HomeMy WebLinkAbout11.3 Ad Hoc Policy Review Committee Report, 7 December 2023
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AD HOC POLICY REVIEW COMMITTEE
December 7, 2023, 5:30 pm
B400
Members: Donna Blackburn, Lyra Evans, Cathryne Milburn, Lynn Scott
Non Voting Members: Amanda Presley (electronic communication), Pino Buffone Pino
Buffone (Director of Education), Brett Reynolds (Associate
Director of Education), Michèle Giroux (Executive Officer of
Corporate Services), Paula Hall (Superintendent of People,
Culture and Leadership), Richard Sinclair (General Counsel),
Julie Cyr (General Manager, Early Learning), Engy Abdel
Masieh (Policy Analyst), Desirrea Meney (Policy Analyst), Ryan
Doucette (Advisory Committee on Equity), Calla Barnett (Parent
Involvement Committee), Nicole Guthrie (General Manager,
Board Services), Darren Gatley (Senior Board Coordinator)
1. Call to Order
Director Buffone called the meeting to order at 5:33 p.m.
2. Acknowledgement of Territorial Lands
Director Buffone acknowledged that the meeting is taking place on unceded
Algonquin Homelands and thanked the Algonquin Nations for hosting the
meeting on their land.
3. Approval of the Agenda
Moved by Trustee Lyra Evans,
THAT the agenda be approved.
Moved by Trustee Scott,
THAT item 3. Election of the Chair be moved to item 5.2 of the agenda.
Carried
Moved by Trustee Lyra Evans,
THAT the agenda be approved, as amended.
Carried
4. Declarations of Interest
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No declarations of interest were filed.
5. Matters for Action:
5.1 Report 23-078 Approval of the Amalgamation of Extended Day and Child
Care Programs Policies (B. Reynolds)
Your Committee had before it Report 23-078 seeking to approve the
proposed amalgamation of Policy P.035.SCO Extended Day Programs
and Policy P.059.SCO Child Care Programs in Schools.
Moved by Trustee Blackburn,
A. THAT the proposed amalgamated policy P.035.SCO Extended Day
and Child Care Programs, attached as Appendix A to Report 23-
078, be approved; and
B. THAT the standing policy P.059.SCO Child Care Programs in
Schools, attached as Appendix B to Report 23-078, be rescinded.
In response to a query whether the amalgamation of Extended Day and
Child Care Program Policies would impact early learning programs, staff
noted that this amalgamation would make it easier for the Ottawa-Carleton
District School Board (OCDSB) to begin the process to open new
programs. Staff noted that there is a specific process to establish child
care programs under the new Canada Wide Early Learning and Child
Care Agreements. The city manager responsible for early learning and
child care decides when programs can open based on sufficient provincial
funding to help subsidize some of the costs for children aged 0 to 6,
including the OCDSB kindergarten program. Staff added that to operate a
program, a sufficient number of children must be enrolled in the program
to maintain viability. The current program requirement is that there are 20
children enrolled full time a.m. and p.m. City programs, such as the
recreation programs, have different legislative requirements, including
different enrolment ratios and fee structures from the provincial program
that can operate more effectively in certain locations. Staff added that the
amalgamation of the policies enables the District to be proactive and is
better aligned with Ministry requirements.
In response to a query, staff noted that the amalgamation of the policies
would not impede the current agreements with the City’s recreation
programs.
Moved by Trustee Blackburn,
A. THAT the proposed amalgamated policy P.035.SCO Extended
Day and Child Care Programs, attached as Appendix A to
Report 23-078, be approved (Attached as Appendix A); and
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B. THAT the standing policy P.059.SCO Child Care Programs in
Schools, attached as Appendix B to Report 23-078, be
rescinded (Attached as Appendix B).
Carried
5.2 Election of the Chair
Director Buffone reviewed the election process.
Director Buffone called for nominations.
Trustee Lyra Evans nominated Trustee Milburn.
Trustee Scott nominated Trustee Blackburn.
Moved by Trustee Lyra Evans,
THAT nominations be closed.
Carried
Following an election and subsequent card draw, Director Buffone
declared Trustee Milburn as the Chair of the Ad Hoc Policy Review
Committee.
5.3 Notice of Motion re. Possible Amendments to Policy P.005.GOV Board
Member and Student Trustee Expenses and Support Services, Trustee
Scott
Notice of motion having been given in keeping with section 12.9 of the
Board’s By-Laws and Standing Rules, Trustee Scott moved as follows:
Moved by Trustee Scott,
THAT Staff bring forward Policy P.005.GOV Board Member and Student
Trustee Expenses and Support Services for review by the Ad Hoc Policy
Committee and consideration of the following possible amendments:
To amend Section 2.2
The Board shall set aside annually a budget allocation for each member of
the Board and student trustee to cover expenses incurred by the member
while carrying out his/her duties as a member of the Board. This amount
shall be equal for each member of the Board and student trustee.
To read
The Board shall set aside annually a budget allocation for each Board
member position and student trustee position to cover expenses
incurred by the incumbent while carrying out their duties as a Board
member or student trustee. This amount shall be equal for each Board
member position and student trustee position.
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To amend Section 2.18
For the fiscal year in which a municipal election occurs, funding available
for individual Board members and for the Board Development Fund shall
be pro-rated for the period from 1 September to the end of the Board’s
term of office (14 November) and from the beginning of the new Board’s
term of office to 31 August of the following year (15 November).
To read
For the fiscal year in which a municipal election occurs, during the period
from 1 September to the end of the Board’s term of office (14
November), permissible expenditures by an incumbent Board
member and permissible expenditures from the Board Development
Fund shall not exceed twenty percent (20%) of the total of the annual
budget allocation plus any carryforward from the previous fiscal
year.
To amend Section 2.23
Board members and student trustees shall not donate funds or gifts from
their individual budget allocations to community groups, charities, schools,
school councils, political campaigns, or political parties.
To read
Board members and student trustees shall not donate funds or gifts
purchased with funds from the annual budget allocations for their
positions to any organizations or individuals, including community
groups, charities, schools, school councils, students, student
organizations, political campaigns or political parties.
To add a new section following Section 2.23
Board members and student trustees shall not use funds from the
annual budget allocations for their positions for the purpose of self-
promotion. Self-promotion includes advertising for personal financial
gain, the production and distribution of novelty items that contain
the Board member’s name (e.g., personalized pens, pencils,
magnets, keychains, banners, signs, plaques, balloons, etc.), and
public communications that contain only Board member identifiers
or contact information without any substantive information (e.g.,
details about the operations of the OCDSB, its programs, upcoming
special events, new OCDSB initiatives). Business cards and
newsletters are not considered to be self-promotion.
Trustee Scott noted the importance of making adjustments to Policy
P.005.GOV in order to clarify how funds are tied to the position, rather
than individuals. She noted that some school districts prohibit self -
promotion use with Board funds as this could have ethical governance
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concerns. She noted that one amendment would limit how much funding
could be carried forward by trustees.
During the discussion and in response to queries, the following information
was provided:
Trustee Blackburn expressed the view that trustees should not be
self promoting, especially approaching an election;
The 20% limit on permissible expenditures by an incumbent Board
member and permissible expenditures from the Board
Development Fund during a municipal election year should remain
as trustees seeking re-election may incur related expenses; and
Staff noted that the policy would be brought forward at a future
meeting for Board approval.
Moved by Trustee Scott,
THAT Staff bring forward Policy P.005.GOV Board Member and
Student Trustee Expenses and Support Services for review by the Ad
Hoc Policy Committee and consideration of the following possible
amendments:
To amend Section 2.2 to read as follows:
The Board shall set aside annually a budget allocation for each
Board member position and student trustee position to cover
expenses incurred by the incumbent while carrying out their duties
as a Board member or student trustee. This amount shall be equal
for each Board member position and student trustee position.
To amend Section 2.18 to read as follows:
For the fiscal year in which a municipal election occurs, during the
period from 1 September to the end of the Board’s term of office (14
November), permissible expenditures by an incumbent Board
member and permissible expenditures from the Board Development
Fund shall not exceed twenty percent (20%) of the total of the annual
budget allocation plus any carryforward from the previous fiscal
year.
To amend Section 2.23 to read as follows:
Board members and student trustees shall not donate funds or gifts
purchased with funds from the annual budget allocations for their
positions to any organizations or individuals, including community
groups, charities, schools, school councils, students, student
organizations, political campaigns or political parties.
To add a new section following Section 2.23
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Board members and student trustees shall not use funds from the
annual budget allocations for their positions for the purpose of self-
promotion. Self-promotion includes advertising for personal financial
gain, the production and distribution of novelty items that contain
the Board member’s name (e.g., personalized pens, pencils,
magnets, keychains, banners, signs, plaques, balloons, etc.), and
public communications that contain only Board member identifiers
or contact information without any substantive information (e.g.,
details about the operations of the OCDSB, its programs, upcoming
special events, new OCDSB initiatives). Business cards and
newsletters are not considered to be self-promotion.
Carried
6. Matters for Discussion:
6.1 Report 23-081 Tier 2 Revisions to Policy P.024 Employee Conflict of
Interest (P. Hall)
Your Committee had before it Report 23-081, seeking input on the
proposed revisions to Policy P.024.HR Employee Conflict of Interest.
During the discussion and in response to queries, the following information
was provided:
Staff will ensure that the policy clearly indicates that it does not
apply to trustees;
The currently worded definition of “conflict of interest” within the
policy should be considered by the context of personal
considerations, such as identity, and if these other considerations
would be captured within other policies such as the Equit able Hiring
policy or Human Rights policy. It was suggested that there may be
aspects not included in this policy;
Staff noted that the office of the Human Rights and Equity Advisor
(HREA) was involved in the development of this policy and that
staff will review if there should be additions;
Staff added that this policy would work in parallel with other
policies;
Staff noted that they are developing the policy to ensure that
personal considerations do not compromise the judgment of
decision makers;
Staff will review and clarify the intent of “personal interest” within
the context of the scope of the policy;
Staff understand that the reference to “reasonableness” in the
policy as the reasonable apprehension of bias, which is the legal
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standard in relation to conflicts of interest; however, staff will reflect
on this further before the final version in shared for approval at a
future meeting;;
Staff have considered creating a public central definitions
document as opposed to including definitions within each policy;
however, after a thorough review, have decided to move away from
a central repository of definitions;
It was suggested that definitions of "personal" and “personal
interest” should be clarified to avoid confusion;
Staff noted that this policy aims to set the parameters to address all
types of conflict of interest and the specifics of how to deal with a
particular interest, such as financial conflict of interest including
sponsorship, will be addressed by the connected policies. Staff
noted that they will consider which connected policies will be
included in the final version;
It was suggested that staff could look at a qualitative and
quantitative approach when bridging the policy and the procedure;
and
Staff noted that the information from this discussion will help in the
development of the procedure which will address the technical
components and nuances in managing conflicts of interest.
6.2 Report 23-082 New Strategic Risk Management Policy (R. Sinclair)
Your Committee had before it Report 23-082, seeking input on the draft
Policy P.143.GOV Risk Management.
During the discussion and in response to queries, the following information
was provided:
Staff noted that they will consider extending the timeline for
community consultation of this policy as the month of December
may reduce engagement opportunities;
Staff noted that reference to safety would be included in section 4.3
of the draft policy under “educational risk” which would address
how services are provided to students and how it affects student
safety. Staff noted that this could be clarified within the policy;
It was suggested that safety risks for both students and staff should
be included;
It was suggested that risk can also be a potential opportunity and
that staff should consider this while maintaining caution when
reviewing risk;
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Director Buffone noted that safety and the use of risk to guide
decision making could be encapsulated and clarified within the
guiding principles of the policy;
A broad colour code for internal use such as green, amber, and red
could be utilized for staff to manage the status of projects or to
provide other insights;
The procedure will outline status measures. The risk register is
intended to be reviewed regularly.
Inaction can carry similar risk to action and these uncertainties
should be considered; and
Staff noted that this policy can be shared with the Audit Committee.
7. New Business -- Information and Inquiries
In response to a query regarding the student trustee’s request for an artificial
intelligence (AI) policy, staff noted that they met with the student trustees and
that it was determined that an AI policy would not be presented during the current
school year. It was noted that staff may be able to work through some questions
regarding AI and may be able to address some of their concerns by the end of
the school year.
Director Buffone noted that he plans to attend a professional development (PD)
session on AI in the spring of 2024. He added that managing AI in schools is a
work in progress and that he will bring this back to trustees and senior staff.
Director Buffone added that he is working with staff to manage the use of AI in
schools. He noted that staff were asked to consider the potential positive
utilization of the technology and that any new technology should not be banned,
but rather consider the potential usage.
7.1 Memo 23-078 Trustee Pregnancy and Parental Leave Policy
In response to a query, staff noted that the Trustee Pregnancy and
Parental Leave Policy will be presented to the Committee on 8 February
2024.
8. Adjournment
The meeting adjourned at 6:53 p.m.
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Cathryne Milburn, Chair, Ad Hoc Policy Review Committee