HomeMy WebLinkAboutChairs' Report 3, 24 Apr 2002 Minutes PublicFA
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
REPORT NO. 3, CHAIRS' COMMITTEE
TO: Board of Education
DATE: 24 April 2002
A meeting of the Chairs' Committee was held this evening commencing at 7:40 p.m. in the
Trustees' Committee Room, 133 Greenbank Road, Ottawa, with Trustee Jim Libbey in the Chair, and the
following in attendance:
MEMBERS: Trustees Lynn Graham, Margaret Lange and David Moen.
ALSO PRESENT: Trustees Myrna Laurenceson, Lynn Scott and Joan Spice
STUDENT TRUSTEE: Trevor Robinson
STAFF: James Grieve, Director of Education and Secretary of the Board
Rose -Marie Batley, Superintendent of School Operations
Judy Turriff, Superintendent of Facilities and Physical Planning
Michael Carson, Manager, Facilities, Planning and Transportation
Margaret Dempsey, Principal, Staff Development
Jane Gorman, Manager, Community Use of Schools
Janice Sargent, Management, Policy and Planning Advisor
Bruce Fraser, Committee Coordinator
NON VOTING
REPRESENTATIVES: Bob Dagenais, Ottawa - Carleton Secondary School Administrators' Network
Greg Laws, Ottawa - Carleton Assembly of School Councils
Lynne McCarney, Ottawa - Carleton Elementary School Administrators'
Association
Tony Pearson, Ontario Secondary School Teachers' Federation
David Wildman, Ottawa- Carleton Elementary Teachers' Federation
OTHERS PRESENT: Mark Croisier and Gar White re Task Force on Innovation and Change
Note: Throughout the meeting, Trustee Lynn Graham assumed the Chair whenever Trustee Libbey wished
to participate in the discussion.
Call to Order and Approval of Agenda
The Chair called the meeting to order at 7:40 p.m.
On a motion by Trustee Graham the agenda was approved as circulated.
Public Question Period
There were no questions from the public.
Presentation re System Strategic Plan
Your Committee had before it Report No. 02 -105 providing the second trimester report on system
improvement. Director Grieve introduced the report and noted that it includes a progress report on the
system improvement plans and a summary of school reviews. School reviews are based on the
Chairs' Committee 4- 24 April 2002
RrA
involvement of Superintendents with school principals to assist them in overcoming any identified areas of
difficulty, to share best practices, assist in the development of school improvement plans and to review and
correct facilities :.sues. He briefly highlighted the progress in the following nine areas of the development
and implementuiion of the system improvement plans:
• Expectations for Learning/Accountability;
• Staff Training, Development and Support;
• Individualized Learning Opportunities;
• School as the Hub of the Community;
• Safe, Caring Schools;
• Volunteers;
• Board Structure and Processes;
• Corporate Management; and
• Fiscal Planning.
Director Grieve noted that Superintendents of Schools continue to visit schools in order to work
closely with school principals. Areas of focus for the second trimester included literacy and numeracy,
antiracisim and ethnocultural equity, community use of schools and facilities requirements. He highlighted
the many initiatives, and the corresponding expectations that have been undertaken within the OCDSB and
noted that the progress report in August will provide data on the areas that are working effectively.
In response to a query by Trustee Lange regarding the site based management initiative, Director
Grieve advised that meetings have taken place with a number of principals and vice - principals to discuss
the initiative. Four have volunteered to visit the Edmonton School Board with specific questions in order
to prepare a report to the Chairs' Committee on the development of site based management within the
context of the OCDSB.
In response to a query by Trustee Graham regarding market share information, Director Grieve
advised that members of the Planning Department determined the factors mentioned in the report. Trustee
Graham commented that she would like to see further analysis and breakdown of enrolment trends.
Presentation re Recertification
Dave Wildman explained that the Ottawa - Carleton Elementary Teachers' Federation ( OCETF)
believes that professional development, in particular the Professional Learning Program (PLP)
administered by the Ontario College of Teachers should not be tied to teacher recertification. He advised
that OCETF recognizes that the issue is a provincial matter and would prefer to avoid conflict at the local
level. Mr. Wildman noted that Director Grieve, following discussions with the Staff Development
Department, has advised OCETF that the PLP portion of the OCDSB's Summer Institute program would
be removed. He indicated that OCETF views the decision as a very positive step and will encourage its
members to participate in the Summer Institute. Mr. Wildman noted that teachers are keen to stay abreast
of developments in the field of education and actively participate in professional development
opportunities.
In response to a trustee query, Director Grieve explained that the OCDSB will maintain its
provider status for the PLP and that staff will review the situation at the end of the summer.
Revisions to Policy P.012.CON Community Use of School Facilities
Your Committee had before it Report No. 02 -097 seeking approval of revisions to Policy
P.012.CON Community Use of School Facilities
Michael Carson introduced the report and advised that the funding formula does not cover the
costs associated with activities outside of normal day program hours. He noted that the proposed revisions
Chairs' Committee -2- 24 April 2002
6;2 /.
to the policy were presented to municipal representatives and an Open House for the community at large
was held on 31 January 2002. The revisions were also circulated to a wide number of stakeholders for
review and feedback.
Mr. Carson noted that some principals expressed concerns related to the demands placed on
schools by both the community and the Continuing Education programs and the reimbursement of staff
hours required to maintain facilities. He advised that the procedure attempts to address the competing
needs of the various users of the facilities and pointed out that some schools have a higher frequency and
level of use due to their location. Staff will be submitting a report to Trustees in October addressing
concerns and issues pertaining to cost recovery and Continuing Education funding and costs.
Mr. Carson pointed out that staff are recommending changes at this time due to concerns raised
with respect to the application of the current policy and procedure as they relate to the Special Occasion
Permit process.
Trustee Graham expressed concern with changing §2.4 to ban the consumption of alcohol in all
schools when all necessary licenses have been obtained by the permit holder. She noted that the schools
belong to the community and that the recommendation contradicts the fundamental policy of the
community use of schools. She expressed the view that the Board should allow the licensing of certain
events after school hours.
In response to a request for a staff comment, Michael Carson explained that staff feel that the
proposed change is consistent with the messages being delivered to students regarding the use and abuse of
alcohol. He suggested that it is similar to the non - smoking message that is presented to students throughout
the system. Mr. Carson noted that elementary schools were already excluded from special occasion permits
as it was felt that they are not the proper venue for those types of events. He advised that a number of legal
decisions have extended liability in the case of alcohol related accidents and that the banning of the
consumption of alcohol reduces the Board's potential liability.
Some trustees expressed the view that the Board should not prohibit alcohol at special events and
noted that allowing it in moderation sends a positive message to students regarding the responsible use of
alcohol. Trustee Scott noted that banning alcohol does not curb illegal or irresponsible activity and
suggested that it would be useful to have a summary of the liability issue with respect to special occasion
permits.
Trustees agreed that Policy P.012.CON should not be revised at this time. Staff agreed to revise
the Special Occasion Permit Process to include Elementary Schools as Board property suitable for Special
Occasion Permit (SOP) events.
Staff agreed to take under advisement suggestions by Trustee Moen that §3.11 and §3.13 of the
procedure, the principles used to determine the categories of users and the scheduling of facilities should be
included in the Policy.
6. Establishment of Task Force on Innovation and Change
Your Committee had before it a proposal regarding the establishment of a Task Force on
Innovation and Change.
Trustee Scott moved as follows:
Whereas it has been indicated that there is potential community interest in establishing an
independent task force to review the climate for innovation and change within the OCDSB;
Chairs' Committee -3- 24 April 2002
Of
THEREFORE BE IT RESOLVED:
A. That the Board approach OCRI and the Centre on Governance at the University of
Ottawa to determine their interest in and possible support for establishing an independent
task force to review the climate for innovation and change within the OCDSB;
B. That, subject to positive responses from the aforementioned potential task force partners,
the Board approve in principle the concept of an independent review of opportunities for
innovation and change within the OCDSB, with a particular focus on structures,
processes and elements of the corporate culture that promote, support, evaluate, recognize
and reward creative and constructive initiatives towards achieving the Board's mission at
all levels within the organization;
C. That, subject to positive responses from the aforementioned potential task force partners,
the Board make information available, to the best of its ability within current constraints
on time and resources, to support the further development of a detailed plan by the
originators of the concept (as presented at the Business Services Committee meeting on
10 April 2002), for review and recommendation at the May 2002 Chairs' Committee
meeting.
Speaking to the motion, Trustee Scott expressed the view that the motion is to facilitate moving
forward on this issue by confirming the interest of all parties to participate and identify what the Board
would gain from the exercise.
Trustees speaking in favour of the motion agreed that it would demonstrate the Board's
commitment to the project and that it could ultimately assist in identifying processes that could be
improved upon. Trustee Moen commented that outside advice can be helpful in facilitating improvement.
In response to a trustee query, staff advised that the report on the Technology Transformation
Initiative (TTI) would be available prior to the 13 May 2002 Board meeting.
Mark Croisier commented that the intent of the Task Force would be to expand on the depth and
breadth of the scope of projects such as Future Search and TTI.
In response to a concern expressed by Trustee Lange that the goals of the project are not clearly
defined, Mark Croisier suggested that the study will provide another tool to assess and improve
organizational effectiveness by identifying areas of success as well as barriers to innovation. He noted that
it would parallel the Board's Strategic Plan but would use a different approach.
Director Grieve pointed out that similar initiatives such as the Strategic Plan and TT I are currently
underway in the OCDSB and that the timing of this project could be problematic. He noted that budget
challenges, possible staffing adjustments and the significant commitment of staff time may limit the
project's effectiveness.
Gar White submitted that the motion only provides authorization to develop a proposal for the
Board's consideration.
In wrap -up, Trustee Scott reiterated that the motion is to provide for the development of a proposal
for consideration. She noted that the corporate culture in the OCDSB is young and the Board should be
open to an opportunity to review many areas to identify what is successful and what can be improved upon.
The motion was carried. On a motion by Trustee Scott, therefore, your Committee recommends:
A. THAT THE BOARD APPROACH OCRI AND THE CENTRE ON GOVERNANCE AT
THE UNIVERSITY OF OTTAWA TO DETERMINE THEIR INTEREST IN AND
Chairs' Committee -4- 24 April 2002
6�1j.
POSSIBLE SUPPORT FOR ESTABLISHING AN INDEPENDENT TASK FORCE TO
REVIEW THE CLIMATE FOR INNOVATION AND CHANGE WITHIN THE
OCDSB;
B. THAT, SUBJECT TO POSITIVE RESPONSES FROM THE AFOREMENTIONED
POTENTIAL TASK FORCE PARTNERS, THE BOARD APPROVE IN PRINCIPLE
THE CONCEPT OF AN INDEPENDENT REVIEW OF OPPORTUNITIES FOR
INNOVATION AND CHANGE WITHIN THE OCDSB, WITH A PARTICULAR
FOCUS ON STRUCTURES, PROCESSES AND ELEMENTS OF THE CORPORATE
CULTURE THAT PROMOTE, SUPPORT, EVALUATE, RECOGNIZE AND
REWARD CREATIVE AND CONSTRUCTIVE INITIATIVES TOWARDS
ACHIEVING THE BOARD'S MISSION AT ALL LEVELS WITHIN THE
ORGANIZATION;
C. THAT, SUBJECT TO POSITIVE RESPONSES FROM THE AFOREMENTIONED
POTENTIAL TASK FORCE PARTNERS, THE BOARD MAKE INFORMATION
AVAILABLE, TO THE BEST OF ITS ABILITY WITHIN CURRENT CONSTRAINTS
ON TIME AND RESOURCES, TO SUPPORT THE FURTHER DEVELOPMENT OF
A DETAILED PLAN BY THE ORIGINATORS OF THE CONCEPT (AS PRESENTED
AT THE BUSINESS SERVICES COMMITTEE MEETING ON 10 APRIL 2002), FOR
REVIEW AND RECOMMENDATION AT THE MAY 2002 CHAIRS' COMMITTEE
MEETING.
Recruitment of Volunteers for Advisory Committees
Notice having been given, Trustee Graham moved as follows:
THAT Policy P.065.GOV: Advisory Committees to the Board be amended as follows, to clarify
the requirements for annual publicity to solicit members from the wider community, and for
advisory committees' terms of reference with respect to membership:
3.2 By 1 Jtme the June Education Committee meeting of each year, each currently
approved advisory committee shall provide an annual report to the Board thAeugh -the
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 seeking approval for advisory committee status, and
each year thereafter 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 Education Committee meeting of each the
euffent 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) bFOad eXteFflal eenufmnieafien ^warmels ° eh as the Board's inserts in regular
paid advertisements in Ottawa daily newspapers;
iv) postings to the OCDSB web site.
Chairs' Committee -5- 24 April 2002
C��
Note 1: Committee members may not serve for more than six consecutive years on an advisory
committee to the Board.
]New] Note 2: Internal communications, for example minutes of advisory committee meetings,
may not serve as a vehicle for inviting new members.
3.4 Advisory committees which fail to submit by 4 -June Education Committee 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 33 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.
Speaking to the motion, Trustee Graham expressed the view that membership on the Board's
advisory committees is becoming centred and that representation from the community at large should be
encouraged. She explained that the motion is to clarify what is expected of advisory committees and to
ensure that community members are provided with an opportunity to participate.
Trustees speaking in support of the motion agreed that transparency and openness is a significant
issue. Trustee Scott noted that some communities have the perception that advisory committees are "closed
shops" and expressed an expectation that the Terms of Reference for the Arts Advisory Committee would
be revised, if necessary.
The following amendments were accepted as friendly:
revise 3.2 "Each year, each advisory committee shall provide an annual report to the
Board, through the June meeting of the Education Committee,..." - Trustee Moen;
revise 3.2 Remove "currently approved" - Trustee Graham;
revise 3.2 b) iii) "... inserts in the Board's regular paid advertisements in Ottawa daily
newspapers;"
The motion was carried. On a motion by Trustee Graham, therefore, your Committee
recommends:
THAT POLICY P.065.GOV: ADVISORY COMMITTEES TO THE BOARD (ATTACHED AS
APPENDIX A) BE AMENDED AS FOLLOWS, TO CLARIFY THE REQUIREMENTS FOR
ANNUAL PUBLICITY TO SOLICIT MEMBERS FROM THE WIDER COMMUNITY, AND
FOR ADVISORY COMMITTEES' TERMS OF REFERENCE WITH RESPECT TO
MEMBERSHIP:
3.2 EACH YEAR, EACHADVISORY COMMITTEE SHALL PROVIDE AN ANNUAL
REPORT TO THE BOARD, THROUGH THE JUNE MEETING OF THE
EDUCATION COMMITTEE. 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.
Chairs' Committee -6- 24 April 2002
3.3 IN ACCORDANCE WITH 3.1 ABOVE, WHEN SEEKING APPROVAL FOR
ADVISORY COMMITTEE STATUS, AND EACH YEAR THEREAFTER 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 EDUCATION
COMMITTEE 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 OCDSB WEB SITE.
NOTE 1: COMMITTEE MEMBERS MAY NOT SERVE FOR MORE THAN SIX
CONSECUTIVE YEARS ON AN ADVISORY COMMITTEE TO THE BOARD.
[NEW] NOTE 2: INTERNAL COMMUNICATIONS, FOR EXAMPLE MINUTES OF
ADVISORY COMMITTEE MEETINGS, DO NOT SATISFY THE
REOUIREMENTS OF 3.3B ABOVE
3.4 ADVISORY COMMITTEES WHICH FAIL TO SUBMIT BY JUNE EDUCATION
COMMITTEE 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.
Staff agreed to develop possible amendments to §3.3 a) in order to clarify its intent.
Trustee Spice requested that the proposed amendments to Policy P.065.GOV be circulated to the
Board's Advisory Committees to allow them time to provide any input for the 13 May 2002 Board
meeting.
Chairs' Committee -7- 24 April 2002
ROW
Board and Committee Requests for Staff Action
Your Committee had before it Report No. 02 -106 providing a summary report of trustee requests
for staff action made at Committee and Board meetings, noting follow -up actions taken by staff. Director
Grieve acknowledged the work of Janice Sargent in the development of the database and noted that it
would provide trustees with the status of requests.
report:
Janice Sargent noted that the following items were completed subsequent to the generation of the
folio 51, item 7, revisions to minutes
folio 52, item 9, figures with respect to transportation
folio 55, item 24, funding for the removal of the relocatable module at Terry Fox ES
The following items were removed from the completed list:
folio 50, item 1 - Trustee Spice noted that the original query included a request of the savings if
transportation was not provided for Grades 7 & 8 gifted students.
folio 52, item 12 - Trustee Spice requested that an additional breakdown of the items in the first
category of the report be provided.
Review of Agendas for May
a) Human Resources - 6 Mav
add - Mentoring of Administrative and Support Staff
add - Update on Staffing Issues - in camera
b) Business Services - 8 Mav
add - Presentation re Technology Transformation Initiative
add - Financial Reporting Task Force Membership
move to June - Student Transfers
Trustees requested that the Report on the Long Term Accommodation Plan be provided
in this Friday's package (26 April) if possible.
C) Special Board Meeting - 14 May
Change start time to 7:00 p.m.
Revise item 4. to Delegations and remove note regarding the limitations of delegations
d) Chairs' Committee - 29 Mav
remove - Presentation re Technology Transformation Initiative (moved to Business
Services)
change to an action item - Reductions in Departmental Budgets (public and in camera)
10. Chair's Report
Chair Libbey advised that he, along with Trustee Graham and Director Grieve, had met with the
new Minister of Education, Elizabeth Witmer and Peter Gooch, Education Finance Branch, to discuss a
variety of topics. He noted that the Minister was not optimistic with respect to the provision of interim
funding but is supportive of a comprehensive review of the funding formula. Chair Libbey commented that
Chairs' Committee -8- 24 April 2002
I
the meeting provided an opportunity to dialogue with the Minister regarding a number of funding issues
such as the salary gap, costs related to facilities and special education.
Trustee Graham noted that the Minister was very clear that the government has no intention of
revisiting the issue of tax credits to taxpayers using alternatives to the public education system.
In response to a query by Trustee Scott, Chair Libbey advised that the Minister did not provide
any date for the release of the General Legislative Grant information. He speculated that the release of
information would take approximately three weeks following a cabinet decision and would therefore not be
available until the end of May.
11. Director's Report
There was no report from the Director.
12. New Business
In response to a query by Trustee Lange, staff will advise trustees on Canada Post's position with
respect to the use of Ottawa versus former city and township names on Board Office and school
correspondence.
Staff agreed to provide a report with respect to low student grades in the Grades 9 and 11 Math
programs. Trustee Libbey noted that it could affect career choices as well as the Board's summer school
programs.
In response to a query, Director Grieve advised that it appears to be a provincial issue and that the
current curriculum appears to be too difficult.
Trustee Moen gave notice that he will bring forward a motion to the 13 May 2002 Board meeting
with respect to the EQAO policy resolution sent to OPSBA.
The Committee went in camera and subsequently adjourned at 11:30 p.m.
Jim Libbey
Chair
Chairs' Committee
BAF
CC/240402
Chairs' Committee -9- 24 April 2002
Revised Draft to Board for approval 13 May 2002 C;�g
OTTAWA- CARLETON DISTRICT SCHOOL BOARD
TITLE: ADVISORY COMMITTEES TO THE BOARD
Date issued:
August 1998
Last Revised:
May 2002 [in progress]
Authorization:
Board 98/06/25
Next review:
06/2005
1.0 OBJECTIVE
2.0
POLICY P.065.GOV
To provide for the establishment of advisory committees to provide advice, recommendations
and support to the Board.
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.
3.2 By 1 june the June Education Committee meeting of Each year, each eurrently-
approved advisory committee listed in Attachment 1 of this policy shall provide an
annual report to the Board through the June meeting of the Education Committee
appropriate Standing Conidnittee 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.
I
Revised Draft to Board for approval 13 May 2002
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 Education Committee meeting of each the
eurrent 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) broad external eonidnttnieatien ehannels stieh as inserts in the Board's regular
paid advertisements in Ottawa daily newspapers;
iv) postings to the OCDSB web site.
Note 1: Committee members may not serve for more than six consecutive years on an advisory
committee to the Board.
[New] Note 2: 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 4 the
June Education Committee 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.
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.
[Proposed 3.8 When a new group seeks approval for advisory committee status, the group shall
new revision] 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.
R-A
Revised Draft to Board for approval 13 May 2002
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.O10.GOV: Community Involvement on Board Standing Committees
Revised Draft to Board for approval 13 May 2002
P.065.GOV
Attachment 1 Vj
IC —,I- I
OTTAWA-CARLETON
DISTRICT SCHOOL BOARD
Advisory Committees to the OCDSB
- As Confirmed by the Board 9 November 1998 —
Arts Advisory Committee
2. Alternative Schools Advisory Committee
3. Children and Youth at Risk Advisory Committee
PI