MONITORING REPORT

POLICY 2.7: COMPENSATION AND BENEFITS

This is my report on your Executive Limitation policy 2.7: Compensation and Benefits, presented in accordance with your monitoring schedule. I certify the information contained in this report is true.

________________________________                                            __________________
Superintendent                                                                          Date

This report will monitor the policy starting with its detailed provisions and ending with the general provision.
With respect to employment, compensation, and benefits to non-unionized employees, consultants, contract workers, the Superintendent shall not cause or allow jeopardy to financial integrity or to public image.
Further, without limiting the scope of the foregoing by this enumeration, the Superintendent shall not

  1. Change the Superintendent’s own compensation and benefits.
  2. Promise or imply permanent or guaranteed employment.
  3. Establish or change compensation and benefits that deviate materially from the geographical or professional market for the skills employed.
  4. Create obligations over a longer term than revenues can be safely projected, in no event longer than one year and in all events subject to losses in revenue.
  5. Establish or change pension benefits so as to cause unpredictable or inequitable situations.

Provision # 1: Change the Superintendent’s own compensation and benefits.
Superintendent Interpretation: I interpret this to mean the superintendent will not alter his/her contract and benefits without Board review and approval.
Rationale: It is best financial practice to separate the functions of establishing/creating payments from receiving payments. In all facets of the organization, this principle is adhered to rigorously. Since the Superintendent is the only employee of the Board, it is their responsibility to set the superintendent’s contract and benefits.
Evidence: the superintendent’s contract is confidentially filed in the central office and can be reviewed by the Board at any time to ensure accuracy. Moreover, payroll data is provided to the Board’s on a monthly basis which states the actual compensation of the superintendent matches the contract. Finally, a statement from the Business Manager is attached confirming the superintendent has not altered his compensation and benefits.
I report compliance.
Provision # 2: Promise or imply permanent or guaranteed employment.
Superintendent Interpretation: I interpret this to mean the superintendent will not negotiate permanent employment contracts for non-union employees, consultants, and contract workers.
Rationale: It is best practice to not encumber the financial resources of the district for longer than necessary periods of time. However, a balance must be met between protecting the financial integrity of the district while at the same time providing job security to employees. As a result, the timely renewal of contracts is essential to managing this balance.
Evidence: All employment contracts are confidentially filed in the central office and can be reviewed by the Board at their request. It is the practice of the OSSU to explicitly stipulate terms of employment and any restrictions such as the availability of grant funds etc. Attached are sample contracts denoting such stipulations. A statement from the Business Manager is attached confirming the superintendent has not negotiated permanent employment contracts.
I report compliance.
Provision # 3: Establish or change compensation and benefits that deviate materially from the geographical or professional market for the skills employed.
Superintendent Interpretation: I interpret this to mean the superintendent, where possible, will use geographical and market driven data to negotiate and establish compensation and benefits for all non union employees, consultants, and contact workers.
Rationale: It is best practice to ensure: (1) employees are competitively remunerated for their services; and (2) school district budgets are adequate to ensure its ability to attract and retain high quality staff. Moreover, through the use of normative data, where applicable and available, the district is better able to defend and support its employment practices.
Evidence: All employment contracts are confidentially filed in the central office and can be reviewed by the Board at the request. The superintendent maintains comprehensive compensation analyses on an annual basis for all central office and Level 1 administrators where available: samples are attached.
I report compliance.
Provision # 4: Create obligations over a longer term than revenues can be safely projected, in no event longer than one year and in all events subject to losses in revenue.
Superintendent Interpretation: I interpret this to mean the superintendent shall not commit to employment, consultant, and contract terms beyond one year without Board approval. In addition, the superintendent shall not negotiate financial obligations for employment beyond conservatively projected revenues limits.
Rationale: It is best practice to not over-commit the financial resources of the district. Employment remuneration and benefits comprise over ninety per cent of district financial obligations and, therefore, it is essential that employment contracts are restricted to shorter terms (in our case 1 year).
Evidence: All employment contracts are confidentially filed in the central office and can be reviewed by the Board at their request. Audit reports annually confirm that employment contracts fall within budgeted expenditures and projected revenues. A statement from the Business Manager is enclosed confirming no inappropriate financial/employment obligations have been made by the superintendent. There is one contract (SAP) which extends two years. The two-year SAP contract was approved by the Board.
Provision # 5: Establish or change pension benefits so as to cause unpredictable or inequitable situations.
Superintendent Interpretation: I interpret this to mean the superintendent shall not establish or change pension benefits without Board approval. Furthermore, the superintendent shall not cause unpredictable or inequitable situations to arise or be maintained.
Rationale: The establishment of pension benefits is a Board responsibility. The Superintendent, however, is obligated to inform the Board(s) of recommendations for improvement and to obtain Board(s) approval prior to taking any action. Secondly, employees must be treated equitably: the culture and climate of the district (and schools) is dependent on this. Finally, consistency is a precursor to effective and accurate budget development (expenditure predictions).
Evidence: All contracts are confidentially filed in the central office and can be reviewed by the Board as requested. Audited statements are furnished to the Board annually confirming pension benefits are within collective agreement and administrative agreement parameters. A statement is attached from the Business Manager confirming all pension benefits are within Board approved limits.
Policy Wording: With respect to employment, compensation, and benefits to non-unionized employees, consultants, contract workers, the Superintendent shall not cause or allow jeopardy to financial integrity or to public image.
Superintendent Interpretation: I interpret compliance with the overall policy to mean all five policy provisions are in compliance.
Evidence: All provisions are in compliance.