct 25
Carolyn
Board Annual Work
Plan
Carolyn
NSBA Trustee
Attendance
Juha
School Budget
Administration
Carolyn
School Closure
Reports
Nikki
Communication Plan
Update

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Nov 15,
2017
Nov 8
Juha
2017-2018
Budget Update
Juha
Vendor Payments
for October
Juha
Audited Financial
Statements
Juha
Reserves
Carolyn
AD HOC
Committee -
Board Retreat
Ewen
Staffing Report
Karen
3YEP/ AERR
Nancy
Inclusive Learning
Update
Sandy
PAT/DIP Results
Sandy
Graduation Rates
Sandy
Take Your Kid to
Work
Karen
International
Education

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Dec 6,
2017
Nov 29
Sandy
FNMI -
Administrator's
Camp
Carolyn
School Council
Annual Reports
Carolyn
Board Annual Work
Plan

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Dec 20,
2017
Dec 13
Juha
Vendor Payments for
November

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Jan 17,
2018
Jan 10
Juha
Quarterlies
Juha
Vendor Payments for
December
Carolyn
Board Annual Work
Plan
Sandy
CTS Report
Kelly
Techology Update
Gail
TCCAP

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Feb 7,
2018
Jan 31
Karen
Learning Services
Carolyn
Board Annual Work
Plan
Carolyn
Public Use of GYPSD
Facilities
Brian
OH & S
Brian
Cleanliness of
Schools

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Feb 21,
2018
Feb 14
Juha
Vendor Payments for
January
Juha
Budgeting Principles
Gail
Transportation
Services/ Grants and
Cooperative Bussing
/ Parent Provided
Carra
Thoughtexchange

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Mar 7,
2018
Feb 28
Ewen
Edwin Parr Nominee
Carolyn
Board Annual Work
Plan
Karen
AB Education
Monitoring of 3YEP /
AERR
Karen
Learning Services
Nancy
Inclusive Learning
Update
Juha
Contract Bus
Agreements

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Mar 21,
2018
Mar 14
Juha
Vendor Payments
for February
Juha
Quarterly Revenue
and Expenditure
Juha
2018 - 2019 Budget
Allocation Model &
Assumptions
Ewen
Standard Calendar
18-19 in full; 20-21
in Principle
Kelly
Education
Technology
Ken
3 yr and 10 yr Plans
TBD
2018 - 2019 Board
Meeting Dates
Ken
Mary Bergeron
Elementary School
Update
Nikki
Council of School
Council

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Apr 4,
2018
Mar 28
Carolyn
Board Annual Work
Plan
Brenda
Welcome Back
2018
Kelly
Tech - Wireless
update
Carra
High School Redesign
Juha
School Budget
Update
Juha
Provincial Budget

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
Apr 18,
2018
Apr 11
Carolyn
Board &
Superintendent
Evaluations
Juha
Vendor Payments for
March
Karen
SLA / PAT & Diploma
Field Tests
Nikki
Education Week
Events

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
May 2,
2018
Apr 25
Carolyn
Board Annual Work
Plan
Ewen
Student Teacher
Placements
Karen
Learning Services
Carra
Our School

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
May 16,
2018
May 9
Juha
Vendor Payments for
April
Juha
Budget 2018 - 2019
Ewen
Instructional
Minutes
Carra
Engagement

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
June 6,
2018
May 30
TBD
Board Annual Work
Plan
Ewen
Policy 20 - ATA
Professional
Growth
Ewen
Leadership Academy
Gail
TCCAP
Karen
Learning Services
Update
Karen
3 YEP outcomes &
Strategies
Karen
Accountability Pillars
Nikki
Communication
Plan 2018-19
DRAFT
TBD
Policy 8 and 9
review for ORG mtg

Board
Meeting
Date
Reports
DUE
(by 4:00
pm)
Person
Responsible
Action Items
Monitoring
Reports
Superintendent's
Reports
June 20,
2018
June 13
Juha
Vendor payments for
May
Juha
Quarterly Revenue
& Expenditure
Juha
Program and Non-
Program School Fees
Barb / Nancy
ECS Expanded
Program
Nikki
Communication
Plan 2018-19
Karen
3 YEP outcomes &
Strategies
NOTES:
Literacy at the beginning of the school year
Technology - 3 times per year
Curriculum - 3 times per year
(FNMI/Dual credit)
Assessment - 3 times per year
Inclusive Ed - 3 times per year
(FSLC/RCSD)
Superintendent Update - PBM when something to report

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