HomeMy WebLinkAbout05 Vision of Committee Structure 29 Oct 2010
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Vision of Committee Structure
Lynn Scott
29 October 2010
Meetings in BOLD would involve 12 trustees plus student trustees; meetings in ITALICS could
involve fewer trustees; statutory committees would involve numbe
or regulation.
Regular Board final decisions on any matter, as required, with recommendations
after in-depth discussion at COW meetings; consent agenda for all routine
reports, management issues requiring board ratification, etc.
Committee of the Whole monitoring reports on the impacts of previous policy decisions,
of previous budget decisions, student achievement, etc.; policy
budgetary and HR decisions
Work Sessions as required briefings on major topics to enlarge trustee understanding; majo
policy review and development; NOT meetings, as no decisions will be made; will need a chair
of facilitating plus staff support for recording, but number of ants could be anything from 3 to 12
trustees depending on topics
Consultation Meetings as required e.g., budget sessions for public information and input, public
input re accommodation decisions, public input re major policy i, could be structured as special
COW meetings or could be structured as public participation work
Week 1
Committee of the Whole (In Camera) 7:00-7:30
Committee of the Whole (Public) 7:30-10:00
Work Session or Consultation Meeting if required 7:00-10:00
Week 2
Committee of the Whole (In Camera) 7:00-7:30
Regular Board 7:30-10:00
SEAC (3 Trustees) 7:30-10:00 (minimum 10 meetings per year)
Week 3
Committee of the Whole (In Camera) 7:00-7:30
Committee of the Whole (Public) 7:30-10:00
Work Session or Consultation Meeting if required 7:00-10:00
Week 4
Committee of the Whole (In Camera) 7:00-7:30
Regular Board 7:30-10:00
Audit Committee (3 Trustees) 7:30-10:00 (minimum 3 meetings per year)
Parental Involvement Committee (1 Trustee) 7:30-10:00 (minimum 4 meetings per year)
Vision of Committee Structure
Lynn Scott - 29 October 2010
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To be determined:
Chairs for Committees
Chair + Vice-Chair + additional COW chairs and work session chairs
Or Chair + 2 Vice-Chairs + work session chair
Or Chair + 3 Vice-Chairs
Note: it appears that the vice-chair remuneration can be split (e.g., UCDSB elects 2 vice-chairs, and
divides the vice-chair honorarium between them 2/3 and 1/3)
Agenda Managemen t
Tremendous discipline will be required to develop a manageable w
constrain agendas to matters directly relating to board policies, budget and
board action (as opposed to operational issues requiring staff a
prepared to give to the chair or to an agenda management committee (e.g. chair + vice-chair(s) +
director)? Need to develop a fair process for handling individu
they are coordinated with the overall work plan. Need to coordinate and plan to make most efficient use
of staff time where staff presence is essential. Consent agenda could be used for receipt of reports, and
handling management (operational ) requests. Agenda prep meetings could possibly be held prior to a
Board or COW meeting twice per month, assuming a board-approved work plan for the year.
Annual work plan
existing policy or contract or availability of data. For exampl,
board improvement plan in October, accommodation decisions prior
year. If we are expected to review policies on a regular cycle,
year, and which ones will require some Work Session time before going to COW; which ones are urgent;
which ones are unlikely to require significant change; when do w
like the change to the student transfer policy. When do we expee
attendance management? When do we expect monitoring reports on
Meeting Management
To make the best use of time, debate will have to be very focuse
need training in focused debate, and chairs will have to be willing to manage time effectively. Are
interventions when off topic or overly lengthy?
A new approach to amendments and notices of motion would disallomendments that introduce a
with only by way of notice of motion to COW.
Could also require any motion or proposed amendment touching a pther creating a
new policy or revising an existing policy, to go through the pol
policy review work plan if not already there, or deal with at th
or group of policies.
All decisions on motions or amendments with budgetary impacts woul
context presented as associated information.
Beginning at 10:30, and every half-hour thereafter, require a motion supported by 2/3 of those
present to continue meeting for another 30 minutes.
Vision of Committee Structure
Lynn Scott - 29 October 2010
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Stakeholder Participation
Current structure for non-voting representatives probably would not work effectively with
committee structure. Could ask for written submissions on majorable to
respond to questions, or could request representation on specifi
try to maintain existing structure with some modification.
Delegations and Public Questions
Could consider replacing with a regular Citizen Participation opportunity (e.g., 3 minutes/speaker,
maximum 10 speakers or 30 minutes, at Board meetings only, same-day sign-up, first-come first-served).
Could consider restricting only to topics that are on the meeting agenda. Could consider restricting only
to topics that have not been the subject of special consultation meetings or consultation processes.
Would need also to expand opportunities for public input, e.g. t
supplemented by Public Consultation Meetings well advertised and on a wider variety of topics. For
example, in lieu of some Work Sessions, would hold a Consultatio
budget, accommodation review, secondary school review, significa
Vision of Committee Structure
Lynn Scott - 29 October 2010
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How could existing agenda items fit into a Board/COW/Work Session
structure?
From Business Services 13 Oct 2010 + long-range agenda
Kanata Accommodation Review Process/Timelines Work Session, COW Public, Board
Stittsville Accommodation Review Recommendations COW Public, Board
Policy Amendment re Decommissioning and Disposal of Surplus Boar part of the Policy
Review Cycle Work Session, COW Public, Board
Purchase of Portable Classrooms part of capital planning if compliant with a board-approved
capital plan, this would be a Management Request to Board (consent agenda)
Water Sampling and Testing Monitoring Report part of a larger monitoring report re facilities
quality and safety for students and staff COW Public
Energy Management Plan Conservation Savings Monitoring Report part of a larger monitoring
report re budget and achieving cost-efficiencies
Tuition Fees for 2010-2011 Management Request to Board (consent agenda)
Notice of Motion re designation of energy revenues part of Policy Review Cycle re distribution of
funds to schools and/or part of Budget Work Session, COW Public, Board
Facilities Renewal Funding Update Monitoring Report part of a larger monitoring report re
facilities quality and safety COW Public
Capital Plan Work Session, COW Public, Board
From Education Committee 21 Sept 2010 + October draft + long range agenda
Grade 12 French Proficiency Testing Monitoring Report part of a larger monitoring report on FSL
programming changes
School Effectiveness Framework Monitoring Report part of a larger monitoring report on school
improvement
School Fees Work Session, COW Public, Board could be part of Policy Review Cycle, or part of
Government Liaison efforts
Policy on Student Evaluation and Assessment normally part of the Policy Review Cycle Work
Session, COW Public, Board routine response to provincial changes could be treated as a Management
Request to Board (consent agenda)
Feasibility report re Swimming in Curriculum part of Policy Review Cycle or part of monitoring
report have to ask the question of how this fits with strategic goals a
Special Education Policy part of Policy Review Cycle Work Session, SEAC, COW Public, Board
From SP&P 14 Sept 2010 + 6 Oct + long range agenda
Compliance Audit Committee Management Request to Board (consent agenda)
Trustee Honoraria Policy Review Cycle COW Public, Board
Vision of Committee Structure
Lynn Scott - 29 October 2010