HomeMy WebLinkAboutPartial Report - Ad Hoc Policy Review Committee_Jun20_2024 - EnglishAD HOC POLICY REVIEW COMMITTEE
PARTIAL REPORT
June 20, 2024, 5:30 pm
Zoom Meeting
Members:Alysha Aziz, Lyra Evans, Nili Kaplan-Myrth, Cathryne Milburn,
Lynn Scott
Non Voting Members:Donna Blackburn, Jennifer Jennekens, Anthony Wong
(OCASC), Calla Barnett (Parent Involvement Committee)
Staff and Guests Brett Reynolds (Associate Director of Education), Michèle
Giroux (Executive Officer, Corporate Services), James Proulx
(Executive Officer, Information Technology and Digital
Transformation), Sandy Owens (General Manager, Business &
Learning Technology), Engy Abdel Masieh (Policy Analyst),
Desirrea Meney (Policy Analyst), Susan Baker
(Board/Committee Coordinator)
1.Call to Order
Chair Milburn called the meeting to order at 5:34 p.m.
2.Acknowledgement of Territorial Lands
Chair Milburn acknowledged that this 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.Approval of the Agenda
Moved by Trustee Kaplan-Myrth,
THAT the agenda be approved.
Carried
5.Matters for Action:
5.1 Report 24-086, Revisions to Policies in Response to the Revised PPM
128, The Provincial Code of Conduct and the School Board Codes of
Conduct (M. Giroux)
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Your Committee had before it Report 24-086 seeking approval of
proposed revisions to Policy P.125.SCO School District Code of Conduct,
and Policy P.100.IT Appropriate Use of Information Technology to align
with the Ministry of Education's PPM 128, The Provincial Code of Conduct
and School Board Codes of Conduct.
Moved by Trustee Lyra Evans,
A. THAT the proposed revisions to Policy P.125.SCO School District
Code of Conduct, attached as Appendix A to Report 24-086, be
approved; and
B. THAT the proposed revisions to Policy P.100.IT Appropriate Use of
Information Technology, attached as Appendix B to Report 24-086,
be approved.
Moved Trustee Lyra Evans,
THAT debate and separate votes be taken on Parts A and B of the
motion.
Carried, friendly
Moved by Trustee Lyra Evans,
A. THAT the proposed revisions to Policy P.125.SCO School District
Code of Conduct, attached as Appendix A to Report 24-086, be
approved.
An amendment moved by Trustee Lyra Evans,
THAT “Ministry of Education and District Policies and procedures” be
removed from Section 5.1a) and replaced by a new Section 5.1b) to read
“Adhering to OCDSB and Ministry of Education Policies and Procedures”.
Defeated
An amendment moved by Trustee Lyra Evans,
THAT Section 6.7 “If a student or an employee or other person employed
by the District requires the use of a Personal Mobile Device as an
Accommodation under the Ontario Human Rights Code, the District shall
allow such an Accommodation to the point of undue hardship” not be
struck from Policy P.125.SCO.
Defeated
An amendment moved by Trustee Kaplan-Myrth,
THAT “up to the point of undue hardship” be added to Section 6.6(d).
Carried, friendly
Moved by Trustee Lyra Evans,
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A. THAT the proposed revisions to Policy P.125.SCO School
District Code of Conduct, attached as Appendix A to Report
24-086, be approved, as amended. (Attached as Appendix A)
Carried
Moved by Trustee Lyra Evans,
B. THAT the proposed revisions to Policy P.100.IT Appropriate Use of
Information Technology, attached as Appendix B to Report 24-086,
be approved.
There were no amendments to Part B of the motion.
Moved by Trustee Lyra Evans,
B. THAT the proposed revisions to Policy P.100.IT Appropriate
Use of Information Technology, attached as Appendix B to
Report 24-086, be approved. (Attached as Appendix B)
Carried
(Please refer to the Post-Meeting Minutes for a record of the discussion of
this agenda item.)
5.2 Report 24-090 Approval of Revisions to Policy P.051.GOV Director of
Education Performance Appraisal
Your Committee had before it Report 24-090 seeking approval of
proposed revisions to Policy P.051.GOV Director of Education
Performance Appraisal.
Moved by Trustee Lyra Evans,
THAT the proposed revisions to Policy P.051.GOV Director of Education
Performance Appraisal, attached as Appendix A to Report 24-090, be
approved.
An amendment moved by Trustee Lyra Evans,
THAT “following Board directives” be added to Section 4.08vi.
With the consent of the committee, the amendment was withdrawn by
Trustee Lyra Evans.
Moved by Trustee Lyra Evans,
THAT staff be directed to modify the language in Section 4.8 to reflect the
Ministry regulations.
Carried, friendly
An amendment moved by Trustee Lyra Evans,
THAT “in camera” be added to Section 4.14 (f).
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Carried, friendly
An amendment moved by Trustee Lyra Evans,
THAT “Vice-Chair” replace “at least one other member” in Sections 4.20
and 4.26.
Carried, friendly
An amendment moved by Trustee Lyra Evans,
THAT Section 4.09 be struck.
Defeated
Moved by Trustee Lyra Evans,
THAT the proposed revisions to Policy P.051.GOV Director of
Education Performance Appraisal, attached as Appendix A to Report
24-090, be approved, as amended. (Attached as Appendix C)
Carried
(Please refer to the Post-Meeting Minutes for a record of the discussion of
this agenda item.)
5.3 Report 24-082 Approval of Revisions to Policy P.005.GOV Board Member
and Student Trustee Expenses and Support Services (M. Giroux)
Your Committee had before it Report 24-082 seeking approval of
proposed revisions to Policy P.005.GOV Board Member and Student
Trustee Expenses and Support Services.
Moved by Trustee Scott,
THAT the revisions to Policy P.005.GOV Board Member and Student
Trustee Expenses and Support Services, attached as Appendix A to
Report 24-082, be approved.
An amendment moved by Trustee Scott,
THAT "Expenses for individual trustee travel, hospitality and meetings
shall comply with Procedure PR.529.FIN” be added to Section 2.3.
A sub-amendment moved by Trustee Lyra Evans,
THAT “Policy P.039.FIN replace “Procedure PR.529.FIN”.
Carried, friendly
An amendment moved by Trustee Scott,
THAT "Expenses for individual trustee travel, hospitality and meetings
shall comply with Policy P.039.FIN” be added to Section 2.3.
Defeated
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An amendment moved by Trustee Scott,
THAT “in writing” replace “through a notice of motion” in Section 2.9.
Carried, friendly
An amendment moved by Trustee Scott,
THAT "A trustee member of the Audit Committee who makes such an
appeal shall not participate in the committee's deliberations on the appeal
and shall not vote on the appeal” be added to Section 2.9.
Carried, friendly
An amendment moved by Trustee Scott,
THAT “The decision of the Audit Committee shall be final.” be added to
Section 2.9
Carried, friendly
An amendment moved by Trustee Lyra Evans,
THAT “and public transit” be added to Section 2.4 to follow “parking”.
Carried, friendly
An amendment moved by Trustee Lyra Evans,
THAT “within Ottawa” replace “and for long distance” in Section 2.4.
Carried, friendly
An amendment moved by Trustee Lyra Evans,
THAT a new Section 2.6 be added to read “No more than one out of
province or international conference may be expensed to the Board per
term of office, exempting the annual Canadian School Boards Association
conference.”
Defeated
An amendment moved by Trustee Lyra Evans,
THAT Section 2.19 be struck and replaced with “During a municipal
election year, between July 1st and the date of the election no trustee
expenses may be claimed exempting kilometerage. If the trustee is not
reelected, or chooses not to seek reelection, this prohibition continues
until the sitting of the new Board (November 14th) of that same year.”
A sub-amendment moved by Trustee Blackburn,
THAT “and cell phones” be added to follow “exempting kilometerage” in
Section 2.19”
Carried, friendly
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An amendment moved by Trustee Lyra Evans,
THAT Section 2.19 be struck and replaced with “During a municipal
election year, between July 1st and the date of the election no trustee
expenses may be claimed exempting kilometerage and cell phones. If the
trustee is not reelected, or chooses not to seek reelection, this prohibition
continues until the sitting of the new Board (November 14th) of that same
year.”
Defeated
An amendment moved by Trustee Blackburn,
THAT Section 2.25c) be struck and replaced with “Trustees shall not be
permitted to use their individual trustee expense account to place any
material in printed or digital newspapers or material on social media or
online.”
Defeated
An amendment moved by Trustee Scott,
THAT “to the first Board meeting in the school year for Board approval”
replace “at a fall Board meeting for Trustee approval” in Section 2.14.
Carried
An amendment moved by Trustee Scott,
THAT the following text be added to section 2.19 “shall not exceed twenty
percent (20%) of the annual budget allocation plus one hundred percent
(100%) of any carryforward from the previous fiscal year” replace “shall
not exceed twenty percent (20%) of the total of the annual budget
allocation plus any carry forward from the previous fiscal year”.
Carried, friendly
Moved by Trustee Kaplan-Myrth,
THAT the debate be closed.
Carried
Moved by Trustee Scott,
THAT the revisions to Policy P.005.GOV Board Member and Student
Trustee Expenses and Support Services, attached as Appendix A to
Report 24-082, be approved, as amended. (Attached as Appendix D)
Carried
(Please refer to the Post-Meeting Minutes for a record of the discussion of
this agenda item.)
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6.Matters for Discussion:
6.1 Report 24-072 Update on the Advisory Committee on Equity Policy
Review
Your Committee had before it for discussion Report 24-072 providing an
update on the Advisory Committee on Equity Policy Review.
Following discussion of this item and the lateness of the hour, it was
agreed that the discussion would be continued at the next meeting of the
Ad Hoc Policy Review Committee.
Moved by Trustee Scott,
That this further discussion of this item be deferred to the September
meeting of the Ad Hoc Policy Review Committee.
Carried
(Please refer to the Post-Meeting Minutes for a record of the discussion of
this agenda item.)
7.New Business – Information and Inquiries
(Please refer to the Post-Meeting Minutes for a record of the discussion of this
agenda item.)
8.Adjournment
The meeting adjourned at 9:17 p.m.
_________________________
Cathryne Milburn, Chair,
Ad Hoc Policy Review Committee
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