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HomeMy WebLinkAbout08 Report 02-106 Trustee Requests Tracking Database and UpdatesOTTAWA- CARLETON DISTRICT SCHOOL BOARD 24 April 2002 Report No. 02 -106 to the Chairs' Committee Re: Trustee Requests Tracking Database and Updates ORIGINATOR: James P. Grieve, Director of Education /Secretary of the Board Janice E. Sargent, Management, Policy & Planning Advisor PURPOSE: To present for information a first summary report of trustee requests for staff action made at Committee and Board meetings, noting follow -up actions taken by staff. BACKGROUND: At the March Chairs' Committee meeting, trustees asked that trustee requests for action by staff be more formally tracked when staff commits to the requested action. STATUS: 2. In response to this request, a database has been created for tracking the status of trustee requests made at Committee and Board meetings, similar to the database in place since 1998 for tracking and reporting action in response to Board motions. Its purpose is to assist both trustees and staff by providing an ongoing list of requests in a single document, as an 'aide- memoire' until items have been dealt with. Attached as Appendix A is a first summary report, which incorporates requests received for follow -up at Committee and Board meetings, beginning with the 27 March 2002 Chairs' Committee meeting. 4. Future reports will be provided to the Chairs' Committee as often as feasible, ideally once per month. Similarly to the Motions database, once action on an item has been completed by staff to meet a trustee request, it will be 'archived', i.e., will be dropped from the list. Should action not be able to be undertaken in response to a request, this will be noted with a brief explanation, and the item will be marked 'completed' and archived. SUBMITTED FOR INFORMATION James P. Grieve Director of Education /Secretary of the Board r r r Public Board & Committee Requests for Staff Action April 19, 2002 Page 1 File No. Meeting Date Status Comments 7 March 4, 2002 1. Committee Board Responsibility N Action Completed Board Minutes, p. 99, item 134 Clarification re Facilities and Physical Planning See Report No. 02 -103 to the Board meeting of 22 Transportation April 2002. Trustee Graham asked for a date when information re reinstatement of transportation of some Special Education and Grade 7 -8 students will come to the Board? ($6.9 million vs. $7.2 million ?), with explanation. 8 March 4, 2002 2. Committee Board Responsibility N Action Completed Board Minutes, p. 100, item 136, Transportation User Fees Finance /Facilities & Planning $1.8 million takes into account a reduction from the 'gross' total of $2.8 M to reflect an allocation for Trustee Spice thought the amount was $2.2 million, not $1.8 transportation assistance to financially million as in the minutes. She requested that a check be made disadvantaged students and an allowance for losses and information come to the same Board meeting (i.e. 22 due to'uncollectible' user fees. See Report No. 02 -103 April 2002) as the information requested in File No. 7. to the Board meeting of 22 April 2002. 9 March 4, 2002 3. Committee Board Responsibility ❑ Action Completed Board Minutes, p. 101, para 4: re Trustee Laurenceson's suggestion that the Board write to Ministry of Community Special Education and Social Services to ask for assistance with Summer DD /Community Living /Autism Program - Has this letter been written /sent? 1 March 18, 2002 4. Committee Education Committee Responsibility ❑ Action Completed Trustee Spice requested that staff provide information Program regarding the costs associated with the establishment of an IB program, including teacher training, and course materials. Staff agreed to provide an estimated budget to the principals and school council chairs at the IB program information sessions. April 19, 2002 Page 1 Public Board &Committee Re nests for Staff Action 5. Committee Education Committee Trustee Libbey requested that staff provide a written report on the Grade 3 EQAO reading test results, as correlated with various factors, including socioeconomic status. Staff agreed to provide the information at the 15 April meeting of the Education Committee 6. Committee Education Committee Trustee Graham requested that a brief summary of the Grade 9 EQAO results be posted on the OCDSB web site, for public information and use by trustees. Committee Chairs' Committee folios 23 -24: Minutes of meetings a) In future, all changes made by SOs to correct minutes to reflect accurate numbers, modify responses, etc. provided in the Board Room following the meeting to be'asterisked' and noted in the minutes. b) Corrected pages of minutes to show 'REVISED' at the top, with date of publication of revision, so that they can be more easily replaced and filed. April 19, 2002 File No. Meeting Date Status Comments 2 March 18, 2002 Responsibility ® Action Completed Quality Assurance See Report No. 02 -091 to Education Committee on 15 April 2002 entitled Some Factors Related to EQAO Results. 3 March 18, 2002 Responsibility ® Action Completed Quality Assurance Done. To find this summary from OCDSB web site 'front pa$e% click on 'General Information' and scroll down to Current Items of Interest - Student Testing'. Immediately below this heading, click on '2001 EQAO Results'. Read 'About EQAO' in this link. A brief summary of Grade 9 results can be viewed by clicking on 'grade 9' in the fourth paragraph of the text. 6 March 27, 2002 Responsibility Board Services 0 Action Completed Page 2 LO, r r, r Public Board & Committee Requests for Staff Action 8. Committee Chairs' Committee Chairs' Agenda - Board Motions. folio 38 File No. 452 Trustee Scott requested the Chair and Director reactivate discussions with the Elementary and Secondary Federations' Presidents regarding the development of an alternative model for teachers' duties and workload. 9. Committee Chairs' Committee Chairs' Agenda, Board Motion: folio 45 . File No. 660: Trustee Spice requested that staff verify the targeted savings and allowance figures with respect to transportation. 10. Committee Chairs' Committee folio 46 File No. 661: Trustee Libbey requested that staff ask the consultants to provide information with respect to the salary gap as soon as possible. 11. Committee Chairs' Committee Outdoor Education Centres: Trustees requested that an agenda item for discussion re gaining community support /funding for these Centres for September 02 be laced on both the Education and Business Services ommittee agendas in April. 12. Committee Chairs' Committee folio 49 File No. 737: Trustee Spice requested that staff follow -up on providing the detailed breakdown of the deficit for this year. File Meeting Date 13 March 27, 2002 Responsibility Director's Office 14 March 27, 2002 Responsibility Finance 15 March 27, 2002 Responsibility Finance 16 March 27, 2002 Responsibility Superintendent J. Brennan 17 March 27, 2002 Responsibility Finance Status Comments ❑ Action Completed The Chair and Director agreed to re -issue an invitation to the Elementary and Secondary Federations' Presidents to discuss alternative models for teachers' duties and workload. ❑ Action Completed ® Action Completed Message sent by e-mail to Chair Libbey on 28 March with this information. Additional information was requested of the consultants on April 15, 2002. ® Action Completed Agenda item included on Education Committee agenda of 15 April 2002, and to be included on Business Services Committee agenda of 8 May 2002. ® Action Completed E -mail message sent to all trustees on Wednesday, 3 April 2002. April 19, 2002 Page 3 Public Board & Committee Requests for Staff Action �w . 13. Committee Chairs' Committee folio 50 File No. 746: Staff was asked to contact OPSBA for an update on any discussion or action taken by OPSBA with respect to a model for publicly funded education 14. Committee Chairs' Committee folio 63. File No. 833: Trustees requested that staff follow -up on working meetings with respect to the Long Term Accommodation Plan 15. Committee Chairs' Committee folio 60, File No. 798: Trustees requested that staff confirm the status of the report on elementary functional capacities. 16. Committee Chairs' Committee folio 62, File No. 815: Trustee Spice requested that staff provide the impact of extending the MFI registration deadline. 17. Committee Chairs' Committee ff. 23 -24, Minutes of Meetings: Trustee requests during Board and Committee • Trustees asked that these requests be more formally tracked when staff commits to the requested action. April 19, 2002 File No. Meeting Date 18 March 27, 2002 Responsibility Director's Office 19 March 27, 2002 Responsibility Status Comments ® Action Completed E -mail status report sent to all trustees 3 April 2002 notin that our Board should receive feedback on this issue rom our representative to the OPSBA Board of Directors following the April meeting. ® Action Completed _Facilities and Physical Planning Dates, as provided in Report No. 02 -095 entitled Interim Report on LTAP to Business Services Committee of 10 April 2002, were discussed at that meetin &. Working meetings were scheduled for 15 and 26 April 2002. 20 March 27, 2002 Responsibility Facilities and Physical Planning 21 March 27, 2002 Responsibility ® Action Completed Memorandum from Supt Turriff sent Friday, 5 April 2002 ® Action Completed Program E -mail message to all trustees sent 4 April 2002 22 March 27, 2002 Responsibility Director's Office IM ® Action Completed New 'Requests Database' created for tracking requests made at Committee and Board meetings, for monthly review by the Board. Page 4 Le '. r (01, r -_ - Public Board & Committee Requests for Staff Action 18. Committee Chairs' Committee Trustee Moen requested follow -up on presentation of budget information in the budget binder and in year -end reports. He also requested that our reports (year -end financial statements, variance reports, etc.) be better available on the web site, and that they be in Ministry format. 19. Committee Chairs' Committee Budget Questions and Responses: Trustees requested that the remainder of the unanswered questions receive responses as soon as feasible; the Director indicated he agreed these should be completed without delay. 20. Committee SEAC Bronwen Funiciello requested that staff provide information on the number of SELCs being impacted and the number of students in each SELC, the number of system classes being reassigned due to the proposed closures, as well as a special education impact statement. Staff agreed to provide the information as soon as possible. File No• Meeting Date Status Comments 23 March 27, 2002 Responsibility ® Action Completed Finance Both items were dealt with in Report No. 02 -096 to Business Services Committee on 10 April 2002. 24 March 27, 2002 Responsibility ® Action Completed Facilities and Physical Planning Budget Update No. 8 page sent out in Board package on Friday, 3 April 2001 Remaining responses from Planning and Transportation sent out on Friday, 19 April 2002. 27 April 3, 2002 Responsibility O Action Completed Special Education Page 5 �1 April 19, 2002 Pa Public Board & Committee Requests for Staff Action 21. Committee Board Business Arising from Education Report of 18 March 2002, item 5 EQAO Update: Trustee Graham noted that she did not agree with a statement in the Board's recently published Annual Report that 'One yardstick [of student achievement] has been the standardized test results for grades 3 and 6. At all levels, students have shown themselves to be at or near the top of the rest of the province's public and separate school boards'. 22. Committee Board Student Trustee Robinson requested that staff provide a breakdown of the costs associated with the February and May auditions at Canterbury High School. Director Grieve agreed that staff would provide the information as soon as possible. 23. Committee Board Trustee Graham asked during Business Arising that a letter to the Minister of Education requesting permission for Ontario school boards to charge user fees for elementary and secondary transportation be sent as soon as possible. 24. Committee Business Services Committee _Relocatable module removal at Terry Fox• Staff was asked to determine whether or not the Ministry of Education would provide the funds for this project. April 19, 2002 A File No. Meeting Date Status Comments 11 April 8, 2002 Responsibility ® Action Completed Director's Office The statement contained in the final Annual Report was indeed incorrect. Should there be a need to print additional copies, a correction will be made. 12 April 8, 2002 Responsibility ❑ Action Completed Superintendent of Schools N MacLeod 28 April 8, 2002 Responsibility ® Action Completed Facilities and Physical Planning Letter sent 10 April 2002 to Minister Ecker in accordance with this COW (Budget) motion of 26 February 02. 5 April 11, 2002 Responsibility ❑ Action Completed Facilities and Physical Planning Page 6 46,0� Coe- '. r r r Public Board & Committee Requests for Staff Action 25. Committee Education Committee Trustee Lange requested that staff present a report at the 21 May 2002 Education Committee regarding the composition of the Outdoor Education Task Force. 26. Committee Education Committee Trustee Spice requested that staff provide information regardingg the feasibility of offering a magnet program at Woodroffe HS when it has a Ministry capacity of 1,130 students, as well as addressing issues related to the identification of the optimal size for a secondary school, in the context of magnet programs. 27. Committee Education Committee Trustee Graham asked that in future, staff provide information regarding the rationale for the use of Bronson Avenue as the boundary for the western part of the Board's jurisdiction, as well as information related to the possibility of using other boundaries, such as the Rideau River. 28. Committee Education Committee Trustee Graham noted the importance of engaging in a fulsome discussion of the EQAO Grade 3,6, and 9 results in relation to system improvement and strategic planning, and asked that the issue be added to a future agenda. April 19, 2002 File No. Meeting Date Status Comments 29 April 15, 2002 Responsibility ❑ Action Completed Superintendent J. Brennan Item placed on 8 May 2002 Business Services agenda. 30 April 15, 2002 Responsibility ❑ Action Completed Program Superintendent Mason noted the Board is currently evaluating the impact of the SSR cohort moving through the system, and agreed to provide a comprehensive report as soon as possible. 31 April 15, 2002 Responsibility Facilities and Physical Planning 32 April 15, 2002 Responsibility ❑ Action Completed ❑ Action Completed Quality Assurance Superintendent Mason agreed to take the issue under advisement, noting that it would be possible to move the item up higher on a future agenda, or perhaps devote a meeting in the fall of 2002 to a discussion of the EQAO results in relation to system planning, including staffing. Page 7 Public Board & Committee Requests for Staff Action V)\ File No• Meeting Date Status Comments 33 April 15, 2002 29. Committee Education Committee Responsibility ❑ Action Completed Lamar Mason referred to last year's Grade 10 literacy test Quality Assurance Superintendent Mason noted that a Grade 11 literacy results, and asked whether the Board would be considering course is in place to address this issue, but staff the establishment of a summer program for those students would provide a response to Ms. Mason's concern. who had difficulty with the literacy test. He also noted that the results of this year's literacy testing would likely be available in May. April 19, 2002 Page 8 (low