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HomeMy WebLinkAboutHuman Resources Report 5 7 Sep 2004 Minutes Publico OTTAWA- CARLETON DISTRICT SCHOOL BOARD REPORT NO. 5, HUMAN RESOURCES COMMITTEE To: The Board Date: 7 September 2004 A meeting of the Human Resources Committee was held this evening in the Trustees' Committee Room, 133 Greenbank Road, Ottawa, commencing at 7:30 p.m. with Trustee Alex Getty in the Chair and the following also in attendance: TRUSTEE MEMBERS: Lynn Graham and Greg Laws OTHER TRUSTEES: David Moen and Joan Spice NON -VOTING Mike Hadskis, OCETF REPRESENTATIVE: STAFF: Lorne Rachlis, Director of Education and Secretary of the Board; Janice McCoy, Superintendent of Human Resources; Glenda Stevenson, Superintendent of Learning Support Services; Cindy Alce, Principal, Special Education/Student Services; Bob Flewelling, Coordinator of Field Services; and Gloria Scharfe, Committee Coordinator. Call to Order Trustee Getty called the meeting to order at 7:30 p.m. 2. Approval of A eg nda On a motion by Trustee Graham, the agenda was approved as presented. Trustees later agreed to postpone discussion of the Supervisory Officer Selection Process and to proceed to the information items. 3. Staffing Update — New Positions Approved in Budget Your committee had before it for information staff report no. 04 -218 which provided an update on the status of staffing positions approved in the 2004 -2005 budget. Superintendent McCoy outlined the actions taken in respect to elementary and secondary academic positions, as well as for administrative and support staff. Trustee Graham asked for clarification regarding the allocation of 40.75 positions designated as part of the primary class reduction plan as it appears none of these positions was allocated to gifted classes. Superintendent McCoy confirmed that in accordance with the Ministry guidelines, only regular program classes were factored into the plan to reduce class size. Special education class sizes are regulated separately and are smaller than regular classes, with the exception of gifted classes where the Ministry regulation specifies a class size of 25 pupils. The Director noted that it seems clear from a Ministry memo dated 26 May 2004 that the reduction plan does not apply to gifted classes. Trustee Graham asked that the Board seek clarification from the Ministry on this point. The Director agreed to do so and report back to Trustees. Human Resources Committee - 1 - 7 September 2004 4. Action Plan for Establishing New System Classes Staff reported that there are now two fully operational SSUs at Ottawa Technical Learning Centre and 1.5 SSUs at Sir Guy Carleton S.S. Two positions were added at Featherston P.S. and Mary Honeywell E.S. for their autism units. Clifford Bowey P.S. received 1.9 positions and *3 LSTs were allocated to 9 schools as follows: a .25 position at Barrhaven, Grant, J.H. Putman, Manordale, Osgoode and R.B. Curry schools and a .5 position at Alta Vista, Bayshore and Queen Elizabeth schools. As soon as the locations of system classes are approved by the Board, six other positions will be filled. *Note: Correction from staff report 04 -218. Superintendent Stevenson advised that in accordance with a 28 January 2004 Board motion, the staff proposals for locating six system classes will be brought to the Education Committee and the Board in September. Consultation with SEAC is required before final Board approval. Sites must be chosen for 3 LLD classes (1 SK, 1 primary and 1 junior), 2 junior /intermediate LD classes and 1 intermediate SSU class. Each of the six classes will support up to 8 students. Placement applications and potential locations are being reviewed by the LD committee and SLPs will visit kindergarten classes shortly to identify needs. Parents will be advised of the locations and will then have the option to accept or refuse a proposed placement. Mr. Hadskis, the OCETF representative, noted that his federation is happy there are additional supports for students but is disappointed with the process and timelines for this initiative. The OCETF will raise this issue at the Elementary Staffing Committee. Dr. Flewelling advised that PSSP social worker, psychologist and speech and language pathologist term positions will be posted internally and advertised locally on September 80'. Interviews will begin immediately after the September 17`h closing date. 5. Revisions to the Selection Process for Supervisory Officers Your committee had before it for consideration staff report no. 04 -221 providing information on the policies and procedures followed by three other Ontario boards in selecting supervisory officers. Trustees had a number of comments and questions regarding the selection process: ■ The OCDSB should review the number of Trustees who take part in initial interviews. To date there has been a minority and perhaps a larger number of Trustees should be involved in the interviews. ■ If there is a selection committee composed of some, but not all Trustees, there is the question of a minority opinion coming to the larger group and what kind of discussion should take place at Board. ■ The scope of the selection committee recommendation should not be limited; i.e., it should be able to recommend a candidate or choice of candidates, further interviews with one or more candidates, or a call for additional applications. ■ The selection committee should gather references from community representatives (e.g., school council chairs) regarding their relationships with candidates, to ensure candidates relate well to Board community and advisory groups. Information from outside sources should not be hearsay but should only be based on direct experience. Human Resources Committee - 2 - 7 September 2004 3 (W ■ The scope of the selection committee recommendation should not be limited; i.e., it should be able to recommend a candidate or choice of candidates, further interviews with one or more candidates, or a call for additional applications. ■ The selection committee should gather references from people outside the system regarding their relationships with candidates, to ensure candidates relate well to Board advisory groups. Information from outside sources should not be hearsay but should only be direct evidence. ■ Should second hand information be permissible and, if so, how should second hand information be defined and what weight should be given to it? ■ Who does the reference checks, Board personnel or an independent entity? ■ The candidate should receive a copy of the interview questions one hour before the interview. The Director noted that Trustees' suggestions support and refine the process currently used by the OCDSB. At present there is no policy or procedure governing supervisory officer selection and the Board may want to formalize the process. He suggested staff bring a draft to the November Human Resources Committee meeting, incorporating the Trustee suggestions and using the other Boards' material, particularly Toronto's, as a model. Superintendent McCoy advised that in the 1998 competition all Trustees were invited to (W be on the interview team, but they had to commit to attend all interviews to be part of the selection committee. All Trustees had a voice at Board. This can be discussed at the November Human Resources Committee meeting. 6. New Business Trustee Laws asked for an update on the new payroll management software and was advised that staff is monitoring the situation. Superintendent Clarke, who is responsible for the implementation, will be asked to provide an update to Trustees. The meeting adjourned at 8:20 p.m. /gs Alex Getty Chair (Acting) Human Resources Committee Human Resources Committee - 3 - 7 September 2004