Loading...
HomeMy WebLinkAbout10c Report 06-181 Citizens’ Advisory Committee on Trustee HonorariaOTTAWA- CARLETON DISTRICT SCHOOL BOARD REVISED REPORT 12 September 2006 REVISED Report No. 06 -181 to the Special Board Meeting Re: Citizens' Advisory Committee on Trustee Honoraria ORIGINATOR: Lorne M. Rachlis, Director of Education/Secretary of the Board Michele Giroux, Executive Officer (Administration) PURPOSE: To recommend a structure for the membership of the Citizens' Advisory Committee on Trustee Honoraria and to establish the terms of reference for the Committee. BACKGROUND: 2. On August 9, 2006, the Board considered Report No. 06 -176 to the Special Board Re: Changes to Trustee Honoraria (Included as part of Appendix A). At that meeting, the Board approved the following motion: A. THAT the Board proceed immediately to establish a citizens' advisory committee on trustee honoraria for the 2005 -2006 school year and on trustee honoraria for the term of office beginning in December 2006, by the following process: i) That each school council be invited to nominate one parent member and one community representative member (if any) from that school council for consideration as members of the citizens' advisory committee on trustee honoraria, ii) That the Ottawa - Carleton Assembly of School Councils ( OCASC) be asked to recommend that staff be asked to recommend a geographically and demographically representative structure for the membership of the citizens' advisory committee, considering such factors as elementary /secondary, east /west /south/central, and /or urban/suburban/rural. If OCASC is not in a position to respond to the request, that staff be requested to recommend a structure as outlined, iii) That staff be directed to draw names from among those nominated until six potential members have been found to meet the requirements of Ontario Regulation 357/06 and the OCASC /staff recommendation on geographic /demographic structure, iv) That the recommended membership of the citizens' advisory committee on trustee honoraria be considered at the Special Board meeting of 28 August 2006, B. THAT the citizen's advisory committee report and recommend to the Board meeting of 12 September 2006 regarding trustee honoraria for the 2005 -2006 school year and for the first year of the term of office beginning in December 2006. This matter was scheduled for consideration at the August 28, 2006 Board meeting. However, due to time constraints, the item not discussed. In addition, the Ministry has since released new information about this regulation. As a result, this report has been revised and the timelines have been adjusted. The original report 06 -181 is attached as Appendix A. STATUS: 4. Nominations: On Friday, August 11, the Director of Education sent an electronic notice to all school council chairs to invite them to nominate one parent member and one community representative member who might be interested in participating on the Citizens' Advisory Committee on Trustee Honoraria. At the same time, an electronic notice was sent to all principals to request their assistance in communicating this message to their school council chair or designate. The deadline for nominations was Monday, August 21. On Tuesday, August 22, OCASC issued a news item on the invitation for nominations which did not indicate a deadline. As of Monday, August 28, eleven nominations had been received, six nominations for parent member candidates (two elementary, four secondary) and five nominations for community representative member candidates (three elementary, two secondary). The total of eleven nominations does not include one additional nomination (secondary) which was withdrawn due to timing issues. According to regulation, there must be three parent members and three community representative members on the committee and there are sufficient nominees to fulfill this requirement. 6. Committee Strnctnre: On Wednesday, August 16, OCASC Chair Elaine Morgan, after consultation with the OCASC Executive, advised that OCASC would not offer recommendations on a representative committee structure. The Board motion states that, if OCASC is not in a position to respond to the request, then staff is requested to recommend a representative committee structure. In light of the limited number of nominations received and the condensed timeframe available, two options are presented below. 7. Timeframes: The Board must approve an option for the committee structure. Following that, the Director will complete the draw and convene a meeting of the committee immediately. The committee will have until Wednesday, October 4, 2006 to complete its work. The Citizens' Advisory Committee on Trustee Honoraria should report and recommend to the Board meeting of Tuesday, October 10, 2006 regarding trustee honoraria for the 2005 -2006 school year and for the term of office beginning in December 2006. OPTION ONE: To provide an opportunity to elect a committee which is geographically and demographically representative, it is proposed that three combined trustee zones be established (Group One: Zones 1, 2, 3, 4, Group Two: Zones 5, 7, 10, 11, Group Three: Zones 6, 8, 9, 12) and, that two names be drawn at random from each of these groups until four elementary school representatives and two secondary school representatives are selected. Three of the candidates must be parent members and three of the candidates must be community representative members. The Director of Education, in the presence of OCASC representatives, would draw names from among those nominated until six potential members were found to meet the requirements of Ontario regulation 357/06 and the established geographic /demographic representative structure. 2 9. Should the Board proceed with OPTION ONE, in order to maintain the geographic /demographic representation, the community representative for Group One would be acclaimed (an elementary school representative) and the parent representative for Group Three would be acclaimed (a secondary school representative). The Director of Education would be required to draw one secondary school representative name from the pool of committee candidates. The remaining elementary school representatives would then be acclaimed to preserve the established demographic representation structure. 10. OPTION TWO: To ensure a more random process, it is proposed that three parent members and three community representatives be selected at random from the nominations received. The Director of Education, in the presence of OCASC representatives, would draw names from among those nominated until six potential members have been found to meet the requirements of Ontario Regulation 357/06. RECOMMENDATIONS Therefore, it is recommended that: A. The membership structure of the Citizens' Advisory Committee on Trustee Honoraria be established as provided in option two, B. The draft terms of reference be approved (Appendix B). C. The Director of Education be authorized to proceed with the selection of the committee and notify the successful nominees. D. The committee report on its findings at the meeting of Tuesday, October 10, 2006. Lorne M. Rachlis Director of Education/ Secretary of the Board 3 Appendix A OTTAWA- CARLETON DISTRICT SCHOOL BOARD 28 August 2006 Report No. 06 -181 to the Special Board Meeting Re: Citizens' Advisory Committee on Trustee Honoraria ORIGINATOR: Lorne M. Rachlis, Director of Education/Secretary of the Board Michele Giroux, Executive Officer (Administration) PURPOSE: 11. To recommend a structure for the membership of the Citizens' Advisory Committee on Trustee Honoraria and to establish the terms of reference for the Committee. BACKGROUND: 12. On August 9, 2006, the Board considered Report No. 06 -176 to the Special Board Re: Changes to Trustee Honoraria (Appendix A). At that meeting, the Board approved the following motion: A. THAT the Board proceed immediately to establish a citizens' advisory committee on trustee honoraria for the 2005 -2006 school year and on trustee honoraria for the term of office beginning in December 2006, by the following process: i) That each school council be invited to nominate one parent member and one community representative member (if any) from that school council for consideration as members of the citizens' advisory committee on trustee honoraria, ii) That the Ottawa - Carleton Assembly of School Councils ( OCASC) be asked to recommend that staff be asked to recommend a geographically and demographically representative structure for the membership of the citizens' advisory committee, considering such factors as elementary /secondary, east /west /south/central, and /or urban/suburban/rural. If OCASC is not in a position to respond to the request, that staff be requested to recommend a structure as outlined, iii) That staff be directed to draw names from among those nominated until six potential members have been found to meet the requirements of Ontario Regulation 357/06 and the OCASC /staff recommendation on geographic /demographic structure, iv) That the recommended membership of the citizens' advisory committee on trustee honoraria be considered at the Special Board meeting of 28 August 2006, B. THAT the citizen's advisory committee report and recommend to the Board meeting of 12 September 2006 regarding trustee honoraria for the 2005 -2006 school year and for the first year of the term of office beginning in December 2006. STATUS: 13. Nominations: On Friday, August 11, the Director of Education sent an electronic notice to all school council chairs to invite them to nominate one parent member and one community representative member who might be interested in participating on the Citizens' Advisory Committee on Trustee Honoraria. At the same time, an electronic notice was sent to all principals to request their assistance in communicating this message to their school council chair or designate. The deadline for nominations was Monday, August 21. On Tuesday, August 22, OCASC issued a news item on the invitation for nominations which did not indicate a deadline. 14. As of Thursday, August 24, six nominations for parent member candidates (two elementary, four secondary) and only two nominations for community representative member candidates (one elementary, one secondary) have been received. According to regulation, there must be three parent members and three community representative members on the committee. 15. Committee Strnctnre: On Wednesday, August 16, OCASC Chair Elaine Morgan, after consultation with the OCASC Executive, advised that they would not offer recommendations on a representative committee structure. The Board motion states that, if OCASC is not in a position to respond to the request, then staff is requested to recommend a representative committee structure. Two viable options are presented below. 16. OPTION ONE: To provide an opportunity to elect a committee which is geographically and demographically representative, it is proposed that three combined trustee zones be established (Group One: Zones 1, 2, 3, 4, Group Two: Zones 5, 7, 10, 11, Group Three: Zones 6, 8, 9, 12) and, that two names be drawn at random from each of these groups until four elementary school representatives and two secondary school representatives are selected. Three of the candidates must be parent members and three of the candidates must be community representative members. The Director of Education, in the presence of OCASC representatives, will draw names from among those nominated until six potential members have been found to meet the requirements of Ontario regulation 357/06 and the established geographic /demographic representative structure. Under this option, the deadline for nominations for the Citizens' Advisory Committee on Trustee Honoraria should be extended to Thursday, September 7, 2006 to provide more time for candidate nominations, the proposed membership of the Citizens' Advisory Committee on Trustee Honoraria should be considered at the Board meeting of September 12, 2006 and, the Citizens' Advisory Committee on Trustee Honoraria should report and recommend to the Board meeting of September 26, 2006 regarding trustee honoraria for the 2005 -2006 school year and for the first year of the term of office beginning in December 2006. 17. OPTION TWO: To preserve timelines established by the Board on August 9, it is proposed that three parent members be selected at random from the nominations received to date and, an urgent notice be issued to all school council chairs, principals, and OCASC to call for additional nominations for community representative members. The new deadline for nominations will be Wednesday, August 30. The Director of Education, in the presence of OCASC representatives, will draw names from among those nominated until six potential members have been found to meet the requirements of Ontario Regulation 357/06. Under option two, the deadline will not need to be extended and the Citizens' Advisory Committee on Trustee Honoraria will report and recommend 5 to the Board meeting of September 12, 2006 regarding trustee honoraria for the 2005 -2006 school year and for the first year of the term of office beginning in December 2006. RECOMMENDATIONS Therefore, it is recommended that: E. The membership structure of the Citizens' Advisory Committee on Trustee Honoraria be established under option two, F. The draft terms of reference be approved (Appendix B). Lorne M. Rachlis Director of Education/ Secretary of the Board Appendix B OTTAWA - CARLETON DISTRICT SCHOOL BOARD DRAFT - TERMS OF REFERENCE Citizens' Advisory Committee on Trustee Honoraria Chair: A member of the committee elected at the first meeting by the committee members. Secretary: Norah Vollmer, Coordinator, Policies and Procedures. Membership: 1. Three parent members of a school council, 2. Three community representatives who are members of a school council. Quorum: A majority of the appointed members. Mandate: 3. To review: (a) the base amount, enrolment amount, attendance amount, and distance amount components of the trustee honoraria for the term of office beginning December 1, 2006 and, (b) the amount of the trustee honoraria for the period September 1, 2005 to November 30, 2006, To make recommendations to the Board regarding: (a) an amount for the base amount, attendance amount, and distance amount for a member for each year of the term of office beginning December 1, 2006 and a percentage of the enrolment amount limit to be paid to a member for each year of the term of office beginning December 1, 2006 and, (b) an amount for the honorarium for the member or former member for the period September 1, 2005 to November 30, 2006. Reporting: The committee will report and recommend to the Board regarding trustee honoraria for the 2005 -2006 school year and for the term of office beginning December 2006. Meetings: On an as- needed basis. Appointment Process: 5. School councils and school principals shall be invited to nominate parent members and community representative members from that school council for consideration as members. OPTION ONE: 6. To provide an opportunity to elect a committee which is geographically and demographically representative, three combined trustee zones will be established (Group 1: Zones 1, 2, 3, 4, Group 2: Zones 5, 7, 10, 11, Group 3: Zones 6, 8, 9, 12) and two names will be drawn at random from each of these groups until four elementary school representatives and two secondary school representatives have been selected. 7. The Director of Education, in the presence of OCASC representatives, will draw names until six potential members have been found to meet the Citiiens ' Adi,isort, Committee on Trustee Honoraria Appendix B OTTAWA - CARLETON DISTRICT SCHOOL BOARD DRAFT - TERMS OF REFERENCE requirements of Ontario regulation 357/06 and the established geographic /demographic representative structure. OPTION TWO 8. Three parent member names and three community representative member names will be drawn at random from the nominations received. The Director of Education, in the presence of OCASC representatives, will draw names until six potential members have been found to meet the requirements of Ontario regulation 357/06. NOTE: The Terms of Reference m411 be amended according to the Board decision on Report 06 -181. Citiiens ' Adi,isort, Committee on Trustee Honoraria