HomeMy WebLinkAbout09.1 Board Meeting Minutes, 28 November 2023
1
BOARD PUBLIC MINUTES
Tuesday, November 28, 2023, 7:00 pm
Board Room
Administration Building
133 Greenbank Road
Ottawa, Ontario
Trustees: Alysha Aziz, Justine Bell (electronic communication), Donna
Blackburn, Donna Dickson (electronic communication), Lyra
Evans, Jennifer Jennekens, Matthew Lee (electronic
communication), Cathryne Milburn (electronic communication),
Suzanne Nash, Amanda Presley (electronic communication),
Lynn Scott, Emma Hong (Student Trustee)
Staff: Pino Buffone (Director of Education), Brett Reynolds (Associate
Director of Education), Randy Gerrior (Associate Director,
Business Operations), Michèle Giroux (Executive Officer,
Corporate Services), James Proulx (Executive Officer,
Information Technology and Digital Transformation), Paula Hall
(Superintendent of People, Culture and Leadership), Richard
Sinclair (General Counsel), Teri Adamthwaite (General
Manager, Finance), Diane Pernari (General Manager of
Communications & Information Services), Nicole Guthrie
(General Manager, Board Services), Kim Lebrun (Team
Manager, Financial Services), Michael Guilbault (Content
Creator, Digital Multimedia Technician), Mellissa Applewaithe
(Board/Committee Coordinator)
1. Call to Order -- Chair of the Board
Chair Scott called the public meeting to order at 7:13 p.m.
2. Acknowledgement of Territorial Lands
Chair Scott acknowledged that the meeting is taking place on unceded Algonquin
Homelands and thanked the Algonquin Nations for their stewardship of these
lands since time immemorial.
3. Declarations of Interest
No declarations of interest were filed.
4. Report from the Board (In Camera)
2
The Board met in camera this evening and Acting Vice-Chair Lyra Evans
reported that there were no recommendations.
5. Approval of the Agenda
Moved by Trustee Blackburn, seconded by Trustee Aziz,
THAT the agenda be approved.
Carried
6. Briefing from the Chair of the Board
Chair Scott reported that the Ottawa-Carleton District School Board (OCDSB) is
seeking an Indigenous community member to serve on the Special Education
Advisory Committee (SEAC). She noted that information is available on the
OCDSB website and that the application deadline is 15 December 2023.
7. Briefing from the Director
During the briefing from Director Buffone, the following information was provided:
Applications are open for the Parents Reaching Out (PRO) Grant. The
$750 grant is funded by the Ministry of Education (MOE) and school
councils can apply for support of innovative projects and activities that will
engage parents and caregivers. The application deadline is 12 January
2024; and
The Ottawa-Carleton Choristers, a choir of active and retired teachers and
OCDSB staff, are holding a Christmas performance at Woodroffe United
Church on 9 December 2023 at 7:30 p.m. The entry cost is a cash
donation.
8. Written Delegations
8.1 Shira Waldman, re Concerns of Anti-Semitism in OCDSB Schools
Chair Scott noted that a written delegation was included in the agenda
package for consideration. She requested that Director Buffone provide
clarification on the OCDSB response when antisemetic incidents that
affect Jewish students occur within District schools.
Director Buffone noted the global and local challenge faced by schools in
managing the impact of the various conflicts happening in the world,
particularly in the Middle East. He advised that memoranda regarding the
Middle Eastern conflict were circulated to staff on 7 November 2023 and
that a guidance document was shared with Kindergarten to Grade 12 (K-
12) educators in November 2023. The document provides advice on how
to deal with issues and offers information on follow-up assistance and
classroom support.
3
Director Buffone noted that the District is engaging with community groups
and the Parent Involvement Committee (PIC) to gain a better
understanding of the concerns and fears experienced by Jewish and
Muslim students and families as a result of the global events taking place.
He noted that the District aims to support students by utilizing all supports
including the classroom educator, guidance counselor, administrators, and
other support staff.
Director Buffone advised that parents are strongly encouraged to bring
concerns or issues to the District's attention as the support structures for
all students continues to expand and evolve. He emphasized the delicate
balance the District faces in honouring freedom of expression or identity
for students in a sensitive and respectful manner that does not cause
harm.
9. Confirmation of Board Minutes
9.1 30 October 2023
Moved by Trustee Nash, seconded by Trustee Milburn,
THAT the Board Minutes, dated 30 October 2023, be confirmed.
Carried
9.2 14 November 2023, Board Organizational
Moved by Trustee Nash, seconded by Trustee Milburn,
THAT the Board Organizational Minutes, dated 14 November 2023, be
confirmed.
Carried
10. Business Arising from Board Minutes
There was no business arising from the minutes.
11. Matters for Action
11.1 Receipt of Ad Hoc Advocacy Strategy Committee Report, 2 November
2023
Moved by Trustee Aziz, seconded by Trustee Lyra Evans,
THAT the Ad Hoc Advocacy Strategy Committee, 2 November 2023,
be received.
Carried
11.2 Receipt of Committee of the Whole Report
11.2.a 21 November 2023
4
Moved by Trustee Milburn, seconded by Trustee Presley,
THAT the Committee of the Whole report, dated 21 November
2023, be received.
Carried
11.2.a.a Approval of Audit Committee Annual Report for 2022-
2023
Moved by Matthew Lee
Seconded by Cathryne Milburn
THAT Report 23-076 be approved as the Audit
Committee Annual Report to the Board for 2022-2023, as
amended.
For (10): Alysha Aziz, Justine Bell, Donna Dickson, Lyra
Evans, Jennifer Jennekens, Matthew Lee, Cathryne Milburn,
Suzanne Nash, Amanda Presley, and Lynn Scott
Carried (10 to 0)
11.2.a.b Approval of 2022-2023 Annual Report on Internal
Audit Activity
Moved by Matthew Lee
Seconded by Cathryne Milburn
THAT Appendix A to Report 23-074 be approved as the
2022-2023 Annual Report on Internal Audit Activity
(Attached as Appendix A).
For (10): Alysha Aziz, Justine Bell, Donna Dickson, Lyra
Evans, Jennifer Jennekens, Matthew Lee, Cathryne Milburn,
Suzanne Nash, Amanda Presley, and Lynn Scott
Carried (10 to 0)
11.3 Receipt of Audit Committee Report, 27 November 2023 (oral)
Moved by Trustee Lyra Evans, seconded by Trustee Aziz,
THAT the Audit Committee oral report, dated 27 November 2023 be
received.
Carried
11.3.a Approval of Draft 2022-2023 Consolidated Financial Statements
5
This was a non-consent item and was dealt with later in the
meeting under agenda item 11.4.
11.4 Non-Consent Items
Moved by Trustee Lee in substitution for Brian Burns, seconded by
Trustee Lyra Evans,
THAT the draft 2022-2023 Consolidated Financial Statements attached as
Appendix A to Report 23-087 be approved.
Associate Director Gerrior noted that the closing of the 2023 fiscal year
and opening of the 2024 fiscal year had been impacted by two significant
issues, Bill 124 and changes to error reporting.
Associate Director Gerrior highlighted that ensuring that the OCDSB's
financial position had remained in regulatory compliance for 2023 has
been extremely challenging, due to rising costs in areas beyond District
control. He emphasized that the current infrastructure utilized by the
District to manage the budget is inferior.
During an overview of the Draft 2022-2023 Financial Statements
presented by General Manager Adamthwaite, the following information
was noted:
The OCDSB had initially projected a surplus of $10.7 million;
Revenues and expenses are significantly higher than projected;
The largest increase in expenses is related to future salary costs
and a large accrual required to meet a future remedial payment
related to the reversal of Bill 124;
Asset Retirement Obligations (ARO) do not affect compliance and
restate the 2021-2022 cost of approximately $6 million;
The current accumulated surplus is approximately $6 million;
Replacement costs post COVID-19 remain higher than previously
anticipated;
It is expected that student enrolment will continue to fluctuate in the
future;
Inflation, climate-related costs, and underfunding continue to put
pressure on school operations and maintenance;
Employees with budgetary responsibility are required to exercise
extreme diligence in maintaining a balanced budget; and
6
The District is vulnerable to the impact of future unexpected costs
due to a lack of reserves.
General Manager Adamthwaite noted that transportation, special
education, replacement costs, mental health and well-being, and cyber
security are key focus areas for advocacy.
Moved by Matthew Lee
Seconded by Lyra Evans
THAT the draft 2022-2023 Consolidated Financial Statements
attached as Appendix A to Report 23-087 be approved
(Attached as Appendix B).
For (10): Alysha Aziz, Justine Bell, Donna Dickson, Lyra Evans, Jennifer
Jennekens, Matthew Lee, Cathryne Milburn, Suzanne Nash, Amanda
Presley, and Lynn Scott
Carried (10 to 0)
12. Matters for Discussion
12.1 Report from OPSBA Representatives (if required)
Trustee Jennekens noted that she and Trustee Scott had attended the
Ontario Public School Boards' Association (OPSBA's) Advocacy Day at
Queen's Park on 27 November 2023. The purpose of the event was to
reintroduce OPSBA's priorities to the government and opposition parties,
by providing an opportunity to increase and elevate awareness of OPSBA
and its advocacy role.
Trustee Jennekens provided an outline of the priority advocacy areas for
OPSBA.
12.2 OSTA Update (if required)
There was no report from the Ottawa Student Transportation Authority
(OSTA).
13. Board Work Plan
Chair Scott noted that the Board Work Plan was provided in the agenda package
for information.
In response to a query from Trustee Milburn on when the District will provide the
Board with metrics and measurement data, Director Buffone noted that a series
of reports that will include metrics is currently in progress. It is anticipated that
information presented to the Board in the future will contain metrics and
measurement data where possible.
7
14. Matters for Information
There were no matters for information.
15. New Business -- Information and Inquiries
There was no new business.
16. Adjournment
The meeting adjourned at 7:58 p.m.
Lynn Scott, Chair of the Board