HomeMy WebLinkAbout05 Excerpt from Board 11 Oct 2005 re Final Report and Recommendations from Consultation Policy Task Group (CPTG)OTTAWA CAUETON
DISTRICT SCHOOL BOARD
EXCERPT FROM THE MINUTES OF THE:- 11 October 2005 Board Meeting
a) Final Report and Recommendations from Consultation Policy task Group (CPTG)
(Motion by Trustee Scott, seconded by Trustee Moen)
A. THAT revised Policy P.110.GOV: Consultation by the Board, Schools and
School Councils with Constituent Groups and the Wider Community be
approved. (Appendix C to Report No. 05 -189)
B. THAT staff undertake an awareness campaign to inform stakeholder groups
within and outside the OCDSB of the Board's desire for meaningful
consultation on key issues and the existence of the Consultation Policy and
Consultation Procedure.
C. THAT training be incorporated into existing frameworks for Board staff
groups, advisory committees and school councils with regard to the
Consultation Policy and Consultation Procedure with a focus on the
development of clear workable timelines, good communications and overall
design of the consultation process including practical examples.
D. THAT staff be directed to implement an effective mechanism for keeping
stakeholders informed of the process and outcomes of district level
consultations.
E. THAT the revised Policy and its implementation be reviewed by the Board two years
after the date of approval by the Board.
F. THAT the Consultation Policy Task Group be stood down.
This was not a consent item. When introducing the motion later in the meeting, Trustee Scott
noted that consultation has always been part of this Board and both predecessor boards' cultures. The
consultation policy was originally developed through a consultative process with stakeholder groups,
and was to be subject to review from time to time. When consultation was reinstated following the
supervision period, a review was undertaken and the result is a revised version of the policy which is
less cumbersome. Training will ensure a clear understanding and use of the policy.
Trustee Spice, seconded by Trustee Getty, moved in amendment:
THAT item 3.2 a) be amended to read:
a) establishment or significant amendment of board policies affecting one or more
constituent groups and/or the wider community ".
OnAWA-CARLETON
DISTRICT SCHOOL BOARD
EXCERPT FROM THE MINUTES OF THE:_ I I October 2005 Board Meeting
Trustee Moen noted that it would be more appropriate to reopen the discussion at Chairs'
Committee. On a motion by Trustee Moen, seconded by Trustee Scott, the motion was referred back to
Chairs' Committee for further discussion.
F1
Proposed amendments to policy on consultation for Oct 11,2005 Board
Folio 38
by Trustee Spice
See attached, para 4.4 of existing policy.
Propose rewording of section 4.7 (on folio 38 of tonight's package) as follows:
4.7 The Board recognizes that (delete extensive) consultation will not always be possible.
Should a consulting body (delete considering a cbnsultation) decide that consultation is
not appropriate or possible, this decision and the "rationale shall be clearly communicated
to all those potentially affected by the decision.
delete a) and c)
new a with revision in bold
a) the decision is required by a higher authority (e.g. building code, municipal,
provincial or federal act or regulation, Ministerial directive) and there is insufficient
latitude for discretion to undertake a consultation on options;
new b with revision in bold)
b) the issue is deemed to be of insufficient importance or risk
new c)
c) the benefits to students of proceeding without consultation outweigh the
benefits of consultation
D.
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/ 2.
ix) subsequent to completion of the process, monitoring of implementation and evaluation of
the effectiveness of the consultation; and
X) the estimated budget for the consultation. Note: The consulting body bears
responsibility for any costs of the consultation.
4.2 The consulting body shall seek to dialogue informally with impacted groups to the extent
reasonably practicable during its consultation planning and before making any changes to an
established plan.
4.3 It is the responsibility of groups and individuals invited to participate in a consultation process by
an OCDSB consulting body, to respond with their views and advice within the established time
frame, using the format and in accordance with the agreed type and method for the consultation.
Group input is expected to be representative of the views of the advisory body, association or
group consulted.
4.4 Should a body considering a consultation conclude, in consultation with the groups affected if
possible, that such an undertaking is not appropriate to a particular decision - making process, this
conclusion, and reason for the conclusion, shall be communicated to constituent groups and/or to
members of the wider community who will potentially be affected by the decision. Examples of
reasons for not undertaking a consultation may include:
a) a decision, by force of circumstance, has already been reached on the issue;
b) a decision is legislated by a higher authority (building code, municipal, provincial or
federal act or regulation) and there is insufficient latitude for discretion to undertake a
consultation on options;
C) time does not allow for appropriate consultation; or
d) the issue has been decided to be of insufficient importance or risk.
4.5 The Director of Education is authorized to issue such Board procedures as may be required to
support this policy.
5.0 APPENDICES
Attachment 1: Consultation Plan
6.0 REFERENCE DOCUMENTS
The Education Act, 2001 ,
Ontario Regulation 612 /00, School Councils
Ottawa - Carleton District School Board Strategic Plan 2000 -2003
Board Bylaws and Standing Rules
Board Policy P.001.G0I�: Policy Development and Management
Board Policy P.008.GOV: Community Council for Ethnocultural Equity
Board Policy P.010.00V: Community Involvement on Board. Standing Committees
Board Policy P.014.SCO School Councils
Board Policy P.017.GOV: Student Trustees and Student Representatives on Standing Committees
Board Policy P.019.GOV: Special Education Advisory Committee
Board Policy P.048.GOV: Board Guiding Principles
Board Policy P.065.GOV: Advisory Committees to the Board
P.110.GOV
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ix) subsequent to completion of the process, monitoring of implementation and evaluation of
the effectiveness of the consultation; and
X) the estimated budget for the consultation. Note: The consulting body bears
responsibility for any costs of the consultation.
4.2 The consulting body shall seek to dialogue informally with impacted groups to the extent
reasonably practicable during its consultation planning and before making any changes to an
established plan.
4.3 It is the responsibility of groups and individuals invited to participate in a consultation process by
an OCDSB consulting body, to respond with their views and advice within the established time
frame, using the format and in accordance with the agreed type and method for the consultation.
Group input is expected to be representative of the views of the advisory body, association or
group consulted.
4.4 Should a body considering a consultation conclude, in consultation with the groups affected if
possible, that such an undertaking is not appropriate to a particular decision - making process, this
conclusion, and reason for the conclusion, shall be communicated to constituent groups and/or to
members of the wider community who will potentially be affected by the decision. Examples of
reasons for not undertaking a consultation may include:
a) a decision, by force of circumstance, has already been reached on the issue;
b) a decision is legislated by a higher authority (building code, municipal, provincial or
federal act or regulation) and there is insufficient latitude for discretion to undertake a
consultation on options;
C) time does not allow for appropriate consultation; or
d) the issue has been decided to be of insufficient importance or risk.
4.5 The Director of Education is authorized to issue such Board procedures as may be required to
support this policy.
5.0 APPENDICES
Attachment 1: Consultation Plan
6.0 REFERENCE DOCUMENTS
The Education Act, 2001 ,
Ontario Regulation 612 /00, School Councils
Ottawa - Carleton District School Board Strategic Plan 2000 -2003
Board Bylaws and Standing Rules
Board Policy P.001.G0I�: Policy Development and Management
Board Policy P.008.GOV: Community Council for Ethnocultural Equity
Board Policy P.010.00V: Community Involvement on Board. Standing Committees
Board Policy P.014.SCO School Councils
Board Policy P.017.GOV: Student Trustees and Student Representatives on Standing Committees
Board Policy P.019.GOV: Special Education Advisory Committee
Board Policy P.048.GOV: Board Guiding Principles
Board Policy P.065.GOV: Advisory Committees to the Board
P.110.GOV
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