HomeMy WebLinkAbout12 Chairs' Report 3, 31 May 2000OTTAWA - CARLETON DISTRICT SCHOOL BOARD
REPORT NO. 3, CHAIR'S COMMITTEE
TO: Board of Education
DATE: 31 May 2000
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A meeting of the Chair's Committee was held this evening commencing at 7:45 pm in the
Trustees' Committee Room, 133 Greenbank Road, Nepean, with Trustee Jim Libbey in the Chair, and the
following in attendance:
MEMBERS: Trustees Alex Getty, Lynn Graham, Patty Anne Hill, and Pam Morse
ALSO PRESENT: Trustee Lynn Scott
STAFF: James Grieve, Director of Education and Secretary of the Board
Larry Archibald, Superintendent of Schools
Maggie Melenhorst, Manager of Communications and Information Services
Janice Sargent, Management, Policy and Planning Advisor
Bruce Fraser, Committee Coordinator
REPRESENTATIVES: Kent' Callan- Jones, Ottawa- Carleton Secondary School
Administrators' Network
Mary McConnell, Ottawa - Carleton Elementary Vice - Principals' Association
Lyndi McDonald, Ottawa - Carleton Elementary Principals' Association
Betty Tait, Ottawa - Carleton Assembly of School Councils
Note: Throughout the meeting, Trustee Morse assumed the Chair when Trustee Libbey wished to
contribute to the discussion.
Approval of Agenda
On a motion by Trustee Morse, the agenda was approved as written.
2. Public Question Peri od
There were no questions from the public.
Draft Mission Statement
Your Committee had before it Report No. 00 -132 providing draft mission statements for
consideration. Superintendent Archibald introduced the report and reviewed the process to date of the
development of potential mission statements for consideration by the Board. He expressed appreciation for
the high level of enthusiasm of the participants that has been sustained throughout all stages of the process.
Superintendent Archibald noted one of the difficulties in the development of a mission statement is to
provide enough information to accurately reflect the principles of the organization in a concise manner.
Trustee Morse moved THAT the Committee recommend the adoption of item a on folio 6 be as
the mission statement of the OCDSB. She noted that the statement was concise and included the relevant
terminology, such as challenge and learning, which reflect the goals of the Board.
Betty Tait commented that members of OCASC had reviewed item 12 on folio 13, as a draft
version, and suggested that it should be more succinct. She circulated the following two additional
suggestions:
Chairs' Committee -1- 31 May, 2000
a6.
a) To challenge all students, through education, to achieve their personal best in all aspects of
life.
b) To prepare our students for success as global citizens.
During discussion some expressed the opinion that, while they liked the content of some of the
longer versions, they are difficult to remember. Superintendent Archibald noted that all of the working
groups discussed the issue of a statement's length and that some participants felt that a detailed mission
statement could be developed for limited distribution in conjunction with a slogan for use in the wider
public realm.
Trustee Scott felt that the mission statement is, in fact, widely distributed and should therefore
reflect the actual mission of the organization and not just characteristics of that mission. It should be a
continual reminder of the Board's main goals.
Trustee Getty moved in amendment THAT "The mission of..." "...is to" be added to the
statement.
A short discussion took place regarding the appropriate wording style of mission statements in
which staff noted that there are no defined rules, but that educational mission statements frequently begin
with the name of the board followed by a strong verb.
Trustee Getty withdrew the amendment.
Trustee Libbey moved in amendment THAT "and responsible citizenship" be added. The
amendment included a friendly amendment by Trustee Scott.
The amendment was carried.
The main motion was carried. On a motion by Trustee Morse therefore, your Committee
recommends:
THAT THE FOLLOWING BE ADOPTED AS THE MISSION STATEMENT OF THE
OTTAWA - CARLETON DISTRICT SCHOOL BOARD:
THE OTTAWA - CARLETON DISTRICT SCHOOL BOARD CHALLENGES ALL STUDENTS
TO ACHIEVE EXCELLENCE IN LEARNING AND RESPONSIBLE CITIZENSHIP WITHIN
A SAFE, EQUITABLE, DIVERSE AND CARING ENVIRONMENT.
Trustees thanked all of the participants in the process and acknowledged the work of
Superintendent Archibald and Janice Sargent.
Board/Committee Meeting Calendar
Your Committee had before it Report No. 00 -129, presenting for approval, a schedule of Board
and Committee meetings for the period September 2000 to December 2000. Director Grieve indicated that
the calendar has been developed in accordance with past practice and with the Board's Policy regarding
major religious holidays.
Trustee Morse moved the staff recommendation in the report. She commented that it would be a
very busy year when the trustee election is factored in.
In response to a request by Trustee Scott, staff indicated that the date for the municipal election,
13 November 2000, will be noted on the calendar.
Chairs' Committee -2- 31 May, 2000
The motion was carried. On a motion by Trustee Morse therefore, your Committee recommends:
THAT THE BOARD AND COMMITTEE MEETING CALENDAR FOR THE PERIOD
SEPTEMBER 2000 TO DECEMBER 2000, (ATTACHED AS APPENDIX A) BE APPROVED
SUBJECT TO CHANGES FOR INDIVIDUAL MEETINGS AS MAY BE NECESSITATED
DURING THE SCHOOL YEAR.
5. Trustee Expenses
Your Committee had before it for information and discussion, staff report 00 -067 presenting a
number of proposed changes to three policies related to the issue of trustee expenses and honoraria which
were drafted by Trustee Scott.
Trustee Scott moved the recommendation in the report and noted that the proposed changes would
take effect on 1 September 2000.
Trustee Morse expressed the opinion that expenses incurred by a trustee who sits as a director of
the Ontario Public School Boards Association ( OPSBA), and attends the annual OPSBA conference,
should be covered by a central account.
Trustee Hill expressed concern over Policy P.003.GOV, paragraph 2.2.1, which would prevent
trustees from making to donations to schools, school councils or community organizations.
She moved in amendment THAT "not" be deleted from paragraph 2.2.1
In speaking to her motion, Trustee Hill expressed the view that trustees should have the choice of
how their communications budget can be directed and what programs they support with it. She noted that
some schools cannot afford to provide extra programs for students and that the donations from trustees can
be helpful to maintain these efforts. She suggested that the donations involved are not large, and that some
trustees feel that they are a more effective communication strategy than writing regular newspaper
columns.
Trustees speaking against the amendment suggested that donations to schools or school programs
are not an appropriate use of communications budgets and can result in the unequal treatment of schools
and school councils. The existing Policy is very explicit on the use of communications budgets and that
some past practice, since amalgamation, has contravened Board policy. It was suggested that donations for
programs or similar items be included as a separate line item in the budget process where trustees can
debate their value with respect to other budget items.
Trustee Scott moved in sub - amendment THAT "...school councils or community organizations"
be removed, leaving only the reference to schools.
Trustee speaking against the sub - amendment expressed concern over the perception of making to
donations to some schools and not others. It was suggested that trustees would like to do special things for
all schools, especially new additions, but there could be negative perceptions raised regarding donations,
which cover items not approved in the budget process. Trustee Getty suggested that trustee support for a
particular program should be done through personal donations and not OCDSB funds.
In response to a trustee query, staff advised that charges against a particular account would be
monitored by the Finance Department if the charges approached the limit of the budgeted amount. Director
Grieve noted that the monitoring and approval process of trustee accounts will be reviewed.
Director Grieve noted in response to a trustee query, that there is some differential funding for
schools available and that an index of school requirements is currently being prepared. He suggested that a
procedure could be developed to address the issue of trustee donations.
Chairs' Committee -3- 31 May, 2000
as.
The sub - amendment was defeated.
The amendment was defeated.
Trustees thanked Trustee Scott for her work on the revisions to the policies and noted that the
changes have added clarity and flexibility.
In response to a query by Trustee Scott, staff noted that the transfer of approximately $12,000 to
central accounts to cover trustee supplies/services is a fair approach and that staff will monitor the
accounts.
The motion was carried. On a motion by Trustee Scott therefore, your Committee recommends:
A. THAT THE PROPOSED REVISIONS OF POLICIES P.003.GOV, P.004.GOV AND
P.005 (ATTACHED AS APPENDIX B) BE APPROVED;
B. THAT WITHIN THE CURRENT ALLOCATION OF THE PROFESSIONAL
DEVELOPMENT /COMMUNICATIONS BUDGET AND THE CHAIR'S
DISCRETIONARY FUND, THE BUDGET BE ADJUSTED AS PROPOSED IN
ADJUSTMENT A. (ATTACHED AS APPENDIX C)
Note: The motion incorporates a friendly amendment by Trustee Morse to include "...from the
Board's general business travel accounts, and not as a charge against individual trustee travel
allocations" to paragraph 2.6 of Policy P.005.GOV. and the addition of paragraph 2.6.1.
5. Notice of Motion
Revisions to By -Laws - Public Question Period, Trustee Morse
Notice of motion having been given, Trustee Morse moved as follows:
WHEREAS at recent meetings, members of the public who were appearing as a
delegation to the Board also asked questions related to the topic of their delegation under
public question period;
WHEREAS it is important to ensure that questioners appearing in great number with
regard to a single controversial issue do not override the right to be heard for others who
may have legitimate questions on other issues;
WHEREAS amendments to the Board's By -laws require two weeks notice in writing to
all Board members;
THEREFORE be it resolved,
THAT the following be added to item 4 in the Board By -laws regarding public question
period:
"Members of the public who are appearing as a delegation to the Board or Committee
may not also ask questions on the same topic under Public Question Period at the same
meeting."
In speaking to her motion, Trustee Morse cited an example of the school closure process where
members of delegations would pose questions during question period in addition to their five- minute
presentation to Board. She noted that when delegations utilize question period to reiterate their message, it
Chairs' Committee -4- 31 May, 2000
C;6.
can deprive other members of the public of an opportunity to pose questions. It can also result in the
meeting being delayed if question period is extended to accommodate all speakers.
Trustee Hill suggested that question period is unnecessary if questions can be posed directly to the
appropriate staff members or directed through trustees to staff.
Trustee Graham commented that public question period is a valuable concept and that eliminating
it would penalize the majority for the misuse of the time by a few.
During discussion, the value of public input was noted and it was suggested that the Chair should
take a more active role in the planning and monitoring of question period in order to improve the process
and to ensure multiple viewpoints are heard.
The motion was carried. On a motion by Trustee Morse therefore, your Committee recommends:
THAT MEMBERS OF THE PUBLIC, WHO ARE APPEARING AS A DELEGATION TO THE
BOARD OR COMMITTEE, MAY NOT ALSO INDIVIDUALLY ASK QUESTIONS ON THE
SAME GENERAL TOPIC UNDER PUBLIC QUESTION PERIOD AT THE SAME MEETING.
The motion incorporates a friendly amendment by Trustee Scott which added the words
"individually" and "general."
Notice of Motion
Develg9ment of Policy and Procedure,
Protocol for Children with Diabetes in School, Trustee Morse
Notice of motion having been given, Trustee Morse moved as follows:
WHEREAS the Board endeavors to ensure a safe and healthy environment for its
students;
WHEREAS the incidence of juvenile diabetes is increasing;
WHEREAS there is a demonstrated need for a policy with respect to caring for children
with diabetes in our schools;
THEREFORE be it resolved,
THAT staff be directed to develop a Policy and Procedure providing a protocol for
children with diabetes in school.
In speaking to the motion, Trustee Morse noted that small children are not always able to identify
warning signs and that staff should be aware of the necessary steps necessary to assist a child with a
problem.
In response to a query, staff noted that there are a number of medical conditions affecting students
for which no policy exists such as epilepsy, hemophilia and a number of bone related diseases and that it
would not be possible to train all teachers to respond to all situations.
Trustee Scott moved, in amendment, to add "...and other chronic conditions that may require staff
intervention..."
Staff noted that the amendment would broaden the scope of the proposed policy significantly, and
could delay its development.
Chairs' Committee -5- 31 May, 2000
Trustee Scott withdrew the amendment.
The motion was carried. On a motion by Trustee Morse therefore, your Committee recommends:
THAT STAFF BE DIRECTED TO DEVELOP A POLICY AND PROCEDURE PROVIDING A
PROTOCOL FOR CHILDREN WITH DIABETES IN SCHOOL.
7. Tracking of Board Motions - August 1998 to 30 April 2000
Your Committee had before it Report No. 00 -122 providing a summary of the status of Board
motions for the period August 1998 to 30 April 2000.
In response to a query, staff noted that the Memorandum of Agreement for the Education of Pupils
with Developmental Disabilities has been finalized, and that the subject of "Centres of Excellence" will be
dealt with in the fall.
8. Review of Agendas for June
Trustees noted the following items:
• An item regarding the verification of Individual Education Plans (IEP) (referred from the
Board meeting held 30 May 2000) will be added to the SEAC agenda.
• A special Chair's Committee meeting has been scheduled for 8 June 2000 to discuss the
preliminary report on the results of the System Audit and the Draft Strategic Plan.
• An Audit Committee meeting has been scheduled for 19 June 2000 to review the Finance
Audit.
• Trustee Graham noted that she will add a motion to the Business Services agenda regarding
the feasibility of establishing a local education foundation in Ottawa - Carleton.
• Trustees requested that clarification of the process regarding feedback, reports and timelines
for the School Closures Timelines and Process be provided to School Councils and the public.
In response to a query, Director Grieve indicated that the draft of the Strategic Plan would be
circulated to OCASC in early June.
9. OPSBA Report
Trustee Morse advised that the OPSBA Annual General Meeting is scheduled for June 15 - 18 in
London, and that she is running for the position of second vice -chair in an effort to maintain strong
representation for the OCDSB.
10. Chair's Report
Chair Libbey reported that he recently attended a meeting with the Regional Chair, Bob Chiarelli,
and staff and the Chair of the Transition Board, Claude Bennett, to discuss a number of issues. He noted
that the Transition Board will be developing a budget to be transferred to the new city and suggested that
the Board become involved in that process. He also noted that there is a hearing on Bill 74 in Ottawa on 9
June and the OCDSB will request a time for a presentation, and that his letter to the Minister is being
circulated for comment.
Chairs' Committee -6- 31 May, 2000
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11. Director's_Rei)
Director Grieve reported that he, along with Trustees Getty and Bled, Cynthia Pohran and Janice
Sargent recently attended a conference entitled "Shifting the Balance; Shared Decision Making in School
Boards." He noted that the conference had generated a great deal of interest and was very well attended.
The Minister's address to the conference noted that there is strong support for Bill 74 and indicated that the
Bill is responding to the demands of the citizens of Ontario. The Director noted that the letter from the
Council of Ontario Directors of Education to the Deputy Minister has been circulated and that the Council
is optimistic that they will be provided with an opportunity to make a presentation to the Minister.
12. New Business
Trustee Scott advised that she will circulate a list of reference material that she collected at the
National School Boards Conference in the United States. She suggested that a meeting could be scheduled
in the future to discuss the material.
Maggie Melenhorst distributed the draft plan for an awareness campaign regarding education
funding to be directed at the public. She provided a brief outline of the campaign strategy and requested
trustee input on the program by Tuesday, 6 June 2000. Ms. Melenhorst advised that the strategy is to raise
the public's awareness of funding issues in an effort to gamer support for the Board and to maintain the
momentum of that support through to the provincial election.
In response to a query, staff advised that although the draft plan is detailed, the campaign will
reflect simplicity in its approach to slogans, postings and advertisements.
The meeting adjourned at 10:45 p.m.
Jim Libbey
Chair
Chairs' Committee
BAF
CG310500
Chairs' Committee -7- 31 May, 2000
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To Board for approval 12 June 2000
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
POLICY P.003.GOV
TITLE: BOARD MEMBER PROFESSIONAL DEVELOPMENT AND CONSTITUENCY
COMMUNICATIONS
Date issued: 30 January 1998
Last revised: 19 January 1998
Authorization: Board 97/1V16
Next review: 06/1999
1.0 OBJECTIVE
1.1 To ensure that each Board member has access to resources with which to address
needs unique to the individual and his/her constituency, with regard to professional
development and communications.
1.2 To provide opportunities and means for Board members to develop and maintain the
skills, understanding and knowledge required to govern effectively the affairs of a major
educational institution.
1.3 To assist Board members to communicate with their individual constituencies.
2.0 POLICY
2.1 Professional Development
2.1.1 The Board recognizes the need for individual Board members to engage in
continuing personal professional development, to:
a) be informed of current developments and issues in public education;
b) be knowledgeable about the rapidly changing needs of students, and the
challenges they face in achieving personal and societal goals; and
c) develop and maintain essential skills to participate as effective members of a
major educational governing body.
2.1.2 The decision to undertake specific professional development activities or
acquiring resources for the purpose of personal professional development shall
rest with individual Board members, based on their analysis of their own needs,
within the scope of this policy.
2.1.3 Board members are encouraged to participate in conferences, workshops,
seminars, and credit or non - credit courses organized through various school
trustee associations, other educational organizations or institutions, or through
other venues, and to visit other educational institutions, which will help them to
achieve the goals described in 2.1.1 above.
2.1A Board members may become individual members of educational associations
in which the Ottawa - Carleton District School Board does not have a corporate
membership.
2.1.5 Board members may purchase books, periodicals and computerized learning
materials relevant to their personal professional development needs as trustees
of the Ottawa - Carleton District School Board.
CeB.
37' To Board for approval 12 June 2000
2.1.6 In addition to the above, all members newly elected to the Board are authorized
to attend one major conference for new school trustees, during their first year on
the Board, with costs covered through the Board's general business travel
account.
2.1.7 Board members who attend conferences, annual general meetings, meetings of
other organizations, etc., as appointed representatives of the Board shall have
their expenses reimbursed under Board Policy P.005.GOV Board Member
Support and Support Services, and not charged against individual trustee
allocations for professional development and constituency communications.
2.2 Constituency Communications
2.2.1 The Board recognizes the need for individual Board members to communicate
periodically with their constituencies. For the purposes of this policy,
constituency communications activities shall include advertising in media
local to the constituency, mass mailings within the constituency, organizing
public meetings for dialogue with constituents, and other similar activities,
and shall not include donations to schools, school councils or community
organizations.
2.2.2 The decision to undertake specific constituency communications activities
shall rest with individual Board members, based on their analysis of their
constituencies' needs and of communications avenues normally available
within their constituencies.
2.2.3 In a municipal election year, no constituency communications activities shall
be funded under this policy for the period from 1 September to the end of the
Board's term of office.
2.3 Budgetary Support for Board Member Professional Development and Constituency
Communications
2.3.1 The Board shall set aside in its annual budget an amount to support this
policy, which shall be accessed on an equal basis by all members of the Board.
2.3.2 The budget amount available to each Board member under this policy shall be
used at the discretion of the individual trustee for those purposes authorized
herein, with the proviso that no more than two- thirds of the each trustee's
annual funding may be spent on either of Professional Development or
Constituency Communications.
2.3.3 In addition, the Board shall set aside in its annual budget an amount, to be
known as the Chair's discretionary professional development account, to
provide professional development activities for the Board as a whole, or to
support individual Board members beyond their maximum annual per - person
professional development allocation where the Chair believes this is
warranted.
3.0 SPECIFIC DIRECTIVES
3.1 Professional development activities shall be directly relevant to the role of school board
members and /or the delivery of effective programs and services to students.
3.2 Board members are expected to share the results of their professional development
activities with other Board members and staff, by reporting to the appropriate committee
To Board for approval 12 June 2000
-65.
of the Board, by circulating a written report or synopsis, and /or by making materials
acquired in the course of an activity available to other Board members and staff.
3.3 The Chair of the Board and the Director of Education are encouraged to share
information received on relevant up- coming professional development opportunities
with all Board members in a timely way.
3.4 Itemized reports on professional development and constituency communications
expenditures under this policy for each trustee and for the Chair's discretionary
professional development account shall be filed with the Board in open public session, no
later than 15 October each year for the preceding fiscal year, by the Treasurer of the
Board. Such reports shall clearly identify the nature of each activity undertaken and
its cost.
3.5 For the fiscal year in which a municipal election occurs, funding available for
individual trustees and for the Chair's discretionary professional development account
shall be pro-rated for the period from 1 September to the end of the Board's term of
office, and from the beginning of the new Board's term of office to 31 August of the
following year.
3.6 Board members shall repay annually any deficits incurred for either or both of
professional development and constituency communications expenditures under this
policy.
3.7 The Board may authorize, before 31 August in any year, the carryforward of unspent
funds in Board members' individual accounts under this policy, save that, in an
election year, any such funds carried forward must be used prior to the end of the
Board's term of office.
3.8 The Director of Education is authorized to issue such procedures as may be necessary
to implement this policy.
4.0 REFERENCES
Education Act, R.S.O.1998, s. 191.2
Board Policy P.005.GOV: Board Member Support and Support Services
Board Policy P.039.FIN: Travel, Meal and Mileage Claims
Board Procedure PR.XXX.GOV: Board Member Support and Support Services
Board Procedure PR.529.FIN: Travel, Meal and Mileage Claims
Board Procedure PR.503.GOV: Trustee Expenses for Professional Development and
Constituency Communications
To Board for approval 12 June 2000
OTTAWA - CARLETON DISTRICT SCHOOL BOARD S(
POLICY P.004.GOV
TITLE: BOARD MEMBER HONORARIA
Date issued: 30 January 1998
Revised:
Authorization: Board 97/12/17
Next review: 06/2001
1.0 OBJECTIVE
To establish levels of honoraria for Board members.
2.0 POLICY
2.1 Board members shall receive the maximum honoraria prescribed in the Education Act
and /or regulations issued thereunder.
2.2 The Vice -Chair of the Board shall receive an additional honorarium calculated at 50% of
the base rate.
2.3 The Chair of the Board shall receive an additional honorarium calculated at 100% of the
base rate.
3.0 SPECIFIC DIRECTIVES
3.1 The Director of Education shall be authorized to issue such procedures as may be
necessary to implement this policy.
4.0 REFERENCE DOCUMENTS
Education Act, R.S.O. 1998, s. 191, 191.2(5)
To Board for approval 12 June 2000
OTTAWA- CARLETON DISTRICT SCHOOL BOARD
POLICY P.005.GOV
TITLE: BOARD MEMBER SUPPORT AND SUPPORT SERVICES
Date issued: 30 January 1998
Revised:
Authorization: Board 97/12/16
Next review: 06/2001
1.0 OBJECTIVE
To provide Board members with staff support and resources to enable them to fulfill their
corporate and constituency responsibilities.
2.0 POLICY
2.1 Board members shall be provided with reasonable levels of staff support for handling
correspondence; preparing notices of motions or recommendations to the Board and /or
its committees; research into previous Board discussions, positions or resolutions;
making arrangements for travel on Board business or for purposes of professional
development; small -scale photocopying and postal services; and any other reasonable
support to enable them to carry out their normal duties and responsibilities as Board
members.
2.2 Board members shall be entitled to access the resources of the Ottawa - Carleton Media
Centre for research purposes.
2.3 Board members shall be provided on request with such telecommunications, computer,
facsimile and other associated equipment, including Internet access, together with
technical support for same, as may reasonably be required to access other Board
members, staff and constituents and to conduct research, subject to such limitations as
may be prescribed by Freedom of Information and Protection of Privacy legislation or
relevant Board policies.
2.4 Board members shall be provided on request with such additional office supplies and
furnishings as may reasonably be required to enable them to carry out their normal
duties and responsibilities from a home office.
2.5 Board members shall be reimbursed at the approved mileage rate for travel within the
area of jurisdiction of the Ottawa - Carleton District School Board to attend meetings of
the Board or its committees or related activities, to visit schools and /or to attend
meetings with school councils, or to attend to similar constituency affairs. Additional
expenses associated with such travel (for example, parking) shall also be reimbursed
within approved levels and in accordance with the relevant Board policies.
2.6 For travel on Board business outside the area of jurisdiction of the Ottawa - Carleton
District School Board, as official representatives of the Board, as may be authorized by
the Board or, in exceptional circumstances by the Chair of the Board, Board members
shall be reimbursed from the Board's general business travel accounts, and not as a
charge against individual trustee travel allocations for their actual expenses within
approved levels and in accordance with the relevant Board policies.
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jTo Board for approval 12 June 2000
2.6.1 Where a trustee sits as a Director of OPSBA, travel to a Director's meeting or to
the Annual General Meeting of OPSBA will be considered as travel on official
Board business.
3.0 SPECIFIC DIRECTIVES
3.1 Any furnishings and equipment provided under this policy remain the property of the
Board, to be returned at the end of the member's term or terms of office.
3.2 Staff research in support of proposed notices of motions or recommendations is limited
to materials already on file, except as the Board may otherwise direct.
3.3 Surveys or communications to be distributed via students or staff shall only be
undertaken under approved procedures, and not on behalf of individual Board members.
3.4 Expenses incurred under the terms of this policy shall be charged against the
appropriate central accounts.
3.5 The Director of Education is authorized to issue such procedures as may be necessary
to implement this policy.
4.0 REFERENCE DOCUMENTS
Education Act, R.S.O. 1998, ss. 191.2
Board Policy P.039.FIN: Travel, Meal and Mileage Claims
Board Procedure PR.XXX.GOV: Board Member Support and Support Services
Board Procedure PR.529.FIN: Travel, Meal and Mileage Claims
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OTTAWA- CARLETON DISTRICT SCHOOL BOARD
C;?/,
POLICY P.003.GOV
TITLE: BOARD MEMBER PROFESSIONAL DEVELOPMENT
Date issued: 30 January 1998
Last revised: 19 January 1998
Authorization: Board 97/12/16
Next review: 06/1999
1.0 OBJECTIVE
To provide opportunities for Board members to develop and maintain the skills, understanding,
and knowledge required to govern.effectively the affairs of a major educational institution.
2.0 POLICY
2.1 The Board recognizes the need for individual Board members to engage in continuing
personal professional development, to:
a) be informed of current developments and issues in public education;
b) be knowledgeable about the rapidly- changing needs of students, and the
challenges they face in achieving personal and societal goals;
C) develop and maintain essential skills to participate as effective members of a
major educational governing body.
2.2 Board members are encouraged to participate in conferences, workshops, seminars, and
credit or non - credit courses organized through various school trustee associations, other
educational organizations or institutions, or through other venues, and to visit other
educational institutions, which will help them to achieve the objectives described in
2.1 above.
2.3 The Board shall set aside in its annual budget an amount to support this policy, which
may be accessed on an equal basis by all members of the Board. In addition, the Board
shall set aside an amount, to be known as the Chair's discretionary account, to provide
professional development activities for the Board as a whole, or to support individual
Board members beyond the base per - person allocation where the Chair believes this is
warranted.
2.4 The decision as to which professional development activities to undertake rests with
the individual Board members, based on their analysis of their own needs, within the
specific directives listed below.
2.5 In addition to the above, all members newly elected to the Board are authorized to
attend one major conference for new school trustees, during their first year on the Board,
with costs covered through the Board's general business travel account.
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3.0 SPECIFIC DIRECTIVES
3.1 Conferences, workshops, seminars and courses attended shall be directly relevant to the
role of school board members and /or the delivery of effective programs and services for
students.
3.2 Members are encouraged to share the results of their professional development
activities with the other members, through a synopsis and /or making available
materials obtained.
3.3 The Director of Education shall periodically circulate to Board members information on
up- coming professional development opportunities which may be relevant and of
interest to them.
3.4 Board members who attend conferences, annual general meetings, meetings of other
organizations, etc., as appointed representatives of the Board shall have their
expenses reimbursed under Board Policy 005.GOV.
3.5 In addition to conferences, etc, the individual Board member allocation may be used to
purchase relevant books, periodicals and computerized learning materials, but not
furniture and equipment.
3.6 Itemized reports on professional development and communications expenditures for
each trustee under this policy shall be filed with the Board in open public session, no
later than 15 October each year for the preceding fiscal year, by the Treasurer of the
Board.
4.0 REFERENCES
The Education Act, as amended, Section X.
Board Policy 004.GOV: Board member honoraria and expenses
Board Policy P.005.GOV: Board member support services
Board Procedure PR.503.GOV: Trustee expenses for professional development and
communications
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
POLICY P.004.GOV
TITLE: BOARD MEMBER HONORARIA AND EXPENSES
Date issued: 30 January 1998
Revised:
Authorization: Board 97/12/16
Next review: 06/1999
1.0 OBJECTIVE
To establish levels of honoraria for Board members, and levels of reimbursement for expenses
incurred by Board members on Board business.
2.0 POLICY
2.1 Honoraria
a) Board members shall receive the maximum honoraria prescribed in the
Education Act and /or regulations issued thereunder.
b) The Vice -Chair of the Board shall receive an additional honorarium
calculated at 50% of the base rate.
c) The Chair of the Board shall receive an additional honorarium calculated at
100% of the base rate.
2.2 Expenses for travel
a) For travel inside the Regional Municipality of Ottawa - Carleton to attend
meetings of the Board or its committees or related activities, to visit schools or
attend meetings with School Councils, or to attend to similar constituency
affairs, Board members will be reimbursed at the approved mileage rate.
b) For travel outside the Regional Municipality of Ottawa - Carleton on Board
business, Board members will be reimbursed for their actual expenses within
the approved levels.
3.0 SPECIFIC DIRECTIVES
3.1 Board members traveling on Board business outside the Region, as official
representatives of the Board, as may be authorized by the Board or, in exceptional
circumstances by the Chair of the Board, will have their expenses reimbursed from the
Board's general business travel accounts, and not as a charge against individual trustee
travel allocations.
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4.0 REFERENCE DOCUMENTS
The Education Act, as amended, Section X.
Board Policy 003.GOV: Board Member Professional Development
Procedure PR.503.GOV: Trustee Expenses for Professional Development and Communications
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
POLICY P.005.GOV
TITLE: BOARD MEMBER SUPPORT SERVICES
Date issued: 30 January 1998
Revised:
Authorization: Board 97/12/16
Next review: 06/1999
1.0 OBJECTIVE
To provide Board members with resources and staff support to enable them to fulfill their
corporate and constituency responsibilities.
2.0 POLICY
2.1 Board members shall be provided with the following support services:
a) access to reasonable levels of secretarial materials and staff support for
handling correspondence, making travel arrangements, preparing notices of
motions or recommendations to the Board and /or its Committees; research into
previous Board discussions, positions or resolutions; printing and postal services
and any other reasonable support to enable trustees to carry out their normal
duties.
b) computer /fax equipment and adequate technical support to access the Board's
computer information banks and electronic mail systems, subject to such
limitations as prescribed by Freedom of Information and Protection of Privacy
legislation or relevant Board policies.
2.2 In addition to 2. 1, Board members shall be given an annual communications budget, to be
determined each year in the Board's annual budget, to be used at the individual
member's discretion for large scale printing and postage, paid advertising costs or
expenses related to meetings with constituency members or groups.
These funds shall not be used during the six week period immediately prior to school
board elections.
3.0 SPECIFIC DIRECTIVES
3.1 Any equipment provided under this policy remains the property of the Board, to be
returned at the end of the member's term or terms of office.
3.2 Surveys or communications via students or staff shall only be undertaken under
approved procedures, and not on behalf of individual Board members.
3.3 Staff research in support of proposed notices of motions and recommendations is limited
to materials already on file, except as the Board may otherwise direct.
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3.4 Itemized reports on expenditures for each trustee under Section 2.2 of this policy will be
filed with the Board in open public session, not later than 15 October each year for the
preceding fiscal year, by the Treasurer of the Board.
4.0 REFERENCE DOCUMENTS
The Education Act, as amended, Section X.
Board Policy 002.COM: Board- Community Relations
Board Policy 003.GOV: Board Member Professional Development
Board Procedure 503.GOV: Trustee Expenses for Professional Development and Communications
L. Scott Proposed Revisions to Trustee Expense Policies
Budget Adjustment
Chairs' Committee, 26 April 2000
Current Budget:
Professional Development = $3,150 per trustee = $37,800 total
Communications = $3,600 to $5,850 per trustee = $55,350 total
(maximum allowable expenditure per trustee ranges from $6,750 to $9,000)
Chair's Discretionary Fund = S 15,000
Total Allocation = $108,150
Proposed Adjustment A:
Professional Development/Communications = $7,200 per trustee = $86,400
(allows up to $4,800 per trustee for either Professional Development or Communications
if policy proposal of 2/3 for either function is accepted; if policy proposal were changed
to' /. for either function, would allow up to $5,400 for either function)
Chair's Discretionary Fund = $10,000
Transferred to the appropriate central account(s) for Supplies/Services for Trustees = $11,750
(The main type of expense charged against some trustees' accounts has been for
telephone lines and/or cell phones, and the practice of charging these expenses to
individual trustee budgets has been very inconsistent.)
Total Allocation = $108,150
Possible Alternative Adjustment B:
Professional Development /Communications = $7,500 per trustee = $90,000
(allows up to $5,000 per trustee- fo"ither PD or Communications at 213 proposal; allows
up to $5,625 per trustee for either function if proposal were changed to % for either
function)
Chair's Discretionary Fund = $7,500
Transferred to the appropriate central account(s) for Supplies/Services for Trustees = $10,650
(The main type of expense charged against some trustees' accounts has been for
telephone lines and/or cell phones, and the practice of charging these expenses to
individual trustee budgets has been very inconsistent.)
Total Allocation = $108,150