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HomeMy WebLinkAboutBoard 14 Nov 2000 Minutes Public(Aw • M'_j OTTAWA-CARLETON DISTRICT SCHOOL BOARD MINUTES 14 November 2000 A meeting of the Ottawa - Carleton District School Board was held this evening in the Board Room, 133 Greenbank Road, Nepean, Ontario, commencing at 7:00 p.m. with Trustee Jim Libbey in the chair and the following in attendance: Trustees Albert Chambers, Alex Getty, Lynn Graham, Patty Anne Hill, Russ Jackson, Andrew Lam, Norm MacDonald (by phone), Sheryl MacDonald, Pam Morse and Lynn Scott. Staff. Director of Education and Secretary of the Board, James Grieve; Superintendents Rose -Marie Batley, John Brennan Michael Clarke, Ross Donaldson, Judith Hoye, Katherine Saunders, Barbara Stollery, Judy Turriff and Bonnie Viney; Human Resources Officer, Jennifer Baldelli; Labour Relations Officers, Janet Beer and Keith Egli; Manager, Facilities, Planning and Transportation, Michael Carson; Coordinator of Communications, Hyacinth Haddad; Assistant Secretary of the Board, Joan Melancon; Legal Advisor, Roger Mills; Administrator of Labour Relations, Carol Murphy; Management, Policy and Planning Advisor, Janice Sargent; AN Technician Robert Giekes; Committee Coordinators Kim Young (in camera session) and Bruce Fraser (public session). Student Representative: Ryan Gilmour On a motion by Trustee Scott, seconded by Trustee Sheryl MacDonald, the Board resolved into Committee of the Whole to consider the items on the in camera agenda. Trustee Graham assumed the chair in Committee and the Committee later rose and presented the report below (Board minutes 374 -00 and 385 -00 refer). 374. Report No. 20, Committee of the Whole (in camera) Trustee Graham presented Report No. 20, Committee of the Whole (in camera) and seconded the recommendations therein. a) Benefit Plan Renewals, Health & Dental (Motion by Trustee Lam, seconded by Trustee Graham) That the renewal of the health and dental benefit plans be approved as discussed in Committee of the Whole in camera. b) Offers of Surplus Properties (Motion by Trustee Getty, seconded by Trustee Graham) THAT the Conseil des ecoles catholiques de langue frangaise du Centre -Est be advised that the OCDSB has no interest in their surplus property offerings. The recommendations were adopted by the Board. Trustee Graham noted that the in camera session would continue later that evening. -306- 375. Presentation of Certificate of Appreciation to Rideau Kiwanis Club - Support of Head Start Program The Board thanked Vic Ridding and George Old of the Rideau Kiwanis Club for their organization's donation - of $2000. The funds were raised to support the snack and book loan programs for the Board's Kindergarten Language Headstart Program (KLHP) currently located at Leslie Park (west) and Manor Park (east) schools. This language and early literacy program helps children with delayed expressive language to develop the skills they need in learning to read and write. Chair Libbey and Director Grieve expressed their thanks for the Kiwanis Club's generosity and presented Mr. Ridding and Mr. Old with a Certificate of Appreciation on behalf of the Board. 376. Approval of Agenda On a motion by Trustee Sheryl MacDonald, seconded by Trustee Lam, the agenda was approved subject to resolving into Committee of the Whole in camera following item 9, Public Question Period to complete the in camera agenda, and then returning to the public session. 377. Confirmation of Minutes 24 October 2000 25 October 2000 (continuation) & 30 October 2000 (continuation) On a motion by Trustee Jackson, seconded by Trustee Morse, the minutes of 24 October 2000 were confirmed as written. On a motion by Trustee Getty, seconded by Trustee Jackson, the minutes of 25 October 2000 (continuation) were confirmed as written. On a motion by Trustee Getty, seconded by Trustee Morse, the minutes of 30 October 2000 (continuation) were confirmed as written. 378. Confirmation of Minutes, 2 November 2000 (special) On a motion by Trustee Scott, seconded by Trustee Getty, the minutes of 2 November 2000 (special) were confirmed as written. 379. Business Arising from the Minutes of 24 October 2000, 25 October 2000 (continuation) 30 October 2000 (continuation) and 2 November 2000 (special) There was no business arising from the minutes of 24 October 2000, 25 October 2000 (continuation) 30 October 2000 (continuation) or 2 November 2000 (special). 380. Chair's Report Chair Libbey acknowledged the hard work of all Trustees and their supporters in the recent election and congratulated them all for their commitment. 381. Director's Report Director Grieve congratulated all Trustees for their work in the recent elections. He noted that staff looks forward to working with the newly elected trustees as well as continuing to-work with the current Board members to the end of their term. 382. Public Question Period There were no questions from the public. F1 -307- (W 383. Report No. 20, Committee of the Whole (in camera) On a motion by Trustee Scott, seconded by Trustee Morse, the Board resolved into Committee of the Whole - to consider the final item on the in camera agenda. Trustee Graham assumed the chair in Committee and the Committee rose at 9:50 p.m. and presented the following report. Negotiations (Motion by Trustee Sheryl MacDonald, seconded by Trustee Graham) THAT the tentative settlement between the OCDSB and the OSSTF, District 25 (Secondary Teachers), which will form a renewal collective agreement dated 1 September 2000 to 31 August 2001, be ratified, subject to ratification by OSSTF. Trustee Sheryl MacDonald congratulated both parties for their efforts in reaching an agreement The recommendation was adopted by the Board. Chair Libbey noted that the Special Purpose Budget Committee meetings scheduled for 15 and 22 November 2000 have been cancelled. The meetings will resume once the new Board has taken office. Staff noted that all handouts and minutes of previous Special Purpose Budget meetings will be provided to Trustees elect. 384. Recommendation from Education Committee Trustee Chambers, seconded by Trustee Graham, moved as follows: THAT the matter of staffing of the co- located programs be referred back to staff for a report, including options for resolving the issue, such as a school within a school approach, to the appropriate committee in January 2001. In speaking to the motion Trustee Chambers expressed the view that the staffing of the co- located programs should be reviewed thoroughly as there could be a number of possible options available to the Board. The motion was carried. 385. Receipt of Reports Committee of theWhole (Public) Area Review /School Closures (Inside Greenbelt) 17 October 2000 19 October 2000, 23 October 2000 & 24 October 2000 On a motion by Trustee Graham, seconded by Trustee Jackson the Board received the Reports, Committee of theWhole (Public) Area Review /School Closures (Inside Greenbelt) dated 17 October 2000, 19 October 2000, 2' ) October 2000 and 24 October 2000. The recommendations in the reports were dealt with at the Board meetings of 25 October 2000 and 30 October 2000. 386. Report No. 3 Special Purpose Budget Committee, 18 October 2000 On a motion by Trustee Morse, seconded by Trustee Scott, the Board received Report No. 3, Special Purpose Budget Committee, dated 18 October 2000. There were no recommendations in the report. In response to a query by Trustee Chambers regarding the public information campaign on funding issues, Formula Facts, it was agreed that this item would be placed on the next Chairs' Committee agenda for discussion. -308- Trustee Scott noted that the presentation from the Business and Learning Technologies (BLT) department was excellent and requested that copies of presentation material for all Special Purpose Budget Committee meetings be provided to all trustees. Superintendent Viney noted that she would be pleased to present the BLT department - presentation a second time. 387. Report No. 6, Audit Committee, 1 November 2000 On a motion by Trustee Scott, seconded by Trustee Jackson, the Board received Report No. 6, Audit Committee dated 1 November 2000. Trustee Scott presented and seconded the recommendation in the report, viz: Audit Committee Report for 1999 (Motion by Trustee Morse substituting for Trustee Getty, seconded by Trustee Scott) THAT the Audit Committee Public Report for 1999 be approved. Trustee Scott apologized for the delay in bringing the Audit Committee Public Report for 1999 to the Board and noted that future reports would be more timely. The recommendation was adopted by the Board. 388. Report No. 8, Human Resources Committee, 6 November 2000 On a motion by Trustee Lam, seconded by Trustee Jackson, the Board received Report No. 8, Human Resources Committee, dated 6 November 2000. Trustee Lam presented and seconded the recommendation in the report, viz: Employee Recognition Plan (Motion by Trustee Scott, seconded by Trustee Lam) THAT Policy 099.HR, Employee Recognition be approved In speaking to the motion Trustee Scott thanked the staff involved for their work in the development of the Employee Recognition Plan and noted the importance of recognizing staff for their contributions to the OCDSB. She expressed the view that, in addition to recognizing the work of employees, the Board should consider a broader policy to recognize the contribution of the Board's various partners and supporters. Trustee Lam remarked that the concept of staff recognition should be developed into the culture of the Board and should not be limited to special awards. In response to a query by Trustee Morse, Trustee Lam advised that references to Trustees were removed at the draft stage, as the Committee agreed that this initiative is to recognize the contributions of staff. Trustee Morse gave notice that she will bring forward a motion, to a future Chairs' Committee meeting, regarding the implementation of a plan to recognize Trustee service. The recommendation was adopted by the Board. 389. Report No. 7 (Partial), Business Services Committee 8 November 2000 Ic On a motion by Trustee Morse, seconded by Trustee Scott, the Board received Report No. 8, Human Vj Resources Committee, dated 6 November 2000. -309- Trustee Morse presented and seconded the recommendations in the report, viz: a) Better Schools Partnership, Facilities & Physical Planning Strate ig c Plan (Motion by Trustee Scott substituting for Trustee Norm MacDonald, seconded by Trustee Morse) A. THAT the Board enter into an expanded energy performance contract with DukeSolutions to provide energy retrofits to sites in the Board where there are remaining energy efficiencies available, and that the Chair and Director of Education be authorized to execute the necessary documents; B. THAT the Board approve the joint development of a project plan by Facilities and Physical Planning and DukeSolutions to address school and organizational renewal improvements with a report for approval to the Board by February 2001; and C. THAT staff determine the position of the Ministry of Education with respect to the funding of energy efficiency initiatives and use of such initiatives to assist in the closure of the school renewal gap, with the outcome of discussions with the Ministry reported to the Board as soon as possible. Trustee Scott noted that the Board has received significant documentation regarding this issue and that the savings realized from reduced energy costs provide funding for other purposes. * * * * Trustee Graham assumed the Chair * * * * In response to queries regarding Part B of the recommendation, Superintendent Batley advised that DukeSolutions could be involved in the proposed renewal improvements but most of the work would likely be subcontracted. The value of the work to DukeSolutions would be included in the proposal that would be brought to Board for approval. Trustee Libbey requested a separate vote on each part of the recommendation. * * * * Trustee Libbey resumed the Chair * * * * Trustee Morse advised that it has been difficult to get companies to bid on these types of projects and that the school and organizational renewal improvements in Part B are the same kind of projects that have been done in the past. The savings that result from reduced energy costs can then be directed towards facility renewal. In wrap -up, Trustee Scott noted that the original energy performance contract did not cover all schools and that it would be of benefit to extend the project to the whole system. Parts A and C of the motion were carried. Part B was defeated. b) Draft Letter to Minister of Education re Fisher Park (Motion by Trustee Chambers, seconded by Trustee Morse) THAT the Chair of the Board send a letter to the Minister of Education regarding the partial disposition of Fisher Park School. Trustee Chambers noted that the letter would complete a process that commenced approximately one year ago and that an affirmative answer could positively affect what the incoming Board considers with respect to school closures. -310- The motion was carried. C) Update on Student Transfers 2001 -2002 (Motion by Trustee Chambers substituting for Trustee Morse, seconded by Trustee Morse) THAT policy P.077.PLG, Designated Schools /Student Transfers, be amended as follows: A. to permit secondary school students who intend to enter a program at grade 10 which is not offered at their designated school, to enter at grade 9 a secondary school where that program is offered. B. to include ease of access as a reason to provide a transfer, without Board transportation. Trustee Morse advised that the Grade 9 curriculum is generic for all programs and that it is unfair to expect students to attend the first year of high school at their home school and then transfer to another high school for the remaining three years. She noted that the Board has made a similar accommodation for students at the elementary school level. Trustee Morse expressed the view that the Board should recognize the ease of access to another school, provided there is space available, as a legitimate reason for a transfer. The motion was carried. In summary, Parts A and C of recommendation a), recommendation b) and Parts A and B of recommendation c) were adopted by the Board. 390. Letter to Ministry re Need for Information on Transportation Funding Notice of motion having been given, Trustee Scott, seconded by Trustee Morse, moved as follows: THAT the Board write to the Minister of Education requesting details of the new transportation funding formula as soon as possible and reiterating concerns that late delivery will militate against effective consultation and decision making on budget and transportation policy issues; and THAT the Board's representatives at the Ontario Public School Board's Association (OPSBA) raise this issue at OPSBA. Trustee Scott noted that the Board requires this information as soon as possible in order to deal effectively with transportation issues during the budget process. Trustee Chambers, speaking in support of the motion, agreed that writing to the Minister would be a useful course of action and that the letter should refer to the Board's objectives such as reducing the time that students spend on buses. In response to a concern expressed by Trustee Graham, the Assistant Secretary advised that, although the full wording of.a motion is normally provided, the motion is in order because the intent had been included in the agenda material and the by -laws provide for a motion arising from an item that is included on the agenda. In wrap -up, Trustee Scott noted that the Board has previously written to the Minister regarding this issue and that the last letter should be attached for reference purposes. She also expressed the view that the letter should stress the impact of transportation issues on students' ability to learn. The motion was carried. On a motion by Trustee Graham, seconded by Trustee Chambers, the meeting continued past 11:00 p.m. -311 - 391. Effective Communication with Members of the Community Notice of motion having been given, Trustee Graham, seconded by Trustee Chambers, moved as follows Whereas the Ottawa- Carleton District School Board is committed at all times to improving timely and effective communication with all members of its community; Whereas the practice of distributing, to stakeholder groups, an electronic version of the "Summary of Proceedings" (all approved motions and follow up actions) for board and committee meetings has been discontinued except for trustees and members of senior administration; Whereas the practice of posting an electronic version of the "Summary of Proceedings" on the OCDSB Communications bulletin board (BEAM) has also been discontinued; Whereas the "Director's Notes" do not provide information on all the motions and recommendations made by the board; and Whereas the approved board minutes are an important source of information to the community and should be made public in as timely a manner as possible; THEREFORE BE IT RESOLVED THAT the OCDSB make every reasonable effort to A. ensure that the "Summary of Proceedings" for all board and committee meetings is (a) sent electronically to trustees, senior administration and non - voting representatives; and (b) posted to BEAM, within 24 hours of the meeting and with the disclaimer that the information is subject to final approval (when the minutes are confirmed by the board); B. institute the electronic posting of all board minutes to the OCDSB web site and OCDSB Communications bulletin board (BEAM) within three days of the meeting at which the minutes are approved. (Note: The motion incorporates a friendly amendment by Trustee Scott to include "make every reasonable effort to. ") In speaking to the motion, Trustee Graham advised that it had come to her attention that the Board summary was no longer being circulated to non - voting representatives including the Ottawa- Carleton Assembly of School Councils (OCASC) and cited two examples where this has resulted in some confusion within the local community. In response to a query by Trustee Morse, Director Grieve explained that the decision to restrict the circulation of the Board summary to staff was not a cost saving measure but that a wider circulation of the summary has, on occasion, led to unfortunate misinterpretation by non - voting representatives. In response to further queries, the Assistant Secretary explained that the former Carleton Board of Education had circulated a similar type of summary to allow staff to begin action as quickly as possible where required and to provide information to various stakeholder groups. It also allowed corrections to be made by trustees and senior staff before the publication of the official minutes. The Director commented that the 24 -hour timeline for posting is optimistic, as time is required to ensure the dialogue portion of the report is accurate prior to release. Trustee Morse, seconded by Trustee Scott, moved in amendment THAT "within 24 hours" be revised to "within 48 hours." Trustees speaking in support of the amendment expressed the view that 24 hours may not always be reasonable due to unforeseen circumstances. -312- Trustees speaking against the amendment felt that 24 hours for electronic distribution is a reasonable time frame considering the limited scope of the summary. Ij _ The amendment was defeated. The main motion was carried. 392. Disposal of Property and Ontario Realty Corporation Notice of motion having been given, Trustee Chambers, seconded by Trustee Morse, moved as follows: THAT the OCDSB's representatives to the Ontario Public School Boards Association be directed to raise the issue of the Ontario Realty Corporation's role in the property disposition process at the November OPSBA Board of Directors meeting and report back to the Chairs' Committee on 29 November 2000. The motion was carried. 393. OPSBA Report There was no report from OPSBA. 394. New Business There was no new business. The meeting adjourned at 11:20 p.m. James P. Grieve Director of Education and Secretary of the Board BAF /BE- 001114 -313 - Jim Libbey Chair of the Board F1