HomeMy WebLinkAboutChairs' Committee Report 2 25 Jan 2006 Minutes PublicOTTAWA- CARLETON DISTRICT SCHOOL BOARD
TO: The Board
REPORT NO. 2, CHAIRS' COMMITTEE
DATE: 25 January 2006
A meeting of the Chairs' Committee was held this evening commencing at 7:30 p.m.
in the Trustees' Committee Room, 133 Greenbank Road, Ottawa, with Trustee Lynn Graham in
the Chair, and the following also in attendance:
TRUSTEE MEMBERS:
Riley Brockington, Alex Getty, Greg Laws and Lynn Scott
OTHER TRUSTEES:
Bronwyn Funiciello, Margaret Lange, Jim Libbey, David Moen and
Joan Spice
STAFF:
Laura McAlister, Superintendent of Curriculum (Acting Director)
Isabel Millington, Executive Officer (Instruction)
Michele Giroux, Executive Officer (Administration)
Maggie Melenhorst, Manager, Communications and Information
Services
Sharlene Hunter, Communications Coordinator
Bruce Fraser, Committee Coordinator
STUDENT TRUSTEES:
Kate Genest and Ian Kasper
LEGAL COUNSEL:
Roger Mills
NON - VOTING
REPRESENTATIVES: Frank Cserepy, Ottawa - Carleton Assembly of School Councils
(OCASC)
Hal Grossner, Special Education Advisory Committee (SEAL)
David Steele, Student Trustee Advisory Committee (STAG)
1. Call to Order
Chair Graham called the meeting to order at 7:30 p.m.
2. Approval of Agenda
On a motion by Trustee Spice the agenda was approved as circulated.
3. Public Question Period
There were no public questions.
Chairs' Committee 1 25 January 2006
Student Trustee Presentation
Student Trustees Genest and Kasper presented a report from the Ontario Student Trustees'
Association - Association des eleves conseillers et conseilleres de 1'Ontario (OSTA -AECO) entitled
The Student Trustee Today, and Tomorrow.
Student Trustee Genest provided a summary of the key areas of the report, viz., responsibility,
integration, resources and elections /term of office. She noted that the report provides an overview of
the interpretation of legislation regarding student trustees throughout the province. As the result of the
input gathered for the report, OSTA -AECO has made the following eight recommendations to the
Minister of Education:
THAT new legislation be introduced granting Student Trustees the power to fully
participate at the board table including the power to vote and make motions.
2. THAT the Education Act be amended to provide Student Trustees access to
portions of in- camera meetings where the issue of school closures, or other issues
not providing a conflict of interest for the student, will be discussed.
THAT the Education Act, Regulation 461/97 be amended to replace the title
`pupil representative' with the title `Student Trustee'.
4. THAT the Education Act be amended to include, under Ontario Education Act
Regulation 461/97, guiding principles which would ensure that:
a. All of the Ministry of Education's grant funding for the business and
operations of Student Trustees flow directly to their expense account(s).
b. All Student Trustees receive a scholarship, half the amount and level of
honoraria received by the members of the board at the completion of
their term.
c. Student Trustees have equal access to all board resources as exists for
regular members of the board.
5. THAT the Education Act be amended to include, under Regulation 461/97,
Section 3, Subsection 3, the requirement for boards to set in their Student Trustee
policy the implementation of a student advisory committee made up of students
from across the board.
6. THAT the Education Act be amended under Regulation 461/97, Section 2,
Subsection 1, to set a limit for the number of Student Trustees to three.
THAT the Education Act be amended under Regulation 461/97, Section 3,
Subsection 1, to remove the words `or by appointment' to ensure that Student
Trustees are selected through democratic means by their peers.
THAT the Education Act be amended under Regulation 461/97, Section 3,
Subsection 2, to remove the words `or appointment' to ensure that Student
Trustees are selected through democratic means by their peers, as well as to
change the date to which Student Trustees must be elected from June 30 to May
30 to ensure that Student Trustees are able to receive the appropriate level of
orientation before taking office.
Chairs' Committee 2 25 January 2006
In response to a query regarding the OCDSB, Student Trustee Genest acknowledged that
student trustees of this Board are permitted to speak and provide input, but stated that participation is
not consistent across Ontario.
In response to a query regarding student trustee participation in in- camera portions of meetings,
the student trustees noted that it is difficult to determine when they should be permitted to participate,
as the subject matter discussed is currently not available to them. They submitted that while they do not
need to participate in negotiation discussions for example, they should be permitted to participate in
meetings in which background information on an issue may be available that would assist them to
provide a student perspective.
Trustee Getty suggested that OSTA -AECO should develop a clear position paper on the subject
of access to in- camera meetings.
Trustee Graham thanked the student trustees for their presentation and noted that further
discussion of student trustee participation at meetings would take place later in the meeting.
Preliminary Strategy for Implementation of Trustee Priorities
Your Committee had before it staff report No. 06 -019 regarding the development of a
preliminary strategy for implementation of trustee priorities.
Executive Officer (Administration) Giroux noted that following the establishment of local
and provincial trustee priorities, noted below, staff was to develop an implementation strategy for
trustees' consideration.
Local Priorities:
1. trades and technology initiatives
2. district wide capital plan
3. secondary school program review
4. setting the stage for strategic planning by the next Board
Provincial Priorities:
1. Immediate action to bring to the attention of the provincial government the
urgency of the budgetary situation faced by the Ottawa - Carleton District School
Board and to propose that student funding for 2006 -2007 and future years reflect:
a) implementation of the Rozanski recommendations,
b) revisions to the transportation funding formula to ensure equity among all
boards and especially between public and Catholic co- terminous boards, and
c) standards and associated funding to meet the needs of special education
students.
2. The enhancement of Board governance including authority and autonomy
It was recognized that local and provincial priorities would require different strategies as
the four local issues involve mostly on -going work across the district while the external priorities
would require direct political action. Ms. Giroux noted that senior staff has scheduled a planning
session which will include discussions of short and long term mandates and invited trustees to
submit input to her office.
Chairs' Committee 3 25 January 2006
Strategies for external priorities will include a position paper on funding issues, a letter to
the Premier and Minister regarding budget issues, the advancement of budgetary concerns and a
letter regarding Board governance, remuneration and local autonomy. She advised that work is
underway in a number of areas and that staff is attempting to arrange a presentation to the
Standing Committee on Finance and Economic Affairs in Cornwall on Friday, 27 January 2006.
In addition, a draft submission will be circulated to trustees for comments which will then be
submitted to the Committee in advance of the 2 February 2006 deadline.
Trustee Moen expressed the view that submitting letters to the Minister has not been very
successful in the past and that alternate strategies such as discussions with political contacts or the
hiring of a professional lobbyist to influence public opinion should be employed.
Trustee Libbey noted the Toronto Sun newspaper article regarding the use of a lobbying
firm by school boards in Toronto. He pointed out that should the Toronto boards be successful in
lobbying the Minister for additional funds, their success could be to the detriment of school
boards in Ottawa. Trustee Libbey expressed support for trustees to raise concerns with individual
political contacts and to work with other school boards to raise awareness of funding issues
across the province through the use of detailed analysis.
Trustee Scott expressed concern with the hiring of a lobbyist as using funds for anything
not directly related to schools could be perceived negatively by the general public. She expressed
the view that the Board should continue to lobby the Minister and other politicians by targeting
items with immediate focus and using strategies tailored to each particular audience.
Trustee Getty expressed the view that efforts to influence the Minister should be done by
the Board and not by individual trustees. He noted that, because the government is aware of the
issues, the Board should continue its efforts to focus on areas which require improvement, but
also acknowledge improvements that have already been made. Trustee Getty submitted that the
Board should express its concern with the poor communication from the government with respect
to the consultation process of the Standing Committee on Finance and Economic Affairs.
Trustee Scott moved THAT the Ottawa - Carleton District School Board send the Standing
Committee on Finance and Economic Affairs a short written submission, including a table of
major gap numbers and some measure of realistic dollar suggestions to recommend how the
provincial budget should be shaped.
Trustees generally agreed that a presentation to the Standing Committee on Finance and
Economic affairs would be useful.
The motion was carried. On a motion by Trustee Scott therefore, your Committee
recommends:
THAT the Ottawa - Carleton District School Board send the Standing Committee on
Finance and Economic Affairs a short written submission, including a table of major gap
numbers and some measure of realistic dollar suggestions to recommend how the
provincial budget should be shaped.
Recommendation approved at
30 January 2006 Board meeting
Chairs' Committee 4 25 January 2006
Student Trustee Participation at Board Meetings
Your Committee had before it the following information items for discussion regarding
the issue of student trustee participation at committee and Board meetings:
1. Information provided by Joan Melancon, Assistant Secretary of the Board on the
history of the student vote dated 12 December 2005,
2. Memo from the Assistant Secretary of the Board to trustees, stating that the student
trustees will be able to present their views prior to the Chair noting that the
recommendation from a committee is a consent item,
3. Excerpt from the 16 December 2003 Board Minutes and supporting documentation,
(notice of motion, Policy P.0I TGOV, presentation by Ottawa - Carleton Student
Presidents' Council, and delegation by Mike Sornberger),
4. Excerpt of the minutes of the 17 March 2003 Meeting of Trustees,
5. Report to OCDSB Trustees by Mike Sornberger and Kyle Marsh dated 17 March
2003,and
6. Ontario Public School Boards' Association comments on The Role and
Responsibilities of Student Trustees.
Notice having been given, Trustee Spice moved as follows:
WHEREAS, the Board recognizes the important role of our student trustees and the
Student Trustee Advisory Committee (STAG) in representing the views of students at
Board Committees and Board and in informing students about Board decisions,
WHEREAS, the Board wishes to ensure that the contributions of student trustees and
STAC are facilitated to maximize their effectiveness to support student learning,
WHEREAS, as stated in the Ontario Public School Boards' Association's paper on "The
Role and Responsibilities of Student Trustees" (December 2005), the "democratic
governance structure of school boards" reflects the "universal principle" that "all of a
society has a stake in the education of its youth" and that only "duly elected trustees have
the role of representing the entire community" and are accountable to that community
"through the ballot ",
WHEREAS, a student trustee binding vote would be contrary to this democratic
principle, would result in double representation and would raise issues about a "parent"
vote or a vote from other legitimate stakeholder groups,
THEREFORE BE IT RESOLVED,
A. THAT the OCDSB confirm its commitment to ensuring an effective role for
student trustees, enhancing the voice of students and considering proposals from
student trustees and the Student Trustee Advisory Committee (STAG) to further
these objectives, and
B. THAT the Chair write to the Minister of Education to indicate the Board's
opposition to the adoption of a binding student trustee vote.
Chairs' Committee 5 25 January 2006
Trustee Spice expressed support for student trustees but submitted that democracy is the
fundamental issue involved in providing or not providing student trustees with a binding vote.
She noted that trustees are accountable to the electorate to represent all stakeholders, not just
students, and that she could not support the idea of a binding vote for student trustees within the
current system.
A motion by Trustee Laws to defer the motion to a future Chairs' Committee meeting to
provide time to study the issue was defeated.
Frank Cserepy noted that while the Ottawa - Carleton Assembly of School Councils
(OCASC) supports and values student trustee participation it does not support them receiving a
binding vote or honorarium. He suggested that if student trustees acquire either a vote or
honorarium that the same would have to be considered for other non - voting groups.
Student Trustee Kasper clarified that OSTA -AECO is recommending a scholarship not
an honorarium. The student trustees expressed the view that they are accountable to the student
electorate and because students are the reason the Board exists, it is reasonable to provide these
major stakeholders with a voice on the Board.
Trustee Moen noted that providing student trustees with a binding vote would override
the legal age limit for voting or change the democratic process, as a student trustee over the age
of majority could technically have two votes at the Board table. He submitted that while the
opportunity to hear the voice of student trustees is essential, providing a binding vote is not
appropriate.
Student Trustee Genest noted that the Minister of Education's main initiative is student
success and expressed the view that Minister Kennedy believes a binding vote is appropriate as it
would raise the profile of student trustees and demonstrate to students that they do have input into
the education system.
Trustee Brockington noted that Nathan Lachowsky, President of OSTA -AECO, indicated
to him that only a small number of students were polled with regards to the position paper on
student trustees and that the impetus for the paper was to standardize the treatment of student
trustees across Ontario. Trustee Brockington noted that constituents are not in support of a
binding vote for students and submitted that other non - voting representatives could use similar
arguments to gain a binding vote.
Trustee Laws noted that in 1994, the Royal Commission on Learning made several
recommendations including, that all boards have at least one student member entitled to vote on
all Board matters and that a Student and Youth Council be created.
Trustee Scott moved in amendment THAT "to advise him of the mechanisms in place in
the Ottawa - Carleton District School Board to support an effective role for student trustees" be
added at the end of Part B.
A sub - amendment by Trustee Moen THAT Part B be divided into parts i) the Board's
opposition to the adoption of a binding student trustee vote, and ii) to advise him of the
mechanisms in place in the Ottawa - Carleton District School Board to support an effective role for
student trustees, was accepted as friendly.
Chairs' Committee 6 25 January 2006
The amendment as sub - amended was carried.
Trustee Libbey noted that providing a binding vote is the ultimate voice at the Board
table and that a student vote could determine the outcome of a close vote on an issue. Trustee
Libbey noted that while democracy can be complicated he would not support providing a binding
vote at this time.
Student Trustee Genest expressed the view that providing a binding vote would result in
student trustees being more involved in their respective roles. She submitted that, as students are
the ones mainly affected by decisions at the Board table they should be given a voice, especially
where trustees' positions on an issue vary significantly.
In wrap -up Trustee Spice noted that the Minister has requested input on the concept
under discussion but has not provided any context. She expressed the view that while there are
many arguments on both sides of the issue, in the current political system, a binding vote for
student trustees is not appropriate.
The motion, as amended, was carried. On a motion by Trustee Spice therefore, your
Committee recommends:
A. THAT the Ottawa - Carleton District School Board confirm its commitment to
ensuring an effective role for student trustees, enhancing the voice of students
and considering proposals from student trustees and the Student Trustee
Advisory Committee (STAG) to further these objectives, and
B. THAT the Chair write to the Minister of Education to indicate:
i) the Board's opposition to the adoption of a binding student trustee vote, and
ii) to advise him of the mechanisms in place in the Ottawa - Carleton District
School Board to support an effective role for student trustees.
2006 -2007 School Year Calendar
Due to the time sensitivity of this issue, it was agreed to move discussion of this item to
earlier on the agenda.
Your Committee had before it staff report No. 06 -014 seeking Board approval of the
proposed 2006 -2007 School Year Calendar.
Executive Officer (Instruction) Millington noted that a School Year Calendar
Consultative Committee was convened to develop a 2006 -2007 school year calendar in
accordance with Board and Ministry of Education requirements. A draft calendar was distributed
for consultation and following a meeting of the consultative committee to consider input from the
various stakeholders a recommended calendar (Appendix B of report 06 -014) was developed.
Recommendation approved at
30 January 2006 Board meeting
Chairs' Committee 7 25 January 2006
In response to a query by Trustee Brockington, staff confirmed that consideration could
be given to starting the school year in August in order that final exams be completed during
cooler weather.
Trustee Getty moved the recommendation in the staff report.
In response to a concern by Trustee Funiciello with respect to early dismissal days,
Executive Officer (Instruction) Millington noted that the Committee did not discuss the
placement of possible early dismissal days.
The motion was carried. On a motion by Trustee Getty therefore, your Committee
recommends:
THAT the school year calendar (outlined in Appendix B of staff report 06 -014) be
submitted to the Ministry of Education as the official 2006 -2007 school year calendar for
Ottawa - Carleton District School Board elementary and secondary schools.
Trustees requested that the calendar be posted on the OCDSB website as early as
possible.
Bill 123, Transparency in Public Matters Act, 2005
Your Committee had before it staff report No. 06 -008 recommending that the Board
express opposition to Bill 123, Transparencyy in Public Matters Act.
Executive Officer (Administration) Giroux reviewed the background of Bill 123 noting
that it is a private member's bill which attempts ensure that the decision - making process is open
to the public. She pointed out that public access to school board meetings is already legislated
under the Education Act and that this redundant legislation could create confusion for public
bodies and the general public.
Ms. Giroux noted that Bill 123 indicates that where there are conflicts between the Acts,
the more permissive would apply and that the Bill would grant powers to the Information and
Privacy Commissioner which appear to exceed normally accepted levels of authority.
In response to a query by Trustee Moen, Roger Mills confirmed that parallel provisions
regarding public meetings are also included in the Municipal Act. Trustee Moen indicated that a
review of the legislation was conducted by the Ontario Public School Boards' Association
(OPSBA) and expressed the view that a blanket withdrawal may not be the best approach as the
legislation could result in improvements in some areas.
Trustee Getty moved THAT the OCDSB send a letter to the Minister of Education
expressing our concerns with Bill 123 and requesting his assistance in seeking a withdrawal of the
Bill and that such letter be copied to the Premier of Ontario, Ms. Caroline Di Cocco, Member of
Provincial Parliament for Sarnia - Lambton and Parliamentary Assistant to the Premier, all other
MPPs, Ontario Public School Boards' Association and local area school boards.
Recommendation approved at
30 January 2006 Board meeting
Chairs' Committee 8 25 January 2006
In response to a request for comment, Roger Mills noted that the legislation provides for
sweeping powers and that the legislation could make it difficult to determine when an in- camera
meeting or session could be held.
Trustee Moen moved in amendment THAT "indicating our view that any intended
changes should be enacted by changes to the Education Act and /or the Municipal Act" be added
following "THAT the Ottawa - Carleton District School Board send a letter to the Minister of
Education expressing our concerns with Bill 123..."
In response to trustee queries, Ms. Giroux explained that staff's concerns are the
duplication in legislation and expressed the view that revisions should be within the Education
Act. She noted that Bill 123 would legislate a higher standard for the posting of notices of
meetings and minutes which would contradict the Board's position regarding authority and
autonomy, as those types of changes could be done through revisions to the Board's By -laws.
The amendment was carried.
The motion, as amended, was carried. On a motion by Trustee Getty therefore, your
Committee recommends:
THAT the Ottawa - Carleton District School Board send a letter to the Minister of
Education expressing our concerns with Bill 123, indicating our view that any intended
changes should be enacted by changes to the Education Act and /or the Municipal Act and
requesting his assistance in seeking a withdrawal of the Bill and that such letter be copied
to the Premier of Ontario, Ms. Caroline Di Cocco, Member of Provincial Parliament for
Sarnia - Lambton and Parliamentary Assistant to the Premier, all other MPPs, Ontario
Public School Boards' Association and local area school boards.
Annual Report, Municipal Freedom of Information and Protection of Privacy
Your Committee had before it staff report No. 06 -005 providing trustees with an update
on the status of activities under the Municipal Freedom oflnforniation and Protection ofPrivacly
Act (MFIPPA) for 2005.
Roger Mills noted that of the five requests received, only one request was denied as the
information requested was not available from staff. The requestor appealed the decision to the
office of the Information and Privacy Commissioner which confirmed the Board's position.
Rescheduling of 12 June 2006 Board Meeting
Your Committee had before it staff report No. 06 -013 requesting that the 12 June 2006
Board meeting be rescheduled to 13 June 2006 to accommodate a "Cappies" (Critics' Awards
Program) Gala to be held 12 June 2006 at the National Arts Centre.
Trustee Laws moved the recommendation in the staff report.
* Recommendation dealt with at 30
January 2006 Board meeting
Chairs' Committee 9 25 January 2006
Trustee Brockington noted that, while he supports the rescheduling, it reduces the number
of evenings available for budget deliberations.
The motion was carried. On a motion by Trustee Laws therefore, your Committee
recommends:
* THAT the Ottawa - Carleton District School Board's June 12, 2006 Board meeting
be rescheduled to June 13, 2006 in order to permit trustees and senior staff to
attend and participate in the inaugural Canadian Cappies gala on June 12, 2006 at
the National Arts Centre.
A motion to continue the meeting past 10:30 p.m. did not receive a two - thirds majority
vote. The meeting adjourned at 10:30 p.m.
The following information items were noted:
• staff report No. 06 -021 Re: Electoral Zone Boundary Review
• staff report No. 06 -020 Re: Board Motions Tracking Report
Lynn Graham
Chair
Chairs' Committee
/BAF
* Recommendation dealt with at 30
January 2006 Board meeting
Chairs' Committee 10 25 January 2006