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HomeMy WebLinkAbout09 SPPC Report 10 02 November 2011 REPORT NO. 10, STRATEGIC PLANNING AND PRIORITIES COMMITTEE TO: The Board DATE: 2 November 2011 A meeting of the Strategic Planning and Priorities Committee was held commencing at 7:35 p.m. in the Trustees’ Committee Room, 133 Greenbank Road, Ottawa, with Trustee Jennifer McKenzie in the chair and the following also in attendance: TRUSTEE MEMBERS: Pam FitzGerald (electronic communication), Bronwyn Funiciello, Katie Holtzhauer and Shirley Seward OTHER TRUSTEES: Rob Campbell and Lynn Scott STAFF: Jennifer Adams, Director of Education and Secretary of the Board Michael Clarke, Chief Financial Officer Michele Giroux, Executive Officer, Corporate Services Paula Marble, Policy Analyst Bruce Fraser, Board/Committee Coordinator NON-VOTING REPRESENTATIVES: Carrie Eaton, Ottawa-Carleton Assembly of School Councils Dorothy Baker, Ottawa-Carleton Elementary Operations Committee Carl Dobbin, Ottawa-Carleton Secondary School Administrators’ Network Nancy Akehurst, Ottawa Secondary School Teachers’ Federation (Support Staff) 1. Call to Order Chair McKenzie called the public session to order at 7:35 p.m. 2. Approval of Agenda Moved by Trustee Seward, THAT the agenda be approved. - Carried – 3. Public Question Period There were no public questions. 4.Chair’s Report Chair McKenzie encouraged trustees to attend the trustee information session, prior to the Board meeting on 8 November 2011, to discuss transportation issues including consortia and the Ministry’s efficiency reviews. Trustee Scott recommended that trustees who will be unable to attend the meeting send their questions to Director Adams. Director Adams noted that the Assistant Deputy Minister of 1 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 Education, Gabriel Sékaly, has committed to attend the session and following presentations there will be a one hour question and answer session. 5.Director’s Report There was no report from the Director. 6.Review of Agenda Items for Standing and Statutory Committees Your Committee reviewed agenda items for the Standing and Statutory Committees and the following points were noted: Business Services Committee, 9 November Major items: Proposed delivery of the extended day program; and Motion by Trustee McKenzie re Full Day Kindergarten overspending. Education Committee, 15 November Information Regarding OCDSB student withdrawals, staff has been requested to identify causes and the percentage of withdrawals that were due to student transfer requests not being granted. Board Governance Development Facilitated Session, 16 November The facilitator will frame the session based on the types of decisions the Board wants to make; The first two modules will be discussed; The facilitator was a member of the development team. She will customize the modules in advance of the meeting based on information provided by staff such as the minutes of the Governance Task Force meetings and the strategic plan; and Staff agreed that the Board Motions Tracking Report will be provided to the facilitator. 7.Report 11-186, OCDSB Membership to Ontario Student Trustees’ Association Your Committee had before it report 11-186 seeking approval with respect to membership in the Ontario Student Trustees’ Association (OSTA). Executive Officer Giroux advised that the Board was a member of OSTA in 2008-2009 and 2009-2010 school years but did not join the organization last year. She noted that staff is recommending that membership in OSTA for 2011-2012 be approved and financed through the Board business account. Executive Officer Giroux indicated that staff believes that the membership fees should become a regular budget item. Moved by Trustee Seward, THAT membership in the Ontario Student Trustees’ Association for 2011-2012 be approved with the cost of membership to be financed through the board business account. Moved in amendment by Trustee Seward, THAT the following be added: B. THAT the membership in the Ontario Student Trustees’ Association be considered an annual budget item, as is the Board membership in Ontario Public School Boards Association, and that staff be directed to incorporate the cost of the OSTA membership into the Board budget. 2 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 In response to a concern expressed by Trustee Campbell, Director Adams advised that the amendment provides the flexibility for the Board to not commit to the membership, should the Board determine it would not provide adequate value in a given year. Moved in amendment by Trustee Seward, THAT the following be added: B. THAT the membership in the Ontario Student Trustees’ Association be considered an annual budget item, as is the Board membership in the Ontario Public School Boards Association, and that staff be directed to incorporate the cost of the OSTA membership into the Board budget. - Carried, - Trustee Seward expressed her support for the initiatives undertaken by the Ontario Student Trustees’ Association and noted that the organization provides many leadership opportunities for student trustees, which should be encouraged by the Board. In response to queries by Trustee Scott, staff agreed to provide the number of school boards currently supporting OSTA and details regarding the administration of the organization. In response to a query by Trustee Campbell, regarding the wording in § 9, Executive Officer Giroux explained that the intent of the wording was that, should the board participate without becoming a member, it could give the impression that it was gaining the benefit of being a member without committing to any financial support. In wrap up, Trustee Seward noted that both student trustees are members of the OSTA executive and participated in the design of the OSTA survey as well as the analysis of the data. She submitted that all Board members will benefit from membership in OSTA, as the engagement of the student trustees with other education bodies in Ontario will result in additional information being provided to the Board. Moved by Trustee Seward, * A.THAT membership in the Ontario Student Trustees’ Association for 2011- 2012 be approved with the cost of membership to be financed through the board business account; and B. THAT the membership in the Ontario Student Trustees’ Association be considered an annual budget item, as is the Board membership in the Ontario Public School Boards Association, and that staff be directed to incorporate the cost of the OSTA membership into the annual Board Budget. - Carried - 8.Board Member Motions: a.On Fully Recognizing the Public Nature of Non-confidential Memoranda to Trustees Notice having been given, Trustee Campbell moved as follows: WHEREAS non-confidential OCDSB staff memoranda are with some regularity sent to Trustees and which are clearly distinguishable from those marked confidential, * Recommendation dealt with at the 8 November Board meeting. 3 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 WHEREAS these memoranda often or even usually contain important, substantial and timely information meant to help Trustee decision-making in either the short or longer term, WHEREAS these memoranda are not currently available to the public or stakeholders and are not necessarily reproduced in public staff reports later on, WHEREAS the contents of these memoranda have been and continue to be referred to in public debate but to which the public itself does not have access, WHEREAS the OCDSB believes that the public has a right to expect that it will take all reasonable steps to be transparent in its decision-making and the basis on which decisions are made and whereas the Board of Trustees itself is committed to ensuring District transparency as part of its public trust and role, THEREFORE BE IT RESOLVED THAT the Director be asked to ensure that, any non-confidential memoranda issued to the Board of Trustees in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee, be posted on the district website as soon as practicable and made publicly available at the meeting at which the matter will be considered. Trustee Campbell advised that the intent of his motion was to ensure that important public information contained in memoranda circulated to trustees is made available to the public. He noted that occasionally, in response to a trustee request for additional information, the staff reply provided to Board members is not circulated publicly. Trustee Campbell stressed that he did not want to create an onerous process but recommended that the information be provided in a public section of the website to provide members of the public with the same information provided to members of the Board. Speaking in support of the motion, Trustee Scott noted that documents, not available to the public, are regularly referred to in meetings and that information is also provided to trustees with respect to the implementation of a Board decision. Trustee Scott advised that the Toronto District School Board (TDSB) provides an area on its website where a variety of public information is posted. Director Adams acknowledged the intent of the motion and agreed that staff will make every effort to ensure public information is made available. She expressed the view that she would like to ensure that the Director can continue to communicate with Board members in a non-public fashion when appropriate, and that information be protected when warranted. Executive Officer Giroux noted that that there are some technical challenges, as well as privacy issues with respect to posting some of this information on the website. She expressed the view that a staged implementation may be required to ensure that both issues are adequately addressed. Trustee Scott noted that the TDSB posts all information to one area of the website without references to the original material in order to avoid complicating the management of the information. She expressed concern with the requirement in the motion “…made publicly available at the meeting at which the matter will be considered”. 4 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 Moved in amendment by Trustee Campbell, THAT “in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee” be deleted. Trustees speaking against the amendment expressed the view that the amendment would make the intent of the motion too broad and that it could result in unintended consequences. Moved in amendment by Trustee Campbell, THAT “in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee” be deleted. - Defeated - Moved in amendment by Trustee Campbell, THAT “as soon as practicable” be replaced with “as soon as reasonably practicable”. - Carried, friendly - Moved in amendment by Trustee Campbell, THAT “and made publiclyavailable at the meeting at which the matter will be considered” be deleted. - Carried, friendly - Moved in amendment by Trustee Campbell, THAT “except for that correspondence which is judged by the Director of Education, to be protected based on the special relationship between the Director of Education and the Board.” be added. Trustee Campbell acknowledged Director Adam’s previous comments and agreed that there is a class of information that should be protected. Some trustees expressed the view that the amendment is not necessary, in light of the first amendment being defeated, as well as the provisions included in the Education Act and the Municipal Freedom of Information and Protection of Privacy Act. It was noted that the amendment could put the Director in a difficult position determining what information falls into this category. In wrap-up, Trustee Campbell expressed the view that the relationship between the Board and Director should not be put at risk and the amendment would provide the required flexibility. Moved in amendment by Trustee Campbell, THAT “except for that correspondence which is judged by the Director of Education, to be protected based on the special relationship between the Director of Education and the Board.” be added. - Carried, - 5 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 * Moved by Trustee Campbell, THAT the Director be asked to ensure that, any non-confidential memoranda issued to the Board of Trustees in advance of a Board or Standing Committee meeting in order to inform a decision on a matter which is before the Board or Standing Committee, be posted on the district website as soon as reasonably practicable excepting correspondence which is judged by the Director of Education, to be protected based on the special relationship between the Director of Education and the Board. - Carried - b.In-Year Variations to the Board-Approved Budget Notice having been given, Trustee Campbell moved as follows: WHEREAS each year the Board passes a budget for the following school year setting out over all spending and specifying particular dollar amounts for important line items (e.g. utilities, capital expenditures, etc.) or by way of specific directive; WHEREAS each year the Board also determines the minimum planned surplus (if any) it wishes to set aside for future uses and the annual use (if any) of its accumulated surplus / reserves; WHEREAS some amounts in the budget are acknowledged to be mandated, required by existing contracts or required to respond to emergency situations making such items non- discretionary budgets, and not to be the subject of this motion; WHEREAS the major discretionary spending areas are explicitly identified each year by Finance staff, there are always many calls on discretionary spending room available, and it is a key function and core responsibility of the Board of Trustees to decide whether a correct balance of priorities has been achieved with respect to how to allocate discretionary monies, after consultation with and due regard to both staff and stakeholders; WHEREAS the Board in its budget decisions allocates the discretionary budget it deems desirable, based on its determined balance of priorities, to allow for the nature of programs and level of services it wishes to see delivered in various areas for the forthcoming year; WHEREAS history has shown that the Board has had difficulties managing its discretionary budget over all, resulting in repeated annual requirements to cut discretionary staffing or services while ending the fiscal year in surplus, and also given the likelihood of impending Provincial austerity and yet further increased pressure on the Board's discretionary budget room; WHEREAS the Board wishes to ensure greater accountability to its public by providing additional general clarity surrounding the nature of decision-making authority delegated to staff to redeploy unused budget from one area of the approved budget to another area, which might act to change the Board's determined balance of priorities or to unnecessarily prevent natural increase of year end surplus for Board redeployment; * Recommendation dealt with at the 8 November Board meeting. 6 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 WHEREAS such staff budget reallocation and subsequent expenditure necessarily results in the reduction of the amount of funds in year-end surplus that then is available for Board decision for the next budget cycle, but given as well that it is natural for there to be some small variation in actual versus budgeted discretionary spending, THEREFORE BE IT RESOLVED A. THAT non-compensation discretionary spending amounts specifically approved by the Board in the annual Budget motion, cannot be increased by reassignment from other budget amounts, whether discretionary or non-discretionary, without either Board approval for those transfers whose dollar value exceeds the lesser of 25% of the receiving budget or $500,000, or Board approval of the use of another funding source to increase a discretionary budget line; B. Any non-compensation spending amount specifically approved by the Board in the annual Budget motion, discretionary or non-discretionary, which is to be under spent by more than the lesser of 25% or $500,000 must have that portion of its under spending greater than the lesser of 25% or $500,000 assigned to year- end surplus, unless the Board approves otherwise; C. Multiple budget transfers to the same specifically approved receiving budget in a year or transfers from a specifically approved budget in a year are respectively to be considered as a single transfer for the purposes of this motion; and D. Nothing in this motion is to be considered as: i) changing the emergency purchasing provisions of Policy P.069 FIN (Tendering, Purchasing and Acquisition of Supplies & Services); ii) preventing the Board from establishing additional standing orders if it so wishes; or iii) reversing the existing Board approval for automatic school budget carry forwards. Trustee Campbell noted that the motion relates to a key piece of delegation due to concerns with the transferring of Board approved funding to other areas of the budget without further approval. He cited the example of the transfer of funding allocated for energy expenditures being transferred to the Facilities budget without coming back to the Board for approval. Trustee Campbell noted that there is no policy statement requiring transfers to come back to the Board and a reference to a $500,000 limit was deleted from the Board procedures. He explained that part D of the motion provides flexibility to vary contracts without requiring Board approval and that the motion provides a threshold limit for the amount that can be moved to another area of the Budget without Board approval. Director Adams commented that the annual budget process requires staff to make recommendations and following Board approval it is the Director of Education’s responsibility to manage that approved budget throughout the year. She noted that staff requires some flexibility within the approved budget lines. Chief Financial Officer Clarke noted that the motion could result in the Board being required to call Special or Extraordinary meetings, in order to make timely decisions for changes to financial commitments. Trustee Campbell noted that, to ensure a degree of flexibility for staff, the motion references amounts specifically approved by the Board in the Budget decision. 7 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 Trustees speaking in support of the motion agreed that the inclusion of a threshold will provide the Board with additional ability to monitor expenditures. In response to a query by Trustee Scott regarding whether the motion will result in a good investment of time and oversight, Chief Financial Officer Clarke noted that if there is a potential surplus on one budget line staff would normally adjust those funds to another line. Chief Financial Officer Clarke noted that he had reviewed all of the transfers and none exceeded $2.0 million. He commented that it is not the individual lines that are an issue, as those with a potential for surplus change depending on the challenges of a particular budget year. Moved in amendment by Trustee Scott, THAT part C be revised to read: Multiple budget transfers into or out of the same specifically approved budget within a fiscal year are to be considered as a single transfer for the purposes of this motion. - Carried, friendly - In response to queries by Trustee Seward regarding the role of the Budget Committee throughout the year, and the role of the Audit Committee, Trustee Campbell advised that the Budget Committee no longer has a role during the year as the Audit Committee now reviews financial issues. Chief Financial Officer Clarke added that, should the Audit Committee become aware of a significant issue such as the potential for a large deficit in a given area, it could make a recommendation to the Board, but should the overall Budget projections not be impacted the Audit Committee may choose not to raise the issue. Trustee Seward expressed the view that the Board should consider revising the terms of reference for the Audit Committee regarding the oversight of expenditures. She noted that consideration could be given to reviewing the role of Audit Committee in order for it to make decisions in a timely fashion, or to develop the provision for emergency electronic meetings of the Board. In response to a query by Trustee FitzGerald regarding revising the terms of reference of the Audit Committee, Chief Financial Officer Clarke advised that responsibilities could be added but tasks mandated by the province could not be removed. He speculated that the Board could delegate the approval of budget transfers to the Audit Committee. ****** Trustee Funiciello assumed the chair ****** Chair McKenzie expressed support for the motion as it would improve the tracking of expenditures and developing the annual Budget. She noted that she would give consideration to adjusting the $500,000 references to a lower amount in order for the Board to ensure how funding that has been approved is used. ****** Trustee McKenzie resumed the chair ****** In wrap-up, Trustee Campbell indicated that inclusion of the non-compensation specificity reflects adequate controls are in place with respect to salary budget lines. He 8 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 expressed the view that the appropriateness of delegating functions to the Audit Committee would require more discussion due to the recent addition of external members as mandated by the province. Trustee Campbell noted that the Board could choose to raise the specificity of the Budget to higher levels and that profiling of resources should not be varied to a departmental basis. He expressed the view that the province will be developing austerity budgets for the foreseeable future and the Board must ensure that unused funding is funneled back into reserves as much as possible. Moved by Trustee Campbell, * A. THAT non-compensation discretionary spending amounts specifically approved by the Board in the annual Budget motion, cannot be increased by reassignment from other budget amounts, whether discretionary or non- discretionary, without either Board approval for those transfers whose dollar value exceeds the lesser of 25% of the receiving budget or $500,000, or Board approval of the use of another funding source to increase a discretionary budget line; B. Any non-compensation spending amount specifically approved by the Board in the annual Budget motion, discretionary or non-discretionary, which is to be under spent by more than the lesser of 25% or $500,000 must have that portion of its under spending greater than the lesser of 25% or $500,000 assigned to year-end surplus, unless the Board approves otherwise; C. Multiple budget transfers into or out of the same specifically approved budget within a fiscal year are to be considered as a single transfer for the purposes of this motion; and D. Nothing in this motion is to be considered as: i) changing the emergency purchasing provisions of Policy P.069 FIN (Tendering, Purchasing and Acquisition of Supplies & Services); ii) preventing the Board from establishing additional standing orders if it so wishes; or iii) reversing the existing Board approval for automatic school budget carry forwards. - Carried - 9.Report No. 11-108, Update on Provincial Parent Engagement Policy and Regulation Your Committee had before it report 11-108, providing an update on the Ottawa-Carleton District School Board’s (OCDSB) implementation process of the Parent Engagement Policy and Regulation 330/10. Executive Officer Giroux advised that the report outlines some of the work that has been undertaken with respect to the policy and noted the establishment of the Parent Involvement Committee (PIC) in 2007 in response to a provincial Ministry Directive to improve parent engagement. She noted that staff has worked with the Ottawa Carleton Assembly of School Councils (OCASC) and the PIC in an effort to delineate their roles within the District. The OCASC has a strong working relationship with parents who are engaged with the education system while the PIC is focused on engagement strategies for parents who are not generally involved. Executive Officer Giroux advised that the Ministry has outlined the regulatory requirements associated with the PIC and noted that the Committee will continue to work to address the various issues by the associated deadlines, including the development of By-laws, the Committee composition, establishment of the terms of office and the involvement of trustees and the Director of Education. * Recommendation dealt with at the 8 November Board meeting. 9 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 Trustee Campbell expressed the view that the Board must have a discussion to determine if both the OCASC and the PIC are ultimately required. He noted that some significant issues are involved with a discussion of the future of the PIC, such as Standing Committee representation, membership, ensuring effective representation from a variety of backgrounds and the legislated authority of the PIC. Trustee Campbell noted that the Committee is self-appointing and care must be taken to avoid it becoming a special interest group responsible only to itself. In response to queries by Trustee Campbell, Executive Officer Giroux advised that the mandates of the two organizations, while different, do have some overlap. She noted that the OCASC is a volunteer organization, whose members pay a fee to belong, while the PIC is an advisory committee to the Board. Executive Officer Giroux indicated that the PIC is considering a skills and experienced, rather than a representative based, committee composition. Membership applications would be reviewed by a sub- committee of the PIC to consider a number of factors including experience in the areas of public education, community engagement, equity and inclusion strategies, public policy and communications in order to maintain a balance of skills and geographic representation. With respect to the make-up of the PIC membership, a skills and experience matrix may be developed to assist the sub-committee with the review of applications. Trustee FitzGerald noted that OCASC has a geographic based representation and expressed concern with an overlap of the PIC and OCASC mandates. She expressed the view that Regulation 330/10 was enacted to deal with school boards which do not have a school council structure and is being imposed on the OCDSB unnecessarily. She expressed concern with respect to the lack of legitimacy, resulting from a lack of accountability, for the PIC. Trustee FitzGerald noted that the executive of OCASC, while a volunteer group, is elected by, and answers to, the members of the various school councils. Executive Officer Giroux noted that the PIC is an advisory committee to the Board and is therefore, responsible to the Board. Its mandate is to provide information to parents and represent parents’ viewpoints to the Board and could enlarge the scope of parent representation. Trustee FitzGerald reiterated her concern with the apparent lack of accountability and agreed with Trustee Campbell’s earlier viewpoint that care must be taken to avoid it becoming a special interest group responsible only to itself. Executive Officer Giroux noted that, while the Regulation requires the PIC to develop its own by-laws, the Board is responsible for developing its policy with respect to parental engagement. The development of such a policy is something to which the PIC and OCASC might contribute. Trustee Scott expressed the view that while it is important to establish the Committee if will be difficult to introduce it into a board with a longstanding parent organization. She expressed some concern that the legislated imposition of the PIC could reduce the voluntary role of parents and the freedom of sharing of viewpoints amongst the Board and its stakeholders. Trustee Scott also expressed concern with the loss of the rural perspective of the District as it does not appear to be covered by a representative category such as multicultural, religious or any other. She agreed with Trustee Campbell that a Board discussion is required with respect to the functions of the OCASC and the PIC. Trustee Seward expressed the view that, while the concept of the PIC has been imposed on the Board by the province for the right reasons, she agreed with Trustee Scott’s view that it will be difficult for the PIC to be introduced into the District. She noted that her strongest ties to her communities are with the schools, school councils, parents, community associations and the local immigrant communities and submitted that, due to those strong relationships, it will be difficult for the PIC to establish its credibility unless it manages to establish a relationship with the roots within each community. 10 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 Trustee Campbell reiterated some of his previous concerns regarding representation, the appointment of members and accountability. He noted also that the PIC is permitted to call on reasonable resources for support and asked whether it is the PIC that would determine what is reasonable. He noted that some of his concerns are not immediate, but instead are with the Committee’s direction in the future. Trustee Campbell submitted that, while on one hand he would like to see a functional, representative PIC, on the other hand he would have preferred to block its creation. He submitted that the worst scenario will be if the Board ends up somewhere in the middle of the two extremes. Chair McKenzie commented that, while she understands the negative perception of the PIC concept by some members, and dislikes the imposition of the PIC by the Ministry of Education she expressed hope that the PIC would provide representation to parents from all of areas of the District’s demographics as well as provide valuable input from parents who are not necessarily involved in with the education system. 10. Report No. 11-184, Annual Report on Trustee Expenses 2010-2011 Your Committee had before it report 11-184, providing a summary of Board member expenses for the period 1 September 2010 to 30 November 2010 and 1 December 2010 to 31 August 2011. Executive Officer Giroux advised that the report covered two periods of expenditures, the previous term of office ending 30 November 2010 and the new term of office which commenced on 1 December 2010, following the 25 October 2010 election,. She noted that no trustees exceeded their budget allocation for either of the two periods. In response to a query by Trustee Scott regarding the student trustee honoraria and their related expenses, Executive Officer Giroux advised that the student trustee expenses include expenditures related to the Ontario Student Trustees’ Association. She noted that, should the student trustees exceed their allocation, they would be permitted to spend up to the same level as regular trustee members of the Board. She submitted that, should it be the will of the Board, the student trustee allocations could be revised to be the same as the Board. In response to a query by Trustee Scott regarding the training for committee chairs listed under the Board Development Fund, Chair McKenzie noted that the training will take place at an appropriate time in the future. In response to queries by Trustee Scott regarding OPSBA expenses and Trustee Shea’s carry- forward amount, Chief Financial Officer Clarke advised that if a refund for total OPSBA expense was received, the total amount would have been netted out, if a refund has not been received, the amount is recorded to prevent criticism after the fact, should an expense be disallowed. Executive Officer Giroux noted that the correct figure with respect to Trustee Shea’s carry-forward is accurately reflected in the detailed expense sheets and was listed incorrectly in the body of the report. In response to a query by Trustee Scott regarding the tracking of conferences attended by trustees and the provision of reports to apprise other members of the Board of the content and value of a particular conference, Chair McKenzie indicated that, while providing reports would be the responsibility and prerogative of individual trustees, she would remind all members of the Board. Trustee Scott expressed the view that, the current format of the trustee expense reports could be more informative to members of the public and should be made easier to follow, provide details of expenses incurred for conferences and other travel, provide a rationale for the travel and provide clear descriptions for other expenditures. 11 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10 11.Report No. 11-176, Board Motions Tracking Report Your Committee had before it Report 11-176, providing the Committee with the Board Motion Tracking Report covering the period 12 April 2011 to 27 September 2011. In response to queries, staff agreed to provide an update on the following items: Ongoing negotiations for Riverside South (Steve MacLean) arbitration; Disposal of Torbolton Public School; Follow-up with former SEAC members to understand their reasons for departure; and Fitzroy Centennial Property. Trustee Scott noted that few of the motions relate to the monitoring of the implementation of the strategic plan and expressed an interest in a comparative report from previous years. In response to a query, Executive Officer Giroux confirmed that the report includes motions resulting from staff recommendations; however, it is a tracking report and only includes items that are still outstanding. 12.New Business Trustee Seward gave notice that she will bring forward a motion with respect to the Board recognizing the public nature of written responses asked at committee meetings. Trustee Seward indicated that she will discuss with staff, the appropriate committee and timing for the motion. 13.Adjournment The meeting adjourned at 10:10 p.m. Jennifer McKenzie Chair Strategic Planning and Priorities Committee 12 Strategic Planning & Priorities Committee 2 November 2011 Report No. 10