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HomeMy WebLinkAboutChairs' Report 4, 26 May 1999 Minutes PublicOTTAWA- CARLETON DISTRICT SCHOOL BOARD TO: Board of Education REPORT NO. 4, CHAIR'S COMMITTEE DATE: 26 May 1999 A meeting of the Chair's Committee was held this evening commencing at 7:30 pm in the Trustees' Committee Room, 133 Greenbank Road, Nepean, with Trustee Albert Chambers in the Chair, and the following in attendance: MEMBERS: Trustees Jim Libbey and Pam Morse ALSO PRESENT: Trustees Alex Getty, Andrew Lam, and Lynn Scott STAFF: Jim Grieve, Director of Education/ Secretary of the Board Superintendents Rose -Marie Batley, John Brennan, Ross Donaldson, and Judy Turriff, Michael Carson, Manager of Facilities, Physical Planning & Transportation Dan Wiseman, Chief of Social Work Janice Sargent, Management, Policy and Planning Advisor Brenda Cooper, Committee Coordinator REPRESENTATIVES: Mary Jones Ottawa- Carleton Elementary Vice - Principals' Association Lyndi MacDonald, Ottawa - Carleton Elementary Principals' Association Joan Spice, Ottawa - Carleton Assembly of School Councils GUESTS: Barry Blier, Principal Pinecrest PS, and Susan Nouvet, Principal, Fielding Drive PS Staff Sergeant Charles Bordeleau and Constable Maria Amber, Ottawa - Carleton Police School Resource Officers' Team, Note: The meeting was not called to order until quorum was achieved, partway through the presentation on safe schools. This minor reordering of the agenda is not reflected in the report. 1. Approval al of Agenda On a motion by Trustee Morse, the agenda was approved as presented. 2. Death of Huntley Centennial Student Chair Albert Chambers expressed sadness at the death of Huntley Centennial Public School student Sandrine Craig, and conveyed the Board's condolences to her family, friends, fellow students and the school staff. Sandrine died in hospital earlier in the day as the result of injuries sustained in a 25 May accident between a truck and a school bus. Following a minute of silence in memory of Sandrine, the Chair reported that counselling and support to students and staff at Huntley Centennial will continue for as long as is necessary. Chair's Committee - 1 - 26 May 1999 O� I 3. Public Ouestion Period There were no questions from the public. 4. Presentation on Safe Schools Superintendent Ross Donaldson, Social Work Chief Dan Wiseman, Principals Barry Blier and Susan Nouvet, and members of the Ottawa - Carleton Police School Resource Officers' team, Staff Sergeant Charles Bordeleau and Constable Maria Amber, gave a reassuring presentation on school safety. They highlighted the programming, intervention and people resources available to assist school staff in c6untering school violence, and in providing a safe school climate in which to learn and work. Barry Blier described staff's enthusiastic response to the wealth of resources and ideas in the area of school safety, which were shared following the amalgamation of the two predecessor boards. During discussion, assurance was provided that staff receive training regarding isolated students and how to help them. An excellent pamphlet published by the American Psychological Association, which outlines the warning signs for youth in difficulty, has been made available to school staff. Dan Wiseman reported that under the Director's leadership, a statistical analysis of incidents is under development. It is expected that it will be possible to tie program recommendations to the analysis. The Director expressed appreciation to the presenters and to Superintendent Donaldson and Dan Wiseman for putting together the presentation. He echoed trustees' comments that the information on school safety programs raises everyone's comfort level, and encourages confidence that the Board is proactive in creating a safe environment for its staff and students. Me, . ,. Your Committee had before it for consideration staff report 99 -122 outlining preliminary activities pertaining to Phase II of the school closure study, and recommending proposed Phase 11 timelines, and revisions to policy No. P.013.PLG.* Superintendent Batley briefly reviewed the recent round of school closures. The process involved a great deal of work by the community, and resulted in the closure of four elementary schools and one secondary school. This reduced the Board's surplus pupil places by about 1,100 at the elementary level, and 890 at the secondary, leaving approximately 10,000 surplus pupil places (6,000 elementary, and 4,000 secondary). The 10,000 surplus spaces do not include an additional 1,100 pupil places for administrative sites and other closed schools (Borden, Brook Lane, Parkway, and Ramsayville). In summarizing the data, Superintendent Batley pointed out that maintaining the surplus spaces on the Board's inventory will continue to be a burden. Until the surplus is eliminated, there will be additional operating costs, and the building of new schools and capital improvements to existing schools will be blocked. *Note: During this item, Trustee Libbey assumed the chair on a number of occasions when Trustee Chambers wished to enter the debate. Chair's Committee - 2 - 26 May 1999 Using overhead projection, Superintendent Batley led the members through the proposed timelines for Phase II, highlighting plans for two trustee workshops; the disposition of property; a new process for community input /feedback in response to preliminary options; and an extended timeframe, i.e., Board decisions in May 2000, with school closures in September 2001. Superintendent Batley remarked that the disposition of some schools from the Phase I process and prior decisions may take place earlier than indicated, while some may be delayed until the completion of the Phase II study. The study will be focused on a few key areas where excess space exists, rather than looking at the whole system. This will make the whole process more manageable for trustees, staff, and the community. With respect to community input, it is proposed that school study committees be established to respond to preliminary options for school closures. The preliminary options will enable the community to take a more focused approach to the task, and to make a well- informed response One of the common threads in the feedback following Phase I was the need to base decisions on complete information. The final report to the Board in May 2000 will have taken the school study committees' responses into consideration, and will include a complete package of information regarding attendance boundaries resulting from the recommended closures; the identification of any resultant program changes, the relocation of students, etc. Trustee Libbey placed the staff recommendation on the floor, removing the words "in principle ", and adding a reference to the appropriate appendices, viz: A. THAT the Board approve the preliminary timelines for the Phase II school closure study, as outlined in appendices 3 & 4 of staff report 99 -122, and direct staff to bring forward a more detailed timeline indicating specific dates and activities; and B. THAT the Board approve revised policy P.013.PLG, Attendance Boundary/ Area Review /School Closure Study Process. In his introductory remarks, Trustee Libbey expressed support for the extended timelines. He noted his continuing concern about the question of the 100% occupancy requirement, and remarked that Phase I had been instructive for trustees as they learned more about the geography of the Board, its schools, and the location of programs. He asked Superintendent Batley whether the proposed changes to the process meet the Ministry of Education and Training's guidelines, and she confirmed that they meet both the Ministry's and the Board's requirements. During the debate, staff responded to a number of questions. With respect to the criteria for school closure decisions, feedback during Phase I indicated that the criteria should be measurable, and that it should be possible to link them to the decisions. Some trustees had concerns about different aspects of the timelines, i.e.: that two years to the next school closures may be too long; and /or that the time allotted for consultation between the release of the preliminary options and the final Board decision may be insufficient. Some favoured the longer timelines, and others felt there should be some flexibility, with the possibility of closing some schools by the summer of 2000, rather than all in 2001. Chair's Committee - 3 - 26 May 1999 a OCASC Chair Joan Spice observed that the proposed extension of the timeline is a relief after the many hours spent on Phase I, but indicated that she shares the concerns of those trustees who feel that the consultation time may not be long enough. She asked whether there will be more than one option for each committee to consider. Superintendent Batley advised that staff will be proposing the options that make the most sense so usually there will only be one; it would be unusual, but is possible that this approach could result in more than one option being put forth. With respect to the time for consultation, she went on to point out that there will be more than six weeks after the options are known. Because there will be options to work with, the school study committees (SSC's) will have a clearly defined role and focus, and require less time than the community working groups. There will be an improved awareness training session for the SSC's, and ongoing staff support. On the other hand, however, "she stressed that staff resources are limited, and that it will not be possible to emulate Phase I practices in responding to questions raised by the public in letters, at meetings, etc. Trustee Morse expressed concern that trustees are being asked to make school closure decisions in the months leading up to a municipal election, and suggested that this could impede decision - making. Trustee Lam pointed out that a perfect timeline is not possible, and that trustees must be prepared to make decisions in the best interests of the whole community. Several trustees concurred with Trustee Lam's suggestion that the school study committees be formed well before the release of the information on preliminary options. This will allow an opportunity for training and to become familiar with the issues, terminology, etc., so that they are comfortable with the issues by the time they start to work. Trustees Scott and Chambers requested that staff provide information closing (mothballing) or other uses for portions of schools as a potential way to reduce excess space. This has been done in Calgary. Michael Clarke advised that he is aware that there has been some exploration of these issues with the Ministry, and that legal opinions are being sought. Trustee Libbey recalled that this had been requested for a secondary school, and was not allowed as a method to reduce excess space. In response to a query, Michael Carson suggested that a discussion of school utilization factors at the first trustee workshop may result in a staff recommendation, and a decision in September. Noting that the elimination of the OAC year is nearing, Trustee Scott suggested that excess secondary school space should be dealt with as a whole, but was concerned about making decisions without knowing the impact of all the changes. Some trustees felt that the number of schools to be considered in Phase H is unwieldy, and that the study should be divided into manageable portions. Others disagreed, noting that approving the timelines now would not preclude adjustments to allow for some earlier closures. Trustee Morse moved in amendment THAT the motion be deferred, and that staff be requested to bring back an additional option to the 9 June Business Services Committee meeting, in which some areas of the Board are addressed for year 2000 closures, and some areas in 2001. The motion to defer was defeated. A vote was held on the main motion. Part A regarding the timelines was defeated, and Part B regarding the policy was carried. Chair's Committee - 4 - 26 May 1999 /_ Trustees Scott and Libbey noted the importance of the trustee workshops and expressed concern that the defeat of the timelines meant they could not be provided in a timely manner, if at all. Trustee Scott therefore moved, (a) THAT the Board approve in principle the conceptual process comprised of the four components of Phase H of the School Closure Process, viz: Trustee Workshops, Disposition of Properties, Data Collection and Option Development, and Consultation, Final Report and Recommendations; and (b) that the scope and timelines be referred to the June meeting of the Chair's Committee for further discussion. Part (a) was carried; part (b) was defeated. It was noted that the timelines could be dealt with at the workshops. On a motion by Trustee Libbey, your Committee recommends: THAT THE BOARD APPROVE REVISED POLICY P.013.PLG, ATTENDANCE BOUNDARY /AREA REVIEW /SCHOOL CLOSURE STUDY PROCESS (APPENDIX A). On a motion by Trustee Scott, your Committee recommends: THAT THE BOARD APPROVE 1N PRINCIPLE THE CONCEPTUAL PROCESS FOR PHASE 11 OF THE SCHOOL CLOSURE PROCESS, COMPRISED OF THE FOUR COMPONENTS, VIZ: • TRUSTEE WORKSHOPS • DISPOSITION OF PROPERTIES • DATA COLLECTION AND OPTION DEVELOPMENT • CONSULTATION, FINAL REPORT AND RECOMMENDATIONS Due to the late hour, past 11:30 pm, it was agreed to consider the most time sensitive issues before adjourning. Trustee Chambers noted that the disposition of any remaining items would be considered at the next agenda preparation meeting for the Chair's Committee. 7. Student Representation (Policv_Amendment) Your Committee had before it for consideration staff report 99 -130 recommending that policy P.017.GOV, Pupil Representation, be amended to permit the sharing of the role of student representative on the Board. The time commitment for a single representative has proven to be very heavy, and other school boards have recognized this by permitting additional representative. The OCDSB Student Presidents' Council has requested that student representation be shared among three students on an alternating basis. Chair's Committee - 5 - 26 May 1999 It was noted that the student representatives will be required to provide advance notice for each Board meeting regarding which one will be designated to attend. On a motion by Trustee Scott, your Committee recommends: THAT POLICY P.017.GOV, PUPIL REPRESENTATION, BE AMENDED TO ALLOW FOR THREE STUDENT REPRESENTATIVES (APPENDIX B). Your Committee had before it for consideration staff report 99 -128 seeking approval of a new policy regarding the safe arrival of elementary students /the unexplained absence of students. Superintendent Turriff noted that Ministry of Education and Training Policy /Program Memorandum No. 123 requires the development of such a policy, and reported that safe arrival programs have been established in each of the Board's elementary schools. Joan Spice advised that the Ottawa - Carleton Assembly of School Councils' represen- tative on the Safe Schools Sub - Committee had concerns that the matter of parents' versus the schools' role and responsibility for a child's safe arrival at school is unclear. Superintendent Turriff pointed out that this concern has been addressed by the addition of paragraph 2.4 in the proposed policy, i.e. the roles and responsibilities should be clearly communicated to parents at the beginning of each school year. Trustee Scott suggested that this information also be included in school handbooks. Trustee Lam moved the recommendation in the staff report, and accepted friendly amendments from Trustee Morse regarding the addition of "unexplained absence" to the title, and the incorporation of relevant definitions from the Ministry document. There are often problems getting in touch with parents when their children do not arrive at school. Lyndi MacDonald pointed out that some parents do not have telephones, and others are very difficult to find during the daytime. She felt that this should be addressed in the school -based procedures. The motion, as amended, was carried (the above -noted amendments have been incorporated into the proposed policy). On a motion by Trustee Lam, therefore, your Committee recommends: THAT POLICY P.085.SCO, SAFE ARRIVAL /UNEXPLAINED ABSENCE (ELEMENTARY STUDENTS) BE APPROVED (APPENDIX C). - • s . . y �� •s • •• :� =s Your Committee had before it for consideration two memoranda from the Ontario Public School Boards' Association. The memos provided, in advance of the annual general meeting, proposed amendments to the OPSBA constitution and by -laws, policy resolutions, and a resolution establishing a fee structure review committee. Chair's Committee - 6 - 26 May 1999 The three resolutions submitted to the OPSBA AGM by the OCDSB have been endorsed by the OPSBA Executive Council. The OCDSB resolutions pertain to the education funding model, standards for special education, and funding for ESL. One other resolution from the Rainbow District School Board concerns certification programs for principals and vice - principals. Most of the proposed constitutional changes are housekeeping matters, e.g. change of fiscal year to coincide with school year, or minor in nature. The major change is a new section entitling each board with more than 150,000 pupils to appoint one of its directors as a "pupil enrolment" vice - president OPSBA, and a second director as the alternate. There was some disagreement with the proposed automatic vice - presidency for large school boards because of a concern that most of the executive could come from one large board. Trustee Chambers pointed out that this would be most unlikely. He noted that the resolution was put forward because a large board supporting a very substantial portion of OPSBA's annual budget should be assured of representation on the Executive Council. This is not possible under the current by -laws, and an assured seat would help maintain the commitment and involvement of such large boards. It was noted that it would not be possible to discuss the proposed OPSBA constitutional amendments at a board meeting prior to the OPSBA AGM. Trustees concurred with a suggestion by Trustee Libbey that Trustee Lam, as the OCDSB voting Delegate, exercise his judgment regarding the Board's wishes respecting the amendments. 10. New Business In response to a query, the Director advised that it is not know whether a group of parents will be suing the provincial government regarding special education funding. Trustee Lam reported that the Ontario Public School Boards' Association is distributing the recent judgment in the Board's favour regarding school closures. Staff confirmed that this will be sent to trustees later this week. The Director advised that the report on the Education Improvement Commission's visit to the Board is being translated, and will be produced shortly after the 3 June provincial election. The meeting adjourned at 12:05 am. Albert Chambers, Chair Chair's Committee BLC /cb CC/990526 Chair's Committee - 7 - 26 May 1999