HomeMy WebLinkAbout08 Report 99-003 Development of a Long Range Plan for the OCDSBy
Ottawa - Carleton District School Board
16 December 1998
Report No. 99-003 to the Board
Re Development of a Long -range Plan for the OCDSB
ORIGINATOR: James P. Grieve, Director of Education /Secretary of the Board
Janice E. Sargent, Research and Planning Officer
for the Preliminary Planning Committee
PURPOSE:
To recommend the preferred option of the preliminary planning committee for the development
of a long -range strategic plan for the Ottawa - Carleton District School Board.
BACKGROUND:
2. A small preliminary planning committee has met twice to consider options and to recommend a
process for developing a long -range plan for the Board.
3. The composition of the preliminary trustee /staff planning committee was as follows: Chair
Lynn Scott (meeting 1) /Chair Albert Chambers (meeting 2); Vice -Chair Lynn Graham;
Director of Education Jim Grieve; Superintendents Judy Turriff and Dan Mason; and Janice
Sargent, Research and Planning Officer.
4. Following initial discussion of the Future Search approach, the committee met with two
consultants to explore the concept and the timelines required to complete such a planning
process. As a result of this preliminary exploration, a report was brought for consideration to
the Chair's Committee.
5. The Future Search process was outlined in the 16 December 1998 report to the Chair's
Committee (ref. Report No. 98 -397, Folios 23). This process would ensure substantial
opportunities for consultation with students, staff, parents and the wider community. While
the timelines (see Appendix A) required to complete this process are longer than for a more
traditional strategic planning exercise, the outcomes described indicate a stronger engagement
of the community both in the process itself, and in the implementation of a resulting long -range
plan.
6. On 16 December, consultant Claudia Chowaniec outlined the Future Search process including
proposed timelines, and responded to questions. Reaction from trustees and the representatives
of OCASC, OCSSAN and OCEVPA present at the meeting was very positive.
STATUS:
7. The preliminary planning committee recommends this option for the development of a long -
range OCDSB strategic plan.
A request was made at the Chair's Committee that the cost for the full process from December
1998 to January 2000, including a meeting of an expanded planning committee to be held on
14 January (late afternoon and evening) followed by the three -day conference in early May
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1999, be provided to the Board. The estimated cost of the full project is $12,000 (see Appendix B
for breakdown of costs).
NOTE: the dates originally on hold for the planning session (14-16 January) are no longer
required.
RECOMMENDATION:
That Future Search Canada Associates be engaged to work with an expanded planning
committee that will include other stakeholders in addition to trustees and staff, to organize a
long -range planning conference for the OCDSB to be held in over three days in May 1999 with
follow -up through January 2000, at a cost of $12,000 plus expenses and GST to cover all pre- and
post -work with the planning committee throughout 1999.
— S�: `
James P. Grieve
Director of Education/
Secretary of the Board
OTTAWA - CARLETON DISTRICT SCHOOL BOARD
FUTURE SEARCH TIMELINE
1.) PLANNING - DECEMBER, 1998 - APRIL, 1999
- LEARN ABOUT THE FUTURE SEARCH APPROACH IN
GREATER DEPTH
- OPPORTUNITY TO UNDERSTAND THE VIEWS OF
THE DIVERSE COMMUNITY OF INTEREST
- BUILD THE CAPACITY TO EVOLVE AND CHANGE IN
THE FUTURE
- ROLE IN FOLLOW -UP
2.) FUTURE SEARCH 3 DAYEVENT - EARLYMAY9 1999
3.) FOLLOW -UP WORK
- DEBRIEF THE FUTURE SEARCH -1 WEEK AFTER
- WORK WITH ACTION GROUPS
- MAY - DECEMBER, 1999
- 1 DAY REUNION - JANUARY, 2000
- LINK TO ONGOING PLANNING CYCLE
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OTTAWA - CARLETON DISTRICT SCHOOL BOARD
PLANNING A FUTURE SEARCH CONFERENCE
MAJOR MILESTONES
DEC. 16 - THIS EVENING
IF YOU RECOMMEND ACCEPTANCE OF OPTION TO PROCEED WITH
PLANNING OF A FUTURE SEARCH CONFERENCE, YOU MAY DECIDE:
- TO ADD (2) TRUSTEES' REPS, IN ADDITION TO THE CHAIR AND
VICE - CHAIR, TO SIT ON THE PLANNING COM'TEE WITH THE (4) SENIOR
STAFF REPS
- WHO ELSE TO INCLUDE ON THE PLANNING COM'TEE AS
MEMBERS REPRESENTING DIVERSE COMM'ITY PARTICIPANTS
JAN. 14 (7PM - I OPIW) - JAN. 15, 1999 (9AM - 5PM
FIRST PLANNING MEETING
GOALS:
- LEARN MORE ABOUT THE FUTURE SEARCH APPROACH
- HEAR EACH OTHERS' VIEWS - FROM THE DIVERSE
STAKEHOLDER COMMUNITIES
- BEGIN TO PLAN THE CONFERENCE
DECISIONS:
- CONFERENCE TASK
- RIGHT STAKEHOLDERS - WHO NEEDS TO BE THERE TO
ACCOMPLISH THE TASK?
- DATE, LOCATION
MID - END FEB.
SECOND PLANNING MEETING (3 HOURS)
- REVIEW REVISED CONFERENCE DESIGN
- CONFIRM ATTENDEES' LIST
- AGREE ON LETTER OF INVITATION - DATE TO SEND
- CHECK ON LOGISTICS
END MAR
THIRD PLANNING MEETING (3 HOURS)
- FOLLOW -UP ON INVITATIONS
- ANY NEW ISSUES /CONCERNS
END APRIL
LAST PLANNING MEETING (3 HOURS)
- CONFIRM ALL THE DETAILS
CONFERENCE DATE - BEGINNING OF MAY, 1999
12218/98 13:24 S 985 771 1142 CAMDEN GROUP
285 Clemow Awm ic, Ottawa K1S 2117
26A Wes woW bane, Ricbmud Hill 1AC 4X9
OTTAWA- CARLETON DISTRICT SCHOOL BOARD
FUTURE SEARCH PROJECT OUTLINE AND COST ESTIMATE
The estimated cost for the proms as proposed is $12,000, excluding expenses and GST. This
esurnatB etudes fawdRation a the planning process and the future search COntere not, and is
based on our nomW rate Of $1,500 ppeer oormukartt day It does not include the normal consultant
fee for support Arid taotlltatbrt for folbw-up. Should the Gnaws Carleton Dlstric:t Board of
Education our fomeal Inwivemer>t in follow -up, we wS contract separately for ft. This project tog
exlucfes any material costs, travel and lodging expenses, GST, and any additional expenses.
ACTIVITY OVERVIEW
COST OVERVIEW
Planing
2 consultant days @ $1500 per day
$3,000
(1 full day plus 3 follow -on sessions)
Future Search
1 Consultant day pro bono for set -up
$9.000
6 consultant days 0 $1500 per day
TOTAL
$12,000
A project outline for the Ottawa Carleton District School Board Future Search is presented below.
(W This outline is Intended to give you a sense of the timing of events and the extent of consulting
support our future search dlerrts reoeive.
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