HomeMy WebLinkAbout11.2.1 Committee of the Whole Report, 21 November 2023
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COMMITTEE OF THE WHOLE PUBLIC REPORT
Tuesday, November 21, 2023, 7:00 p.m.
Board Room
Administration Building
133 Greenbank Road
Ottawa, Ontario
Trustees Present: Alysha Aziz (electronic communication), Justine Bell (electronic
communication), Donna Blackburn, Donna Dickson, Lyra Evans,
Nili Kaplan-Myrth (electronic communication), Jennifer
Jennekens, Matthew Lee, Cathryne Milburn, Suzanne Nash,
Amanda Presley, Lynn Scott, Emma Hong (Student Trustee,
electronic communication), Malaika Kamanzi (Student Trustee)
Staff Present: Pino Buffone (Director of Education), Brett Reynolds (Associate
Director of Education), Randy Gerrior (Associate Director,
Business Operations), Michele Giroux (Executive Officer,
Corporate Services), James Proulx (Executive Officer,
Information Technology and Digital Transformation), Paula Hall
(Superintendent of People, Culture and Leadership), Amy
Hannah (Superintendent of Instruction), Reg Lavergne
(Superintendent of Instruction), Richard Sinclair (General
Counsel), Teri Adamthwaite (General Manager, Finance), Karyn
Carty Ostafichuk (General Manager, Planning), Diane Pernari
(General Manager, Communications & Information Services),
Andrea Rahim (General Manager, Research Evaluation &
Analytics Division), Kenan Omercajic, Sandra Owens (General
Manager, Business & Learning Technologies), Nicole Guthrie
(General Manager of Board Services), Michael Guilbault
(Central Audio/Visual Technical Specialist), Mellissa
Applewaithe (Board/Committee Coordinator)
Non-Voting
Representatives
Present:
Stephanie Kirkey (OSSTF - District 25), Seema Lamba
(Advisory Committee on Equity Representative), Suzanne Lyon
(Parent Involvement Committee Representative), Lili Miller
(Indigenous Education Council Representative)
1. Call to Order - Vice-Chair of the Board
Vice-Chair Milburn called the meeting to order at 7:02 p.m
2. Acknowledgement of Territorial Lands
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Vice-Chair Milburn acknowledged that the meeting is taking place on unceded
Algonquin Homelands and thanked the Algonquin Nations for hosting the
meeting on their land.
3. Declarations of Interest
No declarations of interest were filed.
4. Approval of Agenda
Moved by Trustee Lyra Evans,
THAT the agenda be approved.
Carried
5. Briefing from the Chair of the Board
Trustee Scott reported the following:
During the week of 20 November to 24 November 2023, Ontario schools
are recognizing Bullying Awareness and Prevention week; and
The Ontario government has reached a tentative central agreement with
the Elementary Teachers’ Federation of Ontario (ETFO). Details will
remain confidential until they are ratified by all parties.
6. Briefing from the Director
Director Buffone reported the following:
The International Baccalaureate (IB) Diploma Programme Virtual Open
House will be held on 22 November 2023 from 6:15 p.m. to 8:00 p.m.;
A virtual information session on the Explore French Summer Program will
take place on 23 November 2023 at 7:00 p.m.;
On 5 December 2023, a virtual information session about the Ottawa -
Carleton District School Board (OCDSB) Secondary Gifted Program from
6:00 p.m. to 7:30 p.m. will take place, and a session on the International
Certificate Program from will take place from 7:00 p.m. to 8:00 p.m.;
A Professional Activity (PA) Day for OCDSB elementary and secondary
school staff will be on 24 November 2023;
On 25 November 2023, the OCDSB will be represented as signatories to
the United Nations Declaration for People of African Descent, at a
symposium from 10:00 a.m. to 4:00 p.m. at the National Gallery; and
On 29 November 2023, the OCDSB’s Program, Learning and Innovation
Department is hosting a virtual conference about subjects, programs, and
other aspects of high school.
7. Delegations
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There were no delegations.
8. Matters for Action:
8.1 Notice of Motion, Re: Needs Based Budget, Trustee Aziz
Notice of motion having been given in keeping with section 12.9 of the
Board’s By-Laws and Standing Rules, Trustee Aziz moved as follows:
Moved by Trustee Aziz,
WHEREAS the annual budget is directly connected to the OCDSB’s 2023-
2027 Strategic Plan and will set the operating plan for the coming year;
WHEREAS the stewardship of financial resources is one of the Board’s
four key value statements within the 2023-2027 Strategic Plan;
WHEREAS the Board recognizes the importance of developing a
complete budget while balancing the growing number of financial
pressures associated with providing high-quality programs and services;
WHEREAS a needs based budget is a data -informed approach to
developing a budget in anticipation of receiving the Grants for Students
Needs which incorporates commitments made by the District and the
organization’s needs;
WHEREAS the development of a budget based on recent assessments of
the financial resources required to provide the high-quality programs and
services offered by the OCDSB will support the Board’s advocacy efforts;
and
WHEREAS the Ministry of Education requires school boards to approve
and submit annual budget estimates by the end of June preceding the
beginning of a new school year.
THEREFORE BE IT RESOLVED
THAT the Board instruct the Director of Education to develop a needs-
based budget for the upcoming 2024-2025 school year.
During discussion and in response to queries, the following points were
noted:
The OCDSB budget is complex, and in order to build on the 2023 -
2024 $19,000,000 budget reduction, staff continue to work on
identifying inefficiencies and researching the acquisition of software
that will enable the Finance department to provide accurate and
timely information;
Programs within the OCDSB consume a significant amount of
District resources and having identified this, the OCDSB is
undertaking a program review to locate inefficiencies;
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It is important to complete the program review exercise prior to
considering the submission of a request to the Ministry of
Education (MOE) for additional funding. The MOE will examine
funding requests and question any inefficiencies found;
School boards within Ontario are legally required to present a
balanced budget to the MOE. Staff noted that it is impossible to
upload a needs-based budget to the MOE system;
The OCDSB Finance Department has limited staff with no capacity
to produce an additional budget. Staff resources should be focused
on developing a balanced budget to submit to the MOE;
Director Buffone noted that he had previously identified
commonalities in fiscal pressure points during conversations with
the former Chair and Vice-Chair of the Board, and that the District
will address these issues through the normal budgetary process.
He highlighted the importance of the fiduciary responsibility that the
District bears to comply with MOE requirements;
Associate Director Gerrior noted that his department could provide
information to trustees that they require for advocacy to the MOE;
and
Some trustees expressed the view that presenting a budget b ased
on data to the MOE would demonstrate the gap between the
funding provided and the funding required.
Trustee Aziz noted that the motion intended to provide an advocacy tool to
assist trustees in identifying gaps rather than an additional budget for
MOE submission.
Trustee Lyra Evans suggested she would like to amend the motion and
would clarify the appropriate language.
An amendment moved by Trustee Bell,
A. THAT the word “analysis” be inserted after the word “budget.”
B. THAT a human resource be reallocated from the OCDSB to
support the CFO in this endeavour, the parameters of which will be
determined by the CFO.
Chair Milburn called a recess to review the wording of the amendment.
***The meeting went into recess at 7:57 p.m.***
***The meeting resumed at 8:03 p.m.***
Chair Milburn referred to Trustee Lyra Evans seeking her amendment.
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Trustee Bell called a point of order as her amendment was on the floor
prior to the recess, and should sequentially be the first amendment tabled.
Chair Milburn determined that Trustee Bell's amendment would be dealt
with first.
In introducing her amendment, Trustee Bell noted that the amendment
intends to assist trustees to work with Superintendents of Instruction (SOI)
and learn what they require to achieve Strategic Plan objectives.
A sub-amendment moved by Trustee Jennekens,
THAT the word "tool-kit" be inserted after the word "analysis."
Carried, friendly
A sub-amendment moved by Trustee Lyra Evans,
THAT part "b" of the amendment be struck,
Trustee Bell noted that she wished to retain part "b" of the amendment.
Trustee Lyra Evans withdrew the sub-amendment.
***The meeting went into recess at 8:27 p.m.***
***The meeting resumed at 8:37 p.m.***
Trustee Blackburn expressed the view that some comments directed
towards staff were disrespectful.
Trustee Bell requested a retraction from Trustee Blackburn. Trustee
Blackburn refused. Trustee Bell requested Chair Milburn to rule on the
removal of Trustee Blackburn.
Chair Milburn advised that she would not remove Trustee Blackburn, and
that Trustee Bell had the option to challenge the ruling.
Trustee Bell noted that she would not challenge Chair Milburn's ruling.
Trustee Scott suggested deferring the motion to the next Committee of the
Whole Budget or Committee of the Whole meeting to allow trustees an
opportunity to consider the commonality of ideas.
Chair Milburn advised Trustee Scott to bring forward a motion to defer the
item to the 5 December 2023 Committee of the Whole meeting.
Moved by Trustee Scott,
THAT consideration of the notice motion presented by Trustee Aziz
regarding a needs-based budget, be postponed to the 5 December
2023 Committee of the Whole meeting.
Carried
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9. Report from Statutory and Other Committees
9.1 Advisory Committee on Equity (ACE), 25 May 2023
Moved by Trustee Dickson,
THAT the report from the Advisory Committee on Equity (ACE),
dated 25 May 2023, be received.
Carried
9.2 Indigenous Education Council (IEC), 21 September 2023
Moved by Trustee Dickson,
THAT the report from the Indigenous Education Council (IEC), dated
21 September 2023, be received.
Carried
9.3 Special Education Advisory Committee (SEAC), 4 October 2023
Moved by Trustee Scott,
THAT the report from the Special Education Advisory Committee
(SEAC), dated 4 October 2023, be received.
Carried
9.4 Indigenous Education Council (IEC), 19 October 2023
Moved by Trustee Presley,
THAT the report from the Indigenous Education Council (IEC), dated
19 October 2023, be received.
Carried
9.5 Audit Committee, 25 October 2023
Moved by Trustee Lee,
THAT the report from the Audit Committee, dated 25 October 2023 be
received.
Carried
a. Approval of Audit Committee Annual Report for 2022-2023
Moved by Trustee Lee in substitution for Cathryne Milburn,
THAT Report 23-076 be approved as the Audit Committee
Annual Report to the Board for 2022-2023, as amended.
Carried
b. Approval of 2022-2023 Annual Report on Internal Audit Activity
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Moved by Trustee Lee,
THAT Appendix A to Report 23-074 be approved as the 2022-
2023 Annual Report on Internal Audit Activity. (Attached as
Appendix A).
Carried
10. Matters for Discussion:
10.1 Report 23-083, Education Development Charges Policy Statement -
Efficiencies in Taking Land for School Sites (R. Gerrior)
Your Committee had before it Report 23-083, seeking to apprise trustees
of recent legislative initiatives respecting efficiencies in taking land for
school sites within a new 2024 Education Development Charges (EDC)
By-law.
General Manager Carty Ostafichuk provided an overview of the report and
noted that the EDC By-law requires updates every five years. She noted
that the EDCs are the District's primary funding source in the acquisition of
sites in growth areas and that the report highlights recent legislative
changes.
General Manager Carty Ostafichuk advised that staff will be working to
prepare a policy to encompass considerations in researching future
requirements and that the District will be investigating future pa rtnership
opportunities.
10.2 Report 23-085, Final Report for 2019-2023 Strategic Plan (M. Giroux)
Your Committee had before it Report 23-085, seeking discussion on the
final status report on the goals and objectives of the 2019-2023 Strategic
Plan at the end of year four of the plan.
Executive Officer Giroux, General Manager Rahim, and Strategic
Business Analyst Omercajic provided an overview of the report.
During the discussion and in response to queries, the following points
were provided:
The 2019-2023 Strategic Plan represented a change in culture for
the Board and this report aims to strike a balance in measuring the
change in culture with quantifiable data and also demonstrate the
experiences of students and staff;
The need for building more nuanced monitoring systems and
greater measurable capacity to ensure a data-driven narrative was
noted;
It was noted that the report did not define whether student
graduation rates were increased or decreased;
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Staff are currently developing the next cycle of data to follow
Report 23-030, Update on Student Achievement and Program
Pathways. The update will be presented in three sections and it is
planned to present Part 1 at the 5 December 2023 Committee of
the Whole (COW) meeting;
To support continuing improvement in data collection, the General
Manager of Research, Evaluation and Analytics will attend a
conference to examine and discuss best practices in data
collection;
It was noted that more information on the progress, gaps and
challenges in equity and concrete examples of how the strategic
plan objectives have been met with the resulting impacts would
have been appreciated;
Staff acknowledged the need to increase the number of strategic
plan survey respondents and noted that the successful school -
based consultation model could be further developed in the future;
An increase in the future involvement of advisory committees will
be considered;
Staff acknowledged feedback that future reports should include a
balance of positive reporting and areas for growth; and
Trustee Lyra Evans assumed the chair.
It was noted that the next Strategic Plan report will build on focus
areas as opposed to culture statements as in the current report.
Trustee Milburn resumed the chair.
11. Information Items:
11.1 Report from OPSBA (if required)
There was no report from the OPSBA representatives.
11.2 OSTA Update (if required)
Trustee Lee noted that the Ottawa Student Transportation Authority
(OSTA) updates are posted to their website on 15th and 30th of every
month.
11.3 Memorandum
a. Summer Programming Summary
Chair Milburn noted that the Summer Programming Summary
memorandum was included in the agenda package and opened the
floor to questions.
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In response to queries, the following points were noted:
The final number of students participating in credit recovery
can differ from the estimated number because the
Continuing Education department undertakes the credit
recovery process on an ongoing basis annually, in
collaboration with guidance counsellors and site staff.
Additionally, at the end of the semester, there is an
opportunity for the process to be undertaken at the school
level;
The funding for credit recovery courses is based on student
enrolment so the program will never be overstaffed;
The District gathers information on the number of credits
accumulated and co-op assignments completed;
There are a variety of programs offered at the elementary
and secondary level and each use different methods to
share programming information with parents and caregivers;
and
Students involved in programming that also takes place
during the school year are offered to continue with summer
programming opportunities.
b. Facilities Renewal Program, School Condition Improvement
Funding and COVID-19 Resilience Infrastructure Stream 2022-
2023 Update
Chair Milburn noted that the Facilities Renewal Program, School
Condition Improvement Funding and COVID-19 Resilience
Infrastructure Stream 2022-2023 Update memorandum was
included in the agenda package for information.
During the discussion and in response to queries, the following
points were provided:
The District is planning to upgrade existing buildings where
reasonably possible, in alignment with the code
requirements of the Ontario Disabilities Act (ODA);
To fulfill its social responsibility, the District has an
environmental specialist within the Facilities department to
lead sustainable initiatives that have been, and will continue
to be developed. Additionally, a "green" element to evaluate
sustainability is built into the regular procurement procedure;
Staff will consider how best to identify sustainable projects
for inclusion in future reporting on the Strategic Plan;
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There is a $46,000,000 carryforward for school
improvement. Staff are challenged in the scheduling of
required work and in accessing contractors. The District
attempts to schedule work during the summer to minimize
disruption to students and staff;
Planned school improvement projects that are rolled over to
the following year are prioritized, and adjustments may be
made based on cost or timing;
Staff are working on a draft report on an air quality
measurement pilot which should be presented in December
2023 or January 2024; and
Staff will examine how to enhance future reporting on
accessibility planning and progression;
***The meeting went into recess at 10:06 p.m.***
***The meeting resumed at 10:11 p.m.***
12. New Business - Information and Inquiries
Trustee Scott noted that she had circulated a copy of the submission that the
Ontario Public School Boards' Association (OPSBA) will send as part of the
province's consultation on the Accelerated Apprenticeship Pathway to staff for
review. She asked that the Board provide a consensus on OCDSB engagement
in the consultation process.
During discussion and in response to queries, the following points were noted:
OPSBA has requested that as many boards as possible submit their own
responses to the consultation process to ensure that school boards have
a strong voice;
The proposal to keep students linked to school boards is viable, but it is
crucial that school boards receive adequate funding to provide the
required coordination and supervision;
Superintendent Lavergne noted that the accelerated apprenticeship
program will provide an alternative pathway for students to achieve their
goals. He noted that the program would require strong staff support to
ensure that learning is safe and meets curricular expectations;
Having staff directly connected with students in the program would provide
them with the opportunity to support those students who wish to return to
the academic pathway;
Concerns were expressed about removing the high school diploma path
from adolescent students and it was noted that it was not in students'
interest to forgo the chance to obtain a high school diploma;
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Concerns were expressed whether students would secure sustainable
long term employment under this program; and
Concerns were expressed about the program from an equity lens
perspective and on whether the program could become a replacement for
de-streaming.
Moved by Chair Milburn,
THAT the meeting continue beyond 10:30 p.m.
Defeated
13. Adjournment
The meeting adjourned at 10:30 p.m.
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Cathryne Milburn, Chair