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HomeMy WebLinkAboutAgenda Package - Board Organizational Meeting_Nov14_2023 BOARD ORGANIZATIONAL MEETING PUBLIC AGENDA Tuesday, November 14, 2023 7:00 p.m. Board Room Administration Building 133 Greenbank Road Ottawa, Ontario Pages 1.Opening - Monique Manatch Traditional Knowledge Keeper, Algonquins of Barriere Lake and Chair, OCDSB Indigenous Education Council 2.Land Acknowledgement 3.O Canada 4.Call to Order - Director of Education and Secretary of the Board 5.Approval of the Agenda 6.Director's Annual Report to the Community 7.Appointment of Election Assistants 1 8.Election of the Chair of the Board 3 9.Election of the Vice-Chair of the Board 4 10.Election or Appoinment of the Chair of Committee of the Whole, Budget 5 11.Election or Appointment of Trustee Members to Statutory Committees 11.1 Audit Committee (2 members)7 (1 member for one year term, 1 member for two year term) 11.2 Parent Involvement Committee (PIC) (1 member, 1 alternate)16 11.3 Supervised Alternative Learning Committee (SAL) (1 member, 1 alternate) 30 12.Election or Appointment of Trustee Members to Ad Hoc Committees 12.1 Ad Hoc Committee for Board Self-Evaluation Process and Director Performance Evaluation Process (3 members) 35 (Chair and Vice-Chair are ex-officio and are not included in number to be appointed) 12.2 Community Member Recognition Awards Selection Ad Hoc Committee (up to 3 members) 53 (Chair and Vice-Chair are ex-officio and are not included in number to be appointed) 12.3 Ad Hoc Policy Review Committee (4 members)58 (Chair is ex-officio and is not included in number to be appointed) 13.Election or Appointment of Trustees to Special Purpose Committees 13.1 Advocacy Strategy Committee (up to 4 members)63 (Chair and Vice-Chair are ex-officio and are not included in number to be appointed) 13.2 Ottawa Student Transportation Authority (OSTA) (1 member, 2 alternates) 67 13.3 Ottawa-Carleton Education Network (OCENET) (2 members)74 14.Election or Appointment of Trustee Member and Alternate for Agenda Planning (1 member, 1 alternate) 77 15.Election or Appointment of Trustee Mentor for Student Trustees (1 member)79 16.Selection of Trustee Non-voting Volunteers for Other OCDSB Committees Including Advisory Comittees 16.1 Student Senate (2)85 16.2 Arts Advisory Committee (1 or more)93 16.3 Alternative Schools Advisory Committee (ASAC) (1 or more)99 16.4 Advisory Committee on Equity (ACE) (up to 2)103 16.5 Indigenous Education Council (IEC)* (1)114 17.Motion to Destroy Ballots 18.Closing 19.Adjournment *In accordance with the Algonquin Protocols * IEC to confirm the appointment of a volunteer trustee EXCERPT FROM:OCDSB By-Laws and Standing Rules Organizational Meeting 8.2 (a)Annually,the Board shall hold a meeting in the first week of December which shall be known as the organizational meeting. (b)The organizational meeting of the Board shall be held on such date and at such time as agreed by a majority of Board members,as prescribed in legislation or by regulation. (c)At the appointed hour,the Director shall call the meeting to order and,in the year following a municipal election,shall read into the record the official returns from the designated municipal election officer,whereupon the elected members shall take their places and subscribe to declarations of office and oaths of allegiance as prescribed in legislation.The Director shall preside until a Chair has been elected. Election or Appointment of Members (a)The Director shall appoint such assistants to conduct the election as necessary,but no fewer than two. (b)The Board shall proceed to elect the following in order and by separate elections: i.Chair of the Board; ii.Vice-Chair of the Board; iii.Chairs of Standing Committees (if required);and iv.Chair of Committee of the Whole Budget. (c)The Board shall then proceed to elect or appoint members or other persons to such standing,statutory,ad hoc,special purpose,or other committees as have been established,and its representatives to other organizations and agencies.Where it has been determined that selection to committee membership or as Board representative is by means of election,the procedure outlined in 8.3 (d)shall be followed. (d)Nominations shall be received from the floor and shall be seconded.A member may move or second his or her own nomination.In the event a member nominated for office is not present,the nominator or nominators shall satisfy the presiding Page 1 of 127 officer that the member's consent to nomination has been obtained.The vote shall take place by closed ballot. (e)Election shall require a majority of valid votes cast.If no member receives a clear majority,a second ballot shall be held.Should no member receive a clear majority on the second ballot,the name of the person receiving the fewest votes shall be dropped from the ballot and the members shall vote anew and so continue until a member receives a majority vote.The Director shall announce the results of the vote for the election of the Chair,but shall not declare the count.The Chair shall announce the results of the votes for all subsequent offices,but shall not declare the count. (f)Where during an election a tie vote occurs,a second ballot shall be held between or amongst the members involved in the tie,to break the tie.If a vote results again in a tie,the members involved shall draw cards to determine the results, using Bridge Convention to determine ranking of cards. (g)To ensure continuity of the work of an ad hoc committee,the trustee membership of any ad hoc committee that has not completed its mandate as of the date of the Board’s annual organizational meeting shall remain the same until the mandate of the committee has been completed,with the proviso that trustee members shall be replaced at the time of the annual Board organizational meeting if: i.the basis for their membership in the ad hoc committee changes as a result of the election or appointment of the Chair or Vice-Chair of the Board and Chairs of Standing Committees, thereby creating a vacancy among the non-ex officio trustee members,or ii.a member tenders his or her resignation from the ad hoc committee as of the date of the annual Board organizational meeting. Notwithstanding the principle of continuity noted herein,the appointment of members to an ad hoc committee must be confirmed by the newly elected board at the start of a new term of office. (h)By resolution of the Board,all ballots shall be destroyed after the elections have been completed and the results declared. (i)If a vacancy should arise in any of the above offices during the course of the term of office,the Board shall elect another member to fulfill the unexpired term in the manner set out above. Page 2 of 127 Election of Chair of the Board Position Chair of the Board Number To Be Appointed 1 trustee Appointment Authority Education Act, § 208 (5) Election of Chair Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate OCDSB By-laws & Standing Rules, § 6.2 The Chair shall: ● In consultation with the Director, prepare and approve the agenda for all regular, special or extraordinary meetings of the Board; ● Call the meetings of the Board to order having established that quorum is present, and preside thereat; and ● Sign such corporate documents as require signature of the chair. Other Relevant Information Chair is ex-officio member of all standing, ad hoc and advisory committees. Chair is an alternate member on the Ottawa Student Transportation Authority (OSTA), if required. Page 3 of 127 Election of Vice-Chair of the Board Position Vice-Chair of Board Number To Be Appointed 1 trustee Appointment Authority Education Act, § 208 (7) Election of Vice-Chair Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate OCDSB By-laws & Standing Rules, § 6.3 The Vice-Chair shall: ● Fulfill the duties of Chair when the Chair is temporarily absent or otherwise unable to perform the duties of office; and ● Preside at meetings of the Board as a Committee of the Whole. Other Relevant Information Vice-Chair is ex-officio member of: ● Ad Hoc Committee for Board Self-Evaluation Process & Director Performance Evaluation Process; ● Agenda Planning Meetings ● Advocacy Strategy Committee; ● Community Member Recognition Awards Committee; and ● Vice-Chair is an alternate member of the Ottawa Student Transportation Authority (OSTA), if required. Page 4 of 127 Election of Chair of Committee of the Whole,Budget Position Chair,Committee of the Whole,Budget Number To Be Appointed 1 trustee Appointment Authority OCDSB By-laws and Standing Rules Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate OCDSB By-laws &Standing Rules,§9.5 (a): The Board may establish a special purpose Committee of the Whole Budget for budget deliberations comprised of all twelve trustee voting members and such non-voting representatives in accordance with Policy P.010:GOV Community Involvement in Board Standing Committees.The Board may appoint a trustee member(s),other than the Vice-Chair of the Board,to fulfill the duties of the Committee of the Whole Budget Chair. Other Relevant Information Committee of the Whole,Budget will meet for the purpose of the annual budget deliberations at the administration office. NOTE:December meeting to be scheduled Sample Agenda Committee of the Whole,Budget Agenda Meeting Video Committee of the Whole,Budget Meeting Page 5 of 127 COMMITTEE OF THE WHOLE, BUDGET PUBLIC AGENDA Tuesday, March 1, 2022, 6:00 pm Zoom Meeting 1.Call to Order - Chair of Committee of the Whole, Budget 2.Approval of Agenda 3.Delegations 4.Discussion Items 4.1 Report 22-008, 2021-2022 Revised Estimates (M. Carson) 4.2 Report 22-009, 2022-2023 Budget Process (M. Carson) 4.3 Report 22-022, 2022-2023 Academic Staffing (J. McCoy) 5.New Business - Information and Inquiries 6.Adjournment EXAM P L E Page 6 of 127 Appointment/Election of Trustees to the Audit Committee Position Member, Audit Committee Number To Be Appointed 3 trustee members: 2 trustees to be appointed (NOTE: Trustee Lee is already a member of the Audit Committee. He was appointed in 2022 for a two-year term ending 14 November 2024) Appointment Authority Education Act § 253, Regulation. 361/10, OCDSB By-laws and Standing Rules Policy P.016.GOV. Term of Appointment 1. 14 November 2023 – 15 November 2024, (one trustee, one- year term) 2. 15 November 2023 – 15 November 2025, (one trustee, two- year term) Ex-officio position(s) None. All trustees are entitled to participate in debates and receive materials except where the committee determines it is appropriate to meet without the presence of other board staff or board members, other than board members who are members of the committee, Reg. 361/10 § 10(c) Eligibility Requirements Any member of the Board Mandate The duties of the Committee are outlined in Policy P.016.GOV, Audit Committee, in sections 4.12 to 4.17. Please see attached policy. Other Relevant Information The committee meets approximately six times per year on Wednesday evenings at the Administration Building. One trustee member shall be selected by the other members of the Committee to be Chair of the Audit Committee at the first meeting. Trustee members shall be paid $50.00 for attendance at Audit Committee meetings (Ontario Regulation 357/06) Note: The first meeting is scheduled for 27 November 2023 Sample Agenda Audit Committee Agenda Meeting Video Audit Committee Meeting Page 7 of 127 -1- P.016.GOV POLICY P.016.GOV TITLE: AUDIT COMMITTEE Date issued: 12 March 1998 Last revised: 29 September 2015 Authorization: Board: 29 September 2015 1.0 OBJECTIVE To govern the composition, operation and reporting responsibilities of the Audit Committee. 2.0 DEFINITIONS In this policy: 2.1 Audit committee refers to the statutory committee established in accordance with Ontario Regulation 361/10 and the Education Act. 2.2 Board refers to the Board of Trustees. 2.3 District refers to Ottawa-Carleton District School Board. 2.4 External auditor refers to an auditor appointed by a Board under subsection 253 (1) of the Act to perform the duties referred to in subsection 253 (4) of the Act. 2.5 Internal auditor refers to the manager of the audit team funded by the province, who for eastern Ontario school districts, examines and evaluates the Board’s records and procedures related to risk management, internal controls and governance processes and makes recommendations on ways to improve those processes or such other individual as is appointed by the Board to fulfill these duties. 2.6 Regulation refers to Regulation 361/10, which establishes and governs audit committees in school districts. 2.7 Reporting entity refers to, with respect to a board, an organization that is required to prepare reports for the purposes of the Board regarding the organization’s financial affairs and resources. 2.8 Selection committee refers to the committee charged with recommending appointment of external candidates to the Board for approval. Page 8 of 127 -2- P.016.GOV 3.0 POLICY Policy Statement 3.1 The Board is committed to fulfilling its fiduciary role to ensure the effective use of resources in support of student achievement and well-being. An effective audit committee as prescribed in Regulation 361/10 will assist the Board in fulfilling its duties related to governance and oversight, through its review of processes and recommendations to the Board for the improvement of those processes. 3.2 The Audit Committee will review and make recommendations to the Board with respect to three main areas, namely: a) Financial reporting and liaison with the external auditor; b) The status of internal controls and the work of the internal auditor; and c) The District’s risk management practices. Guiding Principles 3.3 In fulfilling its duties, the Audit Committee and its members will adhere to the Ottawa- Carleton District School Board (OCDSB) Code of Conduct and ensure that its activities comply with other governing legislation, such as the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Audit committees are given broad powers by the Education Act in their role of supporting the Board of Trustees. When exercising these powers, the committee will respect the roles of staff and trustees in the effective governance of the organization. 4.0 SPECIFIC DIRECTIVES Composition of the Committee 4.1 The Audit Committee shall consist of three (3) trustees, elected at the Board’s annual organizational meeting and two (2) external members. In order to assist with continuity, one trustee will be appointed for a two year term. 4.2 The external members will be appointed for three year terms. In order to assist with continuity, these terms will be offset by one year. 4.3 To be eligible for appointment as an external member, a person must meet the requirements outlined in the regulation, namely: a) They have accounting, financial management or other relevant business experience that would enable them to understand the accounting and auditing standards applicable to the Board; b) They are not an employee of the District, or officer of the Board, or of any other Board at the time of their appointment; c) They do not have a conflict of interest, defined as having a parent, child or spouse employed by the District; and Page 9 of 127 -3- P.016.GOV d) They were identified by the selection committee as a potential candidate for appointment to the Audit Committee. 4.4 The selection committee shall be composed of the Director of Education, the Chief Financial Officer and the Chair of the Board, or another trustee designated by the Chair. 4.5 Should an external member become ineligible during their term, they shall resign from the committee. The Board shall appoint a replacement for the balance of the term, who may be selected from the most recent panel of candidates for the position, without the need for re-advertising should that be the will of the Board. Operation of the Committee 4.6 At its first meeting following the Board’s organizational meeting, the committee will elect a chair from among the Audit Committee members. 4.7 Three committee members, one of whom is an external member, shall constitute quorum. 4.8 The Audit Committee of the Board shall meet at least three times in each fiscal year at the call of the chair of the committee, and at such other times as the chair considers advisable. 4.9 The first meeting of the Audit Committee in each fiscal year shall take place no later than September 30. 4.10 Each member of the committee shall have one vote. In the event of a tie the chair of the committee may vote again. 4.11 The OCDSB Code of Conduct, insofar as it applies to trustees, shall also apply to the external members in relation to their duties as members of the committee. Duties of the Committee 4.12 With respect to the District’s financial reporting process, the committee has the following duties: a) To make recommendations to the Board on the content of annual or multi-year external audit plans and on all proposed major changes to the plan; b) To review with the Director of Education, the Chief Financial Officer and the external auditor the Board’s financial statements, with regard to the following: i. relevant accounting and reporting practices and issues; ii. complex or unusual financial and commercial transactions of the Board; iii. material judgments and accounting estimates of the Board; and iv. any departures from the accounting principles published from time to time by the Canadian Institute of Chartered Accountants that are applicable to the Board; c) To review with the Director of Education, a senior business official and the external auditor, before the results of an annual external audit are submitted to the Board: i. the results of the annual external audit; Page 10 of 127 -4- P.016.GOV ii. any difficulties encountered in the course of the external auditor’s work, including any restrictions or limitations on the scope of the external auditor’s work or on the external auditor’s access to required information; iii. any significant changes the external auditor made to the audit plan in response to issues that were identified during the a udit; and iv. any significant disagreements between the external auditor and the Director of Education or a senior business official and how th ose disagreements were resolved; d) To review the Board’s annual financial statements and consider whether they are complete, are consistent with any information known to the Audit Committee members and reflect accounting principles applicable to the Board; e) To recommend, if the Audit Committee considers it appropriate to do so, that the Board approve the annual audited financial statements; f) To review with the Director of Education, a senior business official and the external auditor all matters that the external auditor is required to communicate to the Audit Committee under generally accepted auditing standards; g) To review with the external auditor material written communications between the external auditor and the Director of Education or a senior business official; h) To ask the external auditor whether the financial statements of the Board’s reporting entities, if any, have been consolidated with the Board’s financial statements; and i) To ask the external auditor about any other relevant issues. 4.13 With respect to the Board’s internal controls, the committee has the following duties: a) To review the overall effectiveness of the Board’s internal controls; and b) To review the scope of the internal and external auditor’s reviews of the Board’s internal controls, any significant findings and recommendations by the internal and external auditors and the responses of the Board’s staff to those findings and recommendations. 4.14 To discuss with the Board’s officials the Board’s significant financial risks and the measures the officials have taken to monitor and manage these risks. 4.15 With respect to the internal auditor, the committee has the following duties: a) To review the internal auditor’s mandate, activities, staffing and organizational structure with the Director of Education, a senior business official and the internal auditor; b) To make recommendations to the Board on the content of annual or multi-year internal audit plans and on all proposed major changes to plans; Page 11 of 127 -5- P.016.GOV c) To ensure there are no unjustified restrictions or limitations on the scope of the annual internal audit; d) To review at least once in each fiscal year the performance of the internal auditor and provide the Board with comments regarding his or her performance; e) To review the effectiveness of the internal auditor, including the internal auditor’s compliance with the document International Standards for the Professional Practice of Internal Auditing, as amended from time to time, published by The Institute of Internal Auditors and available on its website; f) To meet on a regular basis with the internal auditor to discuss any matters that the Audit Committee or internal auditor believes should be discussed; and g) To review with the Director of Education, a senior business official and the internal auditor: i. significant findings and recommendations by the internal auditor during the fiscal year and responses of the Board’s staff to those findings and recommendations; ii. any difficulties encountered in the course of the internal auditor’s work, including any restrictions or limitations on the scope of the internal auditor’s work or on the internal auditor’s access to required informati on; and iii. any significant changes the internal auditor made to the audit plan in response to issues that were identified during the audit. 4.16 With respect to compliance matters, the committee has the following duties: a) To review the effectiveness of the Board’s system for monitoring compliance with legislative requirements and most usually with the Board’s financial and reporting policies and procedures, and where there have been instances of non- compliance, to review any investigation or action taken by the Director of Education, supervisory officers or other persons employed in management positions to address the non-compliance; b) To review any significant findings of regulatory entities, and any observations of the internal or external auditor related to those findings; c) To review the Board’s process for communicating any codes of conduct that apply to Board members or staff of the Board to those individuals and the Board’s process for administering those codes of conduct; d) To obtain regular updates from the Director of Education, supervisory officers and legal counsel regarding compliance matters; and e) To obtain confirmation by the Director of Education and supervisory officers that all statutory requirements have been met. Page 12 of 127 -6- P.016.GOV 4.17 With respect to risk management, the committee has the following duties: a) To ask the Director of Education, a senior business official, the internal auditor and the external auditor about significant risks, to review the Board’s policies for risk assessment and risk management and to assess the steps the Director of Education and a senior business official have taken to manage such risks, including the adequacy of insurance for those risks. This may include the identification of risks by the committee. b) To perform other activities related to the oversight of the Board’s risk management issues or financial matters, as requested by the Board; c) To initiate and oversee investigations into auditing matters, internal financial controls and allegations of inappropriate or illegal financial dealing; and d) To recommend to the Board a schedule for cyclical reports on the matters referred to in 4.16 (d) and (e) and 4.17 (a). General 4.18 From time to time the Board may, by resolution, refer other items to the committee for its consideration and recommendations and report on any such referred items in the annual report. 4.19 The Audit Committee shall submit to the Board on or before a date specified by the Board an annual report that includes: a) Any annual or multi-year audit plan, including enrolment audit plans, of the Board’s internal auditor; b) A description of any changes made to a plan referred to in clause (a) since the last report of the committee; c) A summary of the work performed by the internal auditor since the last annual report of the committee, compared to a summary of the work the auditor expected to perform during the period, as indicated in the plan referred to in clause (a); and d) A summary of risks identified and findings made by the internal auditor. 4.20 The Board shall submit a copy of the annual report to the Minister in each fiscal year on or before a date specified by the Minister. 4.21 The Audit Committee shall submit a report to the Board in each fiscal year on or before a date specified by the Board, and at any other time as may be requested by the B oard, that includes: a) A summary of the work performed by the committee since the last report; b) An assessment by the committee of the Board’s progress in addressing any findings and recommendations that have been made by the internal or external auditor; Page 13 of 127 -7- P.016.GOV c) A summary of the matters addressed by the committee at its meetings; d) The attendance record of members of the committee; and e) Any other matter that the committee considers relevant. 4.22 Meetings of the Audit Committee shall be held in public unless there are matters that are to be dealt with in camera, in accordance with the OCDSB’s policies and the Education Act. In those cases where matters are dealt with in camera, trustees who are not members of the committee are entitled to attend. Should the committee choose to exclude non-members under the provisions of the Regulation, the reasons for such exclusion must be documented in the committee’s minutes and shared with the Board as soon as practical. 5.0 REFERENCE DOCUMENTS Education Act of Ontario and Regulations under the Education Act Ontario Regulation 361/10 Ministry of Education Guideline on Audit Committee Reporting Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990 Policy P.125.SCO: School Board Code of Conduct Page 14 of 127 EXA M P L E AUDIT COMMITTEE PUBLIC AGENDA Wednesday, October 25, 2023, 7:00 pm Zoom Meeting 1.Call to Order 2.Acknowledgement of Territorial Lands 3.Approval of Agenda 4.Declarations of Interest 5.Delegations 6.Associate Director's Report 7.Matters for Action 7.1 Review of Audit Committee Report a.20 September 2023 b.Business Arising 7.2 Report 23-076, Audit Committee Annual Report for 2022-2023 (R. Gerrior) 7.3 Report 23-074, 2022-2023 Annual Report on Internal Audit Activity (R. Gerrior) 8.Matters for Discussion 8.1 2022-23 Educational Assistant Deployment Report - RIAT (G. Segu) 8.2 2023-24 Internal Audit Plan Update - RIAT (G. Segu) 9.Information Items 9.1 Long Range Agenda 10.New Business 11.Upcoming Meeting Dates 12. Adjournment Page 15 of 127 Appointment/Election of Trustees to the Parent Involvement Committee Position Member, Parent Involvement Committee Number To Be Appointed 2 trustees (1 member and 1 alternate) Appointment Authority Ontario Regulation 330/10, Parent Involvement Committee By-laws and Standing Rules, Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) N/A Eligibility Requirements Any member of the Board Mandate The mandate of the Parent Involvement Committee is to support, encourage and enhance parent engagement at the District level in order to improve student achievement and well-being. Other Relevant Information Committee meets approximately six times per year usually in the evenings at the Administration Building on the third Wednesday of the month. Trustee members of PIC shall be paid $50.00 for attendance at PIC meetings (Ontario Regulation 357/06) Note: The first meeting is scheduled for 22 November 2023 Sample Agenda Parent Involvement Committee Agenda Meeting Video Parent Involvement Committee Meeting Page 16 of 127 1 By-Laws and Standing Rules Parent Involvement Committee BEING the rules governing the establishment and composition of the Ottawa -Carleton District School Board (OCDSB) Parent Involvement Committee under Ontario Regulation 612/00 School Councils and Parent Involvement Committees of the Education Act of Ontario, which rules shall apply to the structure and proceedings of the Parent Involvement Committee (PIC), henceforth known as the Committee, from 1 October 2011, unless or until amended by resolution of the Committee. Interpretation In these By-Laws and standing rules: Board means the Board of Trustees. Community Member means an individual or a local association with an interest in supporting public education, and who has been appointed to the Committee; Director means the Director of Education/Secretary of the Board; District means the Ottawa-Carleton District School Board; Parent means a parent/guardian of a pupil who is enrolled in a school of the OCDSB; and Parent Member means a parent who is appointed to serve on the Committee for a specified term. Mandate 1.0 The mandate of the Committee is to support, encourage and enhance parent engagement at the District level in order to improve student achievement and well-being. Purpose 2.0 The Committee will achieve its purpose by: a) providing information, advice and recommendations on parent engagement to the Board of Trustees; b) communicating with and supporting school councils; and Page 17 of 127 2 c) undertaking activities and working with partners and agencies to help parents of pupils of the OCDSB to support their children’s learning at home and at school. 2.1 The Committee shall: a) develop strategies and initiatives that the Board of Trustees and the Director of Education could use to effectively communicate with parents and to effectively engage parents in improving student achievemen t and well-being; b) advise the Board of Trustees and the Director of Education on the use of strategies and initiatives, as referred to above, that could support engaging parents and improve student achievement and well-being; c) communicate information from the Ontario Ministry of Education to school councils and parents of pupils of the District; d) work with school councils and parents of students of the OCDSB and may work with partner agencies and, through the Director of Education, with employees of the District to: (i) share effective practices to help engage parents, especially parents who may find engagement challenging, in their children’s learning; (ii) identify and reduce barriers to parent engagement; (iii) help ensure that OCDSB schools create a welcoming environment for parents of its pupils; and (iv) develop skills and acquire knowledge that will assist the Committee and school councils of the District with their work. e) determine, in consultation with the Director of Education and in keeping with the OCDSB’s policies, how funding, if any, provided under the Education Act for parent involvement, is to be used. 2.2 The Committee may solicit and take into consideration the advice of parents of pupils enrolled in schools of the District with regard to matters under consideration by the Committee. Membership 3.0 The Committee shall be comprised of up to 18 members, a majority of whom shall be Parent Members, including: a) thirteen (13) voting members appointed by the Committee; and b) up to five (5) non-voting members appointed by the District. Page 18 of 127 3 3.1 Voting members shall include: a) ten (10) Parent Members; and b) three (3) Community Members. 3.2 Non-voting members shall include: a) the Director of Education or designate; and b) One (1) trustee appointed by the Board of Trustees. 3.3 Non-voting members may include: a) One (1) elementary or secondary principal or vice-principal; b) One (1) elementary or secondary teacher; and c) One (1) employee of the District, other than a principal, vice principal or teacher. 3.4 The Director of Education of the OCDSB may: a) delegate any of their powers or duties as a member of the Committee to a supervisory officer employed by the District, and b) designate a supervisory officer of the board to attend a meeting of the Committee in their place. 3.5 The Trustee member may: a) delegate any of their powers or duties as a member of the Committee to the alternate trustee member appointed by the Board of Trustees; and b) if unable to attend a meeting, have the alternate trustee attend that meeting of the Committee in their place; and c) delegate their powers or duties to another member of the Board of Trustees where the alternate trustee member is not able to attend. 3.6 Employees of the OCDSB are eligible for appointment to the position of Parent Member but not to the position of Community Member. Where an employee is appointed as a Parent Member they shall, at their first Committee meeting, inform the Committee of their employment with the OCDSB. 3.7 Members of the Board of Trustees are not eligible to be a Community Member or a Parent Member of the Committee. Page 19 of 127 4 Membership Criteria 4.0 All members are expected to have a strong interest in and commitment to public education, student achievement and well-being and be able to represent the views of a wide variety of parents. a) Ten (10) Parent Members shall be selected based on their knowledge, skills, and experiences in one or more of the following areas: (i) public education; (ii) community engagement; (iii) equity and inclusion strategies; and (iv) public policy and/or communications. b) Three (3) Community Members shall be selected based on their ability to provide a broad community based perspective and should meet one or more of the following criteria: (i) demonstrated connection to and/or knowledge of the OCDSB; (ii) active participation in a community group, organization or business that has as part of its mandate an interest in education, community development or social service; (iii) interest in and/or ability to link the OCDSB school community with external community groups or organizations; (iv) ability to represent broad societal or community perspectives; and (v) experience or demonstrated interest in educational issues. 4.1 The Committee may invite representatives of District committees, including but not limited to: Standing Committees (i.e., COW and COW Budget), Statutory Committees (e.g., SEAC, Audit and SALEP) or Advisory Committees (e.g., Arts Advisory) to attend meetings (as necessary) to provide expertise on those particular topics or issues related to the work of the Statutory, Standing or Advisory Committee. Term of Office 5.0 The members of the Committee shall be appointed before November 15 of each school year for a term of office beginning December 01 and ending November 30. 5.1 The ten (10) Parent Members of the Committee shall be appointed to serve a term of office of either one (1) or two (2) years and, wherever possible, members shall be appointed for a two-year term. 5.2 The term of office for Community Members shall be two (2) years. Page 20 of 127 5 5.3 The term of office for the Board member and alternate Board member shall be one (1) year unless otherwise determined by the Board. 5.4 A member of the Committee may be re-appointed to the Committee for more than one term subject to the Committee’s appointment process. Appointments of Members 6.0 Annually the Committee shall review its membership needs and, when required, create a Membership Sub-Committee. 6.1 The Membership Sub-Committee shall include the Chair, Vice Chair, the Director of Education or designate, a Parent Member, and may include a Community Member. Appointment of Parent Members 6.2 The Membership Sub-Committee shall post a notice inviting applications for appointment to the position of Parent Member, as required. 6.3 The posting of notice shall be done through a variety of methods to ensure awareness of the application process by the entire jurisdiction of the District. The notice shall include: a) a summary of the position, including the term of office of the appointment; b) the process for making an application; c) the deadline for the application; and d) the name and contact information of the person(s) responsible for managing the process. 6.4 All applicants will be required to provide: a) a written expression of interest outlining their interest in public education as well as their knowledge and skills in one or more of the areas noted in s. 4.0 (a) of these by-laws; b) a written confirmation that they are a parent of a pupil enrolled in an OCDSB school; and c) an indication of his or her interest is serving a one (1) or two (2) year te rm. 6.5 The Membership Sub-Committee may choose to interview prospective candidates and/or request and check references. Page 21 of 127 6 6.6 Upon the close of the application period, the Membership Sub -Committee shall review the applications and provide the names of the recommended candidate(s) to the Committee for ratification. 6.7 In making the recommendation(s) the Membership Sub-Committee shall take into consideration: a) the knowledge, skills and experience of the current Committee membership; b) the knowledge, skills and experience of the applicants; c) the balance of elementary and secondary perspectives on the Committee; d) the geographic representation of urban, suburban and rural perspectives from across the District; e) the unique needs to parents of special education students; and f) the knowledge and ability to add the perspective of diverse communities as referenced in Policy P.098.CUR Equity and Inclusive Education. 6.8 Where practicable, the Membership Sub-Committee may create a waiting list of recommended candidates for the Committee to use when vacancies arise during the year. Appointment of Community Members 6.9 As required, the Committee shall discuss possible candidates/candidate associations who could serve as Community Members in accordance with section 4.0 (c). 6.10 Staff shall send letters to those candidates exploring their interest to sit on PIC and appoint a representative to the Committee. 6.11 Where the number of the interested candidates/candidate associations exceeds the number of vacancies in the Community Member position; the Membership Sub-Committee shall make a recommendation to the Committee to select Community Members who best meet its needs. 6.12 Wherever possible, individual Community Members should also be parents of a pupil enrolled in a school of the OCDSB. 6.13 Where a Community Member is an association, the Member may appoint an alternate to replace the named representative if the representative is unable to Page 22 of 127 7 attend a meeting. Temporary substitution of a representative by a duly authorized alternate during the course of a meeting shall be allowed. 6.14 The names of the Community Members, and the alternates if applicable, shall be provided to the Committee for ratification. 6.15 An appointment to the Committee is of no effect unless the person agrees to the appointment. Election of Chairs and Vice Chairs 6.16 The Chair and Vice Chair of the Committee must be parent members and shall be elected for a two-year term by the Parent Members of the Committee. 6.17 Where a nominee to the office of Chair or Vice Chair is a Parent Member appointed under section 5.2, their term may be extended for a second year. 6.18 A member may not serve more than two (2) consecutive terms as Chair. 6.19 An individual who has served two (2) consecutive terms as Chair of the Committee may be re-elected as Chair provided at least one two-year term has elapsed since their last term as Chair. Vacancies 7.0 A vacancy in the membership of the Committee does not prevent the Committee from exercising its authority. 7.1 A member shall lose their seat if absent from three consecutive regular meetings of the Committee without notice. 7.2 In the event that a Parent Member or an individual Community Representative appointed to the Committee vacates their position during the appointed term, the Committee may appoint another individual to the position for the remainder of the term. 7.3 In the event that a representative of a local association that was appointed to the Committee is no longer able to attend PIC meetings, the association may appoint another representative to fill their seat for the remainder of the term. 7.4 Vacancies in positions may be filled from the waiting list, if applicable, or be advertised. Methods of advertising may include, but are not limited to: a) advertisements in newsletters of District schools or school councils; b) advertisements in newspapers with general circulation in the geographic jurisdiction of the District; Page 23 of 127 8 c) advertisements on radio or television stations that broadcast in the geographic jurisdiction of the District; d) notices in schools of the District; and e) notices on the OCDSB’s website and where possible on District schools websites. 7.5 Individuals appointed as a result of a vacancy shall hold the position until the original term for that position expires. Roles and Responsibilities of Members 8.0 All members of the Committee shall: a) promote and encourage parent engagement and the work of the Committee in the OCDSB; b) review all relevant material prior to the Committee meetings; c) attend and participate in the Committee meetings; d) participate in Committee and Sub-Committee initiatives as required; and e) act as a liaison between the Committee and their community . 8.1 The Chair shall: a) plan the agenda in collaboration with the Director or designate; b) chair the Committee meetings; c) act as a spokesperson for the Committee in communicating with the Director of Education, the Board and the public; and d) ensure that notice of each meeting is provided to all memb ers of the Committee. 8.2 The Vice-Chair shall assume the duties of the Chair in the event the Chair is unavailable. Meetings 9.0 The Committee shall meet at least six (6) times in each school year. Page 24 of 127 9 9.1 All meetings of the Committee will be open to the public, except in accordance with s. 207 of the Education Act, and be held at a location that is accessible to the public. 9.2 The first Committee meeting of the term shall not be held until after the appointments for the term have been made. 9.3 Notice of each meeting shall be provided to all members of the Committee at least five (5) days before the meeting. Notice may be provided to each member by e-mail or regular mail; by telephone call; and by posting to the District website. Notice by regular mail is deemed to be provided five (5) days before the meeting if it is mailed five (5) days before the meeting. 9.4 A meeting of the Committee cannot be held unless: a) a majority of voting members present at the meeting are Parent Members; and b) the Director of Education, or designate, is present; and c) the Trustee, or designate, is present. 9.5 Committee members are expected to attend all Committee meetings. A member who participates in the meeting through electronic means shall be deemed to be present. 9.6 Additional employees of the District, as determined on an as needed basis, may be invited to attend, participate, and act as a resource to the Committee in a non - voting capacity. 9.7 The rules of order for the conduct of meetings of the Committee shall follow these by-laws. In any situation for which there is no specific provision in these by- laws, the OCDSB By-Laws and Standing Rules shall apply for matters of interpretation, the Committee shall adopt as its parliamentary authority the latest edition of Procedures for Meetings and Organizations by M. K. Kerr and H. W. King, Carswell Legal Publications, Toronto. 9.8 Wherever possible, the Committee shall conduct its business through a collaborative decision making process. 9.9 When the Committee votes on a matter, only Parent Members and Community Members are entitled to vote. 9.10 In the event of a tie, the motion is defeated. Sub-Committees Page 25 of 127 10 10.0 The Committee may, as it deems necessary, create sub-committees to make recommendations to the Committee. The sub-committees must include at least one (1) Parent Member of the Committee, and may include non-members. Professional Conduct 11.0 Members of the Committee have a duty to make decisions consistent with Ministry and District policies and procedures in the best interests of students in compliance with the requirements of relevant legislation and regulations. 11.1 Members will not act in order to gain financial or other material benefit personally. 11.2 Where a PIC member, has any direct, indirect or a deemed pecuniary interest in any matter that is subject to consideration by the Committee, they shall disclose such interest and exclude themselves from the respective item on the agenda. 11.3 Members will respect the privacy of individuals in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). When meeting, members shall not discuss personal information relating to parents, students, school boards/trustees, or other personnel or council members. 11.4 In the event of a conflict between members, the Chair or designate will make every effort to resolve the dispute by mediation. Minutes and Financial Records 12.0 The Committee will keep minutes of all of its meetings and records of all of its financial transactions, if any, in accordance with the policies and procedures of the District. 12.1 The minutes of the Committee’s meetings and the records of its financial transactions will be available for examination at the Administration Building by any person in accordance with the records retention schedule. 12.2 The minutes of the Committee will be posted on the OCDSB website and will be sent electronically to the chair of each school council. The minutes posted on the website will remain on the website for four years. 12.3 A person shall not receive any remuneration for serving as a member of t he Committee with the exception of an honorarium for a member of the Board of Trustees as stipulated in section 191 of the Education Act. 12.4 Committee members may be reimbursed for incidental expenses incurred as a result of their work on the Committee. Invoices for expenses related to their role shall be submitted and reimbursed in accordance with the financial policies of the OCDSB. Page 26 of 127 11 Summary of Activities 13.0 The Committee will annually submit a written summary of the Committee’s activities to the Board of Trustees and to the Director of Education. 13.1 The summary of activities shall include a report on how funding, if any, provid ed under the Education Act for parent involvement was spent. 13.2 The Director of Education will provide the summary of activities to the school councils and post the summary of activities on the District website. Amendments to By-Laws and Standing Rules 14.0 These By-Laws and Standing Rules may be amended only by approval of two - thirds (2/3) of all voting members present, at a regular or special meeting of the Committee, provided that advance notice in writing has been given to all Committee members. Approved by the Parent Involvement Committee: 11 October 2023. Page 27 of 127 EXA M P L E PARENT INVOLVEMENT COMMITTEE Wednesday, September 13, 2023, 6:00 pm Trustees' Committee Room 133 Greenbank Road Ottawa, Ontario 1.Call to Order 2.Acknowledgement of Territorial Lands 3.Approval of Agenda 4.Follow Up - Action Items 4.1 PIC Budget 4.2 PIC Meeting Structure 4.3 Coordination of Information Requests 5.Matters for Action 5.1 Report 22-064, PIC Membership Update and Sub-Committee Selection To be distributed 6.Discussion Items 6.1 2023-2024 Work Plan 7.Reports 7.1 PIC Report, 10 May 2023 7.2 Superintendent's Report 7.3 Chair's Report 8.Information Items 9.Standing Items 9.1 Updates from Workplan Subcommittees 10.New Business Page 28 of 127 EXA M P L E 11.Upcoming Meeting Dates •11 October 2023 •15 November 2023 •17 January 2024 •14 February 2024 •17 April 2024 •8 May 2024 12.Adjournment Page 2 of 2Page 29 of 127 Appointment/Election of Trustees to the Supervised Alternative Learning Committee Position Member,Supervised Alternative Learning Committee (SAL) Number To Be Appointed 2 trustees (1 member and 1 alternate) Appointment Authority Education Act §21 and Ontario Regulation 374/10,OCDSB By-laws and Standing Rules,Policy P.044.CUR. Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate Policy P.044.CUR §3.3 and 4.7: The purpose of SAL is to assist students in returning to secondary school or proceeding to one of the five post-secondary options including:apprenticeship training,college,independent living, university,or the workplace. The Committee shall meet with the students,parents/guardians and any others it considers appropriate for the purposes of determining whether: a.The application,including the SALP should be approved;or b.The application should be approved with modifications to the SALP allowing the student to participate in SAL according to the modified SALP;or c.The application is not approved,in which case,the student is expected to return to regular attendance at school. d.If no SALP was submitted,the Committee may require the creation of a SALP to support the student’s participation in SAL. Other Relevant Information Meetings are scheduled as required,dependent on applications received,and held in the afternoon at the Administration Building. In accordance with the Education Act,the appointed trustee member to SAL shall be paid $50.00 for attendance at SAL meetings (Ontario Regulation 357/06). Sample Agenda N/A Meeting Video N/A Page 30 of 127 -1- P.044.CUR POLICY P.044.CUR TITLE: SUPERVISED ALTERNATIVE LEARNING Date issued: 15 May 1998 Last revised: 08 May 2012 Authorization: Board: 11 May 1998 1.0 OBJECTIVE To establish a process to provide Supervised Alternative Learning as a retention strategy to assist parents/guardians of students who are fourteen years of age or older and of compulsory school age (up to age 18) in finding the learning program best suited to their child’s needs and interests. 2.0 DEFINITIONS In this policy, 2.1 Community Representative means a community member who is not a Board of Trustees member or an employee of the District. 2.2 District means the Ottawa-Carleton District School Board (OCDSB). 2.3 Primary Contact Person means an employee of the District assigned to carry out the functions of the Supervised Alternative Learning in respect of the student. 2.4 Supervised Alternative Learning (SAL) refers to an individualized learning program or alternative learning experience to provide students who have significant difficulties with regular school attendance to progress toward obtaining an Ontario secondary school diploma or achieving his or her other education or life goals. 2.5 Supervised Alternative Learning Plan (SALP) refers to a plan developed for a SAL student which includes the student’s educational and life goals, an outline of activities the student will participate in and contact information for those supporting the SAL. 2.6 Student refers to a pupil of the District that is at least 14 years old and of compulsory school age (up to age 18). 3.0 POLICY Page 31 of 127 -2- P.044.CUR 3.1 The District is committed to meeting the learning needs of students and shall make available a variety of retention strategies to help students continue their education. 3.2 SAL shall be considered as a retention strategy, particularly in those situations where other measures to help a student continue their education have not been effective. 3.3 The purpose of SAL is to assist students in returning to secondary school or proceeding to one of the five post secondary options including: apprenticeship training, college, independent living, university, or the workplace. 3.4 A request for SAL shall be made by the school principal where, after consultation with the school staff, the student and parent/guardian it is determined that a SAL is the most appropriate learning opportunity for the student. Where the request for a SAL is made by the principal, the parents/guardians should be in full support of the application. 3.5 The parent/guardian of a student may make a request for SAL. Such requests shall be directed to the school principal. 3.6 All requests for SAL shall be completed in the prescribed format as established in Ontario Regulation 374/10 and detailed in Procedure PR.654.CUR-Supervised Alternative Learning. 3.7 All requests for SAL shall include a plan for a program that is in the student’s best interest, reflects his or her own input and supports the student in meeting his or her learning goals. The plan shall include all of the required elements detailed in Procedure PR.654.CUR Supervised Alternative Learning. 4.0 SPECIFIC DIRECTIVES 4.1 The Board of Trustees shall establish a SAL Committee (the Committee) for the purpose of reviewing all SAL applications. The Committee shall revie w circumstances of each application to ensure that the proposed program is appropriate to the student’s needs and interests. 4.2 Where an application for a SAL has been submitted to the Committee, the Superintendent of Instruction or designate shall ensure t hat the application is distributed and a meeting of the Committee is scheduled in accordance with the timelines and notice provisions established in Ontario Regulation 374/10 and detailed in Procedure PR.654.CUR-Supervised Alternative Learning. Committee Composition 4.3 The Committee shall be composed of the following members: a) one trustee and an alternate, both appointed by the Board of Trustees; b) the Director of Education or a designated alternate appointed by the Director of Education; and c) one Community Representative and alternate, neither of whom is a member of the Board of Trustees or employee of the District. Page 32 of 127 -3- P.044.CUR (i) The Community Representative and alternate shall be selected by the other members of the Committee and shall be appointed for the duration of the term of the Board of Trustees. 4.3.1 A School/District Social Worker and Student Success Program lead (or alternate) may also attend and participate in the committee meetings but shall not have voting rights. 4.4 The Committee shall designate one of its members as Chair. Committee Meetings: 4.5 A meeting of the Committee may be held only when all three members of the Committee or their alternates are present. 4.6 The Committee shall give notice of the meeting to the required participants in accordance with the established timelines as outlined in Procedure PR.654.CUR Supervised Alternative Learning. 4.7 The Committee shall meet with the students, parents /guardians and any others it considers appropriate for the purposes of determining whether: a) the application, including the SALP should be approved; or b) the application should be approved with modifications to the SALP allowing the student to participate in SAL according to the modified SALP; or c) the application is not approved, in which case, the student is expected to return to regular attendance at school. d) If no SALP was submitted, the Committee may require the creation of a SALP to support the student’s participation in SAL. 4.8 The Committee shall provide the student, parent/guardian, Primary Contact Person and the Principal with its decision on the application with any modifications (if applicable), as well as the parent/guardians right to ask the Committee to reconsider its dec ision within the required timeframe and process outlined in Ontario Regulation 374/10 and Procedure PR.654.CUR Supervised Alternative Learning. 4.9 Before the expiry of the SALP, if the principal feels it is in the best interest of the student to continue with SAL, the principal shall submit a recommendation to the Committee to renew the plan. If the principal feels that the SALP should be terminated, the principal shall provide written notice of the termination to the student, parent/guardian, the Committee and Primary Contact Person. 4.10 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy in accordance with Ontario Regulation 374/10. 5.0 REFERENCE DOCUMENTS The Education Act, Regulation 374/10 Page 33 of 127 -4- P.044.CUR Board By-laws and Standing Rules, Annex Page 34 of 127 Appointment/Election of Trustees to the Ad Hoc Committee for Board Self-Evaluation and Director Performance Evaluation Processes Position Member,Ad Hoc Committee for Board Self-Evaluation and Director Performance Evaluation Processes Number To Be Appointed 3 trustees Appointment Authority Board Motion –Minutes 30 August 2004 Policy P.051.GOV,Policy P.130.GOV Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) Chair and Vice-Chair of the Board Eligibility Requirements Any member of the Board Mandate The mandate of the Ad Hoc Committee for Board Self Evaluation Process and Director Performance Evaluation Process is to make recommendations regarding an effective evaluation strategy, schedule,and evaluation instruments;to implement,manage and monitor the ongoing evaluation strategy;to assess the process used;and to make recommendations to enhance the future evaluation processes. Other Relevant Information Committee meets approximately six times per year,as required, during the day,at the Administration Building. Sample Agenda N/A Meeting Video N/A Page 35 of 127 EXCERPT FROM:Board Meeting 30 August 2004 351 Establishment of Committee for Board Self-Evaluation and Director ’s Performance Evaluation The Board had before it Report No. 04-251 recommending the establishment of a committee to oversee the Board Self-Evaluation Process and the Director ’s Performance Evaluation. Trustee Scott, seconded by Trustee Spice, moved as follows: A.THAT the Board establish a Committee for the Board Self-Evaluation Process and the Director ’s Performance Evaluation consisting of the Chair, the Vice-Chair and three other board members. B.THAT the Board confirm the appointment of three additional trustee members. In response to a query by Trustee Moen regarding the participation of the Chair of the Human Resources Committee, Director Rachlis noted that the Director of Education has more involvement with the Chair and Vice-Chair of the Board. An amendment by Trustee Moen to expand the mandate of the Committee to include oversight for the board self-evaluation process was accepted as friendly. An amendment by Trustee Scott to revise Part B to replace “confirm the appointment of three additional trustee members” with “appoint three additional trustee members in addition to the chair and vice-chair to the committee.” was accepted as friendly. The following motion was carried: A.THAT the mandate for the committee for the Director ’s Performance Evaluation be expanded to include oversight for the board self-evaluation process B.THAT the Board appoint three additional trustee members in addition to the chair and vice-chair to the committee. On a motion by Trustee Funiciello, seconded by Trustee Brockington, Trustees Libbey, Moen and Scott were appointed as the three additional members. Page 36 of 127 POLICY P.051.GOV TITLE:EVALUATION OF DIRECTOR OF EDUCATION AND SECRETARY OF THE BOARD Date Issued:September 2004 Last Revised:26 June 2023 Authorization:Board:08 March 2004 1.0 OBJECTIVE To establish the parameters and process for the evaluation of the Director of Education and Secretary of the Board. 2.0 POLICY 2.1 The Director of Education shall be formally evaluated annually by the Board with all Board Members participating in the evaluation process.The annual evaluation process shall be supported by a comprehensive evaluation undertaken at least once in every contractual term of employment. 2.2 The purpose of the evaluation is to: a)ensure the accountability of the Director in undertaking his or her responsibilities as the Chief Executive Officer of the school district; b)monitor the contribution of the Director to the achievement of the strategic plan; and c)to assist the Board and Director in identifying areas where the Director can improve his or her performance and the overall leadership of the school district. To this end,the evaluation shall focus on affirmations,and,where appropriate, redirection. 2.3 The evaluation of the Director shall be aligned with and based on duties as assigned in provincial statutes,regulations,policies and guidelines and on a current job description for the position of Director of Education and Secretary to the Board. 2.4 The evaluation of the Director shall use a performance-based assessment system and shall emphasize the need for and require the presentation of evidence. -1-P.051.GOV Page 37 of 127 2.5 The observable evidence shall be in a manageable form and limited to the amount sufficient to provide a fair,clear and accurate representation of the performance of the Director. 2.6 The role expectations,evidence and quality indicators used to assess performance shall be identified in the Director ’s Performance Assessment Guide.The Performance Assessment Guide is intended to clarify for the Director the performance expectations that are held by the Board.The Board shall use this guide to evaluate the performance of the Director in relation to job expectations. 2.7 The Performance Assessment Guide shall include role expectations,evidence and quality indicators based on the Director ’s responsibilities as outlined in the job description: a)Educational Leadership b)Strategic Focus and Policy Implementation c)Communications and Community Relations d)Human Resources and Professional Development e)Fiscal Accountability f)Strong Relationship with Provincial Officials,including Advocacy for the OCDSB’s needs 3.0 SPECIFIC DIRECTIVES Comprehensive Evaluation 3.1 A comprehensive performance evaluation of the Director shall be undertaken at least once in every contractual term of employment.The comprehensive evaluation of the Director may be undertaken at the same time and in conjunction with the comprehensive board evaluation or at a separate time.At the start of each evaluation cycle,the Board shall decide whether or not a comprehensive evaluation will be undertaken for that year. 3.2 The comprehensive evaluation shall seek input from the Board,the Director and other stakeholders.The input shall be obtained though a questionnaire,which will ask participants to evaluate the Director based on the framework of the Performance Assessment Guide. 3.3 The information collected through the questionnaire shall be compiled by an external resource and submitted to the Board and Director for review and discussion.The purpose of collecting the input is to assist the Board in evaluating the performance of the Director in accordance with section 2.2 of this policy. -2-P.051.GOV Page 38 of 127 3.4 The questionnaire shall be established by the Board in consultation with the Director and shall be reviewed during the employment contract unless otherwise directed by the Board. Annual Evaluation 3.5 The annual evaluation will include the submission of a report to the Board from the Director based on the Performance Assessment Guide. 3.6 The objective of the report is to provide evidence of the Director ’s performance based on the expectations,evidence and quality indicators identified in the Performance Assessment Guide. 3.7 The Director and the Board will meet with a facilitator to discuss the Director ’s accomplishments and opportunities for professional growth and/or areas of focus using the report as the basis for the discussion.At the mutual agreement of the Board and the Director,this discussion may take place without a facilitator. 3.8 The Board will provide to the Director,a written summary of the facilitated discussion and any professional growth and/or areas of focus identified for the pending academic year. Mid-Year Evaluation 3.9 A mid year discussion (formal report not required)on progress towards areas of focus for attention will be held at a time mutually agreed upon by the Board and the Director; Evaluation Process and Timelines 3.10 The evaluation cycle shall include the following: a)A meeting of the Ad Hoc Committee on Board and Director Evaluation Processes will be convened in May each year to: (i)discuss the Director evaluation process and timelines for that evaluation cycle,and determine whether a comprehensive evaluation is required; (ii)review the Director ’s Job Description and the Performance Assessment Guide to determine whether any revisions are required; (iii)to establish the selection process for a facilitator;and (iv)where a comprehensive evaluation is required,to discuss the stakeholders to be included in the consultation,the process,including the questionnaire,and timelines to be followed. Any changes to the job description or Performance Assessment Guide shall be completed prior to the end of June. b)The Director will prepare a report to the Board outlining the evidence in support of his or her work for the academic year just completed and will identify opportunities for growth for the pending academic year.The report will be submitted to the Board by 30 September.The Board will review the indicated evidence and will determine whether,or to what extent,the quality indicators have been achieved. -3-P.051.GOV Page 39 of 127 c)A facilitated meeting between the Director and the Board will be held no later than mid-October to discuss the Director ’s accomplishments and opportunities for professional growth and/or areas of focus using the report as the basis for the discussion.At the mutual agreement of the Board and the Director,this discussion may take place without a facilitator. d)By October 31,the Board will provide to the Director,a written summary of the facilitated discussion and any areas of growth identified,as well as establish any clear measures and objectives for the year. e)By November 15,the Director will provide a written response to the Board on the summary and growth areas provided which will include further information and/or any clarification previously requested by the Board,if applicable. f)Upon approval of the final evaluation report by the Director and the Board,the evaluation report will be signed by the Director and the Board Chair no later than November 30. Other 3.11 Support for the above-noted process,inclusive of the preparation of the Director ’s report and facilitation of the Board evaluation discussions,will be carried out by an external facilitator /consultant mutually approved by the Board and Director. 3.12 The timelines outlined in this policy are subject to change at the mutual agreement of the Board and the Director. 4.0 APPENDICES Appendix A Job Description,Director of Education and Secretary of the Board Appendix B Performance Assessment Guide 5.0 REFERENCE DOCUMENTS Education Act,1998,§283 -4-P.051.GOV Page 40 of 127 Appendix A to P.051.GOV Evaluation of Director of Education and Secretary of the Board (2023-2024 Job Description) OVERVIEW: The Director of Education /Secretary of the Board is both the Chief Education Officer and the Chief Executive Officer of the Ottawa-Carleton District School Board (OCDSB). The Director reports directly to the Board of Trustees and is accountable to the Board of Trustees for the organization and operation of the district.All district school board authority delegated to staff is delegated through the Director of Education. In describing the duties and responsibilities of the Director of the OCDSB,this document reflects the OCDSB’s commitment to excellence and to the value of public education. RESPONSIBILITIES: The Director of Education of the OCDSB is responsible to: 1.PROVIDE EDUCATIONAL LEADERSHIP TO THE DISTRICT 1.1.Provide educational leadership to ensure a student-centered approach in OCDSB schools and central departments that supports student achievement and learning in accordance with legislation and the OCDSB’s strategic plan. 1.2.Ensure that each student is provided with a safe and caring environment that fosters and maintains respectful and responsible behavior,well-being and supports for students. 1.3.Create a culture of respect and dignity by supporting the OCDSB’s character attributes. 1.4.Centre Indigenous and human rights,anti-oppression and equity in OCDSB’s governance and leadership structures,policies and practices and decision-making. 1.5.Practice leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out the directives of the Board and the Ministry of Education. 1.6.Act in accordance with all statutory requirements to implement provincial education standards and policies,and perform administrative functions required by governing legislation and Board policy. 1.7.Enhance curriculum development and implement effective evidence-based policies that benefit all students and all learning abilities to achieve equitable education outcomes. -5-P.051.GOV Page 41 of 127 2.MAINTAIN A STRATEGIC FOCUS AND MANAGE POLICY IMPLEMENTATION 2.1.Support the Board’s vision and mission and participate in the development of the OCDSB’s strategic plan. 2.2.Implement the Board’s strategic plan and mobilize the OCDSB’s resources to ensure timely action to realize the goals of the strategic plan. 2.3.Build and strengthen collaborative relationships with Indigenous,Black and minoritized students,parents and staff to create a community of belonging,promote excellence and inform actions to eliminate disparities and disproportionalities in service delivery. 2.4.Report OCDSB goals and outcomes achieved on an ongoing basis, summarized annually. 2.5.Ensure timely and effective implementation of Board policies,and develop and implement supporting procedures. 2.6.Support effective governance and strong relationships with the Trustees for a productive and accountable navigation of the strategic plan. 2.7.Perform the responsibilities of Secretary of the Board as outlined in the legislation. 2.8.Ensure the Board is made aware of,and understands the implications of new Ministry initiatives. 3.ENHANCE COMMUNICATIONS AND COMMUNITY RELATIONS 3.1 Build and maintain a deep understanding of Ottawa and its communities, educational structures,political landscapes,and the challenges and opportunities of the region. 3.2 Ensure the development and implementation of a comprehensive communications plan aligned with,and supportive of,the strategic and annual operating plans. 3.3 Develop effective communication mechanisms to support the OCDSB and ensure that procedures and protocols are in place to enhance open and positive internal and external communications. 3.4 Engage and inspire confidence in the community in support of OCDSB’s mission and the evolving needs of students. 3.5 Be a visible ambassador,champion of,and spokesperson for the OCDSB, internally and externally,with reference to Board policy and provincial legislation. -6-P.051.GOV Page 42 of 127 3.6 Be an effective advisor and partner to the Board of Trustees;ensuring accurate,timely and effective reporting to the Board and communication of Board decisions. 3.7 Recognize and accommodate the diversity of languages spoken across the District. 3.8 Remain informed on current and ongoing challenges and pedagogical best practices. 4.MANAGE HUMAN RESOURCES AND PROFESSIONAL DEVELOPMENT 4.1.Work collaboratively with staff,community partners,and stakeholders to promote equity and inclusion,while fostering a culture of innovation and growth. 4.2.Foster a culture of resiliency by implementing strategies that support the mental health and well-being of staff,students,and their families. 4.3.Continue to advance diversity,equity,and inclusion goals and ensuring schools are a safe and inclusive place for all (notably Black,Indigenous, and LGBTQ2S+children and youth). 4.4.Promote safe and respectful working and learning environments through strategies that address inappropriate or aggressive behaviours,hate speech,bullying,disruptive and/or disrespectful behaviour. 4.5.Responsibly exercise the administrative authority delegated by the Board as Chief Executive Officer,subject to provisions and restrictions in provincial legislation. 4.6.Has overall authority and responsibility for all personnel-related issues, save and except those personnel matters precluded by board policy, legislation or collective agreements. 4.7.Ensure effective systems are in place for the selection,supervision,and development and performance review of all staff. 4.8.Lead succession planning and recruitment strategies,while addressing staff retention and wellness. 4.9.Effectively organize and manage the senior administration,including all supervisory officers,exercise responsibility for the performance assessment and evaluation of that group of system leaders,and support on-going development of direct reports. 4.10.Participate collaboratively in the annual evaluation processes for the Board of Trustees and for the Director of Education/Secretary of the Board,as outlined in policy. -7-P.051.GOV Page 43 of 127 5.DEMONSTRATE FISCAL ACCOUNTABILITY 5.1.Ensure that the fiscal management of the OCDSB is in accordance with the Ministry’s funding model,other applicable grant regulations,and in accordance with the provisions of the Education Act and regulations. 5.2.Understand and address the needs of the OCDSB including the many challenges in the current school environment,through appropriate allocation of resources. 5.3.Oversee the development of an annual budget and expenditure of funds as per Board-approved budget.Manage emergency expenditures in accordance with best practice and in the best interests of the OCDSB. 5.4.Inform the Board about risks annually and about pending litigation as soon as possible or as circumstances warrant. 5.5.Provide requested information to the audit committee in a timely manner. 6.DEMONSTRATE A STRONG RELATIONSHIP WITH PROVINCIAL OFFICIALS, INCLUDING ADVOCACY FOR THE OCDSB’S NEEDS 6.1.Represent the Board’s position on student needs and educational priorities to provincial government officials. 6.2.Utilize appropriate mechanisms to support the Board’s advocacy efforts. 6.3.Develop and present recommended courses of action and alternatives with regard to provincial relations,directives and initiatives to the Board for its consideration. 6.4.Provide information to the Board on long-term impacts of issues,decisions and activities. -8-P.051.GOV Page 44 of 127 Appendix B to P.051.GOV Evaluation of Director of Education and Secretary of the Board OTTAWA-CARLETON DISTRICT SCHOOL BOARD PERFORMANCE ASSESSMENT GUIDE FOR THE EVALUATION OF THE DIRECTOR OF EDUCATION / SECRETARY OF THE BOARD FOR THE YEAR:SAMPLE (Dated:___________________) -9-P.051.GOV Page 45 of 127 Areas of Growth for (year) On _______________the Board approved the following areas of growth for the Director of Education for the _____________year: Educational Leadership Strategic Focus and Policy Implementation Communications and Community Relations Human Resources and Professional Development Fiscal Accountability Advocacy Responsibility #1: Provide educational leadership to the District. Role Expectations: o Provide educational leadership to ensure a student-centered approach in OCDSB schools and central departments that supports student achievement and learning in accordance with legislation and the OCDSB’s strategic plan. o Ensure that each student is provided with a safe and caring environment that fosters and maintains respectful and responsible behavior,well-being and supports for students. o Create a culture of respect and dignity by supporting the OCDSB’s character attributes. o Centre Indigenous and human rights,anti-oppression and equity in OCDSB’s governance and leadership structures, policies and practices and decision-making. o Practice leadership in a manner that is viewed positively and has the support of those with whom they work most directly in carrying out the directives of the Board and the Ministry of Education. o Act in accordance with all statutory requirements to implement provincial education standards and policies,and perform administrative functions required by governing legislation and Board policy. o Enhance curriculum development and implement effective evidence-based policies that benefit all students and all learning abilities to achieve equitable education outcomes. Director Reflection: Evidence and Indicators of Accomplishments: -10-P.051.GOV Page 46 of 127 Responsibility #2: Maintain a strategic focus and manage policy implementation. Role Expectations: o Support the Board’s vision and mission and participate in the development of the OCDSB’s strategic plan. o Implement the Board’s strategic plan and mobilize the OCDSB’s resources to ensure timely action to realize the goals of the strategic plan. o Build and strengthen collaborative relationships with Indigenous,Black and minoritized students,parents and staff to create a community of belonging,promote excellence and inform actions to eliminate disparities and disproportionalities in service delivery. o Report OCDSB goals and outcomes achieved on an ongoing basis,summarized annually. o Ensure timely and effective implementation of Board policies,and develop and implement supporting procedures. o Support effective governance and strong relationships with the Trustees for a productive and accountable navigation of the strategic plan. o Perform the responsibilities of Secretary of the Board as outlined in the legislation. o Ensure the Board is made aware of,and understands the implications of new Ministry initiatives. Director Reflection: Evidence and Indicators of Accomplishments: Responsibility #3: Enhance communications and community relations. Role Expectations: o Build and maintain a deep understanding of Ottawa and its communities,educational structures,political landscapes, and the challenges and opportunities of the region. o Ensure the development and implementation of a comprehensive communications plan aligned with,and supportive of, the strategic and annual operating plans. o Develop effective communication mechanisms to support the OCDSB and ensure that procedures and protocols are in place to enhance open and positive internal and external communications. o Engage and inspire confidence in the community in support of OCDSB’s mission and the evolving needs of students. o Be a visible ambassador,champion of,and spokesperson for the OCDSB,internally and externally,with reference to Board policy and provincial legislation. o Be an effective advisor and partner to the Board of Trustees;ensuring accurate,timely and effective reporting to the Board and communication of Board decisions. o Recognize and accommodate the diversity of languages spoken across the District. o Remain informed on current and ongoing challenges and pedagogical best practices. Director Reflection: Evidence and Indicators of Accomplishments: Responsibility #4: Manage human resources and professional development. -11-P.051.GOV Page 47 of 127 Role Expectations: o Work collaboratively with staff,community partners,and stakeholders to promote equity and inclusion,while fostering a culture of innovation and growth. o Foster a culture of resiliency by implementing strategies that support the mental health and well-being of staff,students, and their families. o Continue to advance diversity,equity,and inclusion goals and ensuring schools are a safe and inclusive place for all (notably Black,Indigenous,and LGBTQ2S+children and youth). o Promote safe and respectful working and learning environments through strategies that address inappropriate or aggressive behaviours,hate speech,bullying,disruptive and/or disrespectful behaviour. o Responsibly exercise the administrative authority delegated by the Board as Chief Executive Officer,subject to provisions and restrictions in provincial legislation. o Has overall authority and responsibility for all personnel-related issues,save and except those personnel matters precluded by board policy,legislation or collective agreements. o Ensure effective systems are in place for the selection,supervision,and development and performance review of all staff. o Lead succession planning and recruitment strategies,while addressing staff retention and wellness. o Effectively organize and manage the senior administration,including all supervisory officers,exercise responsibility for the performance assessment and evaluation of that group of system leaders,and support on-going development of direct reports. o Participate collaboratively in the annual evaluation processes for the Board of Trustees and for the Director of Education/Secretary of the Board,as outlined in policy. Director Reflection: Evidence and Indicators of Accomplishments: Responsibility #5: Demonstrate fiscal accountability. Role Expectations: o Ensure that the fiscal management of the OCDSB is in accordance with the Ministry’s funding model,other applicable grant regulations,and in accordance with the provisions of the Education Act and regulations. o Understand and address the needs of the OCDSB including the many challenges in the current school environment, through appropriate allocation of resources. o Oversee the development of an annual budget and expenditure of funds as per Board-approved budget.Manage emergency expenditures in accordance with best practice and in the best interests of the OCDSB. o Inform the Board about risks annually and about pending litigation as soon as possible or as circumstances warrant. o Provide requested information to the audit committee in a timely manner. Director Reflection: Evidence and Indicators of Accomplishments: Responsibility #6: Demonstrate a strong relationship with provincial officials,including advocacy for the OCDSBs needs. -12-P.051.GOV Page 48 of 127 Role Expectations: o Represent the Board’s position on student needs and educational priorities to provincial government officials. o Utilize appropriate mechanisms to support the Board’s advocacy efforts. o Develop and present recommended courses of action and alternatives with regard to provincial relations,directives and initiatives to the Board for its consideration. o Provide information to the Board on long-term impacts of issues,decisions and activities. Director Reflection: Evidence and Indicators of Accomplishments: -13-P.051.GOV Page 49 of 127 -1- P.130.GOV POLICY P.130.GOV TITLE: EVALUATION PROCESS FOR THE BOARD OF TRUSTEES Date Issued: July 2008 Last Revised: 28 March 2017 Authorization: Board: 10 June 2008 1.0 OBJECTIVE To establish an evaluation process for the Board of Trustees that values the importance of strategic leadership, accountability and professional development of the Board and of the individual trustee, for the effective governance of the school district. 2.0 DEFINITIONS 2.1 Board means the Board of Trustees of the Ottawa-Carleton District School Board. 2.2 District means the Ottawa-Carleton District School Board. 2.3 Governance is the way in which the Board provides leadership, stewardship and oversight of the school district and its resources. 2.4 Trustee means a member of the Board elected or appointed in accordance with the Municipal Elections Act and the Education Act. 3.0 POLICY 3.1 The Board of Trustees shall establish a formal evaluation process which includes an annual reflection process, whereby all members of the Board participate in a facilitated discussion to assess progress and opportunities for growth. 3.2 The Board annual reflection process shall encourage both the evaluation of the Board as an entity and the self-evaluation of each individual member of the Board. 3.3 The evaluation process shall include a comprehensive evaluation undertaken once in every four year term of off ice. The comprehensive evaluation shall be supported by an annual reflection process. 3.4 The purpose of the Board comprehensive evaluation is to: a) assist the Board in identifying areas where the Board can improve its effectiveness; Page 50 of 127 -2- P.130.GOV b) monitor the contribution of the Board to the achievement of the strategic plan; and c) identify opportunities for the ongoing professional development of the Board and its members. 3.5 The purpose of the annual reflection is to encourage individual members of the Board to: a) assess their individual effectiveness as a member of the Board; b) reflect on their personal contribution to the success of the Board as a whole; and c) identify opportunities for professional development. 3.6 The comprehensive evaluation of the Board and the annual reflection shall be based on duties as assigned in provincial statutes, regulations, policies and guidelines, and in the roles and responsibilities document for the Board and the Board Member, and the Board’s contribution to the strategic plan. 4.0 SPECIFIC DIRECTIVES Comprehensive Evaluation 4.1 The comprehensive evaluation shall include input from the Board, the Director and other stakeholders about the performance of the Board. The input shall be obtained th rough a questionnaire which will ask participants to evaluate the Board as an entity. 4.2 The information collected through the questionnaire shall be compiled by an external resource and submitted to the Board for discussion. The purpose of collecting the input is to assist the Board in identifying areas where the Board can improve its effectiveness and to provide input to the Board on the development, implementation and achievement of the strategic plan. Annual Reflection 4.3 A facilitated discussion will be held designed to improve the overall performance of the Board by assisting members to reflect on their individual and collective accomplishments as trustees and as a Board, to build on their strengths and assess their need for continuing education. Evaluation Cycle 4.4 The evaluation cycle shall be as follows:Comprehensive Evaluation i) A comprehensive evaluation shall occur at the mid-point in every four year term of office; ii) The questionnaire for the comprehensive evaluation shall be distributed to stakeholder groups in the spring; iii) The questionnaire data shall be compiled by an external resource and a summary report on the data prepared for discussion by the Board at the annual reflection meeting in August/September; Page 51 of 127 -3- P.130.GOV iv) The Board shall reflect on the feedback from the comprehensive evaluation to direct any further research or information, and incorporate any changes into its key strategic plan objectives for the coming year; b) Annual Reflection i) On an annual basis, including a year when the comprehensive evaluation is conducted, a facilitated discussion will be scheduled for members of the Board in late August each year; and ii) The Board and Director will meet to discuss the feedback from the facilitated discussion in late August/September and establish key areas of focus for the Board based on the feedback and the strategic plan for the coming school year; c) Key areas of focus shall be confirmed by Board motion by end of September each year; and d) Upon Board approval of the key areas of focus, the Ad Hoc Committee for the Board Evaluation Process and the Director Performance Evaluation Process shall convene a meeting within a two month period to discuss the evaluation process and any revisions that may be required. 5 REFERENCE DOCUMENTS Education Act, Ontario, 1998, § 283 Board Policy P.051.GOV: Evaluation of Director of Education and Secretary of the Board Board Policy P.048.GOV: Board Guiding Principles Board Policy P.073.GOV: Board Member Code of Ethics Job Description for Board Member Page 52 of 127 Appointment/Election of Trustees for the Community Member Recognition Awards Selection Ad Hoc Committee Position Member,Community Member Recognition Awards Selection Ad Hoc Committee Number To Be Appointed Up to 3 trustees Appointment Authority Policy P.013.GOV:Community Member Recognition Awards Program Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) Chair and Vice-Chair of the Board Eligibility Requirements Any member of the Board Mandate To review nominations and make final decisions with respect to award recipients under the Community Member Recognition Awards Program (excluding the Chair ’s Award,which shall continue to be selected by the Chair). Other Relevant Information The Committee will meet following the closing date for nominations to select the award recipients (typically in April each year). Sample Agenda Community Recognition Awards Selection Committee Agenda Meeting Video N/A Page 53 of 127 POLICY P.013.GOV TITLE:COMMUNITY MEMBER RECOGNITION AWARDS PROGRAM Date Authorized:14 April 2011 Last Revised:06 September 2022 Last Reviewed:06 September 2022 COMMITMENT TO INDIGENOUS, EQUITY, AND HUMAN RIGHTS The Board recognizes its responsibility to ensure that OCDSB policies and procedures promote and protect Indigenous, equity, and human rights and to seek to address and eliminate racism and structural and systemic barriers for students, staff, and community. 1.0 RATIONALE To provide a framework to demonstrate the Ottawa-Carleton District School Board’s (OCDSB) support and appreciation for the contribution of community members, including parents, volunteers, businesses and others, through the establishment of a formal awards recognition program, including the criteria for eligibility, nominations, and presentation of various awards. 2.0 DEFINITIONS Please refer to Appendix A for a list of definitions of terms used in this policy. 3.0 GUIDING PRINCIPLES 3.1 The District values and appreciates the contributions of community members, including parents, community volunteers, businesses and others and wishes to recognize those contributions through the establishment of a formal recognition program. 3.2 The District is committed to developing and maintaining a formal community recognition awards program to implement this policy, as more specifically set out in Procedure PR.636.GOV Community Member Recognition Awards Program. 4.0 POLICY 4.1.The Director of Education, or designate, will issue a call for nominations for Community Member Recognition Awards annually through the appropriate channels. 4.2.Nominations for an award under the Community Member Recognition Awards Program may be submitted in accordance with the procedures established to implement this policy. -1 -P.013..GOV Page 54 of 127 4.3.A Community Member Recognition Awards Selection Committee shall be established annually as an ad hoc committee of the Board, for the sole purpose of reviewing nominations and making final decisions with respect to award recipients under the Community Member Recognition Awards Program (excluding the Chair ’s Award, which shall continue to be selected by the Chair). The members of the Committee will be the Chair, the Vice-Chair and up to three additional Trustee members appointed by the Board. The Committee will meet following the closing date for nominations to select the award recipients. 4.4.Award recipients shall be selected by the Committee (or the Chair in the case of the Chair ’s award) in accordance with the established selection process and criteria. 4.5.Every three years, the Committee will also review the Community Member Recognition Awards Program, including the awards, criteria, eligibility for nomination and so on, and recommended changes, if any, will be presented to the Board for approval. 4.6.The Director is authorized to develop procedures to implement this policy. 5.0 APPENDICES Appendix A:Policy Definitions 6.0 REFERENCE DOCUMENTS Board Policy P099.HR Employee Recognition Board Procedure PR.621.HR Employee Recognition Board Procedure PR.636.GOV Community Member Recognition Awards Program -2 -P.013.GOV Page 55 of 127 Appendix A to Policy P.013.GOV POLICY DEFINITIONS Board means the Board of Trustees of the Ottawa-Carleton District School Board. Board Member means a member of the Board elected or appointed in accordance with the Municipal Elections Act and the Education Ac t. District means the Ottawa-Carleton District School Board. Trustee means a member of the Board elected or appointed in accordance with the Ontario Municipal Elections Act and the Ontario Education Act. -3 -P.013.GOV Page 56 of 127 Community Member Recognition Awards Selection Committee RESTRICTED AGENDA April 22, 2021, 3:00 pm - 5:30 pm Zoom Meeting 1.Call to Order This item is restricted to all trustees; Executive Officer, Corporate Services, and Committee Coordinator) 2.Election of the Chair 3.Approval of the Agenda 4.Matters for Action: 4.1.Report 21-043, Community Member Recognition Awards 4.1.a.Supplementary Information, Nominations Received 4.2.Selection of the Excellence in Equity Community Award Recipient 4.3.Selection of the Community Partnership Award Recipient 4.4.Selection of the Volunteer of the Year Award Recipient 4.5.Distinguished School Council Service Award Recipient 4.6.Selection of the Community Award Recipient 4.7.Selection of the Chair's Award Recipient 5.New Business -- Information and Inquiries 6.Adjournment EXAMPL E Page 57 of 127 Appointment/Election of Trustees for the Ad Hoc Policy Review Committee Position Trustee Members,Ad Hoc Policy Review Committee Number To Be Appointed 4 trustees Appointment Authority Ad Hoc Policy Committee Terms of Reference Board Motion -Minutes 25 April 2023 Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) The Chair of the Board shall be an ex-officio member and shall have full privileges of committee membership and is included in the total number of trustees appointed. Eligibility Requirements Any member of the Board Mandate The mandate of the Ad Hoc Policy Review Committee (the Committee)will be to assist the Board in fulfilling its obligations related to the establishment,review,amendment,implementation, rescission,and evaluation of policies.The Committee will work by consensus to authorize the work required within the review process. Final recommendations regarding policy changes or rescission require a recommendation from the Committee as shared through reports from the Committee to the Board. Other Relevant Information The Committee will aim to meet monthly.When determining meeting times,the varied needs and availability of voting and non-voting members should be considered to promote equitable engagement opportunities (e.g.scheduling meetings outside of regular work hours). All members of the Board shall be entitled to attend meetings of the Committee,to receive all materials circulated to the committee,and to participate in debate,including the making of motions and voting. Sample Agenda Policy Review Committee Agenda Meeting Video Policy Review Committee Video Page 58 of 127 Ad Hoc Policy Review Committee Terms of Reference 1. Mandate The mandate of the Ad Hoc Policy Review Committee (the Committee) will be to assist the Board in fulfilling its obligations related to the establishment, review, amendment, implementation, cancellation, and evaluation of policies. The Committee will work by consensus to authorize the work required within the review process, final recommendations regarding policy changes or revocation require a recommendation from the Committee as shared through the Committee of the Whole in reports from the Committee. 2. Responsibilities The Ad Hoc Committee will work on the following items: ● Define and recommend the terms of reference for a Standing Committee on Policy and Governance; ● Act as a forum for discussion of key policy issues and concerns; ● Provide feedback and recommendations for policy revisions and development as part of the policy review process; ● Provide staff with recommendations regarding stakeholder consultation plans as applicable; ● Act as a forum for discussion of key policy issues and concerns; ● Evaluate, monitor and provide recommendations on the policy review process; ● Make recommendations on required changes to the OCDSB By-Laws and Standing Rules ● Perform additional duties delegated to the Committee by the Board as required. 3. Membership The Committee shall be comprised of a minimum of five and a maximum of seven trustees, appointed by the Board annually at its organizational meeting. The Committee shall appoint a Chair from amongst its members. Appendix A to 25 April 2023 Board Page 59 of 127 The Chair shall be an ex-officio member and shall have full privileges of committee membership and are included in the total number of trustees appointed. The Committee will be supported, as required, by the following internal Board resources: ●Director or delegate (ex-officio) ●Executive Officer, Corporate Services ●Board Services ●Other staff and or guests as required 4.Meeting Frequency The Committee will aim to meet monthly. When determining meeting times, the varied needs and availabilities of Trustees should be considered to promote equitable engagement opportunities (e.g. scheduling meetings outside of regular work hours). 5.Reporting Structure The Chair of the Committee will establish the agenda in consultation with the Executive Officer and Board Services in alignment with the policy review plan. The agenda and meeting materials will be distributed to all members of the Board on the Friday prior to the meeting. The Committee shall submit a report with recommendations to the Committee of the Whole at the Committee’s next scheduled meeting after a meeting of the Committee. The committee shall work by consensus and a straw vote will direct staff regarding minor suggestions and changes to policy review timelines and work plans. Approval and rescission of policies must always be determined by a majority vote of the committee and a recommendation to the Board. Page 60 of 127 EXCERPT FROM:Board,25 April 2023 11.1.a.a Approval of Policy Review Update This was a non-consent item and when dealt with later in the meeting,the following discussion ensued. In response to concerns that advisory committee members on the ad hoc committee would not be able to vote,staff advised that no ad hoc committees have had non-trustee members that were voters.It was noted that the intent of this committee is to report to the Committee of the Whole and then to the Board.Members of the committee are able to provide input on policy development but policy development is a statutory function of the Board.Staff added that changing the number of voting members would impact quorum. Moved by Trustee Scott,seconded by Trustee Blackburn, THAT the Ad Hoc Policy Committee policy be amended to set quorum at five voting members. Carried Moved by Donna Blackburn Seconded by Lynn Scott A.THAT the Board establish an Ad Hoc Policy Review Committee as set out in Appendix D to Report 23-025 with the addition of IEC,ACE,PIC, SEAC and OCASC representatives,as amended (Attached as Appendix A); B.THAT all members of the Board be entitled to attend meetings of the Ad Hoc Committee,to receive all materials circulated to the committee, and to participate in debate,including the making of motions and voting;and C.THAT the Ad Hoc Policy Review Committee continue to meet until October 2024 or until the completion of the mandate. For (12):Alysha Aziz,Justine Bell,Donna Blackburn,Donna Dickson,Lyra Evans,Jennifer Jennekens,Nili Kaplan-Myrth, Matthew Lee,Cathryne Milburn,Suzanne Nash,Amanda Presley,and Lynn Scott Carried (12 to 0) Page 61 of 127 Ad Hoc Policy Review Committee AGENDA September 19, 2023, 5:00 pm - 6:30 pm Zoom Meeting 1.Call to Order 2.Acknowledgement of Territorial Lands 3.Declarations of Interest 4.Approval of the Agenda 5.Matters for Discussion: 5.1 2023-2024 Policy Review Work Plan a.Ad Hoc Policy Committee Terms of Reference 5.2 Memo 23-050 New and Revised Board Policies, Procedures and Forms (2022-2023 Update: 29 June 2022 - 26 June 2023) 5.3 Report 23-058, Tier 2 Revisions to Policy P.107.SCO Naming of Schools and Educational Support Facilities and Opening Ceremonies 5.4 Report 23-059, Amalgamation of Policy P.035.SCO Extended Day Programs and Policy P.059.SCO Child Care Programs In Schools 6.New Business -- Information and Inquiries 7.Adjournment EXAM P L E Page 62 of 127 Appointment/Election of Trustees to the Advocacy Strategy Committee Position Member, Advocacy Strategy Committee Number To Be Appointed Up to 4 trustees Appointment Authority Advocacy Strategy Committee Terms of Reference Board Motion – Minutes 23 April 2019 Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) Chair and Vice-Chair of the Board Eligibility Requirements Any member of the Board Mandate The Advocacy Strategy Committee shall aim to meet on a regular basis, at least every second month, to prioritize advocacy issues and develop key messaging. Additional meetings may be scheduled as needed. Other Relevant Information Committee will meet at the Administration Building until the mandate is completed. Sample Agenda Advocacy Strategy Committee Agenda Meeting Video Advocacy Strategy Committee Meeting Page 63 of 127 Ad Hoc Advocacy Strategy Committee Terms of Reference Role and Purpose The purpose of the Advocacy Strategy Committee is to develop and implement effective advocacy strategies to support the organization's goals and objectives. The committee will provide guidance, oversight, and expertise in the development and execution of advocacy campaigns, ensuring alignment with the organization's mission and values. Responsibilities The Advocacy Strategy Committee shall have the following responsibilities: ● Develop an annual advocacy strategy that outlines key priorities, target audiences, messages, and tactics to advance the District’s strategic goals. ● Identify and prioritize issues and opportunities for advocacy, considering their alignment with the strategic goals. ● Monitor and evaluate the progress and impact of advocacy efforts, including assessing the effectiveness of strategies, identifying areas for improvement, and recommending necessary adjustments. ● Coordinate with relevant partners to leverage their expertise, resources, and networks in support of advocacy initiatives. ● Stay informed about legislative, regulatory, and political developments that may impact the District’s advocacy efforts. ● Advise and support the chair on specific advocacy issues and key messaging as needed and in a timely way. ● Provide regular updates and reports to the Board on advocacy activities, outcomes, and challenges. Membership The Committee shall be comprised of the Chair, Vice-Chair and up to four trustees, appointed by the Board annually at its organizational meeting. The Chair shall be an ex-officio member and shall have full privileges of committee membership and are included in the total number of trustees appointed. The Committee will be supported, as required, by the following internal Board resources: ● Director or delegate (ex-officio) ● Executive Officer, Corporate Services Page 64 of 127 ●General Manager of Board Services ●Other staff and or guests as required Meeting Frequency The Advocacy Strategy Committee shall aim to meet on a regular basis,at least every second month.Additional meetings may be scheduled as needed.The chairperson working with the Executive Officer and the General Manager of Board Services shall be responsible for setting the meeting agenda,circulating relevant materials,and documenting and sharing the meeting minutes. When determining meeting times,the varied needs and availability of members should be considered to promote equitable engagement opportunities (e.g.scheduling meetings outside of regular work hours). Reporting Structure The Chair of the Committee will establish the agenda in consultation with the Executive Officer and Board Services. The agenda and meeting materials will be distributed to all members of the Board on the Friday prior to the meeting.The Committee shall submit a report with recommendations to the Board at the next scheduled meeting after a meeting of the Committee. Decision Making Decisions within the Advocacy Strategy Committee shall be made through a consensus-based approach.In case consensus cannot be reached,the chairperson shall facilitate a vote,and a simple majority will determine the outcome. Page 65 of 127 EXA M P L E Advocacy Strategy Committee AGENDA November 2, 2023, 12:00 pm - 1:00 pm Zoom Meeting 1.Call to Order 2.Acknowledgement of Territorial Lands 3.Declarations of Interest 4.Approval of the Agenda 5.Matters for Discussion: 5.1 Aligning Efforts a.OPSBA Advocacy Day - 27 November 2023 (Update) b.Advocacy Briefs 5.2 Confirming Top Priority Areas •Replacement Worker Costs •Transportation •Special Education Funding •Cybersecurity/Technology Funding •Facilities Renewal •Mental Health •Funding Stability (Operational/Capital/Human Resources) 6.New Business -- Information and Inquiries 7.Adjournment Page 66 of 127 Appointment/Election of Trustees to the OSTA Board of Directors Position Member, Board of Directors, Ottawa Student Transportation Authority (OSTA) Number To Be Appointed Positions: 2 trustees and 2 alternates To be appointed: 3 trustees (1 member for a two year term and 2 alternates for a one year term) (NOTE 1: Trustee Lee was appointed to the OSTA Board of Directors in 2022 for a two year term ending 14 November 2024) (NOTE 2: The Chair and Vice-Chair may also serve as alternates if no appointed alternates are available.) Appointment Authority Appointment Authority Ministry/OCDSB/OCSB Consortium Plan, Policy P.127.TRA. Term of Appointment Two year term with appointments being made in alternating years, as specified in Sections 5.3 and 5.4 of Policy P.127.TRA. 1. 15 November 2023 – 15 November 2025 (one member, two year term) 2. 14 November 2023 – 15 November 2024 (two alternates) Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate OSTA is a separate, incorporated entity formed to benefit the OCDSB and the Ottawa Catholic School Board and its students by providing safe, effective and efficient student transportation services: The Board shall assign responsibility to the Board’s representatives to: a. Develop strategic direction and policy for OSTA; b. Establish and perform ongoing reviews of the organizational structure and remuneration schedules of the employees of OSTA; c. Receive and review reports on the achievement of goals identified in the Service Level Agreement; d. Seek a financial mandate from the OCDSB Board. If a financial mandate for the current budget year is not available, the previous year’s budget mandate shall be applied; e. Consult with the Board prior to any vote for material cost overruns of greater than 1 percent of the Board’s financial mandate, or $500,000 whichever is less, for transportation, excluding those costs resulting from bus route adjustments that are in keeping with the transportation policies until a service level agreement is executed; f. Reviewing and approving the annual budget of OSTA; Page 67 of 127 g. Approving the cost sharing formulae between partner boards for transportation services; h. Establishing and performing ongoing reviews; and i. Fostering and facilitating inter-board cooperation and sharing of information between OSTA and the OCDSB. Other Relevant Information Meetings are held monthly at 5:30 p.m. Note: The next OSTA Public Meeting is scheduled for 4 December 2023 Sample Agenda Ottawa Student Transportation Authority Board Meeting Agenda Meeting Video N/A Page 68 of 127 -1- P.127.TRA POLICY P.127.TRA TITLE: OTTAWA STUDENT TRANSPORTATION AUTHORITY Date Authorized: 22 June 2009 Last Revised: 31 January 2023 Last Reviewed: 31 January 2023 COMMITMENT TO INDIGENOUS RIGHTS, HUMAN RIGHTS, AND EQUITY The District recognizes its responsibility to ensure that this policy and associated procedures promote and protect Indigenous rights, human rights, and equity. The District will strive to address and eliminate discrimination and structural and systemic barriers for students, staff, and community. 1.0 RATIONALE To establish the authority of the Ottawa Student Transportation Authority to act as the Board’s agent with respect to the provision of transportation services to students of the OttawaCarleton District School Board (OCDSB). 2.0 DEFINITIONS Please refer to Appendix A for a list of definitions of terms used in this policy. 3.0 RESPONSIBILITY Director of Education and the General Manager of Ottawa Student Transportation Authority. 4.0 POLICY 4.1 The Board shall recognize the Ministry of Education requirement for the provision of safe, effective, and efficient student transportation services through a consortia delivery model. 4.2 The Board shall recognize the Ottawa Student Transportation Authority (OSTA), a consortium established jointly by the Ottawa Catholic School Board and the Ottawa- Carleton District School Board, as its agent for the provision of student transportation services. 4.3 OSTA shall provide transportation services to OCDSB pupils as detailed in a service level agreement (SLA). Page 69 of 127 -2- P.127.TRA 4.4 The Board shall establish transportation service standards to be included in the SLA with OSTA, including, but not limited to: a) eligibility standards based on distance, address (home or childcare), and program; b) bell times over ten minutes; and c) accessible transportation for students with special needs. 4.5 The components and service standards of the SLA shall be presented to the Board prior to its execution. 4.6 The Director of Education will ensure that the structure of operating and/or SLAs with the Ottawa Student Transportation Authority (OSTA) satisfy the requirements of the Ministry of Education. 5.0 SPECIFIC DIRECTIVES Appointments 5.1 In accordance with OSTA By-Laws, the Board shall have four representatives appointed to the OSTA Board of Directors, including: a) Director of Education; b) Chief Financial Officer; and c) two trustees. 5.2 In addition, the Board shall appoint two trustees to serve as alternate representatives to the OSTA Board of Directors. The Chair and Vice-Chair of the Board may serve as alternates if no appointed representatives are available. Term of Office 5.3 Each appointed trustee representative shall normally be appointed for a two-year term. The terms shall be off-set by a year. Appointments will be made annually by the Board. 5.4 Each appointed alternate trustee representative shall be appointed for a one -year term. Appointments will be made annually by the Board. Delegated Authority 5.5 The Board is responsible for establishing service eligibility standards for the transportation of its students. The Board shall delegate responsibility for service delivery standards to OSTA, including, but not limited to: a) student transportation; b) empty seat management; c) stop distances from home; d) bell time changes of 10 minutes or less; Page 70 of 127 -3- P.127.TRA e) hazard zones; f) weighted vehicle loading capacity; and g) transportation for students in joint custody arrangements and having two homes. 5.6 The Board shall assign responsibility to the Board’s representatives to: a) develop strategic direction and policy for OSTA; b) establish and perform ongoing reviews of the organizational structure and remuneration schedules of the employees of OSTA; and c) receive and review reports on the achievement of goals identified in the Service Level Agreement. Financial Accountability 5.7 Prior to approving the annual OSTA budget, or interim bud get adjustment, the Board’s representatives shall: a) Seek a financial mandate from the OCDSB Board. If a financial mandate for the current budget year is not available, the previous year’s budget mandate shall be applied; and b) Consult with the Board prior to any vote for material cost overruns of greater than 1 percent of the Board’s financial mandate, or $500,000 whichever is less, for transportation, excluding those costs resulting from bus route adjustments that are in keeping with the transportation policies until a service level agreement is executed. Financial Accountability 5.8 In their capacity as OSTA Board members, the Board’s representatives are responsible for: a) reviewing and approving the annual budget of OSTA; b) approving the cost sharing formulas between partner boards for transportation services; and c) establishing and performing ongoing reviews. Communications 5.9 The Board’s representatives are responsible for fostering and facilitating inter -board cooperation and sharing of information between OSTA and the OCDSB. This includes reporting regularly to the Board of Trustees and ensuring that the Board is aware of any major initiatives, challenges, and issues facing the OSTA Board of Directors. Consultation 5.10 The District shall work in partnership with OSTA in undertaking major consultations with the stakeholder communities. Where required, the parties will collaborate. Page 71 of 127 -4- P.127.TRA Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) 5.11 The District is responsible for the confidential records of all its students. However, in keeping with the provisions of existing legislation, the Board will delegate the authority for care, custody, control, and the responsibility for transportation records to OSTA. The District will work with the OSTA General Manager to manage requests under MFIPPA as required. This includes transportation records under the custody and control of OSTA. 5.12 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy. 6.0 APPENDICES Appendix A: Policy Definitions 7.0 REFERENCE DOCUMENTS Board Policy P.084.SCO: Student Safety Patrols Board Procedure PR.530.SCO: Withdrawal of Transportation Privileges Page 72 of 127 -5- P.127.TRA APPENDIX A: POLICY DEFINITIONS In this policy, Board means the Board of Trustees. District means the Ottawa-Carleton District School Board. Ottawa Student Transportation Authority (OSTA) means a consortium established jointly by the Ottawa Catholic School Board and the Ottawa -Carleton District School Board. the recognized agent for transportation services for the Ottawa-Carleton District School Board. Page 73 of 127 Appointment/Election of Trustees to the Ottawa-Carleton Education Network Position Member,Ottawa-Carleton Education Network (OCENET) Number To Be Appointed 2 trustees Appointment Authority Policy P.015.GOV OCENET By-Law No.1,Board of Directors Term of Appointment 15 November 2023 –14 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate OCENET is a separate,incorporated entity formed to benefit the OCDSB and its students by generating revenues: a.through the sale of OCDSB products,programs and services;and b.by recruiting,accepting and placing fee-paying students in the OCDSB. Other Relevant Information OCENET Board meetings are generally held twice a year in early December and in early April or May. Sample Agenda N/A Meeting Video N/A Page 74 of 127 -1- P.015.GOV POLICY P.015.GOV TITLE: THE OTTAWA-CARLETON EDUCATION NETWORK INC. (OCENET) Date issued: 17 April 1998 Revised: 02 December 1998 Authorization: Board: 14 April 1998 1.0 PURPOSE To provide for the continuation of a separately incorporated entity, the Ottawa -Carleton Education Network Inc. (OCENET), to generate revenue for the benefit of the Ottawa -Carleton District School Board (OCDSB) and its students. 2.0 POLICY 2.1 The Board recognizes OCENET as a separate, incorporated entity formed to benefit the OCDSB and its students by generating revenues: a) through the sale of predecessor (CBE and OBE) and OCDSB products, programs and services; b) by recruiting, accepting and placing fee-paying students in the OCDSB. 3.0 SPECIFIC DIRECTIVES 3.1 The operations of OCENET shall be governed by the by-laws of the corporation. 3.2 OCENET shall provide an annual audited financial report to the Board at fiscal year- end. 3.3 The Board reserves the right to review the operations of OCENET following receipt of this annual financial report. 3.4 OCENET shall have access to the entire OCDSB to achieve its objectives. 3.5 OCENET shall be the sole agent for the products, programs and services of the former OBE and CBE and the Ottawa-Carleton District School Board. 3.6 OCENET shall be the sole agent for recruiting, accepting and placing students who are visitors within the meaning of the Immigration Act (Canada) or who are in possession of a student authorization issued under that Act pursuant to section 49(6) of the Education Act (hereinafter referred to as "section 49(6) students") into the OCDSB. Page 75 of 127 -2- P.015.GOV 3.7 OCENET shall establish a fee structure for section 49(6) foreign students attending elementary and secondary schools in the OCDSB which shall include the tuition fee to the Board as prescribed under the Education Act. 4.0 REFERENCES Education Act, 1998, § 49 (6), 170-171, 181 Immigration Act (Canada) Ontario Regulation 81/97 Board Policy P.021.FIN: Admission of Foreign Students OCENET By-laws Page 76 of 127 Appointment/Election of Trustees for Agenda Planning Position Trustee and alternate Trustee to work with the Chair and Vice-Chair to discuss agenda planning matters. Number To Be Appointed 2 trustees (1 member,1 alternate) Appointment Authority OCDSB By-laws and Standing Rules,Section 8.8 Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) Chair and Vice-Chair of the Board Eligibility Requirements Any member of the Board Mandate The purpose of agenda planning meetings is to facilitate the development of the annual agenda cycle and governance priorities, monitor the application of Board governing policies,review meeting agendas for compliance,timing and content,and review monthly meeting feedback and annual evaluation. Other Relevant Information Chair,Vice-Chair and trustee-at-large (or alternate)meets bi-weekly on Wednesdays at 3:00 p.m.Currently,meetings are held electronically. Note:The next agenda planning meeting is scheduled for 22 November 2023 Sample Agenda N/A Meeting Video N/A Page 77 of 127 EXCERPT FROM:OCDSB By-laws and Standing Rules Revised 20 November 2018 8.0 MEETINGS OF THE BOARD 8.8 The Board recognizes the importance and value of the planning the annual agenda cycle with respect to governance priorities, including monitoring the application of Board governance policies, reviewing meeting agendas for compliance, timing and content, reviewing monthly feedback and meeting effectiveness, and responding as necessary to emerging Board issues. The Board shall annually appoint one trustee elected at large and one alternate who will work with the Chair and the Vice-Chair to discuss agenda planning matters and ensure effective agenda planning. Page 78 of 127 Appointment/Election of a Trustee as a Mentor for Student Trustees Position Trustee Mentor for Student Trustees Number To Be Appointed 1 trustee Appointment Authority Board Motion - Minutes 1 December 2003 Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate On December 1, 2003 the Board adopted the following motion, “THAT the Board appoint a Trustee Mentor for the Student Trustees to provide assistance to the student trustees on protocol and other issues”. A Trustee Mentor for Student Trustees has been appointed since 2003. Other Relevant Information Policy P.017.GOV, Student Trustees Page 79 of 127 1 P.017.GOV POLICY P.017.GOV TITLE: STUDENT TRUSTEES Date Issued: 16 April 2004 Last Revised: 17 December 2019 Authorization: Board: 13 April 2004 1.0 OBJECTIVE 1.1 To provide for matters relating to Student Trustees in accordance with the Education Act and its regulations. 1.2 To establish opportunities for students to become informed and involved in Board governance. 1.3 To provide for the payment of honoraria for Student Trustees and resources for Student Trustees to fulfill their responsibilities. 2.0 DEFINITIONS In this policy, 2.1 Board means the Board of Trustees of the Ottawa-Carleton District School Board. 2.2 District means the Ottawa-Carleton District School Board. 2.3 Student Trustee means an elected student representative to the Board. 2.4 Student Presidents’ Council means the organization composed of student presidents and co- presidents from each secondary school. 2.5 Student Senate means a committee comprised of one student voting representative per secondary school (grades 10, 11 or 12) that advises Student Trustees and represents students on Board Standing and Advisory Committees. 2.6 Student Trustee Candidate means a student elected by students at their secondary school to seek election for the office of Student Trustee. 3.0 POLICY 3.1 Student Trustees are elected student representatives responsible for promoting and advancing the interests of pupils. 3.2 The Board shall have two Student Trustees. 3.3 The Board recognizes the value and mentorship that comes when a Student Trustee serves two consecutive terms. Whenever possible, a Student Trustee serving their first-year is encouraged Page 80 of 127 2 P.017.GOV to consider seeking election for a second term of office in accordance with election directives and qualifications below. 3.4 A Student Trustee’s term of office begins on August 1 of the year in which the student is elected and ends on July 31 of the following year. 3.5 Appropriate Board documents and reasonable access to the District’s electronic mailing system shall be provided to Student Trustees. 4.0 SPECIFIC DIRECTIVES Elections 4.1 Every Secondary school shall hold an election for the position of Student Trustee Candidate before February 14 in each year. 4.2 Where students express interest in running for Student Trustee Candidate elections, each secondary school shall directly elect one Student Trustee Candidate. 4.3 The District shall hold an election for the office of Student Trustee no later than the last day of February in each year. 4.4 Student Trustees shall be elected from the list of Student Trustee Candidates. The elections shall be done indirectly by a plurality of votes of the combined incumbent Student Senate and the incumbent Student Presidents’ Council. Each member of the Student Senate shall be entitled to one vote. Each secondary school’s delegation of presidents shall be entitled to one vote. 4.5 As per the Board’s by-laws, in the event of a tie vote, a second ballot shall be held between or amongst the members involved in the tie, to break the tie. If a vote results again in a tie, the members involved shall draw cards to determine the results, using Bridge Convention to determine ranking of cards. 4.6 Should a Student Trustee be unable to complete the term, the Board will determine whether the vacancy should be filled and the Student Senate and Student Presidents’ Council shall jointly elect a replacement through a by-election from the list of elected Student Trustee Candidates. Qualifications 4.7 A Student Trustee must be elected from the list of Student Trustee Candidates. 4.8 A Student Trustee must be a full-time pupil of the District in the senior division. 4.9 A Student Trustee may not be serving a sentence of imprisonment in a penal or correctional institution. 4.10 A Student Trustee will be disqualified if the student is absent without approval of the Board from three consecutive regular Board meetings which s/he has been designated to attend. 4.11 A Student Trustee who ceases to be qualified to act as a Student Trustee shall resign from the position. If a Student Trustee fails to resign for disqualification purposes, the Student Trustee shall be removed from office by the Director of Education or Designate. Page 81 of 127 3 P.017.GOV 4.12 If a Student Trustee wishes to resign, the student must notify the Board Chair and the chair of the Student Senate in writing, preferably 30 days in advance. Such a letter will be deemed to be a resignation. Meetings of the Board 4.13 A Student Trustee shall have the same opportunities as a member of the Board for participation at meetings of the Board, including Committee of the Whole and Committee of the Whole – in camera, with the exception of a meeting that is closed to the public where the subject matter under consideration involves the disclosure of intimate, personal, or financial information in respect of a member of the Board, or committee, an employee or prospective employee of the District, or a pupil or his or her parent or guardian (clause 207 (2) (b) of the Education Act).* 4.14 A Student Trustee may speak to any matter before the Board, in accordance with the Board Governance Bylaws. Such participation shall provide for a student perspective to be heard at the table, and for feedback to students regarding Board discussions and Board decisions. 4.15 When representing the views of the majority of the members of the Student Senate, the Student Trustee shall so indicate. 4.16 A Student Trustee is able to attend a standing or advisory committee meeting of the Board. However, a Student Trustee shall not replace the role of the Student Senate members appointed in accordance with P.010.GOV: Community Involvement on Board Standing Committees. 4.17 A Student Trustee is not a member of the Board and is not entitled to exercise a binding vote on any matter before the Board or any of its committees. 4.18 A Student Trustee is not entitled to move a motion, but is entitled to suggest a motion on any matter at a meeting of the Board, and if no member of the Board moves the suggested motion, the record shall show the suggested motion. 4.19 Student Trustees may indicate during Board debate or at the conclusion of debate prior to wrap-up their views on a motion under consideration and may request that their views be recorded in the minutes of the Board meeting. 4.20 A Student Trustee is entitled to require that a matter before the Board be put to a recorded vote, and in that case there shall be: a) a recorded non-binding vote that includes the Student Trustee’s vote; and b) a recorded binding vote that does not include the Student Trustee’s vote. Resources and Training, Honorarium, and Reimbursement of Expenses 4.21 A Student Trustee shall have the same status as a Board member with respect to access to Board resources and opportunities for training. 4.22 A Student Trustee shall receive the maximum honoraria prescribed in the Education Act and/or regulations issued thereunder. The honorarium may be paid as a scholarship upon conclusion of the term. 4.23 The honoraria shall be prorated according to the proportion of a term for which the Student Trustee holds office, if the Student Trustee holds office for less than a complete term of office. Page 82 of 127 4 P.017.GOV 4.24 The District shall reimburse Student Trustees for reasonable out-of-pocket expenses in accordance with Board member policy and procedures. 4.25 Student Trustees shall conform to the Code of Conduct required of Board members. 4.26 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy. 4.27 The Student Senate shall advise the Board as soon as possible following an election or by- election of the names of the Student Trustees elected and the District shall provide the Ministry with such names, not later than 30 days after the date of the election or by-election. 5.0 REFERENCE DOCUMENTS The Education Act, § 55; 191.2 and Education Act Regulations 7/07 and 354/18 Board By-Laws and Standing Rules Board Policy P.004.GOV: Board Member Honoraria Board Policy P.010.GOV: Community Involvement on Board Standing Committees Board Policy P.039.FIN: Travel, Meal and Mileage Claims Board Policy P.113.GOV: Student Senate Board Procedure PR.503.GOV: Trustee Expenses for Professional Development, Constituency Communications and Support Services Page 83 of 127 EXCERPT FROM: Board, 1 December 2003 27. Trustee Mentor for Student Trustees Trustee Moen, seconded by Trustee Brockington, moved as follows: THAT the Board appoint a Trustee Mentor for the Student Trustees to provide assistance to the student trustees on protocol and other issues. The motion was carried. Page 84 of 127 Appointment/Election of Non-Voting Trustees for the Student Senate Position Non-voting member,Student Senate Number To Be Appointed 2 trustees (1 member and 1 alternate) Appointment Authority Policy P.113.GOV Student Senate Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) None Eligibility Requirements Any member of the Board Mandate a.To advise the Student Trustees in matters relating to students of the Ottawa-Carleton District School Board and the business of the Board; b.To elect two of the student members,to serve as Student Trustees; c.To elect student members from the Senate as observers at Board standing and advisory committees; d.To determine a process for communicating information to their student councils and to the students at their schools and,where appropriate,feeder schools;and e.To advise the Board as soon as possible following an election or by-election of the names of the student trustees elected as well as the names of members of the Student Senate appointed to Board standing and advisory committees. Other Relevant Information Meeting monthly during the school year. Note:The next meeting of the Student Senate is scheduled for 7 December 2023 Sample Agenda Student Senate Agenda Meeting Video N/A Page 85 of 127 POLICY P.113.GOV TITLE:STUDENT SENATE Date Authorized:12 June 2007 Last Revised:25 April 2023 Last Reviewed:25 April 2023 COMMITMENT TO INDIGENOUS RIGHTS,HUMAN RIGHTS,AND EQUITY The Board recognizes its responsibility to ensure that this policy and associated procedures promote and protect Indigenous rights,human rights,and equity,The District will strive to address and eliminate racism and structural and systemic barriers for students,staff,and the community. 1.0 RATIONALE To establish a Student Senate (SS)that will provide opportunities for students to become informed and involved in Board governance and to understand the issues and operation of public education. 2.0 DEFINITIONS Please refer to Appendix A for a list of definitions of terms used in this policy. 3.0 POLICY 3.1 The Board shall establish a Student Senate whose mandate shall be: a)to advise the Student Trustees in matters relating to students of the Ottawa-Carleton District School Board and the business of the Board; b)to promote student voice and to encourage students,particularly students in grades 9 and 10,to consider opportunities for student governance;such as student council,Student Senate,and Student Trusteeship; c)to elect two of the Student Trustee Candidates to serve as Student Trustees; d)to elect student members from the Senate as observers at Board standing and advisory committees; e)to determine a process for communicating information to their student councils and to the students at their schools and,where appropriate,feeder schools;and -1-P.113.GOV Page 86 of 127 f)to advise the Board as soon as possible following an election or by-election of the names of the student trustees elected as well as the names of members of the Student Senate appointed to Board standing and advisory committees. 3.2 A member of the Student Senate shall: a)represent the interests of students at Student Senate meetings;and b)liaise,represent and gather information with and to their Student Councils and to the students at their schools and,as appropriate,to feeder schools on topics pertaining to students and their schools which have been discussed at Senate meetings,as well as other matters of interest to students and their schools. 3.3 The term of office for the Grade 11/12 Student Senator will begin on August 1 of the year in which the member is elected and is terminated at the end of Grade 12.The term of Office for the Grade 9/10 Student Senator shall begin on October 31st and be terminated at the end of Grade 10.A member can be re-elected in accordance with elections directives and qualifications below. 4.0 SPECIFIC DIRECTIVES Senate Membership 4.1 The Senate will consist of: a)two student voting members from each secondary and alternate school,one in grades 9 or 10 (the Grade 9/10 Student Senator),and one in grades 11 or 12 (the Grade 11/12 Student Senator),to be known as members of the Student Senate; b)two non-voting Student Trustees; c)two non-voting Board members as determined by the Board,one to serve as member and one as an alternate; d)three non-voting Student Presidents’Council members comprised of the two Student Presidents’Council chairs and one additional member as determined by Student Presidents’Council; e)five non-voting members representing student-run diversity groups as nominated by the respective groups; f)one school administrator (principal or vice-principal)appointed by the Director of Education as staff advisor;and g)the Director of Education or designate as administrative liaison. Meetings of the Student Senate 4.2 The elected Student Trustees shall co-chair the Student Senate. 4.3 Members of the Student Senate are expected to attend meetings of the Student Senate. A member of the Senate,excluding the Co-Chairs,who participates in a meeting by -2-P.113.GOV Page 87 of 127 electronic means is considered to be present at the meeting and will be recorded in the attendance for the meeting.Given that the member must be able to be heard and hear all other participants in the meeting,audio-teleconferencing will be the electronic means used. 4.4 Prior to the end of the school year,the newly elected members of the Student Senate will meet with the incumbent Senate members for in-service preparation and to define the Senate’s internal structure for the coming school year. Meetings of the Board and its Committees 4.5 The representative of the Student Senate elected to a standing and/or an advisory committee may speak to any matter before such committee,in accordance with the Governance Bylaws.Such participation shall provide for a student perspective to be heard at the table and for feedback to students regarding committee decisions. 4.6 Appropriate Board documents shall be provided to members of the Student Senate. Quorum 4.7 A quorum exists if members of the Student Senate form 35%or more of the secondary schools and one Board member or administrator are present at a duly scheduled meeting of the Senate. Budget 4.8 The budget to support the operation of the Student Senate will be co-developed annually in June between the Student Senate and the staff advisor,based on the amount approved in the Board's annual operating budget,and will be managed by the staff advisor.Members of the Student Senate shall be reimbursed for out-of-pocket expenses incurred in fulfillment of their responsibilities,and in accordance with Board policies and procedures. Election of Student Senators 4.9 Each secondary school shall describe in its Student Council’s constitution a process for electing the school’s members of the Student Senate,and shall provide that the members of the Student Senate shall be members of the school’s Student Council. 4.10 Grade 11/12 Student Senators will be elected by May 31 and serve as the co-representative on the Student Senate for a term of two years or until the students graduate,whichever occurs first. 4.11 Grade 9/10 Student Senators will be elected by October 31 and serve until the end of their Grade 10 year as the co-representative on the Student Senate. 4.12 Each school’s election process shall also describe a replacement process should a student member resign from the Senate,fail to maintain regular attendance or otherwise become disqualified to serve as a member of the Student Senate. Qualifications 4.13 A member of the Student Senate is disqualified from office and the position is deemed vacant if: -3-P.113.GOV Page 88 of 127 a)the student is no longer enrolled as a full-time student in a non-alternate program secondary school of the Board,or a part time student at an alternate secondary school; b)the student changes schools within the district;or c)the student is absent from three consecutive meetings without just cause of the Student Senate or from three consecutive regular meetings of a Board committee which they have been designated to attend. 4.14 The Director of Education is authorized to issue such procedures as may be necessary to implement this policy. 5.0 APPENDICES Appendix A:Policy Definitions 6.0 REFERENCE DOCUMENTS The Education Act,§55;191.2 and Education Act Regulation 07/07 Board By-Laws and Standing Rules OCDSB Policy P.004.GOV:Board Member Honoraria OCDSB Policy P.010.GOV:Community Involvement on Board Standing Committees OCDSB Policy P.017.GOV:Student Trustees OCDSB Policy P.018.GOV:Electronic Meetings of the Board and Committees OCDSB Policy P.039.FIN:Expense Policy OCDSB Policy P.125.SCO:School District Code of Conduct Board Procedure PR.503.GOV:Trustee Expenses for Professional Development,Constituency Communications and Support Service -4-P.113.GOV Page 89 of 127 APPENDIX A:POLICY DEFINITIONS In this policy, Board means the Board of Trustees of the Ottawa-Carleton District School Board. District means the Ottawa-Carleton District School Board. Student Trustee means an elected student representative to the Board. Student Presidents’Council means the organization composed of student presidents and co-presidents from each secondary school. Student Senate means a committee that is comprised of up to four student voting representatives per secondary and alternate school (grades 9,10,11 or 12)that advises Student Trustees and represents students on Board Standing and Advisory Committees,and makes recommendations to the Board of Trustees through Student Trustees. Student Trustee Candidate means a student elected by students at their secondary school to seek election for the office of Student Trustee. -5-P.113.GOV Page 90 of 127 Student Senate Thursday October 6th, 2022 6:30pm - 8:30 p.m. - In-person meeting at 133 Greenbank Road (Cafeteria - main floor) 1. Call to Order 2. Indigenous Land Acknowledgment 3. Approval of Agenda Special Items: 4. Icebreakers & Introductions ● Introductions - name, grade, pronouns, why you got involved ● Icebreaker game Information Items and Reports: 5. Student Trustees’ Report ● What is a Student Trustee ● Trustee Priorities 6. The Role of Student Senate ● What does the Senate do? ● What is the role of a Senator? 7. Krista Hudson, System Principal, OCDSB School Support/Operations—ME Project (Menstrual Equity Motion) Update Discussion Items: 8. Vision Planning 9. Additional roles on Student Senate ● Secretary ● Social Media Rep(s) Action Items: 10. Ann Arden (Vice-Principal), OCDSB Committee Meetings Sign-Up Other: EXAMPL E Page 91 of 127 11. New Business 12. Adjournment EXAMPL E Page 92 of 127 Volunteer for the Arts Advisory Committee Position Non-voting member, Arts Advisory Committee Number To Be Appointed 1 or more trustees Appointment Authority Volunteer Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) Chair Eligibility Requirements Any member of the Board Mandate The Arts Advisory Committee promotes the arts as a vital component of learning for OCDSB students. The Arts Advisory Committee helps: champion the arts, dance, drama, music and visual arts, enrich arts programs and celebrate teaching excellence. The Arts Advisory Committee is an independent advisory committee to the OCDSB. Its members include parents, teachers, school administrators, trustees, municipal staff, and representatives of the local arts community. Other Relevant Information Policy P.065.GOV - Advisory Committees to the Board To provide advice, recommendations and support to the Board. The ACA meets virtually on the second Monday of each month (with some exceptions). Note: The next meeting of the committee is scheduled for 15 January 2024 Sample Agenda Arts Advisory Committee Agenda Meeting Video N/A Page 93 of 127 -1- P.065.GOV POLICY P.065.GOV TITLE: ADVISORY COMMITTEES TO THE BOARD Date issued: August 1998 Last Revised: 25 November 2014 Authorization: Board: 25 November 2014 1.0 OBJECTIVE To provide for the establishment of advisory committees to provide advice, recommendations and support to the Board. 2.0 POLICY 2.1 The Board welcomes the advice and support of advisory groups which: a) serve as a forum for involving significant constituencies and experts with a major interest in education, and which are not adequately represented by existing groups such as school councils; and b) promote educational goals recognized by the Board as having a clear benefit for a significant number of its students. 2.2 Advisory committees shall provide advice to the Board through an appropriate Standing Committee. 2.3 When determining membership, electing a chair and such other officers as may be appropriate, and conducting meetings and activities, each advisory committee shall operate in an open and democratic manner, and in accordance with the policies and procedures of the Board. 2.4 Trustees and staff may be non-voting members of any approved advisory committee to the Board. The Chair of the Board shall be, ex officio, a member of all advisory committees approved by the Board. 3.0 SPECIFIC DIRECTIVES 3.1 Upon review of its proposed mandate, composition, objectives and anticipated activities, an advisory committee may be recommended by the appropriate Standing Committee to the Board for approval. Page 94 of 127 -2- P.065.GOV 3.2 Each approved advisory committee listed in Attachment 1 of this policy shall provide an annual report to the Board through the June meeting of the Committee of the Whole summarizing its activities and achievements during the past year, and providing for the coming year a proposed plan of activities, membership and, for inclusion on the Board meeting calendar, a proposed meeting schedule. 3.3 In accordance with 3.1 above, when submitting the committee's annual report to the Board, the following items shall be included in the submission: a) confirmation of the election, by the June Committee of the Whole meeting of each school year, of a chair for the following year [name of chair to be included]; b) evidence that, by 1 June of the current year, the committee has invited new members to join for the following year through two or more of the following avenues: (i) public service announcements placed with the media; (ii) articles or advertisements in community newspapers across the jurisdiction; (iii) inserts in the Board's regular paid advertisements in Ottawa daily newspapers; (iv) postings to the District web site. Note: Internal communications, for example minutes of advisory committee meetings, do not satisfy the requirements of 3.3 above. 3.4 Advisory committees listed in Attachment 1 of this policy which fail to submit by the June Committee of the Whole meeting of the current year the annual report required in 3.3 above, including: a) a proposed plan of activities; b) proposed membership for the following year, which shall include members of the public at large recruited in accordance with 3.3 b) of this policy; and c) a proposed meeting schedule for the following year, shall be deemed to have completed their mandate, and shall not be recognized by the Board as advisory committees for the following school year. 3.5 By 30 June of each year, following a review of each advisory committee's annual report, the Board may renew or discontinue any advisory committee. 3.6 The Board shall support its approved advisory committees by providing: a) reasonable electronic and other access by the chair of each committee to publicly available agenda materials and other information; and b) permission to book available meeting space in Board facilities provided there is no additional cost to the Board. Staff support will not be provided to advisory committees. Page 95 of 127 -3- P.065.GOV 3.7 Subject to annual budget deliberations, provision of a budget for distribution of agenda and meeting materials may be considered for any advisory committees currently approved by the Board. 3.8 When a new group seeks approval for advisory committee status, the group shall submit a plan outlining a proposed mandate and terms of reference to the appropriate Standing Committee of the Board. This plan shall include proposed activities and objectives, and shall provide for annual recruitment of members, election of a chair, and reporting to the Board in accordance with 3.1, 3.2 and 3.3 of this policy. 4.0 APPENDICES Attachment 1: Board-approved Advisory Committees 5.0 REFERENCE DOCUMENTS Board By-laws, Committees, Section 18.0 Board By-laws and Standing Rules, Annex 2 Board Policy P.010.GOV: Community Involvement on Board Standing Committees Page 96 of 127 -4- P.065.GOV P.065.GOV Attachment 1 Advisory Committees to the OCDSB - As Confirmed by the Board 24 September 2012 – 1. Arts Advisory Committee 2. Alternative Schools Advisory Committee 3. Advisory Committee on Equity Page 97 of 127 OCDSB Arts Advisory Committee Meeting ZOOM LINK;https://us06web.zoom.us/j/84714323903?pwd=dGhjOHZRRHRSWjNqRkdrbis5R0s4QT09 contact:artsadvisoryocdsb@gmail.com Monday, Feb. 6th, 2023 AGENDA 1. Welcome, land acknowledgement and introductions 2. Approval of Agenda and last meeting minutes:Nov. 8th Meeting notes 3. Update/Information from members (provided via shared google DOC) 4.OCDSB New Strategic Plan - AAC input 5. Adjournment Mandate: ●Act as an independent advisory committee on Arts issues to the Ottawa Carleton District School Board ●Support and encourage education in the Arts for students in OCDSB ●Provide liaison between OCDSB and Arts institutions and organizations at the local, regional, provincial and national levels, the business community and the post-secondary community Terms of Reference: https://drive.google.com/file/d/1O7Os6BqUOFYpfHB0QdKCCgyQtWXD75jc/view?usp= sharing EXA M P L E Page 98 of 127 Volunteer for the Alternative Schools Advisory Committee Position Non-voting member,Alternative Schools Advisory Committee (ASAC) Number To Be Appointed 1 or more trustees Appointment Authority Volunteer Term of Appointment 14 November 2023 –15 November 2024 Ex-officio position(s) Chair Eligibility Requirements Any member of the Board Mandate To assist the OCDSB in advancing the Elementary Alternative Program and its tenets. Other Relevant Information ASAC Terms of Reference Policy P.065.GOV,Advisory Committees to the Board The ASAC normally meets virtually on the fourth Monday of each month,with some exceptions. Note:The next meeting of ASAC is scheduled for 27 November 2023 Sample Agenda Alternative Schools Advisory Committee Agenda Meeting Video N/A Page 99 of 127 Terms of Reference for Consideraon by the OCDSB Board of Trustees Alternave Schools Advisory Commiee 25 April 2022 Name: Alternave Schools Advisory Commiee Background on the Elementary Alternave Program: The Program is based on a concept of student-centered learning, and this philosophy translates into all aspects of a student’s experience at an Alternave school. The 7 tenets that guide the Program’s pedagogical approach are: ● Cooperaon and teamwork ● A commitment to innovave approaches to teaching and learning ● A balance between student-directed and teacher-directed learning ● Mul-aged groupings ● Integrated curriculum ● A family & community-centered school environment ● On-going assessment and evaluaon More informaon is available on The Alternave Program website Purpose of the Commiee: To assist the OCDSB in advancing the Elementary Alternave Program and its tenets. Objecves: ● Support the strong and vibrant delivery of the Alternave Elementary Program ● Work with the OCDSB to promote the Program and its benefits among parents, OCDSB staff, and administrators ● Promote communicaon, learning and collaboraon among and between Alternave Program staff and school councils ● Support opportunies for the educaon and professional development of school staff relang to the Alternave tenets, including how the tenets can be used to deliver the curriculum and support student wellbeing ● Promote greater depth of implementaon of the tenets within Alternave schools ● Work with the OCDSB to idenfy and alleviate barriers to accessing the Program, including barriers to equity, diversity and inclusion ● Support the Program in demonstrang innovaon in educaon and as a model for the OCDSB ● Support the growth of the Alternave Elementary Program and its tenets Composion and Representaon: The Commiee will be composed of representaves from the Alternave school communies and those supporve of the program. This may include: ● Parents / guardians ● Alternave School Principals ● Teachers and support staff from a variety of grade levels ● OCDSB Senior Leadership ● OCDSB Trustees ● Community representaves and others interested in advancing the OCDSB Alternave program The Commiee will strive to have representaon from every Alternave School and reflect a diversity of voices and experiences. As a parent advisory commiee, parents and guardians are required to set the Commiee’s agenda and decisions. However, all members of the Alternave Program community are encouraged to parcipate and all contribuons are welcome. Decision-Making: The parent / guardian members of the Commiee will make decisions based on the consensus model. Reporng: ASAC will provide a yearly report to the OCDSB Board of Trustees and will provide meeng notes upon request. Page 100 of 127 Review of the Terms of Reference: The Terms of Reference can be reviewed and revised as necessary. Changes to the Terms of Reference require consultaon with the different Alternave Program school councils. Relevant OCDSB Policies: ● Policy P.065. - Advisory Commiees to the Board ● Policy POLICY P.010.GOV - Community Involvement on Board Standing Commiees ● Memo to Trustees, Student Trustees No. 21-059 Page 101 of 127 ALTERNATIVE SCHOOLS ADVISORY COMMITTEE Monday, October 23, 2023, 7:00 pm Zoom Meeting 1.Welcome 2.Updates from the Superintendent 3.Role of ASAC in the 2020-2021 School Year 4.Roles and Responsibilities of ASAC this School Year 5.Alternative Schools in a Virtual Learning Environment 6.Alternative Education (In-School) with COVID-19 Measures in Place 7.Upcoming Meeting Dates •27 November 2023 •29 January 2024 •26 February 2024 •25 March 2024 •15 April 2024 •13 May 2024 8.Adjournment EXAM P L E Page 102 of 127 Volunteer for the Advisory Committee on Equity Position Non-voting member, Advisory Committee on Equity (ACE) Number To Be Appointed Up to 2 trustees Appointment Authority Volunteer Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) Chair Eligibility Requirements Any member of the Board Mandate Policy P.008.GOV, Advisory Committee on Equity The Advisory Committee on Equity (ACE) assists the Board of Trustees in its commitment to provide an equitable and inclusive educational and work environment which supports student achievement and well-being. It also provides strategic policy and program advice on matters of diversity, including but not limited to: ancestry, culture, ethnicity, gender, gender identity, gender expression, language, physical and intellectual ability, race, religion, sex, sexual orientation, and socio- economic status which support student learning and the development of citizenship. Other Relevant Information P.065.GOV, Advisory Committees to the Board Meetings are typically held on the fourth Thursday of each month in the evening at the Administration Building. Note: The next meeting of ACE is scheduled for 23 November 2023 Sample Agenda Advisory Committee on Equity Agenda Meeting Video Advisory Committee on Equity Meeting Page 103 of 127 -1- P.008.GOV POLICY P.008.GOV TITLE: ADVISORY COMMITTEE ON EQUITY Date issued: 30 January 1998 Revised: 24 April 2018 Authorization: Board 19 January 1998 1.0 OBJECTIVE 1.1 To establish an Advisory Committee on Equity (ACE) to advise the Board of Trustees in fulfilling its commitment to provide an equitable and inclusive educational and work environment which supports student achievement and well-being. 2.0 DEFINITIONS 2.1 Board means Board of Trustees. 2.2 Community Agencies or organizations mean entities focused on serving youth and families with a diversity, equity, low income or inclusion lens. 2.3 Community groups or associations mean groups representative of communities that experience systemic barriers and marginalization. 2.4 Creed means a religious or non-religious belief system that influences a person’s identity, worldview and way of life. A creed: (a) is sincerely, freely and deeply held; (b) integrally linked to a person’s identity, self-definition and fulfillment; (c) is a particular and comprehensive, overarching system of belief that governs one’s conduct and practices; (d) addresses ultimate questions of human existence, including ideas about life, purpose, death, and the existence or non-existence of a Creator and/or a higher or different order of existence; and (e) has some “nexus” or connection to an organization that professes a shared system of belief. According to the Human Rights Code, creed includes the spiritual beliefs and practices of indigenous cultures. Page 104 of 127 -2- P.008.GOV 2.5 Diversity refers to the presence of a wide range of human qualities and attributes within a group, organization or society. The dimensions of diversity include, but are not limited to, ancestry, culture, ethnicity, gender, gender identity, language, physical and intellectual ability, race, creed, sex, sexual orientation, and socio-economic status. 2.6 District means the Ottawa-Carleton District School Board (OCDSB). 2.7 Equity goes beyond treating people the same and takes into account their individual needs and differences. 2.8 Inclusive Education refers to education that is based on the principles of acceptance and inclusion of all students. Students see themselves reflected in their curriculum, their physical surroundings, and the broader environment in which diversity is honoured and all individuals are respected. 2.9 LGBTQ2S+ means Lesbian, Gay, Bisexual, Transgender, Queer and Questioning, Two - Spirit, and additional sexual and gender identities. 2.10 School Community refers to students, parents/guardians, trustees, staff, contractors and service providers, volunteers and community members. 2.11 Systemic barriers are policies, practices or procedures that result in some people or groups of people receiving unequal access and/or outcomes or being excluded. 3.0 POLICY Terms of Reference 3.1 The Advisory Committee on Equity shall: (a) provide strategic policy and program advice and/or recommendations on matters of diversity which support equitable education access and outcomes, student learning and well-being, and the development of citizenship; (b) advise the Board of Trustees on the review, development, implementation, and monitoring of all policies and its equity strategy and programs; (c) advise the Board of Trustees on the identification and elimination of systemic barriers to providing bias-aware education, including power dynamics, discrimination and marginalization that may impact the lived experience of members of the school community; (d) liaise with community stakeholders by actively engaging parents and community partners to help create and sustain a safe and inclusive learning environment; and (e) advise the Board on potential budget implications that may help or hinder its commitment to foster equitable and inclusive education. Page 105 of 127 -3- P.008.GOV 4.0 SPECIFIC DIRECTIVES Composition 4.1 The Committee shall be comprised of up to 19 members, including eleven (11) voting members and up to eight (8) non-voting members. 4.2 The eleven (11) voting members shall include: (a) four (4) individual members; and (b) seven (7) community members representative of community organizations, agencies, groups and/or associations. 4.3 The non-voting members shall include: (a) up to two (2) Trustees as appointed by the Board of Trustees; (b) one (1) Superintendent of Instruction or designate; (c) one (1) Diversity & Equity Coordinator; and may include: (d) one (1) representative appointed by the Student Senate; (e) one (1) representative appointed by Ottawa-Carleton Elementary Teachers’ Federation; (f) one (1) representative appointed by Ontario Secondary School Teachers’ Federation; and (g) one (1) representative of a local post-secondary institution. 4.4 Additional employees of the District may be invited to attend, participate, and act as a resource to the Committee in a non-voting and non-membership capacity, as determined on an as needed basis. Membership Criteria 4.5 All applicants to the Committee shall have a strong interest in and commitment to student achievement and well-being and have: (a) knowledge and understanding of the link between equity and inclusive education; (b) the ability to work effectively and collaboratively with representatives from various communities who may have diverse opinions and perspectives; (c) tact, diplomacy and a respect for others; (d) an enthusiastic approach and ability to motivate and support others; and Page 106 of 127 -4- P.008.GOV (e) the ability and willingness to attend meetings during the school year. 4.6 Every effort shall be made to ensure that the four (4) individual members are: (a) parents/guardians with children enrolled in the OCDSB who represent the diverse demographic composition of the District; and/or (b) members of the following identities: (i) Creed-based; (ii) Disability (e.g., physical, mental, and learning disabilities); (iii) First Nations, Métis or Inuit; (iv) Immigrants and newcomers to Canada; (v) LGBTQ2S+ ; and/or (vi) Racialized Groups. 4.7 Community organizations, agencies, groups and/or associations seeking membership on ACE shall be representative of communities experiencing systemic barriers and marginalization, and have diversity, equity and inclusion-centered mandate. These may include, but are not limited to the following: (a) Association of Community Organizations for Reform Now (ACORN); (b) Children’s Aid Society; (c) Coalition of Community Health and Resource Centers of Ottawa; (d) Family Services Ottawa; (e) Lebanese and Arab Social Services Agency; (f) Ottawa Chinese Community Service Center; (g) Ottawa Community Immigrant Services Organization (OCISO); (h) Ottawa Local Immigration Partnership (OLIP); (i) Ottawa Police Service; (j) Pathways to Education; (k) Rainbow Alliance arc-en-ciel; (l) Somali Center For Family Services; Page 107 of 127 -5- P.008.GOV (m) Wabano Centre for Aboriginal Health ; and/or (n) Youth Services Bureau. This list may be changed or expanded to reflect the District’s demographic composition and its equity and inclusive education priorities. Term of Office 4.8 The term of office for a voting member of the Committee shall be two (2) years beginning December 1. 4.9 Individual members may serve for no more than two (2) consecutive terms of office. 4.10 Community organizations or agencies may serve multiple consecutive terms but an individual representative of the organization or agency may serve for no more than two (2) consecutive terms of office. 4.11 Non-voting members are determined annually. Appointment of Members 4.12 The Committee shall elect a Chair and a Vice Chair from amongst its eleven (11) voting members. 4.13 ACE shall review its membership needs and as required create a Membership Sub- Committee that includes the Chair and Vice-Chair, plus up to three (3) members, as nominated by the Committee. 4.14 The Membership Sub-Committee shall ensure that the voting members are selected using a fair and equitable process. 4.15 The Membership Sub-Committee shall, (a) post a notice inviting applications for appointment of individual members; (b) identify community agencies, organizations, groups or associations that meet the criteria stipulated in section 4.7 of this policy and best meet the needs of the Committee; (c) invite identified community agencies, organizations, groups or associations to put forward the names of a representative and an alternate; and (d) submit a recommendation to the Committee for the appointment of new members. Page 108 of 127 -6- P.008.GOV Vacancies 4.16 A vacancy in the membership of the Committee does not prevent the Committee from delivering on its mandate. 4.17 A member shall lose their seat if absent from three consecutive regular meetings of the Committee without notice. 4.18 In the event that a voting member vacates their position during the appointed term, the Committee may fill the position for the remainder of the term. 4.19 To replace a non-voting member, the Board, Student Senate or the District shall appoint another individual to the position. Where the non-voting member is a Trustee, the Board of Trustees shall make the appointment. Roles and Responsibilities of Members 4.20 All members of the Committee shall: (a) demonstrate a commitment to diversity, equity and inclusive education in the work of the Committee and the District; (b) attend and productively participate in Committee meetings; (c) review all relevant material prior to the Committee meetings; (d) participate in Committee and sub-committees work (as required); (e) provide equity-focused input/feedback when they represent ACE at special meetings of the Board, Ad-Hoc or Advisory Committees; and (f) bring to the attention of the Committee any issues related to its mission a s stipulated in provision 3.1 of this policy. 4.21 In addition to the above, community agencies, organizations, groups and/or associations, and the student senator shall act as a liaison between ACE and their respective community groups or organizations. 4.22 Community agencies, organizations, groups and/or associations with membership on the Committee shall appoint a representative and an alternate to replace the named representative if the representative is unable to attend a meeting. Temporary substitution of a representative by a duly authorized alternate during the course of a meeting shall be allowed. 4.23 The Chair shall: (a) plan the agenda in consultation with the Superintendent; (b) preside over the Committee meetings; Page 109 of 127 -7- P.008.GOV (c) act as a spokesperson and representative for the Committee in communicating with the Director of Education, Board of Trustees and the public; (d) review the minutes before they are circulated to members; and (e) share information and reports received from various stakeholders with the District, e.g., community organizations, individuals representing affected groups, etc. 4.24 The Vice Chair shall assume the roles and responsibilities of the Chair in the event of their absence. 4.25 The Secretary shall: (a) keep and maintain all records and property of the Committee including but not limited to records of minutes and reports of the Committee; (b) distribute Agendas and Minutes of all meetings to Board Services and committee members at least five (5) business days prior to the next meeting; and (c) ensure the minutes are provided to Board Services for distribution to the Board of Trustees and for posting on the District website. Meetings 4.26 The Committee shall meet at least six (6) times in each school year. 4.27 All meetings of the Committee will be open to the public and be held at a location that is accessible to the public. 4.28 The Committee shall welcome and encourage the participation of the public at the discretion of the Chair. 4.29 The rules of order for the conduct of meetings shall be consistent with the OCDSB By- Laws and Standing Rules. 4.30 A notice of each regular meeting shall be provided to all members of the Committee at least five (5) days before the meeting. 4.31 A member who participates in a meeting by electronic means is considered to be present at the meeting and will be recorded in the attendance for the meeting. Quorum 4.32 A meeting of the Committee achieves quorum when a majority of voting members are present. Majority is defined as fifty (50) percent plus one (1). Voting Page 110 of 127 -8- P.008.GOV 4.33 Each voting member is entitled to one (1) vote. 4.34 Non-voting members of the Committee shall have all the rights and obligations of voting members except for moving, seconding and voting on a motion, and counting for quorum. Sub-committees 4.35 The Committee may establish sub-committees as it deems appropriate to the achievement of its mandate. Sub-committees may include voting and non-voting members and non-members. Reporting 4.36 The Committee shall provide an annual report to the Board of Trustees which summarizes its activities and achievements during the past year and its plans for the upcoming year. 4.37 The Director of Education shall have the authority to establish procedures that are consistent with this policy. 5.0 REFERENCE DOCUMENTS The Education Act, 1998, section 8.1 (29.1) Ontario Human Rights Commission Policy on Preventing Discrimination Based on Creed, 2015 Ontario’s Equity Action Plan , 2017 Policy/Program Memorandum No. 119, “Developing and Implementing Equity and Inclusive Education Policies in Ontario Schools”, June 24, 2009 Realizing the Promise of Diversity: Ontario’s Equity and Inclusive Education Strategy, 2009 OCDSB By-Laws and Standing Rules Board Policy: P.001.GOV: Policy Development and Management Board Policy P.010.GOV: Community Involvement on Board Standing Committees Board Policy P.018.GOV: Electronic Meetings of the Board and Committees Board Policy P.048.GOV: Board Guiding Principles Board Policy P.065: Advisory Committees to the Board Board Policy P.086.CUR Religious Accommodation Board Policy P.098.CUR: Equity and Inclusive Education Page 111 of 127 ADVISORY COMMITTEE ON EQUITY Thursday, October 26, 2023, 6:00 pm Zoom Meeting 1.Welcome 1 mins 2.Acknowledgement of the Algonquin Homelands 2 mins 3.Community Discussion - Open Space 15 mins 4.Presentations 4.1 Bullying Intervention Plan Consultation (M. Slesar)30 mins 4.2 ACE Work Plan - Alignment with the 2023-2027 Strategic Plan 20 mins a.Policy P.008.GOV Advisory Committee on Equity - Reflections for Discussion 30 mins In determining amendments to the policy: •Reflect on the principles to support the 2023-2027 Strategic Plan themes of Equity and Inclusion, Community Building, Responsible Resource Use and Leadership Development. •Reflect on membership composition and recruitment. •Reflect on sub-committees as a vehicle to achieve ACE objectives. Additional reflections for discussion. 5.ACE Membership Update and Sub-Committee Selection 10 mins 6.Reports 6.1 Staff Report 10 mins 6.2 ACE Report, 25 May 2023 1 mins 6.3 Committee of the Whole Report 5 mins 6.4 Advisory Committee Updates 3 mins 7.New Business and Event Announcements 5 mins EXAM P L E Page 112 of 127 8.Upcoming Meeting Dates •23 November 2023 •25 January 2024 •29 February 2024 •28 March 2024 •30 May 2024 9.Closing Page 2 of 2 EXAM P L E Page 113 of 127 Indigenous Education Council Volunteer Position Non-voting volunteer, Indigenous Education Council (IEC) Number To Be Appointed 1 trustee Appointment Authority 1 volunteer trustee approved by the IEC Term of Appointment 14 November 2023 – 15 November 2024 Ex-officio position(s) N/A Eligibility Requirements Any member of the Board Mandate The Indigenous Education Council provides guidance to the Board of Trustees as it pertains to Indigenous education, well-being, and student achievement, and provides support to Indigenous students, families and educators. It also provides strategic policy and program advice on implementing the Truth and Reconciliation Calls to Action, and to provide an equitable and inclusive education and work environment for First Nations, Métis and Inuit students. Other Relevant Information Algonquin Protocols Implementation Plan: Ontario First Nation, Métis, and Inuit Education Policy Framework Meetings are typically held on the third Thursday of each month in the evening at Sir Guy Carleton Secondary School - Friendship Centre/Lodge. Note: The next meeting of IEC is scheduled for 14 December 2023 Sample Agenda Indigenous Education Council Agenda Meeting Video N/A Page 114 of 127 1 Indigenous Education Council Algonquin Protocols Pike Constitution Algonquin People expressed their governance in the form of a Pike Constitution. The constitution contained the belief system under which the people lived their lives, treated each other and their environment. These protocols are a living document and will be revised as needed. The Algonquin protocols are broken down into sections which reflect the teachings of the Pike Constitution. Definitions For the purposes of the Algonquin Protocols, Board refers to the Board of Trustees. Community organizations, staeholders or agencies mean organizations or associations which represent the interests of Indigenous communities. District means the Ottawa-Carleton District School Board. Elder means someone who has attained a high degree of understanding of First Nation, Métis, or Inuit history, traditional teachings, ceremonies, and healing practices. Elders have earned the right to pass this knowledge on to others and to give advice and guidance on personal issues, as well as on issues affecting their communities and nations. Being an Elder is not age-specific, and very few people are accorded this title by their communities. Senators have a special place in Métis culture, the Métis Na tion of Ontario and in its governance structure. They are elected and highly respected for their knowledge, values, and experience. Senators provide presence at community events and meetings, and they help to keep Métis culture alive by sharing Métis traditions and ways of life. Traditional Knowledge Keeper means a member of the community who has learned a specific area(s) of history, traditional teachings, ceremonies, and/or healing practices, and are supported by their community in their sharing of that knowledge. Page 115 of 127 2 Circle of Elders means the group of Indigenous Elder members of the IEC Inclusive Education means education that is based on the principles of acceptance and inclusion of all students. Students see themselves reflected in their curriculum, their physical surroundings, and the broader environment in which diversity is honoured and all individuals are respected. Indigenous is a term that includes First Nations, Métis and Inuit communities. Algonquin is defined as Algonquin First Nations recognized under the Algonquin Anishinabeg Nation Tribal Council and the Algonquin Nation Secretariat First Nations people are the descendants of the original inhabitants of Canada who lived here for many thousands of years before explorers arrived from Europe. First Nations people identify themselves by the Nation to which they belong, for example, Algonquin, Cree, Mohawk, or Oneida. There are over 630 First Nations communities in Canada. Métis means a person of Historic Métis Nation ancestry who resided in west central North America, and is accepted by the Métis Nation which is now comprised of all Métis Nation citizens and is one of the "aboriginal peoples of Canada" within the meaning of s.35 of the Constitution Act 1982. Inuit means a person recognized by an Inuit community or governmental organization. The Inuit are the Indigenous peoples of the Arctic. The word Inuit means "the people" in the Inuit language of Inuktitut. The singular of Inuit is Inuk. Algonquin Protocols Purpose The governance begins with the temple of the pike. These bones are from the pike’s head and represent purpose. Under the auspices of the Indigenous Education Council, the purpose is to provide guidance to the Ottawa Carleton School Board as it pertains to Indigenous education, well-being and achievement, and provide support to its Indigenous students, families and educators. Vision The second set of bones represents fire or vision. This refers to the IEC mandate which is to: a) Collaborate with the District on the development of the Indigenous Education Board Action Plan; Page 116 of 127 3 b) Provide strategic advice on implementing the Truth and Reconciliation Calls to Action, specifically Calls to Action pertaining to education (62-63); c) Assist and advise the Board of Trustees in its commitment to provide an equitable and inclusive education and work environment for First Nations, Métis and Inuit students and staff; d) Advise the Board of Trustees on any issue affecting First Nations, Métis and Inuit students' learning and well-being; e) Act as a resource to provide authentic and current knowledge of First Nations, Métis and Inuit perspective to support informed decision making; and f) Liaise with community stakeholders as needed by actively engaging parents and community partners to help provide an equitable and inclusive education and work environment for Indigenous students and staff. g) Conduct activities which promote Indigenous education and the wellbeing of the Indigenous students and families in the OCDSB district. Sovereignty The third set of bones describes the canoe and the paddle. It represents destiny and every person’s capacity to be in control of their path or sovereign over their own destiny. In the context of IEC this would represent a code of conduct. How each of use conducts ourselves during meetings and with each other. These include: 1. Make personal commitment to the emotional wellness and general health for all students of Indigenous ancestry. 2. Promote and defend Algonquin initiatives with the equal vigour that you would promote an initiative put forward by your own Nation. 3. Every voice at a meeting is respected and valued. When speaking, be mindful of the time you are using up. Others may want to speak and will only get to do so if time allows. 4. Show complete respect for the prayer and teachings shared by the Elder. Page 117 of 127 4 5. Do not interrupt a speaker. Always yield to the voice of the oldest or the youngest people who may have the floor. 6. Before proposing an idea or plan you want to incorporate into student activities, confirm that your proposal is in line with the ethics of the Host Nation. 7. Never raise your voice in anger at a meeting. 8. Be mindful of the fact that some people present, especially those of us in the winter of our time, may have pain issues and therefore we ask that you are patient and understanding of it. 9. Be respectful of the person facilitating the meeting. 10. The actions of the IEC are sovereign and undertaken for and by the Indigenous community. As such, there is no need for approval from outside of the Council. Consensus Decision Making In the Algonquin culture no one voice is more important than another. Decision making at IEC will be based on consensus. The members of the Council will discuss matters which require decisions and everyone has the right to be heard. If there is a situation where the Council cannot agree, the decision will then be turned over to the Council Elders. This Council includes the Facilitator, Helper, three (3) members representing Elders, Senators and Traditional Knowledge Keepers from First Nations, Inuit and Metis communities, plus the OCDSB Superintendent and the Indigenous Education Lead Balance The fourth set of bones represents the Crow and Seagull. They speak to the balance of right and wrong. This balance is embedded in the decision making processes of IEC. 1. Decisions will be made after the voices of all the members are heard and a fulsome discussion completed. 2. Consensus decision making is a goal of the council wherever possible. The process includes discussions around all sides of an issue. 3. The position of the moderator is responsible for ensuring all voices are heard and decisions are made by quorum. Page 118 of 127 5 Freedom The fifth set of bones is assembled into the form of a butterfly. This represents freedom. Within the setting of the IEC this means the freedom to participate, the freedom to have a voice and to be heard. Participation in the Council shall be voluntary and open to individual residents of the District community and to stakeholder organizations with an interest in Indigenous education. While it is recognized that stakeholder organizations are making strong efforts to hire Indigenous staff, it is also acknowledged that this is not always possible and therefore non Indigenous staff representing Indigenous organizations will be welcome. Policies The sixth set of bones consists of scraping tools. This is an expression of the policies under which the IEC operates. These policies include protocols around infrastructure; how many members make up the Council; how members are appointed; how guests are welcomed and the processes around decision making. A list of members will be posted publicly at the beginning of each school year. The OCDSB IEC is located on Algonquin territory. The importance of reflecting Algonquin participation, culture and beliefs of the IEC must underscore its actions and policies. The Council of IEC may include up to seventeen (17) members. Three OCDSB representatives will advise and support the IEC. The members shall include: a) One (1) Algonquin Elder/Traditional Knowledge Keeper b) Three (3) members representing Elders, Senators and Traditional Knowledge Keepers from First Nations, Inuit and Metis communities. c) One (1) member of the Algonquin community d) One (1) member of the First Nations community e) Two (2) members of the Métis community; and Page 119 of 127 6 f) Two (2) members of the Inuit community. The OCDSB representatives shall include: a) one (1) volunteer trustee approved by the IEC; b) one (1) Indigenous education lead; c) one (1) superintendent or designate; d) at least two (2) and not more than three (3) grade 7-12 students; where possible each of First Nations, Métis and Inuit communities would be represented; and e) up to two (2) school based staff volunteers (one teacher and one education support worker) who identify as First Nations, Métis or Inuit. Members of the IEC shall have a two year term of office, beginning December 01 and ending November 30. To ensure continuity, term appointments may be done on alternate years. The IEC recognizes the difficulty in acquiring members from each of the Indigenous communities. It is not a requirement that each of these communities have a representative on the IEC in order for the IEC to fulfill its mandate. These representative requirements are in place to ensure efforts are made to create a balanced Council made up of the Indigenous community and do not in any way restrict the IEC from carrying out its work. Appointment of Members The IEC shall select a Facilitator from among its nine members with a priority of an Algonquin member. The IEC shall review annually its membership needs and, where there are vacancies; create a Council comprised of the Facilitator, Helper and one other member of the Council, plus the Superintendent and the Indigenous Education Lead. This Council will determine possible candidates and invite them to apply as a member. IEC members will then listen to each candidate and select new members through a process of consensus. Page 120 of 127 7 When appointing new members to IEC every effort shall be made to ensure that they are: a) Parents/guardians of students enrolled in the District; b) Representatives of community organizations or agencies c) Residents of the school district. Participants must have attended six IEC meetings during the course of one year prior to applying for membership. The attendance must be consecutive with no more than two absences. Each absence must be accompanied by a notice of regret. Absences of more than two meetings without accompanying regrets will disqualify the person from applying for membership. The IEC will reach out to the school board district through board communications, Indigenous community networks and organizations to promote the council and invite participants to become members. Participants Community members will be invited by IEC to participate in the Council. IEC encourages the participation of community members, Indigenous community organizations and stakeholders. Participants can attend meetings and discuss items during the Community Discussion portion of the meeting. Issues which arise outside of the Community Discussion can be commented on however all decisions remain with the members of the Council. Community members who wish to attend IEC meetings are asked to submit their request in writing at least a week before the upcoming meeting. 1. Community members/Parents/Participants can send an email request in order to receive a zoom link when meetings are held virtually or the agenda and related information when meetings are held in person. As members of the community it isn’t necessary for them to outline their purpose. Identifying as community members will suffice. Community members/Parents may attend IEC meetings and participate in the Community Discussion portion of the meeting. Appointment to Committees Members of IEC will be asked to participate on the Committee of the Whole Committee and the Committee of the Whole Budget Committee. In the weeks leading up to Page 121 of 127 8 appointments, members will apply to the Facilitator, Helper and one member of the Council, plus the Superintendent and the Indigenous Education Lead. These names will be brought forward to the rest of the members at an IEC meeting designated for this purpose. IEC members will then listen to each candidate and Representation to these committees will be selected through a process of consensus. These representatives will serve a term of two years. There may be occasions when the members of the Council are needed to fulfill other positions with the OCDSB. These positions will be filled in the same manner as the appointment to committees. Vacancies A vacancy in the membership of the Council does not prevent the Council from delivering on its mandate. In the event that a member vacates his or her position during the appointed term, the Council may appoint another individual to the position for the remainder of the term. To replace a member, the Council shall appoint another individual to the position for the remainder of the term. Guests In Algonquin communities, a person wishing to come into the territory had to make a request. In the case of IEC, a request to be invited into the Council has to be made. When guests request to attend the IEC the following steps must be taken: 2. The request must be emailed or in writing at least three weeks before the meeting. 3. The request must include their name, position, the reason why they wish to attend as well as what they plan to do with any information the y are gathering. 4. The requests will be discussed and determined by the Algonquin representatives of the IEC. 5. Guests in the Council are asked expressly to listen and refrain from making comments. Page 122 of 127 9 Responsibilities The seventh group of bones represents an axe which symbolizes responsibilities. One responsibility is to keep the axe sharpened. This is done through education which sharpens the mind. In this regard, the roles and responsibilities are tools which aid in the education of the group as a whole Some of the Roles and Responsibilities of IEC Members include: The Facilitator of IEC shall: a) Plan the agenda in consultation with the superintendent or designate; b) Chair the Council meetings; c) Act as spokesperson and representative of the Council in communicating with the Director of Education, Board of Trustees, media and the public; and d) Review the minutes before circulating them to members. The Facilitator Helper shall assume the duties of the Facilitator when the Facilitator is absent. Members of the IEC shall: a) Demonstrate a commitment to an equitable and inclusive education and work environment for First Nations, Métis and Inuit students; b) Act as a liaison between members of the IEC and their respective communities; c) Attend and productively participate in the IEC meetings; and d) Review all relevant material prior to meetings. Communications One person will be designated the IEC to speak with media and the public. The responsibility will fall to the Facilitator, or Algonquin Elder or another if these people cannot fulfill the communications responsibilities. If approached by the public or media, Page 123 of 127 10 other IEC council members are asked to refer questions to the communications designate. Ethics The eighth group of bones represents ethics. The ethics for IEC include a community based approach which empowers Indigenous families, students and OCDSB staff and faculty in removing barriers, providing opportunities, and recognizing the Indigenous approach to education. The IEC will be comprised of first and foremost Indigenous community members, educators, and community organization representatives. IEC will acknowledge and recognize its location on Algonquin Anishnabe territory and will strive to include Algonquin members, ethics, and on ontology. Environment The IEC shall meet at least six times per school year. All meetings of the Council shall be open to the public and held in a location that is accessible. The OCDSB does require email requests at least one week prior to the meeting in order to distribute zoom links when meeting are held virtually and agendas when the meetings are held in person. Members of the public may provide comments or ask questions on any matter within the mandate and agenda of the Council during the Community Discussion portion of the meeting. Providing they have emailed the Board and informed the IEC of their desire to be present. Notice of each regular meeting shall be provided to all members of the Council at least five days before the meeting. Notice may be by email, by telephone, and/or by posting to the District website. Wherever possible, the Council shall conduct its business through a collaborative decision-making process to ensure all voices are heard. In the event that consensus cannot be reached, the Circle of Elders, the Facilitator, Helper, OCDSB Superintendent and the Indigenous Education Lead will consider all sides of the issue and come to a decision based on consensus. Page 124 of 127 11 The Community Discussion portion of the meeting is meant to be a forum for the Council to interact with community and deal with community concerns. There will be situations when discussions cover topics which are sensitive to the community. The Council reserves the right to take any Community Discussion in camera and have those discussions withheld from the meeting minutes. Any minutes or documents generated by the IEC will not be released to the Board of Trustees or any other governing body until they have been approved by the Council. If there is an actionable item in the minutes which needs a decision, the item should be discussed during the meeting and if necessary those items would be approved for an abridged minute’s document by the Circle of Elders. Page 125 of 127 EXA M P L E INDIGENOUS EDUCATION COUNCIL Thursday, October 19, 2023, 6:00 pm Sir Guy Carleton Secondary School - Friendship Centre/Lodge 1.Opening 2.Facilitator Update 2.1 Written Reports 2.2 Algonquin Protocols 3.Student Voice 4.Community Discussion 4.1 Bullying Intervention Plan (M. Slesar) 4.2 Discussion on Honorarium for IEC Members 4.3 Communications 5.Update: Indigenous Community Voting Representative to the Special Education Advisory Committee (SEAC) 6.Update on Indigenous Self-Identification Policy 7.Reports 7.1 Indigenous Education Team Update 7.2 Superintendent's Report 7.3 IEC Report, 21 September 2023 8.Information Page 126 of 127 EXA M P L E 9.Upcoming Meeting Dates •9 November 2023 •14 December 2023 •18 January 2024 •15 February 2024 •18 April 2024 •16 May 2024 10.Closing Page 2 of 2Page 127 of 127